Okaloosa County BOCC — May 6, 2014 — MOEX Grant Agmnt-1 — reading text

document authorizing that person to sign the Agreement on behalf of the County must accompany the Agreement. DEP Agreement No. S0697, Page 7 of 8 List of attachments/exhibits included as part of this Agreement: Specify Letter/ Type Number Description (include number of pages) Attachment A Grant Work Plan (6 Pages) Attachment B Contract Payment Requirements (1 page) Attachment Cc Special Audit Requirements (5 pages) REMAINDER OF PAGE INTENTIONALLY LEFT BLANK DEP Agreement No. $0697, Page 8 of 8 ATTACHMENT A GRANT WORK PLAN Project Name: Construction of the Stormwater Management Facility Improvements at the Overbrook and Tanglewood Existing Stormwater Ponds in Okaloosa County, Florida This Grant Work Plan outlines specific tasks that shall be performed by the County, a timeline for completion of the tasks, and the maximum compensation amount for each task under this Agreement. The County shall provide copies of all Communications regarding these tasks to the Department of Environmental Protection (DEP) Project Manager during and throughout the Agreement. Tasks 1. 4. Preparation of Construction Documents The County or its consultant shall prepare the bid documents (technical and administrative specifications), advertise and issue the bid for construction of the Tanglewood and Overbrook Pond stormwater improvements located within Okaloosa County, Florida. (Note: Plans and certain Technical Specifications shall be prepared by the Northwest Florida Water Management District (WMD) and provided to the County for inclusion in the bid documents.) Task 1 Deliverable: County shall provide the DEP Project Manager a complete set of bid documents and a copy of the public notice of advertisement of the bid. Task 1 Cost to DEP: $0.00 Pre-Bid Meeting The County Project Manager or its consultant will make arrangements (facilities) for, attend and record minutes for, one (1) pre-bid meeting to review the bid documents and project site with prospective bidders. Task 2 Deliverable: Recorded attendance at the meeting and provide the DEP Project Manager with a copy of the recorded minutes. Task 2 Cost to DEP: $0.00 Inquiries, Questions Comments pertaining to Bid Documents The County shall provide the DEP Project Manager with copies of all inquiries, questions, and comments pertaining to the bid documents presented by prospective bidders and the County's response fo same. The WMD shall assist the County in response fo inquiries, questions and comments pertaining to the plans and technical specifications prepared by the WMD. Copies of all addenda issued by the County in response to inquiries, questions and comments shall also be provided to the DEP Project Manager. Task 4 Deliverable: Copies of all inquiries, questions and comments regarding the bid documents and copies of all addenda issued by the County regarding the bid. Task 4 Cost to DEP: $0.00 Receipt of Bids: The County shall designate a time, date and place to receive and publically open the bids. The County shall verify all bids as to responsiveness, completeness and accuracy, review the bids and make an award to the lowest responsive, qualified responsible bidder. DEP Agreement No. $0697, Attachment A, Page 1 of 6 Task 4 Deliverable: The County shall provide the DEP Project Manager with copies of all bids received and the notice of intent to award a contract. Task 4 Cost to DEP: $0.00 Pre-Construction Meeting The County Project Manager will make arrangements (facilities) for and attend one (1) pre-construction meeting with DEP Project Manager, WMD Design Engineer, and contractor's representatives to review Contract General and Special Conditions, frequency of coordination and progress meetings, procedures for submittals, procedures for Change Orders and Pay Requests, contractor's Maintenance of Traffic Plan (MOT), if required, erosion control plans, Environmental Permits and other matters listed on an agenda to be prepared by County's Project Manager prior to the meeting and a copy furnished to the DEP Project Manager for review prior to general distribution. The County's Project Manager will complete a checklist of all matters discussed. The County Project Manager will record the meeting and provide a copy of the recording to the DEP Project Manager. The County Project Manager will summarize the minutes of the meeting and distribute to all members in attendance at the meeting. Task 5 Deliverable: Recorded attendance at the meeting and a copy of any notes or questions recorded during the meeting. Task 5 Cost to DEP: $0.00 Construction Construction of the facility shall be completed in accordance with the bid document, the plans, designs and permits for the project. Task 6 Deliverable: Completed Construction of the Tanglewood and Overbrook Pond Stormwater System Improvements. Task 6 Performance Measure: Completed construction monitored to ensure compliance with plans, designs and permits. Task 6 Cost to DEP: Maximum of $414,432.00 On-Site Construction Project Representation The County or its consultant will be responsible for observing, inspecting, verifying, recording, and calculating the work of the construction contractor and/or subcontractors on a routine basis sufficient to document the items as follows: a. _ all quantities of work, labor and materials furnished on site and included in requests for pay items; b. conformance with sediment and erosion control plans (County shall notify DEP and WMD of any deficiencies observed); c. document the number and skill types of construction contractor's workers on site; d. __ list the number and types of pieces of equipment being utilized on the site; e document idle time for equipment on site; f document the type and location of work being done and by which contractor or subcontractor on a daily basis; g. document compliance with County Development Order and Building Permit, DEP and USACOE permit conditions h. observe Utility relocation