Item C37BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: June 20, 2012 Division: COUNTY ADMINISTRATOR
Bulk Item: YES Department: AIRPORTS
Staff Contact Person/Phone #: Peter Horton_ 809-5200
AGENDA ITEM WORDING: Ratification of Task Order No. 12-14-01 with Jacobs Project Management
Co. for DBE support services for the DBE Implementation Plan at the Key West International Airport and the
Florida Keys Marathon Airport.
ITEM BACKGROUND: Task Order 12-14-01 was approved at the December 14, 2011 board meeting;
however, the back up documents omitted the task order's effective date as well as the Engineer project number.
The Task Order was then placed on the March 21, 2012 board meeting for ratification. However, due to a
clerical error, the agenda item summary page and the backup for the item were mistakenly transposed with
another agenda item. This ratification should correct all issues with this Task Order.
PREVIOUS RELEVANT BOCC ACTION: December 2011 — Item C-18, original approval; March 21,
2012 — Item C-40, ratification.
CONTRACT/AGREEMENT CHANGES: new agreement
STAFF RECOMMENDATION: Approval
TOTAL COST: $75,000.00 INDIRECT COST: NA BUDGETED: Yes
DIFFERENTIAL OF LOCAL PREFERENCE: NA
COST TO COUNTY: NA
COST TO AIRPORT: $3,750.00
SOURCE OF FUNDS: FAA 95%/O&M 5%
COST TO PFC: NA
REVENUE PRODUCING: Yes NA AMOUNT PER YEAR: NA
APPROVED BY: County Attorney X_ OMB/Purchasing Risk Management
DOCUMENTATION: Included X Not Required
DISPOSITION: AGENDA ITEM #
Pearson -April
From: Pam Hancock <phancock@monroe-clerk.com>
Sent: Wednesday, June 06, 2012 4:50 PM
To: Cyr -Connie; Pearson -April
Cc: Peters -Katherine
Subject: Re: Mixed up items from March meeting?
No problem. Normally I check to see if anything was handed out - I guess this one slipped by.
----- Original Message -----
From: Cyr -Connie
To: 'Pam Hancock'; Pearson -April
Cc: Peters -Katherine
Sent: Wednesday, June 06, 2012 4:36 PM
Subject: RE: Mixed up items from March meeting?
Thank you Pam!
q.r
Aide to Roman Gastesi, County Administrator
1
Monroe County
iloo Simonton Street, Suite 2-205
Key West, FL 33040
305-292-4443
305-292-4544 Fax
From: Pam Hancock jmailto:phancock(@monroe-clerk.com1
Sent: Wednesday, June 06, 2012 4:35 PM
To: Cyr -Connie; Pearson -April
Cc: Peters -Katherine
Subject: Re: Mixed up items from March meeting?
i
(�-g-2012
Pulled the agenda file and found the corrected backup. April go ahead and send back over for execution.
Thanks.
----- Original Message -----
From: Cyr -Connie
To: Pearson -April ; Pam Hancock (phancock(d_)monroe-clerk.com)
Cc: Peters -Katherine
Sent: Wednesday, June 06, 2012 2:42 PM
Subject: RE: Mixed up items from March meeting?
Hi Pam,
In regards to agenda item C-40 from the March 21, 2012 meeting; the incorrect backup was placed on the agenda but I
was caught prior to the meeting. An email was sent out on Tuesday, March 20, 2012 notifying the commissioners of
the mistake and they were also handed a hard copy of the item at the meeting as well. In addition I also read it into the
records. Please let me know if you need me to get the clip of the meeting from MCTV.
Thanks,
Connie
From: Pearson -April
Sent: Wednesday, June 06, 2012 2:03 PM
To: Cyr -Connie
Subject: Mixed up items from March meeting?
Importance: High
Hi Connie,
Can you please look in your files and let me know what you have on this?
