REQUEST FOR PROFESSIONAL SERVICES (“RPS”) – PART I

RPS Part I Rev. 02/10/25 Page 1 of 6

RPS #: 262914AMS

RPS TITLE: Physical Map Revision for Little Sarasota Bay, Lemon Bay, and Phillippi

Creek Watersheds

PURPOSE

In accordance with Section 287.055, Florida Statutes, Sarasota County, a political subdivision of the State of Florida, will receive proposals on the date indicated in OpenGov Procurement (OpenGov), the County’s electronic procurement portal for the purpose of selecting a qualified Proposer to complete FEMA updates for the Little Sarasota Bay, Lemon Bay, and Phillippi Creek watersheds. Proposers are required to comply with Part II, Scope of Services.

OpenGov is located at https://procurement.opengov.com/portal/scgov

PROPOSER

2.1 For the purposes of this RPS, the term “Proposer” is defined as the legal entity submitting a proposal.

2.2 Proposers intending to submit a bid as a joint venture with another company must provide documentation attesting to the formation of that joint venture with their submittal. For purposes of this solicitation, all vendors who make up the joint venture will be considered together as the Proposer.

QUALIFICATIONS

3.1 The Proposer must be a business organization registered with the Florida Department of Business & Professional Regulation (DBPR) to provide engineering services in the State of Florida at the time of submittal.

3.2 At least one key personnel listed in the Proposal must be a registered Professional Engineer (PE) licensed by the Florida Board of Engineers at the time of submittal.

3.3 Proposals should demonstrate experience providing Federal Emergency Management Agency (FEMA) related mapping and floodplain modeling services.

3.4 Preferred Qualifications

3.4.1 Demonstrated experience designing flood protection projects.

3.4.2 Demonstrated experience providing hydrological modeling and hydraulic modeling.

https://procurement.opengov.com/portal/scgov

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3.4.3 Demonstrated experience with the following software: StormWise and Geographic Information System (GIS).

3.4.4 Demonstrated experience with submitting an MT-2 application to FEMA for a Physical Map Revision (PMR).

MEETINGS & SCHEDULE

An anticipated schedule is provided in the Timeline posted in OpenGov. All meetings will take place at the time, date, and location specified in the solicitation Timeline. Short-listed Proposers should be prepared to attend presentations and/or interviews either in Sarasota, Florida or virtually, at the County’s discretion.

SUBMITTAL INSTRUCTIONS

Refer to the Submittal Instructions section in OpenGov for instructions on how to submit a proposal. Proposers are advised to review the General Terms and Conditions of Solicitations which are available in OpenGov.

VENDOR QUESTIONNAIRE

6.1 All proposers must complete the required forms and information included in the Vendor Questionnaire section of OpenGov. Completed forms and other requested documents must be uploaded with proposer’s submittal in OpenGov. Proposers who fail to complete and upload required forms and documents or fail to provide responses to questions in the Vendor Questionnaire section of OpenGov may be found non-responsive.

6.2 Grant Documents

6.2.1 This project includes Southwest Florida Water Management District (SWFMD) grant funding. All applicable grant documents will be included in OpenGov. Grant documents that require Proposer’s signature will be available in the Vendor Questionnaire section.

WRITTEN PROPOSALS

The information requested in each section below will be used by the evaluation committee to evaluate and score written proposals. All proposal documents must be submitted in the Vendor Questionnaire section in OpenGov in the format requested.

7.1 Ability of Professional Personnel

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7.1.1 Single page letter of interest summarizing Proposer’s

qualifications.

7.1.2 Required and preferred licenses and certifications.

7.1.3 Resumes of key personnel, including subconsultants, demonstrating individual qualifications and experience.

7.2 Proposer’s Past Performance & Experience

7.2.1 Complete the Summary of Professional Experience &

Capabilities Form in the Vendor Questionnaire section of OpenGov). Projects submitted should demonstrate the experience of the Proposer, subcontractor(s), and current team members who may have worked for other firms on similar projects and provide detailed information regarding the Proposer’s capabilities, project management techniques, and project controls.

