Item D09
,
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
MEETING DATE: 8/16/06
BULK ITEM: YES
DIVISION: COUNTY ADMINISTRATOR
DEPARTMENT: AIRPORTS
STAFF CONTACT PERSON: Peter Horton
AGENDA ITEM WORDING: Approval of and authorization for the Mayor to execute a Purchase Service Order with URS,
for DBE Implementation Services for the Key West International Airport, and the Marathon Airport.
ITEM BACKGROUND: This project will be funded 95% by the Federal Aviation Administration, and 5% by Operating
Revenue.
PREVIOUS RELEVANT BOCC ACTION: Approval of FAA grants 3-12-0037-028, and 3-12-0037-029, July 24,2006.
CONTRACT/AGREEMENT CHANGES: New contract
STAFF RECOMMENDATION: Approval
TOTAL eOST: $179,770.00
COST TO AIRPORTS: $9,888.50
COST TO PFC: None
COST TO COUNTY: None
BUDGETED: Yes
SOURCE OF FUNDS: FAA, Operating Revenue
REVENUE PRODUCING: No
AMOUNT PER MONTH NEAR:
APPROVED BY: County Attorney X
OMB/Purchasing X
Risk Management X
AIRPORT DIRECTOR APPROVAL
~
Peter J. Horton
DOCUMENTATION: Included X
Not Required
AGENDA ITEM #
DISPOSITION:
/bev
AO
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract #
Contract with: URS
Effective Date: Execution
Expiration Date: 365 days
Contract Purpose/Description: DBE Implementation Services for the Key West and Marathon Airports
Contract Manager: Bevette Moore
(name)
# 5195
(Ext. )
Airports - Stop # 5
(DepartmenUCourier Stop)
for BOCC meeting on: 8/16/06
Agenda Deadline: 8/1/06
CONTRACT COSTS
Total Dollar Value of Contract: $179,770.00
Budgeted? Yes
Grant: Yes - FAA
County Match: Airports Operating
Estimated Ongoing Costs: nla
(not included in dollar value above)
Current Year Portion: -$5,000.00
Account Codes: Pending FAA Grant
# 3-12-0037-29
ADDITIONAL COSTS
For: .
(ego maintenance, utilities, janitorial, salaries, etc.)
CONTRACT REVIEW
Changes
Date In Needed Reviewer Date Out
Yes No fJ-H-
Airports Director l/2~~ ( ) "&() .1J"lbJOb
Risk Man~3ment LtLlD.k ( ~~ J. !12:rton lllL!M
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O. .B./Purch sing ~_I- ( ) ( ) /" rp. for OMB -
County Attorney I I ( ) ( ) V~o,
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County Attorney
Comments:
~@lliID@
To:
Board of County Commissioners
From:
Peter Horton, Director of Airports
Date:
8/1/06
Re:
Agenda Item - URS 37
This item requests approval of Purchase Service Order with URS, for DBE Implementation Services for
the Key West Intemational Airport, and the Marathon Airport.
The project will be funded 95% by the Federal Aviation Administration, and 5% by Operating Revenue.
The eommission approved FAA grants 3-12-0037-028, and 3-12-0037-029, which will fund this project,
on July 24, 2006.
Thank you
Ibev
PURCHASE / SERVICE ORDER
FOR
MONROE COUNTY
To:
URS
Purchase Service Order No.
05/06-37
Re: PSA Agreement, Dated: 1-1-02
Resolution
Project Name:
EYW / MTH - DBE Implementation Services
Description of Services:
(SEE ATTACHED SCOPE OF SERVICE)
Multiple of Direct Salaries
Lump Sum
x
Reimbursable Expense
Days to Complete
Fee this Service Order
$ 179,770.00
365
Payment for Services shall be in their entirety as per PSO.
