Item C26BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: April 17, 2013 Division: Public Works/Engineering
Bulk Item: Yes X No _ Department: Engineering Services Department
Staff Contact Person/Phone #: Judv Clarke X4329
AGENDA ITEM WORDING: Approval to advertise a request for qualifications (RFQ) for
construction engineering and inspection (CEI) services for the All American Road Wayfinding Sign
Project. The project is funded through a Local Agency Program (LAP) agreement with Florida
Department of Transportation (FDOT).
ITEM BACKGROUND: The County requires the services of a CEI consultant to perform inspection
service during construction of the All American Road Wayfinding Sign Project.
PREVIOUS RELEVANT BOCC ACTION: 2/17/2010 - Approval to execute the LAP Agreement with
the FDOT to provide funding for the All American Road Signage and to investigate a design alternative for the
types of signs that can be provided under the program.
10/20/10 — Approval to advertise an RFQ to develop a Wayfinding Signage Program along the Florida Keys All
American Road (Florida Keys Scenic Highway).
2/16/11 - Approval to negotiate a contract with URS to develop a Wayfinding Signage Program along the US I
Florida Keys Scenic Corridor.
3/16/11 - Approval of a professional services contract with URS to develop a wayfinding program along the US
1 Florida Keys Scenic Corridor.
11/16/2011- Approval of an Inter -local Agreement (ILA) with the Village of Islamorada (Village) to design
Wayfinding signs within the Village boundaries; design services to be paid in advance in the amount of
$39,860.88, and fabrication and installation to be paid pursuant to FDOT Grant Agreement APW 52.
11/16/11- Approval of the modified conch shell concept for the Wayfinding Sign Program.
5/16/2012 — Approval of final design of Wayfinding Sign Program.
CONTRACT/AGREEMENT CHANGES: Not applicable
STAFF RECOMMENDATIONS: Approval as stated above.
TOTAL COST: $800 INDIRECT COST: BUDGETED: Yes X No
DIFFERENTIAL OF LOCAL PREFERENCE: not a licable
COST TO COUNTY: $0
SOURCE OF FUNDS: FDOT
REVENUE PRODUCING: Yes No X AMOUNT PER MONTH Year
APPROVED BY: County Atty _ OMB/Purchasing Risk Management
DOCUMENTATION: Included X Not Required
DISPOSITION: AGENDA ITEM #
11:7_l aL
MONROE COUNTY
REQUEST FOR QUALIFICATIONS FOR PROFESSIONAL
SERVICES FOR
CONSTRUCTION ENGINEERING AND
INSPECTION (CEI) SERVICES FOR THE ALL
AMERICAN ROAD WAYFINDING SIGN
PROJECT
BOARD OF COUNTY COMMISSIONERS
Mayor, George Neugent, District 2
Mayor Pro-Tem, Heather Carruthers, District 3
Danny L. Kolhage, District 1
David Rice, District 4
Sylvia Murphy, District 5
COUNTY ADMINISTRATOR
Roman Gastesi, Jr.
CLERK OF THE CIRCUIT COURT
Amy Heavilin
PUBLIC WORKS
Kevin Wilson, P.E.
APRIL 2013
PREPARED BY:
Monroe County Engineering Services Department
RFQ for CEI Services for All American Road Wayfinding Sign Project
NOTICE OF REQUEST FOR COMPETITIVE
SOLICITATIONS
NOTICE IS HEREBY GIVEN that on , 2013 at 3:00 P.M. the Monroe
County Purchasing Office will receive and open sealed responses for the following:
CONSTRUCTION ENGINEERING AND INSPECTION (CEI)
SERVICES
FOR THE ALL AMERICAN ROAD WAYFINDING SIGN
PROJECT
MONROE COUNTY, FLORIDA
Requirements for submission and the selection criteria may be requested from
DemandStar by Onvia at www.demandstar.com OR www.monroecountybids.com
or call toll -free at 1-800-711-1712. The Public Record is available at the Monroe
County Purchasing Office located at The Gato Building, 1100 Simonton Street,
Room 2-213, Key West, Florida. All Responses must be sealed and must be
submitted to the Monroe County Purchasing Office.
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RFQ for CEI Services for THE All American Road Wayfinding Sign Project
TABLE OF CONTENTS
NOTICE OF REQUEST FOR PROPOSALS
SECTION ONE - Instruction to Respondents
SECTION TWO - Scope of Work
SECTION THREE - Draft Contract
SECTION FOUR - County Forms
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RFQ for CEI Services All American Road Wayfinding Sign Project
SECTION ONE: INSTRUCTION TO RESPONDENTS
1.01 INTRODUCTION/BACKGROUN D
US 1 in Monroe County has been designated as an All American Road. The County has
designed a Wayfinding Sign Program in accordance with Rule 14-51.030, FAC. The
Wayfinding Project will consist of removing approximately 200 existing (non regulatory)
signs along US 1 and fabricating and installing approximately 160 the new wayfinding guide
signs. Due to multiple construction projects currently underway on US 1 the removal and
installation will need to be coordinated with other project schedules.
The County requires the services of a firm or individual to provide construction engineering
and inspection (CEI) services during construction of the Project. The project will be funded
through a Local Agency Program (LAP) Agreement with the Florida Department of
Transportation (FDOT); therefore all Federal Highway Administration regulations and
guidelines for use of federal funds will apply. Respondents must be pre -approved by FDOT
for Work Group 10, Construction Engineering Inspection services.
1.02 COPIES OF RFQ DOCUMENTS
A. Only complete sets of RFQ Documents will be issued and used in preparing
responses. The County does not assume any responsibility for errors or
misinterpretations resulting from the use of incomplete sets.
B. Complete sets of RFQ Documents may be obtained in the manner and at the
locations stated in the Notice of Request for Qualifications.
1.03 DISQUALIFICATION OF RESPONDENT
A. NON -COLLUSION AFFIDAVIT: Any person submitting a proposal in response to
this invitation must execute the enclosed NON -COLLUSION AFFIDAVIT. If it is
discovered that collusion exists among the Respondents, the proposals of all
participants in such collusion shall be rejected, and no participants in such collusion
will be considered in future bids for the same work.
B. PUBLIC ENTITY CRIME: 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
proposal on a contract to provide any goods or services to a public entity, may not
submit a proposal on a contract with a public entity for the construction or repair of a
public building or public work, may not submit Proposals on leases or perform work
as a contractor, supplier, subcontractor, or consultant under a contract with any
public entity, and may not transact business with any public entity in excess of the
threshold amount provided in Section 287.017, for CATEGORY TWO for a period of
36 months from the date of being placed on the convicted vendor list.
C. DRUG -FREE WORKPLACE FORM: Any person submitting a bid or proposal in
response to this invitation must execute the enclosed DRUG -FREE WORKPLACE
FORM and submit it with his bid or proposal. Failure to complete this form in every
detail and submit it with the bid or proposal may result in immediate disqualification
of the bid or proposal.
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RFQ for CEI Services All American Road Wayfinding Sign Project
D. LOBBYING AND CONFLICT OF INTEREST CLAUSE: Any person submitting a bid
or proposal in response to this invitation must execute the enclosed LOBBYING
AND CONFLICT OF INTEREST CLAUSE and submit it with his bid or proposal.
Failure to complete this form in every detail and submit it with the bid or proposal
may result in immediate disqualification of the bid or proposal.
E. CERTIFICATION FOR DISCLOSURE OF LOBBYING ACTIVITIES ON FEDERAL
AID CONTRACTS. Any person submitting a bid or proposal in response to this
invitation must execute the enclosed CERTIFICATION FOR DISCLOSURE OF
LOBBYING ACTIVITIES ON FEDERAL AID CONTRACTS and submit it with his bid
or proposal. Failure to complete this form in every detail and submit it with the bid
or proposal may result in immediate disqualification of the bid or proposal.
F. CERTIFICATION REGARDING DEBARMENT, SUSPENSION, INELIGIBILITY AND
VOLUNTARY EXCLUSION FOR FEDERAL AID CONTRACTS. Any person
submitting a bid or proposal in response to this invitation must execute the enclosed
CERTIFICATION REGARDING DEBARMENT, SUSPENSION, INELIGIBILITY AND
VOLUNTARY EXCLUSION FOR FEDERAL AID CONTRACTS and submit it with
his bid or proposal. Failure to complete this form in every detail and submit it with
the bid or proposal may result in immediate disqualification of the bid or proposal.
1.04 EXAMINATION OF RFQ DOCUMENTS
A. Each Respondent shall carefully examine the RFQ and other contract documents,
and inform himself thoroughly regarding any and all conditions and requirements
that may in any manner affect cost, progress, or performance of the work to be
performed under the contract. Ignorance on the part of the Respondent shall in no
way relieve him of the obligations and responsibilities assumed under the contract.
B. Should a Respondent find discrepancies or ambiguities in, or omissions from, the
specifications, or should he be in doubt as to their meaning, he shall at once notify
the County.
1.05 INTERPRETATIONS, CLARIFICATIONS, AND ADDENDA
No oral interpretations will be made to any Respondent as to the meaning of the contract
documents. Any inquiry or request for interpretation received in writing seven or more
days prior to the date fixed for opening of responses will be given consideration. Written
inquiries should be sent to Judith Clarke, P.E., Director of Engineering Services,
Monroe County Engineering Department, 1100 Simonton Street, Room 216, Key
West, Florida 33040 or faxed to (305) 295-4321. All such changes or interpretation will be
made in writing in the form of an addendum and, if issued, will be furnished to all known
prospective Respondents prior to the established Response opening date. Each
Respondent shall acknowledge receipt of such addenda in their Response. In case any
Respondent fails to acknowledge receipt of such addenda or addendum, his response will
nevertheless be construed as though it had been received and acknowledged and the
submission of his response will constitute acknowledgment of the receipt of same. All
addenda are a part of the contract documents and each Respondent will be bound by such
addenda, whether or not received by him. It is the responsibility of each Respondent to
verify that he has received all addenda issued before responses are opened.
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RFQ for CEI Services All American Road Wayfinding Sign Project
1.06 GOVERNING LAWS AND REGULATIONS
The Respondent is required to be familiar with and shall be responsible for complying with
all federal, state, and local laws, ordinances, rules, and regulations that in any manner
affect the work. Knowledge of occupational license requirements and obtaining such
licenses for Monroe County and municipalities within Monroe County are the responsibility
of the Respondent.
1.07 PREPARATION OF RESPONSES
Signature of the Respondent: The Respondent must sign the response forms in the space
provided for the signature. If the Respondent is an individual, the words "doing business as
", or "Sole Owner" must appear beneath such signature. In the case of a
partnership, the signature of at least one of the partners must follow the firm name and the
words "Member of the Firm" should be written beneath such signature. If the Respondent is
a corporation, the title of the officer signing the Response on behalf of the corporation must
be stated along with the Corporation Seal Stamp and evidence of his authority to sign the
Response must be submitted. The Respondent shall state in the response the name and
address of each person having an interest in the submitting entity.
1.08 SUBMISSION OF RESPONSES
A. Two signed originals and three copies of each response shall be submitted.
B. The response shall be submitted in a sealed envelope clearly marked on the
outside, with the Respondents name and "Statement of Qualifications —
Construction Engineering and Inspection (CEI) Services for the All American
Road Wayfinding Sign Project", addressed to the entity and address stated in the
Notice of Request for Qualifications, on or before 3:00 P.M. local time on ,
2013. If sent by mail or by courier, the above -mentioned envelope shall be
enclosed in another envelope addressed to the entity and address stated in the
Notice of Request for Qualifications. Faxed or e-mailed statements of qualifications
shall be automatically rejected. Responses will be received until the date and hour
stated in the Notice of Request for Qualifications.
C. Each Respondent shall submit with his Response the required evidence of his
qualifications and experience.
1.09 CONTENT OF SUBMISSION
The proposal submitted in response to this RFQ shall be printed on 8-1/2" x 11" white paper
and bound; it shall be clear and concise and provide the information requested herein.
Statements submitted without the required information will not be considered. Responses
shall be organized as indicated below. The Respondent should not withhold any information
from the written response in anticipation of presenting the information orally or in a
demonstration, since oral presentations or demonstrations may not be solicited. Each
Respondent must submit adequate documentation to certify the Respondent's compliance
with the County's requirements. Respondents should focus specifically on the information
requested. Additional information, unless specifically relevant, may distract rather than add
to the Respondent's overall evaluation.
The following information, at a minimum, shall be included in the Submittal:
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RFQ for CEI Services All American Road Wayfinding Sign Project
A. Cover Page
A cover page that states "Statement of Qualifications for Construction Engineering and
Inspection (CEI) Services for the All American Road Wayfinding Sign Project" The cover
page should contain Respondent's name, address, telephone number and the name of the
Respondent's contact person.
B. Tabbed Sections
Tab 1. Executive Summary
The Respondent shall provide a history of the firm or organization, and particularly include projects
that are similar in nature to the services requested in the RFQ. The Respondent shall provide a
narrative of the firm's qualities and capabilities that demonstrate how the firm will work with the
County to fulfill the requirements of the scope of work.
Tab 2. Relevant Experience, References and Past Performance on Similar Projects
The Respondent shall provide a project history of the firm or organization demonstrating
experience with projects that are similar in scope and size to the proposed Project, including
projects in Monroe County and projects of a similar nature with FDOT. The Respondent shall
clearly indicate experience on other LAP projects and/or federally funded projects and describe
experience complying with Federal Highway Administration (FHWA) and FDOT LAP requirements.
Each Respondent shall provide a list of past projects that are the same or similar to the scope of
the proposed project. The list should include the information below:
Name and full address of referenced project and organization
Name and telephone number of Contact person for contract
Telephone number(s)
Date of initiation and completion of contract for referenced project
Brief summary of the project and services including a comparison to services sought
by this RFQ.
The Respondent shall provide at least two written references from a Florida local government or
other governmental entity for which the Respondent has provided the same or similar services
during the past three years. Each reference shall include, at a minimum, the information listed
above.
Tab 3. Project Approach and Management
The Respondent shall describe the approach and methodology he will take to accomplish the
necessary activities. The project approach should reflect a clear understanding of project needs.
Tab 4. Staffing for this Project & Qualifications of Key Personnel
The Respondent shall describe the composition and structure of the firm (sole proprietorship,
corporation, partnership, joint venture) and include names of persons with an interest in the firm.
The Respondent shall include a list of the proposed staff that will perform the work required if
awarded this contract. An organizational chart should be included in this section. The Respondent
shall also include a resume for each member of the project team identifying his/her role on the
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RFQ for CEI Services All American Road Wayfinding Sign Project
team and any qualifications relevant to the assigned position. Include in this section the location of
the main office and the location of the office proposed to work on this project.
The Respondent will provide documentation that they have been pre -qualified by FDOT in the
category of Group 10 Construction Engineering and Inspection (CEI).
Tab 5. Financial Information and Litigation
The Respondent will provide the following information:
(1) A list of the person's or entity's shareholders with five percent or more of the stock or, if a
general partnership, a list of the general partners; or, if a limited liability company, a list of its
members; or, if a solely owned proprietorship, names(s) of owner(s);
(2) A list of the officers and directors of the entity;
(3) The number of years the person or entity has been operating and, if different, the number of
years it has been providing the services, goods, or construction services called for in the bid
specifications (include a list of similar projects);
(4) The number of years the person or entity has operated under its present name and any
prior names;
(5) A print out of the "Detail by Entity Name" screen from the Respondent's listing in
www.sunbiz.org;
(6) A copy of the Respondent's Annual Report that is submitted to the Florida Secretary of
State;
(7) Answers to the following questions regarding claims and suits:
a. Has the person, principals, entity, or any entity previously owned, operated or directed by
any of its officers, major shareholders or directors, ever failed to complete work or provide the
goods for which it has contracted? If yes, provide details;
b. Are there any judgments, claims, arbitration proceeding or suits pending or outstanding
against the person, principal of the entity, or entity, or any entity previously owned, operated or
directed by any of its officers, directors, or general partners? If yes, provide details;
C. Has the person, principal of the entity, entity, or any entity previously owned, operated or
directed by any of its officers, major shareholders or directors, within the last five years, been a
party to any lawsuit, arbitration, or mediation with regard to a contract for services, goods or
construction services similar to those requested in the specifications with private or public entities?
If yes, provide details;
d. Has the person, principal of the entity, or any entity previously owned, operated or directed
by any of its officers, owners, partners, major shareholders or directors, ever initiated litigation
against the county or been sued by the county in connection with a contract to provide services,
goods or construction services? If yes, provide details;
e. Whether, within the last five years, the owner, an officer, general partner, principal,
controlling shareholder or major creditor of the person or entity was an officer, director, general
partner, principal, controlling shareholder or major creditor of any other entity that failed to perform
services or furnish goods similar to those sought in the request for competitive solicitation;
(8). Customer references (minimum of three), including name, current address and current
telephone number;
(9). Credit references (minimum of three), including name, current address and current
telephone number;
(10). Financial statements for the prior three years for the responding entity or for any entity that
is a subsidiary to the responding entity; and
(11). Any financial information requested by the county department involved in the competitive
solicitation, related to the financial qualifications, technical competence, the ability to satisfactorily
perform within the contract time constraints, or other information the department deems necessary
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RFQ for CEI Services All American Road Wayfinding Sign Project
to enable the department and board of county commissioners to determine if the person
responding is responsible.
Tab 6. County/FHWA Forms
Respondent shall complete and execute the forms specified below and found at the designated
pages in this RFQ, and shall include them in the section tabbed six; failure to provide executed
documents may result in respondent being determined to be not fully response to the RFQ.
