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Item M16 BOARD OF COUNTY COMMISSIONERS AGENDA ITEM SUMMARY Meeting Date: November 20. 2002 Division: Growth Management Bulk Item: Yes ~ No Department: Plannin~ AGENDA ITEM WORDING: Approval of a contract with W ade- Trim, Inc. to prepare a Parks and Recreation Master Plan for Monroe County. ITEM BACKGROUND: Ten proposals were received by the County from consulting firms in response to a RFQ to prepare a Parks and Recreation Master Plan as required by Objective 1201.10 of the Year 2010 Plan. The Selection Committee consisted of Laurie McHargue, Monroe County Land Steward; David Koppel, Monroe County Engineer; and Robert Will, Comprehensive Planner. Based on its evaluation, the Selection Committee chose Wade-Trim, Inc. as the top candidate for the project. Staff has negotiated a scope of services, timeline, and budget, which have been included in the contract for services. PREVIOUS REVELANT BOCC ACTION: The BOCC approved the selection of W ade- Trim, Inc, and directed Staff to enter into contract negotiations with the firm at the September 18, 2002 regular meeting, CONTRACT/AGREEMENT CHANGES: N/A STAFF RECOMMENDATIONS: Approval. TOTAL COST: $99.970 BUDGETED: Yes ~ No COST TO COUNTY: $99.970 REVENUE PRODUCING: Yes NI A No AMOUNT PER MONTH Year APPROVED BY: County Atty ~ OMBlPurchasing ~ Risk Management X DIVISION DIRECTOR APPROVAL: ~~CP DOCUMENTATION: Included ~ To Follow Not Required _ DISPOSITION: AGENDAITEM#~ Revised 2/27/01 MONROE COUNTY BOARD OF COUNTY COMMISSIONERS CONTRACT SUMMARY Contract with: Contract # Effective Date: Expiration Date: . ~n P)fJCLdtol'1 Contract Manager: ~' Contract Purpose/Description: . for BOCC meeting on if xz51q -.J (Ext.) Agenda Deadline: CONTRACT COSTS Total Dollar Value of Contract: .\1.99 ,Q7D.1il \,C:~ ent Year Portion: $ Budgeted?Yes~ NoD ~1l~untCodes: J$~t.(..o Grant: $ ~ _-_-_-_- County Match: $ _____ ~DDITIONAL C~ Estimated Ongoing Costs: $~/yr For: (N ot included in dollar value above) (eg. maintemnce, utilities, janitorial, salaries, etc.) CONTRACT REVIEW Changes ~~t;l~ kNeeded ~ Division Director ~ I esO NOl::J \ ~ ~ I , _"'" !" "; / Risk Management ~(-- YesO NoQ' O.M.B.lPurchasing IW YesQNoO ~ '\ \,. C~ C County Attorney lI(ro!t-2- YesONo0~ ~ -. ,'O? f;~~~~': ~~ ~C'I:~~~ !~f~)/!' , ! \"\'~' "I." I / f' 1- '." ; - , , . l' !.~.:'.' .' :. [, ~ .. ~. ;' i~ ,,'f (\ '-)t,ly-(o ? t':';' ; "I! i ' " OMS Form Revised 2/27/01 Mep #2 \\'./ . ,- - ("" 1"" '" (' .,,.,. ; I " ') , ' ' "., '1 ", ( _J: ,I:':; l ( {/ ~.' l' ': r .... " : .', (\ -t. /' 1. \ ,,-",,-_ . -;, \J ,--.f \... I ( , lyr~l'" ~'I " ~ f'" ,'" ; 1 '..' ,,) ,,-" \< 't';, ':">:' ~:L i< \. Date Out '" '2 - 1\ . hIE I ! -.\L~. : .,-, t~','; ~j -t.~~ - ., ' --), ,~....... __ ,. . ../'; ,.,~~ J--f, - ~ ~ ~. , >-- ' .." IT',', t'-,. ; v \ I ) ,+- .' ~ j ....' '" (, ,~' I. (, '", ~ L- , j , .j I '.J ~, , ,I ":', :.- -.'- . r; . ,,~. ~ I '-- ~ I 1 i "(', J L.: (i -..)- C MONROE COUNTY PARKS AND RECREATION MASTER PLAN PERPARA TION AGREEMENT FOR PROFESSIONAL SERVICES THIS AGREEMENT made and entered into this day of , 2002, by and between the MONROE COUNTY BOARD OF COUNTY COMMISSIONERS, Monroe County, Florida, referred as the "CLIENT', and WADE-TRIM, INC, with offices located at 4919 Memorial Highway, Suite 200, Tampa, Florida, 33634 hereinafter referred to as the CONSULTANT. WHEREAS, the CLIENT has determined that it is necessary, expedient, and to the best interest of the CLIENT to retain a CONSULTANT to render and perform consulting and other professional services in connection with providing technical assistance to Monroe County in the preparation of a Parks and Recreation Master Plan, WHEREAS, THE CLIENT desires to engage the CONSULTANT on a contract basis, for work assignments, as per the authorization procedures hereinafter set forth, NOW, THEREFORE, the parties hereto do mutually agree as follows: SECTION 1. EMPLOYMENT OF THE CONSULTANT The CLIENT hereby engages the CONSULTANT and the CONSULTANT agrees to perform services hereinafter described, SECTION 2, SCOPE OF SERVICES The CONSULTANT shall do, perform and carry out in a professional and proper manner certain duties as described in the Scope of Services - Exhibit "A" - which is attached hereto and made a part of this agreement. SECTION 3, CLIENT'S RESPONSIBILITIES The CLIENT shall complete the following in a timely manner so as not to delay the services of the CONSULTANT: 3,1 Provide all best available data and base maps as to the CLIENT's requirements for Work Assignments. Designate in writing a person with authority to act on the CLIENT's behalf on all matters concerning the Work Assignment. 3,2 Furnish to the CONSULTANT all existing plans, studies, reports, and other available data pertinent to the work, and obtain or provide additional reports and data as required by the CONSULTANT. The CONSULTANT shall be entitled to use and rely upon such information and services provided by the CLIENT or others in performing the CONSULTANT's services, Page 1 of 20 3.3 Arrange for access to and make all provisions for the CONSULTANT to enter upon public and private property as reasonably required, and legally allowed, for the CONSULTANT to perform services hereunder. Any obstruction to such access by private property owners shall not constitute a basis for waiver of any other required entries on to public and private property, nor shall it provide a basis for termination of the contract. In the event that such access is so obstructed, CONSULTANT and CLIENT shall work together to resolve the difficulty in a timely manner. 