ADDENDUM NO. 2 FLORIDA DEPARTMENT OF TRANSPORTATION ADDENDUM NO. 2 DATE: September 13, 2013 RE: RFP Number: Description: Districtwide Right of Way Asbestos Consulting Services. CHANGE: Removes Section 8.0 Liquidated Damages from the Exhibit B Method of Compensation Page B-3 B-5. All other requirements and information will remain the same. Revised Notice is hereby given of the following changes to the above-referenced RFP: Vendors MUST acknowledge receipt of this Addendum by completing and returning to the Procurement Office, by no later than the time and date of the replies due date. Failure to do so may subject the vendor to disqualification. Tanisha Boynton Procurement Agent Vendor Name Vendor Address Submitted by Signature Type/Print Name Failure to file a protest within the time prescribed in Section 120.57(3), Florida Statutes, shall constitute a waiver of proceedings under Chapter 120, Florida Statutes. 1
SAMPLE EXHIBIT B METHOD OF COMPENSATION Exhibit B SAMPLE Method of Compensation 1.0 PURPOSE This exhibit defines the limits and method of compensation to be made to the Vendor for the services set forth in Exhibit A, Scope of Services, and the method by which payments shall be made. 2.0 ASSIGNMENT OF WORK The Department shall request Vendors services on an as-needed basis. Services to be provided on each project will be initiated and completed as directed by the Project Manager or his/her designated representative. A Letter of Authorization (LOA) will be issued for each work task outlined in this agreement. These work tasks include: 1) Asbestos Survey and Report 2) Operation and Maintenance (O & M) Plan 3) Asbestos Airborne Fiber Assessment 4) O & M Plan Implementation 5) Abatement Specifications 6) Asbestos Abatement Supervision and Demolition Monitoring 7) Abatement and Demolition Final Clearance Report. 3.0 ESTABLISHMENT OF LETTER OF AUTHORIZATION AMOUNT For each request for a fee proposal received from the Department the Vendor, following the Scope of Services as set forth in Exhibit A, shall prepare an estimate of work and price based on the rates established in Exhibit C, Price Proposal, attached hereto and made a part hereof. Once the required units have been agreed upon between the Vendor and the Department, a Letter of Authorization (LOA) shall be issued by the Department. The Project Manager shall obtain fund approval for each authorization by an approved encumbrance prior to issuing the LOA. The LOA shall specify the parcel(s) to be addressed, services/tasks to be performed and the amount of compensation to be paid. If minor repairs are necessary to maintain the structure in a safe condition, particularly during roof sampling, such repairs shall be performed solely at the Vendor s cost. No work shall be performed until the LOA has been executed by the Department and the Vendor. 4.0 NO GUARANTEE This Agreement retains the Vendor to provide services on an as-needed basis for a fixed period of time. The Department reserves the right not to have the contracted services performed on all parcels. The number of parcels and the amount of work authorized shall be at the sole direction of the Department. B-1
Exhibit B SAMPLE Method of Compensation 5.0 COMPENSATION For the satisfactory completion of services requested in each Letter of Authorization (LOA), the Vendor shall be paid a Unit Amount for each completed task as established in the LOA but the total of the Unit Amounts shall not exceed the amount authorized in the LOA. Additional compensation shall not be given for any remedial action taken to correct any revisions requested by the Department. The Maximum Limiting Amount of $975,000.00 shall not be exceeded by the cumulative total of all LOA for the term of this Agreement. 6.0 PROGRESS PAYMENTS The Vendor shall submit to the Project Manager, or his/her designated representative, in quadruplicate, invoices for each authorization in a format acceptable to the Department. The invoice amounts shall designate the parcel number and work task completed. Progress reports that describe, in detail, the work performed on each task will be submitted to the Department concurrently with the monthly invoice. The Vendor agrees to allow the Department ten (10) working days to approve the services. Payment shall be due to the Vendor upon satisfactory completion of each authorized work task as follows: Task 1 Asbestos Survey and Report 100% payment of established unit amount upon Department s written approval of the final survey report. Task 2 Operation and Maintenance Plan 100% payment of established unit amount upon distribution of the final Operation and Maintenance Plan. Task 3 Asbestos Airborne Fiber Assessment 100% payment of the authorized cumulative daily shift rates for the work actually completed upon approval of the assessment report or other appropriate document. Task 4 O & M Plan Implementation 100% payment of the authorized cumulative daily shift rates for work actually completed upon acceptance of the final O & M reporting documents by the Department. Task 5 Abatement Specifications 100% payment of established unit amount (per set of specifications) upon Department approval of the final asbestos abatement specifications on the parcel. B-2
