Item T3 T.3
t, BOARD OF COUNTY COMMISSIONERS
County of Monroe Mayor Sylvia Murphy,District 5
The Florida Keys � � �l'U � Mayor Pro Tern Danny Kolhage,District 1
�pw° Michelle Coldiron,District 2
Heather Carruthers,District 3
David Rice,District 4
County Commission Meeting
September 18, 2019
Agenda Item Number: T.3
Agenda Item Summary #6077
BULK ITEM: Yes DEPARTMENT: Project Management
TIME APPROXIMATE: STAFF CONTACT: Suzanne Rubio (305) 453-9687
No
AGENDA ITEM WORDING: Approval of a proposal submitted by American Engineers and
Contractors, Inc. (AEC) for certification of the sewer condition report for the Plantation Key
Government Center required to connect to the central sewer system. Approval for County
Administrator, Assistant County Administrator, or their designee to accept the proposal on behalf of
the County.
ITEM BACKGROUND: The existing sanitary sewer collection system within the Plantation Key
(PK) Government Center must be connected to the Islamorada central sewer collection system
before the wastewater treatment package plant can be decommissioned as required for construction
of the new PK courthouse complex. Islamorada and the Key Largo Wastewater Treatment District
(KLWTD) require a certified condition report be submitted before they will authorize the
connection. This work must be completed before construction of the new underground utilities.
AEC has performed other engineering and design related tasks for the sanitary sewer collection
system. AEC submitted a proposal to perform the certification and design of the required grease trap
for $22,500. Two other firms, including the civil engineering firm designing the new courthouse
complex declined to submit proposals. 287.055 (10), Fla. Stat. provides that there shall be no public
notice requirement or utilization of the selection process as provided in this section for projects in
which the agency is able to reuse existing plans. Due to the nature of the services and in order to
obtain conformity to existing contracted services, design plans, and tasks performed by AEC, Staff
seeks BOCC approval for AEC's proposal and approval of a contract to do the described work.
PREVIOUS RELEVANT BOCC ACTION: BOCC entered a Construction Manager at Risk
(CMAR) contract with Biltmore Construction Co., Inc. on 13 December 2017. BOCC approved 5
Amendments to that contract between 16 May 2018 and 19 June 2019. BOCC entered a design
contract with Currie, Sowards, Aguila Architects on 18 March 2015 including seven amendments
dated 20 May 2015 through 19 June 2019.
CONTRACT/AGREEMENT CHANGES:
Yes
Packet Pg. 2706
T.3
STAFF RECOMMENDATION: Approval of AEC proposal and of County Administrator,
Assistant County Administrator, or their designee to accept the proposal on behalf of the County.
DOCUMENTATION:
2019-09-08 justification signed
AEC Proposal for Government Center-Testing Repair and Construction 8-27-2019
FINANCIAL IMPACT:
Effective Date: 18 September 2019
Expiration Date: TBD
Total Dollar Value of Contract: $22,500
Total Cost to County: $22,500
Current Year Portion: $10,000
Budgeted: Yes
Source of Funds: 314-26008-CP1503
CPI: N/A
Indirect Costs: staff time
Estimated Ongoing Costs Not Included in above dollar amounts: N/A
Revenue Producing: No If yes, amount:N/A
Grant: N/A
County Match: N/A
Insurance Required: N/A
Additional Details: N/A
N/A
REVIEWED BY:
Kevin Wilson Completed 09/09/2019 11:34 AM
Chris Ambrosio Completed 09/09/2019 12:36 PM
Budget and Finance Completed 09/09/2019 4:22 PM
Maria Slavik Completed 09/10/2019 7:35 AM
Kathy Peters Completed 09/10/2019 9:53 AM
Board of County Commissioners Pending 09/18/2019 9:00 AM
Packet Pg. 2707
°° - BOARD OF COUNTY COMMISSIONERS
County of Monroe :� ��wn� Mayor Sylvia J.Murphy,District 5
The Florida Keys i �L Mayor Pro TernDanny L.Kolhage,District 1
Michelle Coldiron,District 2
Heather Carruthers,District 3
David Rice,District 4
Memorandum
DATE: 8 September 2019
TO: BOCC
FROM: Kevin G. W145
SUBJECT: Use of American Engineers & Contractors, Inc. for PK Condition Report
Action Recommended: Approval to contract with American Engineers & Contractors, Inc. (AEC)
for certification of the PK Government Center sewer condition report.