7.3 Approach

7.3.1 Project Approach – Provide a detailed project approach that includes, but is not limited to the following:

a. Project management techniques, controls, program and technologies to be employed to meet project schedule and budget requirements.

b. Assignment of personnel to provide the most efficient service.

c. Where elements of the work will be performed, and who in the organizational chart will oversee performance of the work to provide the most efficient services.

d. Anticipated impacts of the Proposer’s current and projected workload on the project.

e. Detailed information explaining how location of the firm, key personnel and sub-contractors will affect project, including how impact of any physical distance will be mitigated through the use of technology, processes or other means.

7.3.2 Workload

Complete the Current & Projected Workload Form (in the Vendor Questionnaire section of OpenGov) to identify active and awarded projects.

RPS Part I Rev. 02/10/25 Page 4 of 6

7.3.3 Organization

a. Provide an organizational chart delineating personnel assigned to the project (including subconsultants).

b. Provide an organizational chart showing the corporate management structure of the Proposer.

7.3.4 Schedule/Timeline

Provide a graphical representation of the proposed project schedule/timeline indicating major milestones and deliverables.

SELECTION PROCESS

8.1 Written Proposals

8.1.1 All timely responses meeting the criteria set forth in this RPS will be considered by the County.

8.1.2 Written proposals will be evaluated and scored by the

Professional Services Review Committee (PSRC) using the evaluation criteria in the Evaluation Criteria section of OpenGov.

8.1.3 When evaluating written proposals, the PSRC will use the scale below to score each criterion. Only whole numbers are to be used when scoring. Scores will be given weight as indicated in the evaluation criteria in OpenGov.

Score Description

5 Excellent

4 Very Good

3 Good

2 Satisfactory

1 Unsatisfactory

0 N/A

8.2 Presentations

The PSRC will conduct discussions with, and may require public presentations by, no fewer than the three (3) highest scoring Proposer

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8.3 Ranking

Following discussions or presentations, the PSRC will rank the short-listed Proposers. When ranking short-listed Proposers, the PSRC will consider information contained in the written proposals, clarifications (if any), and information provided during discussions or presentations.

Ranking shall be determined without regard to the score established as a result of the evaluation of written proposals.

8.4 Recommendation of Award

The Proposer ranked first by the PSRC will be recommended for award.

AWARD

9.1 It is the intent of the County to award a contract to the Proposer(s) who, in the sole opinion of the County, is most qualified to perform the scope of services required.

9.2 In the event of a tie the tie-breaking procedures identified in the Sarasota County Procurement Manual will apply.

9.3 Local preference as defined in the Procurement Code section 2-215 is not applicable to this solicitation.

9.4 Contract

A draft of the contract that the successful Proposer(s) will be expected to sign (a CCNA Specific Project Agreement) is posted on the Procurement website, shown below. The County may, in its sole discretion, select a different contract type or make revisions to the one referenced above following the recommended award of this solicitation.

https://www.scgov.net/government/procurement/contract-templates

CONFLICT OF INTEREST

10.1 Any Proposer who has drafted any portion of a scope of work or specifications for a project, or any entity which provides material assistance to such Proposer in such work, shall be ineligible to compete for the contract for design or construction of that project.

10.2 Selected Proposers, either directly or through an affiliate, may not have a business relationship with any entity to perform work related to a work assignment issued under any resulting contract

CHANGES IN PROJECT TEAM

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11.1 A change in the project team of a Proposer after the submission of a proposal could result in reconsideration of the scoring of applicable evaluation criteria, at the sole discretion of the County.

11.2 Any changes in the Proposer’s Key Personnel must be brought to the attention of Procurement as soon as possible after the change is made.

The changes, the reasons for the changes, and resumes for the individuals being substituted for an original project team member, must be submitted to the Procurement Analyst identified in the Solicitation Summary prior to the scheduled evaluation committee meeting.

