Item C14BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
MEETING DATE: 10/20/04 DIVISION: COUNTY ADMINISTRATOR
BULK ITEM: YES DEPARTMENT: AIRPORTS
AGENDA ITEM WORDING: Approval of Purchase Service Order with URS for Disadvantaged Business Enterprise Plan
Implementation for the Key West and Marathon Airports.
ITEM BACKGROUND: This project will be funded 95% by the Federal Aviation Administration and 5% by Airports
operating funds.
PREVIOUS RELEVANT BOCC ACTION: Approval of FY 2004 Federal Aviation Administration grants to fund DBE
Implementation, 8/18/04.
CONTRACT/AGREEMENT CHANGES: New agreement
STAFF RECOMMENDATION: Approval
TOTAL COST: $200,000.00 BUDGETED: Yes
COST TO AIRPORT: $10,000.00
COST TO PFC: None
COST TO COUNTY: None
SOURCE OF FUNDS: FAA, Airports operating funds
REVENUE PRODUCING: No AMOUNT PER MONTH NEAR:
APPROVED BY: County Attorney X OMB/Purchasing X Risk Management X
DIRECTOR OF AIRPORTS APPROVAL C4�
4-
Pater J. Horton
DOCUMENTATION: Included X To Follow
DISPOSITION:
/bev
APB
Not Required
AGENDA ITEM # / T
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract #
Contract with: URS Effective Date: 10/1/04
Expiration Date: 9/30/05
Contract Purpose/Description: DBE Implementation for Key West and Marathon Airports
Contract Manager: Bevette Moore # 5195 Airports - Stop # 5
(name) (Ext.) (Department/Courier Stop)
for BOCC meeting on: 10/20/04 Agenda Deadline: 10/5/04
Total Dollar Value of Contract: 200,000.00
Budgeted? Yes
Grant: FAA, 95%
County Match: Airport Operating
Estimated Ongoing Costs: N/A
(not included in dollar value above)
CONTRACT COSTS
Current Year Portion: 200,000.00
Account Codes: 404-63099-GAKA96
404-630101-GAKA98
404-630102-GAKA99
403-63549-GAMA46
ADDITIONAL COSTS
For: .
(eg. maintenance,
etc.)
CONTRACT REVIEW
Changes
Date In
Needed
Reviewer
Date Out
Yes No
Airports Director
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Risk Management
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County Attorney
Comments:
PURCHASE / SERVICE ORDER
FOR
MONROE COUNTY
To: _ _ Purchase Service Order No. 04105-02
Re: PS.AAgreement Dated 1-I-02 Resolution No.
Project Name: y mmu — DBE iMplimentation 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 S 200,000.00
Payment for Services shall be in their entin:ty as per PSO.
Prepared by:
Ilford A. Reisert
Date:
Accepted by:
Carlos Garcia
Date:
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Approved by:
Date:
Scope of Services
DBE Support Services for DBE Implementation Plan
Key West International Airport and Florida Keys Marathon Airport
Monroe County Airports
October 1. 2004 — September 30, 2005
Overview
This scope of services identifies the elements and tasks the Consultant will undertake to
provide support services for the Disadvantage Business Enterprise (DBE) Plan
Implementation envisioned by airport staff for Key West International Airport and Florida
Keys Marathon Airport. The time period for this scope of services is from notice to
proceed (not earlier than October 1, 2004) through September 30, 2005.
Consultant will use the current DBE plans approved 9/20/2000 by the Board of County
Commission for Key West International Airport and Florida Keys Marathon Airport, and
the FY 2004 DBE Goals as the basis for providing support services for DBE Plan
implementation. The certification process will be maintained in accordance with Federal
requirements identified in 49 CFR Parts 23 and 26.
The main coordination for this project will be with the airport's Disadvantaged Business
Enterprise Liaison Officer (DBELO).
Specific Elements/Tasks
Element 1. DBE Certification Support Services
1. Accept, maintain and review applications for DBE certification under 49 CFR
Parts 23 & 26. This task includes identification of request of needed additional
information from applicants, completion of on -site visit report for applicants
located in Monroe County. Labor hours and out of pocket expenses for certifying
up to 30 applicants should be included in the scope.
2. Make written recommendations to the Airport DBELO as to whether applicant
firms should be considered for certification by the airport(s) and prepare (as
appropriate) draft certification letter;
3. Maintain a Director of Certified DBEs by the Monroe County Airports Office;
4. Provide periodic updates for the DBELO to the Florida Unified Certification
Program (UCP); and
5. Prepare a monthly status report to the DBELO on status of DBE applications and
DBE activities.
N:\URS\deidres\12637800.00\8204SOS.doc
Element 2. DBE Outreach Support Services
1. Contact DBE firms in regards to potential DBE contracting opportunities at the
airport(s);
2. Identify potential DBE contracting opportunities at the Airport;
3. Attend pre -proposal conferences to address the goals of the DBE program and
provide a listing of the certified DBE firms. Attendance at 4 pre -proposal
conferences.
4. Develop a mentoring program to assist firms DBE firm network and provide
matchmaking; and
5. Make presentations to community groups (i.e. Chamber of Commerce, or specific
groups) to provide outreach and mentoring opportunities.
6. Up -date and maintain Monroe County's website to include information regarding
the DBE program for the purpose of increasing awareness of the DBE program
and potential contracts/contract procedures.
7. Develop an airport(s) DBE Newsletter to highlight DBE firms and current DBE
opportunities and send to interested companies.
Element 3. DBE Program Monitoring and Compliance
1. Work with Airport DBELO and airport staff, make recommendations regarding
monitoring and report recommendations related to DBE goals/good faith effort,
DBE program, compliance, and language in requests for proposal, contract
documents; and develop a monitoring and compliance manual.
2. Be available to the DBELO for consultation on DBE issues; and
3. Based on recommendations developed in Task 1, above, conduct "Good Faith
Efforts" audits and contract compliance monitoring for each AIP Project; and
4. Prepare the DBE Goal and Methodology Updates for next fiscal year for Key
West International Airport and Florida Keys Marathon Airport; and
5. Develop a systematic approach for reporting DBE Compliance information to the
Airport; and summarize the DBE Program performance on a quarterly basis
6. Prepared a draft of the FAA reporting forms for DBE compliance as required by
the airport and DBELO;
7. Provide assistance to the DBELO in identifying grievance issues and handling
DBE appeals.
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