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HomeMy WebLinkAboutItem C09 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 July 15, 2026 Agenda Item Number: C9 26-3230 l BULK ITEM: Yes DEPARTMENT: Project Management TIME APPROXIMATE: n/a STAFF CONTACT: William DeSantis AGENDA ITEM WORDING: Approval of a Task Order with CPH Consulting, LLC in the not-to-exceed amount of$349,600.00 for Professional Architectural and Engineering Services of the Rockland Key Fleet Maintenance Facility project. This task order is funded by the 2025 Bonds Series (Fund 318). ITEM BACKGROUND: The Lower Keys Fleet Maintenance Department previously operated on Key West Airport property. The airport master plan for Key West International Airport required that all other County Departments vacate the airport property and the County has been leasing space on Rockland Key for the Lower Keys Fleet Maintenance Garage since 2021.The owner of the property that the County is leasing has indicated that the County's lease is not indefinite and there are plans to redevelop the property in the near future. Therefore,the County needs to find a permanent home for its Lower Keys Fleet Maintenance operations. This Task Order with CPH Consulting includes the design and permitting through construction closeout of the Rockland Key Fleet Maintenance Facility project which will be constructed on County-owned property located at 123 Overseas Highway, Rockland Key. The project will include the construction of a new maintenance building,approximately 7,800 SF,with up to five pull-in/pull-out maintenance bays, equipment storage, and approximately 1,300 SF of office space for Fleet Department staff. PREVIOUS RELEVANT BOCC ACTION: n/a INSURANCE REQUIRED: Yes CONTRACT/AGREEMENT CHANGES: n/a STAFF RECOMMENDATION: Approval of Task Order DOCUMENTATION: FINANCIAL IMPACT: Effective Date: 07/15/2026 Expiration Date: TBD Total Dollar Value of Contract: $349,600.00 Total Cost to County: $349,600.00 Current Year Portion: $20,000.00 Budgeted: Yes Source of Funds: 318-24051 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: No County Match: No Page 1 of 2 ^^t'"7.�7r ' " DATE(MM/DDYYYY) .�l r`sC/Y i CERTIFICATE OF LIABILITY INSURANCE 12/30/2025 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 endorsements . PRODUCER CONTACT WTW Certificate Center NAME: Willis Towers Watson Insurance Services West, Inc. PHONE 1-877-945-7378 FAX 1-888-467-2378 c/o 26 Century Blvd A/C No Ext: A/C No P.O. Box 305191 A DRIESS: certificates@wtwco.com Nashville, TN 372305191 USA INSURER(S)AFFORDING COVERAGE NAIC# INSURERA: National Union Fire Insurance Company of P 19445 INSURED INSURERB: Allied World Insurance Company 22730 CPH Consulting, LLC 500 West Fulton Street INSURERC: AIU Insurance Company 19399 Sanford, FL 32771 INSURERD: Allied World Surplus Lines Insurance Compa 24319 INSURERE: Lexington Insurance Company 19437 INSURER F: COVERAGES CERTIFICATE NUMBER:W43360875 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 ADDLTYPE OF INSURANCE INSD WVDUBR POLICY NUMBER MM/DDIYYYY MPOLICY EFF �ICY EXP LTR D YYYY LIMITS X COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE $ 2,000,000 CLAIMS-MADE � OCCUR PREMISES DAMAGE TORENTED 2,000,000 PREMISES Ea occurrence $ A MED EXP(Any one person) $ 10,000 Y Y 042670158 12/31/2025 12/31/2026 PERSONAL&ADV INJURY $ 2,000,000 GEN'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $ 4,000,000 X POLICY PRO LOC PRODUCTS-COMP/OPAGG $ 4,000,000 JECT OTHER:El $ AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT $ 5,000,000 Ea accident X ANY AUTO BODILY INJURY(Per person) $ A OWNED SCHEDULED Y Y 042670159 12/31/2025 12/31/2026 BODILY INJURY(Per accident) $ AUTOS ONLY AUTOS HIRED NON-OWNED PROPERTY DAMAGE $ AUTOS ONLY AUTOS ONLY Per accident B X UMBRELLALIAB X OCCUR EACH OCCURRENCE $ 5,000,000 EXCESS LIAB CLAIMS-MADE Y 0314-9729 12/31/2025 12/31/2026 AGGREGATE $ 5,000,000 DED X RETENTION$ 10,000 $ WORKERS COMPENSATION X PER OTH- AND EMPLOYERS'LIABILITY YIN STATUTE ER C ANYPROPRIETOR/PARTNER/EXECUTIVE E.L.EACH ACCIDENT $ 1,000,000 OFFICER/MEMBEREXCLUDED? NO NIA Y 042670162 12/31/2025 12/31/2026 1,000,000 (Mandatory in NH) E.L.DISEASE-EA EMPLOYEE $ If yes,describe under 1,000,000 DESCRIPTION OF OPERATIONS below E.L.DISEASE-POLICY LIMIT $ D Professional Liab incl Pollution 0313-8987 12/31/2025 12/31/2026 Each Claim Limit $5,000,000 Policy Aggregate $5,000,000 DESCRIPTION OF OPERATIONS/LOCATIONS/VEHICLES (ACORD 101,Additional Remarks Schedule,may be attached if more space is required) SEE ATTACHED APPRrt 1 By WNM WAXyfts_,. 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 BOCC INSURANCE COMPLIANCE AUTHORIZED REPRESENTATIVE PO BOX 100085 - FX DULUTH, GA 30096 `._._,�„ .'".... "..