Item C26BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: September 21, 2012 Division: County Administrator
Bulk Item: Yes
Department: Airports
Staff Contact Person/Phone #: Peter Horton, 809-5200
AGENDA ITEM WORDING: Approval of Task Order 42012-002 with CDM Smith for Project Design
and Constriction Services for the Florida Keys Marathon Airport Tenant Sewer Laterals.
ITEM BACKGROUND: The FDOT has provided grants to provide 50% funding for the design and
constriction of the sewer laterals for both the airport and the tenants.
PREVIOUS RELEVANT BOCC ACTION: January 19, 2012, 4C-22 — approval of CDM Smith Master
Agreement; March 21, 2012, 4C-34 — ratification of CDM Smith sample Task Order; July 20, 2011, 4C-29 —
ratification of FDOT grant 4AQ606
CONTRACT/AGREEMENT CHANGES: NA
STAFF RECOMMENDATION: Approval
TOTAL COST: $142,205 INDIRECT COST: NA
DIFFERENTIAL OF LOCAL PREFERENCE: NA
COST TO COUNTY: None
BUDGETED: yes
SOURCE OF FUNDS: FDOT/Operating
COST TO AIRPORT: $71,102.50
COST TO PFC: None
REVENUE PRODUCING: Yes No X AMOUNT PER YEAR: NA
APPROVED BY: County Attorney X OMB/Purchasing X Risk Management X
DOCUMENTATION: Included X Not Required
DISPOSITION: AGENDA ITEM #
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract #
Contract with: CDM Smith Effective Date: September 19, 2012
Expiration Date: 365 days
Contract Purpose/Description: Task Order #2012-002, Marathon Airport Tenant Sewer Laterals,
Project Design and Construction
Contract Manager: Peter Horton # 5200 Airports - Stop # 5
(name) (Ext.) (Department/ Stop)
for BOCC meeting on: September 19, 2012 Agenda Deadline: September 5, 2012
Total Dollar Value of Contract: $142,205
Budgeted? Yes
Grant: FDOT #AQ606
Airport Match: 50%
Estimated Ongoing Costs: n/a
(not included in dollar value above)
CONTRACT COSTS
Current Year Portion: $29,235 est'd
Account Codes: 403-63580-560630-GAMD69-530310
(all match already in account, no transfers required)
ADDITIONAL COSTS
For:
(eg. maintenance, utilities, janitorial, salaries,
CONTRACT REVIEW
Changes
Date In
Needed
Reviewer
Date Out
Yes No
Airports Director
Risk Management
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eter rton
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for Risk Vanagement
O.M.B./Purchasing
/_/
( ) (jit
/t
Attorney
/ /
( ) (
fo lCounty
/_/
for County Attorney
Comments:
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract #
Contract with: CDM Smith Effective Date: September 19, 2012
Expiration Date: 365 days
Contract Purpose/Description: Task Order #2012-002, Marathon Airport Tenant Sewer Laterals,
Project Design and Construction
Contract Manager: Peter Horton # 5200 Airports - Stop # 5
(name) (Ext.) (Department/ Stop)
for BOCC meeting on: September 19, 2012 Agenda Deadline: September 5, 2012
Total Dollar Value of Contract: $142,205
Budgeted? Yes
Grant: FDOT #AQ606
Airport Match: 50%
Estimated Ongoing Costs: n/a
(not included in dollar value above)
CONTRACT COSTS
Current Year Portion: $29,235 est'd
Account Codes: 403-63580-560630-GAMD69-530310
(all match already in account, no transfers required)
ADDITIONAL COSTS
For:
(eg. maintenance, utilities, janitorial, salaries, etc.
