RFP-604396-22_LNF_-_Term_Contract_for_Pavement_Management_Data_Collection_Services_-_Solicitation.pdf

UPLOAD BIDS ONLINE TO:

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

REQUEST FOR

PROPOSALS (RFP)

And Proposer Acknowledgment

Contact: Leticia Figueroa

Senior Procurement Analyst 407-665-7119 - Phone 407-665-7956 - Fax lfigueroa@seminolecountyfl.gov

RFP-604396-22/LNF

Term Contract for Pavement Management Data Collection

Services

Bid Due Date and Time: September 7, 2022 at 2:00 PM (Eastern Time)

Public Opening: Zoom at www.zoom.us , Meeting ID: 865 8422 2565, Pass Code: 520343

Proposer Name: Federal Employer ID Number:

Mailing Address:

If returning as a "No Submittal", state reason (if so, return only this page):

City, State, Zip:

Type of Entity (Circle one): Corporation

Partnership Proprietorship Joint Venture

Incorporated in the State of: ______________

List of Principals: _______________________

The undersigned Proposer hereby acknowledges receipt of Addenda

Numbers______ through______:

Authorized Signature (Manual) Date

Email Address: Typed Name:

Telephone Number: Title:

Fax Number: Date:

THIS FORM MUST BE COMPLETED AND RETURNED WITH WRITTEN PROPOSAL

The Proposer is expected to completely analyze the information contained in this Request for Proposals (RFP) as guidance for the preparation of their written proposal. The Proposer’s written proposal should be specific, detailed, and complete in order to clearly and fully demonstrate the Proposer’s understanding of the proposed work requirements, and it should include a logical plan to accomplish the task(s) under the proposed scope of work.

RFP-604396-22/LNF - Pavement Management Data Collection Services https://procurement.opengov.com/portal/seminolefl mailto:lfigueroa@seminolecountyfl.gov http://www.zoom.us/

Part 1

SCOPE OF SERVICES

PAVEMENT MANAGEMENT DATA COLLECTION SERVICES

Seminole County Public Works seeks a firm with proven prior experience to develop a comprehensive asset inventory. The firm selected will have capable personnel available to begin work on the following tasks and associated timeline.

Pavement Management Data Collection

Seminole County Public Works seeks a firm with proven prior experience to develop and maintain a comprehensive pavement inventory and related assets. Seminole County requires a competent Contractor to provide road surface testing (RST) for an updated survey of the surface and structural condition of approximately 840 centerline miles (approximately 1,855 lane miles) of the County’s maintained roadways.

Located within the five (5) political County Commission Districts, each street is inspected once on a 3-year cycle (see Anticipated Annual Inspection Data Collection Cycle Table below). All collection of field data, testing, and measurements will be image-based and performed using the PCI method in accordance with current ASTM Standard Practice D-6433.

The Consultant shall complete the following project work tasks as defined, including acceptance by the County of deliverables, within a maximum period of nine (9) months. The major tasks to be performed are detailed below.

Task A: Data Development Manual

Prior to beginning work, the Consultant shall meet with appropriate County representatives to discuss all issues concerning data collection and delivery. A Data Development Manual shall be prepared to ensure deliverables meet County expectations. This document will be used as the standard for field data collection and data processing. The County will also provide the Consultant with a Features Attribute Specifications document that specifies the assets to be reported, along with the attributes to be collected for each asset.

The manual must include requirements for the data to be in a form that will allow seamless integration with the County’s pavement management software system and GIS.

Acceptance criteria:

• Consultant provides internal QA/QC documentation

• Review and concurrence by County

Task B: Delivery Collection

In addition to the collection of raw data to calculate the PCI numbers. Minimum requirements are as follows:

1. All customized collection forms shall be based upon the current data collection sheets or standard practice to be used by the County Transportation and/or Consultant staff.

2. All collection of field data, testing, and measurements will be image-based and performed using the PCI method in accordance with current ASTM Standard Practice D-6433.

3. The minimum surface area to be inspected shall be not less than 20% of the roadway/segment surface. Roadway segments shall have maximum distance not to exceed 2000 ft.

4. Inspections shall be made in both directions for 2 lane roadways and along the outside lane for

4 lane or greater divided roadways.

RFP-604396-22/LNF - Pavement Management Data Collection Services

5. Utilize and update the County’s GIS Pavement Management Plan SDE feature class with current conditions. This will be updated from and linked to the related GIS Street Centerline feature class.

6. All GIS related data shall be compatible with County’s current version of ESRI’s ArcGIS software (file Geodatabase) and linked to the pavement testing results in PAVER

7. All GIS data and images files shall be georeferenced and shall refer to State Plane coordinates, Florida East zone, NAD83 in feet.

8. Conduct an automated pavement surface condition survey to provide accurate, objective and continuous information of current pavement conditions. Condition measurement and rating shall include dimensions, geometry, rut depth, cracking and texture for all paved roads accordance with current ASTM Standard Practice D-6433

9. Assure all field data collected is processed and configured for input to the County's pavement management software program. Data must be in a format required and compatible with the

PAVER software.

