Item C11BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: 5/15/2013 Division: County Administrator
Bulk Item: Yes Department: Airports
Staff Contact Person/Phone #: Peter Horton, 809-5200
AGENDA ITEM WORDING: Approval of Task Order #2013-001 with CDM Smith for Project Design and
Permitting Services (the "Project') for the Florida Keys Marathon Airport Terminal Sewer Laterals.
ITEM BACKGROUND: The FDOT has provided grants to provide 50% funding for the design and
construction of the sewer laterals for both the airport and the tenants.
PREVIOUS RELEVANT BOCC ACTION: January 19, 2012, #C22-approval of CDM Smith Master
Agreement; March 21, 2012, #C-34-ratification of CDM sample Task Order; July 20, 2011, #C-29-ratification
of FDOT grant #AQ606.
CONTRACT/AGREEMENT CHANGES: NA
STAFF RECOMMENDATION: Approval.
TOTAL COST: $85,435 INDIRECT COST: NA BUDGETED: Yes
DIFFERENTIAL OF LOCAL PREFERENCE: NA
COST TO COUNTY: None
COST TO AIRPORT: $42,717.50
COST TO PFC: None
SOURCE OF FUNDS: FDOT/Operating
REVENUE PRODUCING: Yes �n No X AMOUNT PER YEAR: NA
APPROVED BY: County Attorney 1" " Ok/Purchasing Risk Management i
DOCUMENTATION: Included X Not Required
DISPOSITION: AGENDA ITEM #
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract #
Contract with: CDM Smith Effective Date: May 15 , 2013
Expiration Date: 240 Days
Contract Purpose/Description: Task Order #2013-001, Marathon Airport Terminal Sewer Laterals —
Project Design and Permitting Services ("the Project").
Contract Manager: Peter Horton # 5200 Airports - Stop # 5
(name) (Ext.) (Department/ Stop)
for BOCC meeting on: 05/15/2013 Agenda Deadline: 04/30/2013
Total Dollar Value of Contract: $85,435.00
Budgeted? Yes
Grant: FDOT #AQ606
Airport Match: 50%
Estimated Ongoing Costs: n/a
(not included in dollar value above)
Date In
Airports Director 04/30/2013
Risk Management
O.M.B./Purchasing
County Attorney
Comments:
CONTRACT COSTS
Current Year Portion: TBD
Account Codes: 403-63580-560630-GAMD69-530310
ADDITIONAL COSTS
For: .
CONTRACT REVIEW
Changes
Needed
Yes No
() (K
utilities
Reviewer
County Attorney
etc.
Date Out
04/30/2013
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract #
Contract with: CDM Smith Effective Date: May 15 , 2013
Expiration Date: 240 Days
Contract Purpose/Description: Task Order #2013-001, Marathon Airport Terminal Sewer Laterals --
Project Design and Permitting Services ("the Project").
Contract Manager: Peter Horton # 5200 Airports - Stop # 5
(name) (Ext.) (Department/ Stop)
for BOCC meeting on: 05/15/2013 Agenda Deadline: 04/30/2013
Total Dollar Value of Contract: $85,435.00
Budgeted? Yes
Grant: FDOT #AQ606
Airport Match: 50%
Estimated Ongoing Costs: n/a
(not included in dollar value above)
Date In
Airports Director 04/30/2013
Risk Management
O.M.B./Purchasing
County Attorney
Comments:
Reviewer
Peter Horton
CONTRACT COSTS
Current Year Portion: TBD
Account Codes: 403-63580-560630-GAMD69-530310
ADDITIONAL COSTS
For: .
salaries,
CONTRACT REVIEW
Changes
Needed
Yes No
for Risk Management
( ) ( )
Date Out
04/30/2013
T
�/Z`(/ �3
TASK ORDER NO.2013-001 TO
MASTER SERVICES AGREEMENT
BETWEEN
OWNER AND ENGINEER
This is Task Order No. 2013-001 dated May t 2013 attached to and made part of the Master Services
Agreement dated January 19, 2012, between CDM Smith Inc. (ENGINEER) and Monroe County (OWNER).
This Task Order describes the Scope of Services, Time Schedule, Charges, and Payment Conditions for the Task
Order known as:
Marathon Airport terminal Sewer Laterals - Project Design & Permitting Services (the "Project").
