Resolution 359-1986
James R. Paros, Director
Emergency Services
RESOLUTION NO. 359 -1986
A RESOLUTION OF THE BOARD OF COUNTY COMMIS-
SIONERS OF MONROE COUNTY, FLORIDA, ACCEPTING
AND AUTHORIZING THE MAYOR AND CHAIRMAN OF THE
BOARD TO EXECUTE A PROPOSAL FOR MASTER FIRE
PLAN DEVELOPMENT SERVICES BY AND BETWEEN
VARLEY -CAMPBELL & ASSOCIATES, INC. AND THE
BOARD OF COUNTY COMMISSIONERS OF MONROE
COUNTY, FLORIDA.
BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF
MONROE COUNTY, FLORIDA, that said Board hereby accepts and
authorizes the Mayor and Chairman of the Board to execute a
Proposal for Master Fire Plan Development Services by and between
Varley-Campbell & Associates, Inc. and the Board of County
Commissioners of Monroe County, Florida, a copy of same being
attached hereto and made a part hereof.
PASSED AND ADOPTED by the Board of County Commissioners of
Monroe County, Florida, at a regular meeting of said Board held
on the 2nd day of December, A.D. 1986.
BOARD OF COUNTY COMMISSIONERS
OF MONROE
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APPROVED AS TO FORM
AND LjjGAL SUFFICIE~CY.
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, Attorney's Office
PROPOSAL FOR MASTER FIRE PLAN DEVELOPMENT SERVICES
t'10NROE COUNTY FLORIDA
Page 1
November 24, 1986
INTRODUCTION
Varley-Campbell & Associates, Inc. (Consultant) will provide fire protection
engineering, publ ic fire service consulting, and bui Iding code consulting
services to Board of County Commissioners, County of Monroe, Florida,
(Client).
SCOPE OF WORK
The project is to develop a Master Fire Protection Plan for the entire Monroe
County Florida, except for the City of Key West and the Key West Naval
Station, The fire departments of the Navy and Key West will be studied in
terms of mutual aid resources to the County. Initially it has been indicated
that the individual community fire departments will be considered
concurrently with the county fire department facilities in terms of serving
the needs of the county. Thus their relationship will be considered as a
functionally related system, with each individual department maintaining
its own identity,
The work wi 11 consist of the study to obtain and analyze data on past
experience, existing conditions and future projections, followed by
identification of specific goals and the means by which objectives can be
achieved, This project will be an effort of the Master Fire Protection
Planning Committee (the Committee), with technical support and guidance
provided by the Consultant. The following Work Plan identifies the the
Steps or Subtasks which comprise the overall effort, with the role of the
Consultant specifically indicated.
SteD I
Consultant reviews Committee's "Fire Protection Master Plan
Outline", recommending appropriate additions, deletions and
modifications to this descript ion of the proposed plan. To assist the
Committee, the Consultant prepares a definitive outline of the data
collection tasks by category. Consultant will respond as necessary to
questions raised by the Committee with respect to depth of detail and
utilization of data sources.
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PROPOSAL FOR MASTER FIRE PLAN DEVELOPMENT SERVICES
MONROE COUNTY FLORIDA
Step 2
Committee collects and tabulates data, formulates tentative
conclusions of conditions and capabilities, establishes of goals and
objectives, and drafts County policies and approaches to using,
maintaining and updating the Master Fire Plan. Recommendations are
identified by the Committee on a non-specific basis. Consultant
meets with committee during this process one time to assist
progress and provide guidance. The material developed is submitted
to the Consultant.
Page 2
November 24, 1986
Consultant evaluates tabulated data, tentative conclusions, goals and
preliminary recommendations, and from these findings identifies
avai lab Ie opt ions and Quest ions needing reso lut ion, preparatory to
meeting with the Committee.
Step 3
A two day, on-site visit is made by Consultant to obtain further
background and any needed data confirmation, and to participate in
Working Sessions with Committee to:
Review basis for conclusions and discuss alternatives,
Consider options available for goals and objectives,
Discuss consequences of tentative recommendations, and
Review draft approach to using, maintaining and updated
the Master Fire Plan
During this visit Consultant reviews outline for draft Master Fire
Plan document, meets with Fire Chiefs to discuss conclusions,
approaches and objectives, and presents at a special Monroe County
Commission Meeting the results of the data analysis, the'direction
the Plan Is taking and the policies recommended for them to adopt.
