Agenda Item 8K AGENDA ITEM#8K
MAY 13,2013
CITY OF ATLANTIC BEACH
CITY COMMISSION MEETING
STAFF REPORT
AGENDA ITEM: Engineering for Selva Marina Reclaimed Facilities Golf Course Irrigation
RFP 07-04
SUBMITTED BY: Donna Kaluzniak, CEP, Utility Director
DATE: May 3, 2013
STRATEGIC PLAN LINK: Golf Course
BACKGROUND: One of the City Commission's top strategic priorities is to work with the
Selva Marina Country Club in order to maintain greenspace and minimize adverse impacts to
adjoining neighborhoods.
At the April 22, 2013 Commission Workshop, staff presented an engineering proposal outlining
two phases for the Selva Marina Reclaimed Facilities—one for temporary irrigation of the golf
course and one for permanent golf course irrigation plus residential reuse for a new subdivision.
A copy of that staff report is attached.
After discussion at the Workshop, staff was directed to prepare a revised proposal and scope to
provide the permanent facility for the golf course irrigation only. In addition, the developer
notified staff last week that the golf course will need an annual average flow of 0.4 million
gallons per day(MGD), a greater volume than the 0.25 MGD system originally studied.
J. Collins Engineering provided a revised proposal for engineering services for planning,report
preparation for DEP, permitting, survey, geotechnical, design,bidding, and construction
administration for a 0.4 MGD reclaimed facility(with temporary capability to provide 1 MGD
for the grow-in period) to provide golf course irrigation. The proposed cost for this work is
$98,900.
Staff has submitted an application for a 40%matching grant from the St. Johns River Water
Management District (SJRWMD) to fund reclaimed water facilities to both the golf course and
the residential subdivision. We hope to hear whether the grant is awarded by mid-June 2013.
Staff will prepare a report on reuse costs and revenues after we receive word on the grant from
the SJRWMD.
BUDGET: Funds for engineering of the Selva Marina Reclaimed Facilities project are available
from other projects in the Sewer Fund under account number 410-5508-535-6300.
RECOMMENDATION: Authorize J. Collins Engineering Associates, LLC to perform
engineering services for Selva Marina Reclaimed Facilities for Golf Course Irrigation in the
amount of$98,900 and authorize the City Manager to sign contract.
1
AGENDA ITEM#8K
MAY 13,2013
ATTACHMENTS: 1. Revised Proposal from J. Collins Engineering Associates, LLC
2. Irrigation Water Timeline for Selva Marina Country Club
3. Copy of Staff Report prepared for Workshop of 4/22/13.
REVIEWED BY CITY MANAGER: M•
2
AGENDA 1ThM 4 SK
MAY 13,2013
J. COLLINS ENGINEERING ASSOCIATES, LLC`
lI I(- Siti lir.._• l11%ti!
Io, L.,,+II\'t11r_ 11 322]1
I'+H I 2112-1121
t 1111r.f 0'01111'"It MO:I 111 @,.�Cril!
May 3, 2013
Donna Kaluzniak, CEP
Utility Director
City of Atlantic Beach
902 Assisi Lane
Atlantic Beach, FL 32233
RE: Fee Proposal--Selva Marina Reclaimed Facilities Engineering for Golf Course Irrigation
Dear Ms. Kaluzniak:
J. Collins Engineering Associates, LLC (JCEA) is pleased to provide engineering services to the City
of Atlantic Beach. Per your request, JCEA has provided a scope of work and fee to provide Selva
Marina Reclaimed Facilities Engineering for Golf Course Irrigation.
To complete this project, JCEA will plan, permit, design and perform construction administrative
services on the following;
• Reclaimed water facilities to provide public access irrigation for the golf course only
• Expedite design to meet deadline for Selva Marina grow-in period
• Design for temporary flow of 1 MGD and average daily flow of 0.4 MGD after grow-in period
• Prepare engineering report and preliminary design for FDEP
• Prepare Final Design documents and specifications, permitting, bidding services, and
construction administration.
