PC-550000-CAY24.pdf

STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION

PROFESSIONAL SERVICES LETTER OF RESPONSE

375-030-22

PROCUREMENT

04/18

Advertisement No.: 26508 DOT FM Number: 41199813222

Submittal Date: 4/7/2025 Project Name: Continuing Services for Districtwide Surveying and Mapping

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

Street Address: 6500 All American Boulevard

City: Orlando State: Florida Zip: 32810

Office Location: Orlando, Florida Contact person: Thomas Mead, PSM, PLS

Phone: (850) 220-6613 Contact email: tmead@ssmc.us By submittal of this letter the Consultant certifies that all information provided in the letter is true and accurate. The Consultant further certifies that staff proposed are currently employed by the firm(s) identified, or the Consultant shall provide a statement indicating when staff will become employed by the identified firm(s).

The Letter of Response should address the following information:

• Proposed approach and understanding of critical issues.

• Relevant project experience – Similar type of work experience.

• Other content provided by firm.

• Proposed key personnel and their proposed roles (do not include resumes).

Consultants: Please be aware that all font (including font in graphics, tables, and captions on photos) must be standard Arial Narrow, 11 point, single line spacing with no modification of font or spacing allowed. ½” clear margin on all sides must be maintained on all pages. It is the Consultant’s responsibility, due to font and format restrictions within this form, to work within the constraints of the form and its format. Character styling such as use of color, bold, and italics is allowed. Use of a table is recommended for text boxes. The page layout may be modified to add columns, tables, graphics, and photos. All graphics and photos must be created in a clean, blank word document and the “text wrapping square” option applied before cutting and pasting into this form. Consultants may add their logo at the top of the first page (directly underneath the header), however, the Consultant shall not extend the form beyond the pages allocated for the Letter to accommodate insertion of the logo. Consultants are not permitted to insert any other information in the header other than the logo. After pasting your letter into this form, highlight all text and ensure the font size of Arial Narrow, 11 point was retained. Once your content is inserted, delete any additional blank pages that are generated by pressing your delete key after the last word in the Letter of Response. Recreation of the form in another software application to modify the form format is not permitted. This form works best when saved with a .docx extension. *Please retain the source document as it may be requested at a later date in the procurement, to verify adherence with aforementioned restrictions. Note: You may begin typing on this page.

Dear Ms. Sloan and Selection Committee Members, Southeastern Surveying and Mapping Corporation (SSMC) is very pleased to submit this Letter of Response for the Florida Department of Transportation (FDOT) District 5 Continuing Services for Districtwide Surveying and Mapping. With more than four decades of working within this district, our team of qualified and experienced personnel are trained and licensed to provide the services required for this contract. Having over 52 years of experience in Professional Surveying and Mapping, our firm is committed to executing projects with clarity, responsiveness, and unwavering high-quality performance with schedule adherence.

As a 100% employee-owned Surveying, Subsurface Utility Engineering (SUE), and Geographic Information Systems (GIS) firm, our dedicated team will serve as an extension of the Department’s staff. Our firm of over 250 personnel includes 18 licensed Professional Surveyors and Mappers, one (1) Professional Engineer, 47 nationally Certified Survey Technicians (CST), 16 licensed unmanned aerial vehicle (UAV) pilots, one (1) Engineer in Training (EI), four (4) internationally Certified GIS Professionals, one (1) Certified in GIS along with dozens of highly experienced surveyors, computer-aided design (CAD), GIS and SUE technicians. SSMC realizes the need of this contract and will excel at providing services for aggressive and accelerated schedules, regardless of the existing workload.

375-030-22

PROCUREMENT

As a result, this SSMC Team is prepared with more than adequate staff and abundant resources to handle the workload and schedules associated with this contract.

Project Approach and Understanding SSMC has built a dedicated team to support FDOT District 5, ensuring that this contract remains our highest priority. Our expertise in managing projects, coordinating subconsultants, and maintaining clear communication allows us to meet or exceed all deadlines.

SSMC has strategically assembled highly skilled team members with experience in District 5, that can execute all aspects of 8.1, 8.2, 8.3, and 8.4 work types. Our team has successfully completed similar projects throughout District 5 since 1990 and has demonstrated a strong ability to meet FDOT’s standards and expectations.

Our key personnel for this contract include: a highly skilled project manager, office and field surveyor, CAD Data Manager, Quality Assurance and Quality Control (QA/QC) Manager, Senior R/W Mapper, Utility Division Manager, and GIS Division Manager; that are fully dedicated to District 5’s task work orders.

Our approach for this contract will begin with a client meeting with District 5 staff, our project manager, and key team members to discuss the specific scope, and identify any critical issues. A field site assessment performed by our project manager and field project surveyor, will determine the field conditions and verify if any additional research is needed to enhance the workflow of the project. Upon completion, the SSMC project manager will develop a project plan and approach, outlining the schedule and staffing requirements. Comprehensive and detailed staff hours will then be prepared and submitted to the District for review and negotiation.

Once we receive a notice to proceed (NTP), the project goes to the survey crews to get the required measurements and field data specified in the scope that was initially communicated with the department staff. The field data is then processed in the office and converted into the applicable type of survey for the project. Before any data is sent to the District, everything undergoes extensive QA/QC measures to ensure a high quality product that both the client and SSMC are proud of. We maintain continuous communication with the client throughout every stage of the project. Recognizing that we serve as an extension of District 5’s staff, and we take this responsibility seriously.

