TRANSPORTATION COMMITTEE MEETING AGENDA October 9, 2018 – Registration 9 to 10am Meeting 10:00 am – 2pm EST Hyatt Regency Orlando International Airport 9300 Jeff Fuqua Blvd Regency Ballroom D, E, F  1) Call to Order 

a. Safety Briefing b. Pledge of Allegiance c. Attendance Roster ~ Please check in at ACEC Registration Desk 

 2) Approval of Minutes from July 2018 meeting (Exhibit 1)  3) Chair Welcome – Doug Geiger 

 4) Executive Director Report ‐ Allen Douglas 

5) Subcommittee Reports 

i) Liaison Committee – Nina Sickler 

District Liaisons (Exhibit 2) 

Liaison Committee mtg. Jan. 23, 2019 after Regional mtg. 

 

ii) Production Subcommittee – Paul Foley  

Task Teams 

Consultant Grading (Exhibit 3) 

Design positions (Exhibit 4) 

3D plans 

 

iii) DBE/SBE Subcommittee ‐ Aniruddha (Rudy) Gotmare  

iv) CEI Subcommittee – Jennifer Olson (Exhibit 5) 

v) Alternative Contracting Task Force / FICE FTBA Subc. ‐ Robert Carballo (Exhibit 6) 

 

vi) Specification Review Subcommittee – David O’Hagan 

 

vii) PD&E / Planning subcommittee ‐ Jeff Novotny 

 

viii) Expressway Subcommittee – Joe Gomez/Proxy (Exhibit 7) 

  

 

TRANSPORTATION COMMITTEE MEETING AGENDA   October 9, 2018 – Meeting 10:00 am – 2pm EST Page 2 of 2 

 6) Relations Committee Items – Doug Geiger 

i) 9/17/18 Meeting (Exhibit 8) 

ACEC‐FDOT Transportation Conf: 5/29 & 30/2019 

Consultant Training – GEC embedded 

Use of Field office rates 

Administrative cost reimbursement 

Liability for Individual Engineer 

In‐service Bridge Insp. audit CITS FDOT online training 

 

7) Procurement Related Items – Doug Geiger 

i) Discussion of Interviews 

ii) LOR/LOI new format for submission; video 

iii) Added information on Technical submittals 

iv) Payroll information requirements 

v) Clarification of Responses for Q&A 

vi) Steve Ferrell – Discussion on pricing Engineering Services 

vii) Exceptions: 

Design: Turnpike Ad – 20801 Project 439457‐4/‐5/‐7. Selection method Oral presentation in lieu of 

interview. 

GEC: Dist 5 Ad – 19456; Selection method LOR, Written proposal and Oral present (20 & 60 Q&A) and 10 

SME’s. 

Design: Dist 5 Ad 19516; Innovation on Multimodal corridors. Selection method Oral presentation. 

  

8) Check‐in Items – Doug Geiger 

i) Cap on Salaries 

ii) Escalation in Contracts 

iii) Identify negative inconsistencies for execution of work or selection  

 

9) FDOT Regional Meetings – Nina Sickler 

i) District 4, 6 & TPK – Jan 23, 2019 (Limit two (2) consultants per firm due to size) 

 

Guest Speaker – Mike Shannon, PE; FDOT Dist. Five (5) Secretary ‐ District Five (5) Overview    

 

10) Next Transportation Committee Meetings –  

Jan 8 ‐ Embassy Suites – Lake Buena Vista SOUTH 

April 9 ‐ Ft. Lauderdale/West Palm Beach – TBD 

July 9 – Holiday Inn Tampa Westshore 

 

11) Adjournment 

 

  

TRANSPORTATION COMMITTEE MEETING MINUTES July 10, 2018 

Holiday Inn Tampa Westshore  

 The July 10, 2018 meeting of the ACEC‐FL Transportation Committee was called to order by Doug Geiger, PE at 10:02 am.  Participating:  C. Brian  Alley  Connelly & Wicker Inc. Atiq  Alvi  T.Y. Lin International Xavier  Arroyo  Pevida Highway Designers, LLC Robert  Behar  R.J. Behar & Company Inc. David  Booher  Quigg Engineering Inc. Carmine  Borea  Finley Engineering Group Nicole  Borisenko  RS&H Sandra  Bucklew  Greenman‐Pedersen Inc. Murry  Bullion  SAM Surveying and Mapping, LLC Jay  Calhoun  VIBE Thomas  Capell  KCI Technologies, Inc. Tabatha  Carlton  Pond & Company Frank  Caruso  AIM Engineer & Survey Nancy  Clements  WGI David  Coleman  Inwood Consulting Engineers Inc. Scott  Collister  unassigned Kevin  Conlon  SAM Surveying and Mapping, LLC John  Dewey  HNTB Corporation Joseph  DiStefano  MC Squared Inc. Michael  Dixon  RS&H, Inc Ben  Doan  GHD North America Sean  Donahoo  AIM Engineering & Surveying Inc. Bill   Downey  RS &H Mike  Ehrhart  Maser Consulting PA Benjamin  Faust  DRMP Stephen  Ferrell  HDR Engineering Inc. Paul  Foley  Kisinger Campo & Associates Corp. Marci  Forbes  JMT Ryan  Forrestel  American Consulting Engineers of FL Dan  Foss  Eisman & Russo Inc. Douglas  Geiger  RS&H, Inc Derek  Gil  ELEMENT Engineering Group LLC Richard  Glass  GHD J. Scott  Gombar  Eisman & Russo Joe  Gomez  Keith and Schnars Naldo  Gonzalez  Gannett Fleming Inc. 

Edward  Gonzalez  RS&H, Inc Steve  Gordillo  WSP USA Inc. Mark  Gosselin  INTERA Incorporated Greg  Graden  JEA Construction Engineering Services Inc. Gordon  Greene  Patel, Greene & Associates PLLC Madriz  Guillermo  KCA Amy  Guisinger  Arehna Engineering Rhett  Harper  Jacobs Engineering Group Inc. Nick  Harrison  American Structurepoint Inc. Richard  Harrison  Kisinger Campo & Associates Corp. Daniel  Hart  H2R Corp Jacqueline  Hart  RS&H, Inc Kenneth  Hartmann  HNTB Corporation Frank  Heck  HNTB Corporation David  Hoover  Mott MacDonald James  Hubbard  Cardno Andrea  Jernigan‐Gwinn  Civil/Site Engineering Inc. Colin  Jewsbury  Ardaman & Associates Inc. Ananda  Kelley  Cardno John  Kimberly  Terracon Consultants Inc. Walter  Kloss  WGI Andre  Lauzier  HDR Engineering Inc. Satya  Lory  Jacobs Engineering Group Inc. Larry  Madrid  Madrid Engineering Group, Inc. Luis  Mahiquez  Tierra Inc. Stephen  McGucken  Kisinger Campo & Associates Corp. Brian  McKee  Hanson Professional Services Inc. Steven  McWilliams  Atkins Tony  Melton  Michael Baker International Tina  Meskel  Meskel & Associates Engineering PLLC Mark  Micikas  Atkins Sean  Moore  Jacobs Engineering Group Inc. Kenneth  Muzyk  Faller, Davis & Associates Inc. John  Nagle  HDR Engineering Inc. Peter  Nikolov  Pennoni Timothy  Noles  Hardesty & Hanover LLC Jeffrey  Novotny  American Consulting Engineers of FL David  O'Hagan  Palmer Engineering Company Hiren  Patel  Patel, Greene & Associates PLLC Greg  Peschong  Infrastructure Engineers Chaitali  Prajapati  PI Consulting Services LLC Gustavo  Quesada  New Millennium Engineering Jack  Richert  Cardno Charles  Roark  VHB Sandy  Scheda  ESA Scheda Ann  Schiola  McKim & Creed Inc. Benjamin  Searight  RS&H, Inc Patrick  Senne  Maser Consulting PA Nina  Sickler  Pond & Company Michael  Simmons  Former President ‐ Tampa Chapter of F.E.S. Don  Skelton  Lochner Chris  Smith  Patel, Greene and Associates, PLLC Mike  Snyder  Jacobs 

Whitney  Stevens  Ardaman & Associates Inc. Rachael  Wallace  RS&H, Inc. Allan  Wander  SAI Consulting Engineers, Inc. Wayne  Waters  BCC Engineering Inc. Frank  Wilson  Fred Wilson & Associates Inc. Jason  Yam  Cardno Vay  Zagardo  AIM Engineering & Surveying Inc. 

