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Item F39BOARD OF COUNTY COMMISSIONERS County of Monroe A Mayor Heather Carruthers, District 3 f T$ne Florida Keys (, S �� Mayor Pro Tem George Neugent, District 2 t� ) ��` �� �' Danny L. Kolhage, District 1 David Rice, District 4 Sylvia J. Murphy, District 5 County Commission Meeting November 22, 2016 Agenda Item Number: F.39 Agenda Item Summary #2350 BULK ITEM: Yes DEPARTMENT: Project Management / Facilities TIME APPROXIMATE: STAFF CONTACT: Doug Sposito (305) 292 -4416 N/A AGENDA ITEM WORDING: Approval of a $41,907.52 Reimbursable Agreement With The FAA to fund a study to relocate the "NDB" tower at Higgs Beach. ITEM BACKGROUND: Approval of the "Limited Design and Implementation Reimbursable Agreement for Relocation of the Fish Hook Non - Directional Beacon (NDB) at Key West International Airport" between the Department Of Transportation Federal Aviation Administration and Monroe County, Florida Key West International Airport. PREVIOUS RELEVANT BOCC ACTION: None CONTRACT /AGREEMENT CHANGES: N/A STAFF RECOMMENDATION: Approve Agreement. DOCUMENTATION: Agreement Limited Design and Implementation Reimbursable Agreement Memo Reimbursable Agreement FINANCIAL IMPACT: Effective Date: 11/22/2016 Expiration Date: Total Dollar Value of Contract: $41,907.52 Total Cost to County: Reimbursable Current Year Portion: Budgeted: Y Source of Funds: 304 CPI: Indirect Costs: Estimated Ongoing Costs Not Included in above dollar amounts: Revenue Producing: Grant: County Match: Insurance Required: Additional Details: If yes, amount: 11/22/16 304 -24000 - GEN GOVT CAP PROJECTS Reimbursable $41,907.52 REVIEWED BY: Doug Sposito Completed 11/03/2016 3:44 PM Pedro Mercado Completed 11/03/2016 4:13 PM Patricia Eables Skipped 11/03/2016 3:36 PM Budget and Finance Completed 11/03/2016 4:20 PM Maria Slavik Completed 11/04/2016 7:24 AM Kathy Peters Completed 11/04/2016 1:39 PM Board of County Commissioners Pending 11/22/2016 9:00 AM Agreement Number AJW -FN- ESA- I7 -SO- 000871 NON - FEDERAL LIMITED DESIGN AND IMPLEMENTATION REIMBURSABLE AGREEMENT BETWEEN DEPARTMENT OF TRANSPORTATION FEDERAL AVIATION ADMINISTRATION AND MONROE COUNTY, FLORIDA KEY WEST INTERNATIONAL AIRPORT KEY WEST, FLORIDA WHEREAS, the Federal Aviation Administration (FAA) can furnish directly or by contract services which the Monroe County, Florida (Sponsor) requires, has funds available for, and has determined should be obtained from the FAA; WHEREAS, it has been determined that competition with the private sector for provision of such services is minimal; the proposed activity will advance the FAA's mission; and the FAA has a unique capability that will be of benefit to the Sponsor while helping to advance the agency's mission; WHEREAS, the authority for the FAA to furnish services to the Sponsor upon a reimbursable payment basis is found in 49 U.S.C. § 106(1)(6) on such terms and conditions as the Administrator may consider necessary; NOW THEREFORE, the FAA and the Sponsor mutually agree as follows: ARTICLE 1. Parties The Parties to this Agreement are the FAA and Monroe County, Florida. ARTICLE 2. Type of Agreement This Agreement is an "other transaction" authorized under 49 U.S.C. § 106(1)(6). It is not intended to be, nor will it be construed as, a partnership, corporation, joint venture or other business organization. ARTICLE 3. Scope This Agreement provides funding for FAA services limited to labor, travel, and expenses required to perform limited technical and /or engineering support, design, and Non - Federal Limited Design and Implementation Reimbursable Agreement V74 Page 1 of 7 Agreement Number AJW -FN- ESA- I7 -SO- 000871 implementation services to support the Sponsor's project identified below. The scope of this Agreement is limited to technical consultation, site visits, feasibility assessments, project planning, scope definition, development of cost estimate(s), review of Sponsor provided design packages, development of FAA design packages, construction oversight, modification, removal, and restoration required to address impacted FAA NAS facilities. No government furnished equipment will be provided under this Agreement. If required, the FAA and the Sponsor will enter into a separate agreement to cover additional work beyond the scope of this Limited Agreement. Therefore, this Agreement is titled: Limited Design and Implementation Reimbursable Agreement for Relocation of the Fish Hook Non - Directional Beacon (NDB) at Key West International Airport This Agreement is in whole or in part funded with funding from an AIP grant [ ] Yes [X ]No. If Yes, the grant date is: [MM /DD /YYYY] and