PC-550000-CAZ01.pdf

STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION

PROFESSIONAL SERVICES LETTER OF RESPONSE

375-030-22

PROCUREMENT

04/18

Advertisement No.: 26414 DOT FM Number: 441863-2-32-01

Submittal Date: 5/27/2025 Project Name: Continuing Services for Traffic Operations

Minor Design Contract

Consultant’s Name: TRACE Consultants, Inc.

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

Street Address: 8900 SW 117th Avenue, Suite 105B

City: Miami State: FL Zip: 33186

Office Location: Same as above Contact person: Favio A. Laverde, P.E.

Phone: 786-808-0090 Contact email: Flaverde@traceci.com By submittal of this letter the Consultant certifies that all information provided in the letter is true and accurate. The Consultant further certifies that staff proposed are currently employed by the firm(s) identified, or the Consultant shall provide a statement indicating when staff will become employed by the identified firm(s).

The Letter of Response should address the following information:

• Proposed approach and understanding of critical issues.

• Relevant project experience – Similar type of work experience.

• Other content provided by firm.

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

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

TRACE Consultants, Inc., is pleased to present this letter of response, showcasing our strong qualifications to lead the Continuing Services (CS) for Traffic Operations (Ops) Minor Design contract. As a task work-order (TWO) driven contract, its success hinges on three critical factors: 1) a proactive and proven management approach, 2) extensive qualifications rooted in hands-on pushbutton design experience, and 3) the availability of highly skilled resources to efficiently manage concurrent assignments.

TRACE brings a wealth of experience in managing CS contracts for District 4 and has successfully led multiple TWO contracts as a Prime Consultant. This experience also includes the management of two Districtwide (DW) Traffic Ops Pushbutton (PB) Design Consultant contracts for District 6. We are once again committing our resources to support the District in delivering the PB program, focusing on advancing the Target Zero initiative, ensuring that each TWO, regardless of size or complexity, is completed efficiently with an emphasis on safety, quality, budget, and schedule, and continuing to uphold the five pillars of the FDOT Compass.

Proposed Approach & Understanding of Critical Issues We understand that this CS contract has a 5-year contract term with a budgetary ceiling of $5M (inclusive of post design services).

Through our previous experience, we know that the majority of TWOs involve the development of PB construction plan sets for fast-response (approximately 2 months) minor design projects supporting the Traffic Ops Office. As a current team member on the active DW contract (FPID 441863-1), we have also gained valuable insight into the types of projects likely to be assigned. We recognize that signalization design is often the primary scope element in these projects, although they may also encompass various categories such as roadway design (including drainage, pavement design, and maintenance of traffic), signing & pavement marking, lighting, and minor structural analysis for miscellaneous structures. Survey and geotechnical services will be provided by FDOT, if needed. The assigned projects generally originate from agency/citizen requests, findings from traffic or safety studies, or the need to repair existing FDOT infrastructure due to crash-related damage or maintenance-

375-030-22

PROCUREMENT

related failures. We also understand there are instances where FDOT priorities may accelerate a project, so flexibility is key under this contract. The most common types of projects may include: Signalization Improvements such as the replacement of existing mast arms or installation of temporary signals; installation of flexible backplates and/or supplementary signal heads to enhance operations and safety; modifications to the existing SOP, including conversion to split-phase operation; or implementation of Flashing Yellow Arrows (FYA); Roadside Improvements including the installation of guardrails, regrading of roadside slopes, extension of existing barrier walls to meet “length of need” criteria, or installation of speed feedback signs to enhance corridor safety;

Intersection Improvements such as the addition of turn lanes, extension of storage lengths, and/or access management enhancements involving modifications to median openings; ADA and Pedestrian Improvements including installation of new mid-block signals or crossings with Rectangular Rapid Flashing Beacons (RRFBs) and supplemental lighting to meet vertical illuminance requirements; implementation of Lead Pedestrian Intervals (LPIs) with supplementary blank-out signs; installation of accessible/audible pedestrian detectors and reconstruction of substandard pedestrian curb ramps and sidewalks, as needed;

