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HomeMy WebLinkAboutItem C30 BOARD OF COUNTY COMMISSIONERS COUNTY of MONROE Mayor Michelle Lincoln,District 2 The Florida. Keys Mayor Pro Tem David Rice,District 4 p Craig Cates,District I James K. Scholl,District 3 - Holly Merrill Raschein,District 5 Regular Meeting May 20, 2026 Agenda Item Number: C30 26-23705 BULK ITEM: Yes DEPARTMENT: Project Management TIME APPROXIMATE: N/A STAFF CONTACT: Willie Desantis AGENDA ITEM WORDING: Approval of a First Amendment to the Task Order with Bender & Associates Architects, P.A. for the Monroe County Detention Center Kitchen Repairs Project in the amount of$77,976.00. This amendment adds design of the kitchen renovation now that the feasibility study has been completed. This project is funded by the fines and forfeiture fund(Fund 101). ITEM BACKGROUND: The Monroe County Detention Center on Stock Island was built in the 1990s and is in need of multiple renovations and repairs including the kitchen which has received unsatisfactory inspections from the Monroe County Health Department for many years due to its deterioration. A Task Order with Bender & Associates was executed by the County Administrator on January 15, 2026, for the Consultant to perform a feasibility study to determine how best to undertake the kitchen renovation due to the fact that the jail cannot be closed during construction. The Consultant utilized the services of a subconsultant that specializes in correctional food service equipment, kitchen renovations, and design. A Phase I feasibility study was completed to provide the County options for completing the kitchen renovation including an operations plan for how best to address temporary food services during construction. This First Amendment adds the services of the Consultant and subconsultant to provide design documents needed for the kitchen renovation and which include replacement of the flooring and drainage system, upgrades to the exhaust system, electrical and lighting upgrades, and kitchen equipment layout renovation with replacement of equipment as needed. The amendment also includes Construction Administration services through project closeout. PREVIOUS RELEVANT BOCC ACTION: N/A—Original Task Order approved by County Administrator INSURANCE REQUIRED: Yes CONTRACT/AGREEMENT CHANGES: Adds design of the kitchen renovation now that the feasibility study has been completed. STAFF RECOMMENDATION: Approval of First Amendment DOCUMENTATION: FINANCIAL IMPACT: Effective Date: 05/20/2026 Expiration Date: TBD Total Dollar Value of Contract: Original Task Order: $63,337.00 First Amendment: $77,976.00 Total Contract Amount: $141,313.00 Total Cost to County: $141,313.00 Current Year Portion: $98,426.00 Budgeted: Yes Source of Funds: 101-20505 CPI: n/a Indirect Costs: n/a Estimated Ongoing Costs Not Included in above dollar amounts: n/a Revenue Producing: no If yes, amount: Grant: n/a County Match: n/a Insurance Required: Yes FIRST AMENDMENT TO TASK ORDER FOR PROFESSIONAL ARCHITECTURAL AND ENGINEERING SERVICES BETWEEN MONROE COUNTY AND BENDER& ASSOCIATES ARCHITECTS, P.A. FOR THE MONROE COUNTY DETENTION CENTER KITCHEN REPAIRS In accordance with the Consultant Agreement for Professional Architectural and Engineering Services, made and entered into on January 18, 2023 between MONROE COUNTY, ("County") and BENDER & ASSOCIATES ARCHITECTS P.A., ("Consultant"), where professional services are allowed if construction costs do not exceed $7,725,000.00, or for study activity if the fee for professional services for each individual study under the contract does not exceed $500,000.00 ("Agreement"), as provided in Subsection 287.055(2)(g), Florida Statutes, as amended by Section 2, Chapter 2024-204, Laws of Florida, pursuant to which Recital No. 2 and Attachment A, Subsection 1.01 of the Agreement is hereby modified, the parties enter into this First Amendment to Task Order ("First Amendment"). All terms and conditions of the Agreement apply to this First Amendment, unless this First Amendment amends, adds, or modifies a provision or an Article of the Agreement, in which case, the provision or Article will be specifically referenced in this First Amendment and the amendment, addition, or modification shall be precisely described. This First Amendment to the Task Order is effective on the 20th day of May 2026. WHEREAS, the Monroe County Detention Center on Stock Island was built in the 1990s and is in need of multiple renovations and repairs including the kitchen which has received unsatisfactory inspections from the Monroe County Health Department for many years due to its deterioration; and WHEREAS, the parties executed a Task Order on January 15, 2026, in which the Consultant performed a Phase I feasibility study to provide options for completing the kitchen renovation including temporary food services during construction; and WHEREAS, the feasibility study has been