Form
Page
Response Form
44
Lobbying and Conflict of Interest Clause
45
Non -Collusion Affidavit
46
Drug Free Workplace Form
47
Respondent's Insurance and
Indemnification Statement
48
Insurance Agent's Statement
49
Certification for Disclosure of Lobbying
Activities on Federal Aid Contracts
50
Certification Regarding Debarment,
Suspension, Ineligibility and Voluntary
Exclusion for Federal Aid Contracts
51
Copies of all professional and occupational licenses shall be included in this section.
1.10 MODIFICATION OF RESPONSES
Written modification will be accepted from Respondents if addressed to the entity and
address indicated in the Notice of Request for Qualifications and received prior to Proposal
due date and time. Modifications must be submitted in a sealed envelope clearly marked on
the outside, with the Respondents name and "Modification to Statement of
Qualifications for Construction Engineering and Inspection (CEI) Services for the All
American Road Wayfinding Sign Project." If sent by mail or by courier, the above -
mentioned envelope shall be enclosed in another envelope addressed to the entity and
address stated in the Notice of Request for Proposals. Faxed or e-mailed modifications
shall be automatically rejected.
1.11 RESPONSIBILITY FOR RESPONSE
The Respondent is solely responsible for all costs of preparing and submitting the
response, regardless of whether a contract award is made by the County.
1.12 RECEIPT AND OPENING OF RESPONSES
Responses will be received until the designated time and will be publicly opened.
Respondents names shall be read aloud at the appointed time and place stated in the
Notice of Request for Qualifications. Monroe County's representative authorized to open
the responses will decide when the specified time has arrived and no responses received
thereafter will be considered. No responsibility will be attached to anyone for the premature
opening of a response not properly addressed and identified. Respondents or their
authorized agents are invited to be present.
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RFQ for CEI Services All American Road Wayfinding Sign Project
1.13 DETERMINATION OF SUCCESSFUL RESPONDENT
Following the receipt of responses, the selection committee will meet in a publicly noticed
meeting and evaluate the responses based on the criteria and point total below. The
County reserves the right to reject any and all responses and to waive technical errors and
irregularities as may be deemed best for the interests of the County. Responses that
contain modifications, are incomplete, unbalanced, conditional, obscure, or that contain
additions not requested or irregularities of any kind, or that do not comply in every respect
with the Instruction to Respondent and the contract documents, may be rejected at the
option of the County.
Each TAB section will be given points used to score and evaluate firms and individuals.
The point structure is as follows:
CRITERIA MAXIMUM POINTS
TAB 1
10
TAB 2
30
TAB 3
20
TAB 4
25
TAB 5
15
TAB 6
00
TOTAL 100
1.14 AWARD OF CONTRACT
A. The County reserves the right to award separate contracts for portions of the work,
waive any irregularity in any response, or to re -advertise for all or part of the work
contemplated
B. The County also reserves the right to reject the response of a Respondent who
has previously failed to perform properly or to complete contracts of a similar
nature on time, or who, after investigation of references or other criteria, does not
meet County standards.
C. The recommendation of the committee and the responses of three or more
Respondents may be presented to the Board of County Commissioners of Monroe
County, Florida, for final selection. Negotiations will be undertaken with the
Respondents as ranked.
1.15 EXECUTION OF CONTRACT
The Respondent with whom a contract is negotiated shall be required to return to the
County four executed counterparts of the prescribed contract together with the required
certificates of insurance.
1.16 CERTIFICATE OF INSURANCE AND INSURANCE REQUIREMENTS
The Respondent shall be responsible for all necessary insurance coverage as indicated
below. Certificates of Insurance must be provided to Monroe County within fifteen (15)
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RFQ for CEI Services All American Road Wayfinding Sign Project
days after award of contract, with Monroe County BOCC listed as additional insured as
indicated. If the proper insurance forms are not received within the fifteen (15) day period,
the contract may be awarded to the next selected Respondent/Proposer. Policies shall be
written by companies licensed to do business in the State of Florida and having an agent
for service of process in the State of Florida. Companies shall have an A.M. Best rating of
VI or better.
Worker's Compensation
Employers' Liability Insurance
General Liability, including
Premises Operation
Products and Completed Operations
Blanket Contractual Liability
Personal Injury Liability
Expanded Definition of Property Damage
Statutory Limits
$100,000 Accident
$500,000 Disease, policy limits
$100,000 Disease each employee
$300,000 per Person, 5300,000 Per
Occurrence, $200,00 Property Damage or
$500,000 Combined Single Limit
Vehicle Liability $$200,000 per Person, $300,000 Per
Occurrence, $200,000 Property Damage or
$300,000 Combined Single Limit
(Owned, non -owned and hired vehicles)
Professional Liability
$300,000 per Occurrence
$500,000 Aggregate
Monroe County shall be named as an Additional Insured on the General Liability and
Vehicle Liability policies.
1.17 INDEMNIFICATION
The Respondent covenants and agrees to indemnify, hold harmless and defend Monroe
County, its commissioners, officers, employees, agents and servants from any and all
claims for bodily injury, including death, personal injury, and property damage, including
damage to property owned by Monroe County, and any other losses, damages, and
expenses of any kind, including attorney's fees, court costs and expenses, which arise out
of, in connection with, or by reason of services provided by the Respondent or any of its
Subconsultant(s) in any tier, occasioned by the negligence, errors, or other wrongful act or
omission of the Respondent, its Subconsultant(s) in any tier, their officers, employees,
servants or agents.
In the event that the completion of the project (to include the work of others) is delayed or
suspended as a result of the Respondent's failure to purchase or maintain the required
insurance, the Respondent shall indemnify the County from any and all increased expenses
resulting from such delay. Should any claims be asserted against the County by virtue of
any deficiency or ambiguity caused by the Respondent, the Respondent agrees and
warrants that the Respondent shall hold the County harmless and shall indemnify it from all
losses occurring thereby and shall further defend any claim or action on the County's
behalf.
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RFQ for CEI Services All American Road Wayfinding Sign Project
The first ten dollars ($10.00) of remuneration paid to the Respondent is consideration for
the indemnification provided for above.
The extent of liability is in no way limited to, reduced, or lessened by the insurance
requirements contained elsewhere within this agreement.
This indemnification shall survive the expiration or earlier termination of the contract.
REMAINDER OF PAGE LEFT BLANK
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RFQ for CEI Services All American Road Wayfinding Sign Project
Request For Waiver of
Insurance Requirements
It is requested that the insurance requirements, as specified in the County's Schedule of Insurance
Requirements, be waived or modified on the following contract:
Respondent:
Contract for:
Address of Respondent:
Phone:
Scope of Work:
Reason for Waiver:
Policies Waiver
will apply to:
Signature of Respondent:
Approved Not Approved
Risk Management:
Date:
County Administrator appeal:
Approved Not Approved
Date:
Board of County Commissioners appeal:
Approved Not Approved
Meeting Date:
Respondent SIGNATURE
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RFQ for CEI Services All American Road Wayfinding Sign Project
SECTION TWO: SCOPE OF WORK
1.0 The All American Road Wayfinding Sign Project shall include, but not be limited to, removal
of existing non regulatory sign along US 1 (approximately 200), fabrication and installation
of new Wayfinding guide signs, coordination with construction projects undeway on US 1
and all other work shown on the plans. The Consultant shall provide Construction
Engineering and Inspection Services for the All American Road Wayfinding Sign
Project.
The project is being administered through the Florida Department of Transportation's
(FDOT'S) Local Agency Program (LAP); the Consultant will comply with all LAP
requirements.
The Consultant shall exercise their independent professional judgment in performing their
obligations and responsibilities under this Task Order. Pursuant to Section 4.1.4 of the
FDOT's Construction Project Administration Manual (CPAM), the authority of the
Consultant's lead person, such as the Senior Project Engineer, and the Consultant's Project
Administrator shall be identical to the Department's Resident Engineer and Project
Administrator respectively and shall be interpreted as such.
Services provided by the Consultant shall comply with the LAP requirements, FDOT
manuals, procedures, and memorandums in effect as of the date of execution of the Task
Order unless otherwise directed in writing by the County.
On a single Construction Contract, it is a conflict of interest for a professional firm to receive
compensation from both the County and the Contractor either directly or indirectly.
The Consultant shall utilize the U.S. Department of Homeland Security's E-Verify system
to verify the employment eligibility of all new employees hired by the Consultant during the
term of the Contract and shall expressly require any subconsultants performing work or
providing services pursuant to the Contract to likewise utilize the U.S. Department of
Homeland Security's E-Verify system to verify the employment eligibility of all new
employees hired by the subconsultant during the Contract term.
2.0 LENGTH OF SERVICE:
The Consultant services for the Construction Contract shall begin upon written notification
to proceed by County.
The Consultant Senior Project Engineer will track the execution of the Construction
Contract such that the Consultant is given timely authorization to begin work. While no
personnel shall be assigned until written notification by the County has been issued, the
Consultant shall be ready to assign personnel within two weeks of notification. For the
duration of the project, the Consultant shall coordinate closely with the County and
Contractor to minimize rescheduling of Consultant activities due to construction delays or
changes in scheduling of Contractor activities.
For estimating purposes, the Consultant will be allowed an accumulation of thirty working
days to perform preliminary administrative services prior to the issuance of the Contractor's
notice to proceed and thirty calendar days to demobilize after final acceptance of the
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RFQ for CEI Services All American Road Wayfinding Sign Project
Construction Contract.
Construction Contract Estimate
Bid Date Start Date Duration
180 days
3.0 DEFINITIONS:
A. Resident Engineer: The Engineer assigned to a particular Project or area to
administer Construction Contracts for the County.
B. Construction Project Manager: The County employee assigned to manage the
Construction Engineering and Inspection Contract and represent the County during
the performance of the services covered under this Agreement.
C. Engineer of Record: The Engineer noted on the Construction plans as the
responsible person for the design and preparation of the plans.
D. Consultant: The Consulting firm under contract to the County for administration of
Construction Engineering and Inspection services.
E. Agreement: The Professional Services Agreement between the County and the
Consultant setting forth the obligations of the parties thereto, including but not
limited to the performance of the work, furnishing of services, and the basis of
payment.
F. Consultant Senior Project Engineer: The Engineer assigned by the Consultant to be
in charge of providing Construction Contract administration for one or more
Construction Projects. This person may supervise other Consultant employees and
act as the lead Engineer for the Consultant.
G. Consultant Project Administrator: The employee assigned by the Consultant to be in
charge of providing Construction Contract administration services one or more
Construction Projects.
H. Contractor: The individual, firm, or company contracting with the County for
performance of work or furnishing of materials.
Construction Contract: The written agreement between the County and the
Contractor setting forth the obligations of the parties thereto, including but not
limited to the performance of the work, furnishing of labor and materials, and the
basis of payment.
J. CPAM: Florida Department of Transportation, Construction Project Administration
manual; latest.
K. Department: Florida Department of Transportation
L. F.D.O.T.: Florida Department of Transportation.
M. County: Monroe County Board of County Commissioners.
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RFQ for CEI Services All American Road Wayfinding Sign Project
4.0 REQUIREMENTS:
4.1 General:
It shall be the responsibility of the Consultant to administer, monitor, and inspect the
Construction Contract such that the project is constructed in reasonable conformity
with the plans, specifications, and special provisions for the Construction Contract.
The Consultant shall observe the Contractor's work to determine the progress and
quality of work, identify discrepancies, report significant discrepancies to the County,
and direct the Contractor to correct such observed discrepancies.
The Consultant is hereby designated by the County to negotiate Supplemental
Agreements. However, the Consultant must seek input from the Construction
Project Manager. The Consultant shall prepare the Supplemental Agreement as a
recommendation to the County, which the County may accept, modify or reject upon
review. The Consultant shall consult with the Construction Project Manager, as it
deems necessary and shall direct all issues, which exceed its delegated authority to
the Construction Project Manager for County action or direction.
The Consultant shall advise the Construction Project Manager of any significant
omissions, substitutions, defects, and deficiencies noted in the work of the
Contractor and the corrective action that has been directed to be performed by the
Contractor. Work provided by the Consultant shall not relieve the Contractor of
responsibility for the satisfactory performance of the Construction Contract.
4.2 Survey Control:
The Consultant shall check or establish the survey control baseline(s) along with
sufficient baseline control points and bench marks at appropriate intervals along the
project in order to: (1) make and record such measurements as are necessary to
calculate and document quantities for pay items; (2) make and record pre -
construction and final cross section surveys of the project site in those areas where
earthwork (i.e., embankment, excavation, subsoil excavation, etc.) is part of the
construction project; and (3) perform incidental engineering surveys. The Senior
Project Engineer will establish the specific survey requirements for each project
prior to construction.
Any questions or requests for "Waiver of Survey" should be directed to the Senior
Project Engineer.
4.3 On -site Inspection:
The Consultant shall monitor the Contractor's on -site construction activities and
inspect materials entering into the work in accordance with the plans, specifications,
and special provisions for the Construction Contract to determine that the projects
are constructed in reasonable conformity with such documents. The County will
monitor all off -site activities and fabrication. The Consultant shall keep detailed
accurate records of the Contractor's daily operations and of significant events that
affect the work.
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Consultant shall be responsible for monitoring and inspection of Contractor's Work
Zone traffic control plan and review of modifications to the Work Zone Traffic Control
Plan, including alternate Work Zone Traffic Control Plan, in accordance with
F.D.O.T. procedures. Consultant employees performing such services shall be
qualified in accordance with F.D.O.T. department procedure.
4.4 Sampling and Testing:
The Consultant shall perform sampling and testing of component materials and
completed work in accordance with the Construction Contract documents and Local
Agency Program requirements for Federal Aid Projects. The minimum sampling
frequencies set out in the Department's Materials Sampling, Testing and Reporting
Guide shall be met. In complying with the aforementioned guide, the Consultant
shall provide daily surveillance of the Contractor's Quality Control activities at the
project site and perform the sampling and testing of materials and completed work
items that are normally done in the vicinity of the project for verification and
acceptance.
The Consultant shall be specifically responsible for job control samples determining
the acceptability of all materials and completed work items on the basis of either test
results or verification of a certification, certified mill analysis, DOT label, DOT stamp,
etc.
Sampling, testing and laboratory methods shall be as required by the Department's
Standard Specifications, Supplemental Specifications or as modified by the special
provisions of the Construction Contract.
Documentation reports on sampling and testing shall be submitted to responsible
parties during the same week that the construction work is done.
If required, the Consultant will transport samples to be tested in a Department
laboratory to the appropriate laboratory or appropriate local FDOT facility.
The Consultant will review and approve contractor samples in FDOT's LIMS system.
The Consultant will input verification testing information and data into the
Department's LIMS system database using written instructions provided by the
Department.
4.5 Engineering Services:
The Consultant shall coordinate the Construction Contract administration activities
of all parties other than the Contractor involved in completing the construction
project. Notwithstanding the above, the Consultant is not liable to the County for
failure of such parties to follow written direction issued by the Consultant.
Services include maintaining the required level of surveillance of Contractor
activities, interpreting plans, specifications, and special provisions for the
Construction Contract, maintaining complete, accurate records of all activities and
events relating to the project, and properly documenting all significant project
changes. The Consultant shall perform the following services:
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(1) Schedule and attend, within ten days after the Notice to Proceed, a pre -
construction conference for the project in accordance with County and FDOT
LAP procedures. The Consultant shall provide appropriate staff to attend and
participate in the pre -construction meeting.
(2) The Consultant shall record a complete and concise record of the
proceedings of the pre -construction meeting and distribute copies of this
summary to the participants and other interested parties within seven days.
(3) Analyze the Contractor's schedule(s) (i.e. baseline(s), revised baseline(s),
updates, as -built, etc.) for compliance with the contract documents.
Elements including, but not limited to, completeness, logic, durations,
activity, flow, milestone dates, concurrency, resource allotment, and delays
will be reviewed. Verify the schedule conforms with the construction phasing
and MOT sequences, including all contract modifications. Provide a written
review of the schedule identifying significant omissions, improbable or
unreasonable activity durations, errors in logic, and any other concerns as
detailed in CPAM.
(4) Verify that the Contractor is conducting inspections, preparing reports and
monitoring all storm water pollution prevention measures associated with the
project.
(5) Analyze problems that arise on a project and proposals submitted by the
Contractor, endeavor to resolve such issues, and process the necessary
paperwork.
(6) Produce reports, verify quantity calculations, field measure for payment
purposes as needed to prevent delays in Contractor operations and ensure
prompt processing of such information in order for the County to make timely
payment to the Contractor. .
(7) Provide Public Information services as required to manage inquiries from the
public, public officials, and the news media. Prepare newsletters for
distribution to adjacent property owners. The County Construction Project
Manager shall approve all notices, brochures, responses to news media,
etc., prior to release.
(8) Prepare and submit to the Construction Project Manager monthly, a
Construction Status Reporting System (CSRS) report.
(9) Schedule and conduct a meeting with the County Engineering Office at least
45 calendar days prior to project final acceptance. The purpose of this
meeting is to discuss the required documentation, including as-builts,
necessary to close out the permit(s).
(10) Video tape the pre -construction conditions throughout the project limits.
Provide a digital photo log or video of project activities, with heavy emphasis
on potential claim items/issues and on areas of real/potential public
controversy.
(11) The Consultant shall have a digital camera for photographic documentation
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of noteworthy incidents or events to cover the following areas:
(a). Pre -construction photographs
(b). Normal and exceptional progress of work
(c). Critical path activities
(d). Accidents showing damage
(e). Unsafe working conditions
(f). Unusual construction techniques
(g). Damaged equipment or materials
(h). Any activity, which may result in claims
These photographs will be filed and maintained on the Consultant's
computer. Copies of photographs will be electronically transferred to the
County at an interval determined by the Senior Project Engineer and the
Construction Project Manager.
