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Item C26BOARD OF COUNTY COMMISSIONERS AGENDA ITEM SUMMARY Meeting Date: October 17, 2012 Division: County Administrator Bulk Item: Yes Department: Airports Staff Contact Person/Phone #: Peter Horton, 809-5200 AGENDA ITEM WORDING: Approval of Jacobs Project Management Co.'s Task Order #12-14-12 for the Emergency Drainage Corrective Action Plan, at the Key West International Airport ITEM BACKGROUND: This project is included in our FAA grant funding for 2012. PREVIOUS RELEVANT BOCC ACTION FAA grant #3-12-037-046-2012 is included on this meeting's agenda for ratification. CONTRACT/AGREEMENT CHANGES: NA STAFF RECOMMENDATION: Approval. TOTAL COST: $151,960 INDIRECT COST: NA BUDGETED: yes DIFFERENTIAL OF LOCAL PREFERENCE: NA COST TO COUNTY: NA COST TO AIRPORT: $15,196 COST TO PFC: NA REVENUE PRODUCING: NA APPROVED BY: County Attorney DOCUMENTATION: Included X SOURCE OF FUNDS: FAA, Airport Operating AMOUNT PER YEAR: NA OMB/Purchasing Risk Management Not Required DISPOSITION: AGENDA ITEM # MONROE COUNTY BOARD OF COUNTY COMMISSIONERS CONTRACT SUMMARY Contract # Contract with: Jacobs Project Management Co. Effective Date: Execution Expiration Date: 180 days Contract Purpose/Description: Task Order #12-14-12 for the Emergency Drainage Corrective Action Plan, at the Key West International Airport Contract Manager: Peter Horton # 5200 Airports - Stop # 5 (name) (Ext.) (Department/ Stop) for BOCC meeting on: October 17, 2012 Agenda Deadline: October 2, 2012 Total Dollar Value of Contract: $151,960 Budgeted? Yes Grant: Yes - FAA County Match: Operating Estimated Ongoing Costs: n/a (not included in dollar value above Date In Airports Director IC / i /t9... Risk Management10 O.M.B./Purchasing 16 County Attorney / � // Comments: CONTRACT COSTS Current Year Portion: 0 Account Codes: pending set up for grant #037-046 ADDITIONAL COSTS For: e ,maintenance, utilities, janitorial, salaries etc. CONTRACT REVIEW Changes Needed Yes No Reviewer Risk Management Date Out 245 Riverside Avenue Suite 300 Jacksonville, Florida 32202 1.904.636,5432 Fax 1,904,636,5433 Peter Horton September 11, 2012 Airport Director Monroe County Airports Key West International Airport 3491 South Roosevelt Blvd. Key West, FL 33040 Re: PSO # 12 Emergency Drainage Corrective Action Plan - EYW Dear Peter, Attached please find three (3) original signed copies of PSO # 12 Emergency Drainage Corrective Action Plan - EYW. These are being submitted for your review and approval. We understand that this PSO will have to be submitted for Monroe County Board of County Commissioner's approval. Please return the executed PSO as soon as possible so that we can commence work on this project. We do not have a list of your Client Project Numbers for the blank in the upper left hand side of the Task Order From. Therefore if you could please add the appropriate Client Project Number in the appropriate blank on the Task Order Form we would greatly appreciate it. Thanks for your consideration. Sincerely, Eric S. Nielsen, P.E. Project Manager att cc: Jack Renton/Jacobs Jacob Engineering Group Inc, Effective Date Client Project No. MASTER AGREEMENT FOR PROFESSIONAL SERVICES TASK ORDER FORM Task Order No. 12/ 14-12 Engineer Project No. E9Y16712 This Task Order is entered into on the effective date noted above pursuant to the "Master Agreement for Professional Services" between Monroe County, Florida ("Client') and JACOBS PROJECT MANAGEMENT CO. ("Consultant'), dated November 16, 2011 ("Agreement'). The Agreement is incorporated herein and forms an integral part of this Task Order. Services Authorized: EMERGENCY DRAINAGE CORRECTIVE ACTION PLAN - EYW Client authorizes Consultant to perform the Engineering_ Services described in Exhibit A attached hereto and incorporated herein, which Exhibit A is marked with the above noted Task Order No. and consists of 16 page(s). Pricing N/A Time and Expense per Agreement and Appendix B to the Agreement. X Firm Fixed Price of $ 151,960.00 . N/A Other (Describe): Schedule Services may commence on Receipt of signed Professional Services Task Order Form Services will cease by 180 calendar days from receipt of executed Professional Services Task Order Form Other (SEAL) BOARD OF COUNTY COMMISSIONERS ATTEST: DANNY L. KOLHAGE, CLERK OF MONROE COUNTY, FLORIDA Witness �4 roa���� Title t ? File: HSTR APS - dlonroe County By Mayor/Chairman CONSULTANT: JACOBS PROJECT MANAGEMENT CO By- �sm -J C® 19 Page •R yr� V s 1; For the purposes of this Scope of Work, the term COUNTY refers to Monroe County, and CONSULTANT refers to Jacobs Engineering Group, Inc.. This Scope of Work outlines the Program for Storm Water Improvements for Key West International Airport (EYW). The Program will consist of a Series of Task Orders that will address the immediate needs as identified in the FAA, June 26, 2012, inspection letter and a comprehensive Storm Water Master Plan (SWMP). The Study Area is the Airfield, inside the Airport security fence, as shown on Figure 1. 