Volume II: Cost Proposal and Business Information

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1 Volume II: Cost Proposal and Business Information Part A: Cost/Price Information The City is under obligation to follow Federal, State and Local regulations to require an RFP and Bid for any construction and Professional Services. The cost and pricing information provided can only be estimated for the available subcontracts based on the proposed scope of work and estimate. No hourly, Sub Contractor or organizational information will be available until after an award is given and the City has selected the sub-contractors based on regulation. 1

2 Part B: Cost Reimbursable Proposal The City of Orlando will be the prime offeror, and will utilize a number of subcontractors to accomplish the work set out in the solicitation. Local, state, and federal procurement regulations do not allow the City to preselect subcontractors, however, the City commits to contract with small businesses as set forth in FAR section We have identified several areas where small business enterprises are available to provide useful contributions: Application development and testing Community outreach User training Construction engineering & inspection (CEI) We will work with the City s Minority and Women Business Enterprise (MWBE) and State of Florida Office of Supplier Diversity (OSD) program to identify and recruit small business enterprises. Each organization maintains a database of registered vendors qualified as MWBE and federal disadvantaged business enterprises (DBE): The City has also committed to team with Lighthouse Central Florida to develop a plan for evaluating the system effectiveness, develop smart phone applications, and train visually-impaired individuals to use the system. 2

3 Part C: Subcontracting Plan Small Business Subcontracting Plan 1. NOTES: Where the bidder/offeror has an existing approved master subcontracting plan, those goals may be reflected in the proposed plan. Please note as such. Where subcontracting opportunities will not exist, the bidder/offeror shall furnish a statement to that effect, signed by an official authorized to make that statement. The following information shall be provided in the bidder/offeror subcontracting plan expressed in terms of goal percentages of the total planned subcontracting dollars. (Bidder/offeror may adapt this information to its own format, provided the information remains clear and consistent.) Text lines may be added to this format as needed. SUBCONTRACTING PLAN for: Amount Ratio Goals Percent a Total prime contract amount: $ 3,673, b Total planned subcontract awards: $ 3,673, c Total planned subcontract awards to Large Business and non-profit concerns $ 2,277, (c/b) 62% Total planned subcontract awards to d Small Business concerns (SB) (not elsewhere counted in e. f. g. h. or $ 293, (d/b) 8% i. below) e Total planned subcontract awards to Veteran-Owned Small Business $ 183, (e/b) 5% concerns (VOSB): f Total planned subcontract awards to Service-Disabled Veteran-Owned Small $ 183, (f/b) 5% Business concerns (SDVOSB): 3

4 g h i j NOTE: Title 15 U.S.C. 644 establishes a minimum goal of 3% for SDVOSB. Please provide rationale below if establishing a lower goal.) Total planned subcontract awards to Small Business concerns located in Historically Underutilized Business zones (HUBz) Total planned subcontract awards to Small Disadvantaged Business concerns (SDB) (includes ANCs and Indian Tribes) (NOTE: Title 15 U.S.C. 644 establishes a minimum goal of 5% for SDB. Please provide rationale below if establishing a lower goal.) Total planned subcontract awards to Women-Owned Small Business concerns (WOSB) (NOTE: Title 15 U.S.C. 644 establishes a minimum goal of 5% for WOSB. Please provide rationale below if establishing a lower goal.) Combined total planned subcontract awards to all small business concerns: (NOTE: If a subcontractor qualifies in more than one sub-category of SB above, show that amount in each applicable sub-category, but include that amount only once in this line.) $ 293, (g/b) 8% $ 220, (h/b) 6% $ 220, (i/b) 6% $ 1,395, (d+e+f +g+h+i ) 38% e. Offeror/bidder rationale if establishing a goal lower than 3% for SDVOSB: _The City of Orlando hopes to exceed the minimum 3% goal; in fact, a 5% goal for this category of small business is being proposed. 4

5 g. Offeror/bidder rationale if establishing a goal lower than 5% for SDB: _ The City of Orlando hopes to exceed the minimum 5% goal; in fact, a 6% goal for this category of small business is being proposed. h. Offeror/bidder rationale if establishing a goal lower than 5% for WOSB: _ The City of Orlando hopes to exceed the minimum 5% goal; in fact, a 6% goal for WOSB is being proposed. 2. The following principal types of supplies and/or services are planned to be subcontracted under this contract. (Indicate if planned to subcontract to a non-small business concern, SB, VOSB, SDVOSB, HUBz, SDB, or WOSB. Type of Supply/Service to be subcontracted Company Address Subcontractor type: e.g., Non-SB, SB, VOSB, SDVOSB, HUBz, SDB, WOSB (enter 5

