Agenda Item 8EAGENDA 1TVM H RE
MAY 13, 2013
CITY OF ATLANTIC BEACH
CITY COMMISSION MEETING
STAFF REPORT
AGENDA ITEM: Engineering Design of Stormwater Improvements for East Gast Drive
(PW1306)
SUBMITTED BY: Rick Carper, P.E., Public Works Director 1-94f—
DATE: April 12, 2013
STRATEGIC PLAN LINK: 13. Stormwater Master Plan Projects
BACKGROUND: In April, the Commission approved Staff's recommendation of Edwards
Engineering for the Engineering Design of Stormwater Improvements for East
Coast Drive and authorized staff to negotiate scope and fees for these services.
Staff, in consultation with the City Manager, has reached agreement on the
Scope of Services and Fee proposal attached to this staff report. The ;cope of
Services includes project design, geotechnical and environmental services and
environmental permitting. The consultant proposes to have design completed
to support a planned bid date of May /June 2013. The Base fee proposal is
$29,405.01, with an additional $12,600 in Limiting Amount Fees (services
performed as needed) and $1,509.30 in reimbursable expenses (travel, printing
costs and WMD permit fee). The total fee is $43,51431.
BUDGET: The Public Works -Stormwater Account, 470- 0000 - 5313 -6300, includes $360,000
budgeted for design and construction of project PW1306. This budget is for
stormwater improvements only; should streetscape improvements be added to
the project, additional funds will be required.
RECOMMENDATION: Staff recommends the Commission approve the Scope of Services and
Fee Proposal for Engineering Design of Stormwater improvements for East Coast
Drive and authorize the City Manager to sign the contract with Edwards
Engineering.
ATTACHMENTS: A. Scope of Services for Engineering Design of Stormwater Improvements
for Fast Coast Drive
B. Contract Fee Summary
REVIEWED By CITY M
AGENDA ITEM # SE
MAY 13. 2013
'1885 Corporate Square Boulevard
DWARDS Jacksonville, Florida 32216
phone (904) 725.4220
LN�GWINIEERING, Inc.
fax (904) 725-4219
edwerdser,g.com
EAST COAST DRIVE DFAINAGE IMPROVEMENTS
April 10, 2013
1. Backitround
A. This project is located at the east end of Atlantic Boulevard within a popular !business,
restaurant, and tourist area of the City of Atlantic Beach (City). A Storm -Water Master
Plan (SWMP) was produced by CDM Smith for the City of Atlantic Beach that detailed
various storm water related areas of concern throughout the City. The SWMP included
this area as the highest ranking problem area due to its location and impact on both
pedestrian and vehicular traffic. The cause of the impact is described as an undersized
storm drain pipe that is frequently plugged by debris resulting in storm water rising to
street level.
B. Based on preliminary design recommendations within the SWMP and conversations with
representatives of the City, the undersized storm pipe could be upsized if it were
accompanied by extiltration trenches and an underground storm -water vault to attenuate
the additional storm water entering the system. Because the proposed vault system will
be under existing pavement within the right -of -way and there is no intention of widening
roadways associated with this project, new impervious thresholds will likely not be
exceeded. The need to impound a volume of runoff to attenuate the flow rate of storm
water leaving the problem area will require an Environmental Resource Permit (ERR)
from the St Johns River Water Management District (SJRWMD).
C. A walk - through of the site showed that there will most likely be protected trees removed
within the project area to facilitate the improvements. There will be no need to submit
ror a tree clearing permit from the City, although tabulation of the trees being removed
will be included within the construction drawings.
D_ Pavement markings along with utility maps provided by the City show there is
underground water, sewer, gas, storm sewer, and AT &T ducts within the project area.
There are also overhead electric lines that are hung over East Coast Drive and Ahern Street that
will have to be considered during the design phase.
AGENDA ITEM # 8E
MAY 13, 2013
II. Proiect
A. The City will provide the additional survey that includes filling in information needed on the
roadway, driveways, drainage structures and piping, utility locations marked in the field, and trees
within the limits of the right -of -way.
B. Edwards Engineering, Inc. (Consultant) will provide up to 9 utility locating soft digs within the work
area to minimize potential for conflicts with the water mains, sanitary sewer building connections,
and gas mains.