  

Allen Douglas – ACEC‐FL Executive Director 

Samantha Hobbs – ACEC‐FL Director of Govt Affairs and Exec. Policy   

1) Chair Welcome – Doug Geiger  

When issues come up with FDOT please let Nina and Doug know, first try to solve at the District level through the District Liaison committee and then we can go to Central Office if unresolved. 

Today’s speakers will speak about getting involved at our local level with our legislative representatives and that they welcome our involvement. As well as the role of the ACEC‐FL Lobbyists and the importance of contributing to the PAC’s. 

 2) Executive Director Report ‐ Allen Douglas 

i) 2018 FES/ACEC – FL Annual Conf.; 8/1 to 8/4, Marco Island 

ACEC‐FL is financially in a good place 

FES is in a financially better place and have some reserves 

There is a potential occupant for the 2nd and 3rd floor of the headquarters 

Campaign season is upon us, ACEC‐FL will keep membership informed of Transportation issues 

ACEC‐PAC‐ traditionally how money is sent to sponsor Congressional candidates and CELC/FEPAC is used for State Candidates 

PDH Days‐ August/September will be scheduled 

3) Subcommittee Reports 

i) Liaison Committee – Nina Sickler 

District Liaisons (Exhibit 2 – includes: D1,4,5,6 & Turnpike) 

District One‐ See Exhibit 

District Two 

• Brian Strum taking Will’s place 

• Tomorrow is the next meeting 

• Emergency response contracts had a lack of response 

• More local, close‐knit meetings 

District Three 

• Challenges with supplemental agreements, they need our help 

• Retaining qualified staff is an issue 

• Active project design conference  

• Some concern over surveying contracts at District‐wide level 

• CCD‐ golf fundraiser happened, fantastic weather, need additional funding 

• Two new members coming on to committee 

• Next meeting has been rescheduled 

District Four‐ See exhibit 

District Five‐ See exhibit 

District Six‐ See exhibit 

District Seven 

• Had meeting on June 29th 

• Concern with time it takes to process contract documents 

• All professional services must confirm all classifications, experience, educations, include breakouts in resume, make it easy to review 

• Payroll registers, make sure all are included, provide hourly rate if possible 

• Errors on AFP, eliminate these 

• May 21st‐ number for missed lettings the district has seen, quality issues, missing pay items, utility coordination, consistency across plans 

• June‐ 7 contracts let, many questions, resulted in time delays, Transportation Committee district grade suffers 

• Plans need to be quality, quantities need to be correct 

• Field and schedule reviews need to be thorough 

• Richard Moss promoted 

• Vacancy in roles  

• Need org chart from district 

• Next design construction workshop at end of summer 

• Need better PM training 

Turnpike‐ See exhibit 

  ii) Production Subcommittee – Paul Foley 

Task Teams 

(a) Consultant Grading – See exhibit 

(b) Design positions 

• Distribution of staff 

• Will provide at next TC meeting 

 iii) DBE/SBE Subcommittee ‐ Aniruddha (Rudy) Gotmare‐ No report 

 iv) CEI Subcommittee – Jennifer Olson – See exhibit 

 

v) Alternative Contracting Task Force / ACEC‐FL FTBA Subc. ‐ Gus Quesada/Robert Carballo  

D/B boiler plate updated 

Evaluation criteria updated for more consistent grading 

6/24‐ Committee meeting in D7 auditorium 

• Overview RFP changes 

• D/B procurement updates 

• Shortlist discussion 

• CPM D/B 

• CSI‐ 2.5% threshold discussion 

 vi) Specification Review Subcommittee – Gus Quesada – See exhibit 

 

vii) PD&E / Planning subcommittee ‐ Jeff Novotny  

Task team going through SWOT projects to see PD&E overlap components 

4 reps have meeting in multiple times 

4/13‐ SWOT training given to us by FDOT 

4/17‐ reviewed activities that overlap, design scope is the foundation  

5/15‐ PD&E engineering, environmental, and EIS done 

5/29‐ section 4 align with scope‐ 26‐ drainage technical and looks at overlap 

Next week‐ utilities and permits (structures and noise) 

6‐7 more meetings  

 viii) Expressway Subcommittee – Joe Gomez – See exhibit 

 4) Transportation Director Report – Andy Lauzier 

i)  On‐Ramp to Innovation: EDC‐5 Announcement – See exhibit 

 

5) Relations Committee Items – Doug Geiger 

i) 6/18/18 Meeting 

ACEC‐FDOT Transportation Conf feedback‐ Very positive 

E&O procedure – See exhibit 

PM training  

• Revitalization from 10 years ago 

• Volunteer basis most likely to update curricula 

• Consultants and DOT PM’s would get to work together 

• Paul and Nina to discuss‐ 1.5 days of training with DOT  

Structures Subcommittee 

• Central office initiated 

• Will be under Production subcommittee 

• 5 members‐ send candidates to Paul and Nina 

CITS FDOT online training tomorrow 

 6) Procurement Related Items – Doug Geiger 

i) Discussion of Interview format; ACEC firm initiated 

After interview‐ 45 minutes, add 10 minutes for feedback since now not enough time after Q&A to ask.  Keep under 1 hour 

Recommendation: 5‐minute request for clarification 

• Majority voted this modification 

ii) Scrutinized Companies (Exhibit 9) 

iii) Exceptions: 

Design; D1: Ad 19115 Round‐a‐bout ‐ Oral presentation. 

Design; D3: FPID 443360‐1; US 98 at CR 30A East Inlet Beach Ped Crossing – Expedited Selection. 

Pre‐Event: Statewide; Disaster Recovery and Bridge Insp – Waive 10 days on Planned Project 

and use Expanded Letter of Response. 

GEC/Design; D5: Ad 19516 Innovative Approaches to Multimodal Corridors – Oral presentations.  

7) Check‐in Items – Doug Geiger 

i) Cap on Salaries 

ii) Escalation in Contracts 

iii) Identify negative inconsistencies for execution of work or selection 

 8) FDOT Regional Meetings – Nina Sickler 

i) District 1 and 7 – April 11, 2018 ‐ Feedback 

ii) Next Districts 2 & 3 or 4, 6 & TPK   

Guest Speakers –  Florida House of Representative Jackie Toledo, PE (R‐Dist 60) (Tampa) 2018 Committee Assignments: Commerce Committee, and Civil Justice & Claims, Energy & Utilities, Health Innovation and Transportation & Infrastructure Subcommittees 

 Melanie Brown, Director of Government Relations, at Johnson & Blanton (ACEC‐FL Legislative Consultants) 

 9) Next Transportation Committee Meetings – 

October 9 – Orlando 

Jan 8 – Orlando 

April 9 – Ft. 

Lauderdale  

July 9 ‐ Tampa 

 

10) The Meeting Adjourned at approximately 1:45pm. 

 

FDOT D-1 / ACEC-FL LIAISON MEETING MEETING NOTES

August 27, 2018 Attendees: Name Affiliation Phone No. AttendedL.K. Nandam, PE FDOT District One - Secretary 863-519-2201 YesJohn Kubler, PE FDOT District One – Director of

Transportation Development863-519-2311 Yes

Jon Sands FDOT District One – Construction Engineer

863-519-???? Yes

Elizabeth Leopold FDOT District One – Professional Services Contracts Supervisor

863-519-2901 Yes

Richard Lilyquist, PE FDOT District One – Director of Operations

863-519-2???? Yes

Jamie Brabant D-1 Contract Analyst III 863-519-2302 NoHerb Potter, CCM Adaptive Consulting Engineers 863-258-6540 YesPaul Foley, PE Kisinger Campo & Associates Corp. 813-554-1905 YesMark Owens, PE G-A-I Consultants 321-319-3121 YesVince Zaliauskas, PE HighSpans Engineering, Inc. 239-433-3000 NoKen Muzyk, PE Faller Davis and Assoc., Inc. 813-261-5136 Yes

This was the thirteenth meeting with District One. Discussion topics:

1. Last Meeting May 21. 2. Feedback on design marketing webinar with 15 minute in person marketing meetings.

a. Follow up on LOI’s – are they getting any better 3. Follow up on overall Liaison Committee topics (4-11-18 Discussion)

a. Requested input from District Liaison committees on use of Drones for proposals 4. Feedback on ACEC-FL Transportation Conference – Secretaries Panel 5. Project Management Training 6. ACEC will need a replacement for liaison committee 7. SWAO – Design PM 8. Any changes in Consultant Project Management philosophy 9. Overlap on CEI project advertisements 10. Notes on assumptions for staff hours for CEI ELOIs

2. Feedback on design marketing webinar o ACEC members noted that they appreciate the opportunity to meet personally with

the TRC staff o Some webinars are general and some are more specific o Generally found that during the 15 minute meetings more information is presented o The District has not heard as much about LOIs not addressing info requested during

the webinar o It was noted that staff gives good honest feedback about firms LOIs.