CONTRACT REVIEW
Changes
Date In
Needed
Reviewer
Date Out
Yes No
Airports Director
ZOO—
( ) (X
_/ /_
Peter Horton
Risk Management
for Risk Management
O.M.B./Purchasing
_/_/_
( ) ( )17
County Attorney
RI-_/ /
for
� my Attorney
Comments:
Smith
1525 Johnson Street
Key West, FL 33040
(321) 431-7029 - Cell
(305) 453-6374 - Fax
To: April Pearson
Organization/ 3491 South Roosevelt Blvd.
Address: Key West, FL 33040
Transmittal
From: John Mafera
Date: July 30, 2012
Re: Marathon Airport Tenant Sewer Laterals — Task Order # 2012-002
Job #:
Via: Mail:
Enclosed please find:
For your information
For your review
For your signature
X Ovemight: Courier.
Task Order for Marathon Airport Tenant Sewer Laterals Project
Approved
Approved as noted
X Returned to you for correction
Message:
April,
Per Judy's request please find attached three (3) signed copies of the task order for the above referenced project.
Please let me know if you have any questions or need additional information regarding the attached..
Thanks,
John
IUI G 0 12012
TASK ORDER NO.2012-002 TO
MASTER SERVICES AGREEMENT
BETWEEN
OWNER AND ENGINEER
r
This is Task Order No. 2012-002 dated �,2012qatttahched 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 Tenant Sewer Laterals - Project Design & Construction Services (the "Project").
1. 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:
365 days from Execution of this task order.
3. Compensation and Invoicing
Compensation for Services of Engineer described in this Task Order will be on the following basis:
Lump sum amount of $142,205 (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:..
NIA I a
G
._r
T:200g Page I
Task Order - Master Services Agr
Marathon Auport Tenant Sewer Laterals - Project Design & Construction Services
Task Order No 2012-002
July .__....... . _.., 2012
Acceptance of the terms of this Task Order is acknowledged by the following authorized signatures of the parties to the
Agreement:
OWNER
ON
7/2009 Page 2
rask Order- Master Services Agr
id
no
Marathon Airport Tenant Sewer Laterals - Project Design & Construction Services
Task Order No 2012-002
Exhibit'A' to
Task Order No. 2012-002
Florida Keys Marathon Airport
Tenant Sewer Laterals — Project Design & Construction Services
PROJECT BACKGROUND
Monroe County has requested that ENGINEER provide engineering consulting service to complete
design, bidding and construction supervision of a system to connect up to twelve facilities at the Florida
Keys Marathon Airport to the central sewer system. Although wastewater facilities have been
constructed in the immediate area, facilities on airport property were not connected to the system due
to lack of plans and funding. This project will develop an approach and bid documents in a time frame to
take advantage of time -limited funds which have become available for the project.
SCOPE OF WORK
The following is a description of the services to be provided under this Task Authorization
■ Design of up to ten sewer connection systems to City of Marathon sewer system for twelve facilities
based on the approved Conceptual Design;
■ Preparation of technical specifications in coordination with City of Marathon Utility and County
specifications and bid requirements;
■ Permitting of project with FDEP if required;
■ Assistance with bidding and vendor selection;
■ Construction management and on -site quality control services, including system start-up
■ Assistance with project close-out
TASK 1- CONCEPTUAL DESIGN
Subtask 1.1- Survey
ENGINEER will subcontract with a survey firm, to perform surveys of the selected sites including the
location of existing septic tanks and elevations of the inlet plumbing and the potential locations for small
pump systems and effluent pipe routes. Survey will also include existing wastewater and other utilities
in Aviation Boulevard at the County buildings and the frontage road along US Highway 1.
Subtask 1.2 - Geotechnical Evaluation
ENGINEER will subcontract with a geotechnical firm, to conduct up to three ground borings at selected
sites to determine depth to rock and stability of soils for construction.
Subtask 1.3 - Flow Generation and Capacity Analysis
ENGINEER will calculate anticipated flows, peak and average, from the tenant properties to be
connected to City of Marathon sewer. These flows will be checked against current loads on the systems
to verify adequate capacity for current and future uses.