Structural Analysis of mast arms and overhead sign structures for any improvements affecting their structural capacity, such as the addition or relocation of signal heads, replacement of sign panels with larger ones; and the design of special foundations to avoid utility conflicts. Contract Issues and Approach: This is not your ordinary contract. Our understanding of the following challenges is based on extensive experience delivering similar tasks, and our approach applies proven strategies and lessons learned (LL) to optimize PB project execution. Scope: It is important to coordinate with Reviewers to avoid scope creep and ensure the design adheres to the project’s purpose and need. Project vetting is also essential in determining any risks prior to moving forward with a PB task, as well as assessing construction costs to ensure that budget limitations are adhered to. Data Collection: Design often relies on limited data such as previous surveys, as-builts, and aerials, making early field reviews and assessment of supplemental survey needs essential to avoid schedule delays. (LL) We have also had to evaluate whether easements exist for signal infrastructure outside the R/W to confirm upgrade feasibility. Maintaining Agency Coordination: Given the signal-intensive nature of these projects and the potential for multiple concurrent assignments, coordination with up to nine signal maintaining agencies, each with unique equipment preferences, may be required. Our team has worked with all maintaining agencies and understands the importance of early coordination to secure concurrence and Proprietary Product Certifications (PPCs), ensuring schedule adherence and design compatibility. For example, Broward County generally limits blank-out signs to non-pedestrian applications, which has required extensive coordination for their use when combined with LPIs. Palm Beach County does not support the maintenance of audible pedestrian signals, as these are excluded from its current maintenance agreement. The City of Boca Raton requires custom push button branding and hybrid detection systems utilizing both radar and video at the same intersection. (LL) These cases illustrate the type of agency-specific requirements we have encountered and successfully navigated in past projects. Contracts: PB projects are constructed by pre-selected contractors (three per Ops Center) using a previously bid pay item list and adhering to the governing Standards and Specifications in effect at the time of letting. (LL) Design criteria and Standards are annually updated, and incorporating the latest versions has been necessary to align with the design intent. In some cases, pay items needed to fulfill the scope have been unavailable, and when feasible, similar existing pay items have been used; otherwise, new pay items must be negotiated with the Contractor, which can result in increased project costs. Flexibility is also critical as insufficient funding in the assigned construction contract may require transitioning to a new contract with updated pay items, necessitating expedited plan revisions.

There have even been instances where two contracts were utilized to deliver a single project, such as assigning asphalt work to one contractor and signal work to another. Utility Coordination: We are responsible for utility coordination on each task, aiming to deliver a Utility Clearance Memo at design completion. (LL) Our focus is on conflict avoidance through alternative design solutions, as PB tasks typically should not involve relocations. These solutions have included spread footers, offset foundations, utility conflict poles, etc.

Challenges have also arisen from changes to predetermined service point locations during construction, leading to additional conduit runs and sidewalk impacts. When feasible, we propose using solar-powered devices to eliminate the need for new service connections, reducing construction impacts. Lighting: Lighting for these tasks is typically associated with supplementing crosswalks to meet vertical illuminance requirements. (LL) House-side shields should be provided for light poles placed in front of residences to limit light spill. Additionally, we review the buffer areas to ensure that Wildlife-Sensitive/Dark-Sky lighting is considered, particularly along corridors like SR A1A. Public Involvement: This is usually not required on PB projects, but any TWOs involving median modifications will trigger the need for a public meeting. It is critical to clearly communicate anticipated impacts, such as diversion routes and access restrictions resulting from median closures. (LL) To facilitate a more effective public meeting and foster stakeholder support, we recommend conducting one-on-one meetings with directly impacted parties in advance. This proactive approach enhances stakeholder buy-in and contributes to a more constructive and efficient public engagement process. Management Approach:

