2 PSO 10/19/2016 .-'c'
� CLERK OF CIRCUIT COURT & COMPTROLLER
;-:1 K MONROE COUNTY, FLORIDA
DATE: October 26, 2016
TO: Don DeGraw,
Director of Airports
ATTN: Beth Leto,
Airport Business Manager
FROM: Cheryl Robertson Executive Aide to the Clerk of Court & Comptroller are
At the October 19, 2016 Board of County Commissioner's meeting the Board granted approval and
authorized execution of Items:
C15 Approval of Jacobs Project Management Co.' s Task Order No. 12/14 -62 for the Services
Authorized: Noise Insulation Program -Phase 1 PSO #62 in the amount of $97,840.00 to be funded by
FAA Grant #037 -52 (90 %) and Passenger Facility Charge(PFC)(10 %).
C16 Approval of Jacobs Project Management Co.' s Task Order No. 12/14 -64 for the Services
Authorized: Strengthen/ Rehabilitate Commercial Apron Construction Support and RPR Services
PSO #64 in the amount of $840,355.00 to be funded by FAA Grant #037 -53 (90 %), FDOT grant
#G0E46 (5 %), and Passenger Facility Charge(PFC) (5 %).
C18 Approval of THC, Inc. Professional Service Order #2 for the: Implementation of Noise
Insulation Program- (2016 -2017 Phase 1 Design, Design Review and Bid Services) in the amount of
$1,327,211.04 to be funded by FAA #037 - 52(90 %), and Airport Operating Funds (10 %). PFC
Application #17 pending.
Enclosed is a duplicate originals executed on behalf of Monroe County, for your handling. Should you
have any questions, please feel free to contact me.
cc: County Attorney
Financg
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
PROFESSIONAL / SERVICE ORDER
FOR
MONROE COUNTY
To: THC, Inc. Professional Service Order No. 2
Re: PSO Agreement, Dated 8 -29 -2016
Project Name: Implementation of Noise Insulation Program
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(2016 -17 Phase 1 Design, Design Review & Bid Services) Jr C3 Fri
Description of Services: ; z-- o; c
( See attached Scope of Services) f- t ''
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Days to Complete 600 Lump Sum Fee $1,327,211.04
Payment for Services shall be in their entirety as per PSO.
Prepared by: Recommended by:
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Donald DeGraw /D rector of Airports
Date: 8 -29 -2016 Date: .7 i 1(„
Accepted by: Approved by:
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Heather Carruthers / v ei4 -� � ,
. . . di rp T J UN, CLERK
Date: 8 -29 -2016 Date: 1 +, . 4 ��
• COU ' �f j�RNEY ..j _. LERK
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Task No. Task Amount
1 Project Management $284,247.40
2 Program Orientation & Design Survey Scheduling $73,399.04
3 Design Site Surveys $152,499.60
4 Design Document Development $351,560.60
5 Preparation of Legal Documents $71,748.40
6 Design Review $78,939.60
7 Pre - Construction Tasks $56,200.00
8 Bid Process $124,803.60
9 Pre - Construction Acoustical Testing $30,019.00
Reimbursables $103,793.80
$1,327,211.04
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Landrum Brown
Associate Senior Senior Project
Vice Pres. Consultant Administrator
DIRECT LABOR Totals $275.00 $220.00 $104.50
TASK 9-PRE-CONSTRUCTION ACOUSTICAL TESTING $30,019.00 $14,850.00 $14,960.00 $209.00
124 54 68 2
TOTAL DIRECT LABOR $30,019.00 $14,850.00 $14,960.00 $209.00
SLM
Item- Airfare Hotel Auto Subsistence Misc. (LD824) SIL System Shipping
Unit- (trip) (night) (day) (day) (trip) (day) (day) (trip)
OTHER DIRECT COSTS Cast- $800.00 $210.00 $75.00 $71.00 $200.00 $100.00 $100.00 $500.00
REIMBURSABLE EXPENSES $4,811.00 $1,600.00 $1,260.00 $225.00 $426.00 $400.00 $200.00 $200.00 $500.00
2 6 3 6 2 2 2 1
TOTAL OTHER DIRECT COSTS $4,811.00 $1,600.00 $1,260.00 $225.00 $426.00 $400.00 $200.00 $200.00 $500.00
TOTAL PROJECT COST $34,830.00
The Sun Group, Inc.
Principal Senior
Architect Architect Arch. Drafter
DIRECT LABOR Totals $192.50 $137.50 $82.50
TASK 1 -PROJECT MANAGEMENT $103,510.00 $27,720.00 $45,100.00 $30,690.00
844 144 328 372
TASK 3-DESIGN SITE SURVEY-Document Architectural,Mechanical,Ventilation $41,360.00 $36,960.00 $2,750.00 $1,650.00
232 192 20 20
TASK 4-DESIGN DOCUMENT DEVELOPMENT.n? „ $163,185.00 $13,860.00 $78,375.00 $70,950.00
1502 72 570 860
TASK 6-DESIGN REVIEW 11111111111111111111111111111111111111111111111111111 $18,810.00 $13,860.00 $2,475.00 $2,475.00
120 72 18 30
TASK 8-BID PROCESS , „`' $49,170.00 $16,170.00 $20,625.00 $12,375.00
384 84 150 150
TOTAL DIRECT LABOR ; „„ $376,035.00 $108,570.00 $149,325.00 $118,140.00
Printing&
Item- Hotel Meals Auto/Travel Postage
Unit- (night) (day) (total) (total)
OTHER DIRECT COSTS Cost- $210.00 $71.00 $400.00 $250.00
: ..........