The taking of the photographs shall begin the day prior to the start of
construction and continue regularly throughout this project. Photographs
shall be taken the days of Conditional, Partial and/or Final Acceptance.
(12) Monitor each Contractor and Subcontractor's compliance with specifications
and special provisions of the Construction Contract in regard to payment of
predetermined wage rates in accordance with FDOT LAP Department
procedures.
(13) Provide a Resident Compliance Specialist for surveillance of the Contractor's
compliance with Construction Contract requirements. The Resident
Compliance Specialist is responsible for reviewing, monitoring, evaluating
and acting upon documentation required for Construction Contract
compliance, and maintaining the appropriate files thereof. Typical areas of
compliance responsibility include EEO Affirmative Actions for the prime
contractor and subcontractor, DBE Affirmative Action, Contractor Formal
Training, Payroll, and Subcontracts. The Resident Compliance Specialist
must keep all related documents and correspondence accurate and up to
date; attend all compliance reviews and furnish the complete project files for
review; and assist the District Contract Compliance Manager as requested.
(14) As needed, prepare and make presentation before the Dispute Review
Boards in connection with the project covered by this Agreement
5.0 ITEMS TO BE FURNISHED BY THE COUNTY TO CONSULTANT:
A. The County, on as needed basis, will furnish the following Construction Contract
documents for this project. These documents may be provided in either paper or
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electronic format.
1 Construction Documents (drawings, specifications)
2 Special Provisions
3 Copy of the executed Construction Contract.
6.0 ITEMS FURNISHED BY THE CONSULTANT:
6.1 County Documents:
All applicable documents referenced herein shall be a condition of this Agreement.
62 Vehicles:
Vehicles will be equipped with appropriate safety equipment and must be able to
effectively carry out requirements of this Agreement. Vehicles shall have the
name and phone number of the consulting firm visibly displayed on both sides of
the vehicle.
6.3 Field Equipment:
The Consultant shall supply survey, inspection and testing equipment, essential in
order to carry out the work under this Agreement. Such equipment includes those
non -consumable and non -expendable items, which are normally needed for a CEI
project and are essential in order to carry out the work under this Agreement.
Hard hats shall have the name of the consulting firm visibly displayed.
Equipment described herein and expendable materials under this Agreement will
remain the property of the Consultant and shall be removed at completion of the
work.
The Consultant's handling of nuclear density gauges shall be in compliance with
their license.
The Consultant shall 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.
6.4 Licensing for Equipment Operations:
The Consultant will be responsible for obtaining proper licenses for equipment and
personnel operating equipment when licenses are required. The Consultant shall
make the license and supporting documents available to the County, for
verification, upon request.
Radioactive Materials License for use of Surface Moisture Density Gauges shall
be obtained through the State of Florida Department of Health.
7.0 LIAISON:
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The Consultant shall keep the Construction Project Manager informed of all significant
activities, decisions, correspondence, reports, and other communications related to its
responsibilities under this Agreement, and seek input from the Construction Project
Manager in order for the Construction Project Manager to oversee the Consultant's
performance.
Agreement administrative duties relating to Invoice Approval Requests, Personnel Approval
Requests, User ID Requests, Time Extension Requests, and Amendment and
Supplemental Amendment Requests shall be reviewed and approved by the Construction
Project Manager.
8.0 PERSONNEL:
8.1 General Requirements:
The Consultant shall staff the project with the qualified personnel necessary to
efficiently and effectively carry out its responsibilities under this Agreement. Not all
positions listed below may be required; however, personnel performing a specific
task must have the qualifications required for the task.
Unless otherwise agreed by the County, the County will not compensate straight
overtime or premium overtime for the positions of Senior Project Engineer, Project
Administrator, Contract Support Specialist, and Associate Contract Support
Specialist.
8.2 Personnel Qualifications:
The Consultant shall utilize only competent personnel, qualified by experience, and
education. The Consultant shall submit in writing to the Construction Project
Manager the names of personnel proposed for assignment to the project, including
a detailed resume for each containing at a minimum salary, education, and
experience. The Consultant Action Request form for personnel approval shall be
submitted to the Construction Project Manager at least two weeks prior to the date
an individual is to report to work.
Personnel identified in the Consultant technical proposal are to be assigned as
proposed and are committed to performing services under this Agreement.
Personnel changes will require written approval from County. Previously approved
staff, whose performance is unsatisfactory, shall be replaced by the Consultant
within one week of County notification.
Before the project begins, all project staff shall have a working knowledge of the
current CPAM and must possess all the necessary qualifications/certifications for
obtaining the duties of the position they hold. Cross training of the Consultant's
project staff is highly recommended to ensure a knowledgeable and versatile project
inspection team but shall not be at any additional cost to the County and should
occur as workload permits. Visit the training page on the State Construction Office
website for training dates.
Minimum qualifications for the Consultant personnel are set forth as follows.
Exceptions to these minimum qualifications will be considered on an individual
basis. The County Engineer or designee will have the final approval authority.
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CEI SENIOR PROJECT ENGINEER - A Civil Engineer degree and be 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) and six years
of engineering experience (two years of which are in major road and bridge
construction), or for non-degreed personnel the aforementioned registration and ten
years of engineering experience (two years of which are in major road or bridge
construction). 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 County
standards. Also must have the following:
Qualification:
FDOT Advanced MOT
Pass the CTQP examination covering the training video "Grouting of Bridge Post -
tensioning Tendons" (If applicable)
Attend the CTQP Quality Control Manager course and pass the examination.
Certifications: None
A Master's Degree in Engineering may be substituted for one (1) year engineering
experience.
CEI PROJECT ADMINISTRATOR -A Civil Engineering degree plus two (2) years of
engineering experience in construction of major road or bridge structures, or eight
(8) years of responsible and related engineering experience, two (2) years of which
involved construction of major road and bridge structures.
Receives general instructions regarding assignments and is expected to exercise
initiative and independent judgment in the solution of work problems. Directs and
assigns specific tasks to inspectors and assists in all phases of the construction
project. Will be responsible for the progress and final estimates throughout the
construction project duration. Must have the following:
Qualifications: FDOT Intermediate MOT Pass the CTQP examination covering the
training video "Grouting of Bridge Post -tensioning Tendons" (If applicable) CTQP
Final Estimates Level II
Certifications: None
Other: Attend CTQP Quality Control Manager Course and pass the examination
A Master's Degree in Engineering may be substituted for one (1) year of
engineering experience
CEI CONTRACT SUPPORT SPECIALIST - A Civil Engineering Degree or High
School diploma or equivalent and four years of road & bridge construction
engineering inspection (CEI) experience having performed/assisted in project
related duties (i.e., progress and final estimates, EEO compliance, processing
Construction Contract changes, etc.) or a Civil Engineering degree. Should exercise
independent judgment in planning work details and making technical decisions
related to the office aspects of the project. Should be familiar with the County's
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Procedures covering the project related duties as stated above and be proficient in
the computer programs necessary to perform these duties. Shall become trained in
CTQP Final Estimates Level II course and maintain a current qualification.
CEI SENIOR INSPECTOR/ CEI SENIOR ENGINEER INTERN — High school
graduate or equivalent plus four years of experience in construction inspection, two
years of which shall have been in bridge and/or roadway construction inspection.
Must have the following:
Qualifications:
CTQP Concrete Field Inspector Level I
CTQP Concrete Transportation Construction Inspector (CTCI) Level 11 (all bridges)
CTQP Asphalt Roadway Level I (If applicable)
CTQP Asphalt Roadway Level 11 (If applicable)
CTQP Earthwork Construction Inspection Level I
CTQP Earthwork Construction Inspection Level 11
CTQP Pile Driving Inspection (If applicable) CTQP Drilled Shaft Inspection (If
applicable)
CTQP Grouting Technician Level I (If applicable)
CTQP Post -Tensioning Technician Level I (If applicable)
FDOT Intermediate MOT
CTQP Final Estimates Level I
Certifications:
Nuclear Radiation Safety
Or a Civil Engineering degree and one year of road & bridge CEI experience with
the ability to earn additional required qualifications within one year. (Note: Senior
Engineer Intern classification requires one year experience as an Engineer Intern.)
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.
8.3 Staffing:
Once authorized, the Consultant shall establish and maintain an appropriate staff
through the duration of construction and completion of the final estimate.
Responsible personnel, thoroughly familiar with all aspects of construction and final
measurements of the various pay items, shall be available to resolve disputed final
pay quantities until the appropriate Construction Contract has been paid off.
Construction engineering and inspection forces will be required of the Consultant at
all times while the Contractor is working. If Contractor operations are substantially
reduced or suspended, the Consultant will reduce its staff appropriately.
In the event that the suspension of Contractor operations requires the removal of
Consultant forces from the project, the Consultant will be allowed ten (10) days
maximum to demobilize, relocate, or terminate such forces.
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9.0 QUALITY ASSURANCE (QA) PROGRAM:
9.1 Quality Reviews:
The Consultant shall conduct semi-annual reviews to make certain his own
organization is in compliance with the requirements cited in the Scope of Services.
Quality Reviews shall be conducted to evaluate the adequacy of materials,
processes, documentation, procedures, training, guidance, and staffing included in
the execution of this Agreement. Quality Reviews shall also be developed and
performed to achieve compliance with specific QA provisions contained in this
Agreement. The semi-annual reviews shall be submitted to the Construction Project
Manager in written form no later than one month after the review.
On short duration CCEI projects (nine months or less), the CCEI shall perform an
initial QA review within the first two months of the start of construction.
9.2 QA Plan:
Within thirty days after receiving award of an Agreement, the Consultant shall
furnish a QA Plan to the Construction Project Manager. The QA Plan shall detail the
procedures, evaluation criteria, and instructions of the Consultant's organization to
assure conformance with the Agreement. Unless specifically waived, no payment
shall be made until the County approves the Consultant QA Plan.
Significant changes to the work requirements may require the Consultant to revise
the QA Plan. It shall be the responsibility of the Consultant to keep the plan current
with the work requirements. The Plan shall include, but not be limited to, the
following areas:
A. Organization:
A description is required of the Consultant QA Organization and its functional
relationship to the part of the organization performing the work under the
Agreement. The authority, responsibilities and autonomy of the QA
organization shall be detailed as well as the names and qualifications of
personnel in the quality control organization.
B. Quality Reviews:
The Consultant QA shall detail the methods used to monitor and achieve
organization compliance with Agreement requirements for services and
products.
C. Quality Records:
The Consultant will outline the types of records, which will be generated and
maintained during the execution of his QA program.
D. Control of Sub -consultants and Vendors:
The Consultant will detail the methods used to control sub -consultants and
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vendor quality.
E. Quality Assurance Certification:
An officer of the Consultant firm shall certify that the inspection and
documentation was done in accordance with FDOT specifications, plans,
standard indexes, and County procedures.
9.3 Quality Records:
The Consultant shall maintain adequate records of the quality assurance actions
performed by his organization (including subcontractors and vendors) in providing
services and products under this Agreement. All records shall indicate the nature
and number of observations made, the number and type of deficiencies found, and
the corrective actions taken. These records shall be available to the County, upon
request, during the Agreement term. All records shall be kept at the primary job site
and shall be subject to audit review.
10.0 CERTIFICATION OF FINAL ESTIMATES:
10.1 Final Estimate and As -Built Plans Submittal:
Prepare documentation and records in compliance with the Agreement, Consultant's
approved QC Plan and the County's Procedures.
Submit the Final Estimate(s) and three sets of final as built plans documenting
Contractor's work (one record set with two copies) as follows:
(a) Within thirty calendar days of final acceptance; or
(b) Where all items of work are complete and conditional/partial
acceptance is utilized (Lighting, Plant establishment, etc.) for a
period exceeding thirty calendar days, the final estimate(s) will be
due on the thirtieth (30th) day after conditional/partial acceptance. A
memorandum with documentation will be transmitted to the Director
of Engineering Services at final acceptance detailing any necessary
revisions to the pay items covered under the conditional/partial
acceptance.
The Consultant shall be responsible for making any revisions to the Certified Final
Estimate.
10.2 Certification:
Consultant personnel preparing the Certified Final Estimate Package shall be CTQP
Final Estimates Level II qualified.
Duly authorized representative of the Consultant firm will provide a notarized
certification on a form pursuant to Department procedures.
11.0 SUBCONSULTANT SERVICES:
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Upon written approval by the Construction Project Manager and the County, and prior to
performance of work, the Consultant may subcontract for engineering surveys, materials
testing, or specialized professional services.
12.0 OTHER SERVICES:
Upon written authorization by the Director of Engineering Services or designee, the
Consultant will perform additional services in connection with the project not otherwise
identified in this Agreement. The following items are not included as part of this Agreement,
but may be required by the County to supplement the Consultant services under this
Agreement.
A. Assist in preparing for arbitration hearings or litigation that occurs during the
Agreement time in connection with the construction project covered by this
Agreement.
B. Provide qualified engineering witnesses and exhibits for any litigation or hearings in
connection with the Agreement.
C. Provide on- and off -site inspection services in addition to those provided for in this
Agreement.
13.0 POST CONSTRUCTION CLAIMS REVIEW:
In the event the Contractor submits a claim for additional compensation and/or time after
the Consultant has completed this Agreement, the Consultant shall, at the written request
from the County, analyze the claim, engage in negotiations leading to settlement of the
claim, and prepare and process the required documentation to close out the claim.
Compensation for such services will be negotiated and effected through a Supplement to
this Agreement.
14.0 CONTRADICTIONS:
In the event of a contradiction between the provisions of this Scope of Services and the
Consultant's proposal as made a part of their Agreement, the provisions of the Scope of
Services shall apply.
15.0 THIRD PARTY BENEFICIARY:
It is specifically agreed between the parties executing this Agreement that it is not intended
by any of the provisions of any part of the Agreement to create in the public or any member
thereof, a third party beneficiary hereunder, or to authorize anyone not a party to this
Agreement to maintain a claim, cause of action, lien or any other damages or any relief of
any kind pursuant to the terms or provisions of this Agreement.
16.0 COUNTY AUTHORITY:
The County shall be the final authority in considering contract modification of the Contractor
for time, money or any other consideration except matters agreed to by the Contractor
through contract changes negotiated by the Consultant, as authorized in Section 9.1 herein.
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SECTION THREE: DRAFT CONTRACT
AGREEMENT FOR
CONSTRUCTION ENGINEERING AND INSPECTION (CEI) SERVICES FOR THE ALL
AMERICAN ROAD WAYFINDING SIGN PROJECT
This Agreement ("Agreement") made and entered into this day of ,
20 by and between Monroe County, a political subdivision of the State of Florida, whose
address is 1100 Simonton Street, Key West, Florida, 33040, its successors and assigns,
hereinafter referred to as "COUNTY," through the Monroe County Board of County Commissioners
("BOCC"),
AND
a of the State of
, whose address is
its successors and assigns, hereinafter referred to as "CONSULTANT",
WITNESSETH:
WHEREAS, COUNTY desires to employ the professional services of CONSULTANT
construction engineering and inspection (CEI) services for the All American Road Wayfinding Sign
Project; and
WHEREAS, CONSULTANT has agreed to provide professional services which shall include
but not be limited to providing construction engineering and inspection (CEI) services for the All
Amwerican Road Wayfinding Sign Project, which services shall collectively be referred to as the
"Project";
NOW, THEREFORE, in consideration of the mutual promises, covenants and agreements
stated herein, and for other good and valuable consideration, the sufficiency of which is hereby
acknowledged, COUNTY and CONSULTANT agree as follows:
FORM OF AGREEMENT
ARTICLE 1
1.1 REPRESENTATIONS AND WARRANTIES
By executing this Agreement, CONSULTANT makes the following express representations and
warranties to the COUNTY:
1.1.1 The CONSULTANT shall maintain all necessary licenses, permits or other authorizations
necessary to act as CONSULTANT for the Project until the CONSULTANT'S duties
hereunder have been fully satisfied;
1.1.2 The CONSULTANT has become familiar with the Project site and the local conditions under
which the Work is to be completed.
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1.1.3 The CONSULTANT shall prepare all documentation required by this Agreement in such a
manner that they shall be accurate, coordinated and adequate for use in verifying work
completed and shall be in conformity and comply with all applicable law, codes and
regulations. The CONSULTANT warrants that the documents prepared as a part of this
Agreement will be adequate and sufficient to document costs in a manner that is acceptable
for reimbursement by government agencies, therefore eliminating any additional cost due to
missing or incorrect information;
1.1.4 The CONSULTANT assumes full responsibility to the extent allowed by law with regards to
his performance and those directly under his employ.
1.1.5 The CONSULTANT'S services shall be performed as expeditiously as is consistent with
professional skill and care and the orderly progress of the Project. In providing all services
pursuant to this agreement, the CONSULTANT shall abide by all statutes, ordinances, rules
and regulations pertaining to, or regulating the provisions of such services, including those
now in effect and hereinafter adopted. Any violation of said statutes, ordinances, rules and
regulations shall constitute a material breach of this agreement and shall entitle the Board
to terminate this contract immediately upon delivery of written notice of termination to the
CONSULTANT.
1.1.6 At all times and for all purposes under this agreement the CONSULTANT is an independent
contractor and not an employee of the Board of County Commissioners for Monroe County.
No statement contained in this agreement shall be construed so as to find the
CONSULTANT or any of his/her employees, contractors, servants, or agents to be
employees of the Board of County Commissioners for Monroe County.
1.1.7 The CONSULTANT shall not discriminate against any person on the basis of race, creed,
color, national origin, sex, age, or any other characteristic or aspect which is not job related,
in its recruiting, hiring, promoting, terminating, or any other area affecting employment
under this agreement or with the provision of services or goods under this agreement.
