Loading...
Item C17 BOARD OF COUNTY COMMISSIONERS AGENDA ITEM SUMMARY MEETING DATE: 6/14/00 6/15/00 DIVISION: COUNTY ADMINISTRATOR BULK ITEM: YES DEPARTMENT: AIRPORTS AGENDA ITEM WORDING: Approval of URS Greiner Woodward Clyde Purchase Service Order for implementation of Phase I of the Noise Compatibility Program (NCP) at the Key West International Airport. ITEM BACKGROUND: This project will be funded by the Federal Aviation Administration, Florida Department of Transportation, and Passenger Facility Charge Revenue. An Independent Cost Estimate, as required by the Federal Aviation Administration is attached. PREVIOUS RELEVANT BOCC ACTION: Approval of Passenger Facility Charge Application # 4. STAFF RECOMMENDATION: Approval TOTAL COST: $396,340.00 BUDGETED: Yes COST TO AIRPORT: None COST TO PASSENGER FACILITY CHARGE: $19,817.00 COST TO COUNTY: None REVENUE PRODUCING: No AMOUNT PER MONTHNEAR: APPROVED BY: County Attorney X OMB/Purchasing X Risk Management X AIRPORT DIRECTOR APPROVAL DOCUMENTATION: Included X To Follow Not Required AGENDA ITEM # ~ -(..11 DISPOSITION: /bev APB MONROE COUNTY BOARD OF COUNTY COMMISSIONERS CONTRACT SUMMARY Contract # Contract with: URS Greiner Woodward Clyde Effective Date: Execution Expiration Date: 950 days Contract Purpose/Description: Services to implement FAR Part 150 Noise Compatibility Program for the Key West Airport. Contract Manager: Bevette Moore (name) # 5195 (Ext. ) Airports - Stop # 5 (Department/Courier Stop) Agenda Deadline: 5/31/00 for BOCC meeting on: 6/14/00 CONTRACT COSTS Total Dollar Value of Contract: $396,340.00 Current Year Portion: $40,000.00 Budgeted? Yes Account Codes: 404-63039-560630-GAKA36-530-310 Grant: Federal Aviation Administration (pending) & Florida Department of Transportation County Match: Passenger Facility Charge Revenue ADDITIONAL COSTS Estimated Ongoing Costs: NIA For: (not included in dollar value above) (eg. maintenance, utilities, janitorial, salaries, etc.) CONTRACT REVIEW Changes Date In Needed Reviewer Date Out Yes No ?~ Airports Director ~1J~ ()/" .f:v:000 Risk Management fLjS /00 ( ) ( peter~ 50 S" 1!:J..s:2. <A'W"L~ O.M.B./Purchasing .fLJ~oo ( ) (...{ ~;~n~3n J!.J5/90 County Attorney ~~- ( ) ( ) f7L b John Carter .fL!~ ~cv J a wo,Jf'e Rob Wolfe Comments: ~un-~g-~~ ~~:~~ r~~&~:&~un~u~ ~UUA&a M&&& U~~j~~ jU:~~~~~~~~lb a-Hv~ i" i PURCHASE I SERVICE ORDER FOR MONROE COUNTY To: vas Greiner Woodward Clyde Purchase SeJVicc Order No. 99/00-11 Re: PSA Agreement, Dated 7.1.96 Resolution No. Project Name: Kev West international - Part I SO Implimentation Description of Services: (See attached Scope of Services) Multiple of Direct Salaries Lump Sum x Reimbursable Expense Days to Complete 950 Fee this Service Order S 396.340.00 Payment for Services shaJJ be in their entirety as per PSA. as amended. Frer by: 1 ~k~. ~ i '. Milford A. Reisert RK.~~ Date: c;. - 1-0'0 Date: -Sd2. - 2- -ot) Accepted by: ~~c.> Carlos Garcia Approved by: Date: b- (-00 Date: ~S_II.WJD Phase 1 Scope of Services Implementation of FAR Part 150 Noise Compatibility Program (NCP) Key West International Airport The Federal Aviation Administration (FAA) approved the following six land use measures on May 7, 1999: 1. Provide Noise Insulation in Exchange for Avigation Easements, 2. Purchase Homes, Provide Noise Insulation, then Resell with Easements, 3. Update Noise Contours Annually, 4. Rezone Vacant Parcels, 5. Acquire Vacant Parcel, and 6. Establish Compatible Land Use Zoning. This Scope of Services will describe tasks necessary to prepare for the implementation of measures 1 and 2, and implement measure 2 for homes located within the DNL 75 dB contour. A list of the twenty-six potentially-eligible homes is attached. TASK 1 PREPARE TO IMPLEMENT APPROVED MEASURES The Consultant will take the following factors into account while preparing to implement the approved measures: · The airport's goals and priorities for short- and long-term objectives; · Anticipated budgets (both short and long term) and rate of home insulation and purchaselresale of homes; and · Eligible noise impact areas and adjacent homes and/or streets to be included. Task 1.1 Prepare a Policy and Procedures Manual The Consultant will prepare a Policy and Procedures Manual that describes the step-by-step process for the Key West International Airport noise insulation program and purchase/resale program. It will deSCribe all phases from partiCipant induction to project completion and sign-off, and include all necessary forms and legal documents for both programs. The Policy and Procedures Manual will guide the implementation process, and must be approved by the Client and the FAA prior to commencement of the program. The following forms and legal documents will be prepared for the noise insulation progffim: . · Avigation Easement, · Noise Insulation Agreement, ~ 1 · Inspection for Pre-existing Defects Notice, · Homeowner's Release and Agreement to Allow Access, · Affidavit as to Construction Liens and Possession, · Certification of Non-foreign Status, . 