3rd Supplement 12/10/2014 BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: 12/10/2014 Division: County Administrator
Bulk Item: Yes Department: Airports
Staff Contact Person/Phone#: Don DeGraw,809-5200
AGENDA ITEM WORDING: Ratification of the previously executed Florida Department of Transportation
Supplemental Joint Participation Agreement Number Three for Contract#AQE35 (Planning Studies at both
Monroe County Airport's),which increases the funding of the original grant by an additional $733,284.00.
ITEM BACKGROUND:The FDOT has allocated additional funding for the purposes of an(EMAS)
Engineered Materials Arrestor System at Key West International Airport(KWIA); Drainage Improvements at
KWIA; Sewer Laterals for the Florida Keys Marathon Airport; and Planning Studies for KWIA and Florida
Keys Marathon Airport.
PREVIOUS RELEVANT BOCC ACTION: Item C-2,5-19-2010—approval for the Mayor to execute Airport
Grants from FAA and FDOT as received in order to meet deadlines, with ratification at the next BOCC meeting;
F-10, 11-16-2011 —approval of original grant; C-21,3-20-2013 -approval of supplement one;C-4,2-19-2014-
approval of supplement two.
CONTRACT/AGREEMENT CHANGES: Increased grant funding.
STAFF RECOMMENDATION: Approval.
TOTAL COST: $733,284.00 INDIRECT COST: NA BUDGETED: Yes
DIFFERENTIAL OF LOCAL PREFERENCE: NA
COST TO COUNTY: None SOURCE OF FUNDS: FDOT
COST TO AIRPORT: Match 50%/20%
COST TO PFC: None
REVENUE PRODUCING: N/A '1 AMOUNT PER YEAR: N/A
APPROVED BY: County Attorney' ' OMB/Purcha�g `� Risk Management
DOCUMENTATI,,,,OOOfN:: Included X Not Required
DISPOSITIOI AGENDA ITEM St di
C g OM - 0
•
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract#
Contract with: FDOT Effective Date: December 10,2014
Expiration Date: June 30, 2016
Contract Purpose/Description: Supplemental JPA#Three to Contract#A0E35 Planning Studies both Monroe
County Airports.
Contract Manager: Don DeGraw #5200 Airports- Stop#5
(name) (Ext.) (Department/Stop)
for BOCC meeting on: 12/10/2014 Agenda Deadline: 11/21/2014
CONTRACT COSTS
Total Dollar Value of Contract:$733,284.00 Current Year Portion: TBD
Budgeted? Yes Account Codes: Pending set up of FDOT Grant
Grant: FOOT
County Match: 50%/20
ADDITIONAL COSTS
Estimated Ongoing Costs: For: .
(not included in dollar value above) (eg.maintenance,utilities,janitorial,salaries,etc.)
CONTRACT REVIEW
Changes
Date In Needed 'Reviews Date Out
Yes Nov
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Airports Director ' / ( ) ( ) r /'�A r. /"l i(/
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Comments:
STATE OF FLORIDA DEPPRTMENT OF TRANSPORTATION 115 7
PUBLIC TRANSPORTATION PUBLIC TNWSPORTATION
11
SUPPLEMENTAL JOINT PARTICIPATION AGREEMENT page 1of4
Number Three
Financial Project No.: Fund: DPTO/DDR FLAIR Category: 088719
25426929401 Function: 637 Object Code: 750004
IrMs-eeamemyreeaee4uen46 Federal No.: Org.Code: 55062020629
Contrail No.: A0E35 DUNS No.: Vendor No.: F596000749053
Catalog of Federal Domestic Assistance Number. ^Catalog of Stale Financial Assistance Number. 55.004
This AGREEMENT,made and entered into this 2T day of UtVQMAA-b.Qc tol q—
by and between the STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION,an agency of the State of Florida,
hereinafter referred to as the Department,and Monroe County
3401 South Roosevelt Boulevard, Key West, FL 33040
hereinafter referred to as Agency.
