PC-550000-CAW56.pdf

STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION

PROFESSIONAL SERVICES LETTER OF RESPONSE

375-030-22

PROCUREMENT

04/18

Advertisement No.: 25361 DOT FM Number: 433569-2-62-01

Submittal Date: 12/11/2024 Project Name: CEI Services for SR 30 (US 98) from South of Pine Street to the Bay County Line in Gulf County

Consultant’s Name: Kent Smith Group, LLC (Firm must use the name shown on the Consultant’s qualification letter.)

Street Address: 2660 Finch Circle

City: Chipley State: FL Zip: 32428

Office Location: Chipley, FL Contact person: Carol L. Kent, President

Phone: 850-676-4601 Contact email: ckent@kentsmith.biz 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.

Kent Smith Group, LLC (KSG) is pleased to offer this Expanded Letter of Response (ELOR) for the Department’s consideration for performing full-service Construction Engineering and Inspection Services (CEI) for the resurfacing of SR 30 (US 98) from South of Pine Street to the Bay County Line, FDOT Contract E3X91.

Kent Smith Group is a CEI firm with Work Group 10.1, Small Business, Woman Owned Business, and DBE designations. Our team is exceedingly experienced and ready to perform as representation for the Department of Transportation, District 3.

For this important FDOT BDI contract, we have formed a well-qualified team for the Department’s consideration. Along with our experienced Kent Smith Group (KSG) staff, we have partnered with Halff, GAI Consultants, MTN Resources (DBE & SBE) and Carpe Diem (DBE & SBE). With the Department’s SBE and DBE utilization goals in mind, by selecting Kent Smith Group, the Department will have a utilization rate of 76.35%.

In preparation for this pursuit, we have reviewed the latest available plans, thoroughly reviewed the contract documents, visited the site, reviewed areas of critical items of work, and noted areas of concern, challenges, and opportunities. We then discussed this project directly with an FDOT TRC member, Zach Goodwin, PE.

Through this process, we have gained a firm understanding of the intent and scope of this project.

UNDERSTANDING OF INTENT AND SCOPE OF THIS PROJECT

SR 30, also identified as US 98, is an East/West, partially coastal, highway that facilitates local traffic, tourism, and transport that extends from Western Mississippi to Southern Florida. According to the contract documents provided, there is one Financial Project ID Number included in AD 25361: FIN # 43356926201 in Gulf County.

Also, there are no federal dollars associated with this contract. The anticipated Letting Date is January 9, 2024, with an anticipated start date of March 20, 2024. The contract time for this project is 140 days, with a 120-day flex start period. Ms. Linda Melvin will be the Construction Project Manager for this important project.

The improvements under this contract consist of milling, resurfacing, sidewalk improvements, pedestrian ADA ramp

Adam.Smith Image

375-030-22

PROCUREMENT

improvements, drainage improvements, crosswalk lighting, signage, sod placement, and pavement markings.

Safety and Environmental Protection: The KSG Team is a committed partner in the Department’s Target Zero initiative to reduce the number of transportation-related serious injuries and deaths across Florida to zero, as well as to the practice of quality conservation policies and procedures consistent with environmental regulations that will allow us to perform project duties while being environmentally responsible. We will begin by ensuring the required PCMS Boards are placed for public notice fourteen

(14) days in advance of beginning work. Also, prior to beginning of contract time, as well as prior to each day of work, our team will first review the entire project for safety issues. We will ensure the project’s advance warning and sideroad signage is properly placed per the plan and the Standard Index. We will also review to ensure lane closure signs and materials are clean, visible, in working order, and correctly placed prior to beginning any work on site.

Additionally, the KSG Team firmly understands this work along St.

Joe Beach is an environmentally sensitive area; we will ensure Sediment Barrier and Inlet Protection Systems are in place according to plan prior to beginning any work. We will review each area of protection daily and immediately notify the contractor of any deficiencies found.

Lane Closures: We have a firm understanding that this area is still under heavy reconstruction from Hurricane Micheal. Additionally, this is a primary tourist vacation area with most residences and condominiums being either second homes or rental spaces. MOT on this project will be a challenge due to it being on a two-lane two-way roadway with limited shoulder space. Approval for all lane closures, mobile operations, and traffic pacing operations is required to be submitted by the contractor as a routine request to the engineer through the Department’s Lane Closure Notification System. The Traffic Control General Notes on Sheet 28, Note 2, states that there are no peak hour lane restrictions; however, prior to any lane closure set up, the KSG Team will review with the contractor the current traffic volume to determine if excessive impacts to traffic will occur, then adjust closure times as necessary to minimize disruption or delays.