1099-S Form, · Mortgage Holder Consent Letter. The following forms and documents will be prepared for the purchaselresale program: . Evidence of Title, · Avigation Easement, and · Purchase/Resell Agreement. Task 1.2 Identify and Prioritize Eligible Participants The Consultant will review the eligible residences using the Geographic Information System (GIS) developed for the Part 150 Study. The GIS displays individual parcels and the location of the noise contours. This will make it possible to identify a program boundary by selecting homes that meet the airport's eligibility criteria for noise impact, neighborhood assignment, and other factors. The GIS will also be used to maintain a comprehensive database of project information regarding each home such as the date of entry into the program, when the easement was signed, which construction phase the home is assigned, the date and result of the post-modification measurements, etc. Implementation of Tasks 2 and 3 may span more than one year due to funding availability. Since all eligible project areas cannot be addressed at the same time, participation must be prioritized. The prioritization plan is required in order to develop a master schedule of program participation that will accommodate a series of funding years. Properties located in the highest noise impact area will be given priority over properties located in lesser noise impact areas (Le., homes located in the DNL 75 dB contour will receive priority over homes located within the DNL 70 dB contour and subsequent DNL 65 dB contour). A listing of single-family dwellings located within the 2003 Noise Exposure Map, With Program Implementation, is contained in Appendix A of the NCP. The number of properties included in a program phase will be based on the level of funding available. In situations where there are not enough funds to include an entire street or defined area located within the same noise contour, the Consultant will utilize further prioritization guidelines in order to determine program participation. Task 1.3 Open Project Office The Consultant will open a Project Office at the airport to promote close interaction with the participating homeowners and the community at large. From this office"the project will be coordinated closely with airport staff members and an "open door" liaison policy 2 with homeowners will be facilitated. All project files, progress reports and construction documents will be maintained on-site. Examples of noise insulation materials, such as different window and door assemblies, will be available for inspection along with photographs of completed work, product brochures, application forms and videos. Task 1.4 Provide Information to the Public When the noise insulation and purchaselresale programs are first presented to the community, many questions can be expected to be raised. Establishing clear guidelines and ground rules for eligibility, prioritization, design goals, and implementation methods "up front" will reduce confusion and build a firm foundation for communication and understanding. In addition to comprehensive community and participant coordination efforts, the Consultant will conduct supplemental public information tasks to ensure that the community recognizes the airport's program and the progress achieved in noise insulating and purchasing/reselling area homes. A schedule for public information and media coordination will be developed in cooperation with the airport. The folloWing milestones will form the nucleus of the outreach effort: . · Assist with press releases to area media outlets to introduce the airport's noise insulation and purchase/resale programs to the community and advertise the upcoming insulation work. · Conduct public meetings to disseminate information about airport goals and progress in noise mitigation efforts. The meetings will be held in a format that will maximize the opportunities attendees have to get their questions answered and to speak one-on-one with those having special expertise in various aspects of the airport's operations, noise modeling, and mitigation efforts. · Develop a project newsletter to be direct mailed to all applicants, previous participants, and