CN-550000-CAX67-00010000.pdf

STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION

PROFESSIONAL SERVICES LETTER OF RESPONSE

375-030-22

PROCUREMENT

04/18

Advertisement No.: 25462 DOT FM Number: 449778-3-32-01

Submittal Date: 1/21/2025 Project Name: Continuing Services for LAP Project Delivery

Consultant’s Name: Tetra Tech, Inc.

(Firm must use the name shown on the Consultant’s qualification letter.)

Street Address: 6303 Waterford District Drive, Suite 305

City: Miami State: FL Zip: 33126

Office Location: Miami Contact person: Ronald A. Celiz, PE

Phone: (305) 908-1430 Contact email: ronald.celiz@tetratech.com By submittal of this letter the Consultant certifies that all information provided in the letter is true and accurate. The Consultant further certifies that staff proposed are currently employed by the firm(s) identified, or the Consultant shall provide a statement indicating when staff will become employed by the identified firm(s).

The Letter of Response should address the following information:

• Proposed approach and understanding of critical issues.

• Relevant project experience – Similar type of work experience.

• Other content provided by firm.

• Proposed key personnel and their proposed roles (do not include resumes).

Consultants: Please be aware that all font (including font in graphics, tables, and captions on photos) must be standard Arial Narrow, 11 point, single line spacing with no modification of font or spacing allowed. ½” clear margin on all sides must be maintained on all pages. It is the Consultant’s responsibility, due to font and format restrictions within this form, to work within the constraints of the form and its format. Character styling such as use of color, bold, and italics is allowed. Use of a table is recommended for text boxes. The page layout may be modified to add columns, tables, graphics, and photos. All graphics and photos must be created in a clean, blank word document and the “text wrapping square” option applied before cutting and pasting into this form. Consultants may add their logo at the top of the first page (directly underneath the header), however, the Consultant shall not extend the form beyond the pages allocated for the Letter to accommodate insertion of the logo. Consultants are not permitted to insert any other information in the header other than the logo. After pasting your letter into this form, highlight all text and ensure the font size of Arial Narrow, 11 point was retained. Once your content is inserted, delete any additional blank pages that are generated by pressing your delete key after the last word in the Letter of Response. Recreation of the form in another software application to modify the form format is not permitted. This form works best when saved with a .docx extension. *Please retain the source document as it may be requested at a later date in the procurement, to verify adherence with aforementioned restrictions. Note: You may begin typing on this page.

Introduction

Tetra Tech (Tt) has assembled a team to provide expert level services to District 4’s Program Management Office for this Continuing Services Contract (CSC) for Local Agency Program (LAP) Project Delivery. Our relevant experience, key personnel, and depth of resources position us as being the best fit consultant to not only sustain but also enhance the LAP program. LAP is an integral resource for municipalities, enabling transportation projects that transform local communities by enhancing mobility. These improvements create lasting impacts from reducing daily commute times to fostering economic growth and improving quality of life.

Approach and Understanding Through LAP, municipalities access state and federal transportation grants for design (Phase 38), CEI (Phase 68), and construction (Phase 58) phases. LA’s can apply for Local Initiatives to Transportation Alternatives (ex. Safe Routes to School) funding.

Tt team will support LAP Coordinators Landy Ductan, Mark

Simpson, & Ramon Alvarez in delivering projects on-time and on-budget. We prioritize meeting Encumbrance dates and the Lockdown dates which will be reflected at every step to ensure that the adopted schedule of the LA is met.

Our analysis of D4's Work Program for Phase 38 identified 16 projects in Broward County with a $16M design budget, including two critical bridge projects. Tetra Tech's structural team brings specialized expertise in LAP bridge projects, with key lessons learned from past successes: coordinating early with local agencies on maintenance of traffic to minimize community impact, implementing accelerated bridge construction techniques to reduce closure times, and managing complex permitting requirements with environmental agencies. Our bridge team's experience includes successful delivery of similar off-system bridges, demonstrating our ability to navigate unique challenges like coordinating with multiple stakeholders, managing utility conflicts, and delivering cost-effective solutions within LAP funding constraints LAP Project Types are classified into four primary categories: Class A, Class B, Class C, and Class D. Each classification determines

375-030-22

PROCUREMENT

the applicable design criteria, construction specifications, and administrative requirements.

This five-year, $5M Task Work Order (TWO) driven contract has no limit per TWO and will focus on LAP project design for Local Agencies (LA) with limited or no District experience. As an extension of D4 and LA, we will provide expertise and education to ensure successful delivery of projects. We understand the need for education for LA’s participating in the LAP program. To resolve this issue, Tt has the capabilities to provide LA’s with in-person training prior to each kick off meeting and at every milestone submittal. Rich May, with 44 years of experience and leadership in Project

Management training at Tt, will develop customized workshops for

LAs focusing on LAP participation & federal guidelines. This service can be coordinated with the Program Management Office as an optional task.

Communication: Tt will implement a structured communication plan that establishes clear lines of authority and promotes timely information sharing between FDOT D4 and LAs. Mya Williams-Gray provides FDOT high-level oversight while LAP Coordinators manage daily operations. Each project maintains defined escalation protocols and leverages SharePoint and email distribution groups for real-time updates and documentation sharing, ensuring all stakeholders remain informed throughout project.

