RFP Complete Packet.pdf

DOT-RFP-26-7001-LV

State of Florida Department of Transportation

REQUEST FOR PROPOSAL

CONSTRUCTION CONTRACT COMPLIANCE SPECIALIST

SERVICES

CONTACT FOR QUESTIONS:

Lori Vicari, Purchasing Agent lori.vicari@dot.state.fl.us

Fax: (813) 975-6473 Phone: (813) 975-6199 or (800) 226-7220 x6199

Florida Department of Transportation Procurement Office, MS 7-700 11201 North McKinley Drive Tampa, Florida 33612-6456 mailto:lori.vicari@dot.state.fl.us

State of Florida Department of Transportation Procurement Office, MS 7-700

REQUEST FOR PROPOSAL (RFP) REGISTRATION

PLEASE COMPLETE AND RETURN THIS FORM ASAP

E-MAIL TO LORI.VICARI@DOT.STATE.FL.US

RFP Number: DOT-RFP-26-7001-LV

Title: Construction Contract Compliance Specialist Services

Proposal Due Date & Time (On or Before): see “Timeline” in INTRODUCTION SECTION

Potential proposers should notify our office by returning this Registration Form as soon as possible after downloading. Complete the information below and e-mail to Lori Vicari, lori.vicari@dot.state.fl.us.

THE RFP DOCUMENT YOU RECEIVED IS SUBJECT TO CHANGE. Notice of changes (Addenda), will be posted on the Florida Vendor Information Portal (VIP) at https://vendor.myfloridamarketplace.com/, under this bid number, click on “Search Advertisements”, click on the drop-down arrow beside the box under Advertisement Type, select Request for Proposal, click on the drop-down arrow beside the box for Organization, select FLORIDA DEPARTMENT OF TRANSPORTATION, then go to the bottom of the same page and click on Advertisement Search. It is the responsibility of all potential bidders to monitor this site for any changing information prior to submitting your bid.

Company Name:

Address:

City, State, Zip:

Telephone: ( )

Contact Person:

E-Mail Address:

For further information on this process, e-mail or telephone: Lori Vicari, lori.vicari@dot.state.fl.us, (813) 975-6199 or (800) 226-7220 x6199.

mailto:lori.vicari@dot.state.fl.us mailto:lori.vicari@dot.state.fl.us https://vendor.myfloridamarketplace.com/ mailto:lori.vicari@dot.state.fl.us

I N T R O D U C T I O N S E C T I O N

1) INVITATION

The State of Florida Department of Transportation, hereinafter referred to as the “Department”, requests written proposals from qualified Proposers to provide construction contract compliance specialists. It is anticipated that the term of the contract will begin October 1, 2025, and be effective until September 30, 2030. Two contracts will be awarded.

The Department intends to award this contract to the two highest responsive and responsible Proposer whose proposal is determined to be the most advantageous to the Department. After the award, said Proposer will be referred to as the “Vendor”. For the purpose of this document, the term "Proposer" means the prime Vendor acting on its own behalf and those individuals, partnerships, firms, or corporations comprising the Proposer team. The term "proposal" means the complete response of the Proposer to the RFP, including properly completed forms and supporting documentation.

2) TIMELINE

Provided below is a list of critical dates and actions. These dates are subject to change.

Notices of changes (Addenda) will be posted on the Florida VIP at https://vendor.myfloridamarketplace.com/(click on “Search Advertisements”) under this RFP number. It is the responsibility of all potential proposers to monitor this site for any changing information prior to submitting your proposal.

ACTION / LOCATION DATE LOCAL TIME

DEADLINE FOR TECHNICAL QUESTIONS 8-11-2025 12:00 PM

(There is no deadline for administrative questions)

PROPOSALS DUE, ON OR BEFORE 8-18-2025 10:00 AM

(Technical and Price Proposal)

ELECTRONIC SUBMISSIONS – PLEASE SEE NO. 3 BELOW

PUBLIC OPENING (Technical Proposal) 8-18-2025 11:00 AM Florida Department of Transportation Flamingo Conference Room

PUBLIC OPENING / MEETING (Price Proposal) 9-8-2025 10:00 AM

Flamingo Conference Room

POSTING OF INTENDED AWARD 9-8-2025 4:00 PM

3) ELECTRONIC SUBMISSION OF PROPOSALS:

Electronic Proposal Submittals

Please follow the instructions below for the submittal of electronic proposals, failure to do so may result in your bid being found non-responsive. Non-responsive replies will not be evaluated.

a) Subject line must show: DOT-RFP-26-7001-LV – Proposer’s Name

b) Email shall contain two file attachments marked as the following:

PART I – TECHNICAL PROPOSAL DOT-RFP-26-7001-LV

PART II – PRICE PROPOSAL DOT-RFP-26-7001-LV

c) Documents shall be submitted in portable document format (PDF) and have a size limit of

25MB.

d) The body of the email shall not contain any information other than the signature line.

e) Proposals shall be submitted to: D7.Purch@dot.state.fl.us.

