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Item C16 BOARD OF COUNTY COMNIISSIONERS AGENDA ITEM SUMMARY Meeting Date: 20 AUG 2011 Division: Public Works / Administration Bulk Item: Yes No _ Department: Roads & Bridges / Engrg & PM Staff Contact Person/Phone #: Wilson / ext 8797 AGENDA ITEM WORDING: Approval to develop an Inter -local Agreement (ILA) with the City of Key West to provide reimbursement to the City of not more than $176,903.23 to fund 50% of the cost to repair and completely resurface Eaton Street in Key West between White Street and Simonton Street. ITEM BACKGROUND: The City of Key West will be repairing the trenches for sewer lines and laterals under Eaton Street that are failing due to subsidence following the installation of sewer laterals. The recent additional commitment the City was required to make to the N. Roosevelt Blvd project has left the Eaton Street repair project short of funds for proper resurfacing. Without this financial contribution from the County, the City will have to postpone the repairs until 2015. If approved, the ILA will be drafted and returned for final approval at the next BOCC meeting but not later than the regular August BOCC meeting. Eaton Street between White and Whitehead Street is a one of several City streets that is a County right of way (ROW). PREVIOUS RELEVANT BOCC ACTION: CONTRACT /AGREEMENT CHANGES: STAFF RECOMMENDATIONS: Approval TOTAL COST: $353,806.46 INDIRECT COST: _ N /A BUDGETED: Yes X* No *Requires transfer from Fund 102 contingency (gas taxes) DIFFERENTIAL OF LOCAL PREFERENCE: COST TO COUNTY: $176,903.23 SOURCE OF FUNDS: gas taxes REVENUE PRODUCING: Yes _ No X AMOUNT PER MONTH Year APPROVED BY: County Atty 0 I: /Purchasing Risk Management DOCUMENTATION: Included Not Required DISPOSITION: AGENDA ITEM # e4 Revised 7/09 Wilson -Kevin From: David Fernandez <dfernand @keywestcity.com> Sent: Tuesday, July 19, 2011 11:15 AM To: Wilson -Kevin Cc: Clarke- Judith; Gastesi- Roman; Pierce -Dent; Jim Scholl; Jay Gewin Subject: Re: Eaton Street project limits Kevin, The City proposed using City of Key West share of the FDOT ARRA money to do total restoration of Eaton from White Street to Whitehead. The County, as owner of the road, would not support the ranking of this road as the City "s highest priority. As a result the City had to do United Street instead. There are no longer grant funds supporting the Eaton Street road rebuilding project. As you may recall from the City/County coordination meeting prior to finalizing the scope of work there was discussion of County participation in the mill and pave. The base scope of work and the mill and pave option were specified as a result of this meeting. The County's inability to accept trench restoration for this emergency repair would drive repair cost over $500,000 based on the original estimate /scope. As a result of the North Roosevelt Blvd. FDOT Bid bust requiring an additional $1.96 million the City no longer has the resources to do this project. The City has no issues between Williams and Simonton Streets. If the County would like to consider participating in the project between White and Williams Street the County share will be NTE $118,924.67. I would suggest that you speak directly the City's Consulting Engineer Andrew Smyth, PE and KR Chang, Geologist both of CH2MHILL (305) 294 -1645 to resolve your concerns about the revised project scope. As you point out if the Geologist is right the County gets a new road free of maintenance cost for some time to come. Please let me know what approach the County would like to take. David On Mon, Jul 18, 2011 at 5:14 PM, Wilson -Kevin < Wilson- Kevin@monroecounty- fl.gov> wrote: David, I can't go past S1 50k (actually not sure the BOCC would even support that).. I'm awaiting for County Attorney to call back to tell me what paperwork we'd need to complete to do this and in what order. One way may he to Ming it to the BOCC for discussion and direction this month so we know if it's do -able without going through all the agreement drafting. Fm still a skeptic about whether your plans for trench repair are sound (simple leveling). 