10/20/2010 PSODANNYL. KOLHAGE
CLERK OF THE CIRCUIT COURT
DATE: October 15, 2010
TO: Peter Horton, Director
of Airports
VIA: April Pearson
FROM: Isabel C. DeSantis, D. C.
At the September 15, 2010 Board of County Commissioners meeting, the following was
approved:
C25 Purchase Service Order #09/10/15 between Monroe County and URS for
Pavement Rehabilitation for Aircraft Parking Areas and Connections at the Key West
International Airport.
C26 Purchase Service Order #09/10/16 between Monroe County and URS for
Drainage study, plans and specifications for rehabilitation of the Air Carrier Ramp, including
connecting taxiways #9, #10 and #11 at the Key West International Airport.
C27 Purchase Service Order #09/10/29 between Monroe County and URS to prepare
plans and specifications for the installation of a baggage handling elevator at the Key West
International Airport.
C28 Purchase Service Order #09/10/34 between Monroe County and URS to conduct a
Wildlife Hazard Assessment to identify hazardous wildlife attractants and species utilizing The
Florida Keys Marathon Airport.
Enclosed are electroinic copies of the above -mentioned for your handling. Should you
have any questions, please feel free to contact our office.
cc: County Attorney
Finance
File
PURCHASE / SERVICE ORDER
n FOR
CD
MONROE COUNTY
UJ
CL
O fV
a ToF? UK--&, Corporation Southern
W --
_.1 C=
E Re5SA�greeement, Dated: 4-1-07
Purchase Service Order No. 09/10-38
Resolution
Project Name: EYW/MTH — DBE Implementation Services
Description of Services:
(See attached Scope of Services)
Multiple of Direct Salaries
Lump Sum X
Days to Complete 365
Reimbursable Expense
Fee this Service Order $ 107,300.00
Payment for Services shall be in their entirety as per PSO.
Prepared by: Recommended by:
Milford A. Reisert
Date: % 7 /U
,Z
Accepted by:
Carlos Garcia
Date:
1
OCT
C 0 4 2010
i
BY
SEP 1 6 2 10 j
Date: _ 0
a.
Approved by:
U
.J
E
w
0
Kayo /Sylvid J. Murphy A
Date: October 20, 2010 1 t; 'v
MON COUN;9-10TS0-
ATTOR EY
OtD AF
P CADO
ASSISTANT COUY ATTORNEY to I
)MINISTRATIVE ASSISTO&dA-RECEPTIONIST1PS009-10-3A nnr.
Scope of Services
DBE Support Services for DBE Implementation Plan
Key West International Airport and Florida Keys Marathon Airport
Monroe County Airports
October 1 2010 — September 30, 2011
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 DBEs.
S. 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.
Key West International & Florida Keys Marathon Airports continue the implementation and
development of their DBE Program and ACDBE and DBE Support Services. FAA's new
requirement for 3-year DBE Goals will need to be developed, and the ACDBE plans will need to
be updated.
This scope of services identifies the elements and tasks the Montgomery Consulting Group
(MCG) and/or the Airport will undertake to provide support services for the Disadvantaged
Business Enterprise (DBE) and Airport Concession DBE Plans 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, 2010 through September 30, 2011.
1
Prepared by: Montgomery Consulting Group, Inc.
Prepared on: 23 August 2010
Scope of Services
DBE Support Services for DBE Implementation Plan
Key West International Airport and Florida Keys Marathon Airport
Monroe County Airports
October 1, 2010 — September 30, 2011
Specific Elements/Tasks
Element 1. DBE Certification Support Services
1. Accept, maintain & review applications for DBE and ACDBE certification under 49 CFR
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 Key West International
and Florida Keys Marathon Airports currently have UCP certification responsibility and
management for firms located within Monroe County. Labor hours and out of pocket
expenses for certifying new applicants have 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;
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 and participate in UCP meetings and follow-up activities on behalf of the
airport(s). UCP meetings are held by teleconference approximately 3 times per year. In
addition, one annual two-day meetings is held once a year 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 on the Airport
DBE website and maintained in the FDOT UCP DBE Online DBE Directory;
S. 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.
2
Prepared by: Montgomery Consulting Group, Inc.
Prepared on: 23 August 2010
Scope of Services
DBE Support Services for DBE Implementation Plan
Key West International Airport and Florida Keys Marathon Airport
Monroe County Airports
October 1, 2010 — September 30, 2011
Element 2. DBE Outreach Support Services
1. 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 and ACDBE programs and inclusion of the DBE Directory. DBE
Opportunities, the DBE Newsletter and the DBE Directory will also be updated on the
website as needed;
2. 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 newly certified DBEs,
along with any other new contacts or interested firms. Three (3) newsletters have been
budgeted.
Element 3. DBE Program Development, Monitoring and Compliance
1. Make recommendations regarding monitoring and reporting recommendations related
to DBE and ACDBE goals/good faith effort, DBE and ACDBE programs, compliance, and
language in requests for proposal, contract documents; and develop a systematic
approach for reporting DBE and ACDBE Compliance information to the Airport;
2. Be available to the DBELO for consultation on DBE and ACDBE issues; and
3. Conduct "Good Faith Efforts" audits and contract compliance monitoring for on -going
projects that receive federal funding and make project site visits to investigate actual
DBE project participation;
4. Coordinate with the airport's general consultant/engineer on DBE and ACDBE
goals/good faith effort, DBE program compliance and language in requests for proposal
and contract documents.