Item C-40 (Jacobs PSO 12-14-01) was submitted for ratification at the March meeting (by Kathy Peters on March 6th,
since I was at a conference). The agenda item I have on file, and what Kathy sent to you, is correct.
But when I sent the item over to Pam, she sent it back saying that "if you go to the backup on the County's website,
the agenda summary sheet is for Jacobs PSO 12-14-01; however, the backup that is attached is for Item C39
MBI/K2M. I believe this item will have to go back before the Board."
I seem to remember that there might have been a mix up a while back, but I can't remember what it was about, but I
thought it was all straightened out. Can you please check your records and see what you can find?
If it truly was mixed up somehow, can I please please add this item to the June agenda?? I will go ahead and prep
this in case you say 'yes'.
Thank you!
C39 AIRPORT - Approval of Design Services Agreement with MBI/K2M for Customs Terminal Security
Enhancements — Key West International Airport Phase II and III. BULK APPROVED
C40 AIRPORT - Ratification of Task Order No. 12/14-01 with Jacobs Project Management Co. for DBE support
services for the DBE implementation plan at the Key West International Airport and the Florida Keys Marathon
Airport. 5-0 Motion to approve.
April Pearson
Key West International Airport
3o5-809-5204
2
DANNY L. KOLHA GE
CLERK OF THE CIRCUIT COURT
DATE: June 4, 2012
TO: Peter Horton, Director
of Airports
Attn: April Pearson
FROM: Pamela G. Hanco D. C.
At the March 21, 2012, Board of County Commissioners meeting, the Board gralof
approval and authorized execution of Item C36 ratification of Task Order No. 12/14-04
professional services with Jacobs Project Management Co. for modifications and renovatio
the existing baggage claim/arrivals facility at the Key West International Airport. Attached is a
duplicate original.
I am returning Item C40 from the March 21, 2012, BOCC meeting. If you go to the
backup on the County's website, the agenda summary sheet is for Jacobs PSO 12-14-01;
however, the backup that is attached is for Item C39 MBi/K2M. I believe this item will have to
go back before the Board. _
Should you have any questions, please feel free to contact our office.
cc: County Attorney
Finance __-
File
KEY WEST INTERNATIONAL AIRPORT
3491 South Roosevelt Boulevard, Key West, Florida 33040
305-809-5200 main / 305-292-3578 fax
MEMORANDUM
To: Pam Hancock and Belle Desantis, Clerk's Office
p 1~
From: Pedro Mercado
Date: May 21, 2012
Re: Jacobs PSO #12-14-01
Jacobs PSO# 12-14-01 for DBE implementation was originally approved as item #C-18
at the December 2011 BOCC meeting, and then ratified as item #C-40 at the March
2012 BOCC meeting.
The attached duplicate copies of C-40 / March 2012 are being sent to you for execution.
There are only minor differences between what was presented to the Board and the
enclosed, but they are insignificant (handwritten information and different signatures).
Please process these PSOs for execution.
If you have any questions, please let me know.
Thank you.
MASTER AGREEMENT FOR PROFESSIONAL SERVICES
TASK ORDER FORM
Effective Date Alr6l 4, �Wt�L Task Order No. 12/14-01
Client Project No. (crV0/(0-6f4/0 1 Engineer Project No. 9!!-`Jt(iqD b 1
Egyi7lol
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 1:�� P(AQ . )
Client authorizes Consultant to perform the 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 5 page(s).
Pricing
N/A Time and Expense per Agreement and Appendix B to the Agreement.
X Firm Fixed Price of $ 75,000.00
N/A Other (Describe):
Schedule
Services may commence on Execution
Services will cease by 365 days
Other
BOARD OF COUNTY COMMISSIONERS
° - r, ERK OF MONROE COUNTY, FLORIDA
Page I of 2
Mayor/Chairman
Witness
File: MSTR APS— Monroe County
CONSULTANT:
JACOBS PROJECT MANAGEMENT CO
Title Vice President
Page 2 of 2 ft d
SCOPE OF SERVICES
DBE Support Services for DBE Implementation Plan
Key West International Airport and Florida Keys Marathon Airport
Monroe County Airports
October 1, 2011 — September 30, 2012
Jacobs Project Management Company will provide these services through our sub -consultant
Montgomery Consulting Group, Inc. with the attached Scope of Services from Montgomery Consulting
Group, Inc.
