06/07-36
MEMORANDUM
To: Peter Horton, Airports Director
Attn: Bevette Moore
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From: Isabel DeSantis, Deputy Clerk-).!
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Date: September 25, 2007
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At the BOCC meeting of September 19, 2007 the BOCC granted approval and authorized
execution of the following item:
Purchase Service Order No. 06/07-35 between Monroe County and URS for Airport
Noise Coordinator for the Key West International Airport.
Purchase Service Order No. 06/07/-37 between Monroe County and URS for Part 150
Noise Exposure Maps Update for the Key West Airport.
Supplemental Lease Agreement, No. DTFA06-02-L-00365 between Monroe County and
the Department of Transportation Federal Administration for office space at the Key
West International Airport.
Supplemental Lease Agreement, No. DTFA06-03-L-05229 between Monroe County and
the Federal Aviation Administration for storage space at the Key West International
Airport.
Purchase Service Order No. 06/07-36 between Monroe County and URS for
Disadvantaged Business Enterprise Implementation for the Key West and Marathon
Airports.
Purchase Service Order No. 06/07-24 between Monroe County and URS for Runway
Safety Area (RSA) design plans and specifications for the Key West International
Airport.
Attached hereto are duplicate originals of the subject documents for your handling.
Please be sure that the Supplemental Lease Agreements which are stamped Monroe
County Clerk's Office Original and Monroe County Finance Department's Original
are returned to my attention after they are signed by the FAA. Should you have any
questions concerning this matter please do not hesitate to contact this office.
CC: County Attorney, w/o docs.
Finance
File .,/
PURCHASE / SERVICE ORDER
FOR
MONROE COUNTY
To:
URS
Purchase Service Order No.
06/07-36
Re: PSA Agreement, Dated: 1-1-02
Resolution
Project Name:
EYW / MTH - DBE Implementation Services
Description of Services:
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(SEE ATTACHED SCOPE OF SERVICE)
Services are from 10/1/07 to 9/30/08
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Multiple of Direct Salaries
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Lump Sum _ X
Reimbursable Expense
Days to Complete
395
Fee this Service Order
$ 168.465.00
Payment for Services shall be in their entirety as per PSO.
Prepared by:
Recommended by:
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Milford A. Reisert
Date:
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Date:
Accepted by:
Approved by:
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Carlos Garcia
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Date:
09-/9-07
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Scope of Services
DEE Support Services for DEE Implementation Plan
:Kev West International Airport and Florida Kevs Marathon Airport
Monroe County Airports
October 1, 2007 - September 30, 2008
Overview
The Key West International and Florida Keys Marathon Airports' Disadvantaged
Business Enterprise Program was established in 2000 in accordance with the
requirements of the U. S. Department of Transportation's guidelines 49 CFR Part 26.
The objectives of the Airports' DBE Program were and still are:
1. That Disadvantaged Business Enterprises shall be assured, to the fullest
extent possible, the opportunity to participate in the performance of contracts
assisted in whole or in part with Federal funds, and
2. That no person, subject to the activities of the Monroe County Board of
County Commissioners shall, on the basis of race, color, national origin, or
sex, be excluded from participation in, denied the benefits of, or otherwise
discriminated against in connection with the award and performance of any
contract assisted in whole or in part with Federal funds.
3. To create a level playing field on which DBEs can compete fairly for DOT-
assisted contracts; and ensure that the DBE Program is narrowly tailored in
accordance with 49 CFR Part 26.
4. To ensure that only firms which fully meet the Department of
Transportation's Eligibility standards are permitted to participate as DBE's.
5. To help remove barriers to the participation of DBE's in DOT - assisted
Contracts.
In 2004, the Key West International & Florida Keys Marathon Airports (Airports)
became certifying members of the Unified Certification Program (UCP) within the State
of Florida. As certifying agencies, the Airports have the responsibility of adhering to and
upholding all UCP and DOT rules and regulations regarding the DBE program. The
Airports will need to stay abreast of UCP issues and modify/update their own DBE
programs to incorporate UCP procedures, reporting, and forms.
The Key West International Airport is currently developing a new terminal building. The
estimated cost of this project is around $30 million. With partial FAA funding anticipated
for this project, the airport will need to establish and regulate DBE goals for this major
effort. Compliance and monitoring for this project are crucial to adhere to FAA and DOT
regulations. A new terminal building may also mean the opportunities for DBE
concessionaires and a need for the development of a DBE concession plan. The Florida
Keys Marathon Airport began air carrier services in February of 2007. Additionally,
Florida Keys Marathon Airport received a grant for repairs due to hurricane damage.
1
Prepared by: Montgomery Consulting Group, Inc.
Updated on: 25 July 2007
Scope of Services
DBE Support Services for DBE Implementation Plan
Kev West International Airport and Florida Keys Marathon Airport
Monroe County Airports
October 1, 2007 - September 30, 2008
Due to the afore mentioned issues, it is important that Key West International & Florida
Keys Marathon Airports continue the implementation and development of their DBE
Program and DBE Support Services.