Exhibit B SAMPLE Method of Compensation Task 6 Asbestos Abatement Supervision and Demolition Monitoring 100% payment of the authorized cumulative daily shift rates for the work actually completed upon acceptance by the Department of the Final Clearance Certification Letter or completion of demolition field operations. Task 7 Abatement and Demolition Final Clearance Report 100% of the established unit amount for each Final Abatement Clearance or Demolition Summary Report accepted by the Department. Invoices shall be submitted to: Florida Department of Transportation Right of Way Property Management 3400 West Commercial Blvd. Fort Lauderdale, Florida 33309 The Vendor has certified that % DBE utilization would be achieved for this contract. If DBE utilization was certified, DBE payments are to be input each month at the following link: https://www3.dot.state.fl.us/equalopportunityoffice/bizweb/ New users reporting DBE payments will need to contact the FDOT Service Desk at FDOT.ServiceDesk@dot.state.fl.us to get a BizWeb user ID and password to access the application. 7.0 DAILY SHIFT RATE It is anticipated that all asbestos consulting operations will be conducted during normal working hours, Monday through Friday, although, in special circumstances, adjustments to these time frames may be necessary. No adjustments will be made for premium time, such as weekends, holidays and overtime. A Daily Shift Rate unit is an eight-hour work day. If the Consultant/Vendor works more or less than the average eight-hour shift, the daily rate may be prorated in increments of a quarter of a shift (or two hours). The number of daily shift rates required for each designated project task will be determined prior to the issuance of a Letter of Authorization (LOA). 8.0 DETAILS OF COSTS AND FEES Details of costs and fees for the performance of the Vendor s services are attached as Exhibit C, Price Proposal. 9.0 TANGIBLE PERSONAL PROPERTY: This contract does not involve the purchase of Tangible Personal Property, as defined in Chapter 273, F.S. B-3
EXHIBIT C BID SHEET PLEASE REAL ALL INSTRUCTIONS CAREFULLY BEFORE COMPLETING THIS FORM. Enter your Company s Name, Owner/President/Authorized Signature and date at the bottom of Page C-5 of C-5. Failure to provide and documents requested will constitute a Non-Responsive Proposal and shall not be considered. Because the points awarded to each Vendor are determined by the prices submitted, Proposer s are advised of the following: Alterations to this Exhibit C - Price Proposal, will in effect cause this Proposal to become a Conditional Proposal and will be found non-responsive and shall not be considered. Do Not Re-create, Modify or Replace the Department s with your own version. Do Not Change the Department s Estimated Unit Amounts. The Vendor MUST provide a Price on ALL Items. Fill in all blank areas with a dollar figure. A firm price for each blank on Exhibit C Price Proposal shall be provided by the Vendor. If a 0 (zero) is entered, then that is the fee the Vendor will receive if contracted to do the work. If a space is left blank, a space is marked N/A, or the Department s is not utilized by the Vendor, the proposal will be considered non-responsive. 1.0 GENERAL This exhibit contains the necessary information required to establish unit rates for Asbestos Consulting Services outlined in Exhibit A - Scope of Services. The attached Asbestos Consulting Services Price Form shall be used to establish unit rates for the requested asbestos consulting services. All unit rates submitted shall denote NOT-TO-EXCEED amounts for the applicable asbestos consulting tasks and shall include all overhead, fee, salary burden, travel, equipment, laboratory, incidental administrative, and all other direct and indirect costs. 2.0 PRICING OF SERVICES Asbestos Consulting Services are divided into eight general categories: asbestos survey and report; operation and maintenance (O & M) plan; asbestos airborne fiber assessment; O & M plan implementation; preparation of abatement specifications; contract administration; asbestos abatement; and demolition supervision and final clearance report. The format for pricing these services is structured in order to determine a Maximum Level of Compensation for the project. The pricing format is based on unit amounts and shift rates, which shall determine the total compensation required to properly complete all activities pursuant to each program task outlined in the Exhibit A - Scope of Services. C-1 of C-5
Task 1 Asbestos Survey and Report Asbestos survey and reporting activities shall be priced on a per unit rate basis. The unit rate shall cover all activities necessary to distribute the final survey report, including, but not limited to, the inclusion of the Department s standard O & M Plan for unoccupied buildings. Unit rates shall also be provided for each type of designated facility. Task 2 Operation and Maintenance Plan An O & M Plan shall be prepared for each parcel that has been identified as ACM containing and is to be occupied for an extended period of time. The O & M Plan shall reflect that the facility is to be vacated and demolished in the near future. A unit rate shall be established on a per unit basis for the preparation and distribution of an O & M Plan. Separate unit rates shall be provided for the two types of O & M Plans, letter and full-scale, outlined in Sections 9.6.1 and 10.0 of Exhibit A - Scope of Services. Task 3 Asbestos Airborne Fiber Assessment Air sampling, analysis, and reporting activities shall be priced on a daily shift rate and shall include the cost of all activities needed to adequately assess and report levels of airborne asbestos fiber for a designated parcel. The daily