completed and the County desires to advance onto design of the full kitchen renovation including new flooring, HVAC improvements, and kitchen equipment upgrades and layout redesign. NOW, THEREFORE, in consideration of the mutual promises and covenants set forth below, the parties agree as follows: 1. In accordance with Article II, SCOPE OF BASIC SERVICES of the Agreement, the Consultant will provide the services needed to provide a complete design for the renovation of the kitchen at the Monroe County Detention Center on Stock Island, including retaining the services of a Subconsultant with expertise in correctional food service equipment and supplies. **Note: The scope of work added as part of this amendment includes design services related to the food service equipment scope only.Mechanical, Electrical,Plumbing(MEP), Page I of 5 fire protection, and related engineering design services are excluded and shall he added at a later date. The scope of the design work is to provide design of the foodservice area (kitchen) to coincide with the renovation centered around new flooring and HVAC improvements in the kitchen. The conceptual design work was completed in the feasibility study in collaboration with the County, end-users, and the food service operator. The remaining design work to be completed involves a finalized plan of the equipment in the kitchen. The plan will incorporate existing equipment that is functional and sustainable with new equipment selections that will satisfy the needs of the food service operation. The scope of work includes the following: I. Construction Documents: Construction documents shall consist of construction drawings and equipment specifications. All documents are prepared and issued for coordination, bidding, and construction purposes in accordance with formatting requirements of the City of Key West Building Department. Drawings and specifications that are issued for bids, answers and information (RFI's) pertaining to the equipment, utility requirements, and intended function within the designed space will be provided, including assistance with issuance of addenda. A. Construction Drawings a. Final drawings requiring professional seals shall be issued by the Consultant. The Subconsultant shall provide food service drawings in support and coordination with permitting. b. The Subconsultant's food service drawings are prepared to show scaled equipment plans with numbered item schedules that define, identify, and clarify the equipment and components. c. Equipment utilities shall be identified and dimensioned to show connection locations, types, and sizes. d. Details shall be provided for all custom-fabricated equipment, and any special conditions will be noted and identified. c. All food service equipment drawings are to be coordinated with the Mechanical, Electrical, and Plumbing (MEP) drawings. MEP engineering design services are not included in this scope of work and shall be added at a later date.) f. Food service construction drawings shall consist of the following: i. 100 series sheets — Scaled floor plan views of numbered equipment layout and dimensioned plans showing utility connections on equipment and rough-in locations as needed for equipment. ii. 200 series sheets—Elevations of walls with equipment. iii. 300 series sheets — Section views, similar to elevations in 200 series sheets of half walls with equipment or side (cut through) views of equipment. Page 2 of 5 iv. 400 series sheets — Enlarged floor plan views of specific areas as needed. V. 500 series sheets — Custom fabrication details for specialty equipment items like exhaust hoods with associated fans, controls, and fire suppression and walk-in coolers/freezers with refrigeration. vi. 600 series sheets —Food service equipment schedules, food service equipment plumbing schedules, and food service equipment electrical schedules. B. Equipment specifications shall contain all the detailed material specifications, manufacturers, and components of the new equipment being added or replaced in the renovation. The specifications shall be formatted per standard CSI MasterFormat® section 1140 00 food service equipment and follow the standard structure of three parts. a. Part One pertains to general administrative, submittal, and quality assurance requirements. b. Part Two pertains to the products and follows the numbering established in the plans and schedules from the construction drawings. While only new equipment details are provided, existing equipment that is shown and identified in the construction documents is listed as "Existing" to provide clarification. The following information is provided in the itemized product specifications: i. Manufacturer ii. Model number iii. Quantity required iv. Description V. Options (Utility selections, construction upgrades, prison packages, etc.) vi. Additional accessories c. Part Three pertains to the execution of items like