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11/22/2016 Task OrderAMY REAVILIN, CPA CLERK OF CIRCUIT COURT &COMPTROLLER MONROE CWNIY, FLORIDA DATE: December 12, 2016 TO: Doug Sposito, Director Project Management ATTN: Ann Riger, Contracts Administrator FROM. • Cheryl Robertson Executive Aide to the Clerk of Court & Comptroller O(L' At the November 22, 2016 Board of County Commissioner's meeting the Board granted approval and execution of the following Item F46 Approval of a Task Order for Amec Foster Wheeler to provide a Facility Assessment Report for the Harvey Government Center, funded in the one -cent infrastructure fund. A full Facility Condition Assessment (FCA) may cost up to $106,463.00. 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 Finanpe 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 CONSULTANT AGREEMENT FOR PROFESSIONAL ARCHITECTURAL AND ENGINEERING SERVICES BETWEEN MONROE COUNTY AND AMEC FOSTER WHEELER ENVIRONMENT & INFRASTRUCTURE, INC. (AMEC) FOR HARVEY GOVERNMENT CENTER FACILITY CONDITION ASSESSMENT In accordance with the Consultant Agreement for Professional Architectural and Engineering Services made and entered on the 18`h day of March, 2015 between MONROE COUNTY, hereinafter referred to as the "County" and AMEC FOSTER WHEELER ENVIRONMENT & INFRASTRUCTURE, INC., 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 ("Agreement"). All terms and conditions of the 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 201h day of July, 2016. The County wishes to engage the Consultant to conduct a Facility Condition Assessment (FCA) at the Harvey Government Center in Key West, Florida, to determine the current physical condition and the life cycle of the property and the facility. A) In accordance with Article II SCOPE OF BASIC SERVICES of the Agreement, the scope of services for this Task Order is as follows: The FCA Services provided shall determine the current physical condition and the life cycle of the Harvey Government Center buildings and facilities. These services shall also document all activities in detailed reports that shall provide baseline data, benchmarks and metrics by which Monroe County can effectively plan and execute highly efficient and cost effective: 1. Executive Management (capital funding, strategic planning, risk analysis). 2. Fiscal Planning (budget projections, scenarios planning, facility disposal). 3. Facility Management (condition management, project planning, needs prioritization). The Consultant supplying the FCA Service must provide the following. Evaluate all existing documentation and records from previous evaluations and improvements to provide conclusions of the efficiency of the prior repairs. Harvey Government Center Facility Condition Assessment 1 1. Facility Condition Assessments 1.1 The FCA shall include inspections and accurate analysis of all visible components and elements of the designated property and facility. The results of the FCA shall be detailed in a Facility Condition Assessment Report (FCAR). The processes for both, the FCA and FCAR shall be in accordance with the standards and practices as identified by IFMA and ASTM- E2018-08. Selective destructive investigations may be authorized in writing by Monroe County Project Management if there is evidence of hidden defects. 1.2 The FCA shall at a minimum: a) Capture and record certain physical building characteristics and information as identified by Monroe County Project Management. b) Identify the current physical condition of each component or element and any deficiencies. c) Identify maintenance projects for the individual properties and facilities required to return the property and facility assets to functionality or to a minimum standard condition in order to preserve asset value. d) Identify all code and all regulatory violations and all deficiencies. e) Recommend corrective action for all violations and all deficiencies. f) Prioritize capital repair projects. g) Estimate the cost to correct, improve or reduce further deterioration of the physical assets. h) Identify corrective measures required to ensure that the facility operates as designed. i) Collect data from inspections and document the results. 1.3 Major components of the FCA shall include all of the following unless not applicable: j) Site work (utilities, roads, parking, paving, sidewalks, pavers, signage, fencing, irrigation, storm water, retaining walls, sanitary sewer/drainage systems, erosion control, landscaping, lighting systems, etc.). k) Site Amenities (playgrounds, athletic courts, gazebos, swimming pools) 1) Building Structure (foundations, structural joists, decking, columns and supports) m) Building Exterior (roofs, roofing structures, balconies, breeze -ways, stairs, exterior walls, exterior windows, doors, & hardware) n) Building Interior (finishes, floors, ceilings, walls, casework, fixtures, doors and hardware) o) Vertical Transportation (stairs, escalators, passenger and freight elevators) Harvey Government Center Facility