Negotiation Support 09/21/2016AMY REAVILIN, CPA
CLERK OF CIRCUIT COURT &COMPTROLLER
MONROE COUNTY, FLORIDA
DATE: October 21, 2016
TO: Judith Clarke
Director of Engineering
ATTN. • Breanne Erickson, Senior Engineering Technician
FROM. • Cheryl Robertson Executive Aide to the Clerk of Court & Comptroller
At the September 21, 2016 Board of County Commissioner's meeting the Board granted approval and
authorized execution of Items:
C8 Amendment 1 to Small County Outreach Program (SCOP) Agreement with Florida Department
of Transportation (FDOT) for the Card Sound Bridge Repair Project which corrects Exhibit B of
original agreement. Updated Exhibit B reflects change in fund distribution amounts for Fiscal
Year 15/16 and Fiscal Year 16/17. The total contract amount has not changed.
This item is not fully executed; please return to the Clerk for finalization.
C12 Approval of a Task Order in the amount of $20,010 with HDR Engineering, Inc. to provide
negotiation support during negotiations with Transcore and Florida Turnpike Enterprise (FTE)
for the Card Sound Toll conversion to electronic tolling. Transcore will be providing electronic
toll collection system and equipment while FTE will provide tolling conversion and transaction
processing. This task order is being awarded under the On -Call contract for Professional
Services.
C 17 Approval of Amendment to Traffic Signal Maintenance and Compensation Agreement and
approval of Attachment 1: Revised Terms and Conditions with the Florida Department of
Transportation (FDOT). This amendment and attachment replace the previous agreement in its
entirety and allow for reimbursement for replacement or repair of traffic signals and devices
damaged as a result of third parties or other causes that were not caused by Monroe County.
There is no change to the annual compensation amounts with this amendment.
This item is not fully executed; please return to the Clerk for finalization
500 Whitehead Street Suite 101, PO Box 1980, Key West FL 33040 Phone: 305-295-3130 Fax: 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 Fax: 305-852-7146
C 19 Approval of task order with Kisinger Campo & Associates, Corp. for services for the Duck Key
Bridge Replacement Cultural Resource Assessment Survey (CRAS) for the amount of
$159,979.26. The task order is being awarded under the On Call Contract for Professional
Services.
C24 Approval of Change Order #1 to the contract with Coastal Gunite Construction Company for the
Card Sound Bridge Repair Project to increase the contract amount by $726,253.85 for Increased
Scope Of Work.
CC: County Attorney
Finance
File/
500 Whitehead Street Suite 101, PO Box 1980, Key West, FL 33040 Phone: 305-295-3130 Fax: 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 Fax. 305-852-7146
TASK ORDER FOR ON CALL PROFESSIONAL SERVICES BETWEEN
MONROE COUNTY AND HDR ENGINEERING, INC.
FOR
CARD SOUND TOLL AUTHORITY TOLLING SYSTEM UPGRADE
NEGOTIATION SUPPORT
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 HDR Engineering, 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 21st Day of September, 2016.
Article II Scope of Basic Services, Paragraph 2.1.1 is amended as follows:
The scope of services for the Card Sound Toll Authority Tolling System Upgrade
Negotiation Support will include negotiation with TransCore and Florida Turnpike
Enterprise (FTE) for the installation and implementation of an All Electronic Toll Facility
(AET) system. Negotiation support with TransCore will include development of the
specifics of the tolling system. Negotiation support with FTE will include development of
a Processing Agreement" and a "Local Funding Agreement".
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.
Article VII, Paragraph 7.1 is amended to include the following:
The Consultant shall be paid monthly; the following lump sum amount will apply for task
order:
Total Lump Sum $ 20,010.00
Article IX Miscellaneous, Paragraph 9.21 is amended to add the following:
Public Records Compliance. Contractor must comply with Florida public records
laws, including but not limited to Chapter 119, Florida Statutes and Section 24 of article I
of the Constitution of Florida. The County and Contractor shall allow and permit
reasonable access to, and inspection of, all documents, records, papers, letters or other
"public record" materials in its possession or under its control subject to the provisions of
Chapter 119, Florida Statutes, and made or received by the County and Contractor in
conjunction with this contract and related to contract performance. The County shall
have the right to unilaterally cancel this contract upon violation of this provision by the
Contractor. Failure of the Contractor to abide by the terms of this provision shall be
deemed a material breach of this contract and the County may enforce the terms of this
provision in the form of a court proceeding and shall, as a prevailing party, be entitled to
reimbursement of all attorney's fees and costs associated with that proceeding. This
provision shall survive any termination or expiration of the contract.