3. Use of drones

The liaison committee brought this up during the last meeting. Cost of drones is not that much, only about $2000 but they do require a pilot to fly them. Smaller firms may not

FDOT D-1 / ACEC-FL LIAISON SUMMARY NOTES August 27, 2018

Page 2 of 3

have the resources or personnel pool that larger firms have and may not have a qualified pilot. The District felt that ACEC should make a recommendation as to whether they should be allowed.

4. Feedback on ACEC-FL FDOT Transportation Conference Talked about industry providing feedback that they like the panel. Some discussion as to whether another format may be appropriate. Possibly have Directors Panel. The District likes the two minute summary by the Secretary. Thought the two minutes is adequate. The value of the rest of the panel session is dependent upon the questions asked. It would be nice to be prepared. Discussed about having pre-determined topics, say three broad topics to discuss rather than questions. This was well received.

5. Design Project Management Training

ACEC noted that there was discussion of starting up PM training and were doing our due diligence. Training modules were done in the early 1990’s with Jim Cunningham and again in the early 2000s by a mix of FDOT and Consultants. John Kubler remembered going through the 1990’s training and thought it was very valuable. He still has the notes. The training was several modules and each took several days. Currently, ACEC is under the impression that Central Office is providing training for FDOT that is about 4 to 5 days long and in Tallahassee. We also understand it is limited to a few people per District each time it is taught. ACEC will contact Kevin Ingle and get input from him.

6. Replacement for ACEC member

ACEC noted we will have one replacement member next time we meet. We will submit the name for consideration prior to the meeting.

7. SWAO Design PMs

ACEC asked if the District would like to provide any insight into the recent change of providing design PMs in the SWAO office. LK shared that it is to better meet the needs of the local partners. A PM in Bartow in not as aware of the local issues such as driving through peak traffic. The PMs in SWAO will handle the southern six counties and Bartow will handle the northern six. The boundaries are soft and some overlap may occur. Procedural language, not yet approved, has proposal presentation locations at the District headquarters unless otherwise noted in the project advertisement.

8. Overlap on CEI project advertisements

ACEC brought up that some CEI projects were advertised with an overlap between ad and selection. This probably occurred on the SR 82 projects. Putting together a LOI for CEI is a significant effort and if possible ACEC would like to eliminate overlaps. It is understood that it cannot always be avoided. The District noted that the ad dates can be moved but they cannot change the dates once it is in procurement, i.e. advertised.

FDOT D-1 / ACEC-FL LIAISON SUMMARY NOTES August 27, 2018

Page 3 of 3

9. Assumptions for CEI LOI staffhours

ACEC noted a project where extended LOIs were rejected because the staff loading sheets had some assumptions on them. One project had to be re-advertised. Central office advised the District to throw out the ELOI. No one wants to waste the space in the five page ELOI because there are no points awarded for schedule and staff loading. This is a statewide issue. Discussed allowing say five comments on the staff loading sheet. It was concluded that since this was a statewide issue it should be discussed by the ACEC CEI subcommittee.

O:\PGF\FICE\D1\D-1 ACEC Liason 8-27-18notes.docx

Meeting Minutes FDOT-ACEC D2 Liaison Committee Mtg Wednesday, July 11 10:00-11:30 am D2 Jax Urban Office Attendees: G. Evans, J. Green, M. Garza, C. Stanbridge, L. Parks, R. Asmus, S. Blocker, R. Yaffee, B. Sturm, M. County, JW Hunter, N. Sickler, P. Sheridan

1. Introduction

a. N. Sickler introduced Bryan Sturm, the newest addition to the D2 Liaison Committee and

Morgan County, who is filling in for Kim Holland at this meeting due to a schedule conflict.

2. Items from July 10 ACEC Transportation Committee (feedback requested)

a. Quality – It was discussed that some Districts have experienced missed lettings due to

quantities / pay items, and they have requested feedback from other Districts on whether

they have had similar quality issues and/or what strategies they have undertaken to

minimize quality issues. District Two has implemented a number of strategies and has only

experienced one project with a letting date that was intentionally adjusted. Some of the D2

quality strategies include: a) “Gatekeeper” reviews at Phase 2 (Constructability) and Phase 3

(Biddability), b) GEC tasked with verifying quantities using CADD files provided by EOR, c)

Internal Quality meetings with Design and Construction to identify lessons learned, d)

“Trends” Newsletter to distribute lessons learned to design consultants

b. Consultant Grading Task Team – the task team recommendations are getting close to

completion. The plan is to stay with a 5-point scale, but allow for half-point increments on

individual scoring criteria elements. Individual groups were split for the different design

disciplines to develop more objective criteria associated with each grade increment (1, 2, 3,

etc.). C. Stanbridge mentioned that various other scales have been tried in the past (10 point

and 100 point) but that the issues with variability in the grading remain regardless of the

grading scale. C. Stanbridge discussed that CEI conducted a statewide review of the

consultant grading criteria in the past to look at consistency of grading. If the review of

Design Consultant Grading proves effective, may want to address CEI Consultant Grading

next.

c. PM Training – In one of the District Liaison committees, it was suggested that ACEC consider

developing a PM training program similar to what was provided in two previous programs

(10 years ago and ~20 years ago). ACEC is requesting feedback from other Districts to see if

there is interest or any concerns from the Department. R. Asmus noted that FDOT has a PM

Academy that is held at Central Office managed by Bobby Bull and Rob Quigley, and D2 has

sent staff to that training. We discussed that the PM training being considered would be

held at the District Offices to allow greater participation from FDOT staff while minimizing

travel costs. It was discussed that it would be beneficial to have both FDOT and Consultants

included in the training together (both trainers and trainees), and it was emphasized that

these sessions must absolutely NOT be treated as recruiting opportunities. It was discussed

that D2 Staff and Local Consultants could work on developing a local training program with

the opportunity to focus on issues specific to the District. Another opportunity to provide

collaboration and feedback between D2 and Consultants would be to co-author technical

topics in the D2 Trends Newsletter. [after the meeting, R. Yaffee volunteered to serve as

liaison with R. Asmus for the Trends Newsletter]. R. Asmus stated that a technical side

training could also be beneficial to the local District. ACEC will work on identifying

candidates to coordinate with R. Asmus and C. Stanbridge to develop curriculum for the

local training. ACEC will also obtain curriculum from the current PM Academy and the

previous PM Training programs to assist with local training curriculum development. We will

target completion of Training outline / syllabus by September, ahead of the next local ACEC

meeting.

d. Drone data for procurement (LOR / interviews / presentations) – Central Office and other

District Liaison Committees requested feedback regarding District policy regarding using

data collected by drones for Letters of Interest, interviews, and presentations prior to

selection. FDOT cannot buy drones, and Consultants must follow FAA requirements. Outside

of that, D2 stated that they don’t have any specific concerns regarding using drones to

collect data prior to award.

e. Interview Q&A – 5 minute clarification / follow-up time at end – At the July 10 ACEC

statewide meeting, firm representatives discussed agreement with allowing an additional 5

minutes after the 45 minute Q&A session to give FDOT time to ask clarifying questions, and

ACEC would like feedback from the Districts. Scott Blocker noted that a recent draft of

proposed modifications to the procurement procedure included 10 minutes after the Q&A

for clarification questions by FDOT as well as Consultant Closing statement. The District

indicated no concerns with the proposed change.

3. Coordination Topics

a. Expedited selection process (R. Asmus / N. Sickler) – The District stated that the expedited

selection process is going very well -- saving time and money on 10 contracts so far. It was

noted that one project selected by Expanded letter of Interest required a lot of District

effort due to the amount of interest / number of firms submitting. (The TRC had to review

over 1200 pages of submittal documents) And that will be taken under consideration when

identifying the appropriate selection procedure for specific projects in the future.

b. Funding for PE Dollars (G. Evans / P. Sheridan) – D2 has a great deal of Construction funding

in the outer years of the 5 year work program (which allows for Design-Build procurement)

and noted that the advanced funding only goes to construction, but the District would like

the flexibility to have funds available in the earlier years to allow conventional design-bid-

build procurement and not rely too heavily on D-B. It was discussed whether borrowing

from the Florida DOT Financing Corporation could be used to obtain the design funding

sooner. This and other options will be discussed and further evaluated before the next

Liaison meeting.

c. CEI MOT Review Report (P. Sheridan / JW Hunter) – In recent meetings with David Sadler, it

was discussed that the CEI will remain responsible for filling out the CEI MOT Review form

per current spec, but the form will be modified to address liability concerns identified by the

CEI community. It was requested that ACEC remind CEI firms that they have responsibility

within the “Engineering” component of CEI to assist the Department during construction.