6 one or more as applicable) A portion of Final Engineering Design Unknown until post grant award procurement and verification of current certifications. Not yet available This information, as well as documentatio n of best efforts to meet the established goals, will be provided following post grant award procurement and verification of current certifications. Not yet available Some electronics, related work and assembly/installation Unknown until post grant award procurement and verification of current certifications. This information, as well as documentatio n of best efforts to meet the established goals, will be provided following post grant award procurement and verification of current certifications. 6

7 Some concrete, asphalt and other surface treatment furnishing and installation Unknown until post grant award procurement and verification of current certifications. Not yet available This information, as well as documentatio n of best efforts to meet the established goals, will be provided following post grant award procurement and verification of current certifications. Some pavement marking, traffic signage, and maintenance of traffic materials furnishing, installation and maintenance through completion of construction and warranty periods. Unknown until post grant award procurement and verification of current certifications. Not yet available This information, as well as documentatio n of best efforts to meet the established goals, will be provided following post grant award procurement and verification of current certifications. 3. The following method was used to develop the subcontract percentage goals: _The City of Orlando has had an almost thirty year record of commitment to the hiring of small business, minority and woman owned contractors, consultants, 7

8 suppliers and workers. The City has procurement goals of 18% for minorities, 6% for women and a Veterans Business Enterprise preference on Bids and RFPs. As a part of its ongoing commitment, the City has assembled a directory of companies/entities/individuals that are certified by the City to perform various types of work and provide supplies and services including those required for this project. Many such certified companies/entities/individuals have frequently been found by the City to have similar certifications by the Federal Government and by the State of Florida. Through the City s experience, the City is confident that its database and other databases with which it is familiar have adequate numbers of companies/entities/individuals who can perform various parts of this work. Further, in recent major procurements, the City has used its recently acclaimed Blueprint initiative to increase its typical percentage goals by requiring hiring and training of companies and individuals in nearby underserved communities. The City is, therefore, confident that the goals set in this application are reasonable and will provide information to local companies/entities/individuals on how they can obtain the appropriate federal certifications if they are lacking such but already have related City certifications. 4. The following method was used to identify potential subcontract sources for solicitation purposes. (What source lists were used, such as CCR, Veterans service organizations, the National Minority Purchasing Council Vendor Information Service, the Research and Information Division of the Minority Business Development Agency in the Department of Commerce, or small, HUBZone, small disadvantaged, and women-owned small business trade associations, and what organizations were contacted to identify potential SB, VOSB, SDVOSB, HUBz, SDB, and WOSB subcontractors.): _A review of sources, such as the City of Orlando s M/WBE directory; the State of Florida s List of DBE contractors (and contractors in general), consultants and suppliers; HUB Zone maps ( the SBA website ( and the Dynamic Small Business Search (DSBS) database; showed that there should be an adequate number of sources for subcontract solicitation purposes. The City will continue to perform this research and will ensure this effort continues after we are successful in being awarded this grant. 5. Indirect costs were included in establishing the subcontracting goals specified in the table above. 8

9 6. If indirect costs were included, the following method was used to determine the proportionate share of indirect costs to be incurred with SB, SDVOSB, HUBz, SDB, and WOSB subcontractors: At the time of procurement of subcontracts, the City will ensure, to the satisfaction of the USDOT, that the appropriate/proper determination of the proportionate share of indirect costs to be incurred with SB, SDVOSB, HUBz, SDB, and WOSB subcontractors is performed. 7. The following individual will administer the subcontracting program: Name:_Charles Ramdatt_& David Billingsley Title:_Deputy Director of Public Works_& Chief Procurement Officer Address: _City of Orlando, 400 South Orange Avenue, Orlando, Florida Telephone & and This individual's specific duties, as they relate to the subcontracting program, are as follows: Charles Ramdatt will have direct day to day management of project development, production and the generation of consultant/supplier/contractor interest in participating in this project. David Billingsley and his staff will have responsibility for the development of procurement documents and the administration of such. 8. The following efforts will be taken to ensure that SB, VOSB, SDVOSB, HUBz, SDB, and WOSB subcontractors will have an equitable opportunity to compete for subcontracts: The City, unreservedly, agrees to the following: FAR Clause , Utilization of Small Business Concerns, will be included in all subcontracts, which offer further subcontracting opportunities. It is further agreed that all subcontractors (except small business concerns) at all tiers below the prime contractor who receive subcontracts in excess of $650,000 ($1,500,000 for 9

