EXHIBIT "A"
SCOPE OF SERVICES
District Five Maintenance Personnel Support Services
Financial Project No.: 435504-1-72-02
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Table of Contents
I.
II.
III.
IV.
V.
VI.
VII.
VIII.
IX.
X.
PURPOSE ......................................................................................... 3
SCOPE .............................................................................................. 3
ITEMS TO BE FURNISHED BY THE DEPARTMENT ...................... 4
ITEMS FURNISHED BY THE CONSULTANT................................... 4
LIAISON RESPONSIBILITY OF THE CONSULTANT………………. 6
PERFORMANCE OF THE CONSULTANT ....................................... 6
REQUIREMENTS OF THE CONSULTANT ...................................... 7
OPTIONAL SERVICES ................................................................... 16
INVOICING INSTRUCTIONS .......................................................... 16
TERMINATION OF THIS AGREEMENT ......................................... 16
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SCOPE OF SERVICES
PERSONNEL SUPPORT
I.
PURPOSE
This scope of services describes and defines the Personnel Support Services that
the Department is requesting to augment the Department’s Maintenance personnel
in the administration of contracts in Brevard, Flagler, Lake, Marion, Orange, Osceola,
Seminole, Sumter, and Volusia Counties. The scope includes but is not limited to
inspection of contracts and permit activities, contract administration, plans reviews,
data collection, reporting and input, permits administration, and record keeping.
II.
SCOPE
The Consultant will provide qualified support personnel to assist the Florida
Department of Transportation (FDOT) employees in the following:
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Perform all work to current FDOT Standards and Specifications throughout
the contract duration, as may be updated throughout the life of the contract.
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Inspect assigned assets within the project limits as assigned.
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Perform work that is consistent with the FDOT’s practices, and produce end
results in accordance with Contract Documents in effect at the time of the
performance of any work. Contract Documents include Florida Statutes,
Florida Administrative Code, Design Standards, Maintenance Activity
Standards, Rules, Procedures, Handbooks, Guides, Manuals, and
applicable Department Specifications.
Consultant shall obtain the latest Department Specifications, including the Standard
Specifications for Road and Bridge Construction, Workbook of Implemented
Modifications to the Standard Specifications, and Mandatory Revisions to the
Workbook, from the State Specifications Office Website on the Internet
(http://www.dot.state.fl.us/specificationsoffice/).
Consultant shall acknowledge and agree that it is a conflict of interest for the
consultant to receive compensation from both FDOT and a Contractor either directly
or indirectly for the duration of this contract. There is no guarantee of minimum or
maximum amount of hours for each Consultant’s personnel category. The
Department will issue a Task work order for each assigned task. The Consultant’s
hours by personnel category will be determined for each assigned task and they will
be noted in each Task work order. The Task work order will include information such
as starting date, assignment location, type of work to be
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performed, anticipated amount of hours, approximate duration of the assignment, and
the contact information of the DOT personnel to report to. The Consultant will be
allowed one (1) week to mobilize and begin the work assignments.
III. ITEMS TO BE FURNISHED BY THE DEPARTMENT
IV.
A.
The Department will furnish a Task work order for each assignment. These
documents must be provided in electronic format.
B.
The Department will allow connection to the FDOT Network by the Consultant
through either dialup communications, authorized Virtual Private Network
(VPN) or approved leased lines. Appropriate approvals must be received
from the Department prior to their use.
C.
The Department will furnish and support the software packages for Site
Manager, Permits Information Tracking System (PITS), One Stop Permitting
(OSP), and Electronic Review Comments (ERC).
D.
The Department will make available any plans, forms, or data necessary for
the Consultant to perform assigned duties.
ITEMS FURNISHED BY THE CONSULTANT
A.
Department Documents
All Department documents, directives, procedures, and standard forms are
available through the Department’s Internet website. Most items can be
purchased through the following address. All others can be acquired through
the District Office or on-line at the Department’s website.
Florida Department of Transportation
Maps and Publication Sales
605 Suwannee Street, MS 12
Tallahassee, Florida 32399-0450
Telephone No. (850) 488-9220
All documents noted under this section will be considered as incidental
expense to the personnel assigned to this contract and there will be no
additional compensation.
B.