10. Index of continuous forward orientated roadway imagery as a deliverable from the RST surface condition survey. The Digital images for viewing on computers to be captured at intervals determined by County staff are not to exceed 50 foot intervals. These will provide a point-in-time reference of the County's road network and a source for digital images to be viewed within both PAVER and within the ArcGIS environment.

11. All point and linear features shall have sub meter accuracy.

12. All point features shall be delivered with X, Y, Z location, digital image, route, feature type and attribute data.

13. All linear features shall be delivered with from / to milepost values, route, survey, digital image, feature type and attribute data.

14. Metadata shall be created during field data collection, and shall specify collection date, operator, Road name, lD, feature type and attributes according to County specifications

Acceptance criteria:

• Consultant provides internal QA/QC documentation

• Review and concurrence by County

Task C: Data Delivery

Deliverables shall include:

1. A PAVER database update with all the current pavement condition observations and related image files to PAVER.

2. An update to the County’s GIS Pavement Management Plan SDE feature class including appending new segments / modifying or removing old segments, updates to PCI scores and inspection dates.

3. A GIS feature class (point file) for the field collected image data.

4. All image data georeferenced and linked for use in both PAVER and ArcGIS.

5. Portable hard drive (or other approved device / method) containing the PAVER, ArcGIS and all image data.

The County will have sixty (60) days to perform a quality check of the data (random sampling of the data will be performed to ensure quality and accuracy of the deliverables).

Optional Services:

The selected firm must be capable of providing the optional services related to Transportation Infrastructure Asset Mapping and attribute data collection compatible with the County’s GIS systems and current Asset/Work Management (ESRI’s ArcGIS and MaintStar). Optional services may include:

1. Mobile mapping services and data collection of other transportation related features or additional datasets and/or imagery in addition to the pavement management survey.

2. Non-destructive structural (Dynaflect) testing with intervals established during the roadway surface survey.

3. Data conversion or data migration of historical pavement information collected in previous contracts (IMS) and statistical adjustment, if necessary, to be used in PAVER software.

4. Additional software training including update training and training.

5. Additional road surface testing along divided multi-lane roadways (i.e. 6 lane arterial)

Estimate (Quote & Schedule):

Consultant shall compile a quote for the pavement data collection as per table below. All areas assigned in Year 1 must be collected on this first round of asset collection. A request for Year 2 and Year 3 data collection will be addressed on a reoccurring annual basis for future years. Approximately one third (1/3) of the system will be inspected annually.

Anticipated Annual Inspection / Data Collection Cycle (with approximate mileage):

Year 1

Lane Miles Year 2

Lane Miles Year 3

Lane Miles

Arterial & Collector 585

District 1 Local Roads 281

District 2 Local Roads 218

District 3 Local Roads 349

District 4 Local Roads 230

District 5 Local Roads 192

TOTAL 803 511 541

The estimate shall be in a format that includes positions titles and equipment with hourly rates for regular and additional office work and miscellaneous potential authorizations listed in the optional services and compensation will only be actual miles driven. For the purposes of this agreement, the roadway inspection and data collection fees will be based upon “per lane mile” basis and include inspections, data collection and images in 2 directions along each road and along the outside lane for multi-lane divided roadways.

Project Schedule Within ten (10) days after "Release Order", the Consultant shall provide an updated project schedule for data collection.

Key Personnel The Consultant's work shall be performed and directed by the key personnel identified by the Consultant during the proposal stage of this project. It is preferred that personnel are familiar with Seminole County's Transportation network. Deviations, if any, shall be subject to written approval by the County.

The County will designate a Project Manager who shall be the representative of the County for the Project.

Progress Meetings and Reports The Consultant shall periodically meet with the County to deliver project information. The Consultant shall also provide written monthly Progress Reports, and other presentation materials, which describe the work performed on each task. Consultant will be responsible for all QA/QC data.

County Responsibilities The County shall provide materials and GIS data needed and is readily available for the Consultant to complete the project, including available maps and list of current GIS attributes. The County will provide the Consultant with an ESRl ArcGIS feature class (geodatabase) for all routes to be inventoried. The County will also provide the Consultant with a Feature Attributes Specifications document that specifies the assets to be reported, along with the attributes to be collected for each asset.

Part 2

INSTRUCTIONS TO PROPOSERS

Section 1 - Contact: All prospective Proposers are hereby instructed not to contact any member of the Seminole County Board of County Commissioners, the County Manager or Deputy Manager, or any Seminole County Staff members other than the noted Purchasing & Contracts Division (herein referred to as ‘PCD’) Contact Person regarding this RFP or their written proposal at any time prior to the posting on the COUNTY’s Website of the recommendation and intent to award by County staff for this project. Any such contact shall be cause for rejection of your proposal. Interpretation of this clause will be solely at the discretion of the County.

Section 2 - Public Closing: Electronic submittals shall be received at PCD in accordance with the instructions in this solicitation documents, unless otherwise revised via posted Addenda.

Persons with disabilities needing assistance to participate in the Public Closing should call the noted PCD Contact Person at least forty-eight (48) hours in advance of the Public Closing at (407) 665-7116. The Public Closing via ZOOM https://zoom.us/ Meeting ID 865 8422 2565 Passcode 520343.

