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2014-28667 Reso RESOLUTION NO. 2014-28667 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, AUTHORIZING THE ADMINISTRATION TO NEGOTIATE A CONTRACT WITH ADVANCED TRANSPORTATION ENGINEERING CONSULTANT, INC., FOR THE PURPOSE OF IMPLEMENTING A TRAFFIC MONITORING AND MANAGEMENT PROGRAM, FOR AN AMOUNT NOT TO EXCEED $200,000; AND WAIVING, BY 5/7TH VOTE, THE CITY'S FORMAL COMPETITIVE BIDDING REQUIREMENTS; FINDING SUCH WAIVER TO BE IN THE BEST INTEREST OF THE CITY; AND FURTHER AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE THE CONTRACT UPON SUCCESSFUL NEGOTIATIONS BY THE ADMINISTRATION. WHEREAS, the 2012 City of Miami Beach Community Satisfaction Survey identified traffic congestion and degraded traffic flow as the number one problem in Miami Beach resident's mind; and WHEREAS, in order to mitigate traffic conditions during "high-impact periods", the City initiated a pilot project to provide monitoring and management services during the 2013 Art Basel event period; and WHEREAS, based on the positive results obtained from the pilot project, on March 5, 2014, City Commission passed Resolution Number 2014-28512, approving additional traffic monitoring and management services from Florida Department of Transportation's (FDOT) traffic engineering consultant for five (5) events (2014 Miami International Boat Show, Winter Party Week, Winter Music Conference, Ultra Music Festival, and Memorial Weekend); and WHEREAS, as a result of the success of the traffic monitoring and management project efforts to date, the Administration would like to continue engaging traffic monitoring and management services for future events, including, without limitation, the 2014 Art Basel event period; and WHEREAS, the Administration recommends engaging the services of Advanced Transportation Engineering Consultant, Inc. (ATEC), to implement a Traffic Monitoring and Management Program (TMMP); and WHEREAS, ATEC has been previously selected as the top-ranked firm by FDOT, through FDOT's procurement process, initiated on June 19, 2013, and subsequently awarded Contract No. C-9D06, effective through October 2018, for traffic engineering support services consultant services; and WHEREAS, the City, as a governmental agency, is eligible to utilize the competitively solicited State of Florida Department of Transportation (FDOT) agreements which aggregate the buying power of many governmental agencies across the United States; and WHEREAS, the Administration recommends waiving, by a 5/7 1h vote, the City's formal competitive bidding requirements, as being in the best interest of the City. NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City Commission hereby authorize the Administration to negotiate a contract with Advanced Transportation Engineering Consultant, for the purpose of implementing a Traffic Monitoring and Management Program, for an amount not to exceed $200,000; and waiving, by 5/7th vote, the City's formal competitive bidding requirements, finding such waiver to be in the best interest of the City; and further authorizing the Mayor and City Clerk to execute the Contract upon successful negotiations by the Administration. PASSED AND ADOPTED THIS DAY OF ��/ 2014. ATTEST: Rafael E. Granado, City Cl k Phili rev' ayor �•• � . -� ;�' APPROVED AS TO FORM & LANGUAGE & FOR EXECUTION IfJCORF ORATED ON City Attorney _ Dote C;UMM1551UN I I EM SUMMARY Condensed Title: A Resolution Of The Mayor And City Commission Of The City Of Miami Beach, Florida,Authorizing The City Manager To Utilize The State Of Florida Department Of Transportation(FDOT)Contract No.C-9D06 For Traffic Engineering Support Services Consultant, With Advanced Transportation Engineering Consultant, Inc., And Waiving, By 5/7th Vote, The City's Formal Competitive Bidding Requirements, Finding Such Waiver To Be In The Best Interest Of The City. Key Intended Outcome Supported: Maximize Efficient Delivery of Services. Maximize Miami Beach as a World Class Destination. Supporting Data: N/A Item Summary/Recommendation: The 2012 City of Miami Beach Community Satisfaction Survey identified traffic congestion and degraded traffic flow as the number one problem in Miami Beach resident's minds. Daily traffic volumes and limited network capacity has caused traffic conditions negatively impact transportation routes and times across the City, especially during major events. However, given the geometric characteristics of the City, the limited capacity of the street grid,and existing right-of-way constraints,there are not many opportunities to widen roadways or add lanes,thus it is critically important for traffic signals to function efficiently and maximize the movement of vehicles across the City. To mitigate traffic conditions during"high-impact periods", in November 2013,the City Commission approved a pilot project to engage a firm to provide traffic monitoring and management services during the 2013 Art Basel event period. Based on the positive results obtained in the pilot project, on March 5, 2014, City Commission approved additional traffic monitoring and management services from FDOT's traffic engineering consultant for five(5)events(2014 Miami International Boat Show,Winter Party Week,Winter.Music Conference, Ultra Music Festival,and Memorial Weekend).The traffic monitoring and management project has proven to be an effective tool in active arterial traffic management during special events. As a result of the success of the traffic monitoring and management project efforts to date, the Administration would like to consider engaging a continuation of traffic monitoring and management services for future events, including(but not limited to)the 2014 Art Basel event period.To do so,the Administration recommends engaging the services of Advanced Transportation Engineering Consultant(ATEC).ATEC has been selected as the top- ranked firm and has been awarded the competitively solicited contract C-9D06,effective through October 2018, by the State of Florida Department of Transportation('FDOT)for traffic engineering support services consultant services to implement a Traffic Monitoring and Management Program(TMMP). The FDOT contract allows the City to deploy the TMMP services expeditiously at cost-effective pricing through a competitively solicited contract with a service volume much greater than the City's requirements. Due to FDOT's volume and competitive process, it is not in the City's best interest to delay the process of implementing the necessary services by issuing its own competitive solicitation.Therefore, it is recommended that the Mayor and City Commission of the City of Miami Beach, Florida,approve a resolution authorizing the City Manager to utilize the State of Florida Department of Transportation(FDOT)Contract No. C-9D06 for Traffic Engineering Support Services Consultant with Advanced Transportation Engineering Consultant, Inc.,and waiving,by 5/7th vote,the City's formal competitive bidding requirements, finding such waiver to be in the best interest of the City. RECOMMENDATION Approve The Resolution. Advisory Board Recommendation: Financial Information: Source of Amount Account Funds: 2 O I Total Financial Impact Summary: A request for funding for the 2014/2015 Fiscal Year has been submitted in the amount of$200,000.00 for the related services.All expenditures pursuant to this request are subject to approval and appropriation of the funds by the City Commission. City Clerk's Office Legislative Tracking: Alex Denis, Extension 6641 Sign-O DfioponentpinKt Assistant City M er City Anager A JG MT KGB JLM T:\AGENDA 14\Ju1y\ProcurementlWaiver of Bid-FDOT C-9D06 SUM Y.doc AGENDA ITEM � 7K 1W MIAMIBEI July 23, 2014 City Commission Meeting Waiver of Bid—FDOT Contract for Traffic Engineering Support Services MIAMI BEA' CH City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov COMMISSION MEMORANDUM TO: Mayor Philip Levine and Member of the Cit Commission FROM: Jimmy L. Morales City Manager DATE: July 23, 2014 SUBJECT: A RESOLUTION OF THE MAYOR AND CITY'COMMISSION OF THE" CITY OF MIAMI BEACH, FLORIDA, AUTHORIZING THE CITY MANAGER TO UTILIZE THE STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION (FDOT) CONTRACT NO. C-91306 FOR TRAFFIC ENGINEERING SUPPORT SERVICES CONSULTANT, WITH ADVANCED TRANSPORTATION ENGINEERING CONSULTANT, INC., AND WAIVING, BY 5/7TH VOTE, THE CITY'S FORMAL COMPETITIVE BIDDING REQUIREMENTS, FINDING SUCH WAIVER TO BE IN THE BEST INTEREST OF THE CITY. - ADMINISTRATION RECOMMENDATION Approve the recommendation. FUNDING A request for funding for the 2014/2015 Fiscal Year has been submitted in the amount of $200,000.00 for the related services. All expenditures pursuant to this request are subject to approval and appropriation of the funds by the City Commission. KEY INTENDED OUTCOME Maximize Efficient Delivery of Services. Maximize Miami Beach as a World Class Destination. BACKGROUND The City of Miami Beach is a main center of attraction for events in Florida due to its weather, restaurants, nightlife, beaches, and people. Most major events are heavily attended and, therefore, increase traffic volumes on the City's already busy roadway network. The increase in traffic volumes severely burdens traffic signals, negatively impacting transportation across the City, as well as resident and visitor experiences. The adverse traffic conditions are further exacerbated by roadway closures resulting from several roadway construction projects across the City. July 23, 2014 City Commission Meeting Waiver of Bid—FDOT Contract for Traffic Engineering Support Services The 2012 City of Miami Beach Community Satisfaction Survey identified traffic congestion and degraded traffic flow as the number one problem in Miami Beach resident's minds. Daily traffic volumes and limited network capacity has caused traffic conditions to degrade and Level of Service (LOS) conditions to fail along principal arterials. Failing corridors and intersections also affect other aspects of daily life in the City. Federal Highway Administration (FHWA) case studies have proven that traffic congestion adversely affects the local economy, air quality, and safety of pedestrians and drivers. The increased congestion also has a direct effect on law enforcement. The City endures a cost for every police traffic detail deployed during major impact periods and special events. Research has also shown that as congestion continues to increase, more valuable hours are being spent driving and more dollars are being spent on fuel consumption; money that could be spent on activities to improve our quality-of-life. Given the geometric characteristics of the City, the limited, capacity of the street grid,,,.., ; and existing right-of-way constraints, there are not many opportunities A6 widen roadways or add lanes, thus it is critically important