PC-550000-CAW52.pdf

STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION

PROFESSIONAL SERVICES LETTER OF RESPONSE

375-030-22

PROCUREMENT

04/18

Advertisement No.: 25389 DOT FM Number: 22086613221

Submittal Date: 12/5/2024 Project Name: Continuing Services Surveying and Right of

Way Mapping Consultant

Consultant’s Name: Southeastern Surveying and Mapping Corporation (Firm must use the name shown on the Consultant’s qualification letter.)

Street Address: 1130 Highway 90

City: Chipley State: Florida Zip: 32428

Office Location: Chipley, Florida Contact person: Lee Anderson

Phone: 850-220-0103 Contact email: landerson@southeasternsurveying.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.

Florida Department of Transportation (FDOT) District Three December 5, 2024 RE: Letter of Response | Continuing Services Surveying and Right of Way Mapping Consultant

Dear members of the Selection Committee:

Southeastern Surveying and Mapping Corporation (SSMC) is pleased to submit this Letter of Response to the Florida Department of Transportation (FDOT) District 3 to demonstrate our team’s qualifications, experience, and understanding to perform the services required for this Continuing Services Surveying and Right of Way Mapping Consultant Contract. SSMC is a 100% employee-owned Land Surveying and Mapping, Subsurface Utility Engineering (SUE), and Geographic Information System (GIS) firm that has provided quality services to FDOT District 3 since 1999. We’ve put together a well-rounded, diverse, and experienced team that will provide excessive manpower, abundant capabilities, and the extensive knowledge expected to complete any and all services under this contract on time, while meeting the specific needs and requirements put forth by the Department. Our team’s wide range of services, technical expertise, and experience will provide flexibility, innovation, and quick responses to any Department request, ensuring that projects completed under this contract will be completed efficiently and with the highest level of quality. Furthermore, SSMC understands the specific needs of the Department and excels at providing services which accommodate aggressive, accelerated schedules, regardless of existing workload. As a result, this SSMC Team is prepared with more than adequate staff and a wealth of experience to handle the workload and schedules associated with this contract.

375-030-22

PROCUREMENT

04/18

Proposed Key Personnel and Their Proposed Roles Prime: Southeastern Surveying and Mapping Corporation (SSMC) – SSMC’s role will be able to provide all facets of Professional Surveying and Mapping Services called for in the project scope, coordinate all efforts with sub-consultants, provide final QA/QC to ensure that all deliverables are compliant with FDOT standards, and to be the singular point of contact for FDOT staff regarding all efforts related to this contract.

Lee Anderson, PSM, PLS, RLS | Project Manager | Point-of Contact | 24 years of Professional Surveying and Mapping Experience, 19 w/ SSMC.

Thomas K. Mead, PSM, PLS | Principal-In-Charge | 40 years of Professional Surveying and Mapping Experience, 36 w/ SSMC.

B.J. Lashley, PSM, PLS | QA/QC Manager-Surveying | 24 Years of Professional Surveying and Mapping Experience, 21 Years w/

SSMC.

Dan Henry, PSM, PLS | Project Surveyor | 39 Years of Professional Surveying and Mapping Experience, 32 Years w/ SSMC Stephen Dominguez | Senior Survey/CAD Technician-Mapping | 20 Years of Surveying and Mapping Experience, 5 w/ SSMC.

Holland J. Kent, CST I | Senior Survey/CAD Technician-Surveying | 21 Years of Surveying and Mapping Experience, 19 w/ SSMC.

Jason Mosser, CST II | Senior Survey/CAD Technician-Mapping | 33 Years of Surveying and Mapping Experience, 11 Years w/ SSMC Justin Mosser, CST III, UAV | Senior Survey/CAD Technician-Surveying | 31 Years of Surveying and Mapping Experience, 19 Years w/ SSMC.

Sub-Consultants:

McKim and Creed (M&C) – M&C’s role for this contract will be to provide Survey and Mapping Support, Peer Review (QA/QC), and Mobile LiDAR and Hydrographic Services. Mr. Matt LaLuzerne, with 19 years of experience, will serve as Project Manager and Mr. Joel McGee, PSM, with 33 years or experience, will serve as Mapping Consultant.

Snelgrove Surveying and Mapping, Inc. (SSM) (SB) – SSM’s role for this contract will be to provide Survey and Mapping Support, as well as Peer Review (QA/QC). Mr. Paul Snelgrove, PSM with 46 years of experience, will serve as Project Manager and Mr. Jesse Snelgrove, PSM with 24 years of experience, will serve as Project Surveyor.

