Okaloosa County BOCC — January 21, 2014 — Security Checkpoint Exit Lane Task Order No.15 CPS Funding Spreadsheet and Email Correspondence — reading text

TASK ORDER APPROVAL FORM CONTRACT #: CO9-1737-AP TASK ORDER #: 15 TASK ORDER AMOUNT: $77,322 OFFERED BY CONSULTANT: Reynolds, Smith and Hills, Inc. FIRM’S NAME —— Walz leNENew, S PRINTED NAME SIGNATURE Vice President — Aviation December 16, 2013 TITLE RECOMMENDED FOR APPROVAL (Department Director) ONE po Oirector of i Wepoots TITLE Vo- AD-\V DATE COUNTY ADMINISTRAT@R (if applicable) 2 fog) DATE 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 jruetijyh DATE CHAIRMAN (if applicable) DATE RS&H Project No. 201-0940-011 RS&H Contract No. CO9-1737-AP Task Order No. __\.5 Date: December 16, 2013 Task Order Northwest Florida Regional Airport, Okaloosa County, Florida Security Checkpoint Exit Lane Controls System Construction Phase Services Reynolds Smith and Hills, Inc. a Florida Corporation (hereinafter “CONSULTANT”) agrees to perform and complete the following services (hereinafter “Services”) for the Okaloosa County Board of County Commissioners (hereinafter “COUNTY”), in accordance with the terms and conditions of the Agreement for Professional Architectural, Engineering, and Aviation Planning Services, dated 07 July, 2009, all of which terms and conditions are incorporated herein by reference. 1. Task Location: Northwest Florida Regional Airport, Okaloosa County, Florida. 2. Task Name: Security Checkpoint Exit Lane Controls System — Construction Phase Services. 3. Task Description/Scope of Services: Construction Phase Services as detailed in Attachment “A” 4. Compensation: Lump Sum Fee of $77,322.00 5. Schedule: Notice to Proceed anticipated January 20, 2014. Total Contract time is 120 calendar days. 6. Deliverables: N/A. 7. Other Considerations: None at this time. ATTACHMENT ‘A’ NORTHWEST FLORIDA REGIONAL AIRPORT OKALOOSA COUNTY BOARD OF COMMISSIONERS Northwest Florida Regional Airport Security Checkpoint Exit Lane Controls System Construction Phase Services ATTACHMENT “A” - SCOPE OF WORK Security Checkpoint Exit Lane Controls System Construction Phase Services A. PROJECT DESCRIPTION Due to anticipated changes in TSA rules, Northwest Florida Regional Airport has identified a need to develop a technology solution to monitor the exit lanes located at the security check point in the terminal facility. Currently the Exit Lane where arriving passengers exit at the security check point at the first level of the terminal is manned by a TSA officer to prevent unauthorized entry to the sterile area of the concourse facility. TSA does not have a list of approved system manufacturers for the function. TSA will typically test the system after installation and accept it based on their testing and performance criteria at the time. The testing method and criteria may vary from location and local TSA authority approving the installation. Working with the airport staff and the TSA, RS&H designed a solution using technology to monitor the exit lane at the SSCP. Okaloosa County accepted bids on this design and is intending to award the project. RS&H will, through this Task Order, provide Construction Phase support for the project. B. BASIC SERVICES - Construction Phase Support: RS&H will attend the pre-construction meeting and provide nightly on-site project representation for the four week period anticipated for construction activities at the airport, project management support at each weekly construction progress meeting and basic construction phase services including contractor submittal reviews, contractor inquiries/responses, completion, closeout and as-built review. C. IMPLEMENTATION SCHEDULE e Anticipate NTP to Contractor in January 2014. D. MEETINGS AND DELIVERABLES RS&H will attend one (1) pre-construction meeting, twelve (12) weekly progress/construction meetings, one (1) project closeout meeting. RS&H will update the design drawings with contractor provided as-built information and deliver to NW Florida Regional Airport. The scope of serviced provided in this proposal is limited to the specific work items enclosed herein. Alterations to the project scope, project approach, project schedule, project sequencing, and discovery of unforeseen circumstances, revisions to bid package format or content, or other revisions may be cause for additional services to be provided under this agreement and for corresponding adjustments to the lump sum project fee. Construction Phase Services December 16, 2013 Page 4 Okaloosa County, Florida Northwest Florida Regional Airport Security Checkpoint Exit Lane Controls System 6 eS HE. OKALOOSA COUNTY AIRPORTS SYSTEM OKALOOSA COUNTY BOARD OF COUNTY COMMISSIONERS Attachment B - Project Costs NORTHWEST FLORIDA REGIONAL AIRPORT PASSENGER EXIT LANE CONTROL SYSTEM CONSTRUCTION PHASE SERVICES BASIC SERVICES SUMMARY Totals Task 3.1 Construction Administration Basic Services $13,770 Task 3.2 Periodic Site Visits/Weekly Site Visits Basic Services $42,196 Task 3.3 Resident Project Representative (RPR) - 4 Weeks Basic Services $21,356 BASIC SERVICES - TOTAL $77,322 GRAND TOTAL LUMP SUM FEE $77,322 Project Title: Security Checkpoint Exit Lane Controls System (VPS) County Airport Project Number vPS003 Reynolds Smith and Hills, Inc. Airport Match Airport FDOT PFC's Reserves Total Funding TO#: Inv: Date: 50% 50% 