1.1.8 The CONSULTANT shall complete the scope of services no later than 30 days after Final
Completion of the Old SR 940 Leg A (Watson Boulevard) bridge repair project by the
construction contractor.
ARTICLE II
SCOPE OF BASIC SERVICES
2.1 DEFINITION
CONSULTANT'S Scope of Basic Services consist of those described in Attachment A. The
CONSULTANT shall commence work on the services provided for in this Agreement promptly
upon his receipt of a written notice to proceed from the COUNTY.
2.2 CORRECTION OF ERRORS, OMISSIONS, DEFICIENCIES
The CONSULTANT shall, without additional compensation, promptly correct any errors, omissions,
deficiencies, or conflicts in the work product of the CONSULTANT or its subconsultants, or both.
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2.3 NOTICE REQUIREMENT
All written correspondence to the COUNTY shall be dated and signed by an authorized
representative of the CONSULTANT. Any notice required or permitted under this agreement shall
be in writing and hand delivered or mailed, postage pre -paid, to the COUNTY by certified mail,
return receipt requested, to the following:
Ms. Judith Clarke, P.E.
Director of Engineering Services
Monroe County
1100 Simonton Street, Room 2-216
Key West, Florida 33040
And: Mr. Roman Gastesi, Jr.
Monroe County Administrator
1100 Simonton Street, Room 2-205
Key West, Florida 33040
For the Consultant:
ARTICLE III
ADDITIONAL SERVICES
3.1 Additional services are services not included in the Scope of Basic Services. Should the
COUNTY require additional services they shall be paid for by the COUNTY at rates or fees
negotiated at the time when services are required, but only if approved by the COUNTY
before commencement.
3.2 If Additional Services are required the COUNTY shall issue a letter requesting and
describing the requested services to the CONSULTANT. The CONSULTANT shall
respond with a fee proposal to perform the requested services. Only after receiving an
amendment to the Agreement and a notice to proceed from the COUNTY, shall the
CONSULTANT proceed with the Additional Services.
ARTICLE IV
COUNTY'S RESPONSIBILITIES
4.1 The COUNTY shall provide full information regarding requirements for the Project including
physical location of work, county maintained roads, maps.
4.2 The COUNTY shall designate a representative to act on the COUNTY's behalf with respect
to the Project. The COUNTY or its representative shall render decisions in a timely manner
pertaining to documents submitted by the CONSULTANT in order to avoid unreasonable
delay in the orderly and sequential progress of the CONSULTANT'S services.
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4.3 Prompt written notice shall be given by the COUNTY and its representative to the
CONSULTANT if they become aware of any fault or defect in the Project or non-
conformance with the Agreement Documents. Written notice shall be deemed to have been
duly served if sent pursuant to paragraph 2.3.
4.4 The COUNTY shall furnish the required information and services and shall render
approvals and decisions as expeditiously as necessary for the orderly progress of the
CONSULTANT'S services and work of the contractors.
4.5 The COUNTY's review of any documents prepared by the CONSULTANT or its
subconsultants shall be solely for the purpose of determining whether such documents are
generally consistent with the COUNTY's criteria, as, and if, modified. No review of such
documents shall relieve the CONSULTANT of responsibility for the accuracy, adequacy,
fitness, suitability or coordination of its work product.
4.6 The COUNTY shall provide copies of necessary documents required to complete the work.
4.7 Any information that may be of assistance to the CONSULTANT that the COUNTY has
immediate access to will be provided as requested.
ARTICLE V
INDEMNIFICATION AND HOLD HARMLESS
5.1 The CONSULTANT covenants and agrees to indemnify and hold harmless
COUNTY/Monroe County and Monroe County Board of County Commissioners, its officers
and employees from liabilities, damages, losses and costs, including but not limited to,
reasonable attorneys' fees, to the extent caused by the negligence, recklessness, or
intentional wrongful conduct of the CONSULTANT, subcontractor(s) and other persons
employed or utilized by the CONSULTANT in the performance of the contract.
5.2 The first ten dollars ($10.00) of remuneration paid to the CONSULTANT is for the
indemnification provided for above. The extent of liability is in no way limited to, reduced,
or lessened by the insurance requirements contained elsewhere within this agreement.
Should any claims be asserted against the COUNTY by virtue of any deficiency or
ambiguity in the plans and specifications provided by the CONSULTANT, the
CONSULTANT agrees and warrants that he shall hold the COUNTY harmless and shall
indemnify him from all losses occurring thereby and shall further defend any claim or
action on the COUNTY'S behalf.
5.3 In the event the completion of the project (to include the work of others) is delayed or
suspended as a result of the CONSULTANT'S failure to purchase or maintain the required
insurance, the CONSULTANT shall indemnify COUNTY from any and all increased
expenses resulting from such delays. Should any claims be asserted against COUNTY by
virtue of any deficiencies or ambiguity in the plans and specifications provide by the
CONSULTANT the CONSULTANT agrees and warrants that CONSULTANT hold the
COUNTY harmless and shall indemnify it from all losses occurring thereby and shall further
defend any claims or action on the COUNTY'S behalf.
5.4 The extent of liability is in no way limited to, reduced or lessened by the insurance
requirements contained elsewhere within the Agreement.
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5.5 This indemnification shall survive the expiration or early termination of the Agreement.
ARTICLE VI
PERSONNEL
6.1 PERSONNEL
The CONSULTANT shall assign only qualified personnel to perform any service concerning the
project. At the time of execution of this Agreement, the parties anticipate that the following named
individuals will perform those functions as indicated:
NAME
FUNCTION
So long as the individuals named above remain actively employed or retained by the
CONSULTANT, they shall perform the functions indicated next to their names. If they are replaced
the CONSULTANT shall notify the COUNTY of the change immediately.
ARTICLE VII
COMPENSATION
7.1 PAYMENT SUM
7.1.1 The COUNTY shall pay the CONSULTANT
CONSULTANT'S performance of this Agreement
Attachment B. The Total Not to Exceed Amount of
will apply to this Agreement.
7.2 PAYMENTS
monthly in current funds for the
based on the hourly rates outline in
7.2.1 For its assumption and performances of the duties, obligations and responsibilities set forth
herein, the CONSULTANT shall be paid monthly. Payment will be made pursuant to the
Local Government Prompt Payment Act 218.70, Florida Statutes.
(A) If the CONSULTANT'S duties, obligations and responsibilities are materially
changed by amendment to this Agreement after execution of this Agreement,
compensation due to the CONSULTANT shall be equitably adjusted, either upward
or downward;
(B) As a condition precedent for any payment due under this Agreement, the
CONSULTANT shall submit monthly, unless otherwise agreed in writing by the
COUNTY, a proper invoice to COUNTY requesting payment for services properly
rendered and reimbursable expenses due hereunder. The CONSULTANT'S invoice
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shall describe with reasonable particularity the service rendered. The
CONSULTANT'S invoice shall be accompanied by such documentation or data in
support of expenses for which payment is sought at the COUNTY may require.
7.3 REIMBURSABLE EXPENSES
7.3.1 Reimbursable expenses include expenses incurred by the CONSULTANT in the interest of
the project:
a. Expenses of transportation submitted by CONSULTANT, in writing, and living expenses
in connection with travel authorized by the COUNTY, in writing, but only to the extent
and in the amounts authorized by Section 112.061, Florida Statutes;
b. Cost of reproducing maps or drawings or other materials used in performing the scope
of services;
c. Postage and handling of reports;
7.4 BUDGET
7.4.1 The CONSULTANT may not be entitled to receive, and the COUNTY is not obligated to
pay, any fees or expenses in excess of the amount budgeted for this contract in each fiscal
year (October 1 - September 30) by COUNTY's Board of County Commissioners. The
budgeted amount may only be modified by an affirmative act of the COUNTY's Board of
County Commissioners.
7.4.2 The COUNTY's performance and obligation to pay under this Agreement is contingent upon
an annual appropriation by the Board of County Commissioners and the approval of the
Board members at the time of contract initiation and its duration.
ARTICLE VIII
INSURANCE
8.1 The CONSULTANT shall obtain insurance as specified and maintain the required
insurance at all times that this Agreement is in effect. In the event the completion of the
project (to include the work of others) is delayed or suspended as a result of the
CONSULTANT'S failure to purchase or maintain the required insurance, the
CONSULTANT shall indemnify the COUNTY from any and all increased expenses resulting
from such delay.
8.2 The coverage provided herein shall be provided by an insurer with an A.M. Best rating of VI
or better, that is licensed to business in the State of Florida and that has an agent for
service of process within the State of Florida. The coverage shall contain an endorsement
providing sixty (60) days notice to the COUNTY prior to any cancellation of said coverage.
Said coverage shall be written by an insurer acceptable to the COUNTY and shall be in a
form acceptable to the COUNTY.
8.3 CONSULTANT shall obtain and maintain the following policies:
A. Workers' Compensation insurance as required by the State of Florida, sufficient to
respond to Florida Statute 440.
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B. Employers Liability Insurance with limits of $100,000 per Accident, $500,000 Disease,
policy limits, $100,000 Disease each employee.
C. Comprehensive business automobile and vehicle liability insurance covering claims for
injuries to members of the public and/or damages to property of others arising from use
of motor vehicles, including onsite and offsite operations, and owned, hired or non -
owned vehicles, with $200,000 per person, $300,000 per Occurrence, $200,000
Property Damage or $300,000 combined single limit.
D. Commercial general liability, including Personal Injury Liability, covering claims for
injuries to members of the public or damage to property of others arising out of any
covered act or omission of the CONSULTANT or any of its employees, agents or
subcontractors or subconsultants, including Premises and/or Operations, Products and
Completed Operations, Independent Contractors; Broad Form Property Damage and a
Blanket Contractual Liability Endorsement with $300,00 per Person, $500,00 per
Ocurrence, $200,000 Property Damage or $500,000 Combined Single Limit.
An Occurrence Form policy is preferred. If coverage is changed to or provided on a
Claims Made policy, its provisions should include coverage for claims filed on or after
the effective date of this contract. In addition, the period for which claims may be
reported must extend for a minimum of 48 months following the termination or
expiration of this contract.
E. Professional liability insurance of $300,000 per occurrence and $500,000 annual
aggregate. If the policy is a "claims made" policy, CONSULTANT shall maintain
coverage or purchase a "tail" to cover claims made after completion of the project to
cover the statutory time limits in Chapter 95 of the Florida Statutes.
F. COUNTY shall be named as an additional insured with respect to CONSULTANT'S
liabilities hereunder in insurance coverages identified in Paragraphs C and D.
G. CONSULTANT shall require its subconsultants to be adequately insured at least to the
limits prescribed above, and to any increased limits of CONSULTANT if so required by
COUNTY during the term of this Agreement. COUNTY will not pay for increased limits
of insurance for subconsultants.
H. CONSULTANT shall provide to the COUNTY certificates of insurance or a copy of all
insurance policies including those naming the COUNTY as an additional insured. The
COUNTY reserves the right to require a certified copy of such policies upon request.
If the CONSULTANT participates in a self-insurance fund, a Certificate of Insurance will
be required. In addition, the CONSULTANT may be required to submit updated financial
statements from the fund upon request from the COUNTY.
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ARTICLE IX
MISCELLANEOUS
9.1 SECTION HEADINGS
Section headings have been inserted in this Agreement as a matter of convenience of
reference only, and it is agreed that such section headings are not a part of this Agreement
and will not be used in the interpretation of any provision of this Agreement.
9.2 OWNERSHIP OF THE PROJECT DOCUMENTS
The documents prepared by the CONSULTANT for this Project belong to the COUNTY and
may be reproduced and copied without acknowledgement or permission of the
CONSULTANT.
9.3 SUCCESSORS AND ASSIGNS
The CONSULTANT shall not assign or subcontract its obligations under this agreement,
except in writing and with the prior written approval of the Board of County Commissioners
for Monroe County and the CONSULTANT, which approval shall be subject to such
conditions and provisions as the Board may deem necessary. This paragraph shall be
incorporated by reference into any assignment or subcontract and any assignee or
subcontractor shall comply with all of the provisions of this agreement. Subject to the
provisions of the immediately preceding sentence, each party hereto binds itself, its
successors, assigns and legal representatives to the other and to the successors, assigns
and legal representatives of such other party.
9.4 NO THIRD PARTY BENEFICIARIES
Nothing contained herein shall create any relationship, contractual or otherwise, with or any
rights in favor of, any third party.
9.5 TERMINATION
A. In the event that the CONSULTANT shall be found to be negligent in any aspect of
service, the COUNTY shall have the right to terminate this agreement after five days
written notification to the CONSULTANT.
B. Either of the parties hereto may cancel this Agreement without cause by giving the
other party sixty (60) days written notice of its intention to do so.
9.6 CONTRACT DOCUMENTS
This contract consists of the Request for Proposals, any addenda, the Form of Agreement
(Articles I -IX), the CONSULTANT'S response to the RFP, the documents referred to in the
Form of Agreement as a part of this Agreement, and attachments ,
and modifications made after execution by written amendment. In the event of any conflict
between any of the Contract documents, the one imposing the greater burden on the
CONSULTANT will control.
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9.7 PUBLIC ENTITIES CRIMES
A person or affiliate who has been placed on the convicted vendor list following a conviction
for public entity crime may not submit a bid on contracts to provide any goods or services to
a public 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
public entity, may not be awarded or perform work as a contractor, supplier, subcontractor,
or consultant under a contract with any public entity, and may not transact business with
any public entity in excess of the threshold amount provided in Section 287.017 of the
Florida Statutes, for CATEGORY TWO for a period of 36 months from the date of being
placed on the convicted vendor list.
By signing this Agreement, CONSULTANT represents that the execution of this Agreement
will not violate the Public Entity Crimes Act (Section 287.133, Florida Statutes). Violation of
this section shall result in termination of this Agreement and recovery of all monies paid
hereto, and may result in debarment from COUNTY's competitive procurement activities.
In addition to the foregoing, CONSULTANT further represents that there has been no
determination, based on an audit, that it or any subconsultant has committed an act defined
by Section 287.133, Florida Statutes, as a "public entity crime" and that it has not been
formally charged with committing an act defined as a "public entity crime" regardless of the
amount of money involved or whether CONUSULTANT has been placed on the convicted
vendor list.
CONSULTANT will promptly notify the COUNTY if it or any subcontractor or
subconsultant is formally charged with an act defined as a "public entity crime" or
has been placed on the convicted vendor list.
9.8 MAINTENANCE OF RECORDS
CONSULTANT shall maintain all books, records, and documents directly pertinent to
performance under this Agreement in accordance with generally accepted accounting
principles consistently applied. Records shall be retained for a period of five years from the
termination of this agreement. Each party to this Agreement or its authorized
representatives shall have reasonable and timely access to such records of each other
party to this Agreement for public records purposes during the term of the Agreement and
for four years following the termination of this Agreement. If an auditor employed by the
COUNTY or Clerk determines that monies paid to CONSULTANT pursuant to this
Agreement were spent for purposes not authorized by this Agreement, or were wrongfully
retained by the CONSULTANT, the CONSULTANT shall repay the monies together with
interest calculated pursuant to Sec. 55.03, of the Florida Statutes, running from the date the
monies were paid by the COUNTY.
9.9 GOVERNING LAW, VENUE, INTERPRETATION, COSTS, AND FEES
This Agreement shall be governed by and construed in accordance with the laws of the
State of Florida applicable to contracts made and to be performed entirely in the State. In
the event that any cause of action or administrative proceeding is instituted for the
enforcement or interpretation of this Agreement, COUNTY and CONSULTANT agree that
venue shall lie in the 161" Judicial Circuit, Monroe County, Florida, in the appropriate court
or before the appropriate administrative body. This agreement shall not be subject to
arbitration. Mediation proceedings initiated and conducted pursuant to this Agreement shall
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be in accordance with the Florida Rules of Civil Procedure and usual and customary
procedures required by the circuit court of Monroe County.
9.10 SEVERABILITY
If any term, covenant, condition or provision of this Agreement (or the application thereof to
any circumstance or person) shall be declared invalid or unenforceable to any extent by a
court of competent jurisdiction, the remaining terms, covenants, conditions and provisions
of this Agreement, shall not be affected thereby; and each remaining term, covenant,
condition and provision of this Agreement shall be valid and shall be enforceable to the
fullest extent permitted by law unless the enforcement of the remaining terms, covenants,
conditions and provisions of this Agreement would prevent the accomplishment of the
original intent of this Agreement. The COUNTY and CONSULTANT agree to reform the
Agreement to replace any stricken provision with a valid provision that comes as close as
possible to the intent of the stricken provision.
9.11 ATTORNEY'S FEES AND COSTS
The COUNTY and CONSULTANT agree that in the event any cause of action or
administrative proceeding is initiated or defended by any party relative to the enforcement
or interpretation of this Agreement, the prevailing party shall be entitled to reasonable
attorney's fees, court costs, investigative, and out-of-pocket expenses, as an award against
the non -prevailing party, and shall include attorney's fees, courts costs, investigative, and
out-of-pocket expenses in appellate proceedings.
9.12 BINDING EFFECT
The terms, covenants, conditions, and provisions of this Agreement shall bind and inure to
the benefit of the COUNTY and CONSULTANT and their respective legal representatives,
successors, and assigns.
9.13 AUTHORITY
Each party represents and warrants to the other that the execution, delivery and
performance of this Agreement have been duly authorized by all necessary County and
corporate action, as required by law.
9.14 CLAIMS FOR FEDERAL OR STATE AID
CONSULTANT and COUNTY agree that each shall be, and is, empowered to apply for,
seek, and obtain federal and state funds to further the purpose of this Agreement; provided
that all applications, requests, grant proposals, and funding solicitations shall be approved
by each party prior to submission.