During lane closures, the KSG Team will constantly monitor to ensure safety and continued traffic flow. Should excessive delays occur during a lane closure, we will then request the contractor to reopen the lane until the volume subsides. Additionally, the KSG Team will monitor to ensure access to adjacent businesses and residences are available at all times.

Local Special Events: Prior to commencing work, the KSG Team will establish a line of communication with the Gulf County Board of County Commissioners, Gulf County Tourist Development Council, and Gulf County School Board to note all planned special events in the area, as well as welcome communication on any additional events that may arise. Additionally, we will establish lines of communication with the Gulf County Sheriff’s Office and Gulf County Beaches Volunteer Fire Department regarding upcoming events and lane closure notifications. Noted known Special Events in the Contract Specification Subarticle 8-6.4 include: Florida Scallop Music and Art Festival, Kingfish Tournament, Offshore Classic Fishing Tournament, Beach Blast Triathlon, and the Mexico Beach Christmas Tree Lighting Ceremony. We will verify each of these dates and ensure compliance from the contractor.

Pedestrian Travel: During our review, we noted this project’s sidewalk is highly utilized by pedestrians, cyclists, and golf cart users. During construction the KSG Team will ensure Pedestrian Diversions are properly in place as shown on Plan Sheet 3, or Index 102-660 per Note 3 of the Traffic Control General Note on Plan Sheet 28 prior to any construction that would hinder pedestrian movement throughout the project.

Emergency Evacuation: As per Note 5 of the Traffic Control General Notes, the KSG Team will ensure the roadway is reopened to traffic within twelve (12) hours of an evacuation notice due to a hurricane or other emergency event.

Utility Owners: Each identified utility owner’s representative will be invited to attend the Preconstruction Conference, as well as each bi-weekly Progress Meeting. We will ensure they are updated on recent project happenings, discuss potential concerns or discovered conflicts, as well as assist in proactive discussions to help discover and alleviate potential delays.

Public Information: Community Outreach Specialists, Brandi DeRuiter and Kira Love, Carpe Diem Community Solutions, will take a hands-on, boots-on-the-ground approach to this project.

They will work closely with the Department PIO Office providing proactive advanced notification to the public, businesses, and other local stakeholders in the vicinity of the project of upcoming work in their respective areas.

Mainline Roadway Resurfacing: As per Note 6 of the General Notes on Plan Sheet 6, the contractor will be responsible for notifying the engineer thirty (30) days in advance of all milling and resurfacing operations. The KSG Team will notify the property owners that the private property elements within the Department’s right of way will need to be removed by a deadline date in order for these construction activities to take place. If the private property elements remain in the Department’s right of way after the deadline date for removal and will impact the milling and resurfacing operations, the contractor will be responsible for removal of any elements within the right of way.

The KSG Team has reviewed the mainline roadway of the project and firmly understands that the roadway is unquestionably due for resurfacing, as it is showing signs of rutting, as well as horizontal and transverse cracking. The Typical Sections of the plans call for milling two 12-foot lanes, 2 inches average depth, then placing back 2 inches of Friction Course, FC-12.5 TL-C with PG 76-22 additive.

Shoulder resurfacing includes milling the existing pavement 1.5 inches average depth and placing back 1.5 inches of Friction Course, FC-12.5 TL-C with PG 76-22 additive. Additionally, the plans call for cross slope correction variable milling in the Northbound lane between Station 375+00 to Station 385+00, Station 392+00 to Station 415+00, and Station 422+00 to Station 427+00 in accordance with the table on Plan Sheet 4.

The KSG Team will work closely with the contractor’s QC technician to ensure inspection consistency with stationing and quantity tracking. We will closely monitor that milling depths and transitions, per location, are milled per plan detail. We will ensure ambient temperature meets specification for the asphalt material.

We will ensure the roadway is properly cleaned and dry prior to tack placement, ensure the tack is broken back prior to asphalt placement, ensure the temperature of the asphalt upon delivery is within design specification, and reject loads that are out of tolerance. Our team will consistently monitor to ensure the spread rate does not vary more than 5%, as well as ensure proper depth and control is maintained during asphalt placement. We will constantly monitor for segregated, contaminated, or improperly mixed asphalt. The KSG Team will work closely with the FDOT Materials Office, and the Bituminous Engineer’s Asphalt IA Team to ensure work quality is maintained within their standards.

Acceptance and Independent Acceptance Cores will be properly laid out and marked with the FDOT supplied template. Lot CPF will be calculated and applied to the estimate according to specification.

Rejected areas due to mat texture, low straightedge, A/C, gradation, or density failure will be milled full depth 50 feet past the location on each side and replaced at no pay or reduced pay at direction of the engineer and ensure complete final test comparisons are documented in MAC.

