01/16/2014 AgreementTASK ORDER FOR ON CALL PROFESSIONAL DESIGN AND PERMITTING
SERVICES BETWEEN MONROE COUNTY AND EAC CONSULTING, INC.
FOR
KEY LARGO I ROADWAY AND DRAINAGE IMPROVEMENTS PROJECT
In accordance with the Continuing Contract for On Call Professional Engineering
Services made and entered on the 16th day of January, 2014 between Monroe County
hereinafter referred to as the "County" and EAC Consulting, Inc. 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 15th Day of July, 2015 and shall expire 60 days after
construction is complete.
Article 11 Scope of Basic Services, Paragraph 2.1.1 is amended as follows:
The scope of services for the Key Largo I Roadway And Drainage Improvements project
will include completion of design for construction and any required permitting for the
asphalt overlay, milling and resurfacing, roadway reconstruction including establishing
roadway crowns and the installation of french drains for the specified roads in the Bay
Haven, Dove Creek Estates and Seaside subdivisions of Key Largo.
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.
Details of the scope of services are outlined below and included in the Consultant's
proposal that is attached to this task order as Exhibit A.
1.0 DESIGN DEVELOPMENT
The Consultant will evaluate existing adjacent environment and habitat and provide a
design that eliminates or minimizes impacts to the surrounding environment and habitat.
2.0 CONSTRUCTION DOCUMENTS PHASE
2.1 The Consultant 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:
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Florida Department of Transportation Roadway Plans Preparation
Manuals
http://www.dot.state.fl.us/rddesign/PPMManual/PPM.shtm
2. Florida Department of Transportation Design Standards
http://www.dot.state.fl.us/rddesign/DesignStandards/Standards.shtm
3. Florida Department of Transportation Manual of Uniform Minimum
Standards for Design, Construction and Maintenance for Streets and
Highways http://www.dot.state.fl.us/rddesign/FloridaGreenbook/FGB.shtm
4. Florida Department of Transportation Surveying Procedure
5. Florida Department of Transportation Drainage Manual
http://www.dot.state.fl. us/rddesign/dr/files/2008DrainageManual.Ddf
6. MUTCD
hftr)://mutcd.fhwa.dot.gov/
7. American Disabilities Act
http://www2.dot.state.fl. us/proceduraldocuments/procedures/bin/6250200
15.0f
8. Florida Department of Transportation Flexible Pavement Design Manual
http://www.dot.state.fl.us/pavementmanagement/PUBLICATI0NS.shtm
9. Florida Statutes
http://www.leg.state.fl. us/Statutes/index.cfm?Mode=View%20Statutes&Su
bmenu=1 &Tab=statutes&CFID=14677574&CFTOKEN=80981948
2.2. The Consultant shall provide Drawings and applicable Technical Specifications
for the County's review.
2.3 Upon completion of the Construction Documents Phase, the Consultant shall
provide Construction Documents for the County's approval. Upon approval by the
County the Consultant shall provide the County up to 5 sets of Construction Documents
that have been signed and sealed by the Engineer. The Consultant shall also provide
an electronic version of the construction documents. The Consultant shall provide an
estimate of anticipated construction cost in accordance with the construction
development phase.
2.4 The Consultant 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 Consultant's construction documents (plans, specifications, etc) will conform
to all codes and regulations of the federal government, county, state, municipalities,
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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 Consultant shall use due care in determining permit
requirements and shall meet with regulatory agencies as necessary to coordinate
specific permit requirements. The Consultant 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 Consultant 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 The County shall be responsible for the timely submittal of all permit application
fees.
2.7 At the 90% and 100% design phases the Consultant shall provide drawings and
other documents which depict the current status of design for the County's review and
information. The Consultant shall provide an estimate of anticipated construction costs
and construction schedule.
2.8 As needed, 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 items 3.1 through 3.4.
3.1 Construction Plans — This consists of, at a minimum, Key Sheet, Summary of
Pay Items and Quantities, Drainage Map, Project Layout, Plan and Profile sheets,
Typical Sections, Detail sheets, General Notes, Traffic Control Plan. Construction plans
shall be in accordance with FDOT Plans Preparation Manual.