9.15 ADJUDICATION OF DISPUTES OR DISAGREEMENTS
COUNTY and CONSULTANT agree that all disputes and disagreements shall be attempted
to be resolved by meet and confer sessions between representatives of each of the parties.
If no resolution can be agreed upon within 30 days after the first meet and confer session,
the issue or issues shall be discussed at a public meeting of the Board of County
Commissioners. If the issue or issues are still not resolved to the satisfaction of the parties,
then any party shall have the right to seek such relief or remedy as may be provided by this
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Agreement or by Florida law. This provision does not negate or waive the provisions of
paragraph 9.5 concerning termination or cancellation.
9.16 COOPERATION
In the event any administrative or legal proceeding is instituted against either party relating
to the formation, execution, performance, or breach of this Agreement, COUNTY and
CONSULTANT agree to participate, to the extent required by the other party, in all
proceedings, hearings, processes, meetings, and other activities related to the substance of
this Agreement or provision of the services under this Agreement. COUNTY and
CONSULTANT specifically agree that no party to this Agreement shall be required to enter
into any arbitration proceedings related to this Agreement.
9.17 NONDISCRIMINATION
CONSULTANT and COUNTY agree that there will be no discrimination against any person,
and it is expressly understood that upon a determination by a court of competent jurisdiction
that discrimination has occurred, this Agreement automatically terminates without any
further action on the part of any party, effective the date of the court order. CONSULTANT
or COUNTY agrees to comply with all Federal and Florida statutes, and all local
ordinances, as applicable, relating to nondiscrimination. These include but are not limited
to: 1) Title VI of the Civil Rights Act of 1964 (PL 88-352) which prohibits discrimination on
the basis of race, color or national origin; 2) Title IX of the Education Amendment of 1972,
as amended (20 USC ss. 1681-1683, and 1685-1686), which prohibits discrimination on the
basis of sex; 3) Section 504 of the Rehabilitation Act of 1973, as amended (20 USC s. 794),
which prohibits discrimination on the basis of handicaps; 4) The Age Discrimination Act of
1975, as amended (42 USC ss. 6101-6107) which prohibits discrimination on the basis of
age; 5) The Drug Abuse Office and Treatment Act of 1972 (PL 92-255), as amended,
relating to nondiscrimination on the basis of drug abuse; 6) The Comprehensive Alcohol
Abuse and Alcoholism Prevention, Treatment and Rehabilitation Act of 1970 (PL 91-616),
as amended, relating to nondiscrimination on the basis of alcohol abuse or alcoholism; 7)
The Public Health Service Act of 1912, ss. 523 and 527 (42 USC ss. 690dd-3 and 290ee-
3), as amended, relating to confidentiality of alcohol and drug abuse patient records; 8) Title
VIII of the Civil Rights Act of 1968 (42 USC s. et seq.), as amended, relating to
nondiscrimination in the sale, rental or financing of housing; 9) The Americans with
Disabilities Act of 1990 (42 USC s. 1201 Note), as may be amended from time to time,
relating to nondiscrimination on the basis of disability; 10) Monroe County Code Chapter
13, Article VI, which prohibits discrimination on the basis of race, color, sex, religion,
national origin, ancestry, sexual orientation, gender identity or expression, familial status or
age; 11) Any other nondiscrimination provisions in any Federal or state statutes which may
apply to the parties to, or the subject matter of, this Agreement.
9.18 COVENANT OF NO INTEREST
CONSULTANT and COUNTY covenant that neither presently has any interest, and shall
not acquire any interest, which would conflict in any manner or degree with its performance
under this Agreement, and that only interest of each is to perform and receive benefits as
recited in this Agreement.
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9.19 CODE OF ETHICS
COUNTY agrees that officers and employees of the COUNTY recognize and will be
required to comply with the standards of conduct for public officers and employees as
delineated in Section 112.313, Florida Statutes, regarding, but not limited to, solicitation or
acceptance of gifts; doing business with one's agency; unauthorized compensation; misuse
of public position, conflicting employment or contractual relationship; and disclosure or use
of certain information.
9.20 NO SOLICITATION/PAYMENT
The CONSULTANT and COUNTY warrant that, in respect to itself, it has neither employed
nor retained any company or person, other than a bona fide employee working solely for it,
to solicit or secure this Agreement and that it has not paid or agreed to pay any person,
company, corporation, individual, or firm, other than a bona fide employee working solely
for it, any fee, commission, percentage, gift, or other consideration contingent upon or
resulting from the award or making of this Agreement. For the breach or violation of the
provision, the CONSULTANT agrees that the COUNTY shall have the right to terminate this
Agreement without liability and, at its discretion, to offset from monies owed, or otherwise
recover, the full amount of such fee, commission, percentage, gift, or consideration.
9.21 PUBLIC ACCESS.
The CONSULTANT and COUNTY shall allow and permit reasonable access to, and
inspection of, all documents, papers, letters or other materials in its possession or under its
control subject to the provisions of Chapter 119, Florida Statutes, and made or received by
the CONSULTANT and COUNTY in connection with this Agreement; and the COUNTY
shall have the right to unilaterally cancel this Agreement upon violation of this provision by
CONSULTANT.
9.22 NON -WAIVER OF IMMUNITY
Notwithstanding the provisions of Sec. 768.28, Florida Statutes, the participation of the
CONSULTANT and the COUNTY in this Agreement and the acquisition of any commercial
liability insurance coverage, self-insurance coverage, or local government liability insurance
pool coverage shall not be deemed a waiver of immunity to the extent of liability coverage,
nor shall any contract entered into by the COUNTY be required to contain any provision for
waiver.
9.23 PRIVILEGES AND IMMUNITIES
All of the privileges and immunities from liability, exemptions from laws, ordinances, and
rules and pensions and relief, disability, workers' compensation, and other benefits which
apply to the activity of officers, agents, or employees of any public agents or employees of
the COUNTY, when performing their respective functions under this Agreement within the
territorial limits of the COUNTY shall apply to the same degree and extent to the
performance of such functions and duties of such officers, agents, volunteers, or employees
outside the territorial limits of the COUNTY.
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9.24 LEGAL OBLIGATIONS AND RESPONSIBILITIES
Non -Delegation of Constitutional or Statutory Duties. This Agreement is not intended to,
nor shall it be construed as, relieving any participating entity from any obligation or
responsibility imposed upon the entity by law except to the extent of actual and timely
performance thereof by any participating entity, in which case the performance may be
offered in satisfaction of the obligation or responsibility. Further, this Agreement is not
intended to, nor shall it be construed as, authorizing the delegation of the constitutional or
statutory duties of the COUNTY, except to the extent permitted by the Florida constitution,
state statute, and case law.
9.25 NON -RELIANCE BY NON-PARTIES
No person or entity shall be entitled to rely upon the terms, or any of them, of this
Agreement to enforce or attempt to enforce any third -party claim or entitlement to or benefit
of any service or program contemplated hereunder, and the CONSULTANT and the
COUNTY agree that neither the CONSULTANT nor the COUNTY or any agent, officer, or
employee of either shall have the authority to inform, counsel, or otherwise indicate that any
particular individual or group of individuals, entity or entities, have entitlements or benefits
under this Agreement separate and apart, inferior to, or superior to the community in
general or for the purposes contemplated in this Agreement.
9.26 ATTESTATIONS AND TRUTH IN NEGOTIATION
CONSULTANT agrees to execute such documents as COUNTY may reasonably require,
including a Public Entity Crime Statement, an Ethics Statement, and a Drug -Free
Workplace Statement. Signature of this Agreement by CONSULTANT shall act as the
execution of a truth in negotiation certificate stating that wage rates and other factual unit
costs supporting the compensation pursuant to the Agreement are accurate, complete, and
current at the time of contracting. The original contract price and any additions thereto shall
be adjusted to exclude any significant sums by which the agency determines the contract
price was increased due to inaccurate, incomplete, or concurrent wage rates and other
factual unit costs. All such adjustments must be made within one year following the end of
the Agreement.
9.27 NO PERSONAL LIABILITY
No covenant or agreement contained herein shall be deemed to be a covenant or
agreement of any member, officer, agent or employee of Monroe County in his or her
individual capacity, and no member, officer, agent or employee of Monroe County shall be
liable personally on this Agreement or be subject to any personal liability or accountability
by reason of the execution of this Agreement.
9.28 EXECUTION IN COUNTERPARTS
This Agreement may be executed in any number of counterparts, each of which shall be
regarded as an original, all of which taken together shall constitute one and the same
instrument and any of the parties hereto may execute this Agreement by signing any such
counterpart.
9.29 Disadvantaged Business Enterprise (DBE) Policy and Obligation - It is the policy of
the COUNTY that DBE's, as defined in 49 C.F.R. Part 26, as amended, shall have the
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opportunity to participate in the performance of contracts financed in whole or in part
with COUNTY funds under this Agreement. The DBE requirements of applicable
federal and state laws and regulations apply to this Agreement. The COUNTY and its
CONSULTANT agree to ensure that DBE's have the opportunity to participate in the
performance of this Agreement. In this regard, all recipients and contractors shall take
all necessary and reasonable steps in accordance with applicable federal and state
laws and regulations to ensure that the DBE's have the opportunity to compete for
and perform contracts. The COUNTY and the CONSULTANT and subcontractors
shall not discriminate on the basis of race, color, national origin or sex in the award
and performance of contracts, entered pursuant to this Agreement.
9.30 FEDERAL HIGHWAY ADMINISTRATION REQUIREMENTS
The following forms and provisions are incorporated in and made a part of this contract.
a). Appendix I of the FDOT Standard Professional Services Agreement is included as Attachment
C.
b). The CONSULTANT and any sub -consultants shall not discriminate on the basis of race, color,
national origin or sex in the performance of this contract. The CONSULTANT shall carry out
applicable requirements of 49 C.F.R. Part 26 in the award and administration of DOT -assisted
contracts. Failure by the CONSULTANT to carry out these requirements is a material breach of
this contract, which may result in the termination of this contract or such other remedy as the
COUNTY deems appropriate.
c). CONSULTANT will comply, and ensure its sub -consultants will comply, with the Certification
Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion — Lower Tier Covered
Transactions in 49 C.F.R. Part 29, when applicable.
d). Equal Employment Opportunity: In connection with the carrying out of any project, the
CONSULTANT shall not discriminate against any employee or applicant for employment
because of race, age, religion, color, sex national origin, disability or marital status. The
CONSULTANT will take affirmative action to ensure that applicants are employed and that
employees are treated during employment without regard to their race, age, religion color,
gender, national origin, disability or marital status. Such action shall include, but not be limited to,
the following: employment upgrading, demotion or transfer; recruitment or recruitment
advertising; layoff or termination; rates of pay or other forms of compensation; and selection for
training, including apprenticeship.
e). The CONSULTANT and all sub -consultants agree to utilize the U.S Department of Homeland
Security's E-verify System to verify the employment eligibility of all new employees hired by the
CONSULTANT or sub -consultants during the term of the contract.
f). The CONSULTANT will complete and submit the FDOT Anticipated DBE Participation
Statement Form No. 275-030-11A to identify DBE participation as outlined in Paragraph 9.29,
Disadvantaged Business Enterprise (DBE) Policy and Obligations, of the Contract for
Professional Services. FDOT has a race neutral program with an 8.6% goal.
g). The CONSULTANT will adhere to all applicable requirements outlined in the Local Agency
Program (LAP) Agreement between FDOT and Monroe County for this project. A copy of the
Agreement is included as Attachment D.
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IN WITNESS WHEREOF, each party has caused this Agreement to be executed by its duly
authorized representative on the day and year first above written.
(SEAL)
Attest: DANNY L. KOLHAGE, Clerk
By:
Deputy Clerk
Date:
(Seal)
Attest:
M.
Title:
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
By:
Mayor/Chairman
CONSULTANT
in
Title:
END OF AGREEMENT
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ATTACHMENT C
APPENDIX I OF FDOT STANDARD PROFESSIONAL SERVICES AGREEMENT
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TERMS FOR FEDERAL_ AID CONTRACTS (APPENDIX I)�
The following terms apply to all contracts in which it is indicated in Section 15.6 of the Standard Professional Services
Agreement that the services involve the expenditure of federal funds:
A It is understood and agreed that all rights of the Department relating to inspection, review, approval, patents,
copyrights, and audit of the work, tracing, plans, specifications, maps, data, and cost records relating to this
Agreement shall also be reserved and held by authorized representatives of the United States of America.
B. it is understood and agreed that, in order to permit federal participation, no supplemental agreement of any nature may be
entered into by the parties hereto with regard to the work to be performed hereunder without the approval of the U.S.
Department of Transportation, anything to the contrary in this Agreement not withstanding.
C. Compliance with Regulations: The Consultant shall comply with the Regulations of the U.S. Department of Transportation
Title 49, Code of Federal Regulations, Part 21, as they may be amended from time to time, (hereinafter referred to as the
Regulations), which are herein incorporated by reference and made a part of this Agreement.
D. Nondiscrimination: The Consultant, with regard to the work performed during the contract, shall not discriminate on the
basis of race, color, national origin, sex, age, disability, religion or family status in the selection and retention of
subcontractors, including procurements of material and leases of equipment. The Consultant will not participate either
directly or indirectly in the discrimination prohibited by Section 21.5 of the Regulations, including employment practices
when the contract covers a program set forth in Appendix B of the Regulations.
E Solicitations for Subcontracts, Including Procurements of Materials and Equipment: In all solicitations made by the
Consultant, either by competitive bidding or negotiation for work to be performed under a subcontract, including
procurements of materials and leases of equipment, each potential subcontractor or supplier shall be notified by the
Consultant of the Consultant's obligations under this contract and the Regulations relative to nondiscrimination on the basis
of race, color, national origin, sex, age, disability, religion or family status.
F. Information and Reports: The Consultant will provide all information and reports required by the Regulations, or directives
issued pursuant thereto, and will permit access to its books, records, accounts, other sources of information, and its
facilities as may be determined by the Florida Department of Transportation, Federal Highway Administration, Federal
Transit Administration, Federal Aviation Administration, and/or Federal Motor Carrier Safety Administration to be pertinent to
ascertain compliance with such Regulations, orders and instructions. Where any information required of the Consultant is in
the exclusive possession of another who fails or refuses to furnish this information, the Consultant shall $o certify to the
Florida Department of Transportation, Federal Highway Administration, Federal Transit Administration, Federal Aviation
Administration, and/or the Federal Motor Carrier Safety Administrationas appropriate, and shall set forth what efforts it has
made to obtain the information.
G Sanctions for Noncompliance: In the event of the Consultant's noncompliance with the nondiscrimination provisions of this
contract, the Florida Department of Transportation shall impose such contract sanctions as it or the Federal Highway
Administration, Federal Transit Administration, Federal Aviation Administration, and/or Federal Motor Carrier Safety
Administration may determine to be appropriate, including„ but not limited to,
1. withholding of payments to the Consultant under the contract until the Consultant complies and/or
2, cancellation, termination or suspension of the contract, in whole or in part.
H. Incorporation or Provisions: The Consultant will include the provisions of Paragraph C through H in every subcontract,
including procurements of materials and leases of equipment unless exempt by the Regulations, order, or instructions
issued pursuant thereto. The Consultant will take such action with respect to any subcontract or procurement as the
Florida Department of Transportation, Federal Highway Administration, Federal Transit Administration, Federal Aviation
Administration, and/or the Federal Motor Carrier Safety Administration may direct as a means of enforcing such
provisions, including sanctions for noncompliance. In the event a Consultant becomes involved in, or is threatened with,
litigation with a subcontractor or supplier as a result of such direction, the Consultant may request the Florida Department
of Transportation to enter into such litigation to protect the interests of the Florida Department of Transportation, and, in
addition, the Consultant may request the United States to enter into such litigation to protect the interests of the United
States.
Interest of Members of Congress: No member of or delegate to the Congress of the United Slates will be admitted to any
share or part of this contract or to any benefit arising therefrom.
Interest of Public Officials: No member, officer, or employee of the public body or of a local public body during his tenure
or for one year thereafter shall have any interest, direct or indirect, in this contract or the proceeds thereof. For purposes
of this provision, public body shall include municipalities and other political subdivisions of States; and public corporations,
boards, and commissions established under the laws of any State.
K. Participation by Disadvantaged Business Enterprises: The Consultant shall agree to abide by the following statement from
49 CFR 26.13(b). This statements shall be included in all subsequent agreements between the Consultant and any
subconsultant or contractor.
The Consultant, sub recipient or subcontractor shall not discriminate on the basis of race, color, national origin,
or sex in the performance of this contract. The contractor shall carry out applicable requirements of 49 CFR Part
26 in the award and administration of DOT -assisted contracts. Failure by the Consultant to carry out these
requirements is a material breach of this contract, which may result in termination of this contract or other such
remedy as the recipient deems appropriate.
It is mutually understood and agreed that the willful falsification, distortion or misrepresentation with respect to any facts
related to the project(s) described in this Agreement is a violation of the Federal Law. Accordingly, United States Code,
Title 18, Section 1020, is hereby incorporated by reference and made a part of this Agreement.
M. It is understood and agreed that if the Consultant at any time leams that the certification it provided the Department in
compliance with 49 CFR, Section 26.51, was erroneous when submitted or has become erroneous by reason of changed
circumstances, the Consultant shall provide immediate written notice to the Department. It is further agreed that the clause
titled "Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion - Lower Tier Covered
Transaction" as set forth in 49 CFR, Section 29.510, shall be included by the Consultant in all lower tier covered
transactions and in all aforementioned federal regulation.