We also recognize the increasing demand for innovative technologies and streamlined workflows to meet the evolving needs of FDOT, which is why we incorporate state-of-the-art data collection methods, such as mobile LiDAR, Advanced GPS equipment and procedures, UAV LiDAR systems, and state of the art Subsurface equipment and methods to deliver accurate and exceptional geospatial data.

SSMC’s corporate structure fosters collaboration across all Florida offices, ensuring seamless resource allocation and knowledge-sharing among professionals. With more than four decades of FDOT project experience, we have refined our ability to anticipate the Department’s needs and deliver solutions that align with their mission. This structure enables us to truthfully state that FDOT District 5 is a top priority for SSMC, with the full support of our entire organization.

Relevant Project Experience SSMC has fulfilled some of the same services as outlined in the scope for this contract for district 5 and other FDOT districts throughout the state. These services include but are not limited to: Control and Design surveys, Topographic Survey, Bridge Survey, Boundary Survey, Right of Way Staking, Aerial Targets, UAV Imagery and Terrain Modeling, Terrestrial Model LiDAR Mobilization and Processing, Utility Infrastructure Surveys, R/W Mapping, maintenance maps, legal descriptions and title reviews, R/W and easement monumentations. Additionally, below is a list of current Contracts we hold as a prime consultant, that are similar to the size and scope of this Contract.

Contract Number

Contract Name Contract Term

CAW52 Continuing Services Districtwide Surveying and

Right of Way Mapping Consultant – District 3

2025-Present

CAI37 District Wide Surveying and Mapping – District 2

2022-Present

CAM19 Districtwide Digital Data Design – District 3

2023-Present

CAP63 Districtwide Subsurface Utility Designation and Location

Services – District 3

2023-Present

Key Staff Edwin (Eddie) Munoz, Jr., PSM, will be the Project Manager for this Contract. Eddie has over 15 years of professional Surveying and Mapping experience and has been with SSMC for 8 years. He is committed to the District and will manage all staff, along with sub-consultants, with a strong focus on quality and adhering to the project’s schedule.

Thomas (Thom) Mead, PSM, PLS, has over 40 years of professional Surveying and Mapping experience, including 37 years with SSMC. Thom will bring his extensive experience, working on numerous FDOT District Contracts as a prime and sub-consultant, to serve as Principal-In-Charge and QA/QC Manager. He will work closely with Eddie during the Contract’s lifetime focusing on quality control for all projects.

Kevin Ruehl, CST III, will be the Field Project Surveyor for this Contract. He has over 28 years of professional Surveying and Mapping experience and has been with SSMC for 18 years.

Kevin has years of experience working for District 5 and is committed to assisting Eddie in managing all field-related activities and staff.

Wyatt Syfrett, CST I, will be the Office Project Surveyor for this Contract. He has over 11 years of Surveying and Mapping experience working with public and private sectors, all with the SSMC team. Wyatt has experience in FDOT Right of way Mapping and Data Delivery formats. He is committed to managing assigned CAD staff, ensuring that all your data is delivered in a format compatible with your project-specific database.

Keegan Glover has over 1 year of experience as a CADD Technician and will be the data manager under this contract.

Under the direction of Wyatt, Keegan will provide all the CADD data necessary, while staying in compliance with District standards.

Dave Rentfrow, CST IV, will be the Senior R/W Mapper for this Contract. He has over 41 years of experience, 29 with the SSMC team. Dave will bring extensive FDOT experience to this Contract, leading all mapping efforts for Control and Right-of- Way Mapping. He is committed to providing high quality mapping based on his experience and detailed approaches.

Darryll DeMarsh, GPRT, is the Utility Division Manager for this Contract. He has over 32 years of experience in Subsurface Utility Engineering, 26 with the SSMC team. He is committed to ensuring all task assignments that involve utilities are completed with high-quality and meet schedule demands.

Brian Garvey, PE, GISP, is the GIS Division Manager for this Contract. He has over 42 years of engineering experience, 25 with the SSMC team. He is committed to ensuring a quality GIS product, having the resources and equipment needed to complete any GIS-related task on your project.

Team Partners Overview SSMC has partnered with 10 firms with extensive experience in District 5; to ensure complete coverage, service expertise, and redundancy. McKim & Creed, Inc., will provide both Survey and SUE support, as well as additional Aerial LiDAR, Mobile LiDAR, and photogrammetry services to support the eastern portion of the District.

DRMP, Inc. will provide additional Surveying support for the central and northern portion of the district, and Mapping peer reviews.

Volkert, Inc. role for this Contract will be to provide surveying and mapping support for the western portion of District 5.

Geodata Consultants, Inc., is a registered Sustainable Small Business Enterprise (SSBE) and will provide Geodetic control and Survey and Mapping support for the southern portion of the District.

Schwartz, Maylone and Associates, LLC (SMA) will provide Mapping support and Mapping Peer reviews for this Contract.

Manuel G. Vera & Associates, Inc. (MG Vera) is a Disadvantaged Business Enterprise (DBE) and will provide additional surveying support for Southern Portion of the District.

