Okaloosa County BOCC — August 24, 2013 — Task Order No. 23 and Internal Coord. Sheet for Construction Phase Services_West Hangar Public Parking at CEW — reading text

CONTRACT & LEASE INTERNAL COORDINATION SHEET Contract/Lease Number: C08-1683-AP Tracking Number: wlh Contractor/Lessee Name: AVCON, INC. Grant Funded: YES_X_NO_. Purpose: Task orden oe onstruction Phase Services for West Hangar Public Parking Project Date/Term: 1. IX] GREATER THAN $50,000 Amount: $139,070.00 2. (.] GREATER THAN $25,000 Department: Bob Sikes CEW 3. [1] $25,000 OR LESS Dept. Monitor Name: Sunil Harman Document has been reviewed and includes any attachments or exhibits. Purchasing Review U trequirgments are met: vy wa Date: / 7 | Putéhasing Director or designee Risk Management Review Date: Risk Manager or designee _ nty Attorney Review Approved as written: Date: Counly Atiorney Following Okaloosa County approval: Contract & Grant Document has been received: Date: Contracts & Grants Manager TASK ORDER APPROVAL FORM CONTRACT #: CO8-1683-AP3 TASK ORDER #:__ 2 J TASK ORDER AMOUNT: _$139,070.00 OFFERED BY CONSULTANT: AVCON INC. FIRM'S NAME Virgil C. “Lee” Lewis, P.E. REPRESENTATIVE’S PRINTE ME SIGNATURE Regional Manager July 22, 2013 TITLE DATE RECOMMENDED FOR APPROVAL (Department Director) ff tie TITLE B-\- DATE COUNTY ADMINISTRATOR (if applicable) DATE APPROVED BY OKALOOSA COUNTY (Per Purchasing Manual) e $25,000 or less approved by Purchasing Director e Between $25,001 and $50,000 approved by Purchasing Director and County Administrator e In excess of $50,000 approved by the Board. PURCHASING DIRECTOR DATE CHAIRMAN (if applicable) DATE TASK ORDER Construction Phase Services for West Hangar Area Public Parking Project Bob Sikes Airport, Crestview, Florida July 22, 2013 Task Order No. 44 AVCON Project No. 2013.050.02 AVCON, INC., a Florida Corporation (hereinafter “CONSULTANT”) agrees to perform and complete the following services (hereinafter “Services”) for Okaloosa County Board of County Commissioners (hereinafter ““CLIENT”), in accordance with the terms and conditions of the Agreement for Professional Architectural, Engineering, and Aviation Planning Services (Contract No.: C08-1683-AP3-152), dated September 16, 2008, all of which terms and conditions are incorporated herein by reference. 1. Task Location: Okaloosa County Airports—Okaloosa County, Florida 2. Task Name: Construction Phase Services for West Hangar Area Public Parking Project at Bob Sikes Airport. 3. Task Description/Scope of Services; CONSULTANT shall perform professional construction administration services and inspection services specified in Exhibit A attached hereto. Construction administration services shall constitute Task B-1. Construction inspection and subconsultant services—including but not limited to construction inspection, surveying, aerial photography, and material acceptance testing—shall constitute Task B-2. 4. Compensation: All construction administration work performed under Task B-1 and construction inspection and subconsultant services—including surveying, aerial photography, and material acceptance testing— performed under Task B-2 shall be compensated for on a Lump Sum basis. The Lump Sum fee shall be One-Hundred Thirty-Nine Thousand, Seventy and 00/100 dollars ($139,070.00) and shall include all costs and charges required to perform the work specified. Progress payments shall be made monthly and shall be by an estimate of the percent complete in accordance with the project progress. The fees are based on construction being completed within 240 calendar days of the Contractor’s NTP for construction. If construction extends beyond this time, the fees will increase by a rate based on the average monthly cost. 5. Schedule: Construction administration and inspection services shall be performed in accordance with the construction schedules established by the County. Task Order No. ___ — Construction Phase Services for WHA Public Parking Project Page | of 2 6. Deliverables: Deliverables shall include those specified in Section C on Exhibit A attached hereto. 7. Other Considerations: Services of the CONSULTANT shall be under the direction of Mr. Tracy Stage, A.A.E. of Okaloosa County Airports. Accepted by: CLIENT: 1. CONSULTANT shall not supervise, direct, or have control over the Contractor’s work nor shall have authority over or responsibility for the means, methods, techniques, sequences, or procedures of construction selected by the Contractor, for safety precautions and programs indicate to the work of the Contractor, or for any failure of the Contractor to comply with laws, rules, regulations, ordinances, codes or orders applicable to the Contractor furnishing and performing their work. No reimbursement shall be provided for travel- related costs. All applicable permitting and impact fees shall be provided by the Owner. The hours budgeted for Tasks B-1 and B-2 are based on a construction schedule (from Notice-to-Proceed to final completion) of 240 days (35 weeks). If construction extends beyond this time, the fees shall increase by a rate based on the average monthly cost. This task order shall not include construction administration or inspection services for the adjacent ECA Terminal (Schedule C) or associated site work (Schedule B). CONSULTANT: Okaloosa County Board of AVCON, INC. County Commissioners By: Printed Name: Title: fo Printed Name: _ Virgil C. “Lee” Lewis, P.E. Title: Regional Manager Date: Task Order No. ___ — Construction Phase Services for WHA Public Parking Project Page 2 of 2 EXHIBIT “A” SCOPE OF SERVICES - AVCON, INC. Construction Phase Services for West Hangar Area Public Parking Project Bob Sikes Airport, Crestview, Florida July 22, 2013 SECTION A: PURPOSE The purpose of this scope of work is to provide construction administration and inspection services for the work included in Schedule A for the West Hangar Area Parking Lot project at Bob Sikes Airport. This project generally consists of a parking lot with 65 parking spaces, aircraft apron drainage modifications, security fencing improvements, removal of existing septic tanks, stormwater and utility improvements, and parking lot lighting. The scope is divided into two tasks: Task B-1—Construction Administration Services (Lump Sum) Task B-2—Inspection, Material Testing, and Subconsultant Services (Lump Sum) The construction work is anticipated to extend for a period of 240 calendar days from contractor NTP to final completion. SECTION B: DESCRIPTION OF TASKS The following elements describe the individual services to be provided as part of this work effort. Task B-1: Construction Administration Services (Lump Sum): This task shall include construction administration services for the work included in Schedule A of the Release for Construction documents. 