NOTE: If multiple files are needed for the Technical Proposal due file size limitation, the following format shall be used:

• FILE #1 – PART I - TECHNICAL PROPOSAL - Proposer’s Name

• FILE #2 – PART I - TECHNICAL PROPOSAL - Proposer’s Name

• FILE #3 – PART I - TECHNICAL PROPOSAL - Proposer’s Name

It is the proposer’s responsibility to assure that the proposal is delivered to the proper place on or before the proposal due date and time (See Introduction Section 2 Timeline). Proposals which for any reason are not so delivered will not be considered.

4) AGENDA FOR PUBLIC MEETINGS

Agenda – Public Opening (Technical Proposals)

Agenda for Public Opening of Technical Proposals for DOT-RFP-26-7001-LV:

Starting Time: see “Timeline” in RFP solicitation

• Opening remarks of approximately two minutes by Department Procurement Office personnel.

• Public input period – To allow a maximum of 15 minutes total for public input related to the

RFP solicitation.

• At conclusion of public input or 15 minutes, whichever occurs first, the technical proposals received timely will be opened, with the proposer’s name read aloud. Price proposals will be kept secured and unopened until the Price Proposal Opening.

• Adjourn meeting.

Agenda – Price Proposal Opening & Intended Award Meeting

Agenda for Price Proposal Opening and Intended Award meeting for DOT-RFP-26-7001-LV:

Starting Time: see “Timeline” in RFP solicitation

• Opening remarks of approximately two minutes by Department Procurement Office personnel.

mailto:D7.Purch@dot.state.fl.us

• Public input period – To allow a maximum of 15 minutes total for public input related to the

RFP solicitation.

• At conclusion of public input or 15 minutes, whichever occurs first, the technical evaluation scores will be summarized.

• Announce the firms that did not achieve the minimum technical score.

• Announce the firms that achieved the minimum technical score.

• Prices will not be read aloud as price proposals are opened.

• Calculate price scores and add technical scores to arrive at total scores.

• Announce the two Proposers with highest total score as intended award.

• Announce the time and date the decision will be posted on the VIP.

• Adjourn.

5) SPECIAL ACCOMMODATIONS

Any person with a qualified disability requiring special accommodation at a pre-proposal conference, public meeting, oral presentation and/or opening shall contact the contact person at the phone number, e-mail address or fax number provided on the title page at least five working days prior to the event. If you are hearing or speech impaired, please contact this office by using Florida Relay Services which can be reached at (800) 955-8771 (TDD).

S P E C I A L C O N D I T I O N S

1) MYFLORIDAMARKETPLACE

PROPOSERS MUST BE REGISTERED IN THE STATE OF FLORIDA’S

MYFLORIDAMARKETPLACE SYSTEM BY THE TIME AND DATE OF THE TECHNICAL

PROPOSAL OPENING OR THEY MAY BE CONSIDERED NON-RESPONSIVE (see Special Condition 21). All prospective proposers that are not registered should go to https://vendor.myfloridamarketplace.com/ to complete on-line registration, or call (866) 352-3776 for assisted registration.

All payment(s) to the vendor resulting from this competitive solicitation WILL be subject to the MFMP Transaction Fee in accordance with the referenced form PUR 1000 General Contract Condition #14. The Transaction Fees imposed shall be based upon the date of issuance of the payment.

2) FLORIDA DEPARTMENT OF FINANCIAL SERVICES (DFS) W-9 REQUIREMENT

The Florida Department of Financial Services (DFS) requires all vendors that do business with the state to submit an electronic Substitute Form W-9. Vendors must submit their W-9 forms electronically at https://flvendor.myfloridacfo.com to receive payments from the state. Contact the DFS Customer Service Desk at (850) 413-5519 or FLW9@myfloridacfo.com with any questions.

3) QUESTIONS & ANSWERS

In accordance with section 287.057(25), Florida Statutes (F.S.), respondents to this solicitation or persons acting on their behalf may not contact, between the release of the solicitation and the end of the 72-hour period following the agency posting the notice of intended award, excluding https://vendor.myfloridamarketplace.com/ https://flvendor.myfloridacfo.com/ mailto:FLW9@myfloridacfo.com

Saturdays, Sundays, and state holidays, any employee or officer of the executive or legislative branch concerning any aspect of this solicitation, except in writing to the procurement officer or as provided in the solicitation documents. Violation of this provision may be grounds for rejecting a response.

Any technical questions arising from this RFP must be forwarded, in writing, to the procurement agent identified below. Questions must be received no later than the time and date reflected in the Timeline.

The Department’s written response to written inquiries submitted timely by proposers will be posted on the Florida VIP at https://vendor.myfloridamarketplace.com/ (click on “Search Advertisements”), under this RFP number. It is the responsibility of all potential proposers to monitor this site for any changing information prior to submitting their proposal.

WRITTEN TECHNICAL QUESTIONS should be submitted to:

Attn: Lori Vicari, Purchasing Agent E-Mail: D7-PurchQuestions@dot.state.fl.us

Questions regarding administrative aspects of the proposal process should be directed to the Purchasing Agent in writing at the address above or by phone: (813) 975-6199 or (800) 226- 7220 x6199.

4) ORAL INSTRUCTIONS / CHANGES TO THE RFP (ADDENDA)

No negotiations, decisions, or actions will be initiated or executed by a proposer as a result of any oral discussions with a state employee. Only those communications which are in writing from the Department will be considered as a duly authorized expression on behalf of the Department.

