Letter of Interest (LOI) C007076.pdf

Request for

Letters of Interest

Mechanical/Structural Engineering

Continuing Services

LOI# C007076

LOI# C007076 Page 2 of 10

Letter of Interest for Mechanical/Structural Engineering Continuing Services

LOI: C007076

TITLE: Mechanical/Structural Engineering Continuing Services

ISSUING OFFICE: Central Florida Tourism Oversight District, Procurement & Contracting

Department, 1900 Hotel Plaza Blvd., Lake Buena Vista, Florida 32830

SECTION 1. GENERAL INFORMATION

1.1 The Central Florida Tourism Oversight District (CFTOD or District) requires professional engineering firm(s) to provide structural engineering consulting services under a continuing services agreement (CSA) to support future District projects.

1.2 CFTOD’s intent is to award multiple (3) three year contracts, with an optional two-year renewal to the highest qualified proposers who achieve a minimum score of 90 points or higher.

1.3 Firms shall support a wide range of professional structural/mechanical engineering services and related services required to support future District projects, including but not limited to:

structural engineering design and analysis/ mechanical engineering design and analysis.

1.4 The Consultant firm shall meet all required qualifications in order for a Letter of Interest to be considered. This includes applicable engineering licensure, work classifications, and demonstrated experience with similar projects. The Prime Consultant firm shall have civil, mechanical, and/or structural engineering services as its primary specialty. Licensed subconsultants may be used to meet other required qualifications and specialties, as applicable. All terms and conditions of this request, any addenda, respondent’s submissions, and future negotiated task orders are incorporated into the contract by reference as set forth herein. All terms and conditions of this request, any addenda, respondent’s submissions and future negotiated terms are incorporated into the contract by reference as set forth herein.

1.5 All dates and information contained herein may be extended, changed, or updated within the listing posted at CFTOD BID PORTAL: https://pbsystem.planetbids.com/portal/62171/portal-home, hosted by PlanetBids. Proposers are responsible for verifying all listing information before submitting a response to the Letters of Interest (LOI).

1.6 ANTI-LOBBYING: Any bidder/proposer violating anti-lobbying in Section 6 will have their proposal rejected and will not be considered further.

1.7 ANTI-COLLUSION STATEMENT/PUBLIC DOMAIN: Proposer shall not divulge, discuss, or compare this Letter of Interest with any other proposer or collude with any other proposer in the preparation of this response in order to gain an unfair advantage in the award of this contract. By submitting a response, Proposer acknowledges all information contained herein is part of the public domain as defined in the Public Records Act, Chapter 119, F.S.

https://pbsystem.planetbids.com/portal/62171/portal-home

LOI# C007076 Page 3 of 10

SECTION 2. INSTRUCTIONS TO RESPONDING CONSULTANTS

2.1 All letters must be electronically submitted by or before the bid due date on the CFTOD BID

PORTAL, under the appropriate listing.

2.2 Only submittals received electronically on the CFTOD BID PORTAL, by the correct date and time will be accepted. Proposer shall upload one (1) electronic submittal package for evaluation.

2.3 Letters may not be submitted by any other means other than as described in Section 2.1. The

District will not accept proposals sent by U.S. Mail, private couriers, or fax.

2.4 Any letter received after the stated time and date will not be considered.

2.5 Selection may be made directly from the LOI. After determination of the short list and final selection, the District’s Contracting Officer will schedule staff hour negotiations with the highest-ranked respondent.

2.6 All materials submitted as response to this LOI shall become the property of the District.

SECTION 3. TIME SCHEDULE

3.1 Please refer to the dates noted for submission in the PlanetBids™ portal.

3.2 Questions concerning the project must be submitted electronically on the bidding platform.

Responses will be made electronically. It is the responsibility of the proposers to check for updates. All dates and information contained herein may be extended, changed, or updated as needed. Proposers are responsible for verifying all current listing information before submitting a response to this Letter of Interest.

SECTION 4. AWARD

4.1 The District reserves the right to accept or reject any or all letters.

4.2 The District reserves the right to waive any irregularities and technicalities and may, at its sole discretion, request a clarification or other information to evaluate any or all letters.

4.3 The District intends to select multiple firms who achieve a minimum score of 90 pts or higher.

Contracts will be for an initial term of three (3) years with an optional two (2) year renewal.

4.4 The District reserves the right to cancel or terminate this LOI, any negotiations, or the proposed agreement without penalty.

SECTION 5. INQUIRIES

5.1 Any and all questions must be submitted to through the bidding portal. It is the responsibility of the proposers to check for updates.

5.2 If necessary, an addendum will be provided.

5.3 We strive to issue addendums no later than three (3) calendar days prior to the date for receipt of letters, except an addendum withdrawing the Letter of Interest or one which includes postponement of the date for receipt of letters.

