LTC 145-2016 Kimley-Horn and Associates, Inc. Consultant Service Order #4 MIAMI BS
OFFICE OF THE CITY MANAGER
NO. LTC # 145-2016 ETTER TO COMMISSION
TO: Mayor Philip Levine and Members the City C mmission
FROM: Jimmy L. Morales, City Manager 1
DATE: April 4, 2016
SUBJECT: KIMLEY-HORN AND ASSOC! ' ES, INC. CONSULTANT SERVICE ORDER
#4 - PROCUREMENT SUPPORT THROUGH EVALUATION OF
PROPOSALS AND SUPPORT FOR NEGOTIATION OF THE INTERIM
AGREEMENT FOR THE MIAMI BEACH LIGHT RAIL/MODERN STREETCAR
PROJECT
The purpose of this LTC is to provide the Commission with the Kimley-Horn and Associates,
Inc., (referred to as "the KH Team") Consultant Service Order #4 (CSO #4) for procurement
support through evaluation of proposals and support for negotiation of the Interim Agreement for
the Miami Beach Light Rail/Modern Streetcar project, including Project Scope, initial high level
project risk analysis, any modifications to the Project Minimum Requirements, and high level
Key Technical and Business Terms.
BACKGROUND
On December 16, 2015, the Mayor and Commission adopted Resolution No. 2015-29247,
accepting receipt of an unsolicited proposal from Greater Miami Tramlink Partners for a Light
Rail/Modern Streetcar Project in Miami Beach, and authorizing the Administration to solicit
alternative proposals for a public/private partnership ("P3") for an off-wire or "wireless" light
rail/modern streetcar system from 5th Street, via Washington Avenue to the Miami Beach
Convention Center (the "Project").
In a similar timeframe, at the December 9, 2015 Commission meeting, the Mayor and City
Commission approved the Resolution authorizing the Mayor And City Clerk to execute an
agreement between the City of Miami Beach and Kimley-Horn and Associates, Inc., for the
preparation of Environmental Analysis for Miami Beach transit projects including the Beach
Corridor Transit Connection Project and related services. The services to be provided support
the City staff in all aspects of advancing and implementing the preparation of environmental
analysis for the Miami Beach Light Rail/Modern Streetcar project, including assisting the City
with procurement activities and evaluation of proposals.
In order to quickly expedite the project, the City issued CSO#1 for "Pre-Planning Activities".
CSO #1 was issued on December 17, 2015 to initiate the Environmental Review and assist the
City in Preliminary Finance and P3 Procurement Activities, providing support needed for
issuance of the solicitation and technical support of the City's position in presentations to the
County and MPO staff and officials.
CSO #2 for Engineering Survey is still in the process of being revised and will be significantly
reduced from the estimate provided in LTC 090-2016 issued on March 3, 2016 to reflect the
KIMLEY-HORN AND ASSOCIATES, INC. CONSULTANT SERVICE ORDER #4 -
PROCUREMENT SUPPORT THROUGH EVALUATION OF PROPOSALS AND
SUPPORT FOR NEGOTIATION OF THE INTERIM AGREEMENT FOR THE MIAMI BEACH
LIGHT RAIL/MODERN STREETCAR PROJECT
April 4, 2016
Page 2
minimum survey effort required for the preparation of the environmental review documents.
CSO #3 was issued on March 21, 2016 in a Not to Exceed amount of $4,452,813 for
environmental analysis; environmental compliance and documentation; development of the
public involvement plan; and development of the project funding plan. The approach assumes
that the State will issue "A Finding of No Significant Impact" based on an Environmental
Assessment. If a more detailed Environmental Impact Review is required, the additional work
will be addressed by a separate CSO.
CSO #4: Procurement Support Through Evaluation of Proposals and Support for Negotiation of
the Interim Agreement
As outlined in LTC # 123-2016, CSO #4 includes support for the Phase 1 Procurement and
negotiation of the Interim Agreement at a Not to Exceed amount of $984,890. The breakdown
of fees is as follows:
Task Fee(1)
Task 1 Support Procurement Stage 1
1.1 Questions/Answers $59,390
1.2 Update to PRD Documents $34,320
1.3 Evaluation of Proposals Submitted in Response to the PRD $258,400
Total Fee $352,110
Task 2 Interim Agreement/Term Sheet
2.1 Term Sheet $108,750
2.2 Project Risk
Factors $137,910
2.3 Support for Development of Minimum Requirements $135,310
2.4 Support of Key Technical/Business Terms $147,980
Total Fee $529,950
Total All Tasks Labor $882,060
Total Labor $882,060
Misc. Expenses (4.5%of Labor) $39,691.00
Out of Town Travel Expenses (Estimated) $63,139.00
TOTAL CONTRACT LIMIT $984,890
KIMLEY-HORN AND ASSOCIATES, INC. CONSULTANT SERVICE ORDER #4 -
PROCUREMENT SUPPORT THROUGH EVALUATION OF PROPOSALS AND
SUPPORT FOR NEGOTIATION OF THE INTERIM AGREEMENT FOR THE MIAMI BEACH
LIGHT RAIL/MODERN STREETCAR PROJECT
April 4, 2016
Page 3
The breakdown of tasks among project team members is as follows:
Fee for P3 Procurement
Fee for P3 Procurement Financial Business Tasks
Firm Technical Tasks(1) (1)
Kimley-Horn $289,430
HDR Engineering $148,295
WSP/Parsons Brinckerhoff(Technical Lead) $123,848
LTK Engineering $84,249
Clary Consulting(Finance Lead) $258,758
Castalia Strategic Advisors $80,310
Subtotal $645,822 $339,068
Total $984,890
Notes:
(1) Fee estimates for each firm are preliminary for budgeting purposes.As the project progresses
and the scope of required activities is better defined,fees may be reallocated among the firms.
Additional detail is provided in the attached CSO#4.
Future CSO: Implementation of the Public Involvement Plan
Once the Development of a Public Involvement Plan is completed under Task 3 of CSO #3, a
separate CSO will be issued for implementation of the Public Involvement Plan.