I . Scope of Services
ENGINEER shall provide for OWNER the following specific Services:
See attached Exhibit 'A'
2. Time Schedule
The time periods for the performance of ENGINEER'S Services are as follows:
240 days from Execution of this task order.
a
3. Comnensation and Invoicint
Compensation for Services of Engineer described in this Task Order will be on the following basis:
Lump sum amount of $85,435 (see attached Exhibit 'B')
4. Terms and Conditions
The terms and conditions of the Agreement referred to above shall apply to this Task Order except to the extent
expressly modified herein. IN the event of any such modification, the modification shall be set forth below and
the Article of the Agreement to be modified shall be specifically references. Modifications included in this Task
Order are:
N/A
72009 Page I
Task Order Mastcr Sen im Agr
hlamthon Airport Tcrtntnal Sewer I atcral Project ncsign & Construction Services
Task Order No. 2013-001
May _ . 2013
Acceptance of the terns of this Task Order is acknowledged by the following authonzed signatures of the parties to the
Agreement:
Fem"UHM
Title:
ENGINEER
By: jr c &�ucw L-(%4 PjA l f. j-
Title: I .411 & L(QTV-
7 2008 Page 2
Task Ordcr Mastcr Scniecs Agr
Marathon Arrpon Tcmunal Sewer tatcral - Project Design dr Canstruction Services
Task Order No 20 l l 0o I
May _ _, 2013
Exhibit'A' to
Task Order No. 2013-001
Florida Keys Marathon Airport
Marathon Airport Terminal Sewer Force Main Connection
PROJECT BACKGROUND
Monroe County (OWNER) has requested that CDM Smith Inc. (ENGINEER) provide engineering
consulting service to complete permitting, design and bidding of a system to connect the existing
Marathon Airport Terminal Building (TB) to the central sewer system.
SCOPE OF WORK
A wastewater pump station pumps waste water from the Marathon Airport Terminal Building to a small
wastewater treatment facility with an effluent disposal injection well. The OWNER wishes to abandon
the existing treatment facility and send the TB waste water to the central City of Marathon sewer force
main. The force main is located in the Florida Department of Transportation Highway 1 right of way
which runs along the front of the Terminal Building. This scope of work includes preliminary analysis to
determine feasibility and final design for:
Replacement of existing pumps with new higher capacity pumps to pump the terminal building's
waste water to the central sewer force main
• Design of electrical modifications as deemed necessary by the ENGINEER for the new pumps so
that they can operate with utility power or power from the existing generator
Determination if the existing on site force main currently between the TB pump station and
treatment facility can be extended to the central sewer force main, and if so, the design of the
following:
o force main extension, electrical and pump replacement;,
o Abandonment and demolition of the onsite TB treatment facility.
o Abandonment of the existing TB onsite treatment facility injection well.
The following is a description of the services to be provided under this Task Order.
TASK 1- CONCEPTUAL DESIGN
The ENGINEER will meet with Airport and City of Marathon staff to gather required design information.
Conceptual design parameters will be set, permit requirements will be determined, and conceptual
plans will be developed.
Smith
Page 1 of 7
4/11/2013
Subtask 1.1- Kick off Meeting and Data Gathering
The ENGINEER will make a site visit and hold a Project Kickoff meeting with Airport Staff. The Project
Kickoff meeting will discuss existing facilities, Schedule, Work Plan, current and potential future use of
Terminal Building, and other issues as determined prior to the kickoff meeting.
After the kickoff meeting the ENGINEER will make a site inspection to gather additional data. The
ENGINEER will supply adequate and qualified staff to gather data on site including:
• Information about waste water flow from the Terminal Building
• Record Drawing Information on the size and configuration of the wet well for the existing TB
wastewater pump station serving the building
• Copies of existing facility environmental permits
• Information on existing pumps in the pump station serving the TB
• Information on the existing electrical system, including the utility power and auxiliary power
unit supplying backup power to the TB wastewater system
• Information concerning demolition requirements for the existing wastewater treatment facility
• Information on tie-in location to the existing City force main
• Available information on existing utilities and rights of way
In conjunction with the Kickoff Meeting and Site Visit, the ENGINEER will meet with the City of Marathon
(in person, if City schedule allows or via teleconference) to discuss the proposed work. The ENGINEER
will collect data on available capacity, pressure, allowable tie in methods, permitting, engineering
review, and other project issues.
