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Item 4D AGENDA ITEM # 4D FEBRUARY 12, 2007 CITY OF ATLANTIC BEACH CITY COMMISSION MEETING STAFF REPORT AGENDA ITEM: Approval of Scope & Fee for Royal Palms Subdivision Infrastructure Improvements Preliminary Engineering Report SUBMITTED BY: Rick Carper, P.E., Public Works Director ~~-- DATE: February 1, 2007 BACKGROUND: At the January 8th, 2007 Commission meeting, Staff was given approval to negotiate Scope and Fees with Applied Technology and Management (ATM) for production of a Preliminary Engineering Report for the Royal Palms Subdivision Infrastructure Improvements Project. In addition to the 30% design for the proposed storm and sanitary sewer improvements, this report will yield a draft scope of work for the final design, preliminary cost estimate for the recommended project, recommendations for alternative stormwater treatment designs, and a review of potential grant or cost-share funding sources. BUDGET: The FY2006 stormwater Professional Services Account (470-0000- 538-3100) has $75,000 budgeted for a Preliminary Engineering Report for the Royal Palms Subdivision Infrastructure Improvements Project. ATM's proposed fee for the project is $54,125. This fee includes $8,000 for a limited scope topographic survey. Not included in the ATM fee is the cost for videotaping existing storm sewer piping, "~" which will be done by the City's annual contractor, Florida Pipe- Tech on an as-needed basis. RECOMMENDATION: Authorize the City Manager to execute the agreement with ATM for the Preliminary Engineering Report for the Royal Palms Subdivision Infrastructure Improvements Project. ATTACHMENTS: 1. Scope of Services for Royal Palms Subdivision Infrastructure Improvements Preliminary Engineering Report ''~' 2. ATM Fee Proposal REVIEWED BY CITY MANAGER: February 12, 2007 Regular Meeting ~. AGENDA ITEM # 4D FEBRUARY 12, 2007 APPLIED TECHNOLOGY AND MANAGEMENT r ,~~ PROPOSAL FOR ENGINEERING SERVICES PRELIMINARY ENGINEERING DESIGN FOR STORMWATER, SANITARY SEWER, AND WATER MAIN IMPROVEMENTS FOR THE ROYAL PALMS SUBDIVISION ATLANTIC BEACH, FLORIDA SUBMITTED TO: THE CITY OF ATLANTIC BEACH JnNUnRY 24, 2007 AGENDA ITEM # 4D FEBRUARY 12, 2007 PROPOSAL FOR ENGINEERING SERVICES PRELIMINARY ENGINEERING DESIGN FOR STORMWATER, SANITARY SEWER, AND WATER MAIN IMPROVEMENTS FOR THE ROYAL PALMS SUBDIVISION INTRODUCTION The Royal Palms Subdivision was designed and constructed more than 40 years ago, and with the ~,, exception of a new water distribution system constructed in the last decade, the area has not seen many alterations to the original design. There are over six (6) miles of roadway that comprise the Royal Palms Subdivision, which was built in two (2) phases, Unit 1 and Unit 2. The stormwater collection system consists primarily of corrugated metal pipe in ten-foot (10~ side- yard and rear-yard easements throughout the subdivision, while the sanitary sewer collection system is primarily composed of vitrified clay pipe located mostly in the right-of--way out of paved areas. Over "" $200,000 has been spent over the past ten (10) years on point repairs for the stormwater system alone. It is the long-term goal of the Ciry of Atlantic Beach Public Works and Utilities Departments to ~. relocate all public collection systems, whether stormwater or sanitary sewer, to public right-of--way. While limited near-term capital funding has been budgeted to take a phased approach to relocate portions of the stormwater conveyance system, short- or near-term capital funding is not in place to address relocation of the sanitary system to maintain the City's policy of "pay-as-you-go." Both systems will require an updated inspection and maintenance plan as well as a long-term plan to meet the goals of the City. Applied Technology & Management, Inc. (ATM) has been requested to develop a Scope of Services and Fee Proposal to reflect these realities in the form of an evaluation of existing conditions followed by Preliminary Design. In general, this project addresses the desire to provide access to pubL;c utilities ~"' for operation and maintenance (O&M) activities within the public right-of--way. The preliminary design plan for the sanitary sewer system will require identifying time critical «r. structural issues and the development of a program to stay ahead of any forecasted failures. With respect to the stormwater collection system, the primary approach to reduce potential failures on private property will be to relocate the stormwater collection system to the public right-of--way, but will include ~,,, an interim program of O & M to address specific points of potential failure until the Capital Improvements can be funded and scheduled. There are only a handful of capacity issues in the collection systems, and these will likely be ranked the highest in our recommended Capital Improvements Program. The sections that follow summarize ATM's approach, Scope, and Fees. .