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3rd Task Order 10/19/2020 Monroe County Purchasing Policy and Procedures COUNTY ADMINISTRATOR CONTRACT SUMMARY FORM FOR CONTRACTS LESS THAN $50,000 Contract with: HDR Contract 4 Effective Date: October 19, 2020 Expiration Date: November 30, 2020 Contract Purpose/Description: Task order no. 3 authorizes the HDR team to 'provide a BOCC roads workshop on November 18 2020 and to provide related commissioner briefings s rior to the Workshop. These optional services and the funding for them were already approved b the BOCC when the contract was originally approved and therefore a PO is not required. Contract Manager: Rhonda Haag 4474 26 (Name) (Ext.) (Department/Stop 4) CONTRACT COSTS Total Dollar Value of Contract: $ 14,261.19 Current Year Portion: $ 14,261.19 Budgeted? Yes® No ❑ Account Codes: - - See above. Grant: $ - - - - County Match: $ - - - - ADDITIONAL COSTS Estimated Ongoing Costs: $ /yr For: (Not included in dollar value above) (e.g.maintenance,utilities, janitorial,salaries,etc.) CONTRACT REVIEW Changes Date Out Date In Needed Reviewer Department Head 11/19/2 Yes❑ No® 11-10-20 A Risk Management 11/10/2020 yes❑ NOI71 11-10-2020 County Attorney 11/10/20 Yes❑ No© 11/11/20 O.M.B./Purchasing 11/13/20 Yes[:] No® Ch -SVunalB1- ckeU 11 13 20 Comments: OMB Form Revised 2/27/01 MCP 42 TASK ORDER #3 FOR OPTIONAL SERVICES UNDER THE SEA LEVEL RISE VULNERABILITY ANALYSIS AND PLANNING FOR COUNTY MAINTAINED ROADS INFRASTRUCTURE ADAPTATION AGREEMENT BETWEEN MONROE COUNTY AND HDR ENGINEERING, INC. In accordance with the Agreement for Sea Level Rise Vulnerability Analysis and Planning for County Maintained Roads Infrastructure Adaptation Services made and entered on the 22nd day of May 2019 between Monroe County, hereinafter referred to as the "County" and HDR Engineering, Inc. hereinafter referred to as "Consultant". All terms and conditions of the referenced Contract for Sea Level Rise Vulnerability Analysis and Planning for County Maintained Roads Infrastructure Adaptation Services apply to the 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. WHEREAS, the Consultant's scope stipulated that additional outreach activities (meetings/workshops/briefings) to specific groups outside of the major mile stone date would be conducted under Optional Services; and WHEREAS, the County is to provide an update for the Board of County Commissioner (BOCC) members in regards to the overall project and the Vulnerability and Prioritization process as well as request feedback on the most critical roadway segments identified to proceed for engineering concept evaluation; and WHEREAS, the Consultant will assist the County with preparing presentation materials, conducting BOCC briefings and BOCC Workshop; and NOW, THEREFORE, in consideration of the mutual promises, covenants and agreements stated herein, and for other good and valuable consideration, the sufficiency of which is hereby acknowledged, COUNTY and CONSULTANT agree to modify the Agreement as follows: Article 1.1 Terms Of Agreement: This task order will be effective as of October 19, 2020 and shall no later than November 30, 2020. 1 Article 2.2 Scope of Services: The Consultant will conduct outreach services as follows: (a) Optional and to be implemented only upon receipt of a notice to Proceed by the County: Provide individual briefings to County Commissioners prior to the November BOCC workshop. Prepare, modify and update presentation materials, attend dry run meetings and presentations with staff to further refine the presentation materials, provide a presentation on the overall project status, Vulnerability and Prioritization Process, and present summary of critical roadway segments selected to proceed with the engineering concept evaluation. It is anticipated that multiple practice presentations and live meetings will be undertaken with various staff members to further refine presentation materials. County Commissioner briefings to be conducted through the virtual platform and are scheduled for November 10 and 13, 2020. A meeting summary will be prepared. Subsequent revisions to the presentation based on the meeting feedback and participation are anticipated. Follow-up to respond to Commissioner questions is also anticipated. All presentation materials and labor are included. All 3 key members of the Team shall attend. Due Date: November 16, 2020 Deliverable: Presentation materials and written summary of meeting(s). Payment: $9,281.87 (b) Optional and to be implemented only upon receipt of a Notice to Proceed from the County. Conduct BOCC Workshop on Roads Elevation Progress and participation in the Financing Presentation. Prepare, modify and update presentation materials, attend dry run meetings and presentations with staff to further refine the presentation materials, provide updates to the BOCC on the overall project status, Vulnerability and Prioritization Process, and present summary of critical roadway segments selected to proceed with the engineering concept evaluation. It is anticipated that multiple practice presentations and additional live presentations and meetings will be undertaken with various staff to further refine presentation materials. Furthermore, consultant is to provide information regarding funding research conducted up to date. Other research and briefing materials will be prepared related to other policy implications and procedural steps (flow-chart) to be added to the presentation. BOCC Workshop is scheduled for November 18, 2020. All presentation materials, travel, and labor are included. All 3 key members of the Team shall attend. Due Date: November 18, 2020 Deliverable: Presentation materials and written summary of workshop. Payment: $4,979.32 Article 7.1 Payment Sum: The amount of the task order is not to exceed Fourteen Thousand Two Hundred Sixty One Dollars and Nineteen Cents 2 ($14,261.19). Individual tasks shall be lump sum. The task order is not to exceed only to allow flexibility in the scheduling of the optional tasks. IN WITNESS WHEREOF, each party caused the Task Order to be executed by its duly authorized representative. CONSULTANT: WITNESS: HDR ENGINEERING, INC. Sign bu"j'eJennifer E. 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