RSQ_10-22_Civil_Eng_Proposal.pdf

REQUEST FOR STATEMENT OF

QUALIFICATIONS

CONTINUING PROFESSIONAL SERVICES

RSQ# 10-22 (CIVIL ENGINEERING)

Contact: Robert Best, Jr., P.E.

Project Manager Telephone: +1 (407) 536-7970 Ext. 1201 Fax: +1 (407) 536-7971 rbest@chenmoore.com

Office Location 341 North Maitland Ave Suite 346 Maitland, FL 32751

Letter of Intent Maureen Lynch, CPPB, Procurement Manager Utilities Commission, City of New Smyrna Beach 200 Canal Street New Smyrna Beach, FL 32168

April 19, 2022

Re: Continuing Professional Services (Civil Engineering) RSQ #10-22

Dear Selection Committee, Chen Moore and Associates (CMA) is grateful for the opportunity to submit our response for the professional services as identified in the request for statement of qualifications (RSQ) #10-22 Continuing Professional Services for Civil Engineering Services. CMA was founded in 1986 and specializes in civil engineering, water and sewer, transportation, water resources, electrical, landscape architecture, planning and irrigation, environmental, and construction administrative services. Our Maitland (Greater Orlando) office shall lead the efforts for this RSQ and this office is located at 341 North Maitland Avenue, Suite 346, Maitland, Florida 32751. The firm is headquartered in Fort Lauderdale and has additional regional offices in Orlando (Maitland), Jacksonville, West Palm Beach, and Miami, and project offices in Gainesville, Tampa, Sarasota, and Atlanta.

CMA has established a reputation in Florida for successfully providing professional consulting services for decades. CMA has extensive experience providing continuing engineering and landscape architecture services to over 90 public sector governmental entities in Florida (CMA is the prime consultant for 50 of them) in which many of these are municipalities. Our services cover the spectrum of water and sewer infrastructure, water resources, drainage and stormwater engineering, transportation and roadway engineering, streetscaping, urban/master planning, parks, urban spaces, and recreation areas.

The City is looking to update its library of professional services disciplines and CMA is qualified to perform these services and we pride ourselves on the accomplishments of our Utility Engineering and Construction Administration groups and their niche services. CMA’s experience with projects both small and large, and the unexpected challenges that can arise with both, enables us to off er all these services in one package. This ability, combined with our company size, enables us to provide these services to the Utilities Commission, City of New Smyrna Beach (UCNSB). CMA is committing Robert Best, Jr., P.E., Principal Engineer, as the primary contact and Project Manager to ensure the delivery of successful projects. Mr.

Best has 18 years of professional experience and has worked for a variety of public and private sector clients at the city, county, state, and federal level, and he can be contacted at +1 407.536.7970, ext. 1201 or rbest@chenmoore.com. Mr. Best will lead a Team of highly specialized and dedicated professionals with a long track record of providing professional services for multiple municipalities. This Team includes five subconsultants, Wright-Pierce, Inc. (Wright-Pierce) for treatment plant engineering, Smith Engineering Consultants, Inc. (SEC) for MEP engineering, ECHO UES, Inc. (ECHO) for surveying and SUE, and Ardaman & Associates, Inc. (Ardaman) for geotechnical engineering, and Breedlove, Dennis & Associates, Inc. (BDA) for environmental engineering services.

The CMA Team will meet or exceed the UCNSB’s needs for the proposed contract and each team member is committed to providing the UCNSB with responsive professional services. We are committed to accomplishing successful project scheduling and timely completion of work, as well as being a trusted advisor to the UCNSB. The CMA Team is looking forward to the opportunity to present our capabilities, experience, project control techniques, and Team in more detail in the pages that follow and before the Selection Committee, if requested. Should you have any questions, please do not hesitate to contact me at +1 407.536.7970, ext. 1077 or jacosta@chenmoore.com.

Respectfully submitted, CHEN MOORE AND ASSOCIATES, INC.

Jose L. Acosta, P.E., F.ASCE, Executive Vice President

341 N. Maitland Ave., Suite 346

Office: +1 (407) 536-7970 chenmoore.com

February 4, 2020

SENT VIA E-MAIL (xxxxxxxx@gmail.com)

Mr./Mrs. M. Smith ABC Inc.

1234 Elm Street Fort Lauderdale, FL 33309

Re: Topic for Letter CMA Project No. AAA.BBB.CC

To Whom It May Concern, Lorem ipsum dolor sit amet, consectetur adipiscing elit, sed do eiusmod tempor incididunt ut labore et dolore magna aliqua. Ut enim ad minim veniam, quis nostrud exercitation ullamco laboris nisi ut aliquip ex ea commodo consequat. Duis aute irure dolor in reprehenderit in voluptate velit esse cillum dolore eu fugiat nulla pariatur. Excepteur sint occaecat cupidatat non proident, sunt in culpa qui officia deserunt mollit anim id est laborum.