3.2 Specifications — For general specifications, FDOT Specifications will be used.
Comprehensive, abbreviated methods, materials and systems descriptions in tune with
the drawings will be developed as necessary with Technical Special Provisions.
3.3 Schedules — Prepare an estimate of the Construction Time.
3.4 Estimate of Construction Cost — Estimate of anticipated cost in accordance
with the Construction Documents.
4.0 CONSTRUCTION COST
Contemporaneously with the submission of the Design, the Consultant shall submit to
the County in writing its final estimate of the contractor's anticipated bid price for
constructing the Project. Once submitted, the final anticipated price estimate shall be
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adjusted by the Consultant to reflect any increase or decrease in anticipated price
resulting from a change in Design.
4.1 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.
4.2 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.
4.3 Construction cost does not include the compensation of the Consultant and the
sub -consultants, the costs of land, rights -of -way, financing or other costs which are the
responsibility of the County.
4.4 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.
5.0 CONSTRUCTION PHASE
5.1 The Consultant shall review and approve or take other appropriate action upon
Contractor submittals and requests for information. The Consultant'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
Consultant'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 Consultant's review shall not constitute approval of safety precautions or, unless
otherwise specifically stated by the Consultant, of construction means, methods,
techniques, sequences, or procedures.
5.2 The Consultant will provide answers to Requests for Information (RFIs) from the
Contractor, as needed during construction and will implement any required plan
revisions.
5.3 The Consultant shall, without additional compensation, promptly correct any
errors, omissions, deficiencies, or conflicts in the work product of the Consultant or its
consultants or both.
5.4 The Consultant 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 Consultant, 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 Consultant 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
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could not reasonably be determined through a review of FDOT Bridge Inspection
Reports or physical inspection of a bridge by the Consultant.
5.5 The Consultant shall furnish to the County, upon project completion, the
following:
• 2 sets of 11" X 17" signed and sealed Record Drawings
• 2 sets of final documentation
• 1 set of final CADD files on CD
The Consultant's Engineer of Record in responsible charge of the project's design
shall professionally endorse/certify the record prints, the special provisions and all
reference and support documents.
5.6 The Consultant will attend the pre -construction meeting and as needed, attend
the periodic construction progress meetings.
Article VII, Paragraph 7.1 is amended to include the following:
The Consultant shall be paid monthly for time and expenses based on hourly rates and
the following not to exceed amounts (except where noted):
Task 1: Pre -Design Services (Not to Exceed)
$
20,000.00
Task 2: 90% Construction Documents (Not to Exceed)
$
140,000.00
Task 3: 100% Construction Documents (Not to Exceed)
$
30,000.00
Task 4: Permitting (Lump Sum)
$
11,375.00
Task 5: Bid and Award & Construction Support Services
(Lump Sum)
$
8,000.00
Support Services:
Surveying and Mapping (Lump Sum)
$
40,000.00
Subsurface Utility Engineering (Not to Exceed)
$
20,000.00
Geotechnical Engineering (Lump Sum)
$
22,556.00
Environmental Investigations (Lump Sum)
$
5,500.00
Reimbursables (Not to Exceed)
$
2,500.00
Total $ 299,931.00
Article IX Miscellaneous, Paragraph 9.21 is amended to add the following:
Pursuant to F.S. 119.0701, Contractor and its subcontractors shall comply with all public
records laws of the State of Florida, including but not limited to:
(a) Keep and maintain public records that ordinarily and necessarily would be required
by Monroe County in order to perform the service.
(b) Provide the public with access to public records on the terms and conditions that
Monroe County would provide the records and at a cost that does not exceed the cost
provided in Florida Statutes, Chapter 119 or as otherwise provided by law.
(c) Ensure that public records that are exempt or confidential and exempt from public
records disclosure requirements are not disclosed except as authorized by law.
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(d) Meet all requirements for retaining public records and transfer, at no cost, to
Monroe County all public records in possession of the contractor upon termination of the
contract and destroy any duplicate public records that are exempt or confidential and
exempt from public records disclosure requirements. All records stored electronically
must be provided to Monroe County in a format that is compatible with the information
technology systems of Monroe County.
Paragraph 9.30 Federal Highway Administration Requirements do not apply to this
project.
IN WITNESS WHEREOF, each party caused the Task Order to be executed by its duly
authorized representative.