3.4 Perform such other functions as are indicated in Exhibit "A" including but not limited to scheduling all meetings, work sessions, and hearings associated with the performance of the CONSULTANT's work, including preparation of minutes and records. SECTION 4. TIME OF COMPLETION The services to be rendered by the CONSULTANT for each individual work order request shall be commenced upon written notice from the CLIENT and the work shall be completed in accordance with the schedule mutually agreed to by the CLIENT and CONSULTANT, unless it shall be modified in a signed document, by the mutual consent of the CLIENT and CONSULTANT. Subsequent services shall be performed in accordance with schedules of performance which shall be mutually agreed to by CLIENT and CONSULTANT. SECTION 5. COMPENSATION 5.1 The maximum compensation available to the CONSULTANT under this agreement is $99,970. The CLIENT agrees to pay the CONSULTANT on the lump sum basis for the successful completion of work tasks in accordance with the Compensation Schedule -Exhibit "B"- which is attached hereto and made part of this agreement. Should there be any reimbursable expense request and should there be any disagreement on these, any disagreement regarding which items are reimbursable shall be submitted to the County Clerk for determination and whose decision shall be final. 5,2 The hourly billing rates of the CONSULTANT, expected to include virtually all costs including travel, used in calculating the compensation due are: Position Rate 181.52 113.45 170.17 85.09 136.14 Principal Project Manager Client Manager Project Planner Landscape Architect 1 Page 2 of 20 Landscape Architect 2 Planner Planning Tech. Graphics AccountinQ 90,76 51.05 51.05 68.07 90.76 SECTION 6. PAYMENT TO CONSULTANT 6.1 CONSULTANT shall submit monthly invoices and progress reports for services rendered on each individual work task being performed by the CONSULTANT. The CLIENT shall make payments in response to CONSULTANT's invoices within forty-five (45) days of the invoice date. 6.2 If the CLIENT fails to make any payment due to the CONSULTANT for services and expenses within forty-five (45) days after the invoice dates, the CONSULTANT may, after giving seven (7) days written notice to the CLIENT, suspend services until the CONSULTANT has been paid in full all amounts due for services. SECTION 7. AUTHORIZATION OF WORK ASSIGNMENTS 7.1 All work assignments beyond or in addition to EXHIBIT "A" shall be authorized in a signed document in accordance with the CLIENT's policy prior to any work being conducted by the CONSULTANT. 7.2 Additional authorizations may contain additional instructions or provisions specific to the authorized work for the purpose of clarifying certain aspects of this Agreement pertinent to the work to be undertaken. Such supplemental instruction or provisions shall not be construed as a modification of this Agreement. Authorizations shall be dated and serially numbered, SECTION 8. COST CONTROL 8.1 Opinions of probable construction cost, financial evaluations, and feasibility studies prepared by the CONSULTANT under the Work Assignment will be made on the basis of the CONSULTANT's best judgment as an experienced and qualified professional. It is recognized, however, that the CONSULTANT does not have control over the cost of labor. material, equipment, or services furnished by others over market conditions or contractor's methods of determining their prices, and that any utilitarian evaluation of any facility to be constructed or work to be performed on the basis of the Work Assignment must be of necessity speculative. Accordingly, the CONSULTANT does not guarantee that proposals, bids, or actual costs will not vary from opinions, evaluations, or studies submitted by the CONSULTANT to the CLIENT thereunder, Page 3 of 20 SECTION 9. NOTICES All notices, requests and authorizations provided for herein shall be in a signed document and shall be delivered or mailed to the addresses as follows: To the CLIENT: Monroe County Board of County Commissioners c/o Monroe County Growth Management Division 2798 Overseas Highway, Suite 410 Marathon, Florida 33050 Attention: Division Director To the CONSULTANT: David B, Gildersleeve Wade-Trim, Inc. 4919 Memorial Highway, Suite 200 Tampa, Florida 33634 or addressed to either party at such other addresses as such party shall hereinafter furnish to the other party in writing. Each such notice, request, or authorization shall be deemed to have been duly given when so delivered, or, if mailed, when deposited in the mails, registered, postage paid. SECTION 10. GENERAL CONDITIONS 10.1 All documents created or prepared by CONSULTANT and which are necessary for the fulfillment of this agreement. including reproducible copies of original drawings estimates, specifications, field notes, and data are and remain in the property of the CLIENT. In the event the CLIENT uses said documents on any projects not covered in this contract, it shall indemnify and save harmless CONSULTANT from all damages, including legal fees and costs, resulting from the reuse of said documents. 