C. The Consultant is to provide geotechnical exploration to determine water table elevation in the
vicinity of the proposed underground storage area, a soil permeability test to determine permeability
of the soil and two standard penetration tests in the vicinity of the proposed underground storm -
water treatment system, and two auger borings, one each in the East Coast Drive right -of -way and
Ahern (west of East Coast Drive).
D. The Consultant will meet with the City Project Manager regarding options for design of a
drainage system based on compatibility with adjacent property elevations and above and
below ground obstructions.
E. The intent of the project is for the Consultant to furnish construction drawings for
construction of a drainage system along East Coast Drive between Ahern Street and
Atlantic Boulevard that satisfies the requirements outlined in the SWMP prepared by CDM
Smith. Design shall generally include the following:
Design of storm -water inlets, baffle boxes, underground storm -water detention
system, and pipe system in accordance using existing standards, details, or as
approved by the City Project Manager. Design is to include modeling to verify no
impacts to downstream (Sherry Drive) hydraulic grade lines. As recommended by
CDM Smith in their SWMP, the use of a storm -water vault will be evaluated.
2. Replace any driveways, asphalt, curb and gutter, or sidewalks removed for the
purposes of completing this project to current City standards.
3. Provide a design for maintenance of traffic that includes vehicular and pedestrian
safety measures.
4. Replace pavement markings impacted by the implementation of the construction
activities using latest Manual of Unified Traffic Control Devices.
5. Design for any utility relocates that may be necessary for completion of the project.
6. Prepare a permit application and submit to the SJRWMD for review.
ED WARDS ENGINEERING Pg. 2
AGENDA ITEM # 8E
MAY 13, 2013
7. Design sheets to address NPDES requirements during construction.
8. Incorporate Streetscape improvements into design as appropriate and not to impact
storm -water design.
F. It is intended that the Consultant's services will result in construction drawings, a cost
estimate, specifications, and other contract documents needed for the City to make
improvements to the project area.
III. Requirements
A. Design Requirements:
1. Upon receiving the notice to proceed the Consultant will proceed with the design
of the storm -water control system outlined in Section II above.
2. All design shall be based on City Standard Specifications and City Standard
Details, and the regulations and policies of applicable permitting agencies.
3. The design shall include a full consideration of the provision of landscape and tree
protection per the City of Atlantic Beach Municipal Code.
4. The consultant shall apply for and diligently pursue all permits or permit
exceptions necessary for the construction of the project.
5. The consultant shall design and prepare construction drawings as necessary for the
construction of the improvements and traffic control plans.
6. The consultant shall prepare the contract documents for this project that the City
may use to bid the job.
B. Sequence of Services:
1. Design of drainage system.
2. Prepare final construction drawings of improvements based on comments from
the City.
3. Prepare contract documents for advertisement.
C. Project Submittal Requirements:
1. 60% Submittal:
The Consultant will meet with the City Project Manager to discuss the
preliminary design approach to the problems described above and submit:
ED WARDS ENGINEERING Pg. 3
AGENDA ITEM # 8E
MAY 13, 2013
a. 3 sets of 60% construction drawings.
b. 1 copy of the Engineer's Opinion of Probable Cost that incorporates the
corrective actions as agreed to by the City Project Manager during the
pre- design meeting.
2. 90% Submittal:
The Consultant will meet with the City Project Manager to discuss the 60%
documents submittal and based on the items discussed in that meeting will submit
an annotated response to comments along with:
a. 3 sets of 90% construction drawings.
b. 3 sets of 90% specifications.
C. 1 copy of the Engineer's Opinion of Probable Cost to the City Project
Manager for review.
3. 100% Submittal:
The Consultant will meet with the City Project Manager to discuss the 90%
construction drawings and based on the items discussed in that meeting will
submit an annotated response to comments along with:
a. 20 sets of final specifications.
b. 20 sets of final construction drawings and 1 set of signed and sealed bid
documents.
C. 1 copy of the final signed and sealed Engineer's Opinion of Probable
Cost to the City Project Manager.