ECHO UES, Inc. will provide Survey support for the Central and Southern portion of the District.

We will utilize GPI and I.F. Rooks & Associates, Inc. to provide aerial Photogrammetry and Aerial Lidar support services.

Wantman Group, Inc (WGI) will provide surveying and mapping support for the northern portion of the District.

Lastly, we will use American Government Services (AGS), an 100% women-owned business and certified DBE/MBE firm in the state of Florida, for title search and review services.

Office Location To best facilitate projects issued under this Contract, SSMC will coordinate efforts through our corporate office located in Orlando, along with our Mount Dora office to support the western portion of the District.

Our central location and proximity in District 5 will ensure a prompt response time and a quick resolution to any needs that arise. The geographic location of SSMC’s offices and our sub-consultants enables our team to assign work based on the best location and experience in the vicinity, as well as the ability to be on-site the same day.

Quality Assurance and Quality Control (QA/QC) Plan Our in-house continuous QA/QC plan will be supported by FDOT’s quality manuals, along with our specific quality plan and approach. Thomas Mead, PSM, PLS, will be the dedicated QA/QC Manager for this contract. He will be able to provide an independent review to ensure conformance to the scope, standards and requirements. With his experience and dedication to the District, he is committed to developing a customized QA/QC plan tailored to the specific needs of this contract.

SSMC’s QA/QC plan aims to establish procedures and methods that integrate quality assurance and control into daily operations. This process begins with defining the initial scope of work while considering client expectations for deliverables and schedules. It culminates in the successful, on-time delivery of a high-quality product that fully meets the project goals.

A successful QA/QC plan must be both flexible in application and comprehensive in coverage while maintaining a methodical approach. Since no two projects are the same, each QA/QC strategy must be tailored to meet its unique objectives. SSMC will incorporate FDOT manuals, standards, and requirements into every QA/QC plan to ensure compliance and quality. The District’s final deliverables will be reviewed for accuracy, quality, and conformance by Thom, throughout the life of each project.

Our Commitment to FDOT District Five Since 2020, SSMC has worked extremely hard to gain FDOT District 5’s confidence in our work, and we are further prepared to demonstrate to the Department our full understanding of how to perform as an extension of the District’s staff. Our ownership mentality will ensure a committed approach, based on accountability for our actions as individuals and as a team. It is our responsibility to perform at a high level, have genuine passion for the successful completion of each task assigned, and the flexibility to leverage technology with solid solutions.

Thank you for considering the SSMC team for this very important contract.

Sincerely, Thomas Mead, PSM, PLS | President | Principal in Charge | QA/QC Manager

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 & Creed, Inc.

DRMP, Inc.

Volkert, Inc.

Geodata Consultants, Inc.

Schwartz, Maylone and Associates, LLC

Manuel G. Vera & Associates, Inc.

ECHO UES, Inc.

GPI, Inc.

I.F. Rooks & Associates, Inc.

WGI, Inc.

American Government Services (AGS)

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

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

https://fdotwp1.dot.state.fl.us/EqualOpportunityCompliance/Account.aspx/LogIn?ReturnUrl=%2fEqualOpportunityCompliance

STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION

PROFESSIONAL SERVICES - RFP

April 28, 2025 kglass@civilsurv.com CDM@smasurvey.com tmead@ssmc.us

Re: Request for Proposal - CSC for Districtwide Surveying and Mapping

Dear Consultant:

I am pleased to advise you that your firm has been shortlisted for the CSC for Districtwide Surveying and Mapping contract. To enable the Department to complete the evaluation of your firm, you are requested to prepare a Technical Proposal, resumes, and organization chart or staffing chart.

The Technical Proposal, resumes and organization chart or staffing chart must be prepared in accordance with the enclosed information, which includes a scope of services. Technical Proposal, resumes, organization chart or staffing chart, and required forms shall be e-mailed to D5.ProfServ@dot.state.fl.us. All documents are due by 3:00 P.M., May 13, 2025.

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

Sincerely, Laura Prosser, Contract Analyst II Procurement Office

Attachments CC: Thomas G. LaCorte, PLS

Request For Technical Proposals

For CSC for Districtwide Surveying and Mapping

1. Purpose:

2. Scope of Consultant Services:

3. Length of Consultant Services:

4. Contract Restrictions & Proposed Method of Compensation:

5. Staffing Requirements:

6. Scope of Services Meeting:

7. Deadline for Questions:

8. Resumes, Organization Chart or Staffing Chart, Required Certification, and Forms:

9. Technical Proposals:

10. Consultant Selection:

11. Contract Negotiations:

12. Schedule:

Attachment A – Scope of Services

Attachment B – Standard Professional Services Agreement Terms

Attachment C – Technical Proposal Evaluation Form

Attachment D – Required Certifications

Attachment E – Anticipated Method of Compensation (Rates not included)

Request For Proposals

1. Purpose:

The Florida Department of Transportation requires professional services for the project known as CSC for Districtwide Surveying and Mapping. Additional information is necessary to complete the evaluation of each shortlisted consultant’s ability to provide the desired services. As a result, each shortlisted consultant is requested to provide a Technical Proposal, resumes, organization chart or staffing chart, and required certifications and forms.

Shortlisted Consultants:

CivilSurv Design Group, Inc.