REIMBURSABLE EXPENSES" t, $11,580.00 $6,300.00 $2,130.00 $2,400.00 $750.00
30 30 6 3
TOTAL OTHER DIRECT COSTS . $11,580.00 $6,300.00 $2,130.00 $2,400.00 $750.00
TOTAL PROJECT COST $387,615.00
Jones Conde, LLC
Principal Senior Engineer
Engineer Engineer Drafter
DIRECT LABOR Totals $165.00 $137.50 $82.50
TASK 1 -PROJECT MANAGEMENT $48,180.00 $19,140.00 $16,500.00 $12,540.00
388 116 120 152
TASK 3-DESIGN SITE SURVEY-Document Architectural, Mechanical,Ventilation $44,550.00 $28,710.00 $0.00 $15,840.00
366 174 0 192
TASK 4-DESIGN DOCUMENT DEVELOPMENT $142,230.00 $11,880.00 $70,950.00 $59,400.00
1308 72 516 720
TASK 6-DESIGN REVIEW $10,340.00 $8,580.00 $1,100.00 $660.00
68 52 8 8
TASK 8-BID PROCESS $26,840.00 $5,940.00 $11,000.00 $9,900.00
236 36 80 120
TOTAL DIRECT LABOR $272,140.00 $74,250.00 $99,550.00 $98,340.00
Printing&
Item- Hotel Meals Auto/Travel Postage
Unit- (night) (day) (total) (total)
OTHER DIRECT COSTS Cost- $210.00 $71.00 $400.00 $250.00
REIMBURSABLE EXPENSES $14,714.00 $9,240.00 $3,124.00 $1,600.00 $750.00
44 44 4 3
TOTAL OTHER DIRECT COSTS mr $14,714.00 $9,240.00 $3,124.00 $1,600.00 $750.00
TOTAL PROJECT COST $286,854.00
First American Title Company
Title
Report
DIRECT LABOR Totals $467.50
TASK 5 - PREPARATION OF LEGAL DOCUMENTS $31,790.00 $31,790.00
68 68
TOTAL DIRECT LABOR `` ‘ >,, " ""� � " $31,790.00 $31,790.00
OTHER DIRECT COSTS
N/A
TOTAL PROJECT COST $31,790.00
EE and G Environmental Services, LLC
DIRECT LABOR
TASK 3 - DESIGN SITE SURVEY - Hazardous Material Testing & Analysis $35,750.00
TOTAL DIRECT LABOR $35,750.00
OTHER DIRECT COSTS
N/A
TOTAL PROJECT COST $35,750.00
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Key West International Airport
Noise Insulation Program (NIP)
2016 -17 Phase 1 — Scope of Work
(Design of KWBTS Buildings A, B, C & 3 SF Homes)
(Design Review & Bid of KWBTS Building B & 3 Single Family Homes)
INTRODUCTION
Proiect Background
In its Program Guidance Letter (PGL) 12 -09, Eligibility and Justification Requirements for
Noise Insulation Projects, dated August 17, 2012 and revised November 7, 2012, the Federal
Aviation Administration (FAA) established a deadline of September 30, 2015, by which time
all construction based on existing noise insulation program eligibility assumptions must be
completed in its entirety. Beginning on October 1, 2015, all properties must meet the "2- Tier"
eligibility criteria outlined in FAA Order 5100.38D, Airport Improvement Program (AIP)
Handbook, Appendix R, Noise Compatibility Planning / Projects, dated September 30, 2014.
The following is a summary of these significant program changes:
• Sponsors must utilize an approved set of Noise Exposure Maps (NEM) that are
no more than five (5) years old for this eligibility calculation.
• Sponsors must use the "2- Tier" eligibility rule to determine if a property is
eligible to participate in a noise insulation program.
o Property must be located within an approved 65 DNL NEM boundary.
o Property must have an average interior DNL value of 45 DNL or greater
(with windows closed).
• Properties must meet both of the above eligibility criteria or they will not be
eligible to participate in a noise insulation program.
• Noise insulation modifications provided to eligible properties should be
designed to achieve an average interior noise reduction of five (5) decibels or
greater.