for traffic signals to function efficiently and maximize the movement of vehicles across the City. To mitigate traffic conditions during "high-impact periods", in November 2013, the City Commission approved a pilot project to engage a firm to provide traffic monitoring and management services during the 2013 Art Basel event period. The project consisted of the installation of Bluetooth/Wi-Fi Travel Time Detectors and Pan-Tilt-Zoom (PTZ) cameras to measure travel times and observe traffic congestion as well as smart Variable Message Signs (VMS) for travel time and parking information dissemination. The traffic engineering consultant was responsible for collecting the appropriate data and manually adjusting signal timing to correspond to the demand observed. The Pilot Project yielded positive results in the reduction of travel times and increasing average vehicular speed and through-put. Based on the positive results obtained in the pilot project, on March 5, 2014, City Commission approved additional traffic monitoring and management services from FDOT's traffic engineering consultant for five (5) events (2014 Miami International Boat Show, Winter Party Week, Winter Music Conference, Ultra Music Festival, and Memorial Weekend). The traffic monitoring and management project has proven to be an effective tool in active arterial traffic management during special events. Using the Miami International Auto Show as a baseline, travel times along the six (6) principal ingress and egress routes were reduced between 7% and 230%. Moreover, average speed along the routes increased between 8% and 58% (Attachment A). One of the advantages of this service is the ability to respond to incidents and/or sudden spikes in traffic demand on a real-time basis. During Memorial Weekend, drivers heading north on Collins Avenue encountered the closure of two (2) northbound lanes beginning on 41St Street due to a FDOT construction project. The closure adversely affected travel times and created excessive congestion in the northbound direction during the event peak hour, particularly for left turns on Collins Avenue at 41St Street. The Traffic Monitoring and Management team deployed a signal engineer to visit the site and modify signal timing July 23, 2014 City Commission Meeting Waiver of Bid—FDOT Contract for Traffic Engineering Support Services along 41St Street at Collins Avenue, Indian Creek Drive, and Pine Tree Drive. This modification improved travel times by 72 seconds per vehicle which translated into an increase in average speed from 14 mph to 27 mph (Attachment B). As a result of the success of the traffic monitoring and management project efforts to date, the Administration would like to consider engaging these services for future events, including (but not limited to) the 2014 Art Basel event period. To do so, the Administration recommends engaging the services of Advanced Transportation Engineering Consultant (ATEC). ATEC has been selected as the top- ranked firm and has been awarded the competitively solicited contract C-9D06, effective through October 2018, by the State of Florida Department of Transportation (FDOT) for traffic engineering support services consultant services to implement a Traffic Monitoring and Management Program (TMMP). The``TMMP contract will provide for the management o'Utraffic demand'"by continuously monitoring traffic conditions, evaluating performance, updating signal timing, providing real-time information, and coordinating with the Miami Beach Police Department to promote smooth traffic flow, improve LOS, and provide motorists with travel time and parking information during special events and to reduce drivers over-burdening the roadway network by searching for parking. The TMMP will establish a traffic management and monitoring plan for seven (7) special events. The City envisions that the experience in preparation acquired during the pilot project and the subsequent effort will assist in the implementation of the TMMP. One of the main objectives of the project is to promote the application of innovative traffic management practices to improve resident quality-of-life, and visitor experience. At a minimum, the consultant shall have the ability to provide video monitoring and collect real time travel time and delay data to monitor the operational performance of the network during special ecial events. All the real time video images and data will be shared with the City and its staff. The Consultant shall also have the ability to implement and adjust signal timing plans and phasing plans along the event network. In addition, the TMMP services include signal timing support during special events, coordination with jurisdictional and agencies for traffic signal modification during events, and providing data collection and analysis of traffic conditions during events. As part of the budget process, the Administration has proposed that $200,000 be allocated yearly beginning in Fiscal Year 2014/2015 for the establishment of the TMMP. CONCLUSION The FDOT contract allows the City to deploy the TMMP services expeditiously at cost- effective pricing through a competitively solicited contract with a service volume much greater than the City's requirements. Due to FDOT's volume and competitive process, it is not in the City's best interest to delay the process of implementing the necessary services by issuing its own competitive solicitation. Therefore, it is recommended that the Mayor and City Commission of -the City of Miami Beach, Florida, approve a resolution authorizing the City Manager to utilize the State of Florida Department of July 23, 2014 City Commission Meeting Waiver of Bid—FDOT Contract for Traffic Engineering Support Services Transportation (FDOT) Contract No. C-9D06 for Traffic Engineering Support Services Consultant with Advanced Transportation Engineering Consultant, Inc., and waiving, by 5/7t" vote, the City's formal competitive bidding requirements, finding such waiver to be in the best interest of the City. RECOMMENDATION APPROV THE RESOLUTION. JLM / K / AD T:WGENDA\2014\July\Procurement\Waiver of Bid-FDOT C-9D06 MEMO.docx STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION 375-030.12 STANDARD PROFESSIONAL SERVICES AGREEMENT PROCUREMENT OGC-07113 Page 1 of 2 Contract No. C-9D06 FDOT Finan:tal ID No.(s) 429286-2-32-01 Appropriation Bill Number(syl-ine Item Numbers)for 1 st year of contract,pursuant to s.216.313,F.S. NIA freaLdred for contracts in excess of$5 rrrilllonl F.A.P.No. TBD THIS AGREEMENT,made and entered into this � J °' day of 13 ,by and (This date to be entered by DOT only) between the STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION,an agency of the State of Florida,hereinfter called the Department and Advanced Transportation Engineering Consultants, Inc. F.E.I.D. 1 of 13 SW 136th Street Suite 107 Miami,FL 33186 ( No. F59381 264 ) 944 _ , , authorized to conduct business in the State of Florida,hereinafter called the Consultant,agree as follows: The Consultant and the Department mutually agree to abide by the Department's Standard Professional Services Agreement, Terms,dated July,2413 which are available as an appendix to this form in the Department's Professional Services web site or from the Department's Office of Procurement. The Standard Professional Services Agreement'Terms,with the exception of the following non-applicable sections: NIA are Incorporated by reference and made a part of this Agreement 1. SE VI ES AND PERFORNiAAICE A. The Department does hereby retain the Consultant to furnish certain services as described in Exhibit W,attached hereto and made a part hereof,in connection with Traffic Engineering Support Services Consultant B. Unless changed by written agreement,the site for inspection of work referenced in Section 1.1 of the Standard Professional Services Terms,will be 13940 SW 136th Street,Suite 107, Miami,FL 33186 2. TERM A. Unless otherwise provided herein or by Supplemental Agreement or Amendment,the provisions of this Agreement will remain in full force and effect through completion of all services required of the Consultant or a 5 year term from the date of execution of this Agreement,whichever occurs first- B. Check applicable terms The scheduled project services to be rendered by the Consultant will commence,subsequent to execution of this Agreement,on the date specified In the written notice to proceed from the Department's which notice to proceed will become part of this Agreement The Consultant will complete scheduled project services within months of the commencement date specified in the notice to proceed or as modified by subsequent Amendment of Supplemental Agreement. ® The project services to be rendered by the Consultant for each task assignment will commence, upon written notice from the Department's Project Manager ,and will be completed within the time period specified in each task assignment.AU services performed under this contract will be completed within 60 months from the date of this Agreement The total fee for all accumulated task assignments may not exceed $1,500,000.00 The scheduled project services to be rendered by the Consultant will commence,subsequent to execution of this Agreement,on the date specified in the written notice to proceed from the Department's which notice to proceed will become part of this Agreement. The Consultant will complete scheduled project services within calendar days following completion of the construction contract(s)with which consultant services are associated_The anticipated length of the consultant services is months. 375430-12 PROCUREMENT OGC-07113 Pap 2 o(2 3. INSURANCE The amount of liability insurance to be maintained by the Consultant in accordance with Section 43 of the Standard Professional Services Agreement Terms is $250,000.00 4. SUBCONTRACTS The following subconsutiants are authorized under this Agreement in accordance with Section 7.A.of the Standard Professional Services Agreement Terms: AECOM Technical Services,Inc. (F952661922) Pinnacle Consulting Enterprises, Inc.(F142005307) CSA Central, Inc. (F311446286) TRACE Consultants,Inc.(F455418595) HBC Engineering Company(F223936061) TSM International,Inc. (F271743076) Kimley-Horn&Associates,Inc.(F560885615) Media Relations Group,LLC (F200118620) Metric Engineering,Inc.(F591685550) Transportation Technology Solutions (F461568953) 5. COMPENSATION The Department agrees to pay the Consultant compensation as detailed in Exhibit"B",attached hereto and made a part hereof. 