01/25/2021 Agreement Monroe County Purchasing Policy and Procedures
ATTACHMENT D.5
COUNTY ADMINISTRATOR
CONTRACT SUMMARY FORM FOR CONTRACTS LESS THAN$50,000.00
Contract with: woodt a, r u6ctuawawtureMai— Contract#
Effective Date: 01125/2021
Expiration Date: 1211912022
Contract Purpose/Description:
Technical Assistance in drafting updates to Monroe County Code Chapter 8
Contract is Original Agreement Contract Amendment/Extension Renewal
Contract Manager: Mayte Santamarla Planning, Stop_#26
(Name) (Ext.) (Department/Stop#)
CONTRACT COSTS
Total Dollar Value of Contract: $ Current Year Portion: $
(must be less than$50,000) 17,300 (if multiyear agreement then 13,000
requires BUCC approval.unless the
total cumulative amount is less tlian
$50,000 00)
Budgeted? Yes❑✓ No❑ Account Codes: - �-
Grant:$
County Match: $ - -
ADDITIONAL COSTS
Estimated Ongoing Costs:$_/yr For:
Not included in dollar value above) (e.g,maintenance,utilities,janitorial,salaries,etc.)
Insurance Required: YES 0 NO[]✓
CONTRACT REVIEW
Changes
Date In Needed Reviewer Date In
Department Head Yes❑No0 '--- , 02/21/201
.._2
County Attorney Yes❑Na0 Paunece Scull.
Risk Management Yes❑No® �
g 2/2/21 ❑ � Cl i WL*Il v 3 ric P,u
O.M.B./Purchasing Yes No 2/2/21
Comments:
Ttl yj ed B01ZQ 1 1/ 0 0
Page 83 of 101
TASK ORDER FOR
PROFESSIONAL ARCHITECTURAL AND
ENGINEERING SERVICES BETWEEN MONROE COUNTY AND
WOOD ENVIRONMENT AND INFRASTRUCTURE SOLUTIONS, INC.
FOR
DRAFTING UPDATES TO MONROE COUNTY CODE CHAPTER 6
In accordance with the Continuing Contract for Professional Architectural and
Engineering Services (hereinafter referred to as "the Agreement") made and entered on
the 19th day of December 2018 between MONROE COUNTY (hereinafter referred to
as the "County") and WOOD ENVIRONMENT AND INFRASTRUCTURE SOLUTION,
INC. (hereinafter referred to as "Consultant"), for drafting technical updates to the local
building code.
All terms and conditions of the referenced Continuing Contract for Professional
Architectural and Engineering 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, FEMA has released preliminary Flood Insurance Rate Maps (FIRMs) for
Monroe County on December 27, 2019.
WHEREAS, on December 22, 2020, FEMA published notice to open comments and
appeals of the proposed updates to Monroe County's FIRMs in the Federal Register.
WHEREAS, when the FIRM map review/appeal process is complete, Monroe County
must adopt a compliant floodplain management ordinance by the map effective date to
remain participants in good standing in the National Flood Insurance Program (NFIP).
WHEREAS, the County is updating the Monroe County Code of Ordinances (i.e. the
local building code) to incorporate provisions of the State of Florida Model Floodplain
Ordinance and to incorporate administrative and technical amendments to the Florida
Building Code for local higher floodplain standards.
WHEREAS, the County requires the support of a structural engineer to assist in
ensuring that the technical updates to incorporate higher floodplain standards within
Chapter 6 of the Monroe County Code of Ordinances are formatted and consistent with
State law, satisfy the review of the Florida Building Commission and are drafted
pursuant to technical knowledge/expertise of an engineer for the design
provisions/construction methods that are proposed to exceed the requirements within
the Florida Building Code.
NOW THEREFORE, in consideration of the mutual promises of the original Agreement
of December 19, 2018, the parties agree to this Task Order.
Article II Scope of Basic Services, Paragraph 2.1. is amended as follows:
The scope of services will include; Engineering Development & Research and Reporting
to (1) update Chapter 6, Code of Ordinance, to include appropriate Florida Building
Professional Architectural&Engineering Services—Chapter 6 Drafting
Wood Environment&Infrastructure Solutions,[tic.
