Item N14 N14
BOARD OF COUNTY COMMISSIONERS
COUNTY of MONROE
u,.. 9 Mayor Craig Cates,District 1
The Florida Keys Mayor Pro Tern Holly Merrill Raschein,District 5
Michelle Lincoln,District 2
� - James K. Scholl,District 3
' David Rice,District 4
Board of County Commissioners Meeting
June 21, 2023
Agenda Item Number: N14
2023-1046
BULK ITEM: Yes DEPARTMENT: Sustainability
TIME APPROXIMATE: STAFF CONTACT: Rhonda Haag
N/A
AGENDA ITEM WORDING: SUSTAINABILITY: Approval to enter into Amendment No. 5A for
$4,452.64 under the contract with HDR, Inc. for the Roads Vulnerability Analysis and Capital Plan for
County-maintained roads for the preparation of the Florida Division of Emergency Management
(FDEM) Hurricane Michael Grant Program (HMGP) application package for six adaptation projects
identified under the Roadway Vulnerability Study,retroactive to May 2, 2023.
ITEM BACKGROUND:
This item is to amend the contract to add services for assistance in the preparation of the Florida
Division of Emergency Management (FDEM) Hurricane Michael Grant Program(HMGP) application
package for six adaptation projects identified under the Roadway Vulnerability Study.
PREVIOUS RELEVANT BOCC ACTION:
06-18-18: Approval to advertise a Request for Qualifications for professional services for a Sea Level
Rise Resilience and Vulnerability Analysis for County Maintained Roads and Related Services.
02/12/19: Approval to negotiate in rank order with the firms responding to the Request for
Qualifications for professional services for the Roads Vulnerability Analysis and Capital Plan for
County-maintained roads and related services.
05/22/19: Approval of a contract with HDR, Inc., the highest ranked respondent for the Roads
Vulnerability Analysis and Capital Plan for County-maintained roads and related services, in the
amount of$1,708.491.66,plus $189,167.18 for optional services, totaling $1,897,658.84 over 3 fiscal
years.
12/11/19: Approval to expedite the analysis and modeling of the Stillwright Point neighborhood to
determine the recommended adaptations, cost and related policy decisions, and report to the
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commission when completed.
06/17/20: Presentation and discussion of the road's adaptation analysis of the Stillwright Point
neighborhood in Key Largo as part of the countywide study for the sea level rise vulnerability analysis
for county-maintained roads.
11/17/20: Approval of Amendment No. 1 to the contract with HDR, Inc. for the Roads Vulnerability
Analysis and Capital Plan for County-maintained roads and related services, to extend the contract from
September 21, 2021 to December 21, 2021 at no cost.
04/21/21: Approval of Amendment No. 2 for $93,261.00 to the contract with HDR, Inc. for the Roads
Vulnerability Analysis and Capital Plan for County-maintained roads and related services, to add 20
miles of roadway segments to the original 78 miles of County maintained roadways (98 miles total) into
the Conceptual Engineering Design assessment.
06/21/2021: Resolution to affirm continuing the work being performed under the contract for the Roads
Vulnerability Analysis and Capital Plan for County-maintained roads and related services contract with
HDR.
10/21/21: Presentation of updates to the HDR Roads Vulnerability Analysis and Capital Plan for
County-maintained roads, including conceptual designs, schedule, funding and outreach.
11/17/2021: Approval of Amendment No. 3 to the contract with HDR, Inc. for the Roads Vulnerability
Analysis and Capital Plan for County-maintained roads and related services, to extend the contract from
December 21, 2021 to June 24, 2022 at no cost to the County.
01/21/22: Approval of a$153,703.31 Task Order 4 to the contract with HDR, Inc. for the Roads
Vulnerability Analysis and Capital Plan for County-maintained roads and related services, to provide
conceptual design for the full number of miles of roads subject to inundation by 2045, retroactive to
December 17, 2021; and authorization for the County Administrator to execute the Task Order.
10/19/22: Approval to enter into Amendment No. 5 for $21,488.10 under the contract with HDR, Inc.
for the Roads Vulnerability Analysis and Capital Plan for County-maintained roads and related services,
for additional services for grant preparation of the Flagler Avenue road adaptation project under the
FEMA Building Resilient Infrastructure and Communities (BRIC)program, retroactive to October 3,
2022.
CONTRACT/AGREEMENT CHANGES:
Additional services for grant preparation.
STAFF RECOMMENDATION: Approval.
DOCUMENTATION:
HDR Amendment 5A_-_signed_by vendor-I.pdf
FINANCIAL IMPACT:
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Effective Date: May 1 , 2023 Contract Expiration Date: June 23, 2023
$ Value of Amendment 5A: $4,452.64
Total Dollar Value of Existing Contract: $2,093,666.85
Total Cost to County: Fiscal Year Portions: N/A
Budgeted: Yes
Source of Funds: Account No. 102-22500-SC 00038
CPI: N/A Indirect Costs: None
Estimated Ongoing Costs Not Included in above dollar amounts: N/A
Revenue Producing: No If yes, amount:
Grant: No County Match: N/A
Insurance Required: Yes,previously provided under the contract.