Section 3 - Delays: The COUNTY, at its sole discretion, may delay the scheduled due date and time for submission, if it is to the advantage of the COUNTY to do so. The COUNTY will post all changes in the scheduled due date and time for submission by written addendum posted to the COUNTY’s Website: (https://procurement.opengov.com/portal/seminolefl)

Section 4 – Proposal Submission and Withdrawal: The COUNTY will receive submittals in electronic form (PDF). Proposals received after the scheduled due date and time for submission shall not be considered. The scheduled due date and time for submission will be scrupulously observed. The COUNTY will not be responsible for late uploads of submissions or computer errors or failures in regard to accepting any submittal. The COUNTY cautions all Proposers to not wait until the last minute to upload their submittal. Telephone confirmation of timely receipt of any submittal should be made by calling (407) 665-7116, before the 2:00 deadline.

The Bidder is required to submit ONE (1) ELECTRONIC FORMATTED file of their complete written submittal.

If additional information is received, PCD will serve notice to the Proposer that the additional information will not be considered under this RFP solicitation. Proposers may withdraw their proposals by notifying the COUNTY in writing at any time prior to the scheduled due date and time for submission. Proposers may withdraw their proposals in person or through an authorized representative. Proposers and authorized representatives must disclose their identity, display proper identification and provide a signed receipt for the proposal. Proposals, once opened, become the property of the COUNTY and will not be returned to the Proposer. At its sole discretion, the COUNTY may request additional information should the COUNTY deem it necessary.

Section 5 - Inquiries: All Proposers should carefully examine the RFP documents. Any ambiguities or inconsistencies shall be brought to the attention of PCD Contact Person in writing prior to the scheduled due date and time for submission. Failure to do so, on the part of the Proposer, shall constitute an acceptance by the Proposer of any subsequent decision made by the COUNTY. Any questions concerning the intent, meaning and interpretations of the RFP documents including the attached Draft Agreement, shall be requested in writing, and received by PCD Contact Person no later than ten (10) days prior to the due date. Written requests can be submitted via e-mail: lfigueroa@seminolecountyfl.gov. The COUNTY will not be responsible

RFP-604396-22/LNF - Pavement Management Data Collection Services https://zoom.us/ mailto:lfigueroa@seminolecountyfl.gov for oral instructions made by employees of the COUNTY or its authorized representatives in regard to this RFP.

Section 6 - Addenda: Should revisions to the RFP documents become necessary, the COUNTY will post Addenda information on the COUNTY's Website. All Proposers should check the COUNTY's Website or notify PCD Contact Person to verify information regarding Addenda.

Failure to do so may result in rejection of the Proposer’s submitted proposal and a determination as “Non-Responsive”. By execution of the Formal Notice for this RFP, the Proposer acknowledges receipt of all Addenda issued under this solicitation. Addenda information will be posted on the COUNTY’s Website (https://procurement.opengov.com/portal/seminolefl). It is the sole responsibility of the Proposer to ensure that they obtain information related to any Addenda.

Section 7 - Selection Process and Award: All proposals will be reviewed by personnel as designated by the COUNTY staff in accordance with the qualification/evaluation criteria set forth in the RFP documents. The COUNTY reserves the right to conduct interviews and/or require presentations of any or all Proposers prior to selection. The COUNTY will not be liable for any costs incurred by the Proposer in connection with such presentations. Should oral presentations for this RFP be required by the COUNTY, the qualification/evaluation criteria and weights shall be used to short-list an adequate number of firms. The County will award a contract based on the proposal that bests meets the County's requirements, that would provide the best service to the public, and would provide a high return to the County. The Proposer understands that this RFP does not constitute an agreement or a contract with the Proposer. The COUNTY reserves the right to reject all bids/proposals, make multiple awards (award to more than one vendor), make a partial award, to waive formalities, to re-solicit and advertise for new bids/proposals, or to cancel the project in its entirety.

Section 8 - Proposal Preparation Costs: Neither the COUNTY nor its representatives shall be liable for any expenses incurred in connection with preparation of a response to this RFP.

Proposers should prepare their proposals simply and economically, providing a straightforward and concise description of the Proposer's ability to meet the requirements of this RFP.

Section 9 - Accuracy of Proposal Information: By submission of a proposal, Proposer acknowledges that they have carefully examined the Request for Proposal documents and agrees to furnish the services specified in the solicitation at the prices, rates or discounts as proposed.

Proposers agree that their proposal will remain firm for a period of up to one hundred twenty (120) days in order to allow the County adequate time to evaluate the submittals.

By submission of a proposal, Proposer agrees to abide by all conditions of this proposal and understands that a background investigation may be conducted by the Seminole County Sheriff’s Department prior to award. Proposer certifies that all information contained in their proposal is truthful to the best of their knowledge and belief. Proposer further certifies that they are duly authorized to submit this proposal on behalf of the vendor/Proposer as its act and deed and that the vendor/Proposer is ready, willing and able to perform if selected.

Section 10 - Insurance: A misstatement or omission of a material fact, whether intentional or not, regarding the Proposer's insurance coverage, policies or capabilities may be grounds for rejection of the Proposer’s submitted proposal and rescission of any ensuing Award Agreement.