To meet the above requirements, a Sponsor must now complete several preliminary noise
insulation program eligibility tasks (on non - compatible properties identified in an approved
Part 150 Noise Compatibility Program) before initiating the traditional design, bid and
construction processes. These tasks include the property surveys and categorization,
eligibility noise testing, determination of eligibility certification and development of a proposed
implementation master plan. In August 2014, Key West International Airport (KWIA)
submitted their proposed Noise Compatibility Program to the Federal Aviation Administration
(FAA) for review and approval. On March 17, 2015, the FAA issued their Record of Approval,
granting KWIA approval to begin the noise insulation eligibility determination process for the
following non - compatible property candidates:
Key West NIP (2016 -17 Phase 1 — Scope of Work) Page 1 of 15
PHASE 1
Key West by the Sea Condominiums (KWBTS) 206 units
Single Family Homes (DNL 70 -75 dB) 4 units
PHASE 2
Single Family Homes (DNL 65 -70) 73 units
Low Density Multi - Family Residential 15 units
Lime Grove House 1 unit
PHASE 3
Flagler Court Townhomes 26 units
Grace Lutheran Church and School 5 units
Parsonages 2 units
Catholic Charities 23 units
Phase 1 Tasks Completed To Date
In the first year of the Key West International Airport Noise Insulation Program Phase 1
(2016 -17), THC completed several important tasks to include:
0 Site Survey of Key West by the Sea (KWBTS) Complex
0 Site Survey of four (4) single family homes
0 Develop Acoustical Testing Plan (ATP) for KWBTS
0 Develop Acoustical Test Plan (ATP) for single family homes
0 Property Owner Communication and Orientation
0 Eligibility Noise Testing for KWBTS
0 Eligibility Noise Testing for single family homes
0 Property Eligibility Determination Report for KWBTS
0 Property Eligibility Determination Report for single family homes
As a result of the above completed tasks, a total of two hundred nine (209) Phase 1
properties were deemed eligible to participate in the Key West NIP including KWBTS Building
A (65 condominium units), KWBTS Building B (65 condominium units), KWBTS Building C
(76 condominium units), 2827 Venetian Drive, 2929 Venetian Drive and 1717 Jamaica Drive.
Due to funding level required to complete the design and construction process for all the
above eligible NIP Phase 1 properties, this work will be divided among the next four (4) fiscal
years 2016 -17, 2017 -18, 2018 -19, 2019 -2020:
2016 — 17 Design Documents — KWBTS Building A, B, C and 3 SF homes
Design Review & Bid — KWBTS Building B and 3 SF homes
2017 — 18 Construction of KWBTS Building B
Design Review & Bid — KWBTS Building C
2018 — 19 Construction of KWBTS Building C
Design Review & Bid — KWBTS Building A
2019 — 20 Construction of Building A
Eligibility Testing — Phase 2 Properties
Key West NIP (2016 -17 Phase 1 — Scope of Work) Page 2 of 15
Consultant Team Overview
The 2016 -17 Phase 1 Scope of Services will require an array of tasks to be completed by
THC and their sub - consultants (the "Consultant "). In the narrative below the Consultant, will
be comprised of THC, Inc. (prime / project manager) and five (5) sub - consultants to include:
the Sun Group (architectural services), Jones Conde LLC (mechanical /electrical engineer),
Landrum & Brown (acoustical engineer), First American Title (title services) and EE &G
Environmental (environmental engineers). The following is a detailed summary of the
Consultant roles and disciplines:
• THC, Inc. - The Project Manager, THC, Inc. (THC) will provide overall lead project
management services and responsibilities for all Consultant team members. Within
THC, the Director of Acoustical Services ($223.65) will act as the overall Project
Manager, providing project management responsibilities on a daily basis while
reporting directly to the Key West International Airport Noise Program Coordinator.
The Assistant Project Manager ($100.04) will provide all project management support
services, database services and required communication / scheduling with all property
owners and tenants. THC will also utilize the services of a Construction Manager
($129.52) to assist in project tasks. The THC Principal ($250.00) will review monthly
status reports, sign and review all sub - consultant contracts, and will consult with the
client and THC project staff as needed. Finally, THC will utilize the Director of
Administrative Services ($134.79) to process all sub - consultant payments and
invoices, and prepare all invoices from THC to the client.
• The Sun Group — The local Project Architect, The Sun Group, will provide all required
architectural services for this project. The Sun Group will be responsible for preparing
the construction specifications, preparing any necessary architectural details, assuring
compliance with all applicable codes and ordinances, performing design visit
inspections at each property, developing all design documents for each property,
reviewing draft design documents with each property owner, developing final design
documents for each property, preparing the bid package, leading the pre -bid
conference, attending all contractor outreach sessions and workshops where
necessary, tabulating the bids for construction services, and making the final award
recommendation to THC. The Sun Group will utilize the services of the Principal
Architect ($192.50), Senior Architect ($137.50), and an Architectural Drafter ($82.50).
• Jones Conde, LLC. - The local Project Mechanical and Electrical Engineer, Jones
Conde, LLC, Engineer will provide all required mechanical and electrical design
support to the Sun Group. Jones Conde, LLC. Will be responsible for assisting in the
development of construction specifications, preparing any necessary architectural
details, assuring compliance with all applicable codes and ordinances, performing
design visit inspections at each property, developing all mechanical /electrical scope of
work for each property, assisting The Sun Group in the reviewing of draft design
documents with each property owner, developing final mechanical /electrical design
documents for each property, assisting The Sun Group in the preparation of the bid
package and attending the pre -bid conference. Jones Conde, LLC. Will utilize the
services of the Principal Engineer ($165.00), Senior Engineer ($137.50) and
Engineering Drafter ($82.50).