O’Neal Surveying & Mapping, Inc. (OSM) (DBE) – OSM’s role for this contract will be to provide Survey and Mapping Support, as well as Peer Review (QA/QC). Mr. Mike O’Neal, PSM with 3 years of experience, will serve as Project Manager. Ms. Mary O’Neal, PSM with 41 years of experience and will serve as QA/QC Manager.

American Governmental Services (AGS) (DBE) (SB) – AGS will provide comprehensive certified Title Search Reports and Document Preparation Services. Tammy Mehl, with over 23 years of Title Search experience, will serve as AGS Project Manager Northwest Title Group, LLC (NTG) (SB) – NTG’s role for this contract will be to provide comprehensive certified Title Services and Document Preparation Services. Ms. Shannon Riley with 18 years of legal experience, will serve as Project Manager for NTG.

Environmental and Geotechnical Specialists (EGS) (DBE) – EGS will oversee all environmental permitting efforts for this contract.

Ms. Judith M. Hayden, P.E., with over 46 years of experience, will serve as project manager for EGS.

Understanding of Consultant’s Responsibilities The SSMC Team understands that the Department desires to obtain assistance from a Surveying Firm Licensed in the State of Florida to perform miscellaneous surveying and mapping services related to right-of-way, maintenance on various types on roadway projects, and preliminary engineering services. Surveying Services for this contract will provide information for any type of work covered under groups 8.1, 8.2, 8.3, and 8.4 as described in Florida Administrative Code Rule 14-75 If SSMC is awarded this contract, all tasks assigned will meet project goals and will be in accordance with all FDOT District 3 standards and requirements.

All survey services will be performed in English Units unless otherwise specified by the District surveyor. Projects will be conducted using Florida State Plane Coordinates NAD 1983/99 Horizontal Datum or later adjustment with Vertical datum being NAVD 88 Datum unless otherwise specified by the District Surveyor or his representative. During field surveys, all necessary safety equipment and procedures will be performed in accordance with the Department’s Roadway and Traffic Design Standards and Survey Safety Handbook along with the MUTCD Manual. All SSMC Team members have completed a Florida Department of Transportation Approved Maintenance of Traffic (MOT) intermediate level course and have certifications that are current and up to date. As always, the SSMC Team will fully respect the rights of all landowners while performing survey services for this contract.

Survey services provided by the SSMC Team under this contract shall be accomplished in accordance with the Department’s Surveying and Mapping Procedure Topic No. 55-030-100, Outline Specification for Aerial Surveys/Photogrammetry for Transportation Projects Topic No. 550-020-002, Right of Way Mapping Topic No. 550-030-015, FDOT Standard Plans, FDOT Surveying and Mapping Handbook, Standards of Practice Rule 5J-17, Florida Statute 472.027, Florida Administrative Code Chapter 18-5 (Florida Statute 177- Part Two), Department of Environmental Protection Rules governing Mean High Water and Jurisdictional Line surveys, and any special instructions from the Department. GPS services provided by the SSMC Team will be in accordance with the FDOT Surveying and Mapping Handbook.

04/18

All surveys performed will be accompanied by a detailed survey report certified by a Professional Surveyor and Mapper, licensed in the State of Florida and all work performed under this contract will be coordinated with the District Surveyor and will be subject to his review.

SSMC understands that the services required under this contract will consist of preparation of a certified Right of Way Control Survey maps, Maintenance maps, TIITF sketches, final Right of Way Maps, title search, writing legal property descriptions, preparing documents and reviewing maps and legal descriptions prepared by the Department or for the Department by others. All work will be accomplished in accordance with the criteria established by the Department's Right of Way Mapping Procedure (Topic No. 550-030-015), Right of Way Mapping Handbook, F.D.O.T. CADD Production Criteria Handbook, CADD Manual (FDOT Document No. 625-050-001), R/W Manual (FDOT Document No. 575-000-000) and the desires of the Department made known for a specific project. No Right of Way Mapping work may be accepted by the Department if performed without the services of a Professional Surveyor and Mapper who shall be required to certify the Right of Way Control Survey map (if survey performed by Consultant), legal descriptions (if prepared by Consultant), supervise the preparation of Right of Way Maps, and be responsible for Quality Control on all maps. Legal property descriptions will be accompanied by a certifying letter signed and sealed by the Florida Professional Surveyor and Mapper in responsible charge and will be furnished in Microsoft Word format.