Office Automation
Provide all software and hardware necessary to efficiently and effectively
carry out the responsibilities under this Agreement. There will be a charge
per user, per month for connection to the Department’s VPN. Obtain
necessary licenses for use of Department EDMS (Electronic Document
Management System) software.
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Provide each inspection staff with a laptop computer running Site Manager
application through Citrix connection using a mobile broadband connection
at the jobsite.
Provide each inspection staff with a cellular phone.
Provide air-cards & Laptop computers to support each Department
provided inventory data collection device for field data acquisition.
All computer coding associated with, but not limited to, Roadway
Characteristic Inventory (RCI) and PITS shall be input by Consultant
personnel using equipment furnished by them.
Ownership and possession of computer equipment and related software,
which is provided by the Consultant, shall remain at all times with the
Consultant. The Consultant shall retain responsibility for risk of loss or
damage to said equipment during performance of this Agreement. Field
office equipment should be maintained and operational at all times.
All equipment and licenses noted under this section will be considered as
incidental expense to the personnel assigned to this contract and there will
be no additional compensation.
C.
Vehicles
Vehicles will be provided by the consultant and will be equipped with
appropriate safety equipment and must be able to effectively carry out the
requirements of this Agreement. Vehicles shall have the name and phone
number of the Consultant visibly displayed on both sides of the vehicle.
The vehicles are considered as incidental expense to the personnel
assigned to this contract and there will be no additional compensation.
D.
Field Equipment
Supply survey, inspection, and testing equipment essential to perform
services under this Agreement.
Hard hats shall have the name of the Consultant visibly displayed.
Equipment described herein under this Agreement will remain the property
of the Consultant and shall be removed at completion of the work.
Consultant will be responsible for the safe storage of said equipment.
Provide a digital camera for photographic documentation of contractor
progress, noteworthy incidents or events for the duration of the projects.
Photographs shall be submitted to document final acceptance of work for
invoice purposes.
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Retain responsibility for risk of loss or damage to said equipment during
performance of this Agreement. Field office equipment shall be maintained
and in operational condition at all times.
The field equipment is considered an incidental expense to the personnel
assigned to this contract and there will be no additional compensation.
E.
Licensing for Equipment Operations
Obtain proper licenses for equipment and personnel operating equipment
when licenses are required. The license and supporting documents shall be
available for verification by the Department, upon request. The Licenses are
considered as incidental expense to the personnel assigned to this contract
and there will be no additional compensation.
V.
LIAISON RESPONSIBILITY OF THE CONSULTANT
For the duration of this contract, keep the Department’s Project Manager abreast
of all significant activities, decisions, correspondence, reports, and other
communications related to its responsibilities under this Contract.
Facilitate communications between all parties ensuring responses and resolutions
are provided in a timely manner. Maintain accurate records to document the
communication process.
Submit all administrative items relating to Invoice Approval, Personnel Approval,
User IDs, Time Extensions, and Supplemental Amendments to the Project
Manager for review and approval.
VI.
PERFORMANCE OF THE CONSULTANT
During the term of this Agreement and all Supplemental Amendments thereof, the
Department will review various phases of Consultant operations, such as contract
administration and inspection, permits administration and inspection, and other
activities related to inspection for various projects, to determine compliance with
this Agreement. Consultant will cooperate and assist Department representatives
in conducting the reviews. If deficiencies are indicated, remedial action shall be
implemented immediately. Department recommendations and Consultant
responses/actions are to be properly documented by the Consultant. No additional
compensation shall be allowed for remedial action taken by the Consultant to
correct deficiencies. Remedial actions and required response times may include
but are not necessarily limited to the following:
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A.
Further subdivide assigned inspection responsibilities, reassign inspection
personnel, or assign additional inspection personnel, within one week of
notification.
B.
Immediately replace personnel whose performance has been determined
by the Consultant and/or the Department to be inadequate.
C.
Immediately increase the frequency of monitoring and inspection activities
in phases of work that are the Consultant's responsibility.
D.
Increase the scope and frequency of training of the Consultant personnel.
The Consultant shall maintain and submit upon request reports, product or
documentation supporting the progress or completion of each work assignment.
This may include Daily work reports, activity logs, inventory reports, or timesheets
authorized by supervising Department personnel.
VII. REQUIREMENTS OF THE CONSULTANT
A.
