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
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