Item C33
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
MEETING DATE: 8/18/04
DIVISION: COUNTY ADMINISTRATOR
BULK ITEM: YES
DEPARTMENT: AIRPORTS
AGENDA ITEM WORDING: Approval of Professional Service Order with THC, Inc. for Phase 3 Construction Services for
implementation of the Noise Insulation Program for the Key West International Airport.
ITEM BACKGROUND: NIP Phase 3 Construction will be funded 95% by the Federal Aviation Administration, and 2.5%
each by the Florida Department of Transportation and Passenger Facility Charge Revenue. FAA required Independent
Fee Estimate is attached, along with approval letters from FAA.
PREVIOUS RELEVANT BOCC ACTION: Approval to submit Passenger Facility Charge Application # 7, February 19.
2003.
CONTRACT/AGREEMENT CHANGES: New agreement
STAFF RECOMMENDATION: Approval
TOTAL COST: $248,320.00
COST TO AIRPORT: None
COST TO PFC: $6,208.0
COST TO COUNTY: None
BUDGETED: Yes
.
SOURCE OF FUNDS: FAA, FDOT, PFC Revenue
REVENUE PRODUCING: No
AMOUNT PER MONTH /YEAR:
APPROVED BY: County Attorney X
OMBIPurchasing NIA
Risk Management NIA
DIRECTOR OF AIRPORTS APPROVAL
~tj
DOCUMENTATION: Included X
To Follow
Not Required
AGENDA ITEM # c.... ~
DISPOSITION:
Ibev
APB
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract #
Contract with: THC
Effective Date: Execution
Expiration Date: 365 days
Contract Purpose/Description: Noise Insulation Program Implementation, Phase 3 Construction Services
Contract Manager: Bevette Moore
(name)
for BOCC meeting on: 8/18/04
# 5195
(Ext. )
Airports - Stop # 5
(Department/Courier Stop)
Agenda Deadline: 8/3104
CONTRACT COSTS
Total Dollar Value of Contract: 248,320.00
Budgeted? Yes
Grant: FAA & FDOT
County Match: PFC Revenue
Current Year Portion: -71,000.00
Account Codes: 404-63094-560-630-GAKA91
Estimated Ongoing Costs: NIA
(not included in dollar value above)
ADDITIONAL COSTS
For: .
(eg. maintenance, utilities, janitorial, salaries, etc.)
CONTRACT REVIEW
Date In
Changes
Needed
Yes No
Airports Director
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) (
) (
Reviewer
C?rH
Peter Horton
A//A p.,A,... 0./"\"
for Risk Management
.AI' IA pOt\- 0 AI\. 13
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4. cl A,~ M f.,Il.CA cl.
County Attorney
Date Out
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Risk Management
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O.M.B./Purchasing
County Attorney
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Comments:
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PROFESSIONAL 1 SERVICE ORDER
FOR
MONROE COUNTY
To: THC. Inc. Professional Service Order No. 2
Re: PSO Agreement, Dated Resolution No.
Project Name: Imolementation of Noise Insulation Program - (Phase 3 Construction Services)
Description of Services:
(See attached Scope of Services)
Multiple of Direct Salaries
Lump Sum X
Days to Complete 365
Reimbursable Expense
Fee this Service Order
$248.320.00
Payment for Services shall be in their entirety as per PSO.
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Prepared by:
Date:
7- ~ ",oq.
Date:
Accepted by:
Approved by:
cf~ /..rr- -/I
Date:
7- (p -t!Jf
Date:
BY
DATE
ATTACHMENT A
PHASE 3 CONSTRUCTION SCOPE OF SERVICES
IMPLEMENTATION OF NOISE INSULATION PROGRAM
KEY WEST INTERNATIONAL AIRPORT
This Scope of Services will describe tasks necessary to implement the Noise Insulation
Program for Phase 3 Construction Services. The services will include preliminary
construction tasks through project close-out and warranty assistance. The Consultant
Team will be directed by a Project Manager who will report directly to the Key West
International Airport's Airport Director.
The Consultant Team is composed of the following disciplines:
· The Program Manager (THC, Inc.) will provide overall program management
services. THC will support the Airport Director and Airport Noise Program
Coordinator in all tasks involved with the planning and daily implementation of
the Noise Insulation Program. THC will provide database services and project
scheduling, along with interaction with all participating property owners and
tenants. The Project Manager (THC) will utilize the Director of Sound Insulation
Services for master planning the project, document review and development,
scheduling and general consultation throughout the project. THC will also assign
a Project Manager to the project for the entire construction phase, which will
travel back and forth from Atlanta to Key West on a periodic basis.
