Agenda 01/13/2009 Item #16B 6Agenda Item No. 16136
January 13, 2009
Page 1 of 12
EXECUTIVE SUMMARY
Recommendation to approve award of contract #09 -5127 to URS Corporation Southern
for Professional Design and Related Services for Dynamic Message Signs in the amount
of $249,446.
OBJECTIVE: To gain Board approval of staff s recommended award of contract 09 -5127
to URS Corporation Southern ( "URS ") for the design of dynamic message signs, support
structures and fiber optic communication plans for arterial roadways in Collier County.
CONSIDERATIONS: On July 22, 2008 (Item 10K), the Board of County Commissioners
approved Resolution 2008 -228 which authorized the Chairman to execute a Local Agency
Program (LAP) agreement between Collier County and the Florida Department of
Transportation for a project which would design in the current Fiscal Year, and then
construct during next Fiscal Year, a dynamic message sign system for arterial roadways in
unincorporated Collier County.
The design portion of the project was initiated on October 24, 2008 when the Purchasing
Department publicly requested solicitations for RFP 09 -5127, "Professional Design &
Related Services for Dynamic Message Signs." Inquiries were sent to 422 vendors; of that
number, 32 vendors requested the full RFP package, and five vendors submitted proposals by
the opening date of November 17, 2008. A five- member RFP selection committee approved
by the County Manager reviewed the submissions, and on November 21, 2008 in a public
meeting, discussed and ranked the proposals. By consensus, the following firms were short
listed:
1) URS Corporation Southern
2) Vanus, Inc.
3) Kimley -Horn and Associates, Inc.
Traffic Operations staff requested that the Purchasing Department pursue an agreement with
the top - ranked vendor, URS. The standard form of contract will be used and executed.
FISCAL IMPACT: The contract amount of $249,446 is budgeted in FY 08/09 in
Transportation Supported Gas Tax Fund 313, project 60180. The not -to- exceed budget for
the project is $250,000. In accordance with the LAP Agreement executed on July 22, 2008,
the FDOT will reimburse Collier County up to $226,909 of this amount, or 90.965% of
actual costs, whichever amount is lower.
LEGAL CONSIDERATIONS: This item has been reviewed and approved by the County
Attorney's Office, is not quasi - judicial and requires no ex parte disclosure, requires only a
majority vote for approval, and is otherwise legally sufficient for Board action. Subject to
the Board's approval, the standard County approved agreement will be reviewed and signed
by the County Attorney's Office and presented for the Chair's signature. —SRT
GROWTH MANAGEMENT IMPACT:
associated with this Executive Summary.
Agenda Item No. 1686
January 13, 2009
Page 2 of 12
There is no Growth Management impact
RECOMMENDATION: That the Board of County Commissioners approve the award of
Contract 09 -5127 to URS Corporation Southern, authorize the Chairman to sign the County
approved standard agreement following County Attorney review, and authorize any
necessary future budget amendments related to this phase of the Dynamic Message Sign
design project.
Prepared By: Sheila Convery, Signal System Specialist, Traffic Operations Department
Attachment: Scope of Services, RFP 09 -5127
Schedule `B" of Contract 09 -5127 — "Basis of Compensation"
Agenda Item No. 1666
January 13, 2009
Page 3 of 12
EXHIBIT A
SCOPE OF SERVICES
This Request for Proposal is issued for the purpose of establishing a contract that
requires all tasks to be completed by June 30, 2009 with a firm capable of providing
professional Design Services as described below.
The contract is for the designing a Dynamic Message Sign system, per the
requirements of a Local Agency Program (LAP) Agreement between Collier County, FL
and the State of Florida Department of Transportation. The purpose of the DMS system
is to enhance motorists' awareness of traffic and roadway conditions, alert them to
alternate routes in the event of lane or roadway closures, assist in emergency
management and evacuations, and increase the safety and effectivness of the county's
roadway network.
The maximum approved contract amount for this RFP is $250,000.
The selected firm shall be responsible for knowledge of and compliance with all relative
local, state and Federal codes and regulations.
Task 1. Identification of DMS Locations
The selected firm shall identify 10 to 15 locations on arterial roadways in Collier
County for which the installation of static- mounted Dynamic Message Signs (DMS)
is appropriate overhead mounted on a mast arm, adjacent to the travel lane on a
pedestal, or both. An appropriate location may include multiple sign installations.
Deliverable #1A: List of proposed installation locations, describing methodology
used to determine sites.