January 2021
Page 1 of'3
Code technical amendments regarding installation of foundations in coastal and flood
areas.
The scope of services is further detailed in Exhibit A to this Task Order,
Article VI, Paragraph 6.1 is amended to include the following:
The CONSULTANT adds:
NAME FUNCTION
Tirell Day, P.E. Senior Structural Engineer
Article VII, Paragraph 7.1.is amended to add the following:
7.1.2 The COUNTY shall pay the CONSULTANT monthly in current funds for the
CONSULTANT's performance of this Agreement based on the estimated fees as
follows:
Proposed Budget with Official Meetings via Communications Media
Technology
ASE FEE
I Engineering Development& Research $5,240.00
11 Reporting w $2,260.00
Total Phases I & II $7 500.00
—Labor
�.. �. $2 512 00 Official Meetings— Expenses(Four Occurrences) W.
Total Do Not Exceed $10,012.00
Proposed Bqoget with Official Meetings via Travel to Site
PHASE _ _ FEE
I. Engineering Development & Research $5,240 00
_w.._ . _ _..... .._....
II Reportingm $2,260.00
Total Phases I & II $7,500.00
Official Meetings Labor Expenses(Four Occurrences) $9 800.00
Total Do Not Exceed $17,300.00
A total not to exceed amount of Seventeen Thousand Three Hundred and no cents
($1 300 00) w°ill apply to this task order.
Professional Architectural&Engineering Services—Chapter 6 Drafting
Wood Environment&Infrastructure Solutions,Inc.
January 2021
Page 2 of 3
IN WITNESS WHEREOF, each party caused the Task Order to be executed by
its duly authorized representative.
(SEAL) Consultant
Attest: WOOD ENVIRONMENT& INFRA-
STRUCTURE SOLUTIONS, INC.
Co`�!
C.�"eFC r c(ta LS Zr"t? Of Est"j
By: _ _ By.
Florida Civil Design Team Lead
Title Title
Wood Environment &Infrastructure Solutions, Inc.
Witnesses:
BOARD OF COUNTY COMMISSIONERS
David W. Butcher OF MONROE COUNTY, FLORIDA
Jan 25, 2021 ,..
Tonya J.Morris B
Roman, Gastesi
Jan 25, 2021 County Administrator
Date: February 5, 2021
011,.,QUIN I Y KrrORNI-Y'S OFFICE
API
PAUNECE SCULL
ASSISTANT COUNTY ATTORNEY
DATE: 4—?, -Z—J
Professional Architectural&Engineering Services—Chapter 6 Drafting
Wood Environment&Infrastructure Solutions,Inc.
January 2021
Page 3 of 3
EXHIBIT "A"
wood
Wood Environment& Infrastructure Solutions, Inc.
5845 NW 158'h Street
Miami Lakes, FL 33014
www.woodpic.com
December 4, 2020
Ms. Christine Hurley
Monroe County
Assistant County Administrator
1100 Simonton Street
Key West, FL 33040
Via email: Hur e -Chri ine M nro C tv-FL.Gq
Subject: Proposal for Professional Engineering Services
Peer Review for Monroe County, Florida
Wood Project No. 600753
Wood Environment & Infrastructure Solutions, Inc. (Wood) is pleased to provide Monroe County
a proposal for Professional Engineering services to assist in updating the local code language as
it pertains to securing structural elements to the subgrade. This proposal is in response to your
September 3, 2020 email requesting support during updating of Lhe local building code (Chapter
6 of the Code of Ordinance). The following sections describe the proposed scope of services,
proposed fees, and contract authorization procedures.