Step 4
Committee members prepare the first draft Master Fire Plan and
submit it to the Consultant for review.
Consultant returns first draft with written comments and
sugges t ions.
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PROPOSAL FOR MASTER FIRE PLAN DEVELOPMENT SERVICES Page 3
MONROE COUNTY FLORIDA November 24, 1986
Committee formulates long term plan utilization system having
mechanisms of measurement, evaluation and modification to meet
changing conditions, and prepares cost estimates.
Committee revises draft, adds costs and utilization plan and
resubmits it to the Consultant in printed form with a magnetic disc
copy.
SteD 5
Consultant prepares an integrated and cohesive Master Plan
document.
Committee reviews Master Plan document and instructs Consultant on
des i red rev i s ions,
SteD 6
The Consultant prepares revised document in both printed form and
with a magnetic disc copy compatible to the Client's format.
SteD 7
A Consul tant representat ive and the Comm i ttee members present the
proposed Master Fire Plan to the Monroe County Commission, outlining
the Plan's content and objectives. Two to four weeks subsequently
two Consultant's representatives and the Committee members will
appear before the Commission to answer their questions and respond
to their comments.
Continuing services by the Consultant, after the Step 7 presentation of the
Master Plan to the Commission, will be provide as requested, on a time and
expense basis with specific maximums applying to travel related costs.
MEETINGS AND SITE VISITS
Meetings with the Committee and site visits by the Consultant will be
included within the identified work scope, with travel expenses included
with the specified fee amount. These meetings consists of:
PROPOSAL FOR 1"1ASTER FIRE PLAN DEVELOPMENT SERVICES Page 4
MONROE COUNTY FLORIDA November 24,1986
One data collection system meeting at Marathon one Consultant personnel.
Two days of site visits / meetings with three Consultant personnel.
Two coordination / review meetings with one Consultant in Marathon.
One County Commission presentation in Key West with one Consultant
personne 1. .
One County Commission presentation in Key West with two Consultant
personne I.
The Miami based representative of the Consultant will participate in all
meeting and site visit activities for purposes of coordination and
continuity. Meetings with the Miami Consultant are expected to require not
more than one half day, plus travel time. Out of town consultant personnel
will participate in the above meetings and site visits with the Committee
which involve more than one Consultant.
EXCLUSIONS
The following services are specifically excluded from this proposal:
Activities designated for the Committee.
Subsequent designs of water supply system improvements identified in the
development of the Master Plan.
Major re-evaluations of the final Fire Protection r1aster Plan,
TIME SCHEDULE
The Cons~ltant will adhere to the following project time schedule. This
schedule can be modi fied through agreement between CI ient and' Consultant.
Pro ject Phase
Schedule
SteD I Outline of the data collection tasks
Immediate
SteD 2 Evaluation of conclusions, goals and
recommendations
Completion Dec. 1 st
SteD 3 Consultant on-site visit and working
sess ions
December 1 -
December 15, 1986
PROPOSAL FOR MASTER FIRE PLAN DEVELOPMENT SERVICES
MONROE COUNTY FLORIDA
Step 4 Consultant reviews first draft.
Page 5
November 24, 1986
December 15, 1986-
January 12, 1987
Step 5 Consultant prepares Master Plan
document
January 12-
February 9, 1987
Step 6 Consultant prepares revised document
February 9 -17, 1987
Step 7 Monroe County Commission Presentation
February 25 -
March 25, 1987
CLIENTS RESPONSIBILITIES
The following are the Client's responsibilities:
1. Complete the activities identified for Committee action in the Work
Plan in the above Scope statement.
2. Provide the Consultant with tabulated data, specified documents,
Committee meeting minutes, available drawings and specifications on
existing or planned water supply system, copies of applicable build1ng and
fire codes and ordinances, reports and correspondence relating to existing
conditions of this project.
3. Plan, coordinate and notify all necessary parties for all meetings and
site inspections throughout the course of this project. To allow effective
response and participation, advance notice for meetings shall include a
comprehensive listing of topics planned for discussion. .
TERMS AND CONDITIONS
The above scope of services wi 11 be performed on a fixed fee of $18,000,
which includes both man hours and expenses considered necessary to
adequately complete the basic tasks identified in the above Scope of Work.