Key West NIP (2016 -17 Phase 1 — Scope of Work) Page 3 of 15
• Landrum & Brown - The Acoustical Engineer, Landrum & Brown (L &B) will provide all
required pre - modification noise testing and will utilize an Associate Vice President
($275.00), Senior Consultant ($220.00) and Senior Project Administrator ($104.50).
• First American Title — First American Title will provide all services associated with
securing avigation easements and recording said easements on the titles of the
subject properties. The consultant team will process and secure consent agreements
as allowed from mortgage holders for an avigation easement relative to the title of the
properties.
• EE &G Environmental Services - The Environmental Consultant, EE &G, will provide all
required lead paint and asbestos testing for KWBTS Buildings A, B and C, as well as
the 3 single family homes. EE &G will conduct a site survey at 30 random KWBTS units
(all buildings) and at each of the 3 single family homes, taking all required samples.
After laboratory analysis of all samples, EE &G will provide a Final Report of Findings
for the presence of lead paint and asbestos.
2016 - 17 Scope of Work Tasks
The following sections will provide a detailed review of all required consultant tasks for
the 2016 -17 year, which include the following nine (9) key tasks:
Task 1 Project Management
Task 2 Program Orientation & Design Survey Scheduling (209 Units)
Task 3 Design Site Surveys (209 units)
Task 4 Design Document Development (209 units)
Task 5 Preparation of Legal Documents (68 properties)
Task 6 Design Review (68 properties)
Task 7 Pre - Construction Tasks (68 properties)
Task 8 Bid Process (68 properties)
Task 9 Pre - Construction Acoustical Testing
Key West NIP (2016 -17 Phase 1 — Scope of Work) Page 4 of 15
TASK 1 PROJECT MANAGEMENT
The Consultant will perform general project - related management and coordination with the
Airport Noise Program Coordinator including the following:
Sub Task 1.1: Proiect Setup — The Consultant will set up the project in the corporate financial
system, as required by corporate policy to manage the project.
Sub Task 1.2: Daily Management of Sub - Consultants — The Consultant will be responsible for
the daily management of all sub - consultants in their completion of all project tasks. This
process includes all phone / conference call / email communication and review of their task
implementation plan and all document deliverables. The Consultant will also be responsible
for managing their budget expenditures and reviewing their monthly invoices.
Sub Task 1.3: Participate in Weekly Coordination / Progress Conference Calls — The
Consultant will participate in weekly coordination / progress telephone conference calls with
KWIA's Airport Noise Program Coordinator. The calls will be hosted by KWIA's Airport Noise
Program Coordinator, and the duration of each call will be approximately 60 minutes. The
FAA ADO will be invited to participate in these calls. KWIA's Airport Noise Program
Coordinator will provide the Consultant with the call -in number and conference code, and will
dial -in as the leader.
Sub Task 1.4: Attend KWIA Ad - Hoc Committee Meetings — The Consultant will attend KWIA
Ad -Hoc Committee meetings, as directed by KWIA's Airport Noise Program Coordinator, to
present information on the status of the project. The FAA ADO will be invited to attend these
meetings. The tentative FY'17 meeting schedule for the Ad -Hoc Committee is November,
2016; February, April, and July, 2017, on the first Tuesday of the month.
Sub Task 1.5: Attend KWBTS Board Meetings — The Consultant will attend Key Wets by the
Sea (KWBTS) Board Meetings, as directed by the KWIA Airport Noise Program Coordinator
to present information on the status of the project. The KWBTS Board typically meets the first
Monday of each month.
Sub Task 1.6: General Communication — The Consultant will be responsible for all general
communication requirements with the general public, property owners, City of Key West,
Monroe County, FAA, product manufacturers and general contractors.
Sub Task 1.7: Conduct QMS Process — The Consultant will conduct QA/QC of project
deliverables, prior to delivery to KWIA's Airport Noise Program Coordinator.
Sub Task 1.8: Prepare Project Invoicing — The Consultant will prepare monthly invoices to the
Client, as required to manage the project.
Key West NIP (2016 -17 Phase 1 — Scope of Work) Page 5 of 15
Sub Task 1.9: Development of the 2017 -18 Budget and Scope — The Consultant will develop
the KWIA NIP 2017 -18 Consultant budget and scope of work narrative to include the
following tasks:
• Construction of KWBTS Building B (65 units)
• Construction of 3 Single Family Homes
• Construction Management (KWBTS Building B)
• Construction Management (3 SF Homes)
• Program Orientation for KWBTS Building C (76 units)
• Design Review for KWBTS Building C Property Owners (76 units)
• Bid Process for KWBTS Building C
Sub Task 1.10: Close Out Proiect —The Consultant will provide information / documentation
to KWIA's Airport Noise Program Coordinator as needed to facilitate close -out of the AIP
grant. The Consultant will conduct administrative tasks, as required by corporate policy to
close out the project.
Reimbursable Expense Notes:
For Task 1, the Consultant is including a total of six (6) 2 -night trips to Key West (for
the THC Project Manager) to provide support for Ad -Hoc meetings, KWBTS Board
Meetings, KWIA Airport meetings.
