HomeMy WebLinkAboutItem B1 B1
BOARD OF COUNTY COMMISSIONERS
COUNTY of MONROE Mayor James K.Scholl,District 3
The Florida Keys Mayor Pro Tern Michelle Lincoln,District 2
Craig Cates,District 1
David Rice,District 4
Holly Merrill Raschein,District 5
Special Board of County Commissioners Meeting Meeting
June 17, 2025
Agenda Item Number: B1
2023-4131
BULK ITEM: Yes DEPARTMENT: Sustainability
TIME APPROXIMATE: STAFF CONTACT: Rhonda Haag
AGENDA ITEM WORDING: Approval to enter into Amendment No. 10 for $25,333.06 for
professional technical support for the evaluation and presentation of additional roadway design
alternatives for the Stillwright Point community to supplement initial recommendations, under the
contract with HDR, Inc. for the Roads Vulnerability Analysis and Capital Plan for County-maintained
roads.
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
evaluation and presentation of additional roadway design alternatives for the Stillwright Point
community to supplement initial recommendations.
At a Stillwright Point community meeting held April 28, 2025, to discuss the need for easements for the
current resilient roadway project under design, some residents indicated dissatisfaction with providing a
ten-foot easement for the project. Staff was subsequently directed to review the alternatives and develop
new alternatives to lower the potential amount of easement needed from residents.
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
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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.
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.
O1/21/22: 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.
November 8, 2023: 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.
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January 31, 2024: Approval to enter into Amendment No. 8 for $942,257.88 under the contract with
HDR, Inc. for the Roads Vulnerability Analysis and Capital Plan to provide a Roadway Vulnerability
Analysis and Adaptation Plan for the municipalities of Islamorada, Marathon, Layton, and Key Colony
Beach; funded by the municipalities.
January 31, 2024: Approval to enter into Amendment No. 9 for $112,567.04 for design of a roadway
paving project for Stillwright Point, under the contract with HDR, Inc. for the Roads Vulnerability
Analysis and Capital Plan for County-maintained roads.
INSURANCE REQUIRED:
Yes
CONTRACT/AGREEMENT CHANGES:
Analysis of road adaptation alternatives for Stillwright Point.
STAFF RECOMMENDATION: Approval.
DOCUMENTATION:
HDR Amendment#10 (6-09-25) JXD Stamped Signed.pdf
FINANCIAL IMPACT:
Effective Date: April 29, 2025 Contract Expiration Date: Upon completion of tasks
$ Value of Amendment 10: $25,333.06
Total Dollar Value of Existing Contract: $3,243,032.95
Total Cost to County: $25,333,06 Fiscal Year Portions: $25,333.06
Budgeted:
Source of Funds: 102-22500-SC00038
CPI: N/A Indirect Costs: None
Estimated Ongoing Costs Not Included in above dollar amounts:
Revenue Producing: No If yes, amount:
Grant: No County Match: N/A
Insurance Required: Yes.
Additional Details:
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AMENDMENT NO. 10
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. 10 ("Amendment") is made and entered into this 10 of June
2025, 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/5B, June 21, 2023 under Amendment No. 6, November 8, 2023 under
Amendment No. 7, January 31, 2024 under Amendment No. 8, October 16, 2024 under Amendment
8A and January 31, 2024 under Amendment No. 9 (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 contained in Green Keys Item 2-
14, which specifies that the County shall conduct a County-wide roads analysis to identify near-term
roads subject to inundation risk, including nuisance flooding, and to 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
and to provide a presentation to the Monroe County Board of County Commissioners (BOCC) and
stakeholders describing the alternatives for implementation and applicable criteria and regulatory
requirements; and
WHEREAS, the CONSULTANT agrees to provide the necessary support to the COUNTY in an
accurate and timely manner; and
WHEREAS, a sixty-one day extension to the AGREEMENT is necessary to complete ongoing tasks.
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
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acknowledged, the COUNTY and the CONSULTANT agree as follows:
Articles 1.1.1, 2.1, 7.1, and 7.2.1 in the AGREEMENT are amended as follows:
ARTICLE I
1.1 REPRESENTATIONS
By executing this Agreement, the CONSULTANT/CONSULTANT makes the following
express representations to the COUNTY:
1.1.1 The effective date of this AMENDMENT NO. 10 shall be retroactive to April 29,
2025, and extend until the tasks are fully complete.
1.1.2 The term of the AGREEMENT shall be extended by sixty-one days, terminating
on June 30, 2026, unless otherwise terminated as provided herein.
ARTICLE II SCOPE OF BASIC SERVICES
2.1 DEFINITION
The CONSULTANT'S revised Scope of Basic Services shall consist of those described in attached
Exhibit A-10. The CONSULTANT shall commence work on the services provided for in this
Agreement promptly upon its receipt of a written Notice to Proceed from the COUNTY.
The CONSULTANT shall:
1. Establish Coordination with the County Resiliency and Engineering Offices.
2. Develop and assess 5 former and 1 new roadway resiliency alternatives for the Stillwright
Point neighborhood. Conduct in-depth engineering analyses for each option and update the
cost estimates for each.
