12/14-26 DBE ImplementationAMY REAVILIN, CPA
CLERK OF CIRCUIT COURT &COMPTROLLER
MONROE COIMIIY, FLORIDA
DATE: November 1, 2013
TO: Peter Horton,
Director of Airports
ATTN.• Judy Layne, Senior Coordinator
Airport Grants and Finance
FROM: Vitia Fernandez, D. C.
At the October 16, 2013, Board of County Commissioners meeting, the Board granted
approval and execution of Item C2 Jacobs Project Management Co.'s Task Order #12/14 -26 for the FY
2014 DBE Implementation Services for the Key West International Airport and the Florida Keys
Marathon Airport.
Attached 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 Xwlo documents)
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
MASTER AGREEMENT FOR PROFESSIONAL SERVICES
TASK ORDER FORM
Upon the date approved
by the County Mayor to
Effective Date or his designee Task Order No. 12/14 -26
Client Project No. Engineer Project No. _E9Y16726
This Task Order is entered into on the effective date noted above pursuant to the "Master
Agreement for Professional Services" between Monroe County, Florida ( "Client ") and JACOBS
PROJECT MANAGEMENT CO. ( "Consultant "), dated November 16, 2011 ( "Agreement ").
The Agreement is incorporated herein and forms an integral part of this Task Order.
Services Authorized: DBE Implementation Services – PSO #26
Client authorizes Consultant to perform the Services described in Exhibit A attached hereto and
incorporated herein, which Exhibit A is marked with the above noted Task Order No. and
consists of 9 page(s).
Pricing
N/A Time and Expense per Agreement and Appendix B to the Agreement. c
X Firm Fixed Price of $ 93,130.00 w
C
N/A Other (Describe): ° _T
C)
Schedule —'
Services may commence on Execution 3 S
bl-vices will cease by 425 days o
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AMY HEAVILIN BOARD OF COUNTY COMMISSIONERS
CLERK OF W;COUNTY, FLORIDA `
4 �)40ft _' V
Y
Mayor /Chairman
CONSULTANT:
J ACOBS ROJECT MANAGEMENT CO
By
Witne Title cc - pe JVAC�
P.JAROV
EC N TTORNEY
Fil STRAPS — Monroe Cozrnty FO M
PC
CEI ED Pa 1 of 1
PED J. MERCADO
AU 2 2013 ASSISTA CO ATTORNEY
Date t'�
EXHIBIT A (12/14 -26)
SCOPE OF SERVICES
DBE Support Services for DBE Implementation Plan — PSO #26
Key West International Airport and Florida Keys Marathon Airport
Monroe County Airports
October 1, 2013 — September 30, 2014
Jacobs Project Management Company will provide the services as outlined in Montgomery Consulting
Group, Inc's. Scope of Services dated July 10, 2013.
RECEIVED
AUG 2 7 2013 Page 1 of 8
BY:
JACOBS ENGINEERING GROUP JOB HOUR AND FEE ESTIMATE
Monroe County
Airport:
Key West International Airport
Project:
DBE Implementation Services - PSO #26 (12114 -26)
FEE SUMMARY
BASIC SERVICES
Hours
Fee DBE AMOUNT
Article A: Project Management and Administration
48
$
7,130
Article B: DBE Implementation Services
0
$
-
Total Basic Services Lump Sum Fee
48
$
7,130 $
SUBCONSULTANT SERVICES
Hours
Fee
Article B: DBE Implementation Services
Montgomery Consulting Group, Inc - DBE Implementation Services (Lump Sur
$
86,000 $ 86,000
Total Subconsultant Services Lump Sum Fee 0 $ 86,000 $ 86,000
TOTAL LUMP SUM PROJECT FEE 48 $ 93,130 $ 86,000
DBE Percentage 92.34%
Page 2 of 8
JACOBS ENGINEERING GROUP JOB HOUR AND FEE ESTIMATE
Monroe County
Airport:
Key West International Airport
Project:
DBE Implementation Services - PSO #26 (12/14 -26)
atone �:
TOTAL PAYROLL FEE S 6,990
S -
S
S
Task Expenses:
—j-, nsanaaemrnr anp .— ru- nnranon
. -. WORK ITEM
rrp�
Ss,F�oi.