Consultant
Witness:
i
Sig a re Date
BOARD OF COUNTY COMMISSIONERS
Heavilin, Clerk OF MONROE COUNTY, FLORIDA
60kqsm 7Q� by:
Mayor/Chairm
Date: �l /l 5l 1 S
MONROE OOI.iN TY ATTORNEY
., APPROVa LD AS TO_ FORM:
CHRISTINE= M. ?...I "3ERT-BARROWS
ASSISTANT f'i:f ,' %k-TORNEY
Gate �-
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Exhibit A
EAC Consulting, Inc.
Proposal
F-'A
A
EAC Consulting, Inc.
July 2, 2015
Judith S. Clarke, P.E.
Director of Engineering Services
Monroe County
1100 Simonton St., Room 2-216
Key, West, FL 33040
Re: County Project KL 1 2015 - Bay Haven - Seaside - Dove Creek Estates Roadway and Drainage
Improvements Project, Dove Key, Monroe County
Dear Ms. Clarke,
EAC Consulting Inc. (EAC) is pleased to submit this fee proposal to provide civil eneineeria services for the
above referenced project as part of our On Call Professional Engineering Services Agreement with the County.
Project Understanding
It is our understanding that the County wishes to have EAC perform milling and resurfacing, roadway widening,
and asphalt overlay or pavement reconstruction on most of the roadways within the Bay Haven -Seaside -Dove
Creek Estates.
The County has performed assessment on all the roadways that are part of this project using the Pavement
Condition Index (PCI) criterion. Our understanding is that the assessment assumes that roadways with a PCI of
50 or greater will require either asphalt overlay or milling and resurfacing while roadway with a PCI of less that
50 will require reconstruction. In addition, most of the roadways are flat in cross section and do not have visible
crowns and therefore establishing roadways crowns will be a part of this project. The County would like to bring
the existing roadway width up to the standard as much as possible without impacting the adjacent wetlands.
The table with anticipated roadways to be widened has been attached to this proposal.
The County also wishes to provide drainage in the form of french drains where possible. EAC will design french
drain systems to address water quality and/or the runoff from the 5-year 1-day storm where feasible and to the
greatest extent possible, while avoiding impacts to adjacent wetlands.
Project Limits:
Bay Haven:
1. Mangrove Avenue, from Overseas Hwy to North Drive
2. Mahogony Avenue, from Overseas Hwy to North Drive
3. Bayview Avenue, from Overseas Hwy to North Drive
4. Central Avenue, from Overseas Hwy to Meridian Avenue
S. Gumbo Limbo Avenue, from Overseas Hwy to Meridian Avenue
6. Lycaloma Avenue, from Overseas Hwy to Meridian Avenue
7. Meridian Avenue, from South Drive to Overseas Hwy
8. South Drive, from Meridian Avenue to West End
9. North Drive, from Mangrove Avenue to Bayview Avenue
10. Pine Avenue, from Overseas Hwy to Meridian Avenue
815 NW 57th Avenue, Suite 402 - Miami, FL 33126 - Phone: 305-265-5400 - Fax: 305-264-8363 - eacconsult.com - CA # 7011
Seaside:
11. Ocean View Blvd, from Seaside Avenue to Lime Street
12. Lime Street, from Seaside Avenue to Ocean View Blvd
13. Coconut Drive, from Seaside Avenue to Overseas Hwy
14. Seaside Avenue, from Palm Drive to South End
Dove Creek:
15. Dove Avenue, From Overseas Hwy to East End
16. Peace Avenue, From Overseas Hwy to East End
Scope of Work
Our scope of work will include the following:
TASK 1- PRE -DESIGN SERVICES
Task 1A - Project Management
EAC will provide project management services that will consist of contract administration, preparation of
invoices, coordination of project staff and other sub consultants, developing and monitoring a project schedule
and monitoring project costs. EAC will coordinate a project kick-off meeting with Monroe County and its sub
consultants within two (2) weeks after receiving a notice -to -proceed. The purpose of these meeting will be to
initiate the project, which among other things includes re -verifying project goals, identifying project
communication protocols, collecting existing project data such as the PCI report data, establishing invoice
procedures, etc.