Approach to Project Process Project Initiation: Once FDOT D4 gives us the notice to proceed on a TWO, we will start with a desktop review of the project. This includes examining the scope, budget, schedule, and application to ensure all elements are met and no fatal flaws exist. We will also coordinate with the LA to identify the responsible charge and LA Project Manager to establish a communication plan. Next, our team will meet with the District Office to review our findings and gather additional information and insights, regarding any special considerations. With this information, we can begin the traditional design process. We will collect and review all available information, such as existing as-built plans, safety studies, related permits, and utility documentation. A meeting with the LA will follow to discuss project objectives. A Task Leader will be identified to assemble a team based on technical skills, experience, and availability. A multi-disciplinary field review will be conducted to identify challenges and risks during design and construction. Based on the field visit, we will refine the scope of work and develop a staff-hours estimate, which will be submitted to the LA following the executed contract rates.

We will then obtain concurrence from the LAP Unit for the negotiated hours. Finally, we will schedule a Kick-Off meeting with our designated LAP Coordinator and begin all plan production efforts.

LAP Submittals: Preliminary Submittal includes a preliminary S&S cost estimate, project scope, and location map. This ensures the project scope and limits align with the application, aiding the District’s Environmental Liaison in preparing the Environmental Features ID Memo. The Initial Submittal should have 30% plans and an updated cost estimate. At this stage, it is crucial to begin producing all necessary environmental certifications. The

Constructability Submittal is a critical milestone, comprising 100% final plans, a cost estimate, and all required certifications, including Environmental, ROW forms, Railroad and Utilities Clear Letters, permits, and memos. This submittal also includes the bid document and construction checklist which makes it one of the most crucial submittals. The Final Production Submittal must include final S&S plans, a final cost estimate, technical specifications, and all executed documents. Ensuring the LAP Checklist for Construction Contracts & Bid Documents is executed and closing all ERC comments are essential steps that pave the way for a successful Production Day and on-time encumbrance.

Survey: We are aware that survey cost constitutes a large portion of the design budget. Based on the task complexity, the team will evaluate opportunities to minimize survey requirements by utilizing aerial background plans, historical alignment data, and existing ROW information.

Environmental: The Tt team will manage and guide LAs through all environmental compliance requirements. For federally funded projects requiring National Environmental Policy Act (NEPA) documentation, experienced staff will prepare the necessary materials, which typically qualify as a Type 1 Categorical Exclusion (CE). The scope includes handling all environmental analysis, permit applications, and FDOT coordination. A key deliverable is the Cultural Resource Assessment Survey (CRAS), required when projects have potential impacts to historic or archaeological resources. Additional services include threatened and endangered species surveys and contamination assessments as needed.

While FDOT maintains authority over environmental decisions, the

Tt team ensures coordination between LA and the Department.

Environmental commitments are tracked through FDOT's Project Commitments Record system.

Public Involvement: Public Involvement in LAP contracts often faces challenges when LAs keep these activities in-house to reduce costs. This typically results in inadequate equipment and staff who lack experience in managing mailing lists and communications. Our experienced Public Involvement team will develop customized outreach programs and conduct hybrid public meetings.

Right of Way: ROW is essential in design, as all improvements must occur within public ROW. However, this can be challenging due to inadequate record-keeping in many Local Agencies, complicating access to vital documents like easements and plat information. To mitigate these issues, the Tt team prioritizes ROW verification in our scope development. We download available ROW maps from the GIS property appraiser and request existing easement documents and plat books from the Survey and Mapping office. This ensures we have accurate information readily accessible.

Utility Design: Unlike traditional FDOT projects, LAP projects require a Utilities – Clear Letter to confirm that utility coordination efforts are properly executed and documented, with all adjustments falling under the LA responsibility. We recognize the importance of offering the LA the option to enter into a UWHCA to address potential conflicts. By discussing this option during our initial kick-off meeting, we ensure the LA is informed and prepared to take necessary actions. As an extension of the LA's staff and resources, the Tt team can assist with utility design, relocation, or abandonment, allowing all work to be managed by a single design team. Our dedicated Utility Engineering team brings extensive expertise, having successfully completed 14 Utility Design projects across Florida for over 8 clients.

Post Design: We will provide support throughout the bidding phase by immediately responding to bid questions. During the construction phase, we will attend construction meetings, respond to requests for information, and review shop drawings in a timely fashion.

Project Management Budget: In addressing the varying funding restrictions that LAs may encounter, Tt offers a flexible approach to fee estimates through two distinct methodologies. The first is a top-down pricing strategy, which begins with the budget defined by the LA, allowing us to tailor our services to fit within their financial constraints while meeting project objectives. The second methodology is bottom-up pricing, a traditional approach where we price out each task and develop a dollar amount based on the specific activities required.

By employing these methodologies, Tt can accommodate the financial circumstances of each LA, ensuring that we deliver high-quality design services while adhering to budgetary limitations.

Additionally, we will track individual project budgets and monitor construction costs from the Notice to Proceed (NTP) through milestone submittal updates. A 10-15% reserve of the project budget will be set aside for post-design services.

Contract Schedule: To manage concurrent schedules, our team will coordinate with all members and subconsultants using advanced project management software to centralize tasks and deadlines. We will establish clear communication protocols and hold regular meetings to address issues promptly. Detailed work plans will outline deliverables, timelines, and responsibilities, while we identify potential risks early and develop mitigation strategies. Regular progress reviews will ensure task teams stay on track, allowing for necessary adjustments to maintain project schedules.

