Item F46r� BOARD OF COUNTY COMMISSIONERS
County of M onroe A Mayor Heather Carruthers, District 3
Mayor Pro Tem George Neugent, District 2
Ile Florida Keys ) �i� (� Danny L. Kolhage, District 1
David Rice, District 4
Sylvia J. Murphy, District 5
County Commission Meeting
November 22, 2016
Agenda Item Number: F.46
Agenda Item Summary #2374
BULK ITEM: Yes DEPARTMENT: Project Management / Facilities
TIME APPROXIMATE: STAFF CONTACT: Cary Knight (305) 292 -4527
none
AGENDA ITEM WORDING: Approval of a Task Order for Amec Foster Wheeler to provide a
Facility Assessment Report for the Harvey Government Center, funded in the one -cent infrastructure
fund. A full Facility Condition Assessment (FCA) may cost up to $106,463.00.
ITEM BACKGROUND: The Harvey Government Center (Old Truman and Division School) was
found structurally deficient in 1989 during a structural integrity analysis which resulted in a 1996 -97
construction project that saved the structure. That work is now approaching twenty years in age; an
analysis is required to determine the current integrity of the building.
PREVIOUS RELEVANT BOCC ACTION: In the late 80's, the BOCC approved saving the
Truman School. In 1996, a construction project was approved to save the school and create the
Harvey Government Center.
CONTRACT /AGREEMENT CHANGES:
New Task Order
STAFF RECOMMENDATION: Staff Recommends Approval
DOCUMENTATION:
Task Order Harvey Gov Ctr
FINANCIAL IMPACT:
Effective Date: November 22, 2106
Expiration Date:
Total Dollar Value of Contract: $106,463.00
Total Cost to County: $106,463.00
Current Year Portion: 100%
Budgeted: Yes
Source of Funds:
CPI:
Indirect Costs:
Estimated Ongoing Costs Not Included in above dollar amounts:
Revenue Producing: No
Grant: No
County Match:
Insurance Required:
Additional Details:
If yes, amount:
Fund 304 24000 - 560620- CG1520
11/22/16 304 -24000 - GEN GOVT CAP PROJECTS
CG1520
h]W TA1 IH11."
$106,463.00
Ann Mytnik
Completed
11/07/2016 1:56 PM
Doug Sposito
Completed
11/07/2016 2:08 PM
Patricia Eables
Completed
11/07/2016 3:28 PM
Budget and Finance
Completed
11/07/2016 3:58 PM
Maria Slavik
Completed
11/08/2016 8:01 AM
Kathy Peters
Completed
11/08/2016 11:43 AM
Board of County Commissioners
Pending
11/22/2016 9:00 AM
ASSESSMENT
In accordance with the Consultant Agreement for Professional Architectural and
Engineering Services made and entered on the 18`" day of March, 2015 between
MONROE COUNTY, hereinafter referred to as the "County" and AMEC FOSTER
WHEELER ENVIRONMENT & INFRASTRUCTURE, INC., hereinafter referred to
as "Consultant" where professional services are allowed if construction costs do not
exceed $2,000,000.00, or for study activity if the fee for professional services for each
individual study under the contract does not exceed $200,000.00 ( "Agreement').
All terms and conditions of the Agreement apply to this Task Order, unless the Task
Order modifies an Article of the Agreement of which will be specifically referenced in
this Task Order and the modification shall be precisely described. These additions apply
only to the project referenced in this Task Order.
This Task Order is effective on the 20 day of July, 2016.
The County wishes to engage the Consultant to conduct a Facility Condition Assessment
(FCA) at the Harvey Government Center in Key West, Florida, to determine the current
physical condition and the life cycle of the property and the facility.
A) In accordance with Article II SCOPE OF BASIC SERVICES of the Agreement,
the scope of services for this Task Order is as follows:
The FCA Services provided shall determine the current physical condition and the life
cycle of the Harvey Government Center buildings and facilities. These services shall also
document all activities in detailed reports that shall provide baseline data, benchmarks
and metrics by which Monroe County can effectively plan and execute highly efficient
and cost effective:
1. Executive Management (capital funding, strategic planning, risk analysis).
2. Fiscal Planning (budget projections, scenarios planning, facility disposal).
3. Facility Management (condition management, project planning, needs
prioritization).
The Consultant supplying the FCA Service must provide the following.
Evaluate all existing documentation and records from previous evaluations and
improvements to provide conclusions of the efficiency of the prior repairs.
Harvey Government Center Facility Condition Assessment 1
1. Facility Condition Assessments
1.1 The FCA shall include inspections and accurate analysis of all visible
components and elements of the designated property and facility. The
results of the FCA shall be detailed in a Facility Condition Assessment
Report (FCAR). The processes for both, the FCA and FCAR shall be in
accordance with the standards and practices as identified by IFMA and
ASTM- E2018 -08. Selective destructive investigations may be authorized
in writing by Monroe County Project Management if there is evidence of
hidden defects.