Drainage Improvements: The plans call for removing the existing concrete traffic separator between Station 435+40 and Station 442+00 in the left outside shoulder, as shown in the detail on Plan Sheet 3, then placing shoulder gutter and Inlet Structures between Station 435+37.88 and Station 442+03.21 in the left outside shoulder to collect water runoff prior to entering the adjacent parking lot area. MOT for the shoulder gutter construction will utilize low profile barrier wall as shown on the Temporary Traffic Control Detail on Plan Sheet 30. The plans also call for an open cut installation of a 14”X23” cross drainpipe from Structure S-1 to Structure S-1B at approximately Station 437+50.

Excavation of mainline crossings can bring many challenges. Our team will be proactive in preparation for these challenges. Due to the roadway’s close proximity to the coastline, water table impacts are to be expected, as shown in the Report of Soil Borings on Plan Sheet 26. Wellpoints are expected to be utilized to control water levels during this crossing. Additionally, it is our recommendation to proactively utilize GAB for pipe backfill due to the expected wet conditions that may be encountered during excavation. The plans do not provide a reconstruction detail for the mainline pipe crossing, and no base or subgrade quantities are included in the project quantities for the crossing. 6 inches of GAB in lieu of subgrade, and ten inches of a GAB base layer is recommended for the roadway repair. The KSG Team will discuss potential issues with the EOR prior to the NTP, ensuring adequate time for the contractor to prepare if any design changes are found to be necessary.

This drainage is being constructed in a commercial area. We will discuss with the contractor the need to maintain access to the adjacent properties at all times, as well as the potential need to perform the cross-drain construction at night or during off-peak hours to reduce traffic delays, if at all possible. We will be proactive in preplanning with the contractor when performing the work in this area to mitigate inconveniencing area residents and businesses.

The KSG Team will work closely with the FDOT Materials Earthwork IA Team to ensure their quality standards are met. We will inspect the pipe and structures prior to placement for damage, as well as ensure proper placement, alignment, and flow is met according to design. Should this pipe be backfilled with embankment, we will monitor to ensure clean, select backfill material is used and properly placed in lifts, then compacted per specification. All compaction tests will be immediately uploaded into the Earthwork Records System in MAC.

Additional work includes placing asphalt curb between Station 372+91.88 to Station 373+91.92 and Station 373+98.18 to Station 375+19.97 in accordance with the Asphalt Curb Special Detail on Plan Sheet 22. This work will reduce shoulder erosion by directing water runoff to the outside structure endwall.

Lighting Improvements: The plans and Specification Package Subarticle 715-7 call for construction of overhead solar powered LED light poles with a 5-foot spread footing foundation at opposing sides of crosswalks along the project. The Utility Adjustments plans on Plan Sheet 40 and 41 indicate the contractor will need to adjust the gas main prior to installation of the 2-foot-deep spread bore footing at Station 442+55 Rt and Station 450+15 RT. The overhead lighting will only be powered when pedestrians are crossing SR 30 in either direction.

ADA Sidewalk and Pedestrian Ramp Improvements: Sidewalk and ramp improvement areas are noted throughout the project plans. The KSG Team has reviewed these areas, as well as identified additional areas found to be out to tolerance that we will ensure are addressed during construction. We will be on site to ensure the forms are set up to meet ADA regulations prior to concrete placement. This includes compliance with cross slope requirements (2%), ramp fall (8.33%), and detectable warning surfaces to be placed. Careful inspection of this formwork also prevents issues with the contractor installing incorrect sidewalk thickness on the project since both 4” and 6” sidewalks are shown.

Materials, Source of Supply – Buy America Sourcing Preferences: In accordance with the project Specification Package, Subarticle 6-5.2, all construction and manufactured materials, excluding exempted materials, to be placed on the project will be reviewed to ensure compliance through the APL listing and will meet BABA requirements prior to placement.

Wildlife Protection: The KSG Team has a firm understanding of the impacts of construction to surrounding wildlife. We will closely monitor to ensure construction efforts are not directly endangering identified protected species such as the Eastern Indigo Snake, the Florida Black Bear, and the Gopher Tortoise with their associated burrows. Should we encounter these species, we will immediately stop work in that area and follow Contract Specification Subarticle 7-1.4. Additionally, per Subarticle 8-4.1, Additional Requirements for Night Work Along Coastal Roads, to protect the adjacent sea turtle nesting habitat, we will review to ensure work zone lighting is directed away from the beach and that luminaires are shielded to avoid lighting areas outside of the immediate construction area.

Cost Controls: The KSG Team will be proactive in searching for issues to mitigate changes in the contract cost. We will work diligently to use existing contingency funds and contract pay items to correct any issues found; only using SA’s as a last resort.