Prepared by:
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Milford A. Reisert
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Accepted by:
Approved by:
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Scope of Services
DBE Support Services for DBE Implementation Plan
Key West International Airport and Florida Keys Marathon Airport
Monroe County Airports
October 1, 2006 - September 30, 2007
Overview
The Key West Intemational and Florida Keys Marathon AirpOlis' Disadvantaged
Business Enterprise Program was established in 2000 in accordance with the
requirements of the U. S. Depmiment of Transpoliation'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 March 1999, the Disadvantaged Business Enterprise (DBE) Regulation, 49 CFR Parts
26 & 23 Airport Concessions, took effect and revamped the U.S. Department of
Transportation's (US DOT) DBE Program and imposed requirements on States to
narrowly tailor their DBE Programs and establish a Unified Certification Program (UCP).
The UCP will provide "one-stop-shopping" for DBEs for certification. One-stop-
shopping means that an applicant for DBE Certification in a State will file only one
application and go through one certification review to achieve DBE Celiification. The
UCP agreed to DBE Certification based on mandatory reciprocity among the certifying
entities in the State.
In 2004, the Key West International & Florida Keys Marathon Airports (Airports)
became certifying members of the Unified Celiification Program (UCP) within the State
of Florida. As celiifying agencies, the AirpOlis 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 fonns. The current Key West
International & Florida Keys Marathon Airports DBE Plan, created in 2000, needs to be
updated to maintain consistency with the Florida UCP guidelines.
1
Prepared by: Montgomery Consulting Group, Inc.
Updated on: 22 May 2006
Scope of Services
DBE Support Services for DBE Implementation Plan
Key West International Airport and Florida Keys Marathon Airport
Monroe County Airports
October 1, 2006 - September 30, 2007
The Key West lntemational Airport is developing a new tenninal building. The estimated
cost of this project is around $30 million. With partial FAA funding anticipated for this
project, the airport will need to establish and regulate DBE goals for this major effort.
Compliance and monitoring for this project are crucial to adhere to FAA and DOT
regulations. A new tenninal building may also mean the opportunity for DBE
concessionaires and a need for the development of a DBE concession plan. The Florida
Keys Marathon Airport is hopeful to begin air carrier services in the near future.
Additionally, Florida Keys Marathon Airport is to receive a grant for repairs due to
hUITicane damage.
Due to the afore mentioned issues, it is important that Key West Intemational & Florida
Keys Marathon Airports continue the implementation and development of their DBE
Program and DBE Support Services.
This scope of services identifies the elements and tasks the Montgomery Consulting
Group (MCG) will undertake to provide support services for the Disadvantaged Business
Enterprise (DBE) Plan Implementation envisioned by airport staff for Key West
Intemational Airport and Florida Keys Marathon Airport. The time period for this scope
of services is estimated from October 1, 2006 through September 30, 2007.
MCG's main coordination for this project will be with the airport's Disadvantaged
Business Enterprise Liaison Officer (DBELO), Peter Horton, and other key airport staff
such as Jerome Fain Jr., and URS project director, Mil Reisert. However, MCG may
coordinate directly with other airport staff as required to accomplish the scope of
services. URS is to be copied on all correspondence to Monroe County Airports.
2
Prepared by: Montgomery Consulting Group, Inc.