~. e~ AGENDA ITEM # 4D FEBRUARY l2, 2007 TASK I: MEETINGS ATM will hold a project kick-off meeting to introduce staff, outline the project schedule, identify project deliverables, and re-assert the project goals. During the course of the project, ATM will '"' periodically hold progress meetings to report on progress to date and inform the City of any issues that may have developed since the last progress meeting. These meetings, or Deliverable Review Meetings, will generally be held one (1) to three (3) days following a submittal milestone (note that the schedule of ~, meetings provided below refers to the date of the deliverable submittal rather than the actual meeting date). Four (4) Deliverable Review Meetings have been scheduled. These meetings are in addition to two (2) pre-application meetings with the SJRWMD, a public meeting with residents, and one (1) City ~ Commission Meeting. A tentative schedule of meetings is provided below: 1. Project Kick-off Meeting - 1 to 5 days proceeding Notice to Proceed 2. Public Meeting -Date and time to be determined by the City 3. SJRWMD Pre-application Meeting 1- 30 to 35 days following Notice to Proceed to discuss draft Conceptual Plan, prior to submittal to City 4. Deliverable Review Meeting 1 (Conceptual Plans) - 30 to 35 days following Receipt of Survey and sewer CCTV tapes to review Conceptual Plans 5. Deliverable Review Meeting 2 (Preliminary Design and Permittabiliry Evaluation) - 45 to 48 days following receipt of Conceptual Design Comments to review Preliminary Design and Permittabiliry Evaluation 6. SJRWMD Pre-application Meeting 2 - 15 days following receipt of Preliminary Design and Permittablity Evaluation comments 7. Deliverable Review Meeting 3 (Draft Preliminary Design Report) -day 30 to 33 following receipt of Preliminary Design Comments to discuss Draft Preliminary Design Report 8. Final Deliverable Review Meeting 4 (Final Preliminary Design Report) - 12 to 15 days following receipt of Draft Preliminary Design Comments to present Final Preliminary Design Report to City Staff. 9. City Commission Meeting -scheduled at next available regular meeting of the City commission. TASK II: REVIEW OF EXISTING INFORMATION ATM will review the following existing information as it pertains to the goals of the project. 1. Royal Palms and Cavalla Road Design Drawings AGENDA ITEM # 4D FEBRUARY 12, 2007 2. Royal Palms and Cavalla Road As-built drawings, as available 3. Ciry's GIS Basin Delineations 4. City's Repair Logs/Documentation 5. Historical Sewer CCTV logs, as available. ATM will review tapes where corresponding logs indicate CCTV review is necessary 6. City of Atlantic Beach Stormwater Master Plan 7. Ciry of Atlantic Beach Sewer Master Plan TASK III: COLLECTION OF PRELIMINARY DESIGN DATA ATM or its sub consultants will perform field inspections for the following: 1. Review and document locations of encumbered easements 2. Perform a limited Scope Vertical Topographic Survey to verify pipe sizes and inverts. Surface conflicts will be located through offsets from existing surface elements, i.e., apparent property corners at fences posts; catch basins; etc. The project area is delineated as follows: a. Cavalla Road to Sailfish Drive and Skate Road b. Inverts on the outfalls to ditch south of Cavalla Road c. Inverts on the outfalls west of Skate Road d. Sailfish Drive to the north e. Inverts on the Donner Road to Sailfish Drive pipe £ One cross section of the ditch mid-block at the outfall west of Skate Road g. One cross section of the ditch at Cutlass, upstream or downstream at the City's instructions 3. Prepare recommendations for a Limited Scope CCTV Inspection and cleaning of Storm Sewer ?'