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Subtask 1.4 - Preliminary Site Layouts and Equipment Selection
Sites and flows will be analyzed to determine if individual systems or grouped systems would be
preferable based on construction costs and maintenance needs. A site plan will be prepared for each
facility and equipment data sheets will be prepared for each site. A table listing design criteria for the
system as a whole with exceptions noted for individual sites will be prepared. Equipment vendors will be
contacted to verify availability and location of support facilities.
Subtask 1.5 - Progress Meeting No.1
A progress meeting will be held to discuss the results of the first four subtasks and to get consensus to
proceed to conceptual design. Items to be covered in this meeting include:
■ Summary of preliminary design components, including design criteria;
■ Review of site layouts and equipment alternatives;
■ Preliminary opinion of probable cost;
■ Summary of permitting requirements;
■ List of technical specifications;
■ Potential access/tenant concerns during construction
Subtask 1.6 - Prepare Draft Conceptual Plans
ENGINEER will prepare draft conceptual drawings, which will include selected drawings from the list
shown in Task 2.1 below including the proposed limits of temporary construction access. Preliminary
Typical Details will be included.
Subtask 1.7 - Progress Meeting No. 2
A progress meeting will be held after the County has reviewed the draft Conceptual Plans and provided
written comments to ENGINEER. ENGINEER will prepare and distribute a summary of meeting minutes
to document items discussed with the parties in attendance. I
Subtask 1.8 - Final Conceptual Design
Based on discussions from Progress Meetings 1 and 2 and written comments received, ENGINEER will
prepare the final Design Memo and will incorporate County comments and recommendations for the
conceptual design. Three hard copies and one digital copy of the final Conceptual Design will be
provided to the County.
TASK 2 - PREPARATION OF CONTRACT DOCUMENTS
ENGINEER will prepare final design documents suitable for bidding and construction of the project. The
final Conceptual Design will be used as the basis for the final design. The following is a description of the
design submittals and technical review approach.
Subtask 2.1- 90-Percent Design Package
ENGINEER will prepare a 90-percent design package that will include design drawings with comments
incorporated from the conceptual plan review by the County, project specifications, and an opinion of
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probable construction cost. The cost will be developed by ENGINEER's cost estimating group and will
include an evaluation of recent bid tabulation data and local contractor input for similar projects.
Project specifications will be developed using the CSI 16-Division format. The Florida Department of
Transportation (FDOT) specifications will be incorporated by reference where appropriate, but
ENGINEER's technical specifications specifically prepared for the project will take precedence in the
event of a conflict. ENGINEER will use County Contract Forms, General Conditions, and appropriate
Supplementary Conditions for the contractual requirements. The entire draft construction contract with
all the above -referenced specifications, forms, and conditions will be submitted for review.
The design package will include the following:
• Cover Sheet with Index (approximately 1 sheet)
• General Notes (approximately 1 sheet)
• Existing Conditions/Demolition Site Plan (approximately 5 sheets)
• Proposed Conditions Site Plan (approximately 5 sheets)
• Construction Access Plan (approximately 2 sheets)
• Sediment & Erosion Control Plan and Details (approximately 1 sheet)
• Demolition plan details (approximately 1 sheet)
• Site connection Section and Details sheets (approximately 4 sheets)
• Typical Electrical Plan and Details (approximately 1 sheet)
• Special Provision Specification Package
• Schedule of Quantities
• Engineer's Opinion of Probable Construction Cost
• Instructions to Bidders and General Conditions
• Supplementary General Conditions
• Technical Specifications.
Three hard copies and one digital copy will be provided to the County for review. The 90-percent design
package will be submitted to the permitting agencies, along with a Final Design Memorandum. The Final
Design Memorandum will be based upon the PDR and will reflect any updates since the conceptual
design phase.
Subtask 2.2 - Progress Meeting No. 3
A progress meeting will be held after the County has reviewed the 90-percent design package and
provided written comments to ENGINEER. Based on discussions during this meeting, the final design will
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incorporate County comments and recommendations. ENGINEER will prepare and distribute a summary
of meeting minutes to document items discussed with the parties in attendance.