the grant number is: [Grant Number]. If the grant information is not available at the time of agreement execution, the Sponsor will provide the grant information to the FAA when it becomes available. ARTICLE 4. Points of Contact The FAA Eastern Service Area, NAVAIDS Reimbursable Engineering Center will perform the scope of work included in this Agreement. Timothy Burdick is the NAVAIDS Reimbursable Engineering Center Manager and liaison with the Sponsor and can be reached at (404) 305 -7431. This liaison is not authorized to make any commitment, or otherwise obligate the FAA, or authorize any changes which affect the estimated cost, period of performance, or other terms and conditions of this Agreement. 2. FAA Contracting Officer: The execution, modification, and administration of this Agreement must be authorized and accomplished by the Contracting Officer, Gail Edwards who can be reached at (404) 305 -5182. B. Sponsor: Monroe County, Florida Mr. Doug Sposito Director of Project Management Monroe County Engineering 1100 Simonton Street, 2 -216 Key West, FL 33040 (305)- 304 -5025 Cell ARTICLE 5. Reserved ARTICLE 6. Reserved Non - Federal Limited Design and Implementation Reimbursable Agreement V74 Page 2 of 7 Agreement Number AJW -FN- ESA- I7 -SO- 000871 ARTICLE 7. Estimated Costs The fully- loaded estimated FAA cost associated with this Agreement is: DESCRIPTION OF REIMBURSABLE ITEM ESTIMATED COST Labor WB4020 Engineering $ 28,800.00 Labor Subtotal $ 28,800.00 Labor Overhead $ 4,284.30 Total Labor $ 33,084.30 Non -Labor Travel $ 8,246.00 Non -Labor Subtotal $ 8,246.00 Non -Labor Overhead $ 577.22 Total Non -Labor $ 8,823.22 TOTAL ESTIMATED COST $ 41,907.52 ARTICLE 8. Period of Agreement and Effective Date The effective date of this Agreement is the date of the last signature. This Agreement is considered complete when the final invoice is provided to the Sponsor and a refund is sent or payment is received as provided for in Article 9, Section E of this Agreement. Under no circumstances will this Agreement extend 36 months beyond its effective date ARTICLE 9. Reimbursement and Accounting Arrangements A. The Sponsor agrees to prepay the entire estimated cost of the Agreement. The Sponsor will send a copy of the executed Agreement and submit full advance payment in the amount stated in Article 7 to the Accounting Division listed in Section C of this Article. The advance payment will be held as a non - interest bearing deposit. Such advance payment by the Sponsor must be received before the FAA incurs any obligation to implement this Agreement. Upon completion of this Agreement, the Non - Federal Limited Design and Implementation Reimbursable Agreement V74 Page 3 of 7 Agreement Number AJW -FN- ESA- I7 -SO- 000871 final costs will be netted against the advance payment and, as appropriate, a refund or final bill will be sent to the sponsor. Per U.S. Treasury guidelines, refunds under $1.00 will not be processed. Additionally, FAA will not bill the sponsor for amounts less than $1.00. B. The Sponsor certifies that arrangements for sufficient funding have been made to cover the estimated costs of the Agreement. C. The Accounting Division is identified by the FAA as the billing office for this Agreement. The Sponsor will send a copy of the executed Agreement and the full advance payment to the Accounting Division. The sponsor can either mail the payment to the address shown below or submit payment (via check or credit card) electronically via pay.gov. All payments mailed to the FAA must include the Agreement number, Agreement name, Sponsor name, and project location.The mailing address is: FAA Mike Monroney Aeronautical Center Attn: AMK -323, Reimbursable Project Team P.O. Box 25082 Oklahoma City, OK 73125 The overnight mailing address is: FAA Mike Monroney Aeronautical Center Attn: AMK -323, Reimbursable Project Team 6500 S. MacArthur Blvd. Oklahoma City, OK 73169 Telephone: (405) 954 -5659 The Sponsor hereby identifies the office to which the FAA will render bills for the project costs incurred as: Monroe County, Florida Attn: Mr. Doug Sposito Director of Project Management Monroe County Engineering 1100 Simonton Street, 2 -216 Key West, FL 33040 (305) 292 -4416 D. The FAA will provide a quarterly Statement of Account of costs incurred against the advance payment. E. The cost estimates contained in Article 7 are expected to be the maximum costs associated with this Agreement, but may be modified to recover the FAA's actual costs. If during the course of this Agreement actual costs are expected to exceed the estimated costs, the FAA will notify the Sponsor immediately. The FAA will also Non - Federal Limited Design and Implementation Reimbursable Agreement V74 Page 4 of 7 Agreement Number AJW -FN- ESA- I7 -SO- 000871 provide the Sponsor a modification to the Agreement which includes the FAA's additional costs. The Sponsor agrees to prepay the entire estimated cost of the modification. The Sponsor will send a copy of the executed modification to the Agreement to the FAA -Mike Monroney Aeronautical Center with the additional advance payment. Work identified in the modification cannot start until receipt of the additional advance payment. In addition, in the event that a contractor performing work pursuant to the scope of this Agreement brings a claim against the FAA and the FAA incurs additional costs as a result of the claim, the Sponsor agrees to reimburse the FAA for the additional costs incurred whether or not a final bill or a refund has been sent. ARTICLE 10. Changes and Modifications Changes and /or modifications to this Agreement will be formalized by an appropriate written modification that will outline in detail the exact nature of the change. Any modification to this Agreement will be executed in writing and signed by the authorized representative of each party. The parties signing this Agreement and any subsequent modification(s) represent that each has the authority to execute the same on behalf of their respective organizations. No oral statement by any person will be interpreted as modifying or otherwise affecting the terms of the Agreement. Any party to this Agreement may request that it be modified, whereupon the parties will consult to consider such modifications. ARTICLE 11. Termination In addition to any other termination rights provided by this Agreement, either party may terminate this Agreement at any time prior to its expiration date, with or without cause, and without incurring any liability or obligation to the terminated party other than payment of amounts due and owing and performance of obligations accrued, in each case on or prior to the termination date, by giving the other party at least thirty (30) days prior written notice of termination. Payment of amounts due and owing may include all costs reimbursable under this Agreement, not previously paid, for the performance of this Agreement before the effective date of the termination; the total cost of terminating and settling contracts entered into by the FAA for the purpose of this Agreement; and any other costs necessary to terminate this Agreement. Upon receipt of a notice of termination, the receiving party will take immediate steps to stop the accrual of any additional obligations which might require payment. All funds due after termination will be netted against the advance payment and, as appropriate, a refund or bill will be issued. ARTICLE 12. Order of Precedence If attachments are included in this Agreement and in the event of any inconsistency between the attachments and the terms of this Agreement, the inconsistency will be resolved by giving preference in the following order: Non - Federal Limited Design and Implementation Reimbursable Agreement V74 Page 5 of 7 Agreement Number AJW -FN- ESA- I7 -SO- 000871 A. This Agreement B. The attachments ARTICLE 13. Legal Authority This Agreement is entered into under the authority of 49 U.S.C. § 106(1)(6), which authorizes the Administrator of the FAA to enter into and perform such contracts, leases, cooperative agreements and other transactions as may be necessary to carry out the functions of the Administrator and the Administration on such terms and conditions as the Administrator may consider appropriate. Nothing in this Agreement will be construed as incorporating by reference or implication any provision of Federal acquisition law or regulation. ARTICLE 14. Disputes Where possible, disputes will be resolved by informal discussion between the parties. In the event the parties are unable to resolve any dispute through good faith negotiations, the dispute will be resolved by alternative dispute resolution using a method to be agreed upon by the parties. The outcome of the alternative dispute resolution will be final unless it is timely appealed to the Administrator, whose decision is not subject to further administrative review and, to the extent permitted by law, is final and binding (see 49 U.S.C. § 46110). ARTICLE 15. Reserved ARTICLE 16. Insurance The Sponsor will arrange by insurance or otherwise for the full protection of itself from and against all liability to third parties arising out of, or related to, its performance of this Agreement. The FAA assumes no liability under this Agreement for any losses arising out of any action or inaction