shift rate shall be based on an average 8-hour workday and shall follow the criteria for compensation outlined in Section 7.0 of Exhibit B - Method of Compensation. Authorization for an Asbestos Airborne Fiber Assessment will be provided on an as-needed basis. If the Consultant works more or less than the average eight-hour shift, the daily rate may be prorated in increments of one-quarter (¼) of a shift (or two hours). The number of daily shift rates required for each project will be determined prior to each work authorization. This will not be used in conjunction with Task 6, which includes fiber assessment. Task 4 O & M Plan Implementation O & M Plan Implementation, including re-inspection activities, shall be priced utilizing a daily shift rate, which shall be inclusive of all costs necessary to perform and report all O & M activities. While air monitoring services may be required as part of O & M Plan Implementation, the cost of air monitoring services shall be included in Task 3. The daily shift rate shall be based on an average 8-hour workday and shall follow the criteria for compensation outlined in Exhibit B - Method of Compensation. If the Consultant works more or less than the average eight-hour shift, the daily rate may be prorated in increments of one-quarter (¼) of a shift (or two hours). The number of daily rates required for each project will be determined prior to each work authorization. Task 5 Abatement Specifications A single unit cost shall be established for all activities required to produce a set of approved Abatement Specifications. The Abatement Specifications shall include parcel specific technical specifications for the removal of asbestos-containing material (ACM). C-2 of C-5
Task 6 Asbestos Abatement Supervision and Demolition Monitoring Asbestos Abatement Supervision and Demolition Monitoring shall be priced on a daily shift rate for each category, inclusive of all related activities. Each shift rate shall include all costs associated with conducting on-site asbestos abatement supervision or demolition monitoring, air sampling and analysis, final clearance inspection and certification, and other activities as outlined in Exhibit A - Scope of Services, for an eight-hour work day (a daily shift rate). It is anticipated that all abatement and/or demolition operations will be conducted during normal working hours, Monday through Friday, although in special circumstances, adjustment to these time frames may be necessary. No cost adjustments will be made for premium time, such as weekends, holidays and overtime. Each daily shift rate unit shall be based on one, eight-hour workday. If the Consultant works more or less than the average eight-hour shift, the daily rate may be prorated in increments of one-quarter (¼) of a shift (or two hours). The number of daily shift rates required for each project will be determined prior to each work authorization. Task 7 Abatement and Demolition Final Clearance Report Final clearance reports will be compensated on a unit rate basis per report. Reports will be prepared for each parcel upon completion of asbestos abatement clearance and/or demolition activities, as specified in each work authorization. Separate unit rates shall be established for each of the two types of final clearance reports. Cost of air monitoring required under Final Clearance Report is to be included in Task 3 (Asbestos Airborne Fiber Assessment). C-3 of C-5
FLORIDA DEPARTMENT OF TRANSPORTATION ASBESTOS CONSULTING SERVICES BID SHEET TASK 1 UNIT PRICE UNITS PRICE Asbestos Survey and Report (by following unit types): Residential Facility: X 25 = $ Commercial Facility: X 20 = $ (less than 10,000 square feet in size) Commercial Facility: X 10 = $ (greater than 10,000 square feet in size) Mobile Home: Building Cut Off: Inspection (no sampling): TASK 2 Operation and Maintenance Plan (by following unit types): Letter Plan: Full Scale Plan: TASK 3 Asbestos Airborne Fiber Assessment (unit is a shift rate): TASK 4 O&M Plan Implementation (unit is a shift rate): TASK 5 Abatement Specifications: TASK 6 Asbestos Abatement Supervision ( unit is a shift rate): Demolition Monitoring (unit is a shift rate): TASK 7 Final Clearance Report: Asbestos Abatement: Demolition Activities: X 25 = $ X 75 = $ X 200 = $ X 25 = $ X 50 = $ TOTAL ESTIMATED PRICE (IN DOLLARS): $ PRICE EVALUATION ONLY: The number of units specified may not match the actual number of parcels. The units shown on the price proposal are for price evaluation ONLY. The actual quantities for this agreement will be dependent on the number of tasks assigned. The unit cost per task shall apply for the full term of the agreement. C-4 of C-5
MFMP Transaction Fee: All payment(s) to the vendor resulting from this competitive solicitation WILL be subject to the 1% MFMP Transaction Fee in accordance with the attached Form PUR 1000 General Contract Condition #14. NOTE: In submitting a response, the bidder acknowledges they have read and agree to the solicitation terms and conditions and their submission is made in conformance with those terms and conditions. ACKNOWLEDGEMENT: I certify that I have read and agree to abide by all terms and conditions of this solicitation and that I am authorized to sign for the bidder. I certify that the response submitted is made in conformance with all requirements of the solicitation. Bidder: FEID#: Address: City,State,Zip: Phone: Fax: Email: Authorized Signature: Date: Printed/Typed: Title: C-5 of C-5