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PSO 01 PFC Planning Services �(CO RTQ X 11 ° Kevin Madok, CPA Clerk of the Circuit Court & Comptroller Monroe County, Florida DATE: August 3, 2018 TO: Beth Leto, Airports Business Manager FROM: Pamela G. Hanc .C. SUBJECT: July 18 BOCC Meeting Attached are electronic copies of the following items for your handling: C3 Change Order 17 with OAC Action Construction Corp., increasing contract amount by $4,992.68 for the Key West Airport Customs Facility Phase II Project, funded 50% by FDOT grant AQH 10 and 50% Fund 404 Operating. C4 KWBTS Association Noise Insulation Program (NIP) Agreement with Key West By The Sea Association, Inc., regarding use of Association's common space for storage and equipment staging during the NIP construction project. C18 Change Orders 18 and 21 with OAC Action Construction Corp., increasing contract amount by $4,359.73 and contract time by 30 days for the Key West Airport Customs Facility Phase TI project, funded 50% by FDOT grant AQH10 and 50% Airport Operating Fund 404. C22 Task Order No. 01 with Ricondo & Associates, Inc. for Passenger Facility Charge (PFC) Planning Services - PFC Application No. 18, in the amount of $56,646.00, to be funded 50% FDOT Grant ($28,323.00) and 50% PFC Fund 406 ($28,323.00). Should you have any questions, please feel free to contact me at ext. 3130. Thank you. cc: County Attorney Finance File KEY WEST MARATHON PLANTATION KEY PK/ROTH BUILDING 500 Whitehead Street 3117 Overseas Highway 88820 Overseas Highway 50 High Point Road Key West, Florida 33040 Marathon, Florida 33050 Plantation Key, Florida 33070 Plantation Key, Florida 33070 305 - 294 -4641 305 - 289 -6027 305 - 852 -7145 305 - 852 -7145 MASTER AGREEMENT FOR PROFESSIONAL SERVICES TASK ORDER FORM Effective Date July 18, 2018 Task Order No. 01 Client Project No. 18 -07 -1070 Engineer Project No. 404 - 630187 - 530490- GAKD135- 530310 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 Ricondo & Associates, Inc. ( "Consultant "), dated February 15, 2017 ( "Agreement "). The Agreement is incorporated herein and forms an integral part of this Task Order. Services Authorized: PFC Planning Services – PFC Application No. 18 Client authorizes Consultant to perform the Services described in Exhibits A and B attached hereto and incorporated herein. Pricing X Firm Fixed Price of $ 56,646.00 N/A Other (Describe): IR E u p �A7 r•- - o .. t c F: • F ORM Schedule ,,, J. MERCADO Services may commence on Execution Cou A �(3 // u = , ; ,` Qa -: '.,y ease by February 14, 2020 . % / A? / CA F ° ., BOARD OF COUNTY Co. MISSIONERS i ' + ADOK, OFMONROE, o;j d . : -•IDA �rNe ANaoo* co r By a L... Mayor /Chairman .. 't `-'�- CONSULTANT: :care Ricondo & Associates, Inc. Li- • w ui 7 A C c1 CD LOC) '- ?,= -A . o S5 U.... �co O - 3 �n/1�L �,,/ P Witness / � !/� ._ Title Vice President g -h 7(//2 :1�, - MONROE COUNTY - KEY WEST INTERNATIONAL AIRPORT & FLORIDA KEYS MARATHON AIRPORT Exhibit A Scope of Work for PFC Planning Services PFC Application No. 18 1.1 SCOPE OF WORK Ricondo and Associates, Inc. (Ricondo) has prepared the following scope of work to assist the County of Monroe (the County) with Passenger Facility Charge (PFC) planning services for the development and submission to the Federal Aviation Administration (FAA) of a notice of intent (for non -hub airports) to impose a PFC at Key West International Airport (EYW) and to use PFC revenue at EYW and Florida Keys Marathon Airport (MTH), collectively referred to as the Airport System. Jacobs Engineering Group (Jacobs) will serve as a subconsultant to Ricondo for this task. Jacobs detailed scope of work and budget is presented separately in Exhibit B. In general, this task will include development of a PFC strategy, preparation for and participation in any required meetings with the FAA; development of the necessary documentation for the airline consultation meeting and public notice; participation in the airline consultation meeting; preparation of all documentation for the submittal of the notice of intent; preparation of any follow up information required by the FAA; and preparation of the final notification to the airlines upon approval by the FAA. Ricondo would provide the following services: • Develop PFC