TASK 2 PROGRAM ORIENTATION & DESIGN SURVEY SCHEDULING
In preparation of the design site survey and design document processes, the Consultant will
be required to conduct program orientation sessions for all 209 properties (206 KWBTS units,
1717 Jamaica Avenue, 2827 Venetian Drive, 2929 Venetian Drive). This session will
communicate important NIP information relating to the design survey, design development,
acoustical treatment package modifications, bid process, construction process, legal
documents and property owner requirements.
Given that many of the KWBTS property owners live in their Key West condominium only a
portion of the year, the Consultant will be required to conduct several makeup orientation
sessions to accomplish this task. In addition, the Consultant will also need to be prepared to
conduct conference calls with individual property owners who are unable to attend an
orientation session in Key West. This task will include the following:
Sub Task 2.1: Develop Program Orientation —The Consultant will develop a PowerPoint
presentation that includes all relevant NIP information to include program background, FAA
rules and restrictions, design survey process, design development process, acoustic
modification treatments, design review process, legal documents, bid process, construction
process and anticipated project schedule.
Sub Task 2.2: Program Orientation Notebooks —The Consultant will provide 209 bound
Orientation Notebooks (containing all Program Orientation PowerPoint slides) to all property
owners.
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Sub Task 2.3: Program Orientation Presentations —The Consultant will schedule and conduct
Program Orientations for all 209 property owners (206 KWBTS units, 3 single family homes).
In addition, the Consultant will schedule and conduct several "make -up" orientation sessions,
based on property owner availability and will communicate the Program Orientation
information via conference calls to KWBTS property owners who are unable to retum to Key
West.
Sub Task 2.4: Design Survey Scheduling —The Consultant will schedule design survey
appointments for all 209 property owners (206 KWBTS units, 3 single family homes). It is
anticipated that the design site survey appointments will range from 60 to 90 minutes per
property. This task will require both verbal and letter communication.
Reimbursable Expense Notes:
For Task 2, the Consultant is including a total of two (2) 5 -night trips and two (2) 3-
night trips to Key West (for the THC Project Manager and Assistant Project Manager)
to conduct the Design Orientations for all 209 property owners. The Consultant is also
including a total of two (2) 3 -night trips to Key West costs for the required "make -up"
Design Orientation sessions due to scheduling conflicts due to the fact that some
KWBTS residents do not live in their condo year round. In addition, the Consultant is
including all postage, certified mailings and printing of notebooks for all 209 property
owners.
TASK 3 DESIGN SITE SURVEYS
The Consultant will be required to conduct an on -site survey at a total of 209 properties in
Key West:
0 KWBTS Building A (65 condo units)
0 KWBTS Building B (65 condo units)
0 KWBTS Building C (76 condo units)
0 1717 Jamaica Avenue (single family)
0 2827 Venetian Drive (single family)
0 2929 Venetian Drive (single family)
This task will include Architectural Site Surveys, Hazardous Material Inspections and Pre -
Modification Noise Testing. The following is a summary of these tasks:
Sub Task 3.1: Conduct Architectural Site Surveys (209 total properties) — The Consultant will
be responsible for conducting a design site survey at each of the 209 properties to document
existing conditions and to collect pertinent data as a basis for future treatment
recommendations and construction detailing and to develop the Acoustic Design Packages
as described in Task 4. The Consultant will perform the following tasks at each property:
KWBTS Condominiums (206 units)
• Photograph all interior and exterior building conditions
• Verify "typical unit" floor plan layout and dimensions
• Verify existing window and door dimensions
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• Verify existing "through -wall" portable AC unit (PTAC) locations and
capacity.
• Document existing electrical conditions
• Document unique conditions and owner modifications
• Document existing building conditions or deficiencies which may affect
sound insulation improvements
Single Family Homes (3 homes)
• Photograph all interior and exterior building conditions
• Verify overall building geometry, existing wall construction, dimensions
and floor plan layout
• Verify existing window and door dimensions, styles and locations
• Document existing building conditions or deficiencies which may affect
sound insulation improvements
Sub Task 3.2: Hazardous Material Inspections — The Consultant will be responsible for
conducting a hazardous material inspection at a total of 30 random KWBTS condominium
units (2 per floor for Building A, B and C and 3 single family residences for the presence of
asbestos and lead paint. The areas tested will include interior walls, ceilings, exterior walls,
doors, windows, floor thresholds and PTAC wall penetrations. As a result of these surveys,
the collected samples will be analyzed in a laboratory and a Lead Paint and Asbestos Survey
Final Report will be developed.
Reimbursable Expense Notes:
For Task 3, the Consultant is including a total of six (6) 5 -night trips to Key West (for
the THC Project Manager, THC Assistant Project Manager, Sun Group and Jones
Conde) to conduct Design Site Surveys at 209 properties.
Key West NIP (2016 -17 Phase 1 — Scope of Work) Page 8 of 15
TASK 4 DESIGN DOCUMENT DEVELOPMENT
In preparation for the bid and construction of the acoustical improvements to the KWBTS
Condominium (206 Units) and 3 single - family homes, the Consultant will complete the
following design tasks for each property:
Sub Task 4.1: KWBTS Design Document Development — Using the information collected
during the Design Site Survey (Task 3), the Consultant will be responsible for the
development of an Acoustic Design Package for each individual KWBTS condominium unit.