QC Plan Tetra Tech’s Quality Practices Manual will be customized to meet the specific needs of District 4, the contract, and each task order. We will implement our electronic checking procedure using Bluebeam software to review all design components in one session so that all reviewers can see comments made by every discipline.

Our CEI staff will conduct constructability reviews to find opportunities to reduce construction costs and avoid construction claims. We will also perform quality assurance reviews of our subconsultants’ deliverables to ensure that they have complied with the task order’s Quality Plan.

Conflict of Interest (COI): Tt is dedicated to upholding the highest ethical standards and transparency, particularly in response to FDOT's concerns regarding COI among firms submitting proposals for this contract. We want to clarify that Tt is not currently engaged in any projects with FDOT District 4 or municipalities in Broward, Palm Beach, or the Treasure Coast. Additionally, we are not involved in the MTECC contract, either as a prime or sub-consultant, nor are we active in any Construction Engineering

Inspection (CEI) projects within District 4. To ensure integrity and alleviated perceived COI, we will implement COI policies that promote transparency and ethical practices throughout the life of the contract. This includes disclosing any potential conflicts and maintaining clear boundaries between roles and responsibilities, thereby fostering trust and confidence among FDOT, local municipalities, and the communities we serve.

Key Personnel and Roles | Availability and Staffing This team is being led by Ron Celiz, PE which will serve as contract manager and the single point of contact for Mya. With 12 years of project management experience in South Florida, including serving as LAP Program Coordinator (2016-2018), Ron brings an intimate understanding of the LAP process and proven ability to manage multiple concurrent task work orders. His experience enables him to effectively train and guide local agencies through FDOT processes.

Our team structure for this contract emphasizes flexibility by using dedicated Task Leads (TL) rather than fixed company-specific leads. Each TL can custom-build their project team from our design support resource pool, selecting professionals based on their specific project experience, current availability, task complexity, and cost-effectiveness. This flexible approach ensures we select the right people for the task.

Supporting Ron is QA/QC Lead Jayson Nault, PE (Tt) (35 years, 70% available), along with our highly available task leads:

• TL 1: Jacob Nussel, PE [Tt] (12 years, 90% available)

• TL 2: Hans Ribbeck, PE [REI] (21 years, 85% available)

• TL 3: Ricardo Castro, PE [RDS] (20 years, 75% available)

• TL 4: Alejandro Uribe, PE [GF] (20 years, 85% available).

Relevant Project Experience

Our team brings D4 LAP project design experience through key projects such as the following: 450870-1 - SE 7th Street Bridge Replacement over Rio Cordova for City of Fort Lauderdale under PM: Raymond Nazaire, PE 449559-1 - Royal Palm Blvd. from University Drive to Riverside Drive for City of Coral Springs & Broward County under Scott Thurman, PE 445527-1 - NW 3rd Street from NW 6th Avenue to Dixie Highway for City of Hallandale under Fernando Paiva, PE

The Tetra Tech Inc. Difference

Tt understands that task work order-based contracts require the consultant to be responsive and readily available to deploy a task team immediately upon receiving an assignment. We trust this letter of response demonstrates that the Tt team has a proven project manager in Ron Celiz and the depth of resources, expertise, experience, and availability necessary to handle concurrent task assignments. Ron’s extensive experience with the LAP process, both as a contract manager and a former LAP coordinator, equips him with the unique ability to navigate and manage these projects effectively.

-Every successful LAP project begins with understanding the heart of each community. I look forward to partnering with Local Agencies to bring their visions to reality – Ronald A. Celiz, PE

Prequalification of Prime Consultant and any proposed Subconsultants by advertised type(s) of work:

Consultant Name Project Advertised Major & Minor Work Types

3.2 3.1 4.1.1 4.1.2 6.3.1 7.1 7.2 7.3 8.1 8.2 DBE SB UU

Prime Tetra Tech, Inc.

S u b c o n s u lt a n ts

CHA Consulting, Inc.

Choice Engineering Consultants, Inc.

Chrome Engineering, Inc.

Consor Engineers, LLC

Gannett Fleming, Inc.

GCME, Inc.

GPI Geospatial, Inc.

I.F. Rooks & Associates, LLC

Miller, Legg & Associates, Inc.

Infinite Source Communications Group, Inc.

Janus Research, Inc.

Ribbeck Engineering, Inc.

Roadway Design Solutions, Inc.

Volkert, Inc.

WGI, Inc.

SB = Small Business UU = Under-utilized work type; subconsultant is a professional services firm and is prequalified in the Under-Utilized Work Group. Refer to the advertisement for applicability.

My firm has submitted a Bid Opportunity List through the Equal Opportunity Compliance System for this project.

https://fdotwp1.dot.state.fl.us/EqualOpportunityCompliance/Account.aspx/LogIn?ReturnUrl=%2fEqualOpportunityCompliance

Prequalification of Prime Consultant and any proposed Subconsultants by advertised type(s) of work:

Consultant Name Project Advertised Major & Minor Work Types

8.3 8.4 9.1 9.2 14.0 15.0 DBE SB UU

Prime Tetra Tech, Inc.

S u b c o n s u lt a n ts

Choice Engineering Consultants, Inc.