Deliverable #1 B: Color photographs taken from ground level of each proposed DIMS
installation site, printed no smaller than 5" x 7" and no larger than 8" x 10 ".
Deliverable #2: Site plan sheets for each DMS installation, showing power,
communications, and adjacent overhead and underground utilities with Right -of -Way
lines.
Task 2. Plan Preparation
The selected firm shall design and prepare engineering plans for message sign
design details, structure design details, and prepare communications design plans
utilizing the County's existing Ethernet over Fiber Optic network. DMS signs and
structures shall be designed in accordance with FDOT's Standards and
Specifications, Section 781, "Intelligent Transportation Systems — Motorist
Information Systems" and its associated design details from the FDOT 2008 Design
Standards Manual.
Agenda Item No. 1686
January 13, 2009
Page 4 of 12
Plans must be submitted at 30% (A), 60% (B) and 100% (C) intervals. Each
submittal cycle requires review by the Florida Department of Transportation's District
One Procurement Office. All requested revisions for each plan submittal shall be
reflected on the following plan submittal.
Deliverable #3 (A, B, C): Design detail sheets for both overhead, mast -arm mounted
DMS and pedestal- mounted DMS.
Deliverable #4 (A, B. C): Design detail sheets for DMS support structures, both
overhead and pedestal.
Deliverable #5 (A, B, C): Communications design detailing the DMS system's
integration into Collier County's existing ITS Ethernet network, including fiber splice
diagrams and allowances for any necessary communications device(s) or cabinet
assemblies.
Task 3. Informational Public Meeting Attendance
The selected firm shall be required to provide staff representation at one (1)
informational public meeting for the purpose of presenting the DMS project to
interested members of the public and to receive their feedback on the proposed
design. For this meeting, the firm is required to provide graphics (photographs,
engineering designs, and/or conceptual drawings), in scope and quantity sufficient to
impart the visual impact of the proposed DMS installations at the selected locations.
The graphics shall be part of a computerized presentation, or mounted to large
boards for easy viewing by the public.
Deliverable #6: Attendance and readiness to present design at one informational
public meeting.
Deliverable #7: Graphics for the informational public meeting, printed or digital,
sufficient to impart the visual impact of and locations of devices in the DMS system.
Task 4: Preparation of Documents for Future Bid Package
The selected firm shall prepare a construction specification document and a pay
item estimate package for all structures, hardware, software and associated services
to install the DMS system. Assume a maximum of $500,000 in project funds. Both
deliverables shall reference the FDOT pay item numbers as given in the plan set.
Deliverable #8: Preparation of construction specification document for DMS
hardware, software and services.
Deliverable #9: Preparation of pay item estimate package for DMS construction.
Page 1 of 1
Agenda Item No. 1686
January 13, 2009
Page 5 of 12
COLLIER COUNTY
BOARD OF COUNTY COMMISSIONERS
Item Number:
16136
Item Summary:
Recommendation to approve award of contract
#09 -5127 to URS Corporation Southern for
Professional Design and Related Services for Dynamic Message Signs.
Meeting Date:
111312009 9:00:00 AM
Prepared By
Sheila Convery
Senior Administrative Assistant
Date
Transportation Services
Traffic Operations
1211/2008 3:00:13 PM
Approved By
Barbara LaPierre
Management /Budget Analyst
Date
Transportation Services
Traffic Operations
1211/2008 3:39 PM
Approved By
Robert W. Tipton, P.E.
Traffic Operations Director
Date
Transportation Services
Traffic Operations
12/1/2008 4:19 PM
Approved By
Norm E. Feder, AICP
Transportation Division Administrator
Date
Transportation Services
Transportation Services Admin.