Updated on: 22 May 2006
Scope of Services
DBE Support Services for DBE Implementation Plan
Key West International Airport and Florida Keys Marathon Airport
Monroe County Airports
October 1, 2006 - September 30, 2007
Specific Elements/Tasks
Element 1. DBE Certification Support Services
I. Accept, maintain & review applications for DBE certification under 49 CFR Parts
23 & 26. This task includes identification of request of needed additional
infonnation 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
VCP has currently identified 15 firms that the Key West International and Florida
Keys Marathon Airports have the responsibility to manage as a responsibility of
VCP participation. Labor hours and out of pocket expenses for certifying up to 5
additional applicants has been included in this scope, along with development,
delivery and review of No Change Affidavits which each certified finn is required
to complete on their yearly certification anniversary date (additional applications
would require an increase in budget);
2. Make written recommendations to the Airport DBELO as to whether applicant
firms should be considered for certification by the Airport(s)/VCP 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 VCP meetings for the Airport(s) (up to 4 have been included) to keep
abreast of the current VCP and future changes to the VCP and coordinate VCP
issues to the DBELO. Any changes or updates that need to be made in accordance
with VCP rules and regulations will be discussed with the DBELO via transmittal
letter, e-mail or forn1al consultation;
4. Maintain a Directory of DBEs certified by the Monroe County Airports. The
directory will be documented in accordance with VCP regulations and contain all
required VCP fields/categories. This DBE Directory will be updated each time a
new finn is certified. The DBE Directory will be kept on hand at the Airp011s as
well as posted to the FDOT VCP DBE Online DBE Directory;
5. Attend FDOT DBE & VCP training on the DBE Program. Periodically, within the
state, the FDOT provides training on the DBE program and the VCP to keep
airports and other agencies up to speed on changes and updates in both programs.
When available and when applicable, MCG staff will attend these training sessions
for the Airp011(s);
6. 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, ce11ified 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 fonnally submitted an application for DBE certification, Closed
3
Prepared by: Montgomery Consulting Group, Inc.
Updated on: 22 May 2006
Scope of Services
DBE Support Services for DBE Implementation Plan
Key West International Airport and Florida Keys Marathon Airport
Monroe County Airports
October 1, 2006 - September 30, 2007
Applicant Files (applicants that submitted an application, but then never submitted
all required documentation) and Denied Applicants (including comments on the
reason that the film could not be ceI1ified). The rep0l1 will also include any and all
support services perfOlmed in that specific period for the DBE program.
Element 2. DBE Outreach Support Services
I. Contact DBE finns in regards to potential DBE contracting opportunities at the
airpoI1(s);
2. Identify potential DBE contracting opportunities at the Airp0l1 including DBE
conceSSIOnaIres;
3. Attend pre-proposal conferences to address the goals of the DBE program and
provide a listing of the certified DBE finns. Attendance at 3 pre-proposal
conferences has been budgeted;
4. Provide DBE Support Services Seminars for DBE firms including, but not limited
to explanation of Bid proposals & RFQs, upcoming opportunities for DBEs, DBE
Compliance issues & compliance/monitoring fonns and completion of Annual No
change Affidavits. Training sessions will be held once a quarter. 4 training
sessions/seminars have been budgeted and provide DBE services for the Business
to Business mentoring program to assist DBE firms with networking and provide
matchmaking between DBE Firms and Non-DBE Finns;
5. 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 program and inclusion of the DBE Directory.
DBE Opportunities, the DBE Newsletter and the DBE Directory will also be
updated on the website as needed;
6. Development and distribution of an airport (s) DBE Newsletter to highlight DBE
firms and CUITent DBE opp0l1unities 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. 4
newsletters have been budgeted.
4
Prepared by: Montgomery Consulting Group, Inc.
Updated on: 22 May 2006
Scope of Services
DBE Support Services for DBE Implementation Plan
Key West International Airport and Florida Keys Marathon Airport
Monroe County Airports
October 1,2006 - September 30, 2007
Element 3. DBE Proeram Monitorine: and Compliance
1. Make recommendations regarding monitoring and reporting recommendations
related to DBE goals/good faith effOli, DBE program, compliance, and language
in requests for proposal, contract documents; and develop a systematic approach
for repOliing DBE Compliance infonnation to the AirpOli; and summarize the
DBE Program perfonnance on a quarterly basis.
2. Be available to the DBELO for consultation on DBE issues; and
3. Conduct "Good Faith Efforts" audits and contract compliance monitoring for each
AlP Project and Make project site visits to investigate actual DBE project
participation;
4. Coordinate with the airport's general consultant/engineer on DBE goals/good
faith effort, DBE program compliance and language in requests for proposal and
contract documents.