Additional Details:
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AMENDMENT NO. 5A
TO THE AGREEMENT
FOR
SEA LEVEL RISE VULNERABILITY ANALYSIS AND PLANNING
FOR COUNTY MAINTAINED ROADS INFRASTRUCTURE ADAPTATION
BETWEEN
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
AND
HDR ENGINEERING INC.
This AMENDMENT NO. 5 ("Amendment")is made and entered into this 21st of June, 2023, to that
Agreement dated May 22, 2019 as amended November 17, 2020 under Amendment No. 1,April 21,
2021 under Amendment No. 2, November 17, 2021 under Amendment No. 3, June 15, 2022 under
Amendment No. 4, and October 19, 2022 under Amendment No. 5 (cumulatively, "Agreement") by
and between Monroe County "COUNTY," and HDR Engineering, Inc. "CONSULTANT".
WITNESSETH:
WHEREAS, the COUNTY recognized the need for immediate, coordinated, and visionary action to
address the impacts of a changing climate and ensure the COUNTY provides for resilience for its
more than 300 miles of roads infrastructure; and
WHEREAS, the recommendation for a Roads Adaptation Plan is Green Keys item 2-14, which
specifies that the County shall conduct a County-wide roads analysis to identify near-term roads
subjectto inundation risk, including nuisance flooding, and that include related green infrastructure
where appropriate; and
WHEREAS, the CONSULTANT is successfully providing the professional services under the
AGREEMENT; and
WHEREAS, the COUNTY is in need of professional technical support for the preparation of the
Florida Division of Emergency Management (FDEM) Hurricane Michael Grant Program (HMGP)
application package for six adaptation projects identified under the Roadway Vulnerability Study;
and
WHEREAS, this new Amendment No. 5A supersedes approved Amendment No. 05; and
WHEREAS, the CONSULTANT agrees to provide the necessary support to the County in an
accurate and timely manner.
NOW, THEREFORE, in consideration of the mutual promises, covenants and agreements stated
herein, and for other good and valuable consideration, the sufficiency of which is hereby
acknowledged, COUNTY and CONSULTANT agree as follows:
1. Articles 1.1.1, 2.1, 7.1, and 7.2.1 in the AGREEMENT are amended as follows:
ARTICLE I
1.1 REPRESENTATIONS
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By executing this Agreement, CONSULTANT/CONSULTANT makes the following express
representations to the COUNTY:
I.LI The effective date of this AMENDMENT NO. 5A shall be retroactive to May 1, 2023.
ARTICLE II SCOPE OF BASIC SERVICES
2.1 DEFINITION
CONSULTANT'S revised Scope of Basic Services consist of those described in attached Exhibit
A-5A. The CONSULTANT shall commence work on the services provided for in this Agreement
promptly upon his receipt of a written notice to proceed from the COUNTY.
ARTICLE VII COMPENSATION
7.1 PAYMENT SUM
The COUNTY shall pay the CONSULTANT for the CONSULTANT'S perfonnance of this
Amendment No. 5A an amount not to exceed Twenty-five Thousand Nine Hundred Forty and
Seventy-four Cents ($25,940.74). This includes the amount approved under Amendment No. 5 of
$21,488.10 and an increase of$4,452.64. The total Agreement is not to exceed $2,098,119.49, which
includes the lump sum amount and time and materials amount of$1,908,952.31 for Required Services
and an amount not to exceed $189,167.18 for Optional Services. The Contract Sum shall not exceed
this amount unless amended by formal approval of the Monroe County BOCC. No charges shall be
incurred by the County other than products or services that were ordered, provided and agreed upon
by the COUNTY.
7.2 PAYMENTS
7.2.1 For its assumption and performances of the duties, obligations and responsibilities set forth
herein, the CONSULTANT shall be paid according to the revised Deliverable Schedule attached as
Exhibit B-5A, and according to the Florida Local Government Prompt Payment Act, Section 218.70,
Florida Statutes. Payments will be lump sum or time and materials, as indicated in Exhibit B-5A.
Partial payments of tasks and deliverables shall be allowed for any item over $5,000. The Provider
shall submit to the COUNTY an invoice with supporting documentation in a form acceptable to the
Clerk. Acceptability to the Clerk is based on generally accepted accounting principles and such laws,
rules and regulations as may govern the Clerk's disbursal of funds. The Sustainability Director will
review the request, note her approval on the request and forward it to the Clerk for payment.