6. MISCELLANEOUS A. Reference in this Agreement to Director will mean the District Director of Transpertallon Operations B. The services provided herein ® do ❑ do not involve the expenditure of federal funds.In the event federal funds are Involved,Section 9 of the Standard Professional Services Agreement Terms is incorporated by reference. C. The following attachments are hereby incorporated into this Agreement as part hereof as though fully set forth herein. Page A-1 through Page A-4 :Exhibit"A",Scope of Services Page B-1 through Page B-7 :Exhibit"B",Method of Compensation IN WITNESS WHEREOF,the parties have executed this Agreement by their duly authorized officers on the day,month and year set forth above. STATE OF FLORIDA Advanced Transp.Rngr,Conoljats,Inc. DEPARTMENT OF 77 TRANP TATION Name of �. 4 BY: BY. Authorized Sig ure (Print/Type:: (Pdnt/Type) Title: t' r�, Q,l -- Title: Dlstritt Director of Transportation Operations FOR DEPARTMENT USE ONLY APPROV LEGAL REVIEW: Professional ervice nit General Counsel Office :EXHIBIT ' A SCOPE. OF SERVICES EXHIBIT A SCOPE OF SERVICES TRAFFIC ENGINEERING SUPPORT SERVICES CONSULTANT FPID:429286-2-32-01 A. OBJECTIVE The Department desires to obtain assistance from the Consultant for the performance of miscellaneous Maintenance of Traffic support services including, but not limited to (1) providing real time traffic monitoring and traffic data collection within active work zones (2) implementation of smart technologies and concepts within work zones (3)signal timing support within work zones (4)reviewing Maintenance of Traffic Plans and determining the need of the detailed analysis of Maintenance of Traffic impacts(5)analysis of maintenance of traffic alternatives (6) Traffic simulation and modeling of Maintenance of Traffic alternatives (7) Coordination with traffic signal maintaining agencies, FDOT offices, and other public agencies (8) providing the data collection and analysis of traffic prior to the beginning of project construction (9)Miscellaneous activities to support the District traffic operations office such as traffic operations studies, coordination with municipalities and other agencies. B. SERVICES The Consultant shall provide anyone or more of the following engineering services or elements contained therein,as required by the Department: • Traffic simulation—Develop a traffic simulation model of the highway system affected by the maintenance of traffic setup. The objective of the traffic simulation is to evaluate traffic operations during construction and to assess the traffic operational impacts.The consultant shall have the ability to use the most appropriate and up to date traffic simulation tool including,but not limited to Synchro, VISSIM,CORSIM. Real time traffic monitoring and traffic data collection within active work zones - collect real time travel time and delay data and monitor significant changes in travel time along active work zones. Consultant shall have the ability to provide temporary video monitoring and collect real time travel time and delay data to monitor the. operational performance of the work zone. Consultant shall have the ability to share real time video images with the contractor and FDOT. Develop and implement traffic signal timing and phasing plans along the work Zone. The Consultant shall coordinate with the traffic signal maintaining agencies to develop and implement signal timing and phasing plans. Stage III A-1 Identify strategies that could be used to mitigate impacts of the work zone on the operation and management of the transportation system within the work zone impact area. These strategies can be used to minimize traffic delays, improve mobility, maintain or improve motorist and worker. safety, complete road work in a timely manner, and maintain access for businesses and residents. Coordinate the implementation of these strategies with the district construction office and/or traffic signal maintaining agencies. • All necessary engineering required for reviewing Maintenance of Traffic Plans, roadway construction projects, PD&E studies to identify impacts on traffic and determine the need of traffic operational components in the Transportation Management Plans. The Consultant shall make reference to Chapter 10 of the Florida Department of Transportation Plans Preparation Manual. • Coordinate with the necessary FDOT office to obtain all available roadway plans, bridge plans,right-of-way maps and other available information pertinent to the project. Coordinate with the signal maintaining agency to obtain the necessary signal tuning and hasin information. p g • Represent the district traffic operations office in multi-discipline transportation management plan teams that may be formed to handle the planning, coordination, implementation, monitoring, and evaluation details of transportation management plan elements. C. DEPARTMENT RESPONSIBILITIES The Florida Department of Transportation will furnish any or all or the following items, as appropriate,for performance of the required services: 1. All previously completed studies or data collection(if any). 2. Aerial photography 3. Right-of-way maps and legal descriptions which are not part of the Consultants work effort,when required. 4. Conceptual drawings, roadway construction plans, PD&E studies, traffic studies (if any). 5. The DEPARTMENT will arrange for use of the DEPARTMENT's mainframe system, subject to normal security procedures. Stage V1 A-2 D. CONSULTANT RESPONSIBILITIES 1. The CONSULTANT shall provide a Project Manager (CPM) who is acceptable to the Department and who will be the primary point of contact for the CONSULTANT for scope, schedule,manpower coordination, negotiation of staff-hours, and completion of all Work Orders.The Project Manager (CPM) shall meet with the DEPARTMENT Project Manager on a regular basis and shall provide monthly progress reports by Task Work Order. These progress reports shall be the basis for evaluation and processing of invoices for payment. 2. The CONSULTANT shall provide sufficient staff, either the specific staff person requested or acceptable staff at defined levels of expertise as agreed to by the DEPARTMENT's Project Manager, in a timely manner to complete all assigned work within the Task Work Order schedule. If, at any time, the DEPARTMENT's Project Manager determines that the number or expertise of particular staff assigned to a specific task is inadequate, the Project Manager shall coordinate with the CONSULTANT Project Manager to remedy the situation so as to ensure the timely completion of the work. 3. While it is expected that the CONSULTANT shall seek and receive advice from various state, regional, and local agencies, the final direction on all matters of this project remain with the DEPARTMENT Project Manager. 4. Copies of all written correspondence between the CONSULTANT and any party pertaining specifically to this contract shall be provided to the DEPARTMENT for their records within one(1)week of the receipt or mailing of said correspondence. S. The CONSULTANT shall have a Registered Professional Engineer in the State of Florida sign and seal all reports, documents, and plans as required by DEPARTMENT standards. 6. The CONSULTANT shall have as part of the staff at least one IMSA certified traffic signal technician level II as required by DEPARTMENT. 7. The CONSULTANT shall have at least one staff member who holds an advanced maintenance of traffic certification as required by DEPARTMENT. F. QUALITY ASSURANCE/QLTALiTX CONTROL It is the intention of the DEPARTMENT that CONSULTANTS are held responsible for their work. The CONSULTANT shall be responsible for the professional quality, technical accuracy and coordination of all surveys, designs, drawings, specifications and other services furnished by the CONSULTANT under this contract. The CONSULTANT shall provide a Quality Assurance/Control Plan that describes the procedures to be utilized to verify, independently check, and review all tasks and services performed as a part of the contract. The CONSULTANT shall describe how the checking and review processes are to be documented to verify that the required procedures were followed. Stage III A-3 it The names of the CONSULTANT's staff that will perform the quality control reviews shall be included in the Quality Control Plan. The Quality Control reviewer shall be a Florida Registered Professional Engineer. The Quality Assurance/Control Plan may be one utilized by the CONSULTANT as part of their normal operation or it may be one specifically designed for this project. The CONSULTANT shall submit a Quality Assurance/Control Plan for approval within 10 (ten) calendar days of the written Notice to Proceed. Unless specifically waived, no payment shall be made until the CONSULTANT's Quality Assurance/Control Plan is approved by the Department. Significant changes to the work requirement may require the CONSULTANT to revise the Quality Assurance/Control Plan. It shall be the responsibility of the CONSULTANT to keep the plan current with the work- requirements. The CONSULTANT shall, without additional compensation, correct all errors or deficiencies in the designs, maps,drawings,specifications and/or other services. The CONSULTANT shall maintain adequate records of the quality control actions performed by the CONSULTANT team, (including sub-contractors and vendors), in providing services and products under this Contract. All records shall indicate the nature and number of observations made, the number and type of deficiencies found, and the actions taken. These records shall be available to the Department, upon request, during the contract term.All records are subject to audit review. G. METHOD OF COMPENSATION Payment for the work accomplished will be in accordance with Exhibit B of this contract. The CONSULTANT shall meet with the DEPARTMENT as required and shall provide a written progress and schedule status reports that describe the work performed on each task. Progress and schedule status reports shall be delivered to the DEPARTMENT concurrently with the monthly invoice. The Project Manager will make judgment on whether work of sufficient quality and quantity has been accomplished by comparing the reported percent complete against actual work accomplished. Payments will not be made that exceed the percentage of work for any event until those events have actually occurred and the results are acceptable to the DEPARTMENT. Stage III A-4 EI{HIBI'P KB99 METHOD OF CONIPENSA1°IOId .... .. ....... .... ...... .......... ............ ........... -METHOD OF COMPENSATION EXHIBIT"B" FPID:429286-2-32-01 1,0 PURPOSE This exhibit defines the method and limits of compensation to be made to the Consultant for the services described in Exhibit"A"(Scope of Services)and method by which payments will be made. 2.0 COMPENSATION For satisfactory completion of services authorized under this agreement,the Department will pay the Consultant a Total Maximum Limiting Amount not to exceed $11500,000.00. This is a task assignment type agreement. The Department will furnish the Consultant a task work order specifying the services to be performed and the fees to be paid for each project assigned under this agreement. Compensation for individual assignments will not exceed $300,000. The Department will confirm funds availability prior to issuing a task work order to the Consultant. The Department shall request Consultant services on an as-needed basis. There is no guarantee that any or all of the services described in Exhibit"A"of this Agreement will be assigned during the term of this Agreement. Further,the Consultant is providing these services on a non-exclusive basis. The Department may, at its option., elect to have any of the services ser forth herein performed by other consultants or Department staff. The total amount of this agreement is expected to be funded by multiple appropriations: The State of Florida's performance and obligation to pay under this contract is contingent upon an appropriation by the Legislature. Currently$300,000.00 of the total amount has been approved. Therefore, it is agreed that the Consultant will not be obligated to perform services nor incur costs which would result in exceeding the funding currently approved, nor will the Department be obligated to reimburse the Consultant for costs or make fee payments in excess of currently established funding. The Department will provide written authorization if and when subsequent appropriations are approved and encumbered for this contract. This Agreement allows for Task. Work Orders to be individually funded. When funds are encumbered by the Task Work Order a specific Financial Project Number and amount shall be identified on the Task Work Order. The Consultant shall invoice using the specific Financial Project Number associated with the Task Work Order where services were performed. 2.1 Summary of Compensation Fees for each task work order will be negotiated either as a lump sum amount(fixed price),a limiting amount(cost reimbursement), or as a combination lump sum and limiting amount. Where lump sum amounts are established,fees will be negotiated in accordance with Section 2.2. Where Iimiting amount fees are established, compensation will be in accordance with Section 2.2. This Agreement does not involve the purchase of Tangible Personal Property, as defined in section 273.02 Florida Statutes- B-1 Project Cost Redistribution 2.2 Details of Compensation LUMP SUM ELEMENTS: For task work order compensation elements established as lump sum, the Department may compensate the Consultant in accordance with one or more of the following methods of payment: LS-I—At Completion of Task (LS-1) The Consultant will receive payment upon completion and acceptance by the Department of the subject task required under this Agreement. LS-2—% of Completion of Services for Task (LS-2) The Consultant will receive progress payments for task services based on the percentage of task services that have been completed and accepted by the Department during the billing period. For those rates specified in Table 6 without operation margin, a separate lump sum compensation element(fixed fee)will be established. LDUTING Al'Vft3C)`NT ELEMENTS For task work order compensation elements established as limiting amounts,the Department will compensate the Consultant,subject to the established limiting amount, for all reasonable, allocable and allowable costs incurred. The reasonableness, allocability and allowability of compensation sought under this agreement is expressly made subject to the terms of this Agreement; Federal Acquisition Regulations; Office of Management and Budget Circulars A-21,A-87,A-102,A-110;and any pertinent Federal and State Law. Salary&Salary Related Costs Salary Costs: (LA 4) Subject to the established limiting amount, the Consultant will be compensated for time expended by personnel in the performance of authorized work during the billing period at the billing rates specified in Table 6 of Section 5.0. Payment for such services will be based on approved time incurred during the billing period. Where the time units are in days, the rate will be prorated when less than a.day is used. Billing Rates in Table 6 are identified as either the Home Office and Field Office Rates for those Consultants who have bath Home and Field Overhead Rates which have been approved by the Department. The Consultant must use the appropriate Home or Field Billing Rate when invoicing for this Contract. Operating margin shall be provided as a separate fixed fee for all rates specified in Table 6 without Operating Margin. All overtime must be authorized in advance in writing by the Department. When authorized in advance in writing by the Department, premium overtime will be paid at the rates specified in Table 6 of Section 5.0, for employees paid premium overtime by the Consultant. Only the following firms listed in'fable 6 of Section 5.0 are authorized for direct reimbursement of premium overtime: N/A. B-2 Project Cost Redistribution Administrative Overhead/Facilities Capital Cost a#'MoneylDirect expenses: Compensation for the loaded billing rates specified in Table 6 of Section 5.0 include administrative overhead and fringe benefit costs,Facilities Capital Cost of Money(FCCM) and direct expenses that are calculated as a percentage of chargeable direct salary and wages exclusive of premium overtime. Public Involvement Services I Specialty Services: (LA 4) Subject to the established limiting amount, the Consultant will be compensated for these services based on the rates at the rates specified in Table 6 of Section 5.0. No multipliers will be applied to these rates_ Payment for such services will be based on approved time incurred during the billing period. Where the time units are in days,the rate will be prorated when less than a day is used. Time for excess travel will not be included as time worked. These rates include allowances for salaries, overhead, operating margin, direct expenses and FCCM if applicable. 3.0 LWOICING PROCEDURE The Consultant will be eligible for progress payments under this agreement at intervals not less than monthly or when individual tasks or mileposts defined in this agreement are completed or reached. Invoices for this agreement will be prepared by the Consultant and submitted through the Department's Consultant Invoice Transmission System. The invoices will be supported by such information as may be required by Department procedures to substantiate the charges being invoiced. The Consultant will maintain for this purpose a job cost accounting system that is acceptable to the Department. If requested by the Department, the final invoice for this agreement will be accompanied by a certified job cost summary report generated by the accounting system. The report will include at a minimum the total number of hours and salary cost actually charged to the project,the total direct vehicle expense,the total miscellaneous direct expense,and total sub-consultant cost charged to the project. The Consultant will report sub-consultant payments through the Department's Equal Opportunity Compliance System on the Internet.Failure to submit sub-consultant payment information may be cause for rejection of the invoice. Within thirty days after receipt of final payment,the Consultant will report final sub-consultant payments through the Equal Opportunity Compliance System. The Consultant will pay all sub-consultants their proportionate share of payments received from the Department within thirty days of the Consultant's receipt of payment from the Department. The Department will render a decision on the acceptability of services within five 5 working days of receipt of either the services or invoice, whichever is later. The Department reserves the .right to withhold payments for work not completed,or work completed unsatisfactorily,or work that is deemed inadequate or untimely by the Department. Any payment withheld will be released and paid to the Consultant promptly when work is subsequently performed. The Consultant must use the appropriate Home or Field Billing Rate when invoicing for this Contract. B-3 Project Cost Redistribution 3.1 Project Cost Accounting The Department has established a Cost Redistribution Application (automated process) for the purpose of breaking out and capturing project costs associated with District-wide (miscellaneous minor professional services) and General Consultant task assignment contracts. This District wide miscellaneous minor professional services contract has been selected for project costing using the Cost Redistribution Application. The Consultant will be assigned work by means of Task Work Orders. Each Task Work Order will initially be associated to a single general (non-specific) financial project identification number for billing purposes in CITS (Consultant Invoice Transmittal System). It will be the consultant's responsibility to maintain a job cost accounting system that will capture detailed project cost information associated with each assigned Task Work Order. The Consultant and its subconsultants shall have staff performing work on this contract charge their time to the nearest quarter hour to each specific project on which services are to be performed. The Department shall provide the Consultant and its subconsultants the eleven digit project identification number assigned to each specific project for purposes of capturing time and costs. At any given time there may be several specific projects against which the Consultant and its subconsultants would be charging time on a single Task Work Order. At the time of submittal of each invoice in CITS, the Consultant will submit a Project Cost Redistribution spreadsheet that provides a breakdown of the invoice costs into the associated detailed project specific numbers where services were performed and costs were incurred. The spreadsheet must conform to and be submitted in a pre-defined format. The spreadsheet will contain the following key data fields: Consultant Contact E-mail address;Contract Number; DOT Invoice Number; "From"Project Number(the general project identification number); "To" Project Number (the project specific financial identification number); the dollar amount to be redistributed; the project description (optional data field); and the total amount for the spreadsheet. The spreadsheet template and directions for preparing the spreadsheet can be downloaded from the Department's Procurement website, at the following web address: http�!