UNDERSTANDING OF PROJECT ISSUES

Issue: District Noted Issues – Private Property Agreements not being in place prior to performing work in the area/Private Property being entered by the contractor’s personnel.

Proactive Action: The KSG Team has noted this issue and will discuss with the contractor in the Pre-Con that should the need to perform work off the project limits arise, we will require a signed agreement be in place prior to performing the work. Additionally, we will also request that the contractor not allow personnel to enter private property for any reason.

Issue: Adjacent Project 426950-2-62-01. It is our understanding these two projects could potentially be under construction at the same time. Proactive Action: The KSG Team has discussed this project with the adjacent project’s CEI team, GAI Consultants, which is also teamed with us on this project. We will closely coordinate scheduling to ensure MOT and other work efforts do not conflict or hinder traffic flow, work production or special events.

Issue: New Development at Station 354+50 RT – “Windmark Townhomes” by DR Horton. Post project permitted design, this development is currently in the process of widening SR 30 to include a center left turn lane, which extends into the beginning of this project at the East end. Proactive Action: Value Savings – Due to this area being previously reviewed and permitted by the Department, we recommend leaving this area in place as an exception and begin resurfacing at the West end section joint.

Issue: Additional unknown new construction in the area post project design. Proactive Action: The KSG Team will proactively contact Lisa Ward, FDOT Permits Office, to review if any new construction permits have been issued in the area. If so, we will review the impacts of the new construction against the existing design and implement a plan of action to incorporate the change.

Issue: Safety Issue - Erosion: During our review, we identified several drop-off areas at the edge of shoulder pavement and edge of sidewalk, such as Station 373+45 RT, Station 416+00 LT, and Station 485+00 LT, some measuring over 12 inches in depth off the edge of pavement due to excessive erosion. Proactive Action: As part of our “Safety First” actions at the start of construction, we will work closely with the contractor to identify and stabilize each area.

Issue: Safety Issue – Ponding during heavy rains. During our review of the project, we identified several areas where the shoulder material was as much as 6 inches higher than the roadway. We discussed this issue with local residents, and they informed us that water buildup on the roadway during heavy rains is an ongoing issue. Proactive Action: We recommend grading and restabilizing these areas, restoring positive flow off and away from the roadway.

Issue: Cross Drain Settlement at Station 373+95. During our project review, we noted a visible settlement in the center of the roadway crossing, indicating material could potentially be pulled or lost through leaking joints in the cross drain. This could ultimately create voids in the embankment, resulting in roadway failure.

Proactive Action: We will work closely with the FDOT Drainage Department to review this cross drain and address any joint areas found to be out of tolerance, leaking and /or broken.

Issue: Existing residential driveways and business entrances not shown or addressed in the plans. During our project review, we identified multiple existing residences that currently have no graded or stabilized driveways, resulting in the deterioration of the outside shoulder. Proactive Action: As part of this project, we recommend the use of commercial material to stabilize each of these driveways which in turn will stabilize and protect the roadway shoulder as well.

Issue: Safety issue - Existing previously milled and/or unpaved turnouts eroding. During our project review, we identified several existing turnouts that have been milled or left unpaved and unprotected from erosion. Proactive Action: As part of our first actions on the project, we will work closely with the contractor to identify and stabilize these turnouts with commercial material until these areas can be paved back and the area is stabilized.

Issue: Drainage and shoulder gutter installation between Structure S1-A and S-2D. During our project review, it was observed that this drainage and shoulder gutter is to be placed across the parking lot of an existing condominium that is currently undergoing reconstruction. Proactive Action: We will coordinate closely with the condominium’s Project Manager prior to and during drainage installation, ensuring access is maintained at all times.

Issue: Excessive Rutting in Eastbound Lane: During our project review, we identified areas between Station 447+20 and Station 450+80 that showed signs of potential base failure such as a pothole, depressions, and excessive rutting in the eastbound travel lane. Proactive Action: Prior to construction, we will work closely with the District Materials Office to identify the issues causing the excessive rutting. Once identified, we will work directly with the EOR to develop a plan of action to correct the issue.

Issue: Cross Drain at Station 492+75. During our project review, this cross drain was found to be about 40% full of material and in need of cleanout to restore positive flow. Also, the outfall was holding water and full of weeds and material. Additionally, there is an existing depressed patch in the center of the roadway which indicates the pipe had or is still leaking material and may continue to cause the roadway to continue to depress over time. Proactive Action: The KSG Team will meet with FDOT and Asset Maintenance staff to review the pipe and discuss options to clean out the pipe and the outfall area to restore positive flow. We will also work with the Drainage Department to video the pipe to determine if there is additional work needed to correct any issues found.