installation, preparation, cleaning, and testing procedures. C. Consultant shall attend coordination and progress meetings during the construction documents phase. Subconsultant shall attend meetings virtually. IL Construction Administration: Construction administration begins upon commencement of construction. The following is the scope of work in this phase: A. The Consultant and Subconsultant shall attend pre-installation meetings to review underground utility positions, wall rough-ins, or other MEP- coordinated items. B. The Subconsultant shall respond to relevant Requests for Information (RFIs) associated with foodservice equipment. Page 3 of 5 C. The Consultant and Subconsultant shall perform final inspections to review completed installation of food service equipment for compliance with the construction documents. The Consultant and Subconsultant shall provide reports of any deficiencies and/or discrepancies with corrective action recommendations. D. The Consultant and Subconsultant shall attend meetings for progress, RFI maintenance, and coordination items that need to be addressed throughout the course of construction. Subconsultant shall attend meetings virtually. III. Close-Out and Warranty: The final close-out phase of design work involves the preparation of as-built drawings as needed for the County from the contractor- provided mark-up. Additionally, all installation, operation, and maintenance manuals provided by the supplier of the food service equipment shall be reviewed to ensure all relevant maintenance, operational, service and warranty information is available for the County and end user. 2. In accordance with Article VII, Subparagraph 7.1.1 of the Agreement,the County shall pay the Consultant a lump sum total of Seventy-Seven Thousand, Nine-Hundred, Seventy- Six and 00/100 dollars ($77,976.00) paid on a percent complete basis for the following phases: • Completion of Construction Drawings - $35,089.00 lump sum upon receipt of documentation and approval by the Director of Facilities and Project Management. • Completion of Construction Administration - $35,089.00 lump sum upon project completion and approval by the Director of Facilities and Project Management. • Completion of As-Bulit Drawings - $7,798.00 lump sum upon receipt of documentation and approval by the Director of Facilities and Project Management. The total lump sum amount of this Task Order including this First Amendment is One Hundred Forty-One Thousand, Three Hundred, Thirteen and 00/100 dollars ($141,313.00). All other Terms and Conditions of the Agreement remain unchanged and in full force and effect. [signature page to follow] Page 4 of 5 IN WITNESS WHEREOF, each party caused this First Amendment to the Task Order to be executed by its duly authorized representative. (SEAL) BOARD OF COUNTY COMMISSIONERS Attest: KEVIN MADOK, Clerk OF MONROE COUNTY,FLORIDA By: _ B As Deputy Clerk Mayor/Chairman MONROE COUNTY ATTORNEYS OFFICE Date; 6 APPROVED AS TO FORM MTANT COUNTY A 4'TORNEY DATE:_.• w..,.,., . CONSULTANT: Consultant's Witness Attest: BENDER& A ",S ARCHITECTS,P.A. Printed Name; IL Printed Name: � t id Title: Title: architect, Partner Page 5 of 5 TASK ORDER FOR PROFESSIONAL ARCHITECTURAL AND ENGINEERING SERVICES BETWEEN MONROE COUNTY AND BENDER& ASSOCIATES ARCHITECTS, P.A. FOR THE MONROE COUNTY DETENTION CENTER KITCHEN REPAIRS In accordance with the Consultant Agreement for Professional Architectural and Engineering Services, made and entered into on January 18, 2023 between MONROE COUNTY, ("County") and BENDER & ASSOCIATES ARCHITECTS P.A., ("Consultant"), where professional services are allowed if construction costs do not exceed $7,725,000.00, or for study activity if the fee for professional services for each individual study under the contract does not exceed$500,000.00 ("Agreement"), as provided in Subsection 287.055(2)(g), Florida Statutes, as amended by Section 2, Chapter 2024-204, Laws of Florida,pursuant to which Recital No. 2 and Attachment A, Subsection 1.01 of the Agreement is hereby modified, the parties enter into this Task Order ("Task Order"). All terms and conditions of the Agreement apply to this Task Order, unless this Task Order amends, adds, or modifies a provision or an Article of the Agreement, in which case,the provision or Article will be specifically referenced in this Task Order and the amendment, addition, or modification shall be precisely described. This Task Order is effective on the 12th day of January 2026. WHEREAS, the Monroe County Detention Center on Stock Island was built in the 1990s and is in need of multiple renovations and repairs including the kitchen which has received unsatisfactory inspections from the Monroe County Health Department for many years due to its deterioration; and WHEREAS, the County desires to have the Consultant perform a Phase I feasibility study which will provide options for completing the kitchen renovation