Amended Agenda Item 8A-Engineering Design of Stormwater Improvements for Saltair and Sturdivant Rd SidewalkCITY OF ATLANTIC BEACH
CITY COMMISSION MEETING
STAFF REPORT
AMI:NDED AGGNDA ITEM 118A
APRi l. 14,20 14
AGENDA ITEM: Engineering Design of Storm water Improvements for Saltair Subdivision
and Sturdivant Road Sidewalk (PW1406)
SUBMITIED BY: Rick Carper, P.E ., Public Works Director~
March 12, 2014 DATE:
STRATEGIC PlAN LINK: 13 . Stormwater Master Plan Projects
BACKGROUND: In March, the Commission approved Staff's recommendation of Ayres &
BUDGET:
Associates for the Engineering Design of Stormwater Improvements for Salta i r
Subdivision and Sturdivant Road Sidewalk 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 Scope of
Services includes project design, geotechnica l and environmental service s and
environmental permitting. The consultant proposes to have design comp l eted
to support a planned bid date of August 2014. The Base Fee proposal is
$33,507.91, with an additional $2700.00 in Limiting Amount Fees (services
performed as needed). The total fee is $36,207.91.
Total budget for project PW1406 is $380,000, with $250,000 from Stormwater
Account, 470-0000-538 -6300 and $130,000 in the Half Cent Sales Tax Account,
131-5002-541-6300.
RECOMMENDATION: Staff recommends the Commission approve the Scope of Services and
Fee Proposal for Engineering Design of Stormwater Improvements for Saltair
Subdivision and Sturdivant Road Sidewalk and authorize the City Manager to
sign the contract with Ayres & Associates .
ATTACHMENTS : A. Scope of Services for Engineering Design for Saltair Subdivision and
Sturdivant Road Sidewalk
B. Contract Fee Summary
REVIEWED BY CITY MANAGER: _ ___:_/_v_-___;./?._<A'--.....,'--:. _______ _
March 26, 2014
Mr. Rick Carper, PE
Public Works Director
City of Atlantic Beach
1200 Sandpiper Lane
Atlantic Beach, Florida 32233
Re: Stormwater Improvements for Salt Air Neighborhood
Subject: Scope & Fee Proposal
Dear Mr. Carper:
AMENDED AGENDA ITEM# SA
APRIL 14,2014
Ayres Associates (Consultant) is pleased to present our scope of services and fee proposal for
this drainage project. This scope of work is to provide professional engineering services for final
plans and permitting of improvements within the Salt Air Neighborhood to restore the drainage
patterns and provide proper conveyance of stormwater runoff.
General Objective
The general objective of this project is to provide a functioning stormwater conveyance system
that will eliminate occurrences of standing water after storm events. Stormwater conveyance
will be restored through construction of roadside swales along Magnolia, Pine, Poinsettia,
Sylvan, Seaspray, and David Streets. The limits of the proposed improvements will be based
on the excerpt from the City's 2012 Stormwater Master Plan Update for this neighborhood,
included as Exhibit A. In addition a sidewalk will be designed on Sturdivant Road from Magnolia
to Sherry Drive.
Project Description
This project is located on southern end of the Salt Air Neighborhood. The improvements under
this project will occur on seven streets within the neighborhood, which are; Magnolia Street-
Swale/Ditch modifications, Pine Street-Swale/Ditch modifications, Poinsettia Street-
Swale/Ditch modifications, Sylvan Drive-Swale/Ditch modifications, David Street-Swale/Ditch
modifications, Seaspray Avenue-Swale/Ditch modifications, and Sturdivant Avenue-
sidewalk.
The stormwater collection/conveyance system will be designed based on a (5) year design
storm event.
Scope of Services
The Scope of Services for the project involves the tasks as listed below:
Phase I -Data Review/Collection
Survey
5220 Shad Road 0 Suite 200-3 0 Jacksonville, FL 32257 • 800.678.4713 e www.AyresAssociates.com
AMENDED AGENDA ITEM# SA
APRIL 14,2014
The City has obtained survey of this project area. Consultant will review the existing
survey data and make a determination of supplemental information needed based on
general objective of this project. Supplemental data, if required, will be requested
through the Department of Public Works project manager. The City will provide support
in obtaining the ASCII file from surveyor.
The City will assist and/or provide information and direction as to the location of known
flooding problem areas within the project limits.
Phase II -Design and Permitting
Drainage Design I Plans Production
Design phase services will include the preparation of plans and specifications for the
construction of the drainage improvements as well as the sidewalk improvements along
Sturdivant Avenue. Drainage analysis I design and plans preparation will include:
(a) Drainage Design/Analysis. Collection/Conveyance Systems design. Drainage
design will be in accordance with the applicable sections of the City of Jacksonville
Land Development Code as well as FOOT Drainage Manual.
b) Drainage Plans. Plan sheets, notes, and details sufficient for construction of
proposed improvements. The index of drawings for plan set will generally include,
but not necessarily be limited to the following:
A. Key Sheet
B. General Notes
C. Project Layout
D. Drainage Map
E. Plan and Profile
F. Drainage Structures
G. Cross Sections
H. Drainage Details
I. Utility Conflicts
J. Erosion & Sedimentation Control Details
K. Stormwater Pollution Prevention Plan
Where applicable, information can be combined on drawing sheets
Sidewalk Design
The 4-foot sidewalk will be designed to avoid existing features to the extent practical.
Sidewalk design will be in accordance with the latest Land Development Code and
Americans with Disabilities Act (ADA) standards.