Our fee for this work is a lump sum of $98,900,
The attached scope and fee documents provide more detail for your review. We can proceed with this
effort upon written authorization from you.
Sincerely,
94C-(23"
John E. Collins, Jr., P.E.
Project Manager
AGENDA ITEM#8K
MAY 13,2013
SCOPE OF WORK & FEE PROPOSAL
PROJECT NAME:City of Atlantic Beach-Reuse Treatment Facility for Golf Course Irrigation at WWTP.
PART 1.0 PROJECT PURPOSE:Construct a new reuse treatment and pumping facility that will
provide additional treatment of WWTP final effluent to produce Public Access Reuse Water. Reuse
water will be provided to the Selva Marina Country Club (SMCC)for irrigation of the golf course.A future
phase would provide SMCC residential irrigation (not in this scope of work).
Part 2.0 SCOPE OF SERVICES:The scope of services includes:
The work to be performed by the Engineer included under Reuse Treatment Facility for Golf Course
Irrigation at WWTP is:
TASK 1-PRELIMNARY DESIGN/FINAL DESIGN/PERMITTING
Preliminary Design &Permitting-Golf Course Irrigation
1. In an effort to accelerate permitting,design and construction of reuse treatment and
transmission facilities at Wastewater Treatment Plant(WWTP)to provide reclaimed or reuse
water for irrigation purposes at Selva Marina Country Club Golf Course, preliminary meetings
have been recently held with Florida Department of Environmental Protection (FDEP).The
irrigation needs at SMCC are both short term required as quickly as January 2014 and long term.
In order to accomplish both immediate (grass grow-in)and long term of golf course irrigation
needs,facilities will be designed to handle a higher initial irrigation demand and then
permanently a lower irrigation demand. In addition, permitting would include a future phase
for residential irrigation. In accordance with recent guidance from FDEP, prepare a Preliminary
Design Report to support FDEP Major Permit Modification for a new Reuse Facility. Work
includes identification of soil types and amount of irrigation (requires input from Golf Course
designer);WWTP#1 improvements required for new Reuse Facility and engineering components
of the system including treatment/pumping equipment, high level disinfection, continuous
online monitoring, piping and electrical/instrumentation. Engineering Report will detail the plan
for Golf Course Irrigation and a future phase for residential irrigation.After completion of the
Engineering Report, prepare application for FDEP Major Permit Modification for a new Reuse
Facility for Owner and Engineer signature and submit to FDEP. Upon approval, FDEP will issue a
permit for the proposed golf course irrigation project and include the future phase for
residential irrigation.The permit would not require that the residential irrigation be
constructed.
2. Preliminary design would include initial design concept to a 30%design level. Design involves
upgrading WWTP to produce Public Access Reuse Water.
For Golf Course Irrigation,the work will include a fast track approach for providing Public Access
Reuse Water for the golf course pond so that SMCC can provide irrigation for reconstruction and
grow-in of a new staged golf course (short term approach).The Golf Course Irrigation demand is
one million gallons per day(gpd)for approximately 8 months and 400,000 gpd annual average.
Page 1 of 4
AGENDA ITEM#8K
MAY 13,2013
Final Design-Golf Course Irrigation
Design for Golf Course Irrigation includes new construction and utilization of existing components of
WWTP#1 to minimize construction cost and time. Modifications will produce a standalone reuse
treatment facility that will provide irrigation for both the short term grow-in period of the golf course
and as well as the complete permanent irrigation needs of the golf course.The Golf Course Irrigation
project Final Design will include additions or implementation of the following:
1. Coordination with golf course designer on components of their design including construction
phasing, irrigation demands, results of soil tests, pond location and size and location of reuse
piping interconnection to SMCC.
2. New pumping unit to allow the dedication of one pump to transport reuse water to the golf
course during reconstruction. New pump would be automated based on drop of pressure (valve
is opened at SMCC irrigation storage pond).
3. Piping and valves to allow reuse water to be pumped to an existing 6"force main for
transportation to the SMCC irrigation storage pond.