Mr. Favio Laverde, P.E., with over 24 years of experience will be our team’s Project Manager and lead all coordination efforts as the single point of contact. He brings an unsurpassed familiarity with the types of assignments anticipated, having recently managed a similar DW PB design contract (FPID 250629-5), in addition to serving as the task leader and EOR for over 40 TWOs. He thoroughly understands this contract’s processes, and the importance of prioritizing the management of multiple concurrent assignments to successfully deliver each task. This has been accomplished through the development and continual refinement of a spreadsheet tool that has been effectively utilized on multiple TWO-driven contracts over the years. The spreadsheet facilitates ongoing monitoring of individual TWOs, tracking budgets, expiration dates, construction costs, and overall contract budget, while also prioritizing assignments to support adherence to design schedules.

We have also developed a centralized file sharing site, where all project files from all TWOs can be accessed by all team members, including past ERC resolutions to avoid repetitive comments. This provides consistency in the quality of all deliverables. Although some TWOs may be led by a subconsultant based on a specific technical need, in every case, Favio will remain involved as the team leader to ensure TWOs remain on schedule and within budget. Every project, no matter how small, is approached with an equally high level of importance. TWO Approach: Upon receiving notification of the intent to issue a TWO from Mr. Mariano Amicarelli, we will take the following steps: 1) Verify that sufficient funding is available under the contract to cover the anticipated services, including post-design activities, and confirm that the work can be completed within the five-year contract term; 2) Conduct a detailed review of the proposed scope and coordinate with the requesting office to gain a comprehensive understanding of the project requirements; 3) Screen the project for potential overlaps with other ongoing design or construction efforts using the “Project Impacts” module in PSEE; 4) Collect all available existing data, including previous surveys, as-built plans, aerials, R/W maps, and any existing geotechnical and SUE information to facilitate the plans production and help reduce overall design costs. 5) Perform field reviews as part of the vetting process to identify potential issues related to R/W, utilities, permitting, and other critical factors which may affect feasibility or prevent delivery as a PB project; 6) Assign the task team based on technical expertise and availability, recognizing that the fast-track nature of these assignments allows little room for learning curves; and 7) Prepare and submit a scope, staff hour estimate, and schedule to Mr. Amicarelli, with a target turnaround of 5 days from the initial request. After obtaining the TWO authorization, we will proceed as follows: Initiate Requests/Coordination: Request survey, SUE, and geotechnical services as needed (performed by FDOT), and begin utility coordination efforts; Design Approvals: Determine the need for and expedite the approval of any required design documents, such as Typical Section packages, Pavement Designs, Variations/Exceptions, Lighting Design Analysis Reports, and Miscellaneous Structural Analyses to support the design; Agency Coordination: Meet with maintaining agencies to obtain concurrence on proposed improvements and secure any necessary PPCs; Plan Preparation & Submittal: Develop “100% equivalent” construction plans and a detailed cost estimate, and submit for ERC review within 2 to 6 weeks, depending on task complexity and the availability of required design data. As this is the sole review phase, accuracy and completeness are critical; Phase Review Closeout:

Address ERC comments and coordinate directly with reviewers to finalize the review phase within one week of submitting responses;

Final Deliverables: Coordinate to confirm sufficient funds are available under the construction contract being utilized. Once confirmed, submit signed and sealed plans along with the Utility Clearance Memo. At the conclusion of the design phase, all project decisions will be documented and delivered to construction, and we will remain highly responsive during post-design to support successful project delivery. QA/QC: We understand that multiple submittals may occur concurrently, hence our QA/QC Plan will ensure that each task receives thorough review to maintain high quality deliverables. Since projects are designed using previously let PB contracts, our QC Reviewers also understand the need to utilize the applicable Standards and Specifications for each specific review. This is also conveyed via “Notes to Reviewers,” to streamline the review process and avoid unnecessary comments.

Relevant Project Experience & Key Personnel The table below includes a chronological list of FDOT TWO-driven contracts which TRACE has managed as Prime Consultant.