10.2 This Agreement may be terminated by either party with or without cause by thirty (30) days written notice to the other party, In the event of any termination, the CONSULTANT will be paid for all services rendered and reimbursable expenses incurred to date of termination. The CLIENT will receive all work product performed, in whatever manner, as of the date of termination, 10.3 The CLIENT and CONSULTANT each is hereby bound and the partners, successors, executors, administrators, and legal representatives of the CLIENT and CONSULTANT are hereby bound to the other party of this Agreement and to the partners, successors, executors, administrators, and legal representative (and said assigns) of such other party, in respect of all covenants. agreements, and obligations of this agreement. Page 4 of 20 10.4 The CONSULTANT shall not assign, sublet or transfer any rights under or interest in (including, but without limitations, moneys that may become due or moneys that are due) this agreement or subsequent Work Assignment without the written consent of the CLIENT, except to the extent that any assignment, subletting, or transfer is mandated by law or the effect of this limitation may be restricted by law. Unless specifically stated to the contrary in any written consent to any assignment, no assignment will release or discharge the assignor from any duty or responsibility under this agreement. 10.5 Nothing under this agreement shall be construed to give any rights or benefits in this agreement to anyone other than the CLIENT and CONSULTANT, and all duties and responsibilities undertaken pursuant to this agreement will be for the sole and exclusive benefit of the CLIENT and CONSULTANT and not for the benefit of any other party. 10.6 Nothing in this agreement should be read as modifying the applicable statue of limitations, The waiver of the breach of any obligation of this agreement does not waive another breach of that or any other obligation, 10.7 No member, officer, or employee of the CLIENT during his tenure or for two years hereafter shall have any interest, direct or indirect. in this contract or the proceeds thereof. This aforegoing statement shall be inserted in any subcontract. 10.8 The CONSULTANT warrants that it has not employed, retained or otherwise had act on its behalf any former County officer or employee subject to the prohibition of Section 2 of Ordinance No. 010-1990 or any County officer or employee in violation of Section 3 of Ordinance No, 020-1990. For breach or violation of this provision the CLIENT may, in its discretion, terminate this agreement without liability and may also, In its discretion, deduct from the agreement or purchase price, or otherwise recover the full amount of any fee, commission, percentage, gift, or consideration paid to the former County officer or employee, 10.9 This Agreement constitutes the entire agreement between CLIENT and CONSULTANT and supersedes all prior written or oral understandings. This agreement may only be amended, supplemented, modified, or canceled by a written instrument duly executed by the Monroe County Board of County Commissioners and the CONSULTANT, provided that the scope of services may be modified by a written agreement executed by the County Administrator or his designee and CONSULTANT, consistent with Section 10 of this agreement. 10.1 0 CONSULTANT warrants that it has not employed or retained any company or person, other than a bona fide employee working solely for the CONSULTANT to solicit or secure this agreement and that he has not paid or agreed to pay any person. company, corporation. individual, or firm, other than a bona fide employee working solely for the CONSULTANT any fee. commission, Page 5 of 20 percentage, gift, or any other consideration contingent upon or resulting from the award or making of this agreement. 10.11 In the carrying out of this agreement, the CONSULTANT will not discriminate against any employee or applicant for employment because of sex, race, creed, color or national origin, In carrying out this agreement, the CONSULTANT will take affirmative action to ensure that applicants are employed, and that employees are treated during employment without regard to their sex, race. creed, color, or national origin. Such action shall include but not be limited to, the following: Upgrading, demotion or transfer; recruitment or recruitment advertising; layoff of termination; rates of any or other forms of compensation; and selection for training, including apprenticeship, The CONSULTANT agrees to post in conspicuous places, available to employees and applicants for employment, such notices as may be provided by the CLIENT setting forth the provisions of this non-discrimination clause. 