operations and excavated material(s) removed, fill materials brought onto site, verify quantities and final disposal of material removed from the site; DEP Agreement No. S0697, Attachment A, Page 2 of 6 i. document weather conditions encountered each day of construction (e.g. temperature, precipitation, excessive winds, etc.); document hours on site by each contractor and subcontractor; k. document any significant events or accidents that occur (including obtaining police reports, identifying people and equipment involved, and describing the extent of any injuries or noting if there were any deaths); I, verify with construction contractor that any effected utilities companies have been notified in accordance with specifications when work required to be inspected by Utilities Inspector is to be performed. m. — inspect all plant material delivered to the site and determine that plant materials have been properly handled, packed, transported and/or stored and meet proper conditions of the project specifications. Any plants not meeting specifications will be rejected. County site representative will assure that rejected plants are replaced by the contractor. County Site Representative will document in the daily log number and type of plants rejected, reason for rejection and if replaced by the contractor; County shall keep site records in accordance with FDOT Daily Report of Maintenance Report Form 375-020-1 or other suitable document agreed upon by the County, WMD and DEP Project Manager. Daily Reports will be sequentially numbered and dated with the start and ending date clearly shown. Daily Reports will be maintained and available for review by DEP personnel. County shall submit electronic copies of the Daily Reports for each week to the DEP Project Manager by 12:00 P.M. CT on the Tuesday of each week following the Friday of the week upon which work began on the project. Task 7 Deliverable: Daily logs in approved format. Task 7 Cost to DEP: $0.00 Progress Meetings: The County will schedule progress meetings at significant construction milestones or as needed, but no less than once a month with DEP's Profect Manager, WMD Design Engineer and construction contractor's project foreman. Progress meetings will cover, at a minimum, work progress to date, the project schedule, and significant milestones. County shall keep detailed notes of each meeting and furnish electronic copies to all attendees and to the DEP Project Manager by 12:00 P.M. CT the Tuesday following each progress meeting. The schedule of dates for the meetings shall be forwarded to the DEP Project Manager and updated as necessary. Any discrepancies, unresolved issues or disagreements raised by any party at the meeting or regarding the contents of weekly summaries will be reviewed with the DEP Project Manager. Final resolution shall be the responsibility of the County. Task 8 Deliverable: Summarization of Notes from Progress Meetings Task 8 Cost to DEP: $0.00 Monthly Review of Contractors Pay Requests: The County will schedule one (1) monthly meeting (this meeting may coincide with the progress meeting) during each month of construction prior fo the construction contractor's submission of a monthly pay request, County will schedule a meeting with the DEP Project Manager, WMD Design Engineer and construction contractor to review the estimated pay request and verify all quantities for payment from County's project field records. The DEP Project Manager will be notified at least ten (10) working days prior to the date and time for which each meeting is scheduled. Any disputes or discrepancies between requested amounts and observed amounts will be reported to DEP Project Manager within 24 hours of the monthly meeting. Pay requests approved by County shall be forwarded with meeting notes to the Department, within three (3) working days of the County's receipt of the construction contractor's pay request, for final review and payment. DEP Agreement No. $0897, Attachment A, Page 3 of 6 10. 11. 12. 13. 14. Task 9 Deliverable: Pay Request of construction contractor approved by the County and meeting notes. Task 9 Cost to DEP: $0.00 Review of Construction Testing: County or its consultant shall observe and verify all testing performed in relation to this project as set forth in the technical specifications prepared by the County Engineer or WMD. When necessary, the County shall request construction contractor to perform additional testing in order to verify that product meets the specifications. Task 10 Deliverable: Copies of notes from testing observed and verified results. Task 10 Cost to DEP: $0.00 Certification of Substantial Completion: County will coordinate with the DEP Project Manager and WMD Design Engineer to schedule the field review of the construction contractor's work to prepare a certification of substantial completion. County shall review the construction contractor's “punch list" of those payment items which are not complete, do not meet project specifications, or are in need of repair or replacement. The County may, if necessary, add to the “punch list’ and review with the DEP Project Manager and WMD Design Engineer. The final “punch list” shall be presented to, and reviewed with, the construction contractor to obtain consensus on work remaining to be done. Any disagreements regarding the “punch list” will be brought to the attention of the DEP Project Manager. Resolution of any disagreements shall be the responsibility of the County. A certification of substantial completion will be prepared by County, signed and dated in accordance with the project's construction contract. A copy of the executed substantial completion shall be submitted to the DEP. Task 11 Deliverable: Copies of original proposed and final agreed upon “Punch List” and Certificate of Substantial Completion Task 11 Cost to DEP: $0.00 Final Certification: County will schedule, in coordination with the DEP Project Manager, WMD Design Engineer and