· The Project Architect (The Sun Group) will provide off-site assistance to the
Program Manager during the construction management process. When required
by the 'Program Manager, the Project Architect responsibilities will include
providing design clarification, assisting in the evaluation of unforeseen site
issues, providing field clarifications, reviewing shop drawings and providing
change order review. In addition, the Project Architect will, when required,
provide clarification of the construction specification language to the Program
Manager and Contractor.
· The Acoustical Engineer (Landrum & Brown) will provide "post" modification
noise testing in homes previously "pre- tested during the design phase
(approximately eight (8) homes).
· The Construction Management firm (Miller Dunwiddie, Inc.) will provide a full-time
Construction Manager on-site for the 120 day construction period.
· The Construction Management firm (Miller Dunwiddie, Inc) tasks will be
completed primarily by a full-time (on-site) Construction Manager, with limited
assistance from a Principle Architect, Construction Services Director; and
Construction Scheduler.
· The Construction Management firm's (Miller Dunwiddie, Inc.) Construction
Manager will be on site for the entire 120 day construction period.
Key West International Airport - Residential Sound Insulation Program
Phase 3 Construction Scope of Services
7/6/2004
Page 1
TASK 1
PROJECT MANAGEMENT
The Consultant's Project Manager (THC) will perform general project-related
management and coordination with the airport and the FAA. This task includes
preparation of monthly invoices and progress reports, FAA coordination, project
management plan updates, sub-consultant coordination and agreements, and schedule
updates. This task also includes conference calls with the Consultant Team and related
documentation. The Project Architect, Construction Manager and Acoustical Engineer
will perform general project-related coordination with the Consultant's Project Manager.
This includes preparation of monthly invoices and progress reports, FAA coordination,
and schedule updates.
Miller-Dunwiddie (MD) will perform all Construction Manager responsibilities for THC.
MD, acting as the Construction Manager will take a primary role in daily program
management due to their frequency of on-site time during this phase. The Construction
Manager will provide daily construction inspections and a continuous analysis of
contractor performance. The Construction Manager will coordinate and direct the
contractor's daily on-site performance and direct all change orders and/or changes to
the scope of work. This task also includes coordination with the airport, as well as
weekly conference calls with the Consultant Team and related documentation. The
Construction Manager will perform general project-related coordination with the
Consultant's Project Manager. This includes preparation of monthly invoices and
progress reports, and schedule updates.
The Construction Manager will attend up to one project management meeting in Key
West, to coordinate with the airport staff regarding the overall construction management
on the project.
The duration of Phase 3 is estimated twelve (12) months.
The Consultant's Project Manager will travel back and forth from Atlanta to Key West on
a near full-time basis to perform all required tasks during the 12 months of this project.
TASK 2
MAINTAIN PROJECT OFFICE" AND PROVIDE
INFORMATION TO THE PUBLIC
The Consultant's Project Manager, Project Architect and Construction Manager will
answer inquiries from and provide information to the public, the media, and the County
as appropriate. They will support the Airport Director in conducting daily program
implementation. The Construction Scheduler will make one trip during this task to
provide assistance to the Construction Manager. The Construction Services Director will
also provide limited assistance to the Construction Manager during this task.
Key West International Airport - Residential Sound Insulation Program
Phase 3 Construction Scope of Services
7/6/2004
Page 2
The Project Manager will be responsibfe for visiting participating homeowners as often
as possible, and at the discretion of the Airport Director and the Airport Noise Program
Coordinator.
The Consultant's Project Manager will attend the airport's Ad-Hoc Committee meetings
on Noise to provide status reports on the progress of the Noise Insulation Program and
other related matters during the term of this phase.
The Construction Manager will attend up to three (3) bi-monthly meetings of the airport's
Ad-Hoc Committee on Noise to provide status reports on the progress of the Noise
Insulation Program and other related matters. They will also participate in and/or
conduct up to two other meetings as appropriate (e.g., presentations to Homeowner's
Associations, etc.) to disseminate information about the Noise Insulation Program and
progress in noise mitigation efforts. These up to two other meetings will coincide with
other project-related trips to Key West. The Program Manager shall communicate
meeting dates and times with the Consultant Team.
