09/16/2015 Task Order AMY HEAVILIN, CPA
,- �F CLERK OF CIRCUIT COURT & COMPTROLLER
MONROE COUNTY,FLORIDA
•
DATE: October 19, 2015
TO: Johnnie Yongue
Project Manager
ATTN: Ann Riger �� h yq
FROM: Cheryl Robertson Executive Aide to the Clerk of Court& Comptroller (,.l U/l //� Ct5�
At the September 16, 2015, Board of County Commissioner's meeting the Board granted approval and
execution of the following Items:
C36 A Task Order with Pike Architects, Inc. for the replacement of the 3 Monroe County Transfer
Station Offices. This is funded by Solid Waste Management.
C37 A Task Order with William Horn Architect, P.A. to conduct Water and Energy Conservation
Studies at the Monroe County Sheriff's Office Detention Center and Headquarters Building on Stock
Island. This Project is funded by the one cent infrastructure sales tax.
Enclosed is a duplicate original of the above-mentioned for your handling. Should you have any
questions,please feel free to contact our office,
cc: County Attorney
Finance
File V
500 Whitehead Street Suite 101,PO Box 1980,Key West,FL 33040 Phone:305-295-3130 Fox:305-295-3663
3117 Overseas Highway,Marathon,FL 33050 Phone:305-289-6027 Fax:305-289-6025
88820 Overseas Highway,Plantation Key,FL 33070 Phone:852-7145 Fox:305-852-7146
TASK ORDER
PROFESSIONAL ARCHITECTURAL AND ENGINEERING SERVICES
BETWEEN MONROE COUNTY AND WILLIAM P. HORN ARCHITECT, P.A.
FOR ENERGY AND WATER CONSERVATION STUDIES AT THE
MONROE COUNTY SHERIFF'S OFFICE DETENTION CENTER
AND HEADQUARTERS BUILDING ON STOCK ISLAND,KEY WEST, FLORIDA
In accordance with the Continuing Contract for Professional Architectural and
Engineering Services, made and entered on the 20 day of January, 2015 between
MONROE COUNTY, hereinafter referred to as the "County" and WILLIAM P.
HORN ARCHITECT, P.A., hereinafter referred to as "Consultant" where professional
services are allowed if construction costs do not exceed $2,000,000.00, or for study
activity if the fee for professional services for each individual study under the contract
does not exceed $200,000.00.
All terms and conditions of the referenced Professional Architectural and Engineering
Services Agreement apply to this 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. These additions apply only to the project
referenced in this Task Order.
This Task Order is effective on the 16th of September,2015.
A. ENERGY CONSERVATION STUDY
1. Article II SCOPE OF BASIC SERVICES on the Professional Architectural
and Engineering Services Agreement dated January 21, 2015 shall be revised
as follows:
Consultant to provide the services of Trifecta Construction Solutions to
conduct an Energy Conservation Study at the Monroe County Sheriffs office
Detention Facility and Headquarter building located in Stock Island, Key
West Florida. The study will provide energy conservation opportunities based
on capital costs, incentives, and energy reduction in kilowatts (kW) and
kilowatt hours (kWh). The study will include opportunities for lighting
fixture and switch/control upgrades, a brief description of the purpose of the
study, existing conditions, and options considered. In addition, the report will
contain an introduction section consisting of the Monroe County Sheriff's
Office energy savings goals.
1.1 PROJECT SITE VISITS AND DEVELOPMENT:
Consultant will be responsible to schedule and coordinate site visits and
testing of energy use and lighting characteristics for each space. Provide tests
and consult facility users to determine daily usage, any anomalies in usage,
and deficiencies of the system.
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1.2 DETAILED SURVEY AND FIXTURE SCHEDULE:
Survey and Fixture Count will contain a detailed listing of fixtures in each
illuminated space containing pictures and sketches which describe location,
number of each type of fixture, performance, and controls. Testing should
provide measurements of existing foot candles in each illuminated space.
