PC-550000-CAW39.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: Gresham Smith (Firm must use the name shown on the Consultant’s qualification letter.)

Street Address: 225 Water St #2200

City: Jacksonville State: FL Zip: 32202

Office Location: Jacksonville Contact person: Lauren Khamphouang

Phone: 904.239.4544 Contact email: lauren.khamphouang@greshamsmith.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.

Gresham Smith has eagerly awaited this Continuing Services Contract to provide Utility Coordination (UC) services to D5!

Our utility practice was built from the needs of DOTs in the Southeast, resulting in a proven team of utility coordinators and designers, design engineers, and program managers. Gresham Smith’s utility practice has continued to grow because we successfully combine the technical requirements of coordination with a personable approach. We tailored this approach to D5 after discussions with Angela Cardona, Marissa Hipsky, Angela Johns, Staci Nester, and Megan Owens. We built our team upon your feedback and are well-prepared for this contract.

Key Staff Project Manager (PM) and Utility Coordination Manger (UCM), Lauren D. Khamphouang, has been in the civil/survey industry for 25 years working in private sector, government, and as an instructor. She brings 14 years of experience with state DOTs including design, contract management, and 7 years in utility coordination. She has in-depth knowledge of specifications, guidelines, and utility management timelines. This experience gives her a unique ability to relate with the diverse entities required for successful utility coordination.

Deputy Project Manager (DPM), Jerry Wylie, has 35 years of experience managing transportation and utility projects across Georgia, most recently on the Atlanta DOT’s (ATLDOT) $530 million Renew Atlanta and TSPLOST programs. He is a dedicated professional with a history of meeting goals by demonstrating strong organizational skills. Jerry will be dedicated to focusing his efforts on documentation to ensure everything is tracked in FDOT systems like PSEE and in compliance with all applicable laws, regulations, the UAM, and best practices. With access to FDOT’s systems, his proficiency will ensure smooth operations.

Jerry's competency and capability of operating autonomously make him perfectly suited to manage these systems efficiently and effectively.

Quality Assurance (QA) Manager, Jay Bockisch, P.E., PTOE, RSP1, brings 38 years of experience in traffic engineering, signal timing, safety analysis, and more. He has successfully managed

375-030-22

PROCUREMENT

04/18 and prepared over 350 traffic and safety studies, preliminary roadway improvement designs, and master planning studies.

Jay currently oversees 2 CSCs for D7 - the Safety Access Management Contract (C9Q62) and the Multimodal Development Contract (CAM20), delivering expert traffic engineering services.

Quality Control (QC) Manager, Rick Yeager, has 28 years of expertise in utility design, and has managed and designed 50+ Tennessee DOT (TDOT) utility relocation projects across all TDOT regions, totaling above $20 million in construction costs. His experience extends to electrical substation, transmission and distribution projects, and coaxial cable and fiber optic facilities. His responsibilities range from preliminary planning to construction estimates and CEI, including field engineering, surveying, staking, and coordination with other utilities.

Project Executive (PX), Mario Dipola, P.E., PTOE, RSP2I, CPM, MBA, has 16 years of vast experience in project management, including design, construction, traffic operations, and safety. His diverse technical portfolio ranges from small pedestrian improvements to large value engineering studies. He is intimately familiar with FDOT programs and resources, like PSEE, Standard Plans, Specifications, FDM, and importantly to this contract, the UAM. Mario also leads a D5 CSC for the Office of Safety (450214-1) and has overseen 17 recent reviews as a subconsultant on D5’s QAR contract (CAG59) Partners Our team is strengthened by a deep bench of support staff and subconsultant partners. We have worked extensively with these partners and propose a team that can provide unparalleled experience and resources to handle all task work orders. BPA (DBE, SB), NV5, and ELEMENT (DBE) will support our UC efforts.

◥ BPA has offered utility engineering services to various agencies, including FDOT, since 1995. Notable projects include D5 Widening and Resurfacing of US 17-92 from Lake Mary Blvd. to Airport Rd (436679-1 & -2) and D5 Lake Wekiva Trail from CR 435 to SR 46 – Zero Plans Initiative (430975-5).

◥ NV5 offers cutting-edge engineering and geospatial solutions to assist utilities in meeting growing energy transmission needs, ensuring resilience in the face of evolving energy challenges.

Notable projects include D5 I-4 at Daryl Carter Parkway Interim Interchange (448914-1-52-01, 449771-1-52-01) and D5 I-4 at Apopka-Vineland Road (S.R. 535) Interchange (448914-1-52-01, 449771-1-52-01). Gresham Smith an NV5 are also actively working together on the D5 QAR contract (CAG59).