-.-...'.'__......'..."._ ©1988-2016 ACORD CORPORATION. All rights reserved. ACORD 25(2016/03) The ACORD name and logo are registered marks of ACORD SR ID: 29127467 —CH: 4258614 AGENCY CUSTOMER ID: LOC#: ACC))?" ADDITIONAL REMARKS SCHEDULE Page 2 of 2 AGENCY NAMED INSURED Willis Towers Watson Insurance Services West, Inc. CPH Consulting, LLC 500 West Fulton Street POLICY NUMBER Sanford, FL 32771 See Page 1 CARRIER NAIC CODE See Page 1 See Page 1 EFFECTIVE DATE: See Page 1 ADDITIONAL REMARKS THIS ADDITIONAL REMARKS FORM IS A SCHEDULE TO ACORD FORM, FORM NUMBER: 25 FORM TITLE: Certificate of Liability Insurance MONROE COUNTY BOCC IS AN ADDITIONAL INSUREDS WITH REGARDS TO GENERAL & AUTO LIABILITY WHEN REQUIRED BY WRITTEN CONTRACT. A WAIVER OF SUBROGATION APPLIES IN FAVOR OF THE CERTIFICATE HOLDER FOR ALL POLICIES WHEN REQUIRED BY WRITTEN CONTRACT AND ALLOWED BY STATE LAW. INSURER AFFORDING COVERAGE: National Union Fire Insurance Company of Pittsburgh NAIC#: 19445 POLICY NUMBER: 042670160 EFF DATE: 12/31/2025 EXP DATE: 12/31/2026 TYPE OF INSURANCE: LIMIT DESCRIPTION: LIMIT AMOUNT: Auto Liability - MA Combine Single Limit $5,000,000 Any Auto Each Accident INSURER AFFORDING COVERAGE: AIU Insurance Company NAIC#: 19399 POLICY NUMBER: 042670161 EFF DATE: 12/31/2025 EXP DATE: 12/31/2026 TYPE OF INSURANCE: LIMIT DESCRIPTION: LIMIT AMOUNT: Workers Compensation (WI) E.L. EACH ACCIDENT $1,000,000 & Employers Liability E.L. DISEASE - EA EMP $1,000,000 Per Statute E.L. DISEASE-POL LMT $1,000,000 INSURER AFFORDING COVERAGE: Lexington Insurance Company NAIC#: 19437 POLICY NUMBER: 012147867 EFF DATE: 12/31/2025 EXP DATE: 12/31/2026 TYPE OF INSURANCE: LIMIT DESCRIPTION: LIMIT AMOUNT: Excess Liability Each Occurrence $5,000,000 excess of $5,000,000 ACORD 101 (2008/01) ©2008 ACORD CORPORATION. All rights reserved. The ACORD name and logo are registered marks of ACORD SR ID: 29127467 BATCH: 4258614 CERT: W43360875 TASK ORDER FOR PROFESSIONAL ARCHITECTURAL AND ENGINEERING SERVICES BETWEEN MONROE COUNTY AND CPH CONSULTING,LLC FOR ROCKLAND KEY FLEET MAINTENANCE FACILITY In accordance with the Agreement for Professional Architectural and Engineering Services, made and entered into on January 18, 2023, ("Agreement"), between MONROE COUNTY, ("County") and CPH CONSULTING, LLC ("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 Contract 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 15th Day of July 2026. WHEREAS, Monroe County desires to construct a new Fleet Maintenance Facility on Rockland Key including a new vehicle maintenance building, equipment storage, and office space; and WHEREAS,the County desires to have the Consultant assist with design,permitting,and construction observation for the project. 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 shall provide Professional Architectural and Engineering Services for the design and permitting of a new Rockland Key Fleet Maintenance Facility. L TASK- 1.0: Concept Plan i. The Consultant shall coordinate one(1)kickoff meeting upon receipt of the Notice to Proceed from the County to develop a thorough understanding of elements to be included in the new building for spacing purposes. The Consultant shall compile notes and develop a Concept Plan for County review. The Concept Plan will include a program of spacing needs, a simple floor plan, and a concept site plan showing permit compliant spacing requirements and building footprint. The Consultant will attend up to two (2) meetings with the County to coordinate and finalize the concept plan. The Components to be discussed during this phase will Page 1 of 6 include floor plan spacing needs, equipment placement and storage, Pre- Engineered Metal Building (PEMB) manufacturer recommendations, material selections, and permitting considerations. IL TASK- 2.0: 60% Construction Documents i. Following approval of the Concept Plan documents by the County,the Consultant shall prepare the 60% Construction Documents. 