PC-550000-CAW41.pdf

STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION

PROFESSIONAL SERVICES LETTER OF RESPONSE

375-030-22

PROCUREMENT

04/18

Advertisement No.: 25237 DOT FM Number: 43904313201

Submittal Date: 11/4/2024 Project Name: District Wide Traffic Signal Timing Consultant

Contract

Consultant’s Name: Iteris, Inc.

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

Street Address: 1907 N US 301; Suite 120

City: Tampa State: Florida Zip: 33619

Office Location: Tampa, Florida Contact person: Helmuth Arens, P.E.

Phone: (813) 404-1438 Contact email: harens@iteris.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.

Iteris and our subconsultants, England, Thims & Miller (ETM);

MSW Management, LLC, D/B/A Ultra Engineering (Ultra); Coke Consulting, LLC (Coke); Hagen Consulting Services (Hagen);

and Peggy Malone and Associates (PMA), are pleased to submit our Letter of Response for the District Wide Traffic Signal Timing Project. Iteris, Ultra, ETM, Coke, and Hagen are all qualified in the required work categories of 6.2 and 6.1. PMA and Coke are Disadvantaged Business Enterprises (DBE) and Ultra and Hagen are non-DBE Small Business Enterprises

(SBE).

PROJECT PURPOSE

As stated in the scope of services, this contract will provide professional engineering services for conducting traffic signal retiming studies for arterials and isolated intersections. Iteris has provided these services to the District in multiple contracts since 2008. We understand the unique procedures, guidelines, and preferences of the District staff, as well as all the maintaining agencies, ensuring there will be no learning curve.

The Iteris team assembled for this project specializes in traffic operations, safety engineering, and traffic signal system operation.

The benefits of traffic signal retiming are numerous; well-engineered timing patterns can reduce traffic congestion and its related fuel consumption and pollutant emissions; minimize speeding, aggressive driving, and red-light running; improve safety, and particularly the more serious injury crashes; and potentially postpone the need for increasing roadway capacity through construction. Retiming projects almost always bring a positive return on investment in providing measurable benefits to road users.

Past contract assignments for the District have occasionally qualified for utilizing Federal Highway Safety Improvement Program (HSIP) funds; these assignments must demonstrate an anticipated significant reduction in fatal and serious traffic

375-030-22

PROCUREMENT

crashes along the corridor. Candidate projects are determined using a data driven process to justify the use of the HSIP funds.

Iteris developed the corridor retiming prioritization model that has been used for several years to obtain HSIP funding.

APPROACH & UNDERSTANDING OF CRITICAL ISSUES

Our approach to performing a signal timing task order starts by understanding the goals for the selected corridor so that the assignment’s success can be specifically defined and ultimately achieved. Maintaining agencies in the District have a range of capabilities, so this important task will ensure that all parties understand the goals and agree with the planned implementation strategies. A Project Management Plan will be developed that addresses goals, schedule, budget, roles, responsibilities, risk management, safety, and the quality control elements required.

We then conduct detailed field reviews to measure critical dimensions (particularly important for the calculation of change and clearance intervals), observe intersection and system operations, benchmark corridor travel times using Tru-Traffic arterial travel time study software, and document existing conditions. Database uploads are performed by our IMSA certified personnel (using our own equipment) and ensure the actual signal settings are reviewed and modeled. We utilize the appropriate ATMS platforms to compile data on pedestrian activity, preemption frequency, split history, and equipment malfunction and performance, and then process these into usable information to establish a situational awareness of existing conditions, which supports decisions such as the need for covering the pedestrian time within the phase split time.

We utilize video collection units (VCUs) to capture intersection turning movement counts and concurrently conduct the multi-day system counts, which results in a reduced data collection time frame and provides a valuable quality control check. This data collection process provides highly accurate information from which we develop fully calibrated Synchro signal optimization models.

Basic timing parameters, such as change and clearance intervals, are calculated based on the latest Traffic Engineering Manual requirements and District guidance. Optimized timing plans are then generated using Synchro and Tru-Traffic based on the project goals and our engineering judgment. Saturation levels dictate the specific tactics employed but generally consist of minimizing system delay, providing progression, maximizing throughput, and finally queue management and storage for extreme periods of congestion.

We develop signal timing patterns that use all available mobility and safety features as appropriate, such as phasing sequence changes by time of day, twice per cycle left turns, transition impact optimization, leading pedestrian intervals (LPI), flashing yellow arrow omit by time of day or during a pedestrian call; and selecting appropriate cycle lengths to minimize pedestrian wait times. We use a combination of modeling (Synchro), ATMS software, and Tru-Traffic to develop, implement, and fine-tune system timing patterns. Our robust Quality Assurance Program was developed specifically for signal retiming projects and covers 11 quality control elements.