"Sed ut perspiciatis unde omnis iste natus error sit voluptatem accusantium doloremque laudantium, totam rem aperiam, eaque ipsa quae ab illo inventore veritatis et quasi architecto beatae vitae dicta sunt explicabo. Nemo enim ipsam voluptatem quia voluptas sit aspernatur aut odit aut fugit, sed quia consequuntur magni dolores eos qui ratione voluptatem sequi nesciunt. Neque porro quisquam est, qui dolorem ipsum quia dolor sit amet, consectetur, adipisci velit, sed quia non numquam eius modi tempora incidunt ut labore et dolore magnam aliquam quaerat voluptatem. Ut enim ad minima veniam, quis nostrum exercitationem ullam corporis suscipit laboriosam, nisi ut aliquid ex ea commodi consequatur?

Quis autem vel eum iure reprehenderit qui in ea voluptate velit esse quam nihil molestiae consequatur, vel illum qui dolorem eum fugiat quo voluptas nulla pariatur?

Should you have any questions, please do not hesitate to contact me at my office at +1 (XXX) XXX-XXXX, Ext. XXXX, my cell phone at +1 (XXX) XXX-XXXX or send me an electronic message at xxxxxxxx@chenmoore.com.

Respectfully submitted, Name Title

XX/xx/xx Attachment(s)

Cc: Jane Smith, DEF Corporation

341 N. Maitland Ave., Suite 346

Office: +1 (407) 536‐7970 chenmoore.com

February 4, 2020

SENT VIA E‐MAIL (xxxxxxxx@gmail.com)

Mr./Mrs. M. Smith ABC Inc.

1234 Elm Street Fort Lauderdale, FL 33309

Re: Topic for Letter CMA Project No. AAA.BBB.CC

To Whom It May Concern, Lorem ipsum dolor sit amet, consectetur adipiscing elit, sed do eiusmod tempor incididunt ut labore et dolore magna aliqua. Ut enim ad minim veniam, quis nostrud exercitation ullamco laboris nisi ut aliquip ex ea commodo consequat. Duis aute irure dolor in reprehenderit in voluptate velit esse cillum dolore eu fugiat nulla pariatur. Excepteur sint occaecat cupidatat non proident, sunt in culpa qui officia deserunt mollit anim id est laborum.

"Sed ut perspiciatis unde omnis iste natus error sit voluptatem accusantium doloremque laudantium, totam rem aperiam, eaque ipsa quae ab illo inventore veritatis et quasi architecto beatae vitae dicta sunt explicabo. Nemo enim ipsam voluptatem quia voluptas sit aspernatur aut odit aut fugit, sed quia consequuntur magni dolores eos qui ratione voluptatem sequi nesciunt. Neque porro quisquam est, qui dolorem ipsum quia dolor sit amet, consectetur, adipisci velit, sed quia non numquam eius modi tempora incidunt ut labore et dolore magnam aliquam quaerat voluptatem. Ut enim ad minima veniam, quis nostrum exercitationem ullam corporis suscipit laboriosam, nisi ut aliquid ex ea commodi consequatur?

Quis autem vel eum iure reprehenderit qui in ea voluptate velit esse quam nihil molestiae consequatur, vel illum qui dolorem eum fugiat quo voluptas nulla pariatur?

Should you have any questions, please do not hesitate to contact me at my office at +1 (XXX) XXX‐XXXX, Ext. XXXX, my cell phone at +1 (XXX) XXX‐XXXX or send me an electronic message at xxxxxxxx@chenmoore.com.

Respectfully submitted, Name Title

XX/xx/xx Attachment(s)

Cc: Jane Smith, DEF Corporation

UTILITIES COMMISSION

CITY OF NEW SMYRNA BEACH, FLORIDA

200 CANAL STREET

P.O. BOX 100

NEW SMYRNA BEACH, FL 32170-010

RSQ 10-22

CONTINUING PROFESSIONAL SERVICES

DATE: March 28, 2022

RE: RSQ 10-22 Continuing Professional Services ADDENDUM NO. 01

To prospective vendors:

The Utilities Commission is issuing the following addendum. As such it becomes an integral part of the proposal and must be acknowledged by the return of this signed form, with your proposal form, acknowledging receipt of the addendum.

The following questions were asked and are answered below.

1) Our company provides both Electrical Engineering and Civil Engineering services. Do we submit a qualification package for each service/discipline or in one package?

Yes, separate submittals.

2) On page 5 of the RSQ, it states that ‘Submittals’ should contain no more than fifty (50) double sided pages” Can you please clarify whether this is referring to 25 sheets of paper with 50 total pages or 50 sheets of paper with

100 total pages?

50 Sheets of paper which may be double sided.

CITY OF NEW SMYRNA BEACH, FLORIDA

200 CANAL STREET

3) Are you folks asking that respondents submit an SF330 for this solicitation?

No. Please follow the directions contained within the solicitation to respond.

4) In the proposal subjects’ section, the details/descriptions of 1

(Qualifications) and 7 (Past Project Description) are very similar, almost identical in terms of what is being asked. Can you please clarify the differences between these two sections?

1 (Qualifications): overview of consultant’s qualifications and capabilities, what makes them standout, and why they would be an asset to the UCNSB.

7 (Past Project Descriptions): detailed examples of past projects performed, who they performed them for, and the benefit the project provided to the client.