10 construction of any public facility with further subcontracting possibilities) will be required to adopt and comply with a subcontracting plan in accordance with FAR Clause The City will review the various current lists of certified/qualified Small Businesses for inclusion in all procurements related to this grant project. In addition, the City commits to seeking the counsel and guidance of the appropriate experts on subcontractor procurement within the USDOT. 9. The Contractor agrees to: a. Cooperate in any studies or surveys as may be required. b. Submit periodic reports as may be required so that the Government can determine the extent of compliance by the Contractor with the subcontracting plan. c. Submit Subcontracting Report for Individual Contracts and Summary Subcontract Report, to the following Electronic Subcontract Reporting System (ESRS) web site: d. Ensure that its large business subcontractors with subcontracting plans agree to submit ESRS documents online as required. 10. The following types of records concerning procedures that have been adopted to comply with the requirements and goals in the plan should be maintained through completion of the contract: a. Source lists, guides, and other data that identify SB, VOSB, SDVOSB, HUBz, SDB, and WOSB concerns. b. Organizations contacted in an attempt to locate sources that are SB, VOSB, SDVOSB, HUBz, SDB, and WOSB concerns. 10

11 c. Records on each subcontract solicitation over $150,000 indicating: i. whether Small businesses were solicited, and if not, why not; ii. whether VOSB were solicited, and if not, why not: iii. whether SDVOSB were solicited, and if not, why not: iv. whether HUBz's were solicited, and if not, why not; v. whether SDB's were solicited, and if not, why not; vi. whether WOSB's were solicited, and if not, why not; and if applicable, vii. the reason award was not made to a small business concern. d. Any outreach efforts to contact: i. trade associations, ii. business development organizations, iii. conferences, and trade fairs to locate SB, VOSB, SDVOSB, HUBz, SDB, and WOSB sources iv. veterans service organizations e. Records of internal guidance and encouragement provided to buyers through: i. Workshops, seminars, training programs, etc. ii. Monitoring performance to evaluate compliance with the program s requirements. f. On a contract-by contract basis, data submitted by the Contractor to the Government to support awarded subcontracts, including the name, address and business size of each subcontractor. - Charles Ramdatt Deputy Director of Public Works Charles.ramdatt@cityoforlando.net City of Orlando 400 South Orange Avenue Orlando, Florida August 10,

12 Part D: Past Performance The City of Orlando has a rich tradition of technical innovation from the Travtek project with pioneered in-vehicle navigation in the early 1990s to the ITS expansion of recent years. These two projects show the City s ability to team with federal, state, and local partners to produce successful projects. Project Name Intelligent Transportation System Phase 2 Offeror key personnel Client Client contact Prime Contractor Subcontractor (designbuild) Subcontractor Charles Ramdatt, PE, PTOE (project principal) Benton Bonney, PE (project manager) Florida Department of Transportation Vincent E. Vacchiano Florida Department of Transportation District Operations Special Projects Manager (386) vincent.vacchiano@dot.myflorida.com City of Orlando (Local Agency Program) Traffic Control Devices (lead & construction) F. R. Aleman & Associates (design) Metric Engineering, Inc (CEI) Financial Project No Federal No C Contract No AQF 68 Total potential value $3,798, Value of work completed Description of the work performed by the offeror $3,798, Phase 2 of the Intelligent Transportation System (ITS) project continued the Phase 1 improvements to the City s ITS. Improvements included the following: 12

13 replaced copper communications lines with fiber optic lines to improve system capacity and reliability; provided redundant communications lines and pathways installed CCTV cameras at 15 locations to monitor major routes and intersections, upgraded communications at 144 locations from serial to Ethernet replaced 102 old traffic signal cabinets upgraded 42 additional controllers Period of performance November 2011 February 2014 Project Name Offeror key personnel Client Client contact Design Contractor Installation Contractor Transit Signal Priority Demonstration Charles Ramdatt, PE, PTOE (project principal) Benton Bonney, PE (project manager) City of Orlando Benton Bonney, PE City of Orlando Transportation Systems Manager (407) Kittelson & Associates Traffic Control Devices Contract No 4978 Total potential value $95, Value of work completed Description of the work performed by the offeror $95, Installed transit signal priority system International Dr (seven intersections) and on Lynx (regional transit system) busses to provide conditional TSP for this corridor. This project included before-and after 13