/www dot state;f usl procurement/Proiec!'Yo20Costingyi2OTnitiative.shtm Once the invoice has been submitted electronically in CITS by the Consultant, the consultant must separately, outside of CITS,e-mail the Project Cost Redistribution spreadsheet as an attachment file to the following Department e-mail address: PCRLOAD0dot.state.fl.us. The subject line for the e- mail should conform to the format `FDOT.PCR.FELE CCCCCNNNN' where CCCCC corresponds to the MOT contract number and NNNN corresponds to the MOT invoice number. A Project Cost Redistribution spreadsheet should be submitted to PCRLOAD every time an invoice is submitted through CITS. After an initial validation, the Cost Redistribution Application will transfer the data contained in the Project Cost Redistribution spreadsheet to data sets on the Department's mainframe computer. The redistribution information will be processed and used to assess project costs for District-wide and General Consultant contracts. Project Cosi Redistribution spreadsheets not timely submitted will be identified on a District Error Report. Failure to timely submit Project Cost Redistribution spreadsheets may constitute grounds for rejection of subsequent invoices submitted through CITS. 4.0 PROJECT CLOSEOUT 4.1 Final Audit If requested,the Consultant will permit the Department to perform or have performed, an audit of the records of the Consultant and any or all sub-consultants to support the compensation paid the Consultant. The audit will be performed as soon as practical after completion and acceptance of the contracted services. B-4 Project Cost Redistribution In the event funds paid to the Consultant under this Agreement are subsequently properly disallowed by the Department because of accounting errors, or charges not in conformity with this Agreement, the Consultant agrees that such disallowed funds are due to the Department upon demand.Further,the Department will have the right to deduct,from any payment due the Consultant under any other contract,any amount due the Department. 4.2 Certificate of Completion A Certificate of Completion will be prepared for execution by both parties stating the total compensation due the Consultant,the amount previously paid,and the difference. Upon execution of the Certification of Completion, the Consultant will either submit a termination invoice for an amount due or refund to the Department for the overpayment, provided the net difference is not zero. 5.0 COMPENSATION RATES The following tables are provided for definition of contractual rates. Table numbers.not listed are not included in this document. Table 6-Loaded Billing Rates Table 6 PARTIALLY LOADED BRUNG RATES Salary Relited Costs Consultant Item Unit Billing Rate* Fixed Fee (W/Out QM O.M ,Chief Engineer Hour $ 201.22 $ 23.47 Dmper Hour S 104.70 $ 12.21 Advanced Transportation Engineering Consultants !Engineer Hour $ 83.05 $ 9.69 & ' Intern Hour $ 83.66} $ 9.76 Engine Tadu&ian Hour S 47.83 $ 5.58 Chief En ' ear Hour $ 214.62 $ 2352 :DesigEer Hour z $ 111.88 $ 12.26 aEn, agineenin g Intern Hour $ 75.94 $ 8.32 Project Eeer Hour $ 137.04 $ 15.02 AECOM Technical Services,Inc. FzajectManager Hour $ 194.47 $ 21.31 se /kcal Hour is 6015 $ 6.60 'SemorEnggineer Hour IS 164.44 $ 18.02 Senior E ' eenng Technician [ Hour $ 73.20 $ 8.02 Senior§EE`ahst Hour $ 370.74 $ 40.63 Chief Engineer Hour $ 293.23 S 26.09 Des' er Hour $ 122.41 $ 10.89 CSA Central,Inc. Engineer Hour $ 84.05 $ 7.48 Senior Engineer Hour $ 211.761 $ 18.84 Specialist Hour $ 137.26 S 12.21 Designer g Hour $ 68.65 S 8.46 Engineering Intern I Hour $ 78.02 S 9.62 HBC Engineering Company Project Engineer Hour $ 118.58 $ 14.61 Project Manager Hour $ 143.56 $ 17.69 Senior En 'neer I Hour $ 129.83 1 $ 16.00 B-5 Project Cost Redistribution Table 6 PARTIALLY WADED BILLING RAILS Salary Related Co 4h Consultant Item Unit Billing Rate* Fixed Fee (wlout on 0M En " eer Hour $ 110.45 $ 9.97 Project Ensin= Hour $ 117.30 $ 10.58 Project Imanner Hour $ 191.51 $ 17.28 Secret /Clerical Hour 1 $ 64.69 $ 5.84 Senior Engineer Hour ' $ 173.56 $ 15.66 KiWey-Hom&Associates,Inc. Senior Pro ect En ' eer Hour 2 jS g $ 154.70 $ 13.96 S 6 edg Hour_ $ 268.32 $ 24.21 Senior S istB Hour $ 184.90 $ 16.68 SpecWistA Hour $ 149.41 $ 13.48 S ecialist]3 Hour $ 90.67 $ 8.18 S ecwistC Hour $ 122.69 $ 11.07 Chief En 'veer Hour $ 201.47 $ 19.89 Metric Engineering,Inc. E g Intern Hour $ 62.55 $ 6.18 Project Man er Hour $ 147.03 1 $ 14.52 Pinnacle Consult Ent ses,Inc. Senior Engineer Hour $ 149.27 $ 24.15 En ' eerie Intern Hour $ 80.07 $ 8.66 TRACE Consultants,Inc. Project Engineer Hour $ 117.95 $ 12,75 Senior Engineer Hour $ 138.77 $ 15.00 CADD/Computer Technician Hour $ 55.75 S 9.00 Chief Engineer Hour $ 133.80 $ 21.60 Designer Hour $ 100.35 $ 16.20 Engineering Intern Hour $ 80.28 a $ 12.96 Engineering Technician Hour $ 44.60 $ 7.20 TSM International,Inc. Project En Moer Hour $ 100.35 $ 16.20 Project Manan er Hour $ 133.50 $ . 21.60 Secretary/Clerical Hour $ 44.60 $ 7.20 Senior Engineer Hour $ 129.34 $ 20.88 Senior Nineeri;g Technician Hour $ 55.75 $ 9.00 ,Technician Aid Hour $ 39.03 $ 6.30 *The above billing rates include overhead,direct expenses and FCCM,if applicable. Table 6 LOADED BILLING RATES PUBLIC INVOLVE1 UNT SERVICES No Multipliers should be added to these rates. Consultant Item Unit Rate Media Relations Group, LLC Public Information Manager Hour $ 130.50 Media Relations Group, LLC Graphic Designer a Tour $ 80.0_0 .,+,.y,.,.aJl.......�a.e.<.aN,..s..r<..>r sw w•..n+.-..-...-........... 'w.r a-wn..s.-+:+wrtla-;<.n..v.....+Nrs..+_r�•.r..r1.w^^.`.r..e-Kw �n-mw�...hm<,e...e.�.w- ta..*+.r�r. Media Relations Group,LLC Public Information Manager _ mF Hour $V y 80.00 Media Relations Group, LLC Assistant Public Information Officer Hour $ 55.00 B-6 Project Cost Redistribution The above billing rates include overhead,direct expenses,operating margin and FCCM,if applicable. Table 6 LOADED BILLING RAM SPECIALTY SII2VICES No Multipliers should be added to these rates. Consultant Item Unit Rate Transportation Technology Solutions Senior S eciabst ' Hour $ 79.46 Transportation Technology Solutions Specialist R Hour 3 $ 66.22 The above billing rates include overhead,direct expenses,operating margin and FCCM,if applicable. B-7 Project Cost Redistribution TO: PM626RC®dot.state.fl.us 10545596 SUBJECT: FUNDS APPROVAL/REVIEWED FOR CONTRACT C9D06 STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION FUNDS APPROVAL Contract #C9D06 Contract Type: Method of Procurement: Vendor Name: ATEC Vendor ID: VF593811264001 Beginning date of this Agmt: 10/02/13 Ending date of this Agmt: 10/02/18 ORG-CODE *EO *OBJECT *AMOUNT *FIN PROJECT *FCT *CFDA (FISCAL YEAR) *BUDGET ENTITY *CATEGORY/CAT YEAR AMENDMENT ID *SEQ. *USER ASSIGNED ID *ENC LINE(6S)/STATUS ************************************************************************ Action: ORIGINAL Funds have been: APPROVED 55 064030662 *TO *131567 * 300000.00 *42928623201 *119 2014 *55150200 *088866/14 0001 *00 * *0001/04 TOTAL AMOUNT: *$ 300,000.00 * FUNDS APPROVED/REVIEWED FOR ROBIN M. NAITOVE, CPA, COMPTROLLER DATE: 10/03/2013 METRI-4 OP ID:TLS ACORN° DATE(MMIDD/YYYY) CERTIFICATE OF LIABILITY INSURANCE 10/17/2013 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER.THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder Is an ADDITIONAL INSURED,the policy(ies)must be endorsed. If SUBROGATION IS WAIVED,subject to the terns and conditions of the policy,certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER Phone:305444-2324 ME. Carrie Worley _ MDW Insurance(North) Fax:305-444.4980 PHONE 954-616-6408 FAx 954-616-6410 362 Minorca Ave �i)• i talc,t�a�: Coral Gables,FL 33134 E-MAIL Cworie dWinsurance.com ADDRESS: y Craig Weinstein �------- INSURER(S)AFFORDING COVERAGE _ NAIC 0 INSURER A:Hartford Casualty Insurance Co 29424 INSURED µAdvanced Transportation INSURER B:Hartford Fire Ins.Co. Engineering Consultants,Inc. INSURER C:Hartford Casualty Insurance Co 29424 13940 SW 136th Street,#107 Miami,FL 33186 IN Miami, Insurance Co of SE 38261 INSURER E:Lexington Insurance Company 19437 INSURER F• COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT,TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS CONDITIONS OF SUCH POLICIES.LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. i SRR TYPE OF INSURANCE DD UDR V` .POI ICY NUh18ER m N~ 44PSMf�DDIY�F I-LIICt11�YYYY TM LIMITS GENERAL LIABILITY EACH OCCURRENCE $ 1,000,00 t 21 UUNAN3986 03/01/2013 03/01/2014 E (EsEtcegr} ~_ A 6 X COMMERCIAL GENERAL LIABILITY PREMISES a accslrtnmLq r 300,00 CLAIMS-MADE 1XI OCCUR MED EXP(Any one person) $ 10,000 PERSONAL&AOV INJURY $ 11000,00 GENERAL AGGREGATE $ 2,000,00 �GEN'L AGGREGATE PLMIT APPLIES PER: PRODUCTS-COMPIOPAGG $ 2,000,00 ;POLICY) 1y I LUC $ C MBINED IN LE.LIMIT AUTOMOBILE LIABILITY amt -li g 1,000,00 B X ANY AUTO 21UENAN4048 03/01/2013 03101/2014 BODILY INJURY(Per parson). $ AUTOS ED AUTOS BODILY INJURY(Per accident)($ ..- -- -- NON-OWNED �f20PERTY�l(T1tAt;- S l_x HlRED'AUTOS AUTOS Per accident i $ X I UMBRELLA LIAB X OCCUR EACH OCCURRENCE S 1,000.00 C i EXCESS LIAR CLAIMS-MADE 21XHUAN3161 0310112013 03/01/2014 AGGREGATE $ 1,000,00 DE D X RETr NTioN s 10,000 s WORKERS COMPENSATION y {WC STATU- OTH- �f AND EMPLOYERS'LIABILITY YIN ^_. .LT_Q�`�j k{I LIT D I ANY PROPRIETOR/PARTNER/EXECUTIVE 21WBAH4207 03/01/2013 03101/2014 E.L.EACH ACCIDENT 1,000,00 i OFFICERIMEMBER EXCLUDED? NIA (Mandatory in NH) E.L.DISEASE-EA EMPLOYE $ 1,000,00 If yes,describe under I DESCRIPTION OF OPERATIONS below 1 E.L.DISEASE-POLICY LIMITI 3 1,000,00 E IProfessional Liab 1031428218 ` 03101/20131 03/01/2014 lEa Claim 250,00 Full Prior Acts $100,000 DEDUCTIBLE Aggregate 250,00 I DESCRIPTION OF OPERATIONS/LOCATIONS I VEHICLES(Attach ACORD 101,Additional Remarks Schedule,If more space Is required) Project Description: Contract # C-9D06: Traffic Engineering Support Services Consultant CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE Florida Department of THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN P ACCORDANCE WITH THE POLICY PROVISIONS. Transportation 1000 NW 111th Avenue,Rm.6202 AUTHORIZED REPRESENTATIVE Miami,FL 33172 ©1988-2010 ACORD CORPORATION. All rights reserved. ACORD 25(2010105) The ACORD name and logo are registered marks of ACORD C /"\dvaned Transportation Engineering Consultants October 17, 2013 RE: Contract Execution Authority Dear Sir/Madam: The following is a true, certified copy of the portion of our July 17, 2013 corporate minutes, which authorizes Mr. Elio R. Espino to execute (sign) proposals and contracts on behalf of ATEC: "Upon duly motion made, seconded and unanimously carried, it was RESOLVED that Elio R. Espino, Director and President, shall have authority to execute any contracts on behalf of the Corporation." Sincerely, Mariley Perez Vice President/Corpora ecretary STATE OF: FLORIDA COUNTY OF: MIAMI-DADE Sworn to (or affirmed) and subscribed before me this 17th day of October 2013. eersonally Known OR Produced Identification Notary ublic—State of: Florida Commission Expires: — 3°° ®�-7 ry P Authorized Signature: Date: 10/17/2013 JESW SMMTEVAN Nary Pd*•NO of FWWO .R My Comm.EpM+ss.Apr 3,2017 .` Commhsbe I EE$62218 129015 SW 42 S t•St.'1 te c::19•ir1 i, FL 33'f� p 305.480..9938 - 305.480<9964• �:�.f.ate::#r� ?