Proposed Project Approach Our Team is 100% committed to the District 3 FDOT Surveying and Mapping Department and fully realizes that we are an extension of the Department’s staff while performing under this contract. Every member of this team will be responsive, professional, and perform in the best interest of the Department. To meet the District’s goals, SSMC has assembled a team that is designed to provide an abundant amount of manpower, experience and flexibility. Our Team will provide expanded services and resources to the District 3 Staff, as needed and requested. All our team members have previously worked together successfully on District 3 projects to provide outstanding surveying services. Additionally, this team provides a great blend of long-standing District 3 firms, while also incorporating new firms to be mentored and expand resources available to the district on future projects.

The SSMC Team has proven on many occasions to be responsive to all requests by the FDOT Surveying and Mapping Department and takes pride in consistently keeping an open line of communication with all members of the department’s staff. The abundance of experience that comprises this SSMC Team provides a tremendous amount of knowledge and understanding of what is expected by the Project Manager, Mr. Craig Davis, and the District 3 Staff and makes our team more than capable of meeting those expectations.

Additionally, our robust team allows us the ability to complete multiple tasks simultaneously, ensuring that all schedules on the projects assigned within this contract are met, if not exceeded. The members of this team were strategically assembled in order to provide the FDOT Survey and Mapping Department with an abundance of experience and talent, while at the same time providing redundant options in all disciplines that will be required under this contract.

Relevant Project Experience with Similar Types of Work Experience

• Districtwide Survey Consultant Services 2020- Active

• Districtwide Subsurface Utility Designation and Location Services 2015-Active

• Districtwide Surveying and Right-of-Way Mapping Consultant Services 2012-Active

• Districtwide Subsurface Utility Designation and Location 2010-Active

SSMC’s Other Qualifications and Commitments Currently, our SSMC Team has forty-eight (48) field and office team members that have passed the National Society of Professional Surveyors’ Certified Survey Technician (CST) examinations. Additionally, seven (7) team members are certified by Florida Department of Environmental Protection in mean high water surveying, twenty-three (23) team members are certified in Temporary Traffic Control, and six (6) team members are UAV licensed pilots. SSMC is also committed to meeting FDOT’s DBE and SB participation programs and commits to an estimated 15% DBE participation and an estimated 15% SB participation and inclusion of Group 8 Underutilized as a part of this contract.

This SSMC Team truly values the relationship we have with the FDOT District 3 staff and greatly appreciates the opportunity to submit this Letter of Response for this very important Contract.

Sincerely, Lee Anderson, PSM, PLS, RLS | Project Manager | Point of Contact

04/18

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

Consultant Name Project Advertised Major & Minor Work Types

8.1 8.2 8.3 8.4 DBE SB UU

Prime Southeastern Surveying and Mapping Corporation

Su bc on su lta nt s

McKim and Creed

Snelgrove Surveying and Mapping

O'Neal Surveying and Mapping

Northwest Title Group

American Governmental Services

Environmental and Geotechnical Specialists

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.

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

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

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

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

REQUEST FOR TECHNICAL PROPOSALS

FOR

Survey and Right of Way Mapping Consultant

Advertisement Number Financial Project Nos. F.A.P. Nos.

25389 22086613221 & Various N/A & Various

DISTRICT THREE

INDEX

SECTION PAGE

1.0 PURPOSE 1

2.0 PROJECT ASSIGNED 1

3.0 SCOPE OF CONSULTANT SERVICES 1

4.0 LENGTH OF CONSULTANT SERVICES 2

5.0 CONTRACT RESTRICTIONS AND 2

PROPOSED METHOD OF COMPENSATION

6.0 STAFFING REQUIREMENTS 3

7.0 ABBREVIATED TECHNICAL PROPOSAL 3

8.0 PUBLIC ENTITY CRIME INFORMATION STATEMENT 7

9.0 COOPERATION WITH AGENCY INSPECTOR GENERAL 7

10.0 CONSULTANT SELECTION 8

11.0 NEGOTIATIONS 8

12.0 PROJECT MANAGER 9

FIGURES

1 LOCATION MAP

ATTACHMENTS

A SCOPE OF SERVICES

B PROPOSED METHOD OF COMPENSATION

C CERTIFICATIONS

D FDOT CONSULTANT FEE PROPOSALS (AUDIT PACKAGE)

E ABBREVIATED TECHNICAL PROPOSAL EVALUATION SHEET

F PROPOSED PROJECT SCHEDULE

(ATTACHMENTS CONTINUED)

G STANDARD PROFESSIONAL SERVICES AGREEMENT

H FDOT STANDARD WORK CLASSES

I DBE PARTICIPATION STATEMENT

1.0 PURPOSE:

The Department desires to obtain assistance from the Surveyor and Mapper, hereinafter referred to as consultant, for the performance of miscellaneous surveying and mapping services related to preliminary engineering, right of way and maintenance on various type roadway projects.