1 .0 D1 1.14 . • 1 1 CONSULTANT shall serve as the County's Stormwater Master Plan Consultant. Consultant shall avoid duplication of efforts and shall maximize all synergistic opportunities when feasible. Consultant shall make known to County immediately, by telephone or email, whenever such synergistic opportunities or any identified opportunities to avoid duplication occur, and shall follow up in writing immediately thereafter, within 24 hours at latest. Consultant shall review all reports, findings and recommendations by the prior Stormwater Master Plan consultants, and following such review shall identify any specific issues or recommendations that are not covered in this scope and in the opinion of Consultant warrant consideration. If necessary, Consultant will make written request for any additional services not already covered in this scope. 1.1.1 INVENTORY AND EVALUATE EXISTING INFORMATION CONSULTANT will collect and evaluate existing available data from the COUNTY, agencies having jurisdiction, and from other airport consultants, past and present, via requests through the COUNTY as necessary, including: Page 1 of 16 A. Available as-builts surveys, and/or design drawings of stormwater or drainage facilities contained within the study area of Key West International Airport (EYW), including pipes, channels, swales, and information on control structures and outfalls. Data for these facilities will include locations, geometries/shapes, sizes, inverts, crowns, and cross sections. CONSULTANT will conduct a limited amount of verification under Task 1.3 FIELD DATA. B. Storm drainage master plans for the entire airport or specific areas, and all other storm drainage master plans to date. C. Topographic and aerial planimetric maps including contours, roads, buildings, runways, water bodies, and wetlands (as available). D. Stormwater permits from South Florida Water Management District (SFWMD) or COUNTY. E. Point source and stormwater NPDES permits. F. Inventory of pollution control devices including data on location, size, design flow rate and maintenance. This includes swales, exfiltration trenches, retention basins, detention ponds, drainage wells, and oil -water separators. G. Information on location, extent, quantity and type of groundwater and soil contamination (if any). H. Reports on Hydrocarbon and other Contamination Recovery Programs underway (if any). 1. Procedures to control spills in order to minimize detrimental effects. J. Soils data including results of percolation, exfiltration, open trench and other tests already performed. CONSULTANT will use the U.S. Department of Agriculture (USDA) Natural Resource Conservation Service (MRCS) soil survey, where site specific data are not available. K. Available records of high water marks, flooding, canal water levels, control structures operation schedules and rainfall data. CONSULTANT will obtain these available data from the COUNTY, SFWMD and National Oceanic and Atmospheric Administration (NOAA) National Climatic Data center (NCDC) as applicable. L. Permit forms, regulations and requirements from governmental permitting agencies (FAA, Army Corp of Engineers, FDEP, SFWMD). Consultant to maintain a matrix, listing all agencies, permit forms, significant regulations / requirements, issues to resolve, and submittal meeting schedule. M. Proposed future development of EYW, including the current and proposed airport layout plans (ALP), and information gathered from the EYW Master Page 2 of 16 Plan, and proposed tenant projects. N. Existing monitoring programs for water quality, water quantity, groundwater, and rainfall including the EPA multi sector permit, SFWMD permits, COUNTY permits, and documents involving any underground contamination. O. Existing Water Quality Programs such as Airport Sweeping Program, Airport Turf Maintenance Program, Wildlife Hazard Management Program. P. Other reports and studies determined by the COUNTY and CONSULTANT to be relevant during the data gathering phase (Task 1.1). The COUNTY will make its best efforts to provide, or cause others to provide as may be the case, as much of the above information as possible in electronic form to CONSULTANT. The scope does not include field verification of geometry data collected in this task, other than surveys that may be performed under Task 