Schwartz, Maylone and Associates, LLC Southeastern Surveying and Mapping Corporation

2. Scope of Consultant Services:

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

3. Length of Consultant Services:

The consultant services are scheduled for a maximum period of 5 years. The consultant services shall begin only upon the receipt of written notice (i.e. Task Work Order) from the Department. The term of the contract is 5 years.

4. Contract Restrictions & Proposed Method of Compensation:

A standard consultant contract will be executed with the selected consultant for this project. The standard contract terms are provided as Attachment B. The following additional information is furnished to the consultant firm for consideration:

4.1 Professional Liability Insurance Requirement: $250,000.00. For purposes of contracting, only Professional Liability Insurance from a company or companies authorized to do business in the State of Florida is acceptable. The selected prime consultant shall submit proof of Professional Liability Insurance coverage in the minimum threshold amount designated above, prior to contracting. The policy/ies and coverage described herein may be subject to a deductible. Pay all deductibles as required by the policy. The Department shall be notified in writing within ten days of any cancellation, notice of cancellation, lapse, renewal, or proposed change to any policy or coverage described herein. The Department’s approval or failure to disapprove any policy/ies, coverage, or ACORD Certificates shall not relieve or excuse any obligation to procure and maintain the insurance required herein, nor serve as a waiver of any rights or defenses the Department may have. No policy/ies or coverage described herein may contain or be subject to a Retention or a Self-Insured Retention. A commitment letter from a financial institution is also not acceptable for purposes of contracting.

4.2 Computer Usage: The selected Consultant firm may desire to use the

Department's mainframe computer (not CADD) for project related tasks.

Requested computer services will be considered during the contract negotiations.

4.3 Subconsultant Services: Services assigned to subconsultants must be approved in advance by the Department. Subconsultants performing the standard types of work covered by Rule Chapter 14-75, F.A.C., must be technically prequalified with the Department or have an application for prequalification under review at the time that they are proposed.

Subconsultants with fees less than $500,000, and/or performing specialty services (non-standard types of work), a self-certified overhead statement may be accepted. These overhead statements must be sent to Central Office for review and approval.

Private attorney services may not be utilized on Department contracts without advance approval from the Attorney General’s Office. The advance approval may only be requested by Agency General Counsel (FDOT), and not the consultant firm. Since approval cannot be assumed, consultant firms shall refrain from proposing legal firms as part of the professional services consultant team in their procurement response and proposal documents. As referenced in Section 287.059(3), F.S.:

“An agency requesting approval for the use of private attorney services shall first offer to contract with the Department of Legal Affairs for such attorney services at a cost pursuant to mutual agreement. The Attorney General shall decide on a case-by-case basis to accept or decline to provide such attorney services as staffing, expertise, or other legal or economic considerations warrant. If the Attorney General declines to provide the requested attorney services, the Attorney General’s written approval shall include a statement that the private attorney services requested cannot be provided by the office of the Attorney General or that such private attorney services are cost-effective in the opinion of the Attorney General. The Attorney General shall not consider political affiliation in making such decision. The office of the Attorney General shall respond to the request of an agency for prior written approval within 10 working days after receiving such request. The Attorney General may request additional information necessary for evaluation of a request. The Attorney General shall respond to the request within 10 working days after receipt of the requested information.”

When universities or colleges are needed to perform services, the Department’s Project Manager shall procure such services by means of http://www.fdot.gov/procurement/pdf/Rule%2014-75.pdf either a University Master Agreement task work order, a governmental agency contract, or a competitive solicitation for contractual services, as appropriate (reference Section 287.057(21), F.S.). Universities proposed as subconsultants will not be added to the professional services contract.

4.4 DBE/Small Business Participation:

The Department encourages DBE and small business firms to compete for professional services projects, and also encourages all other firms to use DBE and small business consultants as subconsultants. However, use of DBE and small business subconsultants is not mandatory and no preference points will be given during the selection process for DBE and/or small business participation.

Consultants shall complete Form No. 375-030-83 to indicate commitments anticipated for the project.

Federal law requires states to maintain a database of all firms that are participating or attempting to participate in DOT-assisted contracts. To assist the Department in this endeavor, consultants should have already submitted their Bid Opportunity List through the Department’s Equal Opportunity Compliance System found at the following link (https://fdotwp1.dot.state.fl.us/EqualOpportunityCompliance/Account.aspx/LogIn?

ReturnUrl=%2fEqualOpportunityCompliance). If you have not yet completed your bid opportunity list through this online application, please do so at this time.

Prime Consultants can obtain access to the new EOC system by filling out the Contractors and Consultants New Users Access Form. Please complete the form and submit it to EOOHelp@dot.state.fl.us.

Consultants please be reminded that if you are selected on this project, you need to enter your subconsultant commitments of each task work order in the Equal Opportunity website after invoice has been paid in CITS. Also, if you are awarded amendments to task work orders, the subconsultant commitments will also need to be reported after the respective invoice has been paid.

4.5 Method of Compensation:

This will be a task assignment type contract. A fee and method of compensation will be negotiated for each task assignment.