We then submit our proposed timing report, followed by a meeting with stakeholders to discuss the plan and any specific concerns. As we prepare for implementation, a two-person team transfers the optimized pattern data into each intersection controller database using our ATMS platforms, eliminating the need for the maintaining agencies to support this effort.

Diagnostics are performed to verify there are no coordination errors and controller database bench testing is performed, when appropriate, using the extensive array of equipment in our ATMS lab.

Deployment is typically a week-long effort staffed based on the number of intersections, congestion levels, and length of the corridor. All deployment team members have laptop computers with the appropriate software and cabling to directly connect to each controller if communications are not available to an ATMS.

All timing patterns are observed to ensure intersections are operating as planned. Fine-tuning begins only after initial field operations are validated using Tru-Traffic. By driving the corridor repeatedly over many days and observing all intersections during peak and non-peak hours (including weekends), we can verify that minor movement queues are managed, and progression is maximized, as appropriate for the corridor’s congestion levels.

We strongly believe the implementation phase is the most critical stage of a signal retiming project. Controller timing databases will be downloaded intersection by intersection to ensure correct operations and as rapidly as possible to limit disruptions to traffic progression. We appropriately staff this effort with qualified personnel and necessary equipment, ensuring a smooth deployment without requiring maintaining agency involvement. When we utilize advanced controller features, troubleshooting to ensure the intersection is operating correctly is sometimes required. We have significant experience with all controllers, cabinets, and ATMS platforms being used in District Two (primarily Cubic Trafficware, with some newer QFree and older legacy equipment). We are the only private company to own ATMS.now, which allows us to develop and test databases without the use of the agency’s resources. Finally, we encourage District and maintaining agency staff to join us during implementation to fully understand our process.

Our Timing Process:

1. Define Success – 2. Collect Data from all Sources –

3. Develop Timings – 4. Implement Timings – 5. Confirm Operations – 6. Fine-Tune Operations – 7. Evaluate

Performance/Develop Recommendations – 8. Monitor Performance – 9. Follow-up and Maintain Operations

After we have completed all fine-tuning, we perform travel time runs to measure the performance of the implemented conditions. Synchro models are then updated with the final implemented settings. Our performance evaluation is extensive and encompasses Intersection Capacity Utilization, Synchro, SimTraffic, and Tru-Traffic. We develop a benefit-to-cost ratio and Net Present Value of the savings due to reduced delay and fuel consumption as well as the anticipated crash reduction per the Highway Safety Manual procedures. Near-term capacity and safety improvement recommendations are developed and summarized. We are experienced at addressing citizen concerns during the public monitoring period by explaining the system operation, not just providing detailed engineering jargon.

We support the District and maintaining agencies’ TSM&O and safety initiatives, including the implementation of improved pedestrian intersection operations. For example, in a safety-focused assignment for the retiming of 131 signalized intersections in downtown Jacksonville, we implemented three-second LPIs at all intersections and upgraded pedestrian clearance times to current standards at many intersections, all while minimizing the negative impacts on vehicular traffic. This relates back to the importance of stakeholders agreeing on what constitutes project success.

PROJECT STAFFING AND SUBCONSULTANTS

Our proposed Project Manager, Helmuth Arens, PE, PTOE (IMSA III), will be responsible for all aspects of project execution.

Helmuth is Vice President and Traffic Operations Manager for Iteris in Tampa and has a large team of engineers and technicians. He is an expert at signal timing and was instrumental in developing our company’s Signal Timing Specialist (STS) qualification program. Acey Roberts, PE, Associate Vice President, will serve as the QA/QC engineer on this project as well as an advisor on any ITS or design related issues. Anita Vandervalk-Ostrander, PE, Regional Manager for Iteris’ Mobility Professional Services, will support Helmuth as the Principal-in-Charge, ensuring he has all the resources needed to execute this project.

Supporting Helmuth on signal retiming tasks will be Tom Sadler (IMSA III, STS), Matt Wyatt (IMSA III, STS), Phil Mansi (IMSA II), and Peter Brady (IMSA III, STS). Kimberley Tillman, PE, PTOE, CPM (IMSA III) will perform data analytics, model development, analysis, and report development. Joe Molinaro, PE, PTOE (IMSA III) leads our ATMS Group and is supported by Alex Kribbs, PE, PTOE (IMSA III, STS), Tahnin Tariq, PhD., PE (IMSA I), Ryan Erickson (IMSA III), George Molinaro (IMSA III), and Casey Deg (IMSA III, STS). The ATMS Group will support Task 20 activities as needed.