14 analysis to show bus travel time decreased by two to 12 percent despite a noticeable increase in background vehicle traffic during the project period. Period of performance August 2011 September

15 Pricing Template-- Page 1 SafeX Proposal - City of Orlando Pricing Information A. TOTAL DIRECT COST 1. Direct Materials and Supplies $ Non-Expendable Equipment $ Travel (See Footnote #A.3) $ ADP Services (See Footnote #A.4) $ Subcontracts (See Footnote #A.5) $3,673, Direct Wages and Salaries (See Footnote #A.6) $ Fringe Benefits Multiply A.6 by the following percentage... 35% $ Other Direct Costs (See Footnote #A.8) $ TOTAL DIRECT COSTS $3,673, B. OVERHEAD COSTS For-profit Organizations Multiply A.6 + A.7 by the following % % $0.00 Not-for-profit Organizations Multiply A.6 + A.7 by the following %... 90% $0.00 Educational Organizations Multiply A.6 + A.7 by the following %... 55% $0.00 C. GENERAL AND ADMINISTRATIVE EXPENSES (if applicable) Multiply TOTAL DIRECT COSTS and OVERHEAD COSTS (excluding A.2 Non-expendable Equipment and A.4 Subcontracts) by the following percentage.. 15% $ SUBTOTAL (A, B, & C) $3,673, D. FEE (if applicable) Multiply the sum of all the above costs by the following percentage... $ TOTAL ESTIMATED COSTS $3,673, TOTAL ESTIMATED COSTS (Rounded) $3,673, ================

16 Pricing Template -- Page 2 SafeX Proposal - City of Orlando Pricing Information FOOTNOTES: Cost Estimate Detail - PLEASE SEE ATTACHMENT A.3 TRAVEL Local Travel 0 miles at $0.000 each $0.00 Common Carrier (Air & Ground) costs: Air 0 trips at $0.00 each $0.00 Ground 0 trips at $0.00 each $0.00 Vehicle Rental (& fuel) 0 days at $0.00 per day $0.00 Per Deim: 0 days at $0.00 each $ TOTAL TRAVEL $0.00 A.4 ADP SERVICES Systems Analysis $0.00 Programming $0.00 Data Entry $0.00 Machine Costs $0.00 Other $ TOTAL ADP SERVICES $0.00 A.5 SUBCONTRACTS Subcontract #1 $ 2,277, Subcontract #2 $ 293, Subcontract #3 $ 183, Subcontract #4 Subcontract #5 $ $ 183, , Subcontract #6 Subcontract #7 $ $ 220, , TOTAL SUBCONTRACTS $ 3,673, A.6 DIRECT WAGES AND SALARIES (see attachment; hours by task) Corporate Executive $ hours $0.00 Project Director $ hours $0.00 Senior Professional $ hours $0.00 Midlevel Professional $ hours $0.00 Junior Professional $ hours $0.00 Secretarial/Clerical $ hours $ TOTAL DIRECT WAGES & SAL. 0 hours $0.00 A.8 OTHER DIRECT COSTS Consultants $0 per day x 0 days $0.00 Consultants $0 per day x 0 days $0.00 Express Del. $0 per pkg x 0 packages $0.00 Reproduction $0.00 /doc'mt x 0 documents $0.00 Telephone $0 per call x 0 calls $0.00 Equipt. Rent $0 per item x 0 items $ TOTAL OTHER DIRECT COSTS $0.00

17 Pricing Template -- Page 3 SafeX Proposal - City of Orlando Pricing Information ATTACHMENT to A.6; Direct Salaries and Wages - N/A Person-Hours by Task TOTALS Corp Exec Proj Dir Sr Prof Mid Prof Jr Prof Sect/Cler Task Totals Task Titles and Assumptions Used Task 1 - Task 2 - Task 3 - Task 4 - Task 5 - Task 6 - Task 7 - Task 8 - Task 9 - Task 10 - Task 11 - Task 12 -

SMALL BUSINESS SUBCONTRACTING PLAN (Template)

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