1.3. Consultant shall identify any critical field verifications that appear to be warranted, including rationale. Request for Work Authorization will be submitted by CONSULTANT if necessary. A summary of the specific data gathered for the completion of the inventory will be provided by CONSULTANT in tabular form at the end of this subtask and later included as part of the appendices in the SWMP Technical Memorandum. Data and permit needs will be summarized in Data, Permit and Monitoring Needs table. Consultant shall identify any additional warranted information that is not listed above with justification for such and shall submit request for Work Authorization if necessary. CONSULTANT will use the gathered and evaluated data to prepare an existing conditions summary comprised of the following: A. An updated map on AUTOCAD (latest Version) of the existing stormwater management system (SWMS) of EYW indicating inlets, storm drains, ditches, canals, ponds, culverts, underdrains, exfiltration systems, drainage wells and control structures based on the base maps, and any additional mapping, either existing mapping or new mapping as required, to ensure accurate updated map of SWMS. Consultant shall submit request for Work Authorization if necessary for any additional work effort. B. CONSULTANT will also define the Primary Stormwater Management System, for model evaluations as a map layer. The minimum pipe size for mapping will be 12-inches in diameter or equivalent. The minimum size for modeling shall be 12 inches or greater. Modeling will include outfalls and sufficient detail to represent the extent of major flooding problems. This map will also include problem area layers and future projects layers. Problem areas include water quantity aspects (flooding, ponding and erosion), surface water quality aspects (evidence of spills, turbidity or permit exceedances) and groundwater quality (contaminant plumes). The scale for hard copies of the base map shall be I inch =200 feet (Reducible in size to 11 inch by 17 inch, at I inch =500 feet). Flooding problems and problem areas shall be determined via data review, interviews / meetings with the COUNTY, EYW Tenants, FBOs, Service Providers, Fire Rescue and others who may have knowledge of field conditions. "Future project" layers to be agreed upon by the COUNTY prior to finalizing. Stormwater problems associated with future projects are also to be depicted in this modeling. CONSULTANT will analyze the data on outfall control structures (if any) operated by ENTITIES other than the Airport, to evaluate their impact on stormwater management at EYW. The results will be summarized and incorporated in the SWMP Technical Memorandum. CONSULTANT will review and analyze existing and proposed regulations. This will focus on the FAA, FDOT, COUNTY, FDEP, and SFWMD; ACOE as well as any additional agencies that Consultant identifies as warranted. From this review, CONSULTANT will prepare a list of permits that will have to be obtained, including the timetable for application and data analysis/needs. This list will be included in the Data, Pen -nits and Monitoring Needs table. 1.1.5 OBTAIN REPRESENTATIVE SOIL DATA AND PERFORM LABORAIJR TESTING AS FOLLOWS: A. Depending upon the existing available data, additional soil sampling / datp may need to be obtained. If requested by the County, the CONSULTANT will provide services to obtain this information under the Optional Additional Services section outlined in Exhibit "B". R�F!1111111 I ] 11111 illli I'll] � ii� I i�ii 1 � 1 � � i�� 1 F, 1 Hydrologic and hydraulic modeling performed in this and subsequent tasks will be for the existing Primary Stormwater Management System (PSMS) as shown in Figure 1. Items A through J (shown below) indicate the input data applicable to the analysis of the PSMS, utilizing version 5 of the RUNOFF (hydrology) and EXTRAN (hydraulics) blocks of the United States (US) Environmental Protection Agency (EPA) Stormwater Management Model (SWMM). A. Tributary Area - CONSULTANT will determine tributary areas at the base scale (1" = 200'). B. Rainfall Hyteographs - CONSULTANT will develop rainfall hyetographs for the 100-year, 72-hour; 25-year, 72-hour; 5-year, 24-hour and 2.5 inch Z-Mam storms based on rainfall volumes and distribution data available from SFWMD. C. Basin Slope - CONSULTANT will calculate an average slope for each basin. D. Directly Connected Impervious Area (DCIA) - CONSULTANT will calculate the percentage of directly connected impervious area by basin. A maximum of six land use categories (Terminal, commercial, industrial, pavement, water\wetland, and grass) will be utilized to develop typical DCIAs for