The Florida Department of Transportation requires consulting services for performance of engineering services which are required for the design of miscellaneous minor design projects for the Florida Department of Transportation, District Three. Each assignment shall be made with the issuance of a Task Work Order authorization and an accompanying scope of services; no work on a specific project shall begin until a Task Work Order for that project has been authorized in writing under this Agreement by the Department.

The Department is considering three consultant firms for the final selection. Additional information is necessary to complete the evaluation of each firm's ability to provide the desired services. As a result, the firms shall be requested to submit an abbreviated written Technical Proposal for the anticipated work. The Technical Proposal package shall include data about the probable job performance and manpower application.

Note: Professional Services selections are “Qualifications Based Selections” (QBS) only, in accordance with F. S. 287.055, the Consultant Competitive Negotiations Act (CCNA). All efforts must be made to protect the integrity of a “QBS” throughout the acquisition process.

According to CCNA, subsection (4), compensation factors can only be considered during competitive negotiations as prescribed under subsection (5). Therefore, it is not appropriate to introduce professional services contract fee information prior to final selection. Please ensure that the information included in the technical proposal is limited to discussion of management principles and concepts in regard to the consultant scope of work. This includes any reference to costs in dollars or percentages of the work in whole or in part, as well as references to audited rates. It is acceptable to discuss quantifiable measures associated with construction project savings. References to consultant fees, multipliers or percentage fee savings associated with the consultant scope of work may result in the firm being found non-responsive.

2.0 PROJECT ASSIGNED:

The following project shall be assigned to the selected consulting firm:

Financial Project No.: 22086613221 & Various F.A.P. No.: N/A & Various County: Districtwide Funding Sources: State/Federally Funded

3.0 SCOPE OF SERVICES:

For a detailed description of the required consultant services, refer to Attachment A, Scope of Services.

4.0 LENGTH OF SERVICES:

The Consultant services shall begin upon written notice from the Departments Director of Transportation Development. Individual projects will be assigned for a period of sixty (60) months from the date of this Agreement.

5.0 CONTRACT RESTRICTIONS AND PROPOSED METHOD OF COMPENSATION:

The following information is furnished to the consultant firm for consideration during the preparation of the technical proposal:

5.1 PROFESSIONAL LIABILITY:

The consultant firm selected to perform the desired services must have professional liability insurance coverage of $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 with 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 Self-Insured Retention. A commitment letter from a financial institution is also not acceptable for purposes of contracting.

5.2 SUBCONTRACTUAL SERVICES:

The Department must approve services assigned to subconsultants in advance. The subconsultants must be qualified to perform all work assigned to them and must be technically prequalified with the Department in order to perform the standard types of work covered by Rule 14-75.

For 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.

5.3 METHOD OF COMPENSATION:

The Department anticipates that a lump sum with limiting amounts will be established for each Task Work Order. A Total Maximum Limiting Amount shall be established based upon final negotiations and shall compensate the consultant for costs associated with the Task Work Order. These costs shall include employee salaries, combined with the consultant’s actual approved overhead, the direct expense rate and Facilities Capital Cost of Money (if applicable) as related to the performance of this work (this includes subconsultants).

In addition to compensating the consultant for project costs, the lump sum fee shall include an operating margin for professional services. The operating margin is calculated as a percentage of direct salaries. The percentage is negotiated within a range of 12 to 42 percent.

5.4 PROGRESS PAYMENTS:

For Lump Sum amounts, progress payments shall be due and payable monthly in proportion to the percentage of work approved and accepted by the Department. For maximum limiting fees, progress payments shall be due and payable monthly for the actual work performed during the billing period. Final payment shall be due and payable upon satisfactory completion of the services and approval and acceptance of the contract deliverables by the Department. Invoices for this agreement will be submitted through the Department’s Consultant Invoice Transmittal System. A Corporate User ID must be obtained from the Department for this purpose.

5.5 REGISTRATION IN MYFLORIDA MARKET PLACE

If you have not registered in MyFlorida Market Place, please register on-line @ https://vendor.myfloridamarketplace.com or call 1-866-352-3776 for assistance.

6.0 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 Director. 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.