5) The 1. “Qualifications” and “7. Past Project Performance” sections (refer to pages 4 and 5 of the RSQ both request a list of projects completed in the past 10 years. For our firm, most of the projects we would list are the same projects that would apply to both sections. Outside of the requirement to include “details on the project the positive impact it had for the municipality” requirement for the “Past Project Performance” section, the requested details are generally the same for both sections and our responses would be very similar. Our questions are below: Please clarify the differences between the “projects” requirements for the two sections. Is it

CITY OF NEW SMYRNA BEACH, FLORIDA

200 CANAL STREET

acceptable for respondents to merge our response to the two sections for brevity?

1 (Qualifications): overview of consultant’s qualifications and

Respondents may merge their responses as long as it is clear for the evaluation committee on how to score the Consultant Ranking Sheet.

6) Is Exhibit B (page 22) required at this time or only after contract award?

After contract award.

7) Do the proposal cover and tabs count against the page limit?

No, they do not count toward the page limit.

CITY OF NEW SMYRNA BEACH, FLORIDA

200 CANAL STREET

8) Are the references requested in Section 1 (Qualifications) different from the references requested in Section 7 (Past Project Performance)?

1 (Qualifications): overview of consultant’s qualifications and

9) Are the references requested in Section 1 (Qualifications) different from the references requested in Section 6 (References)?

1 (Qualifications): overview of consultant’s qualifications and

6 (References): three (3) project references that the UCNSB can contact on any private or municipal projects.

CITY OF NEW SMYRNA BEACH, FLORIDA

200 CANAL STREET

10) Qualifications (#1) and Past Project Performance (#7) appears to be one in the same with the exception of #7 being focused on municipalities Do project references/examples need to be only focused on municipality related projects: If you sum the weighting of these two items it’s pretty heavy, so would be good to get some clarification on the difference of the two.

1 (Qualifications): overview of consultant’s qualifications and capabilities, what makes them standout, and why they would be an asset to the UCNSB.

7 (Past Project Descriptions): detailed examples of past projects performed, who they performed them for, and the benefit the project provided to the client.

Qualifications, Past Projects, and References can be private or municipal projects.

11) Regarding references (#6) says ‘similar’ contracts-do the contracts have to be at the muni level?

Qualifications, Past Projects, and References can be private or municipal projects.

12) Please confirm that NIA and other network related upgrades are required as part of the scope of services for this project.

NIA/instrumentation and controls capabilities should be included in the response to the RSQ. Civil Engineering and Electrical Engineering firms may include this capability in their qualifications.

CITY OF NEW SMYRNA BEACH, FLORIDA

200 CANAL STREET

A Copy of This Signed Form Must Accompany Your Proposal

Acknowledgment of Receipt of Addenda No. 1

Company_______________________________________

Title___________________________________________

Signature_______________________________________

Chen Moore and Associates, Inc. (CMA)

Executive Vice President

Jose L. Acosta, P.E., F.ASCE

8Continuing Professional Services (Civil Engineering)

RSQ# 10-22

Section Number Section Title Page Number

TABLE OF CONTENTS

1 Qualifications 1-1

2 Consultant’s Understanding 2-1

3 Staffing 3-1

4 Location 4-1

5 Financial Stability/Insurance/Occupational License 5-1

6 References 6-1

7 Past Project Performance 7-1

Ta bl e of

C on te nt s

Section 1 - Qualifications

UTILITIES COMMISSION CITY OF NEW SMYRNA BEACH

RSQ #10-22 CONTINUING PROFESSIONAL SERVICES

(CIVIL ENGINEERING)

CHEN MOORE AND ASSOCIATES

1-1Continuing Professional Services (Civil Engineering)

1. QUALIFICATIONS

Description of the Firm Founded in 1986, Chen Moore and Associates (CMA) specializes in civil engineering, water and sewer, water resources, energy, landscape architecture, transportation, planning, irrigation, environmental and construction engineering services. The firm commits to providing responsive quality services while meeting the schedules and specific project needs of our clients. The firm has its headquarters in Fort Lauderdale, FL. CMA has regional offices in Orlando (Maitland), Jacksonville, West Palm Beach, and Miami, FL. CMA has project offices in Gainesville, FL, Sarasota, FL, Tampa, FL and Atlanta, GA.

At CMA, we best describe ourselves, our approach, and our priorities with these five words: Leadership, Excellence, Philanthropy, Community and Culture. CMA embraces the history and legacy of the firm set by Dr. Ben Chen, P.E.

and is empowered by the vision set by its leadership team, led by President Peter M. Moore, P.E., F. ASCE, FACEC.

The firm continues to grow by striving for excellence in design, innovation, project management, and quality.

CMA continues to be focused on community through its commitment to philanthropy at all levels of the firm.

Every office utilizes time and treasure to attend, contribute and lead in community and profession related events throughout CMA’s geographic reach. The CMA Family culture is about quality and excellence in our professional work, while contributing as a leader in our community in a fun working environment.

CMA employs 105 full time staff, including 39 registered professional engineers, 6 registered landscape architects, 2 certified planners and a certified irrigation designer. We also have 5 LEED Accredited Professionals and 5 Envision Sustainability (ENV SP) certified staff.