Stanbridge requested feedback from the CEI community regarding recent issues relating to

Insurance coverage for Inspection of elements above ground that must be accessed by lift. It

was requested that ACEC ask CEI firms whether this is a concern. It was also noted that

FDOT is looking to see if the Asphalt form needs to be revised.

4. Open Discussion

a. 3D Design / Construction – On the design side, 3D is going forward only on selected projects

(mandatory requirement is gone). There have been issues with software crashing, seemingly

related to compatibility with FDOT software customizations to the Bentley products. Due to

the large size of the files, some workarounds have been implemented which seem to

minimize the crashing, such as breaking the project into sections which are more

manageable during design, then stitching back together as a deliverable for construction. On

the construction side, there are questions about how to check the models used by the

contractor, especially if the model uses a combination of data provided by the EOR along

with data generated by the contractor. C. Stanbridge mentioned that earthwork machines

(for vertical and horizontal controls) are a primary driving force of 3D on the construction

side, but that many contractors still do not have the equipment to support 3D.

b. Emergency Response Contracts – The District advertised for 6 Pre-event contracts and

received 3 submittals. The District needs Consultants to be ready to respond and can use

other available contracts to employ the needed resources. It was noted that in the previous

hurricane season, there were adequate resources when the construction projects were shut

down, but after the construction projects resumed, the remaining staff on the emergency

response contracts were not as qualified. The District would like the consultants working on

these contracts to be aware of this concern, and in future events would ask consultants to

be mindful of having qualified staff continue with the response efforts after construction

projects resume.

5. Dates for next Local Mtg – N. Sickler to identify potential dates in late September after

development of Training outline / syllabus.

6. Next Liaison Committee Meeting Date – N. Sickler to identify potential dates in late October

after Statewide ACEC Meeting.

Meeting Notes for the District 4/ACEC FL Liaison Committee Meeting Friday, July 13, 2018, 3:00 PM 

 1.          Action Items from the April 2018 Meeting 

 a. None 

 2. Statewide Liaison  Committee  Activities 

 a. Job Classification Task Team – ACEC FL recommendations –  

i. Design  Positions  –  deferred  to  the  October  2018  ACEC  FL  Transportation Committee meeting, pending discussion with the Task Team. The intent is to better define management versus technical staff. There will be a commentary on staff distribution.  To be discussed at the October 2018 meeting. 

 b. CCD Golf Outings – D2 and D3 recently held a  joint outing. To check on details. 

Nothing is planned in D4 for now.  

c. D1  is holding a 15‐minute mandatory TRC meetings prior  to  the  LOR  submittal. The LOR is to address items discussed at the TRC meeting. D4 is not planning to adopt this procedure. 

 

d. D7 reported that they are having major issues with quantity related issues on the plans, which have  resulted  in delayed  lettings due  to  the numerous RFIs during the  bidding  phase.  It  was  agreed  that  Consultants  should  focus  on  better  QC with an emphasis on quantity computation. 

 e. CEI Issues – 1) D3 and D5 reported that they are receiving very few CEI LORs ‐ D4 

is  not  experiencing  this  issue,  2) MOT  inspections  incl.  CPAM chapter  9.1, DCE memo  16‐18,  ACEC‐FL  recommended  action  plan  –  the  CEI  will  be  held accountable for MOT set up (if there is blatant negligence, they will be removed from the project). It was noted that this needs to be added to the specs. The CEI grade  will  reflect  on  how  this  activity  is  handled,    3)  Due  to  FDOT’s  poor performance  grade  with  documenting  Traffic  Control  Devices,  Central  Office  is having the CEI document and certify MOT forms , 4) ACEC will be recommending that these be filled out by the Sr. Inspector versus the PA or SPE, 5) Over qualified staff  ‐ D4 will allow higher  level  staff, but  the PM will determine whether  the individual  brings  value  to  the  contract, D4  requested  specific  examples,    6)  It was reported that CEI fees are no longer on the rise and are stabilizing.  

 f. The use of drones in Project Presentations – Central Office is seeking input from 

local Districts on this issue.  

g. The ACEC FL PD&E Subcommittee  is  currently preparing  statewide  standards  to standardize  scope  of  services  and  staff  hour  for  projects  following  the  SWAT process (see attachment). For information. 

 

h. New E & O Procedures – 1) Cost/Benefit has been added, 2) the FDOT Design PM makes the final determination for E & O culpability. For information. 

 

i. PM Training – ACEC FL in collaboration with FDOT will draft a proposal to Central Office to resume PM Training, which held several years. The ACEC FL Production Subcommittee will take the lead. The trainers will be made up of Consultants and FDOT personnel. Currently being offered to FDOT staff only. Two sessions have been held. 

 

j. A new Structures task team will be formed, originally  it will part of the ACEC FL Production  Committee.  This  is  being  structured  specifically  for  the  ACEC  FL Transportation Committee (bridges, box culverts, retaining walls, overhead sign structures, mast arms, etc.). 

 

k. A suggestion was made to add 10 minutes to the Project Interviews in addition to the 45 minutes Q & A portion of the interview. The additional 10 minutes will be used  to  address  clarifications.  This  will  require  a  revision  to  current  FDOT Procurement  Procedures.  The  D4  Liaison  Committee  does  not  endorse  this practice. 

 

l. Next Regional Meeting – D4, D6, FTE (D6 to host). For information.  

3. New FDOT Issues:    

a. Consultant staff in FDOT offices:   The employee welfare after a hurricane and reporting back to work 

(not in our Everbridge lists to call them). Intended for FDOT employees only. 

Hiring of FDOT staff and when is reasonable to expect to place them in a District 4 office. D4 does not feel it is appropriate to utilize a former FDOT employee to work as in‐house consultant, there is a 2‐ year waiting period. This is an old policy. 

  b. Discuss concerns we have with the time it takes to replace imbedded 

consultants. Untimely responses for providing in‐house staffing. In some cases, it has taken up to 4 months to provide. This has been very problematic. D4 will look at this unfavorably in the Consultant grade and on future selections.    

c. Feedback on the Design Expo. I will have an opportunity to give input to CO at my next meeting. Consultants please provide input, directed to Steve Braun. 

  d. Consultants need to be mindful of the following statement included in the Letter 

of Response form: “By submittal of this letter the Consultant certifies that all information provided in the letter is true and accurate. The Consultant further certifies that staff proposed are currently employed by the firm(s) identified, or the Consultant shall provide a statement indicating when staff will become employed by the identified firm(s).” Having an employee show up in two different consultant teams has been occurring in both design and CEI. It was requested for consultants to comply with the above highlighted sentence. It is preferred that the employment not be conditional upon contract selection. It is not currently being enforced. 

  e. Payroll registers supporting proposed salaries need to be current and should 

display the following information about the employee: name of employee, date, date range (pay period), hours (regular and overtime), gross pay, deductions, taxes withheld, and net pay. A payroll register is not a payroll summary, monthly projection, payroll forecast, or certified pay rate. Confidential information may be redacted. For information. 

 f. Greater accountability of consultant staff (generally CEI but this applies to all our 

functions) in meeting department goals. Ex. QARs, time goals, money goals response to RFIs, plans revisions in construction, etc. This is a collaboration between design and construction. Have better awareness of unforeseen conditions. Poor performance may lead to consideration for hold back the 5% QC payment and/or not allow the design consultant to continue with the Post Design Services. 

 g. Consultants providing qualified staff on contracts. Consultants have been 

offering unqualified staff due to shortage in staffing.  

 4. New Local ACEC FL Issues:    

a. Inconsistencies in determining Cost Control factor.   

