Item L7BOARD OF COUNTY COMMISSIONERS
C ounty of M onroe A(I Mayor George Neugent, District 2
T he Fl orida Keys 4� �� m Mayor Pro Tem David Rice, District 4
l Danny L. Kolhage, District 1
„ Y
„; ° W Heather Carruthers, District 3
Sylvia J. Murphy, District 5
County Commission Meeting
August 16, 2017
Agenda Item Number: L.7
Agenda Item Summary #3244
BULK ITEM: Yes DEPARTMENT: Sustainability
TIME APPROXIMATE: STAFF CONTACT: Rhonda Haag (305) 453 -8774
Not applicable
AGENDA ITEM WORDING: Authorize entering an amendment No. 1 to a contract with Parsons
Engineering, Inc. in an amount not to exceed $22,235 to provide additional professional consulting
services to assist the County with technical negotiations of the mobile LiDAR services contract and
to review the survey data to be provided by the LiDAR vendor.
ITEM BACKGROUND: The County's GreenKeys Sustainability Action Plan recommended
obtaining improved elevation data for its roads and facilities to prepare for sea level rise. As the
County has no professional surveyors on staff, assistance was needed to prepare a solicitation for
LiDAR services. With the assistance of the Consultant, staff prepared a Request for Proposals for
obtaining new mobile LiDAR elevation data. Parsons performed a technology evaluation to compare
LiDAR technologies to accurately determine the County's needs and assisted in the preparation of
the solicitation, answering questions from the proposers, reviewing the proposals received from
vendors and assisting the selection committee in review of the proposals. At this time, additional
new services are requested to assist in technical contract negotiations with the LiDAR vendor and
review of deliverables to be provided by the vendor.
PREVIOUS RELEVANT BOCC ACTION:
08/17/16: Authorize a contract with Parsons Engineering, Inc. in an amount not to exceed
$33,680.00 to provide professional consulting services to assist the County with evaluating our
LiDAR elevation data mapping needs and preparing a solicitation for LiDAR elevation data.
CONTRACT /AGREEMENT CHANGES:
Additional Services and Name Change
STAFF RECOMMENDATION: Approval.
DOCUMENTATION:
A -1 Scope of Work - WSP (MinuteTraq)
Parsons Lidar Amendment 1 - signed (MinuteTraq)
FINANCIAL IMPACT:
Effective Date: July 19", 2017 Expiration Date: July 19, 2018
Total Dollar Value of Contract: $22,235 Al + $33,860 contract
Total Cost to County: Amendment No. 1 $22,235
Current Year Portion: Est. $12,000
Budgeted: No
Source of Funds: Gas Tax Fund — Contingency Reserves 102- 85504 - 590990
CPI: No Indirect Costs: None
Estimated Ongoing Costs Not Included in above dollar amounts: Not applicable
Revenue Producing: No If yes, amount:
Grant: No County Match: No
Insurance Required: Yes Additional Details:
Gas Tax Fund — Contingency Reserves 102- 85504 - 590990
07/20/16 102 -85504 - RESERVES 102$35,000.00
REVIEWED BY:
Rhonda Haag
Completed
08/01/2017 1:48 PM
Pedro Mercado
Completed
08/01/2017 2:56 PM
Budget and Finance
Completed
08/01/2017 3:40 PM
Maria Slavik
Completed
08/01/2017 4:48 PM
Roman Gastesi
Completed
08/01/2017 8:31 PM
Board of County Commissioners
Pending
08/16/2017 9:00 AM
Kathy Peters
Completed
08/01/2017 8:51 PM
AMENDMENT NO. 1
TO THE CONTRACT
FOR PROFESSIONAL CONSULTING SERVICES
FOR THE COUNTY'S LiDAR DATA PROJECT
THIS Amendment No. 1 made and entered into this 16'' day of August, 2017 to that Contract
dated the 17'' day of August, 2016 by and between Monroe County, a political subdivision of the
State of Florida, hereinafter referred to as the COUNTY, and WSP USA Inc., hereinafter referred
to as "CONSULTANT ".