The work for this RSQ will be performed from our Orlando (Maitland) office: 341 North Maitland Avenue, Suite 346, Maitland, FL 32751 Telephone: (407) 536-7970 Fax: (407) 536- 7971.

The following sections outline CMA’s general experience.

While CMA specializes in civil engineering and construction management services, our subconsultants specialize in Treatment Plant Engineering; Mechanical, Electrical, and Pluming (MEP) Engineering; Surveying and Subsurface Utility Engineering (SUE) Services; Geotechnical Engineering; and Environmental Engineering. In addition, other disciplines described in this section may be required and therefore, the Utilities Commission, City of New Smyrna Beach (UCNSB) can be assured that the CMA team can handle all components of the projects performed under this contract.

Fort Lauderdale

Miami

Gainesville

West Palm Beach

Sarasota (Nokomis)

Orlando (Maitland)

Jacksonville

1-2Continuing Professional Services (Civil Engineering)

Capabilities The following describes the overall capabilities, background, and qualifications of the CMA Team members. CMA will bring our extensive experience in Utility Engineering and Construction Administrative services for municipalities.

Utility Engineering Services CMA has worked with public, semi-public, and private clients to provide a wide range of water and sewer consulting engineering services including large- e master planning and modeling; existing system assessments; design and rehabilitation; and new site development design, permitting, and construction. The following are some examples of our utility capabilities:

• Water/Sewer Distribution/Collection/Transmission System Modeling

• Master Planning

• Pump Station Rehabilitation and Design

• Water Supply, Treatment, and Distribution

• Wastewater Collection, Transmission, Treatment, Re-use, and

Disposal

• Trenchless Technology Analysis and Design, including Horizontal Directional Drill (HDD) and Pipe Bursting

• Pipe Lining and Rehabilitation, including Swagelining (Close Compression Fit Liner) and Cured in Place Pipe

Lining (CIPP)

• Geographic Information Systems (GIS) Analysis

• Odor Management

• Government Agency Permitting and Coordination

• Cost Estimating

With our registered professional engineers, licensed professional landscape architects, and highly experienced technical design and construction staff, the CMA Team has the capabilities to address all the tasks required under this contract. The CMA staff assigned to this proposal has extensive experience in utility infrastructure improvements within fully developed areas. A more detailed description of CMA’s niche experience relevant to the scope of work is described below.

Construction Administrative Services The Engineering Construction and Inspection Department at CMA consists of highly experienced professionals backed by years of experience and the latest technology and are prepared to accommodate all special conditions of the UCNSB. They assist the engineers in many aspects of the project including:

• Constructability Review and Quantity Measurement

• Shop Drawing Review

• Field Inspection and Reporting

• Field Engineering and Problem Solving

• Bidding and Contract Awards Assistance

• Contract Administration and Payments

• NPDES Compliance

• Public Information and Liaison with Community

One of the main technical advantages of the CMA Team comes from the use of GIS technology during construction inspection and management. This approach offers many benefits in dealing with the immense amount of data that must be acquired and managed during the construction process.

1-3Continuing Professional Services (Civil Engineering)

GIS Services CMA has been on the forefront of GIS/engineering integration for over 14 years. Our GIS and Visual Modeling team offers custom cartography, spatial analysis, and database management services for all stages of project development. Our specialized geographic services and geospatial solutions help clients plan their projects in greater detail, optimize efficiency and cost-savings, and decrease impacts on landscapes. The CMA Team also uses the most current software, including Esri ArcGIS, ArcSDE, Visual Nature Studio, Sketchup, Adobe Illustrator, and New Century Alignment Sheet tools, to process and present cutting-edge mapping that simplifies complex data and transforms it into useful, approachable visual information for a broad range of audiences. The CMA Team routinely uses GIS data, analysis, and procedures for engineering planning studies, design, permitting, and construction administration. As such, the CMA Team has developed in-house scripts and procedures that enable us to gather and process GIS data efficiently. Furthermore, our staff is passionate about sharing ideas and innovations with the Esri GIS community.

Our agreement with Esri includes credits we use to train our staff on the latest Esri platform innovations.

How CMA is Uniquely Qualified Many firms have the corporate experience and qualified engineers with the individual experience in potable water, wastewater, and reuse water utility projects to be of service to utilities such as the UCNSB. We believe that CMA is such a firm, but that we also have demonstrated to the UCNSB that we have characteristics and specific experience that are desirable and valuable, as you serve the needs of your customers.

1. Characteristics of CMA

CMA is a firm that is large enough to have qualified and experienced engineers that have been involved in a wide variety of potable water, wastewater, and reuse water utility projects and have worked through the various challenges such projects have presented over the years. While the entire firm consists of just 105 people, CMA has 39 licensed professional engineers (PE). Some of our engineers have backgrounds with a municipal utility and some have backgrounds with private industry, while most have a background with both. Because our staff has experience on a broad range of projects, we are able to re-deploy engineers when necessary without suffering a noticeable drop in the experience level. CMA’s experiences can be scaled to meet the needs of the UCNSB for utilities and construction administration services. With our statewide experience with similar clients, CMA understands the needs of communities and can assist the UCNSB with routine improvements and emergency services, all while also addressing individual small business and residential concerns.