N The Department hereby certifies that neither the consultant nor the consultant's representative has been required by the
Department, directly or indirectly as an express or implied condition in connection with obtaining or carrying out this
contract, to
employ or retain, or agree to employ or retain, any firm or person, or
2 pay, or agree to pay, to any firm, person, or organization, any fee, contribution, donation, or consideration of any kind;
The Department further acknowledges that this agreement will be furnished to a federal agency, in connection with this
contract involving participation of Federal -Aid funds, and is subject to applicable State and Federal Laws, both criminal and
clviL
o. The Consultant hereby certifies that it has not:
employed or retained for a commission, percentage, brokerage, contingent fee, or other consideration, any firm or
person (other than a bona fide employee working solely for the above contractor) to solicit or secure this contract;
agreed, as an express or implied condition for obtaining this contract, to employ or retain the services of any firm
person in connection with carrying out this contract; or
paid, or agreed to pay, to any firm, organization or person (other than a bona fide employee working solely for the
above contractor) any fee contribution, donation, or consideration of any kind for, or in connection with, procuring or
carrying out the contract.
The consultant further acknowledges that this agreement will be furnished to the State of Florida Department of
Transportation and a federal agency in connection with this contract involving participation of Federal -Aid funds, and is
subject to applicable State and Federal laws, both criminal and civil.
RFQ for CEI Services All American Road Wayfinding Sign Project
ATTACHMENT D
LAP AGREEMENT
-43-
STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION 525-010.40
LOCAL AGENCY PROGRAM AGREEMENT PROJECT MANAGEMENT OFFICE
03107
Page 1
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Catalog of Federal Domestic Assistance (CFDA): 20.205 Highway Planning and Construction
THIS AGREEMENT, made and entered into this A'(7 ; I
-��day of
OF FLORIDA DEPARTMENT OF TRANSPORTATION,
Department, and Monroe County
TE
an agency of the State 2of Florida, 010 by dherreinafterbetween t called he �the
Board of County Commissioners hereinafter called the Agency.
WITNESSETH:
WHEREAS, the Agency has the authority to enter into this Agreement and to undertake the project hereinafter described,
and the Department has been granted the authority to function adequately in all areas of appropriate jurisdiction including
the implementation of an integrated and balanced transportation system and is authorized under Section 339.12, Florida
Statutes, to enter into this Agreement;
NOW, THEREFORE, in consideration of the mutual covenants, promises and representations herein, the parties agree as
follows:
1.00 Purpose of Agreement: The purpose of this Agreement is to provide for the Department's participation in All -
American Road Sianaoe and as further described in Exhibit "A" attached hereto and by this reference made a part hereof,
hereinafter called the "project," and to provide Department financial assistance to the Agency and state the terms and
conditions upon which such assistance will be provided and the understandings as to the manner in which the project will
be undertaken and completed.
1.01 Attachments: Exhibit(s) A and B are attached and made a part hereof
2.01 General Requirements: The Agency shall complete the project as described in Exhibit "A" with all practical
dispatch, in a sound, economical, and efficient manner, and in accordance with the provisions herein, and all applicable
laws. The project will be performed in accordance with all applicable Department procedures, guidelines, manuals,
standards, and directives as described in the Department's Local Aoencv Pro4ram Manual, which by this reference is
made a part hereof as if fully set forth herein. Time is of the essence as to each and every obligation under this
Agreement.
A full time employee of the Agency, qualified to ensure that the work being pursued is complete, accurate, and consistent
with the terms, conditions, and specifications of this Agreement shall be in charge of each project.
Removal of Any Unbilled Funds
If Agency fails to timely perform its obligations in submitting invoices and documents necessary for the close out of the
project, and said failure results in a loss of the remaining unbilled funding either by Federal withdrawal of funds or loss of
State appropriation authority (which may include both federal funds and state funds, if any state funds are on the project),
Agency will be responsible for the remaining unbilled funds on the project. No other funds will be provided by the
Department. Agency waives the right to contest such removal of funds by the Department, if said removal is directly
related to Federal (FHWA) withdrawal of funds or loss of State appropriation authority due to Local Agency's failure or
nonperformance. In addition to loss of funding, the Department will consider de -certification of said Agency for future LAP
projects.
Removal of All Funds
STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION
LOCAL AGENCY PROGRAM AGREEMENT
525-010-40
PROJECT MANAGEMENT OFFICE
03/07
Pape 2
If all funds are removed from the project, including amounts previously billed to the Department and reimbursed to the
Agency, and the project is off the state highway system, then the department will have to request repayment for the
previously billed amounts from the Local Agency. No state funds can be used on off -system projects.
2.02 Expiration of Agreement: The Agency agrees to complete the project on or before June 30. 2013. If the Agency
does not complete the project within this time period, this Agreement will expire on the last day of the scheduled
completion as provided in this paragraph unless an extension of the time period is requested by the Agency and granted
in writing by the Department prior to the expiration of this Agreement. Expiration of this Agreement will be considered
termination of the project. The cost of any work performed after the expiration date of this Agreement will not be
reimbursed by the Department.
2.03 Pursuant to Federal, State, and Local Laws: In the event that any election, referendum, approval, permit, notice
or other proceeding or authorization is requisite under applicable law to enable the Agency to enter into this Agreement or
to undertake the project hereunder or to observe, assume or carry out any of the provisions of the Agreement, the Agency
will initiate and consummate, as provided by law, all actions necessary with respect to any such matters so requisite.
2.04 Agency Funds: The Agency shall initiate and prosecute to completion all proceedings necessary, including
federal -aid requirements, to enable the Agency to provide the necessary funds for completion of the project.
2.05 Submission of Proceedings, Contracts, and Other Documents: The Agency shall submit to the Department
such data, reports, records, contracts, and other documents relating to the project as the Department and the Federal
Highway Administration (FHWA) may require.
3.00 Project Cost:
3.01 Total Cost: The total cost of the project is $ 1,100.000. This amount is based upon the schedule of funding in
Exhibit "B." The Agency agrees to bear all expenses in excess of the total cost of the project and any deficits involved.
The schedule of funding may be modified by mutual agreement as provided for in paragraph 4.00.
3.02 Department Participation: The Department agrees to participate, including contingencies, in the project cost to the
extent provided in Exhibit "B." This amount includes federal -aid funds which are limited to the actual amount of federal -
aid participation.
3.03 Limits on Department Funds: Project costs eligible for Department participation will be allowed only from the date
of this Agreement. It is understood that Department participation in eligible project costs is subject to:
a) Legislative approval of the Department's appropriation request in the work program year that the project is
scheduled to be committed;
b) Availability of funds as stated in paragraphs 3.04 and 3.05 of this Agreement;
c) Approval of all plans, specifications, contracts or other obligating documents and all other terms of this
Agreement; and
d) Department approval of the project scope and budget at the time appropriation authority becomes available.
3.04 Appropriation of Funds: The Department's performance and obligation to pay under this Agreement is contingent
upon an annual appropriation by the Legislature. If the Department's funding for this project is in multiple fiscal years,
funds approval from the Department's Comptroller must be received each fiscal year prior to costs being incurred. See
Exhibit "B" for funding levels by fiscal year. Project costs utilizing these fiscal year funds are not eligible for
reimbursement if incurred prior to funds approval being received. The Department will notify the Agency, in writing, when
funds are available.
3.05 Multl-Year Commitment: In the event this Agreement is in excess of $25,000 and has a term for a period of more
than one year, the provisions of Section 339.135(6)(a), Florida Statutes, are hereby incorporated.
"(a) The department, during any fiscal year, shall not expend money, incur any liability, or enter into any
STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION
LOCAL AGENCY PROGRAM AGREEMENT s
PROJECT MANAGEMENTTOFFICE
03/07
Page 3
contract which, by its terms, involves the expenditure of money in excess of the amounts budgeted as
available for expenditure during such fiscal year. Any contract, verbal or written, made in violation of this
subsection is null and void, and no money may be paid on such contract. The department shall require a
statement from the comptroller of the Department that funds are available prior to entering into any such
contract or other binding commitment of funds. Nothing herein contained shall prevent the making of
contracts for periods exceeding 1 year, but any contract so made shall be executory only for the value of
the services to be rendered or agreed to be paid for in succeeding fiscal years, and this paragraph shall
be incorporated verbatim in all contracts of the Department which are for an amount in excess of $25,000
and which have a term for a period of more than 1 year."
3.06 Notice -to -Proceed: No cost may be incurred under this Agreement until the Agency has received a written Notice -
to -Proceed from the Department.
3.07 Limits on Federal Participation: Federal -aid funds shall not participate in any cost which is not incurred in
conformity with applicable Federal and State laws, the regulations in 23 Code of Federal Regulations (C.F.R.) and 49
C.F.R., and policies and procedures prescribed by the Division Administrator of FHWA. Federal funds shall not be paid
on account of any cost incurred prior to authorization by the FHWA to the Department to proceed with the project or part
thereof involving such cost (23 C.F.R. 1.9 (a)). If FHWA or the Department determines that any amount claimed is not
eligible, federal participation may be approved in the amount determined to be adequately supported and the Department
shall notify the Agency in writing citing the reasons why items and amounts are not eligible for federal participation.
Where correctable non-compliance with provisions of law or FHWA requirements exists, Federal funds may be withheld
until compliance is obtained. Where non-compliance is not correctable, FHWA or the Department may deny participation
in parcel or project costs in part or in total.
For any amounts determined to be ineligible for federal reimbursement for which the Department has advanced payment,
the Agency shall promptly reimburse the Department for all such amounts within 90 days of written notice.
4.00 Project Estimate and Disbursement Schedule: Prior to the execution of this Agreement, a project schedule of
funding shall be prepared by the Agency and approved by the Department. The Agency shall maintain said schedule of
funding, carry out the project, and shall incur obligations against and make disbursements of project funds only in
conformity with the latest approved schedule of funding for the project. The schedule of funding may be revised by mutual
written agreement between the Department and the Agency. If revised, a copy of the revision should be forwarded to the
Department's Comptroller and to the Department's Federal -aid Program Office. No increase or decrease shall be
effective unless it complies with fund participation requirements of this Agreement and is approved by the Department's
Comptroller.
5.00 Records:
5.01 Establishment and Maintenance of Accounting Records: Records of costs incurred under the terms of this
Agreement shall be maintained and made available upon request to the Department at all times during the period of this
Agreement and for 5 years after the final payment is made. Copies of these documents and records shall be furnished to
the Department upon request. Records of costs incurred include the Agency's general accounting records and the project
records, together with supporting documents and records of the Agency and all subcontractors performing work on the
project and all other records of the Agency and subcontractors considered necessary by the Department for a proper audit
Of costs. If any litigation, claim or audit is started before the expiration of the 5-year period, the records shall be retained
until all litigation, claims or audit findings involving the records have been resolved.
5.02 Costs Incurred for Project: The Agency shall charge to the project account all eligible costs of the project except
costs agreed to be borne by the Agency or its contractors and subcontractors. Costs in excess of the programmed
funding or attributable to actions which have not received the required approval of the Department shall not be considered
eligible costs.
5.03 Documentation of Project Costs: All costs charged to the project, including any approved services contributed by
the Agency or others, shall be supported by properly executed payrolls, time records, invoices, contracts or vouchers
evidencing in proper detail the nature and propriety of the charges.
5.04 Audit Reports: Recipients of federal and state funds are to have audits done annually using the following criteria:
STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION
LOCAL AGENCY PROGRAM AGREEMENT
525-010-40
PROJECT MANAGEMENT OFFICE
03/07
Pape 4
The administration of resources awarded by the Department to the Agency may be subject to audits and/or monitoring by
the Department, as described in this section.
Monitoring: In addition to reviews of audits conducted in accordance with OMB Circular A-133 and Section 215.97,
Florida Statutes, as revised (see "Audits" below), monitoring procedures may include, but not be limited to, on -site visits
by Department staff, limited scope audits as defined by OMB Circular A-133, as revised, and/or other procedures. By
entering into this Agreement, the recipient agrees to comply and cooperate fully with any monitoring
procedures/processes deemed appropriate by the Department. In the event the Department determines that a limited
scope audit of the recipient is appropriate, the recipient agrees to comply with any additional instructions provided by the
Department staff to the Agency regarding such audit. The Agency further agrees to comply and cooperate with any
inspections, reviews, investigations or audits deemed necessary by the FDOT's Office of Inspector General (OIG), and
the Chief Financial Officer (CFO) or Auditor General.
Audits
Part 1 - Federally Funded: Recipients of federal funds (i.e., state, local government or non-profit organizations as
defined in OMB Circular A-133, as revised) are to have audits done annually using the following criteria:
1. In the event that the recipient expends $500,000 or more in federal awards in its fiscal year, the recipient must
have a single or program -specific audit conducted in accordance with the provisions of OMB Circular A-133, as
revised. Exhibit "1" of this Agreement indicates federal resources awarded through the Department by this
Agreement. In determining the federal awards expended in its fiscal year, the recipient shall consider all sources
of federal awards, including federal resources received from the Department. The determination of amounts of
federal awards expended should be in accordance with the guidelines established by OMB Circular A-133, as
revised. An audit of the recipient conducted by the Auditor General in accordance with the provisions OMB
Circular A-133, as revised, will meet the requirements of this part.
2. In connection with the audit requirements addressed in Part I, paragraph 1 the recipient shall fulfill the
requirements relative to auditee responsibilities as provided in Subpart C of OMB Circular A-133, as revised.
3. If the recipient expends less than $500,000 in federal awards in its fiscal year, an audit conducted in accordance
with the provisions of OMB Circular A-133, as revised, is not required. However, if the recipient elects to have an
audit conducted in accordance with the provisions of OMB Circular A-133, as revised, the cost of the audit must
be paid from non-federal resources (i.e., the cost of such an audit must be paid from recipient resources obtained
from other than federal entities).
4. Federal awards are to be identified using the Catalog of Federal Domestic Assistance (CFDA) title and number,
award number and year, and name of the awarding federal agency.
Part II - State Funded: Recipients of state funds (i.e., a non -state entity as defined by Section 215.97(2) (1), Florida
Statutes) are to have audits done annually using the following criteria:
In the event that the recipient expends a total amount of state financial assistance equal to or in excess of
$500,000 in any fiscal year of such recipient, the recipient must have a state single or project -specific audit for
such fiscal year in accordance with Section 215.97, Florida Statutes, applicable rules of the Executive Office of
the Governor and the CFO, and Chapters 10.550 (local governmental entities) or 10.650 (nonprofit and for -profit
organizations), Rules of the Auditor General. Exhibit "1" to this Agreement indicates state financial assistance
awarded through the Department by this Agreement. In determining the state financial assistance expended in its
fiscal year, the recipient shall consider all sources of state financial assistance, including state financial assistance
received from the Department, other state agencies, and other non -state entities. State financial assistance does
not include federal direct or pass -through awards and resources received by a non -state entity for federal
program matching requirements.
2. In connection with the audit requirements addressed in Part II, paragraph 1, the recipient shall ensure that the
audit complies with the requirements of Section 215.97(7), Florida Statutes. This includes submission of a
financial reporting package as defined by Section 215.97(2) (d), Florida Statutes, and Chapters 10.550 (local
governmental entities) or 10.650 (nonprofit and for -profit organizations), Rules of the Auditor General.
STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION
LOCAL AGENCY PROGRAM AGREEMENT
525-010-40
PROJECT MANAGEMENT OFFICE
03107
Page 5
3. If the recipient expends less than $500,000 in state financial assistance in its fiscal year, an audit conducted in
accordance with the provisions of Section 215.97, Florida Statutes, is not required. However, if the recipient
elects to have audit conducted in accordance with the provisions of Section 215.97, Florida Statutes, the cost of
the audit must be paid from the non -state entity's resources (i.e., the cost of such an audit must be paid from the
recipient's resources obtained from other than State entities).
4. State awards are to be identified using the Catalog of State Financial Assistance (CSFA) title and number, award
number and year, and name of the state agency awarding it.
Part III - Other Audit Requirements: The recipient shall follow up and take corrective action on audit findings.
Preparation of a Summary Schedule of Prior Year Audit Findings, including corrective action and current status of the
audit findings is required. Current year audit findings require corrective action and status of findings.
Records related to unresolved audit findings, appeals or litigation shall be retained until the action is completed or the
dispute is resolved. Access to project records and audit work papers shall be given to the Department, the Department of
Financial Services, and the Auditor General. This section does not limit the authority of the Department to conduct or
arrange for the conduct of additional audits or evaluations of state financial assistance or limit the authority of any other
state official.
Part IV - Report Submission:
Copies of financial reporting packages for audits conducted in accordance with OMB Circular A-133, as revised,
and required by Part I of this Agreement shall be submitted, when required by Section .320 (d), OMB Circular A-
133, as revised, by or on behalf of the recipient directly to each of the following:
a) The Department at each of the following address(es):
Danny Iglesias, PE
LAP Administrator
Florida Department of Transportation, District 6
1000 NW 111th Avenue
Miami, FL 33172
b) The Federal Audit Clearinghouse designated in OMB Circular A-133, as revised (the number of copies
required by Sections .320 (d)(1) and (2), OMB Circular A-133, as revised), at the following address:
Federal Audit Clearinghouse
Bureau of the Census
1201 East 10th Street
Jeffersonville, IN 47132
c) Other federal agencies and pass -through entities in accordance with Sections .320 (e) and (f), OMB Circular
A-133, as revised.