10.13 This agreement shall be governed by the Laws of the State of Florida. Venue for any litigation arising under this agreement must be in Monroe County, Florida. SECTION 11. INDEMNIFICATION The CONSULTANT does hereby consent and agree to indemnify and hold harmless the County, its Mayor, the Board of County Commissioners, appointed Boards and Commissions, Officers, and the Employees, and any other agents, individually and collectively, from all fines, suits, claims, demands, actions, costs, obligations, attorneys fees, or liability of any kind arising out of the negligent actions of the CONSULTANT or substantial and unnecessary delay caused by the willful nonperformance of the CONSULTANT. The amount and type of insurance coverage requirements set forth hereunder shall in no way be construed as limiting the scope of indemnity set forth in this paragraph. The CLIENT does hereby covenant and agree to indemnify and save harmless the CONSULTANT from any fines, suits, claims, demands, actions, costs obligations, attorney fees, or liability of any kind resulting from a negligent act or omission by the County. it's Mayor, the Board of County Commissioners, appointed Boards and Commissions, Officers, and Employees, individually and collectively under the provisions and up to the limits of liability as stated in section 768.28 F .S, Further the CONSULTANT agrees to defend and pay all legal costs attendant to acts attributable to the sole negligent act of the CONSULTANT. At all times and for all purposes hereunder, the CONSULTANT is an independent contractor and not an employee of the Board of County Commissioners. No statement contained in this agreement shall be construed so as to find the CONSULTANT or any of his/her employees, contractors, servants or agents to be employees of the Board of County Commissioners for Monroe County. As an independent contractor the CONSULTANT shall provide independent, professional judgment and comply with all Page 6 of 20 federal, state, and local statutes, ordinances, rules and regulations applicable to the services to be provided. The CONSULTANT shall be responsible for the completeness and accuracy of its work, plan, supporting data, and other documents prepared or compiled under its obligation for this project, and shall correct at its expense all significant errors or omissions therein which may be disclosed. The cost of the work necessary to correct those errors attributable to the CONSULTANT and any damage incurred by the CLIENT as a result of additional costs caused by such errors shall be chargeable to the CONSULTANT. This provision shall not apply to any maps, official records. contracts, or other data that may be provided by the County or other public or semi-public agencies. The CONSULTANT agrees that no charges or claims for damages shall be made by it for any delays or hindrances attributable to the CLIENT during the progress of any portion of the services specified in this contract. Such delays or hindrances, if any, shall be compensated for by the County by an extension of time for a reasonable period for the CONSULTANT to complete the work schedule. Such an agreement shall be made between the parties. SECTION 12. INSURANCE POLICIES The CONSULTANT shall procure and maintain the insurance required in Exhibit "C". Exhibit "C" is attached and made a part of this agreement. IN WITNESS WHEREOF, the parties hereto have caused these presents to be executed on the day of 2002. (SEAL) ATTEST DANNY L. KOLHAGE, CLERK BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FLORIDA By By Deputy Clerk Mayor/Chairman (CORPORATE SEAL) ATTEST: Wade-Trim, Inc. By By Project Manager Executive Vice-President Page 7 of 20 EXHIBIT "A" SCOPE OF SERVICES Task 1 - Development of a Mission Statement In order to maximize the success of the Parks and Recreation Master Plan for Monroe County, a Steering Committee will be appointed by the County to direct and review the products of the master planning process. The Steering Committee will be comprised of Monroe County Staff members and other representatives from various organizations as deemed appropriate by the County. It is recommended that the Chair of the Steering Committee be the Director of Growth Management or his designee. The Steering Committee will develop the Mission Statement for the Master Plan. The Master Plan Mission Statement should be a focal point, which galvanizes and energizes the County and its citizenry around a common purpose. A meeting will be conducted with the Steering Committee to discuss and recognize the common interests and goals of the stakeholders in the provision and utilization of park and recreation services in Monroe County, Wade-Trim will use a proven interactive process during this workshop. The workshop will focus on developing a Mission Statement. which will encompass the range of facilities and clientele as well as identify the purpose of the Master Plan. The Mission Statement will be flexible and provide guidance to decision-makers through final implementation of the Master Plan, The workshop will clarify the following: . Time-Frame of the Master Plan . Define Recreation Facilities which will be Included . Define Layout of the Master Plan . Use and Needs of the GIS and Computerized Data Base . Sources and Format of Existing Available Data . Confirm User Survey Approach and Requirements . Define Format and Use of Executive Summary Document Wade-Trim will prepare the agenda and provide all materials for the workshop. Monroe County will be responsible for providing a location for the workshop and for sending notice or invitation to the workshop participants. Deliverable: Summary notes (hard and digital copy) from Steering Committee Meeting. Page 8 of 20 Task 2 -Inventory of Existing Facilities Wade-Trim will coordinate with representatives of the Monroe County Staff to obtain information that identifies the