1. Coordinate with Owner and Contractor During Construction: AVCON shall provide routine updates and coordination with Owner and Contractor throughout construction. 2. Update 100% Design Drawings from February 2012: AVCON shall review and update the 100% design drawings prepared in February 2012 with the new limits of construction, additional work items, and revised existing site conditions. A new QA/QC review shall be performed on these drawings and an updated set of 100% design drawings shall be provided to the County. 3. Update Bid Manual from February 2012: AVCON shall review and update the Bid Manual prepared in February 2012 with the new Bid Schedule to include the ECA Terminal, quantities, and ECA terminal technical specifications provided by others. A new QA/QC review shall be performed for the Bid Manual and an updated Bid Manual shall be provided to the County. 4. Prepare On-Airport FAA Form 7460: AVCON shall prepare and submit to the FAA an On-Airport Form 7460 Airspace Study, Notice of Proposed Construction or Alteration, for the proposed parking lot improvements. 5. Prepare Conformed Construction Documents: AVCON shall prepare and submit conformed plans and specifications that incorporate addendums to serve as the “Release for Construction” set. A total of five (5) sets of conformed documents shall be provided to the Owner. EXHIBIT “A”: SCOPE OF SERVICES - AVCON, INC. Construction Phase Services for West Hangar Area Public Parking Project July 22, 2013 6. 10. 11. 12. 13. 14. Participate in Pre-Award Meeting, Prepare Minutes: AVCON shall coordinate and participate in a Pre-Award meeting with the County and the apparent low bidder and review the contractor’s bid and discuss any issues prior to the County making a formal project award. The work shall include preparation and distribution of meeting minutes from the meeting. Coordinate Electrical Infrastructure Improvements with Gulf Power: AVCON shall coordinate electrical infrastructure improvements with Gulf Power and shall coordinate timely construction of the work. Coordinate Gulf Power Electrical Easement Survey: AVCON shall coordinate an electrical easement survey for the Gulf Power electrical improvements. This survey shall be performed by a qualified surveying subconsultant. Participate in Pre-Construction Conference; Prepare Minutes: AVCON shall coordinate and participate in a Pre-Construction Conference to present and discuss specific project issues, specific construction features, operational phasing, special airfield construction limitations, and other applicable requirements. The work shall include responding to questions related to AVCON design features. Participate in Five (5) On-Site Visits to Review Work: AVCON shall participate in up to five (5) site visits during construction to observe progress of work. Site visit shall assume two (2) three-hour visits by Principal and five (5) three-hour visits by Project Manager. Visits shall be intended to enable observations of the progress to ensure that construction is generally consistent with the design objectives and with applicable safety and security requirements and to coordinate questions in the field. Participate in Thirty-Five (35) Weekly Update Meetings: AVCON shall participate in up to thirty- five (35) weekly update meetings conducted by the contractor during construction to coordinate day- to-day issues, address project concerns, and to review scheduled work. Task shall include preparation of meeting notes from each meeting and shall assume eight (8) meetings at three (3) hours per meeting by the senior project manager and thirty-five (35) meetings at three (3) hours per meeting by the Project Manager. Provide Monthly Update Report: AVCON shall prepare and submit to County on a monthly basis three (3) copies of a bound project update report that summarizes the progress of the work and provides photos to clarify the progress. Review Contractor Shop Drawings: AVCON shall review shop drawings as submitted by the Contractor and shall evaluate compliance with respect to contract requirements. An owner-specified review period (approximately two weeks) shall be specified in the project documents for shop drawing review and response from receipt of the respective shop drawing. Review Contractor Pay Applications: AVCON shall review pay requests as submitted by the Contractor on a monthly basis to review and evaluate the requested values versus the actual work completed and accepted for the payment period. The task shall include review of the work completed in conjunction with the Construction Inspector and certification by the Inspector and the Project Manager that the pay application reflects the work performed and stored materials accepted. EXHIBIT “A”: SCOPE OF SERVICES - AVCON, INC. Construction Phase Services for West Hangar Area Public Parking Project July 22, 2013 15. 16. 17. 18. 19. 20. 21. 22. Coordinate JPA/AIP Grant Eligibility and Reimbursement: AVCON shall prepare a summary of funding eligibility and recommended reimbursement based on copies of grants provided by County. Task shall include a summary of anticipated funding prior to construction and updates on a monthly basis. A summary of eligibility and