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Item Q2Q.2 G BOARD OF COUNTY COMMISSIONERS County of Monroe Mayor David Rice, District 4 IleOI1da Keys l'U� Mayor Pro Tem Sylvia J. Murphy, District 5 �pw° Danny L. Kolhage, District I George Neugent, District 2 Heather Carruthers, District 3 County Commission Meeting November 20, 2018 Agenda Item Number: Q2 Agenda Item Summary #4911 BULK ITEM: Yes DEPARTMENT: Sustainability TIME APPROXIMATE: STAFF CONTACT: Rhonda Haag (305) 453-8774 Not applicable AGENDA ITEM WORDING: Approval to enter into a no -cost time extension under Amendment No. 2, to a contract with Michael Baker International, Inc. for professional mobile LiAR elevation, surveying and mapping services for County roads and facilities, retroactive to September 30, 2018. ITEM BACKGROUND: This item approves an extension from September 30, 2018 to December 30, 2018 to complete the mobile LiAR work for County roads. The work was delayed due to the debris deposited on the County roads by Hurricane Irma. All roads and road shoulders must be free of debris to ensure accurate LiAR scanning. In addition, many of the County's road signs were displaced, and needed to be replaced in order to conduct the roadway asset inventory included under the scope of work. The road debris has been cleared and the sign installation is underway, so LiAR work is able to continue in portions of the County. The availability of accurate elevations will enable a number of tasks of interest to the County in the contract, including: • Road elevation data - will help quantify and prioritize road work needed to adapt for Sea Level Rise • Mobile LiAR survey information - to assist with roadway engineering design • Road maintenance • Road drainage analysis • Roadway asset extraction system - to create up a GIS-based road asset management and maintenance system 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 LiAR elevation data mapping needs and preparing a solicitation for LIDAR elevation data collection. 01/17/17: Approval to advertise a solicitation for professional LiAR elevation mapping services. Packet Pg. 1758 Q.2 06/21/17: Approval to negotiate a contract with Michael Baker International, Inc., the highest ranked respondent, for professional mobile LiDAR elevation mapping services for County roads and facilities. If successful negotiations cannot be reached, approval to negotiate a contract with the next highest ranked respondent until successful negotiations is reached. 06/20/17: Approval to negotiate a contract with Michael Baker International, Inc., the highest ranked respondent, for professional mobile LiDAR elevation mapping services for County roads and facilities. If successful negotiations cannot be reached, approval to negotiate a contract with the next highest ranked respondent until successful negotiations is reached. 10/18/17: Approval to enter into a contract with Michael Baker International, Inc. for professional mobile LiDAR elevation, surveying and mapping services for County roads and facilities, including a roadway asset management program, in the amount of $530,886.43, of which $425,000 is budgeted in Sustainability in Fund 102 and $105,886.43 is budgeted in Engineering & Roads in Fund 102. 03/21/18: Approval to enter into a no -cost time extension under Amendment No. 1, to a contract with MBI for professional mobile LiDAR elevation, surveying and mapping services for County roads and facilities. CONTRACT/AGREEMENT CHANGES: Not applicable STAFF RECOMMENDATION: Approval. DOCUMENTATION: LiDAR MBI Amendment No. 2 LiDAR MBI Amendment No. 1 FINANCIAL IMPACT: Effective Date: September 30, 2018 Total Value of Amendment: $0 Total Cost to County: $530,886.43 Current Year Portion: $400,000 Source of Funds: $425,000 Sustainability, CPI: No Indirect Costs: None Expiration Date: December 31, 2018 Total Dollar Value of Contract: $530,886.43 Budgeted: Yes $105,886.43 Roads & Engineering Estimated Ongoing Costs Not Included in above dollar amounts: Maintenance of data Revenue Producing: No If yes, amount: Grant: No Insurance Required: Yes County Match: No Additional Details: Packet Pg. 1759 Q.2 REVIEWED BY: Rhonda Haag Completed Pedro