Task 18 - Meetings
EAC will attend a maximum of four (4) coordination meetings with the County. In addition, EAC will meet with
the permitting agencies to identify permit requirements for the project and discuss other pertinent project
related issues.
Task 1C - Field Visits
EAC will schedule field visit/s to familiarize the project team with the conditions and any physical limitations of
the site that may exist, determine and assess the proposed scope of works for each street, meet with
maintenance personnel who have insight and intrinsic knowledge of the project area and perform a final on -site
check with developed plans. Field visits will also be performed to verify PCI information provided by the County.
Task 1D - Topographical Survey and Mapping
EAC will retain the services of Longitude Surveyors, LLC (LS) to perform a topographical and boundary survey
within the roadways listed under "Project Limits" above. The survey will be limited to topographical information
within the right of way. Signed and sealed surveys will be provided to the County.
Task lE - Geotechnical Investigations
EAC will retain the services of Professional Service Industries, Inc. (PSI) to perform geotechnical investigations.
These services will include thirty-five (35) SPT borings (15-feet deep) to determine the asphalt and limerock
thickness as well as the materials contained with the subgrade and beyond. The services also include twenty-
four (24) percolation tests to a depth of fifteen (15) feet to determine the hydraulic conductivities. In addition,
six (6) samples of materials will be tested for corrosion parameters (pH, chlorides, sulfate and resistivity) and will
be used to analyze and select culvert materials based on service life per the FDOT culvert service life criteria.
Task 1F — Environmental Investigations
EAC will retain the services of Sandra Walters Consultants, Inc. (SWC) to perform wetland delineation and
environmental agency coordination services. SFWMD will require that streets adjacent to existing wetlands be
delineated to demonstrate impacts from proposed construction, if any. Upland protected habitats such as
hammocks will also be taken into consideration for any impacts.
Task iG — Utility Coordination
EAC will request a design ticket from the Sunshine State One Call of Florida to determine the utility owners that
have facilities within the project limits. EAC will prepare correspondences to each utility owner identified to
request specific as -built information on these utilities, including their location, size and material of construction
if available. EAC will use this information to develop the construction plans for this project.
Once the milestone submittal (90% CDs) that shows the location and extent of the work being proposed has
been determined, EAC will correspond with utility owners again to ensure that they; 1) have knowledge of the
proposed worked and its potential impacts to their utilities and 2) make arrangements to relocate their utilities,
if necessary.
Once the final (100% CDs) construction plans have been developed, EAC will coordinate with utility owners one
final time to ensure that they are fully aware of the proposed works that will be associated with upcoming
construction activities.
Task 1H — Data Collection and Review
EAC will review all the records available from the County associated with Bay Haven - Seaside - Dove Creek
Estates, including the PCI report, as -built drawings and logs of complaints from residents regarding roadway
and/or drainage issues. In addition, EAC will review the topographic survey and geotechnical report and
incorporate the findings of these investigations into the construction documents.
TASK 2 DESIGN SERVICES
Task 2A — 90% Construction Documents
The 90% Construction Documents will consists of design plans..
Roadway
The design plans will show the limits of the milling and resurfacing, road widening, asphalt overlaying and/or
roadway reconstruction work that are required based on the PCI report and its recommendations. In addition,
EAC will perform grading modifications necessary to provide positive drainage through cross slope corrections
and intersection grading.
Drainage
EAC will perform drainage calculations and analyses as well as design french drain systems to address water
quality and/or the runoff from the 5-year 1-day storm where feasible and to the greatest extent possible, while
avoiding impacts to adjacent wetlands and utilities.
Anticipated Submittal Documents
• Key Sheet
• General Notes
• Typical Sections and Details
• Paving, Grading and Drainage Plans
• Signage and Striping Plans
Task 2B — Horizontal Utility Designation and Test Holes
EAC will retain the services of Longitude Surveyors, LLC (LS) to perform designation and test holes on areas
selected for the installation of new drainage structures and french drain systems. Designation will locate the
presence of utilities horizontally by utilizing geophysical equipment and test holes will be used to confirm the
vertical location of these facilities. This information will be provided in the construction documents to avoid
utility conflicts that may occur with proposed french drain systems and existing utilities. In addition, depending
on the results of this investigation, EAC will either find alternate locations for the drainage system, indicate
utilities that may require relocation or indicate how the conflicting utilities can be accommodated.