each basin. These DCIA values for each land use type will be based upon representative percentages for similar areas. E. Stage/Area/Storage - CONSULTANT will establish stage/area storad-3 relationships for applicable basins (where appreciable storage exists). F. Soils Data - CONSULTANT will estimate soil storage and infiltration rat for each basin based on available data from the Inventory or NRCS. Soi will be characterized as NRCS Hydrologic Groups A, B, C and D. G. Other Hydrologic Parameters - CONSULTANT will estimate roughne le coefficients for other parameters, such as overland flow and initi abstraction (surface ponding), based on available data. H. Primary Stormwater Management System (PSMS) Schematic CONSULTANT will develop the PSMS schematic on the base map in Ta 1.2.1A. This PSMS schematic will show general flow trends and w provide a means of identifying model output for SWMM RUNOFF a EXTRAN on maps at scale (1"=200'). The minimum pipe size for modeli s'fall be 24inches. 1. Cross Sections -CONSULTANT will code cross sections for channels, swales, and overland flow (based on survey and topographic data provided by COUNTY). J. Hydraulic Data - CONSULTANT will incorporate necessary hydraulic data into the hydraulic model(s) for equivalent hydraulic representation of the PSMS. CONSULTANT, in consultation with COUNTY, will determine which data are necessary. CONSULTANT will review data and determine what elevation to use at the canal outfalls, for each of the design storms. CONSULTANT will provide a technical memorandum discussing the methodology a making reference to the input data prepared. The input data set resulting from the model s up will become part of the appendix tables in the final Technical Memorandum. Th information quantifies the hydraulic and hydrologic characteristics of the study area and is fundamental part of the overall stormwater master planning effort. In addition to the inp data sets provided in the appendices, various components of the model set-up describ above will be incorporated in the final Technical Memorandum in order to provide a bett understanding of the stormwater management system and specific modifications that may required due to future airport improvements. The stormwater models (RUNOFF al, RTWIRIM, I I I I CONSULTANT will review rainfall, recorded water elevation data (in and near the airport), and high water marks for large storms occurring within the last 10 years (with recurrence frequency of once in 10 years or more, if possible). Consultant shall list largest storms considered; provide discussion on how storm used for calibration was selected and describe any caveats that need to be considered when interpreting model based on this calibration. Based on available data, CONSULTANT will select a storm with sufficient data to be used for model calibration. CONSULTANT will simulate the rainfall event for this storm and calibrate the model by adjusting the hydrologic (e.g., soil storage and land cover parameters) and hydraulic (e.g., Manning' roughness coefficient) parameters until the predicted peak water elevations reasonably match the observed values. CONSULTANT will prepare a technical memorandum discussing the methodology and results. CONSULTANT will simulate the 100-year, 72-hour; 25-year, 72-hour; 5- yeam 24-hour; and 2.5-inch storms using the model parameter values obtained calibration and produce a technical memorandum and summary tables of pe flood stages for each design storm under present and future land use conditio with existing hydraulics (2 scenarios). Based on the existing flooding and design storm simulation results, 1.1 C113. 11 - elm 11 Field topographic surveys are not included in this scope and fee. If there is a need for obtaining field topographic surveys, the CONSULTANT will perform field surveys of physical features as necessary if the survey information is not provided. Details of required survey services will be determined once existing Survey data has been assimilated. The survey requirements in order to prepare the Drainage Master3lan and Model will be current topog-,raphic survei,,, elevations of the airfield and apron, and the areas 100 feet beyond the perimeter of the airfield fence. All stormwater drainage structures and pipe culverts along with rim and invert elevations will be required. Tidal water levels in the salt marsh will need to be recorded to determine correlation with ocean tide levels. Spot elevations of buildings and pavement locations as recommended by CONSULTANT. A. Depending upon the existing available data, additional survey data may need to be obtained. If requested by the County, the CONSULTANT will provide