>, ;r. STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION 375-030-21 DBE PARTICIPATION STATEMENT PROCURE 10101 Note: The Consultant is required to complete the following information and submit this form with the technical proposal. Project Description: Traffic Engineering Support Services Consultant FM No.429286-2-32-01 Consultant Name:Advanced Transportation Engineering Consultants This consultant is not a Department of Transportation certified Disadvantaged Business Enterprise(DBE). Expected percentage of contract fees to be subcontracted to DBE(s): 10 % If the intention is to subcontract a portion of the contract fees to DBE(s), the proposed DBE sub-consultants are as follows: DBE Sub-Consultant Type of Work/Commodity TRACE Consultants, Inc. Roadway Design Pinnacle Consulting Enterprises, Inc. Construction Engineering& Inspection HBC Engineering Company Traffic Engineering Studies By: Elio R.. Es ina Ph.D. P.E. PTOE Title: President Date: 10/1 612013 STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION 375-030-2A PROFESSIONAL SERVICES SELECTION PACKAGE PROCURE 04N3 FINAL SELECTION Page'&4 Name of Project: Traffic Engineering Support Services Consultant FM Number(s): 429286-2-32-01 FINAL SELECTION MEETING WAS HELD ON: 0810!5 ?..d, Interview summary scores and narrative enclosed: ® Yes ❑ No Interview individual scores and narrative enclosed: Yes ❑ No TECHNICAL REVIEW COMMITTEE: NAME TITLE PHONE A. Evelin L§gcevic Project Manager 305-470-5335 B. Sunday Enogeiru TRC Member-N. Dade Construction 305-640-7903 C. Derole Duncan TRC Member-ITS 305-640-7307 D. Vinod Tuli TRC Member-Design 305470-5299 E. F. G. SELECTION COMMITTEE MEMBERS: 1 NAME TITLE Gus P o 1 1 I _pk/41 District Secretary V Harold Desdunes District Director of Transportation Development Debora Rivera District Director of Transportation Operations r STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION 375-030-2A PROFESSIONAL SERVICES SELECTION PACKAGE PROCUREMENT FINAL SELECTION Page°t4 Name of Project: Traffic Engineering Support Services Consultant Instructions: Individual scores, to the nearest whole number, should be developed by each Technical Review Committee member. Individual evaluations that makeup the overall technical score must be retained in a project file and shall be made available to the selection Committee upon request: Average Scores —NIA-- Awareness of Approach to Proposed Total Issues Project Staffing Other Other Other Nar e,of Firm 0- 0. - 0- 0-_ 0- ®- 0-100 0.00 0.00 0.00 0:00 0.00 0.00 Summary of major comments of the Technical Review Committee: See Individual Memos&Evaluations. Average Scores --INTERVIEWS-- Awareness of Approach to Proposed Total Issues Project Staffing Other Other Other Narr,e of Firm 0- 0- 0- 0- 0- 0- 0-100 0.00 0.00 0.00 0.00 0.00 0.00 Summary of major comments of the Technical Review Committee: See Individual Memos&Evaluations. STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION 375-030-2A PROFESSIONAL SERVICES SELECTION PACKAGE PROCURE 04/13 FINAL SELECTION Page 3of4 Name of Project: Traffic Engineering Suaport Services Consultant FM Number(s): 429286-2-32-01 Instructions: Individual evaluations that make up the overall technical score must be retained in a project file. NIA Individual Total Scores Average Name of Firm A B C D E F G Score _ For Each Firm Interview Scores Individual Total Scores Average Name of Firm A B C D E F G Score For Each Firm ® STATE OF FLORIDA®DEEPpAeRTMENT OF TRANSPORTATION q/+ /� 375-030-2A PROFESSIONAL SERVICES SELECTION PACKAGE PROCUREMENT 04113 FINAL SELECTION Page 4of4 Name of Project: Traffic Engineering Support Services Consultant w.:.... PM Number(s): 429286-2-32=01 Instructions: This form is to be completed once all Interview Evaluations are complete.The Recording Secretary shall record the considerations, evaluation factors and observations expressed by the Selection Committee members in reaching the final selection. NOTE:The Selection Committee shall designate a priority ranking(9,2,3) in the column titled"Ranking A Interview Volume of Work Average Previously. Residual.Fees Name of Firm wEGHrI=D WEIGHTED N/A Awarded to the on Active Rank AVG. AVERAGE AVG. AVERAGE Firm in Past Five Projects % % Years Advanced Transportation Eng., 94.80 $3,204,000.00 $147,000.00 Inc. HBC Engineering 90.30 $3,444,000.00 $747,000.00 Com an , Inc. Metric Engineering, 78.80 $81,508,000.00 $30,114,000.00 Inc. The following space should be used to summarize the major factors considered by the Selection Committee in making this selection. If the firm scoring the best technical score is not selected, a specific comment as to why should be included. -ale- s Lb w i T 1 Cpl V i h'vtm tee a e a -mac Recording Secretary: Date: Li Florida Department of Transportation RICK SCOTT ANANTH PRASAD, P.E. GOVERNOR SECRETARY �d. a �+ d DISTRICT SIX REQUEST FOR PROPOSAL (RFP) i FOR Traffic Engineering Support Services Consultant F.M. N O(s): 429286-2-32-01 Advertisement No.: 14611 Date Issued: June 19, 2013 NOTE: The selected firm and all subconsultants must be registered in MyFloridaMarketPlace (MFMP) as vendors in order to conduct business with the Department or any other Agency within the State of Florida. Professional Services contracts are exempt from the 1% fee. To register, verify registration, or for more information about MFMP, go on-line to: http://dms.myflorida.com/egovernment tools/myflorida marketplace REQUEST FOR PROPOSAL (RFP) CONTENTS 1. PURPOSE-------------------------------------------------------------------------------------------------------------------------------------- 0 -1 2.0 SCOPE OF CONSULTANT SERVICES-------------------------------------------------------------------------------------------------1 3.0 CONTRACT SUMMARY---------------------------------------------------------------------------------------------------------------------1 3.1 Length of Consultant Services-----------------------------------------------------------------------------------------------------------1 3.2 Professional Liability Insurance ---------------------------------------------------------------------------------------------------------1 3.3 Computer Usage----------------------------------------------------------------------------------------------------------------------------2 3.4 Public Entity Crime Information Statement-------------------------------------------------------------------------------------------2 3.5 Subcontractua/Services------------------------------------------------------------------------------------------------------------------2 : ... 3.6.. Copyrighted Materials----------------------------------------------------------------------------------------------------------------------2 4.0 EVALUATION PROCESS-------------------------------------------------------------------------------------------------------------------2 4.1 Evaluation Criteria--------------------------------------------------------------------------------------------------------------------------3 4.2 Required Certified Forms-----------------------------------------------------------------------------------------------------------------4 4.3 Required Supplemental Documents ---------------------------------------------------------------------------------------------------4 5.0 INTERVIEW GUIDELINES & FORMS SUBMITTAL---------------------------------------------------------------------------------5 5.1 Interview Guidelines------------------------------------------------------------------------------------------------------------------------5 5.2 Forms Submittal-----------------------------------------------------------------------------------------------------------------------------6 6.0 DEADLINE FOR QUESTIONS-------------------------------------------------------------------------------------------------------------6 7.0 CONSULTANT SELECTION---------------------------------------------------------------------------------------------------------------7 8.0 CONTRACT NEGOTIATIONS-------------------------------------------------------------------------------------------------------------7 8.1 Automated Fee Proposal------------------------------------------------------------------------------------------------------------------8 8.2 Overhead Allowance-----------------------------.----------------------------------------------------------.---------------------------------8 8.3 Operating Margin ---------------------------------------------------------------------------------------------------------------------------8 8.4 Expenses-------------------------------------------------------------------------------------------------------------------------------------8 8.5 Method of Compensation and Invoicing-----------------------------------------------------------------------------------------------9 8.6 Equal Opportunity Reporting System--------------------------------------------------------------------------------------------------9 9.0 TENTATIVE SCHEDULE--------------------------------------------------------------------------------------------------------------------9 ATTACHMENTS A SCOPE OF SERVICES B STANDARD PROFESSIONAL SERVICES AGREEMENT TERMS C REQUIRED CERTIFICATIONS AND FORMS REQUEST FOR PROPOSAL (RFP) 1.0 PURPOSE The Florida Department of Transportation (FDOT) requires professional consultant services in connection with the project listed below: FM No.: 429286-2-32-01 Advertisement Number: 14611 F.A.P. No.: TBD Description: Traffic Engineering Support Services Consultant Additional information is necessary to complete the evaluation of each shortlisted consultant's ability to provide the desired services. As a result, the consultants shortlisted below are requested to participate in a Technical Interview and to submit the Required Certifications and Standard Consultant Forms and Supplemental Documents ("Required Forms")for the anticipated work. Shortlisted Consultants in Alphabetical Order:_._,..; • Advanced Transportation Engineering Consultants, Inc. • HBC Engineering Company, Inc. • Metric Engineering, Inc. 2.0 SCOPE OF CONSULTANT SERVICES For a detailed description of the required consultant services, refer to Attachment "A", Scope of Services. A Scope of Services teleconference has been scheduled for this project with all shortlisted consultants to discuss questions regarding the project scope of services, abbreviated technical proposal guidelines, submittals and any other relevant issues. Meeting participation will be only via teleconference bridge 850-414-4972 (2 ports per prime). Attendance in person will not be permitted. It is suggested that the consultant team coordinate accordingly to ensure maximum participation. The teleconference is scheduled for 2:30 PM on June 26, 2013. 