11.3 Decreases in scoring may result from the reconsideration of changes in the project team of a Proposer. No increases in scoring will result from the reconsideration of changes in the project team of a Proposer.

11.4 After recommendation of award, the successful Proposer shall not be allowed to substitute project team members named in this proposal without the prior written permission of the County. Substitution may, in the sole opinion of the County, be grounds for cancellation of a recommended award, or termination of agreement.

REUSE OF EXISTING PLANS

12.1 The plans on this project are subject to reuse in accordance with Section

287.055 (10), Florida Statutes.

(End of Part I)

PART II

SCOPE OF SERVICES

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1 Purpose and Background

The Project is a cooperative funding project to complete Federal Emergency Management Agency (FEMA) updates for the Phillippi Creek, Little Sarasota Bay, and Lemon Bay watersheds in Sarasota County. The project will update the floodplain models to FEMA standards, include new developments, prepare and submit the FEMA MT-2 application including models, draft new floodplain maps and draft new Flood Insurance Rate Maps (FIRM) map panels. Revised flood hazard information will be submitted to FEMA for these three watersheds. These elements are defined as Project Tasks listed below. Project Tasks are to be accomplished according to the Project Schedule and Project Budget table listed below. All work shall be consistent with the latest Southwest Florida Water Management District (SWFWMD) Watershed Management Program Guidelines and Specifications available at:

https://watermatters.sharefile.com/share/view/sfd5a772eaa9e4af8b35a002306 3abd0c/fof60e06-4711-4816-a40d-c10a9346a506, as well as the Community Rating System (CRS) requirements for watershed management plans in Activity 450, https://crsresources.org/manual/. Work shall be consistent with the grant contract, and deliverables will be reviewed by both Sarasota County and SWFWMD staff.

The Little Sarasota Bay, Lemon Bay, and Phillippi Creek Watersheds were updated to be consistent with the 2007 Digital Elevation Model (DEM) in 2014. These models, with their respective floodplain delineations were submitted and approved by FEMA as support for the current FEMA effective floodplain maps. A more up to date DEM has been made available, and several developments have been built within the subject watersheds.

2 PROJECT TASKS

2.1 PROJECT DEVELOPMENT

2.1.1 Data Collection and Initial Evaluation

2.1.2 Draft Project Plan

2.1.3 Kick-off Meeting

2.1.4 Final Project Plan

2.1.5 Project Meetings and Coordination

2.2 DATA COLLECTION AND TERRAIN MODEL

2.2.1 Assembly and Evaluation of Watershed Data

2.2.1.1 Areas of Development

2.2.1.2 Initial GIS Processing

2.2.1.3 Topographic Voids

2.2.1.4 Historical Water Levels

2.2.1.5 Generate new feature data and updated project Digital

Terrain Model (DTM) https://watermatters.sharefile.com/share/view/sfd5a772eaa9e4af8b35a0023063abd0c/fof60e06-4711-4816-a40d-c10a9346a506 https://watermatters.sharefile.com/share/view/sfd5a772eaa9e4af8b35a0023063abd0c/fof60e06-4711-4816-a40d-c10a9346a506 https://crsresources.org/manual/