CMA is a firm that is small enough to be responsive to our clients. As a small business, we believe that smaller projects and larger projects are equally important. Projects issued under continuing contracts are often smaller projects. Geographically, CMA has partnered with Florida municipal water and wastewater utilities from the Keys to North Central Florida. We have served the municipal water and wastewater market for the last 35 years and the personal experience of our Project Manager with consulting for Florida water and wastewater utilities goes back 14 years.

CMA was founded as a water and wastewater utility design firm and this still remains one of our primary businesses.

It is not an afterthought or just a minor area of service as it is for some consulting firms.

2. Specific Experience of CMA

CMA’s experience includes the planning, design, permitting, and construction of over 500 miles of pressure pipe (including 24-inch to 72-inch mains within Florida Department of Transportation (FDOT) rights-of-way (ROW)), over 100 miles of gravity sewer, over 250 pump stations (ranging from 100 gpm to 5,000 gpm), over 60 directional drills, and over 4,500 septic-to-sewer conversion properties.

Utility Transmission Main and Aerial and Subaqueous Crossings Experts: CMA has become an expert with design of large transmission mains throughout Florida. We understand the critical nature of these pipelines and how the design needs to consider items outside of traditional collection and distribution systems. CMA has designed

1-4Continuing Professional Services (Civil Engineering) over 12 aerial crossings and 50 HDD in the past 5 years. These range from smaller HDD crossings under municipal roadways and aerial crossings over Water Management District waterways/canals, to long HDD crossings under the Intracoastal Waterway. We not only work on these designs, but we have completed multiple design-build projects involving large diameter HDDs. This provides us the opportunity to understand the latest industry standards with the construction equipment and methods. It also allows us to gain lessons learned from the most prominent HDD and aerial crossing contractors in Florida and bring those lessons into our designs.

Trenchless Technologies: As a trusted consultant to utilities throughout Florida, CMA considers it an imperative to be up to date on the latest technologies available in our industry. Trenchless technology for pipeline rehabilitation has been available for decades, CMA has been utilizing liners and pipe bursting approaches for gravity sewer applications for all that time. More recently, the transfer of technologies from the oil and gas industry to the water and sewer industry has created a paradigm shift in the application of trenchless technology for pressure pipe.

Septic-to-Sewer Projects: CMA is aware of the growing challenge and need that municipalities must protect springs and environmentally sensitive waterbodies throughout the State. Currently 30% of Floridians are on septic and these 2,600,000 septic systems are 12% of the septic systems nationwide. We have developed our knowledge of septic-to-sewer projects through our work with municipalities statewide, including designing such conversions for Broward County, the Seacoast Utility Authority, and the Florida Keys Aqueduct Authority. The CMA Team knows the regulatory requirements (both at the State level and local Health Department level), the different collection system options and how each could best be used, as well as the design considerations that come with implementing these types of projects.

CMA uses the most current engineering software for planning, design, drafting, and project management and our team of experts have decades of local experience utilizing these programs to develop and execute successful projects. In recent projects such as the Worth Avenue design for the Town of Palm Beach, we have been able to utilize tools such as three-dimensional visualization to evaluate potential conflicts with existing utilities and to evaluate constructability considerations.

One of the main technical advantages of the CMA Team comes from the use of GIS technology during construction inspection and management. This approach offers many benefits in dealing with the immense amount of data that must be acquired and managed during the construction process. The abilities of the staff to complete all required construction administration tasks includes: Preparation of supplementary sketches required to solve problems during construction; reviewing shop drawings submitted by the Contractor for compliance with the design concept; making periodic visits to the project site at intervals appropriate to the various stages of construction to observe progress and the quality of the executed work; issuing instructions from the UCNSB to the Contractor, issuing necessary interpretations and clarifications of contract documents, and making decisions as to the acceptability of the work; determining amounts of progress payments due, based on completion of the work, and recommending issuance of such payments by the UCNSB; observing initial operation of the project, or performance tests required by specifications; making a final inspection and reporting on completion of the project, including recommendations concerning final payments to contractors and release of retained percentages, if any; and preparing needed documents including record drawings and certifications for submittal to regulatory agencies.

CMA is pushing the envelope of the design profession with respect to the vast and innovative design tools in our “toolbox” and our ability to maximize the use of them. We pride ourselves on bringing that type of forward-looking approach to our clients and especially to the UCNSB.

CMA has established a reputation in Florida for successfully providing professional services for multiple municipalities.

We have extensive experience providing Continuing Engineering and LA services to over 90 municipalities in the State of Florida. Our services cover the spectrum of utility engineering, water and sewer infrastructure, drainage and stormwater engineering, transportation and roadway engineering, water resources, urban planning, master planning, streetscaping, parks, urban spaces, and recreation areas.