existing park and recreation facilities within the County. These facilities will include both those in unincorporated Monroe County and also within the incorporated area. In addition, Wade-Trim with the assistance of Monroe County Staff will identify and collect information regarding parks and recreation facilities provided by public schools and the State and Federal governments located in Monroe County. Wade-Trim will work with the County's representatives to identify any possible data gaps in identifying existing facilities and will use existing maps, the Comprehensive Plan and other data sources to fill these data gaps. In addition to existing public facilities identified, additional data will be developed which will identify the non-public/semi-private recreation facilities that mayor may not be accessible to the general public, their location and the services they are currently providing. Wade-Trim will use existing information available such as brochures or Chamber of Commerce information to complete this task, A Geographic Information System (GIS) will be used on the project to produce data layers for the project. Wade-Trim will develop an existing park and recreation facility data layer for Monroe County. This data will be developed using ArcView GIS software, Wade-Trim will use existing County base map data and utilize all existing GIS data for park and recreation facilities available through the County and other agencies. The County will provide Wade-Trim the GIS information in a data format compatible with ArcView (Le. Shapefiles, Arc/Info EOO Files). The information that will be mapped for each recreational facility will include: . Location . Type . Amenities . Programs/Events Offered . Fee Structure . Services Offered . Proposed Improvements . Staffing . Level of Use . Opportunities . Constraints Deliverable: Hard and digital copy of the Excel spreadsheet inventory of parks and recreation facilities. ArcView shapefile of park locations and associated database information. Page 9 of 20 Task 3 - Existing Conditions Assessment Wade-Trim will complete an existing condition assessment for each of the County park and recreation facilities inventoried in Task 2. Wade-Trim will coordinate with County staff to develop a uniform site assessment survey form, which will be applied, by Wade- Trim staff to each public facility during a site visit. The site assessment survey will include identifying visible signs of overused and crowded facilities. Goals for facility assessments will be developed with staff as well as a ranking scale used to assess the condition of the facilities during the survey process. The existing condition assessment will include interviewing on-site staff and taking photographs of each facility. We will also identify items for improvement and upgrading as well as an overall rating of site maintenance. Each survey along with site photographs will be cataloged and included if determined appropriate in the final Master Plan report. Digital copies of the photographs will be provided to link to the GIS database. Targeted information gathered in this task will be mapped into the computerized database. Wade-Trim will provide the completed assessments and inventory to the Monroe County Staff and the Steering Committee for their review and comment. Upon obtaining the comments, Wade-Trim will finalize the assessments, Deliverable: Hard and digital copies of park assessment forms, Task 4 - Needs Assessment Wade-Trim will develop a needs assessment for facilities and programs based on standards per demographics and geographical considerations as well as reflecting on the Mission Statement that was developed in Task 1. The needs assessment will provide analysis of the short term (5 year) and long term (20 year) needs on a countywide and sub-area level. Wade-Trim will review current and projected permanent and seasonal population data provided by the County to assess current and future needs including personnel requirements, programming strategies. land acquisition costs, plan implementation costs, partnership opportunities. recreational activities, service levels and identification of publicly owned land for future park sites, In addition, the needs assessment will take into account the abundant environmental resources and sensitivity of Monroe County. Wade-Trim will meet with representatives of the Monroe County Growth Management Department to identify and discuss ongoing planning efforts that have been completed, are currently in process or anticipated that impact the long-term planning of parks and recreation facilities within the County, Page 10 of 20 Wade-Trim will meet with each member of the Monroe County Board of County Commissioners and each member of the Parks and Recreation Advisory Board on an individual basis to discuss their opinions and desires regarding the County's parks and recreation system. Additionally, Wade-Trim will individually meet with the County Administrator or his representative to identify ongoing efforts that may effect the provision of parks and recreation services in Monroe County, Representatives of the Florida Department of Environmental Protection and the Florida Department of Community Affairs will be interviewed by phone to discuss parks and recreation opportunities in Monroe County and the relationship to