Issue: Cross Drain at Station 504+75. During our project review, the northern inlet wall of the pipe was found to be taking on material from the surrounding area, attributing to the material buildup in the pipe. This outfall was also full of weeds and material and holding water. Proactive Action: The KSG Team will also meet with FDOT and Asset Maintenance staff to review this pipe crossing and discuss options to clean out the pipe and the outfall area to restore positive flow. Additionally, we will request the contractor to stabilize the inlet area with sod to prevent further erosion and material buildup in the pipe.

QUALITY CONTROL

Kent Smith Group (KSG) will develop a project-specific Quality Management Plan (QMP) for the Department’s review and approval to ensure deliverables are well documented, accurate, and conform to the project scope, specifications, and standards as applicable.

Our standard practice is to perform semi-annual quality reviews for ongoing projects to ensure compliance with all project aspects of the project scope, including sampling, testing, and documentation;

as well as following CPAM procedures, verifying staff training, and following FDOT’s latest inspection guide lists. Tracking spreadsheets are also established for proper QA checks and balances. We actively keep staff up to date with changes in directives and certifications, as well as track and share lessons learned across our CEI team. Additionally, we apply a one-team approach: Whether a team member is an employee of Kent Smith Group or a subconsultant’s employee, everyone is held to the same high standard to provide consistent quality service. Our inspection staff are the first line of defense in verifying that the contractor is performing quality work and producing accurate documentation.

Our inspectors will meet with contractors and subcontractors daily to ensure understanding of compliance and payment for performed work. We will review contract testing requirements and ensure material sampling and testing are conducted properly prior to performing the work. We will maintain color-coded labeled, highly detailed records of daily operations and pay item tracking.

Kent Smith Group prioritizes quality work! Our well-planned QA/QC and Quality Assurance Review (QAR) procedures will be submitted to the Department within 30 days of NTP. Project QARs will be performed by William “Bubba” Knight, P.E., KSG QC Manager, to identify and assess the strengths of our team’s operations, as well as identify areas where improvements could be made. Our reviews focus on timely documentation of issues as well as administration of contract changes, CPPR, and issue resolution, which are all steps in the process to accurately and timely close out the project.

Our goal with final estimates is to produce and submit an error-free, well documented, Final Estimates Package within 30 Days of Project Final Acceptance in the required format. A corrective actions response will be provided to the Department in a timely manner for any deficiencies found, and corrective actions will be made to our QC/QC reviews to ensure errors are not repeated.

STAFFING/TECHNICAL PLAN

Our manpower staffing is based on the anticipated start date of May 20, 2024, or as late as July 18, 2024, should the contractor utilize the full 120-day flex start period, for a total CEI duration of 200 contract days, including pre and post construction. The KSG Team we are proposing for this important contract is exceptionally seasoned. Proposed Staff Quality begins with strong leadership from our Senior Project Engineer, Mark Thomas, P.E. (KSG). Mr.

Thomas brings a wealth of knowledge and experience to the KSG Team. Having previously served as the FDOT Dist. 3 Maintenance Engineer, as well as with his previous SPE experience, Mr. Thomas is well-qualified with 37 years of experience in contract administration. Doug Pritchard (Halff) will be our Project Administrator. Mr. Pritchard has more than 32 years of experience in the CEI industry. Mr. Pritchard has worked much of his career on multiple roadway and bridge projects within Northwest Florida and is firmly aware of the scope of this project and the issues involved.

Dianne Hardy (KSG) will be our Contract Support Specialist (CSS). Ms. Hardy has more than 36 years of experience in the CEI field. Ms. Hardy has worked as a CSS on multiple projects in District 3 and has the knowledge and experience to ensure this project is well documented and ready for Final Estimate review. Josh Jackson (KSG) will be our lead Senior Inspector. Mr. Jackson has more than 29 years of experience on a variety of FDOT construction projects. His expertise includes roadway and bridge construction, concrete placement, signal installation, asphalt resurfacing, drainage improvements, erosion control, and maintenance of traffic. Crystal Creel (MTN) will be our Resident Compliance Specialist (RCS). Ms. Creel has extensive knowledge and experience monitoring construction contract compliance requirements (including EEO, DBE, Wages, OJT) on construction projects throughout the district.

The KSG Team’s technical knowledge includes providing CEI services and taking ownership of the construction contracts, assisting the contractor, and communicating with the applicable Engineer of Record (EOR) as needed with any questions or clarifications required during construction. We know the overall objective is to complete projects within the established original contract time and money constraints with no outstanding permit, maintenance or claim issues. The KSG Team understands that a major requirement of the contract is to inform the FDOT Construction PM, Ms. Melvin, of any significant omissions, substitutions, defects, and deficiencies of the contractor’s work and to inform the Department of any corrective actions requiring additional time and/or money prior to requesting the contractor to perform the work.