TASK 3
CONDUCT PRE-CONSTRUCTION CONFERENCE
The Construction Manager and the Construction Services Director will conduct and
document the Pre-Construction Conference to review the scope of work and the
coordination plan. Administrative procedures and performance requirements will be
reviewed with the contractors. The Construction Manager and the Construction
Services Director will acquaint contractor personnel with the detailed requirements of
noise insulation design. The Pre-Construction Conference will cover the following
material:
· Purpbse 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.
4.
TASK 4
CONDUCT CONTRACTOR WALK-THROUGH
The Construction Manager will conduct the walk-through of the homes. With the
assistance of the Airport Noise Program Coordinator, coordinate with the homeowners
to schedule the walk-through of all homes associated with this project. For travel
Key West International Airport - Residential Sound Insulation Program
Phase 3 Construction Scope of Services
7/6/2004
Page 3
planning purpose, this walk through is expected to be completed over a period of seven
consecutive days. This walk-through will involve the following:
· Product Measurements - The contractor and manufacturer representatives, if
present, will measure the window and door openings for ordering and
manufacturing the designated products.
· Review of Installation Details - The contractor must review the existing
condition of the window and door openings.
· Verification of Homeowner Pre-Work Completion - The Construction Manager
will, along with the Airport Noise Program Coordinator, inspect items listed in
the contract documents as Homeowner pre-work for satisfactory resolution.
Where necessary, the Construction Manager, along with the Airport Noise
Program Coordinator, will address these issues with the Homeowner.
· Verification of Finishes, Colors and Styles - The Construction Manager, along
with the Airport Noise Program Coordinator, will verify with the Homeowner
the product selection styles, colors and finishes, the window grille
configuration (if applicable), and the location of the air condensing unit (if
applicable ).
· Construction Survey Form - The Construction Manager, along with the Airport
Noise Program Coordinator, will complete the Construction Survey with the
Homeowner.
TASK 5
PROVIDE CONSTRUCTION PHASE SERVICES
The Construction Manager will provide construction observation services and conduct
daily field inspections to help ensure quality control. If change orders are necessary, the
Construction Manager will secure the approval of the airport and the FAA prior to
approving any major changes to the contract. The tasks involved in construction
administration include the following:
· Review and process all submittals and shop drawings that are required by the
Specifications.
· Review materials before they are inst~lIed to ensure that they comply with
approved submittals.
· Review work covered by shop drawings to ensure that it complies with
Contract Documents.
· Conduct daily inspections at each site that is under construction.
· Coordinate with the Contractors to insure all appropriate building permits
have been secured.
· Observe work in progress to verify that it meets the requirements and intent of
the Contract Documents.
· Attend, conduct, and document 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.
Key West International Airport - Residential Sound Insulation Program
Phase 3 Construction Scope of Services
7/6/2004
Page 4
· 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. .
MD will provide a full-time construction manager and write daily reports during the 120
work day period to perform the tasks described above. It is planned that 120 work day
period will be adequate to complete construction activities with a maximum of 10
houses per each sub-construction period (1-4) for the duration of Phase 3. The
Construction Services Director and Construction Scheduler will make 2 trips during the
construction phase task to insure proper oversight and limited assistance to the on-site
Construction Manager.
The Construction Manager will be in the field to monitor Homeowner satisfaction
throughout the construction process. The Construction Manager will coordinate any
necessary architectural changes with the Project Architect as necessary.
TASK 6
CONDUCT FINAL INSPECTIONS
Once the outstanding punch list items for a particular house are completed, The
Construction Manager will conduct a final inspection of that house. The Construction
Manager will ~erify 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.
The Construction Manager will schedule the final inspections with the Homeowners.
TASK 7
CONDUCT POST-MODIFICt\TION NOISE TEST AND
PREPARE FINAL REPORT
The Acoustical Engineer will conduct post-modification noise audits of the homes that
were pre-tested during the design phase (approximately eight (8) homes). Pre-
modification data will be compared with post-modification measurements to document
the achieved increase in noise reduction, and as a check on quality control.
