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2017-02 CBP FacilityC' ., Kevin Madok, CPA Clerk of the Circuit Court & Comptroller — Monroe County, Florida DATE: December 20, 2017 TO: Beth Leto, Airports Business Manager FROM: Pamela G. Hancock, D.C. SUBJECT: December 13th BOCC Meeting Attached are electronic copies of the following items for your handling: C4 Second Amendment to Contract with Gardens of Eden of the Florida Keys, Inc., for landscaping services at Key West International Airport increasing hourly rate from $25.18 /hour to $25.71 /hour and annual contract amount from $100,700.00 /year to $102,814.70 /year for annual CPI adjustment of 2.1 %. C5 An updated Task Order 12/15 -14 for Airport Noise Program Coordinator Services PSO #14 in the amount of $84,471.00 to be funded 90% by FAA Grant #037 -55, and 10% Passenger Facility Charges (PFC #17), with no increase in total price. C6 McFarland Johnson Task Order No. 2017 -02 in the amount of $519,164.00 for Engineering Design and Bidding Services for the Customs and Border Protection Facility - Phase III to Final at the Key West International Airport, to be paid from FDOT Grant AQH10 (50 %) and Airport Operating Fund 404 (50 %). Should you have any questions, please feel free to contact me at ext. 3130. Thank you. cc: County Attorney Finance File KEY WEST 500 Whitehead Street Key West, Florida 33040 305 - 294 -4641 MARATHON 3117 Overseas Highway Marathon, Florida 33050 305 - 289 -6027 PLANTATION KEY 88820 Overseas Highway Plantation Key, Florida 33070 305 - 852 -7145 PK/ROTH BUILDING 50 High Point Road Plantation Key, Florida 33070 305 - 852 -7145 V i ; MASTER AGREEMENT FOR PROFESSIONAL SERVICES TASK ORDER FORM Effective Date upon execution Task Order No. 2017 -02 404- 630169- 560620— Client Project No. GAKD129- 530310 Engineer Project No. 18221.02 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 McFarland Johnson Inc. ( "Consultant'), dated February 15, 2017 ( "Agreement "). The Agreement is incorporated herein and forms an integral part of this Task Order. Services Authorized: Engineering Design and Bidding Services for the Customs and Border Protection (CBP) Facility — Phase III to Final at Key West International Airport (EYW) Client authorizes Consultant to perform the _ g Engineerin 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 7 page(s). Pricing N/A Time and Expense per Agreement and Appendix B to the Agreement.' cl " �-- 0 -- R M X Firm Fixed Price of $ 519,164 C) M c7 c) Other (Describe): C-) to C� 1 h4 Schedule �, = rn Services'ma. )cupmence on Execution '{` i •• p Service �uill`eease by 365 days r— C y l O ex c6 i r �� (SEAL) ATTEST: KEVIN MADOK, CLERK Witness r A4. Title 04UA*,ZJ File: BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FLORIDA By Mayor/ClCd rman CONSULTANT: MCF ARLA SON INC. By SJ Page 1 of 1 EXHIBIT A Task Order 2017-02 SCOPE OF SERVICES FOR MONROE COUNTY KEY WEST INTERNATIONAL AIRPORT ENGINEERING DESIGN AND BIDDING SERVICES FOR THE CUSTOMS AND BORDER PROTECTION FACILITY—PHASE III TO FINAL PROJECT BACKGROUND Key West International Airport (EYW) has been working to increase the size of their current U.S. Customs and Border Protection Facility (CBP) and some time ago reached an agreement with the CBP for the preliminary design of the facility. A basic floor plan representing the preliminary design is shown in Figure 1, which shows the existing Greyhound Bus facilities in green, and the Airport police and badging in blue. The preliminary CBP floor plans are shown in yellow. It is estimated that the floor shown is approximately 10,890 square feet in gross area. Of that, approximately 300 square feet is, or will be, dedicated to the bus station, approximately 2,495 square feet would be dedicated to the Airport police and badging, and approximately 8,095 square feet would be dedicated to the expanded CBP facilities. The area in Figure 1 that is shaded in a darker yellow, to the right, is currently under construction. All other areas are currently existing. Figure 1: Preliminary CBP Layout ' ,t,---.