4.6 Public Entity Crimes: A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a bid, proposal, or reply on a contract to provide any goods or services to a public entity; may not submit a bid, proposal, or reply on a contract with a public entity for the construction or repair of a public building or public work; may not submit bids, proposals, or replies on leases of real property to a public entity;

may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity; and may not transact business with any public entity in excess of the threshold amount provided in s. 287.017 https://pdl.fdot.gov/api/form/downloadAttachment/10980573 https://fdotwp1.dot.state.fl.us/EqualOpportunityCompliance/Account.aspx/LogIn?ReturnUrl=%2fEqualOpportunityCompliance https://fdotwp1.dot.state.fl.us/EqualOpportunityCompliance/Account.aspx/LogIn?ReturnUrl=%2fEqualOpportunityCompliance https://gcc01.safelinks.protection.outlook.com/?url=https%3A%2F%2Ffdotwww.blob.core.windows.net%2Fsitefinity%2Fdocs%2Fdefault-source%2Fequalopporunity%2Feoc-rcs-user-manual%2Feoc-system-access-request-form.pdf%3Fsfvrsn%3D899539b3_0&data=02%7C01%7CKelly.Walls%40dot.state.fl.us%7C72c061ab81c841be0eb408d703d68c8a%7Cdb21de5dbc9c420c8f3f8f08f85b5ada%7C0%7C0%7C636982092320368962&sdata=KYy0%2FLjCiK5oF%2F2PSqs662Qm%2BB%2F63Kw7%2BzUYl%2BDqe0Q%3D&reserved=0 mailto:EOOHELP@dot.state.fl.us for CATEGORY TWO ($35,000) for a period of 36 months following the date of being placed on the convicted vendor list.

Antitrust Vendor Violator Contract Language: Pursuant to section

287.137(2)(a), Florida Statutes, a person or an affiliate who has been placed on the antitrust violator vendor list following a conviction or being held civilly liable for an antitrust violation may not submit a bid, proposal, or reply for any new contract to provide any goods or services to a public entity; may not submit a bid, proposal, or reply for a new contract with a public entity for the construction or repair of a public building or public work; may not submit a bid, proposal, or reply on new leases of real property to a public entity; may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a new contract with a public entity; and may not transact a new business with a public entity.

Affidavit Regarding Labor and Services: Prior to contract execution, extension or renewal, the Department shall notify the Contract awardee of the need to download, complete and submit FDOT Form No. 375-030-31.

Please have the form signed and notarized and send a scanned copy to the Department. The nongovernmental entity (Contract awardee) must maintain the original copy in accordance with other provisions of this Agreement or Contract, and in accordance with Florida law.

4.7 Vendor Registration through E-PROCUREMENT: As per Rule 60A-1.030, all consultants doing business with the State shall register in the MyFloridaMarketPlace system. Information about the registration process is available, and registration may be completed by linking to the following web address: https://vendor.myfloridamarketplace.com

NOTE: Contracts procured under s. 287.055, Florida Statutes are exempt from the 1% transaction fee. Interested persons lacking internet access may request assistance from MyFloridaMarketPlace Customer Services at (866) FLA-EPRO (352-3776) or State Purchasing, 4050 Esplanade Drive, Suite 300, Tallahassee, Florida 32399.

4.8 Inspector General: The Consultant agrees to comply with section 20.055(5), Florida Statutes, and to incorporate in all subcontracts the obligation to comply with section 20.055(5), Florida Statutes.

5. Staffing Requirements:

After submittal of Letters and up through contract execution, proposed subconsultants/subcontractors/sub-vendors, teaming arrangements, or key staff of the Consultant cannot be changed or substituted except in instances of force majeure or in the event of circumstances that cannot reasonably be anticipated and/or are beyond the control of the prime consultant. In such cases, changes or substitutions are subject to https://pdl.fdot.gov/api/form/downloadAttachment/17378449 https://vendor.myfloridamarketplace.com/ the discretion of the Department, and cannot be made without written approval of the Department. All such requests made during the contract procurement must be routed and coordinated through PSU only, as the official point of contact during contract procurement. After contract execution, subconsultant/subcontractor/sub-vendor, teaming arrangement, or key staff changes/substitutions require pre-approval of the Department’s Project Manager before implementing. All qualification/certification requirements of the original advertisement shall govern, where applicable.

6. Scope of Services Meeting:

A Scope of Services meeting is not required for this project.

7. Deadline for Questions:

Any technical or administrative questions shall be addressed to the following:

Laura Prosser, Procurement Office Phone: (386) 943-5526 E-mail address: D5.ProfServ@dot.state.fl.us

NOTE: The shortlisted consultant teams shall not have any conversations concerning this project with the project manager, technical review committee, selection committee, or any other persons regarding issues related to this project other than the specified procurement office personnel identified above.

The deadline for technical questions is May 1, 2025.

There is no deadline for contract or administrative questions.

8. Resumes, Organization Chart or Staffing Chart, Required Certification, and

Forms:

The firms being considered for this project are required to electronically submit resumes, organization chart or staffing chart, required certification, and forms.