7.0 ELECTRONIC ABBREVIATED TECHNICAL PROPOSAL:

The shortlisted firms shall submit an abbreviated electronic technical proposal for the project. The proposal shall include sufficient information to enable the Department to fully evaluate the capabilities of the firm and its proposed approach to providing the specified services. Discussion of the firm’s past experience, which is not germane to the specified services for these projects, should not be included. The technical proposal shall not contain links to other web pages that would provide additional technical content.

https://vendor.myfloridamarketplace.com/

7.1 ABBREVIATED TECHNICAL PROPOSAL CONTENT:

The technical proposal shall address in detail the following items:

7.1.1 Approach to the Project:

The consultant firm shall present the proposed approach for completing the desired work. The consultant shall demonstrate the firm's understanding of the objectives and shall discuss the means by which these objectives will be attained. The efficient use of manpower and materials shall be considered. Methods to minimize FDOT project support should be discussed along with innovative approaches for providing the services.

Discussion in your technical proposal should be limited to innovative management principles and concepts without the injection of quantifiable measures associated with consultant fees for this project. It is acceptable to discuss quantifiable measures associated with construction project savings, however quantifiable measures must not be discussed for the consultant scope of work.

7.1.2 Proposed Staffing Plan:

The consultant shall submit a staffing plan, which clearly illustrates the key elements of the organizational structure, proposed to accomplish the management, technical and administrative services required. Project management and key technical personnel within each discipline shall be identified and past experience of each, as it relates to these projects, shall be discussed. Other items to be included in the discussion of the staffing plan are:

a) Man-loading requirements for the job (both quality and quantity).

b) Man-loading capabilities of the firm.

c) Man-loading availability for the project.

7.1.3 Subconsultants:

The consultant shall address the desirability and necessity of subconsultant services on the projects. Where subconsultant services are proposed, the information specified in Section 7.1.2 shall also be furnished for the subconsultant firm(s).

7.1.4 Coordination:

The consultant shall discuss in detail the manner in which proper coordination and information exchange will be guaranteed among the Department and other agencies.

7.1.5 Quality Control:

The consultant shall demonstrate the firm's quality control program, namely the policies and procedures followed to assure a complete, accurate, and quality product.

7.1.6 Other Appropriate Data:

Other data demonstrating the ability and experience of the firm in providing the specified services may be included in the proposal.

7.2 ABBREVIATED TECHNICAL PROPOSAL PACKAGE

A maximum of 5 letter-sized pages has been established for this proposal. The pertinent data shall be submitted in electronic format only. All submittals, except the organization or staffing chart should adhere to minimum font size of 11, with ½” margins. This includes graphics, tables and captions on photos. Submittals are subject to public records requests. The data in the written Technical Proposal Package shall be restricted to the following:

1. Certifications (see 7.3)

2. Organization or Staffing chart (may be either 8 ½” x 11” or 11” x

17”, at the discretion of the Consultant. Names and levels of key personnel for Prime and Subconsultants (including Project Manager) shall be included.

3. Resumes (restricted to 2 pages each)

Examples of acceptable and unacceptable content for organization charts and staffing charts are provided at https://www.fdot.gov/procurement/SubmittalExamples.shtm. Organization or staffing 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.

No additional information should be included in this package. The entire package should 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 note, the Department’s e-mail system has a 20 MB size limitation for any single e-mail, including attachments. E-mails exceeding this limitation will be rejected by the e-mail server. It is the responsibility of the Consultant not to exceed this limitation. Submittals shall be made to d3.profserv@dot.state.fl.us and must be received by the Department no later than 12:00 p.m. Noon (local time) on Thursday, January 2, 2025.

7.3 FORMS TO BE INCLUDED IN THE TECHNICAL PROPOSAL PACKAGE:

At the time the technical proposal package is submitted, the consultant shall include the following forms which are located in Attachments C and J.

7.3.1 Truth-In-Negotiations Certificate (Form No. 375-030-30):

https://www.fdot.gov/procurement/SubmittalExamples.shtm mailto:d3.profserv@dot.state.fl.us

This certification shall be executed and included with the submittal of the Technical Proposal for any lump-sum or cost-plus-a-fixed fee professional services agreement over $60,000.00.

7.3.2 Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion for Federal Aid Contracts (Appendix B Certification):

This certification for Federal-Aid contracts shall be certified and dated by an officer of the firm, association or corporation submitting the proposal.

7.3.3 Certification for Disclosure of Lobbying Activities on Federal-Aid Contracts (Compliance with 49 CFR, Section 20.100 (b):

The prospective participant certifies, by signing this certification, that to the best of his or her knowledge and belief:

(1) No Federal appropriated funds have been paid or will be paid by or on behalf of the undersigned to any person for influencing or attempting to influence an officer or employee of any Federal agency, a Member of Congress, or an officer or employee of a member of Congress in connection with any federal contract, the making of any federal grant, the making of any federal loan, the entering into of any cooperative agreement , and the extension, continuation, renewal, amendment, or modification of any federal contract, grant , loan, or cooperative agreement.