◥ ELEMENT has extensive experience providing utility coordination services for agencies at the state and local levels, with 10 years of experience providing utility coordination to D5. Notable projects include D5 Continuing Services Contract BDI – Roadway Design (CA597; Sub to Connelly & Wicker, Inc.) and D5 CSC for Roadway Design (C9U60; Sub to Dewberry).

Experience With extensive experience and proven expertise, we will meet and exceed your expectations for any assigned tasks or projects under this CSC. Our decades-long service in providing utility relocation, coordination, and deconfliction services is indicative of our enduring commitment and proficiency.

TDOT - Utility Relocation Coordination On-Call Contracts:

Gresham Smith has maintained a CSC with the TDOT Utilities Office for 10 years, providing UC services in the pre-construction phase of project development. This experience includes engineering studies, coordination assistance, and relocation plan preparation. The success of these projects has been due to regular meetings with utilities, thorough reviews, and efficient correspondence. These efforts have facilitated relocation designs, resolved conflicts, and resulted in time and cost savings for TDOT and the utility agency owners.

ODOT & KYTC - Brent Spence Bridge Corridor: In 2023, Gresham Smith was contracted for Utility Coordination on the Brent Spence Bridge Corridor. This $3.6B Progressive Design-Build project starts in Covington, KY, crosses the Ohio River, and ends outside of Downtown Cincinnati. Our team has successfully collaborated with 50+ utility agency contacts 200+ conflicts to create utility base files and facilitate high priority relocations. Additionally, we work with the Walsh Kokosing Design-Build Team, Ohio DOT, and Kentucky Transportation Cabinet (KYTC) to avoid major utility infrastructure.

FDOT D5 - Safety Technical Support/Public Outreach (450214-1):

Under Mario Dipola's leadership, Gresham Smith is working with FDOT to achieve their goal of zero fatalities and serious injuries through professional guidance, technical expertise, and public outreach for safety initiatives within D5. Our team is aiding D5 with the integration of safety principles into all aspects of transportation, land use, and economic development. We've engaged in diverse activities such as: crafting a bicycle safety announcement with Volusia Sheriff's Office, orchestrating Central Florida's first Safety Summit with 200 dignitaries, assessing speed management treatments like an extensive pilot of speed shields on SR 46 in Geneva, and offering outreach tools for FDOT and local agencies for a community-centric approach.

Key Member (Years of Experience) [Role] Availability Gresham Smith Lauren Khamphouang (25) [PM] 75% Jerry Wylie (35) [DPM] 50% Jay Bockisch, P.E., PTOE, RSP1 (38) [QA] 50% Rick Yeager (28) [QC] 30% Mario Dipola, P.E., PTOE, RSP2I, CPM, MBA (16) [PX] 30% Daniel Jackson, P.E. (10) [Natural Gas Discipline Lead] 25% Willie Coleman (18) [Senior Utility Coordinator] 50%

BPA (DBE, SB)

Patricia Dickerson (20) [Utility Coordinator] 30% Justin Sorg (6) [Utility Coordinator] 30%

NV5

William Deal (52) [Utility Coordinator] 30%

ELEMENT (DBE)

Brent Postma (15) [Utility Coordinator] 55% Mike Hammer (13) [Utility Coordinator] 60%

04/18

Scope Gresham Smith understands our roll in this contract is to be an extension of the D5 Utility Team. Our intent is to expedite FDOT’s requests and begin supporting the project as soon as possible. We will submit staff-hour and fee estimates as soon as possible after receiving D5’s request and begin working immediately receiving the LOA or FDOT plans.

Kick-off Meeting Gresham Smith will schedule a kick-off meeting for each new project with the D5 Utility Team and UC Consultant when applicable. We will cover communication protocols, scope, project status, schedules, expectations, and anticipated challenges. This is also a good opportunity to reintroduce ourselves, or additional staff, and provide relevant background of the project.

Utility Contacts The sooner contact is made with the utilities, the better. A combination of 811, permitting databases, local resources, and one-on-one phone calls will be the first step to identifying UAOs within project limits. A personable introduction of the project is followed by a request for as-builts, record drawings, and sometimes will require site visits. It is important to meet the utilities where they are, since their methods for data management range from digital files to institutional knowledge. Individual phone calls to UAOs not only help identify utilities, but also prompt UAOs of a new project and contact. This casual introduction of the project builds trust with utilities and begins the exchange of information. Building partnerships with utility members is key to project success.