Contract Description FPID No. TWOs D6 DW Traffic Ops PB Design 250629-9-32-01 29 D4 CS Project Design Consultant 440455-4-32-01 11 D6 DW Minor Project Design Consultant 440455-2-32-01 19 D6 DW Misc. PE Design Consultant 250605-3-32-04 11 D4 DW Minor Prof. Design Services 437892-1-32-01 23 D6 DW Misc. PE Design Consultant 250605-2-32-09 16 D6 DW Traffic Ops PB Design 250629-5-32-01 44 D6 DW Misc. PE Design Consultant 250605-1-32-19 18

TRACE has maintained an average composite score of 4.0 on these contracts, reflecting our strong commitment to the Department. This is in addition to numerous tasks completed as a subconsultant under other PB contracts. For this contract we have partnered with CHA Consulting (CHA), CTS Engineering (CTS), VIA Engineering (VIA), EXP, Eland Engineering (ELA), Chrome Engineering (CHE), Kittelson & Associates (K&A), and Infinite Source Communications (ISC). The table below lists our proposed key personnel, including three internal TRACE task leaders, and three Subconsultant leads.

Key Personnel (Company) 3.1

4.1 .1

7.1

7.2

7.3

PI

O

Le ad

Yr s.

Ex

p. %

Av ail

Favio Laverde, PE (TRACE) ▪ ▪ ▪ ▪ ▪ 24 90 Frank Panellas, PE (TRACE) ▪ ▪ ▪ ▪ 26 65 Diego Espitia, PE (TRACE) ▪ ▪ ▪ ▪ 15 80 Fernando Amado, PE (TRACE) ▪ ▪ ▪ ▪ 20 80 Carlos Verson, PE (TRACE) ▪ ▪ ▪ ▪ 20 85 Brent Lee Shue Ling, PE (CTS) ▪ ▪ ▪ ▪ ▪ 19 70 Steve Hughes, PE (CTS) ▪ ▪ ▪ ▪ 24 60 Alejandro Leon, PE (CHA) ▪ ▪ ▪ ▪ ▪ 17 60 Eric Lindstrom, PE (CHA) ▪ ▪ ▪ 23 60 Carlos Mazorra, PE (VIA) ▪ ▪ ▪ ▪ 35 75 Walna Calixte (ISC) ▪ 21 70 Rossi Gaudio, PE (ELA) ▪ 18 75 Benazir Portal, PE (K&A) ▪ ▪ 13 50 Oscar Cruz, PE (CHE) ▪ 24 70

Our structure ensures redundancy in all the work groups and provides for six teams with prior experience delivering PB projects for District 4. We have also successfully collaborated on other TWO-driven contracts and provide full geographic coverage across all five counties. We are fully prepared and committed to supporting the District in achieving the goals of this important contract.

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

Consultant Name Project Advertised Major & Minor Work Types

3.1 4.1.1 7.1 7.2 7.3 DBE SB UU

Prime TRACE Consultants, Inc.

Su bc on su lta nt s

CHA Consulting, Inc.

CTS Engineering, Inc.

VIA Engineering Group, Inc.

EXP US Services, Inc.

Eland Engineering, LLC Kittelson & Associates, Inc.

Infinite Source Communications Group, LLC Chrome Engineering, Inc.

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

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

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

STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION

PROFESSIONAL SERVICES - RFP

June 23, 2025 shughes@ctseinc.com pfuschetto@drmp.com flaverde@traceci.com

Re: Request for Proposal - 26414 - Traffic Operations Minor Design Continuing Services Contract

Dear Consultant:

I am pleased to advise you that your firm has been shortlisted for the 26414 - Traffic Operations Minor Design Continuing Services Contract. To enable the Department to complete the evaluation of your firm, you are requested to prepare resumes, an organization chart or staffing chart, and to participate in an interview with the technical review committee. The resumes and organization chart or staffing chart must be prepared in accordance with the enclosed information, which includes a scope of services. Resumes, required forms, and organization chart or staffing chart shall be e-mailed to `@dot.state.fl.us. All documents are due by 3:00 PM, July 7, 2025.

