Item Q11 QII
BOARD OF COUNTY COMMISSIONERS
COUNTY of MONROE 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
m' David Rice,District 4
Board of County Commissioners Meeting
November 8, 2023
Agenda Item Number: Q11
2023-1779
BULK ITEM: Yes DEPARTMENT: Sustainability
TIME APPROXIMATE: STAFF CONTACT: Rhonda Haag
N/A
AGENDA ITEM WORDING: SUSTAINABILITY: Approval to enter into Amendment No. 7 for
$16,360.72, under the contract with HDR, Inc. for the Roads Vulnerability Analysis and Capital Plan
for County-maintained roads, to evaluation and presentation of additional roadway resiliency design
recommendations for Stillwright Point; retroactive to October 1, 2023.
ITEM BACKGROUND:
This item is to authorize the provision of professional services provided by HDR Engineering, Inc.
(HDR) for the Monroe County(County) Roadway Vulnerability Analysis and Capital project for the
professional technical support for the evaluation and presentation of additional roadway resiliency
design recommendations for the Stillwright Point Community to supplement initial recommendations
provided 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
commission when completed.
1899
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 (BRIO)program, retroactive to October 3,
2022.
June 21, 2023: Approval to enter into Amendment No. 6 for $48,394.76 under the contract with HDR,
Inc. for the Roads Vulnerability Analysis and Capital Plan for County-maintained roads to finalize the
policy recommendations and prepare Comprehensive Plan changes; and to extend the contract for 2
years to June 25, 2025.
CONTRACT/AGREEMENT CHANGES:
Additional services roadway resilience alternatives
STAFF RECOMMENDATION: Approval.
DOCUMENTATION:
HDR Amendment 7 - for signature.pdf
FINANCIAL IMPACT:
1900
Effective Date: October 1, 2023 Contract Expiration Date: June 23, 2025
$ Value of Amendment 7: $16,360.72
Total Dollar Value of Existing Contract: $2,162,874.97
Total Cost to County: Fiscal Year Portions: N/A
Budgeted: Yes
Source of Funds: 102-22500-SC_00038 Professional Services
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.
Additional Details:
1901
AMENDMENT NO. 7
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. 7 ("Amendment")is made and entered into this of , 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, October 19, 2022 under Amendment No. 5, June 21, 2023 under
Amendment No. 5A/513, and June 21, 2023 under Amendment No. 6 (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 evaluation and
presentation of additional roadway resiliency design recommendations for the Stillwright Point
Community to supplement initial recommendations provided under the Roadway Vulnerability Study.
Provide presentation to the stakeholders describing implementation challenges and specific criteria
and regulatory requirements; 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:
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ARTICLE I
1.1 REPRESENTATIONS
By executing this Agreement, CONSULTANT/CONSULTANT makes the following express
representations to the COUNTY:
LLI The effective date of this AMENDMENT NO. 7 shall be retroactive to October 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-7. 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.
The CONSULTANT shall:
1. Establish Coordination with County Resiliency, Engineering, and Planning offices.
2. Develop and assess three roadway resiliency alternatives.
3. Prepare Presentation for BOCC Workshop
4. Conduct presentation for BOCC Workshop
ARTICLE VII COMPENSATION
7.1 PAYMENT SUM
The COUNTY shall pay the CONSULTANT for the CONSULTANT'S performance of this
Amendment No. 7 an amount not to exceed Sixteen Thousand Three Hundred Sixty Dollars and
Seventy-two Cents ($16,360.72). The total Agreement is not to exceed$2,162,874.97,which includes
the lump sum amount and time and materials amount of$1,973,707.79 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-7, and according to the Florida Local Government Prompt Payment Act, Section 218.70,
Florida Statutes. Payments will include time and materials, as indicated in Exhibit B-7. 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.
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7.2.2 Exhibits A-7 and B-7 attached to this Amendment are added to the Agreement.
7.2.3 All other provisions of the AGREEMENT dated the 22nd day of May, 2019 and amended
November 17, 2020, April 21, 2021,November 17, 2021, June 15, 2022, October 19, 2022, and June
21, 2023 not inconsistent herewith, shall remain in full force and effect.
IN WITNESS WHEREOF, each parry 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:
Approved as to form and legal sufficiency:
Monroe County Attorney's Office 10-30-2023
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EXHIBIT A-7
Monroe County Roadway Vulnerability Analysis and Capital Plan
Support Services Extension
Scope of Services
REVISED: October 30, 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, A-5, A5A/A5B, and A-6 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 the
implementation framework for the Countywide Roads Vulnerability Analysis and update provision
to Board of County Commissioners(BOCC). 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. An initial implementation framework was
provided consistent with Task 4 to be included into the final report.
1. Task 1: BOCC Workshop Preparation
• Establish Coordination with County Resiliency, Engineering, and Planning offices.
• Develop and assess three roadway resiliency alternatives.
• Prepare Presentation for BOCC Workshop
Deliverable: Power Point Presentation for BOCC Workshop.
2. Task 2: BOCC Workshop Attendance and Documentation
Attend the BOCC Workshop. Conduct and lead presentation. Address questions from BOCC
and the Public.
Deliverable: BOCC Workshop Meeting Minutes documenting action items and
determinations.
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Exhibit B-7
Monroe County Roadway Vulnerability Analysis and Capital Plan
Delivery Schedule
Revised—April 11, 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, B-5, B-5A/B-
513, and B-6 in prior amendments, remain unchanged.
Required Services
Scope of Work (Deliverables) Amount Due Date
Task 1: BOCC Workshop Preparation. NTE: 12/12/2023
$11,912.20
Power Point Presentation for BOCC Workshop. (Time&
Materials)
Task 2: BOCC Workshop Attendance and NTE: 12/12/2023
Documentation $4,448.52
(Time &
BOCC Workshop Meeting Minutes documenting action Materials)
items and determinations.
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