1'nr also concerned that we're now subsidizing the repairs. Your initial budget was approximately S300k 1101 including full overlay - S635k with full overlay excluding the FKAA trench - and now the cost of the project including full overlay is $350k. I'm not sure if this is the right thing to do or an expedient half measure to get some immediate relief that will backfire on us. I don't know why you wouldn't include full overlay in your initial estimate because you've planned full overlays on other streets (Bertha first ). I recognize the result is a fully restored road and it won't have to be paved again for some time (unless the trench fix isn't adequate). 111 know more tomorrow. Stay tuned. ke\ in\w 1 Kev in G. Wilson, P,[:. Monroe County Engineering & Project Management Dept Murray E. Nelson Government & Cultural Center 102050 O erseas Highva ay. Room 214 Key Largo. FL 33037 (305) 453-8797 phone (305) 797 -1547 cell (305) 453 - 8798 fax - Key Largo (305) 295 -4321 fax - Key West wilson- kevin @monroecounty -fl.gov From: David Fernandez [ mailto:dfernandici),keywestcity.com] Sent: Monday, July 18, 2011 3:09 PM To: Wilson -Kevin Cc: Jim Scholl; Jay Gewin; Pierce -Dent; Andy Patow; Allen Perez; Gastesi- Roman; Briggs - Clark; Clarke - Judith Subject: Re: Eaton Street project limits Kevin, White to Williams would be Not to Exceed (NTE) $118,924.67. Williams to Simonton would be NTE $57,903.23. Your 50% share of both sections would be $176,827.90. The City will take exposure for the true and leveling course and anything else as long as the scope remains as we discussed. As for waiting for the August 17 BOCC meeting we can make it work only if we can finalize a tri -party agreement quickly so that we can turn the contractor loose on the August 18. David 2 On Mon, Jul 18, 2011 at 2:17 PM, Wilson -Kevin < Wilson- Kevin@a,monroecounty- fl.gov> wrote: If this waits until the August BOCC meeting (17 AUG 1 1) will the entire thing be moot? Were way past the agenda deadline for this week's meeting. It'll take a unanimous vote to get it on the agenda even it' we can get the item ready after you give me the number. kevinw Kevin G. ANilson, P.E. Monroe County Engineering R Project Management Dept Murray E. Nelson Government & Cultural Center 102050 Overseas Highway. Room 214 Key Largo. EL 33037 (305) 453 -8797 phon (305) 797 -1547 cel (305) 453 - 8798 fax - Key Largo (305) 295 -4321 fax - Key West wi lson -kevin (2 monroecounty -fl.gov From: Wilson -Kevin Sent: Monday, July 18, 2011 11:38 AM To: 'David Fernandez'; Pierce -Dent; Clarke - Judith; Briggs -Clark Cc: Jim Scholl; Jay Gewin; Andy Patow; Allen Perez; Gastesi -Roman Subject: RE: Eaton Street project limits David. What contribution are you asking for from the County, specifically? keNinw Kevin G. Wilson, P.E. Monroe County Engineering & Project Management Dept 3 Nlurrav 1•. Nelson Government & Cultural Center 102050 Overseas ay. Room 214 Ke\ Largo. FL 33037 (305) 453 -8797 phone (305) 797 -1547 cell (305) 453 -8798 fa.v - Key Largo f305) 295 -4321 far - Key \Vest wilson kevin @ monroecounty -fl.gov From: David Fernandez [ mailto :dfernand(eaevwestcitv.com] Sent: Monday, July 18, 