LOI# C007076 Page 4 of 10

5.4 No verbal or written information which is obtained other than by information in this document or by addendum to this request will be binding on the District.

SECTION 6. LOBBYING

6.1 PROPOSERS ARE HEREBY ADVISED THAT CONTACT IS NOT PERMITTED WITH ANY DISTRICT

PERSONNEL OR BOARD MEMBER RELATED TO, OR INVOLVED WITH THIS REQUEST. ALL

ORAL OR WRITTEN INQUIRIES MUST BE DIRECTED THROUGH THE ASSIGNED

PROCUREMENT PERSONNEL OR THE DISTRICT’S CONTRACTING OFFICER.

6.2 LOBBYING IS DEFINED AS ANY ACTION TAKEN BY AN INDIVIDUAL, FIRM, ASSOCIATION,

JOINT VENTURE, PARTNERSHIP, SYNDICATE, CORPORATION, AND ALL OTHER GROUPS

WHO SEEK TO INFLUENCE THE GOVERNMENTAL DECISION OF A DISTRICT BOARD MEMBER

OR ANY DISTRICT PERSONNEL AFTER ADVERTISEMENT AND PRIOR TO THE BOARD VOTE

ON THE AWARD OF THIS CONTRACT.

6.3 ANY PROPOSER OR ANY INDIVIDUALS THAT LOBBY ON BEHALF OF PROPOSER DURING THE

TIME SPECIFIED WILL RESULT IN REJECTION/DISQUALIFICATION OF SAID INVITATION TO

NEGOTIATE.

SECTION 7. EVALUATION CRITERIA

The Selection Committee shall rank all letters received, by ordinal rankings, which meet the submittal requirements. The following factors will be considered in ranking the responsive letters received:

CRITERIA WEIGHT

Qualifications, Experience, and Similar Design

Projects

Staffing Plan 25

Quality Assurance and Quality Control Plan 25

TOTAL POSSIBLE POINTS 100

SECTION 8. LETTER SELECTION CRITERIA

8.1 LETTER SUBMISSION

Letters must be received electronically by or before the bid due date on the CFTOD BID

PORTAL, under the appropriate listing. Responses received at any other location or means will not be considered.

Letters must be clear, succinct, and not exceed ten (10) pages, excluding front and back covers, a cover letter of up to two (2) pages, required statements and response forms, qualification letters, and certificates, if any. Submit no more than five (5) resumes of no more than two (2) pages each. Respondents who submit more than the pages indicated may not have the additional pages of the letter read or considered. All submittals will be evaluated on the completeness and quality of the content. Only those firms providing complete information as required will be considered for evaluation.

LOI# C007076 Page 5 of 10

8.2 ORGANIZATION OF PROPOSAL

The respondent must provide all information as requested in this Request for Letters of Interest

(LOI). Responses must follow the format outlined in this LOI. The District may reject as non-responsive at its sole discretion any proposal or any part thereof that is incomplete, inadequate in its response, or departs in any substantive way from the required format.

Responses shall be organized in the following manner:

A. Cover Letter (excluded from page count): The Cover Letter will state the name of the person(s) authorized to represent the respondent in any negotiations, the name(s) of the person(s) authorized to sign any contract that may result, the contact person's name, mailing or street addresses, phone and fax numbers and email addresses. A legal representative of the successful firm, authorized to bind the firm in contractual matters, must sign the Cover

Letter.

B. Approach and Management Plan:

i. The Consultant shall present the proposed approach for providing professional mechanical and structural engineering services under a Continuing Services

Agreement.

ii. Provide the proposer’s approach and management plan for delivering mechanical and structural engineering services across a variety of potential District projects. Critical aspects may include but are not limited to: site and infrastructure planning;

conceptual and detailed engineering design; mechanical and structural systems design; integration with existing facilities and infrastructure; coordination with other disciplines, utility providers, and stakeholders; constructability considerations;

permitting and code compliance; and construction administration support.

iii. Demonstrate an understanding of the various stakeholders that may be involved in

District projects, including District staff, regulatory agencies, utility providers, adjacent property owners, and operating entities, and how their involvement may impact architectural design considerations, schedules, and approvals.

C. Qualifications, Experience, and Similar Design Projects (50 pts.):

Reference three (3) relevant projects completed within the last five (5) years using the provided

EXHIBIT B - Project Reference Form.

i. Outline your team's qualifications and minimum experience with projects of similar scope and requirements as described herein and in Section 12 SCOPE OF WORK.

ii. As projects under this CSA may require coordination across multiple technical disciplines, the project team shall demonstrate experience in providing architectural services (new and renovation construction), and coordinating with the following disciplines, as applicable: civil, structural, mechanical, electrical, plumbing, fire protection, landscape architecture, irrigation, utilities, surveying, and specialty consultants. Resumes shall be provided for key team members and discipline leads. All

Engineers leads shall be licensed in the State of Florida with a minimum of ten (10) years of relevant experience.

iii. All subconsultants must be identified in the letter if part of the project team.