~' -using City's on-call or continuing contract provider. ATM will designate pipe sizes and lengths of pipe to be inspected/cleaned with approval from the Public Works Director (the costs for the actual CCTV and cleaning is not including in ATM's Scope and Fees). We ~, understand the City has FY 2007 budget to cover approximately 2,500 to 3,000 if of pipe, dependent upon pipe size and type. 4. Prepare recommendations for a Full CCTV Inspection and cleaning of Sanitary Sewer -using City's on-call or continuing contract provider (the costs for the actual CCTV and cleaning is not including in ATM's Scope and Fees) 4 w "* AGENDA ITEM # 4D FEBRUARY 12, 2007 5. Review tapes and logs of storm and sanitary sewer. Since the length of sewer to be taped can not be quantified at this point, we have allocated 24 hours for a Staff Engineer to perform this task. Should additional time be required, we will notify the City in writing. 6. Review condition of existing curb and gutter. ATM will use as its base map either the City's GIS roadway alignments or Duval County's property „ appraiser/tax maps. Should a more detailed base map be necessary, the Limited Scope Vertical Topographic Survey element will need to be expanded to locate improvements/existing conditions horizontally, unless the Ciry can provide more detailed information in CAD format. Should it be necessary to use a more detailed base map for our Preliminary Design, it will have a significant impact ~. on project schedule and cost. , Optional ~"" 7. Limited Soils Investigation - It may be desirable to review the potential of using collector pipe with perforations in portions of the stormwater collection system. To fully assess the feasibility of this pursuit, soils and groundwater table information should be collected. ATM's geotechnical sub consultant will review soil percolation potential in the right-of--way at two locations to be chosen by the project team. The geotechnical investigation will identify the apparent seasonal high groundwater elevation in these locations and provide an analysis of percolation potential with a double ring infiltrometer test or falling head permeability test. For preliminary design purposes, these results will be considered applicable along the length of the right-of--way 8. Road Cores - At some time before construction, it is recommended that road cores be taken at intersections and every 200 to 400 feet along roads to determine the condition of the base and sub-base and to help determine the extent of the use of soil cement in the project area. This task may be delayed until final design. TASK IV: CONCEPTUAL DESIGN -PRIORITIZATION OF CAPITAL IMPROVEMENTS AND MAINTENANCE BASED ON NEED Following and concurrent with previous tasks, ATM will prepare a phased conceptual design based our "needs based assessment" of the condition of the infrastructure and accessibility for maintenance. Costs of implementation and/or cost effectiveness will be ignored at this stage. Following development of the conceptual plan, ATM will prepare a conceptual level Engineer's Preliminary Opinion of Cost for delivery to the City. ATM will include in the conceptual design revised basin delineations, new final pipe alignments, a phasing plan, calculations required as part of the re-alignment, and a list of lower priority segments that ~, can be addressed in the short-term with point repairs. At or near the conclusion of this task, ATM will hold its first of two (2) pre-application meetings with the SJRWMD. The purpose of this meeting will be to discuss in general terms our approach to this project and enumerate the issues that require the rehabilitation of the storm sewer collection system. a!s ~"' AGENDA ITEM # 4D FEBRUARY 12, 2007 a~ ATM's deliverable product will be a Conceptual Design and associated reference materials. ATM will deliver five (5) copies of the Conceptual Design on 11" x 17" sheets. TASK V: PREPARATION OF THE PRELIMINARY DESIGN AND PERMITTABLITY EVALUATION ATM will review the comments received from the City on the Conceptual Design and revise alignments, which should be designed to minimize costs and disruptions to the public. To minimize short-term costs, ATM will further evaluate where interim measures can be used to delay a required capital improvement to the storm sewer, sanitary sewer, and curb and gutter until such a time that sufficient funding is in place. Where it appears to be feasible and cost effective, ATM will evaluate the incorporation of relevarit and applicable BMP's. ATM will create a prioritization matrix based upon cost effectiveness of the recommended rehabilitation alternatives. ATM will