State of Florida Department of Transportation EXHIBIT A, SCOPE OF SERVICES RFP-DOT-10/11-6122DS TO PROVIDE DISTRICT WIDE BUSINESS DAMAGES ESTIMATES AND ESTIMATES REVIEW CONSULTANT SERVICES FOR THE FLORIDA DEPARTMENT OF TRANSPORTATION (FDOT) IN MIAMI-DADE AND MONROE COUNTIES PROJECT/PROPOSAL NUMBER: RFP-DOT-10/11-6122DS FINANCIAL PROJECT NUMBER(S): 250727-1-42-01 Page 1 of 7
EXHIBIT A SCOPE OF SERVICES DISTRICT-WIDE BUSINESS DAMAGE ESTIMATION AND ESTIMATES REVIEW CONSULTANT SERVICES Table of Contents I. PURPOSE...3 II. QUALIFICATIONS 3 III. DEFINITIONS... 3-4 3.01. Assignment...3 3.02. Business Damage Estimate Report...3 3.03. Business Damage Estimate Review Report...3 3.04. Consultant...3 3.05. Cost Estimate...4 3.06. Letter of Authorization...4 3.07. Notice of Assignment...4 3.08. Project Manager...4 IV. PERSONNEL CLASSIFICATIONS... 4-5 4.01. Principal...4 4.02. Project Manager...4 4.03. Certified Public Accountant (CPA)... 4-5 4.04. Accountant...5 V. CONSULTANT SERVICES/RESPONSIBILITES...5 5.01. Assignment/Compensation...5 5.02. Scheduling... 5-6 5.03. Site Inspection/Business Owner Contact...6 5.04. Reports...6 5.05. Sub Consultants...6 5.06. Litigation/Mediation Support... 6-7 5.07. Meetings...7 5.08. Fee Reviews...7 5.09. Fiduciary Responsibility...7 VI. VII. PROJECT MANAGER RESPONSIBILITIES...7 INVOICING/PROJECT FILES...7 Page 2 of 7
I. PURPOSE The State of Florida Department of Transportation (FDOT) requires a Certified Public Accountant to provide business and financial consulting services. These services are needed for the review of business damage claims and the estimation of business damages caused by the acquisition of real estate for right of way for transportation projects. These services are for projects located in FDOT District Six, located in Miami Dade and Monroe County. II. QUALIFICATIONS This type of work requires a minimum of one employee, registered as a Certified Public Accountant (CPA) in the State of Florida, with a minimum of three years of demonstrated professional accounting work, after registration. This type of work also requires the Certified Public Accountant (CPA) to demonstrate previous experience in the preparation of accepted business damage estimate reports for the DEPARTMENT or other government agency within the last three years immediately preceding application for qualification; or have served as an expert witness in the State of Florida in eminent domain cases or other legal cases regarding business valuation or damages within the last three years immediately preceding application for qualification; or a minimum of 48 hours of completed course work, directly related to business valuation. Verification of course work shall be by copies of course certificates of completion issued by the course provider which will indicate the numbers of hours that may be counted for continuing professional education credits. III. DEFINITIONS 3.01 Assignment Any of a variety of tasks assigned to the consultant requiring business and financial reports and/or analysis related to business damage estimates. 3.02 Business Damage Estimate Report: A written report describing the financial impact that a business may suffer as a result of the acquisition of a portion of property for right of way. This report will be primarily used in the preparation of cost estimates by the appraisal section. 3.03 Business Damage Estimate Review Report: A written report which analyzes the financial statements and claims presented in a business damage estimate report prepared by a business owner, Certified Public Accountant (CPA), or other business damage expert. 3.04 Consultant: The Certified Public Accountant selected to provide the business and financial consulting services governed by this contract. The expert will be responsible for Page 3 of 7
services provided by staff employed by the Consultant and any sub-consultants. 3.05 Cost Estimate: Feasibility estimates pertaining to the cost of acquiring real property for proposed Right of Way. 3.06 Letter of Authorization: The letter issued by the Project Manager describing the assignment authorizing the Consultant to begin work, providing the fees and completion due dates for the requested task(s) and any other terms governing the assignment. 3.07 Notice of Assignment: Letter issued to the Consultant advising of the nature of the assignment and due date of the report, and requesting the estimated hours and fees. 3.08 Project Manager FDOT s designee having responsibility for directing and coordinating the activities of the consultant pursuant to this contract. IV. PERSONNEL CLASSIFICATIONS ITEM PERSONNEL CLASSIFICATION 4.01 Principal 4.02 Project Manager 4.03 Certified Public Accountant DELIVERABLES Page 4 of 7