General
It shall be the responsibility of the Consultant to administer, monitor, and
inspect assets, contracts, and permits activities such that the projects
conform to plans, specifications, supplemental specifications, special
provisions and Maintenance standards. It shall also be the responsibility of
the Consultant to accurately collect data for the RCI. The Consultant shall
assign a Project Manager as a primary point of contact for this contract. The
Project Manager shall be responsible for disclosing any and all potential
conflicts of interest that may arise in the performance of the activities
specified in the Task work order, corresponding and coordinating work
assignments with the Department and be available for progress updates and
quality assurance reviews pertaining to the contract. The Project Manager
shall also be responsible for providing all required documentation to the
Department as needed to support the assignment, including work estimates
and proper invoicing of the contract.
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B.
Contract Production
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C.
Contract Administration & Management
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D.
Assist in the development of Scopes of Work and Specifications for
contracts, attend pre-bid meetings and monitor contract requirements
on behalf of the Department.
Assist in processing contract documents.
Review plans and verify plan quantities.
Geo-reference inventory data and enter into Department data systems.
Assist in the preparation of maintenance contract packages by
providing field measurements, estimating quantities and other
necessary data.
Periodically review the roadway and roadside for short-term and longterm needs.
Conduct and/or participate in pre-bid conferences..
Coordinate, plan, and schedule contractor activities.
Prepare contract progress reports.
Perform semi-final inspection of construction projects.
Conduct and/or participate in the pre-work conferences for contracts.
Assist in emergency preparation and recovery management when
needed.
Assist in the oversight and management of the assigned contracts.
Maintain contract files in accordance with current Department’s
requirements.
Prepare supplemental agreements and contract time extensions for
Department’s staff approval.
Compile and input Maintenance Management System (MMS) data from
contract work orders and invoices.
Conduct quality inspections & evaluations of contracted activities to
improve contract effectiveness & inspection/administration practices.
Prepare and review contract work orders.
Permit Operations

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Assist the Department in processing permits in accordance with the
Florida Administrative Code (F.A.C.) as assigned.
Coordinate, process, administer, and inspect permits as assigned.
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E.
Field Inspection
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F.
Verify the acceptability of the Contractor's work methods and work
product.
Provide periodic field reviews of maintenance of traffic (MOT) setups.
Consultant should be present at the contract job site during performance
of work, or make as many visits to the job site as may be necessary to
ensure that the Department receives the fair value of work as related to
quality and quantity.
Interact with the Contractor’s superintendent to correct deficiencies.
Perform independent assignments as directed by the Operations
Contract Manager.
Assist the Department with the Maintenance Rating Program (MRP)
inspection when assigned.
Document field inspections.
Plans Review
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G.
Review permit application requests and associated engineering
drawings to ensure that applicable forms are properly completed and
that proposed construction within the Department’s R/W is in
accordance with the Department’s Specifications and Standards.
Enter permit related data into the Department’s database including the
PITS and OSP.
Coordinate and/or perform field inspections of permitted construction
that is in progress, to ensure compliance with the Department
Specifications and Standards.
The Department’s staff will retain all approvals and signature authorities
as required by the F.A.C.
Review and comment on all phases of design plans.
Attend all meetings related to plans review.
Perform independent assignments as directed by the Operations
Contracts Manager.
Conduct site visits when needed.
Roadway Characteristic Inventory (RCI) Data Collection and
Computation Work

Perform RCI services in accordance with FDOT established
Rule/Procedure utilizing criteria as noted in the RCI manual.

Perform other related field data collection and analysis related to
the unit maintenance functions.
Record detailed attribute, condition, and location data for each
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H.
MRP Inspection
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I.
Assist the District MRP Team, review and inspect field locations in
accordance with the Maintenance Rating Program (MRP).
Surveying

J.
asset in the Department’s database.
Produce Straight Line Diagrams per Department standards.
Assist Department surveyors in gathering data for contract
development.
Design Services

Provide design services to aid in contract development.
PERSONNEL:
K.
General Requirements
Provide qualified personnel necessary to efficiently and effectively
carry out its responsibilities under this Agreement. Method of
compensation for personnel assigned to this project is outlined in
Exhibit “B.”
Night and Weekend work may be required for certain work functions.
Unless otherwise agreed to by the Department, the Department will
not compensate straight overtime or premium overtime for any
positions.