To maintain the highest level of cost efficiency, the KWBTS design documents will contain a
CAD generated floor plan for each unit, as derived from the "typical" Studio, One, Two or
Three bedroom floor plan layouts. In addition, the Acoustic Design Package will include:
• General and Special Requirements
• Contractor General Notes
• Property Owner Requirements
• Schematic Architectural Drawings
• Schematic Mechanical / Electrical Drawings
• Replacement Door and Window Schedules
The Consultant will develop a complete set of final construction documents that meet all FAA
requirements and the requirements of the local authorities. The construction documents will
also include the plans and details referenced to the specifications sections. The final design
documents will contain all information necessary to be used for the formal bid process and to
obtain a separate building permit for the construction of sound insulation improvements at
each of the 206 individual condominium units.
Sub Task 4.2: Single Family Home Design Document Development — Using the information
collected during the Design Site Survey (Task 3), the Consultant will be responsible for the
development of an Acoustic Design Package for each of the 3 single family homes. The
single family home design documents will contain a CAD generated floor plan for each
individual home and the Acoustic Design Package will include:
• General and Special Requirements
• Contractor General Notes
• Homeowner Requirements
• Schematic Architectural Drawings
• Schematic Mechanical / Electrical Drawings
• Replacement Door and Window Schedules
The Consultant will develop a complete set of final construction documents that meet all FAA
requirements and the requirements of the local authorities. The construction documents will
also include the plans and details referenced to the specifications sections. The final design
documents will contain all information necessary to be used for the formal bid process and to
obtain a separate building permit for the construction of sound insulation improvements at
each of the 3 single family homes.
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Sub Task 4.3: Construction Project Manual Development — The Consultant will develop an
updated Project Manual (Divisions 1 -16) built upon the previously implemented 2008 Phase 7
Key West International Airport Residential Sound Insulation Program Project Manual. Major
updates will be provided for the Contractor Work Requirements and General Conditions and
Workplace Safety to reflect the complex nature of high -rise building improvements at KWBTS
and the requirements of the latest edition of the Florida Building Code. The Project Manual
will include written technical specifications that describe the products, suppliers, materials,
and workmanship that are acceptable and which meet the technical requirements of the
project. New and updated technical sections will be provided for those window and door
product specifications necessary to meet the increased performance requirements of the new
code and those of coastal high -rise building renovation.
Sub Task 4.4: Product Review — The Consultant will conduct a thorough review of all required
project products to include:
• Acoustic Windows (including STC criteria establishment)
• Acoustic Prime Doors (including STC criteria establishment)
• Acoustic Sliding Patio Doors
• Millwork required for KWBTS condo unit soffits
• Ductless Split AC systems
• Electrical components
This task would also involve developing the shop drawing and approval process, as well as
the new product research and approval process.
Reimbursable Expense Notes:
For Task 4, the Consultant is including a total of three (3) 3 -night trips to Key West (for
the THC Project Manager, Sun Group and Jones Conde) required to gather additional
information to complete the design documents.
TASK 5 PREPARATION OF LEGAL DOCUMENTS
The Consultant will be responsible for the development and processing of all required legal
documents for a total of 68 property owners (65 KWBTS, 3 single family), which include the
following:
0 Property Owner Work Agreement Contract
0 Avigation Easement
0 Property Title Review
0 Mortgage Company Communication
0 Mortgage Subordination Process
0 Notice of Commencement
0 Property Owner Communication
Sub Task 5.1: Property Title Review — The Consultant will communicate and coordinate with
First American Title to secure title commitments for each of the 68 participating properties.
First American Title will provide an opinion of title, which would identify the vesting of
ownership for the property. The opinion of title will also identify any and all mortgages, liens
Key West NIP (2016 -17 Phase 1 — Scope of Work) Page 10 of 15
and encumbrances on the property, which would require signature of consent to the avigation
easement and a subordination of the easement.
Sub Task 5.2: Mortgage Subordination — The Consultant will coordinate the activities in
obtaining the mortgage consents and subordination agreements. This entails identifying the
lien holder, providing the lien holder with the consent and subordination agreements,
explaining the program and the lien holders' rights, and responding to any questions or
concerns that the lien holder(s) may have with the consent or subordination agreements.
The Consultant will manage the receipt of consents and subordination agreements by
tracking it in the database.
Sub Task 5.3: Avigation Easement — After developing the final Avigation Easement
document, the Consultant will work closely with the 68 property owners to manage the
signing and processing of this required legal document. The Consultant will manage the
receipt of avigation easements by tracking them in the database. Upon receipt of the
executed avigation easements, consents, and subordination agreements, the THC Assistant
Project Manager will have them recorded at the Monroe County records. The recording of
the avigation easements should occur as soon as possible in the program process.
Sub Task 5.4: Work Agreement Contract — After developing the final Work Agreement
Contract document, the Consultant will work closely with the 68 property owners to manage
the signing and processing of this required legal document. The Consultant will manage the
receipt of Work Agreements by tracking them in the database.
