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08/17/2011 AgreementDANNY L. KOLHA GE CLERK OF THE CIRCUIT CO UR T DATE: August 25, 2011 TO: Judy Clarke, Engineering Public Works Division ATTN: Ann Riger FROM Pamela G. Hancock. CC. At the August 17, 2011, Board of County Commissioner's meeting, the Board approved and authorized execution of Item C7 Task Order with EAC Consulting, Inc. for engineering design services for the Doctor's Arm Culvert Repair project. The task order is being awarded under the On Call Professional Engineering Services contract with EAC Consulting, Inc. Enclosed is a fully- executed duplicate original of the above - mentioned for your handling. Should you have any questions, please do not hesitate to contact our office cc: County Attorney Finance File TASK ORDER FOR ON CALL PROFESSIONAL ENGINEERING SERVICES BETWEEN MONROE COUNTY AND EAC CONSULTING FOR DOCTOR'S ARM CULVERT REPAIRS In accordance with the Continuing Contract for On Call Professional Engineering Services made and entered on the 16 day of December 2009 between Monroe County hereinafter referred to as the "County" and EAC Consulting, hereinafter referred to as "Consultant" where design services are allowed if construction costs do not exceed $2,000,000. All terms and conditions of the referenced Contract for On Call Professional Engineering Services apply to the Task Order, unless the Task Order modifies an Article of the Agreement of which will be specifically referenced in this Task Order and the modification shall be precisely described. This Task Order is effective on the 17th Day of August 2011. Article II Scope of Basic Services, Paragraph 2.1.1 is amended as follows: The scope of services for the Doctor's Arm Culvert Repair Project will include completion of design for construction and preparation of construction documents. The Design for Construction shall include, but shall not necessarily be limited to, plans and specifications which describe all systems, elements, details, components, materials, equipment, and other information necessary for construction. The Design for Construction shall be accurate, coordinated and in all respects adequate for construction and shall be in conformity, and comply, with all applicable law, codes, permits, and regulations. Products, equipment and materials specified for use shall be readily available unless written authorization to the contrary is given by the County. The project is for repairs to the culverts at the ends of the three canals located on West Ortega Lane in the Doctor's Arm subdivision of Big Pine Key Florida. 1.0 DESIGN DEVELOPMENT 1.1 The Engineer shall physically perform an inspection of the road and culverts, and make recommendations as to the necessary repairs. 1.2 The Engineer shall prepare a Design Development Letter Report for the County's approval. The Design Development Report shall consist of a written document that establishes and describes the size and character of the proposed Repair Project as to engineering and structural systems, materials and such other elements as may be appropriate. 2.0 CONSTRUCTION DOCUMENTS PHASE 2.1 Based on the approved Design Development Documents and any further adjustments authorized by the County in the scope or quality of the Project, the Engineer shall prepare, for approval by the County, Construction Documents consisting of Drawings and Specifications setting forth in detail the requirements for the construction of the project. Construction documents shall conform to the standards contained in the following: Florida Department of Transportation Design Standards http: / /www. dot. state. fl. us/ rddesign /DesignStandards /Standards.shtm Florida Department of Transportation Structures Manual littp://www.dot.state.fl.Lis/strLICtLires/manlib.shtm MUTCD http: / /mutcd.fliwa.dot.gov/ American Disabilities Act http: / /www2. dot. state. fl. us /proceduraldocuments /procedures /bin /625020015.12df Florida Statutes http: / /www.le.iz. state .fl.us /Statutes /index.cf Mode= View %20Statutes &Submenu =l &Ta b= statutes &CFID = 14677574 &CFTOKEN = 80981948 2.2. The Engineer shall provide Drawings and applicable Technical Special Provisions for the County's review (the Florida Department of Transportation Standard Specifications will be incorporated by reference). 2.3 Upon completion of the Construction Documents Phase, the Engineer shall provide Construction Documents for the County's approval. Upon approval by the County the Engineer shall provide the County up to 5 sets of Construction Documents that have been signed and sealed by the Engineer. The Engineer shall also provide an electronic version of the construction documents. The Engineer shall provide an estimate of anticipated construction cost in accordance with the construction development phase. 2.4 The Engineer shall assist the County in the preparation of the necessary bidding information for the production of bidding forms, the Conditions of the Contracts, and the forms of Agreements between the County and the Contractors by providing supporting information as to the projects scope, bid items, estimated quantities and construction duration. The County shall prepare all Bidding Forms, Conditions of the Contract, and Forms of Agreement. 2.5 The Engineer's construction documents (plans, specifications, etc) will conform to all codes and regulations of the federal government, county, state, municipalities, agencies and state departments, in effect at the date of this Agreement, and shall be of such completion as to be acceptable for review and ruling by said agencies when permits are applied for. The Engineer shall use due care in determining permit requirements and shall meet with regulatory agencies as necessary to coordinate specific permit requirements. The Engineer shall document all meetings and conversations with said regulatory agencies. If permits are denied for incompleteness or for lack of following said codes or regulations, or permit requirements, then the Engineer will conform the construction documents in such manner to receive permits upon such plans. Work required by the Engineer to conform documents to federal, state, city, county, or agency specifications to allow them to be approved shall be completed at no charge or cost to the County, unless said requirements are changed during the course of the project. 