Subtask 1.2 - Conceptual Design
The ENGINEER will perform the following activities as part of this subtask:
• Verify the existing wet well capacity is adequate
• Perform initial hydraulic calculations, line sizing, and pump sizing requirements
• Verify pumps are readily commercially available that can serve the intended function
• Verify that the existing electrical service and backup generator is adequate for the proposed
installation
• Verify the permit requirements. It is anticipated that permits required are:
o Florida Department of Environmental Protection Facility Permit
o Florida Department of Environmental Protection Plant Abandonment Permit
S13110
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4/11/2013
o Florida Department of Environmental Protection Injection Well Abandonment Permit
o City Force Main Connection Approval
o City Building Permit for Electrical Modifications
o Florida Department of Transportation Right of Way Permit
o Airport Construction Activity Permit
• Obtain written verification from the City that the central sewer force main has capacity to allow
the proposed tie in.
• Provide a conceptual design facility layout and pipeline routing plan
• Prepare a conceptual design technical memorandum detailing the results of this subtask and
budgetary cost opinion
• Submit conceptual design technical memorandum to the City of Marathon for informational
purposes
TASK 2 - GEOTECHNICAL, SURVEY AND SUBSURFACE UTILITY INVESTIGATION
Subtask 2.1- Geotechnical Evaluation
The ENGINEER will subcontract with a geotechnical firm to conduct a two borings along the pipeline
route to determine the depth to rock and the stability of soils for construction.
Subtask 2.2 - Survey
The ENGINEER will engage the services of a survey firm to provide the following:
• Verification of TB wet well size and configuration
• Verification of existing on site force main size, material and location
• Verification of existence of stub out at proposed tie in location on existing City force main
• Route survey for the proposed route of the extension of the existing TB onsite force main, from
there it will connect to the existing on -site force main to where it will tie into the existing City
force main. The route survey will include topography, above ground improvements, existing
above and below ground utilities (as identified by utility companies), property lines, right-of-
ways, easements, and other property encumbrances and will extend over the length of the
existing force main, in case the existing force main must be replaced.
• A survey of the existing TB waste water treatment plant and injection well sufficient for creating
a demolition plan and for permitting purposes.
Smith Page 3 of 7
4/11/2013
TASK 3 - FINAL DESIGN
The ENGINEER will prepare contract documents including plans and specifications suitable for permitting
and bidding the work. It is anticipated that the plans will consist of the following drawing sheets
(number estimated):
Cover
1 Sheet
General Notes
1 Sheet
Existing Survey
1 Sheet
Site Access Plan
1 Sheet
Site Civil
2 Sheets
Mechanical
1 Sheet
Electrical
1 Sheet
Details
2 Sheets
It is anticipated that the project manual will consist of the following ENGINEER's standard documents
applicable to this project:
Instructions to Bidders, Contract Forms and General Conditions
Supplementary Conditions
Technical Specifications (CSI Divisions 1-16)
Subtask 3.1- 60% Design
The ENGINEER will incorporate mutually agreed upon comments from the OWNER review of Conceptual
Design and develop 60% plans and specifications for OWNER review, and permitting where applicable.
60% plans will be used for permit application.
Subtask 3.2 - Final Design
TASK 4 - THE ENGINEER WILL INCORPORATE MUTUALLY AGREED UPON COMMENTS FROM THE
60% DESIGN (ALONG WITH PERMITTING AGENCY COMMENTS) AND DEVELOP FINAL
PLANS AND SPECIFICATIONS FOR BIDDING. THE ENGINEER WILL PREPARE SIGNED AND
SEALED PLANS AND SPECIFICATIONS WHERE APPLICABLE. PERMITTING
The ENGINEER will perform the following permitting tasks. For each of the permits listed above in
Conceptual Design 1.2, the ENGINEER will prepare for submittal by OWNER a permit application to the
appropriate authority, and respond to one request for additional information per permit. A total of five
permitting related teleconferences are anticipated for budgeting purposes.
TASK 5 - BIDDING ASSISTANCE
Subtask 5.1- Pre -Bid Meeting
The ENGINEER will attend a pre -bid meeting with County staff and prospective bidders to discuss the
project and provide a site visit. This meeting may be conducted at County offices with a mandatory field
visit which will be held at the construction site.
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The ENGINEER will prepare and distribute a summary of meeting minutes to document items discussed
with the parties in attendance as part of the first addendum.
Subtask S.2 - Prepare Addenda
The ENGINEER will prepare one addenda to the contract documents based upon the pre -bid meeting
and questions during bidding. All questions during bidding will be submitted in writing.