LOI# C007076 Page 6 of 10

iv. Each resume shall present the Team Member's name, title and years of service with the Company, applicable professional registrations, education, and work experience.

Resumes shall also identify any specialty or technical process expertise. Resumes shall be no more than two pages in length single sided, and on 8.5" by 11" sized paper. If more than two pages are submitted, only the information contained on the first two pages will be evaluated by the committee. (excluded from page count up to 2 pages),

v. Emphasize the specific qualifications and experience from similar projects for the key team members.

vi. Identify and provide in-depth information about the proposed project manager's qualifications, track record, and relevant experience. The Project Manager shall have at least 10 years of relevant project experience.

vii. Understanding of CFTOD’s Land Development Regulations, Epcot Building Code, RCES

Specifications, local survey datums, and other such local regulations.

viii. Describe the firm’s experience working under Continuing Services Agreements, task order-based assignments, and similar on-call professional services contracts, including the ability to respond to varying project scopes, schedules, and budgets.

ix. Provide a list of three (3) references from recent work performed / projects similar to what is being requested.

1. The reference list must include:

• Company Name & Project Title;

• Contact Name & Title;

• Address;

• Telephone Number;

• Email Address;

• Contract Value;

• Type Of Work and Summary of Work Performed; and

• Beginning/End Dates of the Project(s).

D. Staffing Plan (25 pts.):

Discuss the staffing plan, and their capabilities to perform the requested services.

i. Include an organizational chart showing the proposed relationship among the respondent’s staff, as well as any other parties who may have a significant role in the delivery of project(s).

ii. Specify the names of the persons who will be authorized to give and support information, both in writing and oral presentation, for your firm.

iii. Specify roles and use of any subconsultants on team.

iv. Identify technical leads and supporting staff as part of the organizational chart for each of the primary technical fields/disciplines identified under Qualifications above.

v. Location of offices in which staff are located. The project manager and technical leads at a minimum shall be located a reasonable distance from the CFTOD’s neighboring vicinity to facilitate cost-effective execution of scope items, including in-

LOI# C007076 Page 7 of 10 person meetings and field visits.

E. Quality Assurance and Quality Control Plan (25 pts.):

Outline your firm’s quality control and assurance plans. The plan should be specific to address the potential QA/QC needs for this type of project including multiple discipline coordination, errors and omissions and constructability challenges.

F. Additional Relevant Information:

Include any other information your firm believes to be relevant to the performance of these projects.

8.3 PROPOSAL EVALUATION

A. Proposal Evaluation Process

i. All Letters received by the submission deadline will be reviewed by the

Procurement Official or designee for responsiveness. Letters will be distributed to the Selection Committee member(s) for review.

ii. The committee member(s) will independently rank each responsive letter received in accordance with the evaluation criteria outlined below. During the Selection

Committee meeting, the committee members will review the Letters of Interest and will submit their individual rankings of all Letters to the Procurement Official for compilation of the overall scoring.

iii. All firms scoring 90 or higher will be awarded a continuing contract.

SECTION 9. CONFLICT OF INTEREST

All consultants must list all and any affiliations they have with other consultants, or a shared ownership interest greater than 5% with any District staff, District-appointed officials, or contracted persons. If your firm or any individual in your firm has a conflict, please submit the Conflict of Interest form with your proposal.

NOTE: Proposers must disclose the name of any District employee or Board of Supervisor official that is a known relative of an employee, officer, director, shareholder, or agent of your firm.

SECTION 10. COSTS INCURRED IN RESPONDING

All costs directly or indirectly related to Letter of Interest preparation, representation or clarification shall be the sole responsibility of and be borne by the proposer.

SECTION 11. CONTRACTUAL REQUIREMENTS

11.1 A District contract will be drafted with the successful proposer, and all general District terms and conditions apply.

11.2 INDEMNIFICATION CLAUSE. The Consultant shall indemnify District and its appointed board supervisors, officers, employees, and volunteers against and hold District and its appointed board supervisors, officers, employees, and volunteers harmless from damages, claims, losses, costs, and expenses, including attorneys' fees, which District or its appointed board supervisors, officers, employees or volunteers may sustain, or which may be asserted against

LOI# C007076 Page 8 of 10

District or its appointed board supervisors, officers, employees or volunteers, arising out of negligent errors, acts, or omissions by Consultant and contemplated by this Agreement to the extent allowed by Florida Statute, §725.08, and to the extent that the services rendered pursuant to the Agreement were services of a "Design Professional" as defined in Florida

Statute, §725.08(4) including, without limitation, harm or personal injury to third persons. The provisions of this paragraph shall survive the expiration or sooner termination of this

Agreement.