Chrome Engineering, Inc.

Consor Engineers, LLC

Gannett Fleming, Inc.

GCME, Inc.

GPI Geospatial, Inc.

I.F. Rooks & Associates, LLC

Miller, Legg & Associates, Inc.

Infinite Source Communications Group, Inc.

Janus Research, Inc.

Ribbeck Engineering, Inc.

Roadway Design Solutions, Inc.

Volkert, Inc.

WGI, Inc.

SB = Small Business UU = Under-utilized work type; subconsultant is a professional services firm and is prequalified in the Under-Utilized Work Group. Refer to the advertisement for applicability.

My firm has submitted a Bid Opportunity List through the Equal Opportunity Compliance System for this project.

https://fdotwp1.dot.state.fl.us/EqualOpportunityCompliance/Account.aspx/LogIn?ReturnUrl=%2fEqualOpportunityCompliance

STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION

PROFESSIONAL SERVICES - RFP

February 11, 2025 esierra@chasolutions.com sedgar@scalarinc.net ronald.celiz@tetratech.com

Re: Request for Proposal - AD#25462 - Continuing Services for LAP Project Delivery

Dear Consultant:

I am pleased to advise you that your firm has been shortlisted for the AD#25462 - Continuing Services for LAP Project Delivery. To enable the Department to complete the evaluation of your firm, you are requested to prepare resumes, an organization chart or staffing chart, and to participate in an interview with the technical review committee. The resumes and organization chart or staffing chart must be prepared in accordance with the enclosed information, which includes a scope of services.

Resumes, required forms, and organization chart or staffing chart shall be e-mailed to d4.profserv@dot.state.fl.us. All documents are due by 3:00 PM, February 24, 2025.

The interviews are scheduled for February 25, 2025 in District Office Conference Room 1 at the D4 Headquarters.

Note: All times listed in this letter and attached documents are Eastern Time Zone unless specifically noted otherwise.

Sincerely, Jane Gaston, Contract Analyst II Procurement Office

Attachments CC: Mya Gray

PF415JG

Jane Gaston

Request For Proposals

For AD#25462 - Continuing Services for LAP Project Delivery

1. Purpose:

2. Scope of Consultant Services:

3. Length of Consultant Services:

4. Contract Restrictions & Proposed Method of Compensation:

5. Staffing Requirements:

6. Scope of Services Meeting:

7. Deadline for Questions:

8. Resumes, Organization Chart or Staffing Chart, Required Certification, and Forms:

9. Consultant Interviews:

10. Consultant Selection:

11. Contract Negotiations:

12. Schedule:

Attachment A – Scope of Services

Attachment B – Standard Professional Services Agreement Terms

Attachment C – Interview Evaluation Form

Attachment D – Required Certifications

Attachment E – Anticipated Method of Compensation (Rates not included)

Request For Proposals

1. Purpose:

The Florida Department of Transportation requires professional services for the project known as AD#25462 - Continuing Services for LAP Project Delivery. Additional information is necessary to complete the evaluation of each shortlisted consultant’s ability to provide the desired services. As a result, each shortlisted consultant is requested to provide resumes, organization chart or staffing chart, required certification, forms, and to participate in an interview to discuss qualifications for the project.

Shortlisted Consultants:

Scalar Consulting Group Inc.

Tetra Tech, Inc.

2. Scope of Consultant Services:

For a detailed description of the required consultant services, refer to Attachment A, Scope of Services.

3. Length of Consultant Services:

The consultant services are scheduled for a maximum period of 5 years. The consultant services shall begin only upon the receipt of written notice (i.e. Task Work Order) from the Department. The term of the contract is 5 years.

4. Contract Restrictions & Proposed Method of Compensation:

A standard consultant contract will be executed with the selected consultant for this project. The standard contract terms are provided as Attachment B. The following additional information is furnished to the consultant firm for consideration:

4.1 Professional Liability Insurance Requirement: $250,000.00. For purposes of contracting, only Professional Liability Insurance from a company or companies authorized to do business in the State of Florida is acceptable. The selected prime consultant shall submit proof of Professional Liability Insurance coverage in the minimum threshold amount designated above, prior to contracting. The policy/ies and coverage described herein may be subject to a deductible. Pay all deductibles as required by the policy. The Department shall be notified in writing within ten days of any cancellation, notice of cancellation, lapse, renewal, or proposed change to any policy or coverage described herein. The Department’s approval or failure to disapprove any policy/ies, coverage, or ACORD Certificates shall not relieve or excuse any obligation to procure and maintain the insurance required herein, nor serve as a waiver of any rights or defenses the Department may have. No policy/ies or coverage described herein may contain or be subject to a Retention or a Self-Insured Retention. A commitment letter from a financial institution is also not acceptable for purposes of contracting.

4.2 Computer Usage: The selected Consultant firm may desire to use the

Department's mainframe computer (not CADD) for project related tasks.

Requested computer services will be considered during the contract negotiations.

4.3 Subconsultant Services: Services assigned to subconsultants must be approved in advance by the Department. Subconsultants performing the standard types of work covered by Rule Chapter 14-75, F.A.C., must be technically prequalified with the Department or have an application for prequalification under review at the time that they are proposed.

Subconsultants with fees less than $500,000, and/or performing specialty services

(non-standard types of work), a self-certified overhead statement may be accepted. These overhead statements must be sent to Central Office for review and approval.