services to obtain this information under the Optional Additional Services section outlined in Exhibit "B". •.: ARTICLE B - PHASE 2 STORMWATER MASTERPLAN AND ENVIRONMENTAL PERMIT APPLICATIONS TASK 2.1 STORMWATER MASTER PLAN TECHNICAL MEMORANDUM f.l.l. Evaluation of Alternatives CONSULTANT will evaluate and describe up to two different alternative solution combinations. The analysis will be conducted for existing land use (including all currently permitted projects) and for an ultimate ("buildout") land use. The existing land use condition will encompass existing conduits, conduits under construction or conduits under final design. Thus, CONSULTANT will analyze a maximum of four scenarios (2 land use plans times 2 alternatives). The analysis will include possible use of on -site detention basins. Specific detention basin locations to be determined in consultation with Monroe County Airport Staff. CONSULTANT will also make an assessment of the potential for the following stormwater management options: A. Adjusting watershed boundaries and/or for interconnecting watersheds. B. Exfiltrating storm water into the groundwater system (wells , exfiltration trenches). C. Berm airfield perimeter and pump to temporary ponding areas (considering FAA constraints). D. Increasing existing offsite discharges, or additional points of discharge based on expected groundwater / tidal levels and the computed water elevations during the design storms. E. Other possible stormwater management options, determined during information gathering task. The above list of stormwater management options shall be finalized and accepted by the County Representative, prior to proceeding with analysis. Develop and Analyze Stonnwater Master Plan Based on the foregoing analysis and review comments from the County, CONSULTANT will further evaluate the two alternatives for existing and future land use condition (i.e., 4 scenarios) including probable capital costs, operation and maintenance costs and develop an overall plan that meets the airport's levels of service and regulatory agency guidelines. CONSULTANT will develop a list of "pros" and • for each alternative. The analysis will identify opportunities to facilitate modifications of the existing stormwater systems in a phased approach, to most efficiently address the drainage concerns -• • FAA in their June 26, 2012, inspection letter. CONSULTANT will prepare maps showing the location of recommended facilities • alternative at 1=200' scale), (one alternative) prepare a summary table of the probable capital costs of improvements, and provide a discussion of t�.e SWMP in the recommendations section of the Technical Memorandum as indicated below. 2.1.3 SW MP Technical Memorandum Following review comments from the County on previous submittals (tables and memos), CONSULTANT will develop a Technical Memorandum which will address the following: - Introduction - Data and Methodology - Results - Alternatives - Recommendations - Cost Effectiveness - Permitting Issues - Implementation The Technical Memorandum will provide the essential information on the above •• in the text narrative in the style of an Executive Summary. Supplementary information such as detailed tables, computer printouts and •. maps will be provided in separately bound appendices in hard copy and/or digital form as appropriate. TASK 2.2 PERMIT APPLICATIONS A coordinated and detailed • • Permitting • activities and responsibilities shall •- developed. 2.2.1 Develop and Analyze Stormwater Master Plan for Future Development CONSULTANT will prepare conceptual plans, sketches, computations, anio develop the information necessary to prepare permit application forms in accordance with the result • the consultation with the agencies havin�!.4 jurisdiction, in order to: A. Prepare an airport -wide conceptual Environmental Resource Permit (ERP) application. This is a joint application to SFWMD and the U.S. Army Corps • Engineers. Non-stormwater environmental elements (such as, wetlands, wildlife and water quality etc.) are not anticipated to be required at this time. This •+ •• not include any field data collection • research • • such non-stormwater related environmental information as may be required for the non-stormwater environmental elements of the ERP. Consultant shall request work authorization if such data or research is required. B. Depending upon the need to obtain non-stormwater related environmental infon-nation for the processing of the ERP, the Consultant, if requested by the County, will provide services to obtain this information under the Optional Additional Services section outlined in Exhibit This scope excludes work effort