1.2 The FCA shall at a minimum:
a) Capture and record certain physical building characteristics and
information as identified by Monroe County Project Management.
b) Identify the current physical condition of each component or element and
any deficiencies.
c) Identify maintenance projects for the individual properties and facilities
required to return the property and facility assets to functionality or to a
minimum standard condition in order to preserve asset value.
d) Identify all code and all regulatory violations and all deficiencies.
e) Recommend corrective action for all violations and all deficiencies.
f) Prioritize capital repair projects.
g) Estimate the cost to correct, improve or reduce further deterioration of the
physical assets.
h) Identify corrective measures required to ensure that the facility operates as
designed.
i) Collect data from inspections and document the results.
1.3 Major components of the FCA shall include all of the following unless
not applicable:
j) Site work (utilities, roads, parking, paving, sidewalks, pavers, signage,
fencing, irrigation, storm water, retaining walls, sanitary sewer /drainage
systems, erosion control, landscaping, lighting systems, etc.).
k) Site Amenities (playgrounds, athletic courts, gazebos, swimming pools)
1) Building Structure (foundations, structural joists, decking, columns and
supports)
m) Building Exterior (roofs, roofing structures, balconies, breeze -ways, stairs,
exterior walls, exterior windows, doors, & hardware)
n) Building Interior (finishes, floors, ceilings, walls, casework, fixtures,
doors and hardware)
o) Vertical Transportation (stairs, escalators, passenger and freight elevators)
Harvey Government Center Facility Condition Assessment 2
p) Mechanical (heating, ventilation and air conditioning, vents, ductwork,
piping, boilers, pumps)
q) Plumbing (domestic water and sanitary systems, piping, plumbing
fixtures)
r) Energy Management (temperature control and monitoring)
s) Electrical (power, lighting, emergency generators systems)
t) IT Network Plan (voice, data, & wireless network)
u) Fire /Life Safety (fire alarm, fire protection/suppression systems)
v) Security Systems (intrusion alarms, motion detectors, door locks, access
control, CCTV)
w) ADA (ingress /egress, handicapped accessibility, compatibility)
x) Environmental /Health (hazardous materials, air quality, water, noise, etc.)
y) Compliance with Codes & Regulations (federal, state, local, ANSI,
ASHRAE, EPA, etc.)
z) Sustainability (review of facilities sustainability practices)
aa) Destructive Testing, coring of the structural components conducted in a
manner so as to prevent damaging the exterior EFIS in accordance with
ASTM C42, coring sample locations must be patched to match existing
surface.
1.4 The FCA shall categorize each cited deficiencies within one of the
following five (5) classifications according to the definition provided
below:
a) Building Adaptation: Expenditures required to adapt the building to
evolving changing standards. These are expenditures that are in addition to
normal maintenance. Examples include: compliance with changing codes
(e.g., handicapped accessibility) and improvements occasioned by the
adoption of modern technology (e.g., the use of personal computer
networks).
b) Routine Maintenance: Means the day -to -day efforts to control
deterioration of facilities (keep up expenses) through scheduled repetitive
activities (e.g. cleaning), periodic scheduled work (e.g., inspections and
equipment adjustments) and minor repairs made on an as- needed basis.
c) Deferred Maintenance: Refers to expenditures for repairs which were not
accomplished as a part of normal maintenance or capital repair which have
accumulated to the point that facility deterioration is evident and could
impair the proper functioning of the facility. Costs estimated for deferred
maintenance projects should include compliance with applicable codes
even if such compliance requires expenditures additional to those essential
to affect needed repairs. Deferred maintenance projects represent catch up
expenses.
Harvey Government Center Facility Condition Assessment
d) Capital Renewal: Not a, b, or c above, but regular, customary and
anticipated major repairs or the replacement/rebuilding of major facility
components (e.g., roof replacement at the end of its normal useful life is
capital repair; roof replacement several years after its normal useful life is
deferred maintenance). These repairs are typically capitalized and
included in depreciation schedules according to Generally Accepted
Accounting Principles (GAAP).
e) Defects: Due to design or construction issues.
1.5 The FCA shall prioritize all cited deficiencies by Priority Class. The five
(5) Priority Classes are defined as follows:
• Priority 1 - Currently Critical (Immediate) - Items in this category
require immediate action.
• Priority 2 - Potentially Critical (Year One) - Items in this category,
if not corrected expeditiously, will become critical within a year.
• Priority 3 - Necessary - Not Yet Critical (Years Two - Five) -
Items in this category include conditions requiring prompt
attention.
• Priority 4 - Recommended (Years Six - Nine) - Items in this
category represent a sensible improvement to existing conditions.
• Priority 5 - Recommended (Ten Years or Beyond) - Items in this
category represent an economic payback.
1.6 The FCA shall be performed by a team of individuals or experts
(engineers, consultants, technicians, etc.) with professional credentials and
experience in performing facilities condition assessments, having a high level of
technical knowledge and specialized skills to inspect, evaluate and document the
condition of structural and system components or elements of the properties
assigned.