Notices of changes (Addenda) will be posted on the Florida VIP at https://vendor.myfloridamarketplace.com/ (click on “Search Advertisements”) under this RFP number. It is the responsibility of all potential proposers to monitor this site for any changing information prior to submitting your proposal. All Addenda will be acknowledged by signature and subsequent submission of Addenda with proposal when stated in the Addenda.

5) DIVERSITY ACHIEVEMENT

DISADVANTAGED BUSINESS ENTERPRISE (DBE) UTILIZATION

The Department, in accordance with Title VI of the Civil Rights Act of 1964, 42 USC 2000d- 2000d-4, Title 49, Code of Federal Regulations, U.S. Department of Transportation, Subtitle A, Office of the Secretary, Part 21, Nondiscrimination in federally-assisted programs of the Department of Transportation issued pursuant to such Act, hereby notifies all bidders that the Department will affirmatively ensure that in any contract entered pursuant to this advertisement, minority and disadvantaged business enterprises will be afforded the full opportunity to submit bids in response to this invitation and will not be discriminated based on race, color, national origin, or sex in consideration for an award.

The Department encourages DBE firms to compete for Department contractual services projects and encourages non-DBE and other minority contractors to use DBE firms as sub-contractors. The Department, its contractors, suppliers, and consultants shall take all necessary and reasonable steps to ensure that disadvantaged businesses have an opportunity to compete for and perform contract work for the Department in a nondiscriminatory environment. The Department shall require its contractors, suppliers, and consultants to not discriminate based on race, color, national origin, religion, gender, age, or disability in the award and performance of its contracts.

mailto:D7-PurchQuestions@dot.state.fl.us

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, proposers are requested to submit the Bidder’s Opportunity List with their price sheet. The list should include yourself as well as any prospective sub-contractor that you contacted or who has contacted you regarding the project.

Proposers are requested to indicate their intention regarding DBE participation in the Anticipated DBE Participation Statement and to submit that statement with their price sheet. After award of the two contracts resulting from this RFP, the awarded Vendor will need to complete the “Anticipated DBE Participation Statement” online through the Equal Opportunity Compliance (EOC) system within three business days after award of the contract. The link to access the EOC system is https://www.fdot.gov/equalopportunity/eoc.shtm. This will assist the Department in tracking and reporting planned or estimated DBE utilization.

During the contract period, the Vendor will be required to report actual payments to DBE and MBE subcontractors through the web-based EOC system. All DBE payments must be reported whether you initially planned to utilize the company. For our race neutral DBE Program to be successful, your cooperation is imperative. If you have any questions, please contact EOOHelp@dot.state.fl.us .

Additional information about the EOC system can be found on the Equal Opportunity Office (EOO) website at https://www.fdot.gov/equalopportunity/default.shtml. A help manual on how to use the system will be available within the EOC application. If you have any questions or technical issues, please contact the EOO help desk at EOOHelp@dot.state.fl.us.

To request certification or to locate DBEs, call the Department of Transportation’s Equal Opportunity Office at (850) 414-4747, or access an application or listing of DBEs on the Internet at www.dot.state.fl.us/equalopportunityoffice/.

6) SCOPE OF SERVICES

Details of the services, information and items to be furnished by the Vendor are described in Exhibit "A", Scope of Services, attached hereto and made a part hereof.

7) INTENDED AWARD

The Department intends to award two contracts to the responsive and responsible Vendors with the highest cumulative total points for the evaluation criteria specified herein (See Section 29, Proposal Evaluation). The intended award decision will be announced after final evaluation and total scores at the Price Proposal opening specified in the Timeline (See Introduction, Section 2 Timeline).

If the Department is confronted with identical pricing or scoring from multiple vendors, the Department shall determine the order of award using the following criteria, in the order of preference listed below (from highest priority to lowest priority):

1. Section 295.187(4), F.S.; Veteran Business Enterprise

2. Section 287.087, F.S.; Drug Free Workplace

3. Section 287.057(11), F.S.; Minority Business Enterprise

If the application of the above referenced preferences does not resolve the identical replies, the Department shall determine the award by means of random drawing.

8) PRE-PROPOSAL CONFERENCE: A PRE-PROPOSAL CONFERENCE WILL NOT BE HELD.

https://www.fdot.gov/equalopportunity/eoc.shtm mailto:EOOHelp@dot.state.fl.us https://www.fdot.gov/equalopportunity/default.shtml mailto:EOOHelp@dot.state.fl.us http://www.dot.state.fl.us/equalopportunityoffice/

9) QUALIFICATIONS

9.1 General

The Department will determine whether the Proposer is qualified to perform the services being contracted based upon their proposal demonstrating satisfactory experience and capability in the work area. The Proposer shall identify necessary experienced personnel and facilities to support the activities associated with this proposal.

9.2 Qualifications of Key Personnel

Those individuals who will be directly involved in the project should have demonstrated experience in the areas delineated in the scope of work. Individuals whose qualifications are presented will be committed to the project for its duration unless otherwise excepted by the Department's Contract Manager. Where State of Florida registration or certification is deemed appropriate, a copy of the registration or certificate should be included in the proposal package.