TASK 6 - MEETINGS, PROJECT MANAGEMENT AND QUALITY CONTROL
Subtask 6.1- Meetings and teleconferences
In addition to the meetings described above, the ENGINEER will attend a review meeting during the
design development phase of the OWNER's choice. One additional design review sessions will be via
teleconference.
Subtask 6.2 - Project Management
The ENGINEER's project manager will prepare and submit monthly written status reports for an
anticipated project life of 18 months. This task also includes monthly internal project status review
meetings.
Subtask 6.3 - Quality Control (QC) Technical Review
The ENGINEER maintains a QC program on all of our projects. An internal project quality management
planning session will be conducted at the start of the project, as required by our Quality Management
System guidelines. Technical Review Committee meetings are budgeted for and will be performed at the
Conceptual and 60% stages. OWNER's representatives are invited to attend and participate in TRC
meetings.
DATA. EFFORT OR COORDINATION BY OWNER
1. Coordination with Terminal Building and other airport tenants for potential access and brief service
interruption issues
2. Information about current and future use of the Terminal Building
3. Information on existing wet well pumps
4. Copies of existing TB facility environmental permits
5. Payment of all permit fees.
ASSUMPTIONS
The following are assumptions this scope of work is based on, and any variations thereof may require a
scope and fee modification:
1. The existing wet well can be reused with new pumps suitable for the intended application. If this is
not the case, a scope and fee modification will be required.
2. Suitable commercially available submersible pumps can be found for the intended application and
scoped described.
CSDM
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3. The existing TB on -site force main can be reused to the point at which it connects to the existing on -
site treatment facility.
4. The existing electrical systems, both utility and generator, have sufficient capacity to support the
proposed improvements.
S. The existing central sewerforce main has capacity and the City of Marathon will permit use of the
force main.
6. Permits required are as listed Conceptual Design 1.2.
7. No meetings with permit agencies are anticipated. Should a meeting be required, a modification to
this Task Order will be required.
8.60% plans will be used for permit applications. If permit agencies require more detailed or more
refined plans, a change to this task order may be required.
9.Only local controls will be provided for the lift station (No remote SCADA).
10. As this is work on an existing system, unanticipated circumstances (e.g., environmental
contamination, differing site conditions, etc.) may require a change to the scope and fee.
11. No construction services are included in this scope of work. These services, including but not limited
to submittal review, construction contract administration, resident project representative services,
engineering site visits, certifications, and record drawings may be additional services. Some of these
services, such as certifications and record drawings, may be required by permit agencies.
DELIVERABLES
The ENGINEER will provide the following deliverables. In addition to each format listed, the ENGINEER
will provide each deliverable in Adobe PDF' format via email. If format is not listed, only Adobe PDF"
electronic document is provided
Kickoff meeting minutes
Three hard copies of the Conceptual Design Technical Memorandum
Three hard copies each of the 60% design drawings and specifications (signed and sealed for permitting
only)
Three hard copies of the 100% (Final) signed and sealed drawings, and AutoCADTm files of design and
survey drawings
Permit meeting minute notes
In addition to hard copies required by permit agencies, one hard copy of each permit application with
associated drawings and exhibits for OWNER's records
O�th Page 6 of 7
4, 11,+2013
Pre bid meeting minutes
One hard copy of addendum
Project status report monthly
TIME OF COMPLETION/SCHEDULE
The ENGINEER will commence work within 7 days of a written notice to proceed from the OWNER. The
kickoff meeting will be scheduled within 7 days of notice to proceed. Survey will be completed within 60
days of notice to proceed. A project schedule will be submitted to the OWNER at the kickoff meeting.
The estimated overall time for design, permitting, and bidding is 7 months, but is dependent upon
permitting schedules.
COMPENSATION AND PAYMENT
For the basic services performed under this Scope of Work, the OWNER agrees to pay the ENGINEER the
lump sum fee of $85,435. Partial payment to be made on a monthly basis in proportion to the
percentage of work completed. For invoice purposes only the value of each task is as shown in Table 1:
Task Value. The ENGINEER will submit monthly written status reports to accompany each invoice.
Table 1: Task Value for Invoice Purposes Only
Task No.
Task Description
Task Value
1
Conceptual Design
$15,783
2
Geotechnical and Survey Investigation
$14,950
3
Final Design
$21,158
4
Permitting
$14,133
5
Bidding Assistance
4,512
76
Meetings, Project Management, and Quality Control
$14,900
Total Lump Sum
$85,435
Smith Page 7 of 7
4/11/2013
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