JLM/MT/Ke:/JRG
Attachments
F:\TRAN\$ALL\LTC\LTC-KH Consultant Service Orders 4.docx
. .
KimIey )Horn
April 1, 2016
Jimmy Morales
City Manager
City of Miami Beach
1700 Convention Center Drive
4th Floor
Miami Beach, Florida 33139
Re: Professional Services Agreement, Consultant Service Order(CSO)#4
Dear Mr. Morales:
Kimley-Horn and Associates, Inc. ("Kimley-Horn" or"Consultant") is pleased to submit this
CSO#4 to the City of Miami Beach for providing the Preparation of Environmental Analysis
for Miami Beach Transit Projects, including the Beach Corridor Transit Connection Project
and Related Services ("Project"). This CSO provides services in accordance with the terms
of the Master Agreement RFQ No. 2015-213-KB for Continuing Professional Services
("Master Agreement") dated December 22, 2015, which is incorporated herein by reference.
Scope of Services
The Consultant will provide the services as set forth below.
Task 1 — Support Procurement Stage 1
This task advances the P3 procurement process through the evaluation of the proposals
that will be received on May 10, 2016. The main item in the task is the evaluation of the
proposals to provide the evaluation team with background information from a technical and
financial perspective on the proposals.
Technical and consulting activities and services under this task may include but not be
limited to:
1.1 Questions/Answers
The Consultant will support the City in evaluating and responding to official questions
from the Industry and potential Proposers. This task will include the following major
areas of questions and answers to support City staff:
Kimley>>Horn April 1, 2016, Page 2
• Coordination with City staff on questions received and tasking the follow-up on the
questions to the appropriate experts to develop draft responses for the City's review
and follow up, as needed to respond to the questions.
• Key areas that questions are expected include the following, and the Consultant will
support the City staff on areas except specific legal questions that will be handled by
the City Attorney and outside counsel:
• Project Environmental Review
• Project Definition and Terms
• Construction in street right-of-way (ROW)
• Utilities along the Project alignment
• Vehicle Maintenance and Storage Facility location
• Light Rail Transit (LRT)/Streetcar system and technology (including rolling stock)
• LRT/Streetcar Operating Plan and standards
• Operations and Maintenance approach and standards
• P3 approach
• Project elements
• Term
• Risk management approach for key areas including:
• Utilities
• Underground conditions compared to surface locates
• Permits
• Maintenance periods
• Operating Plan (flexibility or strict, and approach for deviations)
• Compliance approach and penalty system
• Availability Payment including sources and timing of funding
• Financing options
• Project finance plan
• Project Funding Plan
• Documents and legal questions
KimIey >>Horn April 1, 2016, Page 3
The Consultant will work closely with the City to provide instructing, as needed, on the
P3 process and to identify key elements required to start the P3 approach. These
services include identifying the Project Champion for the City; major elements to include
in the P3 approach, such as project design-build-finance-operate-maintain; desired
terms for the P3 agreement; and timing for moving the P3 process forward. This step
will also outline the key steps in the process and timing for key decisions by the City
during the P3 Project procurement process.
Deliverables include Draft Answers provided to the City staff in response to written
questions from the interested private parties that are considering responding to the PRD.
Deliverables also include instruction presentations and materials on the P3 process, an
outline for the LRT/Streetcar P3 Project procurement process and key elements in that
process, which may be presented to appropriate City staff. Also included are follow-up
responses to questions at instruction sessions. Instruction presentations may be
delivered in a group setting and in one-on-one sessions, as requested by the City.
1.2 Updates to PRD Documents
The Consultant will assist the City in the development of updates to the PRD, including
items such as detailed instructions for proposers and other key documents, as required
based on feedback from the Pre-Proposal Meeting. This task will include the
development of draft materials to augment the PRD document that provide more
explanation for the P3 Project, to the extent additional information is available and
worthwhile. This task will also include draft amendments to the PRD for consideration
by the City staff to address items that arise in the Pre-Proposal Meeting, One-on-One
meetings and Questions/Answers during the procurement process.
Deliverables include final draft presentation of documents developed in other tasks
such as more detailed Project Summaries, P3 Project Status, Schedules, Funding
options, etc., to help the prospective Proposers best understand the Project to the
extent information is available. In addition, the team will propose changes to the PRD
where deemed appropriate, based on feedback from the Pre-Proposal Meeting, One-
on-One Meetings and the Questions/Answers.
1.3 Evaluation of Proposals Submitted in Response to the PRD
The Consultant will provide the following support to the City in the Evaluation of
Proposals:
• Provide a technical evaluation summary. The Consultant will evaluate the
proposals received for technical aspects and highlight the strengths and
Kimley>>)H o r n April 1, 2016, Page 4
weaknesses of the proposals. The Consultant will also evaluate the proposals for
failures to meet minimum key requirements and recommend strategies for
addressing the failures. These technical evaluations will be summarized for the
City's designated Evaluation Committee. The technical evaluation document will
focus on specific areas in the proposals for ease of reference for the Evaluation
Committee.
• Provide a financial evaluation summary. The Consultant will evaluate the proposals
for financial aspects and highlight the strengths and weaknesses of the proposals.
The Consultant will also evaluate the proposals for failures to meet minimum key
requirements and recommend strategies for addressing the failures. These
technical evaluations will be summarized for the City's designated Evaluation
Committee. The technical evaluation document will focus on specific areas in the
proposals for ease of reference for the Evaluation Committee.
• Provide an overall evaluation summary for the City's designated Evaluation
Committee. The Consultant will provide an overall evaluation summary that
highlights the strengths and weaknesses of each proposal. The Consultant will also
be available to present findings and respond to questions from the Evaluation
Committee.
Deliverables include the overall evaluation summary, individual area summaries
and technical highlights on the proposals, which may be updated as risk allocations
change.