WITNESSETH:
WHEREAS, the COUNTY benefits economically and environmentally by preparing in advance
for sea level rise; and
WHEREAS, the County's GreenKeys Sustainability and Resilience Plan recommends obtaining
more accurate elevation data for the County's roads and other areas of the County in order to better
predict the effects of sea level rise inundation; and
WHEREAS, the COUNTY, with the assistance of the CONSULTANT, issued a Request for
Proposals for a firm to provide the updated LiDAR services; and
WHEREAS, the CONSULTANT will continue to assist the County in the negotiations with the
LiDAR vendor and deliverable review after the project work has begun; and
WHEREAS, Parsons Brinckerhoff, Inc. changed its firm's legal name to WSP USA Inc. effective
May 1, 2017; and
WHEREAS, it is in the mutual best interests of the COUNTY and the CONSULTANT to amend
the Agreement to reflect the above changes.
NOW, THEREFORE, in consideration of mutual promises, covenants and agreements stated
herein, and for other good and valuable consideration, the sufficiency of which is hereby
acknowledged, COUNTY and CONSULTANT agree as follows:
1. Effective May 1, 2017 the CONSULTANT changed its firm's legal name to WSP USA Inc.
The COUNTY hereby consents to continuing the Agreement with the CONSULTANT.
2. The CONSULTANT will perform for the COUNTY additional services as described in
Attachment A -1, Scope of Services. The amount for the additional services shall not exceed
Twenty Two Thousand Two Hundred Thirty Five Dollars ($22,235.00). The total amount of the
Agreement shall not exceed Fifty Five Thousand Nine Hundred Fifteen Dollars ($55,915.00)
3. This AMENDMENT No. 1 is retroactive to the 19 day of July, 2017 and shall extend
through the 19 day of July 2018, unless earlier terminated.
1 1 IDa,;
IN WITNESS WHEREOF, each party caused this Agreement to be executed by its duly authorized
representative on the day and year first above written.
(SEAL)
Attest: CLERK
By:
Deputy Clerk
Date:
(Seal)
Attest:
By: Marie -Elsie Dowell, PE, PTOE
WITNESS
Title: Vice President
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
Mayor /Chairman
WSP USA Inc.
By: ..._..._._._._._._.._..
Ronald M. Colas, PE, SI
Title: Vice President -Sr. Area Manager
21 ID a r r
ATTACHMENT A-1 - SCOPE OF WORK
3|Pao°
NNSI)
July 31, 2017
Ms. Rhonda Haag
Monroe Co., FL
1100 Simonton St.
Key West, FL 33040
RE: Mobile LiDAR Survey Assistance (Revision July 31, 2017)
Dear Rhonda,
WSP USA
9 Trolley Crossing Road
Charlton, MA 015 07 -13 51
1 {508} 248 -1970
WSP.com
WSP USA Inc. (WSP) is providing this proposal for Monroe County (County) for general consulting and data review. WSP has
previously provided assistance for an upcoming mobile LiDAR project that the County will be conducting. WSP provided a
document that outlined current technologies that are being used in the survey and mapping profession, This document discussed
the current LiDAR technologies that are in use and WSP provided recommendation to the County as to which technologies the
County should utilize for the upcoming project. WSP also wrote the technical portion of the RFP that the County advertised, Finally,
WSP provided assistance in the review of the five proposals that were submitted.
The County has selected a contractor that will be providing services as outlined in the RFP. This proposal includes the preparation
and participating in meetings with the County and the Contractor, review of the project deliverables and general consulting,
SCOPE OF WORK
Task 1 Project Work Plan Review
It is anticipated that the Consultant will provide the County with a Project Work Plan. This Work Plan will outline the Consultants
approach and methodologies that will be used on the project. WSP will review the project plan and provide comments and
suggestions to insure that the Consultant is providing the services and deliverables that were outlined in the RFP and the
Consultants proposal.
Task 2 Preparation and Meeting Participation
WSP anticipates that there will be four meetings that WSP may participate in:
• Pre -pilot meeting -This meeting will discuss the pilot project where the Consultant will provide services for a small area
within the County as a "test" of the Consultant's project approach and methodology.