Section 2 - Consultant’s Understanding

UTILITIES COMMISSION CITY OF NEW SMYRNA BEACH

RSQ #10-22 CONTINUING PROFESSIONAL SERVICES

2-1Continuing Professional Services (Civil Engineering)

Understanding the Projects CMA understands the importance of maintaining the historic coastal community that is the City of New Smyrna Beach, including its vibrant local arts scene and world-famous surf culture. We also acknowledge the City’s dedication to creating a sustainable community with friendly neighborhoods, civic engagement, and economic prosperity while proudly maintaining the historic preservation efforts of the City and sense of community. CMA will keep the goals of the UCNSB and feel of the City of New Smyrna Beach in mind while undergoing each project under this Contract.

Utilizing our extensive experience on municipal projects for public sector clients throughout Florida, we have developed proven, efficient, cost-effective methods to deliver projects to our clients on time and within budget.

We work as an extension of our clients as a trusted advisor familiar with the technical aspects of a project, the regulatory/permitting requirements and in consideration and communication with all stakeholders involved to ensure a successful project on time and within budget. We ensure that our clients remain well informed throughout the process with frequent communication and regular project updates and that our staff is accessible to handle any client needs that arise throughout the project. The following details the approach the CMA Team will utilize for the successful completion of the UCNSB projects.

Working in Florida for 35 years we have seen and been involved with the aging and growth of municipalities. We understand that coordination with other agencies can be a challenging path. We have walked this path before and bring lessons learned to make it more manageable. Our team have prepared capital improvements plans on existing utilities based on assessment and analysis of this infrastructure for both condition and performance.

Project Management and Client Communication Project management is the key to a successful project and must be proactive, identify issues before they become problems, and offer solutions before they become crisis. CMA will coordinate all project matters with the UCNSB’s Project Manager, and they will be always kept well informed. However, recognizing that the UCNSB’s Project Manager may be managing multiple projects at the same time, we will strive to minimize his or her day-to-day involvement by:

A. Obtaining needed information ourselves, B. Consolidated and concise documentation via email, C. Conference calls and virtual meetings, and D. Providing prompt meeting minutes.

CMA will use MS Project to track the progress the project and we will hold regular, in-house meetings to ensure coordination and QC is implemented. We will also schedule progress meetings as often as the UCNSB’s Project Manager deems necessary and the UCNSB’s Project Manager will be provided with monthly progress reports that include action items and the individual responsible for following up.

As part of our management plan, CMA implements a proactive approach that will emphasize early resolution of project issues with project stakeholders. We will provide the UCNSB’s Project Manager with meeting minutes within three days of a meeting with any of the project stakeholders (including regulatory agencies, as described below, and affected utility companies).

Lastly, project management not only means addressing scheduling and issues, but also project cost and client needs. We spend time scoping the project and developing accurate fees in addition to accurate schedules. To remain within budget, CMA uses Deltek and a variety of internal spreadsheets for project tracking and cost control (for comparing actual costs versus budgeted costs on a weekly basis). CMA prides on getting the job done and minimizing additional services or changes to the contract.

Pre-planning Process Successful projects start from the foundation up. The development of any project begins with an investigation of the existing conditions within the project area. This step can begin before the field investigation is even conducted

2. CONSULTANT’S UNDERSTANDING

2-2Continuing Professional Services (Civil Engineering) by collecting and utilizing available information. Additionally, these initial investigations will result in time savings to the project. It is our goal to obtain as much information as early as possible to inform the UCNSB of the existing conditions and potential outcomes. We believe that comprehensive data collection translates into “no surprises” during the design and the construction stages of a project. CMA makes it a priority of spending extra time obtaining existing information, performing preliminary site visits, and meeting with the regulatory agencies at the earliest stages of the Project. It is important to note that CMA begins working on this phase of the approach prior to the kickoff meeting. Our team prepares by obtaining existing information prior to the kick-off meeting with the Client to be able to discuss the project in detail. A summary of the data gathered during this phase entails the following information as applicable:

1) Utility atlases and/or as-built information. The CMA Team will review the utility atlases for the project area, as well as work done on Master Plans and GIS systems.

2) Existing available topographic information. The CMA Team will utilize existing available LIDAR data to review elevation data within the project area.

3) Existing property/parcel information. The CMA Team will utilize existing available GIS parcel and County data to obtain existing property/parcel data.

4) Soil data/geotechnical reports. The CMA Team will coordinate with our geotechnical subconsultants, UES, regarding general subsurface conditions in the area. This information will be cross reference with existing historical information to ground truth available data.

5) Aerial photograph. The CMA Team will review existing aerial photographs of the project area and note items such as existing above ground utilities to be coordinated, existing area property developments, existing landscaping/ trees that will need to be coordinated for the implementation of the proposed project, existing traffic control of the project area, etc.

6) GIS Information. The CMA team has been on the cutting edge of GIS/engineering integration for over 15 years.

Most of our engineers are trained and well versed in GIS which is uncommon in most engineering firms. This is a powerful advantage over traditional firms that house engineering and GIS in different departments because we understand the desired output and apply GIS tools to achieve it. We routinely use GIS data, analysis and procedures for engineering planning studies, design, permitting and construction administration. For each project, the GIS data will be gathered and analyzed at inception.

Design Process Successful projects follow a proven process and build on proven success. Infrastructure improvement projects typically require a very tight schedule for design that can only be successfully carried out by a firm with not only the resources necessary to produce a set of comprehensive construction documents in a short amount of time but the experience to understand the needs and requirements of the agencies reviewing their plans.