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2.2.1.6 Task Memorandum

2.2.1.7 Pre-Submittal Meeting

2.2.1.8 Quality Assurance and Quality Control (QA/QC)

2.2.1.9 District Review and Approval

2.3 UPDATE STORMWISE MODELS

2.3.1 Watershed Model Parameterization

2.3.1.1 Acquisition of Additional Model Parameters

2.3.1.2 Field Work and Survey

2.3.1.3 Development of Model Specific Geodatabase

2.3.1.4 Model Setup, Debug, and Stabilization

2.3.1.5 Pre-Submittal Meeting

2.3.1.6 District Review and Approval

2.3.2 Watershed Model Development and Floodplain Delineation

2.3.4.1 Model Calibration and Verification

2.3.4.2 Model Validation

2.3.4.3 Design Storm Simulations (10, 25, 50, 100 and 500-yr 24 hour)

2.3.4.4 Multi-Day Event Simulations and Rainfall Justification to

Project Floodplain

2.3.4.5 Floodplain Delineation per FEMA Standards

2.3.4.6 Update Existing Floodways for FEMA Submission

2.3.4.7 Floodplain Justification Report

2.3.4.8 Pre-Submittal Meeting

2.3.4.9 District Review and Approval

2.3.3 Final Approved Floodplain Analysis Deliverables

2.3.3.1 Revised Deliverables

2.3.3.2 Pre-Submittal Meeting

2.3.3.3 Quality Assurance and Quality Control (QA/QC)

2.3.3.4 District Review and Approval

2.4 SUBMIT FEMA APPLICATION

2.4.1 FEMA Coordination and Pre-submittal Conference

2.4.2 FEMA Submission

2.4.3 Development of Digital Flood Insurance Rate Maps

2.4.4 Additional Coordination with Watersheds/Neighboring Communities

2.4.5 Public Meetings

2.4.6 Compile Public Comments into a Geodatabase

2.4.7 Quality Assurance and Quality Control (QA/QC)

3 DELIVERABLES

The following deliverables are required in the specific Project Tasks from above:

3.1 Project Development & Kickoff Meeting

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3.1.1 Kickoff Meeting Agenda

3.1.2 Kickoff Meeting Minutes

3.1.3 Monthly progress emails

3.1.4 Draft Project Plan

3.1.5 Final Project Plan

3.1.6 Project Schedule

3.2 Data Collection and Terrain Model

3.2.1 Updated Digital Elevation Model (DEM) Development and Topovoid Memo

3.2.2 Draft Task Memorandum

3.2.3 Final Task Memorandum

3.2.4 Responses to Comments Geodatabase

3.2.5 Updated Project DEM

3.2.6 Updated Project Plan

3.2.7 Geographic Water Information System (GWIS) Geodatabase

3.2.8 Environmental Resource Permit (ERP) plans to be incorporated

3.2.9 Project Specific QA/QC Document

3.3 Update Stormwise Model

3.3.1 Task Memorandum, New Development, Model Updates and

Simulations

3.3.2 Model Results and Report, including Input Parameters

3.3.3 Floodplain and Floodway Delineation

3.3.4 Documentation for FEMA Submission

3.3.5 Memorandum Documenting Floodplain Development

3.3.6 Project Specific QA/QC Document

3.4 Submit FEMA Application

3.4.1 Meeting Minutes from Pre-Submittal Conference With FEMA

3.4.2 Complete MT-2 Application for the Watershed

3.4.3 Obtain 316-Physical Map Revision (PMR) Letter from FEMA

3.4.4 Agenda, Attendance Records and Minutes from Public Meetings

3.4.5 Public Comment Database

3.4.6 Draft FEMA Submittal

3.4.7 Final FEMA Submittal

3.4.8 Project Specific QA/QC Document

4 DELIVERABLES FOR DISTRICT COMMENTS

4.1 Draft and Final Project Plan

4.2 Project Schedule

4.3 Task Memorandums for Each Phase

4.4 Updated Digital Elevation Models

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4.5 Project Specific QA/QC Document

4.6 Updated Stormwise Model and Associated Data

4.7 Floodplain Analysis and Delineation

4.8 Floodway Analysis and Delineation

4.9 Draft and Final FEMA Submissions

(End of Part II)

PART III – INSURANCE REQUIREMENTS

Insurance Template Adopted 04/19/19 Page 1 of 2

CONTRACTOR’S INSURANCE

Contractor shall, on a primary basis and at its sole expense, maintain in full force and effect, at all times during the life of this Contract, insurance coverage (including endorsements) and limits as described herein. These requirements, as well as the County’s review or acceptance of insurance maintained by Contractor, are not intended to and shall not in any manner limit or qualify the liabilities or obligations assumed by Contractor under this Contract.