by the Sponsor, its employees, or contractors, or any third party acting on its behalf. ARTICLE 17. Limitation of Liability To the extent permitted by law, the Sponsor agrees to indemnify and hold harmless the FAA, its officers, agents and employees from all causes of action, suits or claims arising out of the work performed under this Agreement. However, to the extent that such claim is determined to have arisen from the act or omission by an officer, agent, or employee of the FAA acting within the scope of his or her employment, this hold harmless obligation will not apply and the provisions of the Federal Tort Claims Act, 28 U.S.C. § 2671, et seq., will control. The FAA assumes no liability for any losses arising out of any action or inaction by the Sponsor, its employees, or contractors, or any third party acting on its behalf. In no event will the FAA be liable for claims for consequential, punitive, special and incidental damages, claims for lost profits, or other indirect damages. Non - Federal Limited Design and Implementation Reimbursable Agreement V74 Page 6 of 7 Agreement Number AJW -FN- ESA- I7 -SO- 000871 ARTICLE 18. Civil Rights Act The Sponsor will comply with Title VI of the Civil Rights Act of 1964 relating to nondiscrimination in federally assisted programs. ARTICLE 19. Protection of Information The parties agree that they will take appropriate measures to identify and protect proprietary, privileged, or otherwise confidential information that may come into their possession as a result of this Agreement. ARTICLE 20. Security In the event that the security office determines that the security requirements under FAA Order 1600.72A applies to work under this Agreement, the FAA is responsible for ensuring that security requirements, including compliance with AMS clause 3.14 -2, Contractor Personnel Suitability Requirements are met. ARTICLE 21. Entire Agreement This document is the entire Agreement of the parties, who accept the terms of this Agreement as shown by their signatures below. In the event the parties duly execute any modification to this Agreement, the terms of such modification will supersede the terms of this Agreement to the extent of any inconsistency. Each party acknowledges participation in the negotiations and drafting of this Agreement and any modifications thereto, and, accordingly, that this Agreement will not be construed more stringently against one party than against the other. If this Agreement is not executed by the Sponsor within 120 calendar days after the FAA transmits it to the Sponsor, the terms contained and set forth in this Agreement shall be null and void. AGREED: FEDERAL AVIATION MONROE COUNTY, FLORIDA ADMINISTRATION SIGNATURE NAME SIGNATURE NAME TITLE Contracting Officer TITLE DATE DATE Non - Federal Limited Design and Implementation Reimbursable Agreement V74 Page 7 of 7 a b ATO - Eastern Service Center U.S, Department 1701 Columbia Avenue College Park, GA 30337 of Transportation Se Federal Aviation tit Administration leer - onic all November 2, 2016 Monroe County, Florida Mr. Doug Sposito, Director of Project Management Monroe County Engineering 1 100 Simonton Street, 2 -216 Key West, FL 33040 Dear Mr. Sposito: Attached is Reimbursable Agreement: A AJW -FN- ESA- 17 -SO- 000871: "Limited Design and Implementation Reimbursable Agreement for Relocation of the Fish Hook Non - Directional Beacon (NDB) at Key West International Airport." Please choose one from the following options for your signature: Option 1: Sign with electronic signature per industry standards and e-mail agreement back to erek. ugly �= f,go Option 2: Print, sign, and email the agreement to k.Ao u gh&si .', L.� Option 3: Print, sign, and return a hard copy via mail to the following address: FAA ATO - Eastern Service Center Attn: Derek Hughes, AJV -E34 1701 Columbia Avenue College Park, GA 30337 (404) 305 -7324 Do not send payment at this time. Once the agreements have been signed by the FAA Contracting Officer we will send instructions for final processing of payment. In order to update our project schedules and align resources, please provide this office an updated project schedule as soon as possible. Keep in mind that FAA personnel cannot be engaged in project development and/or implementation activities until after the agreement is executed, funded, and processed through the FAA financial system. If you have any questions or concerns, please contact Derek Hughes at (404) 305 -7324. Sincerely, JOHN H CA R RA H E R Digitally signed by JOHN H Date: 2016.11 02 1 0:226:29 04 A ORAHER John Carraher Acting Manager, NAS Planning and Integration - AJV -E34 Eastern Service Center