Private attorney services may not be utilized on Department contracts without advance approval from the Attorney General’s Office. The advance approval may only be requested by Agency General Counsel (FDOT), and not the consultant firm. Since approval cannot be assumed, consultant firms shall refrain from proposing legal firms as part of the professional services consultant team in their procurement response and proposal documents. As referenced in Section 287.059(3), F.S.:

“An agency requesting approval for the use of private attorney services shall first offer to contract with the Department of Legal Affairs for such attorney services at a cost pursuant to mutual agreement. The Attorney General shall decide on a case-by-case basis to accept or decline to provide such attorney services as staffing, expertise, or other legal or economic considerations warrant. If the Attorney General declines to provide the requested attorney services, the Attorney General’s written approval shall include a statement that the private attorney services requested cannot be provided by the office of the Attorney General or that such private attorney services are cost-effective in the opinion of the Attorney General. The Attorney General shall not consider political affiliation in making such decision. The office of the Attorney General shall respond to the request of an agency for prior written approval within 10 working days after receiving such request. The Attorney General may request additional information necessary for evaluation of a request. The Attorney General shall respond to the request within 10 working days after receipt of the requested information.”

When universities or colleges are needed to perform services, the Department’s Project Manager shall procure such services by means of either a University Master Agreement task work order, a governmental agency contract, or a http://www.fdot.gov/procurement/pdf/Rule%2014-75.pdf competitive solicitation for contractual services, as appropriate (reference Section 287.057(21), F.S.). Universities proposed as subconsultants will not be added to the professional services contract.

4.4 DBE/Small Business Participation:

The Department encourages DBE and small business firms to compete for professional services projects, and also encourages all other firms to use DBE and small business consultants as subconsultants. However, use of DBE and small business subconsultants is not mandatory and no preference points will be given during the selection process for DBE and/or small business participation.

Consultants shall complete Form No. 375-030-83 to indicate commitments anticipated for the project.

Federal law requires states to maintain a database of all firms that are participating or attempting to participate in DOT-assisted contracts. To assist the Department in this endeavor, consultants should have already submitted their Bid Opportunity List through the Department’s Equal Opportunity Compliance System found at the following link (https://fdotwp1.dot.state.fl.us/EqualOpportunityCompliance/Account.aspx/LogIn?

ReturnUrl=%2fEqualOpportunityCompliance). If you have not yet completed your bid opportunity list through this online application, please do so at this time. Prime Consultants can obtain access to the new EOC system by filling out the Contractors and Consultants New Users Access Form. Please complete the form and submit it to EOOHelp@dot.state.fl.us.

Consultants please be reminded that if you are selected on this project, you need to enter your subconsultant commitments of each task work order in the Equal Opportunity website after invoice has been paid in CITS. Also, if you are awarded amendments to task work orders, the subconsultant commitments will also need to be reported after the respective invoice has been paid.

4.5 Method of Compensation:

This will be a task assignment type contract. A fee and method of compensation will be negotiated for each task assignment.

4.6 Public Entity Crimes: A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a bid, proposal, or reply on a contract to provide any goods or services to a public entity;

may not submit a bid, proposal, or reply on a contract with a public entity for the construction or repair of a public building or public work; may not submit bids, proposals, or replies on leases of real property to a public entity; may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity; and may not transact business with any public entity in excess of the threshold amount provided in s. 287.017 for https://pdl.fdot.gov/api/form/downloadAttachment/10980573 https://fdotwp1.dot.state.fl.us/EqualOpportunityCompliance/Account.aspx/LogIn?ReturnUrl=%2fEqualOpportunityCompliance https://fdotwp1.dot.state.fl.us/EqualOpportunityCompliance/Account.aspx/LogIn?ReturnUrl=%2fEqualOpportunityCompliance https://gcc01.safelinks.protection.outlook.com/?url=https%3A%2F%2Ffdotwww.blob.core.windows.net%2Fsitefinity%2Fdocs%2Fdefault-source%2Fequalopporunity%2Feoc-rcs-user-manual%2Feoc-system-access-request-form.pdf%3Fsfvrsn%3D899539b3_0&data=02%7C01%7CKelly.Walls%40dot.state.fl.us%7C72c061ab81c841be0eb408d703d68c8a%7Cdb21de5dbc9c420c8f3f8f08f85b5ada%7C0%7C0%7C636982092320368962&sdata=KYy0%2FLjCiK5oF%2F2PSqs662Qm%2BB%2F63Kw7%2BzUYl%2BDqe0Q%3D&reserved=0 mailto:EOOHELP@dot.state.fl.us

CATEGORY TWO ($35,000) for a period of 36 months following the date of being placed on the convicted vendor list.

Antitrust Vendor Violator Contract Language: Pursuant to section

287.137(2)(a), Florida Statutes, a person or an affiliate who has been placed on the antitrust violator vendor list following a conviction or being held civilly liable for an antitrust violation may not submit a bid, proposal, or reply for any new contract to provide any goods or services to a public entity; may not submit a bid, proposal, or reply for a new contract with a public entity for the construction or repair of a public building or public work; may not submit a bid, proposal, or reply on new leases of real property to a public entity; may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a new contract with a public entity; and may not transact a new business with a public entity.