Page 1 of 1 recu 14- H '2p 0-
Scope of Services
DBE Support Services for DBE Implementation Plan
Key West International Airport and Florida Keys Marathon Airport
Monroe County Airports
October 1, 2011— September 30, 2012
Overview
The Key West International and Florida Keys Marathon Airports' Disadvantaged Business
Enterprise Program was established in 2000 in accordance with the requirements of the U. S.
Department of Transportation's guidelines 49 CFR Part 26. The objectives of the Airports' DBE
Program were and still are:
1. That Disadvantaged Business Enterprises shall be assured, to the fullest extent
possible, the opportunity to participate in the performance of contracts assisted in
whole or in part with Federal funds, and
2. That no person, subject to the activities of the Monroe County Board of County
Commissioners shall, on the basis of race, color, national origin, or sex, be
excluded from participation in, denied the benefits of, or otherwise discriminated
against in connection with the award and performance of any contract assisted in
whole or in part with Federal funds.
3. To create a level playing field on which DBEs can compete fairly for DOT -assisted
contracts; and ensure that the DBE Program is narrowly tailored in accordance with
49 CFR Part 26.
4. To ensure that only firms which fully meet the Department of Transportation's
Eligibility standards are permitted to participate as DBE's.
5. To help remove barriers to the participation of DBE's in DOT— assisted Contracts.
In 2004, the Key West International & Florida Keys Marathon Airports (Airports) became
certifying members of the Unified Certification Program (UCP) within the State of Florida. As
certifying agencies, the Airports have the responsibility of adhering to and upholding all UCP and
DOT rules and regulations regarding the DBE program. The Airports will need to stay abreast of
UCP issues and modify/update their own DBE programs to incorporate UCP procedures,
reporting, and forms.
Key West International & Florida Keys Marathon Airports continue the implementation and
development of their DBE Program and ACDBE and DBE Support Services. DBE and ACDBE Goals
were established for a 3-year period of October 1, 2010 — September 2013. Interim goals for
each professional services and construction project that uses federal funding are determined on
a case -by -case to meet the overall 3-year goals.
This scope of services identifies the elements and tasks the Montgomery Consulting Group
(MCG) and/or the Airport will undertake to provide support services for the Disadvantaged
Business Enterprise (DBE) and Airport Concession DBE Plans Implementation envisioned by
airport staff for Key West International Airport and Florida Keys Marathon Airport. The time
period for this scope of services is estimated from October 1, 2011 through September 30, 2012.
1
Prepared by: Montgomery Consulting Group, Inc.
Prepared on: 20 June 2011
Scope of Services
DBE Support Services for DBE Implementation Plan
Key West International Airport and Florida Keys Marathon Airport
Monroe County Airports
October 1. 2011— September 30, 2012
Specific Elements/Tasks
Element 1. DBE Certification Support Services
1. Accept, maintain & review applications for DBE and ACDBE certification under 49 CFR
Parts 23 & 26. This task includes identification of request of needed additional
information from applicants and completion of on -site visit report for applicants that are
located in Monroe County. Coordination will be made with the applicant and appropriate
agencies for applicants located outside of Monroe County. The Key West International
and Florida Keys Marathon Airports currently have UCP certification responsibility and
management for firms located within Monroe County. Labor hours and out of pocket
expenses for certifying new applicants have been included in this scope, along with
development, delivery and review of No Change Affidavits which each certified firm is
required to complete on their yearly certification anniversary date;
2. Make written recommendations to the Airport DBELO as to whether applicant firms
should be considered for certification by the Airports)/UCP and prepare (as appropriate)
a draft certification letter and certificates. For firms ineligible for certification, a letter
stating the reason why the firm cannot be certified will be prepared for the DBELO;
3. Attend and participate in UCP meetings and follow-up activities on behalf of the
airport(s). UCP meetings are held by teleconference approximately 3 times per year. In
addition, one annual two-day meeting is held once a year to keep abreast of the current
UCP and future changes to the UCP and coordinate UCP issues to the DBELO. Any
changes or updates that need to be made in accordance with UCP rules and regulations
will be discussed with the DBELO via transmittal letter, e-mail or formal consultation;
4. Maintain a Directory of DBEs certified by the Monroe County Airports. The directory will
be documented in accordance with UCP regulations and contain all required UCP
fields/categories. This DBE Directory will be updated each time a new firm is certified.
