Pigeon Key Hurricane Repairs 02/20/2019 GV�S COURTq c
Kevin Madok, CPA
Clerk of the Circuit Court& Comptroller— Monroe Count Florida
o p Y,
E cOVN
DATE: March 14, 2019
TO: Cary Knight, Director
Project Management Division
Tammy Sweeting
Interim Executive Administrator
FROM: Pamela G. Hancock, D.C.
SUBJECT: February 20'BOCC Meeting
Attached is an electronic copy of Item D2,Task Order with Bender& Associates
Architects, P.A. for Pigeon Key Hurricane Repairs Stabilization and Restoration of the
Commissary Building and Honevmoon Cottage and Updating of the Historic Structures Report in
the amount of$164,589.00, for vour handling.
Should you have any questions,please feel free to contact me at (305) 292-3550.
cc: B. Erickson/A. Mv_tnik
Countv 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
TASK ORDER FOR
PROFESSIONAL ARCHITECTURAL AND ENGINEERING SERVICES
BETWEEN MONROE COUNTY AND BENDER&ASSOCIATES ARCHITECTS, P.A.
FOR PIGEON KEY HURRICANE REPAIRS—STABILIZATION AND RESTORATION
OF THE COMMISSARY BUILDING AND HONEYMOON COTTAGE AND
UPDATING OF THE HISTORIC STRUCTURES REPORT
In accordance with the Consultant Agreement for Professional Architectural and Engineering
Services, made and entered into on the 19th day of December 2018, between MONROE
COUNTY, hereinafter referred to as the "County," and BENDER & ASSOCIATES
ARCHITECTS, P.A., hereinafter referred to as "Consultant," where professional services are
allowed if construction costs do not exceed Two Million and 00/100 Dollars ($2,000,000.00), or
for study activity if the fee for professional services for each individual study under the contract
does not exceed Two Hundred Thousand and 00/100 Dollars ($200,000.00), hereinafter referred
to as "Agreement".
All terms and conditions of the Agreement apply. to this Task Order, unless this Task Order
amends,adds, or modifies a provision or an Article of the Agreement of which will be specifically
referenced in this Task Order and the amendment, addition, or modification shall be precisely
described. These additions apply only to the project referenced in this Task Order.
The County desires the Consultant to provide professional evaluation and assessment of certain
Pigeon Key buildings' damages caused by Hurricane Irma. The County desires the Consultant to
provide details, drawings and specifications for structural repairs on construction documents and
construction bidding services for the project. The County also desires the Consultant to update the
historic structures report for Pigeon Key which will guide the County for all future repair and
restoration work on the island.
This Task Order is effective on the 20th of February, 2019.
1. In accordance with Article II, SCOPE OF BASIC SERVICES of the Agreement, the
Consultant will perform services as described in the Proposal (updated on January 31,
2019) attached hereto and made a part of this Task Order agreement and summarized
below:
a. Consultant shall conduct an on-site evaluation and assessment of the Pigeon Key
Commissary Building and the Honeymoon Cottage and utilize these findings as the
basis of design for repair of both buildings which were both moved off their
foundations and severely damaged by Hurricane Irma.
b. Consultant shall detail the structural repairs on the construction documents. The
Consultant shall prepare drawings and specifications that comply with the Secretary
of the Interior's Standards for Rehabilitation and coordinate with and obtain
approvals from the County and State of Florida, Division of Historical Resources.
1
c. Consultant shall provide construction bidding services to include providing a list of
contractor qualification requirements. Evaluate qualification submittals,attend the
pre-bid conference and respond to bidder questions by addenda, and make a
recommendation for an award.
d. Consultant shall provide construction administration services including: conduct
on-site visits and attend progress meetings to confirm compliance with the contract
documents and the Secretary of the Interior's Standards; file field reports; approve
contractor's submittals, provide RFI responses, issue Information Bulletins as
required, review and recommend approval of contractor invoices, and final punch
list/acceptance.
e. Consultant will update the Historic Structures Report for all buildings on Pigeon
Key. The Historic Structures Report will include the following: Introductory
Information, Historical Overview, Setting/Environmental/Function Context,
Architectural and Landscape Overview, Conditions Assessment Report,
Accessibility Assessment (ADA Audit), Summary Building Code Issues
Evaluation, Recommendations, Cost Estimates and Grant Opportunities, Existing
Conditions Record, and Supplementary Information as requested, applicable and
available.