Task 2 — Interim Agreement/Term Sheet
This task will support the City through the Interim Agreement period that helps provide basic
information on Project Scope, initial high level Project Risk Analysis, any modifications to the
Project Minimum Requirements, and high level Key Technical and Business Terms. These
items are not to "define the project" but to provide a very high level framework to help in the
development of the Interim Agreement. This effort will help the Proposer move to the design
stage in a timely manner to allow the project to move on an advanced schedule. This task
will also support the City during the negotiations of the Interim Agreement for key technical
and financial elements of the process.
Technical and consulting services under this task may include but not be limited to:
Kimley>>)Horn April 1, 2016, Page 5
2.1 Term Sheet
In the development of the project definition and overall terms for the P3 project, the
Consultant will develop the overall P3 project terms and will also begin the process of
risk allocation for the P3 project:
• Define the high level LRT/Modern Streetcar P3 project terms and initial allocation of
project risks for consideration by City staff. Project development activities under this
task will largely define the LRT/Modern Streetcar P3 project's high-level terms and
feed into the Interim Agreement and follow-on negotiations that further define the
key project risk factors and the allocation of these risks between the City and the P3
team. Key members of the Consultant Team will focus on the risk factors for their
respective areas of expertise for technical and financial aspects, as appropriate.
2.2 Project Risk Factors
The Consultant will work with the City to help identify project risk factors in design,
layout, and concept, and which factors should be retained by City, shared with the P3
team or borne by the P3 team as part of the Interim Agreement. Key examples include
items such as: 1) Utility identification and relocation; 2) Permits; 3) Insurance for major
natural events; 4) Accidents involving moving vehicles and LRT/Streetcar vehicles that
result in more down time than is allowed under the operating performance
specifications; 5) Financing options, roles and responsibilities; 6) Savings from future
refinancing; 7) Construction by the City or their contractors for other items in the zone
whe r e the LRT/Streetcar ve hic l es operate; 8) Law changes controlled by the City,
County and other funding partners; 9) Environmental remediation for the site for the
Vehicle Maintenance and Storage Facility; 10) Monitoring performance and reporting
noncompliance issues; 11) Points system or similar approach for managing
noncompliance issues; and 12) other related issues.
• Develop draft risk register that outlines the key risks, the party that will assume the
risk, risk mitigation factors, where and how risk items will be addressed in the draft
project agreement and related documents. The Consultant will develop and input
the items in the risk register and update the risk register as key decisions are made
on the allocation of risk.
• Integrate the risk factors and assumption of risk into the draft Interim agreement.
The Consultant will develop updates to the draft Interim Agreement to reflect the
allocation of risk and the changes to the allocation of risk as the process moves
forward.
Kimley>)Horn April 1, 2016, Page 6
Deliverables include the initial Risk Register and overall initiation of risk allocation for
the next steps in the P3 procurement process.
2.3 Support for Development of Minimum Requirements
• The Consultant will work with the City to develop minimum requirements to be included
in the draft Interim Agreement to adequately define pertinent items to guide the
development of next steps in the negotiations. This effort will include both technical and
financial elements of the minimum requirements.
Deliverables include drafts of the Minimum Requirements for consideration by the City
in the development of the Interim Agreement and negotiations beyond that stage.
2.4 Support of Key Technical/Business Terms
The Consultant will assist the City in the development of key technical and business
terms that form key portions of the Interim Agreement based on the Task 2.3
deliverable. The Consultant will coordinate closely with the Project legal team on the
development of the key technical and business terms for the Interim and subsequent
Project Comprehensive Draft Agreements.
Deliverables— Draft technical and business terms for consideration by the City for the
Draft Interim Agreement based on the items in Task 2.
Information Provided By Client
We shall be entitled to rely on the completeness and accuracy of all information provided by
the Client or the Client's consultants or representatives. The Client shall provide all
information requested by the Consultant during the project.
Schedule
The Consultant will provide services as expeditiously as practicable with the goal of meeting
a mutually agreeable schedule. We anticipate this effort will take approximately five (5)
months from April to September, 2016, assuming authorization to initiate these services by
April 1, 2016.
vKim a >>>Horn April 1, 2016, Page 7
Fee and Expenses
The Consultant will perform the services in Tasks 1 and 2 on an hourly rate basis. Travel
expenses will be billed in accordance to the City's current policies. Labor fee will be billed
on an hourly basis according to our current rates. Based on current information, the
Consultant estimates that labor fees and expenses will total a not to exceed $984,890. The
fee estimates associated are for general budgeting purposes only and individual actual fees
may be less or more than the estimates. Notwithstanding, the total cumulative fee and
expenses for Tasks 1 and 2, miscellaneous expenses and out of town travel will not exceed
$984,890 without prior authorization from the City.
Task - Descriptions Fee/Fee Type
Task 1 - Support Procurement Stage 1 $352,110/ Hourly Not to Exceed (NTE)
Task 2 - Interim Agreement/Term Sheet $529,950/ Hourly NTE
Misc. Expenses & Out of Town Travel $102,830/City Policy NTE
Total $984,890
Payment will be due within 30 days of your receipt of the invoice.
Closure
In addition to the matters set forth herein, our Agreement shall include and be subject to,
and only to, the executed Master Agreement for Continuing Professional Services dated
December 22, 2015, which is incorporated herein by reference. As used in the Master
Agreement RFQ No. 2015-213-KB, "Consultant" shall refer to Kimley-Horn and Associates,
Inc., and "Client" shall refer to The City of Miami Beach.
We appreciate the opportunity to provide these services to you. Please contact me if you
have any questions.
Very truly yours,
KIMLEY-HORN AND ASSOCIATES, INC.