5. General Discussion   

ACEC-FL Transportation Committee Meeting

October 09, 2018

District 5 Liaison Committee Report

ACEC-FL MEMBERS FDOT MEMBERS Yassi Myers, TLP Engineering Consultants Michael Shannon, District Secretary Jennifer Brockman, Adaptive Consulting Engineers

Loreen Bobo, Director of Transportation Development

Edward Gonzalez, RS&H Alan Hyman, Director of Transportation OperationsRick Baldocchi, Avcon Michelle Sloan, Procurement Manager Xavier Arroyo, PHD Lorie Matthews, District Transportation Support Manager

The following summarizes the activities of this committee since the last ACEC-FL Transportation Meeting in July of 2018 and highlights items discussed:

Meetings – Held one meeting on August 20th 2018. Topics discussed are below.

Design Consultant Construction Grade (follow-up) o Coordination and discussion with FDOT Design PM to include Design EOR by the CEI

when developing the grades. Loreen and Mike provided updates and mentioned the initiation of a Process Improvement Task Team led by John Tyler DCE and Mario Bizzio DDE. The District mentioned constructability grades are in the system however not rolled up with other performance grades in the Selection Committee Package. The District asked if ACEC-FL could discuss this with Central Office.

Procurement o A new system is being implemented Project Development Application (PDA). The state is

going away from the mainframe regarding Professional Services advertisements. Summary from the District below and attachment is also provided. Advance Screening/First look at new way to submit Letters of Response/Letters of

Interest. Roughly eight consultant firms are being requested to screen and provide feedback on the new Procurement Development Application (PDA), and the new way consultants will submit Letters and technical proposals, on line, through a link. Consultant volunteers are needed in the late September/early October timeframe. FDOT will officially roll out the system in mid-December. ACEC-FL will coordinate providing the consultant volunteers for the Advance Screening/First Look.

o Job Classification Task Team update was provided. It was indicated to the District that the sub-committee’s recommendations will be presented to the ACEC-FL Transportation Meeting in October and then the final recommendations will be provided to the Central Office for consideration. The District emphasized that the current labor categories do not address ITS categories and this needs to be addressed.

ACEC-FL D-5 Liaison Report (10/09/18)

 

o Discussed Project Management oversight hours for GEC contracts. GEC hours for managing the contract (scope/invoicing/project updates) for sub-consultant Task Work Orders are considered overhead and are not be charged to the project.

Additional Discussion Items o Loreen discussed the need for better estimates. Costs are increasing and impacts are being

seen in the transition of LRE to TRNSPORT. In an effort to address this, District Project Management recently sent out the note below to D5 Project Managers. Beginning with any Initial Plan Submittal (Phase II) beginning October 1st, we will

be requiring Transport be fully loaded with quantities in addition to the LRE. There should not be much difference in effort since we already require Transport be loaded with all pay items and a quantity of “1”. The intent behind this is to use the Transport to validate the LRE. Please let your consultants know of this change and if there are any questions, we can discuss at next month’s staff meeting. Please note: LRE will continue to remain in control until Final Plans as it has always been.

o Also discussed the effort required to perform the level of accuracy needed for better

estimates. Currently, the hours negotiated are low based on the effort expended to obtain the detail needed in the LRE.

o Negative float was mentioned by the District. Consultants are citing supplemental agreements as the main reason for negative floats. This is a concern to the District particularly since the supplemental agreements do allow for additional time as well as compensation for the additional effort.

District Quarterly QC Meetings – o The September 18, 2018 was held by Todd Long. The District will continue with holding

the meetings quarterly and considering holding these meetings twice a year only starting in 2019. District utilizes these meetings to communicate with the Consultant community regarding issues related to production and construction; the latest design bulletins; staff changes, upcoming projects, etc. This committee utilizes these meetings to communicate our efforts with the Consultants. These meetings are very well attended by the Consultant community.

Upcoming Meetings: Next D5 Liaison Meeting October 10, 2018

Florida’s Turnpike Enterprise / ACEC-FL Liaison Subcommittee

October 2018 Report

Subcommittee Members:

FICE

Nick Benedico (chair), Tetra Tech

Jason Lyle, Patel, Greene & Associates

Gus Quesada, New Millennium Engineering

Jim Sumislaski, Kimley-Horn

Bo Sanchez, Volkert

Florida’s Turnpike Enterprise

Paul Wai, Executive Director

Christina Colon, Director of Transportation Development

Maria Connolly, Director of Transportation Operations

Sheree Merting, Professional Services

I. Activities since July 2018

A. Subcommittee meeting was held on July 24th at Turnpike Headquarters. Items discussed were:

1. Transportation Development

a. QC Initiatives

FTE is placing additional emphasis on quality control by enforcing what the

consultant states in their QC Plan and conducting audits. FTE has not yet seen any

improvement in quality, but said it was still too early to tell.

b. Project Schedules

Consultants are experiencing changes in scope or delays in design decisions, but

the project schedule is not being adjusted accordingly. As a result, QC may be

suffering. FTE suggested that this be discussed with the Turnpike project manager.

2. Professional Services

a. Interview Format

It was discussed at the last Transportation Committee meeting that it may be

better to time the follow-up question period of interviews separately from the

question responses to ensure that FDOT had an opportunity to ask questions, if

desired. FTE said the current format was working well and they had no interest in

changing it.

b. Tolling Prequalification

ACEC-FL asked FTE if they felt there was a need to have a separate

prequalification work group for tolling, which is currently under architecture. The

justification is that a firm that is prequalified in architecture may not have any

tolling experience, or a firm with tolling experience may not be prequalified in

architecture. FTE said the resumes and LOR would show the relevant experience,

but they would be open to separate pre-qualifications.

c. Lag between Selection and NTP

ACEC-FL mentioned that there appeared to be a long delay on some contracts

between selection and when the consultant receives NTP and asked if there was a

reason for that. FTE said that they were only aware of isolated incidents and that

they did not think it was a regular occurrence and knew of no reason why there

should be the lag.

3. PD&E/Design Task Team

Nick Benedico serves on the task team that is developing a scope of services template and

staff-hour guidelines for combined PD&E and design contracts. Rax Jung and Susan

Sadighi represent FTE on the task team, which meets bi-weekly. The task team has

completed up to Activity 32 Noise.

II. Future Subcommittee Meetings:

1. November 7, 2018

2. February 2019

Consultant Grading Task Team Meeting  September 25, 2018, 4:00pm – 5:00pm 

  

GoToMeeting: https://global.gotomeeting.com/join/250386645  

You can also dial in using your phone.  United States: +1 (571) 317‐3122  

Access Code: 250‐386‐645  (Audio PIN: Please enter PIN after joining the meeting) 

MINUTES 1) Roll Call

PRESENT ACEC LEAD: Paul Foley // paul.foley@kisingercampo.com ACEC member: Joe Lauk (PGA – Districts 1 and 7) // joe2@patelgreene.com ACEC member: Will Suero (HDR – Districts 4 and 6) // will.suero@hdrinc.com FDOT LEAD: Rob Quigley // robert.quigley@dot.state.fl.us FDOT D3: Kerrie Harrell // kerrie.harrell@dot.state.fl.us FDOT D4: John Olson // john.olson@dot.state.fl.us FDOT Consultant Grading: Sid Kamath // siddhartha.kamath@dot.state.fl.us FDOT Procurement: Carla Perry // Carla.perry@dot.state.fl.us FDOT Procurement: Bruce Lytle // bruce.lytle@dot.state.fl.us FDOT CO: Brett Wood // brett.wood@dot.state.fl.us FDOT CO: Alan El-Urfali // alan.el-urfali@dot.state.fl.us NOT ONLINE ACEC member: Michael Schwier (Mead & Hunt – D2 & 3) // michael.schwier@meadhunt.com ACEC member: David Coleman (Inwood – D5 & Turnpike) // dcoleman@inwoodinc.com ACEC member: Nina Sickler (District 2 & DBE Chair) // sicklern@pondco.com FDOT D5: Suzanne Phillips // suzanne.phillips@dot.state.fl.us FDOT D2: Ryan Asmus // ryan.asmus@dot.state.fl.us FDOT CO: Greg Schiess // gregory.schiess@dot.state.fl.us FDOT CO: Tom Andres // thomas.andres@dot.state.fl.us FDOT Construction: Daniel Strickland // daniel.strickland@dot.state.fl.us FDOT Procurement: Angela Matiyow // angela.matiyow@dot.state.fl.us

2) Introduction a. When he was leaving FDOT, Dan Scheer transferred leadership of this team to Rob

Quigley. Rob mentioned that this meeting would help bring him up to speed. b. Rob reviewed the team objectives, team assignments and the clarified his understanding of

the team's efforts to date, and the work left to be completed. c. Rob discussed his experience with the Schedule/Management evaluation, and said that the

effort was to not only provide detailed grading criteria for each of the evaluation items, but to analyze each item and determine if everything was still necessary or if any items could be combined or eliminated. The effort resulted in a reduction of the items to be graded, and asked that the other sub teams look at their forms to see if any further consolidation or cleanup was needed.

d. Rob had sent out the files which he found to be the latest, and asked each sub team to review to verify that and/or send him the most current file(s) for each sub team.