2. In accordance with Article VII,paragraph 7.1.1 of the Agreement,the County shall pay the
Consultant a lump sum fee of One Hundred Sixty-Four Thousand Five Hundred Eighty-
Nine and 00/100 Dollars ($164,589.00)paid on a percent complete basis for the following
phases:
a. On-Site Evaluation and Existing Conditions—$21,100.00 upon completion of site
visit.
b. Design & Stabilization — consisting of a structural analysis report — $14,400.00
upon document review and approval by the Director of Project Management.
c. Construction Documents —consisting of drawings and specifications setting forth
in detail the requirement for the construction of the project — $19,100.00 upon
document review and approval by the Director of Project Management.
d. Bidding Phase Services—$3,800.00 upon completion.
e. Construction Phase Services - $11,400.00 upon final acceptance.
f. Updating of Historic Structures Report - $94,789.00 upon document review and
approval by the Director of Project Management.
REMAINDER OF PAGE INTENTIALLY LEFT BLANK
2
All other Terms and Conditions of the Task Order shall remain in accordance with the Agreement
dated December 19, 2018.
,� ;IN�WITNE S'WHEREOF,each party caused this Task Order to be executed by its duly authorized
ff,',representative./
( \ :/ lk a
aA \\ ..� St1 Yp k
�`(f�,SEAL) ';''t iS.� BOARD OF COUNTY COMMISSIONERS
Attest Y KEUIN'MADOK, Clerk OF MONRO O - ,FLORIDA
gr't r�,,; k. „
Y• ��^ By:
Deputy Clerk Mayor/Chairman
fi
Date: c���+'`r `2'`'�
O Z'r 2-v I 7
•„W••�, AYN LEWIS
(Seal $,: „'�Commiasian#GG100171 CONSULTANT:
•,. a;; Expires Mey 2,2021
Attes +v�•:;";;r' eoneedThruhoyFalnlnnutancel00•385.70tD BENDER& SOCIATES ARCHITECTS,P.A.
By: aA ivik.x. By: ,
Printed Name: `(1(,Q \,S Printed Name: l7AV/D J. 5A(AY
Title: iSy.), �N_ ,c" , Title: AQcy/T6cr/PARrIva2•
MONRO OUN T Y ATTORNEY
(FIRPR ED AS TO RM
1
C S AMBROSIO
ASSI TANT COUNTY(� ATTORNEY
Date: — SJI "! -
o
: v-- rn
CD rn TC1
C-3- ! 4-- c -
'r,_t ,'Z 3
-6 Ss._ m
ca
p
3
I
a �
Bender C7 Associates
January 18, 2018 A _k C '.r T 9 p.a.
Updated January 15, 2019
Updated January 31, 2019
Mr.Cary Knight, Director of Project Management
Mr.Johnnie Yongue, Project Manager
Monroe County Public Works& Engineering Division
1100 Simonton Street, 2-216
Key West, FL 33040
RE: COMBINED PROPOSAL:
Pigeon Key Hurricane Repairs Stabilization and Restoration:Commissary and Honeymoon
Cottage
Pigeon Key Updating of Historic Structures Report
Dear Cary,
Thank you for asking us to work on hurricane repairs of two buildings on Pigeon Key, and the updating of
the Historic Structures Report for Pigeon Key. You have requested that we combine these two
proposals.
PART ONE: PIGEON KEY HURRICANE REPAIRS STABILIZATION AND RESTORATION
COMMISSARY AND HONEYMOON COTTAGE
As requested, Bender&Associates Architects will provide architectural and structural engineering
services for the stabilization and restoration of two buildings on Pigeon Key:The circa 1940 Honeymoon
Cottage and the circa 1912 Commissary,AKA the Negro Quarters. Damage to the buildings consists of
the following:
Commissary:
This 500 s.f.one story wood framed structure was moved completely off of its foundations,
probably by wave action.The building moved approximately 4 feet north of its former location,
and is now lodged against a gumbo limbo tree.The building walls are racked,the exterior
porches are damaged,and the wood flooring and floor framing is severely damaged.The metal
roofing is damaged.
Honeymoon Cottage:
This 300 s.f.structure was also driven off its foundations and is sitting on grade.The east
exterior wall has pulled away from the structure.The floor framing is severely damaged.The
bathroom addition has separated from the building and is lying adjacent to it.The roof shingles
are 50%damaged.The structure is racked.