Expenses include all direct expenses, not only travel and subsistence, but
also such expenditures as long distance telephone, couriers costs, and
duplication services involved with handling and preparing documents,
Expenses of meetings between out of town consultants for reviewing
documents is also included in the proposed fee.
PROPOSAL FOR t1A~ I tK FIRE PLAN DEVELOPMENT SERVICES
MONROE COUNTY FLORIDA
Page b
November 24, 1986
For the purpose of identifying the percentage completion of the Consultant's
progress as the various activities are completed, the seven steps are rated
below in terms of proportion of the Consultant's entire effort.
Percentage
SteD 1 Review of outline; listing of data collection tasks 5 %
SteD 2 Evaluation of conclusions, goals and recommendations 10
SteD 3 Consultant on-site visit and working sessions 35
SteD 4 Consultant reviews first draft 15
SteD 5 Consultant prepares Master Plan document 15
SteD 6 Consultant prepares revised document 5
SteD 7 Presentations to Monroe County Commission ill
100%
Addit ional Services
For continuing services, personnel time will be charged at the following
established rates to the nearest half hour:
Varley
Campbell
Solomon
Senior Engineer
Draftsman
$85 per hour
$85 per hour
$85 per hour
$65 per hour
$30 per hour
These rates will remain effective through the 1987 calendar year, with
subsequent increases not exceeding 6% per year starting calendar year 1988.
Direct expenses, which are not travel related, shall be charged, for example,
for long-distance telephone, photography, reproduction, binding, and similar
job costs. Travel related expenses of subsistence, lodging, and travel, will
be actual costs, limited to:
Miami to Marathon area
$ 60.00/day
PROPOSAL EOR MASTER FIRE PLAN DEVELOPMENT SERVICES
MONROE COUNTY FLORIDA
Miami to Key West
Chicago to Miami
Chicago to Key West
Subsistence-lodging
Page 7
November 24. 1986
I 25.00/day
735.00/round trip
825.00/round trip
II O,OO/day per person
.
Clerical costs are included in the overhead and are not a direct expense,
Alternatively we will be pleased to submit a proposal. which establishes a
fixed fee. for specific additional or continuing services, having a well
defined work scope,
Invoices will be prepared on our normal monthly billing cycle covering the
services provided during that period. Payment is requested for project
progress in terms of percentage of completed steps, Terms of payment are
net due upon receipt. All invoices more than 30 days overdue will be
subject to a collection expense at the rate of I and 1/2 percent per month
or part thereof.
WARRANTY
varley-Campbell & Associates, Inc. warrants it services under this
agreement to be of professional quality, in consonance with the Code of
Ethics of the Nat ional Society of Professional Engineers, and to be carried
out by or under the direct supervision of a registered professional engineer.
No other warranty, either expressed or implied, as to quality, fitness or
results to be achieved as a consequence of this project is made,
SUCCESSORS AND ASSIGNMENT
The contract shall be binding on the Board of County Commissioners, Monroe
County Florida and the Consultant, and their successors, legal
representatives and assigns in respect of all covenants of this agreement.
Neither the Board of County Commissioners, Monroe County Florida nor the
Consultant shall assign, sublet or transfer his interest in the agreement
without written consent of the other.
PROPOSAL FOR MASTER FIRE PLAN DEVELOPMENT SERVICES
MONROE COUNTY FLORIDA
TERMINATION
Page 8
November 24, 1986
The Client shall have the right at any time upon thirty (30) days written
not ice to the Consultant to terminate the services of the Consultant
hereunder. This agreement may also be terminated by the Consultant upon
thirty (30) days written notice to the Client in the event of substantial
fai lure by Cl ient to perform in accordance with the terms hereof through no
fault of the Consultant. In the event of termination of the services of the
Consultant, the Consultant shall cease work and shall deliver to the Client
all documents prepared or obtained by the Consultant in connection with
their service hereunder. The Cl ient shall, upon del ivery of the aforesaid
documents, pay to the Consultant and the Consultant shall accept as full
payment for their services hereunder, a sum of money equal to: (1) the fee
for each authorized and completed Phase issued by the Client, plus (2) the
percentage of the work done in any authorized by uncompleted Phase, less
(3) all previous payments,
SUBMI TTED BY:
VARLEY-CAMPBELL & ASSOCIATES, INC.
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Date
ACCEPTED:
COUNTY OF MONROE, FLORIDA
BY:
,(Signed)
Title
Date
Attest:
By:
Title