Design/Build RFP 11/22/2016 KEVIN MADOK, CPA
MONROE COUNTY CLERK OF THE CIRCUIT COURT & COMPTROLLER
DATE: January 10, 2017
TO: Breanne Erickson, Sr. Engineering Technician
Monroe County Engineering Services
FROM: Pamela G. Hanc .V/ 1 eputy Clerk
SUBJECT: November BOCC Meeting
Attached are duplicate originals of the following items from the above - mentioned meeting
date:
Item F7 Amendment 1 to Task Order with CDM Smith, Inc., for engineering design and
permitting services for the Key Largo II Roadway and Drainage Improvements Project.
Item F26 Task Order in the amount of $107,857.93 with HDR Engineering, Inc. for
development of the Design/Build Request for Proposal (RFP) documents and procurement
process support for the Card Sound Toll Authority All Electronic Tolling system upgrade.
Should you have any questions, please feel free to contact me at ext. 3130. Thank you.
•
cc: County Attorney
Fina9ce
Files/
TASK ORDER FOR ON CALL PROFESSIONAL SERVICES BETWEEN
MONROE COUNTY AND HDR ENGINEERING, INC.
FOR THE
CARD SOUND TOLL AUTHORITY ALL ELECTRONIC TOLLING SYSTEM
UPGRADE
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 22 Day of November, 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 All Electronic Tolling (AET)
system upgrade will include development of Request for Proposal (RFP) documents for
the Design /Build contract as well as assistant and support with the procurement process.
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 amounts will apply for task order:
Labor (lump sum) $ 105,340.00
Reimbursable Expenses $ 2,517.93
Total Fee $107,875.93
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(a.MONROECOUNTY- FL.GOV, MONROE
COUNTY ATTORNEY'S OFFICE 1111 12 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:
HDR Engineering, Inc.
"744QCOY:a4 s's eo QAMMAAil X13
Signature Date Signature D to
ecfn f ,,i
.,
k
h M � .L /( , BOARD OF COUNTY COMMISSIONERS
,,.._. ' - I' - - ' ' , Clerk OF MONROE COUNTY, FLORIDA
,------- %-,,, / 4 Y)./...0.5 €1
.. y
Deputy Clerk Mayor /Chairman
—
• cv -
c: ODate: «I .2 -vl 1-42 r 6
• CZ) .._) L
(L . C-
Y lJ
CD w MONROE COUNTY ATTORNEY
: Al' OVED AS TO FsRM:
o r
Ci NTHIA L. HALL
ASSISTANT COUNTY ATTORNEY
Date
EXHIBIT A
CONSULTANT'S PROPOSAL FOR SERVICES
Proposal
Development of the Request for Proposal
documents and Procurement Process support
for the Card Sound Toll Authority Tolling
System Upgrade
Purpose
Monroe County desires to develop the Request for Proposal (RFP) documents for the Design -Build (D -B)
contract of the Card Sound Toll Authority (CSTA) Tolling System Upgrade as well as have HDR assist the
County with the Procurement Process.
Background
Monroe County, through the CSTA has primary responsibility for maintaining and operating the roadway
system that includes Card Sound Road (CR 905A) and a portion of CR 905. The CSTA operates the toll
booth 24 hours a day, seven days a week, and also maintains the toll facilities and grounds within the
right -of -way along the CSTA roadway system. This roadway system is required to be maintained as an
alternative route for hurricane evaluation.
Built in 1960s, Card Sound Road (CR 905A) provides a direct connection between the mainland and the
northern Monroe County barrier island and the,community of Ocean Reef. Card Sound Road is a two -
lane highway with unpaved shoulders, and includes five Bridges -- four smaller low clearance bridges
over shallow waterways, and the Card Sound Bridge, a high level bridge spanning over a navigable
waterway. A single manually operated toll booth is located near the midpoint of Card Sound Road just
west of the Card Sound Bridge. The road intersects US -1 (also referenced as SR -5 and Overseas
Highway) just south of Florida City (approximate MM 127), and runs south and east approximately 12.5
miles to the toll booth located on the west end of the Card Sound Bridge. The road continues east of
the bridge for approximately 4.0 miles and intersects with CR 905 south of Ocean Reef.
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 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 and FTE. A
Wage HDR Engineering, Inc.
Scope of Services for Card Sound Toll Authority
supplemental Task Work Order was issued by the County that allowed HDR to continue with the
negotiation support in preparation for the September Board of County Commissioners Meeting.
Negotiation efforts have not been finalized.
This new Task Work Order will enable HDR to complete negotiation support with Transcore and FTE,
support the County in the development of the RFP documents, and assist the County with the
procurement process.
Scope of Services
Task 1.0 - Finalize Negotiations with Transcore and FTE
Services to be provided under this task includes finalizing negotiations with Transcore and FTE on behalf
of the County to obtain cost estimates and establish contract requirements for the installation and
implementation of an AET system based on the SunPass technology, processing of all transactions
including image based transaction, and long term maintenance of the equipment.
Transcore: Review of the placement of equipment on the gantry and at the site and review with them of
any changes as a result of requirements from FTE.