Strategy. Ricondo will meet with County staff via teleconference at the start of the assignment to gather data, discuss approach, review and discuss available data and confirm schedule. After the meeting, Ricondo will coordinate with the County and Jacobs, as necessary, to finalize the projects to be included in the notice of intent. • Prepare a Draft Notice of Intent. Ricondo will prepare a draft of relevant information to be included in the notice of intent for review by the FAA to offer preliminary feedback on the eligibility of each project and the completeness of the draft notice of intent. While the FAA's feedback is not binding, it will provide the County with a preliminary indication of the FAA's acknowledgement and approval of the notice of intent after its formal review. Ricondo will join County staff in a meeting with FAA ADO staff via teleconference to discuss the results of the FAA's preliminary review. The draft notice of intent will include a preliminary Attachment H and other relevant information to allow the FAA to conduct a comprehensive review and to acknowledge that all criteria and procedures are being met or are being planned for. Ricondo will assist the County in developing the project descriptions as well as the justification, objective, cost detail and any other supporting documentation required. Ricondo will assist with the preparation of any additional documentation necessary for the FAA's consideration resulting from the initial meeting with FAA ADO staff. PFC Planning Services — PFC Application No. 18 June 28, 2018 Scope of Work [1] • r MONROE COUNTY - KEY WEST INTERNATIONAL AIRPORT & FLORIDA KEYS MARATHON AIRPORT • Airline Consultation and Public Notice. Ricondo will prepare the required consultation notice for distribution to the airlines and the public notice required to be posted on the County's website. Ricondo will attend and, if requested, direct a PFC airline consultation meeting at EYW and ensure that the proper procedures are undertaken and documented. • Submit Notice of Intent. Ricondo will finalize the notice of intent, which will include incorporating and responding to any airline comments, if applicable. Ricondo will submit the original and required copies of the notice of intent to the FAA. Once acknowledgement of the notice of intent is received from the FAA, Ricondo will notify the airlines as required. • Meetings. This project is expected to include one in- person meeting with two Ricondo staff at EYW for the PFC airline consultation meeting. 1.2 SCHEDULE It is anticipated that the scope of work and schedule would be undertaken within approximately seven months and will be concluded by January 2019, which includes submission of the final notice of intent in December 2018. A proposed timeline is shown below; however, a delay in any task could delay subsequent tasks. PFC PROCESS STEPS ESTIMATED DATES • Develop PFC strategy teleconference with County July 2018 Internal planning and coordination July 2018 - August 2018 ' 'Prepare draft notice of intent and submit to FAA for review . - - August 2018' Discuss draft notice of intent with FAA via teleconference 2 September 2018 Draft and mail airline, consultation letter 3 a October 2018 Prepare meeting materials November 2018 Conduct airline consultation meeting November 2018,'' Prepare and post public notice November 2018 • Airline and public comment period ends; Prepare responses (if applicable) s December 2018 Finalize and submit notice of intent to FAA December 2018 1 Draft notice of intent to include FAA Form 5500 -1, Attachment H (including cost estimates and other exhibits), and other supporting information as needed. 2 Assumes FAA will take one month to review notice of intent and provide feedback. Any variation in this time estimate could accelerate or delay the proposed timeline. 3 Letter must be mailed 30 to 45 days prior to the airline consultation meeting date, as required in the PFC Regulations (14 CFR § 158.23). ' Airline consultation letter will incorporate FAA feedback. 