1.3 ENERGY CONSUMPTION ESTIMATE:
The estimate of energy usage will require a calculated estimate of annual
electric energy use in KWh and monthly maximum demand in kW. This
calculation will include an indication of when, during the day and year, the
demand and energy consumption will occur. The calculated estimate of annual
electricity reductions in use and cost, should be based on the rate schedule
most appropriate for the customer. Resources used for assumed amounts and
proof calculations should be cited. An estimate of the project cost and
payback period should include routine maintenance costs. All given usage
data for recommended future usage should be based on manufacturer data and
reported actual usages. Result must consider project impacts that may be
difficult to quantify, such as safety and environmental considerations and
product quality. Rates assumed in the calculated cost and energy use will be
based upon current rates provided by Monroe County and utility company.
1.4 CONSULTANTS RECOMMENDATIONS:
Provide an explanation for any difference in the use of the current system and
why findings either show a higher/lower usage than actual or not. Include a
recommendation of adequate number of fixtures based on typical demand and
current lighting. Consultant shall provide a description of the proposed energy
use reduction measures and the comparable alternatives. Consultant shall
provide a description of building upgrade and how the different conservation
alternatives will affect operation and function such an automated controls and
optical sensors and systems that may be monitored and controlled remotely.
1.5 PROJECT COSTS/VENDOR QUOTATIONS:
Vendor quotations should involve a category breakdown of the major pieces
of equipment to be installed, removed or replaced, subdivided into external
contractor labor, additional engineering, and equipment component costs.
Also, any operating and maintenance costs compared to the existing process
or equipment operation should be identified.
1.6 FINANCIAL ANALYSIS
The study will include a financial analysis i.e. payback/retum on investment
requirements. All studies, will calculate simple paybacks and applicable
2
rebates. This analysis takes into consideration all energy and non-energy
project costs and benefits including applicable rebate amounts. The
engineering firm is responsible for calculating rebate estimates if any.
1.7 FINAL RECOMMENDATION REPORT:
The fundamental purpose behind the study it to provide an overall report that
is to determine the feasibility of implementing upgrades to the existing system
based on the potential to reduce long term costs. Report should identify the
deficiencies of the existing system and provide recommended solutions and a
verifiable threshold that should be met upon implementation of any
corrections. Consultant will provide current quotations from vendors for the
cost of materials and installation of recommended upgrades. Report should
include detailed descriptions of installation methods and product
specifications with verifiable energy use standards. Products and installations
recommended in the final report must reflect equal or better than the materials
used to determine estimated reduction in energy consumption. Specific
sections required in the final report are as follows:
a) Specification of the Buildings, parameters of the study.
b) Detailed descriptions of tests performed.
c) Test and Data Findings, total electric usage costs and lifecycle costs.
d) Descriptions of verifiable deficiencies and descriptions for unquantifiable
sources of demand.
e) Technical specifications of specific products and installations.
1.8 GENERAL REQUIREMENTS:
a) Consultant shall coordinate site visits with the user at each location and
agrees to abide by all security and safety protocols, be aware of the
facility, its residents, and staff with unusual schedules and plan
accordingly.
b) Consultant shall provide schedule of study development and reporting
which will include site visits and all phases of the project.
c) Consultant shall ensure that all non-exempt employees for this effort are
compensated in accordance with all state and local laws.
d) Consultant's final report shall be provided in two hard copies bound with
an electronic copy on compact disk.
e) Consultant shall furnish all necessary equipment for testing and
development of the study.
t) Recommendations will be based on currently available products and
systems.
g) Consultant will base tests on measurable results and regularly accepted
methodology.
h) Rates for costs and consumption will be based on data provided by Owner
and utility company. All other given information will be based on
reputable sources referenced in the final report. Any inconsistency in the
3
information provided by Monroe County and the utility company should
be reported to Monroe County Engineering immediately.
2. Article IV COUNTY'S RESPONSIBILITIES on the Professional
Architectural and Engineering Services Agreement dated January 21, 2015
shall include the following:
a) County to provide at least 12 months of past energy bills for the two
sites. If available, County to provide up to 36 months of past energy
bills.
b) Consultant shall present assumptions for desired rates of inflation,
escalation rates, internal rates of return for LCA calculation. Such
information shall not be provided by the County.
3. ASSUMPTIONS:
a) No energy conservation information is in a portfolio manager or the
county monitoring system.
b) One reading per room for foot candle measurements is desired. A 10' x
10' grid is acceptable.
c) On site remote monitoring and control is desired.