As you are aware,the Pigeon Key historic district is a National Register listed
property of extreme significance nationally and statewide as well as locally. 410 Angela sheet
Key West, Florida 33040
Telephone (305) 296-1347
Facsimile (305) 296-2727
FlaridoLicense;1A6'002022
w«w.BenderArchitects.com
Pigeon Key Hurricane Repairs and HSR Update
January 31,2019
Page 2 of 7
You are in receipt of a letter from Richard Hillburn,Senior Architect, Bureau of Historic Preservation,
that emphasizes the historic significance of the island and states that both buildings, i.e.The
Honeymoon Cottage and The Commissary Building, are restorable. We have attached that letter as a
reference.As a part of our services,we will coordinate all details and project requirements with the
Florida Department of State, Division of Historical Resources, Bureau of Historic Preservation to ensure
compliance with the Secretary of the Interior's Standards.
There are a number of preservation issues that will require coordination with Rick Hilburn,Senior
Architect for the Bureau of Historic Preservation. One of the most critical are foundations.The historic
foundations are wood posts that were simply set into shallow holes that were backfilled with concrete.
Because this is an important character defining feature,the replacement foundation system will require
careful consideration to reflect his detail,while still meeting current codes for wind uplift and scour
requirements.We will work closely with Mark Keister of Atlantic Engineering Services and Rick Hilburn
at the Department of Historical Resources to ensure that all criteria are met, both structural and historic.
This proposal includes all architectural and structural engineering services required for stabilization and
restoration of the structures, including but not limited to,foundations,walls,floors, roof structure,
porches,and elements required to weather proof the buildings,such as siding, roofing,windows and
doors.The documents will not include mechanical, plumbing, electrical,or fire sprinkler systems.
The project team will consist of Bender&Associates Architects and Atlantic Engineering Services of
Jacksonville. We have procured a fee proposal from Atlantic Engineering and attached it to this letter
for reference. Personnel will include David Salay and Bert Bender of Bender&Associates Architects and
Mark Keister of Atlantic Engineering Services. The fees include all reimbursable expenses, including
travel and lodging for Mark Keister from Jacksonville,and are broken down for each phase as follows.
Phase: Architectural Structural Total Fee
Fee: Fee:
Site Evaluation and Existing Conditions (28%) $12,600 _ $8,500 $21,100
Design and Stabilization Phase(20%) $ 9,000 $5,400 $14,400
Construction Documents(26%) $11,700 $7,400 $19,100
Bidding Phase Services(6%) $ 2,700 $1,100 $3,800
Construction Phase Services(20%) $ 9,000 $2,400 $11,400
TOTAL DESIGN FEE FOR HURRICANE REPAIR OF $69,800
TWO BUILDINGS: INCLUDING REIMBURSABLE
EXPENSES(100%)
The above breakdown assumes 4 site visits during the construction phase for Bender&Associates
personnel. No construction phase site visits for Mark Keister are anticipated during construction.We
have over 26 years of experience working together on preservation projects and will be able to
coordinate without excessive travel on his part. If Mark Keister is required to make a special trip, it will
be billed as an additional service at$3,925 per visit. If he is in Key West on other projects,we will plan a
site visit at no additional cost to you.
Pigeon Key Hurricane Repairs and HSR Update
January 31,2019
Page 3 of 7
PART TWO: PIGEON KEY-UPDATE OF HISTORIC STRUCTURES REPORT
The second part of this fee proposal consists of the update of the Historic Structures Report for the
Pigeon Key Historic District. Pigeon Key is an important historical site which is listed on the National
Register of Historic Places.The Pigeon Key Historic District, sited at Mile Marker 45 on US Route 1,is
significant for its association with the Florida East Coast Railway and the Overseas Highway.The
buildings on the island were used as a worker's camp from 1912-1938,and are the only collection of this
type of vernacular buildings remaining intact in the State.The district has historic significance dating
from 1912 when the buildings were first constructed,through 1940,when the island was renovated to
accommodate the bridge workers for the nearby Seven Mile Bridge. The original Historic Structures
Report was completed in 1993, but since then,the internet has made many more research sources
available. In addition,the structures have changed over time,and a new condition update is needed on
each structure. We are pleased to provide this fee proposal for your consideration.