Prior to Construction: The KSG Team will immediately begin attend coordination meetings with Panama City/Marianna Operations, Asset Maintenance, Final Estimates, Materials Offices, and others as needed, as well as meet with the D3 Utilities Office to review plans to proactively identify conflicts and develop mitigation strategies. The KSG Team will conduct an in-depth pre-construction conference. Additionally, we will develop a pay item tracking system for this project to quickly identify and verify monthly quantities. We will work closely with the EOR, Xavier A Arroyo, P.E., and the FDOT Design Manager, Sandra Lamb, P.E., when reviewing submittals, changes, and conflict mitigation.

During Construction: The KSG Team firmly understands the Department’s belief in partnering with the contractor; however, we will always remain professional and to do the right thing regardless of the circumstances. We will provide a well-documented project history through daily work reports utilizing PrC and report the contractor’s performance utilizing the Contractor’s Past Performance Rating system in CIM. We will accurately track changes in contract time, weather days, holidays, time extensions, as well as make time adjustments to the contract time utilizing PrC.

Our experienced team will closely monitor QC testing and perform VT testing as required to ensure compliance with the contract documents while utilizing MAC and Project Solve for information retention. We will actively search for opportunities to mitigate potential claims by the contractor, as well as proactively work to avoid excessive overruns in project quantities. Warranties will be entered into CIM. Additionally, as previously requested by the DCE, we will begin the final material certification process at the 75% completion mark to ensure timely completion.

Post-Construction: The KSG Team will conduct a walkthrough with FDOT Maintenance staff and develop a final punch list and issue it to the contractor. We will accurately and timely complete the final estimate, the as-built plans, and the final CPPR and Material Certification. We will send the Final Estimate Package to Dist. 3 Final Estimates and the Offer of Final Payment to the contractor within 30 days of Final Acceptance.

PROPOSED STAFF AVAILIBILITY

Kent Smith Group’s proposed team availability:

Mark Thomas, PE - SPE - Immediately 40% Doug Pritchard - PA - Immediately 50% Dianne Hardy - CSS - Immediately 50% Crystal Creel - ACSS/RCS - Immediately 30% Josh Jackson - SR INSP - Immediately 100% Johnnie Glenn Jones – INSP - Immediately 50% Joseph Flanagan - INSP - Immediately 50%

KSG Staff will be available at issuance of NTP.

Our proposed field office will be our existing office in Chipley, FL, which meets scope requirements.

EXPERIENCE ON SIMILAR PROJECTS

Our goal is to provide our clients with unmatched quality work, performed by highly experienced professionals, ready to work for District 3. Our proposed KSG Team members are significantly experienced and have successfully completed numerous FDOT projects across the District with similar work features as this project.

Mr. Thomas previously worked within FDOT, District 3, as the former FDOT District 3 Maintenance Engineer. His knowledge of construction issues throughout the District, including this project location, is unparalleled. Additionally, he was the Senior Project Engineer on a similar resurfacing project on SR 77, T3730, in Bay County. Mr. Pritchard has completed several similar projects such as the recent completion of Group 23-J, SR 2 in Holmes County and Group 22-D in Okaloosa County. Mr. Jackson has completed similar projects including SR 30 (US 98) resurfacing in Okaloosa County, SR 123 widening in Okaloosa County, SR 30 Flyover in Okaloosa County, and SR 85 Flyover in Walton County.

In closing, we respectfully request your consideration to allow Kent Smith Group the opportunity to represent the Department for this important project, resurfacing of SR 30 (US 98) in Gulf County, Professional Services Ad 25361.

Carol Kent, President

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 Kent Smith Group, LLC

S u b co n su lt a n ts

Halff

GAI Consultants

MTN Resources

Carpe Diem Community Solutions

SB = Small Business UU = Under-utilized work type; subconsultant is a professional services firm and is prequalified in the Under-Utilized Work Group. Refer to the advertisement for applicability.

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

Project Advertised Major & Minor Work Types

DBE SB UU

Prime

S u b co n su lt a

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

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

Project Advertised Major & Minor Work Types

DBE SB UU

Prime

S u b co n su lt a

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.

Florida Unified Certification Program

Disadvantaged Business Enterprise (DBE) Certificate of Eligibility

KENT SMITH GROUP LLC

MEETS THE REQUIREMENTS OF 49 CFR, PART 26

APPROVED NAICS CODES:

541611

Laura Paskvan DBE & Small Business Development Manager

Florida Department of Transportation

ANNIVERSARY DATE – Annually on September 29

The Florida Department of Transportation (Department) has certified, KENT SMITH GROUP LLC under the Florida’s Unified Certification Program (UCP) as a Disadvantaged Business Enterprise (DBE), in accordance with Title 49 Part 26, Code of Federal Regulations (CFR).