3.0 CONTRACT SUMMARY A Standard Professional Services Agreement will be executed by the selected consultant for this project. The standard contract terms are provided as Attachment "B". The following additional information is furnished'to the consultant firm for consideration: - 3.1 Length of Consultant Services The Consultant services term will -be for a maximum of 24 months. The Consultant services shall begin only upon the receipt of a written Notice to Proceed (NTP) from the Project Manager or Designee. 3.2 Professional Liability Insurance Professional Liability Insurance in the minimum amount of $250,000.00 per claim must remain in effect during the period the, services are rendered. Insurance deductible should not be greater than $250,000. 1 3.3 Computer Usage The selected Consultant firm may desire to use the Department's mainframe computer (not CADD) for project related tasks. The consultant should identify the specific FDOT computer programs and an estimate of system usage that is proposed for the project, if applicable. Requested computer services will be considered during contract negotiation. 3.4 Public Entity Crime Information Statement A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a bid on a contract to provide any goods or services to a pubic entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor or consultant nder a contract with an public entity and may not transact business with an public t YP Y Y any in excess of the threshold amount provided in Section 287.017, Florida Statutes, for Category Two for a period of 36 months from the date of being placed on the convicted vendor list.- - _.- 3.5 Subcontractual Services Services assigned to subconsultants must be approved in advance by the Department. Subconsultants performing the standard types of work covered by Rule Chapter 14-75, F.A.C., must be technically prequalified with the Department or have an application for prequalification under review at the time that they are proposed. Subconsultants used to qualify the team in the major types of work in the Letter of Response must remain part of project team throughout the selection process. The team must be prequalified for ALL advertised types of work, both major and minor, at the time of submittal of the Required Certifications and Standard Consultant Forms, and Supplemental Documents. After submittal of the required documents, any changes to the team must be requested via d6.profserv@dot.state.1fl.us for the Department Project Manager's approval prior to the scheduled Technical Interview. 3.6 Copyrighted Materials Copyrighted material will be accepted as part of a Technical Proposal only if.accompanied by a. waiver that will allow the Department to make paper or electronic copies necessary for the use of Department staff and agents. It is noted that copyrighted material is not exempted from the Public Records Law, Chapter 119, Florida Statutes. Therefore, such material will be subject to viewing-by the public, but copies of the material will not be provided to the public. 4. PR 0 EVAL ATI N U ® ®C ESS The firms being considered for this project are required to submit all Certifications and Standard Consultant Forms, and Required Supplemental Documents described in Section 4.2 and 4.3, and participate in a Technical Interview addressing the evaluation criteria presented in Section 4.1, for anticipated work. 4.1 Evaluation Criteria 1. Awareness of Project Issues: At a minimum, the Consultant will be asked to demonstrate their understanding of the scope of services and any unique issues involved in the project. • Knowledge�of Scope (0— 10 points) • Coordination Requirements (0— 10 points) • Knowledge of Chapter 10 of PPM (0 - 5 points) 2. Approach to the Project: At a minimum,.the Consultant will be asked to demonstrate the proposed approach for completing the desired work. Questions may address critical management activities involved with the project and project issues. These issues could include technical or managerial issues that are unique to this project or are particularly challenging. The consultant's approach to dealing with these issues should be described. o Traffic Simulation.(0:— 1.0 points) o Traffic Monitoring (0— 10 points) o Data Collection (0— 5 points) o Signal Timing Implementation (0—5 points) 3. Proposed Staffing: At a minimum, the Consultant should be able to describe the staffing plan and clearly explain the key elements of the organizational structure that is proposed to accomplish the work. The plan should address the administrative and technical aspects of the project. Key personnel by discipline must be identified. Past work experience of key personnel may be discussed as it relates to this particular project. The Consultant should be able to clearly explain the availability of the proposed team members at the time of the proposed start of this contract, as well as how conflicts with ongoing projects will be resolved. • Signal Timing Experience (0— 10 points) • Traffic Modeling Experience (0— 10 points) • Maintenance of Traffic Experience (0 — 10 points) 4. Other Considerations: The Consultant should -be able to discuss other data demonstrating communication ability, use of specialized equipment, innovative ideas, commitment to satisfy the Departments need, past performance on similar projects and: - Office Location (0— 5 points) The consultant should identify the office location that will provide office support. - Quality Assurance/Quality Control Process(0 — 5 points) The consultant should describe, in detail, the firm's quality control program, specifically in relation to the requirements specified in the Scope of Services. - Innovative Ideas(0—5 points) Describe any innovative approaches/ideas for the project. 5. Disadvantaged Business Enterprise (DBE): The use of DBE subconsultants is not mandatory and no preference points will be given in the selection process for DBE participation, but it is strongly recommended. The Department's goal is 8.61%, 4.2 Required Certified Forms Required Certified Forms contained in Attachment "C" are to be submitted by the Prime firm only. The signature must be that of a person authorized to legally commit the firm to a contract with the Department. (Refer to Attachment "C"for forms) - Truth in Negotiations Certification: This form is primarily used for any lump sum or cost- plus-a-fixed fee professional service agreement over $60,000, and should be executed by an officer of the prime consultant firm. - DBE Participation Statement: The Department encourages DBE firms to compete for professional services projects and also encourages Non-DBE Consultants to use DBE firms as subconsultants. However, use of DBE subconsultants is not mandatory and no preference points will be awarded in the selection process for DBE participation. Prime Consultants are encouraged to indicate their intention regarding DBE participation in the Anticipated DBE Participation Statement contained in Attachment "D" to this Request for - . .,Proposal. - Proposed Subconsultant Listin_g: The prime consultant shall complete this form and list all subconsultants being proposed on this project. It is recommended that the main person(s) to perform the type of work from each proposed subconsultant firm be listed. - Federal Funded Projects: The following certification forms for federal-aid contracts shall be signed and dated -by an officer of the prime firm, association or corporation submitting the forms: ➢ Certification Regarding Debarment, Suspension, Ineligibility & Voluntary Exclusion for Federal Aid Contracts Appendix B & Appendix I Federal Regulation 49 CFR, Part 29 requires that on all federally-funded contracts, consultants provide a certification as to their current history regarding suspension, debarment, ineligibility, voluntary exclusion, convictions, or civil judgments. ➢ Certification for Disclosure of Lobbying Activities on Federal-Aid Contracts If any funds other than federally appropriated funds have been paid or will be paid to any person for influencing or attempting to. influence an officer or employee of any Federal agency, a member of Congress, an officer or employee of a member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the prime consultant shall complete and submit the standard form "Disclosure Form to Report Lobbying" in accordance with its instructions. 4.3 Required Supplemental Documents The following documents are required to be submitted with the Required Certifications and Standard Consultant Forms, and should adhere to a minimum font size of 11 with '/2" margins: Professional Resumes: Provide resumes of Key Staff team members that are committed to providing services for the duration of the contract term. Resumes shall be complete, with no lapse of service. All prior work on Department projects will include references and contact numbers. Resumes of senior managers or ancillary staff not proposed to work on this project should not be included. Resumes are limited to two (2) pages and should be arranged in alphabetical order. Resumes should be formatted to conform to the following specifications: ■ Specify the office where the individual is located. ■ For each degree received, specify the year of graduation and the name of the University. ■ Indicate the time frame spent at each firm and the projects performed during that period. ■ For each project, provide the client name, a reference name and a telephone number. ■- For each project, list the common name, the State Road Number or applicable route number, the length of the corridor, the County or City where the project is located, and your role in the project. ■ Provide the beginning and ending dates of all referenced projects. Organization Chars: Provide an organization chart that clearly defines who will be in- charge of each project activity defined in the Scope of Services document. The advertised types of work should be clearly indicated. Clearly identify by abbreviation or symbol, not color, the company for which each individual works. The organization chart is limited to one (1) page. It is at the discretion of the consultant to choose a page size of either 8-'/2" x 11" or 11" x 17". (This chart is exempt from the font and margin size specifications.) 