3. Perform extensive research on applicable water resource regulations, state stormwater
regulations, alternatives to complying with regulations including potential variances, waivers
and legislative changes. Develop a presentation explaining the regulations, alternatives, risks,
advantages and disadvantages and potential effects to the County budget.
4. Prepare two presentations for a BOCC Special Meeting.
5. Participate in individual Commissioner Briefings with County staff.
6. Conduct in-person presentations for a BOCC Special Meeting on June 17, 2025.
ARTICLE VII COMPENSATION
7.1 PAYMENT SUM
The COUNTY shall pay the CONSULTANT for the CONSULTANT'S performance of this
Amendment No. 10 an amount not to exceed Twenty-Five Thousand, Three Hundred, Thirty-Three
Dollars and Six Cents ($25,333.06). The total Agreement is not to exceed $3,130,465.96, which
includes the lump sum amount and time and materials amount of$2,941,298.78 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 the products or services that were ordered,provided and agreed
upon by the COUNTY.
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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-10, and according to the Florida Local Government Prompt Payment Act(Section 218.70,
Florida Statutes). Payments will be based upon time and materials, as indicated in Exhibit B-10.
Partial payments of tasks and deliverables shall be allowed for any item over $5,000. The
CONSULTANT shall submit to the COUNTY an invoice with supporting documentation in a form
acceptable to the Office of Monroe County Clerk & Comptroller("County Clerk"). Acceptability to
the County Clerk is based on generally accepted accounting principles and such laws, rules and
regulations as may govern the County Clerk's disbursal of funds. The Sustainability Director will
review the request, note her approval of the request and forward it to the County Clerk for payment.
No reimbursement for travel will be provided.
7.2.2 Exhibits A-10 and B-10 attached to this Amendment are incorporated into 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, June 21, 2023,
November 8, 2023, January 31, 2024, and October 16, 2024, 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
MONROE COUNTY ATTORNEYS.OF'Fk e
Date: APPROVED AS TO FORM
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BY: . ...
By: Jeffrey B. Arms
Title: Eliza th C. Hoffman, Assistant Secretary Title: Vice President
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EXHIBIT A-10
Monroe County Roadway Vulnerability Analysis and Capital Plan
Support Services Extension
Scope of Services Stillwright Point Alternatives
Revised—June 2, 2025
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, A-6, A-7, A-8 and A-9 in prior
amendments, remain unchanged.
This scope is for the provision of professional services provided by HDR Engineering, Inc. (HDR)to
1) provide professional engineering, policy, and regulatory 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
and 2)provide a presentation to the Board of County Commissioners and stakeholders describing the
alternatives for implementation and applicable regulatory criteria and requirements.
A. Regulatory Framework
• Establish Coordination with County Resiliency and Engineering Offices.
• Perform extensive research on applicable water resource regulations, state stormwater
regulations, alternatives to complying with regulations including potential variances,
waivers and legislative change requests. Develop presentation explaining the
regulations, alternatives, risks, advantages and disadvantages and potential effects to
the County budget.
• Develop Stormwater Regulation and Policy Presentation
B. Stillwright Point Roadway Technical Evaluation of Alternatives
• Develop and assess 5 former and 1 new roadway resiliency alternatives for the
Stillwright Point neighborhood. Conduct in-depth engineering analyses for each
option and update the cost estimates for each alternative:
Alternative 1: 2045 Pump Station,
Alternative 2: No Adaptation,
Alternative 3: Asphalt Resurfacing,
Alternative 4: 2045 Gravity Drainage,
Alternative 5: 2030 Gravity Drainage, and
Alternative 6: 2030 Pump Station
• Prepare Alternatives Presentation for BOCC Workshop
o Update content
o Develop new Alternative 6 Typical Section and Cost Estimate
o Attend weekly development sessions with County staff
• Commissioner Briefings
o Conduct individual virtual briefings (5 briefings)
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Deliverable: Two Power Point Presentations for BOCC Special Meeting.
1. Task 2: BOCC Workshop Attendance and Documentation
Attend the BOCC Workshop in-person. Conduct and lead presentation on Technical and Policy
Alternatives and Evaluations. Address questions from BOCC and the Public.
Deliverable: BOCC Workshop Meeting Minutes documenting action items and
determinations.
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Exhibit B-10
Monroe County Roadway Vulnerability Analysis and Capital Plan
Delivery Schedule
Revised—June 2, 2025
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, B-6, B-7, B-8 and B-8A in prior amendments, remain unchanged.
Required Services
Scope of Work (Deliverables) Amount Due Date
Task 1:. Perform Engineering and Policy Analyses and NTE: 7/17/2025
Develop Presentations $19,480.81 (Time
& Materials)
Power Point Presentations on Regulatory Framework and
Technical Alternatives for BOCC Meeting
Task 2: BOCC Meeting Attendance and NTE: 7/17/2025
Documentation $5,852.25 (Time&
Materials)
BOCC Meeting Minutes documenting action items and
determinations.
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