Basis for Recommendation:
1. AEC is thoroughly familiar with the system and previous testing.
2. AEC agrees to be the Engineer of Record (EOR) for the work.
3. Submission of the condition report to Islamorada & KLWTD is a time sensitive and critical to
progress on the PK Courthouse project.
Background:
Several firms that have experience with the project and the subject matter, including the civil
engineer on the PK Courthouse project were asked for proposals to perform the certification.
They were also asked to accept the responsibility as the Engineer of Record (EOR) for both the
certification of the condition report and the design of a required grease trap on the Children's
Shelter sanitary sewer line. The original specification of the grease trap was performed by AEC.
AEC also has had experience reviewing the original condition report testing.
Normally, a consultant/engineer task would be subject to a qualifications based selection but
because of the small size of the work and the time sensitivity, proposals were sought from firms
familiar with the project site and the requirements. Three proposals were sought. Two firms
declined to submit proposals. One is Kimley-Horn (see below), the current civil engineering firm
on the PK Courthouse project and designer of the wastewater treatment plant decommissioning
plans. AEC's proposal was judged to be a reasonable cost for the required work and fully
compliant with the requirements.
Wilson-Kevin
From: Howard-Matthew
Sent: Sunday, September 8, 2019 3:50 PM
To: Knight-Cary; Wilson-Kevin; Rubio-Suzanne
Subject: Fwd: PK: WWTP Roth/Govt. Center(request for pricing)
Attachments: Condition Report 2017.pdf
The email below in blue it's the declination of Kimley-Horn
Matthew R. Howard
Project Manager
Monroe County Public Works & Engineering
Project Management Department
(305)850-8123
howard-matthew@monroecounty-fl.gov
From: Jose Aguila
Sent: Wednesday, August 7, 3:07 PM
Subject: Re: PK: WWTP Roth/Govt. Center (request for pricing)
To: Howard-Matthew
Cc: Rubio-Suzanne, Gary Ratay (gary.ratay@kimley-horn.com)
CAUTION: This email originated from outside of the County. Whether you know the sender or not, do not click
links or open attachments you were not expecting.
Howard,
I understand that you have, since your email, spoken with Gary Ratay and that he discussed his reasoning as
to why he is hesitant to provide this scope as an additional service. This was specifically excluded in his initial
agreement with Monroe County back in 2015 for the reasons noted below. Also, apparently Dave Tegreene
has previously contracted with American Engineers & Contractors to do just that. Perhaps that is a better way
to go.
As to CSA, remember that the County (Doug Sposito) asked CSA to, as a courtesy, contract with Kimley-Horn
for the Waste Water Treatment Plant Abandonment project. We are merely a pass-through and we have to
rely on their response to this request. The following was Gary's reply to your request.
Jose,
As discussed yesterday, I understand it is critical for Monroe County to activate the two Plantation Key
wastewater pump stations as soon as possible, but 1 am reluctant to provide the requested proposal for
Engineering Condition Reports. My construction phase services proposal was limited in scope and our
challenge has been to obtain Contractor documentation required for FEP approval to place the pump stations
into operation. To date, the only documents remaining from the Contractor are signed and sealed As-
builts. Eased on recent reviews, I believe the final As®builts are close to completion. Once the pump stations
are activated, the other element of our current scope is to certify to FEP that the wastewater treatment plants
and injection wells are abandoned in general compliance with the plans. We are prepared to assist the County
accordingly.
i
The other information required as part of the pump station activation process are these Condition
Reports. As part of my previous proposal, Kimley-Horn took exception to the Condition Reports because
most of the work requires field testing services not provided by Kimley-Horn. In addition, if the field testing
results indicate the need for utility repairs, Kimley-Horn does not provide contracting services. When my
previous proposal was submitted, it was understood by the Owner that Kimley-Horn would not be providing
these services and that the County would utilize a consultant/contractor specializing in this type of report with
the ability to sign and seal the field results. I am attaching a Condition Report for the Government Center site
prepared for the County (Dave Tegreene) in 2017.
Gary
Hope this information addresses this issue, thank you.