(CPA) 4.04 Accountant V. CONSULTANT SERVICES AND RESPONSIBILITES 5.01 Assignment/Compensation Services will be provided on a district-wide basis. Assignments will be made for various projects, identified by item and parcel numbers. Each assignment will commence with a Notice of Assignment, which will describe the nature of the assignment and the due date of the report. Consultant will review the assignment and provide a price proposal estimating the number of hours and activities required to complete the assignment. The price proposal must indicate which personnel or sub-consultant(s), if applicable, will perform the services assigned, and the estimated number of hours such personnel or sub-consultant(s) will require to complete the task. Upon approval of the price proposal, the Project Manager will issue a Letter of Authorization, at which time, work may commence. Extensions of assignment due dates may be requested by the Consultant in writing not less than seven calendar days prior to the due date for any given assignment. All extensions must be granted by the Project Manager in writing, or by electronic means. 5.02 Scheduling The scheduling of report due dates will be provided by the Project Manager. The schedule will be determined by consideration of District Six production commitments, FDOT Procedures and Florida Statutes. Approximate time frames for various activities are as follows: Eligibility studies: two to three weeks; Report Preparation (Research, Analysis, Printing, Assemblage and submission): three to five weeks; Preliminary cost estimates and other research assignments: two to four weeks; Page 5 of 7
Review of CPA/Owner/Tenant Reports: two to four weeks. 5.03 Site Inspections/Business Owner Contact: Consultant is responsible for inspecting the site(s) of the business(s) identified in the assignment. Such inspections may be in conjunction with inspections by other consultants such as appraisers, land planners or other experts. Consultant is responsible for interviewing the business owner and/or the person representing the business if more information is needed for a complete understanding of the business. Original copies of written correspondence with business owners and notes from oral contacts will be provided to the Project Manager. 5.04 Reports: Consultant is responsible for preparing Business Damage Estimate Reports for businesses identified by the Project Manager as requiring a report in the costestimating phase. For businesses that have submitted a business damage claim and financial statements, in compliance with F.S. Section 73.071(3) (B) and FDOT Rules and Procedures, Consultant is responsible for preparing Business Damage Estimate Review Reports. In addition to meeting the standards set forth by FDOT Rules and Procedures, the report should address the market value of the business in the before situation; the amount of damages to the business based upon alternative assumptions; identification of the value of the trade fixtures and inventory included in the value and the liquidation value of the business. Consultant will discuss each claim with the District Six Appraisal, Acquisition and Relocation Sections to coordinate the avoidance of double payment of damages. When necessary, Consultant will provide updated reports. One original and two copies of each report will be provided to the Project Manager. 5.05 Sub Consultants: Sub-consultant services may be utilized when they are required. The request will be made in writing to the Project Manager who must approve both the sub-consultant and fee structure. Such approvals will be in writing, in advance of utilizing the services. 5.06 Litigation/Mediation Support For business damage claims that cannot be resolved by negotiation, Consultant will be available to the FDOT s Office of General Counsel for legal proceedings, in Page 6 of 7
coordination with the Project Manager. 5.07 Meetings Consultant is responsible for meeting or teleconferencing with the appropriate Departmental personnel and/or other consultants as needed to discuss issues regarding the business(s) identified in the Assignment(s). 5.08 Fee Reviews Consultant will provide an opinion of the reasonableness of fees charged by others for business damage reports reviewed by Consultant. Additionally, Consultant may be required to provide opinions on fees charged for reports not reviewed by Consultant. 5.09 Fiduciary Responsibility Neither Consultant nor any sub-consultant shall perform consulting services for Business owners on any project for both FDOT and a business owner without prior FDOT approval, in writing or by electronic means. If a request to perform such services for business owners on any project is needed, then said request shall be made in writing to the Project Manager. VI. PROJECT MANAGER RESPONSIBILITIES The Project Manager will provide information, when and if available, such as right of way maps; construction plans; appraisal reports; business damage reports; acquisition information; relocation information and any other information available to assist the Consultant. VII. INVOICING/PROJECT FILES Invoices will be submitted to the Project Manager upon completion of each task, with a copy of the Letter of Authorization for the task being invoiced. In addition to the invoice, Consultant will submit with each invoice a summary spreadsheet detailing all tasks authorized, and invoices paid to date. Invoices will identify the parcel, project, and business owner/name. Time will be billed in increments of fifteen minutes. Invoices will set forth the dates on which the services were performed, the name and classification or job description of the person that performed the services, a detailed description of the task performed and the time actually devoted to each task. At the completion of services, or upon the Project Manager s request at any time, Consultant will provide FDOT copies of all work performed or received pursuant to work assigned under this contract, at no charge except for reasonable copy costs, where appropriate. Page 7 of 7