The Contractor is encouraged to consult with its advisors about Florida Public
Records Law in order to comply with this provision.
Pursuant to F.S. 119.0701 and the terms and conditions of this contract, the
Contractor is required to:
(1) Keep and maintain public records that would be required by the County to
perform the service.
(2) Upon receipt from the County's custodian of records, provide the County with a
copy of the requested records or allow the records to be inspected or copied within a
reasonable time at a cost that does not exceed the cost provided in this chapter or as
otherwise provided by law.
(3) Ensure that public records that are exempt or confidential and exempt from
public records disclosure requirements are not disclosed except as authorized by law for
the duration of the contract term and following completion of the contract if the contractor
does not transfer the records to the County.
(4) Upon completion of the contract, transfer, at no cost, to the County all public
records in possession of the Contractor or keep and maintain public records that would
be required by the County to perform the service. If the Contractor transfers all public
records to the County upon completion of the contract, the Contractor shall destroy any
duplicate public records that are exempt or confidential and exempt from public records
disclosure requirements. If the Contractor keeps and maintains public records upon
completion of the contract, the Contractor shall meet all applicable requirements for
retaining public records. All records stored electronically must be provided to the County,
upon request from the County's custodian of records, in a format that is compatible with
the information technology systems of the County.
(5) A request to inspect or copy public records relating to a County contract must
be made directly to the County, but if the County does not possess the requested
records, the County shall immediately notify the Contractor of the request, and the
Contractor must provide the records to the County or allow the records to be inspected
or copied within a reasonable time.
If the Contractor does not comply with the County's request for records, the County
shall enforce the public records contract provisions in accordance with the contract,
notwithstanding the County's option and right to unilaterally cancel this contract upon
violation of this provision by the Contractor. A Contractor who fails to provide the public
records to the County or pursuant to a valid public records request within a reasonable
time may be subject to penalties under section119.10, Florida Statutes.
The Contractor shall not transfer custody, release, alter, destroy or otherwise
dispose of any public records unless or otherwise provided in this provision or as
otherwise provided by law.
IF THE CONTRACTOR HAS QUESTIONS REGARDING THE
APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE
CONTRACTOR'S DUTY TO PROVIDE PUBLIC RECORDS
RELATING TO THIS CONTRACT, CONTACT THE CUSTODIAN OF
PUBLIC RECORDS, BRIAN BRADLEY AT PHONE# 305-292-3470
BRADLEY-BRIAN( MONROECOUNTY-FL.GOV, MONROE
COUNTY ATTORNEY'S OFFICE 1111 12TH Street, SUITE 408, KEY
WEST, FL 33040.
Article IX Miscellaneous, 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:
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EXHIBIT A
CONSULTANT'S PROPOSAL FOR SERVICES
Proposal
Transcore and Florida Turnpike Enterprise
(FTE) Negotiation Support for the Card Sound
Toll Authority Tolling System Upgrade
Introduction
HDR recently completed and submitted the Basis of Design Report and the Traffic& Revenue Evaluation
as part of the original Task Work Order issued for the evaluation to convert the Card Sound Toll
Authority(CSTA)tolling system along Card Sound Road (CR-905A)to an All Electronic Toll Facility(AET).
As part of HDR's report on the conversion it was recommended that it would be in the best operational
and economic interest for Monroe County and the Card Sound Toll Authority to enter into agreements
with TransCore and Florida Turnpike Enterprise(FTE)for the installation and implementation of an AET
system based on the SunPass technology and for the processing of all transactions, including image
based transaction.