The COUNTY recommends that all Proposers review the insurance requirements listed within the Draft Agreement with their insurance carriers. A copy of the insurance certificate shall be furnished to the COUNTY prior to the final execution of the COUNTY’s Award Agreement. The COUNTY reserves the right to reject the award to any Proposer that fails to provide the insurance as required within the COUNTY’s Award Agreement.

Section 11 - Licenses: Proposers, both corporate and individual, must be fully licensed and certified for the type of work to be performed in the State of Florida at the time of submittal under this RFP. Failure of the Proposer to be fully licensed and certified, may result in rejection of the

Proposer’s submitted proposal and a determination as “Non-Responsive”. Any permits, licenses, or fees required shall be the responsibility of the Proposer. No separate or additional payment will be made for these costs. Adherence to all applicable code regulations, Federal, State, County, City, etc., is the responsibility of the Proposer.

Section 12 - Posting of the RFP’s Recommendation and Intent to Award: The recommendation and intent to award for this RFP will be posted on the COUNTY’s Website (www.seminolecountyfl.gov/purchasing) prior to submission to the Seminole County Board of County Commissioners for final approval of award. Failure to file a protest with the COUNTY’s Purchasing & Contracts Manager within the time prescribed in the COUNTY's Purchasing Code, Policies and Procedures shall constitute a waiver of proceedings.

Section 13 - Public Records: Upon recommendation and intent to award this RFP as posted to the COUNTY’s website or thirty (30) calendar days after closing, proposals are considered “public records" and shall be subject to the public disclosure regulations consistent with Chapter 119, Florida Statutes. Proposers must invoke the exemptions to disclosure provided by law in their response to the solicitation and must identify the data or other materials to be protected by separate envelope/separate electronic file identified as protected, and must state the reasons why such exclusion from public disclosure is necessary pursuant to the COUNTY’s, “Compliance With Public Records Law” Form, which is required as part of the RFP documents. Ownership of all data, material, and documentation originated and prepared for the County pursuant to the RFP shall belong exclusively to the County and be subject to public inspection in accordance with the Public Records Law. Trade secrets or proprietary information submitted by a Proposer shall not be subject to public disclosure under the Public Records Law; however, the Proposer must invoke the protection of this section prior to or upon submission of the data or other materials, and must identify the data or other materials to be protected and state the reasons why protection is necessary.

Section 14 - Prohibition Against Contingent Fees: It shall be unethical for any person to be retained, or to retain any company or person, other than a bonafide employee working solely for the Proposer to solicit or secure the Award Agreement for this RFP, and that it has not paid or agreed to pay any person, company, corporation, individual or firm, other than a bonafide employee working solely for the Proposer, any fee, commission, percentage, gift, or other consideration contingent upon or resulting from award or making of this Award Agreement. For the breach or violation of this provision, the COUNTY shall have the right to terminate the Award Agreement at its sole discretion, without liability and to deduct from the Award Agreement price, or otherwise recover, the full amount of such fee, commission, percentage, gift, or consideration.

Section 15 - Acceptance/Rejection/Disqualification: The COUNTY reserves the right to accept and make award to those Proposers, who in the opinion of the COUNTY, will be in the best interest of and/or the most advantageous to the COUNTY. The COUNTY reserves the right to reject all bids/proposals, make multiple awards (award to more than one vendor), make a partial award, to re-solicit and advertise for new bids/proposals, or to cancel the project in its entirety. The COUNTY reserves the right to reject the proposal of any Proposer who has previously failed in the proper performance of an award or to deliver on time agreements of a similar nature or who, in the COUNTY's opinion, is not in a position to perform properly under this award. The COUNTY reserves the right to inspect all facilities of Proposers in order to make a determination as to the available resources to perform properly under this award. The COUNTY reserves the right to waive any irregularities, informalities, and technicalities and may, at its discretion, issue a re-procurement. More than one (1) proposal from an individual, firm, partnership, corporation, or association under the same or different names will not be considered. Reasonable grounds for believing that a Proposer is involved in more than one proposal submittal will be cause for rejection of all proposals in which such Proposers are believed to be involved. Any or all proposals will be rejected if there is reason to believe that collusion exists between Proposers. Proposals in which the prices obviously are unbalanced will be subject to rejection.

http://www.seminolecountyfl.gov/purchasing

Section 16 - Purchasing Code: Seminole County Code Chapter 220 (Purchasing Code), Administrative Code Section 3.55 (Purchasing Policy), and County Manager Policies apply to this RFP in their entirety.

Section 17 - Affirmation: By submission of a proposal, the Proposer affirms that their proposal is made without prior understanding, agreement or connection with any corporation, firm, or person submitting a proposal for the same materials, supplies, equipment or services, and is in all respects fair and without collusion or fraud. The Proposer agrees to abide by all conditions of this RFP and the resulting Award Agreement.