This scope of services identifies the elements and tasks the Montgomery Consulting
Group (MCG) will undertake to provide support services for the Disadvantaged Business
EnterpI1se (DBE) Plan Implementation envisioned by airport staff for Key West
International Airport and Florida Keys Marathon Airport. The time period for this scope
of services is estimated from October 1, 2007 through September 30,2008.
MCG's main coordination for this project will be with the airport's Disadvantaged
Business Enterprise Liaison Officer (DBELO), Peter Horton, and other key airport staff
such as Jerome Fain Jr., and URS project directors, Mil Reisert and Andres Gutierrez.
However, MCG may coordinate directly with other airport staff as required to accomplish
the scope of services. URS is to be copied on all correspondence to Monroe County
Airports.
2
Prepared by: Montgomery Consulting Group, Inc.
Updated on: 25 July 2007
Scope of Services
DBE Support Services for DBE Implementation Plan
Key West International Airport and Florida Keys Marathon Airport
Monroe County Airports
October 1. 2007 - September 30, 2008
Specific ElementslTasks
Element 1. DBE Certification Support Services
1. Accept, maintain & review applications for DBE certification under 49 CPR Parts
23 & 26. This task includes identification of request of needed additional
information from applicants and completion of on-site visit report for applicants
that are located in Monroe County. Coordination will be made with the applicant
and appropriate agencies for applicants located outside of Monroe County. The
UCP has currently identified 15 firms that the Key West International and Florida
Keys Marathon Airports have the responsibility to manage as a responsibility of
UCP participation. Labor hours and out of pocket expenses for certifying up to 5
additional applicants has been included in this scope, along with development,
delivery and review of No Change Affidavits which each certified firm is required
to complete on their yearly certification anniversary date (additional applications
would require an increase in budget);
2. Make written recommendations to the Airport DBELO as to whether applicant
firms should be considered for certification by the Airport(s)/UCP and prepare (as
appropriate) a draft certification letter and certificates. For firms ineligible for
certification, a letter stating the reason why the firm cannot be certified will be
prepared for the DBELO;
3. Attend UCP meetings for the Airport(s) (up to 2 have been included) to keep
abreast of the current UCP and future changes to the UCP and coordinate UCP
issues to the DBELO. Any changes or updates that need to be made in accordance
with UCP rules and regulations will be discussed with the DBELO via transmittal
letter, e-mail or formal consultation;
4. Maintain a Directory of DBEs certified by the Monroe County Airports. The
directory will be documented in accordance with UCP regulations and contain all
required UCP fields/categories. This DBE Directory will be updated each time a
new firm is certified. The DBE Directory will be kept on hand at the Airports as
well as posted to the FDOT UCP DBE Online DBE Directory;
5. Prepare a monthly report for the DBELO on the status of DBE applications and
DBE activities. The monthly status report will include the status of DBE
applicants, certified DBEs and the date/status of their Annual No Change
Affidavit, DBE Inquiries (firms which have shown interest in the DBE program,
but have not formally submitted an application for DBE certification, Closed
Applicant Files (applicants that submitted an application, but then never submitted
all required documentation) and Denied Applicants (including comments on the
reason that the firm could not be certified). The report will also include any and all
support services performed in that specific period for the DBE program.
3
Prepared by: Montgomery Consulting Group, Inc.
Updated on: 25 July 2007
Scope of Services
DEE Support Services for DEE Implementation Plan
Key West International Airport and Florida Keys Marathon Airport
Monroe County Airports
October 1, 2007 - September 30, 2008
Element 2. DEE Outreach Support Services
1. Contact DBE firms in regards to potential DBE contracting opportunities at the
airport(s);
2. Identify potential DBE contracting opportunities at the Airport including DBE
concessionaires;
3. Attend pre-proposal conferences to address the goals of the DBE program and
provide a listing of the certified DBE firms. Attendance at 3 pre-proposal
conferences has been budgeted;
4. Provide DBE Support Services Seminars for DBE firms including, but not limited
to explanation of Bid proposals & RFQs, upcoming opportunities for DBEs, DBE
Compliance issues & compliance/monitoring forms and completion of Annual No
change Affidavits. Training sessions will be held once a quarter. 4 training
sessions/seminars have been budgeted and provide DBE services for the Business
to Business mentoring program to assist DBE firms with networking and provide
matchmaking between DBE Firms and Non-DBE Firms;
5. Update & maintain the Key West International & Florida Keys Marathon Airports
DBE website to include information regarding the DBE program for the purpose of
increasing awareness of the DBE program and inclusion of the DBE Directory.
DBE Opportunities, the DBE Newsletter and the DBE Directory will also be
updated on the website as needed;
6. Development and distribution of an airport (s) DBE Newsletter to highlight DBE
firms and current DBE opportunities at the airport(s). An updated distribution list
for the newsletter will be created for each newsletter issued to incorporate new I y
certified DBEs, along with any other new contacts or interested firms. 4
newsletters have been budgeted.