With authorization from the County HDR initiated negotiation support efforts with Transcore to develop
the specifics of the tolling system and with FTE to develop a "Processing Agreement" and a "Local
Funding Agreement". The negotiation support was not part of the original Task Work Order and has not
been finalized. Considering that the funds of the original Task Work Order have been exhausted, HDR
would like to request a supplemental Task Work Order for$20,010.00 that would allow HDR to continue
the momentum with the County,TransCore and FTE on moving forward with the vital agreements to
ensure a timely conversion. An update of the negotiation support and available information is intended
to be presented at the next Board of County Commissioners Meeting.
This supplemental Task Work Order will enable HDR to continue with the Transcore and FTE negotiation
support and does not include the future County support for the development of the Request for
Proposal (RFP)and Procurement Process.
Scope of Services
1.0 Transcore Negotiation Support
HDR has contacted TransCore and is working with them on developing the specifics of the tolling
system. HDR provided TransCore with the proposed layout and specifications of the facility and are
jointly developing the requirements of the system.
For systems similar to Card Sound,TransCore will typically provide:
Scope of Services for Card Sound Toll Authority Negotiations
• Infinity Roadside Electronic Toll Collection System
• Plaza/Host Computer
• E6 Readers
• Universal Toll Antennas
• 10 KVA UPS and Portable Generator
Transcore will be responsible for all lane devices, hardware and network equipment; all conduits,wiring
and loops; plaza/CPC server and network equipment as needed; installation,configuration,testing and
turn-on; FTE performance specifications; interface development to SunPass back office; and lane
commissioning. TransCore will not be responsible for the site or land surveys or improvements,
gantries, back office system or maintenance of traffic.
Based on the requirements of the system and the TransCore/FTE contractual pricing structure HDR will
assist the county in negotiating the best financial terms for the AET system. We will also negotiate an
annual Operating and Maintenance Agreement with TransCore to provide preventative and corrective
maintenance of the system as required.
Once pricing has been agreed to by the County and TransCore,staff(with HDR's assistance)will prepare
an agenda item for placement on the agenda for the Board of County Commissioners Meeting. The
agenda item will reference the Cooperative Purchasing clause in the FTE Agreement and include the
piggyback clause above. The proposed contract with TransCore should also be attached. The item can
also include that this proposed contract will provide for a smooth integration to an AET facility and that
since TransCore has successfully migrated multiple Florida toll agencies to the FTE system, Monroe
County can save on SunPass integration fees,vendor costs as well as project schedule.
2.0 Florida Turnpike Enterprise (FTE) Negotiation Support
HDR has contacted FTE and is working with FTE staff and consultants to develop a "Processing
Agreement" and a "Local Funding Agreement". These two agreements will include all the requirements
needed to proceed to the implementation of a SunPass Toll Collection System. The first agreement—
"Processing Agreement"—will include the estimated credit card fee percentage, FTE's processing fee per
transaction,term of the agreement,discount programs,etc. The second agreement—"Local Funding
Agreement"—provides the scope of work needed to implement the conversion. It outlines the project
management activities, requirements and system design,applications and reports development,testing,
training marketing plan,etc. Also included is the reimbursement to FTE for costs they will incur on the
conversion. FTE has developed step-by-step instructions for the conversion to a SunPass system.
Under these Agreements FTE will process all the transactions incurred at the Card Sound Toll Authority
whether they are by transponder or image based.
Once the two agreements have been finalized by the County and FTE, staff(with assistance from HDR)
will prepare an agenda item for placement on the agenda for the Board of County Commissioners
Meeting. The agenda item will reference the Agreements,which will be attached to the agenda item.
The item can also include that these Agreements will provide for a smooth integration to an AET facility
Wage HDR Engineering , Inc .
Scope of Services for Curd Sound Toll Authority Negotiations
since multiple Florida toll agencies have already migrated to the FTE system, Monroe County can save
on SunPass integration fees,vendor costs as well as project schedule.
Schedule for Performance of Work
Consultant estimates that the services included in this Scope of Services can be completed within 2
months from issuance of Notice To Proceed.
Fee Estimate
Consultant will perform services detailed in the Scope of Services for a fee as detailed in Attachment 1
and summarized below:
Total Fee $20,010.00
Wage HDR Engineering , Inc .
Scope of Services for Card Sound Toll Authority Negotiations
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