Sub Task 5.5: Notice of Commencement — A Notice of Commencement (NOC) must be filed
with Clerk of Court, and recorded copy submitted to Building Department prior to first
inspection, if the job valuation is $2,500 or more (FS Section 713.02(5)). Based on the
results of the Title Review, the NOC must reflect any liens on the property (or no liens). After
developing the final NOC document, the Consultant will work closely with the 209 property
owners to manage the signing and processing of this required legal document. The
Consultant will manage the receipt of NOCs by tracking them in the database.
Reimbursable Expense Notes:
For Task 5, the Consultant is including all office costs required to produce all above
legal documents for 68 property owners to include duplication, certified mailings,
letters, as well as all recording fees for the Avigation Easements.
Key West NIP (2016 -17 Phase 1 — Scope of Work) Page 11 of 15
TASK 6 DESIGN REVIEW
In preparation of the Construction of KWBTS Building B (65 units) and 3 single family homes,
the Consultant will be required to complete several design review tasks to include:
Sub Task 6.1: Scheduling Design Review Meetings — The Consultant will schedule
appointments with the 68 property owners to present the Acoustical Design Packages.
Sub Task 6.2: Conducting Design Review Meetings — Over a one to two week period, The
Consultant will review the proposed Acoustic Design Package with all 68 property owners
(KWBTS Building B — 65, 3 single family homes) on site in Key West. The Consultant will
explain all treatment recommendations and product selections such as color, style, and
material. Issues arising from Homeowners' refusal of proposed treatments will be addressed
according to program policies.
Sub Task 6.3: Review Legal Documents — During the design review, the Consultant will also
review the legal documents with the 68 property owners. This task will also require
preparation from the Consultant in advance of the actual design review meetings.
Sub Task 6.4: Making Additional Design Revisions — In the event of required revisions, the
Consultant will make all changes and develop the final Design Package for the 68 properties.
Reimbursable Expense Notes:
For Task 6, the Consultant is including a total of four (4) 5 -night trips to Key West (for
the THC Project Manager, THC Assistant Project Manager, Sun Group and Jones
Conde) required to conduct Design Review sessions for 68 property owners (KWBTS
Building B and 3 SF homes). In addition the Consultant is including a total of four (4)
3 -night trips to Key West (for the THC Project Manager, THC Assistant Project
Manager, Sun Group and Jones Conde) to conduct "makeup" Design Review
Sessions due to scheduling conflicts due to the fact that some KWBTS residents do
not live in their condo year round.
TASK 7 PRE - CONSTRUCTION TASKS
Given the commercial nature of the KWBTS construction, the Consultant will be required to
define all special construction scope of work requirements. Once completed, the Consultant
will include these special requirements in the final Bid documents, ensuring that all bidding
general contractors include them in their final bid cost proposal. In preparation of the Final
Bid Documents for 68 properties (KWBTS Building B - 65 units; 3 single family homes), the
Consultant will be required to complete several pre - construction process tasks to include:
Sub Task 7.1: Develop Contractor Deficiency Notice — The Consultant will develop a
Contractor Deficiency Notice that will define the construction site deficiency areas that could
be utilized by the Construction Manager in the event that contractor performance failures
occur during the construction period. Areas of contractor deficiency will include failure relating
to project specifications, window / door installations, contract completion time requirements,
worker safety and project safety plan, property owner communication and /or subcontractor
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payments. Each specified deficiency area will be assigned points which, when tallied, could
lead to disqualification to participate in future NIP construction projects. The Contractor
Deficiency Notice will be disclosed during the Pre -Bid Meeting.
Sub Task 7.2: Develop Construction Lift Requirements — Since KWBTS Building B is a 6-
story building (high rise), the contractor will be required to utilize lifts to raise acoustic
windows and doors and ductless AC equipment to condominium units on the 2 -6 floors. The
Consultant will develop and specify the lift types and /or manufacturers that will be required in
the construction and this information will be disclosed in the construction documents and at
the Pre -Bid Meeting.
Sub Task 7.3: Develop Construction Safety Plan — Since KWBTS Building B is a 6 -story
building (high rise), the construction requirements will emulate commercial construction
standards. In addition, the Consultant will develop a detailed Construction Safety Plan that
will define all required construction site safety procedures to insure the highest level of both
worker and property owner safety during the construction period. Once developed, the
Consultant will disclose all safety plan requirements in the construction documents and at the
Pre -Bid Meeting.
Sub Task 7.4: Develop Hazardous Material Abatement Plan — In the event any of the
sampled properties have the presence of lead paint and /or asbestos, the Consultant will
develop a Hazardous Material Abatement Plan that can be included in the final design
documents.
Reimbursable Expense Notes:
For Task 7, the Consultant is including a total of four (4) 3 -night trips to Key West (for
the THC Project Manager, THC Assistant Project Manager, Sun Group and Jones
Conde) required to gather information required for the above pre- construction tasks
that will need to be properly defined in the Final Bid Documents.