DBE Certification does not expire. It is contingent upon the firm maintaining eligibility annually through this office. We will notify Owners of their responsibilities in advance of the anniversary date.

We have listed the firm in the Florida's DBE Certification Directory, found at the following link: https://fdotxwp02.dot.state.fl.us/EqualOpportunityOfficeBusinessDirectory

Prime contractors and consultants must verify the firm's DBE certification status, and identify eligible work area(s) through the Directory. The Department makes available DBE Support Service Providers, offering managerial and technical assistance at no cost.

Contact us at (850) 414-4747 or via email DBECert.Help@dot.state.fl.us with your questions or concerns. Thank you.

Laura Paskvan

Equal Opportunity Office

STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION

PROFESSIONAL SERVICES LETTER OF RESPONSE

375-030-22

PROCUREMENT

Advertisement No.: 25361 DOT FM Number: 433569-2-62-01

Submittal Date: 12/11/2024 Project Name: CEI Services for SR 30 (US 98) from South of Pine Street to the Bay County Line in Gulf County

Consultant’s Name: Kent Smith Group, LLC (Firm must use the name shown on the Consultant’s qualification letter.)

Street Address: 2660 Finch Circle

City: Chipley State: FL Zip: 32428

Office Location: Chipley, FL Contact person: Carol L. Kent, President

Phone: 850-676-4601 Contact email: ckent@kentsmith.biz 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.

Kent Smith Group, LLC (KSG) is pleased to offer this Expanded Letter of Response (ELOR) for the Department’s consideration for performing full-service Construction Engineering and Inspection Services (CEI) for the resurfacing of SR 30 (US 98) from South of Pine Street to the Bay County Line, FDOT Contract E3X91.

Kent Smith Group is a CEI firm with Work Group 10.1, Small Business, Woman Owned Business, and DBE designations. Our team is exceedingly experienced and ready to perform as representation for the Department of Transportation, District 3.

For this important FDOT BDI contract, we have formed a well-qualified team for the Department’s consideration. Along with our experienced Kent Smith Group (KSG) staff, we have partnered with Halff, GAI Consultants, MTN Resources (DBE & SBE) and Carpe Diem (DBE & SBE). With the Department’s SBE and DBE utilization goals in mind, by selecting Kent Smith Group, the Department will have a utilization rate of 76.35%.

In preparation for this pursuit, we have reviewed the latest available plans, thoroughly reviewed the contract documents, visited the site, reviewed areas of critical items of work, and noted areas of concern, challenges, and opportunities. We then discussed this project directly with an FDOT TRC member, Zach Goodwin, PE.

Through this process, we have gained a firm understanding of the intent and scope of this project.

UNDERSTANDING OF INTENT AND SCOPE OF THIS PROJECT

SR 30, also identified as US 98, is an East/West, partially coastal, highway that facilitates local traffic, tourism, and transport that extends from Western Mississippi to Southern Florida. According to the contract documents provided, there is one Financial Project ID Number included in AD 25361: FIN # 43356926201 in Gulf County.

Also, there are no federal dollars associated with this contract. The anticipated Letting Date is January 9, 2024, with an anticipated start date of March 20, 2024. The contract time for this project is 140 days, with a 120-day flex start period. Ms. Linda Melvin will be the Construction Project Manager for this important project.

The improvements under this contract consist of milling, resurfacing, sidewalk improvements, pedestrian ADA ramp

Adam.Smith Image improvements, drainage improvements, crosswalk lighting, signage, sod placement, and pavement markings.

Safety and Environmental Protection: The KSG Team is a committed partner in the Department’s Target Zero initiative to reduce the number of transportation-related serious injuries and deaths across Florida to zero, as well as to the practice of quality conservation policies and procedures consistent with environmental regulations that will allow us to perform project duties while being environmentally responsible. We will begin by ensuring the required PCMS Boards are placed for public notice fourteen

(14) days in advance of beginning work. Also, prior to beginning of contract time, as well as prior to each day of work, our team will first review the entire project for safety issues. We will ensure the project’s advance warning and sideroad signage is properly placed per the plan and the Standard Index. We will also review to ensure lane closure signs and materials are clean, visible, in working order, and correctly placed prior to beginning any work on site.

Additionally, the KSG Team firmly understands this work along St.

Joe Beach is an environmentally sensitive area; we will ensure Sediment Barrier and Inlet Protection Systems are in place according to plan prior to beginning any work. We will review each area of protection daily and immediately notify the contractor of any deficiencies found.