-r um* —II— ��■ 0 5 la. UL3 I C '-_ :u] n I I II J -Es.; °W I NI= 14 V . ..' j .° I I " i� _1rJ(çQc o uL Ir C ill'' a' iiiii ■ fl l fT'�o; 'A LEVEL I-OPTION 4 j' I Key West International Airport CBP Phase Ill to Final Page 1 of 4 Design and Bidding -Scope of Services Because about 18 months has passed and the consultants previously working on the project are no longer involved, the CBP would like to re- validate the previous design prior to commencing with the Phase III project design. Based on preliminary coordination with CBP staff, various CBP Airport Technical Design Standards (ATDS) were used in the development of the Preliminary CBP Layout presented in Figure 1. It could have been the 2012 ATDS, which is currently the standard that is technically in effect. However, elements of the Preliminary CBP Layout appear to be an early version of the March 2017 Draft ATDS. It is anticipated that the re- validation of the Preliminary CBP Layout would include a verification of which ATDS is to be used in the development of the EYW CBP as the design moves forward. This proposal also assumes that furniture and equipment will be included in this project and that little to no currently used CBP equipment would be carried over into the new project. Further, it is anticipated that the construction of this project could be accomplished in as many as three additional phases based on anticipated available funding. One element of the project will be to develop a phasing plan that will not only anticipate available funding, but would also ensure that that the bus station, Airport police and badging and the existing CBP operation could remain operational during construction and through each phase of the project. The phasing and subsequent duration of each construction period as well as an operational plan will be addressed during each phase of the project. This scope of work does not include either construction administration or resident inspector services, which will be completed under a separate scope of services and fee. Description of Base Design Services: Base design services for the project include: • Existing Conditions Verification (detailed verification of structural, mechanical, electrical, fire protection, and plumbing facilities) • Review Site Conditions • Team Coordination o Revision /development of Base Drawings per the Field Survey Re- validation of the Existing Preliminary CBP Layout o Consultation with the Airport, County, and CBP o Team Coordination • Revision of Preliminary Layout as Required by CBP • Development of Phasing and Operational Plan • Schematic Design (30 %) • Preparation of Preliminary Schematic Design Package • Phasing and Operational Plan Review • Printing and Issuing Redline Review Sets • Quality Control • CBP /Airport Review Meeting Design Development (60 %) • Airport Review Coordination Meeting • Design Development Drawing Preparation Key West International Airport CBP Phase III to Final Page 2 of 4 Design and Bidding - Scope of Services R i • Phasing and Operational Plan Review • Specification Preparation • Print and Issue Redline Review Sets • Quality Control • CBP /Airport Review Meeting • Construction Documents (90 %) • Airport Review Coordination Meeting • Preparation of Construction Document Package • Phasing and Operational Plan Review • Preparation of Final Specifications • Printing and Issuing of Redline Review Sets • Quality Control • CBP /Airport Review Meeting • Construction Documents (100 %) • Consultant Coordination • Preparation of Construction Document Package • Phasing and Operational Plan Review • Preparation of Final Specifications • Printing and Distribution of Documents • Cost Estimating • Revised Preliminary Layout • Schematic Design (30 %) Phase Estimate • Design Development Phase (60 %) Estimate • Construction Documents (90 %) Estimate • Construction Documents (100 %) Estimate • Permit/Bidding Phase o Permit Submittal • Review Meeting with Permit Agency • Prepare Response to Permit Agency Comments o Coordination with Consultants • Distribute /Post Drawings for Bid • Preparation of Addenda Deliverables Progress set deliverables will be printed and distributed for review at the end of: • Re- validation of Preliminary CBP Layout • Schematic Design (30 %) • Design Development (60 %) • Construction Documents (90 %) • Construction Documents (100 %). Cost Estimates Cost Estimates will be prepared at the end of: • Re- validation of Preliminary CBP Layout Key West International Airport CBP Phase III to Final Design and Bidding - Scope of Services Page 3 of 4 e • Schematic Design (30 %) • Design Development (60 %) • Construction Documents (90 %) • Construction Documents (100 %). Meetings Seven (7) on- site.meetings are included in this proposal: 1. Existing Conditions Verification. 2. Re- validation of the Existing Preliminary CBP Layout meeting with Airport and CBP 3. 30% milestone review meeting with Airport and CBP. 4. 60% milestone review meeting with Airport and CBP. 5. 90% milestone review meeting with Airport and CBP. 6. On additional Meeting to be Used as Required 7. Meeting with County Building Department for Permit Review SCHEDULE Milestone Duration Ending Issue Notice to Proceed for Design 2 January 2018 Existing Conditions Documentation 14 Days 16 January 2018 Re- validation of Preliminary CBP Layout 51 Days 6 March 2018 Schematic Design Phase 30% 42 Days 17 April 2018 Design Development Phase 60% 56 Days 14 June 2018 Construction Documentation Phase 90% 56 Days 9 August 2018 Bid Documents (100 %) 21 Days 30 August 2018 Airport/County Review 17 Days 16 September 2018 Advertise for Bid 45 Days 1 November 2018 Board Approval for Construction 14 Days 15 November 2018 Construction TBD TBD COMPENSATION PROPOSAL The attached detailed fee breakdown presents the schedule of fees and direct expenses for a total project lump sum fee in the amount of $ 519,164. Key West International Airport CBP Phase III to Final Page 4 of 4 Design and Bidding - Scope of Services • Key West International Airport -CBP Design & Bidding Services Phase Ill to Final Monroe County November 2017 FEE SUMMARY �' McFarland Johnson DESIGN/PLANNING SERVICES 1. DIRECT TECHNICAL LABOR $54,736.00 2. DIRECT EXPENSES $3,856.00 3. SUBCONSULTANT COSTS $460,571.44 AVCON (MEP/Structural/Facilities) $225,109.00 Schenkal Schultz(Architecture/Interior Design) $159,200.00 KMI International(Estimating) $15,475.00 JSM&Assoc. (Baggage Handling) $60,787.44 4. TOTAL FEE ESTIMATE $519,163.44 5.TOTAL LUMP SUM FEE FOR ALL SERVICES $519,164 Key West International Airport-CBP Design & Bidding Services Phase Ill to Final Monroe County 1�� McFarland Johnson _ November 2017 ESTIMATED HOURS HOURS BY CLASSIFICATION VP DM SPM SPE PE SE AE JE ST T SUM $294.00 $208.00 $199.00 $153.00 $141.00 $118.00 $101.00 $82.00 $94.00 $83.00 PHASE/TASK DESCRIPTION 1 Existing Conditions Verification I 8 2 I I I f 10 2 Revalidation of the Existing Preliminary CBP Layout I 24 2 I I I 2 28 3 Schematic Design(30%) 2 I 12 60 I I I I 2 76 4 Design Development(60%) 2 I 16 64 I I I I 2 84 5 Construction Documents(90%) 2 I 16 40 I I I I 58 6 Construction Documents(100%) 1 I 8 24 I I I I 4 37 7 Cost Estimating 1 I I 4 I 8 1 I I 13 8 Permit/Bidding Phase 1 I I 8 I 8 I I I I I 4 21 9 0 10 II 11 II 12 II II J Total Hours-Design I Planning Services 9 96 208 14 327 Total Labor Cost-Design/Planning Services $2,646 $19,104 $31,824 $1,162 $54,736 Y 1• Key West International Airport - CBP Design & Bidding Services Monroe County November 2017 McFarland Johnson DIRECT COSTS DESIGN / PLANNING SERVICES Travel Related Costs: Vehicle Cost Plus Fuel Lodging and Meals Per Diem $220 $1,036 Reproduction CADD Plots Prints Photocopies Photo Costs Telephone /Fax: Postage /Delivery Miscellaneous (travel) M $3,856 $3,856