other interested community members to update them on project progress. · Mail information directly to all selectees to explain the upcoming participation process, secure title information, and distribute sample easements and agreements. · Develop a brochure for homeowners to describe the specifics of the program and to answer many of the typical questions homeowners have. A modified version of this brochure will also be used as a press kit for media representatives. . , · Conduct a personal interview and information meeting with -eaCh eligible participant to review the steps to partiCipation and to answer specific 3 homeowner questions. During these meetings, the Consultant will explain all the requisite paperwork the homeowner must fill out in order to participate in the program. TASK 2 PROVIDE NOISE INSULATION FOR NONCOMPATIBLE SINGLE-FAMILY DWELLINGS LOCATED IN THE DNL 75 dB CONTOUR When a homeowner selects the Noise Insulation Program option, the Consultant will perform the following tasks. Task 2.1 Evaluate Dwellings Through a combination of architectural and acoustical field measurements and observations, the existing conditions and current noise level reduction at each residence will be thoroughly evaluated and documented. This information will be used tp determine the noise attenuation improvements required to meet FAA guidelines, and to determine if there are any physical defects that the homeowner must remedy prior to participation in the program. The Consultant will videotape, photograph and provide written documentation of the existing conditions at each residence. Task 2.1.1 Document Architectural, Mechanical, and Electrical Conditions The Consultant will collect architectural data on each home to identify any building code violations and to prepare drawings suitable for inclusion in the subsequent contractor bid packages. Detailed floor plans will be developed showing the number and location of all windows, doors, and other perimeter penetrations. Door, window, and finish schedules will list the types and sizes of these elements. Mechanical and electrical information will indicate the existing HVAC systems configuration and capacity. Task 2.1.2 Perform Pre-modification Noise Audit Immediately following the architectural survey, the Consultant will conduct a pre-modification noise audit of habitable rooms in each measured home. There are two reasons for performing noise measurements: First, the measurements will be used to verify the necessity for modifications identified during the design process. Second, the pre-modification data can be compared with post-modification measurements to document the achieved increase in noise reduction, and as a check on quality control. Pre-modification measurements are useful for calibrating the designs. Post-modification measurements provide before and after documentation of noise insulation benefits and also serve as a quality check on the construction. Generally the number of homes to be measured will be not be less than 20% of the total number of homes being insulated. The sample will be selected to repres~ntthe range of housing types expected. Usually, each home that is measured before construction 4 will also be measured after as well. Task 2.2 Develop Concept Packet The Concept Packet documents existing conditions, floor plans and miscellaneous items that are to be incorporated into the design documents. It also contains the recommended acoustical treatments to the windows, doors, ceilings, and walls. The acoustical designs will be aimed at reducing interior noise levels to meet the FAA AlP Handbook goal of an interior noise level no greater than 45 dB DNL. In addition, the modifications will be designed to achieve at least a 5 dB improvement in each participating home. The Consultant will develop the noise insulation designs in full compliance with the policies, standards, and specifications issued by the FAA for AlP projects. The Concept Packet will include the following information: · Product Selection Forms, · Elevation Photographs, · Homeowner Pre-work Requirements, · Schematic Floor Plans, · Mechanical Recommendations, · Electrical Recommendations, and · Door and Window Schedules. Task 2.3 Present Treatment Concept to Homeowner The Consultant will review the Concept Packet with each homeowner, including all treatment recommendations and product selections such as color, style, and material. Any changes proposed by the homeowner will be reviewed by the Consultant prior to approval. The Consultant will also review the legal documents with the homeowner. Task 2.4 Develop Proposal/Bid Documents