State planning initiatives in the County. Recreation Survey Wade-Trim will coordinate a random mail survey of 1,000 Monroe County residents to address park service levels, adequacy and maintenance of park and recreation facilities, price structures and future needs. Wade-Trim will prepare the survey form, tabulate and analyze the results of the survey responses. Monroe County will be responsible for copying and distributing the random mail surveys in an appropriate manner, Survey techniques will be confirmed during the Mission Statement Charette. Public Workshops Wade-Trim will conduct three (3) public workshops as part of the Needs Assessment. One (1) workshop will be held in each of the following areas; the upper keys, the middle keys, and the lower keys. The actual locations of the workshops will be determined together with Monroe County. The purpose of these workshops is to obtain direct input from users of the park and recreation system regarding facility and program uses and needs. Wade-Trim will have extra copies of the recreation survey available at the workshop, for participants that were unable to fill them out prior to the workshop or did not receive a copy. The County will be responsible for reserving the public workshop locations and advertising the workshop. Wade-Trim will provide all other workshop material and information. Wade-Trim will compile the input received at these public workshops for use in the development of the master plan. Deliverable: Summary report of results of survey response analysis and input received through the three (3) public workshops. Maps and tables identifying population distribution and growth. Page 11 of 20 Task 5 - Development of Recreation Standards Based on information obtained from the surveys, and resource indicators such as population distribution, historic recreational use, economic indicators, residents use, tourist demand and use of local facilities, available recreational time and desire for recreational activities, Wade-Trim will project the future use and needs of existing facilities and the demand and general location of new facilities for on a countywide and sub-area basis. In order to project future demand and identify new recreation facility locations, Wade- Trim will develop recreation facility and recreation activity guidelines appropriate for Monroe County. These guidelines will be developed based on level-of-service (LOS) standards from the County's Comprehensive Plan, the State of Florida Department of Environmental Protection Office of Park Planning, the National Recreation and Parks Association and other industry standard guideline references. Wade-Trim will use established standards along with the resource indicators identified above to develop specific standards for Monroe County. Work Session The Steering Committee will hold one (1) work session to review the proposed guidelines and standards developed by Wade-Trim. Wade-Trim will facilitate the work session and explain our recommendations to formulate and build consensus on the proposed guidelines. The primary purpose of this work session is for the Steering Committee to formulate and agree on the established standards and major elements of the Master Plan. Future demand and proposed facility locations will then be established reflecting County guidelines. This will result in a map that can be overlaid on the existing facilities map to determine the areas that will need additional park and recreation facilities as well as the need for renovation of existing parks and recreation facilities, Deliverable: Tables summarizing results of level-of-service analysis and maps hard and digital copy) of proposed park locations and renovations. Task 6 - Inventory of Funding Sources Wade-Trim will identify potential funding sources for recreation facility development. Wade-Trim will use FIND Grant software, which is a comprehensive data base of Federal and State Grants and Funding Sources, to identify potential Federal and State grants for funding the implementation of the Master Plan, Wade-Trim will identify existing local and state recreational funding programs that may impact or provide funding opportunities for the Master Plan project. Alternative funding considerations (e.g. tax referendums, user fees, parking fees, MSTU's, bonding, etc.) will be researched as appropriate for Monroe County, A review of the County's parks and recreation impact fee will be provided to assess its appropriateness of mitigating the Page 12 of 20 impact of new development on the County's parks and recreation system. The County will provide Wade-Trim a copy of the currently adopted five-year asset management plan, the currently adopted budget for the parks and recreation development, operation and maintenance and a history of fees charged for each parks and recreation program. Wade-Trim will identify alternative techniques for consideration by the County to raise revenues to support existing and planned parks and recreation facilities. As part of this Task, Wade-Trim will identify potential opportunities for public/private partnerships to assist the County in the provision and maintenance of parks and recreation facilities. Deliverable: Summary report of existing and proposed funding opportunities, Task 7 - Recommendations Wade-Trim will combine the information gathered