Mercado Completed Budget and Finance Completed Maria Slavik Completed Roman Gastesi Completed Board of County Commissioners Pending Kathy Peters Completed 11/01/2018 9:39 AM 11/05/2018 9:41 AM 11/05/2018 9:58 AM 11/05/2018 10:58 AM 11/05/2018 6:21 PM 11/20/2018 9:00 AM 11/06/2018 8:53 AM Packet Pg. 1760 AMENDMENT NO. 2 TO THAT CONTRACT FOR DEVELOPMENT OF LIDAR ELEVATION DATA BETWEEN AND MICHAEL BAKER INTERNATIONAL, INC. 1111LIF11:4,1LI11111101 I I r- 10 WITNESSETH WHEREAS, the parties entered into an AGREEMENT for mobile UDAR elevation dat2 gathering services; and WHEREAS, Hurricane Irma winds deposited large amounts of debris on the County's roads and roadsides, and destroyed many of the County road signs; and 5 0 WHEREAS, mobile roadside LiDAR services cannot accurately be performed with debris on or near County roads; and WHEREAS, a time extension is needed so that the work that was delayed due to the storm can be completed. A I Lei Mrs 1191 I"==- a 3.1 Except as noted below, this Agreement shall be retroactively extended from September 30, 2018 to December 31, 2018. Section 4. CONTRACT SUM AND PAYMENT TO CONTRACTOR I Packet Pg. 1761 Q.2.a accounting principles and such laws, rules and regulations as may govern Clerk's disbursal of Fs Acceptabilfty to Monroe Countyon o CountyProject Manager will review the request,approval on request and forward it to the Clerk for payment. .,.3 Any extension of this Agreement beyond the term noted in Section 3 is contingerR upon annual appropriation by Monroe heretoIN WITNESS WHEREOF, the parties have caused these presents to be executed on the -- - day of 2018. (SEAL) BOARDI Attest: Kevin Madolk, CLERK OF MONROE COUNTY, FLORIDA — y By.. Deputy uty lerk Mayer David Duce (CORPORATE SEAL) MICHAEL BAKER INTERNATIONAL, . By ........ �wN�i �`itlVic resident H. A i Packet Pg. 1762 EXHIBIT B-1 — REVISED DELIVERABLE SCHEDULE • Wednesday, November 71h: Delivery Area I • Friday, November 16 1h : Delivery Area 2 • Monday, December Yd: Delivery Area 3 • Friday, December 14": Delivery Area 4 • Any rework or resubmittal will be perfon-ned at this stage. . ... .......... . . . .. ... ............ . . ........ . e ask Name St art End . ............ 1.1, __ . ....... . ... . ....... . ......... . ....... ....... ....................... . . . . . ...... . . . . . . . . . .. .. .. .. ................................................. . . . .. .. .. .. Project Planning Phase ........... . .......................................................... . ®-Oct!3 3-Nov- 17 ... . ... ......... . . ....... . . 1.1.1 . . ............ .................................................................... _ . ......... . ....... . . .......... Research Control . .. .. .. . ............................ . . ...................................... . 30-Oct I -Nov - 18 .. .................. . . . . . . 1A.2 . ......... . . ... . . . . . . . . . . . . . ................................................ . . . . . . . . . .. .. . . . ................................................ Kick-off & Sub Coordination . .. . . . . ................................ I -Nov 2!-Nov - 18 1.2 mm . .............. . ..... . . ............... . . . . . . . . ..... . . .... Ground Control Surveying .......... ................................................... 6-Nov i'O-Nov - IS " ii-1 —P—alnt Mobile b'II-... " L I D A_R targets ......... . . . ........................................................... .e . .. . ... . ............ . 6--Nov - 6'--Mar - IS 1.2. _2 'L10 'A R ............ C o"r - t r oI—S- ur"' v ' ' '' e- y- . .................................................... . . . —" ........................................... . . . . . . i -1--3N'_ o-v . . . . . . . .. .. .. .. .. .. .. .. .. .. . . . . . ........ - —_ 30 - N' o"11 v - I �S Validation Points .................. . . . . . . . . . ............ . .. . . .............................. . .................. —1-Feb .... . ................ . . . . . . 30-Nov-18 . ................... . .... . . ................ ....... . . ...... __"'.'1 ................................................. Mobile LIDAR Survey . ... . . . ................... 4-Mar ... . ............. 