L.
Personnel Qualifications
Provide competent personnel qualified by experience and education.
Submit in writing to the Department’s Project Manager the names of
personnel proposed for assignment to the project, including a
detailed resume for each containing at a minimum, education and
experience, as they relate to the individual assignment. The
Consultant Action Request form for personnel approval shall be
submitted to the Department’s Contracts Manager at least two days
prior to the date an individual is to report to work.
Personnel identified in the Consultant’s technical proposal are to be
assigned as proposed and are committed to performing services
under this Agreement. Personnel changes will require written
approval from the Department. Staff that has been removed shall be
replaced by the Consultant within one week of Department
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notification.
Minimum qualifications for the Consultant’s personnel are set forth
as follows. Exceptions to these minimum qualifications will be
considered on an individual basis.
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PROJECT MANAGER
High school graduate or equivalent plus five (5) years of roadway
construction/maintenance technical experience; Qualifications include the ability
to communicate effectively in English (verbally and in writing), direct assigned
activities, and plan and organize the work of subordinate staff members; Reviews
policies, methods, practices and procedures. Review programs for conformance
with Department standards; FDOT Advanced MOT certification, knowledge of the
Florida Department of Transportation Standard Specifications for Road and
Bridge Construction, knowledge of FDOT Roadway and Traffic Design Standards;
Skilled in dealing and working with internal and external customers in a tactful and
courteous manner; Skilled in reading and interpreting plans, specifications, design
standards and manuals; Ability to plan, organize, and coordinate work
assignments of subordinates and ensure proper completion of work assignments;
Ability to solve problems related to road and bridge maintenance; Ability to
coordinate in emergency situations.
SENIOR PROJECT ENGINEER
A Civil Engineering degree and registered in the State of Florida as a Professional
Engineer (or if registered in another state, the ability to obtain registration in the
State of Florida within six months). Qualifications include the ability to
communicate effectively in English (verbally and in writing); direct highly complex
and specialized construction engineering administration and inspection program;
plans and organizes the work of subordinate and staff members; develops and/or
reviews policies, methods, practices, and procedures; and reviews programs for
conformance with Department standards. Also must have the following:
QUALIFICATIONS:
Attend the CTQP Quality Control Manager course and pass the examination.
CERTIFICATIONS:
FDOT Advanced MOT
CONTRACT/PERMIT SPECIALIST
High school graduate or equivalent plus two (2) years of roadway
construction/maintenance technical experience; Qualifications include roadway
plans review experience, ability to communicate effectively in English (verbally and
in writing), ability to manage contracted projects. FDOT Advanced MOT
Certification, knowledge of the Florida Department of Transportation Standard
Specifications for Road and Bridge Construction, knowledge of FDOT Roadway
and Traffic Design Standards, knowledge of American Disability Act (ADA)
requirements; Ability to understand and communicate work required by a contract,
ability to perform complex mathematical calculations and complete documents,
ability to enforce field compliance of contract specifications and design standards;
Ability to work in all environmental extremes such as heat, cold, rain, etc.
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SENIOR INSPECTOR
Qualifications: High school graduate or equivalent plus four (4) years of
experience in construction inspection, two (2) years of which shall have been in
bridge and/or roadway construction inspection with the exception of Complex
Category 2 (CC2) bridge structures or a Civil Engineering degree and one (1)
year of road & bridge CEI experience with the ability to earn additional required
qualifications within one year.
Must have the following as required by the scope of work for the Task work order:
CTQP Concrete Field Inspector Level I
CTQP Concrete Field Inspector Level II (Bridges)
CTQP Asphalt Roadway Level I
CTQP Asphalt Roadway Level II
CTQP Earthwork Construction Inspection Level I
CTQP Earthwork Construction Inspection Level II
CTQP Pile Driving Inspection
CTQP Drilled Shaft Inspection (required for inspection of all drilled shafts including
miscellaneous structures such as sign structures, lighting structures, and traffic
signal structures)
CTQP Grouting Technician Level I
CTQP Post-Tensioning Technician Level I
IMSA Traffic Signal Inspector Level I
FDOT Intermediate MOT
CTQP Final Estimates Level I
CERTIFICATIONS:
Nuclear Radiation Safety
IMSA Traffic Signal Inspector Level I
OTHER:
Complete the Critical Structures Construction Issues, Self-Study Course, and
submit the mandatory Certification of Course Completion form (for structures
projects). Responsible for performing highly complex technical assignments in field
surveying and construction layout, making, and checking engineering
computations, inspecting construction work, and conducting field tests and is
responsible for coordinating and managing the lower level inspectors. Work is
performed under the general supervision of the Project Administrator.