As we discussed,a historic structure report is the first step in any significant rehabilitation effort. The
HSR serves as the guiding document for all future work on the resource. A thorough report is also
crucial to obtaining state funding through the Florida Department of State, Division of Historical
Resources Grant Programs. Special Category Grants are available to qualifying projects in amounts up to
$500,000 with a 100% match requirement, i.e.,$500,000 match for a$500,000 grant. Small Matching
Grants are available up to$50,000.
The HSR will follow the guidelines for such work as outlined by the National Park Service. The study will
include the following elements, although these elements are subject to change during the course of the
project. The HSR for this historic property is expected, at a minimum, but is not limited to contain the
following elements:
1. Introductory information, including a table of contents, property identification information, including
address,ownership, historic names,etc.,and an executive summary, including acknowledgements,
why the study is being done and for whom,current use of the property, proposed adaptive uses
(after consulting with local Departments), a summary of the methods used to create the study, etc.
2. Historical Overview—as detailed as possible history of the structure, its historic function and any
significant personal history associated with it. References should be made and appendices attached
of any significant additional resources that reference the historical data available for the historic
resource.
3. Setting/Environmental/Function Context—a description of each structure's existing setting(how it
physically and functionally fits within the surrounding area).
4. Architectural and Landscape Overview—a detailed description of the structure's site,structural
system or type, exterior and interior architectural detailing and stylistic elements, including
identification of historic character-defining features,finishes and materials, and identification and
documentation of changes and alterations to the structure.
Pigeon Key Hurricane Repairs and HSR Update
January 31,2019
Page 4 of 7
5. Conditions Assessment Report including:
-Summary description of the structure's existing condition.
-Detailed existing condition description of the individual exterior material components including
foundation,siding, brick,windows, doors, porches,trim, cornice, roof, etc.
-Room-by-room descriptions, including documentation of features,finishes,and materials and
detailed identification of areas of deterioration and repair for floors,walls, ceilings,doors,windows,
trim,fireplaces,stairs,and other architectural features.
-Evaluation of the physical condition of the structure's materials including: masonry, mortar, roofing,
trim,exterior finish materials, plaster(flat and decorative),wood floors,other wood features,
finishes and millwork,fireplaces,structural elements, etc.
-Summary description and evaluation of the structure's building systems: electrical, plumbing, HVAC,
fire protection, etc.
-Air quality assessment to evaluate fungal spore concentrations and any associated health concerns
with occupation of the structure. Asbestos and lead based paint reports will also be prepared.
-As applicable, reference to supplemental technical reports.
6. Accessibility Assessment(ADA Audit)—documentation of likely accessibility issues as addressed in
the American with Disabilities Act Accessibility Guidelines(ADAAG)and associated reference
material.This component should identify and summarize ADA issues that might need to be
addressed in project planning documents by design professionals,which may include site and
building accessible routes,existing architectural barriers,access to public toilet facilities,clearances
at openings, apparent ramping and/or vertical lift needs,etc.The scope of this request should
provide specific ADA guidance or design solutions.
7. Summary Building Code issues evaluation—documentation of likely building code compliance issues
associated with current use.This component should identify and summarize code issues that might
need to be addressed in project planning documents by design professionals,which may include
means of egress and emergency egress considerations,fire separation issues, multiple occupancy
classification considerations,fire protection, etc.The scope of this request should provide specific
code compliance guidance or design solutions.
8. Recommendations—for repair/replacement/restoration/maintenance treatments for the structure's
materials,finishes,features;for projects to bring the structure into a state of functional utility with
associated scope-of-work description and project prioritization;for adaptive use options(as
applicable or requested);for building and structural system improvements,as applicable; and
overview recommendations for analysis of ADA and building code issues by design professionals.
Recommendations must be consistent with the Secretary of the Interior's Standards for the
Treatment of Historic Properties(rev. 1995), consider the potential impact of recommended
treatments,and avoid significantly altering the property's historic character and context.
In the event that replacement is recommended,the report will include recommendations for
alternative uses for the property. In addition to zoning,consideration will be given to community
needs as determined during community workshops.
9. Cost estimates and grant opportunities will be provided for the recommended option. Cost
estimates will be provided for renovation and/or demolition and replacement as appropriate.