4. New electric control valve at SMCC irrigation pond to automate reuse pumping from WWTP#1.
5. New high level disinfection system including new chlorine contact chamber.
6. Online continuous monitoring for turbidity and chlorine residual.
7. Building for electrical/instrumentation/online monitoring equipment
8. Miscellaneous site improvements including site grading, building access drive, and stormwater
management pond.
9. Geotechnical Engineering services for building and stormwater pond or swales (an allowance).
10. Surveying services for new site (an allowance)
11. Incorporation into the design of operational WWTP changes to implement production of reuse
water.
12. Electrical system upgrades to provide a new power source to the northern property line of
WWTP.
13. Civil, Mechanical,Structural, Electrical and Instrumentation design.
14. Provide 30%and 90% Design Documents to City&Perform Design Review with the City.
Subtotal Engineering Fee-Reuse System for Golf Course Irrigation-Task 1-Planning, Permitting&
Design Services:
Planning& FDEP Permitting -$8,071
Design (Includes Civil, Mechanical) -$20,161
Page 2 of 4
AGENDA ITEM#8K
MAY 13,2013
TASK 2-BIDDING SERVICES
Bidding Services for Reuse System for Golf Course Irrigation would include the following scope of
services includes:
1. Prepare Documents for Bid and prepare advertisement
2. Pre-bid meeting includes preparation,agenda, presentation and response to questions
3. Respond to Requests For Information (RFIs), Issue Addenda as needed
4. Bid Opening
5. Bid Tabulation and review
6. Recommendation to Award Letter
Subtotal Engineering Fee-Reuse System for Golf Course Irrigation-Task 2- Bidding Services:
Bidding -$6,887
TASK 3-CONSTRUCTION ADMINISTRATIVE SERVICES
Construction Administrative Services for the Reuse System for Golf Course Irrigation would include the
following scope of services includes:
Construction Administration (CA) Basic Services-Reuse System for Golf Course Irrigation Services
provided by Engineer include:
1. Representation of Owner in all project meetings and other field matters relating to the
construction of the project.
2. Attend Preconstruction conference
3. Review and process Shop Drawings and O&M Manuals
4. Review and process Pay requests
5. Conduct periodic site visits to review the work progress
6. Answer Contractor or Owner questions
7. Review Change Order requests and prepare Change Order(s) as required.
8. Conduct Pre-Final and Final inspections and generate punch lists
9. Review As-built drawings and prepare CADD Record Drawings
10. Develop FDEP Compliant Overall O&M Summary Manual Based on Equipment O& M Manuals
provided by Equipment Vendors
11. Certify project completion to FDEP
Page 3 of 4
AGENDA ITEM#8K
MAY 13,2013
Subtotal Engineering Fee-Reuse System for Golf Course Irrigation-Task 3-Construction
Administrative Services:
CA -$16,101
Subtotal Fee for Reuse System for Golf Course Irrigation-Task 1,2 &3= $51,220
Direct Costs-Electrical,Structural,Survey,Stormwater, Geotech Subconsultants
-Task 1,2&3= $46,980
Direct Costs-Reimburseables= $ 700
Total Fee Reuse System for Golf Course Irrigation -Task 1,2&3 $98,900
Page 4 of 4
AGENDA ITEM#8K
MAY 13,2013
Selva Marina Country Club
Revised Irrigation Water Timeline
Reclaimed Facilities for Golf Course Irrigation
5/2/13
4/22/13 and 5/13/13- City commission approval of funding of engineering for Reclaimed
Facilities for Golf Course Irrigation.
5/14/13- Design and permitting of reuse system for golf course (3 months to complete).
5/14/13- Staff to draft Reuse Ordinance per SJRWMD requirements.
5/27/13 and 6/10/13- 1st Reading - Commission approval of Reuse Ordinance as
required by SJRWMD
6/3/13- Staff begins to design rate structure for reuse for Selva Marina Golf Course.
6/10/13- Draft agreement with SMCC. Includes a binding agreement (per DEP
regulations) with SMCC to ensure that construction, operation, maintenance and
monitoring meet DEP requirements. The City must retain primary responsibility for
ensuring compliance with all DEP requirements.