including temporary food services during construction. NOW, THEREFORE, in consideration of the mutual promises and covenants set forth below, the parties agree as follows: 1. In accordance with Article 11, SCOPE OF BASIC SERVICES of the Agreement, the Consultant will provide the services needed to perform a Feasibility Study and Operations Plan for the renovation of the kitchen at the Monroe County Detention Center on Stock Island, including retaining the services of a subconsultant with expertise in correctional food service equipment and supplies. The scope of work includes the following: a. Feasibility Study: Detailed assessment of the needed renovation components. i. Structural and Interior 1. Demolition of existing kitchen fixtures, old equipment, and non-load bearing partitions. 2. Evaluation of floor condition, including moisture barriers and slip- resistant commercial-grade flooring. 3. Upgrades to walls, ceiling materials, and finishes compliant with corfectional standards. Page 1 of 4 ii. Mechanical, Electrical, and Plumbing 1. Assessment and potential replacement of ventilation and hood systems. 2. Electrical panel and circuit upgrades to support modern commercial appliances. 3. Plumbing reconfiguration for new prep stations, wash areas, and grease trap requirements. 4. Assessment of fire suppression systems to ensure code compliance. iii. Equipment and Fixtures 1. Commercial-grade appliances (ranges, convection ovens, refrigerators, freezers, steam tables, etc.) 2. Heavy-duty stainless-steel worktables and secure cabinetry. 3. Updated dishwashing and sanitation equipment. 4. Secure storage solutions suitable for a correctional environment. iv. Security and Compliance 1. Integration of detention-grade materials, where required. 2. Compliance with Monroe County building codes, Americans With Disabilities Act (ADA), and Department of Health commercial kitchen standards. 3. Coordination with facility operations to maintain safety during construction. b. Foodservice Operations Plan: Plan options for temporary food operations during construction to ensure continuity of service, safety, and security, and compliance with health codes throughout the project. i. Operational Strategy and Flow l. Option ] — Establish the operational strategy and flow if the kitchen was partially closed and the work was phased. The goal of Option ] is to minimize the use of mobile (temporary trailer) support and keep the existing kitchen open while shifting various functions to accommodate the construction zone. 2. Option 2 — Establish the operational strategy and flow if the kitchen is closed and all primary food production is shifted to the full temporary kitchen setup (cooking, preparation, refrigeration, and dishwashing trailers). 3. Option 3 — Establish the operational strategy and flow if pre-prepared meals were brought in and re-thermalized in mobile ovens that are temporarily set up. ii. Equipment Availability and Logistics 1. Main Kitchen Equipment — identify which existing equipment remains available during construction phases and what is temporarily offline. 2. Temporary Equipment — Specify the type, size, and utility needs (gas, water, electricity) for all trailers. i. Cooping Trailer — fully equipped with commercial cooking equipment and ventilation systems. Page 2 of 4 ii. Preparation Trailer—includes adequate prep sinks,worktables, and food preparation equipment. iii. Refrigeration Trailers — units for cold storage of raw ingredients, fresh, frozen, and prepared foods. iv. Dishwashing Trailer — contains equipment for cleaning and sanitizing all food-contact surfaces and utensils. iii. Menu Variations and Nutritional Programs 1. Nutritional Programs i. Standard Menu— consists of core general men providing adequate meals. Menu planning considerations include regional preferences and production capabilities. ii. Alternative Menus— consists of specific menus for special dietary needs (e.g., kosher, halal, medical diets), with a clear process for inmate requests and dietetic technician interaction. 2. Menu Variations — based on the operational plan and strategy that is determined, menus will be adapted to comply with the nutritional programs. iv. Cost Analysis of Options 1. Option 1 — Determine the estimated cost of keeping the kitchen running partially while minimizing the use of temporary trailers throughout the various phases of construction. Cost to include: 1. Estimated costs due to menu and serving changes (i.e. extra disposables). 2. Estimated costs associated with securing the work area. 3. Operating costs including utilities, maintenance, and potential staffing adjustments. 2. Option 2—Determine estimated cost of closing the kitchen and moving all operations to temporary trailers (cooking, preparation, refrigeration, dishwashing). Costs to include: I. Estimated trailer rental costs per month. 2. Initial set-up and delivery fees (including any crane rental costs) for temporary trailers. 