1) Public Participation and Community Outreach. It is important that stakeholders are strategically engaged early in the process. The CMA Team will meet with the UCNSB staff, regulatory agencies, nearby residents and business owners, municipalities, and other interested parties as necessary to make sure the expectations are understood by each party involved in the project. Often consultants do not spend enough time communicating with their clients and this can result in misunderstandings and in failing to meet the project expectations. CMA has developed an approach that encompasses four elements to ensure public involvement and minimize complaints. These include Public Information, Stakeholder Meetings, Complaint Resolution, and Services Coordination. Each of these areas is described as follows:

Public Information - A key component of public involvement program is a public information campaign that ensures the public is always well-informed of the work. By giving the public information before it is requested, it minimizes the potential questions and complaints that may bog down the project team. The CMA typical approach includes a direct mail campaign to initiate the project along with door hangers and signage that

2-3Continuing Professional Services (Civil Engineering) informs the public as the project progresses. The language in these notices is always jointly approved by the entire project team to eliminate any potential surprises.

Stakeholder Meetings - Public meetings held for the impacted homeowner’s are good forums for the gathering and dissemination of information to large groups of the affected public. In these meetings, CMA has made presentations to inform the public of the upcoming improvements in lay terms. In other meetings, CMA staff have presented construction updates and record any concerns that may arise. Our presence at these meetings helps maintain the image of constant public involvement and the idea that the public is an important member of the project team.

Complaint Resolution - One of the most critical components of public involvement is the acquiring, tracking, and resolution of public complaints. The acquiring of the complaints needs to be thorough and courteous to ensure that the nature of the complaint is accurately portrayed and that the public is not additionally inflamed. The tracking of the complaints should include the complaint initiation, the results of the site and preconstruction research, the instructions to the Contractor and the actual resolution of the complaint. In addition, a record of all contact with the person initiating the complaint will be kept. Finally, the resolution of the complaint needs to include an official document notifying the originator of the complaint of the final outcome. Every step in the complaint resolution process needs to be accurately recorded for use in any possible future concerns.

Services Coordination - From experience, CMA has realized that over one quarter of all complaints in projects of this nature result from residents being deprived of an essential service because of the construction. These include postal delivery, solid waste collection, public transportation rerouting and other normal daily services.

To avoid these concerns, CMA works with the agencies involved prior to the deprivation of services to reach a solution that is amicable to all parties involved.

2) Identify Needs. This community outreach helps to guide the design team to locations and projects that will have the most perceived positive impact. Sometimes chronic conditions that indicate poor utility performance go undiscovered because the question is never asked. Through both detailed quantitative analysis and qualitative feedback from the end users a complete picture can be developed. This helps to ensure the right projects get done at the right time. Of course, decisions have to be based on sound engineering principles, but we have found that stakeholders’ involvement early on result in successful projects.

3) Site Specific Information. In addition to reviewing existing available information, the CMA Team will conduct a project-specific site visit to identify features that may not have been identified in existing documentation and to review existing conditions as they exist today. Based on a site visit and review of existing data, we can supplement the existing data with only the required additional information, thereby providing an efficient and cost-effective existing conditions analysis of the project area. Additional information that is typically requested includes additional survey data and site-specific geotechnical information, which would be provided by our subconsultants.

4) Preliminary Design. When CMA starts a project, a kick-off meeting with stakeholders and the client is held to establish the project goals and detail the scope of work. We prepare for this initial meeting by developing a preliminary design report to highlight existing conditions and general assumptions for design. By preparing this report we start off the design with already knowing the needs of the area. After the kick-off meeting, we proceed with design and continue to communicate with the client throughout the various stages of design to ensure that the final product exceeds the need of our clients and stakeholders.

5) Permitting support. Coordination of the permitting process is an aspect of the project that will begin early in the design phase. From the very start, CMA will contact the permitting agencies to open lines of communication and identify even the smallest obstacles that could delay permit issuance. Through experience, CMA has learned that a project can only be successful when open lines of communication between the engineer and the UCNSB, various permitting agencies, and other consultants exist. Permit applications can define the schedule of a project, so CMA researches the needs and time frames for permits as far in advance as possible.

CMA has over 30 years of experience working on utility contracts providing services for projects just like the ones proposed in this RSQ. Our Team has relationships with the regulatory agencies and is experienced in providing

2-4Continuing Professional Services (Civil Engineering) permitting with the above-mentioned regulatory agencies. In addition, we have experience expediting permits, working on emergency projects, working on LAP projects, working with State agencies, as well as working with federal agencies.

Permitting processes will be expedited through clear communications, both with the UCNSB and with regulators in question. Permit packages will be prepared with thorough, transparent, and complete calculations, models, and supporting documentation. Draft permits will be provided and discussed with you ahead of submittal so that approaches can be adjusted to best suit the UCNSB’s needs. Pre-application meetings will be scheduled when your needs can be better met with this form of communication. Our GIS team will prepare clear and concise graphics in support of permit applications so that regulators will not need to issue needless requests for additional information because the basics of a project are not well understood.