Affidavit Regarding Labor and Services: Prior to contract execution, extension or renewal, the Department shall notify the Contract awardee of the need to download, complete and submit FDOT Form No. 375-030-31. Please have the form signed and notarized and send a scanned copy to the Department. The nongovernmental entity (Contract awardee) must maintain the original copy in accordance with other provisions of this Agreement or Contract, and in accordance with Florida law.

4.7 Vendor Registration through E-PROCUREMENT: As per Rule 60A-1.030, all consultants doing business with the State shall register in the MyFloridaMarketPlace system. Information about the registration process is available, and registration may be completed by linking to the following web address: https://vendor.myfloridamarketplace.com

NOTE: Contracts procured under s. 287.055, Florida Statutes are exempt from the 1% transaction fee. Interested persons lacking internet access may request assistance from MyFloridaMarketPlace Customer Services at (866) FLA-EPRO (352-3776) or State Purchasing, 4050 Esplanade Drive, Suite 300, Tallahassee, Florida 32399.

4.8 Inspector General: The Consultant agrees to comply with section 20.055(5), Florida Statutes, and to incorporate in all subcontracts the obligation to comply with section 20.055(5), Florida Statutes.

5. Staffing Requirements:

After submittal of Letters and up through contract execution, proposed subconsultants/subcontractors/sub-vendors, teaming arrangements, or key staff of the Consultant cannot be changed or substituted except in instances of force majeure or in the event of circumstances that cannot reasonably be anticipated and/or are beyond the control of the prime consultant. In such cases, changes or substitutions are subject to the discretion of the Department, and cannot be made without written approval of the https://pdl.fdot.gov/api/form/downloadAttachment/17378449 https://vendor.myfloridamarketplace.com/

Department. All such requests made during the contract procurement must be routed and coordinated through PSU only, as the official point of contact during contract procurement. After contract execution, subconsultant/subcontractor/sub-vendor, teaming arrangement, or key staff changes/substitutions require pre-approval of the Department’s Project Manager before implementing. All qualification/certification requirements of the original advertisement shall govern, where applicable.

6. Scope of Services Meeting:

A Scope of Services meeting is not required for this project.

7. Deadline for Questions:

Any technical or administrative questions shall be addressed to the following:

Jane Gaston, Procurement Office, MS Florida Department of Transportation, 3400 West Commercial Boulevard, Fort Lauderdale, FL 33309, Phone: (954) 777-4620, E-mail address: d4.profserv@dot.state.fl.us cc: jane.gaston@dot.state.fl.us

NOTE: The shortlisted consultant teams shall not have any conversations concerning this project with the project manager, technical review committee, selection committee, or any other persons regarding issues related to this project other than the specified procurement office personnel identified above.

The deadline for technical questions is February 21, 2025.

There is no deadline for contract or administrative questions.

8. Resumes, Organization Chart or Staffing Chart, Required Certification, and Forms:

Please note that there is no requirement for submittal of technical proposals.

The firms being considered for this project are required to electronically submit resumes, organization chart or staffing chart, required certification, and forms. Resumes must be no longer than 2 pages per resume per person. The organization chart or staffing chart is limited to a one page chart which can be either 8 ½” x 11” or 11” x 17”, at the discretion of the Consultant. Font size of 11, with ½ inch margins are recommended for clarity, but not required for Consultant submittals. The Consultant firm may elect to submit an organization chart OR staffing chart, not both. Examples of acceptable and unacceptable content for organization charts, staffing charts, staff hour estimate charts, and a link to the Construction Training and Qualification Program (CTQP) system can be found at this link. Organization, staffing, or staff hour estimate charts containing extra narrative content (not in conformance with examples) will be deemed unacceptable, at the sole discretion of the Procurement Office, and will not be passed on to the Technical Review Committee for review and evaluation with the other submittals.

http://www.fdot.gov/procurement/SubmittalExamples.shtm

Resumes and organization chart or staffing chart shall include sufficient information to enable the Department to evaluate the technical capability of the firms to provide the desired services. Resumes shall be included only of persons who will actually be playing key roles in the project, if selected. Resumes and organization chart or staffing chart shall not contain links to other web pages that would provide additional technical content.

8.1 Other Information & Required Certifications:

Organization Chart or Staffing Chart and Resumes (including

Subconsultants): Consultant shall include the names and levels of key personnel (including Project Manager), names of subconsultant staff (if any). Resumes are limited to 2 pages in length.

Form No. 375-030-30, Truth in Negotiation Certification – Attachment D

Form No. 375-030-83, Professional Services Commitment Form – Attachment D

Form No. 375-030-32, Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion for Federal Aid Contracts – Attachment D

Form No. 375-030-33, Certification for Disclosure of Lobbying Activities on Federal-Aid Contracts – Attachment D

Form No. 375-030-34, Disclosure of Lobbying Activities – Attachment D If this form is not applicable for your firm, please sign your firm name and write N/A on the top of the form.

Form No. 375-031-06, E-Verify – Attachment D

Form No. 375-030-60, Vendor Certification Regarding Scrutinized Companies Lists – Attachment D

The forms provided in Attachment D shall be executed by an officer of the consultant firm submitting the proposal.

8.2 Copyrighted Material:

Copyrighted material will be accepted only if accompanied by a waiver that will allow the FDOT to make paper or electronic copies necessary for the use of Department staff and agents. It is noted that copyrighted material is not exempted from the Public Records Law, Chapter 119, Florida Statutes. Therefore, such material will be subject to viewing by the public, but copies of the material will not be provided to the public.