100% 10% $617,907.00 Contract #:___C09-1737-AP $308,953.50 $308,953.50 Pay Application No.: PFC use will be approved County Airport Project# VPSO03 Expiration 6/30/2016 in FAA Application #6 Grant# AR742 Retainage Bid #: Date: Construction Award Construction Start: County County Construction C Check Date | Check # | Invoice Date Invoice # Invoice Amount TBD 4207/562433 421-2051100 Check Total Cathey C {TBD 7th BCC) $496,846.00 $ Percentage Complete $ - $ Task Order (TO #12} z Sere : Design and Bidding Services 12/18/13 2010940011-0001 | $ 43,739.00 $ 43,739.00 $ $43,739.00 $ Percentage Complete $ - $ 43,739.00 100.00% Task Order {TO # 15) (TBD 7th BCC} Construction Phase Service $77,322.00 0.00% Misc Charges $ = $ 43,739.00 wn]ololufa $ 43,739.00 $0.00 wn uw Total Funding of Program Cost $617,907.00) [ Grant Amount & Match | $ -_ [$s L Balance ining | $308,953.50] $308,953.50} Cathey Construction | $ : TO # 12 Total to Date} $ 43,739.00 TO # 15 Total to Date| $ : Misc Charges} $ = L._Totar] $ 43,739.00 1/14/2014 Wendy Cain From: Tracy Stage Sent: Tuesday, January 14, 2014 11:30 AM To: Sunil Harman; Mike Stenson; Jon Morris; Lori Fox; Wendy Cain; Dave Miner Subject: FW: Airport Agenda Items - Jan 21 BCC Attachments: RS&H Security Checkpoint Exit Lane Control Systems Project TO #15 CPS.PDF; Security Checkpoint Exit Lane Control System at NWFRA.PDF; FDOT Grant Amendment.pdf; RFP/bid awards and resulting contracts Importance: High Below is the reply | received from Zan. Tracy Stage, A.A.E. Deputy Director Okaloosa County Airports (850) 651-7160 Ext. 4 http://www. flyvps.com From: Zan Fedorak Sent: Tuesday, January 14, 2014 11:23 AM To: Tracy Stage Cc: Kay Godwin Subject: FW: Airport Agenda Items - Jan 21 BCC Importance: High Tracy, | have attached the email that | received from the Clerk’s office regarding the process for RFP/bid awards. We plan to discuss this at next week’s staff meeting to get staff informed. This process will affect future routing and associated processes for contract award. In the past, the use of the “Contract & Lease Internal Coordination Sheet” to route documents other than contracts or leases has caused confusion. We request that you use this form for coordination of contracts and leases only, to include amendments, to avoid further confusion. Regarding the attached documents: Task Order #15 was previously approved by Purchasing per Richard’s signature on the Task Order approval. Security Checkpoint was previously approved by Purchasing per signatures on the Contract & Lease Coordination Sheet. Grant application documents should be reviewed by the Clerk’s Contracts and Grants office. Please reference the comments above on including the “Contract & Lease Internal Coordination Sheet” for the grant review. Thanks Zan From: Jack Allen Sent: Tuesday, January 14, 2014 10:41 AM To: Zan Fedorak Subject: FW: Airport Agenda Items - Jan 21 BCC Importance: High Zan, Tracy just called and they are waiting on your response addressing the three issues we discussed yesterday with him in response to this email. The discontinued use of the Coordination sheet for docs that are not “Contracts/Leases”. The change concerning the two step process required by Finance/Purchasing involving Board approval of Contracts. The proper review of Grant application docs. Thanks, Jack From: Tracy Stage Sent: Monday, January 13, 2014 2:28 PM To: Zan Fedorak Cc: Jack Allen; Sunil Harman; Ernie Padgett; Jon Morris; Wendy Cain; Lori Fox Subject: Airport Agenda Items - Jan 21 BCC Good afternoon Zan, Pursuant to our discussion regarding the appropriate use of the Airport Coordination Sheet, and as subsequently agreed, | am requesting the Purchasing Department’s review, coordination and reply of the three attached agenda item packages (listed below) that the Department of Airports has proposed for the Jan 21 BCC meeting agenda. Two items, AR 2399 & 2401, have previously been routed to Purchasing and fwd to the required reviewing authority — specifically the County Attorney and Risk Management. Subsequent to their routing, we received previously requested grant funding from the FDOT and the items descriptions pertaining to funding have been updated and the “Grant Funded box” has been checked on the coordination sheet. Per our earlier e-mail correspondence and for clarification purposes, the Department of Airports does not decide who/when an item is to be reviewed by any of the reviewing entities identified on the “Contract & Lease Internal Coordination Sheet”. The item is sent to the Purchasing Dept and fwd on per policies/protocol. For item 2398, which is a grant, normally, the item is sent to Contracts and Grants and the County Attorney for coordination (by way of email) before placement on the BCC agenda. Is this the protocol we should continue pertaining to grants (grants only)? It is attached herewith with a coordination sheet. If there are any additional changes to the proper protocol or procedures on contracts, please let me know. 1. AR 2399 2. AR 2401 3. AR 2398 Thank you in advance for your review and your reply clearing these items for the agenda is appreciated. Should anyone question our efforts pertaining to coordination, this correspondence shall serve as reference. Thank you, Tracy Stage, A.A.E. Deputy Director Okaloosa County Airports (850) 651-7160 Ext. 4 http://www. flyvps.com