7.2.2 Exhibits A-5A and B-5A attached to this Amendment are added to the Agreement.
7.2.3 All other provisions of the AGREEMENT dated the 22"d day of May 2019 and amended
November 17, 2020, April 21, 2021, November 17, 2021, June 15, 2022, and October 19, 2022 not
inconsistent herewith, shall remain in full force and effect.
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IN WITNESS WHEREOF, each party has caused this Agreement to be executed by its duly
authorized representative on the day and year first above written.
(SEAL) BOARD OF COUNTY COMMISSIONERS
Attest: KEVIN MADOK, Clerk OF MONROE COUNTY,FLORIDA
By: By:
As Deputy Clerk Mayor
Date:
(Seal) HDR ENGINEERING, INC.
Attest:
BY: By: �
Title: Title: Katie E. Duty-Vice President
Approved as to form and legal sufficiency:
Monroe County Attorney's Office 6-6-2023
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EXHIBIT A- Amendment 5A
Monroe County Roadway Vulnerability Analysis and Capital Plan
Support Services Extension
Scope of Services
REVISED: April 25, 2023
The following tasks are added through this Amendment. All other tasks from Exhibit A in the original
Agreement as well as Exhibits A-1,A-2, A-3, A-4, and A-5 in prior amendments,remain unchanged.
This scope is for the provision of professional services provided by HDR Engineering, Inc. (HDR)
for the Monroe County (County) Roadway Vulnerability Analysis and Capital project, for the
continuation of professional technical support in the preparation of the Building Resilient
Infrastructure and Communities (BRIO) grant application package for the Flagler Avenue road
adaptation project located in Key West and the addition of Florida Division of Emergency
Management (FDEM) Hurricane Michael Grant Program (HMGP) project information package
preparation support. The roadways maintained by the County were evaluated under this study and a
series of Technical Memorandums were produced providing information on the vulnerable and
critical roadway areas for County use.
1. Task 1: Grant Preparation
Prepare the application for the Building Resilient Infrastructure and Communities (BRIO) grant
as part of the FEMA Grant Application Assistance Program. The application is for the Flagler
Avenue road adaptation project located in Key West. Grant preparation shall include submittal
of the project into information into a draft form for final review by the County prior to entry of
that information into the FEMA GO web portal and subsequent entry into the portal HDR will
reference and use all available information from the Monroe County Roadway Vulnerability
Study in addition to preparing the Benefit Cost Analysis in accordance with BRIC requirements.
Deliverable: Draft and final grant application information in Word document form and
confirmation email of grant submittal into the portal per application.
2. Task 2: Grant Support Document Preparation
Prepare the application for the Florida Division of Emergency Management (FDEM) Hurricane
Michael Grant Program (HMGP) project information package. Prepare project scope of work,
project location map, and updated cost estimate using the latest FDOT historical unit prices for
the Stillwright Point,Winston Waterways, and the Key Largo Trailer Village communities in Key
Largo, Jolly Roger Estates in Little Torch Key, Gulfrest Park in Big Coppitt Key, and Flagler
Avenue in Key West.
Deliverable: PDF file for Scope of Work, Project Location Map with Lat/Long reference
points, and updated cost estimate for each adaptation project.
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Exhibit B—Amendment 5A
Monroe County Roadway Vulnerability Analysis and Capital Plan
Delivery Schedule
Revised—May 15, 2023
The following tasks with associated delivery schedules are added through this Amendment. All other
tasks from Exhibit B in the original Agreement as well as Exhibits B-1, B-2, B-3, B-4, and B-5 in
prior amendments, remain unchanged.
Required Services
Scope of Work(Deliverables) Amount Due Date
Task 1: Grant Preparation: NTE: $0 To COUNTY:
(Time & November 9,
Prepare one application for the Building Resilient Materials) 2023
Infrastructure and Communities (BRIC) grant program.
Draft application deadline to County is November 9, 2022. To FDEP:
Application submittal deadline to FDEP is November 14, November 14,
2022, and the FEMA Application Submittal Deadline is 2023 by 5:00
January 27, 2023. The team will provide draft grant P.M.
application information in word document form and
confinnation email of grant submittal for each application. To FEMA:
Team will address any questions or requests for January 27,
missing/additional information for the grant applications. 2024 by 3:00
P.M.
Task 2: Grant Support Document Preparation: NTE: To COUNTY:
$25,940.75 May 16, 2023
Prepare the application for the Florida Division of (Time &
Emergency Management (FDEM) Hurricane Michael Materials)
Grant Program (HMGP) project information package.
Prepare project scope of work,project location map, and
updated cost estimate using the latest FDOT historical unit
prices for the Stillwright Point, Winston Waterways, and
the Key Largo Trailer Village communities in Key Largo,
Jolly Roger Estates in Little Torch Key, Gulfrest Park in
Big Coppitt Key, and Flagler Avenue in Key West.
Provision of PDF file for Scope of Work, Project Location
Map with Lat/Long reference points, and updated cost
estimate for each adaptation project.
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