• Post -pilot meeting -This meeting will discuss the results of the pilot project and the County will provide comments and
potential corrections that will be applied to the remainder of the project.
• Mid- project meeting -This meeting will be used to discuss the projects deliverables and schedules. The County will
discuss and issues that may have arisen during the project.
• Project wrap -up meeting -When the County receives the final deliverables, a meeting will take place to outline any
remaining issues, comments that need to be addressed and any remaining items that need to be provided to the County.
Task 3 - Pilot Project Review
The Pilot Project will be the first set of data that the Consultant will provide to the County. WSP will review the data to insure that
the data meets the project specifications that were outlined in the RFP and as contracted with the County. WSP will load and test
%%%I)
the data, check layering schema, data connectivity and general integrity of the data. WSP will provide the County with our findings
and outline any issues that the Contractor needs to address as they proceed on to the remaining project area.
Task 4 - Delivery Area Review and Final Review
WSP will provide a review of each of the delivery areas. These reviews will be similar to the Pilot Project Review. WSP will monitor
the progress of the project and insure that the data that is being delivered and the quality is consistent and that all comments and
directions that were given to the Contractor were applied to each of the deliveries.
Upon completion of the data deliveries, WSP will conduct a final review of the data and assure that all project deliverables have
been received by the County. WSP will provide feedback to the County and recommend any issues that have to be resolved before
the County accepts the data.
Task 5 - General Consulting Services
WSP will be available to provide General Consulting Services to the County. The Consulting Services provided will be, but not
limited to:
• Phone calls to assist the County in regards to the Mobile LiDAR project not outlined above.
• Review current and new technologies that may be of interest to the County and how best to implement these technologies.
• Offer the County guidance regarding equipment and software that may be needed to process and work with the data
delivered as part of the Mobile LiDAR Project.
• Provide guidance on other geospatial initiatives (photogrammetry, digital orthophotography, aerial LiDAR, GIS, etc.) that
the County may conduct
PROJECT TEAM
WSP I Parsons Brinckerhoff will assign the following professionals to this project:
• Project Manager - Ted Covill, CP, PPS, WSP's Aerial Mapping and Remote Sensing Group Manager
• Technical Advisor - Joshua Persson, CP, PPS, LISP, WSP's LiDAR, Imaging and GIS Lead
• Technical Advisor - Christian Stevens, PPS, WSP's Mobile LiDAR and Data Extraction Lead
NN%I)
ESTIMATED FEES
Task /Hours Ted Covill I
Joshua Persson
Christian Stevens
Total Cost
Hourly Rate:
Hourly Rate:
Hourly Rate:
$163.05 /Hour
$113.57 /Hour
$105.19 /Hour
Task 1- Project 8
0
2
$1,520
Work Plan
Task 2- Preparation 15
0
4
$2,865
& Meeting
Participation
Task 3 - Pilot 8
2
12
$2,795
Project Review
Task 4 Delivery Area 20
4
40
$7,925
& Final Review
Task 5 General 33
8
8
$7,130
Consulting Services
Total Labor Costs $13,700
$1,590
$6,945
$22,235
Travel Expenses N/A
N/A
N/A
N/A
Total Estimated $13,700
$1,590
$6,945
$22,235
Costs
ASSUMPTIONS
• All meetings will be held via conference call. If a face to face meeting is requested, there will be
an additional fee to cover
the hourly costs and travel expenses.
• Task 3 assumes that the data will require a single review and the Consultant's resubmittal does not introduce additional
issues that will need to be resolved.
We greatly appreciate the opportunity to provide you with a proposal for these services. Please let me know ifyou have any questions,
or if you require additional information.
The attached proposal represents our best evaluation of the professional and technical services required to complete the project. If
the proposal is satisfactory to you, please indicate your acceptance by completing and signing the original in the space provided
below and return the original to this office for our files. Please keep a copy for your records.
If you have any further questions, please do not hesitate to call this office.
Sincerely,
Ted Covill, CP, PPS
Aerial Mapping and Remote Sensing Group Manager