9.3 Authorized To Do Business in the State of Florida

In accordance with sections 607.1501, 605.0211(2)(b), and 620.9102, F.S., out-of-state corporations, out-of-state limited liability companies, and out-of-state limited partnerships must be authorized to do business in the State of Florida. Such authorization should be obtained by the proposal due date and time, but in any case, must be obtained prior to the award of the contract. For authorization, contact:

Florida Department of State Tallahassee, Florida 32399

(850) 245-6051

9.4 Licensed to Conduct Business in the State of Florida

If the business being provided requires that individuals be licensed by the Department of Business and Professional Regulation, such licenses shall be obtained by the proposal due date and time, but in any case, must be obtained prior to posting the intended award of the contract.

For licensing, contact:

Florida Department of Business and Professional Regulation Tallahassee, Florida 32399-0797

(850) 487-1395

10) WARRANTY/SUBSTITUTIONS

When performance of the services requires the supply of commodities, a warranty is required on all items provided against defective materials, workmanship, and failure to perform in accordance with required industry performance criteria, for a period of not less than 90 days from the date of acceptance by the purchaser. Any deviation from these criteria must be documented in the proposal’s response or the above statement shall prevail. Delivery of substitute commodities requires prior written approval from the ordering location.

Replacement of all materials found defective within the warranty period shall be made without cost to the purchaser, including transportation if applicable. All fees associated with restocking cancelled orders shall be the responsibility of the vendor.

All items provided during the performance of the contract found to be poorly manufactured will not be accepted, but returned to the vendor, at their expense, for replacement. Replacement of all items found defective shall be made without cost to the Department, including transportation, if applicable.

As it may be impossible for each facility to inspect all items upon arrival, a reasonable opportunity must be given to these facilities for inspection of the items and returning those that are defective.

11) LIABILITY INSURANCE

The Vendor shall not commence any work until they have obtained the following types of insurance, and certificates of such insurance have been received by the Department. Nor shall the Vendor allow any subcontractor to commence work on this project until all similar insurance required of the subcontractor has been obtained. The Vendor shall submit the required Certificates of Insurance to the Florida Department of Transportation, Procurement Office, MS 7-700, Attn: Lori Vicari, Purchasing Agent, lori.vicari@dot.,state.fl.us, 11201 North McKinley Drive, Tampa, Florida 33612-6456, within 10 days after the ending date of the period for posting the intended award decision.

The Vendor must carry and keep in force during the period of this contract a general liability insurance policy or policies with a company authorized to do business in the State of Florida, affording public liability insurance with combined bodily injury limits of at least $200,000.00 minimum per person and $300,000.00 minimum each occurrence, and property damage insurance of at least $200,000.00 minimum each occurrence, for the services to be rendered in accordance with this contract.

With respect to any general liability insurance policy required pursuant to this Agreement, all such policies shall be issued by companies licensed to do business in the State of Florida. The Vendor shall provide to the Department certificates showing the required coverage to be in effect with endorsements showing the Department to be an additional insured prior to commencing any work under this contract. The certificates and policies shall provide that in the event of any material change in or cancellation of the policies reflecting the required coverage, 30 days advance notice shall be given to the Department or as provided in accordance with Florida law.

The Department shall be exempt from, and in no way is it liable for, any sums of money which may represent a deductible in any insurance policy. The payment of such deductible shall be the sole responsibility of the Vendor or subcontractor providing such insurance. Policies that include Self Insured Retention (SIR) will not be accepted.

12) PERFORMANCE BOND

A Performance Bond is not required for this project.

13) METHOD OF COMPENSATION

For the satisfactory performance of these services, the method of compensation shall be described in Exhibit “B”, attached hereto and made a part hereof.

14) CONTRACT DOCUMENT

The Department’s “Standard Written Agreement” is attached hereto and made a part hereof.

The terms and conditions contained therein will become an integral part of the contract resulting from this solicitation. In submitting a proposal, the proposer agrees to be legally bound by these terms and conditions.

mailto:lori.vicari@dot.,state.fl.us

15) REVIEW OF PROPOSER'S FACILITIES & QUALIFICATIONS

After the proposal’s due date and prior to contract execution, the Department reserves the right to perform or have performed an on-site review of the Proposer's facilities and qualifications. This review will serve to verify data and representations submitted by the Proposer and may be used to determine whether the Proposer has an adequate, qualified, experienced staff, and can provide overall management facilities. The review may also serve to verify whether the Proposer has financial capability adequately to meet the contract requirements.

Should the Department determine that the proposal has material misrepresentations or that the size or nature of the Proposer's facilities or the number of experienced personnel (including technical staff) are not adequate to ensure satisfactory contract performance, the Department has the right to reject the proposal.

16) PROTEST OF REQUEST FOR PROPOSAL SPECIFICATIONS

Any person who is adversely affected by the contents of this RFP must file the following with the Department of Transportation, Clerk of Agency Proceedings, Office of the General Counsel, 605 Suwannee Street, Mail Station 58, Tallahassee, Florida 32399-0450:

1. A written notice of protest within 72 hours after the posting of the solicitation, (the notice of protest may be Faxed to 850-414-5264, and

2. A formal written protest in compliance with Section 120.57(3), F.S., within 10 days of the date on which the written notice of protest is filed.

