PC-550000-CAW25.pdf

STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION

PROFESSIONAL SERVICES LETTER OF RESPONSE

375-030-22

PROCUREMENT

04/18

Advertisement No.: 25562 DOT FM Number: 241085-1-32-25 & 241085-1-32-26

Submittal Date: 11/4/2024 Project Name: Utilities Continuing Services Contract

Consultant’s Name: SRD, Inc.

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

Street Address: 17425 Bridge Hill Court, Suite 200

City: Tampa State: FL Zip: 33647

Office Location: Tampa Contact person: Jason Smith, P.E.

Phone: 813-621-3250 Contact email: jsmith@srdeng.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.

Dear Ms. Sloan: SRD, Inc. is pleased to submit our letter of response on this Utilities Continuing Services Contract. Our team is highly experienced, and our professionals are focused on providing quality utility coordination and utility engineering support services for FDOT. Our extensive experience includes utility relocation design and coordination, roadway design, drainage design, signal design, lighting design, UWHC support, FDOT in-house support, and most importantly, contract management, schedule management, and project management. SRD is committed to a minimum of 20% DBE & SBE on this contract.

Project Team: SRD has 23 years of experience on District- Wide & Continuing Service Contracts for District Five. This includes the successful execution of ten District-Wide Miscellaneous Design Contracts, two Districtwide Lighting Contracts, and a BDI GEC contract for District Five. Including the District-Wide contracts, Continuing Services Design contracts, DW Lighting, and GEC contracts, SRD has executed over 153 TWOs for the District.

Project Staff & Availability: Jason Smith, PE, will serve as Contract Manager/Utility Coordination Manager. SRD will provide Contract Management, Utility Coordination, Utilities Design Support, & Utility Constructability Support. Stantec Consulting Services, Bentley Group Inc., and Oz-Matic Inc. will provide In- House support. Remote support, including Utility Coordination, ERC, plans review, and UWHCA review, will be completed by Harbor Coordination Solutions Inc., WGI Inc., and Burgess & Niple Inc. Our Team has Utility Coordination experience on many types of projects including RRR projects, Minor Widenings, Major projects, and Design Build projects. SRD’s Management Staff and Utility Coordinators have expertise in design and coordination on District Five projects. SRD rarely works as a subconsultant doing Utility Coordination, which will maximize the Department’s flexibility in issuing TWOs. Our team has the expertise and resources to execute multiple TWOs simultaneously. Every TWO issued will be overseen by SRD’s Project Manager, Jason Smith.

375-030-22

PROCUREMENT

Understanding the Scope and Contract Approach: SRD is prepared to offer the District Five an innovative approach to managing the unique challenges associated with this contract. Our team has a working relationship with the vast majority of key project stakeholders in the District. SRD plans to take the same approach we have utilized on our previous Design CSCs, and bring it to this Utilities CSC. SRD’s previous experience in Project Management, Engineering Design, Utility Coordination, and SUE provides us with a unique perspective on the challenges associated with successfully delivering on this contract. SRD’s innovative approach will utilize a combination of project management expertise, in-house and remote support, a comprehensive training plan, and effective communication. With two advertised contracts, the Department has an opportunity to select one firm that can provide a traditional approach and another firm with a more innovative approach. By doing so, the District Utility Office increases the likelihood that one of the two teams can meet the needs of a Department request. SRD understands that this contract involves a variety of tasks, including Utility Coordination, Utility Project Oversight, Utility Design Support, Construction Utility Coordination, Plans review, UWHCA support, and much more. We also understand the need to execute numerous task work orders and miscellaneous assignments at once. Often these TWOs require quick response, flexible resources, and completion within accelerated schedules. On our previous CSC 13 Contract SRD executed 4 separate Task Work Order’s simultaneously totaling 4.5 million dollars in design fees. SRD has built a reputation of delivering TWO assignments ahead of schedule, as evidenced by our FDOT grades. When a TWO is assigned, SRD’s Contract Manager/Utility Coordination Manager (Jason Smith, PE) will meet with the Department’s Contract Manager to discuss the scope of services and schedule for the assignment. Mr. Smith will assign TWOs to the most appropriate utility coordinator, depending on the experience needed to handle the assignment and any specific requests made by the Department. Each utility coordinator will be assisted by support staff to create the core of the team. This redundancy ensures that all tasks are completed to the Department’s satisfaction. Each team will draw on our in-house staff and extensive subconsultant team to execute TWOs they are assigned. Mr. Smith will ensure that all team members have a clear understanding of the issues, goals & schedules for each task.