The interviews are scheduled for July 8, 2025 in District Office Conference Room 1 at the D4 Headquarters.

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

Sincerely, Jane Gaston, Contract Analyst II Procurement Office

Attachments CC: Mariano Amicarelli, P.E.

PF415JG

Jane Gaston

Request For Proposals

For 26414 - Traffic Operations Minor Design Continuing Services Contract

1. Purpose:

2. Scope of Consultant Services:

3. Length of Consultant Services:

4. Contract Restrictions & Proposed Method of Compensation:

5. Staffing Requirements:

6. Scope of Services Meeting:

7. Deadline for Questions:

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

9. Consultant Interviews:

10. Consultant Selection:

11. Contract Negotiations:

12. Schedule:

Attachment A – Scope of Services

Attachment B – Standard Professional Services Agreement Terms

Attachment C – Interview Evaluation Form

Attachment D – Required Certifications

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

Request For Proposals

1. Purpose:

The Florida Department of Transportation requires professional services for the project known as 26414 - Traffic Operations Minor Design Continuing Services Contract.

Additional information is necessary to complete the evaluation of each shortlisted consultant’s ability to provide the desired services. As a result, each shortlisted consultant is requested to provide resumes, organization chart or staffing chart, required certification, forms, and to participate in an interview to discuss qualifications for the project.

Shortlisted Consultants:

CTS Engineering, Inc.

DRMP, Inc.

TRACE Consultants, Inc.

2. Scope of Consultant Services:

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

3. Length of Consultant Services:

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

4. Contract Restrictions & Proposed Method of Compensation:

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

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

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

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

Requested computer services will be considered during the contract negotiations.

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

Subconsultants with fees less than $500,000, and/or performing specialty services

(non-standard types of work), a self-certified overhead statement may be accepted. These overhead statements must be sent to Central Office for review and approval.

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

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

When universities or colleges are needed to perform services, the Department’s Project Manager shall procure such services by means of either a University http://www.fdot.gov/procurement/pdf/Rule%2014-75.pdf

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 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 public entity in excess of the threshold amount provided in s. 287.017 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:

Jane Gaston, Procurement Office, MS Florida Department of Transportation, , Phone: 954-777-4620, E-mail address: d4.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 July 3, 2025.

There is no deadline for contract or administrative questions.

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

Please note that there is no requirement for submittal of technical proposals.

The firms being considered for this project are required to electronically submit resumes, organization chart or staffing chart, required certification, and forms. Resumes must be no longer than 2 pages per resume per person. The organization chart or staffing chart is limited to a one page chart which can be either 8 ½” x 11” or 11” x 17”, at the discretion of the Consultant. Font size of 11, with ½ inch margins are recommended for clarity, but not required for Consultant submittals. The Consultant firm may elect to submit an organization chart OR staffing chart, not both. Examples of acceptable and unacceptable content for organization charts, staffing charts, staff hour estimate charts, and a link to the Construction Training and Qualification Program (CTQP) system can be found at this link. Organization, staffing, or staff hour estimate charts containing extra narrative content (not in conformance with examples) will be deemed unacceptable, at the sole discretion of the Procurement Office, and will not be passed on to the Technical Review Committee for review and evaluation with the other submittals.

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

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

8.1 Other Information & Required Certifications:

Organization Chart or Staffing Chart and Resumes (including

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

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

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

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

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

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

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

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

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

8.2 Copyrighted Material:

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

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

The resumes, organization chart or staffing chart, required certification, and forms shall be submitted as an attached, single computer file via e-mail. PDF (Adobe Acrobat) is the preferred format, but a Word file is acceptable. Please do not include cover sheets or dividers. The Department has a 20 MB limit on e-mail attachments. The file shall be sent to d4.profserv@dot.state.fl.us. Deadline for FDOT receipt of file is 3:00 PM on July 7, 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. Consultant Interviews:

Consultants under consideration for this project will be interviewed by the Technical Review Committee (TRC) in person, or by video-conference if TRC member(s) are in a district and cannot travel on the date of interviews.

