Supplemental_Requirements.pdf

Supplemental Requirements (some specific to proposals for Capital Projects)

1. Make sure that the contract number is referenced on the 1st page of the proposal.

2. Make sure that the person submitting the proposal includes their contact information and email address on the proposal. See the attached proposal example for Capital Projects task authorizations.

3. Make sure that the totals add down.

4. Make sure that the pdf is not locked so that the information can be verified on the pdf.

5. Make sure to not round any numbers on the proposals.

6. Make sure that the position category name (from the contract) matches the name listed on the fee sheet (in the proposal).

7. If reimbursements are attached, make sure that the reimbursement sheet from the contract is attached with the fee sheet.

8. Make sure the proposal includes a sheet with the M/WBE amounts breakdown included in the proposal with the percentage and amounts listed. (example included)

9. Make sure if there is a request for a permit fee reimbursement, make sure that the backup documentation is included in the proposal (see attached - ex:

Division of Building Safety Plans Coordination sheet).

10. Verify the rates and amounts for the submittal and the subs submittals to make sure they have been submitted correctly and that all the backup is attached with the proposal and the contract rate sheets are included in the proposal.

11. When submitting permit fees make sure that the backup and receipts match.

12. When the consultant needs to add a new subconsultant that is not in the contract, they need to make sure that they add the proposal information, fees etc. to the proposal to obtain approval from Procurement and Business Development via the Project Manager (must be aware). A request for a subconsultant to be added can be either for the term contract or for one specific task authorization.

13. Make sure that there is an explanation of the amounts on the backup, and it needs to match the summary page in the proposal (make sure that all amounts match up with the proposed amounts on all backup).

14. Make sure that the correct purchase order# is on the invoice.

15. When invoices are submitted to fiscal for processing. Make sure that the period of service amount is completed (ex: 01/01/2024 – 0/31/2024) do not put thru

01/31/2024 that is incorrect.

16. The subconsultants invoices have to be attached to the invoice being submitted for payment.

17. Verify that the invoice totals are correct for all.

18. Make sure that the correct amounts are being deducted from all fees and noted on the invoice correctly.

19. Make sure that the narratives for the work completed that period, and the work to be completed in the next period section is filled out on the invoice.

20. For task authorizations for Capital Projects, when invoices are sent do not send them to Capital Projects or put the project manager’s name on the invoice.

Please use the following address to send in the invoices:

Orange County Government

Administrative Services Fiscal and Operational Support

400 E. South St. 5th Floor

Orlando, FL 32801

Sample Architectural Group with M/WBE Percentages

Project Name: Orange County Project

Contract: Y24-904A

PO: N/A or C24904A, Dated 01/01/2024

Project Total: $10,500.00

Example 1: Prime $5,400.00 40%

Example 2: M/WBE $4,100.00 30%

Example 3: Non-MWBE $500.00 15%

Example 4: M/WBE $500.00 15%

Total: $10,500.00 100%

Total M/WBE Participation: $4,600.00 45%

SUBMITTAL FEES

Paid at time of submitting plans

VALUATION OF PROJECT:

Less than $10,001 $ 31.00 $100,001 - $500,000 $412.00 $ 10,001 - $25,000 $ 52.00 $500,001 - $1,000,000 $618.00 $ 25,001 - $50,000 $103.00 $1,000,001 - $2,000,000 $824.00 $ 50,001 - $100,000 $206.00 Over $2,000,000 $824.00

PLUS PER ADDITIONAL $100,000 OR FRACTION THEREOF $21.00

THIRD REVIEW SUBMITTAL FEES

Paid at the time of the third submittal

VALUATION OF PROJECT:

Less than $25,001 $ 31.00

$25,001 - $50,000 $ 52.00 $ 500,001 - $1,000,000 $309.00 $50,001 - $100,000 $103.00 $1,000,001 - $2,000,000 $412.00 $100,001- $500,000 $206.00 Over $2,000,000 $412.00

PLUS PER ADDITIONAL $100,000 OR FRACTION THEREOF $11.00

DIVISION OF BUILDING SAFETY

PLANS COORDINATION

COMMERCIAL REVIEW

AND

PERMIT FEES

• To obtain a Division of Building Safety fee schedule, please utilize our Fax-on-Demand at 888-329-4413 or visit our website at www.ocfl.net/building

• For information on Impact Fees or to obtain an Impact Fee schedule please contact the Concurrency Management Office at 407-836-5617 or visit their website at www.ocfl.net/impactfees

• For information on Concurrency Fees or to obtain a Fee schedule please contact the Growth Management

Administrative & Development Services Division at 407-836-5600 or visit their website at www.ocfl.net/concurrency

