Exhibit B - Method of Compensation for DOT-RFP-23-6182LZ.pdf

DOT-RFP-23-6182LZ Exhibit B Method of Compensation Page 1 of 4

State of Florida Department of Transportation

EXHIBIT "B” METHOD OF COMPENSATION

DOT-RFP-23-6182LZ

PUBLIC COMMUNICATION SERVICES FOR MISCELLANEOUS

CONSTRUCTION PROJECTS IN MONROE COUNTY FOR THE

FLORIDA DEPARTMENT OF TRANSPORTATION (FDOT)

DISTRICT SIX

DOT-RFP-23-6182LZ Exhibit B Method of Compensation Page 2 of 4

METHOD OF COMPENSATION

1.0 PURPOSE:

This Exhibit defines the limits and method of compensation to be made to the Vendor for services set forth in Exhibit "A" and the method by which payments shall be made.

2.0 ASSIGNMENT OF WORK:

The Department shall request Vendor services on an as-needed basis; services to be provided will be initiated and completed as directed by the Department’s Project Manager. The Department’s Project Manager may issue a Notice of Available Funds when subsequent funding is approved and encumbered, followed by the issuance of a Letter of Authorization (LOA) for the assignment of work.

3.0 COMPENSATION:

The vendor shall be paid up to a Maximum Amount of $TBD. It is agreed that this amount will be the limit of all compensation due to the Vendor for satisfactory performance of the services described in Exhibit “A”.

The Vendor shall not provide services that exceed the maximum amount without an approved Amendment from the Department.

Currently, $TBD of the total amount has been approved and encumbered on this contract. The Department will provide written authorization if and when subsequent funding is approved and encumbered for this contract.

This is a Term Contract for an Indefinite Quantity whereby the Vendor agrees to furnish services during a prescribed period of time. The specific period of time completes such a contract. The Department, based on need and availability of budget, may increase or decrease the Budgetary Ceiling by Amendment.

Execution of this Agreement does not guarantee that the work will be authorized.

The total amount of this Contract is expected to be funded by multiple appropriations and the State of Florida’s performance and obligation to pay under this Contract is contingent upon annual appropriation by the Legislature.

4.0 ESTABLISHMENT OF FUNDS AND LETTER OF AUTHORIZATION (LOA):

The Department’s Project Manager shall obtain a funds approval by an approved encumbrance prior to issuing a Notice of Available Funds/Letter of Authorization (LOA).

For each Letter of Authorization (LOA), the Department shall request services from the Vendor based on the rates established in Exhibit “C”, and allowable expenses. Once an acceptable maximum limiting amount has been established for services by the Department and the Vendor, the Department’s Project Manager will issue a Letter of Authorization (LOA).

The Department’s Project Manager will issue a Letter of Authorization (LOA) for requested services as needed. All Letter of Authorization (LOA) shall be completed within the term of the Contract.

Therefore, it is agreed that the Vendor may not perform services except pursuant to receipt of the Letter of Authorization (LOA). The Vendor will not be obligated to perform services, nor incur costs, which would result in exceeding the approved Letter of Authorization (LOA); nor will the Department be obligated to reimburse the Vendor for services, or costs, or make payments more than the approved Letter of Authorization (LOA).

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5.0 PROGRESS PAYMENTS:

The Vendor shall submit monthly invoices (1 copy) on a monthly basis in a format acceptable to the Department. For the satisfactory performance of the services detailed in each Letter of Authorization (LOA), the Vendor shall be paid up to the maximum limiting amount of each Letter of Authorization (LOA). Payment shall be made at the contract hourly billing rates in Exhibit “C”, for services provided, as approved by the Department. The contract hourly billing rates shall include the costs of salaries, overhead, travel and phone expenses, quality control, general and administrative costs, incidental expenses, fringe benefits, operating margin and subcontractor(s)/subconsultant(s). The invoice shall include documentation of man-hours provided and itemization of costs incurred (including receipts).

Invoices shall be submitted to: Florida Department of Transportation

Attn: Kathy McLendon 1000 NW 111 Avenue Miami, Florida 33172

The Vendor has certified that TBD% MBE would be achieved for this contract. If MBE utilization was certified by the Vendor, an MBE payment certification form shall be submitted with each invoice to verify the MBE utilization.

If DBE utilization was certified, DBE payments are to be input each month at the following link:

https://www3.dot.state.fl.us/EqualOpportunityOffice/bizweb/

New users reporting DBE payments will need to contact the FDOT Service Desk at FDOT.ServiceDesk@dot.state.fl.us to get a BizWeb user ID and password to access the application.

6.0 DETAILS OF UNIT RATES AND OUT-OF-POCKET EXPENSES:

Details of Unit Rates for staff hours and job classifications in the performance of the Vendor’s services, including Subconsultants, set forth in Exhibit "A" are contained in Exhibit "C", attached hereto and made a part hereof.

6.1 Expenses shall include out-of-pocket expenses and services set forth in Task Work Orders issued on this contract.

Out of Pocket Expenses

Are to be established for each assignment/project covered by this agreement (when possible) by Task Work Order including, but not limited to:

1. Printing and Duplication

2. Postage and Fulfillment Services

3. Advertising

4. Equipment and Room Rental

5. Supplies required for services set forth in Exhibit “A”

6. Translation services

7. Other Miscellaneous expenses approved by the Project Manager

6.2 Compensation for out-of-pocket expenses shall be established for each assignment/project and shall be reimbursed at cost (no mark-up). The firm(s) performing the services must be approved by the Department in advance.

https://www3.dot.state.fl.us/EqualOpportunityOffice/bizweb/ mailto:FDOT.ServiceDesk@dot.state.fl.us

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6.3 All non-rate items must be approved by the Project Manager prior to the expenditure.

6.4 When items or services are under five hundred dollars ($500.00), the Vendor, if possible, shall obtain three (3) quotes and use the lowest quote if possible. Additionally, in the event the item(s) or service(s) total five hundred dollars ($500.00) or more, the Vendor shall obtain three (3) quotes and shall use the lowest quote, unless proper justification is provided and approved in advance by the Department’s Project Manager.

7.0 TANGIBLE PERSONAL PROPERTY:

This contract does not involve the purchase of Tangible Personal Property, as defined in Chapter 273, F.S.