By: Gregory S Kyle, AICP
Senior Vice President
Kimley>>Horn April 1, 2016, Page 8
Approved:
CONSULTANT CITY OF MIAMI BEACH
U? ��,-� 4/1/16
Project Manager Date City Manager Date
C:\Users\cmgrhala\AppData\Local\Microsoft\Windows\Temporary Internet Files\Content.Outlook\C4DXC4W4\Miami Beach CSO 4 2016 04 01.docx
L
Kimley>> Horn
April 1, 2016
Jimmy Morales
City Manager
City of Miami Beach
1700 Convention Center Drive
4th Floor
Miami Beach, Florida 33139
Re: Professional Services Agreement, Consultant Service Order(CSO)#4
Dear Mr. Morales:
Kimley-Horn and Associates, Inc. ("Kimley-Hom"or"Consultant") is pleased to submit this
CSO#4 to the City of Miami Beach for providing the Preparation of Environmental Analysis
for Miami Beach Transit Projects, including the Beach Corridor Transit Connection Project
and Related Services("Project"). This CSO provides services in accordance with the terms
of the Master Agreement RFQ No. 2015-213-KB for Continuing Professional Services
("Master Agreement") dated December 22, 2015, which is incorporated herein by reference.
Scope of Services
The Consultant will provide the services as set forth below.
Task 1 — Support Procurement Stage 1
This task advances the P3 procurement process through the evaluation of the proposals
that will be received on May 10, 2016. The main item in the task is the evaluation of the
proposals to provide the evaluation team with background information from a technical and
financial perspective on the proposals.
Technical and consulting activities and services under this task may include but not be
limited to:
1.1 Questions/Answers
The Consultant will support the City in evaluating and responding to official questions
from the Industry and potential Proposers. This task will include the following major
areas of questions and answers to support City staff:
. .
KimIey>>>Horn April 1, 2016, Page 2
• Coordination with City staff on questions received and tasking the follow-up on the
questions to the appropriate experts to develop draft responses for the City's review
and follow up, as needed to respond to the questions.
• Key areas that questions are expected include the following, and the Consultant will
support the City staff on areas except specific legal questions that will be handled by
the City Attorney and outside counsel:
• Project Environmental Review
• Project Definition and Terms
• Construction in street right-of-way (ROW)
• Utilities along the Project alignment
• Vehicle Maintenance and Storage Facility location
• Light Rail Transit (LRT)/Streetcar system and technology (including rolling stock)
• LRT/Streetcar Operating Plan and standards
• Operations and Maintenance approach and standards
• P3 approach
• Project elements
• Term
• Risk management approach for key areas including:
• Utilities
• Underground conditions compared to surface locates
• Permits
• Maintenance periods
• Operating Plan (flexibility or strict, and approach for deviations)
• Compliance approach and penalty system
• Availability Payment including sources and timing of funding
• Financing options
• Project finance plan
• Project Funding Plan
• Documents and legal questions
Kimley>> Horn April 1, 2016, Page 3
The Consultant will work closely with the City to provide instructing, as needed, on the
P3 process and to identify key elements required to start the P3 approach. These
services include identifying the Project Champion for the City; major elements to include
in the P3 approach, such as project design-build-finance-operate-maintain; desired
terms for the P3 agreement; and timing for moving the P3 process forward. This step
will also outline the key steps in the process and timing for key decisions by the City
during the P3 Project procurement process.
Deliverables include Draft Answers provided to the City staff in response to written
questions from the interested private parties that are considering responding to the PRD.
Deliverables also include instruction presentations and materials on the P3 process, an
outline for the LRT/Streetcar P3 Project procurement process and key elements in that
process, which may be presented to appropriate City staff. Also included are follow-up
responses to questions at instruction sessions. Instruction presentations may be
delivered in a group setting and in one-on-one sessions, as requested by the City.
1.2 Updates to PRD Documents
The Consultant will assist the City in the development of updates to the PRD, including
items such as detailed instructions for proposers and other key documents, as required
based on feedback from the Pre-Proposal Meeting. This task will include the
development of draft materials to augment the PRD document that provide more
explanation for the P3 Project, to the extent additional information is available and
worthwhile. This task will also include draft amendments to the PRD for consideration
by the City staff to address items that arise in the Pre-Proposal Meeting, One-on-One
meetings and Questions/Answers during the procurement process.
Deliverables include final draft presentation of documents developed in other tasks
such as more detailed Project Summaries, P3 Project Status, Schedules, Funding
options, etc., to help the prospective Proposers best understand the Project to the
extent information is available. In addition, the team will propose changes to the PRD
where deemed appropriate, based on feedback from the Pre-Proposal Meeting, One-
on-One Meetings and the Questions/Answers.
1.3 Evaluation of Proposals Submitted in Response to the PRD
The Consultant will provide the following support to the City in the Evaluation of
Proposals:
• Provide a technical evaluation summary. The Consultant will evaluate the
proposals received for technical aspects and highlight the strengths and
Kim Iey>>>Horn April 1, 2016, Page 4
weaknesses of the proposals. The Consultant will also evaluate the proposals for
failures to meet minimum key requirements and recommend strategies for
addressing the failures. These technical evaluations will be summarized for the
City's designated Evaluation Committee. The technical evaluation document will
focus on specific areas in the proposals for ease of reference for the Evaluation
Committee.
• Provide a financial evaluation summary. The Consultant will evaluate the proposals
for financial aspects and highlight the strengths and weaknesses of the proposals.
The Consultant will also evaluate the proposals for failures to meet minimum key
requirements and recommend strategies for addressing the failures. These
technical evaluations will be summarized for the City's designated Evaluation
Committee. The technical evaluation document will focus on specific areas in the
proposals for ease of reference for the Evaluation Committee.
• Provide an overall evaluation summary for the City's designated Evaluation
Committee. The Consultant will provide an overall evaluation summary that
highlights the strengths and weaknesses of each proposal. The Consultant will also
be available to present findings and respond to questions from the Evaluation
Committee.
Deliverables include the overall evaluation summary, individual area summaries
and technical highlights on the proposals, which may be updated as risk allocations
change.