12/212008 11:55 AM
-^ Approved By
Brian Hancock
Operations Support Manager
Date
Transportation Division
Transportation Administration
1213/2008 8:24 AM
Approved By
Scott R. Teach
Assistant County Attorney
Date
County Attorney
County Attorney Office
12/5/2008 4:07 PM
Approved By
Rhonda Rembert
Contract Specialist
Date
Administrative Services
Purchasing
12/18/2008 8:33 AM
Approved By
Steve Carnell
Purchasing /General Svcs Director
Date
Administrative Services
Purchasing
12122/20084:02 PM
Approved By
Pat Lehnhard
Executive Secretary
Date
Transportation Services
Transportation Services Admin
12/22/2008 4:57 PM
Approved By
Mark Isackson
Budget Analyst
Date
County Manager's Office
Office of Management & Budget
12/23/2008 4:17 PM
Approved By
James V. Mudd
County Manager
Date
Board of County
County Manager's Office
12/24/2008 4:34 PM
Commissioners
file: //C: \AgendaTest\ Export\ 121- January %201),%202009\1 6. %2000NSENT %20AGENDA \... 1/7/2009
Agenda Item No. 16B6
January 13, 2009
Page 6 of 12
SCHEDULE B
BASIS OF COMPENSATION
Professional Design & Related Services for Dynamic Message Signs (DMS)
LUMP SUM
1. MONTHLY STATUS REPORTS
B.1.1 As a condition precedent to payment, CONSULTANT shall submit to
OWNER as part of its monthly invoice a progress report reflecting the Project
design and construction status, in terms of the total work effort estimated to be
required for the completion of the Basic Services and any then - authorized
Additional Services, as of the last day of the subject monthly billing cycle.
Among other things, the report shall show all Service items and the percentage
complete of each item.
81.1.1 All monthly status reports and invoices shall be mailed to the
attention
of Sheila Convery, Project Manager, 2885 South Horseshoe Drive, Naples, FL 34104
2. COMPENSATION TO CONSULTANT
B.2.1. For the Basic Services provided for in this Agreement, OWNER agrees to
make the lump sum payments to CONSULTANT in accordance with the terms
stated below. Payments will be made in accordance with the following Schedule;
however, the payment of any particular line item noted below shall not be due
until all services associated with any such line item have been completed to
OWNER'S reasonable satisfaction.
TASKS
LUMP SUM FEE FOR:
FEE
PAYMENT SCHEDULE
1.
Identification of DMS Locations
$82,620.00
Upon Completion of Deliverables
1A, 1B and 2 independently
2.
Plans Preparation — 30 %, 60%
and 100%
$99,935.00
Upon Submittal and Approval of
30 %, 60% and 100% Documents
3.
Public Meeting Attendance
$17,375.00
Upon Completion of Task
4.
Permitting
$11,940.00
Upon Issuance of Permit(s)
5.
Bid and Award
$ 7,576.00
Upon Completion of Bidding and
Award of Construction
6.
Reimbursables
$30,000.00
Time and Material
TOTAL FEE (Total Items 1 -6)
$249,446.00
B.2.2. The fees noted in Section 2.1. shall constitute the lump sum plus time and
materials amount of Two Hundred Forty Nine Thousand Four Hundred Forty
Agenda Item No. 16B6
January 13, 2009
Page 7 of 12
Six Dollars ($249,446.00) to be paid to CONSULTANT for the performance of
the Basic Services.
B.2.3. For Additional Services provided pursuant to Article 2 of the Agreement, if
any, OWNER agrees to pay CONSULTANT a negotiated total fee and
Reimbursable Expenses based on the services to be provided and as set
forth in the Amendment authorizing such Additional Services. The
negotiated fee shall be based upon the rates specified in Attachment 1 to
this Schedule B and all Reimbursable Expenses shall comply with the
provision of Section 3.4.1 below. There shall be no overtime pay on
Additional Services without OWNER'S prior written approval.
B.2.4. The compensation provided for under Sections 2.1 of this Schedule B,
shall be the total and complete amount payable to CONSULTANT for the
Basic Services to be performed under the provisions of this Agreement,
and shall include the cost of all materials, equipment, supplies and out -of-
pocket expenses incurred in the performance of all such services.
B.2.5 Notwithstanding anything in the Agreement to the contrary,
CONSULTANT acknowledges and agrees that in the event of a dispute
concerning payments for Services performed under this Agreement,
CONSULTANT shall continue to perform the Services required of it under
this Agreement, as directed by OWNER, pending resolution of the dispute
provided that OWNER continues to pay to CONSULTANT all amounts that
OWNER does not dispute are due and payable.
3. SCHEDULE OF PAYMENTS:
B.3.1. CONSULTANT shall submit, with each of the monthly status reports
provided for under Section 1.1 of this Schedule B, an invoice for fees
earned in the performance of Basic Services and Additional Services
during the subject billing month. Notwithstanding anything herein to the
contrary, the CONSULTANT shall submit no more than one invoice per
month for all fees earned that month for both Basic Services and
Additional Services. Invoices shall be reasonably substantiated, identify
the services rendered and must be submitted in triplicate in a form and
manner required by Owner. Additionally, the number of the purchase
order granting approval for such services shall appear on all invoices.