5. Prepare the DBE Goal and Methodology including any required updates in
accordance with FAA guidelines for next fiscal year for Key West International
Airport and Florida Keys Marathon Airport and update the DBE Plan to
incorporate changes by the UCP;
6. Update ACDBE Concession plan for Key West International Airport and Florida
Keys Marathon Airport to address Concessionaire development, regulation,
compliance and monitoring;
7. Prepare DBE Availability Study including identifying the businesses in Key West
International Airport and Florida Keys Marathon Airport's market area willing
and able to perfonn a service or provide a commodity procured by the Airport.
The tasks will include: a) Review various sources to identify the businesses ready
willing and able to perfotm on Airport projects, b) Contact the finns via email or
telephone in the Airport's market area to identify any issues that may have
prevented finn from bidding on Airport projects, c) Compile a list of issues that
may be preventing the firms from patiicipating on Airport projects, d) Provide a
written report of the study's findings.
8. Prepare a draft of the FAA reporting forms for DBE 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;
9. Provide assistance to the DBELO in identifying grievance issues and assistance in
handling any DBE appeals.
5
Prepared by: Montgomery Consulting Group, Inc.
Updated on: 22 May 2006
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NDEPENDENT KOST ~STlMATES
). O. Box 46681
It. Pete Beach
,'Iorida 3,\741
(727) 367-2910
June 17, 2006
Ms. Bevette Moors
Business Coordinator
Airports Business Office
3491 S. Roosevelt Boulevard
Key West, Florida 33040
Subject: Key West International Airport
COnsultant Fee Assessment
Dear Ms. Moore:
Attached is my assessment of the consultant fees for the proposed DOE Support
ServiCes for ODE Implementation Plan for Key West International Airport and Florida
Keys Marathon 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 $153,390.
I am also attaching an invoice for SSSO 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. It I can be of any
service in the future, please let me know.
Sincerely,
,- 1 g, ~1t~
~Ike) A. Cakarnis
Airport Engineer
Attachments
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June 17, 2006
KEY WEST INTERNATIONAL AIRPORT AND
FLORIDA KEYS MARA THAN AIRPORT
OBE SUPPORT SERVICE FOR
DBE IMPLEMENTATION PLAN
INDEPENDENT COST ESTIMATE
SUMMARY OF CONSULTANT FEE ESTIMATE
TOTAL
S 41,570
S 52,890
$ 43,490
$ 15,440
$ 153,390
1. DBE Certification Support Services
2. D8E Outreach Support Services
3. DBE Program Monitoring and Compliance
4. Direct Costs
1. OBE Certification Support Services
~ Bate Q;s
Project Manager 72$ '29 $ 9.288
DBE Specialist 332 77 25,564
OBE Coordinator 80 49 3,920
DBI: Outreach 40 70 2,800
TOTAL $ 41,570
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., ODE Outreach Support Services
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Project Manager 64 S 129 $ 8,256
DBE Specialist 136 77 iO,472
DBE Coordinator 240 49 11 ,760
DBE Outreach 320 70 22,400
TOTAL S 52,890
3. 06E Program Monitoring and COmpliance
Project Manager 96 t 129 $ 12,384
DeE Specialist 364 77 28,028
DBE Coordinator 40 49 ',960
DOE Outreach 16 70 1.120
TOTAL $ 43,490
4. Direct Costs
A Airline Tickets
Orlando - Key West 12 )( $ 400 $ 4,800
B. Lodging
8 nights x S 140/night $ 1,120
C. Per Diem
8 days )( $40/day $ 320
D. Local Telephone - 12 months x $1 OO/month S 1,200
E. Newsletter copying & distribution
4 newsletters x $SOO/newsletter $ 2,000
F. Miscellaneous -'2 months j( SSOO/month $ 6.000
TOTAL DIRECT COSTS S 15,440
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