9.1 INTERVIEW REQUIREMENTS: The following guidelines will govern the interviews:

(1) A portion of the prepared Interview questions shall be common to all shortlisted Consultants. The Department may prepare additional questions that are unique for a Consultant based on the Consultant’s Letter of Response, organization/staffing chart, or other information. TRC members may also ask follow-up clarifying questions during the Interview, where time permits.

(2) The Department may pose questions about hypothetical or actual projects, or situational questions, but only during the follow-up Question and Answer portion.

(3) Just prior to the start of the Interview, each Consultant team shall be given the prepared questions to review for five (5) minutes. One copy of the questions shall be provided to each member of the Consultant team. The Consultant may keep the copy of the questions during the Interview. The Consultant may not leave the Interview room to review the questions. The Consultant firm remains in the same room as the TRC and Professional Services Unit (PSU) staff when reviewing the questions. The five minutes for reviewing questions is not considered as part of the Interview.

Discussions by the Consultant team members during the 5 minute review are not part of the Interview process, and are not considered in evaluation of the Consultant.

(4) Introductions of Consultant staff and Department staff are also not counted as part of the Interview time. Interviews are limited to 45 minutes total, inclusive of Consultant opening statement and Questions and Answers (Q&A). Ten (10) minutes will be allowed after the Interview for follow-up questions pertaining to the Consultant’s responses and Consultant closing statement (closing statement is optional and only if time permits). PSU shall be timekeeper, and is responsible for ensuring the Consultant firm adheres to the stated time limits. The Interview may conclude early if less time is actually required. Each Consultant firm may make an opening statement of approximately 5 minutes (opening statement is optional). The opening statement shall not be separately timed.

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

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

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

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

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

(9) No visual aides are permitted during the interview.

(10) Consultants may bring in paper notepads or index cards with notes during their interviews, for their own reference and use. The notepads and index cards will not be left behind for the Department, nor shared with the TRC.

(11) Consultants are not permitted to refer to smartphones, tablets, laptops, or other electronic devices during the course of the Interview.

9.2 SCHEDULE OF INTERVIEWS: Interviews are scheduled for July 8, 2025 and will be conducted in District Office Conference Room 1, Florida Department of

Transportation, D4 Headquarters, 3400 W. Commercial Blvd., Fort Lauderdale, FL 33309.

The order of interviews will be established by random drawing.

Firm: Time:

1. TRACE Consultants, Inc. 10:00 AM

2. CTS Engineering, Inc. 11:20 AM

3. DRMP, Inc. 1:30 PM

4.

5.

6.

10. Consultant Selection:

A technical review committee will review the resumes and the organization chart or staffing chart received from the consultant firms being considered for final selection.

Attachment C provides the criteria to be considered by the technical review committee in the evaluation of organization chart or staffing chart, resumes, and interviews.

Evaluations and comments will be provided to the Selection Committee.

The Selection Committee, consisting of Steven C. Braun, P.E. District Secretary; John P.

Krane, P.E. Director of Transportation Development; Paul A. Lampley, P.E. Director of Transportation Operations; and a representative of the Procurement Office, will meet to discuss the capabilities of the consultant firms. At the discretion of the Committee, other persons may be requested to provide information at the meeting.