5 Airline comment period and public notice comment period are 30 days, as required in the PFC Regulations (14 CFR § 158.23 and 14 CFR § 158.24). PFC Planning Services — PFC Application No. 18 June 28, 2018 Scope of Work [2] MONROE COUNTY - KEY WEST INTERNATIONAL AIRPORT & FLORIDA KEYS MARATHON AIRPORT PFC PROCESS STEPS ESTIMATED DATES FAA will acknowledge notice of intent within 30 -days 6 January 2019 Airline Notification January 2019 1.3 BUDGET The budget for the scope of services is depicted in the attached Table 1. As shown, this task will be performed for a lump sum of $56,646, including expenses. This lump sum includes both labor and expenses of $47,366 for Ricondo and $9,280 for Jacobs. See Exhibit B for the detailed scope of work and budget for Jacobs. e The FAA acknowledgment may include concurrence with all proposed projects, may object to some or all proposed projects, or may object to the notice of intent in its entirety. PFC Planning Services — PFC Application No. 18 June 28, 2018 Scope of Work [3] Table 1 Lahar/Fee Estimate Summary PFC Planning Services for the County of Monroe - Key West International Airport & Florida Keys Marathon Airport Labor Estimate (Hours) Fee Estimate (5) Managing Technical Task Description Officer Consultant Support Total Labor Expenses Total 10 ' Prepare Airline Consultation, Public Notice & Draft Notice of Intent - 20 , • :80 - - • 0 100 _ I -5 75,940 $ •, - $ 25,940 1.1 Develop PFC Strategy & Client Coordination 4 8 12 $ 3,268 $ - $ 3,268 1.2 Prepare Draft Notice of Intent & Submit to FAA 8 32 40 $ 10,376 $ - $ 10,376 1.3 Prepare for Preliminary Meeting with FM 2 4 6 $ 1,634 $ - $ 1,634 1.4 Address FM Comments 2 8 10 $ 2,594 $ - $ 2,594 1.5 Draft Airline Notification 1 8 9 $ 2257 $ - $ 2,257 1.6 Prepare Airline Consultation Mailing 1 4 5 $ 1,297 $ - $ 1,297 1.7 Prepare Meeting Materials 1 4 5 $ 1.297 $ - $ 1,297 1.8 Prepare Public Notice 4 4 $ 960 $ - $ 960 1.9 Develop Tables 1 8 9 $ 2,257 $ - $ 2,257 • =.2.0 .Submit Notice of Intent .• ., . . `, • , • ' • .. 2.1 Finalize Notice of Intent 2 20 22 $ 5,474 $ - $ 5,474 2.2 Coordinate with County for Submittal 1 8 9 $ 2,257 $ - $ 2,257 2.3 Compile and Submit Notice of Intent to FAA 1 10 4 15 $ 3,117 $ - $ 3,117 3.1 Develop PFC Strategy Teleconference with County 2 2 , 4 $ 1,154 $ - $ 1,154 3.2 Teleconference with FAA 4 4 8 $ 2,308 $ - $ 2,308 3.3 Airline Consultation Meeting' 8 8 16 $ 4,616 $ 2,500 $ 7,116 - Subtotal Ricondo - - - -.. 38 -132. , 4 .:174 ' $ . 44,866 $ '''. • 2,500 .. $ • . 47,366 i 4.0 $ubconsultant Efforts, - - , . . •• - -' .. - _ - - , '5 8,088: $ 1,192 - $ '9,280; 4.1 PFC Planning Support ` $ 8,088 $ 1,192 $ 9,280 - . Subtotal Jacobs . . , . , • - . - - 5 .. 8,088 '$ ' 1,192 $ - 9,280 - - Grand fatal - $ - 52,954 $ 3,692 $ ' - 56,646. NOTE ,1/ Includes one in -person meeting with two Ricondo staff. 2/ See Exhibit B for the detailed scope of work and budget for Jacobs. 1 Source: Ricondo & Associates, Inc, lune 2018. • Exhibit B — Scope of Work (6/28/2018) Monroe County - Airports Support the Development of PFC Application No. 18 Background As part of the Ricondo Team to submit a PFC Application on behalf of Monroe County Jacobs will provide the following services. • Provide descriptions of PFC Projects • Coordination with Ricondo & Associates and Monroe County • Provide Cost Estimates • Provide Updated CIP for Key West International Airport and The Florida Keys Marathon International Airport. • Attend Airline Consultation Meeting. • Review PFC Application and Provide Comments • Address FAA Comments Assumptions: 1. Any cost estimates provided by Jacobs will be in a basis of experience and judgement. Since consultant has no control over market conditions or bidding procedures, Jacobs does not warrant that bids or ultimate construction costs will not vary from these cost estimates. 2. The PFC Application will be limited to the following projects: Key West International Airport • Construction of New Chillers. This is a continuation from the design project that was approved in application No. 17 • Construction of Rest Rooms and Pet Relief. This is a continuation from the design project that was approved in application No. 17. • Design and Construction of Faraldo Circle Re- Alignment and Curbside Improvements — 10% Portion of this AIP funded project. • Replace Beacon — 100% PFC • Taxiway A Rehab and Construction — 10% match for future AIP funded project • Customs Expansion MTH • Environmental Permitting — 10% Portion of this AIP funded