Task 2 — Interim Agreement/Term Sheet
This task will support the City through the Interim Agreement period that helps provide basic
information on Project Scope, initial high level Project Risk Analysis, any modifications to the
Project Minimum Requirements, and high level Key Technical and Business Terms. These
items are not to "define the project" but to provide a very high level framework to help in the
development of the Interim Agreement. This effort will help the Proposer move to the design
stage in a timely manner to allow the project to move on an advanced schedule. This task
will also support the City during the negotiations of the Interim Agreement for key technical
and financial elements of the process.
Technical and consulting services under this task may include but not be limited to:
Kimley >>Horn April 1, 2016, Page 5
2.1 Term Sheet
In the development of the project definition and overall terms for the P3 project, the
Consultant will develop the overall P3 project terms and will also begin the process of
risk allocation for the P3 project:
• Define the high level LRT/Modern Streetcar P3 project terms and initial allocation of
project risks for consideration by City staff. Project development activities under this
task will largely define the LRT/Modern Streetcar P3 project's high-level terms and
feed into the Interim Agreement and follow-on negotiations that further define the
key project risk factors and the allocation of these risks between the City and the P3
team. Key members of the Consultant Team will focus on the risk factors for their
respective areas of expertise for technical and financial aspects, as appropriate.
2.2 Project Risk Factors
The Consultant will work with the City to help identify project risk factors in design,
layout, and concept, and which factors should be retained by City, shared with the P3
team or borne by the P3 team as part of the Interim Agreement. Key examples include
items such as: 1) Utility identification and relocation; 2) Permits; 3) Insurance for major
natural events; 4)Accidents involving moving vehicles and LRT/Streetcar vehicles that
result in more down time than is allowed under the operating performance
specifications; 5) Financing options, roles and responsibilities; 6) Savings from future
refinancing; 7) Construction by the City or their contractors for other items in the zone
where the LRT/Streetcar vehicles operate; 8) Law changes controlled by the City,
County and other funding partners; 9) Environmental remediation for the site for the
Vehicle Maintenance and Storage Facility; 10) Monitoring performance and reporting
noncompliance issues; 11) Points system or similar approach for managing
noncompliance issues; and 12) other related issues.
• Develop draft risk register that outlines the key risks, the party that will assume the
risk, risk mitigation factors, where and how risk items will be addressed in the draft
project agreement and related documents. The Consultant will develop and input
the items in the risk register and update the risk register as key decisions are made
on the allocation of risk.
• Integrate the risk factors and assumption of risk into the draft Interim agreement.
The Consultant will develop updates to the draft Interim Agreement to reflect the
allocation of risk and the changes to the allocation of risk as the process moves
forward.
Kimley >>Horn April 1, 2016, Page 6
Deliverables include the initial Risk Register and overall initiation of risk allocation for -
the next steps in the P3 procurement process.
2.3 Support for Development of Minimum Requirements
• The Consultant will work with the City to develop minimum requirements to be included
in the draft Interim Agreement to adequately define pertinent items to guide the
development of next steps in the negotiations. This effort will include both technical and
financial elements of the minimum requirements.
Deliverables include drafts of the Minimum Requirements for consideration by the City
in the development of the Interim Agreement and negotiations beyond that stage.
2.4 Support of Key Technical/Business Terms
The Consultant will assist the City in the development of key technical and business
terms that form key portions of the Interim Agreement based on the Task 2.3
deliverable. The Consultant will coordinate closely with the Project legal team on the
development of the key technical and business terms for the Interim and subsequent
Project Comprehensive Draft Agreements.
Deliverables— Draft technical and business terms for consideration by the City for the
Draft Interim Agreement based on the items in Task 2.
Information Provided By Client
We shall be entitled to rely on the completeness and accuracy of all information provided by
the Client or the Client's consultants or representatives.The Client shall provide all information
requested by the Consultant during the project.
Schedule
The Consultant will provide services as expeditiously as practicable with the goal of meeting
a mutually agreeable schedule.We anticipate this effort will take approximately five(5) months
from April to September, 2016, assuming authorization to initiate these services by April 1,
2016.
Kim Iey>>>Horn April 1, 2016, Page 7
Fee and Expenses
The Consultant will perform the services in Tasks 1 and 2 on an hourly rate basis. Travel
expenses will be billed in accordance to the City's current policies. Labor fee will be billed on
an hourly basis according to our current rates. Based on current information, the Consultant
estimates that labor fees and expenses will total a not to exceed $984,890. The fee estimates
associated are for general budgeting purposes only and individual actual fees may be less or
more than the estimates. Notwithstanding, the total cumulative fee and expenses for Tasks
1 and 2, miscellaneous expenses and out of town travel will not exceed $984,890 without prior
authorization from the City.
Task - Descriptions Fee/Fee Type
Task 1 - Support Procurement Stage 1 $352,110/Hourly Not to Exceed (NTE)
Task 2- Interim Agreement/Term Sheet $529,950 /Hourly NTE
Misc. Expenses& Out of Town Travel $102,830 /City Policy NTE
Total $984,890
Payment will be due within 30 days of your receipt of the invoice.
Closure
In addition to the matters set forth herein, our Agreement shall include and be subject to,
and only to, the executed Master Agreement for Continuing Professional Services dated
December 22, 2015, which is incorporated herein by reference. As used in the Master
Agreement RFQ No. 2015-213-KB, "Consultant"shall refer to Kimley-Horn and Associates,
Inc., and "Client" shall refer to The City of Miami Beach.
We appreciate the opportunity to provide these services to you. Please contact me if you
have any questions.
Very truly yours,
KIMLEY-HORN AND ASSOCIATES, INC.
A‘L2),S4..