Utility Coordination Training Program: SRD’s staff training is unique in the industry. We have extensive experience training utility coordinators, utilizing both engineering design staff as well as administrative staff, including in utility support roles. Our internal training approach creates two separate paths to developing utility coordinators. The first is by training design engineers from the moment they are hired as Engineering Interns to also be UCs. The second is through exposing administrative staff to the coordination process and involving them from beginning to end on individual projects. SRD proposes using this contract to help District 5 create a program to build up the industry’s UC capability through a similar training process. This training program will need to be comprehensive and extend beyond the firms that currently perform utility coordination for District 5. To facilitate this training program, FDOT needs a firm with a strong reputation not just in utility coordination, but in project management and training of UCs. SRD has a long history of developing capable staff and is prepared to assist FDOT in expanding the pool of qualified Utility Coordinators.

In-House & Remote Support: SRD understands the importance of providing in-house support as part of this contract. In addition to the in-house support staff provided by our subconsultants, SRD is willing to help the Department fill additional roles to meet the needs of the Department. One of the major challenges is providing in-house support staff to District Five that can meet or exceed the District’s requirements for quality. If selected, SRD will hire a highly experienced Utility Coordinator who has an in depth understanding of District 5’s needs and processes to serve as Deputy Contract Manager, and who can also serve in an in-house support role as many as 5 days per week. While SRD understands the Department’s need for in-house utilities support staff, SRD’s approach will also emphasize the use of remote staff to fill some positions where it makes sense. This will allow District Five to tap into the experienced talent pools of other districts. SRD would also like to present Letitia Mallette for Remote Utilities in-house support. She can assist in the updating of forms, UAO contacts, and other administrative tasks. Ms. Mallette’s experience includes over 2 years of Utility Coordination and SUE management experience. Firms like Harbor Coordination, WGI, and B&N each have high quality utility coordination capabilities but may not be able to support District Five with in-house staff. However, these consultants can bring value and insight that District Five would not otherwise be able to tap into.

Construction Utility Support: The SRD Team is also ready to help assist the Department with Constructability Reviews and Construction Utility Coordination Support. Michel Chapuseaux and

The SRD Team Key Staff Jason Smith, PE, Contract Manager / Utility Coordination Manager

SRD Utilities Team In-House Subconsultant Support Team

Remote Subconsultant Support Team

Plans, ERC, Construction, & QAQC Support

Jason Smith, PE (11) Lance Ervin, EI (5)

Patrick Hatton, PE (19) Jeremy Bloom, PE (8)

Letitia Mallette (2) Sam Jumber, PE (21)

Jodi Rano (Stantec) (28) Melonie Schwartz (Bentley) (17) Michel Chapuseaux (Oz-Matic)

(8)

Jeanna Dean (Harbor) (25) Heather Dean (Harbor) (8)

Sarah Cole (Harbor) (4) Paolo Tardiff (WGI) (26)

Mark Atkinstall, PE (B&N) (19) Jason Warren, PE (B&N) (13)

Kurt Ostensen, PE (Oz-Matic) (27) Molly Devivero, PE(Bentley)(37)

Hank Humbert (WGI) (31) Matt Phillips (WGI) (29)

Kurt Ostensen with Oz-Matic can provide construction support for utility issues. They currently work on construction projects throughout District 5, handling many of the issues that might otherwise need to be addressed directly by the District Utility Office.

SRD, WGI, B&N, and Bentley can provide constructability support reviews for the Department, particularly during the design phase, including on UWHC Plans and FDOT Construction Plans. They can even assist with in-depth utility conflict problem solving.

Project Management: SRD has experience on many types of Continuing Services Contracts including Design, Lighting, and a pilot BDI GEC contract. This experience has taught us that task work orders and miscellaneous assignments can vary from in-house staff needs to utility coordination assignments for specific projects, including design and construction support. SRD’s flexibility will provide the Department with a reliable partner that can help resolve issues before they become a problem. For example, if we do not have the person on our staff or within our team of subconsultants that the Department is looking for, we are prepared to go out and find them. If that means adding a subconsultant, we have the experience to quickly and efficiently set rates and bring them aboard. If a suitable candidate is unavailable, we are prepared to train and develop the person to meet the needs of the FDOT. This is the same approach we used to help District Five fill roles in both PLEMO and the LAP Program through our BDI GEC contract. We understand the importance of filling these critical positions and are prepared to assist in unique and innovative ways.

Utility Process: SRD is very familiar with the Utility Coordination process in District Five. We understand the schedules, documents, meetings, and milestones for minor projects, major projects, R/W acquisition projects, and Design Build projects. SRD is familiar with the Utility Status Sheet associated with every project and understands the importance of this document to ensure that we not only obtain all of the required documentation from UAOs, but also that we meet the Department’s schedule for Utility Certification.