The noise level reduction (NLR) measurements essentially consist of placing a
loudspeaker inside each of the rooms that will be measured. The electrical signal of a
pink noise source is fed through the amplification/loudspeaker system and is filtered to
simulate aircraft noise. T~e technician will measure the average interior sound level
within the room and the sound level directly outside each exterior element (Le., doors,
Key West International Airport - Residential Sound Insulation Program
Phase 3 Construction Scope of Services
7/6/2004
Page 5
windows, and walls). An overall NLR will be mathematically computed based on the
measured test data and the acoustical conditions of each room.
TASK 8
EVALUATE AND CLOSE-OUT PROJECT
The Construction Manager will prepare a full technical assessment of performance and
achievements, including the following:
· The adequacy of technical specifications.
· 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.
TASK 9
PROVIDE WARRANTY SERVICE
For a one-year period following program acceptance, The Construction Manager will
provide assistance to the Airport Noise Program Coordinator in evaluating warranty
issues. For the first year, all warranty requests made by the Homeowners and reported
to the Airport Noise Program Coordinator will be documented and forwarded to the
Contractor for resolution. Should the Construction Manager be required to make an on-
site evaluation, the Airport Noise Program Coordinator, whenever possible, will
coordinate with the Homeowner and the Construction Manager to schedule
appointments that coincide with other project-related trips. Three trips are budgeted
, .
expressly for warranty related issues.
...
Key West International Airport - Residential Sound Insulation Program
Phase 3 Construction Scope of Services
7/612004
Page 6
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iNDEPENDENT KOST ESTIMATES
).0, Box 46681
';t. Pete Beach
'Iorida 33741
(727) 367-2910
June 7.2004
Ms. Bevette Moore
Business Coordinator
Airports Business Office
3491 S. Roosevelt Boulevard
Key West, Florida 33040
Subject: Key West International Airport
Consultant Fee Assessment
Dear Ms. Moore:
Per our agreement, attached is my assessment of the consultant fees for the proposed
AlP Project (Phase 3 Construction Services, Implementation of Noise Insulation
Program) at Key West International Airport, This estimate covers all tasks which
are included in the scope of services for this project.
The estimated consultant fee for the proposed project is $324,230.
I am also attaching an invoice for $950 for my services.
/'
Please do not hesitate to call should you have any questions regarding my assessment.
/ ~
#
Thank you for giving me .the opportunity to prepare this estimate. If I can be of any
service in the future, please let me know.
Sincerely,
k~~.~
Ikars (Ike) A. Cakarnis
Airport Engineer
Attachments
...
,
KEY WEST INTERNATIONAL AIRPORT
June 7, 2004
PHASE 3 CONSTRUCTION SERVICES
IMPLEMENTATION OF NOISE INSULATION PROGRAM
INDEPENDENT COST ESTIMATE
SUMMARY OF CONSULTANT FEE ESTIMATE
1. Project Management
2. Maintain Project Office & Provide Information
to the Public
3. Conduct Pre-Construction Conference
4. Conduct Contractor Walk-Through
5. Provide Construction Phase Services
6. Conduct Final Inspection
7. Post-Modification Noise Test & Prepare
final Report
8~../Evaluate & Close-Out Project
9. Provide Warranty Service
10. Direct Costs
TOTAL
$ 40,100
$ 24,51 0
$ 8,400
$ 6,530
$ 121,460
$ 12,940
$ 15,780
$ 15,260
$ 22,580
$ 56,670
$ 324,230
,
- 2-
1. Project Management
~ Jim
Principal (THC) 32 $ 195
Director SIP 12 156
Project Manager 44 91
Administrative Assistant 8 50
Const.Serv. Dir. (MDA) 68 140
Construction Manager 52 85
Proj. Mgr. (Sun Group) 44 130
Senior Architect 16 150
Project Architect 28 100
Senior Associate (L&B) 12 205
Administration Assist. 4 65
TOTAL
..
~
$ 6,240
1,872
4,004
400
9,520
4,420
5,720
2,400
2,800
2,460
260
$ 40,100
2. Maintain Project Office & Provide Information to the Public
Director SIP (THC) 24 $ 156 $ 3,744
Project Manager 64 91 5,824
Const. Service Dir.(MDA) 24 140 3,360
Scheduler 16 110 1,760
Construction Manager 60 85 5,100
Project Mgr. (Sun Group) 24 130 3,120
Project Architect 16 100 1,600
f
/" TOTAL
.
.