(2) If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influencing or attempting to influence an officer or employee of any federal agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, Disclosure of Lobbying Activities, in accordance with its instruction. This form should only be completed if it is applicable for your firm. Please denote inapplicability by checking the N/A box at the top of the document and signing where indicated.

7.3.4 Vendor Certification Regarding Scrutinized Companies Lists

This certification shall be executed and included with the submittal of the Technical Proposal for any professional services agreement of $1,000,000 or more.

The authorized representative certifies, by signing this certification, that the company is not listed on either the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List or the Scrutinized Companies that Boycott Israel List.

7.3.5 E-Verify:

This certification shall be executed by the consultant for all procurements.

The authorized representative acknowledges and certifies compliance with Section 448.095, Florida Statutes, for the duration of the contract term.

7.3.6 DBE Utilization:

The Department encourages DBE firms to compete for Department professional services projects, and also encourages non-DBE consultants to use DBE firms as sub-consultants. However, use of DBE sub-consultants is not mandatory and no preference points will be given in the selection process for DBE participation.

Consultants are requested to indicate their intention regarding DBE participation on the DBE Participation Statement contained in Attachment J to this Request for Proposal, and to submit that Statement with their Technical Proposal Package.

7.4 COPYRIGHTED MATERIAL IN TECHNICAL PROPOSAL PACKAGE:

Copyrighted material will be accepted as a part of a proposal only if accompanied by a waiver that will allow the Department to make paper and electronic copies necessary for the use of Department staff and agents. It is noted that copyrighted material is not exempt 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.

8.0 PUBLIC ENTITY CRIME INFORMATION STATEMENT:

As per Section 287.133, paragraph (2) (a), Florida Statutes, the following statement shall be made a part of all invitations to bid, request for proposals, and any contract documents:

“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 on a contract to provide any goods or services to a public entity, may not submit a bid or contract with a public entity for the construction or repair of a public building or public work, may not submit bids 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 Section 287.017, for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list.”

9.0 COOPERATION WITH AGENCY INSPECTOR GENERAL:

As per Section 20.055(5), Florida Statutes, the following statement shall be made a part of all invitations to bid, request for proposals, and any contract documents:

“It is the duty of every state officer, employee, agency, special district, board, commission, contractor, and subcontractor to cooperate with the inspector general in any investigation, audit, inspection, review, or hearing pursuant to this section. Beginning July 1, 2015, each contract, bid, proposal, and application or solicitation for a contract shall contain a statement that the corporation, partnership, or person understands and will comply with this subsection.”

10.0 CONSULTANT SELECTION:

The consultant firm’s technical proposal shall be evaluated by a technical group. Evaluation comments shall be submitted by the group to the District Professional Services Office. The comments shall be combined with other appropriate information and forwarded to the Selection Committee.

The Selection Committee, consisting of the District Secretary, the appropriate District Director and Department Head, shall 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 Selection and Technical Committees shall consider and weigh the following areas in their selection process:

A. Adequacy of management staff B. Adequacy of technical staff C. Current or projected workload D. Recent or current experience in similar work E. Proposed Project Office location(s) F. Understanding of scope G. Adequacy of proposed schedule H. Innovative approaches to work I. Quality Control Plan J. Estimate of Work Effort

The Selection Committee shall establish a ranking order of the firms to provide the desired services.

The results shall be available via the Internet.

11.0 NEGOTIATIONS:

Upon ranking, the consultant firm will enter into negotiations with the Department. An automated fee proposal, staff hours and audit package shall be requested from the No.1 ranked consultant. The consultant shall submit an electronic copy of the automated fee proposal and an audit package (Attachment D), within 10 working days from the date the selection results are posted on the Internet. The audit package shall include the Letter of Qualification from the Department as documentation of the approved audited rates as well as appropriate information to support the wage rates.

The Professional Services Office in conjunction with the Department’s Project Manager will evaluate the firm’s wage rates, combined overhead and direct expense rate. If negotiations are successful, the Professional Services Office shall proceed with contract execution. If there are differences between the selected firm and the Department in the considered data, the Department's negotiator shall determine a fair and reasonable fee. The selected firm will then be given the option of accepting or rejecting the revised fee. Should the revised fee be rejected, the Department may terminate negotiations with the firm, documenting the reason for rejection, and initiate the aforementioned procedure with the firm ranked second by the Department's Selection Committee.

Should the Department be unable to negotiate a contract with the second ranked firm, the aforementioned procedure will be initiated with the third ranked firm. Should the Department be unable to negotiate a satisfactory contract with any of the selected firms, the Department shall select additional firms in order of their competence and qualification and continue negotiations in accordance with these procedures until an agreement is reached. The negotiated fee shall be at a compensation, which the Department determines is fair, competitive and reasonable considering the scope and complexity of the project.