NEW CONSTRUCTION

REVIEWING DIVISIONS

ZONING, DEVELOPMENT ENGINEERING, FIRE LOSS MANAGEMENT, UTILITIES,

ENVIRONMENTAL PROTECTION, PLANNING, HEALTH, AND COMMERCIAL REVIEW

INTERIOR/EXTERIOR ALTERATIONS

REVIEWING DIVISIONS

http://www.ocfl.net/building http://www.ocfl.net/impactfees http://www.ocfl.net/concurrency

ZONING, FIRE LOSS MANAGEMENT, UTILITES, ENVIRONMENTAL

PROTECTION, HEALTH, AND COMMERCIAL REVIEW

Company Letter head

Month DD, 2023 [Proposal Number]

[Project Manager] [Title]

Orange County Capital Projects 400 E. South Street, 5th Floor

Subject: Professional Architectural Services – [Project Name]

Contract # [Y##-###]

[Project Address]

Dear [Name], Thank you for the opportunity for KMF Architects (hereinafter referred to as KMF) to offer this proposal for professional design services to Orange County (hereinafter referred to as the

County) for the renovations of the [Project]. Our total fee for the services outlined herein will be a lump sum in accordance with our current Continuing Services Agreement.

[FIRM] will provide architectural services and project management. The work on this project requires the services of the following Consultants:

• Consultant – Specialty

• Consultant – Specialty

• Consultant – Specialty

• Consultant – Specialty

GENERAL

This letter order shall serve as a general agreement for professional services subject to the

Continuing Services Contract and to applicable laws and regulations of the jurisdictions in which the project is located.

PROJECT DESCRIPTION

The Project will undergo ...

SCOPE OF WORK – PROFESSIONAL SERVICES

[FIRM] has met with Name(s) on Month DD, 2022 to discuss the scope of this project. Based on this discussion and other conversations had between [FIRM] and the County, the work will consist of:

• List scope items

DELIVERABLES

• Program Confirmation

• Design Package

• 30%, 60%, 90%, and Permit submittals

Company Letter head and Logo

• Standard CA

COMPENSATION (Fee) [FIRM] proposes to provide the services outlined above for a Lump Sum Fee of $XX,XXX.XX.

Additional Services, if necessary, will be lump sum, hourly or as otherwise agreed by the parties.

Thank you for the opportunity to serve the County for this project. We are ready to start work within 20 business days of notice to proceed.

Sincerely, [FIRM]

[Name, AIA]

[Title]

ATTACHMENTS

• Table A-1: Summary of Total Contract Value

• Table A-2: [FIRM] Fees

• [FIRM] Rates

• Consultant Proposals

• Table A-3: Consultant Fees

• Consultant Rates

• Table A-4: Reimbursable Expenses

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Table A-1

Summary of Lump Sum Fees

ORANGE COUNTY - CONTRACT # [Y##-###]

CONSULTANT TOTAL CONTRACT TOTAL %

M/WBE

Fee

[FIRM] $ - 0.0%

[SUBCONSULTANT] $ - #DIV/0!

Subtotal Design Fee: $ -

Reimbursables: $ -

Total Contract Value $ - #DIV/0!

PROJECT: [PROJECT NAME]

DATE: [DATE]

Table A-2

Consultant Fee Breakdown

[FIRM NAME]

POSITION CATEGORY HOURS REQUIRED BILLABLE RATE SUB-TOTAL

Principal x = $0.00

Senior Architect / Project Manager x = $0.00

Project Architect / Senior Technician x = $0.00

Technical Production Intern Architect x = $0.00

Office Administration x = $0.00

TOTAL HOURS 0 TOTAL FEE $0.00

PRIM

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EXAMPLE FEE QUOTATION PROPOSAL

Re: ORANGE COUNTY PROFESSIONAL SERVICE CONTRACT #>

As requested, the following is our information regarding overhead multipliers and personnel hourly rates for projects with Orange County. These rates will be used throughout the duration of the Contract:

Base Rate 100%

Overhead & Fringe Benefits 160%

Subtotal 260%

Profit (10%) 0.26

OVERALL MULTIPLIER 2.86

Individual classification for personnel hourly rates are as follows:

Classification Basic Hourly Rate Overall Multiplier Billable

Principal $42.00 2.86 $120.12

Senior Engineer $34.00 2.86 $ 97.24

Junior Engineer $28.00 2.86 $ 80.08

Cadd Technician $24.00 2.86 $ 68.64

Admin. Assistant $16.00 2.86 $ 45.76

Under penalty of perjury, I declare that I have read the foregoing and the facts stated in it are true. False statements may result in criminal prosecution for a felony of the third degree as provided for in Section 92.525(3), Florida Statutes.