Resumes must be no longer than 2 pages per resume per person. The organization chart or staffing chart is limited to a one page chart which can be either 8 ½” x 11” or 11” x 17”, at the discretion of the Consultant. Font size of 11, with ½ inch margins are recommended for clarity, for Consultant submittals. Note: The Technical Proposal has a required font size and margin as specified in section 9 of this RFP. The Consultant firm may elect to submit an organization chart OR staffing chart, not both. Examples of acceptable and unacceptable content for organization charts, staffing charts, staff hour estimate charts, and a link to the Construction Training and Qualification Program (CTQP) system can be found at this link. Organization, staffing, or staff hour estimate charts containing extra narrative content (not in conformance with examples) will be deemed unacceptable, at the sole discretion of the Procurement Office, and will not be passed on to the Technical Review Committee for review and evaluation with the other http://www.fdot.gov/procurement/SubmittalExamples.shtm submittals.

Resumes and organization chart or staffing chart shall include sufficient information to enable the Department to evaluate the technical capability of the firms to provide the desired services. Resumes shall be included only of persons who will actually be playing key roles in the project, if selected. Resumes and organization chart or staffing chart shall not contain links to other web pages that would provide additional technical content.

8.1 Other Information & Required Certifications:

• Organization Chart or Staffing Chart and Resumes (including Subconsultants): Consultant shall include the names and levels of key personnel (including Project Manager), names of subconsultant staff (if any). Resumes are limited to 2 pages in length.

• Form No. 375-030-30, Truth in Negotiation Certification-Attachment D

• Form No. 375-030-83, Professional Services Commitment Form– Attachment D

• Form No. 375-030-32, Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion for Federal Aid Contracts – Attachment D

• Form No. 375-030-33, Certification for Disclosure of Lobbying Activities on Federal-Aid Contracts – Attachment D

• Form No. 375-030-34, Disclosure of Lobbying Activities – Attachment D If this form is not applicable for your firm, please sign your firm name and write N/A on the top of the form.

• Form No. 375-030-60, Vendor Certification Regarding Scrutinized Companies Lists – Attachment D

• Form No. 375-031-06, E-Verify – Attachment D

• Construction Training and Qualification Program (CTQP) printouts may also be submitted, if applicable.

The forms provided in Attachment D shall be executed by an officer of the consultant firm submitting the proposal.

8.2 Copyrighted Material:

Copyrighted material will be accepted as part of a technical proposal only if accompanied by a waiver that will allow the FDOT to make paper or electronic copies necessary for the use of Department staff and agents. It is noted that copyrighted material is not exempted from the Public Records Law, Chapter 119, Florida Statutes. Therefore, such material will be subject to viewing by the public, but copies of the material will not be provided to the public.

8.3 Submittal of resumes, organization chart or staffing chart, required certification, and forms:

The resumes, organization chart or staffing chart, required certification, and forms shall be submitted as an attached, single computer file via e-mail. PDF (Adobe Acrobat) is the preferred format, but a Word file is acceptable. Please do not include cover sheets or dividers. The Department has a 20 MB limit on e-mail attachments. The file shall be sent to D5.ProfServ@dot.state.fl.us.

Deadline for FDOT receipt of file is 3:00 P.M. on May 13, 2025. All submittals may be subject to public records requests. Zipped email attachments are NOT acceptable, and will be disabled by FDOT’s email server due to security reasons.

9. Technical Proposals:

Consultants under consideration for this project will be required to submit a Technical Proposal to be reviewed by the Technical Review Committee (TRC). The Technical Proposal is due by 3:00 P.M., on May 13, 2025.

The firms being considered for this project are required to electronically submit a written technical proposal. The proposal is not to exceed 5 single-sided, letter sized (8 ½ x 11) pages, and font size will be restricted to 11 pitch or larger, with ½ inch margins. Please be aware that all font (including graphics, tables, and captions on photos) will be restricted to 11 pitch or larger. Font must not be condensed. The page limit does not include resumes, organization chart or staffing chart, and required certifications and forms. Technical Proposal shall not contain links to other web pages that would provide additional technical content.

Technical proposal shall include sufficient information to enable the Department to evaluate the firm’s technical capability for providing the desired services.

The technical proposal shall include, at a minimum, those items described in Attachment C – Technical Proposal Evaluation Form.

10. Consultant Selection:

A technical review committee will review the Technical Proposal, resumes and the organization chart or staffing chart received from the consultant firms being considered for final selection. Attachment C provides the criteria to be considered by the technical review committee in the evaluation. Evaluations and comments will be provided to the Selection Committee.

The Selection Committee, consisting of John E. Tyler, P.E., District Five Secretary;

Charles M. Heffinger, Jr., P.E., Director of Transportation Operations; C. Jack Adkins, Director of Transportation Development; and a representative of the Procurement Office, will meet to discuss the capabilities of the consultant firms. At the discretion of the Committee, other persons may be requested to provide information at the meeting.

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

11. Contract Negotiations:

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

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

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

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

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

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

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

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

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

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

• Identification of the Basis for Proposed Wage Rates

• Approved Overhead and Fringe Benefits and Expense Percentage

• Proposed Operating Margin

• Identification of the Basis for Loaded Rates

• Subconsultant Costs

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

12. Schedule:

Date Time Action

May 1, 2025 5:00 PM Cutoff Date for Technical Questions

May 13, 2025 3:00 P.M. Technical Proposals, resumes, organization chart or staffing chart, and required certifications and forms due (aka Phase II Submittal Deadline)

May 27, 2025 9:30 A.M. Final Selection

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

Date Time Action

June 10, 2025 12:00 P.M. Fee Proposal Due

July 9, 2025 Planned end of Negotiation Date (Negotiation conclusion date)

August 13, 2025 Planned Date of Execution

Note: All times listed in this document are Eastern Time Zone unless specifically noted otherwise.