TASK 3 —100% Construction Documents
EAC will finalize the construction documents by incorporating the level of detailing required to convey the
design intent to prospective bidders. In addition EAC will meet with the County and incorporate any comments
that the County had on the 90% Construction Documents.
Anticipated Submittal Documents
• Key Sheet
• General Notes
• Typical Section and Details
• Summary of Quantities
• Paving, Grading and Drainage Plans
• Signage and Striping Plans
• Stormwater Pollution Prevention Plan
• Engineer's Drainage Report
• Cost Estimate
TASK 4 — Permitting
It is assumed that there will be no environmental impacts associated with this project due to the nature of the
work being proposed and therefore permitting will be with Monroe County and SFWMD for stormwater
improvements only. It is also assumed that some form of a "General Permit for Activities in Uplands" would be
required for this project.
This proposal however does not include any permitting related to the provision of a new or the modification of
an existing Environmental Resource Permit or any permits related to Wetland Mitigation or impacts to
Mangroves.
TASK 5 —Construction Phase Services
5.1 EAC shall review and approve or take other appropriate action upon Contractor submittals and requests for
information. EAC'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 EAC'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. EAC's review shall not constitute approval of safety precautions or, unless otherwise
specifically stated by EAC, of construction means, methods, techniques, sequences, or procedures.
5. EAC will provide answers to Requests for Information (RFIs) from the Contractor, as needed during
construction and will implement any required plan revisions.
5.3 EAC shall, without additional compensation, promptly correct any errors, omissions, deficiencies, or conflicts
in the work product of EAC or its consultants or both.
5.4 EAC will 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 EAC, 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. EAC 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 Data and Reports of roadways
provided by the County or physical inspection of the project location i.e. roadways and drainage structures by
EAC.
5.5 EAC shall furnish to the County, upon project completion, the following:
• 2 sets of 11" X 17" signed and sealed Record Drawings
• 2 sets of final documentation
• 1 set of final CADD files on CD
EAC's Engineer of Record in responsible charge of the project's design shall professionally endorse (signed and
sealed and certified) the record prints and all reference and support documents.
5.6 EAC will attend the pre -construction meeting and as needed, attend the periodic construction progress
meetings.
Our fee or000sal is summarized as follows:
Tasks
Descriptions
Fee
1
Pre -Design — NTE
$20,000.00
2
90% Construction Documents — NTE
$140,000.00
3
100% Construction Documents — NTE
$30,000.00
4
Permitting — LUMP SUM
$11,375.00
5
Construction Phase Services — LUMP SUM
$8,000.00
Support Services
Survey and Mapping —LUMP SUM
$40,000.00
Subsurface Utility Engineering — NOT TO EXCEED
$20,000.00
Geotechnical Engineering —LUMP SUM
$22,556.00
Environmental Investigations —LUMP SUM
$5,500.00
Reimburseables — NTE
$2,500.00
TOTAL (LUMP SUM)
$299,931.00
The aforementioned scope of services assumes that:
1. The contractor will be responsible for creating his/her own Maintenance of Traffic Plans based on their
means and methods and sequencing of construction activities and will be solely responsible for obtain
all approvals from applicable agencies prior to construction. Information will be provided on the plans
that references this requirement.
2. The County will provide its standard details associated with roadway improvements in AutoCAD format
to use in this project.
3. The County will utilize the FDOT specifications for this project.
4. Permitting agencies are limited to SFWMD and the County only. It is assumed that the permit required
from SFWMD will be for the stormwater improvements only and does not include the provision of a new
or modifications of an existing Environmental Resource Permit.
5. No utility relocation design is included in this proposal
6. No Construction Administration Services beyond those mentioned above are included in this proposal.
7. No Bid and Award Services included in this proposal.
8. No Right of Way modifications are required.
9. Anticipated permitting fees have been included as part of the reimburseables contained in this proposal.
In the event that permit and reimburseables exceeds the budgeted amounts, then the County will
approve a supplemental to reimburse EAC for additional direct expenses.
10. Project is a Single -Phase project.
We look forward to another successful project with the County.
Sincerely,
EAC Consulting, Inc.
Sharmin Siddique, P.E.
Senior Project Manager