Condition Assessment 2 p) Mechanical (heating, ventilation and air conditioning, vents, ductwork, piping, boilers, pumps) q) Plumbing (domestic water and sanitary systems, piping, plumbing fixtures) r) Energy Management (temperature control and monitoring) s) Electrical (power, lighting, emergency generators systems) t) IT Network Plan (voice, data, & wireless network) u) Fire/Life Safety (fire alarm, fire protection/suppression systems) v) Security Systems (intrusion alarms, motion detectors, door locks, access control, CCTV) w) ADA (ingress/egress, handicapped accessibility, compatibility) x) Environmental/Health (hazardous materials, air quality, water, noise, etc.) y) Compliance with Codes & Regulations (federal, state, local, ANSI, ASHRAE, EPA, etc.) z) Sustainability (review of facilities sustainability practices) aa) Destructive Testing, coring of the structural components conducted in a manner so as to prevent damaging the exterior EFIS in accordance with ASTM C42, coring sample locations must be patched to match existing surface. 1.4 The FCA shall categorize each cited deficiencies within one of the following five (5) classifications according to the definition provided below: a) Building Adaptation: Expenditures required to adapt the building to evolving changing standards. These are expenditures that are in addition to normal maintenance. Examples include: compliance with changing codes (e.g., handicapped accessibility) and improvements occasioned by the adoption of modern technology (e.g., the use of personal computer networks). b) Routine Maintenance: Means the day-to-day efforts to control deterioration of facilities (keep up expenses) through scheduled repetitive activities (e.g. cleaning), periodic scheduled work (e.g., inspections and equipment adjustments) and minor repairs made on an as -needed basis. c) Deferred Maintenance: Refers to expenditures for repairs which were not accomplished as a part of normal maintenance or capital repair which have accumulated to the point that facility deterioration is evident and could impair the proper functioning of the facility. Costs estimated for deferred maintenance projects should include compliance with applicable codes even if such compliance requires expenditures additional to those essential to affect needed repairs. Deferred maintenance projects represent catch up expenses. Harvey Government Center Facility Condition Assessment 3 d) Capital Renewal: Not a, b, or c above, but regular, customary and anticipated major repairs or the replacement/rebuilding of major facility components (e.g., roof replacement at the end of its normal useful life is capital repair; roof replacement several years after its normal useful life is deferred maintenance). These repairs are typically capitalized and included in depreciation schedules according to Generally Accepted Accounting Principles (GAAP). e) Defects: Due to design or construction issues. 1.5 The FCA shall prioritize all cited deficiencies by Priority Class. The five (5) Priority Classes are defined as follows: • Priority 1 - Currently Critical (Immediate) - Items in this category require immediate action. • Priority 2 - Potentially Critical (Year One) - Items in this category, if not corrected expeditiously, will become critical within a year. • Priority 3 - Necessary - Not Yet Critical (Years Two - Five) - Items in this category include conditions requiring prompt attention. • Priority 4 - Recommended (Years Six - Nine) - Items in this category represent a sensible improvement to existing conditions. • Priority 5 - Recommended (Ten Years or Beyond) - Items in this category represent an economic payback. 1.6 The FCA shall be performed by a team of individuals or experts (engineers, consultants, technicians, etc.) with professional credentials and experience in performing facilities condition assessments, having a high level of technical knowledge and specialized skills to inspect, evaluate and document the condition of structural and system components or elements of the properties assigned. The Consultant shall affirm the credentials of each individual or expert performing the work and provide documentation of those credentials to Monroe County Project Management prior to performance of the work. 2.0 Facilities Condition Assessment Report The FCAR shall be thorough, detailed documentation of all activities completed during the performance of the FCA. The FCAR shall provide valuable and useful information, data and metrics on all inspected elements that can assist Monroe County Project Management in establishing baseline data, best practices and determining future maintenance and operations funds for the next five years or replacement alternatives. Harvey Government Center Facility Condition Assessment 4 2.1 The following is a list of informational items to be included in the FCAR. This list is not all inclusive but indicates the minimal information to be provided in the FCAR: 1. Executive Summary: General information providing descriptions of property or facility, purpose and scope of the work, type of assessments, overall conditions, corrective actions, estimated costs, recommendations and analyses for short and long term replacement of deficient items. 