A-1

Attachment A – Scope of Services

Stage II 02/26/2025 A-1 FM No. 411998-1-32-22

EXHIBIT A

SCOPE OF SERVICES

FLORIDA DEPARTMENT OF TRANSPORTATION

DISTRICT FIVE

CONTINUING SERVICES FOR DISTRICTWIDE SURVEYING AND

MAPPING - 022

Financial Project ID: 411998-1-32-22 Description: FDOT District Five Continuing Services Districtwide

Surveying and Mapping Services

02/26/2025 A-2 FM No. 411998-1-32-22

EXHIBIT A

Page

1 PURPOSE 5

2 PROJECT DESCRIPTION 5

3 PROJECT SCHEDULE 5

4 SUBMITTALS 5

5 SURVEY 6

5.1 Horizontal Project network Control (HPNC) 6

5.2 Vertical Project Network Control (VPNC) 6

5.3 Alignment and/or Existing Right of Way Lines 7

5.4 Aerial Targets 7

5.5 Reference Points 7

5.6 Topography (2D) 7

5.7 Digital Terrain Model (DTM) 7

5.8 Roadway Cross Sections/Profiles 7

5.9 Side Street Surveys 7

5.10 Underground Utilities 7

5.11 Outfall Survey 7

5.12 Drainage Survey 7

5.13 Bridge Survey 8

5.14 Channel Survey 8

5.15 Pond Site Survey 8

5.16 Mitigation Survey 8

5.17 Jurisdiction Line Survey 8

5.18 Geotechnical Support 8

5.19 Sectional/Grant Survey 8

5.20 Subdivision Location 8

5.21 Maintained R/W 8

5.22 Boundary Survey 8

5.23 Water Boundary Survey 8

5.24 Right of Way Staking 9

5.25 Right of Way Monumentation 9

5.26 Line Cutting 9

5.27 Work Zone Safety 9

5.28 Miscellaneous Surveys 9

5.29 Supplemental Surveys 9

5.30 Document Research 9

5.31 Field Review 9

5.32 Technical Meetings 9

5.33 Quality Control/Quality Assurance 9

5.34 Supervision 9

5.35 Coordination 9

6. PHOTOGRAMMETRY 9

6.1 Flight Preparation 10

6.2 Control Point Coordination 10

6.3 Mobilization 10

6.4 Flight Operations 10

6.5 Film Processing 10

6.6 Photo Products 10

6.7 Scanning 10

6.8 Lidar 10

6.9 Aerial Triangulation 10

6.10 Surfaces 10

6.11 Ortho Generation 10

6.12 Rectified Digital Imagery (Geo-referenced) 10

6.13 Mosaicking 10

02/26/2025 A-3 FM No. 411998-1-32-22

6.14 Sheet Clipping 10

6.15 Topographics (3D) 11

6.16 Planimetrics (2D) 11

6.17 Drainage Basin 11

6.18 CADD Edit 11

6.19 Data Merging 11

6.20 Miscellaneous 11

6.21 Field Review 11

6.22 Meetings 11

6.23 Quality Control/Quality Assurance 11

6.24 Supervision 11

6.25 Coordination 11

7. MAPPING 11

7.1 Alignment 12

7.2 Section and ¼ Section Lines 12

7.3 Subdivisions 12

7.4 Existing Right of Way 12

7.5 Topography 12

7.6 Parent Tract Properties and Existing Easements 12

7.7 Proposed Right of Way Requirements 12

7.8 Limits of Construction 12

7.9 Jurisdictional/Agency Lines 12

7.10 Control Survey Cover Sheet 12

7.11 Control Survey Key Sheet 12

7.12 Control Survey Detail Sheet 12

7.13 Right of Way Map Cover Sheet 12

7.14 Right of Way Map Key Sheet 12

7.15 Right of Way Map Detail Sheet 12

7.16 Maintenance Map Cover Sheet 12

7.17 Maintenance Map Key Sheet 12

7.18 Maintenance Map Detail Sheet 12

7.19 Reference Point Sheet 12

7.20 Project Network Control Sheet 13

7.21 Table of Ownerships Sheet 13

7.22 Parcel Sketches 13

7.23 TIITF Sketches 13

7.24 Other Specific Purpose Survey(s) 13

7.25 Boundary Survey(s) Maps 13

7.26 Right of Way Monumentation Map 13

7.27 Title Search Map 13

7.28 Title Search Report 13

7.29 Legal Descriptions 13

7.30 Final Map/Plans Comparison 13

7.31 Field Reviews 13

7.32 Technical Meetings 13

7.33 Quality Assurance/Quality Control 13

7.34 Supervision 13

7.35 Coordination 13

7.36 Supplemental Mapping 13

8. TERRESTRIAL MOBILE LiDAR 13

8.1 Terrestrial Mobile LiDAR Mission Planning 14

8.2 Project Control Point Coordination 14

8.3 Terrestrial Mobile LiDAR Mobilization 14

8.4 Terrestrial Mobile LiDAR Mission 14

8.5 Terrestrial Mobile LiDAR Processing 14

8.6 Terrestrial Mobile Photography Processing 14

8.7 Transformation / Adjustment 14

02/26/2025 A-4 FM No. 411998-1-32-22

8.8 Classification / Editing 14

8.9 Specific Surface Reporting 14

8.10 Topographic (3D) Mapping 14

8.11 Topographic (2D) Mapping 14

8.12 CADD Edits 14

8.13 Data Merging 14

8.14 Miscellaneous 14

8.15 Field Reviews 14

8.16 Technical Meetings 14

8.17 Quality Assurance / Quality Control 14

8.18 Supervision 14

8.19 Coordination 14

9. OTHER SURVEY SERVICES 15

10. PROJECT REQUIRMENTS 16

10.1 Project Manager 16

10.2 Key Personnel 16

10.3 Progress Reporting 16

10.4 Correspondence 16

10.5 Professional Endorsement 16

10.6 Computer Automation 16

10.7 Coordination With Other Consultants 16

11. INVOICING LIMITS 16

02/26/2025 A-5 FM No. 411998-1-32-22

SCOPE OF SERVICES FOR CONSULTANT SURVEYING AND MAPPING

DISTRICTWIDE SERVICES