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TASK 8 BID PROCESS
In preparation of the bid process for the KWBTS Building B (65 units) and 3 single family
homes, the Consultant will be required to complete several tasks to include:
Sub Task 8.1: Develop Construction Phasing Plan for Bid Documents — The Consultant will
develop a basic construction phasing plan for KWBTS Building B that the bidding contractors
will need to assume when developing their bid. The construction phasing plan will be
designed to minimize overall KWBTS construction duration, as well as maximize efficiency
and safety.
Sub Task 8.2: Develop Unit Prices for Bid Form — The Consultant will develop a listing of Unit
Price categories and associated quantities that could be utilized during the constriction period
in the event of unforeseen conditions. The Unit Price category and quantity listings will be
added to the Bid Form. During their preparation of their bid, the contractors will be required to
assign a cost proposal to each Unit Price area and quantity. Their proposed bid unit price
costs will be added to their base bid, allowing the Construction Manager to approve additional
unforeseen work to the contractor without the need of change orders.
Sub Task 8.3: Develop Construction Cost Estimate — Upon completion of the design
documents for KWBTS Building B (65 units) and the 3 single family homes, the Consultant
will develop an engineer's estimate of anticipated construction costs.
Sub Task 8.4: Perform Contractor Outreach — As a part of the Bid Process, the Consultant
will provide all necessary contractor outreach services in an attempt to maximize the number
of bidding contractors. For interested general contractors, the THC Project Manager will
review program processes, as well as review all program contractor requirements and
expectations. The Project Manager will utilize the assistance of the Assistant Project
Manager from the Atlanta headquarters office to prepare outreach material and documents
for interested general contractors.
Sub Task 8.5: Bid Advertisement — After conducting outreach for general contractors who
may be interested in bidding the project, the Consultant will develop a bid advertisement
notice for the constriction of Building B (65 units) and 3 single family homes and provide it to
Monroe County Purchasing Department for advertising.
Sub Task 8.6: Contractor Request for Information — During the bid process, Monroe County
will be responsible for all communication from contractors who are interested in bidding the
project. The Consultant will provide assistance as requested by Monroe County. As directed
by Monroe County, the Consultant will provide answers to questions pertaining to the project
relating to the design documents, schedule, specification and /or contractor requirements.
Sub Task 8.7: Pre -Bid Meeting — Consistent with the formal bid advertisement, the
Consultant will schedule and conduct a mandatory pre -bid meeting in Key West for
contractors who are interested in bidding the project. At the pre -bid meeting, the Consultant
will review all aspects of the project including contractor minimum experience requirements,
design documents, safety plan, unit prices, contractor deficiency point system, construction
scheduling and contractor expectations.
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Sub Task 8.8: Bid Opening — The Consultant will coordinate with the Key West International
Airport and Monroe County to be available at the bid opening, as described in the bid
advertisement.
Sub Task 8.9: Bid Review and Award Recommendation — Upon the opening of the bids, the
Consultant will conduct a detailed review of all received contractor bids. After this review, the
Consultant will provide an official letter of contract award recommendation to Key West
International Airport and Monroe County, to the lowest, most responsive and most
responsible bidder.
Reimbursable Expense Notes:
For Task 8, the Consultant is including a total of four (4) 2 -night trips to Key West (for
the THC Project Manager, THC Assistant Project Manager, Sun Group and Jones
Conde) to conduct Bid Tasks and the Pre -Bid Conference (KWBTS Building B and 3
SF homes). In addition the Consultant is including a total of (2) 1 -night trips to Key
West (for the THC Project Manager, THC Assistant Project) to be present for the Bid
Opening.
TASK 9 PRE - CONSTRUCTION ACOUSTICAL TESTING
Immediately following the architectural survey developed from the design visits, the
Consultant will conduct a pre - modification noise audit of 3 single family properties, as well as
a representative sample of KWBTS condominium floor plans (Studio, 1 Bedroom, 2 Bedroom,
3 Bedroom). The Consultant will be responsible for scheduling all pre- construction acoustical
testing appointments, as well as communicating the testing requirements. Measurements will
be used to verify the necessity for modifications identified during the design process. Pre -
modification data will be compared with post - modification measurements to document the
achieved increase in noise reduction, and as a check on quality control. Pre - modification
measurements will be used to consult with the Consultant Team on treatment protocols. This
data will assist the Consultant in assuring that the acoustic modification treatments provide a
minimum of 5 decibel reduction.
The noise level reduction (NLR) measurements essentially consist of placing a loudspeaker
inside each of the rooms that will be measured. The electrical signal of a pink noise source is
fed through the amplification /loudspeaker system and is filtered to simulate aircraft noise. The
technician will measure the average interior sound level within the room and the sound level
directly outside each exterior element (i.e., doors, windows, and walls). An overall NLR will be
mathematically computed based on the measured test data and the acoustical conditions of
each room.
Reimbursable Expense Notes:
For Task 9, the Consultant is including a total of three (3) 3 -night trips to Key West (for
the THC Project Manager and Landrum & Brown) to conduct Pre - Construction
eligibility testing for KWBTS Building B and 3 SF homes. In addition the Consultant
included costs for noise testing equipment rental and shipping.
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