WITNESSETH :
WHEREAS,the Department and the Agency heretofore on the 27th day of September 2011
entered Into a Joint Participation Agreement;and
WHEREAS,the Agency desires to accomplish certain project items as outlined In the Attachment"A"appended
hereto,and
WHEREAS,the Department desires to participate in all eligible items for this project as outlined In Attachment
"A"for a total Department Share of$2,326,859.00
NOW,THEREFORE THIS INDENTURE WITNESSETH: that for and in consideration of the mutual benefits to flow
from each to the other,the parties hereto agree that the above described Joint Participation Agreement is to be amended
and supplemented as follows:
1.00 Protect Description: The project description is amended
for this project to include a 50/50 match of the non-federal share for the Planning Studies conauctea at Dom Monroe
County Airports to also Include the following:$283,284.00 for an(EMAS)Engineered Materials Arrestor System at Key
West Intl Airport(KWIA):$5,000.00 for Drainage Improvements at(KWIA);$420,000.00 for Sewer Laterals for the Florida
Keys Marathon Airport(FKWA)at 80%FOOT participation and$25,000.00 for Planning Studies for(KWIA)at 50%FDOT
participation and(FKMA)at 80%FDOT participation.
nsaxial
PUBLIC TRANSPORTAllON
0Nil
Pep 2 DU
2.00 Protect Cost:
Paragraph 3.00 of said Agreement is increased by 61,466,568.00
bringing the revised total cost of the project to 84,653,318.00
Paragraph 4.00 of said Agreement is increased by $733,284.00
bringing the Department's revised total cost of the project to 62,326,659.00
3.00 Amended Exhibits:
Exhibit(s) 0 of said Agreement is amended by Attachment"A"
4.00 Contract Time:
Paragraph 18.00 of said Agreement June 301h 2016
5.00 E•Verlfy
Vendors/Contractors:
1. shall utilize the U.S. Department of Homeland Security's E-Verify system to verify the employment eligibility
of all new employees hired by the Vendor/Contractor during the term of the contract;and
2. shall expressly require any subcontractors performing work or providing services pursuant to the state contract
to likewise utilize the U.S. Department of Homeland Security's E-Verity system to verity the employment
eligibility of all new employees hired by the subcontractor during the contract term.
no-oawr
RUC TRANSPORTATION
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Financial Project No. 25426929401
Contract No. AQE35 ---
Agreement Date II(- +<< 4-
Except as hereby modified,amended or changed,all other terms of said Agreement dated September 27th 2011
and any subsequent supplements shall remain in full force and effect.
IN WITNESS WHEREOF,the parties hereto have caused these presents to be executed,the day and year first
above written.
AGENCY FOOT
Monroe County See attached Encumbrance Form for date of Funding
Approval by Comptroller
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Financial Project No. 25426929401
Contract No. AGE35
Agreement Date
ATTACHMENT"A"
SUPPLEMENTAL JOINT PARTICIPATION AGREEMENT
This Attachment forms an Integral part of that certain Supplemental Joint Participation Agreement between
the State of Florida, Department of Transportation and Monroe County
3401 South Roosevelt Boulevard, Key West, FL 33040
dated
DESCRIPTION OF SUPPLEMENT(Include Justification for cost change):
for this project to include a 50150 match of the non-federal share for the Planning Studies conducted at both Monroe
County Airports to also Include the following:$283,284.00 for an(EMAS)Engineered Materials Arrestor System at Key
West intl Airport(KWIA);$5,000.00 for Drainage Improvements at(KWIA); $420,000.00 for Sewer Laterals for the Florida
Keys Marathon Airport(FKWA)at 80% FOOT participation and$25,000.00 for Planning Studies for(KWIA)at 50% FDOT
participation and(FKMA)at 80%FDOT participation.