aw
Sir. ° `
"g
Project
meet
En - eer
Des' er^
Sr: CAD
Tee6 -
. :er"e 1
- .TOTAL
I
Project Management
2
4
2
8
2
Coordination with Subconsultants
8
2
2
12
3
Prepare and coordinate subconsultant contracts and
pay invoices
10
4
4
IS
8
Project Close -Out
4
4
2
10
TOTAL HOURS
2
26
0
0
10
0
0
10
48
RATE
$ 220.00
S 195.00
S 140.00
S 123.00
1 S 90.00
S 85.00
S 90.00
S 58.00
PAYROLL ESTIb1AT
$ 440
$ 5,070
S -
S -
S 900
S -
S -
S 580
S 6,990
TOTAL PAYROLL FEE S 6,990
S -
S
S
Task Expenses:
Rental Car (0 visit @ $65ivisit)
$ -
Gas for Car Rental On -Site =
S -
Lodging (0 visits @ S160 /visit)
S -
Airfare (0 visits @ $700 /visit)
$ -
Misc
S 140
Total Expenses
S 140
Subconsultants S -
Expenses S 140
Cost Plus Fee Total S 7,130
Page 3 of 8
JACOBS ENGINEERING GROUP JOB HOUR AND FEE ESTIMATE
Monroe County
Airport:
Key West International Airport
Project:
DBE Implementation Services - PSO #26 (12114 -26)
Mongomery Consulting Services
KOR6 ITEM
Proj.
Director
Sr. Proj,
Manag
Sr.
Engineer
Project
Engineer
I Engineer
I Designer
Sr. CADD
I Tech
Clerical
TOTAL
I
DBE Implementation Services
See Montgomery Consulting Group below.
Gas for Car Rental On -Site =
TOTAL HOURS
RATE
0
0
$ 195.00
0
$ 140.00
0
0
0
0
0
0
—
$ 230.00
$ 123.00
$ 90.00
$ 85.00
S 90.00
S 58.00
_
PAYROLL ESTEMATE
$ -1
$ -is
-
S -
$ -
b -
S -1
S -
I S
Mongomery Consulting Services
$ 86,000
S -
S
S
$ 86,000
Task Expenses:
Rental Car (0 visit @ $65 /visit)
S -
Gas for Car Rental On -Site =
S -
Lodging (0 visits @ $160 /visit)
$ -
Airfare (0 visits @ S700 /visit)
S -
Misc
S
Total Expenses
S -
TOTAL PAYROLL FEE S -
Subconsultants $ 86,000
Expenses S
Cost Plus Fee Total $ 86,000
4 of 8
Scope of Services
DBE Support Services for DBE Implementation Plan
Key West International Airport and Florida Keys Marathon Airport
Monroe County Airports
October 1, 2013 — September 30, 2014
Overview
The Key West International and Florida Keys Marathon Airports' Disadvantaged Business
Enterprise (DBE) Program was established in 2000 in accordance with the requirements
of the U.S. Department of Transportation's guidelines 49 CFR Part 26. The objectives of
the Airports' DBE Program were and still are:
1. That Disadvantaged Business Enterprises shall be assured, to the fullest
extent possible, the opportunity to participate in the performance of
contracts assisted in whole or in part with Federal funds, and
2. That no person, subject to the activities of the Monroe County Board of
County Commissioners shall, on the basis of race, color, national origin, or
sex, be excluded from participation in, denied the benefits of, or otherwise
discriminated against in connection with the award and performance of any
contract assisted in whole or in part with Federal funds.
3. To create a level playing field on which DBEs can compete fairly for DOT -
assisted contracts; and ensure that the DBE Program is narrowly tailored in
accordance with 49 CFR Part 26.
4. To ensure that only firms which fully meet the Department of
Transportation's Eligibility standards are permitted to participate as DBE's.
5. To help remove barriers to the participation of DBE's in DOT — assisted
Contracts.