Subtask 2.3 - 100% design package
ENGINEER will prepare final design drawings and project manual for a 100-percent final bid package.
Four hard copies (one signed and sealed) and one digital copy of the 100-percent design package will be
provided to the County and considered final. Digital files will include PDF files and AutoCAD'" files of
the design and survey files.
TASK 3 - PERMIT APPUCATIONS
Subtask 3.1- Permitting Meetings
ENGINEER will contact County staff and representatives of the City of Marathon, County Public Works
Department, County Health Department and Florida Department of Environmental Protection (FDEP) to
discuss the objectives of the overall project and to clarify the level of permitting required for the
proposed project. Four call -in meetings are estimated for budgeting purposes. ENGINEER will prepare
and distribute a summary of meeting minutes to document items discussed with the parties in
attendance.
Subtask 3.2 - Permitting Assistance
ENGINEER will prepare and submit required permit application documents to the County for signatures
and will provide technical support during the permitting process. Two follow-up call -in meetings are
estimated for budgeting purposes. ENGINEER will prepare and distribute a summary of meeting minutes
to document items discussed with the parties in attendance.
TASK 4 - BIDDING SERVICES
Subtask 4.1- Pre -Bid Meeting
ENGINEER will attend a pre -bid meeting with County staff to discuss the project with prospective
bidders 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 sites.
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 4.2 - Prepare Addenda
ENGINEER will prepare up to two 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 5 - ENGINEERING SERVICES DURING CONSTRUCTION
ENGINEER will provide engineering services during construction (Post -Design Services) and will contract
with a qualified MBE subcontractor to provide resident project representative (RPR) services. The
general scope information is included in the following tasks:
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Subtask 5.1- Project Meetings
ENGINEER will prepare for and conduct a preconstruction meeting for the project within three weeks of
the construction contract being awarded. ENGINEER will prepare for and attend three progress
meetings during the estimated six-month project duration. Additionally, ENGINEER will attend special
meetings at the request of the OWNER from time to time. An average of one (1) additional meeting per
month with the OWNER staff is assumed in this Task Authorization. ENGINEER will prepare and
distribute meeting minutes of each meeting as appropriate.
Subtask 5.2 - Shop Drawing Review
ENGINEER will review the shop drawing submittals for compliance with the requirements of the
Contract Documents. Eight (8) shop drawings are budgeted for this project. A single re -submittal of each
rejected shop drawing will be counted within the eight shop -drawing budgets for this task.
Subtask 5.3 - Construction Quality Review and Requests for Information
ENGINEER will provide quality reviews of the project during construction for an anticipated project life
of 6 months. These services include:
• One (1) site visit by the engineer -of -record; weekly site visits by RPR (up to 25 visits), including
testing and start-up observation, final completion walk-through and one additional site visit.
• Review of weekly reports from RPR and coordination with the County to resolve construction issues
in the field.
• Response to five (5) Requests for Information (RFIs) from the contractor.
Subtask 5.4 - Project Close -Out
ENGINEER will assist the County with the permit close-outs with FDEP for the project. The Contractor
shall provide ENGINEER with the record drawings in accordance with the contract documents, using a
County -approved surveyor to complete the as -built survey. ENGINEER will review and comment on the
record drawings, and forward copies in both hard and digital format to the County.
TASK 6 - MEETINGS, PROJECT MANAGEMENT AND QUALITY CONTROL
Activities performed under this task consist of those general functions required to maintain the project
on schedule, within budget, and that the quality of the work products defined within this scope is
consistent with ENGINEER's standards and OWNER's expectations. Specific activities included are
identified below:
Subtask 6.1- Project Kick -Off Meeting
ENGINEER will prepare for and conduct a kick-off meeting for the project. ENGINEER will prepare and
distribute draft and final meeting minutes to all attendees. This task also includes coordinating with the
County to develop a list of attendees and potential stakeholders for future project communications.