By: Gregory S Kyle, AICP
Senior Vice President
vKim a >>>Horn April 1, 2016, Page 8
Approved:
CONSULTANT CITY OF MIAMI BEACH
GE 6. -{ 4/1/16
Project Manager Date City Manager Date
0:\gkyle\Miami Beach Rail\Contract\Work Order 4\Miami Beach CSO 4 2016 04 01.docx
Master Summary
Fee by Task
CSO: #4
Project Name: Miami Beach LRT/Modern Streetcar
Task Name: P3 Project Procurement Task to Interim Agreement
Date Prepared: 1-Apr-16
Task Fee
Task 1 Support Procurement Stage 1
1.1 Questions/Answers $59,390
1.2 Update to PRD Documents $34,320
1.3 Evaluation of Proposals Submitted in Response to the PRD $258,400
Total Fee $352,110
Task 2 Interim Agreement/Term Sheet
2.1 Term Sheet $108,750
2.2 Project Risk Factors $137,910
2.3 Support for Development of Minimum Requirements $135,310
2.4 Support of Key Technical/Business Terms $147,980
Total Fee $529,950
Total All Tasks Labor I $882,060
Total Labor $882,060
Misc. Expenses(4.5%of Labor) $39,691.00
Out of Town Travel Expenses(Estimated) $63,139.00
TOTAL CONTRACT LIMIT $984,890
Master Summary
Fee by Firm
CSO: #4
Project Name: Miami Beach LRT/Modern Streetcar
P3 Project Procurement
Task Name: Task to Interim Agreement
Date Prepared: 1-Apr-16
Fee for P3 Procurement Fee for P3 Procurement
Firm Technical Tasks(1) Financial Business Tasks(1)
Kimley-Horn $289,430
HDR Engineering $148,295
WSP/Parsons Brinckerhoff $123,848
LTK Engineering $84,249
Clary Consulting $258,758
Castalia Strategic Advisors $80,310
Subtotal $645,822 I $339,068
Total $984,890
Notes:
(1) Fee estimates for each firm are preliminary for budgeting purposes.As the project
progresses and the scope of required activities is better defined,fees may be reallocated
among the firms.
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Master Summary
Fee by Task
CSO: #4
Project Name: Miami Beach LRT/Modern Streetcar
Task Name: P3 Project Procurement Task to Interim Agreement
Date Prepared: 1-Apr-16
Task Fee
Task 1 Support Procurement Stage 1
1.1 Questions/Answers $59,390
1.2 Update to PRD Documents $34,320
1.3 Evaluation of Proposals Submitted in Response to the PRD $258,400
Total Fee $352,110
Task 2 Interim Agreement/Term Sheet
2.1 Term Sheet $108,750
2.2 Project Risk Factors $137,910
2.3 Support for Development of Minimum Requirements $135,310
2.4 Support of Key Technical/Business Terms $147,980
Total Fee $529,950
Total All Tasks Labor I $882,060
Total Labor $882,060
Misc. Expenses (4.5%of Labor) $39,691.00
Out of Town Travel Expenses(Estimated) $63,139.00
TOTAL CONTRACT LIMIT $984,890
Master Summary
Fee by Firm
CS O: #4
Project Name: Miami Beach LRT/Modern Streetcar
P3 Project Procurement
Task Name: Task to Interim Agreement
Date Prepared: 1-Apr-16
Fee for P3 Procurement Fee for P3 Procurement
Firm Technical Tasks(1) Financial Business Tasks(1)
Kimley-Horn $289,430
HDR Engineering $148,295
WSP/Parsons Brinckerhoff $123,848
LTK Engineering $84,249
Clary Consulting $258,758
Castalia Strategic Advisors $80,310
Subtotal $645,822 I $339,068
Total $984,890
Notes:
(1) Fee estimates for each firm are preliminary for budgeting purposes.As the project
progresses and the scope of required activities is better defined,fees may be reallocated
among the firms.
I
Master Summary
Person-Hour Estimate
CSO:#4
Project Name:Miami Beach LRT/Modern Streetcar
Task Name:P3 Project Procurement Task to Interim Agreement
Date Prepared:1-Apr-16
Direct Labor(Person-Hours)
Senior
Task Chief Senior Chief Chief Project
Task Name Project Financial Financial Systems Senior Chief Secretary
Number Engineer Financial Engineer Engineer Control Total
Manager Advisor Advisor I Advisor II Consultan Engineer Planner /Clerical
A(HDR)) (PB) t B(HDR) Specialist
Rates I $330 1 $325 1 $325 I $280 I $210 1 $320 I $255 1 $300 I $250 I $280 1 $100 1 $60
Task 1 Support Procurement Stage 1
1.1 Questions/Answers 30 18 40 15 10 28 12 10 10 20 8 7 208
$9,900 $5,850 $13,000 $4,200 $2,100 $8,960 $3,060 $3,000 $2,500 $5,600 $800 $420 $59,390
1.2 Update to PRO Documents 10 8 24 8 0 20 12 8 10 10 8 7 125
$3,300 $2,600 $7,800 $2,240 $0 $6,400 $3,060 $2,400 $2,500 $2,800 $800 $420 $34,320
1.3 Evaluation of Proposals Submitted in Respon 100 60 128 50 110 _ 100 100 60 80 100 25 20 933
Task 1 Total Hours 140 86 192 73 120 148 124 78 100 130 41 34 1266
Total Fee $46,200 $27,950 $62,400 $20,440 $25,200 $47,360 $31,620 $23,400 $25,000 $36,400 $4,100 $2,040 $352,110
Task 2 Interim Agreement/Term Sheet
2.1 Term Sheet 30 24 66 40 44 40 40 24 24 40 11 11 394