:MT
Josh N AgW]a, X IA, I A13
Principal
Currie Sowards Aguila Architects
Architecture ® Planning ® Interiors ® Sustainable Design
185 NE 4th Ave, Suite 101
Delray Beach, FL 33483
tel: (561) 276-4951
fax: (561) 243-8184
lose a-csa-architects.com
www.csa®architects.com
CONFIDENTIALITY NOTICE: This e-mail message including any attachments of any type are covered by the
Electronic Communications Privacy Act, is confidential and may include legally protected information. If you
are not the intended recipient or you have received this e-mail message by mistake, printing, copying, storing
or disseminating in any way is prohibited and doing so can subject you to civil and or criminal action. Please
notify the sender you have received this e-mail by mistake and delete all information contained in and attached
to this email.
Find us on Facebook
On Mon, Aug 5, 2019 at 11:45 AM Howard-Matthew <Howard-MatthewamonrogggLnty-fl. ov> wrote:
Gary/Jose,
Please provide a proposal to include the services of performing an Engineering Condition
Report both of the FDEP permitted sewer collection systems in Plantation Key. The intent of
adding this work is to ensure all steps of obtaining an FDEP permit are held under the design
team and the engineer of record. If you feel there are scopes that need to be added to your
contract in excess of the condition report please provide details and a break out cost for us to
review. Please let us know when we can expect the proposal.
Regards,
Matthew R. Howard
Project Manager
2
Monroe County Public Works & Engineering
Project Management Department
(305)850-8123
owar -matt evv monroecounty . ov
3
Wilson-Kevin
From: Howard-Matthew
Sent: Monday, September 9, 2019 3:52 PM
To: Rubio-Suzanne; Wilson-Kevin
Subject: FW: Plantation Key Sanitation Sewer
Declination letter
Regards,
Matthew R. Howard
Project Manager
Monroe County Public Works & Engineering
Project Management Department
(305)850-8123
rno w. .Ird.............................................................i h .. .irm air.I."a :.?. ..ir:�::: .:::` I(..:. �.?:".
From:Justin Schrader<jschrader@lja.com>
Sent: Monday, September 9, 2019 3:48 PM
To: Howard-Matthew<Howard-Matthew@ Mon roeCounty-FL.Gov>
Subject: RE: Plantation Key Sanitation Sewer
CAUTION:This email originated from outside of the County.Whether you know the sender or not, do not click links or
open attachments you were not expecting.
Good Afternoon Matthew,
We appreciate the opportunity but cannot take this on at this time. We look forward to future opportunities with
Monroe County.
Thanks and Kindest Regards,
Jusfi m A. Schrader, F)E,;;
Senior Project Manager
Site Development
LJA Engineeringe Build Civilization 'M
Katy
1::': "7119515200
I:::): "71 .95 .522
C.=ac�:ll oollc lfvvlitt(211 e Il...liumllc(:.dllu..
......................................................... ............................................ ...............................................
From: Howard-Matthew
Sent: Sunday, September 8, 2019 5:04 PM
1
To:JscJrnii de'.p.:.. .l1..U. ..:.� irm
Subject: Plantation Key Sanitation Sewer
Justin,
Would you please formally respond to your interest in the sanitary sewer project in The Village of Islamorada.
Matthew R. Howard
Project Manager
Monroe County Public Works & Engineering
Project Management Department
(305)850-8123
B t ,�� tthew noinr u J i ,,i , , i , i ,,y,,,,f.
2
AMERICAN ENG
INEERS UfORS, INC.:
Items lined through are to be
August 25, 2019 provided by others
Ms. Suzi Rubio
Executive Administrator to
KevinG. Wilson, P.E., Assistant County Administrator ..................................................................................................................................................................................................................
102050 Overseas Hwy., Suite 219
Key Largo, FL 33037
Cell: 305-393-6277
Office: 305-453-8788
Rubio-Suzanne@MonroeCounty-FL.gov
RE: PROPOSAL FOR TESTING, ENGINEERING DESIGN AND APPROVAL OF
WASTEWATER PLACE IN OPERATION (PIO) FOR THE GOVERNMENT CENTER
88820 Overseas Highway, Plantation Key, FL 33070
Dear Ms. Rubio:
American Engineers & Contractors, Inc. (AEC) is pleased to present this proposal for necessary
testing, construction and approval for Notice to Place in Operation (PIO) required by Village of
Islamorada, Key Largo Wastewater Treatment District (KLWTD) and FDEP.