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

11. Contract Negotiations:

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

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

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

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

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

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

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

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

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

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

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

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

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

12. Schedule:

Date Time Action

July 3, 2025 5:00 PM Cutoff Date for Technical Questions July 7, 2025 3:00 PM Resumes, organization chart or staffing chart, required certification, and forms due (aka Phase II Submittal Deadline)

July 8, 2025 10:00 AM Interviews Begin July 28, 2025 9:30 AM Final Selection

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

Date Time Action August 8, 2025 12:00PM Fee Proposal Due August 26, 2025 Planned end of Negotiation Date

(Negotiation conclusion date) September 26, 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

May 19, 2025

EXHIBIT A

SCOPE OF SERVICES

FOR

Financial Project ID: 441863-2-32-01

FDOT District 4

Broward, Palm Beach, Martin, St. Lucie and Indian River

Stage 1 Scope Page A-2 FPID: 441863-2-32-01

Table of Contents

1 PURPOSE

2 PROJECT DESCRIPTION

3 PROJECT COMMON AND PROJECT GENERAL TASKS

4 ROADWAY ANALYSIS

5 ROADWAY PLANS

6a DRAINAGE ANALYSIS

6b DRAINAGE PLANS

7 UTILITIES

8 ENVIRONMENTAL PERMITS and ENVIRONMENTAL CLEARANCES

9 STRUCTURES - SUMMARY AND MISCELLANEOUS TASKS AND DRAWINGS

10 STRUCTURES - BRIDGE DEVELOPMENT REPORT (N/A)

11 STRUCTURES - TEMPORARY BRIDGE (N/A)

12 STRUCTURES - SHORT SPAN CONCRETE BRIDGE (N/A)

13 STRUCTURES - MEDIUM SPAN CONCRETE BRIDGE (N/A)

14 STRUCTURES - STRUCTURAL STEEL BRIDGE (N/A)

15 STRUCTURES - SEGMENTAL CONCRETE BRIDGE (N/A)

16 STRUCTURES - MOVABLE SPAN (N/A)

17 STRUCTURES - RETAINING WALLS (N/A)

18 STRUCTURES - MISCELLANEOUS

19 SIGNING AND PAVEMENT MARKING ANALYSIS

20 SIGNING AND PAVEMENT MARKING PLANS

21 SIGNALIZATION ANALYSIS

22 SIGNALIZATION PLANS

23 LIGHTING ANALYSIS

24 LIGHTING PLANS

25 LANDSCAPE ANALYSIS (N/A)

26 LANDSCAPE PLANS (N/A)

27 SURVEY (N/A)

28 PHOTOGRAMMETRY (N/A)

29 MAPPING (N/A)

30 TERRESTRIAL MOBILE LiDAR (N/A)

Stage 1 Scope Page A-3 FPID: 441863-2-32-01

31 ARCHITECTURE DEVELOPMENT (N/A)

32 NOISE BARRIERS IMPACT DESIGN ASSESSMENT IN THE DESIGN PHASE (N/A) . 53

33 INTELLIGENT TRANSPORTATION SYSTEMS ANALYSIS (N/A)

34 INTELLIGENT TRANSPORTATION SYSTEMS PLANS (N/A)

35 GEOTECHNICAL (N/A)

36 3D MODELING (N/A)

37 PROJECT REQUIREMENTS

38 INVOICING LIMITS

Stage 1 Scope Page A-4 FPID: 441863-2-32-01

SCOPE OF SERVICES FOR CONSULTING ENGINEERING SERVICES

HIGHWAY AND BRIDGE/STRUCTURAL DESIGN

This Exhibit forms an integral part of the agreement between the State of Florida Department of Transportation (hereinafter referred to as the DEPARTMENT or FDOT) and [Consultant Name or leave blank until CONSULTANT is selected] (hereinafter referred to as the CONSULTANT) relative to the transportation facility described as follows:

Financial Project ID: 441863-2-32-01

Related Financial Project ID(s): [Related FM Numbers]

Federal Aid Project No.:

Roadway: Not Available.

Project Description: TRAFFIC OPERATIONS MINOR DESIGN CONTINUING

SERVICES CONTRACT

Bridge No(s).: N/A

Railroad Crossing No.: N/A

Context Classification:

List applicable classification(s)

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 the design and preparation of a complete set of construction contract documents and incidental engineering…