8.3 Submittal of resumes, organization chart or staffing chart, required certification, and forms:

The resumes, organization chart or staffing chart, required certification, and forms shall be submitted as an attached, single computer file via e-mail. PDF (Adobe Acrobat) is the preferred format, but a Word file is acceptable. Please do not include cover sheets or dividers. The Department has a 20 MB limit on e-mail attachments. The file shall be sent to d4.profserv@dot.state.fl.us. Deadline for FDOT receipt of file is 3:00 PM on February 24, 2025. All submittals may be subject to public records requests. Zipped email attachments are NOT acceptable, and will be disabled by FDOT’s email server due to security reasons.

9. Consultant Interviews:

Consultants under consideration for this project will be interviewed by the Technical Review Committee (TRC) in person, or by video-conference if TRC member(s) are in a district and cannot travel on the date of interviews.

9.1 INTERVIEW REQUIREMENTS: The following guidelines will govern the interviews:

(1) A portion of the prepared Interview questions shall be common to all shortlisted Consultants. The Department may prepare additional questions that are unique for a Consultant based on the Consultant’s Letter of Response, organization/staffing chart, or other information. TRC members may also ask follow-up clarifying questions during the Interview, where time permits.

(2) The Department may pose questions about hypothetical or actual projects, or situational questions, but only during the follow-up Question and Answer portion.

(3) Just prior to the start of the Interview, each Consultant team shall be given the prepared questions to review for five (5) minutes. One copy of the questions shall be provided to each member of the Consultant team. The Consultant may keep the copy of the questions during the Interview. The Consultant may not leave the Interview room to review the questions. The Consultant firm remains in the same room as the TRC and Professional Services Unit (PSU) staff when reviewing the questions. The five minutes for reviewing questions is not considered as part of the Interview.

Discussions by the Consultant team members during the 5 minute review are not part of the Interview process, and are not considered in evaluation of the Consultant.

(4) Introductions of Consultant staff and Department staff are also not counted as part of the Interview time. Interviews are limited to 45 total, inclusive of Consultant opening statement and Questions and Answers (Q&A). Ten

(10) minutes will be allowed after the Interview for follow-up questions pertaining to the Consultant’s responses and Consultant closing statement (closing statement is optional and only if time permits). PSU shall be timekeeper, and is responsible for ensuring the Consultant firm adheres to the stated time limits. The Interview may conclude early if less time is actually required. Each Consultant firm may make an opening statement of approximately 5 minutes (opening statement is optional). The opening statement shall not be separately timed.

(5) Attendance at the interview by the Consultant’s proposed Project Manager is strongly recommended.

(6) A maximum of 6 attendees per Consultant team is allowed. Switching out of participants in the Interview room is not permitted. Disciplines that must attend the interview are N/A. If a proposed subconsultant is listed as a subconsultant on more than one (1) team for a single project, then it is the responsibility of the subconsultant to disclose this information with each respective team. The Department representatives in attendance will at a minimum be the members of the Technical Review Committee and a Procurement Office representative (interview facilitator).

(7) No handouts other than standard paper business cards will be allowed before, during, or after the interview.

(8) The Department shall supply and make available either a standard white board or flip chart with markers during the interview. The Consultant is not permitted to bring in prepared diagrams or drawings to display on the Department-supplied flip chart or white board. Procurement will discard the flip chart pages at the completion of the interview. Flip charts and/or white board illustrations will not be given to TRC for evaluation after the interview.

Consultant may begin drawing as soon as the questions are handed to them (the beginning of the five minutes of review).

(9) No visual aides are permitted during the interview. The Department will make Google Earth available during the interviews for Consultant use, if necessary.

(10) Consultants may bring in paper notepads or index cards with notes during their interviews, for their own reference and use. The notepads and index cards will not be left behind for the Department, nor shared with the TRC.

(11) Consultants are not permitted to refer to smartphones, tablets, laptops, or other electronic devices during the course of the Interview.

9.2 SCHEDULE OF INTERVIEWS: Interviews are scheduled for February 25, 2025 and will be conducted in District Office Conference Room 1, Florida Department of Transportation, D4 Headquarters, 3400 West Commercial Boulevard, Fort Lauderdale, FL 33309.

The order of interviews will be established by random drawing.

Firm: Time:

1. CHA Consulting, Inc. 10:00 AM

2. Scalar Consulting Group Inc. 11:20 AM

3. Tetra Tech, Inc. 1:30 PM

4.

5.

6.

10. Consultant Selection:

A technical review committee will review the resumes and the organization chart or staffing chart received from the consultant firms being considered for final selection.

Attachment C provides the criteria to be considered by the technical review committee in the evaluation of organization chart or staffing chart, resumes, and interviews.

Evaluations and comments will be provided to the Selection Committee.

The Selection Committee, consisting of Steven C. Braun, P.E. District Secretary / John P.

Krane, P.E. Director of Transportation Development / Paul A. Lampley, P.E. Director of Transportation Operations ; and a representative of the Procurement Office, will meet to discuss the capabilities of the consultant firms. At the discretion of the Committee, other persons may be requested to provide information at the meeting.

The results of the final selection meeting will be posted on the FDOT Procurement Advertisements web page.