FTE: Pending proposal from FTE that will include pricing, a definition of the requirements, a delineation
of responsibility between FTE, TransCore and the County. This proposal will need to be carefully
reviewed to ensure all County requirements are included. Once a proposal is acceptable to all parties
the "final agreement" would need to be approved by the Commission and executed.
Task 2.0 — Request for Proposal (RFP)
Services to be provided under this task includes the preparation of a RFP, Design Criteria and Concept
Plans Package for the above referenced project.
Support services include, but are not be limited to, the following:
• Prepare RFP Package, attachments and reference documents, as well as conduct coordination
with project stakeholders.
• Prepare, Attendance, and Follow up for Project Related Meetings. Prepare for, attend, and
document the action items and decisions made at multiple agency, technical, and administrative
management meetings for this project. Coordinate with the County and other stakeholders on
all items requiring County approval.
• Develop Concept Plans to an extent to be able to define project requirements for the RFP while
using the Basis of Design Report (i.e. research, preliminary criteria, and preliminary plans) as
reference document. Additionally,
o Finalize integration plan for AET system and define AET equipment specifications and
requirements based on latest negotiation efforts
o Define architectural requirements
o Perform preliminary utility research and coordination to determine potential conflicts
with proposed improvements
2)Page HDR Engineering, Inc.
Scope of Services for Curd Sound Toll Authority
o Finalize drainage and vertical geometry details
o Finalize preliminary permit requirements
o Evaluate Traffic Control Plan requirements including restrictions
o Prepare contract time evaluation and recommendations
o Update project cost estimate
o Finalize signing requirements
o Finalize overall criteria for design
The Monroe County Request for Qualifications for professional services template as well as the Monroe
County Purchasing Policy (Revised 9/16/2015) will be referenced for the development of CSTA Tolling
System Upgrade project RFP.
Task 3.0 — Procurement Process
Services to be provided under this task will include activities, management, and miscellaneous support
as directed by the County associated with the procurement process of the CSTA Tolling System Upgrade
project. Standard County process will be adopted that consists of reviewing, scoring, and ranking the
technical proposals while then factoring in the price proposal. All participating D -B firms are to be pre -
qualified by FDOT for the corresponding work group and no interviews or pre - qualification meetings will
be conducted. Additionally, this task includes preparing for and attending meetings, as well as reviewing
and commenting on various documents.
Support services include, but are not be limited to, the following:
• Assistance in responding to proposer questions
• Preparation and processing of RFP Addenda as needed
• Assistance in the evaluation of D -B Firm Technical Proposals
• Preparation for and attendance at meetings with County personnel
Schedule for Performance of Work
Consultant estimates that the services included in this Scope of Services can be completed within 8
months from issuance of Notice to Proceed to the beginning of construction on August 1, 2017.
Schedule is preliminary and was developed under the assumption that the Notice to Proceed will be
obtained on December 1, 2016.
1.0 Finalize Negotiations with Transcore and FTE: December 2016 — January 2017
2.0 Request for Proposal: December 2016 — January 2017
3.0 Procurement Process: February 2017 —June 2017
4.0 Begin Construction: August 1, 2017
3IPage HDR Engineering, Inc.
Scope of Services for Card Sound Toll Authority
Fee Estimate
Consultant will perform services detailed in the Scope of Services for a fee as detailed in Attachments 1
and la and summarized below:
Labor (lump sum) $105,340.00
Reimbursable Expenses $2,517.93
Total Fee $107,857.93
Wage HDR Engineering, Inc.
•
•
Scope of Services for Card Sound Toll Sat odƒ
•
a ■a ■ # ■
( . /i k \
APP 0/1 PA
1 . V 2 2 X a ®
§ -
!
a27
! k� \ ° g k }
!
•
°m■a@ ■
e# ! \ }
§ m —
i a `� k
& G = ■
k ■ a ° ~ 7 8
■ % ! e _ _
~ .
2 a ■
■ ! ( $
3 ! ! - 3
as
EE It / �■§/ 7
o � ! a « .n. -
c 2 I. § ! Q 2228 � 0,
2 '' g
� §
a 2 a ■■a a
ƒ 2 At $ }
a |! `� k
i ? In -
f }
4
i-
0
'CI
C.)
ig
\
TO t/) !
! 7# q
! : §
. ; :
|)$
� 2 2
( § A | k
5 I Page HDR Engineering, Inc.
Scope o Ser* «esf rCarZcS and Toll tut odƒ
■ %@
§ \
) " |
{i & 1
of \ ,
| I , .
! \8 } k
5 ! i
�k -
%)\$
{j!! | .
tlk (
a &A f77 -,1 `! •
y 1 ° \ }
' !
\ ° ° $2
e—
kk !
C - ° "' ■■ k
as .
E ° §§ -
u
as \ , / \ }
°
a_ � ` eV, $$ |
i }
• !
2 .
k
2 '8 }
|
ph
)
; a \ ;
\ a k \ -
lTx /
E a -
f ± 0a
82 k - /| .. ti
E' 2 a
. . n i-: S .
6IPage HDR Engineering, Inc.