Consultant Grading Task Team Meeting  September 25, 2018, 4:00pm – 5:00pm 

  

3) Update on Sub Team Status a. WT 3.0 (Roadway) – John Olson, David Coleman, Will Suero

- John and Will agreed to revisit the file to see if further consolidation could be done. Several suggestions were made.

b. WT 4.0 (Structures) – Tom Andres, Michael Schwier, David Coleman - NO MEMBERS ONLINE / NO UPDATE

c. WT 5.0 (Bridge Inspection) – Tom Andres, Michael Schwier - NO MEMBERS ONLINE / NO UPDATE

d. WT 7.0 (Traffic Operations) – Alan El-Urfali, Will Suero - Will is going to send Alan the current file and they agreed to work on this evaluation.

e. WT 9.0 (Geotech) - – Tom Andres, Michael Schwier - NO MEMBERS ONLINE / NO UPDATE

f. Schedule & Management – Rob Quigley, Paul Foley, Joe Lauk - Rob mentioned the approach this sub team took to consolidate review items. Dan had made some comments in the file before he left so the team should review any outstanding comments, and look for any review items that may be transferred from other Work Types.

g. WT 8.0 (Surveying & Mapping) – Brett Wood, George Massey, David Coleman - Brett mentioned that he had a District Surveyors meeting coming up and would solicit input from them as well as coordinate with the Sub Team.

h. Others? - Add 6.0 for ITS. Alan and Will agreed to work on this evaluation as well.

4) Open Discussion a. Bruce noted that since the new Consultant Evaluation online system has been in place, 

there are 5x more evaluations being entered than were previously submitted manually. b. Bruce mentioned that the ½ point increment grading has been successfully incorporated 

into System Test.   c. Bruce also mentioned that the Schedule and Management Evaluations are not Design 

specific and will need to accompany all Quality evaluations (except CE&I)…so the team should make sure the Schedule and Management evaluations are still generic enough to work with any Quality evaluation.  

d. Rob asked if there would be any separation of the old grades vs the new incremental grades and Carla and Bruce confirmed that there would be no interruption in the grades since they are still on a 5‐point scale.  

e. Kerrie Harrell said she has asked Alaina Webb to take her place on the team. 

5) Files / One Note  a. Rob asked the group if the OneNote was accessible to all team members.  Although there 

have been a few issues in the past, however everyone seems to be getting the information, so the team agreed to continue with OneNote. 

b. Rob transferred all of Dan’s files to his OneNote and he will send the link to the team. 

6) Action Items a. Teams to review latest files and send to Rob.   b. Teams will continue to look for improvements and hold Sub Team meetings as necessary 

between 

7) Meeting Schedule – The team agreed to continue meeting on a MONTHLY meeting schedule until the team objectives have been met. Rob will schedule future calls. 

ACEC Job Class Task Team Summary of Recommendations 10/4/2018

Page 1 of 3

Purpose of Task Team:

Evaluate Job Classes defined in FDOT Negotiation Handbook and make recommendations to improve

accuracy and applicability of categories and their descriptions. The scope of the current task team is

limited to Job Classes associated with Design (does not include CEI and other non-Design positions).

Background:

The Job Classes identified in the FDOT Negotiation Handbook are utilized by FDOT Professional Services

personnel to define the appropriate positions into which proposed consultant staff are to be grouped

for a) development of position rates for the contract and b) comparison of consultants’ rates to partially

burdened historic rates for use in evaluating consultants’ cost control factor of Operating Margin on a

project by project basis. The FDOT Negotiation Handbook currently defines job classes primarily by

degree, license, and years of post-registration experience. Feedback from the Consultant community

indicates that other factors such as level of responsibility, complexity of technical experience, and

application of 3D Design can significantly affect the staff rate structure of projects.

Objective:

The definition of Success for this task team would be:

a) Staff Categories listed in Job Class Table better represent the grouping and compensation

considerations utilized in Consultants’ businesses

b) FDOT obtains more accurate and consistent categories and historical wage data to compare

Consultants’ cost control efforts

c) Cost Control factor of Operating Margin paid by FDOT better reflects the Consultants’ true cost

control efforts appropriate to the type of work (complex versus non-complex) and levels of staff

(registered versus non-registered) needed for today’s design practices (3D design).

ACEC Job Class Task Team Summary of Recommendations 10/4/2018

Page 2 of 3

Summary of Recommendations:

The Job Class Task Team identified 4 recommendations for consideration:

1. Add differentiation between Production/Technical staff compared to Management/Oversight

personnel when assigning team members to Standard Job Classes in order to account for higher

wage rates paid to staff with management responsibilities.

a. Approach: Refer to Organization Chart provided by Consultant (with Pre-proposal

package or Expanded Letter of Interest) to identify staff with Enterprise,

Technical/Discipline or Project-Level management responsibilities. Staff with

management responsibilities would be assigned to Chief Engineer, Principal Engineer, or

Project Manager job classes as appropriate. Technical / Production Engineers would be

grouped in Senior Engineer or Engineer Job Classes.

2. Add 6 positions and remove 2 positions, resulting in a net addition of 4 Job Classes

a. Approach: Modify Standard Job Class table per changes identified on the table on the

following page. The proposed changes address the differentiation between

Management versus Production/Technical staff as well as provide additional tiers within

Job Classes to align with varying levels of staff experience.

3. Consider Complexity of Project when comparing Partially Burdened Rates to develop Cost

Control portion of Operating Margin.

a. Approach: When considering Complex versus Non-Complex: defined for the project

utilizing table shown in Section 5 (Page 12) of the FDOT Negotiation Handbook. For

projects defined as Complex, comparing the PM and Technical staff to 75th percentile

may not be appropriate; and wage rates higher than 75th percentile for Complex

projects should not adversely affect Cost Control factor of Operating Margin where

individuals with special expertise are needed for the project and were presented by

Consultant team as part of the selection process.

4. Consideration of Distribution of hours between Management versus Technical roles and/or

distribution between Registered and Non-registered personnel. With the expansion of 3D

design, the need for red-line drafters and CADD technicians is decreasing rapidly, as more highly

trained personnel are needed for model development in design. The FDOT Negotiation

Handbook identifies “Reasonableness of the proposed distribution of staffing for the project” as

a consideration for development of the cost control efforts (Section 5, Page 11); however

specific guidance is not provided, and Districts are approaching this element in a variety of ways.

a. Approach: Discuss with Liaison Committees the extent that distribution of hours

between PE versus Non-PE, or Management versus Technical Staff is influencing fee

negotiations and discuss at Relations Committee meeting as appropriate.

ACEC Job Class Task Team Summary of Recommendations 7/10/2018

Page 3 of 3

EXISTING PROPOSED Comments

Job Class Years Post-Registration Job Class

Years Post-Registration

Chief Engineer 20+ Principal Engineer 20+ Enterprise Oversight - Resources and Team

Principal Engineer 15+ Chief Engineer 1

15+ (or 20+ - discuss with TC) Technical Discipline Oversight

Chief Engineer 2 25+

Project Manager 5+ Project Manager 1 5+

Project Manager 2 10+

Project Manager 3 15+

Senior Engineer 10+ Senior Engineer 1 10+ Production, NOT discipline lead

Senior Engineer 2 20+ Production, NOT discipline lead

Senior Project Engineer 6+ delete delete See Engr 2 and Senior Engr 1

Engineer PE, no exp Engineer 1 0+ PE with 0+ years post-registration exp

Engineer 2 5+ PE with 5+ yrs exp; Production level staff

Project Engineer 2+ delete delete Replaced with Engineer 1

[New] N/A Design Intern Enrolled in BSCE no EI, no Degree, College student in CE program

Engineering Intern BSCE, EI Engineering Intern BSCE, EI no change (Discuss with TC re: add BSCE, No EI)

Chief Designer 20+ yrs exp Chief Designer 20+ yrs exp no change

Senior Designer 10+ yrs exp Senior Designer 10+ yrs exp no change

Designer 5+ yrs exp Designer 5+ yrs exp no change

Designer - Associate 1-4 yrs exp Designer - Associate 1-4 yrs exp no change

Senior Eng Technician 8+ yrs exp Senior Eng Technician 8+ yrs exp no change

Engineering Technician 0 to 3 yrs exp Engineering Technician 0 to 3 yrs exp no change