6) Design and development of construction drawings. While many details of the project will be decided during the conceptual planning (feasibility) and review phase, this phase merely provides a “skeleton” for the project. It is during the detailed design phase that this skeleton is given its “flesh.” This phase will include a topographic survey, geotechnical exploration, and utility verification and will end with the production of the construction contract documents.

Design submittals can be provided in a variety of formats (digital and paper copies) and schedules. CMA will adjust to the client needs whether submittals are required as Preliminary Plans and Final Plans, or 30 / 60 / 100 percent Construction Documents. Our team is used to adapting to different schedules including accelerated schedules and emergency projects if required.

During this phase CMA will also discuss design options that will allow for normal operation of facilities during construction. The plans will be reviewed continuously for constructability and efficiency of design. The UCNSB will have opportunities to provide comment at any time, but plans will be formally submitted at the different drawings and specifications milestones (that are determined at the onset of each individual project).

Cost Effective Engineering Services

1) Cost effective engineering. CMA feels that there are two ways in which a consultant can provide services that are cost effective while maintaining the level of quality demanded in today’s world. The first is to have extensive experience in the type of projects that will be required. The second way is to have a well thought out and proven set of policies that guide all the consultant’s decisions to ensure the process is efficiently implemented. Based on our experience with infrastructure improvement projects, we avoid increases to the project budget by implementing our proven successfully project approach. Our past projects have been successfully completed with only minimal changes to the fees, which were all due to additional scope requested by the client, not due to additional fees requested by CMA. For these projects, we will implement “Value Engineering,” “QC,” and “Technology” practices to stay within budget and provide savings to the UCNSB.

Value Engineering – To keep project costs down, CMA incorporates “value engineering” practices into every project approach. Today’s economy has forced many agencies to revisit their criteria and more construction materials are now allowed in the design and construction of projects. We advocate material substitution while maintaining the quality of the product. Our project experience has shown us that a strong consultant will work closely with maintenance and facilities managers, contractors, and manufacturing companies. The CMA Team believes tracking the estimated cost of construction to be a key element in the success of any project. During the design process, our Team will provide cost estimates at each milestone submittal to ensure the project remains within budget. While CMA cannot guarantee any cost estimate produced, we guarantee the CMA Team will treat your construction budget as ours and CMA will make every effort to save you money and report cost data at regular intervals. Our team is used to adapting to different schedules including accelerated schedules and emergency projects if required.

Quality Control – To maintain project budgets, avoid costly mistakes and provide adequate public safety, we have made QC a priority and we believe that it is the single “most important” element of any project. At CMA, our QC process is integrated into the cost and schedule control review. By completely integrating the process, 2-5Continuing Professional Services (Civil Engineering) not only are the plans reviewed for accuracy, but the contract documents are scrutinized, preliminary schedules are developed, cost estimates are created, conflicts are identified, and solutions are developed.

CMA feels that by incorporating schedule control, cost control, cost estimating, and QC into the standard design and review process that a significant increase in performance is realized. These reviews avoid the “surprises” of unrealistic schedules, designs that are not constructible, overextended budgets and unforeseen conflicts.

By avoiding these concerns, CMA can complete a project without having to redesign the project, in either the design or construction phases. This leads to a direct time savings for CMA which leads to a direct cost savings for the client.

Our QC process utilizes two levels of review. The first level is ongoing during design where the Project Manager, Robert Best, will review the work of the subject specific design leads to provide markups and ensure revisions are correctly made. The second level is performed by independent QC by our Director of Quality Assurance, Shahin Hekmat. The independent nature of the second level review allows for a fresh perspective on the design and an “extra set of eyes” that can often identify concerns that may have been overlooked. As illustrated in the figures below, this two-level process occurs for each deliverable and is built into the schedule prior to review by UCNSB staff. We believe that by resolving any concerns with the mechanics of the design before submittal, UCNSB reviews can focus on coordination issues or stakeholder concerns.

Technology – CMA’s design team makes full use of the resources we have available. We have an established project approach and an internal QC program. Our staff works with the latest software and tools to make our design efforts more efficient and to leverage the visualization power currently available to us. Some of the software and internal programs available to the CMA Team are: Standard Project Approach; QA/QC Program;

Land F/X; AutoCAD Civil 3-D; Sketch-up and Lumion; Adobe Photoshop, Illustrator, and In-Design; Microsoft Project; Esri Collector; and Graphics Software/Visualization Tools; and Esri ArcGIS. Having our engineers trained and well versed in GIS is a powerful advantage over traditional firms that house engineering and GIS in different departments because we understand the desired output and apply GIS tools to achieve it.

We routinely use GIS data, analysis, and procedures for engineering planning studies, design, permitting and construction administration. As such, we have developed in-house scripts and procedures that enable us to gather and process GIS data efficiently.

Execute Process

1) Final Construction Plans. CMA engineering staff will rigorously examine the plans to address any conflicts with existing utilities, provided all necessary construction details, and address regulatory requirements noted during permitting and improve constructability of the project. The CMA Team has extensive experience reviewing plans for internal projects and for outside clients. CMA understands the need for internal review of design drawings.