create a summary of planned Interim Measures for areas that will ~"" be addressed in later phases. ATM will compile the results from above into our Preliminary Design and Permittabiliry Evaluation. It will include a discussion of the work completed to date including the phasing schedule and the prioritization matrix, 30% design and associated calculations, and location and type of any anticipated structural BMP's. ATM will identify easements with encroachments from buildings or other ~. improvements, and will discuss our recommendations for the disposition of abandoned pipes. ATM will deliver five (5) 11" by 17" sets of our schematic designs. Our submittal will address all Conceptual Design Comments in writing. ~. TASR VI: DRAFT PRELIMINARY DESIGN REPORT Following receipt of comments from the Preliminary Design and Permittability submittal, ATM will first address all City Comments in our approach or on our drawings. ATM will then schedule the second (2nd and last SJRWMD pre-application meeting to discuss our approved preliminary design. The goal of the meeting will be to 1. Obtain an understanding of the permitting framework which must be addressed to meet the goals of the project, and 2. Evaluate if the planned structural BMP's will provide a cost effective means to address the City's nutrient reduction goals and report this outcome to the City. ATM will work with its Grants Coordinator to identify potential grant or cost-share funding sources for elements of the project. After the SJRWMD pre-application meeting, ATM will prepare the Draft Preliminary Design Report which will contain the following elements: 1. Executive Summary of Recommendations, including an evaluation of the permitting issues to be addressed in Final Design qiw 2. Updated 30% drawings, using the GIS or tax maps as the base map. 3. Evaluation of issues relating to ERP permit 4. Scope of Work to proceed to Final Design 5. Map showing property acquisitions, if any, required for the project ,,~ 6. Preliminary sizing of piping systems with calculations 7. Preliminary quantity take-off and Preliminary Opinion of Probable Cost 8. An opinion on the total construction schedule, by phase , AGENDA [TEM # 4D FEBRUARY 12, 2007 9. Alternatives for structural BMPs and an opinion of the cost effectiveness of each, based on discussions with the St. Johns River Water Management District (SJRWMD) 10. A discussion of possible grant or cost-share funding sources. ATM will deliver five (5) copies of the Preliminary Design Report to the City for evaluation and comment. TASK VII: FINAL PRELIMINARY DESIGN REPORT Due to the number of review meetings held throughout the project, it is not anticipated that any significant programmatic modifications to the draft report will be necessary. ATM will incorporate comments regarding style, organization, typographical errors and similar minor aesthetic issues into the Final Preliminary Design Report. ATM will submit ten (10) copies of the report, 11" by 17" drawings, and calculations and one (1) electronic copy of each to the City. ATM will present the report to the City Commission as outlined in the Meetings task. ADDITIONAL SERVICES Additional services which are outside the scope of services detailed above may be performed by ATM at an agreed upon rate schedule and upon receipt of a written agreement between ATM and the City. 7 AGENDA ITEM # 4D FEBRUARY 12, 2007 SUMMARY TABLE Costs associated with our proposed scope of services are based on a lump sum and represent our budget for the anticipated professional labor time and direct (reimbursable) expenses required to complete the described work. Our professional service fees are estimated by task in the following table. Reimbursable expenses (travel, reproduction, communications, sub-consultants, etc.) are budgeted below as well. TASK BUDGETED LABOR FEES BUDGETED OTHER DIRECT COSTS Task I: Meetings $6,500 $ Task II: Review of Existing Information $4,500 $ Task III: Collection of Preliminary Design Data $5,225 $8,000' Task IV: Conceptual Design $6,500 $400 Task V: Preliminary Design and Permittability Evaluation $8,600 $600 Task VI: Draft Preliminary Design Report $7,500 $800 Task VII: Final Preliminary Design Report $4,500 $1,000 ESTIMATED TOTAL $43,325 $10,800 7 -For limited topographic survey ~* ATM will provide monthly invoices to the Client reflecting percentage completion. Invoices are payable within 30 days of receipt. 8 ~.