The Consultant will develop a complete set of construction documents that meet all FAA requirements and the requirements of the local authorities. The construction documents will include written specifications that describe the products, suppliers, materials, and workmanship that are acceptable and which meet the technical requirements of the project. The construction documents will also include the plans and details referenced to the specifications sections. The documents will be of sufficient detail to be used for the formal bid process as well as for the actual construction phase of the work. Once all of the homeowners within the DNL 75 dB contour have signed-up (or declined to participate) the Consultant will compile all of the Concept Packets for those properties included in the bid package. The bid package set will contain at least the following information for each residence: 5 · Floor plan that shows the existing construction and modifications that shall be made for each habitable level, the basement, and the roof plan; · Door and window schedules that are keyed to identifying marks on the floor plans and that call out the specific modifications that are required, complete with elevation drawings of typical doors and windows; · HVAC upgrade requirements including ventilation capacity and electrical capacity; and · Detailed drawings of special installation techniques required for windows, doors, and other elements. Task 2.5 Develop Evaluation Procedure and Advertise Request for Proposals/Bids The Consultant will develop an Evaluation Procedure to be used in scoring, the proposals submitted for the noise insulation projects. The criteria for review and scoring may include financial strength, experience in similar work, resume of proposed superintendent, references, and other pertinent information. The Consultant will score each firm that submits a responsive Proposal/Bid by reviewing each Proposal against the criteria established in the Evaluation Procedure to obtain a Proposal Score. The Consultant will submit two advertisements, approximately one-week apart, in local newspapers and national trade magazines for qualified contractor proposals/bids. Interested contractors can check out Construction Documents for review. Task 2.6 Conduct Pre-Proposal/Bid Conferences The Consultant will hold mandatory Pre-bid Conferences prior to the Proposal/Bid Openings. This will provide all interested contractors the opportunity to ask questions regarding the projects and discuss the site conditions. To avoid disturbing the homeowners, videotapes showing the existing conditions will be shown, rather than having the bidders visit each site. Any necessary revisions and/or addenda to the Bid Documents will be prepared, along with responses to questions, and will be distributed to all bidders in accordance with the procedures described in the Request for Proposal/Bid. Proposal/Bid forms will be simplified as much as possible without compromising the ability to evaluate the proposals/bids received. Task 2.7 Open and Evaluate Proposals/Bids The Consultant will open the Proposals/Bids ~pproximately four weeks after the initial Request for Proposal/Bid advertisement. All submitted Proposals/Bids will be analyzed for compliance with the Proposal/Bid Documents and to determine the lowest cost and best-qualified bidder. As described in Task 2.5, the Consultant will score each firm that submits a responsive Proposal/Bid by reviewing each Proposal against the criteria 6 established in the Evaluation Procedure to obtain a Proposal Score. The Bid Price will be divided by the Proposal Score to determine the Selection Ranking. The firm with the lowest Selection Ranking will be the primary candidate for award of the contract. The Project Attorney will review and certify the Proposal/Bid process. The results of the analysis will be tabulated and a recommendation for award of the contract will be submitted to the FAA (and FOOT if appropriate). Following FAA approval, the recommendation for award of the contract will be presented to the Monroe County BOCC. If appropriate, the Consultant will attend the BOCC meetings where the BOCC will consider the award of contracts. Task 2.8 Conduct Pre-Construction Conferences and Contractor Walk-Through The success of the project depends on the homeowners being satisfied with the noise control treatments, and quality workmanship is absolutely essential in this regard. The proper execution of noise insulation modifications ultimately rests with the buildin.g trades. Task 2.8.1 Conduct Pre-Construction Conferences The Consultant will conduct