4
Prepared by: Montgomery Consulting Group, Inc.
Updated on: 25 July 2007
Scope of Services
DBE Support Services for DBE Implementation Plan
.Kev West International Airport and Florida Kevs Marathon Airport
Monroe County Airports
October 1, 2007 - September 30, 2008
Element 3. DBE Program Monitoring and Compliance
1. Make recommendations regarding monitoring and reporting recommendations
related to DBE goals/good faith effort, DBE program, compliance, and language
in requests for proposal, contract documents; and develop a systematic approach
for reporting DBE Compliance information to the Airport; and summarize the
DBE Program performance on a quarterly basis.
2. Be available to the DBELO for consultation on DBE issues; and
3. Conduct "Good Faith Efforts" audits and contract compliance monitoring for each
AlP Project and Make project site visits to investigate actual DBE project
participation;
4. Coordinate with the airport's general consultant/engineer on DBE goals/good
faith effort, DBE program compliance and language in requests for proposal and
contract documents.
5. Prepare the DBE Goal and Methodology including any required updates in
accordance with FAA guidelines for next fiscal year for Key West International
Airport and Florida Keys Marathon Airport and update the DBE Plan to
incorporate changes by the UCP;
6. Update ACDBE Concession plan for Key West International Airport and Florida
Keys Marathon Airport to address Concessionaire development, regulation,
compliance and monitoring;
7. Prepare a draft of the FAA reporting forms for DBE compliance as required by
the airport and DBELO. Including, but not limited to annual DBE Concessionaire
Awards & Commitments Reports and annual DBE Goal Methodology Updates;
8. Provide assistance to the DBELO in identifying grievance issues and assistance in
handling any DBE appeals.
5
Prepared by: Montgomery Consulting Group, Inc.
Updated on: 25 July 2007
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INDEPENDE:-JT KOST ESTIMATES
P. O. Box 46681
St. Pete Beach
Florida 33741
(727) 367-2910
August 9, 2007
Ms. Bevette Moore
Airport Operations
3491 S. Roosevelt Boulevard
Key West, Florida 33040
Subject: Key West International Airport
Consultant Fee Assessment
Dear Ms. Moore:
Attached is my assessment of the consultant fees for the proposed DBE Support
Services for DBE Implementation Plan for Key West International Airport and Florida
Keys Marathon Airport. This estimate covers all tasks which are included in the scope
of services for this project.
The estimated consultant fee for the proposed project is $156,530.
I arn also attaching an invoice for $550 for my services.
Please do not hesitate to call should you have any questions regarding my assessment.
Thank you for giving me the opportunity to prepare this estimate. If I can be of any
service in the future, please let me know.
Sincerely,
~A.C~
Ikars (Ike) A. Cakarnis
Airport Engineer
Attachments
August 9, 2007
KEY WEST INTERNATIONAL AIRPORT AND
FLORIDA KEYS MARA THAN AIRPORT
DBE SUPPORT SERVICE FOR
DBE IMPLEMENTATION PLAN
INDEPENDENT COST ESTIMATE
SUMMARY OF CONSULTANT FEE ESTIMATE
1. DBE Certification Support Services
2. DBE Outreach Support Services
3. DBE Program Monitoring and Compliance
4. Direct Costs
Sub-Total
URS Handling Fee (10%) *
$ 37,300
$ 42,130
$ 36,230
$ 26,640
$ 142,300
$ 14,230
$ 156,530
TOTAL
1. DBE Certification Support Services
I:!mJrs Bi!:tl: Qlst
Project Manager 76 $ 129 $ 9,804
DBE Outreach 248 83 20,584
DBE Coordinator 80 50 4,000
.A.dmin. Assistant 54 54 2,916
TOTAL $ 37,300
* Technical Assistance and Administrative Costs.
-2 -
2. DBE Outreach Support Services
tI2.u.rs. Bale CQst
Project Manager 116 $ 129 $ 14,964
DBE Outreach 160 83 13,280
DBE Coordinator 200 50 10,000
Admin. Assistant 72 54 3,888
TOTAL $ 42,130
3. DBE Program Monitoring and Compliance
Project Manager 84 $ 129 $ 10,836
DBE Outreach 236 83 19,588
DBE Coordinator 60 50 3,000
Admin. Assistant 52 54 2,808
TOTAL $ 36,230
4. Direct Costs
A Airline Tickets
Orlando - Key West 12 x $ 400 $ 4,800
B. Lodging
8 nights x $140/night $ 1,120
C. Per Diem
8 days x $40/day $ 320
D. Local Telephone - 12 months x $1 OO/month $ 1,200
E. Newsletter copying & distribution
4 newsletters x $500/newsletter $ 2,000
F. Miscellaneous - 12 months x $500/month $ 6,000
G. Internet Website Updating & Hosting $ 26,640
1) Website updating 40 hrs x $125/hr x 2 =$10,000
2) Hosting 1 2 months x $1001 month 1200
Total $ 11,200
TOTAL DIRECT COSTS $ 26,640