Please note that the design and construction scope is based on recent site evaluation, AEC's
past experience for testing and repair of the existing system, review of drawings prepared by
Kimley Horn Associates dated 06/21/201 and current requirements of Village of Islamorada,
KLWTD and FDEP.
The proposed scope will also satisfy the intent of FDEP permit 281237-280-DWC/CL for
construction and any deviation will be noted in the PIO application to FDEP, as reviewed by
Village and KLWTD.
AEC will assume the revised engineering design and construction certification responsibility as
the Engineer-of-Record for the project.
The following tasks are proposed:
• Conduct meeting with the Village Engineer to address sanitary sewer requirements for
necessary tasks to obtain PIO for connection to Village of Islamorada sanitary sewer
connection.
• Coordinate with all project stake holders, Monroe County, Village of Islamorada Utility,
Village of Islamorada Building Dept., Key Largo Children Shelter, Biltmore Construction,
Key Largo Wastewater Treatment District (KLWTD) and FDEP for successful completion
of the project.
Page 1
224 Datura St, Ste 709, W. Palm Beach, FL 33401 180925 Overseas Highway,#7, Islamorada, FL 33036
P 561889 6621 I info@AECbuild.com I AECbuild.com
AMERICAN ENG
INEERS UfORS, INC.:
• Design and develop engineering drawings and sanitary system design for Village of
Islamorada Building permit application (infrastructure to include new grease interceptor
for Children Shelter).
• Submit the Building permit application package to Wade Trim for review and approval.
• Coordinate and address any design review comment from Wade Trim and re-submit to
the Village for review.
• Coordinate and follow-up on submittal to KLWTD, address design review comments and
re-submit to Wade Trim for KLWTD sign off.
• Address FDEP's permitting staff review comments and re-submit PIO application, as
required.
• Develop comprehensive testing protocol based on `Minimum Design & Construction
Standards and specifications for Wastewater'developed by Wade Trim, dated May 2019.
• Hydrostatic pressure testing protocol will include the following components of the existing
wastewater collection/transmission system:
1. All laterals to main gravity line, including wyes
2. Main sewer lines
3. Manholes and Cleanouts
4. Grease Interceptor
Specifically, the following components will be tested and certified.
1. Lateral to modular Main to Manhole 4
2. Lateral to detention center
3. Lateral to children shelter
4. Lateral to court house
5. Manhole 4
6. Manhole 5
7. New lateral from manhole 1 to new lift station
8. New lift station wet well, new force main to street connection
9. Grease interceptor serving the Children Shelter
• Provide signed and sealed engineering drawings for grease interceptor for the Children
Shelter to incorporate in the existing collection/transmission system serving the proposed
project.
Page 2
224 Datura St, Ste 709, W. Palm Beach, FL 33401 180925 Overseas Highway,#7, Islamorada, FL 33036
P 561889 6621 I info@AECbuild.com I AECbuild.com
AMERICAN ENG
INEERS UfORS, INC.:
• Install County supplied GB250 high efficiency grease interceptor as per based on
`Minimum Design & Construction Standards and specifications for Wastewater' and
construct structural slab for traffic bearing and recent plumbing code.
• New mini lift station and temporary force main to Manhole 5 to divert sewer from Ellis
Building around construction
• Coordinate with Village representative, Key Largo Wastewater Treatment District
(KLWTD) personnel and Building plumbing inspectors on requirements for pressure
testing and leakage testing to be done in accordance with the current AWWA C-600
standards.
• Prepare and submit signed and sealed detailed Condition Report to Village for tie-in
approval. The Condition report will meet the intended Village design and construction
standards and specifications.
• Prepare signed and sealed drawing of the collection/transmission system tested including
all the pipe details (length and diameter).
• The report will also include written evaluation of the condition of the existing collection
transmission system including all gravity mains, laterals, manholes, pump stations,
treatment facilities, forcemain, valves, contrail panels etc.
• Provide results of testing conducted indicating the test passed or failed, describing the
repairs to correct deficiencies and results of retesting.
• Prepare Salinity test results, testing procedure, method of calibration with field instruments
and submit signed and sealed Salinity Certification Letter as per Village requirements.