Our Team is aware of how District 5 uses PSEE for Contacting UAOs and project documentation. SRD’s utility coordinators also take a hands-on approach to the Utility Conflict Matrix by assisting EOR’s in conflict identification. Our engineering design experience positions us well to provide input and insight to the District Utilities Office on how to address some of the complex issues that exist between Utilities, Design, and Project Management. One common issue is identifying utility conflicts prior to Phase II plans when 60% Design Reviews have not been completed, SUE is not fully obtained, but major utility impacts are still anticipated. Our team has experience integrating each of these challenges into a project schedule that works for the entire FDOT.

Utility Permits: Another challenge presented to the Department is ensuring communication between the Local Construction Offices and consultant teams working on active design projects. The same corridors that have many of the active design projects are also seeing an endless stream of utility permits coming in for review.

Our team has the capability to facilitate the coordination of these utility permits to the consultant teams for review. This approach will substantially reduce the number of construction issues that occur simply due to a permit not making it to a design team.

UWHCA: The SRD team understands the critical issues around meeting the Department’s schedule when Utility Work by Highway Contractor Agreements are necessary to complete a construction project. Our team has facilitated numerous agreements between utility agencies and the Department throughout District Five, including most recently on the Pioneer Trail interchange. Given the complex nature of UWHCAs, the SRD team is always looking for ways to avoid these impacts through innovative design approaches.

Most recently, SRD implemented this process on our intersection widening on SR 15A and SR 44 with an innovative drainage approach to avoid impacts to a large City of Deland water main.

SRD can utilize this contract to help other consultants mitigate utility impacts. We know District Five’s process and not only identify the potential of a UWHCA early in the schedule, but we begin the process well before Phase II to ensure agreements and funding are secured as early as possible.

Coordination: SRD has an extensive working relationship with the vast majority of the UAOs present in District Five. The relationships we have built coupled with our coordination approach allow us to collect the documents we need and work through project issues in a timely manner. We understand the Department’s need to balance relationships with each UAO, while still meeting the Department’s schedule. These UAOs have many active projects with approaching deadlines. We have a reputation for working directly with UAOs to build UWS’, which reduces the back and forth between the consultant, FDOT, and UAO. We also know that some utilities such as FGT present unique challenges and require individualized approaches. By understanding the Department’s needs, we can help UAOs identify the projects on the critical path and ensure Utility Certifications are met across the District.

Schedule Management: Keeping a project on schedule begins at the scope & fee negotiation phase with prompt and complete submittals of staff-hours during negotiations and continues through construction. This includes getting an early start on UWHCAs, addressing major utility impacts, and obtaining greenlines in the AUN. SRD has consistently built positive float in Utility Schedules, providing flexibility to deal with non-responsive UAOs or late Department initiated design changes.

We will work to instill this mentality in those working on our projects.

Quality Assurance / Quality Control: The SRD Team takes full responsibility for the quality of our project submittals, including elements completed by our subconsultants. Sam Jumber, P.E. will be the QA/QC Manager for this contract. A detailed QA/QC plan shall be developed specifically for this contract to ensure that the deliverables are prepared with the highest possible quality.

The SRD Team has developed an excellent working relationship with District Five. Communication and coordination with the District and local utilities is critical to the success of any TWO assignment.

SRD will work closely with the District’s Contract Manager and the District Utility Administrator to ensure each project is successful. On behalf of the entire team, we sincerely desire to provide you with our unique and personal approach to this contract.

Sincerely, SRD, Inc. Robert Neil, PE, President.

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

Consultant Name Project Advertised Major & Minor Work Types

3.1 3.2 99.0 Other DBE SB UU Prime SRD, Inc.

S u b co n su lt an ts

Bentley Group Inc. D/B/A Bentley Architects and Engineers

Burgess & Niple, Inc.

Harbor Coordination Solutions Inc.

Ozmatic Inc.

Stantec Consulting Services, 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.

Project Advertised Major & Minor Work Types

DBE SB UU

Prime

S u b co n su lt

SB = Small Business UU = Under-utilized work type; subconsultant is a professional services firm and is prequalified in the Under-Utilized

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

Project Advertised Major & Minor Work Types

DBE SB UU

Prime

S u b co n su lt

SB = Small Business UU = Under-utilized work type; subconsultant is a professional services firm and is prequalified in the Under-Utilized

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

STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION

PROFESSIONAL SERVICES - RFP

November 25, 2024 mschwartz@bentleygroupinc.com lauren.khamphouang@greshamsmith.com jsmith@srdeng.com jodi.rano@stantec.com

Re: Request for Proposal - Continuing Services Contract for Utilities

Dear Consultant:

I am pleased to advise you that your firm has been shortlisted for the Continuing Services Contract for Utilities. 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 D5.ProfServ@dot.state.fl.us. All documents are due by 3:00 P.M., December 9, 2024.