INSPECTOR
Qualifications: High school graduate or equivalent plus two (2) years experience
in construction inspection, one (1) year of which shall have been in bridge and/or
roadway construction inspection, plus the following:
Must have the following as required by the scope of work of the Task work order:
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CTQP Concrete Field Inspector Level I
CTQP Asphalt Roadway Level I
CTQP Earthwork Construction Inspection Level I
CTQP Final Estimates Level I
FDOT Intermediate MOT
CERTIFICATIONS:
Nuclear Radiation Safety
OTHER:
Complete the Critical Structures Construction Issues, Self-Study Course, and
submit the mandatory Certification of Course Completion form (for structures
projects).Or a Civil Engineering degree with the ability to earn additional required
qualifications within one year. (Note: Engineer Intern classification requires E.I.T.
certificate.)
Responsible for performing assignments in assisting Senior Inspector in the
performance of their duties. Receive general supervision from the Senior Inspector
who reviews work while in progress. Civil Engineering graduates must obtain
certifications within the first year of working as an inspector or Engineer Intern.
Exceptions will be permitted on a case-by-case basis so long as qualifications and
certifications are appropriate for specific inspection duties.
MAINTENANCE MRP SPECIALIST
High school graduate or equivalent plus three (3) years of roadway
maintenance/construction inspection experience, two (2) or more years of
successful completion of the FDOT annual MRP training with a passing test score
for at least two consecutive years and has met all the qualifications of an MRP
Team Leader; Other qualifications include the ability to communicate effectively in
English (verbally and in writing) be able to perform complex mathematical
calculations and inspect maintenance contract projects. FDOT Advanced MOT
Certification, knowledge of the Florida Department of Transportation (FDOT)
Standard Specifications for Road and Bridge Construction, knowledge of FDOT
Roadway and Traffic Design Standards, knowledge of American Disability Act
(ADA) requirements. Ability to understand and communicate work required by a
maintenance contract, ability to complete maintenance documents, ability to
enforce field compliance of contract specifications and design standards; Ability to
interpret and correct low scores in the MRP; Ability to work in all environmental
extremes such as heat, cold, rain, etc.
CONTRACT/PERMIT INSPECTOR
High school graduate or equivalent plus two (2) years of roadway
maintenance/construction inspection experience; Qualifications include the ability
to communicate effectively in English (verbally and in writing), be able to perform
complex mathematical calculations and inspect maintenance contract projects.
FDOT Intermediate MOT, knowledge of the Florida Department of Transportation
(FDOT) Standard Specifications for Road and Bridge Construction, knowledge of
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FDOT Roadway and Traffic Design Standards; Skill in the use of engineering tools,
equipment, and instruments; Ability to enforce field compliance of contract
specifications and design standards; Ability to work in all environmental extremes
such as heat, cold, rain, etc.
INVENTORY TECHNICIAN
High school graduate or equivalent; Qualifications include the ability to
communicate effectively in English (verbally and in writing), ability to perform basic
mathematical calculations and collect data using a handheld Global Positioning
System (GPS) unit; Skilled in the use of spreadsheets and computer software; Skill
in the use of engineering tools, equipment, and GPS instruments; Ability to work in
all environmental extremes such as heat, cold, rain, etc.
RECORDS TECHNICIAN
High school graduate or equivalent; Qualifications include document filing, ability
to communicate effectively in English (verbally and in writing), and ability to perform
basic mathematical calculations; Skilled in the use of spreadsheets and computer
software; Ability to scan and upload electronic files into various Department
systems including EDMS, RCI, and MMS; Ability to maintain inventory records and
compile reports.
OPERATIONS ASSISTANT
High school graduate or equivalent. Qualifications include the ability to
communicate effectively in English (verbally and in writing); Ability to assist with
maintenance related activities, communicate engineering related information,
assist with maintenance yard front desk duties, and address related issues.