^� Page 5 of 8 CDMSmMScope-36629-92066
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Subtask 6.2 - Project Management
ENGINEER's project manager will prepare and submit monthly written status reports for an anticipated
project life of 17 months. This task also includes monthly project status review management meetings,
and periodic progress internal team meetings.
Subtask 6.3 - Project Quality Control (QC) Technical Review
ENGINEER maintains a QC program on all of your projects. An internal project quality management
planning session will be conducted at the start of the project. This action is required by ENGINEER's
quality management system (QMS) guidelines. Technical Review Committee (TRC) meetings are
budgeted for and will be performed to review various percent complete submittals. OWNER's
representatives are invited to attend and participate at the TRC meetings.
DATA OR COORDINATION ASSISTANCE TO BE PROVIDED BY THE OWNER
1. Coordination with Airport tenants or representatives.
2. Information about future tenant expansions or additional tenant holdings.
ASSUMPTIONS
The above described engineering services have been based upon the following assumptions:
1. The OWNER will provide review responses within two weeks of delivery of materials requested to be
reviewed.
2. The OWNER will be available for key meetings within two weeks of the requested date.
3. The City of Marathon has provided adequate capacity in the public sewer system to accommodate
the new services. This task order does not include assessing or recommending improvements to the
public sewer system.
DELIVERABLES
ENGINEER will provide the following deliverables to the OWNER:
• Kickoff meeting minutes to all attendees (e-mailed in Microsoft Word' format; final in Adobe PDF)
• Three hard copies and one digital copy of the Draft Conceptual Plan with supporting documentation
including CADD files for survey and the geotechnical report
• Three copies of the Final Concept Design Memo with Concept Plans
• Three hard copies and one digital copy of the 90% design documents including Final design memo,
opinion of probable cost, draft specifications and 90% plans
• Four hard copies (one signed and sealed) and one digital copy of the 100-percent design package
• Permit application forms (two hard copies and one digital copy unless otherwise required by agency)
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0 Permit meeting notes (e-mailed in Microsoft Word format; final in Adobe PDF)
• Summary of pre -bid meeting minutes (e-mailed in Microsoft Word' format; final in Adobe* PDF)
• Addenda, as required (e-mailed in Adobe* PDF)
• Preconstruction and project meeting minutes (e-mailed in Microsoft Word format; final in Adobe*
PDF)
Shop drawing review transmittals and responses; up to four stamped copies plus e-mailed in Adobe*
PDF
• Responses to RFIs (e-mailed in Adobe' PDF)
• Copies of RPR logs and ENGINEER project documentation for close-out
• Monthly status reports (e-mailed in Adobe* PDF)
TIME OF COMPLETION/SCHEDULE
ENGINEER shall commence work within 7 calendar days after issuance of a written notice -to -proceed
from the OWNER. The kickoff meeting will be scheduled within 7 days of notice to proceed. Survey and
geotechnical work will be completed within 30 days of notice to proceed. A project schedule will be
submitted to the OWNER at the kickoff meeting and updated monthly.
COMPENSATION AND PAYMENT
For the Basis Services performed under the Scope of Work, the OWNER agrees to pay the ENGINEER the
lump sum fee of $142,205, partial payments 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
One.
Table One
Task Value for Invoice Purpose Only
Task No.
Description
Value
1.0
Conceptual Design
$29,235
2.0
Preparation of Contract Documents
$32,330
3.0
Permit Applications
$3,370
4.0
Bidding Services
$3,950
5.0
Engineering Services During Construction
$17,380
6.0
Project Management and Quality Control
$13,040
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Outside Professionals $31,000
Other Direct Costs $9,400
TOTAL TASK AUTHORIZATION No. 12-02 (Lump Sum) $142,205
ENGINEER will submit invoices on a monthly basis along with written monthly status reports.
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