I. Project Cost: As Approved As Amended Net Change
$3,186,750.00 $4,653,318.00 $1,466,568.00
Total Project Cost $3,186,750.00 $4,653,318.00 $1,466,568.00
II. Fund Participation: As Approved As Amended Net Change
Department: $1,593,375.00 $2.326,659.00 $733,284.00
Agency: $1,593,375.00 $2,326,659.00 $733,284.00
$0.00
Total Project Cost $3,186,750.00 $4,653,318.00 $1,468,568.00
Comments:
TO: PT629LMOdOt.state.fl.us 10184362
SUBJECT: FUNDS APPROVAL/REVIEWED FOR CONTRACT AQE35
STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION
FUNDS APPROVAL
Contract MAQE35 Contract Type: AG Method of Procurement: G
Vendor Name: MONROE COUNTY
Vendor ID: VF596000749053
Beginning date of this Agmt: 09/23/11
Ending date of this Agmt: 06/30/16
Contract Total/Budgetary Ceiling: ct $2,326,659.00
Description:
Monroe County Planning Study
ORG-CODE *EO *OBJECT *AMOUNT *FIN PROJECT *FCT *CFDA
(FISCAL YEAR) *BUDGET ENTITY *CATEGORY/CAT YEAR
AMENDMENT ID *SEQ. *USER ASSIGNED ID *ENC LINE(68)/STATUS
Action: SUPPLEMENTAL Funds have been: APPROVED
55 062020629 *PT *750004 * 733284.00 *25426929401 *637 *
2015 *55100100 *088719/15
5003 *00 * S003 *0004/04
TOTAL AMOUNT: *$ 733,284.00 *
FUNDS APPROVED/REVIEWED FOR ROBIN M. NAITOVE, CPA, COMPTROLLER
DATE: 08/26/2014
KEY WEST INTERNATIONAL AIRPORT
3491 South Roosevelt Boulevard, Key West, Honda 33040
305-809-5200 phone/ 305-292-3578 fax
October 28,2014
Mr.Luis Macias
Aviation/Seaport Administrator
Florida Department of Transportation—District 6
Adam Leigh Cann Building
1000 NW 1111 Avenue,Room 6111-A
Subject:Monroe County-FY 2015—Re-Prioritizing Funding
Dear Mr.Macias:
As you are aware,last year Monroe County obtained approval from the FAA for the design and
installation of an Engineered Material Arresting System(EMAS)for the Runway 27 safety area
end drainage improvements at Key West International Airport(EYW). In addition to the EMAS
and drainage improvements,the County is also about to start construction for the Florida Keys
Marathon(MTH)sewer lateral project.
These projects will improve the safety at EYW and bring MTh into compliance with FDEP
mandates to connect the airport to the City of Marathon's waste water system. With the addition
of these important improvement projects to our program we are requesting that our programmed
funds from FDOT be re-prioritized to fund both our originally programmed projects along with
the Runway 27 EMAS,Drainage Improvements,and Sewer Lateral projects.
The following is a breakdown of re-prioritized funding request for Supplemental No. 3 to FDOT
Grant AQE 35:
Construct Runway 27 EMAS at
Key West International Airport @5%Participation- $283,284.00
Drainage Improvements at Key West International Airport
Additive Bid Items @5%Participation- $ 5,000.00
Sewer Lateral Improvements at Florida Keys
Page 1 of 5
Marathon Airport @80%Participation- $420,000.00
Planning Studies for Key West
International Airport(Q50%Participation)and
Marathon Airport(80Db Participation)- $ 25.000.00
Total- $733,264.00
Ma follow up to this request,we are pleased to provide you with the below listed project data
that includes a detailed scope,schedule,and budget for each of these projects.
Construct Lamar 27EMAS
Scope: As recent ovemm incidents at Key West International and other airports around the
nation have shown,EMAS is an effective means to attest aircraft that fail to stop within the
operational limits of the landing runway.Past improvements to the Runway 27 RSA consisted of
grading 600 feet beyond the runway end and were completed in May 2011.Due to
environmental issues,the prescribed 1,000 foot overrun for an RSA could not be achieved.In
October 2011 a corporate aircraft exited the end of Runway 27,traveled 820 feet,struck a berm
of soil,and came to rest in a salt pond. The aircraft was severely damaged and the personnel on
board suffered serious injuries.Improving the Runway 27 with the installation of an EMAS will
greatly enhance aircraft safety,and likely prevent the extent of damage to aircraft and injuries to
passengers as was seen in the accident noted above.This key safety enhancement is essential at
Key West International since it has one of the shortest commercial runways in the Nation.
The installation of the EMAS includes constructing a paved support surface for the EMAS
material,grading of the infield areas to promote drainage,minor utility adjustments,and the
installation of the EMAS material.
Schedule: The anticipated schedule for this project is as follows:
Procure EMAS Material: October,2014—January,2015
Construction and Install EMAS: January,2015—April,2015
Project Closeout: April,2015—July,2015
Budget: Sponsor's Administration $ 25,000.00
Engineering Services $ 250,000.00
Construction $1,600,000.00
EMAS Material $3,790,680.00
Total Estimated Cost $5,665,680.00
FDOT Share @5% $ 283,284.00
Page 2 of 5
PlannintStudier at Key West International(EYW)and Marathon NTH)Anorts
Scope: Historically over the course of a year planning studies are required to be performed at
both Key West International and Marathon Airports to support the operations of these facilities.