Pigeon Key Hurricane Repairs and HSR Update
January 31,2019
Page 5 of 7
10. Existing conditions record information including:site plans, "as built"floor plans and elevations,
detail photographs or drawings of significant features,context photo documentation, and existing
conditions detail photo-documentation.
11.Supplementary information including,as requested, applicable, and available: archaeological
investigation reports, cost estimates,technical reports(including Structural Assessment Report,
paint analysis,and hazardous materials assessments--lead paint, asbestos), maintenance plan,
historic maps(Sanborn Maps), historic photographs, historic plans, reference materials,etc.
Each of the consultants has submitted detailed proposals for this work. Bender&Associates has added
10%onto these proposals for coordination. The consultant team will include the following:
PRIME&HISTORIC PRESERVATION SPECIALTY ARCHITECT/PROJECT MANAGER
Bender&Associates,Architects,P.A., Bert Bender, LEED AP; David Salay, LEED AP;
410 Angela Street, Key West, Florida 33040,305-296-1347 phone, 305-296-2727 fax
www.benderarchitects.com e-mail: bbender@benderarchitects.com
HISTORIAN,ARCHAEOLOGIST,HERITAGE PLANNER
James J. Miller,PhD.; Jim Miller; 1544 Cristobal Drive,Tallahassee, FL 32303
850-445-5042 phone e-mail: jim@iimmiller.com
STRUCTURAL ENGINEERING
Atlantic Engineering,Inc., Mark Keister;6501 Arlington Expressway, Bldg. B, Suite 201,Jacksonville, FL
32211, 904-743-4633 x102 phone, 904-725-9295 fax
www.aespi.com email: jax@aespi.com
ENVIRONMENTAL ASSESSMENT
EE&G Environmental Services,LLC; Richard Grupenhoff; 5751 Miami Lakes Drive, Miami, Lakes, FL
33014,305-374-8300 phone, 305-374-9004 fax
www.eeandg.com e-mail: rgrupenhoff@eeandg.com
Pigeon Key Hurricane Repairs and HSR Update
January 31,2019
Page 6 of 7
ESTIMATE OF FEES—UPDATE OF HISTORIC STRUCTURE REPORT
Task Description Senior Project Intern Admin.
Principal Architect Architect Assistant
Gather Data/Prep 2 1
Field Analysis(5 days @ 8 hours/each) 0 40
Existing Conditions Drawings N/C 40 1
Probable Historic Configuration Dwgs. 0 30
Historic Research Support N/C N/C 1
First Draft Report 1 32 8
Submittal to Client/Consultant N/C N/C 2
Team/SHPO for review&comment
Team Review Conferences&Incorporate N/C 4 1
Comments
Final Report w/Recommendations 2 4 2
Coordination 2 1
Total Hours 5 152 1 16
$/hour $240 $180 $100 $90
Labor cost $1,200 $27,360 $100 $1,440
Total B&A Labor Cost $30,100
Jim Miller, Historian, Labor Cost $9,500+
10%=
$10,450
Atlantic Engineering Labor Cost $36,990+
10%=
$40,689
EE&G Environmental $11,000+
10%=
12,100
TOTAL FEE for Historic Structures $93,339
Report:
Reimbursable expenses are estimated as follows:
Bender&Associates $ 500
Mark Keister $ Included in Proposal
Jim Miller $950
EE&G, Inc. $ Included in Proposal.
Total Reimbursable Expenses $1,450
We propose to provide all services required for the Historic Structure Report including reimbursable
expenses for a lump sum fee of$94,789. The consultant proposals are attached.
Pigeon Key Hurricane Repairs and HSR Update
January 31,2019
Page 7 of 7
GRAND TOTAL:
Fee for Design Services for Hurricane Repair of two Buildings: $69,800
Fee for Updating of Historic Structures Report: $94,789
GRAND TOTAL: $164,589
We propose to provide all services required for both the Hurricane Repairs and the Historic Structure
Report, including reimbursable expenses,for a lump sum fee of$164,589. The consultant proposals are
attached.
Please call if you have any questions.We look forward to working with you.
47i
Sincerely,
David J Salay,Architect
Attachments:
Atlantic Engineering Proposal for Hurricane Repairs
Jim Miller Proposal for Historic Structures Report
EG&G Proposal for Historic Structures Report
Atlantic Engineering Proposal for Historic Structures Report