Section 18 - Governmental Restrictions: In the event that any governmental restrictions are imposed which would necessitate alteration of the material quality, workmanship or performance of the items offered on this proposal prior to their delivery, it shall be the responsibility of the Proposer to notify the Purchasing and Contracts Division at once, indicating in his/her letter the specific regulation which required an alteration, including any price adjustments occasioned thereby. The County reserves the right to accept such alteration or to cancel the contract or purchase order at no further expense to the County.

Section 19 – Advertising: In submitting a proposal, Proposer agrees not to use the results therefrom as a part of any commercial advertising, without the express written approval of the County Manager’s Office.

Section 20 – Patents and Royalties: Unless otherwise provided, the Proposer shall be solely responsible for obtaining the right to use any patented or copyrighted materials in the performance of the contract resulting from this RFP. The Proposer, without exception, shall indemnify and save harmless the County and its employees from liability of any nature or kind, including cost and expenses for or on account of any copyrighted, patented, or unpatented invention, process, or article manufactured or supplied by the Proposer. In the event of any claim against the County of copyright or patent infringement, the County shall promptly provide written notification to the Proposer. If such a claim is made, the Proposer shall use its best efforts to promptly purchase for the County any infringing products or services or procure a license, at no cost to the County, which will allow continued use of the service or product. If none of the alternatives are reasonably available, the County agrees to return the article on request to the Proposer and receive reimbursement, if any, as may be determined by a court of competent jurisdiction.

Section 21 - Drug-Free Workplace Compliance: Proposer shall comply with Section 287.087, Florida Statutes, and failure to comply shall result in rejection/disqualification of the proposal and all agreements as a result of this solicitation.

Section 22 - Public Entity Crime: Any Person or affiliate, as defined in Section 287.133, Florida Statutes, shall not be allowed to contract with the COUNTY, nor be allowed to enter into a subcontract for Work on this Project, if such a person or affiliate has been convicted of a public entity crime within three (3) years from the date this Project was advertised for Proposal, or if such person or affiliate was listed on the State's convicted vendor list, within three (3) years of the date this Project was advertised, whichever time period is greater. A public entity crime means a violation of any state or federal law with respect to and directly related to the transaction of business with any public entity or agency (federal, state or local), including but not limited to, any contract for the construction or repair of a public building or public work involving antitrust, fraud, theft, bribery, collusion, racketeering, conspiracy, forgery, falsification of records, receiving stolen property or material misrepresentation. Any Agreement with the COUNTY obtained in violation of this Section shall be subject to termination for cause. A sub-contractor who obtains a subcontract in violation of this Section shall be removed from the Project and promptly replaced by a sub-contractor acceptable to the COUNTY.

Section 23 - Proprietary/Restrictive Specifications: Proposers who feel the specifications contained herein are proprietary or restrictive in nature, thus potentially resulting in reduced competition, must notify the Purchasing and Contracts Division of their rejection upon receipt of this Request for Proposals and prior to the due date.

Section 24 - Payment Terms/Discounts: The County’s payment terms are in accordance with Section 218, Part VII, Florida Statutes, Florida Prompt Payment Act. Cash discounts for prompt payment shall not be considered in determining the lowest net cost for evaluation purposes.

Section 25 – Additional Terms and Conditions: Unless expressly accepted by the County, only the terms and conditions in this document and Award Agreement shall apply. Any and all additional terms and conditions shall have no force and effect, and are inapplicable to this proposal if submitted either purposely through intent or design, or inadvertently appearing separately in transmittal letters, specifications, literature, price lists or warranties. It is understood and agreed that the general and/or special conditions in these RFP documents and any Addenda issued under this solicitation are the only conditions applicable to this proposal and the Proposer's authorized signature on the Proposal Response Form attests to this.

Section 26 - Price Redeterminations:

1. During the Renewal Term: Petitions for price redeterminations must be made at the time of County’s notification to the Contractor of the renewal period. Any such petition must be made pursuant to the provisions of this Section and only for those price redetermination categories specified herein. Unless otherwise expressly set forth in this document, no other price redeterminations will be allowed. All price redeterminations will be approved by a duly executed amendment to the Contract to reflect the new prices for the renewal term.

2. Outside the Renewal Term: Petitions for price redeterminations must be made within thirty (30) days of the anniversary date of the Contract. Any such petition must be made pursuant to the provisions of this Section and only for those price redetermination categories specified herein. Unless otherwise expressly set forth in this document, no other price redeterminations will be allowed. All price redeterminations will be approved by a duly executed amendment to the Contract.

BASIS FOR PRICE REDETERMINATIONS. The Contractor may petition the Purchasing and Contracts Division for price redetermination based on the increased costs of wages, fuel, or materials. Price redeterminations will be based solely upon changes in pricing or costs documented by either the Employment Cost Index (ECI) or Producer Price Index (PPI), whichever is applicable, as published by the Bureau of Labor Statistics. The base index number for the ECI will be for the quarter in which the solicitation opens. The base index number for the PPI will be for the month the solicitation opens. Any subsequent price redeterminations will use the last price redetermination approved for that price redetermination category as the "base index number." The County shall have the right to audit the Contractor's records, including, but not limited to, payroll, materials, and fuel cost records, to verify or otherwise investigate the validity of any price redetermination request.