The work at these airports includes assignments that are both programmed and unanticipated
The assignments for this upcoming year may include but not limited to the following:
• Rates and Charges Studies at EYW and MTH
• Drainage Pond Study at MTH
• Wayfinding Signage Study at EYW
• Obstruction and Development Analysis at EYW and MTH
• Cost Estimating
• Facility Conditions Assessment and Inspection at EYW and MTH
• Feasibility Studies
Schedule: The anticipated schedule for this project is from October,2014—October,2015.
Budget: Total Estimated Cost for Supplemental No.3 $50,000.00
FDOT Share @50% $25,000.00
pnetnan Inwronments Win West IntenratianalAlmonAdditive Bid Emu
Scope: The airfield is surrounded by tidal salt water ponds.During extreme high tides these
ponds flood on to the airfield.When rainfall events occur during periods of high tides
unacceptable flooding occurs on the airfield. The proposed project will address the flooding by
dealing with both the tidal and rainfall flooding issues.The Florida Keys are designated an Area
of Critical State Concern and as having Outstanding Florida Waters.The water quality detention
areas proposed will provide for water quality treatment for the airfield storm water runoff.
The storm water detention areas to which rainfall runoff will be routed for water quality and
quantity storage,prior to discharge through new storm water injection wells,at the location of
the detention areas. The project includes the retrofitting of the existing drainage wells on the
airfield with backflow devices/structures to prevent extreme high tides from inundating the
airfield.The project also includes design the construction of exfiltration trenches.
The original construction budget established for this project was$500,000. Bids were recently
opened with the low bid being awarded at a value of$596,692.00. Based on the actual bid
amount being approximately$100,000 higher than originally budgeted,this project is to cover
the additional work items with a value of$100,000.00.
Schedule: The anticipated schedule for this project is as follows:
Construction Drainage Improvements: January,2015—April,2015
Project Closeout: April,2015—July,2015
Budget:
Addtl. Construction Costs $100,000.00
FDOT Share @5%= $ 5,000.00
Page 3 of 5
Sewer LateralImprovanents at F7orIJa Keys Marathon Airport
Scope: Due to FDEP and City of Marathon mandates,it is required to convert facilities from
septic and on-site treatment systems to central sewer services. This project has already been
permitted with the FDEP.
A wastewater pump station currently pumps waste water from the Marathon Airport terminal
building to a small wastewater treatment facility with an effluent disposal injection well. The
County seeks to abandon the existing treatrnent facility and send the terminal building waste
water to the central City of Marathon sewer force main.
In addition to the terminal building,the airport tenant facilities do not have central sewer services
and are operating an existing septic and leach field system. The County seeks to abandon the
existing septic systems at each tenant facility and connect the tenant facilities to the central City
of Marathon sewer force main and vacuum system.
The force main is located in the Florida Department of Transportation Highway 1 right of way
and the vacuum line is located in the City right of way located along Aviation Boulevard. The
scope of work includes:
• Construction of 9 sewer connection systems to City of Marathon sewer force main located along
US Highway 1;
• Construction of 2 sewer connection systems,for 3 tenant facilities,connecting these facilities to
the City of Marathon sewer vacuum line located along Aviation Boulevard;
• Replacement of existing pumps with new higher capacity pumps to pump the terminal building's
waste water to the central sewer force main;
• Electrical modifications as required for the new pumps so that they can operate with utility
power;
• Construction of an on-site force main currently between the terminal building pump station and
the central sewer force main;
• Abandonment and demolition of the existing onsite treatment facility;• Abandonment of the existing onsite treatment facility injection well.
Schedule: The anticipated schedule for this project is as follows:
Bid and Award: May,2015
Project Closeout: June,2015—August,2016
Budget:
Total Estimated Cost $912,000.00
FDOT Share @80%= $729,600.00*
*As noted above the amount of FDOT finding being requested to be re-programmed is
$420,000. The County will utilize bid alternates to award the proper scope of work within the
available FDOT funding amount.The remaining work items will be accomplished under future
grants.
Page 4 of 5
If you have any questions or need any additional information,please do not hesitate to contact
this office.
Best Regards,
Donald Defraw
Director of Airports
Pages of 5