SCOPE OF SERVICES
Wood will support Monroe County during the important task of rewriting sections of the local
building code. It is our understanding that certain sections of this code, regarding installation of
foundations,are narrowly written and require updating to include alternate construction methods
that achieve a similar level of safety and protection of property. The County has informed us that
the relevant code sections have been identified during their initial efforts.Wood will review these
code sections, related standards, and any pertinent background information used to develop the
original code language. We are prepared to attend four (4) scheduled meetings, taking part in
discussions which include community leaders, County Officials, and/or Contractors on a per
request basis. These discussions will aid with the ultimate goal of developing a comprehensive
standard which provides the same or greater level of safety. In addition, we intend to coordinate
with County officials for a collaborative approach to develop the final code language. The
following is a list of the proposed services, by task,Wood will provide:
'Wood'is a trading name for John Wood Group PLC and its subsidiaries
Phase I Engineering Development&Research
Task 1. Investigation
a. Document Review and Interviews
i. Coordinate with Local, County and/or State Officials for background
information on development of the current code language.
ii. Review current versions of related reference standards and their sections as
it relates to the proposed revisions.
Task 2. Engineering &Coordination
a. Attend County organized meetings in Monroe County for discussion with
community leaders, contractors, and county officials to discuss issues with the
current code and discuss recommendations for updating.
b. Code language amendments
i. Draft recommendations for code amendments as identified herein.
H. Coordinate with County officials for development of final code language.
c. Engineering support during approval process.
Phase II Reporting
Task 3. Report of Recommendations
a. Provide a letter report indicating the final and approved code language and
indicate the references used to develop this language.
The tasks indicated above are not intended to proceed in order. We understand the process may
be iterative and require interaction with various County and State officials during an undefined
schedule. Our engineering services are required during the County's process of updating and
developing language for the following noted code section items:
• Update Chapter 6, section 147 of the Code of Ordinance to include appropriate Florida
Building Code and technical amendments regarding installation of foundations in coastal
and flood areas.
• Update Chapter 6, section 148 of the Code of Ordinance to include appropriate Florida
Building and Residential Codes technical amendments regarding installation of
foundations in coastal and flood areas.
Provided below is a detailed description of the services provided for each task in reference to the
above-mentioned code revisions.
Phase I Engineering Development&Research
Task 1: Investigation
Wood will review the related code sections identified by Monroe County as indicated above to
develop a technical understanding of their intent. To aid in this effort, our review will include
Page 2 1
becoming knowledgeable of any available and relevant documents (e.g., county records, relevant
correspondence, etc.) that are provided from the County. We will interview available County
Officials for background information regarding the development of the current code, as needed.
This review will involve contrasting the identified code sections with the most current revision of
the Florida Building Code,American Society of Civil Engineers Standard 24,Flood Resistant Design
and Construction,and other relevant referenced standards.It is our understanding that the Florida
Building Code 71h Edition (2020) will be effective December 31, 2020, however the first printing
has been released in July of this year and is available for viewing. We will therefore also include
this version as part of our review process.
Task 2: Engineering&CoorAingtion
Wood intends to participate in four(4) onsite discussions with community leaders,county officials
and/or contractors to address concerns with the current code regarding construction of
foundations. These services and associated costs will be executed on an as needed basis as
authorized by the County for travel to Monroe County.We are also prepared to collaborate with
County Officials while developing new code language which provides a more comprehensive
specification for installation of foundations. Our budget for these interactions are assumed as a
combination of two (2) 1.5-hour workshops and ten (10) short phone conversations, 15-minutes
in duration, for clarifications and responding to any County concerns. Our estimated efforts
therefore represent two (2) code updates corresponding to the workshop sessions with the
County for the code sections referenced herein.
As part of the approval process for adoption of code amendments we understand that certain
local and state commissions may provide comments following internal and public review of the
updates.We are prepared to respond to these comments and have budgeted for two (2) revision
occurrences estimating eight hours of senior engineering efforts each. This time includes
coordination with our local County contacts for executing these services.
Phase II Reporting
Task 3: Report of Mcommod4figns
Following final approval of the code amendments Wood will provide a Letter Report of
Recommendations which outlines the final revision and indicates any referenced documentation
and standards (if necessary) used in developing this language.