D. Additional Requirements:
1. Provide dialogue with utility companies as appropriate.
2. The construction drawings will be in 11 "x17" format.
3. The City shall be the owner of final documents.
4. The Consultant shall take notes of all design /review meetings held with City
agencies. These notes shall be transcribed and furnished to the City Project
Manager.
5. The Consultant shall work directly with the City Project Manager and the
Consultant will receive all information from the City through the City Project
Manager.
ED WARDS ENGINEERING Pg. 4
AGENDA ITEM # 8E
MAY 13, 2013
6. The Consultant shall be notified in writing by the City Project Manager regarding
changes to the project that will require modification to the Consultant's work.
7. Fees for construction phase services for the project shall be negotiated under a
separate contract. Construction phase services will include but not be limited to
drawings review, attending pre- construction meeting and assist the City Engineer
with construction issues related to the design.
IV. Time Schedule
A. The Consultant will order the geotechnical exploration, and utility soft digs within first
week from notice to proceed.
B. The Consultant will meet with the City Project Manager to discuss design alternatives
based on survey and results of geotechnical report five weeks from notice to proceed.
C. 60% construction drawings will be complete five weeks from design meeting with the City
Project Manager.
D. 90% construction drawings and specifications will be complete four weeks after receiving
comments from the City Project Manager regarding the 60% construction drawings review.
Permit submittals to the SJRWMD will be conducted following this revision.
E. 100% construction drawings and specifications will be complete four weeks after receiving
comments from the City Project Manager regarding the 90% construction drawings review.
F. The total time estimated for the completion of this project shall be eighteen weeks.
ED WARDS ENGINEERING Pg. 5
CONTRACT FEE SUMMARY FORMAT FOR PUBLIC WORKS DEPT.
CITY OF ATLANTIC BEACH, FLORIDA
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AG1.N[)A rrEM # 8E
MAY 13, 2013
1 11L. L% R 1 - %A L' III oil L %!"!1J
1. Project
2.
Proposal No. /Contract No.
.1 %t Co::'1 [-)I ive,
RIP 13 -01
3. Name of Consultant
4.
Date ofProposaI
l' +.�,ards f'll,_'incerin', lnc.
4/15/2013
PART I1 - LABOR RELATED
COSTS
5. Direct Labor
Hourly
Estimated
Estimated
Rate
Hours
Cost
TOTAL
Principal
$ 60.00
10
$
600.00
Senior Engineer
$ 49.09
164
$
8,050.91
Engineer I (El)
$ 40.00
0
$
0.00
Sr. AutoCADD Operator
$ 30.91
39
$
1,205.45
AutoCADD Operator
$ 27.27
0
0.00
Field Technicion
$ 25.45
0
$
0.00
Clerical
$ 2:3.64
5
$'
118.18
TOTAL DIRECT LABOR
$ 9,974.55
6. Overhead (Combined Fringe Benefit & Administrative)
-
Overhead Rate 150 % x Total
Direct:
Labor
$ 14,961.82
7. SUBTOTAL: Labor + Overhead Items 5 & 6
$ 24,936.37
8. PROFIT: Labor Related Costs Item 7 x
10%
$ 2,493.64
PART III - OTHER COSTS
9. Miscellaneous Direct Cost$
Transportation & Deliveries
$
157.30
Reproduction
$
1,352.00
MISCELLANEOUS DIRECT COS'T'S SUB - TOTAL
$ 1,509.30
10. SUBCONTRACTS (Lump Sum)
Ceotechnical Report (Universal Engineering)
$
1,975.00
SUB - CONTRACT SUB -TOTAL
1,975.00
TOTAL LUMP SUM AMOUNT (items 5, 6, 8, 9 and 10
$ 30,914.31
11. RE MBURSABLE COSTS (Limiting Amount)
Soft Excavation (F R Aleman)
$
3,100.00
Structural Engineering (Structures International)
$
9,500.00
SUB -TOTAL REIMBURSABLES
1
12,600.00
PART IV - SUMMARY
TOTAL AMOUNT of CONTRACT (Lump Sum Pius Reimbursables)
S 43,514.31
Items 5, 6, 8, 9, 10 and 11
Sheet 1