11. Contract Negotiations:

Contract discussions will be initiated with the firm ranked number 1 by the Selection Committee. The consultant will be asked to prepare a fee proposal with backup information to support the proposed wage rates for the services. The consultant's audit information will be used to determine the allowance for administrative overhead and fringe benefits for the project, facilities capital cost of money and direct expense percentage. If subconsultants are proposed to work on the project, information to substantiate each firm's overhead rate and proposed wage rates will also be required.

Should the Department be unable to negotiate a fair, reasonable, and competitive price for the consultant services with the firm ranked number 1, the Department will terminate the negotiations. The Department will then begin contract negotiations with the next ranked firm.

The proposed costs MUST be submitted in the Automated Fee Proposal Spreadsheet.

The Automated Fee Proposal and Guidelines can be obtained by accessing the following link and clicking on the Automated Fee Proposal Spreadsheet:

http://www.fdot.gov/procurement/formmenu.shtm.

When completing the AFP, it is the expectation that the Consultant submit resumes for each individual proposed on the project. Consultants, please understand that it is critical that you classify proposed staff in accordance with Attachment B of the Negotiation Handbook. If proposed staff is classed inappropriately, it may cause delays in having to revisit the staff hours (if applicable for this project). In order to minimize time delays, please utilize the Negotiation Handbook typical definitions found in Attachment B to best decide the proposed classifications.

Upon completion of the Automated Fee Proposal, the Awarded Prime Consultant shall email the Automated Fee Proposal to the District Professional Services Unit.

The Awarded Prime Consultant MUST also prepare the back-up information to support the proposed wage, overhead and expense costs for services proposed.

The due date for the Automated Fee Proposal and backup documentation shall be provided in the Request for Fee Proposal document (or e-mail).

This webpage also contains an Automated Fee Proposal User’s Guide which may be very helpful in understanding the spreadsheet. At a minimum, the fee proposal shall include the following:

Identification of the Basis for Proposed Wage Rates Approved Overhead and Fringe Benefits and Expense Percentage Proposed Operating Margin Identification of the Basis for Loaded Rates Subconsultant Costs

The negotiated compensation will be in an amount the Department determines is fair, competitive, and reasonable considering the scope and complexity of the project.

http://www.fdot.gov/procurement/formmenu.shtm

12. Schedule:

Date Time Action

February 21, 2025 5:00 PM Cutoff Date for Technical Questions February 24, 2025 3:00 PM Resumes, organization chart or staffing chart, required certification, and forms due (aka Phase II Submittal Deadline)

February 25, 2025 10:00 AM Interviews Begin March 17, 2025 9:30 AM Final Selection

Dates for selected firm after final selection, please note dates are subject to change:

Date Time Action April 4, 2025 12:00 PM Fee Proposal Due April 18, 2025 N/A Planned end of Negotiation Date

(Negotiation conclusion date) May 23, 2025 N/A Planned Date of Execution

Note: All times listed in this document are Eastern Time Zone unless specifically noted otherwise.

A - 1

Attachment A – Scope of Services

Stage I (12/7/ 2024)

SCOPE OF SERVICES

FOR

FINANCIAL PROJECT ID(S). 449778-3-32-01

DISTRICT 4

VARIOUS COUNTIES

1 PURPOSE

2 PROJECT DESCRIPTION

3 PROJECT COMMON AND PROJECT GENERAL TASKS

4 ROADWAY ANALYSIS

5 ROADWAY PLANS

6 DRAINAGE ANALYSIS

7 UTILITIES

8 ENVIRONMENTAL PERMITS, COMPLIANCE AND CLEARANCES

9 STRUCTURES - SUMMARY AND MISCELLANEOUS TASKS AND DRAWINGS 13

10 STRUCTURES - MISCELLANEOUS

11 SIGNING AND PAVEMENT MARKING ANALYSIS

12 SIGNING AND PAVEMENT MARKING PLANS

13 SIGNALIZATION ANALYSIS

14 SIGNALIZATION PLANS

15 LIGHTING ANALYSIS

16 LIGHTING PLANS

17 PROJECT REQUIREMENTS

18 INVOICING LIMITS

A-2

SCOPE OF SERVICES FOR CONSULTING ENGINEERING SERVICES

HIGHWAY AND BRIDGE/STRUCTURAL DESIGN

This Exhibit forms an integral part of the agreement between the State of Florida Department of Transportation (hereinafter referred to as the DEPARTMENT or FDOT) and ______ (hereinafter referred to as the CONSULTANT) relative to the transportation facility described as follows:

Financial Project ID: 449778-3-32-01

Federal Aid Project No.: Various Projects

County Section No.: To Be Determined

Description: Continuing Services for LAP Project Delivery

Bridge No(s).: N/A

1 PUR PO SE

The purpose of this Exhibit is to describe the scope of work and the responsibilities of the CONSULTANT and the DEPARTMENT in connection with the design and preparation of a complete set of construction contract documents and incidental engineering services, as necessary, for improvements to the transportation facility described herein. This contract will be used to support the development of various Local Agency Program (LAP) projects throughout District Four. The consultant will be managed by various Local Agency Project Managers and the Department's Program/Contract Manager.

Major work groups include: 3.2 Major Highway Design

Minor work groups include: 3.1, 4.1.1, 4.1.2,…