We also bring to our team the outstanding depth of our subconsultants. Don Fullerton (IMSA III) and Mark Manwell, PE, PTOE (IMSA II) of ETM will support our timing implementations, provide maintaining agency coordination, perform follow-up observations and assist on Task 20 assignments. Matt Weisman, PE (IMSA III), Gregg Letts, PE (IMSA II), and Carlton Urban PE, PTOE (IMSA II) of Ultra, and Shelby Coke, PE, PTOE, RSP1, of Coke will support Task 20 activities. Sophia Williams, of PMA, and Coke will both support data collection activities. Larry Hagen, PE, PTOE, RSP1, of Hagen, will support safety and traffic operations analyses. Iteris is committed to subcontracting at least 11% of the project’s contract value to our DBE partners PMA and Coke, and 3% to our SBE partners Ultra and Hagen.

SIMILAR PROJECT EXPERIENCE

Iteris’ Florida staff specialize in program level retiming contracts like this one, which represents most of our work. We are currently the prime consultant for signal retiming projects in Districts Two and Seven as well as with many local agencies and MPOs across the state. The synergies of Iteris’ national practice, along with our well-known Florida staff and our teaming partners, will ensure we meet all of District Two’s production goals and provide local maintaining agencies with outstanding service.

Successful retiming projects under previous District Two contracts include the previously mentioned downtown Jacksonville project of 131 intersections; SR 10 / US 90 in Lake City; the SR 21 / Blanding Boulevard corridor and the SR 15 / US 17 corridor, both in Clay County; and the SR 200 corridor in Nassau County. We have just implemented new timings for a large project along SR A1A in Duval and St. Johns County. In addition, we have supported the District with controller database conversions throughout the District.

Maintaining agency personnel have come to understand our depth of knowledge of all aspects of the ATMS platforms. Our combined technical acumen and local corridor knowledge will ensure continued progress toward District Two’s goal to improve safety and system performance throughout the region. We own the hardware and software tools required to deliver superior service including Synchro, Tru-Traffic with GPS, Miovision VCUs, field service vehicles as well as all ATMS software and controller platforms in use throughout District Two.

WHY OUR TEAM?

Iteris is focused on enhancing safety and system performance.

We have mastered the complex aspects of arterial operations and can deliver these services expeditiously. The Iteris team meets all requirements of the scope, and you will not find a more qualified and focused team when it comes to developing and implementing signal retiming in Florida. Thank you for considering our Letter of Response. We look forward to demonstrating our technical acumen to the review committee during the oral interview process.

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

Consultant Name Project Advertised Major & Minor Work Types

6.2 6.1 DBE SB UU

Prime Iteris, Inc

S u b co n su lt an ts

England, Thims & Miller

MSW Management, LLC, D/B/A Ultra Engineering

Coke Consulting, LLC

Hagen Consulting Services

Peggy Malone and Associates

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.

STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION

PROFESSIONAL SERVICES - RFP

November 18, 2024 kristina.price@hdrinc.com harens@iteris.com jared.wall@kimley-horn.com christopher.dew@metriceng.com

Re: Request for Proposal - District Wide Traffic Signal Timing

Dear Consultant:

I am pleased to advise you that your firm has been shortlisted for the District Wide Traffic Signal Timing. 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 mandy.eadie@dot.state.fl.us. All documents are due by 3:00 PM, December 4, 2024.

The interviews are scheduled for December 5, 2024 in Acosta Room at the Jacksonville Urban Office.

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

Sincerely, Mandy Eadie, Contract Analyst Procurement Office

Attachments CC: Glenn English, PE

Request For Proposals

For District Wide Traffic Signal Timing

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 District Wide Traffic Signal Timing. 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:

HDR Engineering, Inc.

Iteris, Inc.

Kimley-Horn and Associates, Inc.

Metric Engineering, 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:

Mandy Eadie, Procurement Office, MS 2016 Florida Department of Transportation, 1109 S. Marion Ave, Lake City, Fl 32025, Phone:

386-961-7596, E-mail address: mandy.eadie@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 mandy.eadie@dot.state.fl.us. Deadline for FDOT receipt of file is 3:00 PM on December 4, 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 total, inclusive of Consultant opening statement and Questions and Answers (Q&A). Ten

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

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

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

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

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

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

(9) Consultant may bring one unaltered aerial plot, 24” x 36” maximum for use during the interview. Split views are allowed, as long as the overall total size does not exceed 24” x 36”. No alterations other than a North arrow as well as street names can be shown on the aerial for locating purposes when brought to the interview. The unaltered aerial plot may be marked up or drawn upon by the Consultant during the interview, but not before the interview begins. One aerial per project may be submitted. No other visual aides are allowed.

(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 5, 2024 and will be conducted in Acosta Room, Florida Department of Transportation, Jacksonville Urban Office, 2198 Edison Ave, Jacksonville, Florida 32204.

The order of interviews will be established by random drawing.