(Printed name and title)

(Signature)

(Date)

Attachment 3

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Table A-3

Sub-Consultant Fee Breakdown

[SUBCONSULTANT NAME]

Project Manager/Engineer x = $0.00

Senior Engineer x = $0.00

Engineer (MEP) x = $0.00

Sr. Designer x = $0.00

Designer x = $0.00

Construction Admin x = $0.00

CADD Operator x = $0.00

Office Administrator x = $0.00

TOTAL HOURS 0 TOTAL FEE $0.00

BREAKDO

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As requested, the following is our information regarding overhead multipliers and personnel hourly rates for

Subtotal 260%

Junior Engineer $28.00 2.86 $ 80.08

Under penalty of perjury, I declare that I have read the foregoing and the facts stated in it are true. False statements may result in criminal prosecution for a felony of the third degree as provided for in Section

SUBCO

NSULTANT

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Table A-3

Sub-Consultant Fee Breakdown

[SUBCONSULTANT NAME]

Project Manager/Engineer x = $0.00

Senior Engineer x = $0.00

Engineer (MEP) x = $0.00

Sr. Designer x = $0.00

Designer x = $0.00

Construction Admin x = $0.00

CADD Operator x = $0.00

Office Administrator x = $0.00

TOTAL HOURS 0 TOTAL FEE $0.00

As requested, the following is our information regarding overhead multipliers and personnel hourly rates for

Subtotal 260%

Junior Engineer $28.00 2.86 $ 80.08

Under penalty of perjury, I declare that I have read the foregoing and the facts stated in it are true. False statements may result in criminal prosecution for a felony of the third degree as provided for in Section

REIM

BU

RSABLE

Table A-4

Consultant Reimbursables Fee Breakdown

REIMBURSABLES

ITE

M

$ PER UNIT SUB-TOTAL

CAD PLOTTING 1 sf = $0.00

B&W COPIES 8.5X11 1 ea = $0.00

B&W COPIES 11X17 1 ea = $0.00

COLOR COPIES 8.5X11 1 ea = $0.00

COLOR COPIES 11X17 1 ea = $0.00

SHIPPING ALL SERVICES Actual Cost Plus $1 plus 10%

ANY FEES (PERMITTING etc) Actual Cost Plus 10%

Mileage USPS rate at time of trip

ALL OTHER EXPENSES (CLIENT APPROVED) Actual Cost Plus 10%

TOTAL REIMBURSABLES $0.00

PRIM

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RATE

As requested, the following is our information regarding overhead multipliers and personnel hourly rates for

Subtotal 260%

Junior Engineer $28.00 2.86 $ 80.08

Under penalty of perjury, I declare that I have read the foregoing and the facts stated in it are true. False statements may result in criminal prosecution for a felony of the third degree as provided for in Section

LETTERHEAD OR

LOGO

Remit:

Vendor Name

1234 Central Ave.

Orlando, FL 12345

Phone number:

E-mail address:

For Professional Services From ##/##/## to ##/##/##

Description

Contract

Amount

Total

Completed

To Date

Percentage

Completed

To Date

Prior

Invoiced

Total Due

This Invoice

Schematic Design 3,000.00 3,000.00 100% 2,520.00 480.00

90% Design 15,000.00 15,000.00 100% 13,800.00 1,200.00

Permit/Bidding 1,000.00 1,000.00 100% 800.00 200.00

CA Services 3,000.00 500.00 17% 150.00 350.00

Reimbursables* 382.00 38.20 10% 11.00 27.20

JBD Consultant 2,000.00 1,700.00 85% 1,200.00 500.00

ABC Consultant 2,851.00 2,252.00 79% 2,150.00 102.00

Total $ 27,233.00 $ 23,490.20 86% $ 20,631.00 $ 2,859.20

Invoice Total

$ 2,859.20

Narrative:

Services performed this period: Vendor should detail the actual services performed this billing period.

Next period services: Vendor should detail the scheduled services to be performed for the next billing period.

* Invoice Reimbursable by % only. Do NOT attach back-up.

** Invoice sub-consultant's work with the exact amount due to the sub-consultant. Invoices from sub-consultants matching the invoiced amount MUST BE ATTACHED. Sub-consultants are encouraged to use this same invoice format. If they do not, they still need to include a brief Narrative for work performed in the current period and the next period.

Orange County Government

Administrative Services Fiscal and Operational

Support

400 East South Street, 5th Floor

Invoice Number: #######

Invoice Date: ##/##/##

Project Name:

PO#: ###############

Date of PO: ##/##/##