ACEC Job Class Task Team Job Class Comparisons using Sample Org Chart, Proposed vs Existing 7/10/2018

ACEC Job Class Task Team Job Class Comparisons using Sample Org Chart, Proposed vs Existing 7/10/2018

EXISTING From Sample Org Chart, Job Class

using Existing Definitions

Job Class Years Post-Registration

For this exercise, subtract 5 years from org chart # yrs to estimate post-registration yrs; for actual project would confirm through FBPE

Chief Engineer

20+

Jan Williams, (Tony Charles), Andy Reichert, Michael Hayes, Julia Moes, Ron Wesley, Drew Foster, Nancy Sawyer, Richard Kelsey

Principal Engineer 15+ [None]

Project Manager

5+

Tony Charles [Tony qualifies as Chief, but as identified PM, PSU may put him this category even at 21 years Post-Registration experience]

Senior Engineer

10+ Tom Bentley, Rudy Palmer, Charlie Stowers, Alex Hinkle

Senior Project Engineer 6+ Lois Geller, Herbert Johnson

Engineer PE, no exp

Project Engineer

2+

Engineering Intern BSCE, EI

Chief Designer 20+ yrs exp Terri Baker

Senior Designer 10+ yrs exp

Designer 5+ yrs exp

Designer - Associate 1-4 yrs exp

Senior Eng Technician 8+ yrs exp

Engineering Technician 0 to 3 yrs exp

ACEC Job Class Task Team Job Class Comparisons using Sample Org Chart, Proposed vs Existing 7/10/2018

PROPOSED Comments From Sample Org Chart, Job Class

using Proposed Definitions

Job Class Years Post-Registration

For this exercise, subtract 5 years from org chart # yrs to estimate post-registration yrs; for actual project would confirm through FBPE

Principal Engineer 20+ Enterprise Oversight - Resources and Team Jan Williams

Chief Engineer 1 15+ Technical Discipline Oversight Ron Wesley

Chief Engineer 2 25+ Technical Discipline Oversight Andy Reichert, Michael Hayes, Drew Foster

Project Manager 1 5+

Project Manager 2 10+

Project Manager 3 15+ Only one PM per standard design project (GEC or other complex programs may differ) Tony Charles

Senior Engineer 1 10+ Production, NOT discipline lead Tom Bentley, Charlie Stowers, Alex Hinkle, Rudy Palmer

Senior Engineer 2 20+ Production, NOT discipline lead Julia Moes, Richard Kelsey, Nancy Sawyer

Engineer 1 0+ PE with 0+ years post-registration exp

Engineer 2 5+ PE with 5+ yrs exp; Production level staff Lois Geller, Herbert Johnson

Design Intern Enrolled in BSCE no EI, no Degree, College student in CE program

Engineering Intern BSCE, EI no change

Chief Designer 20+ yrs exp no change Terri Baker

Senior Designer 10+ yrs exp no change

Designer 5+ yrs exp no change

Designer - Associate 1-4 yrs exp no change

Senior Eng Technician 8+ yrs exp no change

Engineering Technician 0 to 3 yrs exp no change

ACEC-FL CEI Sub-Committee Teleconference Agenda

September 19, 2018

Teleconference number: (267)930-4000 Pass Code: 724527830

1. Current Issues being tracked a. 75th%Q – Removal from the AFP during negotiations because of over qualification

i. District 4, on the Hurricane contract either D1 or D7 at the PA & SPE level, D1 Pre-event contract – re-classification

ii. Pete Sheridan has a spreadsheet that tracks the common CEI positions for the past 2 years. This will be a good discussion tool with the Districts and CO during liaison meetings. Will forward it to the committee once QC is complete.

b. Certification requirements- are the districts insisting on inspectors and senior inspectors to have all of the certifications listed on the scope? District 4, D 1 & 7

c. IMSA level 1 now requires signal technician – Vay Scott to look into 2. MOT: Barrier wall and Crash cushions Scott Gombar

a. Have project teams been getting better response from the contractors? b. District 6 & 4 have come down on the group. D 1 had multiple MOT refresher courses with

the emphasis on barrier wall & crash cushions, District 2 & 3 focused process reviews, and they will find. Challenge is to get specific shop drawings for crash cushions that match the specific model that is in the field. The reviews are extremely focused on MOT specifically. Also, an issue of maintaining the crash cushion – bolts coming loose – should the approved products list be looked at. D5 requires a monthly attenuator checklist report.

c. Follow-up with SCO on the MOT report- group to follow-up, interpreting specification about the condition of concrete barrier, SCO is working with the contractors developing a repair procedure and what requires a repair

i. Jacki Hart volunteered to lead the MOT report effort, Scott Gombar can assist ii. JW can meet with Daniel Strickland after the inspection report is modified/revised iii. Send comments to Jacki Hart

3. FTBA Asphalt Task Team

a. Members: Erica Jernigan, Matt Price, Bryan Keeney, Michael Proch, Ed Stevens, Steve Carrasquillo, Carl Cadet, Jennifer Olson

b. Meeting summary c. Nest meeting with FTBA on September 25

4. Old issues a. PSU changing staff classification without the consultant having the opportunity to have

input into the decision- D1 & D4 b. Hybrid Contracts

i. Inspection staff approval- additional examples? ii. Inspectors being sent home because of weather days iii. Bringing in someone new that was not pre-approved, the district is asking for the

payroll with the resume (D1 (any action requests), D2) – Scott thought it was an

issue previously and it was brought up to CO. As per the contract scope (10.1) this is allowed (basically the same paperwork required during the contract negotiation process)

10.1 Personnel Qualifications:

Provide competent personnel qualified by experience and education. 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. 

5. Open Discussion

a. Relation committee with Directors, was on September 10, 2018 i. 3-D plans – evolving slowly implementation timeframe 5-10 years ii. New process for uploading FDOT website your ELOI & LOI -will come online mid-

December iii. Organizational charts with supplementary information, District 1, had 8 firms that

were disqualified, and they re-advertised the project. iv. Next CO Liaison Meeting January 2019 in Miami.

b. District 7 – the consultant was called back to the negotiation table to re-negotiate staff

hours, after the contract was executed, without a change in the scope. Brought up at the D7 Liaison meeting, leadership was surprised about it. The explanation from the District management was that was done because inexperienced staff was doing the negotiation and was revisited after a manager review of the contract.

c. Asphalt Conference November 27-28, Wyndham Resorts Orlando

i. http://floridaridesonus.org/events/asphalt-conference/

6. Upcoming 2018 ACEC CEI Sub-Committee Meeting Dates

Transportation Committee Meeting Date

CEI Sub-Committee Meeting immediately following

Location Proposed CEI Sub-Committee Teleconference Date

October 9, 2018 Orlando September 19, 2018

January 8, 2019 Kissimmee December 12, 2018

April 9, 2019 Ft. Lauderdale March 13 or 27, 2019

July 9, 2019 Tampa June 19 or 26, 2019

 

Alternative Contracting Task Team Committee Report – October 9, 2018 Page 1

Alternative Contracting Task Team Committee Report Date: October 9, 2018 Prepared by: Robert Carballo (Stantec), FICE Chair (Robert.Carballo@Stantec.com) Telephone Number (305) 445-2900 Ext. 2227 Alternative Contracting Opportunities in Transportation: We continue to see significant opportunities for our FICE member firms to participate in Alternative Contracting projects throughout Florida. FDOT Published an updated summary of Future project opportunities located at the website below: http://www.fdot.gov/procurement/pdf/DesignBuildAcquisitionPlan.pdf FDOT Design Build Request for Proposal (RFP) Boiler Plate: On May 4, 2018 FDOT posted revisions to the Request for Proposal (RFP) Boiler plate (Version 2018-01a05/04/2018. These revisions were discussed at the March 1, 2018 ACTT Meeting and previously presented at the April ACEC Meeting. They can be seen on line at the following Website Link below: http://www.fdot.gov/construction/designbuild/DBDocuments/DBDocsMain.shtm FDOT held an Alternative Task Team Committee – Full Committing meeting on July 24, 2018 at FDOT District 7. The following was mentioned:

1. Introductions & Opening Remarks – (Bob Burleson/Ananth Prasad/David Sadler) - Introductions were made recognizing those in attendance by video/teleconference and at District 7. Opening remarks were made by Ananth Prasad, Larry Ritchie and David Sadler.