Pre-Construction Conferences to review the scope of work and the coordination plan. Administrative procedures and performance requirements will be reviewed with the contractors. The Consultant will acquaint contractor personnel with the detailed requirements of noise insulation design. The Pre-Construction Conference will cover the following material: · Purpose of the project; · Goals to be achieved; · Homeowner interaction and sensitivity training; · Simplified description of noise transmission into buildings; · Noise insulation treatments; · Submittal requirements; · Scheduling and phasing of trades; · Level of workmanship; · Coordination requirements; · Progress payments; · Requisitions and change orders; · Final closeout documentation requirements. Task 2.8.2 Conduct Contractor Walk- Through Many tasks occur during the contractor walk through sessions. These include: · Product Measurements - The contractor and manufacturer representatives, if present, will measure the window and door openings for ordering and 7 manufacturing the designated products. (The contract documents note the nominal dimensions of these products for bid purposes only.) Contractors are responsible for taking their own measurements for product fabrication. · Review of Installation Details - The contractor must review the existing condition of the window and door openings. · Verification of Homeowner Pre-Work Completion (if applicable) - The Consultant will inspect items listed in the contract documents as homeowner pre-work for satisfactory resolution. Any unfinished items will be noted for the homeowner. The Consultant will address these issues with the homeowner and follow up with a written letter to the homeowner stating a completion deadline required for the pre-work. · Verification of Finishes, Colors and Styles - The Consultant will verify with the homeowner the product selection styles, colors and finishes, the window gril!e configuration (if applicable), and the location of the air condensing unit (if applicable ). · Construction Survey Form -The Consultant will complete the Construction Survey with the homeowner. The Construction Survey provides written information for the contractor as to any special needs required at the project site. Such needs include assisting the homeowner in moving furniture, storage areas required for items moved, special hours where the house is not accessible to the contractor, whether or not the homeowner will allow access to bathroom facilities during construction, etc. Task 2.9 Provide Construction Phase Services Throughout the course of construction, the Consultant will provide construction observation services and conduct regular field inspections to help ensure quality control. If change orders are necessary, the Consultant will secure the approval of the airport and the FAA prior to approving any major changes to the contract. The tasks involved in construction management include the following: · Review and process all submittals and shop drawings that are required by the Specifications. · Review materials before they are installed to ensure that they comply with approved submittals. · Review work covered by shop drawings to ensure that it complies with approved shop drawings. · Conduct daily inspections at each site that is under construction. 8 · Coordinate with the local building officials to determine what permits, if any, will be required for construction purposes including building permit, electrical permit, etc. · Observe work in progress to verify that it meets the requirements and intent of the Contract Documents. · Attend and conduct weekly construction progress meetings with the contractors and subcontractors. · Notify the General Contractor of any part of the work in progress that does not conform to approved submittals, shop drawings, or Contract Documents. · Consider and evaluate the Contractor's suggestions for modifications to the Contract Documents. · Maintain files and records of all pertinent documents including submittals, shop drawings, addenda, minutes of meetings and reports. · Review applications for payment to ensure that they agree with the work actually done and materials actually received. · Prepare punch lists at the appropriate time for each unit, distribute the lists to the General Contractor for execution, verify that punch list items are complete, and then certify the General Contractor's final invoice for payment. Task 2.10 Perform Post-modification Noise Audit Once construction is substantially complete in a sufficient number of homes, the Consultant will conduct a post-modification noise audit of