Item C05BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
MEETING DATE: 10/15/08 DIVISION: COUNTY ADMINISTRATOR
BULK ITEM: YES DEPARTMENT: AIRPORTS
STAFF CONTACT PERSON: Peter Horton
Phone: 809-5200
AGENDA ITEM WORDING: Approval of URS Purchase Service Order for Disadvantaged Business Enterprise
Implementation Services for the Key West International Airport, and the Florida Keys Marathon Airport.
ITEM BACKGROUND: The Federal Aviation Administration funds 95% of project costs.
PREVIOUS RELEVANT BOCC ACTION: Approval to accept FAA grants that fund the project, 9/17/08.
CONTRACT/AGREEMENT CHANGES: New agreement
STAFF RECOMMENDATION: Approval
TOTAL COST: $115,938.00 BUDGETED: Yes
COST TO AIRPORT: 5,796.90 SOURCE OF FUNDS: FAA & Airports Operating
COST TO PFC: None
COST TO COUNTY: None
REVENUE PRODUCING: No AMOUNT PER MONTH NEAR:
APPROVED BY: County Attorney X OMB/Purchasing X Risk Management X
DOCUMENTATION: Included X Not Required
AGENDA ITEM #
DISPOSITION:
/bev
AO
11 /06
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract #
Contract with: URS Effective Date: 10/1/08
Expiration Date: 9/30109
Contract Purpose/Description: DBE Implementation Services for the Key West and Marathon Airports
Contract Manager: Peter Horton # 5200 Airports - Stop # 5
(name) (Ext.) (Department/ Stop)
for BOCC meeting on: 10/15/08 Agenda Deadline: 9/30/08
CONTRACT COSTS
Total Dollar Value of Contract: $115,938.00 Current Year Portion: $115,938.0
Budgeted? Yes Account Codes: 404-630135-GAKA130 ✓
Grant: Yes - FAA 404-630139-GAKA133
County Match: Airport Operating
ADDITIONAL COSTS
Estimated Ongoing Costs: n/a For: .
(not included in dollar value above) (eg. maintenance, utilities, janitorial, salaries, etc.)
CONTRACT REVIEW
Changes
Date In
Needed
Reviewer
Date Out
Airports Director
Risk Management
_/_/_
/
L/1-5 b
Yes No
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OL./Purchasing
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County Attorney
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County Attorney
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Comments:
RECEIVED
SEP 2 5 2008
I �
AIRPORT ADMIN.
PURCHASE / SERVICE ORDER
FOR
MONROE COUNTY
To: URS
Re: PSA Agreement, Dated: 1-1-02
Purchase Service Order No. 07/08-25
Resolution
Project Name: EYW / MTH — DBE Implementation Services
Description of Services:
(SEE ATTACHED SCOPE OF SERVICE)
Services are from 10/1/08 to 9/30/09
Multiple of Direct Sal
Lump Sum X Reimbursable Expense
Days to Complete 365 Fee this Service Order $ 115, 938.00
Payment for Services shall be in their entirety as per PSO.
Prepared by:
Milford A. Reisert
Date: 1 "15 _ 0
Accepted by:
1
.,aL,u
Date:
Recommended by:
Date: ' L r ��
Approved by:
Date:
f_ vUM rY H 0HP11y RECEIVED
P R(;• n AST
_PP
!4SSISTANT CD r t rrORNEY c 2S��Y AIRPORT ADMIN.
Date
UAAAA -Reception istTSO\07-081PSO-07-08-27. doe
Recommended Scoye of Services
DBE Support Services for DBE Implementation Plan
Key West International Airport and Florida Keys Marathon Airport
Monroe County Airports
October 1, 2008 - September 30, 2009
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 Mgrathon 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.
The Key West International Airport is currently developing a new terminal 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. It is important that Key West International & Florida Keys Marathon
Airports continue the implementation and development of their DBE Program and DBE
Support Services.
Prepared by: Montgomery Consulting Group, Inc.
Updated on: 6 July 2008
Recommended Scope of Services
DBE Support Services for DBE Implementation Plan
Key West International Airport and Florida Keys Marathon Airport
Monroe County Airports
October 1, 2008 - September 30,2
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) Plan 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, 2008 through September
30, 2009.
Specific Elements/Tasks
Element 1. DBE Certification Support Services
1. Accept, maintain & review applications for DBE certification under 49 CFR Parts
23 & 26. (up to IS firms) 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 UCP has currently identified 9 firms that the Key West International
and Florida Keys Marathon Airports have the responsibility to manage as a
responsibility of UCP participation. Labor hours and out of pocket expenses for
certifying new applicants has 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 (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)/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 UCP meetings for the Airport(s) (2 meetings have been included) 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 to the FDOT UCP DBE Online DBE Directory;
S. Prepare a monthly report for the DBELO on the status of DBE applications and
2
Prepared by: Montgomery Consulting Group, Inc.