Failure to file a protest within the time prescribed in section 120.57(3), F.S., or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under Chapter 120, F.S.

17) UNAUTHORIZED ALIENS

The employment of unauthorized aliens by any contractor is considered a violation of Section 274A(e) of the Immigration and Nationality Act. If the contractor knowingly employs unauthorized aliens, such violation shall be cause for unilateral cancellation of the contract.

18) SCRUTINIZED COMPANIES LISTS

ALL responses, regardless of dollar value, must include a Vendor Certification Regarding Scrutinized Companies Lists to certify the respondent is not on either of those lists. The form shall be submitted with the price proposal.

A Vendor is ineligible to enter a contract with the Department for goods or services of any amount if, at the time of entering such contract, the Vendor is on the Scrutinized Companies that Boycott Israel List, created pursuant to Section 215.4725, F.S., or is engaged in a boycott of Israel.

Section 287.135, F.S., also prohibits companies from entering a contract for goods or services of $1 million or more that are on either the Scrutinized Companies with Activities in Sudan List https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/vendor_registration_and_vendor_lists https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/vendor_registration_and_vendor_lists or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector Lists which were created pursuant to s. 215.473, F.S.

If the Department determines the Vendor submitted a false certification under Section 287.135 F.S., the Department shall either terminate the contract after it has given the Vendor notice and an opportunity to demonstrate the Department’s determination of false certification was in error pursuant to Section 287.135 F.S. or maintain the contract if the conditions of Section 287.135 F.S. are met.

19) RESERVATIONS

The Department reserves the right to accept or reject any or all proposals received and reserves the right to make an award without further discussion of the proposals submitted.

Therefore, the proposals should be submitted initially in the most favorable manner. It is understood that the proposal will become a part of the Department’s official file, without obligation to the Department.

20) ADDITIONAL TERMS & CONDITIONS

No conditions may be applied to any aspect of the RFP by the proposer. Any conditions placed on any aspect of the proposal documents by the Proposer may result in the proposal being rejected as a conditional proposal (see “RESPONSIVENESS OF PROPOSALS”). DO NOT WRITE IN CHANGES ON ANY RFP SHEET. The only recognized changes to the RFP prior to opening the proposal will be a written Addenda issued by the Department.

21) RESPONSIVENESS OF PROPOSALS

21.1 Responsiveness of Proposals

Proposals will not be considered if not received by the Department on or before the date and time specified as the due date for submission. All proposals must be typed or printed in ink. A responsive proposal is an offer to perform the scope of services called for in this RFP in accordance with all requirements of this RFP and receive 80 points or more on the technical proposal. Proposals found to be non-responsive shall not be considered. Proposals may be rejected if they are found to be irregular or not in conformance with the requirements and instructions herein contained. A proposal may be found to be irregular or non-responsive by reasons that include, but are not limited to, failure to utilize or complete prescribed forms, conditional proposals, incomplete proposals, indefinite or ambiguous proposals, and improper and/or undated signatures. ALL determinations of responsiveness will be the responsibility of the FDOT Procurement Office.

21.2 Multiple Proposals

Proposals may be rejected if more than one proposal is received from a Proposer. Such duplicate interest may cause the rejection of all proposals in which such Proposer has participated. Subcontractors may appear in more than one proposal.

21.3 Other Conditions

Other conditions which may cause rejection of proposals include, but are not limited to, evidence of collusion among Proposers, obvious lack of experience or expertise to perform the required work, failure to perform or meet financial obligations on previous contracts, or in the event an individual, firm, partnership, or corporation is on the General Services Administration Excluded Parties List. Proposers whose proposals, past performance, or current status do not reflect the capability, integrity, or reliability to fully and in good faith perform the requirements of the contract may be rejected as non-responsible. The Department reserves the right to determine which proposals meet the requirements of this solicitation, and which Proposers are responsive and responsible.

22) PROPOSAL FORMAT INSTRUCTIONS

22.1 General Information

This section contains instructions that describe the required format for the proposal. All proposals submitted shall contain two parts and be marked as follows:

PART I TECHNICAL PROPOSAL NUMBER DOT-RFP-26-7001-LV – Proposer’s Name:

(One Separate Document for Technical)

PART II PRICE PROPOSAL NUMBER DOT-RFP-26-7001-LV – Proposer’s Name:

(One Separate Document for Price)

THE SEPARATE DOCUMENTS MAY BE E-MAILED TOGETHER OR SEPARATELY.

22.2 Technical Proposal (Part I)

(Do not include price information in Part I)

The Proposer must submit the technical proposal which are to be divided into the sections described below. Since the Department will expect all technical proposals to be in this format, failure of the Proposer to follow this outline may result in the rejection of the proposal. See Section 3, Electronic Submissions of Proposals.

1. UNDERSTANDING THE SCOPE:

The Proposer should explain the approach, capabilities and means to be used in accomplishing the tasks in the scope of services, and where significant development difficulties may be anticipated and resolved. Any specific techniques to be used should also be addressed. The Proposer will discuss the process for initiating task work orders, tracking and amending task work orders and closing task work orders once a task is completed. Finally, the Proposer will demonstrate their understanding of the scope of services including any unique issues and their ability to meet any perceived challenges.