through previous tasks and develop a listing of needs for the short term (5 year) and long term (20 year) time frame. As part of this task, Wade-Trim will assign general operation and maintenance costs to proposed projects as well as development costs for facilities or improvements needed to meet the accepted Level of Service guidelines. In addition. Wade-Trim will provide recommendations for potential revIsions to the County's Land Development Regulations and Comprehensive Plan to implement the recommendations of the Master Plan. Work Session A work session will be held to review the needs assessment and the initial prioritization and recommendations developed. Wade-Trim will facilitate the Steering Committee working with the initial recommendations to formulate and build consensus on these items. The primary purpose of this meeting is for the Steering Committee to agree on the application of the established standards and major elements of the Master Plan. Deliverable: Summary report of recommendations, Task 8 - Capital Improvement Program Development Wade-Trim will prepare a Capital Improvement Program (CIP) for park and recreation facilities. The CIP will include prioritization for plan implementation and will identify improvements to existing park and recreation facilities as well as new park and recreational facilities for the short term (5 year) and long term (20 year) time frame both countywide and in sub-areas. The County will provide Wade-Trim a five-year projection of existing revenue sources to be used in developing the CIP. Page 13 of 20 Deliverable: Hard and digital copy of proposed five-year Capital Improvement Task 9 - Master Plan Compilation Wade-Trim will incorporate the information gathered, and comments from the public workshops and Steering Committee work sessions into a draft Master Plan documents, The draft Master Plan document will be distributed to the Steering Committee, County staff, and the Parks and Recreation Advisory Board for comment. Once the draft Master Plan has been reviewed and comments provided to Wade-Trim, Wade-Trim will finalize the Master Plan for presentation to the Parks and Recreation Advisory Board, Monroe County Planning Commission and Board of County Commissioners, Wade-Trim will present the final Master Plan to the Parks and Recreation Advisory Board, Monroe County Planning Commission, and the Board of County Commissioners. . Deliverable: 30 copies of the final Master Plan document as well as a digital submittal. Task 10 - Executive Summary Wade-Trim will develop a one (1) page Executive Summary of the Master Plan in an easy to read public information brochure format for promotional use, A project logo will be created for this and other promotions as needed, Deliverable: One (1) camera ready copy of the Executive Summary document will be provided as well as a digital submittal Task 11 - Project Reporting Wade-Trim will provide a brief progress report to the Growth Management Director each month during the development of this Master Plan, Project information will be provided to Monroe County, in electronic format, at major milestones of the project for posting on the County's internet website for public access. Meetings will be held with County staff and/or the Steering Committee based on critical points in the development of the Master Plan. Critical meeting points are identified in each Task for this Master Plan. Deliverable: Monthly progress reporting along with invoicing. Page 14 of 20 EXHIBIT "B" COMPENSATION SCHEDULE Task 1. Development of Mission Statement 2. Inventory of Existing Facilities 3. Existing Conditions Assessment 4. Needs Assessment 5. Development of Recreation Standards 6. Inventory of Funding Sources 7. Recommendations 8. Capital Improvement Program Development 9. Master Plan Compilation 1 O. Executive Summary 11. Project Reporting Total Project Fee Amount ($1 2,690.00 3,900,00 8,010.00 29,680.00 6,330.00 7,640.00 9,870.00 7,100.00 20,170.00 3,140.00 1,440.00 99,970,00 Page 15 of 20 EXHIBIT "C" RISK MANAGEMENT POLICY AND PROCEDURES CONTRACT ADMINISTRATION MANUAL General Insurance Requirements for Other Contractors and Subcontractors As a pre-requisite of the work governed, or the goods supplied under this contract (including the pre-staging of personnel and material), the Contractor shall obtain, at his/her own expense, insurance as specified in any attached schedules, which are made part of this contract. The Contractor will ensure that the insurance obtained will extend protection to all Subcontractors engaged by the Contractor. As an alternative, the Contractor may require all Subcontractors to obtain insurance consistent with the attached schedules. The Contractor will not be permitted to commence work governed by this contract (including pre-staging of personnel and material) until satisfactory evidence of the required insurance has been furnished to the County as specified below, Delays in the commencement of work, resulting from the failure of the Contractor to provide satisfactory evidence of the required insurance, shall not extend deadlines specified in this contract and any penalties and failure to perform assessments shall be imposed as if the work commenced on the specified date and time. except for the Contractor's failure to provide satisfactory evidence. The Contractor shall