The DBE Directory will be kept on hand at the Airports as well as posted on the Airport
DBE website and maintained in the FDOT UCP DBE Online DBE Directory; and
5. Prepare a monthly report for the DBELO on the status of DBE applications and DBE
activities. The monthly status report will include the status of DBE applicants, certified
DBEs and the date/status of their Annual No Change Affidavit, DBE Inquiries (firms which
have shown interest in the DBE program, but have not formally submitted an application
for DBE certification, Closed Applicant Files (applicants that submitted an application, but
then never submitted all required documentation) and Denied Applicants (including
comments on the reason that the firm could not be certified). The report will also include
any and all support services performed in that specific period for the DBE program.
2
Prepared by: Montgomery Consulting Group, Inc.
Prepared on: 20 June 2011
Scope of Services
DBE Support Services for DBE Implementation Plan
Key West International Airport and Florida Keys Marathon Airport
Monroe County Airports
October 1, 2011— September 30, 2012
Element 2. DBE Outreach Support Services
1. Update & maintain the Key West International & Florida Keys Marathon Airports DBE
website to include information regarding the DBE program for the purpose of increasing
awareness of the DBE and ACDBE programs and inclusion of the DBE Directory. DBE
Opportunities, the DBE Newsletter and the DBE Directory will also be updated on the
website as needed; and
2. Development and distribution of an airport (s) DBE Newsletter to highlight DBE firms and
current DBE opportunities at the airport(s). An updated distribution list for the
newsletter will be created for each newsletter issued to incorporate newly certified DBEs,
along with any other new contacts or interested firms. Three (3) newsletters have been
budgeted.
Element 3. DBE Program Development, Monitoring and Compliance
1. Make recommendations regarding monitoring and reporting recommendations related
to DBE and ACDBE goals/good faith effort, DBE and ACDBE programs, compliance, and
language in requests for proposal, contract documents; and develop a systematic
approach for reporting DBE and ACDBE Compliance information to the Airport;
2. Be available to the DBELO for consultation on DBE and ACDBE issues; and
3. Conduct "Good Faith Efforts" audits and contract compliance monitoring for on -going
projects that receive federal funding and make project site visits to investigate actual
DBE project participation;
4. Coordinate with the airport's general consultant/engineer on DBE and ACDBE
goals/good faith effort, DBE program compliance and language in requests for proposal
and contract documents.
5. Prepare project DBE goals (for planning, engineering, construction and construction
administration for federally funded projects) to meet the overall three-year DBE Goals
FAA FY 2011-2013 for Key West International Airport and Florida Keys Marathon
Airport;
6. Prepare FAA reporting forms for DBE and ACDBE compliance as required by the airport
and DBELO including, but not limited to annual DBE Concessionaire Awards &
Commitments Reports and annual DBE Goal Methodology Updates; and
7. Provide assistance to the DBELO in identifying grievance issues and assistance in
handling any DBE or ACDBE appeals.
3
Prepared by: Montgomery Consulting Group, Inc.
Prepared on: 20 June 2011
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