12.0 PROJECT MANAGER:

The Department's Project Manager for this project shall be Mr. Craig Davis. His address, telephone number and email address are 1074 Hwy 90, Chipley, Florida 32428; Phone (850) 330-1404;

Criag.davis@dot.state.fl.us.

FIGURE 1

LOCATION MAP

ATTACHMENT A

SCOPE OF SERVICES

A-1

Continuing Services Surveying and

Right of Way Mapping Consultant

SCOPE OF SERVICES

A. OBJECTIVE:

The Department desires to obtain assistance from the Surveyor and Mapper, hereinafter referred to as Consultant, for the performance of miscellaneous surveying and mapping services related to preliminary engineering, right of way and maintenance on various type roadway projects.

B. CONSULTANTS RESPONSIBILITIES:

The services required of the Consultant will consist of the following:

1. Field surveys for projects to be assigned in the Departments Third District. The surveys will provide information for any type of work covered under groups 8.1, 8.2,

8.3 or 8.4 as described in Florida Administrative Code Rule 14-75.

2. All survey services necessary shall be conducted utilizing ENGLISH UNITS unless otherwise specified by the District Surveyor.

3. All survey data shall be collected and delivered in the approved FDOT electronic format. All survey work shall be on the Florida State Plane Coordinate System NAD 1983/99 Horizontal Datum or later adjustment and NAVD 1988 Vertical Datum unless otherwise specified by the District Surveyor or his representative. All signed and sealed deliverables such as Project Survey Reports, etc. shall be provided in hard copy format.

4. The Consultant shall use all necessary safety equipment (i.e., cones, flagman, and temporary warning signs, etc.) and procedures in accordance with the Department’s Roadway and Traffic Design Standards and Survey Safety Handbook. The Consultant shall insure that the appropriate survey crew member(s) have the mandatory maintenance of traffic (MOT) training course.

5. The Consultant shall exercise due respect to the rights of property owners along the path of the survey and shall not enter property against the will of the owner except where necessary and by court order. In planning work the Consultant shall make an effort to publicize the presence and purpose of the survey parties such that entry on private property will not be unanticipated by interested owner.

6. Survey services shall be accomplished in accordance with the Departments Surveying

Procedure Topic No. 550-030-100, Outline Specification for Aerial

A-2

Surveys/Photogrammetry for Transportation Projects Topic No. 550-020-002, Right of Way Mapping Topic No. 550-030-015, FDOT Standard Plans, FDOT Surveying and Mapping Handbook, Standards of Practice Rule 5J-17, Florida Statute 472.027, Florida Administrative Code Chapter 18-5 (Florida Statute 177 - Part Two), Department of Environmental Protection rules governing Mean High Water and Jurisdictional Line surveys and any special instructions from the Department. GPS services must be provided in accordance with the FDOT Surveying and Mapping Handbook. All surveys performed for the Department will require a certified survey report by a Professional Surveyor and Mapper, licensed to practice in the State of Florida. All work shall be coordinated with the District Surveyor and will be subject to his review.

7. The services required of the Consultant will consist of preparation of a certified Right of Way Control Survey maps, Maintenance maps, TIITF sketches, final Right of Way Maps, title search, writing legal property descriptions, preparing documents and reviewing maps and legal descriptions prepared by the Department or for the Department by others. All work shall be accomplished in accordance with the criteria established by the Department's Right of Way Mapping Procedure (Topic No. 550- 030-015), Right of Way Mapping Handbook, F.D.O.T. CADD Production Criteria Handbook, CADD Manual (FDOT Document No. 625-050-001), R/W Manual (FDOT Document No. 575-000-000) and the desires of the Department made known to the Consultant for a specific project. All work shall be coordinated with the District Surveyor and will be subject to his review. No Right of Way Mapping work may be accepted by the Department if performed without the services of a Professional Surveyor and Mapper who shall be required to certify the Right of Way Control Survey map (if survey performed by Consultant), legal descriptions (if prepared by Consultant), supervise the preparation of Right of Way Maps, and be responsible for Quality Control on all maps. When the legal property descriptions are prepared by the Consultant, the Consultant shall submit a letter certifying all legal description. The letter shall be signed and sealed by the Florida Professional Surveyor and Mapper in responsible charge of preparing the documents to the Department. Legal descriptions will be prepared under the direction of a Florida Professional Surveyor and Mapper and furnished in Microsoft Word format.