In 2004, the Key West International & Florida Keys Marathon Airports (Airports) became
certifying members of the Unified Certification Program (UCP) within the State of
Florida. As certifying agencies, the Airports have the responsibility of adhering to and
upholding all UCP and DOT rules and regulations regarding the DBE program. The
Airports will need to stay abreast of UCP issues and modify /update the Airports DBE
programs to incorporate UCP procedures, reporting, and forms.
On February 3, 2010, U.S. DOT issued a final rule changing 49 CFR Part 26 requiring
recipients to submit overall goals for review every three years, rather than annually.
DBE and ACDBE Goals were established for a 3 -year period of October 1, 2010 —
September 30, 2013. Additionally, U.S. DOT required airport sponsors to amend their
DBE plans to include a small business element within the overall DBE Plan by February
28, 2012. The 3 -year goals (FY2010 — FY2013) within the DBE Plans including the small
business element have been approved by FAA for both Airports.
1
Montgomery Consulting Group, Inc.
July 10, 2013
Scope of Services
DBE Support Services for DBE Implementation Plan
Key West International Airport and Florida Keys Marathon Airport
Monroe County Airports
October 1, 2013 — September 30, 2014
Key West International & Florida Keys Marathon Airports will need to update each
airport's 3 -year goals including public outreach and consultation within FAA FY 2014 for
the Airports DBE Program and ACDBE and DBE Support Services. Interim goals for each
professional services and construction project that uses federal funding are determined
on a case -by -case to meet the overall 3 -year goals.
This scope of services identifies the elements and tasks the Montgomery Consulting
Group (MCG) and /or the Airport will undertake to provide support services for the
Disadvantaged Business Enterprise (DBE) and Airport Concession DBE Plans
Implementation envisioned by airport staff for Key West International Airport and
Florida Keys Marathon Airport. The time period for this scope of services is estimated
from October 1, 2013 through September 30, 2014.
Specific Elements /Tasks
Element 1. DBE Certification Support Services
1. Accept, maintain & review applications for DBE and ACDBE certification under 49
CFR Parts 23 & 26. This task includes identification of request of needed
additional information from applicants and completion of on -site visit reports for
applicants that are located in Monroe County. Coordination will be made with the
applicant and appropriate agencies for applicants located outside of Monroe
County. The Key West International and Florida Keys Marathon Airports currently
have UCP certification responsibility and management for firms located within
Monroe County. Labor hours and out of pocket expenses for certifying new
applicants have been included in this scope, along with development, delivery
and review of No Change Affidavits which each certified firm is required to
complete on their yearly certification anniversary date;
2. Make written recommendations to the Airport DBELO as to whether applicant
firms should be considered for certification by the Airport(s) /UCP and prepare (as
appropriate) a draft certification letter and certificates. For firms ineligible for
certification, a letter stating the reason why the firm cannot be certified will be
prepared for the DBELO;
3. Attend and participate in mandatory FAA certification training and UCP meetings
and follow -up activities on behalf of the airport(s). The FAA Modernization and
Reform Act of 2012 mandated the establishment and implementation of a DBE
and ACDBE certification training program for officials or agents of airport
sponsors who certify firms as meeting airport DBE and ACDBE requirements. One
FAA mandatory training class is expected for up to 3 days in the Washington, D.C.
2
Montgomery Consulting Group, Inc.
July 10, 2013
Scope of Services
DBE Support Services for DBE Implementation Plan
Key West International Airport and Florida Keys Marathon Airport
Monroe County Airports
October 1, 2013 — September 30, 2014
area. UCP meetings are held by teleconference approximately 3 times per year.