WAGE PRICE REDETERMINATION. When requesting a price redetermination based upon an increase in wage costs, the Contractor shall refer to and utilize the Pay & Benefits, Employment Cost Index, Private Industry, Compensation as prepared by the Bureau of Labor Statistics in the U.S. Department of Labor available at www.bls.gov.

MINIMUM WAGE PRICE REDETERMINATION. If the minimum wage increases during the term of the Contract, including any renewal or extension period thereunder, the Contractor may petition the Purchasing and Contracts Division for price redetermination for those job categories where the pay to the Contractor's employee(s) is the current minimum wage. Upon verification of the information provided, the County will grant an increase of exactly the amount of the minimum wage increase (not the percentage increase). The Contractor must increase the pay to the employee(s) by the amount the Contractor has requested, which shall not exceed the amount of the minimum wage increase. The amount paid to the Contractor will be the increase plus any written and documented increase in FICA, Medicare, and Workers' Compensation insurance. The Contractor must supply written documentation of any other increase that is beyond the scope and control of the Contractor. All written documentation must satisfy the reasonable expectations of the Purchasing and Contracts Division.

• Example: Minimum wage increases from $7.31 to $7.56 per hour. The Contractor may petition for an increase of $0.25 per hour to be paid to the affected employee(s) and shall provide written and documented cost increases for FICA, Medicare and Workers'

Compensation. The resulting increase in costs shall be incorporated into fees/rates billed to the County.

If the Contractor bills the County at a higher price according to any price redetermination granted by the County, and the Contractor fails to increase the hourly rate paid to the employee for the same period, the Contractor will be considered in Contract default and the Contract will be immediately terminated.

FUEL PRICE REDETERMINATION. If and when the price of fuel increases by a minimum of ten (10%) percent, the Contractor may petition the Purchasing and Contracts Division for a fuel price redetermination. As a condition of petitioning for a fuel price increase, the Contractor shall be required to petition for a fuel price redetermination decrease if and when the price of fuel decreases by a minimum often (10%) percent. Failure to make such petition may be grounds for Contract termination and shall entitle the County to a refund of the cumulative increase in pay to the Contractor due to any prior fuel price redetermination increase(s). Fuel price redetermination must be based solely upon changes as documented by the Producer Price Index (PPI) for the commodity "Gasoline - WPU057".

MATERIALS PRICE REDETERMINATION. At the anniversary date of the Agreement, the Contractor may petition the Purchasing and Contracts Division for a materials price redetermination. As a condition of petitioning for a materials price increase, the Contractor shall be required to petition for a materials price redetermination decrease if/when the price of materials used by the Contractor in connection with the Contract decreases. Failure to make such petition may be grounds for Contract termination and shall entitle the County to a refund of the cumulative increase in pay to the Contractor due to any prior materials price redetermination increase(s).

Materials price redetermination must be based solely upon changes as documented by the Producer Price Index (PPI) under Inflation & Prices, Industry Data, Construction Machinery Mfg.

PCU 333120333120, as published by the Bureau of Labor Statistics.

PRICE REDETERMINATION CALCULATION. All Price Redeterminations shall be calculated as follows:

Example: Contractor indicated on the Submittal Form that fourteen percent (14%) of the cost to provide the product/service is directly attributed to the redetermination category (wages, fuel, or materials).

PPI in the month the solicitation closed was $158.73 264.52 Current PPI is $264.52 -158.73 105.79

$105.79 divided by $158.73 = .666% The unit cost of the service is $100.00 14% of $100.00 = $14.00 $14.00 x .666 = $9.32

The New Unit Price for the service is $115.11 (105.79 + 9.32)

EXPIRATION UPON FAILURE TO AGREE TO PRICE REDETERMINATION. If the County and the Contractor cannot agree to a price redetermination pursuant to the terms and conditions of this Section, then the Contract will automatically expire without penalty or further expense to either party after a period of six (6) months following the Contractor's initial request for such price redetermination.

Requests for price redeterminations not made in accordance with the provisions of this Section shall be deemed null and void and shall not be a valid reason or pretext for expiration or termination of the Contract. If the contract expires pursuant to the terms and conditions of this Section, the County reserves the right, at no expense, penalty, or consequence to the County, to award any remaining tasks thereunder to the next available most responsive and responsible Contractor.

This Page Left Blank Intentionally

Part - 3 Instructions for the preparation of Submittals

The Proposer(s) warrants its response to this Request for Proposals to be fully disclosed and correct. The firm must submit a proposal complying with this request for proposals, and the information, documents and material submitted in the proposal must be complete and accurate in all material aspects. The proposals shall include all of the information solicited in this RFP and any additional data that the Proposer deems pertinent to the understanding and evaluation of the proposal. Proposals must be organized and sections tabbed in the order noted below. The Proposer shall not withhold any information from the written response in anticipation of presenting the information orally or in a demonstration since oral presentations or demonstrations are at the option of the County. Marketing materials shall not be included as documentation of Proposer’s ability to provide services required. Compliance with all requirements will be solely the responsibility of the Proposer and failure to provide requested information may result in disqualification of response.