2. PROPOSED PROJECT STAFFING:

The Proposer should provide the names of key personnel and subcontractors, if applicable, on the Proposer's team as well as a resume for everyone proposed and a description of the functions and responsibilities of each key person relative to the task to be performed.

The Proposer will discuss the staffing quality, availability, and experience on similar projects. The approximate percentage of time devoted exclusively to this contract should be identified.

3. PROPOSED MANAGEMENT PLAN / COMMUNICATIONS:

The Proposer should include a description of the organizational structure and management style established and the methodology to be used to control costs, services reliability, coordination of work and to maintain schedules.

The Proposer should discuss their past history in performing this work including, but not limited to, timely submittal of invoices, personnel action requests, response for fee proposals and committing requested personnel in a timely manner.

The Proposer should provide a description and location of the Proposer’s facilities as they currently exist and as they may be employed for the purpose of this work.

The Proposer should discuss the means of coordination and communication between the organization and the Department. Identify any reporting tools that may be used as part of the communication process.

4. QUALITY ASSURANCE PLAN:

The Proposer shall demonstrate their implementation and commitment to a Quality Assurance (QA) program that is specific to this contract and identify the key aspects of the program that are most important to its success. Present the plan to review performance including, but not limited to, types of documents to be reviewed and frequency of QA reviews.

22.3 Price Proposal (Part II)

The price proposal information is to be submitted separately. The price proposal information shall be submitted on the forms provided in the RFP. See Section 3, Electronic Submissions of Proposals.

22.4 Presenting the Proposal

The proposal shall be limited to a page size of eight and one-half by eleven inches (8½" x 11").

Foldout pages may be used, where appropriate, but should not exceed five percent of the total number of pages comprising the proposal. Type size shall not be less than 10-point font. The proposals should be indexed and all pages sequentially numbered. Bindings and covers will be at the Proposer's discretion. Total pages must not exceed 10 pages. Pages must be one sided. This page count does not include the staffing chart or resumes.

Unnecessarily elaborate special brochures, artwork, expensive paper, and expensive visual and other presentation aids are neither necessary nor desired.

It is recognized that existing financial reports, documents, or brochures, such as those that delineate the Proposer's general capabilities and experience, may not comply with the prescribed format. It is not the intent to have these documents reformatted and they will be acceptable in their existing form.

23) "DRUG-FREE WORKPLACE" PREFERENCE

Whenever two or more bids which are equal with respect to price, quality, and service are received, the Department shall determine the order of award in accordance with Section

295.187(4), F.S., and Rule 60A-1.011 F.A.C., which includes a preference for bid responses that certify the business has implemented a drug-free workplace program in accordance with Section 287.087, F.S. The “Drug-Free Workplace Program Certification” must be completed and submitted with the bid response to be eligible for this preference.

24) COPYRIGHTED MATERIAL

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

25) ATTACHMENT TO RFP SUBMITTAL - CONFIDENTIAL MATERIAL

The Proposer must include any materials it asserts to be exempted from public disclosure under Chapter 119, F.S., in a separate bound document labeled "Attachment to RFP, Number DOT- RFP-26-7001-LV - Confidential Material". The Proposer must identify the specific statute that authorizes exemption from the Public Records Law. Any claim of confidentiality on materials the Proposer asserts to be exempt from public disclosure and placed elsewhere in the proposal will be considered waived by the Proposer upon submission, effective after opening. Follow format under Section 3, Electronic Submissions of Proposals.

26) COSTS INCURRED IN RESPONDING

This RFP does not commit to the Department or any other public agency to pay any costs incurred by an individual firm, partnership, or corporation in the submission of a proposal or to make necessary studies or designs for the preparation thereof, nor to procure or contract for any articles or services.

27) MODIFICATIONS, RESUBMITTAL AND WITHDRAWAL

Proposers may modify submitted proposals at any time prior to the proposal due date.

Requests for modification of a submitted proposal shall be in writing and must be emailed by an authorized signatory of the proposer. Upon receipt and acceptance of such a request, the entire proposal will be removed from the electronic file and not considered unless resubmitted by the due date and time.

28) PROPOSAL OPENING

All proposal openings are open to the public. Technical proposals will be opened by the Department at the date, time and location in the Timeline (See Introduction Section 2 Timeline). Price proposals, which have a corresponding responsive technical proposal, will be opened by the Department at the date, time and location in the Timeline (See Introduction Section 2 Timeline).

29) PROPOSAL EVALUATION

29.1 Evaluation Process:

A Technical Review Committee (TRC) will be established to review and evaluate each proposal submitted in response to this RFP. The TRC will be composed of at least three people who collectively have experience and knowledge in the program areas and service requirements for which the commodities and/or contractual services are sought.

The Procurement Office will distribute to each member of the TRC a copy of each technical proposal. The TRC members will independently evaluate the proposals on the criteria and point system established in the section below entitled "Criteria for Evaluation" in order to assure that proposals are uniformly rated. Due to the complexity of certain procurements, the TRC members are authorized to consult with subject matter experts for the purpose of gathering information, if needed. The independent evaluations will be sent to the Procurement Office and averaged for each vendor. Proposing firms must attain an average score of 80 points or higher on the technical proposal to be considered responsive. Should a Proposer receive fewer than 80 points for their average technical proposal score, the price proposal will not be opened.