SCHEDULE
Wood is prepared to accommodate the County for support during previously scheduled meetings
as our availability allows.We will notify the County immediately of any conflicts. It is our intention
to be actively involved in all formal meetings and therefore request at least 14 days' notice for
schedule of events which require travel. We understand that although a fixed schedule may be
difficult to define during all stages of the project, we will make a reasonable effort within our
Page 3
budget and scope to accommodate County schedules regarding review and approval processes.
Following final approval of the code amendments, we are prepared to provide a draft Letter
Report of Recommendations within 15 business days after official notice of the code amendment's
acceptance. We are available to discuss any comments during a phone conference within five
business days following the County's review of our Draft Letter Report.Wood will provide a Final
Letter Report of Recommendations within seven days of the phone conference, assuming we
receive all concurrences on approach.
ASSUMPTIONS QYALIFIC_ATIQNS AND EXCEPTIONS
The assumptions used to support this proposal include:
• Our review addresses the reference code sections indicated within only. Given that many
sections of the code are inter-related, it is difficult to estimate all revisions required at this
point.We may recommend revision of additional code sections accompanied by a budget
to investigate a suitable revision. Some sections of the code which reference or are based
on the noted code sections may require updating to retain their applicability and/or
intended purpose. These services can be provided per your request under a separate
authorization.
Based on our preliminary review of the referenced code sections, no related commentary
sections exist which require subsequent updating. Our current fee therefore does not
include these services.
• Our travel for meetings and discussions onsite is based on four site visits. This effort is
based on the provided travel fee of$2,450, which considers accommodations for one (1)
overnight stay. We can provide additional onsite support, at the County's request, based
on the same rate, given there are no unforeseen events or conditions which create pricing
beyond normal travel conditions. We shall inform the County of any changes in travel
expenses prior to booking for County approval. Our fee is based on minimum 14 days'
notice to allow for travel arrangements.
• We may perform some calculations as incidental to developing our opinions and as
support of our recommended code revisions. It is not our intention to provide these
calculations as part of our deliverable.
Page 4
PROPOSED BUDGET
Option A Official Meetings via Travel to Site
Wood proposes to complete the services based on a Time and Materials fee Not to Exceed
$17,300.00.The following table is a fee breakdown per task as outlined previously in the proposal:
PHASE FEE
I.— Engineering Development & Research $5,240.00
II - Reporting $2,260.00
Total Phases I & II $7,500.00
Official Meetings -Travel Expenses (Four Occurrences) $9,800.00
TOTAL: $17,300.00
Option B Official Meetings via Communications Media Technology
It is our understanding that Official Meetings may be restricted to communications media
technology.For this condition,only labor fees are included for attendance and preparation related
to the remote meetings.Wood proposes to complete the services based on a Time and Materials
fee Not to Exceed $10,012.00. The following table is a fee breakdown per task as outlined
previously in the proposal:
PHASE FEE
I.—Engineering Development& Research $5,240.00
II - Reporting $2,260.00
Total Phases I & II $7,500.00
Official Meetings - Labor Expenses (Four Occurrences) $2,512.00
[TOTAL: $10,012.00
We will keep you informed of our progress and will promptly inform you of interim conditions
that occur that we believe may result in activities that differ from the planned scope. Any
additional services requested can be implemented on a time and material basis in accordance
with the customary rates currently in use for our similar services per our standing contract rates.
AUTHORIZATION y TERMS AND CONDITION5
Wood proposes to perform the services outlined in this proposal in accordance with the terms
and conditions of the Agreement for Professional Architectural and Engineering Services between
Monroe County Board of County Commissioners and Wood Environment & Infrastructure
Solutions, Inc. (Attachment A), dated December 19, 2018. Receipt of the executed contract from
Page 5
the County and all support documentation as specified above, will serve as Woods's Notice to
Proceed.
We appreciate this opportunity and your confidence in Wood to provide these important services
to you. Please contact Greg Corning if you have questions or would like to discuss this proposal.
Sincerely,
Wood Environment& Infrastructure Solutions, Inc.
1
Tirrell Day, P.E. Greg Corning, P.E.
Senior Structural Engineer Florida Civil Design Team Lead
TD/GC/tjm
Page 6