• Certify field testing for salinity and submit documentation in accordance with the Florida
Department of Environmental Protection (FDEP) FT 1300- Field Measurement of Salinity,
dated March 31, 2008
• Prepare and complete FDEP's Request for Approval to Place Domestic Wastewater
Collection/Transmission System in Operation [FDEP Form 62-604.300 (8)(b)] package
and submit to Village of Islamorada for approval. The package will also include certified
Condition Report, Test Log, Salinity Certification Letter and Salinity Report, as required by
the Village.
• Address any review comments from Village and KLWTD on the submitted package and
re-submit for approval, as required.
• Submit final signed package from the Village and KLWTD to FDEP for obtaining
`CLEARANCE'.
Page 3
224 Datura St, Ste 709, W. Palm Beach, FL 33401 180925 Overseas Highway,#7, Islamorada, FL 33036
P 561889 6621 I info@AECbuild.com I AECbuild.com
AMERICAN ENG
INEERS UfORS, INC.:
• Address review comments from FDEP for issuing `CLEARED TO USE' of the collection
and transmission system.
We shall provide the work scope as described in this proposal as per following breakdown.
1. Engineering design drawings to incorporate the new grease interceptor for Children
Shelter including permitting & testing observations with Village of Islamorada - $7,500
2. Installation of Grease Interceptor, watertight access and concrete slab for traffic
worthiness by Windy.Day Plumbing - $14,000
& Testing.for the following components:
a. Lateral to modular Main to Manhole.4
b. Lateral to detention center
c. Lateral to children shelter
d. Lateral to court house
e. Manhole-4
f Manhole.5
g New lateral from .manhole 1 to.new lift station
h. New lift station wet well new force main to.street.connection
i. Grease interceptor serving the Children Shelter
The above tasks will.be completed by Windy Day Plumbing.for a.lump sum $35,605
4. Witness testing and camera investigation, coordinate inspections with Village of
Islamorada and KLWTD. Prepare as-builts, test log, salinity certifications and FDEP
approval to place system in operation. Assume design responsibility as new Engineer-of-
Record - $15,000
5. Alternate for Ellis Building Add .temporary lift.station and .approx, 400.ft of forcemain to
divert flow to.Manhole# 5 -.$6,T50
[please note that the new plans call for demolition of approx. 365 ft of 6-inch gravity main
and two (2) manholes, so no testing is proposed. However, for PIO Village and KLWTD
will required testing for these components]
For above cost proposal, please note that associated permit application fees, survey (if required)
are not part of this proposal, and to be reimbursed on cost-basis.
Requested Terms of Payment will based on a 20% retainer and progress percentage completion.
Please be advised that the proposed work is based on anticipated scope and current regulatory
requirement. Though not anticipated, please note that any additionally imposed regulatory
requirements based on review of the permit application may affect the scope and pricing of this
proposal and will be brought to your attention promptly.
Page 4
224 Datura St, Ste 709, W. Palm Beach, FL 33401 180925 Overseas Highway,#7, Islamorada, FL 33036
P 561889 6621 I info@AECbuild.com I AECbuild.com
AEE
Please note that any additional services will be provided at an hourly rate of$200 per hour.
Please feet free to call at 561 889 6621, in case of any questions or clarifications.
Respectfully submitted, MONROE COUNTY ATTORNEY
APP OVED AS TO J1RMv
Shiv Shahi, PE, CGC
Principal CHRIS AM'8ROSIO
ASSISTANT COUNTY ATTORNEY
FL Professional Engineer#56899 Date:
FLCertified General Contractor#1511672
American Board Certified Environmental Engineer (BCEE)
Acceptance:
Signature Date Print name:
LIMITA77ON OF LIABILITY
To the fullest extent permitted by law, the total liability, in aggregate, of our Agents, Professional Associates and
Consultants, and any of them to Client and anyone claiming by., through or under Client,for any and all injuries, claims,
losses, expenses, or damages whatsoever arising out of or in any way related to this project from any cause, including
but not limited to negligence, errors, omissions, strict liability or breach of contract, shall not exceed the total
compensation received by us under this agreement.
Page 5
224 Datura St,Ste 709,W. Mm Beach, FL 334,01 180925 Overseas Highway, 47, lslamorada, FL 33036
P 561889 6621 ( info@AKbuild.corn ( AECbUild.com