SURVEY PARTY CHIEF
High School graduate plus four years of experience in construction surveying
(including two (2) years as Party Chief). Experienced in field engineering and
construction layout, making and checking survey computations and supervising a
survey party. Work is performed under general supervision of Project
Administrator.
INSTRUMENT PERSON
High school graduate plus three (3) years of experience in construction surveying
one (1) year of which shall have been as instrument-man. Responsible for
performing assignments in assisting Party Chief in the performance of their
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duties. Receives general supervision from Party Chief who reviews work while in
progress.
ROD-MAN/CHAIN PERSON
High school graduate with some survey experience or training preferred. Receives
supervision from and assists Party Chief who reviews work while in progress.
CADD (Computer Aided Drafting and Design) TECHNICIAN
High school graduate plus experience required. Responsible for processing field
data collected by survey crews, assuring that it is accurate, complete, and meets
quality standards and project scope. Produces complete databases containing
survey data and CADD files for use in design and mapping purposes. Also uses
related CADD applications to perform various calculations and analysis of data,
not necessarily related to surveying.
VIII.
OPTIONAL SERVICES
At the Department’s option the Consultant may be requested to provide additional
category of personnel. Fee for these personnel services will be addressed as
supplement to this contract.
IX.
INVOICING INSTRUCTIONS
Services will begin and be performed as directed by issued Task Work Orders.
Invoices shall be submitted in accordance with Exhibit “B” of this agreement.
X.
TERMINATION OF THIS AGREEMENT
Reference is made to Paragraph 6 of the Standard Written Agreement. Any
necessary default action will be processed in accordance with Department
of Management Services Rule 60A-1.00
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Key Points
Point
Value
Experience – Firm and Staff
Provide a description of the proposed staffing to include their availability, qualifications,
and knowledge relating to the Exhibit “A”, Scope of Services. Describe your experience on
similar projects. Include resumes of all proposed staff (limited to two pages each) that
will not be counted toward the total page requirement.
Understanding of Project
Include your understanding of the Exhibit “A”, Scope of Services and any unique issues
involved in the project.
Project Approach
Explain the approach, capabilities, and means you will use in accomplishing the tasks in
the Scope of Services, and where difficulties may be anticipated and resolved. Any specific
techniques to be used should also be addressed.
Contract Specific Issues
Addressing citizen complaints – How will your inspector respond to the following
scenarios?
• The citizen is reporting MOT issues on a project adjacent to their business are
keeping customers from accessing their parking lot.
• The citizen is reporting that every morning when they arrive at work, they
encounter a dangerous condition left from the previous night of construction.
The Statewide Maintenance Rating Program (MRP) is an important tool to measure
whether or not desired conditions related to recommended levels of service are being met.
Statewide and District-wide consistency is paramount to ensure MRP ratings are
meaningful.
• Explain how your company will ensure MRP evaluations are consistent with District
staff.
• Describe some common obstacles you have experienced, or anticipate in the
future, while performing MRP data collection. How would you handle these or other
issues preventing you from performing your duties under this contract?
It is anticipated the vendor will be asked to provide staff for contract inspection. Explain
how staff will respond to and/or resolve the following situations:
• Earthwork test results dictate a drastic change in the work scheduled.
• A significant unexpected increase in workload requiring additional personnel on
short notice arises.
• The type of work requires lane closures and very limited nighttime operations.
• Contractor has decided to use M.O.T. that was not previously approved.
• A private citizen approaches your inspector requesting plans for the project he/she
is working on.
This contract will be administered using task work orders (TWOs) for specific tasks. If you
were faced with developing a TWO for drainage structure inspection:
• What is your process for determining the man-hours required and monitoring the
schedule through completion of the task?
• What will you do if an overrun seems likely?
Staff may be asked to review upcoming contract packages and provide comments. During
this process, vendor staff will be expected to make comments using ERC. What level of
expertise will you provide for this task?
REQUIRED CERTIFICATIONS
1. Truth-in-Negotiations Certificate (Form No. 375-030-30)
2. Certification of Disclosure of Lobbying Activities (Form No. 375-030-33)
3. Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion (Form
No. 375-030-32)
4. Vendor Certification Regarding Scrutinized Companies Lists (Form No. 375-030-60)
5. Professional Services DBE or Small Business Commitment Form (Form No. 375-030-83)
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