2. Miscellaneous Updates (Larry Ritchie) a) Alternative Contracting Steering Committee Updates

a. Utilities – Larry Ritchie provided an update on utilities. The Department is working with

the District Utility Office to get involved more quickly when the Design-Build Firm encounters problems with a utility. Revisions have been made to CPAM Chapter 5.6 Utility Work and the Design-Build Procurement and Administration Procedure. District Utility Administrator will be added to the issue escalation portion of the boilerplate RFP in next round of changes. Districts need to fill out the relocation tables in the RFP and complete relocation schedules.

b. ATC Process – State Construction Office (SCO) will be looking closely at prohibited changes and aesthetic package requirements to avoid unnecessary work during the proposal stage. Districts will be asked to provide justification if aesthetic packages are being requested.

Alternative Contracting Task Team Committee Report – October 9, 2018 Page 2

c. Technical Proposal Requirements vs Evaluation Criteria - Technical Proposal requirements and evaluation criteria were discussed. RFP developers should tie these together and tailor to meet project specific needs. A developer note has been added to the RFP addressing this issue.

d. Key staffing positions for the LOI - The group discussed key staffing positions and which

positions are applicable for specific jobs. SCO will look into this.

b) Overview of Boilerplate RFP Changes – Review of changes – Larry Ritchie went over most recent RFP boilerplate changes from May 2018. The group had questions regarding attendance at the Pre-Proposal and the Utility Pre-Proposal Meeting. Do the contractor and the designer both need to be in attendance? SCO will consider removing this language, but Kerrie Harrell requested keeping it for Low Bid as the Department prequalifies the engineer, so they are a valid team member. The group also discussed submittals and when a re-submittal is required, does it need another 21 days for review? If there are major issues, yes, the 21 days would still be required. The Design-Build Firm should get with the Department to find out if the review can be completed quickly. Amy Tootle mentioned getting the Department and the Design-Build Firm together to get all comments addressed at a pre-submittal before submitting.

c) Design-Build Procurement Updates - Roll plots can now be used during the Page-Turn

meetings.

3. Shortlisting (Larry Ritchie) - The group discussed the Department shortlisting and paying stipends to all shortlisted Firms on larger projects.

4. Submission of CPM schedule (Larry Ritchie) – CPM schedule may need to be broken up to

accommodate Design-Build projects. Discussion on when the CPM schedule should be submitted and whether the Department could use a Notice to Proceed or something similar to begin design and add CPM schedule once a certain level of design is complete. David Sadler informed the group the CPM schedule should be submitted within 30 days to reflect the first 20% of contract time (both Design and Construction). Upon completion of the first 20% of contract time, the rest of the schedule should be submitted.

5. CSI Threshold – 2.5% (Ananth Prasad) - The group discussed CSIs. CSIs must be equal to or better

than. Generally, a proposal shows X, and this is what the Design-Build Firm is scored on. Now the Design-Build Firm is proposing less. David Sadler will review the information Larry’s team pulled together. The thought is to default to bid averages.

6. ATCs (Ananth Prasad) - Discussion on the evaluation and consideration of ATCs submitted to the Department. Concerns were raised about Districts not approving ATCs. Design-Build Firms need to show they are thinking outside the box. ATCs should not be put in the LOI and should be saved for ATC meetings.

Alternative Contracting Task Team Committee Report – October 9, 2018 Page 3

7. Proposal Evaluator Training – Larry Ritchie informed the group the Proposal Evaluator Training is on the Design-Build website. SCO will look at it to see if there is something that can be changed. It was brought up that new TRC members should receive a face-to-face training and then the online refresher.

8. Technical Proposals - The group discussed Technical Proposals and only requiring paper copies for TRC members. Districts were hesitant as paper copies are needed for some things. SCO can investigate what can be submitted electronically and what we can use as paper copies.

9. Discussion of next meeting date - The next ACTT meeting will be at the same time next year at Turnpike Headquarters or District 7 Auditorium. Date will be July 23, 2019.

FDOT-FTBA-ACEC held an ACTT Steering Committee Meeting on September 6, 2018. The following items were mentioned:

1. The most current Design Build Request for Proposal Boiler Plate is dated August 7, 2018 and can be found on-line at:

http://www.fdot.gov/construction/DesignBuild/DBDocuments/DBDocsMain.shtm

2. The Department is working on additional RFP Boilerplate changes which includes: a. Added language making the Pre-proposal meeting the District’s option and updating the

Developer notes to reflect this change. b. Added language requiring a Design meeting be held if the Department requires more

than 2 resubmittals of the 90% plans (Issues have been occurring with the quality of the submittals by the DB Teams and disagreement on comments from reviewers). Central Office will be working with the Districts to address how they handle resubmittals and will incorporate potential clarification as needed.

c. Adding language to indicated that The Design-Build Firm shall provide a signed certification that all Electronic Review Comments (ERC) have been resolved to the Department’s satisfaction as a requirement before obtaining “Released for Construction” plans.

d. Modification to the As-built Section to Read: To ensure that As-builts are submitted a minimum of 30 Calendar days prior to project completion and that they incorporate the “Released for Construction” design and all changes revisions by the contractor.

e. Modify language to ensure that the Design Build Firm accompany the CEI Team at meetings when necessary of the term of the contract.

f. Adding clarification on public records requests and commitment to produce. g. Adding language to the Adjoining Construction Project Section as follows: The Design-

Build Firm shall consider and include in the Construction Plans and Bid Price Proposal, any and all temporary detours or diversions required to facilitate traffic movements into and out of the project limits; notwithstanding the alignment, lane positioning and/or grade differences of traffic conditions on those adjacent projects.

h. Adding additional submittal requirements for lighting plan components.

Alternative Contracting Task Team Committee Report – October 9, 2018 Page 4

3. The Department will be working with their Specifications Office to relax the CPM schedule

requirements, in Section 8-3.2 of the DB Boilerplate Specs. The idea is to provide flexibility in the amount of detail required in the CPM Schedule at commencement of a project. It was discussed that Design Build Team could more easily predict Design and Early Works Construction Activities, but that providing a full CPM schedule would not be accurate at early stages of the project.

4. Discussion was held as to providing DB Teams flexibility on which resumes to provide at the ELOI stage. Central Office had reached out to their Procurement Office to discuss the Key staffing positions in the Advertisement and found out that language can be revised as long as, it is inclusive of the Design Project Manager and Construction Project Manager. Draft language is being developed to address flexibility.

5. A discussion on LOI Scoring was held covering elements in each of the Sections of the ELOI. Inconsistency between districts was a key discussion item as well as content and how graders may be viewing the various elements. In some cases; ELOI’s are being scored down for not mentioning existing features that have no baring on the project. Also feedback on the scoring sheets has not be consistent and industry indicated that they would prefer more detailed explanation as to why items were graded accordingly. Inclusion of ATC information at the ELOI Stage was also discussed with some Districts giving credit and others deducting credit for concepts not fully vetted with the Department.

6. Central Office will be meeting with Districts to discuss Scoring of LOI’s and Technical Proposals to provide additional guidance on approach and uniformity. They will commence with District 2 on the upcoming advertisement for Project #439100-1 (I-10 from I-295 to I-95).

7. Clarification in the Boiler Plate will allow that Roll Plots submitted with the Technical Proposal and an unmodified aerial or map of the project limits provided by the Design Build Firm is acceptable for reference during the page turn meeting.

8. Next ACTT Steering Committee Meeting to be held March 2019.

ACEC-FL CEI XWY Committee Meeting Report

October 8, 2018

1. Subcommittee Call held on October 1, 2018 at 4 PM. Not much activity took place over

the summer.

2. Third Quarter 2018 Reports

a. CFX: Meeting scheduled for 10/18/18 at 9:30 AM

b. JTA: Next meeting with JTA will be scheduled before end of the year.

c. MDX: RFP template from THEA and CFX being reviewed. Follow-up meeting to

discuss their review will be scheduled late October.

d. THEA: Meeting of 9/13/2018 rescheduled to late October 2018, Whitney working

with THEA staff.

3. Upcoming Meetings Schedule

Transportation Committee Meeting Date

Location Proposed XWY Sub-Committee Teleconference Date

October 9, 2018 Orlando Monday, October 1, 2018 – 4PM

January 8, 2019 Kissimmee December 17, 2018 - 4PM

April 9, 2019 Ft. Lauderdale March 25, 2019- 4PM

July 9, 2019 Tampa June 24, 2019- 4PM

amanda

Typewritten Text

Exhibit 8