2. Description: Provide specific information about FCA that must include the following information: a. Unique title and project number. b. Project description. C. Location. d. Building size (sf). e. Building age. f. Project priority classification. g. Building System Category (Site, Exterior Structure, etc.). h. Specific Building Code violation or application. i. Specific project extent (floor wide, item only, etc.). 3. Classifications: Label the Class, type or level of the FCA being performed. 4. Team: Provide a list of professionals that performed the FCA, including names, position, contact information, profile, credentials and certifications. 5. Summary & Analysis: Provide detailed information on all inspected areas, structural and system components including at a minimum the following: a. Identification of the existing conditions and all deficiencies of all inspected elements. b. Rank and priority of all cited deficiencies by severity and anticipated life cycle. C. Recommendations for corrective action for any deficiencies found. d. Cost estimates for corrective action of any deficiencies found. Cost estimates shall include the following information: Harvey Government Center Facility Condition Assessment 5 1) Labor man-hours to correct the deficiency. 2) Labor unit cost. 3) Total labor cost. 4) Material cost. 5) Overhead and profit costs. 6) Total cost to correct each line item of deficiency. 7) Total cost of correction for the facility or surface area. e. Replacement schedule that identifies and prioritizes immediate and future replacement needs for all structural and system components. f. Lifecycle data and Lifecycle Cost Model. g. Facility Condition Index (FCI) including comparisons to other similar institutions. h. Current Replacement Value (CRV) or costs. i. Facility Replacement Cost (FRC). j. Total Facility demolition costs k. Exhibits and Supporting Documentation (photographs, drawings, logs, charts, tables, formulas). 2.2 The FCAR must identify all national and local code deficiencies. Each cited deficiency must identify the particular code/chapter/section of the building standard being violated. 2.3 Consultant must include review of supporting drawings and documentation regarding the past repairs and upgrades to the building noting details that may not be uncovered by demolition of the existing building facade. Consultant will observe the type and general condition of the building envelope and visible structural systems to identify visible defects, which might suggest significant structural or foundation problems. Consultant shall observe the building envelope including facades or curtain wall system, exterior sealants, exterior balconies, entry doors, overhead doors, and windows. If readily accessible, the interior finishes will also be observed for evidence of significant moisture infiltration. Observations will be made from grade, accessible balconies, accessible roofs, or accessible representative interior areas, or a combination thereof. A ground penetrating radar (GPR) will be utilized to locate reinforcement steel prior to coring the existing structure. The cores will be measured, prepared and capped in accordance with ASTM C42. B) COMPENSATION: Consultant's fee for the above described services will be $28,281.00. At the County's direction in writing, Consultant may proceed with remaining services for the full FCA for a fee of $78,182.00. Fees for services include labor and expenses including travel costs and expendable supplies. Consultant shall bill the County on a monthly basis describing the services performed and percentage completed. Harvey Government Center Facility Condition Assessment 6 Q All other terms and conditions of this Task Order shall be in accordance with the Agreement dated March 18, 2015. IN WITNESS WHEREOF, each party caused this Task Order to be executed by its duly authorized representative. HEAVILIN, CPA, CLERK CONSULTANT WHEELER ENVIRONMENT ez STATE OF FLORIDA - - COUNTY OF fy Qmi - �� -Q- BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FLORIDA � 5 By: Mayor/Chairman & INFRASTRUCTURE, IN; � r © rn -u r. r ri 0 C _ _J 0 _ CID - On this t day of �/Ovl'- -Pr undersigned notary public, personally appeared K Q n be the person whose name is subscribed above, or who identification, and acknowledged that he/she is the Order, for the purposes therein contained. /,W,- . z' , �-' �; - - O PUB My Commission expires: z-a za/ y P;a, MAGGIE PFIOENZA-KANAKIS Notary Public - State of Florida 5 My Comm. Expires Mar 20, 2019 Commission # FF 179176 Bonded through National Notary Assn. 2016, b prWduced — person who executed the above Task MONROE COUNTY ATTORNEY App AS TO FORM fl CHRIS AMBROSIO A381 ANT CO NT",' (-)HI JEY Harvey Government Center Facility Condition Assessment 7