60% Construction Drawings will be submitted in two phases. The first submittal will include Civil Site components and Architectural plans for County review. Upon approval of these plans, the Consultant will develop the remaining sheets, including Mechanical, Electrical, Plumbing, Structural, and Landscaping for County review. One virtual meeting will be held with the County to review the Final 60% Construction Documents prior to proceeding to Permitting. The 60% Construction documents shall include the following information: • Cover Sheet with Project information. • Site Plan, Grading Plan, Utility Plan and Details. • General Notes and ADA Compliance Details. • Floor plans with annotation for doors, windows, partitions, enlarged plan and detail callouts and dimensions as required to document the construction. • Building reflected ceiling plans showing delineated spaces with ceiling heights, materials, ceiling devices and detail callouts as required to document the ceiling construction. • Exterior Building Elevations and Sections with annotation for materials, heights, equipment, and detail callouts as required to document the exterior construction. • Wall Sections with materials and detail call outs. • Interior elevations with annotation for materials, heights, equipment, and detail callouts as required to document the interior construction. • Interior Details as required to document the interior construction. • Interior Finish Board(Electronic). • Finish Schedule as required to document the building construction. • Room, Occupancy, and Door Schedules as required to document the building construction. • Millwork design is included,and will be shown in the floor plan,and interior elevations for concept only. The millwork contractor shall provide detail for the shop drawings. Millwork layout and elevations will be reviewed at the same time as the finish selection meetings. • Structural Engineering Drawings to document the building foundation and structural design. • Mechanical Engineering Drawings to document all mechanical and HVAC building systems. • Electrical Engineering Drawings to document all electrical and low voltage building systems. Page 2 of 6 • Plumbing Engineering Drawings to document all plumbing systems for the building. III. TASK- 3.0: 90% Construction Documents i. Following approval of the 60% Construction Documents by County, the Consultant shall continue to develop the Construction Documents to address all comments received from the County and prepare for permitting. The 90% Construction Documents shall include: • Cover Sheet with Project information. • General Notes and ADA Compliance Details. • Floor plans with annotation for doors, windows, partitions, enlarged plan and detail callouts and dimensions as required to document the construction. • Building reflected ceiling plans showing delineated spaces with ceiling heights, materials, ceiling devices and detail callouts as required to document the ceiling construction. • Interior elevations with annotation for materials, heights, equipment, and detail callouts as required to document the interior construction. • Finish Schedule as required to document the building construction. • Interior Details as required to document the interior construction. • Room, Occupancy, Finish and Door Schedules as required to document the building construction. • Millwork design is included,and will be shown in the floor plan,and interior elevations for concept only. The millwork contractor shall provide detail for the shop drawings. Millwork layout and elevations will be reviewed at the same time as the finish selection meetings. • Civil Engineering Drawings to document the Site improvements. • Structural Engineering Drawings to document the building foundation and structural design. • Mechanical Engineering Drawings to document all mechanical and HVAC building systems. • Electrical Engineering Drawings to document all electrical and low voltage building systems. • Plumbing Engineering Drawings to document all plumbing systems for the building. IV. TASK- 4.0: Permitting i. Upon approval of the 90%Construction Documents, the Consultant shall provide building permitting services to the County to include the following: • The Consultant shall prepare one (1) signed and sealed submittal for the Building Department review. The submittal shall include all Construction Documents and calculations required for the review. Page 3 of 6 • The Consultant shall review comments from the Building Department reviewers and make required revisions to the Construction Documents to address these comments and provide a comment response letter. • One virtual meeting with the Building Department reviewers to clarify and discuss the comments received to assist in the approval of the Construction Documents. • The County will be financially responsible for any application fees and filing fees for the Building Department and any required reviewing agencies. V. TASK— 5.0: 100% Construction Documents i. Following Building Department approval,the Consultant shall compile all design documents, generate final bid specifications, and perform one final review meeting with the County in preparation of bidding. All plans and specifications will be finalized based on the final review