3. Conduct Pre-Construction Conference
Director SIP (THC) 12 $ 156 $ 1,872
Project Manager 12 91 1,092
Const. Service Dir. (MDA) 16 140 2,240
Construction Manager 16 85 1.360
Project Mgr. (Sun Group) 8 130 1,040
Projecct Architect 8 100 800
TOTAL
$ 24,510
S 8,400
r
,
-3-
4. Conduct Contractor Walk-Through
~ Bate. ~
Project Manager (THC) 12 $ 91 $ 1.092
Construction Mgr. (MDA) 64 85 5,440
TOTAL
5. Provide Construction Phase Services
Director SIP (THC) 24 $ 156 $ 3,744
Project Manager 32 91 2,912
Const. Service Dir(MDA) 112 140 15,680
Scheduler 48 110 5,280
Construction Manager 960 85 81,600
Sr. Arch. (Sun Group) 24 150 3,600
Project Architect 48 100 4,800
Architect 48 80 3,840
TOTAL
6. Conduct Final Inspection
Project Manager (THC) 16 $ 91 $ 1,456
Const. Manager (MDA) 120 85 10,200
~rchitect (Sun Group) 16 80 1,280
./. TOTAL
$ 6,530
$ 121,460
$ 12,940
7. Conduct Post-Modification Noise Test & Prepare
Final Report
Project Manager (THC) 8 $ 91 $ 728
Sr. Associate (L&B) 16 205 3,280
Associate 80 140 11,200
Admin. Assistant 8 65 520
TOTAL $ 15,780
.-
,
-4-
8. Evaluate and Close-Out Project
J:i.Qm. Bate. Qm
Principal (THC) 4 $ 195 $ 780
Director SIP 16 156 2,496
Project Manager 24 91 2,184
Const. Servo Dir. (MDA) 16 140 2,240
Const. Manager 24 85 2,040
Proj. Mgr. (Sun Group) 24 130 3,120
Sr. Architect 16 150 2,400
TOTAL $ 15,260
9. Provide Waranty Service
Project Manager (THC) 24 $ 91 $ 2,184
Const. Manager (MDA) 240 85 20,400
TOTAL $ 22,580
10. Direct Costs
A Transportation
1) Airline Tickets
Atlanta - Key West 3 x $ 750 =$ 2,250
#//< Minnepolis - Key West 8x 1,500 = 12,000
Boston - Key West 2x 750 = 1,500
,.
Sub- TQtal $ 15,750
2) Rental Car
32 days x $60/day = $ 1,920
24 weeks x $200/week = 4,800
Total $ 6,720
3) Parking at Atlanta Airport
9 days x $1 O/day $ 90
Total Transportation $ 22,560
.'
,
-5-
B. Lodging
153 nights x $120/night $ 18,360
C. Per Diem
155 days x $50/day $ 7,750
D. Postage/Federal Express $ 1,300
E. Printing $ 100
F Office Cost
120 days X $50/day $ 6,000
G. Miscellaneous Expenses $ 600
TOTAL DIRECT COSTS $ 56,670
/'
./'
~
Moore-Bevette
From:
Sent:
To:
Cc:
Subject:
Susan. Moore@faa.gov
Thursday, July 08. 2004 11 :33 AM
Horton-Peter@monroecounty-fl.gov; Moore-Bevette@monroecounty-fl.gov
Mil_Reisert@URSCorp.com
REVIEW OF AlP 025-2004 DOCUMENTS
Importance:
High
Peter
This will confirm, in writing our verba approval of plans&specs for
AIP02S-2004: PH3NIP Construction (40homes).
Let me know if you need further formal letter or posters for display in the
Noise Program Manager's office.
Sorry for the delay.
1
Moore-Bevette
From:
Sent:
To:
Cc:
Subject:
Susan.Moore@faa.gov
Friday, June 25, 20044:15 PM
Horton-Peter@monroecounty-f1.gov
Moore-Bevette@monroecounty-f1.gov; Mil_ Reisert@URSCorp.com
EYW025: FAA OK for Service Order for PH3 Construct Services
Importance:
High
Peter
I have reviewed the scope & fees & independent estimate for the work.
Service order for $293,234 is within 10% of independent estimate & is
approved & eligible for fed participation
Also, independent estimate fee of $950 also approved & eligible for fed
participation
Let me know if you need formal letter; otherwise this serves as my/your
file copy
Susan
1