involving securing the rights to offsite lakes / ponds or discharge facilities not owned by the COUNTY. If any work related to the securing rights to offsite lakes, ponds or discharge facilities, becomes necessary, these work items may be added as an Additional Optional Service. CONSULTANT plans to submit ERP surface water management applications that are in conformance with jurisdictional agencies' standard stormwater requirements and/or represent a compromise between competing requirements (such as storage requirement by SFWMD versus ponding limitation by FAA). The level of effort in this scope assumes a reasonable stance by regulatory agencies (i.e., no new rules or special criteria or expanded geographic coverage). Accordingly, consultant anticipates having to prepare responses to two rounds of standard Requests for Additional Information (RAIs). 2.2.2 MEET WITH GOVERNMENT PERMITTING AGENCIES Meet with South Florida Water Management District and Florida Department Environmental Protection to review the water quality data, parameters a approach. I PHASE 3 (Future - NOT included in this proposal) 1 ENVIRONMENTAL PERMITAPPLICATIONS TASK 3.1 CONSTRUCTION DOCUMENTS FOR STORMWATER IMPROVEMENTS 3.1.1. Preparation of Construction Documents CONSULTANT will prepare construction documents for the County approved, recommended stormwater improvements. A detailed scope of services will be prepared for the selected Stormwater Improvements, from Phase I and Phase 2 of this STORMWATER IMPROVEMENTS O. • . MASTER PLAN Task Order. The construction documents may be issued in Phases based on allocated levels of funding available for the stormwater improvements. # 1 1 it iL�>sL1 i1 l WfflDt1A= I a'1 �/ EXHIBIT B OPTIONAL ADDITIONAL SERVICES If requested by the County, the CONSULTANT will provide design review or guidance services for additional services involving the stormwater master plan • • •,a • The detailed scope of services and compensation for this TASK will be defin and negotiated as requested by the County. A separate Work Author zation f Task OSI Additional Services will • executed • requested additional servic under this Stormwater Masterplan A,reement. CONSULTANT will provide stormwater related support services as requested by the County or the regulatory agencies including planning studies, photogrametry, field verification of existing facilities, environmental issues regarding the ER-P permit, services involving securing rights to non -County owned • lakes • ponds, design services, topographic survey, geotechnical investigation and miscellaneous implementation and technical assistance. I necessary CONSULTANT will perform additional field survey and data collection to support the program. This could also include water level gages and/or flow measurement devices. Where appropriate, CONSULTANT will identify technical activities that might be performed by the County, if agreed upon by both departments. These services are currently undefined but may become necessary as the program proceeds. The detailed scope of services and compensation for this TASK will be defin and negotiated as requested by the County. A separate Work Authorization Task OS2 Additional Services will be executed for these services under th Stormwater Masterplan Agreement, as request of the County. Page 12 of 16 Project: LEH23� Key West International Airport Emergency Drainage Improvements JOB HOUR AND FEE ESTIMATE Article A: Data Collection and Modeling 768 $ 98,400 Article B: Technical Memorandum and Permitting 428 $ 53,560 ITotal Basic Services Lump Sum Fee 1,196 $ 151,960 $ SPECIAL SERVICES Hours Fee ITotal Special Services Lump Sum Fee 0 DBE Percentage 0.00% 9 FITA111*1411 M I I, 1:11=1;11 1[0101�M I I N Article A: Data Collection and Modeline LEM= Key West International Airport Emergency Drainage Improvements MTMMIW��� M) oil, Computer Model of Existing System Nfeetings - Internal Coordination Meetings - Client TOTAL HOURS cCtt 'RATE t t tt tt .. � ®� t . .:. � to TOTAL PAYROLL S 96,368 S s Subconsultants S - Expenses I _I 2,032 Cost Plus Fee Total S 98,400 Task Esnensese Rental Car (2 visit @ 565/visa) S 130 Gas for Car Rental On -Site = S 60 Lodging (2 visits @ 5160/visa) S 320 Airfare (2 visits @ 5670(visit) S 1,340 Misc S 182 Total Expenses S 2,032 UIALIFEL 19= E"� Key West International Airport Emergency Drainage Improvements TOTAL PAYROLL S 51,448 S S S S Subconsultarvus 5 - Expenses _L 2,112 Cost Plus Fee Total S 53,560 Task Expgnjt,;: Rental Car (2 visit @ S65/visit) S 130 Gas for Car Rental On -Site = S 60 Lodging (2 visits @ $160(visit) S 320 Airfare (2 visits @ 57001visit) S 1,400 Nlisc S 202 Total Expenses S 2,112 60 Page 16 of 16