5.0 INTERVIEW GUIDELINES & FORMS SUBMITTAL 5.1 Interview Guidelines The firms being considered for this project are required to participate in an interview that will address the evaluation criteria presented in Section 4.1 for the anticipated work as defined in the Scope of Services. The interviews are requested to enable the Department to evaluate the capability of the firms to provide the desired services. Interviews will be held on July 17, 2013, in the Procurement Conference Room, located in Room 6204-A of the Sixth District Office, located at 1000 NW 111th Avenue, Miami, Florida 33172. The interview schedule will be randomly selected in the Scope of Services teleconference and deemed as follows: Consultant Time Firm #1 9:00 AM Firm #2 10:30 AM Firm #3 1:00 PM The interview time limit will be fifty-five (55) minutes. The time will be divided as follows: Five (5) Minutes: Review Interview Questions Five (5) Minutes: Introduction of Staff NO formal presentation will be allowed Forty-Five (45) Minutes: - Consultant Opening Statement (-5 minutes, optional) - Question & Answer Session demonstrating awareness of project issues, an explanation of the proposed approach to the project, plans for the staffing of the project and other considerations. - Consultant Closing Statement (optional; if time permits, 5 minutes will be allowed) NO HANDOUTS, ELECTRONIC DEVICES OR DOCUMENTS OF ANY KIND will be allowed during the interview. Consultants shall not utilize any display boards during the interview. The maximum number of consultant representatives, including subconsultants, is six (6). The following representatives are required to attend: Project Manager, IMSA Certified Traffic Signal Technician Level II, Advanced Maintenance of Traffic Certified Engineer and a Traffic Engineer. Two (2) other representatives may also attend the interview. Questions will be addressed to specific job classifications. If a portion of a response requires assistance from another job class, only half the points will be awarded for that portion. 5.2 Forms Submittal The Required Certifications and Standard Consultant Forms, and Required Supplemental Documents, as detailed in Sections 4.2 and 4.3, are due NO LATER THAN: July 10, 2013 at 3:00 PM Required Certifications and Standard Consultant Forms, and Required Supplemental Documents received after this deadline may be considered non-responsive. A Cover Letter is not permitted with the forms package. One (1) set marked "Original" and four (4) copies along with an electronic copy, in pddf format on CD or DVD of all required forms and submittals should be mailed or delivered to: Florida Department of Transportation Professional Services Office 1000 NW 111 th Avenue, Room 6202-B Miami, Florida 33172 It is suggested that submittals be addressed to the Professional Services Office, not to any individual. They may be turned in to the PSU front desk for a time stamp. 6.0 DEADLINE FOR QUESTIONS The question cut-off date is needed to assure that the Department has adequate time,to notify all firms in writing about any additional questions or issues that are raised by any of the competing firms. The deadline for questions is: July 10, 2013 at 3:00 PM. Any questions that arise after the scope of services meeting, whether administrative or technical, should be submitted electronically: Professional Services d6.profserv(cD_dot.state.fl.us The subject line should be formatted to display the Advertisement Number and the phrase "Consultant Questions". For Example: 14611 —Consultant Questions. Technical questions will be forwarded to the Department Project Manager so that a response can be addressed to all firms. 7.0 CONSULTANT SELECTION The Technical Proposals will be reviewed by a Technical Review Team. The Team membership for this project consists of Evelin Legcevic, Project Manager; Sunday Enogieru, North Dade Maintenance; Javier Rodriquez, ITS; and Vinod Tuli, Design. However, consultants are asked to refrain from any form of contact with the Technical Review Committee members and/or technical experts subsequent to the advertisement date of any project. Independent score sheets and comments will be submitted to the District Professional Services Unit by each Technical Reviewer. The final weighted scores and comments will be combined with other appropriate information and forwarded to the Selection Committee Members. The final weighted scores will be determined as follows: (Oral Interview Raw Average X 1.00) The Selection Committee is routinely scheduled to convene every other Monday in the District Six Procurement Conference Room (Room 6204), located at 1000 NW 111th Avenue, Miami, Florida 331.72.. The Selection Committee.Members, consisting of the District Secretary, District Director of Transportation Development, District Director of Transportation Operations and a representative of the Professional Services Unit (non-voting), will meet to discuss the capabilities of the consultant firms. At the discretion of the Selection Committee, other persons may be requested to provide information at the meeting. Immediately after the selection, the consultant firms will be notified of the ranking order selection results. The results will also be posted on the following website: http://www2.dot.state.fl.us/procurement/ProfessionalServices/advertise/advreslt.htm Twenty four(24) hours after the selection, the public record documents for this project will be posted on the following website: ftp://ftp.dot.state.fl.us/LTS/D6/Professiona1%20Services/ 8.0 CONTRACT NEGOTIATIONS This contract is scheduled to be executed in October. Contract discussions will be initiated by the Department with the firm ranked number one by the Selection Committee once the selection process is complete. Negotiations will focus on the proposed technical aspects, the scope of services and the wages and billing rates. For information and guidelines when preparing a price/fee proposal, please refer to the Department Negotiations Handbook, located on the following website: http://www.dot.state.fl.us/procurement/Negotiations.shtm The selected firm and all subconsultants must be registered in MyFloridaMarketPlace (MFMP) as vendors in order to conduct business with the Department or any other Agency within the State of Florida. Professional Services contracts are exempt from the 1% fee. To register, verify registration, and get detailed information about MFMP go on-line to: http://dms.myflorida.com/egovernment tools/myflorida marketplace 8.1 Automated Fee Proposal The selected consultant shall prepare a price proposal with backup information to support proposed wages and expenses for the required services. The Automated Fee Proposal spreadsheet must be prepared by the selected consultant. The Automated Fee Proposal and the user guide are located at the following website: http://www.dot.state.fl.us/procurement/forms/formmenu.shtm Once notified of the Final Selection, the number one ranked firm must contact the Department Project Manager to make arrangements for a meeting to negotiate man-hours, if needed, and to begin preparing the price proposal and audit package. Should the Department be unable to negotiate a fair, reasonable, and competitive price for the consultant services with the number one ranked firm within 30 calendar days of the initial meeting date, the Department reserves the right to terminate negotiations. The Department will then begin contract negotiations with the next ranked firm. Fee,.P.roposals should be submitted electronically to: Roland Chaviano roland.chaviano @dot.state.fl.us Florida Department of Transportation 1000 NW 111 to Avenue, Room 6202-B Miami, Florida 33172 (305) 470-5457 8.2 Overhead Allowance The allowance for administrative overhead and fringe benefits, expressed as a percentage of direct salary and wages, shall be based on the firm's most recent overhead audit by a State or Federal agency. If the proposed project requires the establishment of a field office, a separate overhead rate for the field office must be submitted. The Department will accept the approved audited overhead rate for contracting purposes and may not limit or negotiate these rates. If the consultant, as part of the negotiation of overall costs to arrive at a fair competitive and reasonable price, voluntarily proposes an overhead rate lower than the audited rate, the.Department may use this rate in the contract. 8.3 Operating Margin Beginning October 1, 2003, the operating margin in Department of Transportation contracts will be calculated as a percentage of direct salaries within a range of 12 to 42 percent. The basis for negotiating the operating margin percentage will be the complexity of the project, the degree of cost risk or liability involved, the project schedule and the cost control efforts demonstrated by the consultant's proposed staffing and overhead, direct expenses and salary rates compared to industry averages. 8.4 Expenses Direct project expenses will be compensated using the direct expense rate, which is required as a part of annual overhead audits. Separate audited rates are required for home office expenses and field office expenses. These rates represent the ratio of all corporate-wide direct expenses to actual direct labor excluding premium overtime. Consultants that intend to propose direct project expenses as part of their price/fee proposal and have not received an audited expense rate must establish a direct expense rate percentage as soon as possible. The establishment of an expense rate percentage will not be sufficient grounds for delaying negotiations. 8.5 Method of Compensation and Invoicing The Consultant will be compensated for services satisfactorily performed under the Professional Services Agreement, based on a negotiated lump sum amount or limiting amount as stated in Exhibit"B" of the negotiated agreement. Invoices for this agreement may be prepared by the Consultant and submitted to the Department via the Department's computerized Consultant Invoice Transmittal System (CITS). The selected consultant shall obtain a corporate ID by accessing the following website: http://www.dot.state.fl.us/procurement/Welcome to CITS.shtm 8.6 Equal Opportunity Reporting System Monthly, at the time of invoice submittal, the consultant will report subconsultant payments through the Department's Equal Opportunity Reporting System on the Internet. Failure to submit a properly completed report may be cause for rejection of the invoice. Within thirty days after receipt of final payment, the Consultant will submit a final subconsultant payment report. The Consultant will pay all subconsultants their proportionate share of payments received from the Department within thirty days of the consultant's receipt of payment from the Department. a The Equal Opportunity Reporting system will collect information o f actual payments and retainage paid to the Prime Consultant/Contractor by the Department of Transportation and the Prime Consultant/Contractor's actual payments and retainage paid to their subs and suppliers, by the type of work they performed. For access to this system, the Prime Consultant/Contractor will need to review the Florida Department of Transportation's Computer Security Instructions, located at the following website: http://www.dot.state.fl.us/egualopportunityoffice/ 9.0 TENTATIVE SCHEDULE AGENDA DATE Cut-off Date for Questions & Forms Submittal July 10, 2013 Consultant Interviews July 17, 2013 Final Selection August 5, 2013 Scope Clarification Meeting August 12, 2013 at 10:00 AM (Final Selected Consultant Attendance Necessary) Fee Package Submittal August 19, 2013