This Exhibit forms an integral part of the agreement between the State of Florida Department of Transportation (hereinafter referred to as the DEPARTMENT) and XXXXX (hereinafter referred to as the CONSULTANT) relative to the transportation facility described as follows:

Financial Project ID: 411998-1-32-22 Description: FDOT District Five Continuing Services Districtwide Surveying and

Mapping Services

1 PURPOSE

The purpose of this Exhibit is to describe the scope of work and the responsibilities of the CONSULTANT and the DEPARTMENT in connection with Surveying and Mapping Services required to support transportation facilities.

The general objective is for the CONSULTANT to perform surveying and mapping services as required, ensuring all activities and products developed are in compliance with applicable Florida Statutes, Department procedures and District Five Specific Requirements.

The CONSULTANT shall demonstrate good project management practices while working on all Task Work Orders. These include communication with the DEPARTMENT and others as necessary, management of time and resources, and documentation. The CONSULTANT shall set up and maintain throughout the term of this contract a contract file in accordance with DEPARTMENT procedures. It shall be the CONSULTANT’s responsibility to utilize the very best surveying judgment, practices and principles possible during the performance of the work commissioned under this contract.

The DEPARTMENT will provide contract administration, management services, and technical reviews of all work associated with the development and preparation of all Task Work Orders. The DEPARTMENT will provide job specific information and/or functions as outlined in this contract.

2 PROJECT DESCRIPTION

The CONSULTANT shall be responsible for the professional quality, technical accuracy and coordination of all surveys, drawings, and other services furnished by the CONSULTANT under this contract.

The CONSULTANT shall provide a Quality Control Plan that describes the procedures to be utilized to verify, independently check, and review all maps, databases, field books, and other documentation prepared as a part of the contract. The CONSULTANT shall describe how the checking and review processes are to be documented to verify that the required procedures were followed. The Quality Control Plan may be one utilized by the CONSULTANT as part of their normal operation or it may be one specifically designed for this project. The CONSULTANT shall submit a Quality Control Plan for approval within 10 (ten) calendar days of the written Notice to Proceed if required by the Department for a specific Task Work Order assignment.

The CONSULTANT shall, without additional compensation, correct all errors or deficiencies in the maps, databases, field books, and/or other services.

02/26/2025 A-6 FM No. 411998-1-32-22

3 PROJECT SCHEDULE

The Consultant’s written proposal shall include a schedule for each Task Work Order assignment.

4 SUBMITTALS

The CONSULTANT shall furnish maps, databases, field books and/or other documents as required by the DEPARTMENT to adequately control, coordinate, and approve a Task Work Order assignment. The CONSULTANT shall distribute phase submittals as directed by the DEPARTMENT.

All maps and databases are to be prepared with English values in accordance with all applicable current DEPARTMENT manuals, memorandums, and guidelines.

Florida Statutes as applicable to include Chapter 472, F.S. and Chapter 177, F.S.

Florida Administrative Codes as applicable FDOT Aerial Surveying Standards for Transportation Projects Topic 550-020-002 FDOT Computer Aided Design and Drafting (CADD) Manual Florida Department of Transportation Project Development and Environmental Manual Florida Department of Transportation Plans Preparation Manual Florida Department of Transportation Standard Specifications for Road and Bridge Construction FDOT Procedures and Policies FDOT Procurement Procedure 001-375-030, Compensation for Consultant Travel Time on Professional Services Agreements FDOT Right of way Procedures Manual CADD Production Criteria Handbook CADD Manual Code of Federal Regulations (C.F.R.)

District Five Supplement to CADD Handbook Quality Assurance Guidelines Safety Standards Rule 5J17, F.A.C. Standards of Practice for Professional Surveyors and Mappers Department of Environmental Protection Rules Governing Mean High Water and Jurisdictional Line Surveys FDOT Utility Accommodation Manual FDOT Survey Procedure Topic 550-030-101 FDOT Survey Handbook Terrestrial Mobile LiDAR Procedure Highway Field Survey Specifications Automated Survey Data Gathering Standards for…