project. Services for all of the tasks listed will be provided under a lump sum basis. JACOBS JACOBS ENGINEERING GROUP JOB HOUR AND FEE ESTIMATE Monroe County Airport: Project: PFC Planning Support FEE SUMMARY BASIC SERVICES Hours Fee DBE AMOUNT Article B: PFC Planning Support 42 $ 9,280 (Total Basic Services Lump Sum Fee 42 $ 9,280 SUBCONSULTANT SERV ICES Hours Fee $ - $ 'Total Subconsultant Services Lump Sum Fee 0 $ - $ - ITOTAL LUMP SUM PROJECT FEE - 42 $ 9,280 $ - DBE Percentage 0.00% 1 of 2 JACOBS ENGINEERING GROUP JOB HOUR AND FEE ESTIMATE Monroe County Airport: Key West International Airport Project: PFC Planning Support Article B: PFC Planning Support - Proj. Sr. - -Sr.'" e Project Sr.CADD _ Director Manager Engineer :Engineer Engineer Designer Tech . Clerical TOTAL I Provide descriptions of PFC Projects 8 8 2 Coordination with Ricondo and Monroe County 2 2 3 Provide Cost Estimates 2 12 14 4 Provide Updated CIP's 2 2 5 Attend Airline Consultation Meeting 10 10 6 Review PFC Application and Provide Comments 4 4 7 Address FAA Comments 2 2 TOTAL HOURS 30 12 0 0 0 0 0 0 42 RATE $ 200.00 $ 174.00 $ 147.00 $ 112.00 $ 93.00 $ 76.00 $ 101.00 $ 54.00 PAYROLL ESTIMATE $ 6,000 $ 2,088 $ - $ - $ - $ - $ - $ - $ 8,088 TOTAL PAYROLL FEE $ 8,088 $ - Subconsultants $ - $ - Expenses $ 1,192 $ - Cost Plus Fee Total $ 9,280 Task Ez nenses I TOTAL FEE $ 9,280 I Airfare (1 RT @ $700/RT) $ 700 Lodging and Meals Per Diem (1 visits @ $278 /visit) $ 278 Miscellaneous $ 214 Total Expenses $ 1,192 • 2 of 2 177959 ,a► o�® CERTIFICATE OF LIABILITY INSURANCE DATE DIYYYY) 7/27/2018 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER CONTACT R NAME: R osalind Jaffe (A/cNN . Ext): 312 - 766 -2040 FAX No): 610 -537 -1964 USI Insurance Services National, Inc. E-MAIL DSS: Rosalind.Jaffe @usi.com 10 S. Wacker, 17th floor INSURER(S) AFFORDING COVERAGE NAIC # Chicago, IL 60606 INSURERA: Travelers Indemnity Company 25658 INSURED INSURER 8: Charter Oak Fire Insurance Co. 25615 Ricondo & Associates, Inc. INSURER c : Travelers Property Casualty Co of America 25674 20 North Clark St. #1500 INSURER D INSURER E : Chicago IL 60602 INSURER F : COVERAGES CERTIFICATE NUMBER: 13322141 REVISION NUMBER: See below THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. I POLICY EFF POLICY EXP LTR TYPE OF INSURANCE INSD WVD POLICY NUMBER LIMITS A X COMMERCIAL GENERAL LIABILITY X 680- 1H025632 08/01/2018 08/01/2019 EACH OCCURRENCE S 1,000,000 DAMAGE TO RENTED B CLAIMS -MADE X OCCUR X 680 08/01/2018 08/01/2019 PREMISES (Ea occurrence) S 1,000,000 MED EXP (Any one person) S 10,000 C X 680 4H307641 08/01/2018 08/01/2019 PERSONAL BADVINJURY S 1,000,000 GE 'L 660 4H024167 08/01/2018 08/01/2019 GENERAL AGGREGATE 5 2,000,000 C POLICY X JECT LOC PRODUCTS - COMP/OP AGG S 2,000,000 OTHER: S C AUTOMOBILE LIABILITY X BA - 0F162914 0 01/2018 08/01/2019 (EaaccideDtsINGLELIMIT s 1,000,000 X ANY AUTO A Y SK NA GEMEPff BODILY INJURY (Per person) $ OWNED SCHEDULED BODILY INJURY (Per accident) 5 AUTOS ONLY AUTOS X HIRED X NON -OWNED BY .i _ PROPERTY DAMAGE S AUTOS ONLY AUTOS ONLY 1 (Per accident) _ �T �_ l KKKJJJ $ UMBRELLA LIAB " _ OCCUR WAIVER N/� T y YES._ YES._ EACH OCCURRENCE S EXCESS LIAB CLAIMS -MADE AGGREGATE $ . DED RETENTION $ S C ANDE MPLO EMPLOYERS' LIABILITY Y / N UB- 008K116645 08/01/2018 08/01/2019 X STATUTE ER AND EYERS' IILIT 1,000,000 ANYPROPRIETOR /PARTNER /EXECUTIVE E.L. EACH ACCIDENT $ OFFICER/MEMBEREXCLUDED? N / A (Mandatory in NH) E.L. DISEASE - EA EMPLOYEE S 1,000,000 If yes, describe under 1,000,000 DESCRIPTION OF OPERATIONS below E.L. DISEASE - POLICY LIMIT $ DESCRIPTION OF OPERATIONS / LOCATIONS/VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) Additional Insured: Monroe County BOCC and Monroe County When agreed in written contract with the Named Insured, the above are named as additional insured as it relates to general liability and auto liability in accordance with the terms and conditions of the policies. CERTIFICATE HOLDER CANCELLATION Monroe County BOCC SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN 1100 Simonton St. ACCORDANCE WITH THE POLICY PROVISIONS. Key West, FL 33040 AUTHORIZED REPRESENTATIVE 9( The ACORD name and logo are registered marks of ACORD © 1988.2015 ACORD CORPORATION. All rights reserved. ACORD 25 (2016/03)