1. REQUIRED SUBMITTALS:

A. Formal Notice: Page #1 of the RFP Package. If a Proposer is a corporation, it must be certified with the Florida Secretary of State and have a corporate status in good standing, and in the case of out-of-state corporation, they must present evidence of authority to do business in the State of Florida.

B. Letter of Transmittal: This letter will summarize in a brief and concise manner, the Proposer's understanding of the scope of work and make a positive commitment to perform the work in a timely manner. The letter should name all of the persons authorized to make representations for the Proposer, including the titles, addresses and telephone numbers of such persons. An authorized agent of the Proposer must sign the Letter of Transmittal indicating the agent’s title or authority.

This letter should also serve as acknowledgement by the Proposer that the contents of the submittal are true and accurate, and that the requirements of this RFP can be met, including but not limited to, insurance, bonding and licensing requirements. Further, the Proposer acknowledges their intent to execute an Agreement with the COUNTY.J.

C. License Sanctions: Regulatory/license agency sanctions within the past 5 years.

D. Attachment A - Conflict of Interest Statement (Rev. 3/2020) E. Attachment B - Compliance with the Public Records Law (Rev. 8/2020) F. Attachment C - Worker’s Compensation Form (Rev. 3/2020) G. Attachment D - Taxpayer ID Number and Certification W-9 Form (Rev. 10-2018) H. Attachment E – Drug Free Work Place (Rev. 2/13/06) I. Attachment F - Americans Disabilities Act Affidavit (Rev. 11/2020) (If applicable)

2. STATEMENT OF QUALIFICATIONS/PERSONNEL: Each proposal shall include a statement of the contractor’s qualifications that includes:

A. A description of the contractor’s experience with similar work, including references for at least three (3) existing or previous projects similar in nature. List the contact person, address, telephone number, fax numbers and/or e-mail addresses. The County intends to conduct reference checks of those clients. These checks will be designed to validate the company’s performance, ascertain the difference (if any) between expectations and delivery, and determine overall satisfaction with the company’s services.

3. PROJECT UNDERSTANDING AND APPROACH: Each proposal shall include a statement detailing the contractor’s understanding of, and planned approach to, the services contemplated in the Scope of Services section of this document. This statement shall include the following:

A. A description of contractor’s understanding of the Scope of Services and how contractor will approach work.

B. A proposed staffing plan/organizational chart indicating anticipated work hours per quarter by classification both on and off-site. This chart should convey how contractor will provide the services listed in scope in the most efficient, cost effective manner.

5. PRICE PROPOSAL: Proposer must submit costs inclusive of all direct and indirect components, services, insurance, coordination and incidentals necessary for the performance of the services.

When the Price Proposal Form(s) is included as part of the solicitation documents, Proposals must be submitted only upon the forms provided, with all items properly filled out in non-erasable permanent ink and must be properly signed and dated. The Proposal Form(s) will be rejected if it shows any omissions, alterations of form of any kind.

Part - 4 Price Proposal

RFP-604396-22/LNF – PAVEMENT MANAGEMENT DATA COLLECTION SERVICES

Name of Proposer:

Mailing Address:

City/State/Zip:

Phone Number: (____) ___________________ FAX Number: (________)

E-Mail Address: _________________________________

Pursuant to and in compliance with the Request for Proposals, the undersigned Proposer agrees to perform the Work in strict conformity with Contract Documents, including Addenda Nos. ____ through____, on file for the rates hereinafter set forth. The undersigned Proposer declares that the only persons/parties interested in this proposal as principals are those named herein; that this proposal is made without collusion with any person, firm or corporation; and proposes and agrees that, if the proposal is accepted, Proposer will execute an Agreement with the COUNTY and will furnish Insurance Certificates.

Federal, State, County, and local laws, ordinances, rules, and regulations that in any manner affect the items covered herein shall be deemed to apply. Lack of knowledge by the Proposer will in no way be a cause for relief from responsibility.

The Cost Proposal must list the fully burdened hourly rates for each level of professional and administrative staff to be used to perform the tasks required by this RFP. Proposer must identify the key cost drivers that they expect to influence the costs of this engagement and the firm’s ability to contain them. Proposer must provide rates and policies concerning reimbursable expenses, including travel.

FEE STRUCTURE:

COST PER LANE MILE $ ______________________

(Inclusive of Project Setup, Mobilization, Data Collection & Processing and Deliverables)

(Printed name of person signing FORM) (Signature of person signing FORM)

(Name of Proposer)

CONSULTANTS:

Consulting Hourly Rates / Optional Services

Employee Class Billing Rate

Year 1

Billing Rate

Year 2

Billing Rate

Year 3

Part - 5

Evaluation of Submittals

EVALUATION PROCESS: Each proposal will be reviewed, evaluated, and scored as part of the formal selection process. The Proposer’s proposal will be substantial part of the decision process to select a Provider. Each proposal will be reviewed independently based solely on the merits of the proposal. The proposals will then be scored and a short list of Proposers will be selected for additional evaluation, Proposer presentations and reference checks. The COUNTY shall be the sole judge of its own best interests, the proposals, and the resulting agreement. The COUNTY’s decisions will be final. Award will be made to the proposal which presents the best value to the COUNTY based on the evaluation process and all the information gathered.