Lane Closures: We have a firm understanding that this area is still under heavy reconstruction from Hurricane Micheal. Additionally, this is a primary tourist vacation area with most residences and condominiums being either second homes or rental spaces. MOT on this project will be a challenge due to it being on a two-lane two-way roadway with limited shoulder space. Approval for all lane closures, mobile operations, and traffic pacing operations is required to be submitted by the contractor as a routine request to the engineer through the Department’s Lane Closure Notification System. The Traffic Control General Notes on Sheet 28, Note 2, states that there are no peak hour lane restrictions; however, prior to any lane closure set up, the KSG Team will review with the contractor the current traffic volume to determine if excessive impacts to traffic will occur, then adjust closure times as necessary to minimize disruption or delays.

During lane closures, the KSG Team will constantly monitor to ensure safety and continued traffic flow. Should excessive delays occur during a lane closure, we will then request the contractor to reopen the lane until the volume subsides. Additionally, the KSG Team will monitor to ensure access to adjacent businesses and residences are available at all times.

Local Special Events: Prior to commencing work, the KSG Team will establish a line of communication with the Gulf County Board of County Commissioners, Gulf County Tourist Development Council, and Gulf County School Board to note all planned special events in the area, as well as welcome communication on any additional events that may arise. Additionally, we will establish lines of communication with the Gulf County Sheriff’s Office and Gulf County Beaches Volunteer Fire Department regarding upcoming events and lane closure notifications. Noted known Special Events in the Contract Specification Subarticle 8-6.4 include: Florida Scallop Music and Art Festival, Kingfish Tournament, Offshore Classic Fishing Tournament, Beach Blast Triathlon, and the Mexico Beach Christmas Tree Lighting Ceremony. We will verify each of these dates and ensure compliance from the contractor.

Pedestrian Travel: During our review, we noted this project’s sidewalk is highly utilized by pedestrians, cyclists, and golf cart users. During construction the KSG Team will ensure Pedestrian Diversions are properly in place as shown on Plan Sheet 3, or Index 102-660 per Note 3 of the Traffic Control General Note on Plan Sheet 28 prior to any construction that would hinder pedestrian movement throughout the project.

Emergency Evacuation: As per Note 5 of the Traffic Control General Notes, the KSG Team will ensure the roadway is reopened to traffic within twelve (12) hours of an evacuation notice due to a hurricane or other emergency event.

Utility Owners: Each identified utility owner’s representative will be invited to attend the Preconstruction Conference, as well as each bi-weekly Progress Meeting. We will ensure they are updated on recent project happenings, discuss potential concerns or discovered conflicts, as well as assist in proactive discussions to help discover and alleviate potential delays.

Public Information: Community Outreach Specialists, Brandi DeRuiter and Kira Love, Carpe Diem Community Solutions, will take a hands-on, boots-on-the-ground approach to this project.

They will work closely with the Department PIO Office providing proactive advanced notification to the public, businesses, and other local stakeholders in the vicinity of the project of upcoming work in their respective areas.

Mainline Roadway Resurfacing: As per Note 6 of the General Notes on Plan Sheet 6, the contractor will be responsible for notifying the engineer thirty (30) days in advance of all milling and resurfacing operations. The KSG Team will notify the property owners that the private property elements within the Department’s right of way will need to be removed by a deadline date in order for these construction activities to take place. If the private property elements remain in the Department’s right of way after the deadline date for removal and will impact the milling and resurfacing operations, the contractor will be responsible for removal of any elements within the right of way.

The KSG Team has reviewed the mainline roadway of the project and firmly understands that the roadway is unquestionably due for resurfacing, as it is showing signs of rutting, as well as horizontal and transverse cracking. The Typical Sections of the plans call for milling two 12-foot lanes, 2 inches average depth, then placing back 2 inches of Friction Course, FC-12.5 TL-C with PG 76-22 additive.

Shoulder resurfacing includes milling the existing pavement 1.5 inches average depth and placing back 1.5 inches of Friction Course, FC-12.5 TL-C with PG 76-22 additive. Additionally, the plans call for cross slope correction variable milling in the Northbound lane between Station 375+00 to Station 385+00, Station 392+00 to Station 415+00, and Station 422+00 to Station 427+00 in accordance with the table on Plan Sheet 4.

The KSG Team will work closely with the contractor’s QC technician to ensure inspection consistency with stationing and quantity tracking. We will closely monitor that milling depths and transitions, per location, are milled per plan detail. We will ensure ambient temperature meets specification for the asphalt material.

We will ensure the roadway is properly cleaned and dry prior to tack placement, ensure the tack is broken back prior to asphalt placement, ensure the temperature of the asphalt upon delivery is within design specification, and reject loads that are out of tolerance. Our team will consistently monitor to ensure the spread rate does not vary more than 5%, as well as ensure proper depth and control is maintained during asphalt placement. We will constantly monitor for segregated, contaminated, or improperly mixed asphalt.