2011 11:36 AM To: Wilson- Kevin; Pierce -Dent; Clarke - Judith; Briggs -Clark Cc: Jim Scholl; Jay Gewin; Andy Patow; Allen Perez Subject: Fwd: Eaton Street project limits All, Attached please find revised Eaton Street Mill & Pave numbers. As discussed the numbers are based on a revised scope of work and a break out of fixed cost previously reflected in the "base bid/quote" that has been dropped from the scope. Please advise if it is the County's intention to move this foreword for approval. The City will also have to revise its approval. As previously discussed, the City will take exposure for the Allowance line item as it relates to any extra leveling course from White to Williams. David Forwarded message From: <dnhigginskeywest(cr�,aol.com> Date: Mon, Jul 18, 2011 at 9:46 AM Subject: Re: Eaton Street project limits To: dfernand@kevwestcity.com Cc: igewin@keywestcity.com, apatow@perezeng.com, mdeluca @mckennacontracting.com 4 David Please find attached Eaton St Mill & Pave Proposal, milling and tonage amounts were increased to allow for two foot turnouts and leveling tonage in trench areas. Any questions please feel free to contact me at any time. Paul R Waters Regional Manager D. N. Higgins, Inc. 1213 Glynn Archer Dr. #281 Key West, FL 33040 305- 292 -7889 305- 292 -7717 (fax) 305- 797 -1019 (cell) Original Message From: David Fernandez <dfernand @keywestcity.com> To: dnhigginskeywest @aol.com; Jim Scholl <jscholl@a keywestcity.com >; Jay Gewin <jgewin@keywestcity.com> Cc: Wilson -Kevin < Wilson- Kevin@,monroecounty- fl.gov >; Pierce -Dent < Pierce- Dent@monroecounty- fl.gov >; Clarke- Judith < Clarke - Judith @monroecounty- fl.gov >; Briggs- Clark@monroecounty -fl.gov Sent: Fri, Jul 15, 2011 11:08 am Subject: Re: Eaton Street project limits Paul, Please revise you quote as we discussed last night. Each of the two options must stand on their own in case we do not get buy in for the full project. Also please see below. David David On Fri, Jul 15, 2011 at 10:44 AM, Briggs -Clark < Briggs- Clark(a,monroecounty- fl.gov> wrote: David, As discussed in yesterday's meeting, the County would like the area to be milled and overlayed to include from curb to curb starting at the stop bar on the Duval Street side of the White Street intersection and ending at the White Street side of the cross walk at the 5 Simonton Street intersection. Also included would be the 2ft. turnouts at all cross streets and replacement of roadway striping within these limits. Please include a description of type of asphalt as well as thicknesses for the leveling and surface courses for the cost numbers. As soon as we get the increase to the original project budget we can run those numbers by the commission for approval, Thanks, Clark Briggs Sr. Project Manager Monroe County Engineering 1100 Simonton St, Rm 216 Key West, FL 33040 Office (305) 295 -4306 Fax (305) 295 -4321 brings- clarkOmonroecounty fl.gov 6 ., •1,•` ••• ,,•,,, •••••••••„, , a - ,L. •, - < 1 , 1 st 1% * . ' ,.i. r. , ., , ... 3 -- ,,,,' Tor,s• ZS 1 I 3 f 1.1\ ' % ''4' ,..il-i ,, u) • 3 743 '4 I 6 z 1+ \ ,, ,. 4 1; '' '.... ' ' ; ^ ''; ',.'•'''-' : ''' 1 -'. 2 ,,, • t * , ,.. , 'fill Tei.*C4 , \ '- k. 1 'is f',..a , la i 11 p 1 A. 4 .,,, I • ,,, 11 V -:p;i4,=: ' ,'4;, 46' ‘ g. ., 1 ,.„-, .'" ,,.. ''-' s .'a- v k ' AV , 5 , ‘5.33,"°6 -,`'' .,: ;i14f '°- -0 \ V ,,, 0, '^' `, % .e..4!‘il'' a ' 0 Y \ -`.4 :5 0 RI' s i t k IL ‘ ' 1, 9, b sgl s nt OP 4 '‘' s• v e, .. ' 0 . e , 17 .2. 'I 'I 4.6 1' 4 , , ' 361`. 9' 6 ; 1 - ' T , : ' ,,.., 4-,, 4 . 1,7 , ` ; • ,,. .,, c e , •::--, 0 . II .. • . ,,..... c, 4' o V ''s '' I . 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