Okaloosa County BOCC — July 11, 2017 — JPA Extension — agenda request — reading text

BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: July 11, 2017 TO: Honorable Chairman and Members of the Board FROM: Tracy Stage SUBJECT: JPA Extension DEPARTMENT: Airport BCC DISTRICT: 5 STATEMENT OF ISSUE: The Airports Department requests the Board of County Commissioners (Board) ratify the attached letter from the Florida Department of Transportation (FDOT) extending an Airports FDOT Joint Participation Agreements (JPA) for six (6) months. BACKGROUND: The construction contract for the Destin-Fort Walton Beach Airport Sign Modification Project was issued on September 19, 2016 to Gulf Coast Traffic Engineers, Inc. in the amount of $18,915.00 and the Notice-to-Proceed was issued on September 21, 2016. The project consists of all labor, materials, machinery, tools, equipment and other means of construction necessary and incidental to the completion of the work including fabrication and installation of sign overlays on 21 directional signs in Okaloosa County. Change Order No. 1 was approved on January 4, 2017. The change order extended the construction time by 184 days and also added $119,000.00 to the construction contract in order to complete the addition of a new guide sign on Highway 85 just north of the Destin-Fort Walton Beach Airport giving the project a new contract price of $137,915.00 and a new substantial completion date of June 20, 2017 with a final completion of July 10, 2017. Delays are attributed to extensive permitting times and long lead fabrication for the sign structure. The foundation is installed and the sign is expected to craned into place within 21 days. The project is funded by Florida Department of Transportation (FDOT and Local/County Match). See funding breakdown below. FDOT $75,000.00 Local Match $75,000.00 Total Funding $150,000.00 In the attached email dated June 9, 2017 to Mr. Scott Walters, District ISD Modal Manager and Mr. Quinton Williams, District 3 Aviation Program Manager, Airport staff requested an extension for Airport FDOT JPA ARQ66, Design & Construct New Signage at Destin-Fort Walton Beach Airport (VPS) due to design review and permitting delays by FDOT that would interfere with completing the project by the current JPA’s expiration date of June 30, 2017. The extension will ensure that the contractor is not penalized by delays from the State and allow the County to maximize reimbursements from the JPA. Attached as backup to this Agenda Request  An email dated June 14, 2017 from Mr. Robert C. Rogers, Airports Project Manager to Mr.  Scott Walters, our District ISD Modal Manager and Mr. Quinton Williams, our District 3 Aviation Program Manager that updates them on the delays for the project and the reason an extension is requested. A historical timeline of the project is also provided within the email.  A letter addressed to Mr. Robert C. Rogers, Airports Project Manager, from Jared W. Perdue P.E., Director of Transportation Development. The letter grants Contract No. ARQ66 a six (6) month extension giving it a new expiration date of December 31, 2017.  County Department Coordination In the Agreement, Page 12, Paragraph 16 states: “16.00 Expiration of Agreement: The Agency agrees to complete the project on or before June 30, 2017. If the Agency does not complete the project within this time period, this Agreement will expire unless an extension of the time period is requested by the Agency and granted in writing by the Director of Transportation Development……..” The approval letter executed by Mr. Perdue references Page 12, Paragraph 16 within the Agreement and extends the expiration date of the applicable agreement. There will not be an amendment submitted for further execution for this JPA. OPTIONS: Accept, Reject, or Table. RECOMMENDATIONS: Airport staff recommends the Board's approval to ratify the FDOT's JPA extension letter allowing a six (6) month extension for JPA 422303-2 (ARQ66). This action will also approve the Chairman’s signature on any future grant documents that may be required during the term of the grant as well as electronic submission of future grant documents by the office of Contracts and Grants. RECOMMENDED BY: APPROVED BY: John Hofstad, County Administrator