10-Dec-18 111 . .......... —LIDAR Mis, s"i o' 'n - P"" I a-- _n' "ni, n__ g__ . ....... ........................................................................................ . . ...... . —1-Dec H. A Packet Pg. 1763 Q.2.a ...................................... 1.2.E Li oilizatin Cff ion 4-Mar „ dY;IV-Nov-18 . LiDAR Trajectory1- r ,,, 0-Nov-18 i.3 Mo ile LIDAR Processing 14-Mar 0-Nov-18 1..1 Preliminary Processing- ..............� ......,,, ar 30-Nov-18 1. Pilot t Preparation Delivery,��,"3- .._-..................................................... .... ......... ......... r 0-Sep-18 �........... 1.3.3 ...._._............................................................. ,.. Control Adjustment i - r 0-Oct-18 —� . ,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,._....._........ - rekfie r ion ;2- r ,30-Oct-18 ................. 1.3.5 Bare Earth T .R- a 31ID-Ott-18 1.3.6 . ........................................... ,,.. First Floor ElevallJons 3-May 30-Aug-18 i. . �......... Iio a set Extra ion ........ 1-Apr 0-Oct-1$ i. .,,... Final /.. C ................ ................. -Jun 30-Nov-18' rIL3.9Prepare ............ .._..... _..................... ................... elivera le-s 1 -Jun 5-Dec-18 E I Packet Pg. 1764 Q.2.b AMENDMENT NO. TO THAT CONTRACT DEVELOPMENT OF LIDAR ELEVATION DATA MONROE COUNTY BOARD OF COUNTY COMMISSIONERS BETWEEN BAKERMICHAEL THIS AMENDMENT NO. 1, its made and entered into this 21 st day of March , 2018, to that AGREEMENT dated the 20th day of September, 2017 between MONROE COUNTY ("COUNTY"), a political subdivision of the State of Florida, and MICHAEL BAKER INTERNATIONAL, INC. ("CONTRACTOR"). &UJX*T�. WHEREAS, the parties entered into an AGREEMENT for mobile LiDAR elevation data gathering services; and WHEREAS, Hurricane Irma winds deposited large amounts of debris on the County's roads and roadsides, and destroyed many of the County road signs; and WHEREAS, mobile roadside LiDAR services cannot accurately be performed with debris on or near County roads; and ,WHEREAS, work was delayed while road debris removal efforts took place; and ''WHEREAS, a time extension is needed' so that the work that was delayed due to the storm can be completed. NOW, THEREFORE, for and in consideration of the mutual covenants and promises as hereinafter set forth and of the faithful performance of such covenants and conditions, the COUNTY and CONTRACTOR do hereby agree as follows: 3.1 Except as noted below, this Agreement shall be extended from March 10, 2018 to September 30, 2018. 4.2 Payment will be made according to the Revised) Deliverable Schedule attached as Exhibit B-1, and according to the Florida Local Government Prompt Payment Act, Section 218.70, Florida Statutes. The Provider shall submit to the County an invoice with supporting documentation in a form acceptable to the Clerk and to Monroe County. Acceptability to the Clerk is based on generally Packet Pg. 1765 accepted accounting principles and such laws, rules and regulations as may govern the Clerk's disbursal of funds. Acceptability to Monroe County is based on Monroe County rules. 'The Project Manager will review the request, note approval on the request and forward it to the Clerk for payment. 4.3 Any extension of this Agreement beyond the term noted in Section 3 is contingent upon annual appropriation by Monroe County, IN WITNESS WHEREOF, the parties hereto have caused these presents to be executed on, the — day of 2018. (SEAL), Attest: Kevin Madok, CLERK 0 Deputy Clerk ATTEST: By 0 MICHAEL BAKER INTERNATIONAL, INC. f Title: r 2 I Packet Pg. 1766 1 Q.2.b EXHIBIT B-1 Monroe County - Mobile LiDAR Schedule 0 ° 2 2 2 g o. 10 ID Project Name Days Start End ° O O O 2 2 O J, i i i 't 't i i g g Q ¢ ¢ ¢ g , Monroe County .0 Mobile LiDAR Survev I .-Oct z7.1un ® Major Milestones: Project Deliverable Overview: Pilot Final ... Pilot Delivery Area 4/2/2018 Survey Notes X X Final Project Delivery 6/27/2018 Point Cloud - LAS X X Esri Geodatabase - DTM Features X X p MicroStation lnRoads TIN X X Z Mobile LiDAR Trajectory X X Imagery and Index File X X N Transportation Assets(Geodatabase) - X Project Report - X NAS Device Delivery - X !_ N E Q m Q J C N E t V Q Page 1 of 1 Packet Pg. 1767