During the process of evaluation, the Procurement Office will conduct examinations of proposals for responsiveness to requirements of the RFP. Those determined to be non-responsive will be automatically rejected.

29.2 Oral Presentations: THERE ARE NO ORAL PRESENTATIONS FOR THIS PROJECT.

29.3 Price Proposal

The Proposer shall complete the price sheet and submit as part of the price proposal package.

Any proposal in which this form is not used or in which the form is improperly executed may be considered non-responsive and the proposal will be subject to rejection. The vendor's completed form shall become a part of the contract upon award of the contract.

The Procurement Office will open price proposals in accordance with Section 29, Proposal Openings. The Procurement Office and/or the Department’s Contract Manager will review and evaluate the price proposals and prepare a summary of its price evaluation. The Procurement Office and/or the Department’s Contract Manager will assign points based on price evaluation criteria identified herein.

29.4 Criteria for Evaluation

Proposals will be evaluated and graded in accordance with the criteria detailed below.

a. Technical Proposal (100 Points)

Technical evaluation is the process of reviewing the Proposer's response to evaluate the experience, qualifications, and capabilities of the proposers to provide the desired services and assure a quality product.

The following point system is established for scoring the technical proposals:

Point Value

1. Understanding the Scope 30

2. Proposed Project Staffing 30

3. Management Plan / Communication 25

4. Quality Assurance Plan 15

c. Price Proposal (10 Points)

Price evaluation is the process of examining a prospective price without evaluation of the separate cost elements and proposed profit of the potential provider. Price analysis is conducted through the comparison of price quotations submitted.

The criteria for price evaluation shall be based upon the following formula:

(Low Price / Proposer's Price) x Price Points = Proposer’s Awarded Points

30) POSTING OF INTENDED DECISION/AWARD

30.1 The Department’s decision will be posted on the Florida VIP, at https://vendor.myfloridamarketplace.com/, on the date in the Timeline, and will remain posted for a period of 72 hours. Any proposer who is adversely affected by the Department's recommended award or intended decision must file the following with the Department of Transportation, Clerk of Agency Proceedings, Office of the General Counsel, 605 Suwannee Street, Mail Station 58, Tallahassee, Florida 32399-0450:

1. A written notice of protest within 72 hours after posting of the intended award, (the notice of protest may be Faxed to (850) 414-5264, and

2. A formal written protest and protest bond in compliance with Section 120.57(3), F.S., within 10 days of the date on which the written notice of protest is filed. At the time of filing the formal written protest, a bond (a cashier’s check or money order may be accepted) payable to the Department must also be submitted in an amount equal to one percent of the estimated contract amount based on the contract price submitted by the protestor.

Failure to file a protest within the time prescribed in Section 120.57(3), F.S., or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under Chapter 120, F.S.

30.2 - Inability to Post:

If the Department is unable to post as defined above, the Department will notify all proposers by electronic notification on the Florida VIP (see special condition 30.1, above) and/or telephone.

The Department will provide notification of any future posting in a timely manner.

30.3 - Request to Withdraw Proposal:

Requests for withdrawal will be considered if received by the Department, in writing, within 72 hours of the price proposal, opening time and date. Requests received in accordance with this provision will be granted by the Department upon proof of the impossibility to perform based upon obvious error on the part of the proposer.

31) AWARD OF THE CONTRACT

Services will be authorized to begin when the Vendor receives the following document(s), as appropriate, indicating the encumbrance of funds and award of the contract:

A Standard Written Agreement executed by both parties, and a written Task Work Order issued by the Department’s Contract Manager.

32) RENEWAL

Upon mutual agreement, the Department and the contract Vendor may renew the contract for a period that may not exceed three years or the term of the original contract, whichever is longer.

The renewal must be in writing and signed by both parties and is subject to the same terms and conditions set forth in the initial contract and any written amendments signed by the parties.

Any renewal shall specify the renewal price, as set forth in the solicitation response, except that an agency may negotiate lower pricing. Renewal is contingent upon satisfactory performance evaluations and subject to the availability of funds.

33) ATTACHED FORMS

Exhibit “C”, Price Sheet Drug-Free Workplace Program Certification DBE Participation Statement Bid Opportunity List Vendor Certification Regarding Scrutinized Companies Lists E-Verify Form

PUR1355

Affidavit Regarding Labor and Services

34) TERMS AND CONDITIONS

34.1 General Contract Conditions (PUR 1000)

The State of Florida’s General Contract Conditions are outlined in form PUR 1000, which is a downloadable document incorporated into this RFP by reference. Any terms and conditions set forth in this RFP document take precedence over the PUR 1000 form where applicable.

http://www.dms.myflorida.com/content/download/2933/11777/1000.pdf

The following paragraphs do not apply to this solicitation:

Paragraph 8(a), Dispute Resolution - PUR 1000 Paragraph 5(l), PRIDE – PUR 1000, when federal funds are utilized.