In addition, one annual two -day meeting (typically located at an airport in the
central Florida area) is held once a year to keep abreast of the current UCP and
future changes to the UCP and coordinate UCP issues to the DBELO. FDOT is
developing a new DBE reporting system, and user meetings are anticipated to
include 2 -3 meetings of approximately 2 hours in duration. Any changes or
updates that need to be made in accordance with UCP rules and regulations will
be discussed with the DBELO via transmittal letter, e-mail or formal consultation;
4. Maintain a Directory of DBEs certified by the Monroe County Airports. The
directory will be documented in accordance with UCP regulations and contain all
required UCP fields /categories. This DBE Directory will be updated each time a
new firm is certified. The DBE Directory will be kept on hand at the Airports as
well as posted on the Airport DBE website and maintained in the FDOT UCP DBE
Online DBE Directory; and
5. Prepare an annual report for the DBELO on the status of DBE applications and
DBE activities including a quarterly summary of activities. The annual report will
include the status of DBE applicants, certified DBEs and the date /status of their
Annual No Change Affidavit, Closed Applicant Files (applicants that submitted an
application, but then never submitted all required documentation) and Denied
Applicants (including comments on the reason that the firm could not be
certified). The report will also include the support services performed in that
specific period for the DBE program including required FAA reporting forms.
Element 2. DBE Outreach Support Services
1. Update & maintain the Key West International & Florida Keys Marathon Airports
DBE website to include information regarding the DBE program for the purpose of
increasing awareness of the DBE and ACDBE programs and inclusion of the DBE
Directory. DBE Opportunities, the DBE Newsletter, Proposed DBE /ACDBE 3 year
goals, and the DBE Directory will also be updated on the website as needed;
2. Development and distribution of an airport (s) DBE Newsletter to highlight DBE
firms and current DBE opportunities at the airport(s). An updated distribution list
for the newsletter will be created for each newsletter issued to incorporate newly
certified DBEs, along with any other new contacts or interested firms. Three (3)
newsletters have been budgeted; and
3. As part of the a three -year DBE /ACDBE Goal and Methodology for the FAA FY
2014 -2016 for Key West International Airport and Florida Keys Marathon Airport,
conduct one (1) outreach and goal setting meeting to provide consultation with
small, minority, and women businesses. The meeting will have a PowerPoint
3
Montgomery Consulting Group, Inc.
July 10, 2013
Scope of Services
DBE Support Services for DBE Implementation Plan
Key West International Airport and Florida Keys Marathon Airport
Monroe County Airports
October 1, 2013 — September 30, 2014
presentation describing the Airports DBE / ACDBE programs, and reviews project
opportunities at the airports (meeting to be held at the Key West International
Airport). Notices for local papers not included in fees and are to be paid directly
by County. Presentation will be posted on DBE website.
Element 3. DBE Program Development, Monitoring and Compliance
1. Make recommendations regarding monitoring and reporting recommendations
related to DBE and ACDBE goals /good faith effort, DBE and ACDBE programs,
compliance, and language in requests for proposal, contract documents; and
develop a systematic approach for reporting DBE and ACDBE Compliance
information to the Airport;
2. Be available to the DBELO for consultation on DBE and ACDBE issues; and
3. Conduct "Good Faith Efforts" audits and contract compliance monitoring for on-
going projects that receive federal funding and make project site visits to
investigate actual DBE project participation;
4. Coordinate with the airport's general consultant(s) /engineer(s) on DBE and
ACDBE goals /good faith effort, DBE program compliance and language in
requests for proposal and contract documents.
5. Prepare a three -year DBE Goal and Methodology for the FAA FY 2014 -2016 for
Key West International Airport and Florida Keys Marathon Airport and
coordinate with FAA on approval, incorporating comments, if needed;
6. Prepare a three -year ACDBE Goal and Methodology for the FAA FY 2014 -2016 for
Key West International Airport and Florida Keys Marathon Airport and
coordinate with FAA on approval, incorporating comments, if needed;
7. Prepare project DBE goals (for planning, engineering, construction and
construction administration for federally funded projects) to meet the overall
three -year DBE Goals for Key West International Airport and Florida Keys
Marathon Airport;
8. Prepare FAA reporting forms for DBE and ACDBE compliance as required by the
airport and DBELO including, but not limited to annual DBE Concessionaire
Awards & Commitments Reports and annual DBE Goal Methodology Updates;
and
9. Provide assistance to the DBELO in identifying grievance issues and assistance in
handling any DBE or ACDBE appeals.
4
Montgomery Consulting Group, Inc.
July 10, 2013
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