Updated on: 6 July 2008
Recommended Scope of Services
DBE Support Services for DBE Implementation Plan
Key West International Airport and Florida Keys Marathon Airport
Monroe County Airports
October 1, 2008 - September 30, 2009
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.
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 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;
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. Four (4)
newsletters have been budgeted.
Element 3. DBE Program Monitoring and Compliance
1. Make recommendations regarding monitoring and reporting recommendations
related to DBE goals/good faith effort, DBE program, compliance, and language
in requests for proposal, contract documents; and develop a systematic approach
for reporting DBE Compliance information to the Airport; and summarize the
DBE Program performance 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 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 goals/good
faith effort, DBE program compliance and language in requests for proposal and
contract documents.
S. Prepare the DBE Goal and Methodology for next fiscal year including any
required updates in accordance with FAA guidelines for Key West International
Airport and Florida Keys Marathon Airport and update the DBE Plan to
incorporate changes by the UCP;
3
Prepared by: Montgomery Consulting Group, Inc.
Updated on: 6 July 2008
Recommended Scope of Services
DBE Support Services for DBE Implementation Plan
Key West International Airport and Florida Keys Marathon Airport
Monroe County Airports
October 1, 2008 - September 30, 2009
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 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;
8. Provide assistance to the DBELO in identifying grievance issues and assistance in
handling any DBE appeals.
4
Prepared by: Montgomery Consulting Group, Inc.
Updated on: 6 July 2008
P. 0. Box 46681
St. Pete Beach
Florida 33741
September 30, 2008
Ms. Bevette Moore
Airport Operations
3491 S. Roosevelt Boulevard
Key West, Florida 33040
Subject: Key West International Airport
Consultant Fee Assessment
Dear Ms. Moore:
(727) 367-2910
Attached is my assessment of the consultant fees for the proposed DOE Support
Services for DBE (mplementation 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 $115,470.
I am also attaching an invoice for $500 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. If I can be of any
service in the future, please let me know.
Attachments
Sincerely,
L4 � . Ca 4,vr,,,;,
Ikars (Ike) A. Cakarnis
Airport Engineer
September 30. 2008
KEY WEST INTERNATIONAL AIRPORT AND
FLORIDA KEYS MARATHON AIRPORT
DBE SUPPORT SERVICE FOR
DBE IMPLEMENTATION PLAN
INDEPENDENT COST ESTIMATE
SUMMARY OF CONSULTANT FEE ESTIMATE
1. DBE Certification Support Services S 32,000
2. DBE Outreach Support Services $ 21,460
3. DBE Program Monitoring and Compliance $ 28,790
4. Direct Costs $ 22,720
Sub -Total $ 104,970
URS Handling Fee (10%) * $ 10,500
TOTAL $ 115,470
1. DBE Certification Support Services
ti=
gale
SQi
Project Manager
188 S
133
S 25,004
DBE Coordinator
80
51
4,080
Admin. Assistant
54
54
2,916
TOTAL
S 3 2, 00 0
* Technical Assistance and Administrative Costs.
Ed Wdb0:I0 BOOZ 0E .daS OL6F-92: 'ON ;{tid
3Ai : W06d
2. DBE Outreach Support Services
dours
am
C=
Project Manager
120 $
133 S
15,960
DBE Coordinator
40
51
2,040
Admin. Assistant
64
54
3,456
TOTAL
3 21,460
3. DBE Program Monitoring and Compliance
Project Manager 180 $ 133 $ 23,940
WE Coordinator 40 51 2,040
Admin. Assistant 52 54 2,808
TOTAL
$
28,790
4. Direct Costs
A Airline Tickets
Orlando - Key West 6 x $400
$
2,400
B. LodgN
6 nights x $140/night
$
900
C Per Diem
6 days x $40/day
3
240
D. Local Telephone - 12 months x $100/month
$
1,200
E. Newsletter copying & distribution
4 newsletters x $500/newsletter
$
2,000
F. Miscellaneous - 12 months x 3500/month
$
4,800
I} Internet Website Updating & Hosting
3
26,640
1) Website updating 40 hrs x $12 5/hr x 2 =S 10, 000
2) Hosting 12 months x S 100/month am 1,200
Total
$
11,200
TOTAL DIRECT COSTS
:
2 2, 7 z 0