34.2 General Instructions to Respondents (PUR 1001)

The State of Florida’s General Instructions to Respondents are outlined in form PUR 1001, which is a downloadable document incorporated into this RFP by reference. Any terms and conditions set forth in this RFP document take precedence over the PUR 1001 form where applicable.

http://www.dms.myflorida.com/content/download/2934/11780/1001.pdf

The following paragraphs do not apply to this solicitation:

Paragraph 3, Electronic Submission – PUR 1001 Paragraph 4, Terms and Conditions – PUR 1001 Paragraph 5, Questions – PUR 1001

34.3 MFMP Purchase Order Terms and Conditions

http://www.dms.myflorida.com/content/download/2933/11777/1000.pdf http://www.dms.myflorida.com/content/download/2934/11780/1001.pdf

All MFMP Purchase Order contracts resulting from this solicitation will include the terms and conditions of this solicitation and the State of Florida’s standardized Purchase Order Terms and Conditions, which can be found on the Department of Management Services website at the following link:

https://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplac e/mfmp_agency_customers/po_terms_conditions.

Section 8(B), PRIDE, is not applicable when using federal funds.

35) ORDER OF PRECEDENCE

All responses are subject to the terms and conditions of this solicitation, which, in case of conflict, shall have the following order of precedence listed:

Special Conditions Exhibit “A”, Scope of Services

Exhibit “B”, Method of Compensation Exhibit “C”, Price Sheet Standard Written Agreement

Appendix I (Terms for Federal Aid Contracts) Required Contract Provisions Federal-Aid Construction Contracts – FHWA1273

Instructions to Respondents (PUR 1001) General Conditions (PUR 1000) Introduction Section

36) ANTITRUST VIOLATOR VENDOR LIST

Pursuant to Section 287.137(2)(a), F.S., 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 new business with a public entity.

37) PROHIBITION AGAINST CONSIDERING SOCIAL, POLITICAL, OR IDEOLOGICAL

INTERESTS IN GOVERNMENT CONTRACTING

Pursuant to Section 287.05701, F.S., an awarding body may not request documentation of or consider a vendor’s social, political, or ideological interests when determining if the vendor is a responsible vendor, and an awarding body may not give preference to a vendor based on the vendor’s social, political, or ideological interest.

38) CONTRACTING WITH ENTITIES OF FOREIGN COUNTRIES OF CONCERN

PROHIBITED

The Proposer must submit, with its proposal, a completed Foreign Country of Concern Attestation (PUR 1355) (Form 6). Form 6 must be completed by an officer or representative of the Proposer on behalf of the Proposer.

https://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/mfmp_agency_customers/po_terms_conditions https://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/mfmp_agency_customers/po_terms_conditions

39) 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 the FDOT form, Affidavit Regarding Labor and Services, 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 the other provisions of this contract, and in accordance with Florida law.

A-1

EXHIBIT “A”

SCOPE OF SERVICES

CONSTRUCTION CONTRACT COMPLIANCE SPECIALIST SERVICES

1.0 PURPOSE:

The purpose of this contract is to provide staff to accomplish duties and responsibilities of the contract compliance services required by the Federal Highway Administration (FHWA) to assure compliance of Vendors with the Equal Employment Opportunity (EEO) and Affirmative Action (AA), Disadvantaged Business Enterprise (DBE), On-the-Job Training (OJT) and Federal Wage Rate Provisions required by the FHWA 1273 Required Contract Provisions Federal-Aid Construction Contracts and Florida Statutes (F.S.). The services to be provided under this contract will be provided on an as needed basis using the task work order issued by the Department.

2.0 VENDOR RESPONSIBILITIES:

2.1 The Vendor shall comply with the Florida Department of Transportation (FDOT) manuals, procedures, and memorandums in effect as of the date of execution of the contract unless otherwise directed in writing by the Department. Such Department manuals, procedures, and memorandums are found at the State Construction Office’s website.

2.2 The Vendor shall maintain and keep in force throughout the term of this contract the requirements specified below:

▪ Staff must have and maintain a valid State of Florida Driver’s License.

The license for each staff member must be submitted to the Department’s Contract Manager or designee prior to the beginning of any work and will be subject to an annual review.

▪ Other projects developing within the geographical area of District Seven may be added at the Department’s discretion. The Vendor must perform to the satisfaction of the Department’s Contract Manager or designee for consideration of additional Construction Engineering and Inspection (CEI) services.

▪ Ensure performance of the staff assigned to the contract. Remove or discipline staff as requested by the Department to ensure a satisfactory and professionally run program.

A-2

▪ When required Vendor’s staff will travel to construction sites, as well as other locations, to perform the duties and responsibilities under this contract.

3.0 SERVICES TO BE PROVIDED BY THE VENDOR:

3.1 OFFICE AUTOMATION:

Provide all software and hardware necessary to carry out the responsibilities efficiently and effectively under this contract.

Provide each compliance staff member with a laptop computer (or tablet) running SiteManager application through Citrix connection using a mobile broadband connection at the jobsite.

All computer coding shall be input by Vendor personnel using equipment furnished by them.

All informational, contractual, and other business documentation will be handled by the Vendor through a system of paperless electronic means.

All documents requiring a signature must be executed electronically by both parties in accordance with Chapter 668, F.S., and have the same force and effect as a written signature. The Department will provide a web-based collaboration site to facilitate the electronic document exchange. All people requiring access to the collaboration site shall be identified during the preconstruction conference. All people that normally sign paper documents, and will be using the site, must acquire digital signature certificates.

Ownership and possession of computer equipment…