C. BEGINNING AND LENGTH OF SERVICE:

The Department shall furnish a notification letter to the Consultant for the assignment of the individual projects. The letter shall identify the assigned project and state the maximum limit of compensation for the services and the time frame in which services are to be performed. The letter shall be signed by the Department's District Three Director of Transportation Development.

D. DEPARTMENT’S RESPONSIBILITIES:

The Department will provide job specific information and/or functions as outlined in this contract including but not limited to available survey data, aerials, construction plans, A-3

Right-of-Way Maps, plats, project network control and any other related items.

E. PROJECT COST ACCOUNTING:

Although the Consultant is assigned work by Task Work Order and each Task Work Order is assigned in a single general financial project identification number for billing purposes, the Consultant and its subconsultants shall have staff performing work on this contract charge their time to the nearest quarter hour to each specific project on which work is being performed. The Department shall provide the Consultant and its subconsultants the eleven digit project number assigned to each specific project in which the Department requires the Consultant to capture time and cost. At any given time, there may be several specific projects in which staff would be charging time. The Consultant shall provide the Department with each invoice the cost incurred for each specific project. Time expended by accounting personnel of the Consultant in preparation of invoices associated with this contract is an unallowable direct project cost.

ATTACHMENT B

PROPOSED METHOD OF COMPENSATION

B-1

EXHIBIT “B”

METHOD OF COMPENSATION

1.0 PURPOSE

This exhibit defines the method and limits of compensation to be made to the Consultant for the services described in Exhibit "A", Scope of Services, and the method by which payments will be made.

2.0 COMPENSATION

For satisfactory completion of services authorized under this Agreement, the Department will pay the Consultant a Total Maximum Limiting Amount not to exceed $5,000,000.00.

This is a continuing services task assignment type agreement. The Department will furnish the Consultant a task work order specifying the services to be performed and the fees to be paid for each project assigned under this agreement. The Department will confirm funds availability prior to issuing a task work order to the Consultant.

The Department shall request Consultant services on an as-needed basis. There is no guarantee that any or all of the services described in Exhibit “A” of this Agreement will be assigned during the term of this Agreement. Further, the Consultant is providing these services on a non-exclusive basis. The Department may, at its option, elect to have any of the services set forth herein performed by other consultants or Department staff.

At the Department’s option, additional financial project numbers and associated funding may be added and authorized by task work order execution contingent upon legislative appropriation and budget approval and subject to contractual limits.

It shall be the responsibility of the CONSULTANT to ensure at all times that sufficient funding remains within the amount established for each assignment to complete authorized services. Changes to the amounts established for each work order shall require an amendment to the work order.

The following firms are each subject to a contract fee limit up to but less than $500,000 for the term of the Agreement: (list applicable subconsultant firms here). This contract fee limitation may be removed at such time as the subconsultant firm submits an FDOT approved overhead audit performed by an independent CPA.

2.1 Summary of Compensation

Fees for each task work order will be negotiated either as a lump sum amount (fixed price), a limiting amount (cost reimbursement), or as a combination lump sum and limiting amount. Where lump sum amounts are established, fees will be negotiated in accordance with Section 2.2. Where limiting amount fees are established, compensation will be in accordance with Section 2.2. Compensation for direct expense costs may be included in task work order fees, in accordance with Section 2.2.

B-2

This Agreement does not involve the purchase of Tangible Personal Property, as defined in Section 273.02 Florida Statutes.

2.2 Details of Compensation

Lump Sum Elements

For task work order compensation elements established as lump sum, the Department may compensate the Consultant in accordance with one or more of the following methods of payment:

LS1- At Completion of Task (LS-1) The Consultant will receive payment upon completion and acceptance by the Department of the subject task required under this agreement.

LS-2- % of Completion of Services (LS-2) The Consultant will receive progress payments for services based on the percentage of services that have been completed and accepted by the Department during the billing period.

Limiting Amount/Cost Reimbursable Elements

For task work order compensation elements established as limiting amounts, the Department will compensate the Consultant, subject to the total established limiting amount, for all reasonable, allocable and allowable costs incurred in the categories defined below. The reasonableness, allocability and allowability of compensation sought under this agreement is expressly made subject to the terms of this Agreement; Federal Acquisition Regulations; and any pertinent Federal and State Law.

Loaded Labor Rates- (LA-4)

Subject to the established limiting amount, the Consultant will be compensated for these services based on the rates provided in Table 6 of Section 5.0. No additional multipliers will be applied to these rates. For units of work, payment for such services will be based on approved units incurred during the billing period. For labor rates, payment for such services shall be based on approved time incurred during the billing period.