habitable rooms in each measured home. The post-modification data will be compared with pre-modification measurements to document the achieved increase in noise reduction, and as a check on quality control. Task 2.11 Conduct Final Inspection Once the outstanding punch list items are completed, the Consultant will conduct a final inspection. The Consultant will verify that all items identified on the punch list have been acceptably completed, that all work has been performed in accordance with the contract plans and specifications, and that the work meets project standards for workmanship and quality. Once the final inspection has been completed and all work performed to the reasonable satisfaction of the homeowner ,and Consultant, the homeowner will be presented with their warranty manuals. The manuals will list the length of workmanship and product warranties, and the names and telephone numbers of whom t9call should warranty service be required. 9 Task 2.12 Evaluate and Close-out Project The Consultant will prepare a full technical assessment of performance and achievements, including the following: · The measured noise reduction benefits achieved by the application of the Noise insulation plan to each of the houses. · The adequacy of technical specifications. · The response of homeowners to pre- and post-modification attitudinal surveys on interference from aircraft noise. · Revisions required, if necessary, to the Noise insulation plan and/or the technical specifications in order to achieve the Project objectives. · An evaluation of the predicted versus the actual costs for modifications. · Contract schedule compliance. · Full cost accounting including Bid cost and Change Order Request evaluation. · Necessary FAA closeout documentation forms. 10 !~! ! .... .. .91 .. !Iii 111111~t :l Ii . -.altll 1a.1 & . . U!i:;t ! II:ollli~ ..'.~=l~ ... aaaDa!lm . ... . . .II! A- I e wl .... .. ......a..".. I-a- liT: 'il~lllll. ~ - 8. ~l~ m1l.. ti f. IlIIII i!:ual! 08) u .. 0 A'A !g!IUa!~ wJII= I~j lffil.s !OIOI.il xi" aaa i~i .=&_11= II lIl:~ ~ ~~~ 'Ill/oil.... I lB.' lillHIII . i ::= ~. ato.l. a. j '1il!!'lill;::B .ll!lil lu-aU- 1~1 !!Iil~!=~ :0 Il .. .. .-. ..... ~~~...~!i .. ,a .!!o i Q f .. ;n ~ 1: .. u I ... E ! .. I ... - pp lliNf'IlI"" oj.. .. .3=.lZ;::~ N t'llIririri ;;!1~: ,.; ::~ I 900~ 0.1001( 'g '0:) '01( ~ NOHVlIOdHO:) SHJ1 LIOtI96S0C YV3 80:LI OO/IO/90 Offlqers ' William 0. SChOCk President Raloh E. White ExecutJve V P Leigh Tanney Las'e.' Exec V P /Legal Counsel MelIssa >,\1/15 Semor V P Hams Moms Semor Vice PresIdent :Imotnv L. Camoce'f Vice PreStaenc I~ W. D. Schock Company, Inc. Airport Noise Mitigation/Right of Way Consultants Land Acquisition. Relocation · Part 1 aD Implementation ProfessiOr-;a, AffJhatJors . ~CI . 4t:AE . Ace . IRWA . L.4M4 . Mea:.. . FAJ\,1"': . TAA May 31, 2000 - ...... ~ 1_ j' Mr. Peter Horton Director of Airports Key West International Airports County of Monroe Key West, Florida 33040 RE: Independent Cost Estimate - Phase I Scope of Services Implementation of FAR Part 150 Noise Compatibility Plan Key West International Airport Dear Mr. Horton: Please find enclosed a copy of our independent cost estimate to complete your Part 150 Implementation Program. This cost has been analyzed comparing the average costs of Sound Insulation Program services and expenses at other airports. We believe our estimate represents a fair cost on an average basis, and certainly can be completed within our estimated costs or less on a not-to-exceed basis. We appreciate the confidence you have in our firm to prepare this estimate. If you should have any questions or need additional information, please do not hesitate to contact our office. Thank you. Sincerely, ~~~ William D. Schock President and CEO WDSlbgb attachments: (1) Cost Estimates (2) Lump Sum Invoice cc: Debra Murphy Leigh Tanney Lasley 1420 Donelson Pike. Building 1, Suite A-5, NashVille, Tennessee 37217 (615) 399-0585 / (Sam 645-9761 /Fax (615) 366-1184 www,wdschockco,com Offir:es AN EDt..;;.,.... CCPCRTUNlTl' EMPLCYE;:l::....T~A.:~::-t:i ,mrJ Nasnvllle \.1mneaooils '\,'":OX\',ne -~.1, '~...a,-I{ee c,ncmnatl "':"'1.C:':3 3CnDr1 ":;C~;';'! ...."mo;] f:;icr.,"'i;:"C St. L:...:vs FavettevIIIP ,"Jp~v (}','p:mS PhoeniX Sormgilejcj T,iISA Boca Raton Laredo '.'2!Ji.t? ~~ ::5~.'; "ps F~"'~ ;ste":"l "Y!ian.~r:Oi:S P~f j III ~ ! r. !~J J i! ~ &~.oo.ooo Hiulull iu iiaa~saa- I~~." I er~Uu~ ll!!i . I U l!hliiiu- ;;;-. Ill'ili!:t:!il~ ;u II!! hiu U~S~~UI Ull!l -, .,-- ...... :: ..t:.. ~-I i~a~aHi HI IlaOllooo jHllBull II II 1i!!l!ll!l~aIU~ ~luH.1 IIi UiU!Ua tllllll 1 51. Ii In lif 'I , ; ~ ~ i