4. COMPENSATION:
Consultant shall invoice the County monthly on a percentage complete basis
for a lump sum fee not to exceed$40,300.00
5. ALLOWANCE:
Consultant shall be given an allowance of$10,000 for the metering and data
logger, if the County should decide they are necessary in the first 3 steps of
the study. Any invoice for such allowance shall be supported by the actual
manufactures invoice.
B. WATER CONSERVATION STUDY:
1. Article II SCOPE OF BASIC SERVICES on the Professional Architectural and
Engineering Services Agreement dated January 21, 2015 shall be revised as
follows:
Consultant to provide the services of Trifecta Construction Solutions to
conduct a Water Conservation Study at the Monroe County Sheriffs office
Detention Facility and Headquarter building located in Stock Island, Key
West Florida. The study shall include the analysis of the existing system,
report deficiencies and causes for over usage and professional
recommendations. The study shall provide water conservation feasibility
analysis based on capital costs, incentives, and water use reduction goals. A
4
report shall be provided identifying deficiencies in the existing system and
recommendations to upgrade the system. Any deficiencies or estimated
savings must be verified with testing and data. The basis of design should be
I-CON or equal systems flush systems with electronic controls and
monitoring, provide comparison of retrofit systems to upgrades of
infrastructure. The final report should include the cost benefit analysis of the
installation of specific new components and procedures to reduce cost to
operate and maintain system, water conservation goals for the Monroe County
Sheriff's Office.
1.1 PROJECT SITE VISITS AND DEVELOPMENT:
Consultant will be responsible to schedule and coordinate site visits and
testing of existing system. Provide tests and consult facility users to
determine daily usage, any anomalies in usage, and deficiencies of the system.
1.2 DETAILED SURVEY AND FIXTURE SCHEDULE:
Provide listing of plumbing fixtures describing the types of fixtures,
performance, and uses types in each area of the building, including pictures
and sketches. Measure current system usage and establish base usage that
should for the facility including the use of reclaimed water. Consultant shall
provide a description sketches, drawings or flow diagrams as necessary to
explain and describe the water use relative to the"standard" alternatives.
1.3 WATER CONSUMPTION ESTIMATE:
Consultant to provide a calculated estimate of annual water use
reductions/increases in use and cost, based on the rate schedule most
appropriate for the customer. Use the current rates. Provide calculations with
descriptions of how estimated data was derived (e.g., theoretical calculations,
field measurements, manufacturer's data, etc.) supported by data and
reputable sources. An estimate of the project cost and payback period which
includes maintenance costs. Conclusions will provide a description of the
proposed modifications to improve water use including a details and
specifications for each product and its installation. Cost estimate must
consider lifecycle costs such as maintenance and initial installation costs as
compared to reduced costs observed over time.
1.4 CONSULTANTS RECOMMENDATIONS:
Provide an explanation for any difference in the use of the current system and
why findings either show a higher/lower usage than actual or not. Include a
recommendation of adequate number of fixtures based on anticipated demand.
Consultant shall provide a description of the proposed water reduction
measures and the comparable alternatives. Consultant shall provide a
description of building upgrade and how the different conservation
5
alternatives will affect operation and function. Consultant's recommendation
should include I-CON or equal flush systems with electronic controls and
monitoring, provide comparison of retrofit systems to upgrades of
infrastructure.
1.5 PROJECT COSTS/VENDOR QUOTATIONS:
Consultant must provide vendor quotations to support estimates of cost for
materials and installation. Quotations and estimates on cost will involve a
category breakdown of all major pieces of equipment to be installed, removed
or replaced, subdivided into external Consultant labor, additional engineering,
and equipment component costs. Any operating and maintenance costs
compared to the existing process or equipment operation should be identified
by the consultant separately.
1.6 FINANCIAL ANALYSIS
The study will include a financial analysis i.e. payback/return on investment
and all associated requirements. All alternatives will calculate simple
payback period and applicable rebates. This analysis takes into consideration
all water and non-water consumption based project costs and benefits
including applicable rebate amounts. The engineering firm is responsible for
calculating rebate estimates if any.