Firm: Time:

1. Metric Engineering, Inc. 9:00am

2. Kimley-Horn and Associates, Inc. 10:30am

3. HDR Engineering, Inc. 1:00pm

4. Iteris, Inc. 2:30pm

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 Greg Evans, District Secretary; Travis Humphries, Director of Operations; Jordan L. Green, District Transportation Support Manager; and a representative of the Procurement Office, will meet to discuss the capabilities of the consultant firms. At the discretion of the Committee, other persons may be requested to provide information at the meeting.

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

11. Contract Negotiations:

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

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

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

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

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

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

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

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

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

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

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

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

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

12. Schedule:

Date Time Action

November 26, 2024 5:00 PM Cutoff Date for Technical Questions December 4, 2024 3:00 PM Resumes, organization chart or staffing chart, required certification, and forms due (aka Phase II Submittal Deadline)

December 5, 2024 9:00am Interviews Begin December 16, 2024 10:00am Final Selection

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

Date Time Action December 30, 2024 2:00pm Fee Proposal Due January 23, 2025 5:00pm Planned end of Negotiation Date

(Negotiation conclusion date) March 3, 2025 5:00pm 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

EXHIBIT “A”

SCOPE OF SERVICES

CONSULTANT SERVICES

Districtwide Traffic Signal Timing Consultant Contract

FINANCIAL PROJECT ID:

439043-1-32-01

FEDERAL PROJECT NO.:

FPN: 439043 1 32 01

i

TRAFFIC SIGNAL TIMING CONSULTANT CONTRACT

FINANCIAL PROJECT ID: 439043-1-32-01

I. GENERAL REQUIREMENTS ....................................................................... A-1

II. INDEX OF STUDY TYPES ............................................................................. A-3

III. DESCRIPTION OF STUDY TYPES .............................................................. A-4

A. Study Type I: Intersection Analysis ........................................................ A-4

B. Study Type II: System Analysis ............................................................. A-4

IV. DESCRIPTION OF TASKS ............................................................................ A-4

A. Data Collection and Model Development............................................... A-4

B. Develop Traffic Signal Timing Plans ................................................... A-10

C. Implementation and Evaluation ............................................................ A-13

D. Additional Services ............................................................................... A-14

V. BEGINNING AND LENGTH OF SERVICE .............................................. A-16

Stage II A-1 November 13, 2024

TRAFFIC SIGNAL RETIMING CONTINUING CONTRACT

FINANCIAL PROJECT ID: 211079-1-32-01

I. GENERAL REQUIREMENTS

The purpose of this contract is to provide the District with professional services for conducting needed traffic signal retiming studies for arterials and isolated intersections.

The purpose of the Scope of Services is to describe the scope of work and responsibilities of the CONSULTANT and the District. Signal systems will be retimed for both weekday and weekend operation, with the number of timing patterns determined by the data collection effort and approved by the District.

The District may require additional timing patterns based upon special circumstances such as traffic signals at or near school entrances, traffic signals on evacuation routes and traffic signals at or near interstate ramps. The District may require additional timing patterns to support and or implement certain elements of Transportation Systems Management and Management (TSM&O), including additional timing patterns for Advanced Traffic Management Systems (ATMS) and traffic responsive systems.

A major objective of this contract is to obtain study results as expeditiously as possible while maintaining a high degree of thoroughness and professionalism.

Independent study types have been identified and tasks for each have been specified.

For the purpose of this contract, the following definitions apply:

A traffic control timing pattern is a set of cycle lengths, splits, offsets and force offs for an arterial system.

An arterial is a group of signalized intersections which are interconnected to provide progression of traffic flow along the arterial.

A section is any portion of a traffic control system which can be controlled by a single set of timing parameters.

SYNCHRO analysis shall be used with the following restrictions:

The CONSULTANT and the District shall determine minimum and maximum cycle lengths and increments between cycle lengths to be analyzed.

Stage II A-2 November 13, 2024

Average free speed or travel time shall be recommended by the

CONSULTANT and approved by the District.

A. Issuance of Task Work Order Authorizations

Authorization to perform one or more of the tasks described in this Scope of Services shall be conveyed to the CONSULTANT through a written Task Work Order issued by the District. The Task Work Order shall specify the type of study to be conducted, the tasks required, the locations to be included, and the period of performance. Each Task Work Order issued by the District shall serve as formal notice to proceed, effective upon issuance of the Task Work Order.

B. Task Work Order Management

The CONSULTANT shall designate a Project Manager that will be accountable for all project related issues (scheduling, invoicing, technical deliverables and meetings.) The CONSULTANT Project Manager shall be a licensed Professional Engineer in the state of Florida and preferably a certified Professional Traffic Operations Engineer. The CONSULTANT Project Manager will submit an electronic draft Task Work Order to the District Project Manager for review. The CONSULTANT Project Manager shall submit monthly task work order progress reports to the District Project Manager.

C.