6/24/13 and 7/8/13- Final Reading - Commission approval of Reuse Ordinance
7/22/13 and 8/12/13 – Commission approval of agreement with SMCC, including rate
structure and DEP requirements
8/18/13 - Advertise for bids for construction of reuse system for golf course
9/18/13 - Bids due for reuse system for golf course
9/23 and 10/14 - Award of construction bid for reuse system for golf course by City
Commission
10/21/13 Construct Phase I reuse system (golf course irrigation for grow-in only, with
temporary facilities – 5 months to complete)
3/15/2014- Date identified by developer to begin using irrigation water for golf course.
Note: This is a very compressed and optimistic engineering and construction
schedule—assumes no problems in permitting, equipment delivery, etc.
AGENDA ITEM f#8K
MAY 13,2013
CITY OF ATLANTIC BEACH
CITY COMMISSION MEETING
STAFF REPORT
AGENDA ITEM: Selva Marina Reclaimed Facilities Engineering, Phase I and II
RFP 07-04
SUBMITTED BY Donna Kaluzniak, CEP, Utility Direct r
_____.4)
DATE: April 21, 2013
STRATEGIC PLAN LINK: Golf Course
BACI{GROUND: One of the City Commission's top strategic priorities is to work with the Sclva
Marina Country Club in order to maintain greenspace and minimize adverse impacts to adjoining
neighborhoods, As part of an agreement currently being developed with Selva Marina, the City will
provide reclaimed water facilities to irrigate the golf course in exchange for land use restrictions in
order to ensure the property remains as greenspace in the future.
Based on Selva Marina's timeline for golf course construction, they will need the reclaimed water by
January 2014. In order to complete design, permitting,bidding and construction by that deadline,the
City must begin the design and permitting process immediately.
The contract currently held by J. Collins Engineering Associates, LLC (JCEA) for the Wastewater
Improvements through RFP 07-04 included final design, permitting, bidding and construction
services for a reclaimed water facility. At the City's request, JCEA.has submitted a revised proposal
for this work in two phases.
Phase i of the project will provide reclaimed water facilities to provide irrigation for the golf course
only. Some of these facilities will be temporary in nature in order to meet the short timeline. Phase I
engineering will need to be started immediately. The proposed cost for Phase I for the planning and
preliminary engineering report (required by DEP), final design, permitting,bidding services, and
construction administration is $50,296,68,
Phase II of the project will provide additional reclaimed facilities to provide residential reuse for the
new subdivision and for future use. Additional facilities will be required for residential reuse in order
to provide more volume, to maintain system pressure and provide a transmission main for the
subdivision. In order to have the reclaimed water for the newly constructed homes, Phase II of the
project must be started shortly after Phase I.The proposed cost for Phase II will include DEP
Environmental Resource Permitting for stormwater, survey, geotechnical work, final design,bidding
services and construction administration and is$107,231.56.
While the two phases could be designed separately, completing both phases together would be a
slight cost savings as the engineer would save some costs in duplication of permitting efforts. The
cost reduction for awarding engineering both Phase I and Phase II at the same time would be a
reduction of$6,000,bringing the total for both phases to $151,528.24.
I
AGENDA ITEM#8K
MAY 13,2013
Note that in order to get the cost as low as possible, JCEA has reduced their overhead and profit from
150% and 10%, respectively(as per contract) to 130% and 8%.
BUDGET: Funds for engineering of both Phase I and Phase II of the project are available from other
projects in the Sewer Fund under account number 410-5508-535-6300.
RECOMMENDATION: Authorize J. Collins Engineering Associates, LLC to perform engineering
services for Phase I and Phase II of the Selva Marina Reclaimed Facilities in the amount of
$151,528.24 and authorize the City Manager to sign contract.
ATTACHMENTS: 1. Proposal from J. Collins Engineering Associates, LLC
2. Irrigation Water Timeline for Selva Marina Country Club
REVIEWED BY CITY MANAGER:
2