The Consultant shall affirm the credentials of each individual or expert
performing the work and provide documentation of those credentials to Monroe
County Project Management prior to performance of the work.
2.0 Facilities Condition Assessment Report
The FCAR shall be thorough, detailed documentation of all activities completed
during the performance of the FCA. The FCAR shall provide valuable and useful
information, data and metrics on all inspected elements that can assist Monroe
County Project Management in establishing baseline data, best practices and
determining future maintenance and operations funds for the next five years or
replacement alternatives.
Harvey Government Center Facility Condition Assessment
2.1 The following is a list of informational items to be included in the FCAR.
This list is not all inclusive but indicates the minimal information to be
provided in the FCAR:
1. Executive Summary:
General information providing descriptions of property or facility,
purpose and scope of the work, type of assessments, overall
conditions, corrective actions, estimated costs, recommendations
and analyses for short and long term replacement of deficient
items.
2. Description:
Provide specific information about FCA that must include the
following information:
a. Unique title and project number.
b. Project description.
C. Location.
d. Building size (sf).
e. Building age.
f. Project priority classification.
g. Building System Category (Site, Exterior Structure, etc.).
h. Specific Building Code violation or application.
i. Specific project extent (floor wide, item only, etc.).
3. Classifications:
Label the Class, type or level of the FCA being performed.
4. Team:
Provide a list of professionals that performed the FCA, including
names, position, contact information, profile, credentials and
certifications.
5. Summary & Analysis:
Provide detailed information on all inspected areas, structural and
system components including at a minimum the following:
a. Identification of the existing conditions and all deficiencies
of all inspected elements.
b. Rank and priority of all cited deficiencies by severity and
anticipated life cycle.
C. Recommendations for corrective action for any deficiencies
found.
d. Cost estimates for corrective action of any deficiencies
found. Cost estimates shall include the following
information:
Harvey Government Center Facility Condition Assessment
1) Labor man -hours to correct the deficiency.
2) Labor unit cost.
3) Total labor cost.
4) Material cost.
5) Overhead and profit costs.
6) Total cost to correct each line item of deficiency.
7) Total cost of correction for the facility or surface area.
e. Replacement schedule that identifies and prioritizes
immediate and future replacement needs for all structural
and system components.
f. Lifecycle data and Lifecycle Cost Model.
g. Facility Condition Index (FCI) including comparisons to
other similar institutions.
h. Current Replacement Value (CRV) or costs.
i. Facility Replacement Cost (FRC).
j. Total Facility demolition costs
k. Exhibits and Supporting Documentation (photographs,
drawings, logs, charts, tables, formulas).
2.2 The FCAR must identify all national and local code deficiencies. Each
cited deficiency must identify the particular code /chapter /section of the
building standard being violated.
2.3 Consultant must include review of supporting drawings and
documentation regarding the past repairs and upgrades to the building noting
details that may not be uncovered by demolition of the existing building fagade.
Consultant will observe the type and general condition of the building envelope
and visible structural systems to identify visible defects, which might suggest
significant structural or foundation problems. Consultant shall observe the
building envelope including facades or curtain wall system, exterior sealants,
exterior balconies, entry doors, overhead doors, and windows. If readily
accessible, the interior finishes will also be observed for evidence of significant
moisture infiltration. Observations will be made from grade, accessible balconies,
accessible roofs, or accessible representative interior areas, or a combination
thereof. A ground penetrating radar (GPR) will be utilized to locate
reinforcement steel prior to coring the existing structure. The cores will be
measured, prepared and capped in accordance with ASTM C42.
Consultant's fee for the above described services will be $28,281.00. At the County's
direction in writing, Consultant may proceed with remaining services for the full FCA for
a fee of $78,182.00. Fees for services include labor and expenses including travel costs
and expendable supplies. Consultant shall bill the County on a monthly basis describing
the services performed and percentage completed.
Harvey Government Center Facility Condition Assessment 6
Q All other terms and conditions of this Task Order shall be in accordance with the
Agreement dated March 18, 2015.
IN WITNESS WHEREOF, each party caused this Task Order to be executed by its duly
authorized representative.
(SEAL)
Attest: AMY HEAVILIN, CPA, CLERK
M_
BOARD OF COUNTY
COMMISSIONERS OF
MONROE COUNTY, FLORIDA
M
Mayor/Chairman
CONSULTANT
AMEC FOSTEWHEELER ENVIRONMENT & INFRASTRUCTURE, INC.
By: _
Print
Tit:
Date:
On this I day of A�) , tom ! a 2016, before.---me, - - —the
undersigned notary p6blic, personally appeare , I � Tmph-e - 2 (Cn -
own to me to
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be the person whose name is subscribed above, or who roduced as 11-1
identification, and acknowledged that he/she is the person who executed the above Task
Order, for the purposes therein contained.
• 1W • @W U "0 79, =A
A�R• V,�p AS TO FORM
Harvey Government Center Facility Condition Assessment 7
STATE OF FLORIDA
COUNTY OF i A