S. Prepare a three-year DBE Goal and Methodology for the FAA FY 2011-2013 including
any required updates in accordance with FAA guidelines 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 FAA reporting forms for DBE and ACDBE 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 or ACDBE appeals.
3
Prepared by: Montgomery Consulting Group, Inc.
Prepared on: 23 August 2010
Scope of Services
DBE Support Services for DBE Implementation Plan
Key West International Airport and Florida Keys Marathon Airport
Monroe County Airports
October 1, 2010 - September 30, 2011
(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.
4
Prepared by: Montgomery Consulting Group, Inc.
Prepared on: 17 August 2010
Scope of Services
DBE Support Services for DBE Implementation Plan
Key West International Airport and Florida Keys Marathon Airport
Monroe County Airports
October 1, 2010 - September 30, 2011
Element 2. DBE Outreach Support Services
1. 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 and ACDBE programs and
inclusion of the DBE Directory. DBE Opportunities, the DBE Newsletter and
the DBE Directory will also be updated on the website as needed;
2. 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 newly certified DBEs, along with any other new contacts or
interested firms. Three (3) newsletters have been budgeted.
Element 3. DBE Program Development, Monitoring and Compliance
1. Make recommendations regarding monitoring and reporting
recommendations related to DBE and ACDBE goals/good faith effort, DBE
and ACDBE programs, compliance, and language in requests for
proposal, contract documents; and develop a systematic approach for
reporting DBE and ACDBE Compliance information to the Airport;
2. Be available to the DBELO for consultation on DBE and ACDBE issues; and
3. Conduct "Good Faith Efforts" audits and contract compliance monitoring
for on -going projects that receive federal funding and make project site
visits to investigate actual DBE project participation;
4. Coordinate with the airport's general consultant/engineer on DBE and
ACDBE goals/good faith effort, DBE program compliance and language
in requests for proposal and contract documents.
5. Prepare a three-year DBE Goal and Methodology for the FAA FY 2011-
2013 including any required updates in accordance with FAA guidelines
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 FAA reporting forms for DBE and ACDBE 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 or ACDBE appeals.
5
Prepared by: Montgomery Consulting Group, Inc.
Prepared on: 17 August 2010
BUDGET
DBE SUPPORT SERVICES
KEY WEST INT'L AIRPORT FLORIDA KEYS MARATHON AIRPORT
OCTOBER 1. 2009 • SEPTEMBER 30, 2010
TITLE:
DESCRIPTION/TASK
Project
DBE
Admin.
Labor
Manager
Coordinator
Assistant
Subtotal
BURDENED HOURLY RATE:
$133.00
$86.00
$54.00
Element 1. DBE Certification Support Services
Accept, maintain Et review applications for DBE Et ACDBE
Task
1
certification
4
60
80
$10,012.00
Task
2
Make recommendations to the Airport DBELO for certification
4
12
0
$1,564.00
Task
3
Attend UCP meetings Et Coordinate UCP Issues
24
0
0
$3,192.00
Task
4
Maintain a Directory of Certified DBEs Et Update UCP
2
40
0
$3,706.00
Task
5
Prepare a monthly status report to the DBELO (12)
4
12
6
$1,888.00
Element
2. DBE Outreach Support Services
Task 1 Update DBE Website
12
0
16
$2,460.00
Taskl 2 1 Develop and Maintain a DBE Newsletter (3)
12
12
32
$4,356.00
Element 3. DBE Program Monitoring and Compliance
Task
1
Make monitoring and reporting recommendations
24
40
0
$6,632.00
Taskl
2 1
Be available to the DBELO for consultation on DBE issues
16
4
8
$2,904.00
Task
3
Conduct Audits and Reviews of DBE Program (up to 3)
24
20
2
$5,020.00
Task
4
Coordinate with Engineer on DBE Program Implementation
40
4
0
$5,664.00
Task
5
Prepare DBE Goal Et Methodology Updates for EYW I3 MTH
80
16
24
$13,312.00
Task
6
Update ACDBE Plans for EYW £t MTH
80
0
2
$10,748.00
Task
7
Prepare draft of the FAA reporting forms for each airport
16
8
4
$3,032.00
Task
8
Assist DBELO in Grievance Issues it Handling Appeals
8
4
2
$1,516.00
SUBTOTAL LABOR HOURS:
350
232
176
758
SUBTOTAL LABOR COST: 1
E
$46,550.00
$19,952.00
$9,504.00
$76,006.00
nglneering,misc.support functions £t administrative costs $11,400.00
OUT-OF-POCKET EXPENSES
MISC. EXPENSES, LONG DISTANCE TELEPHONE, FAX, COPIES, MAIL, LOCAL MILEAGE, ETC. (12 MONTHS @ -$350/MONTH) $4,194.00
NEWSLETTER COPYING 8 DISTRIBUTION (3 newsletters @ $500/each) $1,500.00
LOCAL TELEPHONE FOR DBE SUPPORT SERVICES (12 MONTHS @ $125/MONTH) $1,500.00
INTERNET WEBSITE UPDATING (2 x YEAR) I* HOSTING (12 MONTHS): $8,700.00
AIRFARE (BASED ON 4 TRIPS @ $550/TRIP) $2,200.00
PER DIEM Et LODGING (BASED ON 4 TRIPS @ 2 days @ $225/DAY) $1,800.00
SUBTOTAL OUT-OF-POCKET EXPENSES: $19,894.00
TOTAL BUDGET $107,300.00
Prepared by: Montgomery Consulting Group, Inc. Prepared: 0812712009