Permitting Requirements
Consultant will schedule a pre-application meeting with the St. Johns River Water
Management District (SJRWMD) to discuss the project and determine what permits may
be required. The pre-application meeting will be held after the corrections have been
made to the 30% plans submittal. Meeting minutes will be documented and distributed
to the City within 5 business days from the date of the pre-application meeting.
Based on the outcome of the pre-application meeting and the direction received from the
SJRWMD any applicable permit applications will be submitted after the 60% review
comments have been received and corrections made. Consultant will respond to any
5220 Shad Road" Suite 200-3 • Jacksonville, FL 32257 • 800.678.4713 • www.AyresAssociates.com
AMENDED AGENDA ITEM# 8A
APRIL 14, 2014
subsequent requests for additional information (RAI) to obtain the permit. The City will
be responsible for any necessary permit application fees.
Project Submittal Requirements
30% Design Plans: Five (5) sets of half-sized (11" x 17") plans will be furnished to the
City for review and comment. Design documentation with calculations, an opinion of
probable cost and other pertinent design information will also be provided along with the
design plans. The plans will be reviewed by the City and written comments will be
provided. The City will provide written review comments within two (2) weeks from
submittal.
60% Design Plans: Five (5) sets of half-sized (11" x 17") drawings will be furnished to
the City for review and comment. Design documentation with calculations, an opinion of
probable cost and other pertinent design information will also be provided along with the
design plans. The plans will be reviewed by the City and written comments will be
provided. The City will provide written review comments within two (2) weeks from
submittal.
100% Design Plans: Five (5) sets of half-sized (11" x 17") drawings will be furnished to
the City for review and comment. Design documentation with calculations, project
quantities (compbook), a final opinion of probable cost and other pertinent design
information will also be provided along with the design plans. Draft Bid Documents and
Project Specifications using City standard format will be included in this submittal. The
plans will be reviewed by the City and written comments will be provided. The City will
provide their standard up front bid package information. The City will provide written
review comments within two (2) weeks from submittal.
Final Submittal: Comments received from the City on the 100% submittal will be
incorporated in the plans and specifications. Five (5) sets of half sized (11" X 17")
drawings and specifications will be signed and sealed and furnished to the City for their
records.
Utility Coordination
Within the project limits, the Consultant will be responsible for coordination with affected
utility companies in order to minimize utility conflicts. Consultant will coordinate with the
known private (City of Atlantic Beach Water & Sewer) and public utility (AT&T &
Com cast) companies within the project area and obtain plans of their existing facilities.
The Consultant will contact these utilities and submit 60% design plans that include all
known existing utilities. The Consultant shall make final contact with these utilities to
submit 90% plans that show all existing and proposed utility relocations.
Meetings
Consultant will schedule design plan review meetings at each phase submittal to discuss
review comments and relay any design information necessary to convey the intent of the
plans.
Consultant will attend up to two meetings with the SJRWMD to discuss the permitting
aspects of the project.
Consultant will attend one public meeting to gather citizen input on the design of this
project. A separate meeting will be held with the City Commission to present the
recommended project design.
5220 Shad Road ~ Suite 200-3 • Jacksonville, FL 32257 • 800.678.4713 • www.AyresAssociates.com
Time Schedule
AMENDED AGENDA ITEM# SA
APRIL 14,2014
Within five (5) days after Notice to Proceed (NTP), Consultant will update the schedule provided
with actual dates based on the NTP date. The schedule will follow the outline below.
Receive NTP
Submit 30% Plans
30% Review Comments (City)
SJRWMD Pre-Application Meeting
Submit 60% Plans
60% Review Comments (City)
Submit Permit Applications
Submit 100% Plans/Specs
100% Review Comments (City)
Final Plans
Within 30 days after NTP
10 days after 30% Plans Submittal
5 days after 30% Comments
Within 30 days after 30% Comments
1 0 days after 60% Plans
Within 10 days after 60% Comments
Within 30 days after Permits approved
10 days after 100% Plans
Within 1 0 days after 1 00% Comments
An updated schedule will be submitted with each phase submittal described above under the
Project Submittal Requirements.
Fee
Consultant will complete the scope of services described herein for a total lump sum and limiting
amount of $36,207.91, as detailed in Exhibit B.
Phase Ill -Construction Administration
If Phase Ill is authorized by the City, the specific construction administration services to be
provided by the Consultant during the period of construction will be negotiated separately but
may include:
(1) Review and approval of all shop drawings and distribution of same to City and Contractor.
(2) Periodic inspections of the work in progress, particularly during critical stages of
construction.
(3) Review and approval of Contractor Pay Requests.
(4) Processing of any required Change Order Requests.
(5) Attendance at and production of minutes for required coordination meetings.
(6) Review results of all testing performed during the course of construction.
(7) Resolution of conflicts between the City, Contractor and/or Permitting Agencies.
(8) Final walk through and project closeout.
(9) Project certification to approving agencies
(1 0) Coordination of "As-Built" plans from Contractor for submission to the City of Atlantic
Beach.
( 11) Provide plans to Contractor and CAD disk for preparation of "As-Built" plans of the project.
(12) Provide the City of Atlantic Beach with "As-Built" plans prepared by the Contractor and
reviewed by the Engineer.
5220 Shad Road e Suite 200-3 • Jacksonville, FL 32257 • 800.678.4713 a www.AyresAssociates.com
EXHIBIT B
CONTRACT FEE SUMMARY
SALT AIR NEIGHBORHOOD
STORMWATER IMPROVEMENTS
Estimated
n• .__,, r\L AMOUNT OF CONTRACT (Lump Sum plus Reimbursables)
5,6,8,9, 10,11
AMENDED AGENDA ITEM# 8A
APRIL 14, 2014