1.7 FINAL RECOMMENDATION REPORT:
The fundamental purpose behind the study is to provide an overall report that
is to determine the feasibility of implementing upgrades to the existing system
based on the potential to reduce long term costs. Report should identify the
deficiencies of the existing system and provide recommended solutions and a
verifiable threshold that should be met upon implementation of any
corrections. Consultant will provide current quotations from vendors for the
cost of materials and installation of recommended upgrades. Report should
include detailed descriptions of installation methods and product
specifications with verifiable potable water use and sewer generation
standards. Products and installations recommended in the final report must
reflect equal or better than the materials used to determine estimated
reduction in water consumption. Specific sections required in the final
report are as follows:
a) Specification of the Buildings, parameters of the study.
b) Detailed descriptions of tests performed.
c) Test and Data Findings,total water usage and costs, lifecycle costs.
d) Descriptions of verifiable deficiencies and descriptions for unquantifiable
sources of demand.
e) Technical specifications of specific products and installations.
6
1.8 GENERAL REQUIREMENTS:
i) Consultant shall coordinate site visits with the user at each location and
agrees to abide by all security and safety protocols, be aware of the
facility, its residents, and staff with unusual schedules and plan
accordingly.
j) Consultant shall provide schedule of study development and reporting
which will include site visits and all phases of the project.
k) Consultant shall ensure that all non-exempt employees for this effort are
compensated in accordance with all state and local laws.
I) Consultant's final report shall be provided in two hard copies bound with
an electronic copy on compact disk.
m) Consultant shall furnish all necessary equipment for testing and
development of the study.
n) Recommendations will be based on currently available products and
systems.
o) Consultant will base tests on measurable results and regularly accepted
methodology.
p) Rates for costs and consumption will be based on data provided by Owner
and utility company. All other given information will be based on
reputable sources referenced in the final report. Any inconsistency in the
information provided by Monroe County and the utility company should
be reported to Monroe County Engineering immediately.
2. Article IV COUNTY'S RESPONSIBILITIES on the Professional Architectural
and Engineering Services Agreement dated January 21, 2015 shall include the
following:
a) County to provide at least 12 months of past water bills for the two
sites. If available, County to provide up to 36 months of past water bills.
b) Consultant shall present assumptions for desired rates of inflation,
escalation rates, internal rates of return for LCA calculation. Such
information shall not be provided by the County.
3. COMPENSATION:
Consultant shall invoice the County monthly on a percentage complete basis
for a lump sum fee not to exceed $40,300.00
4. ALLOWANCE:
Consultant shall be given an allowance of$10,000 for the metering and data
logger, if the County should decide they are necessary in the first 3 steps of
the study. Any invoice for such allowance shall be supported by the actual
manufactures invoice.
7
All other terms and conditions of the Task Order shall be in accordance with the
Architectural and Engineering Services Agreement dated January 21, 2015.
IN WITNESS WHEREOF, each party caused Task Order to be executed by its duly
authorized representative.
(SEAL) BOARD OF COUNTY
COMMISSIONERS OF
- tefty- HEAVILIN, CPA, CLERK MONROE COUNTY, FLORIDA
*J E9 f`
By: \ \\TP
':�.;DCp Clerk ayetrJChairman
a�1 asses fo ultant: CONSULTANT
Witness l: WILLIAM P. H N ARCHITECT, P.A.
Print Name: o-
Date: ei 1 By: ,�-`
Print Natfie:
Witness 2: Title: Ph!/✓l.�,l�[
Print Name: G Date: MONROE COUN A H ORNEY
Date: ` APPH VEI)AS I U FORM
CHRIS AMBROSIO
STATE OF FLORIDA ASSISTANT COUNTY ATTORNEY
COUNTY OF P-40 h11701.— Date. 1 5i
On this 3 ) s A'L*05 I , 2015, before me,the undersigned notary
public, personally appeared t5Itt 1 KY4 , known to me to be the person whose
name is subscribed above,or who produced as identification, and
acknowledged that he/she is the person who executed the above Task Order with Monroe
County Professional Architectural and Engineering Services for the MCSO Energy and Water
Conservation Studies, for the purposes therein contained.
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8