March 9, 2001



January 8, 2021Optimus Primus, P.E. o.primus@Project ManagerPrime Design Group Inc.Re:Request for Fee Proposal – Jogger’s Trail from Palm Way to Pine Street ?I am pleased to advise you that your firm has been selected for the Jogger’s Trail from Palm Way to Pine Street project contract. You are requested to provide a fee proposal in accordance with the attached instructions. Please submit the fee proposal to the Procurement Office by 5:00 PM Eastern Time on Friday, January 25th, 2021.The project manager and this office will review your fee proposal. A negotiation teleconference will be scheduled to resolve any questions arising from our review, if necessary.I look forward to working with you on this project. You may contact me at (305) XXX-XXXX if you have any questions regarding this request.Sincerely,A. MerlinArthur MerlinContract AnalystProcurement Officecc: Peter LePieper, P.E.Nick S. Klaus, MBA The Village is required to make a determination that the rates proposed by a consultant are fair, reasonable, and competitive before contracting with that consultant. The consultant is required to submit a fee proposal with sufficient supporting documentation to allow the Village’s reviewer(s) to determine the basis for the cost elements contained in the fee proposal. To allow ready adoption of the negotiated rates into a contractual document, it is requested that the following information be provided in the Automated Fee Proposal (AFP) Spreadsheet. The spreadsheet and a user’s guide with examples can be downloaded from: use the spreadsheet, please note the following:The spreadsheet is in Microsoft Excel format.When you open the spreadsheet, you will be notified that it contains macros. Select "Enable macros" button.As you fill out each page, click on the "Updated Info" button to advance to the next tab on the spreadsheet.You will only need to fill out the spreadsheet from the Elements tab to the Loaded Rates tab.If you have any questions that are not answered by the User's Guide, you may contact me at (305) XXX-XXXX.You can return the completed spreadsheet via e-mail in "zipped" format. The spreadsheet will be too large to e-mail in an uncompressed (non-zipped) format.If you are unable to use the spreadsheet, please contact me at the above number.Consultant Fee Proposals for Project Specific ContractsThe following are items required in the Automated Fee Schedule Spreadsheet:List of Compensation Elements – Please identify the compensation elements as “Basic Services”.General Contract Information – This information should be entered at the top of the Consultant Information section:Ad Number: ABC123445606Planned Start Date: 11/20/2020(Note: This is the tentative execution date for the contract.)Planned End Date: 10/29/2021List of Proposed Consultants – List the prime consultant as well as any proposed subconsultants along with their Federal Employee Identification (FEID) numbers. All FEID numbers should be preceded by the letter “F”, for example “F123456789”.Current Salary Rates – The employees anticipated to be used should be entered in the Employee Information tab, grouped by firm and work class with their current salaries identified in the Actual Salary column. Work classes must conform to the drop-down list provided under the Position Name column. For more information on this list of job classes, please refer to the Florida Department of Transportation’s (FDOT) latest Negotiations Guidelines from FDOT’s website: Support for Current Salary Rates – A payroll register showing the current salaries of employees proposed for the project must be provided to support the current salaries you provided in the Employee sheet.Support for Job Classification – Resumes must be included for all staff listed within the Automated Fee Proposal in order to show work related duties associated with their proposed wage rates. Please be sure to include any education, certifications, licensure, license number, year, and State where license was received, and the total years of experience on resumes.Proposed Salary Multipliers - Proposed salary multipliers should be provided under the Consultants tab for the prime consultant as well as any sub-consultants. The Village’s policy is to accept properly audited overhead, Facilities Capital Cost of Money (FCCM), and Direct Expense rates. Operating margin is negotiated for each contract based on project complexity, degree of financial risk assumed by the consultant, cost control efforts, and project schedule requirements. Use the Operating Margin Justification form (Form No. 375-030-82). Operating Margin Criteria Range Project Complexity 5% to 7% Degree of Risk (Financial) 3% to 5% Project Schedule 1% to 3% Cost Control Efforts 3% to 27% Total Operating Margin Points 12% to 42% Contract Duration Adjustment Factor (CDAF): The section of the Operating Margin Justification Form regarding Contract Duration Adjustment Factor (CDAF) is not applicable to the Village’s contracts. CDAF for this project will be 0%.Prime and subconsultant’s current FDOT Pre-qualification Letter must be provided. Firms that do not have an FDOT Pre-qualification letter must complete the Self-Certification process: Non-technically qualified firms or non-professional services firms can submit the Simplified Self-Certification for Non-Professional Services Firms, Form No. 375-030-92 to FDOT’s Procurement office. Consultants performing work less than $500,000 who desire to pre-establish reimbursement rates for presentation during contract negotiations may, as an option, submit a self-certified reimbursement rate to the FDOT’s State Procurement Office (see FDOT Form No. 375-030-51 Self-Certification of Accounting System and Reimbursement Rates). Contact Information to Central Office Procurement: Proposed Unit Rates – For services where unit rates are normally used, these may be proposed in the Loaded Rates section of the spreadsheet. Proposed Direct Expenses - Only subconsultants without an approved overhead audit, and whose total fees will be less than $500,000, may propose itemized direct expenses. These may only be items not typically logged as indirect costs in the accounting system. NOTE: When the Consultant is reimbursed on the basis of an audited direct expense rate (as referenced in the FDOT prequalification letter), the Consultant firm shall not be reimbursed for itemized direct expenses on the contract.Estimate of Work Effort and Fee – An estimate of work effort and fee is required for this contract.Fee Schedules: List of pay items for defined services measured in unit prices; each consultant firm publishes a unique fee schedule of prices for the services. These fees may be negotiated.Insurance Verification - The Consultant shall provide a general liability insurance policy or policies with a company or companies authorized to do business in Florida, affording public liability insurance with combined bodily injury limits of at least $200,000 per person and $300,000 each occurrence, and property damage insurance of at least $200,000 each occurrence, for the services to be rendered in accordance with the Agreement. The Consultant shall also carry Workers’ Compensation Insurance as required by the State of Florida under the Workers’ Compensation Law. With respect to any general liability insurance policy required pursuant to this Agreement, all such policies shall be issued by companies licensed to do business in the State of Florida. The Consultant shall provide to the Recipient certificates showing the required coverage to be in effect with endorsements showing the Florida Department of Transportation to be an additional insured prior to commencing any work under this Agreement. Policies that include Self Insured Retention will not be accepted. The certificates and policies shall provide that in the event of any material change in or cancellation of the policies reflecting the required coverage, thirty days advance notice shall be given to the Recipient or as provided in accordance with Florida law.MyFloridaMarketPlace verification: All Vendors (Prime and Subconsultants) must be registered in MyFloridaMarketPlace to be able to perform these services. ................
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