B.3.2. Invoices not properly prepared (mathematical errors, billing not reflecting
actual work done, no signature, etc.) shall be returned to CONSULTANT
for correction. Invoices shall be submitted on CONSULTANT'S letterhead
and must include the Purchase Order Number and Project name and shall
not be submitted more than one time monthly.
Agenda Item No. 16136
January 13, 2009
Page 8 of 12
B.3.3 Payments for Additional Services of CONSULTANT as defined in Article 2
hereinabove and for reimbursable expenses will be made monthly upon
presentation of a detailed invoice with supporting documentation.
B.3.4 Unless specific rates have been established in Attachment 1, attached to
this Schedule B, CONSULTANT agrees that, with respect to any
subconsultant or subcontractor to be utilized by CONSULTANT for
Additional Services, CONSULTANT shall be limited to a maximum markup
of 5% on the fees and expenses associated with such subconsultants and
subcontractors.
B.3.4.1 Reimbursable Expenses associated with Additional Services
must comply with section 112.061, Fla. Stat., or as set forth in the
Agreement, be charged without mark -up by the CONSULTANT,
and shall consist only of the following items:
B.3.4.1.1. Cost for reproducing documents that exceed the number
of documents described in this Agreement and postage
and handling of Drawings and Specifications.
8.3.4.1.2. Travel expenses reasonably and necessarily incurred
with respect to Project related trips, to the extent such
trips are approved by OWNER. Such expenses, if
approved by OWNER, may include coach airfare,
standard accommodations and meals, all in accordance
with section 112.061, F.S. Further, such expenses, if
approved by OWNER, may include mileage for trips that
are from /to destinations outside of Collier or Lee
Counties. Such trips within Collier and Lee Counties are
expressly excluded.
B.3.4.1.3. Permit Fees required by the Project.
8.3.4.1.4 Expense of overtime work requiring higher than regular
rates approved in advance and in writing by OWNER.
B.3.4.1.5 Expense of models for the County's use.
8.3.4.1.6 Other items on request and approved in writing by the
OWNER.
B.3.4.2 Should a conflict exist between the dollar amounts set forth in
Section 112.061, F.S., and the Agreement, the terms of the
Agreement shall prevail.
Agenda Item No. 16B6
January 13, 2009
Page 9 of 12
SCHEDULE B - ATTACHMENT A
Professional Design & Related Services for Dynamic Message Signs (DMS)
Task 1 — Identification of DMS Locations
Deliverable 1A $13,638.00
Develop Preliminary DMS Site List
County Review and Meeting
Deliverable 1B $29,761.00
Field review of preliminary DMS sites
County and FDOT review and meet traffic control quantities
Deliverable 2 $39,221.00
Obtain Right of Way information
Obtain Utility information
Coordinate Power Service
Develop Site Plan Sheets
County and FDOT Review and Meeting
Finalize Site plans
Design Analysis
Details and Quantities Sheet
Plan Sheets
Task 2 — Plans Preparation
30% Plans $42,813.00
Surveying
Geotec Borings and Report
Structural Detail Sheets
Agenda Item No. 16B6
January 13, 2009
Page 10 of 12
Aesthetics Details
Develop Plan Sheets
Communication Detail Sheets
County and FDOT Review and Meeting
60% Plans $34.046.00
Structural Detail Sheets
Develop Plan Sheet
Aesthetics Details
Communication Detail Sheets
County and FDOT DMS Review and Meeting
Probable Cost Estimate
100% Plans $23.076.00
Structural Detail Sheets
Develop Plan Sheet
Communication Detail Sheets
County and FDOT DMS Review and Meeting
Probable Cost Estimate
Prepare Final Plans
Task 3 Public Meeting Attendance $17.375.00
Prepare Public Information Graphics
County and FDOT DMS Review and Meeting
Prepare Final Public Information Graphics
Hold Public Meeting
Task 4 Permitting _$11.940.00
Environmental
Local Building (MEP)
Agenda Item No. 1666
January 13, 2009
Page 11 of 12
FDOT
Task 5 Bid and Award $ 7,576.00
Final Specifications with Final Plans
Pre -Bid Meeting
Bid Evaluation and Recommendations
Task 6 Reimbursables $30,000.00
Surveying
Geotech Borings and Report
Miscellaneous items such as: Computer Plots, Courier Services, Prints
and copies
Total not to exceed: $249,446.00
Agenda Item No. 16B6
January 13, 2009
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