SECTION 12. SCOPE OF WORK

12.1 Services provided for Mechanical/Structural Engineering Continuing Services may include, but are not limited to the following structural engineering consulting services, as authorized through individual task orders:

A. Utilities include but are not limited to the following;

i. Wastewater (WW)

ii. Chilled Water (CHW)

iii. Hot Water (HW)

iv. Solid Waste (SWT)

B. General Engineering Services

The Consultant shall provide professional structural engineering services including, but not limited to:

i. Structural engineering studies, analyses, evaluations, and designs

ii. Preparation of structural calculations, drawings, and specifications

iii. Coordination with civil, process, mechanical, electrical, architectural, geotechnical, and construction disciplines

iv. Support for permitting, bidding, and construction activities

v. Services for both new and existing utility facilities

vi. Emergency response and time-sensitive engineering support, as requested

C. Planning, Studies & Assessments

At the planning and conceptual level, services may include:

i. Structural feasibility assessments for new facilities, expansions, or upgrades

ii. Evaluation of existing structures for reuse, modification, or load capacity

iii. Conceptual structural layouts and system selection

iv. Development of preliminary structural design criteria and narratives

v. Identification of governing codes, load requirements, and environmental exposures

vi. Input to planning-level cost estimates, project phasing, and constructability reviews

LOI# C007076 Page 9 of 10

D. Structural Engineering Design & Analysis

Detailed structural engineering services may include:

i. Design of reinforced concrete, prestressed concrete, structural steel, masonry, aluminum, and composite structures

ii. Analysis and design for:

a. Dead, live, equipment, and construction loads

b. Wind and hurricane loads

c. Thermal and operational loads

d. Flood and hydrostatic loads

iii. Design of tanks, basins, vaults, pits, and channels

iv. Design of underground and partially buried structures

v. Design of pipe supports, thrust blocks, tie‑downs, and utility structures

vi. Structural design accounting for aggressive and corrosive utility environments

E. Water, Wastewater, & Reclaimed Water Facilities

Structural engineering services for utility infrastructure may include:

i. Water pumping stations

ii. Wastewater treatment plants, lift stations, and collection system manholes

iii. Reclaimed water treatment and distribution facilities

iv. Biological treatment process basins, clarifiers, filters, chlorine contact chambers, and splitter boxes

v. Headworks structures, influent and effluent channels

vi. Sludge handling, thickening, dewatering, and solids processing structures

vii. Chemical storage, containment, and feed system structures

F. Process & Mechanical Equipment Support

Services related to equipment and process systems may include:

i. Foundations and supports for pumps, blowers, motors, mixers, compressors, and similar rotating equipment

ii. Structural framing and support for mechanical skids and packaged process systems

iii. Vibration analysis and design for vibration-sensitive equipment

iv. Equipment anchorage design for wind and operational loads

v. Design of crane beams, monorails, hoists, and lifting systems

vi. Design of access platforms, stairs, ladders, handrails, and maintenance areas

vii. Coordination with equipment vendors and review of equipment loads and drawings

LOI# C007076 Page 10 of 10

G. Existing Facilities Evaluation & Rehabilitation

Structural evaluation and rehabilitation services may include:

i. Structural condition assessments and field inspections

ii. Evaluation of concrete, steel, and masonry deterioration

iii. Structural capacity verification for equipment replacement or process changes

iv. Repair design for tanks, basins, foundations, and structural elements

v. Development of durability, corrosion protection, and life-cycle improvement recommendations

H. Construction Documents & Technical Deliverables

The Consultant shall prepare complete and coordinated design deliverables, including:

i. Structural plans, sections, elevations, and details

ii. Structural notes, design criteria, and code summaries

iii. Technical specifications and material requirements

iv. Quantity calculations and engineer’s opinion of probable cost

v. Constructability, maintainability, and safety considerations

vi. Participation in value engineering and technical review processes

I. Construction Phase & Post Design Services

During construction, services may include:

i. Review of shop drawings and submittals

ii. Responses to Requests for Information (RFIs)

iii. Design clarifications and supplemental details

iv. Site visits and field observations

v. Structural review of construction activities and repairs

vi. Evaluation of field changes and unforeseen conditions

J. Programmatic & On Call Support

As part of a continuing services contract, tasks may include:

i. Rapid response and emergency structural assessments

ii. Support for urgent or time‑sensitive repairs

iii. Small capital projects and maintenance improvements

iv. Support for asset management and capital improvement planning