2.6 At intervals mutually agreeable to the County and Engineer, the Engineer shall provide drawings and other documents which depict the current status of design for the County's review and information. The Engineer shall provide an estimate of anticipated construction costs. 2.7 As needed by the County, the Engineer will provide clarification and answers to questions from prospective bidders during the construction bid process. Answers will be provided in a timely manner in order to facilitate bidding. 3.0 CONSTRUCTION DOCUMENTS PHASE REQUIREMENTS To satisfactorily perform the Construction Documents phase requirement, the Engineer must complete the tasks set forth in paragraphs 3.1 through 3.9. 3.1 Plan View — This consists of general plans and overall coordinating plans explaining repair work, and plan enlargements for important and special areas, General Notes and Environmental Notes. 3.2 General Elevations 3.3 Sections Detail Sections — Full sections conveying basic configurations and proposed repair work. 3.4 Details — As required. Indicate key conditions. a. Details to adequately indicate structural system. b. Details of major unique conditions that impact the proposed repair. 3.5 Schedules — Prepare an estimate of the Construction Time. 3.6 Bid Items and Estimated Bid Quantities 3.7 Specifications — For general specifications, FDOT Specifications will be incorporated. Comprehensive, abbreviated methods, materials and systems descriptions in tune with the drawings will be developed as necessary with Technical Special Provisions. 3.8 Estimate of Construction Cost — Estimate of anticipated cost in accordance with the Design Development/Construction Documents. 3.9 Other Consultants' Design Development Sets — As appropriate to the Project. 4.0 CONSTRUCTION PHASE 4.1 The Engineer shall review and approve or take other appropriate action upon Contractor's Shop Drawings submittals for prefabricated elements to be placed permanently in the structure but only for the limited purpose of checking for conformance with information given and the design concept expressed in the Contract Documents. The Engineer's action shall be taken with such reasonable promptness as to cause no delay in the Contractor's Work or in construction by the County's own forces, while allowing sufficient time in the Engineer's professional judgment to permit adequate review. In general, said review and action shall be completed in 10 working days from receipt of a shop drawing submittal, excluding resubmittals. Review of such submittals is not conducted for the purpose of determining the accuracy and completeness of other details such as dimensions and quantities or for substantiating instructions for installation or performance of equipment or systems designed by the Contractors, all of which remain the responsibility of the Contractors to the extent required by the Contract Documents. The Engineer's review shall not constitute approval of safety precautions or, unless otherwise specifically stated by the Engineer, of construction means, methods, techniques, sequences, or procedures. 4.2 The Engineer shall, without additional compensation, promptly correct any errors, omissions, deficiencies, or conflicts in the work product of the Engineer or its consultants or both. 4.3 The Engineer must reimburse the County for any added costs paid by the County during construction that were incurred as the result of any error, omission, deficiency, or conflict in the work product of the Engineer, its consultants, or both. This added expense is defined as the difference in cost from that which the County would have paid if the work was included in the bid, and the actual cost presented by the Contractor. The Engineer shall not be held responsible for additional deficiencies found due to a delay in the construction of the project or for those hidden deficiencies that could not reasonably be determined through a review of the FDOT Bridge Inspection Reports or physical inspection of the bridge by the Engineer. 5.0 CONSTRUCTION COST Contemporaneously with the submission of the Design, the Engineer shall submit to the County in writing its final estimate of the contractor's anticipated bid price and estimated construction time for constructing the Project. Once submitted, the final anticipated price estimate shall be adjusted by the Engineer to reflect any increase or decrease in anticipated price resulting from a change in Design. 5.1 The Construction Cost shall be the total estimated bid cost to the County of all elements of the Project designed or specified by the Engineer. 5.2 The Construction Cost shall include the cost at current market rates of labor and materials and Equipment designed, specified, selected or specially provided for by the Engineer, plus a reasonable allowance for Contractor's overhead and profit. 5.3 Construction cost does not include the compensation of the Engineer and the Engineer's consultants, the costs of land, rights -of -way, financing or other costs which are the responsibility of the County. 5.4 The Engineer agrees that, should the bid for construction of the project exceed its estimate by ten percent (10 %) or more, it will redesign, redraw or rebid, at no additional cost or expense to the County, until the bids are within the stated limits. Article VI Payments, Paragraph 6.1 is amended to include the following: The Consultant shall be paid monthly; the following not to exceed amounts will apply: Project Management and Coordination $ 8,461.26 100% Deliverable Phase $ 32,090.74 Direct Reimbursables $ 2,451.00 Sub Consultant Fees $ 18,997.00 Total Lump Sum Fee $ 62,000.00 0 Article VII Miscellaneous, Paragraph 7.1 Federal Highway Administration Requirements do not apply to this project. All requirements shall be completed no later than February 18, 2012 for total lump sum fee of Sixty -two thousand dollars and zero cents ($62,000.00). IN WITNESS WHEREOF, each party caused the Task Order to be executed by its duly authorized representative. EAC Consulting, Inc. Witness Michael Adeife July 28, 2011 hari Ramirez Signature Date Vice President, Civil Engineering Signature July 28, 2011 Date BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FLORIDA By: Mayor /Chair an Date: 7 2O CD CD U - :P Pi �.! sD AS TO O ( ORibi: LZ C'HFIISTINE h1 L Mc3ERT- BARROWS G t7 AS J SIANTC'C)UN JA« ;0F. -1. C: - r.r Deputy Clerk