$9,900 $7,800 $21,450 $11,200 $9,240 $12,800 $10,200 $7,200 $6,000 $11,200 $1,100 $660 $108,750
2.2 Project Risk Factors 40 40 66 40 70 50 40 32 40 60 11 11 500
$13,200 $13,000 $21,450 $11,200 $14,700 $16,000 $10,200 $9,600 $10,000 $16,800 $1,100 $660 $137,910
2.3 Support for Development of Minimum Requii 40 40 58 40 70 50 40 32 40 60 11 11 492
$13,200 $13,000 $18,850 $11,200 $14,700 $16,000 $10,200 $9,600 $10,000 $16,800 $1,100 $660 $135,310
2.4 Support of Key Technical/Business Terms 40 40 96 40 70 50 40 32 40 60 13 13 534
$13,200 $13,000 $31,200 $11,200 $14,700 $16,000 $10,200 $9,600 $10,000 $16,800 $1,300 $780 $147,980
Task 2 Total Hours 150 144 286 160 254 _ 190 160 120 144 220 46 46 1920
Total Fee $49,500 $46,800 $92,950 $44,800 $53,340 $60,800 $40,800 $36,000 $36,000 $61,600 $4,600 $2,760 $529,950
All Tasks Total Hours 290 230 478 233 374 338 284 198 244 350 87 80 3186
Total Fee $95,700 $74,750 $155,350 $65,240 $78,540 $108,160 $72,420 $59,400 $61,000 $98,000 $8,700 _ $4,800 $882,060
Total Labor $882,060
Misc.Expenses(4.5%of Labor) $39,691
Out of Town Travel Expenses(Estimated) $63,139
TOTAL CONTRACT LIMIT $984,890
•
Kimley-Horn
Person-Hour Estimate
CSO: #4
Project Name: Miami Beach LRT/Modern Streetcar
Task Name: P3 Project Procurement Task to Interim Agreement
Date Prepared: 1-Apr-16
Direct Labor(Person-Hours)
Task Number Task Name Project Senior Chief Planner Project Control Secretary/ Total
Manager Engineer Specialist Clerical
Rates $330 $250 $280 $100 $60
Task 1 Support Procurement Stage 1
1.1 Questions/Answers 30 10 20 5 5 70
$9,900 $2,500 $5,600 $500 $300 $18,800
1.2 Update to PRD Documents 10 10 10 5 5 40
$3,300 $2,500 $2,800 $500 $300 $9,400
1.3 Evaluation of Proposals Submitted in 100 80 100 20 15 315
$33,000 $20,000 $28,000 $2,000 $900 $83,900
Task 1 Total Hours 140 100 130 30 25 425
Fee $46,200 $25,000 $36,400 $3,000 $1,500 $112,100
Task 2 Interim Agreement/Scope
2.1 Term Sheet 30 24 40 8 8 110
$9,900 $6,000 $11,200 $800 $480 $28,380
2.2 Project Risk Factors 40 40 60 8 8 156
$13,200 $10,000 $16,800 $800 $480 $41,280
2.3 Support for Development of Minimun 40 40 60 8 8 156
$13,200 $10,000 $16,800 $800 $480 $41,280
2.4 Support of Key Technical/Business Te, 40 40 60 8 8 156
$13,200 $10,000 $16,800 $800 $480 $41,280
Task 2 Total Hours 150 144 220 32 32 578
Fee $49,500 $36,000 $61,600 $3,200 $1,920 $152,220
Total All Tasks Hours 290 244 350 62 57 1003
Fee $95,700 $61,000 $98,000 $6,200 $3,420 $264,320
Total Labor $264,320.00
Misc.Expenses(4.5%of Labor) $11,894.00
Out of Town Travel Expenses(Estimated) $13,216.00
TOTAL CONTRACT LIMIT $289,430.00
HDR
Program Work Plan-Person-Hour Estimate
CSO: #2
Project Name: Miami Beach LRT/Modern Streetcar
Task Name: P3 Project Procurement Task to Interim Agreement
Date Prepared: 1-Apr-16
Direct Labor(Person-Hours)
Project
Task Number Task Name Chief Engineer Chief Engineer Secretary/
(A) (B) Control Total
Clerical
Specialist
Rates $325 $300 $100 $60
Task 1 Support Procurement Stage 1
1.1 Questions/Answers 18 10 1 1 30
$5,850 $3,000 $100 $60 $9,010
1.2 Update to PRD Documents 8 8 1 1 18
$2,600 $2,400 $100 $60 $5,160
1.3 Evaluation of Proposals Submitted in Response to the P 60 60 1 1 122
$19,500 $18,000 $100 $60 $37,660
Task 1 Total Hours 86 78 3 3 170
Fee $27,950 $23,400 $300 $180 $51,830
Task 2 Interim Agreement/Scope
2.1 Term Sheet 24 24 1 1 50
$7,800 $7,200 $100 $60 $15,160
2.2 Project Risk Factors 40 32 1 1 74
$13,000 $9,600 $100 $60 $22,760
2.3 Support for Development of Minimum Requirements 40 32 1 1 74
$13,000 $9,600 $100 $60 $22,760
2.4 Support of Key Technical/Business Terms 40 32 2 2 76
$13,000 $9,600 $200 $120 $22,920
Task 2 Total Hours 144 120 5 5 274
Fee $46,800 $36,000 $500 $300 $83,600
Total All Tasks Hours 230 198 8 8 444
Fee $74,750 $59,400 $800 $480 $135,430
Total Labor $135,430.00
Misc.Expenses(4.5%of Labor) $6,094.00
Out of Town Travel Expenses(Estimated) $6,771.00
TOTAL CONTRACT LIMIT $148,295.00
WSP/Parsons Brinckerhoff
Person-Hour Estimate
CSO: #4
Project Name: Miami Beach LRT/Modern Streetcar
Task Name: P3 Project Procurement Task to Interim Agreement
Date Prepared: 1-Apr-16
Direct Labor(Person-Hours)
Project
Task Number Task Name Chief Engineer Control Secretary/ Total
Specialist Clerical
Rates $320 $100 $60
Task 1 Support Procurement Stage 1
1.1 Questions/Answers 28 1 1 30
$8,960 $100 $60 $9,120
1.2 Update to PRD Documents 20 1 1 22
$6,400 $100 $60 $6,560
1.3 Evaluation of Proposals Submitted in Response to the P 100 2 2 104