meeting, signed and sealed, and conformed with bid schedule for County's use in bidding. VI. TASK—6.0—Bidding Support i. The Consultant shall provide bidding support services to the County to include the following: • The Consultant will assist the County with review and responses of RFIs. • The Consultant will assist the County in the evaluation of the bids and selection of alternate materials. • The Consultant will provide up to one (1) addendum to the Construction Documents to address bid RFI's and clarifications. • The Consultant will make recommendations to the County to facilitate bidding and award of the project. VIT. TASK- 7.0: —Construction Observation Services i. The Consultant will provide Construction Observation support services to the County throughout the duration of the project construction period. The Construction Observation scope of work shall include the following: • The Consultant will participate in a Kick-off meeting to commence the construction phase. • The Consultant will participate in up to 12 monthly construction meetings with the Contractor and the County. • The Consultant shall conduct up to 12 monthly Site Observations to document the progress of the construction. A Site Observation Report will be written and distributed to document the condition of the construction.The Site Observations shall coincide with the Construction Meetings. Additional Site Observations due to delays in the construction will be considered an Additional Service. Page 4 of 6 • The Consultant shall conduct up to six (6) additional site visits as needed to facilitate construction related issues, field changes, or review or field conditions at the request of the Contractor and County. • The Consultant will review and sign the Contractor's monthly partial payment request. The draft of the Contractor's monthly partial payment request will be presented during the monthly construction meeting. • The Consultant shall conduct a Substantial Completion Site Observation to document that the construction has achieved Substantial Completion. • The Consultant shall provide a punch list of work to be corrected or completed for compliance with the construction documents once the project has achieved Substantial Completion. • The Consultant shall review and respond to Requests for Information (RFI's) from the Contractor. Responses shall be provided in a timely manner. RFI's that are due to insufficient or unclear information in the Construction Documents will not count towards the number of RFI's. • The Consultant shall review product submittals and/or shop drawings for conformance with the design intent of the Construction Documents. Responses shall be provided in a timely manner. 2. The estimated delivery date for 100% signed and sealed construction drawings shall be 38 weeks after issuance of the Notice to Proceed. 3. In accordance with Article VII, Subparagraph 7.1.1 of the Agreement,the County shall pay the Consultant a Not-to-Exceed total of Three-Hundred, Forty-Nine Thousand, Six-Hundred and 00/100 dollars ($349,600.00)paid on a percent complete basis for the following tasks: a) Concept Plan - S 19,600.00 lump sum upon receipt of documentation and approval by the Director of Facilities Management. b) Construction Documents (60%) - $125,000.00 lump sum upon receipt of documentation and approval by the Director of Facilities Management. c) Construction Documents (90%)- $82,000.00 lump sum upon receipt of documentation and approval by the Director of Facilities Management. d) Permitting - $12,500.00 upon receipt of permits and approval by the Director of Facilities Management. e) Construction Documents (100%) - $55,000.00 lump sum upon receipt of documentation and approval by the Director of Facilities Management. f) Bid Support- $7,500.00 lump sum upon completion of bidding phase and approval by the Director of Facilities Management. g) Construction Observation - $45,000.00 lump sum upon project completion and approval by the Director of Facilities Management. h) Reimbursable Expenses- $3,000.00 not-to-exceed upon receipt of documentation and approval by the Director of Facilities Management. Page 5 of 6 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. (SEAL) BOARD OF COUNTY COMMISSIONERS Attest: KEVIN MADOK, Cleric OF MONROE COUNTY,FLORIDA By: By: As Deputy Clerk Mayor/Chairman MONROE COUNTY ATTORNEYS OFFICE Date. APPROVED AS TO FORM Lljd .._..,.......,..*asFAw c ?,0 OUNlTy AWORNEY 6 DATE: -1 6- 6 CONSULTANT: Consult,nt's Witness Attest: CPH CONSULTING,LLC By: By: Printed Name: John Lenti Printed Name: Kyle Bechtelheimer, P.E. Title: Program Manager Title: Municipal Market Director Page 6of6