Insurance requirements itemized in this Contract and required of the Contractor shall extend to all subcontractors to cover their operations performed under this Contract.

The Contractor shall be responsible for any modifications, deviations, or omissions in these insurance requirements as they apply to subcontractors.

Insurance carriers providing coverage required herein must be licensed to conduct business in the State of Florida and must possess a current A.M. Best’s Financial Strength Rating of A- Class VII or better.

Each insurance policy required by this Contract shall apply separately to each insured against whom claim is made and suit is brought, except with respect to limits of the insurer’s liability.

The Contractor shall be solely responsible for payment of all premiums for insurance contributing to the satisfaction of this Contract and shall be solely responsible for the payment of all deductibles and retentions to which such policies are subject.

Contractor shall furnish Certificates of Insurance to the County Administrative Agent evidencing the types and amounts of coverage, including endorsements, required by this Contract prior to commencement of work and prior to expiration of the insurance contract, when applicable. Such Certificate(s) of Insurance shall, to the extent allowable by the insurer, include a minimum thirty (30) day notice of cancellation (10 days for non-payment of premium) or non-renewal of coverage. Notwithstanding these notification requirements, the Contractor will be required to provide County with 5-day prior written notice of any policy cancellation or non-renewal.

The County reserves the right to review, modify, reject, or accept any required policies of insurance, including limits, coverage, or endorsements, herein from time to time throughout the term of this Contract. County reserves the right, but not the obligation, to review and reject any insurer providing coverage due to its poor financial condition or failure to operate legally.

A. WORKERS’ COMPENSATION: Contractor agrees to maintain Workers’ Compensation insurance in accordance with Florida Statutes, Chapter 440.

Employers Liability to be included with a minimum limit of $500,000 per accident/per disease/per employee. If work is to be performed over or adjacent to navigable water and involves maritime exposure, applicable LHWCA, Jones Act, or other maritime law coverage shall be included.

PART III – INSURANCE REQUIREMENTS

Insurance Template Adopted 04/19/19 Page 2 of 2

In the event the Contractor has “leased” employees, the Contractor or the employee leasing company must provide evidence of a Workers’ Compensation policy for all personnel on the worksite.

Contractors who are exempt from Florida’s Workers’ Compensation law must provide proof of such exemption issued by the Florida Department of Financial Services, Bureau of Workers’ Compensation.

B. BUSINESS AUTOMOBILE LIABILITY: Contractor agrees to maintain Business Automobile Liability insurance with limits not less than $1,000,000 combined single limit for each accident covering all Owned, Non-Owned & Hired automobiles used in the performance of this contract. In the event Contractor does not own automobiles, Contractor agrees to maintain coverage for Hired & Non-Owned Auto Liability, which may be satisfied by way of endorsement to the Commercial General Liability policy or separate Business Auto Liability policy.

C. COMMERCIAL GENERAL LIABILITY: Contractor shall maintain Commercial General Liability per ISO form CG0001 or its equivalent, including but not limited to coverage for premises and operations, personal injury, products & completed operations, liability assumed under an insured contract, and independent contractors with limits of not less than $500,000.00 each occurrence, $1,000,000.00 aggregate covering all work performed under this Contract.

Contractor agrees to endorse Sarasota County Government as an additional insured on the Commercial General Liability coverage.

D. PROFESSIONAL LIABILITY: Contractor shall maintain Professional Liability, or equivalent Errors & Omissions Liability, with limits not less than $1,000,000.00 per claim/occurrence for professional services rendered under this Contract. If coverage is written on a claims-made basis: a. Any retroactive date shall precede the effective date of this Contract; b. Contractor shall provide certificates of insurance evidencing the required coverage for a period of two years after final payment under this Contract is made, or provide evidence showing Contractor has obtained a two-year extended reporting period endorsement.

PART III Insurance Template DRAFT