2. In the event that a copy of the financial reporting package required by Part I of this Agreement and conducted in
accordance with OMB Circular A-133, as revised, is not required to be submitted to the Department for reasons
pursuant to Section .320 (e)(2), OMB Circular A-133, as revised, the recipient shall submit the required written
notification pursuant to Section .320 (e)(2) and a copy of the recipient's audited Schedule of Expenditures of
Federal Awards directly to each of the following:
Danny Iglesias, PE
LAP Administrator
Florida Department of Transportation, District 6
1000 NW 111th Avenue
Miami, FL 33172
In addition, pursuant to Section .320 (f), OMB Circular A-133, as revised, the recipient shall submit a copy of the
financial reporting package described in Section .320 (c), OMB Circular A-133, as revised, and any Management
STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION
LOCAL AGENCY PROGRAM AGREEMENT PROJECT MANAGEMENT OFFICE
E
03/07
Page 6
Letters issued by the auditor, to the Department at each of the following addresses:
Danny Iglesias, PE
LAP Administrator
Florida Department of Transportation, District 6
1000 NW 111th Avenue
Miami, FL 33172
3. Copies of the financial reporting package required by Part II of this Agreement shall be submitted by or on behalf
of the recipient directly to each of the following:
a) The Department at each of the following address(es):
Danny Iglesias, PE
LAP Administrator
Florida Department of Transportation, District 6
1000 NW 111th Avenue
Miami, FL 33172
b) The Auditor General's Office at the following address:
Auditor General's Office
Room 401, Pepper Building
111 West Madison Street
Tallahassee, Florida 32399-1450
4. Copies of reports or the Management Letter required by Part III of this Agreement shall be submitted by or on
behalf of the recipient directly to:
a) The Department at each of the following address(es):
Danny Iglesias, PE
LAP Administrator
Florida Department of Transportation, District 6
1000 NW 111th Avenue
Miami, FL 33172
5• Any reports, Management Letters, or other information required to be submitted to the Department pursuant to
this Agreement shall be submitted in a timely manner in accordance with OMB Circular A-133, as revised, Florida
Statutes, and Chapters 10.550 (local governmental entities) or 10.650 (nonprofit and for -profit organizations),
Rules of the Auditor General, as applicable.
6. Recipients, when submitting financial reporting packages to the Department for audits done in accordance with
OMB Circular A-133, as revised, or Chapters 10.550 (local governmental entities) or 10.650 (nonprofit and for -
profit organizations), Rules of the Auditor General, should indicate the date that the financial reporting package
was delivered to the recipient in correspondence accompanying the financial reporting package.
Part V - Record Retention: The recipient shall retain sufficient records demonstrating its compliance with the terms of
this Agreement for a period of at least 5 years from the date the audit report is issued and shall allow the Department or its
designee, the state CFO or Auditor General access to such records upon request. The recipient shall ensure that the
independent audit documentation is made available to the Department, or its designee, the state CFO or Auditor Genera
upon request for a period of at least 5 years from the date the audit report is issued, unless extended in writing by the
Department.
5.05 Inspection: The Agency shall permit, and shall require its contractors to permit, the Department's authorized
representatives and authorized agents of FHWA to inspect all work, workmanship, materials, payrolls, and records and to
audit the books, records, and accounts pertaining to the financing and development of the project.
STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION
LOCAL AGENCY PROGRAM AGREEMENT PROJECT MANAGEMENT OFFICsTOFFICo
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03/07
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The Department reserves the right to unilaterally cancel this Agreement for refusal by the Agency or any contractor, sub-
contractor or materials vendor to allow public access to all documents, papers, letters or other material subject to the
provisions of Chapter 119, Florida Statutes, and made or received in conjunction with this Agreement (Section 287.058(1)
(c), Florida Statutes).
5.06 Uniform Relocation Assistance and Real Property Statistical Report: For any project requiring additional right-
of-way, the Agency must submit to the Department an annual report of its real property acquisition and relocation
assistance activities on the project. Activities shall be reported on a federal fiscal year basis, from October 1 through
September 30. The report must be prepared using the format prescribed in 49 C.F.R. Part 24, Appendix B, and be
submitted to the Department no later than October 15 of each year.
6.00 Requisitions and Payments: Requests for reimbursement for fees or other compensation for services or expenses
incurred shall be submitted in detail sufficient for a proper pre -audit and post -audit thereof (Section 287.058(1)(a), Florida
Statutes).
All recipients of funds from this Agreement, including those contracted by the Agency, must submit bills for any travel
expenses, when authorized by the terms of this Agreement, in accordance with Section 112.061, Florida Statutes, and
Chapter V Travel" of the Department's Disbursement Ooerations Manual, Topic 350-030-400 (Section 287.058(1)(b),
Florida Statutes).
If, after project completion, any claim is made by the Department resulting from an audit or for work or services performed
pursuant to this Agreement, the Department may offset such amount from payments due for work or services done under
any agreement which it has with the Agency owing such amount if, upon demand, payment of the amount is not made
within 60 days to the Department. Offsetting any amount pursuant to this paragraph shall not be considered a breach of
contract by the Department.
7.00 Department Obligations: Subject to other provisions hereof, the Department will honor requests for reimbursement
to the Agency in amounts and at times deemed by the Department to be proper to ensure the carrying out of the project
and payment of the eligible costs. However, notwithstanding any other provision of this Agreement, the Department may
elect by notice in writing not to make a payment if:
7.01 Misrepresentation: The Agency shall have made misrepresentation of a material nature in its application, or any
supplement thereto or amendment thereof or in or with respect to any document of data furnished therewith or pursuant
hereto;
7.02 Litigation: There is then pending litigation with respect to the performance by the Agency of any of its duties or
obligations which may jeopardize or adversely affect the project, the Agreement or payments to the project;
7.03 Approval by Department: The Agency shall have taken any action pertaining to the project which, under this
Agreement, requires the approval of the Department or has made related expenditure or incurred related obligations
without having been advised by the Department that same are approved;
7.04 Conflict of Interests: There has been any violation of the conflict of interest provisions contained here in paragraph
12.06 or 12.07.
7.05 Default: The Agency has been determined by the Department to be in default under any of the provisions of the
Agreement.
7.06 Federal Participation: The Department may suspend or terminate payment for that portion of the project which the
FHWA, or the Department acting in lieu of FHWA, may designate as ineligible for federal -aid.
7.07 Disallowed Costs: In determining the amount of the payment, the Department will exclude all projects costs
incurred by the Agency prior to the effective date of this Agreement or the date of authorization, costs incurred after the
expiration of the Agreement, costs which are not provided for in the latest approved schedule of funding in Exhibit "B" for
the project, costs agreed to be borne by the Agency or its contractors and subcontractors for not meeting the project
commencement and final invoice time lines, and costs attributable to goods or services received under a contract or other
arrangements which have not been approved in writing by the Department.
STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION
LOCAL AGENCY PROGRAM AGREEMENT
525-010.40
PROJECT MANAGEMENT OFFICE
03/07
Page 8
7.08 Final Invoices: The Agency must submit the final invoice on the project to the Department within 120 days after the
completion of the project. Invoices submitted after the 120-day time period may not be paid.
8.00 Termination or Suspension of Project:
8.01 Termination or Suspension Generally: The Department may, by written notice to the Agency, suspend any or all
of its obligations under this Agreement until such time as the event or condition resulting in such suspension has ceased
or been corrected or the Department may terminate this Agreement in whole or in part at any time the interest of the
Department requires such termination.
If the Department determines that the performance of the Agency is not satisfactory, the Department shall have the option
of (a) immediately terminating this Agreement or (b) suspending this Agreement and notifying the Agency of the deficiency
with a requirement that the deficiency be corrected within a specified time; otherwise this Agreement will be terminated at
the end of such time. Suspension of this Agreement will not affect the time period for completion of the project.
If the Department requires termination of this Agreement for reasons other than unsatisfactory performance of the
Agency, the Department shall notify the Agency of such termination, with instructions as to the effective date of
termination or specify the stage of work at which this Agreement is terminated.
If this Agreement is terminated before performance is completed, the Agency shall be paid for the work satisfactorily
performed. Payment is to be on the basis of substantiated costs.
8.02 Action Subsequent to Notice -of -Termination or Suspension: Upon receipt of any final termination or suspension
notice under this paragraph, the Agency shall proceed promptly to carry out the actions required therein which may
include any or all of the following: (a) necessary action to terminate or suspend, as the case may be, project activities and
contracts and such other action as may be required or desirable to keep to a minimum the costs upon the basis of which
the financing is to be computed; (b) furnish a statement of the project activities and contracts and other undertakings the
cost of which are otherwise includable as project costs. The termination or suspension shall be carried out in conformity
with the latest schedule, plan, and cost as approved by the Department or upon the basis of terms and conditions
imposed by the Department upon the failure of the Agency to furnish the schedule, plan, and estimate within a reasonable
time. The closing out of federal financial participation in the project shall not constitute a waiver of any claim which the
Department may otherwise have arising out of this Agreement.
9.00 Contracts of Agency:
9.01 Third Party Agreements: Except as otherwise authorized in writing by the Department, the Agency shall not
execute any contract or obligate itself in any manner requiring the disbursement of Department funds, including consultant
or construction contracts or amendments thereto, with any third party with respect to the project without the written
approval of the Department. Failure to obtain such approval shall be sufficient cause for nonpayment by the Department.
The Department specifically reserves unto itself the right to review the qualifications of any consultant or contractor and to
approve or disapprove the employment of the same.
9.02 Compliance with Consultants' Competitive Negotiation Act: It is understood and agreed by the parties hereto
that participation by the Department in a project with the Agency, where said project involves a consultant contract for
engineering, architecture or surveying services, is contingent on the Agency's complying in full with provisions of Section
287.055, Florida Statutes, Consultants' Competitive Negotiation Act. At the discretion of the Department, the Agency will
involve the Department in the consultant selection process for all projects. In all cases, the Agency's attorney shall certify
to the Department that selection has been accomplished in compliance with the Consultants' Competitive Negotiation Act.
10.00 Disadvantaged Business Enterprise (DBE) Policy and Obligation: It is the policy of the Department that DBE's,
as defined in 49 C.F.R. Part 26, as amended, shall have the opportunity to participate in the performance of contracts
financed in whole or in part with Department funds under this Agreement. The DBE requirements of applicable federal and
state laws and regulations apply to this Agreement.
The Agency and its contractors agree to ensure that DBE's have the opportunity to participate in the performance of this
Agreement. In this regard, all recipients and contractors shall take all necessary and reasonable steps in accordance with
applicable federal and state laws and regulations to ensure that the DBE's have the opportunity to compete for and
perform contracts. The Agency and its contractors and subcontractors shall not discriminate on the basis of race, color,
STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION
LOCAL AGENCY PROGRAM AGREEMENT sTs o�
PROJECT MANAGEMENT OFFICE
03/07
Page 9
national origin or sex in the award and performance of contracts, entered pursuant to this Agreement.
11.00 Compliance with Conditions and Laws: The Agency shall comply and require its contractors and subcontractors
to comply with all terms and conditions of this Agreement and all federal, state, and local laws and regulations applicable
to this project. Execution of this Agreement constitutes a certification that the Agency is in compliance with, and will
require its contractors and subcontractors to comply with, all requirements imposed by applicable federal, state, and local
laws and regulations, including the "Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion
— Lower Tier Covered Transactions," in 49 C.F.R. Part 29, when applicable.
12.00 Restrictions, Prohibitions, Controls, and Labor Provisions:
12.01 Equal Employment Opportunity: In connection with the carrying out of any project, the Agency shall not
discriminate against any employee or applicant for employment because of race, age, religion, color, sex, national origin,
disability or marital status. The Agency will take affirmative action to ensure that applicants are employed and that
employees are treated during employment without regard to their race, age, religion, color, gender, national origin,
disability or marital status. Such action shall include, but not be limited to, the following: employment upgrading, demotion
or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and
selection for training, including apprenticeship. The Agency shall insert the foregoing provision modified only to show the
particular contractual relationship in all its contracts in connection with the development of operation of the project, except
contracts for the standard commercial supplies or raw materials, and shall require all such contractors to insert a similar
provision in all subcontracts, except subcontracts for standard commercial supplies or raw materials. When the project
involves installation, construction, demolition, removal, site improvement or similar work, the Agency shall post, in
conspicuous places available to employees and applicants for employment for project work, notices to be provided by the
Department setting forth the provisions of the nondiscrimination clause.
12.02 Title VI - Civil Rights Act of 1964: The Agency will comply with all the requirements imposed by Title VI of the
Civil Rights Act of 1964, the regulations of the U.S. Department of Transportation issued thereunder, and the assurance
by the Agency pursuant thereto.
The Agency shall include provisions in all contracts with third parties that ensure compliance with Title VI of the Civil
Rights Act of 1964, 49 C.F.R. Part 21, and related statutes and regulations.
12.03 Americans with Disabilities Act of 1990 (ADA): The Agency will comply with all the requirements as imposed by
the ADA, the regulations of the Federal government issued thereunder, and assurance by the Agency pursuant thereto.
12.04 Public Entity Crime: 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 public 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 under a contract with any public entity; and may not transact business with any public entity 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.
12.05 Discrimination: In accordance with Section 287.134, Florida Statutes, an entity or affiliate who has been placed
on the Discriminatory Vendor List, kept by the Florida Department of Management Services, may not submit a bid on a
contract to provide goods or services to a public 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 under a contract with any
public entity; and may not transact business with any public entity.
12.06 Suspension, Revocation, Denial of Qualification or Determination of Contractor Non -Responsibility: An
entity or affiliate who has had its Certificate of Qualification suspended, revoked, denied or have further been determined
by the Department to be a non -responsible contractor may not submit a bid or perform work for the construction or repair
of a public building or public work on a contract with the Agency.
12.07 Prohibited Interests: Neither the Agency nor any of its contractors or their subcontractors shall enter into any
contract, subcontract or arrangement in connection with the project or any property included or planned to be included in
the project in which any member, officer or employee of the Agency or the locality during tenure or for 2 years thereafter
STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION
LOCAL AGENCY PROGRAM AGREEMENT sTOFFICE
PROJECT MANAGEMENT OFFIE
CE
03/07
Page 10
has any interest, direct or indirect. If any such present or former member, officer or employee involuntarily acquires or had
acquired prior to the beginning of tenure any such interest, and if such interest is immediately disclosed to the Agency, the
Agency, with prior approval of the Department, may waive the prohibition contained in this paragraph provided that any
such present member, officer or employee shall not participate in any action by the Agency or the locality relating to such
contract, subcontract or arrangement.
The Agency shall insert in all contracts entered into in connection with the project or any property included or planned to
be included in any project, and shall require its contractors to insert in each of their subcontracts, the following provision:
"No member, officer or employee of the Agency or of the locality during his tenure or for 2 years
thereafter shall have any interest, direct or indirect, in this contract or the proceeds thereof."
The provisions of this paragraph shall not be applicable to any agreement between the Agency and its fiscal depositories
or to any agreement for utility services the rates for which are fixed or controlled by a governmental agency.
12.08 Interest of Members of, or Delegates to, Congress: No member or delegate to the Congress of the United
States shall be admitted to any share or part of this Agreement or any benefit arising therefrom.
13.00 Miscellaneous Provisions:
13.01 Environmental Regulations: The Agency will be solely responsible for compliance with all the applicable
environmental regulations, for any liability arising from non-compliance with these regulations, and will reimburse the
Department for any loss incurred in connection therewith. The Agency will be responsible for securing any applicable
permits.
13.02 Department Not Obligated to Third Parties: The Department shall not be obligated or liable hereunder to any
individual or entity not a party to this Agreement.
13.03 When Rights and Remedies Not Waived: In no event shall the making by the Department of any payment to the
Agency constitute or be construed as a waiver by the Department of any breach of covenant or any default which may
then exist on the part of the Agency and the making of such payment by the Department, while any such breach or default
shall exist, shall in no way impair or prejudice any right or remedy available to the Department with respect to such breach
or default.
13.04 How Agreement Is Affected by Provisions Being Held Invalid: If any provision of this Agreement is held invalid,
the remainder of this Agreement shall not be affected. In such an instance, the remainder would then continue to conform
to the terms and requirements of applicable law.
13.05 Bonus or Commission: By execution of the Agreement, the Agency represents that it has not paid and, also
agrees not to pay, any bonus or commission for the purpose of obtaining an approval of its application for the financing
hereunder.
13.06 State Law: Nothing in the Agreement shall require the Agency to observe or enforce compliance with any provision
or perform any act or do any other thing in contravention of any applicable state law. If any of the provisions of the
Agreement violate any applicable state law, the Agency will at once notify the Department in writing in order that
appropriate changes and modifications may be made by the Department and the Agency to the end that the Agency may
proceed as soon as possible with the project.
13.08 Plans and Specifications: In the event that this Agreement involves constructing and equipping of facilities on the
State Highway System, the Agency shall submit to the Department for approval all appropriate plans and specifications
covering the project. The Department will review all plans and specifications and will issue to the Agency a written
approval with any approved portions of the project and comments or recommendations covering any remainder of the
project deemed appropriate. After resolution of these comments and recommendations to the Department's satisfaction,
the Department will issue to the Agency a written approval with said remainder of the project. Failure to obtain this written
approval shall be sufficient cause of nonpayment by the Department.
13.09 Right -of -Way Certification: Upon completion of right-of-way activities on the project, the Agency must certify
compliance with all applicable federal and state requirements. Certification is required prior to d
a vemsement for or
STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION 525-01D-40
LOCAL AGENCY PROGRAM AGREEMENT PROJECT MANAGEMENT OFFICE
03/07
Page 11
solicitation of bids for construction of the project, including those projects for which no right-of-way is required.
13.10 Agency Certification: The Agency will certify in writing, prior to project closeout, that the project was completed in
accordance with applicable plans and specifications, is in place on the Agency's facility, adequate title is in the Agency's
name, and the project is accepted by the Agency as suitable for the intended purpose.
13.11 Agreement Format: All words used herein in the singular form shall extend to and include the plural. All words
used in the plural form shall extend to and include the singular. All words used in any gender shall extend to and include
all genders.