The interviews are scheduled for December 10, 2024 in Sumter Co. Conference Room at the District Five Headquarters.

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

Sincerely, Laura Prosser, Contract Analyst II Procurement Office

Attachments CC: Marissa Hipsky

Request For Proposals

For Continuing Services Contract for Utilities

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 Continuing Services Contract for Utilities. 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:

Bentley Group, Inc. d/b/a Bentley Architects and Engineers Gresham Smith SRD, Inc.

Stantec Consulting Services 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:

Laura Prosser, Procurement Office, MS 524 Florida Department of Transportation, 719 S. Woodland, Blvd., Deland, FL 32720, Phone: (386) 943-5526, E-mail address: D5.ProfServ@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 November 26, 2024.

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 D5.ProfServ@dot.state.fl.us. Deadline for FDOT receipt of file is 3:00 PM on December 9, 2024. 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 minutes 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 Project Manager. 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.

(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 December 10, 2024 and will be conducted in Sumter Co. Conference Room, Florida Department of

Transportation, District Five Headquarters, 719 S. Woodland Blvd., Deland, FL 32720.

The order of interviews will be established by random drawing.

Firm: Time:

1. Gresham Smith 8:30 A.M.

2. Stantec Consulting Services Inc. 10:15 A.M.

3.

Bentley Group, Inc. d/b/a Bentley Architects and Engineers

1:15: P.M.

4. SRD, Inc. 3:00 P.M.

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 John E. Tyler, P.E., District Five Secretary;

Charles M. Heffinger, Jr., P.E., Director of Transportation Operations; C. Jack Adkins, Director of Transportation Development; 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 firms ranked numbers 1 and 2 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 firms ranked numbers 1 and 2, 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

November 26, 2024 12:00 P.M. Cutoff Date for Technical Questions

December 9, 2024 3:00 P.M. Resumes, organization chart or staffing chart, required certification, and forms due (aka Phase II Submittal Deadline)

December 10, 2024 8:30 A.M. Interviews Begin

December 23, 2024 9:30 A.M. Final Selection

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

Date Time Action

January 9, 2025 12:00 P.M. Fee Proposal Due

January 30, 2025 Planned end of Negotiation Date (Negotiation conclusion date)

March 3, 2025 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

SCOPE OF SERVICES

UTILITIES CONTINUINING SERVICES CONTRACT FOR MISCELLANEOUS

PROJECTS

Contract No.

A-1

A. OBJECTIVE

The CONSULTANT shall ensure FDOT standards, policies, procedures, practices, and design criteria are followed concerning utility coordination. The FDOT standards, policies, procedures, and design criteria are contained in the current adopted Design Standards, Standard Plans, Standard Specifications for Road and Bridge Construction, Rule 14-46.001 (Utility Accommodation Manual), Utility User’s Guide, and any Supplemental Specification, Provision, or Agreement attached to this Contract.

A minimum of 4 years of experience performing utility coordination in accordance with FDOT, Federal Highway Administration (FHWA), and American Association of State Highway and Transportation Officials (AASHTO) standards, policies, and procedures.

A thorough knowledge of the FDOT plans production process and District utility coordination process.

A thorough knowledge of FDOT agreements, standards, policies, and procedures.

The CONSULTANT’s utility coordination work shall be performed and directed by the Utility Coordinator that was identified and approved by FDOT’s District Utility Administrator. Any proposed change of the approved Utility Coordinator shall be subject to review and approval by FDOT’s District Utility Administrator prior to any change being made in this contract.

The DEPARTMENT desires to obtain services from the consultant for performance of utility negotiation work including, but not limited to:

1. Identification of existing/proposed utility facilities.

2. Assist in the determination of eligibility of compensable interests.

3. Resolution of conflicts between utility facilities and proposed construction.

4. Documentation of Utility Agency Owner (UAO) activities for the project's special provisions plans and notes.

5. Securing all necessary executed agreements to clear projects for letting as stipulated by

State and Federal guidelines.

B. SERVICES

To provide additional support staff and provide in-house support staff on an as needed basis. Provide phase reviews of construction plans, attend project development meetings on projects developed by the District in-house design staff and provide overview on project management assignments where the Design Consultant is responsible for the actual Utility Coordination.

The work efforts may include, but are not limited to the following:

PROJE…