3. Operating costs including utilities, maintenance, and potential staffing adjustments. 3. Option 3—Determine estimated cost of re-thermalizing pre-prepared food in temporary retherm ovens. Costs to include: 1. Estimated food costs per month. 2. Initial set-up and delivery fees. 3. Operating costs including utilities, maintenance, and potential staffing adjustments. v. Compliance, Safety, and Security 1. Food Safety — plan for proper storage, preparation, critical time and temperature controls, and cleaning schedules. Page 3 of 4 2. Plan outlines manpower planning, post descriptions, inmate worker supervision, and control over all food items to prevent unauthorized access. 3. Health Permits — details the process and requirements for obtaining necessary health permits from the local authority for the temporary operation before construction begins. 2. In accordance with Article VII, Subparagraph 7.1.1 of the Agreement, the County shall pay the Consultant a lump sum total of Sixty-Three Thousand, Three-Hundred, Thirty-Seven and 00/100 dollars ($63,337.00)paid on a percent complete basis for the following phases: • Completion of Investigative Site Visit - $31,668.00 lump sum upon receipt of documentation and approval by the Director of Facilities and Project Management. • Completion of Feasibility Study - $31,669.00 lump sum upon receipt of documentation and approval by the Director of Facilities and Project Management. All other Terms and Conditions of the Agreement remain unchanged and in full force and effect. IN WITNESS WHEREOF, each party caused this Task Order to be executed by its duly authorized representative. CONSULTANT: MONROE COUNTY, FLORIDA BENDER& ASHav�d & ' ARCHITECTS P.A. Digitally signed by � Christine Christine Hurley Date:2026.01.15 By: M✓ By: Hurley 11:28:03-05'00' County Administrator or Designee Printed Name: y MONROE COUNTY ATTORNEYS OFFhCE Title: r utet Partner APPROVED A5 TO FORM STANT COON N A'aORNEY DATE: J-U$=2II25 Page 4 of 4 DATE(MM/DD/YYYY) A�!za'® CERTIFICATE OF LIABILITY INSURANCE 02/10/2026 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED,the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER CONTACT NAME: Erinn E Collinsworth Collinsworth Ins & Risk Mgmt Services In PHONE FAX P.O. Box 661628 A/C No Ext: (786) 930-4795 A/C No:(786) 930-4794 E-MAIL Miami Springs FL 33266 ADDRESS: erinn@collinsworthinsurance.com INSURER(S)AFFORDING COVERAGE NAIC# INSURERA:The Phoenix Insurance Company 25623 INSURED INSURER B:Travelers Cas & Surety Co 19038 Bender & Associates Architects, P.A. INSURER C:Travelers Property Casualty of 25674 410 Angela Street INSURER D:RLI Insurance Co. 13056 Key West FL 33040 INSURERE: (305) 296-1347 INSURERF: COVERAGES BM CERTIFICATE NUMBER:Cert ID 19323 (36) REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES.LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR TYPE OF INSURANCE ADDL SUBR POLICY EFF POLICY EXP LIMITS LTR I POLICY NUMBER MM/DD/YYYY MM/DDIYYYY A X COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE $ 1,000,000 TE CLAIMS-MADE � OCCUR Y 660-817BX318 02/10/2026 02/10/2027 1REMSES E E)Ncurence $ 1,000,000 MED EXP(Any one person) $ 5,000 PERSONAL&ADV INJURY $ 1,000,000 GEN'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $ 2,000,000 PRO- POLICY� ECT1:1 LOC PRODUCTS-COMP/OP AGG $ 2,000,000 OTHER: $ AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT $ E 1,000,000 a accident A ANY AUTO Y 660-8178X318 02/10/2026 02/10/2027 BODILY INJURY(Per person) $ OWNED SCHEDULED BODILY INJURY(Per accident) $ AUTOS ONLY AUTOS HIRED NON-OWNED PROPERTY DAMAGE X AUTOS ONLY X AUTOS ONLY Per accident $ C X UMBRELLALIAB X OCCUR CUP-4K489840 02/10/2026 02/10/2027 EACH OCCURRENCE $ 2,000,000 EXCESS LIAB CLAIMS-MADE AGGREGATE $ 2,000,000 DED X RETENTION$ 10,000 $ WORKERB AND EMPLOYERS' YIN UB-OK197735 02/10/2026 02/10/2027 X PER STATUTE EERH AND EMPLOYERS'LIABILITY ANYPROPRIETOR/PARTNER/EXECUTIVE E.L.EACH ACCIDENT $ 1,000,000 OFFICER/MEMBER EXCLUDED? ❑N N I A (Mandatory in NH) E.L.DISEASE-EA EMPLOYEE $ 1,000,000 If yes,describe under DESCRIPTION OF OPERATIONS below E.L.DISEASE-POLICY LIMIT $ 1f000,000 D Professional Liability RDP0061304 02/10/202602/10/2027Each Claim $ 2,000,000 Claims Made Basis Policy Aggregate $ 3,000,000 DESCRIPTION OF OPERATIONS/LOCATIONS/VEHICLES (ACORD 101,Additional Remarks Schedule,may be attached if more space is required) If required by written contract, Monroe County Board of County Commissioners is an additional insured, excluding professional services, on the General & Auto Liability. BY__- 11 26.yry WANN NtA,; y.. CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. Monroe County Board of County Commissioners Attn: Project Manager 1100 Simonton St., AUTHORIZED REPRESENTATIVE Room 2216 Key West FL 33040 ©1988-2015 ACORD CORPORATION. All rights reserved. ACORD 25(2016/03) The ACORD name and logo are registered marks of ACORD Page 1 of 1