Preliminary Utility Meeting We will prepare a formal State Statute letter and send Phase I Plans to each UAO at least 3 weeks prior to the Preliminary Utility Meeting. We will review project plans, communicate with UAOs, EOR, and D5 staff to determine if they have specific concerns, and include them in the meeting agenda.

We will focus on anticipated conflicts and be prepared to discuss avoidance through design and/or potential routes for utility relocations. Long lead items such as permitting, UWHC, or compensable interests will be covered, and tasks will be delegated to start the process. Tracking tasks is critical in leading meetings. Our team regularly follows up on pending meeting tasks, resulting in action and measurable results.

Utility Meetings We will prepare a formal State Statute letter and send Phase II Plans, Utility Work Schedule, Utility Work Agreement (if needed), and Utility Conflict Matrix to each UAO, at least 3 weeks prior to the Utility Meeting. Utilities will also be provided with a detailed meeting agenda and asked to be prepared to discuss relocation options, potential design modifications, and construction sequencing. The goal is to resolve conflicts and have utility relocations complete prior to construction.

Technical Review of Work Gresham Smith’s team has a diverse background. We are not only utility coordinators, but also utility design engineers and program managers. We understand the importance of review from a “whole project” perspective encapsulating everything from concept to construction. Our utility CSCs with TDOT and KYTC gives us the experience of providing quality phase reviews, and communication protocols with our DOT partners. At a minimum, bi-weekly reports will be submitted and will track when the UAOs submit information and open review comments to anticipate timelines for utility submittals.

Final Agreement to Utilities, Review, Acceptance Gresham Smith will transmit all required legal documents to utilities as early as possible in the project schedule. We will review all final utility documents prior to sending to D5 and continue to track as previously mentioned. Final approved documents will be sent to the UAO and a Certification package will be sent to D5.

Utility Work by Highway Contractor (UWHC) Understanding the longer lead times and coordination required for funding, plan details, and D5 involvement, we will ask UAOs if they plan to utilize UWHC early in the project. UAOs will be required to send a letter of intent and preliminary estimate. We will involve D5 team members, including construction personnel, in a discussion of feasibility.

Tasks from the UWHC flowchart will be incorporated into project tracking report and additional time will be assumed for reviewing documentation and completing tasks.

Innovation Cost Our team has the knowledge and experience to look ahead on scheduled construction activities and identify potential design modifications and coordination requirements with existing utility facilities before they cause delays in the project schedule. Our coordination experience has resulted in significant monetary and construction time savings to our clients by providing effective and upfront resolutions to potential project conflicts. During construction, utility coordination services for these projects have resulted in more than $30 million of cost savings for state DOTs, local governments, and UAOs. Gresham Smith approaches utility coordination with the intent to benefit the overall project. We would like to see utility considerations earlier in FDOT’s project development process. Utility relocations can often cost more and require more calendar days to complete than the actual project.

Transparency As an extension of D5’s existing staff, we will be available and accountable. Beyond the required bi-weekly reports, we will maintain a living document that tracks ongoing projects and make it available to D5. In addition to D5’s tracking system, we will continuously update our progress via a live document that can be accessed at any time without a login.

Involvement Our team will manage this contract from our Jacksonville office. However, we will provide in-house support as desired. We will also attend in-person meetings as requested and set up a reoccurring meeting for our bi-weekly report submittal. We understand the importance of staying connected and have proven successful at remote coordination with a multitude of projects, including the Brent Spence Bridge project.

Thank you! We’re honored to submit this letter. We are local with an understanding of critical issues, we possess extensive knowledge of utilities and CSCs, and we bring a known team with proven results that is eager to begin. We’d be grateful to explain our approach and expand on ideas. Thank you!

Lauren D. Khamphouang, Project Manager

04/18

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

Consultant Name Project Advertised Major & Minor Work Types

3.1 99 DBE SB UU

Prime Gresham Smith

Su bc on su lta nt s

Brindley Pieters and Associates, Inc.

ELEMENT Engineering Group, LLC

NV5, 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

04/18

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

Consultant Name Project Advertised Major & Minor Work Types

DBE SB UU

Prime

Su bc on su lta nt s

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

04/18

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

Consultant Name Project Advertised Major & Minor Work Types

DBE SB UU

Prime

Su bc on su lta nt s

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

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:

PROJECTS

Contract No.

A-2

Work duties include design assistance, research, plans review, site inspection,…