$32,000 $200 $120 $32,320
Task 1 Total Hours 148 4 4 156
Fee $47,360 $400 $240 $48,000
Task 2 Interim Agreement/Scope
2.1 Term Sheet 40 1 1 42
$12,800 $100 $60 $12,960
2.2 Project Risk Factors 50 1 1 52
$16,000 $100 $60 $16,160
2.3 Support for Development of Minimum Requirements 50 1 1 52
$16,000 $100 $60 $16,160
2.4 Support of Key Technical/Business Terms 50 2 2 54
$16,000 $200 $120 $16,320
Task 2 Total Hours 190 5 5 200
Fee $60,800 $500 $300 $61,600
Total All Tasks Hours 338 9 9 356
Fee $108,160 $900 $540 $109,600
Total Labor $109,600.00
Misc.Expenses(4.5%of Labor) $4,932.00
Out of Town Travel Expenses(Estimated) $9,316.00
TOTAL CONTRACT LIMIT $123,848.00
LTK Engineering
Person-Hour Estimate
CSO: #4
Project Name: Miami Beach LRT/Modern Streetcar
Task Name: P3 Project Procurement Task to Interim Agreement
Date Prepared: 1-Apr-16
Direct Labor(Person-Hours)
Senior Project
Task Number Task Name Secretary/
Systems Control Total
Clerical
Consultant Specialist
Rates $255 $100 $60
Task 1 Support Procurement Stage 1
1.1 Questions/Answers 12 1 13
$3,060 $100 $0 $3,160
1.2 Update to PRD Documents 12 1 13
$3,060 $100 $0 $3,160
1.3 Evaluation of Proposals Submitted in Response to the Pi 100 2 2 104
$25,500 $200 $120 $25,820
Task 1 Total Hours 124 4 2 130
Fee $31,620 $400 $120 $32,140
Task 2 Interim Agreement/Scope
2.1 Term Sheet 40 1 1 42
$10,200 $100 $60 $10,360
2.2 Project Risk Factors 40 1 1 42
$10,200 $100 $60 $10,360
2.3 Support for Development of Minimum Requirements 40 1 1 42
$10,200 $100 $60 $10,360
2.4 Support of Key Technical/Business Terms 40 1 1 42
$10,200 $100 $60 $10,360
Task 2 Total Hours 160 4 4 168
Fee $40,800 $400 $240 $41,440
Total All Tasks Hours 284 8 6 298
Fee $72,420 $800 $360 $73,580
Total Labor $73,580.00
Misc.Expenses(4.5%of Labor) $3,311.00
Out of Town Travel Expenses(Estimated) $7,358.00
TOTAL CONTRACT LIMIT $84,249.00
,
Clary Consulting
Person-Hour Estimate
CSO: #4
Project Name: Miami Beach LRT/Modern Streetcar
Task Name: P3 Project Procurement Task to Interim Agreement
Date Prepared: 1-Apr-16
Direct Labor(Person-Hours)
Senior
Task Number Task Name Financial Financial Secretary/
Financial Total
Advisor I Advisor II Clerical
Advisor
Rates $325 $280 $210 $60
Task 1 Support Procurement Stage 1
1.1 Questions/Answers 40 15 10 65
$13,000 $4,200 $2,100 $0 $19,300
1.2 Update to PRD Documents 24 8 32
$7,800 $2,240 $0 $0 $10,040
1.3 Evaluation of Proposals Submitted in Response to the PI 100 50 50 200
$32,500 $14,000 $10,500 $0 $57,000
Task 1 Total Hours 164 73 60 0 297
Fee $53,300 $20,440 $12,600 $0 $86,340
Task 2 Interim Agreement/Scope
2.1 Term Sheet 50 40 20 110
$16,250 $11,200 $4,200 $0 $31,650
2.2 Project Risk Factors 50 40 30 120
$16,250 $11,200 $6,300 $0 $33,750
2.3 Support for Development of Minimum Requirements 50 40 30 120
$16,250 $11,200 $6,300 $0 $33,750
2.4 Support of Key Technical/Business Terms 80 40 30 150
$26,000 $11,200 $6,300 $0 $43,500
Task 2 Total Hours 230 160 110 0 500
Fee $74,750 $44,800 $23,100 $0 $142,650
Total All Tasks Hours 394 233 170 0 797
Fee $128,050 $65,240 $35,700 $0 $228,990
Total Labor $228,990.00
Misc.Expenses(4.5%of Labor) $10,304.00
Out of Town Travel Expenses(Estimated) $19,464.00
TOTAL CONTRACT LIMIT $258,758.00
Castalia Strategic Advisors
Person-Hour Estimate
CSO: #4
Project Name: Miami Beach LRT/Modern Streetcar
Task Name: P3 Project Procurement Task to Interim Agreement
Date Prepared: 1-Apr-16
Direct Labor(Person-Hours)
Task Number Task Name Senior Financial Financial Secretary/
Financial Total
Advisor I Advisor II Clerical
Advisor
Rates $325 $280 $210 $60
Task 1 Support Procurement Stage 1
1.1 Questions/Answers 0
$0 $0 $0 $0 $0
1.2 Update to PRD Documents 0
$0 $0 $0 $0 $0
1.3 Evaluation of Proposals Submitted in Response to the F 28 60 88
$9,100 $0 $12,600 $0 $21,700
Task 1 Total Hours 28 0 60 0 88
Fee $9,100 $0 $12,600 $0 $21,700
Task 2 Interim Agreement/Scope
2.1 Term Sheet 16 24 40
$5,200 $0 $5,040 $0 $10,240
2.2 Project Risk Factors 16 40 56
$5,200 $0 $8,400 $0 $13,600
2.3 Support for Development of Minimum Requirements 8 40 48
$2,600 $0 $8,400 $0 $11,000
2.4 Support of Key Technical/Business Terms 16 40 56
$5,200 $0 $8,400 $0 $13,600
Task 2 Total Hours 56 0 144 0 200
Fee $18,200 $0 $30,240 $0 $48,440
Total All Tasks Hours 84 0 204 0 288
Fee $27,300 $0 $42,840 $0 $70,140
Total Labor $70,140.00
Misc.Expenses(4.5%of Labor) $3,156.00
Out of Town Travel Expenses(Estimated) $7,014.00
TOTAL CONTRACT LIMIT $80,310.00