13.12 Execution of Agreement: This Agreement may be simultaneously executed in a minimum of two counterparts,
each of which so executed shall be deemed to be an original, and such counterparts together shall constitute one in the
same instrument.
13.13 Restrictions on Lobbying:
Federal: The Agency agrees that no federally -appropriated funds have been paid, or will be paid by or on behalf of the
Agency, to any person for influencing or attempting to influence any officer or employee of any federal agency, a Member
of Congress, an officer or employee of Congress or an employee of a Member of Congress in connection with the
awarding of any federal contract, the making of any federal grant, the making of any federal loan, the entering into of any
cooperative agreement, and the extension, continuation, renewal, amendment or modification of any federal contract,
grant, loan or cooperative agreement.
If any funds other than federally -appropriated funds have been paid by the Agency 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
Congress or an employee of a Member of Congress in connection with this Agreement, the undersigned shall complete
and submit Standard Form-LLL, "Disclosure Form to Report Lobbying," in accordance with its instructions.
The Agency shall require that the language of this paragraph be included in the award documents for all subawards at all
tiers (including subcontracts, subgrants, and contracts under grants, loans, and cooperative agreements) and that all
subrecipients shall certify and disclose accordingly.
State: No funds received pursuant to this contract may be expended for lobbying the Legislature, the judicial branch or a
state agency.
13.14 Maintenance: The Agency agrees to maintain any project not on the State Highway System constructed under this
Agreement. If the Agency constructs any improvement on Department right-of-way, the Agency ® will ❑ will not
maintain the improvements made for their useful life.
13.15 Vendors Rights: Vendors (in this document identified as the Agency) providing goods and services to the
Department should be aware of the following time frames. Upon receipt, the Department has 5 working days to inspect
and approve the goods and services unless the bid specifications, purchase order or contract specifies otherwise. The
Department has 20 days to deliver a request for payment (voucher) to the Department of Financial Services. The 20 days
are measured from the latter of the date the invoice is received or the goods or services are received, inspected, and
approved.
If a payment is not available within 40 days after receipt of the invoice and the receipt, inspection, and approval of goods
and services, a separate interest penalty in accordance with Section 215.422(3)(b), Florida Statutes, will be due and
payable in addition to the invoice amount to the Agency. Interest penalties of less than one $1 will not be enforced unless
the Agency requests payment. Invoices which have to be returned to the Agency because of Agency preparation errors
will result in a delay in the payment. The invoice payment requirements do not start until a properly completed invoice is
provided to the Department.
A Vendor Ombudsman has been established within the Department of Financial Services. The duties of this individual
include acting as an advocate for Agencies who may be experiencing problems in obtaining timely payment(s) from the
Department. The Vendor Ombudsman may be contacted at 850-410-9724 or by calling the State Comptroller's Hotline, 1-
800-848-3792.
STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION
LOCAL AGENCY PROGRAM AGREEMENT
sTOFFICE
PROJECT MANAGEMENT OFFIE
CE
0307
Page 12
IN WITNESS WHEREOF, the parties have caused these presents to be executed the day and year first above written.
AGENCY MONROE COUNTY
BOARD OF C UNTY C SSIONEgS
By:
Tam : Sy/ 4 J. M�rPtiy
Attest:
`
Title: O AN'N L. HOLHAGE, Clerk
As to �fliNt�
STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION
Name. /,/(r _ i y•
Title:
Attest:
Title:
J . vo
As to form: 71,
Attorney District Attorney
See attached Encumbrance Form for date of funding approval by Comptroller.
MONROE COUNTY ATTORNEY
rAPP�O)1/ED AS TO FORM:
tiUXAN M. GRIMSL
ASSISTANT COUNTY ATTORNEY
Date 3p ;
STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION
LOCAL AGENCY PROGRAM AGREEMENT 5oI
PROJECT MANAGEMENTT OFFICCEE
0&06
Page
EXHIBIT "A"
PROJECT DESCRIPTION AND RESPONSIBILITIES
FPN: 428298-1
This exhibit forms an integral part of the Agreement between the State of Florida, Department of Transportation and
Monroe County Board of County Commissioners
Dated
PROJECT LOCATION:
The project is x is not on the National Highway System.
The project x is _ is not on the State Highway System.
PROJECT DESCRIPTION:
The Florida Keys Scenic Highway corridor was recently designated as an All -American Road. Monroe County is
developing a standardized "wayfinding" signage system that will provide consistency and remove existing sign clutter
along the corridor. This project will be designed in concert with the scenic highway program and the Florida Keys
Overseas Heritage Trail to promote economic benefits for Monroe County businesses and citizenry.
SPECIAL CONSIDERATIONS BY AGENCY:
None
SPECIAL CONSIDERATIONS BY DEPARTMENT:
None
STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION
LOCAL AGENCY PROGRAM AGREEMENT
EXHIBIT "B"
SCHEDULE OF FUNDING
AGENCY NAME &BILLING ADDRESS FP
Monroe County Board of County Commissioners 428298-1
Name: All -American Road Sianaoe
Termini: US 1 Corridor - MM 0 — MM 110
TYPE OF WORK By Fiscal Year
Planning 2007-2008
2008-2009
I Total Planning Cost
Project Development & Environment (PD&E)
2006-2007
2007-2008
2008-2009
Total PD&E Cost
Design 2006-2007
2007-2008
2008-2009
2009-2010
Total Design Cost
Right -of -Way 2006-2007
2007-2008
2008-2009
Total Right -of -Way Cost
Construction
2008-2009
2009-2010
2010-2011
I otal Construction Cost
Construction Engineering and Inspection (CEI)
2008-2009
2009-2010
2010-2011
Total CEI Cost
I Construction and
AL COST OF THE
PROJECT DESCRIPTION
525-010•a0
PROJECT MANAGEMENT OFFICE
06/06
Page
TOTAL I AGENCY I STATE &
80,000 0 80.000
970,000 0 970,000
50,000 0 50,000
1.100, 000 0 11,100,000
The Department's fiscal year begins on July 1. For this project, funds are not projected to be available until after the 1st of July of
each fiscal year. The Department will notify the Agency, in writing, when funds are available.
RFQ for CEI Services All American Road Wayfinding Sign Project
SECTION FOUR: RESPONSE FORMS
RESPONSE FORM
RESPOND TO: MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
c/o PURCHASING DEPARTMENT
GATO BUILDING, ROOM 2-213
1100 SIMONTON STREET
KEY WEST, FLORIDA 33040
I acknowledge receipt of Addenda No.(s)
I have included:
o The Submission Response Form
o Lobbying and Conflict of Interest Clause
o Non -Collusion Affidavit
o Drug Free Workplace Form
o Respondent's Insurance and Indemnification Statement
o Insurance Agent's Statement
o Certification of Disclosure of Lobbying Activities on Federal Aid Contracts
o Certification Regarding Debarment, Suspension, Ineligibility and
Voluntary Exclusion for Federal Aid Contracts
In addition, I have included a current copy of the following professional and occupational licenses:
(Check mark items above, as a reminder that they are included.)
Mailing Address:
Signed:
(Name)
(Title)
Witness:
Telephone:
Fax:
Date:
(Seal)
ME!
RFQ for CEI Services All American Road Wayfinding Sign Project
ETHICS CLAUSE
LOBBYING AND CONFLICT OF INTEREST CLAUSE
SWORN STATEMENT UNDER ORDINANCE NO. 010-1990
MONROE COUNTY, FLORIDA
(Company)
warrants that he/it has not employed, retained or otherwise had act on his/its behalf any former
County officer or employee in violation of Section 2 of Ordinance No. 010-1990 or any County officer or
employee in violation of Section 3 of Ordinance No. 010-1990. For breach or violation of this provision the
County may, in its discretion, terminate this Agreement without liability and may also, in its discretion, deduct
from the Agreement or purchase price, or otherwise recover, the full amount of any fee, commission,
percentage, gift, or consideration paid to the former County officer or employee".
(Signature)
Date:
STATE OF:
COUNTY OF:
Subscribed and sworn to (or affirmed) before me on
(date) by
known to me or has produced
identification. (type of identification)
(name of affiant). He/She is personally
NOTARY PUBLIC
My commission expires:
as
-45-
RFQ for CEI Services All American Road Wayfinding Sign Project
NON -COLLUSION AFFIDAVIT
I, of the city of
according to law on my oath, and under penalty of perjury, depose and say that:
1. I am
of the firm of
the bidder making the Proposal for the project described in the Request for
Qualifications for:
and that I executed the said proposal with full authority to do so:
2. the prices in this bid have been arrived at independently without collusion, consultation,
communication or agreement for the purpose of restricting competition, as to any matter
relating to such prices with any other bidder or with any competitor;
3. unless otherwise required by law, the prices which have been quoted in this bid have
not been knowingly disclosed by the bidder and will not knowingly be disclosed by the
bidder prior to bid opening, directly or indirectly, to any other bidder or to any
competitor; and
4. no attempt has been made or will be made b the bidder to induce any other person,
partnership or corporation to submit, or not to submit, a bid for the purpose of restricting
competition;
5. the statements contained in this affidavit are true and correct, and made with full
knowledge that Monroe County relies upon the truth of the statements contained in this
affidavit in awarding contracts for said project.
(Signature of Respondent) (Date)
STATE OF:
COUNTY OF:
PERSONALLY APPEARED BEFORE ME, the undersigned authority,
who, after first being sworn by me, (name of individual signing) affixed his/her signature in the
space provided above on this day of 20
NOTARY PUBLIC
My Commission Expires:
Ertl
RFQ for CEI Services All American Road Wayfinding Sign Project
DRUG -FREE WORKPLACE FORM
The undersigned vendor in accordance with Florida Statute 287.087 hereby certifies that:
(Name of Business)
1. Publish a statement notifying employees that the unlawful manufacture, distribution, dispensing,
possession, or use of a controlled substance is prohibited in the workplace and specifying the
actions that will be taken against employees for violations of such prohibition.
2. Inform employees about the dangers of drug abuse in the workplace, the business's policy of
maintaining a drug -free workplace, any available drug counseling, rehabilitation, and employee
assistance programs, and the penalties that may be imposed upon employees for drug abuse
violations.
3. Give each employee engaged in providing the commodities or contractual services that are
under bid a copy of the statement specified in subsection (1).
4. In the statement specified in subsection (1), notify the employees that, as a condition of working
on the commodities or contractual services that are under bid, the employee will abide by the terms
of the statement and will notify the employer of any conviction of, or plea of guilty or nolo
contendere to, any violation of Chapter 893 (Florida Statutes) or of any controlled substance law of
the United States or any state, for a violation occurring in the workplace no later than five (5) days
after such conviction.
5. Impose a sanction on, or require the satisfactory participation in a drug abuse assistance or
rehabilitation program if such is available in the employee's community, or any employee who is so
convicted.
6. Make a good faith effort to continue to maintain a drug -free workplace through implementation
of this section.
As the person authorized to sign the statement, I certify that this firm complies fully with the above
requirements.
Respondent's Signature
Date
NOTARY PUBLIC
My Commission Expires:
EIVA
RFQ for CEI Services All American Road Wayfinding Sign Project
Respondent's Insurance and Indemnification Statement
Insurance Requirement
Worker's Compensation
Employer's Liability
General Liability
Vehicle Liability
Professional Liability
Required Limits
Statutory Limits
$100,000/$5000,000/$1,000,000
$300,000 per Person, $500,000 per
Occurrence, $200,000 Property Damage or
$500,000 Combined Single Limit
$200,000 per Person, $300,000 Per
occurrence, $200,000 Property Damage or
$300,000 Combined Single Limit
$300,000 per occurrence
$500,000 aggregate
IDEMNIFICATION AND HOLD HARMLESS FOR CONSULTANTS AND SUBCONSULTANTS
The CONSULTANT covenants and agrees to indemnify and hold harmless COUNTY/Monroe County and
Monroe County Board of County Commissioners, its officers and employees from liabilities, damages, losses
and costs, including but not limited to, reasonable attorneys' fees, to the extent caused by the negligence,
recklessness, or intentional wrongful conduct of the CONSULTANT, subcontractor(s) and other persons
employed or utilized by the CONSULTANT in the performance of the contract.
In the event that the completion of the project (to include the work of others) is delayed or suspended as a
result of the CONSULTANT' failure to purchase or maintain the required insurance, the CONSULTANT
shall indemnify the County from any and all increased expenses resulting from such delay. Should any
claims be asserted against the COUNTY by virtue of any deficiency or ambiguity in the plans and
specifications provided by the CONSULTANT, the CONSULTANT agrees and warrants that CONSULTANT
shall hold the County harmless and shall indemnify it from all losses occurring thereby and shall further
defend any claim or action on the County's behalf.
The first ten dollars ($10.00) of remuneration paid to the CONSULTANT is consideration for the
indemnification provided for above.
The extent of liability is in no way limited to, reduced, or lessened by the insurance requirements contained
elsewhere within this agreement.
This indemnification shall survive the expiration or earlier termination of the Agreement.
RESPONDENT'S STATEMENT
I understand the insurance that will be mandatory if awarded the contract and will comply in full with all the
requirements.
Respondent
Signature
ISHE
RFQ for CEI Services All American Road Wayfinding Sign Project
INSURANCE AGENT'S STATEMENT
I have reviewed the above requirements with the bidder named below. The following deductibles
apply to the corresponding policy.
POLICY
Liability policies are Occurrence
Insurance Agency
DEDUCTIBLES
Claims Made
Signature
Print Name:
EQ2
STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION 375-030-33
CERTIFICATION FOR DISCLOSURE OF LOBBYING ACTIVITIES PROCUREMENT
ioroi
ON FEDERAL -AID CONTRACTS
(Compliance with 49CFR, Section 20.100 (b))
The prospective participant certifies, by signing this certification, that to the best of his or her knowledge
and belief:
(1) No federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, 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 Congress, or an employee of a Member of Congress in
connection with the awarding of any federal contract, the making of any federal grant, the making of any
federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal,
amendment, or modification of any federal contract, grant, loan, or cooperative agreement.
(2) If any funds other than federal 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 Congress, or an employee of a Member of Congress in connection
with this federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and
submit Standard Form-LLL, "Disclosure of Lobbying Activities", in accordance with its instructions.
(Standard Form-LLL can be obtained from the Florida Department of Transportation's Professional
Services Administrator or Procurement Office.)
This certification is a material representation of fact upon which reliance was placed when this transaction
was made or entered into. Submission of this certification is a prerequisite for making or entering into this
transaction imposed by Section 1352, Title 31, U.S. Code. Any person who fails to file the required
certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for
each such failure.
The prospective participant also agrees by submitting his or her proposal that he or she shall require that
the language of this certification be included in all lower tier subcontracts, which exceed $100,000 and
that all such subrecipients shall certify and disclose accordingly.
Name of Consultant:
By:
Authorized Signature:
Title:
Date:
STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION 375-030-32
CERTIFICATION REGARDING DEBARMENT, SUSPENSION, PROCURE 10ENT
01
INELIGIBILITY AND VOLUNTARY EXCLUSION FOR FEDERAL
AID CONTRACTS
(Compliance with 49CFR, Section 29.510)
(Appendix B Certification]
It is certified that neither the below identified firm nor its principals are presently suspended, proposed for
debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal
department or agency.
Name of Consultant:
0
Authorized Signature
Title:
Date:
Instructions for Certification
1 . By signing and submitting this certification with the proposal, the prospective lower tier participant is providing the certification
set out below.
2. The certification in this clause is a material representation of fact upon which reliance was placed when this transaction was
entered into. If it is later determined that the prospective lower tier participant knowingly rendered an erroneous certification, in
addition to other remedies available to the Federal Government, the Department may pursue available remedies, including
suspension and/or debarment.
3. The prospective lower tier participant shall provide immediate written notice to the person to which this proposal is submitted. If
at any time the prospective lower tier participant learns that its certification was erroneous when submitted or has become
erroneous by reason of changed circumstances.
4. The terms 'covered transaction', 'debarred', 'suspended', 'ineligible', 'lower tier covered transaction','participant', 'person', primary
covered transaction', 'principal', 'proposal', and 'voluntarily excluded', as used in this clause, have the meanings set out in the
Definitions and Coverage sections of the rules implementing Executive Order 12549. You may contact the person to which this
proposal is being submitted for assistance in obtaining a copy of those regulations.
5. The prospective lower tier participant agrees by submitting this proposal that, should the proposed covered transaction be
entered into, it shall not knowingly enter into any lower tier covered transaction with a person who is debarred, suspended, declared
ineligible, or voluntarily excluded from participation in this covered transaction, unless authorized by the Department or agency with
which this transaction originated.
6. The prospective lower tier participant further agrees by submitting this proposal that it will include this clause titled "Appendix B:
Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion - Lower Tier Covered Transaction", without
modification, in all lower tier covered transactions and in all solicitations for lower tier covered transactions.
7. A participant in a covered transaction may rely upon a certification of a prospective participant in a lower tier covered transaction
that it is not debarred, suspended, ineligible, or voluntarily excluded from the covered transaction, unless it knows that the
certification is erroneous. A participant may decide the method and frequency by which it determines the eligibility of its principals.
Each participant may, but is not required to, check the Nonprocurement List.
8. Nothing contained in the foregoing shall be construed to require establishment of a system of records in order to render in good
faith the certification required by this clause. The knowledge and information of a participant are not required to exceed that which
is normally possessed by a prudent person in the ordinary course of business dealings.
9. Except for transactions authorized under paragraph 5 of these instructions, if a participant in a covered transaction knowingly
enters into a lower tier covered transaction with a person who is suspended, debarred, ineligible, or voluntarily excluded from
participation in this transaction, in addition to other remedies available to the Federal Government, the Department may pursue
available remedies, including suspension and/or debarment.