EVALUATION METHOD AND CRITERIA: Proposals will be evaluated using the criteria listed below to ascertain which proposal best meets the requirements of the County. The items to be considered during the evaluation and associated point values are as follows:

• Firm Qualifications and Experience - 20 points

• Approach to Work – 30 points

• Similar Project – 15 points

• Innovative and Cost Savings – 15 points

• Price Proposal – 20 points

The County reserves the right to evaluate, prior to making an award, current financial statements and data from the Proposers, the ability to comply with required schedule, past record of integrity and past record of performance.

ASSESSMENT:

The team will evaluate each proposal against the requirements of the solicitation. Results of the assessment will be portrayed as follows:

Highly Acceptable: Proposal exceeds the requirements in a way that benefits the County or meets the requirements and has enhancing features benefit the County.

Acceptable: Proposal meets the County requirements. Any weakness is minor.

Marginal: Proposal contains weaknesses or minor deficiencies which could have an impact, if accepted.

Unsatisfactory: Proposal does not comply substantially with the requirements.

The submittals will be evaluated on:

Strengths: Those areas in which the proposal exceeds the County’s requirements.

Weaknesses: Those areas where the proposal lacks soundness or effectiveness which could prevent fully successful performance of the contract.

Deficiencies: Those areas where the proposal fails to meet the County’s requirements

ATTACHMENT A

CONFLICT OF INTEREST STATEMENT

THIS FORM MUST BE COMPLETED AND RETURNED WITH YOUR PROPOSAL

THIS FORM MUST BE SWORN TO AND SIGNED BY MEANS OF PHYSICAL PRESENCE OR ONLINE

NOTARIZATION BY A NOTARY PUBLIC OR OTHER OFFICIAL AUTHORIZED TO ADMINISTER OATHS.

1. I, (Full Name of Affiant), certify that I am the

___________________________ (Title) of __________________________________ (Full Legal Name of Firm) with a local office in ______________________ (City, State) and principal office located in ________________________________ (City, State).

2. The above named entity is submitting an Expression of Interest for the Seminole County project described as RFP-604396-22/LNF – Term Contract for Pavement Management Data Collection Services.

3. The Affiant has made diligent inquiry and provides the information contained in this Affidavit based upon his/her own knowledge.

4. The Affiant states that only one submittal for the above project is being submitted and that the above named entity has no financial interest in any other entities submitting proposals for the same project.

5. Neither the Affiant nor the above named entity has directly or indirectly entered into any agreement, participated in any collusion, or otherwise taken any action in restraint of free competitive pricing in connection with the entity's submittal for the above project. This statement restricts the discussion of pricing data until the completion of negotiations and execution of the Agreement for this project.

6. Neither the entity nor its affiliates, nor anyone associated with them, is presently suspended or otherwise ineligible from participating in contract lettings by any local, state, or federal agency.

7. Neither the entity, nor its affiliates, nor anyone associated with them have any potential conflict of interest due to any other clients, contracts, or property interests for this project.

8. The Affiant certifies that no member of the entity's ownership, management, or staff has a vested interest in any aspect of or Department of Seminole County.

9. The Affiant certifies that no member of the entity's ownership or management is presently applying for an employee position or actively seeking an elected position with Seminole County.

10. The Affiant certifies that no member of the entity’s ownership or management is currently serving as a member of any Seminole County advisory board(s) or committee(s), or alternatively, state that (insert the individual’s name) _______________________, who is a member of the above-named entity’s ownership or management, is currently serving as a member of the following Seminole County advisory board(s) or committee(s): _______________________________________________.

11. In the event that a conflict of interest is identified in the provision of services, the Affiant, on behalf of the above named entity, will immediately notify Seminole County in writing.

Signature of Affiant Date

Printed Name of Affiant Title

Sworn to (or affirmed) and subscribed before me by means of □ physical presence OR □ online notarization, this day of , 20 , by (Full Name of Affiant).

Signature of Notary Public

Print/Type/Stamp Commissioned Name of Notary Public

Personally Known OR Produced Identification

Type of Identification Produced:

Revised 11/09/20

ATTACHMENT B

COMPLIANCE WITH THE PUBLIC RECORDS LAW

Seminole County shall comply with the Public Records Law as provided by Chapter 119, Florida Statutes, and all applicable amendments. Applicants must invoke the exemptions to disclosure provided by law in the response to the solicitation and must identify the data or other materials to be protected by separate envelope, and must state the reasons why such exclusion from public disclosure is necessary. The submission of a response authorizes release of your firm’s credit data to Seminole County.

If the company submits information exempt from public disclosure, the company must identify with specificity which pages/paragraphs of their submittal/proposal package are exempt from the Public Records

Act, identifying the specific exemption section that applies to each. The protected information must be submitted to the County in a separate envelope marked “EXEMPT FROM PUBLIC RECORDS LAW”.

Failure to identify protected material via a separately marked envelopment will cause the County to release this information in accordance with the Public records Law despite any markings on individual pages of your submittal/proposal.

(a) CONTRACTOR acknowledges COUNTY’s obligations under Article…