maintain the required insurance throughout the entire term of this contract and any extensions specified in the attached schedules, Failure to comply with this provision may result in the immediate suspension of all work until the required insurance has been reinstated or replaced. Delays in the completion of work resulting from the failure of the Contractor to maintain the required insurance shall not extend deadlines specified in this contract and any penalties and failure to perform assessments shall be imposed as if the work had not been suspended, except for the Contractor's failure to maintain the required insurance. The Contractor shall provide, to the County. as satisfactory evidence of the required insurance. either: . Certificate of Insurance or · A Certified copy of the actual insurance policy, Page 16 of 20 The County, at its sole option, has the right to request a certified copy of any or all insurance policies required by this contract. All insurance policies must specify that they are not subject to cancellation, non- renewal, material change, or reduction in coverage unless a minimum of thirty (30) days prior notification is given to the County by the insurer. The acceptance and/or approval of the Contractor's insurance shall not be construed as relieving the Contractor from any liability or obligation assumed under this contract or imposed by law. The Monroe County Board of County Commissioners, its employees and officials will be included as "Additional Insured" on all policies, except for Workers' Compensation. Any deviations from this General Insurance Requirements must be requested in writing on the County prepared form entitled "Request for Waiver of Insurance Requirements" and approved by Monroe County Risk Management. Page 17 of 20 INSURANCE REQUIREMENTS FOR CONTRACT BETWEEN MONROE COUNTY, FLORIDA AND WADE-TRIM, INC. Prior to the commencement of work governed by this contract, the Contractor shall obtain General Liability Insurance. Coverage shall be maintained throughout the life of the contract and include, as a minimum: . Premises Operations . Bodily Injury Liability . Expanded Definition of Property Damage The minimum limits acceptable shall be: $500,000 Combined Single Limit (CSL) If split limits are provided, the minimum limits acceptable shall be: $250,000 per Person $500,000 per Occurrence $ 50,000 Property Damage An Occurrence Form policy is preferred, If coverage is provided on a Claims Made policy, its provisions should include coverage for claims filed on or after the effective date of this contract. In addition, the period for which claims may be reported should extend for a minimum of twelve (12) months following the acceptance of work by the County. The Monroe County Board of County Commissioners shall be named as Additional Insured on all policies issued to satisfy the above requirements. Page 18 of 20 VEHICLE LIABILITY INSURANCE REQUIREMENTS FOR CONTRACT BETWEEN MONROE COUNTY, FLORIDA AND WADE-TRIM, INC. Recognizing that the work governed by this contract requires the use of vehicles, the Contractor, prior to the commencement of work, shall obtain Vehicle Liability Insurance. Coverage shall be maintained throughout the life of the contract and include, as a minimum, liability coverage for: . Owned, Non-Owned, and Hired Vehicles The minimum limits acceptable shall be: $300,000 Combined Single Limit (CSL) If split limits are provided, the minimum limits acceptable shall be: $100,000 per Person $300,000 per Occurrence $50,000 Property Damage The Monroe County Board of County Commissioners shall be named as Additional Insured on all policies issued to satisfy the above requirements. Page 19 of 20 WORKERS' COMPENSATION INSURANCE REQUIREMENTS FOR CONTRACT BETWEEN MONROE COUNTY, FLORIDA AND WADE-TRIM, INC. Prior to the commencement of work governed by this contract, the Contractor shall obtain Workers' Compensation Insurance with limits sufficient to respond to the applicable state statues. In addition, the Contractor shall obtain Employers' Liability Insurance with limits of not less than: $500,000 Bodily Injury by Accident $500,000 Bodily Injury by Disease, policy limits $500,000 Bodily Injury by Disease. each employee Coverage shall be maintained throughout the entire term of the contract. Coverage shall be provided by a company or companies authorized to transact business in the state of Florida. If the Contractor has been approved by the Florida's Department of Labor. as an authorized self-insurer, the County shall recognize and honor the Contractor's status. The Contractor may be required to submit a Letter of Authorization issued by the Department of Labor and a Certificate of Insurance, providing details on the Contractor's Excess Insurance Program. If the Contractor participates in a self-insurance fund, a Certificate of Insurance will be required. In addition, the Contractor may be required to submit updated financial statements from the fund upon request from the County. Page 20 of 20 PUBLIC ENTITY CRIME STATEMENT "A person or affiliate who has been placed on the convicted vendor list following a conviction for public entity crime may not submit a bid on a contract to provide any goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section 287.017, for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list."