Agenda Item 8D - Stormwater Improvements Seminole RdCITY OF ATLANTIC BEACH
CITY COMMISSION MEETING
STAFF REPORT
AGEN DA ITEM II 80
JUNE 9, 20 111
AGENDA ITEM: Engineering Design of Stormwater Improvements for Seminole Road
Drainage Improvements and Streetscape Project (PW1407)
SUBMIITED BY: Rick Carper, P.E., Public Works Director /2(
DATE: May 12,2014
STRATEGIC PLAN LINK: 13. Stormwater Master Plan Projects
BACKGROUND: In April, the Commission approved Staff's rec omm endation of Genesis
BUDGET:
Group for the Engineering Design of Seminole Road Drainage Improvements and
Streetscape 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 includ es stormwater project design, geotechnica l and environmental
services and environmenta l permitting. Al so incl ud ed is development of
Streetscape options with decorative lighting that are to be presented at
workshops before final design choices are made. Design of a new water main to
replace the existin g "'60 yea r old 8" cast iron line with a new 12" PVC main is
included in this project. The complexity ofthe project is such that it will not be
ready for bidding in this fiscal year. The Base Fee proposal is $117,920.00,
including $17,000 for topographic survey.
Original budget for project PW1407 was $490,000, with $240,000 from
Stormwater Account, 470-0000-538-6300 and $250,000 in the Half Cent Sales
Tax Account, 131-5002-541-6300. $62,000 was transferred for the Stormwater
point repair on Sail Fish Drive . Additional f unds will be allocated to this project in
the new budget, includi ng funds from the Water Enterprise Fund for
construction of the new water main.
RECOMMENDATION: Staff recommends the Commission approve the Scope of Services and
Fee Proposal for Engineerin g Design of Stormwater Improvements for Sa ltair
Subdivision and Sturdivant Road Sidewalk and authorize the City Manager to
sign the contract with Ayres & Associates.
ATTAC HMENTS: A. Scope of Services for Engi neering Design for Saltair Subdivision and
Sturdivant Road Sidewa lk
B. Contract Fee Summary
REVIEWED BY CITY MANAGER: -:7f. vr <1c-~
EXHIBIT 'A'
SCOPE OF SERVICES
Seminole Road Drainage and Streetscape Improvements
Atlantic Boulevard to Plaza Drive
CITY OF ATLANTIC BEACH
April tO, 2014
Project Manager: Rick Carper, P.E.
Prepared by:
ENESIS
AGENDA ITEM# 8D
JUNE 9, 2014
SCOPE OF SERVICES
AGENDA ITEM# 8D
JUNE 9, 2014
SEMINOLE ROAD DRAINAGE AND STREETSCAPE IMPROVMENTS
TABLE OF CONTENTS
SECTION I. PURPOSE .................................................................................................... A-3
SECTION II. PROJECT OBJECTIVE. ........................................................................... A-3
SECTION Ill. PROFESSIONAL SERVICES REQUIRED ............................................ A-3
Task 1 Review of2012 Stormwater MP Update and Existing Conditions ... A-3
Task 2 Surveying .......................................................................................... A-3
Task 3 Preliminary Design ............................................................................ A-4
Task 4 Final Design ...................................................................................... A-5
Task 5 Permitting .......................................................................................... A-5
Task 6 Geotechnical Exploration ....•............................................................. A-5
Task 7 Water Utility Design ......................................................................... A-6
Task 8 Lighting Design ................................................................................ A-6
Task 9 Construction Administration (Negotiated Separately) ...................... A-6
SECTION IV. STUDY REQUIREMENTS ANn PROVISIONS FOR WORK ............ A-7
A. Governing Regulations .......................................................................... A-7
B. Project Schedule .................................................................................... A-7
C. Progress Reporting ................................................................................ A-7
D. Quality Control ...................................................................................... A-7
SECTION V. SERVICES TO BE PERFORMED BY THE CITY. ............................... A-7
SECTION VI. COMPENSATION ..................................................................................... A-8
SCOPE OF SERVICES
AGENDA ITEM# 8D
JUNE 9, 2014
SEMINOLE ROAD DRAINAGE AND STREETSCAPE IMPROVMENTS
SECTION!. PURPOSE
The purpose of this Exhibit is to describe the scope of work and the responsibilities of GGJ, LLC
(dba Genesis), hereinafter called CONSULTANT, and the City of Atlantic Beach Public Works
Department, and hereinafter called CITY, in connection with the design and permitting of the
Seminole Road drainage and streetscape improvements project.
CONSULTANT will perform those professional services required to complete design and
permitting for this project, including topographic surveying and geotechnical investigation.
CONSULTANT will develop conceptual plans for review/approval by the CITY prior to
commencing final design.
The CITY will provide contract administration, project management services, and technical reviews
of all work associated with the development and preparation of the preliminary and final
documents. The CITY will provide job specific information and/or functions as outlined in this
scope of services.
SECTION II. PROJECT OBJECTIVE
The intent of this project is to modernize and improve the stormwater system along Seminole Road
while also doing streetscape improvements to enhance this primary entrance corridor to the City of
Atlantic Beach. Streetscape may include some improved on-street parking for resident's use.
SECTION III. PROFESSIONAL SERVICES REQUIRED
Task 1. Review of 2012 Stormwater Master Plan Update and Existing Conditions
Review SWMPU recommendations. Compare existing plans, provided by the City, to cunent day
conditions in the field, evaluate subsequent improvements and point repairs, and discuss known problem
areas with Public Works and Public Utilities personnel to ensure inclusion of all necessary repairs in
work planned. An "Existing Conditions" report will be prepared by the CONSULTANT, based on site
investigations surveying information, and submitted to the CITY. The repmt will include detailed
descriptions of drainage deficiencies along with recommendations and opinion of costs for corr-ections.
Task 2. Surveying
Obtain survey of the project area, including City right of way and applicable easements (if any),
including topography, trees, property lines and house numbers and all surface and sub-surface utilities.
Survey shall be in NA VD 88, NAD 1983 State Plane Florida East, using AutoCAD 2000 or better.
Written permission shall be obtained from property owners prior to surveying on private property, if
necessary. Survey limits are anticipated to extend 10 feet beyond the existing roadway right of way and
include intersecting drainage systems (pipe inverts, structures, swales, etc.), utilities and other above
ground topography. The survey boundaries will extend from the center line of Atlantic Boulevard on
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SCOPE OF SERVICES
AGENDA ITEM# 8D
JUNE 9, 2014
SEMINOLE ROAD DRAINAGE AND STREETSCAPE IMPROVMENTS
the south to the intersection of Plaza Street on the north and will project 50 feet into intersecting street
rights-of-way. The survey will be supplemented with available survey data provided by the CITY.
Task 3. Preliminary Design
Conceptual plans, approximately 30% complete, and Preliminary plans, approximately 60%
complete, will be prepared by the CONSULTANT to address all drainage and streetscape
objectives agreed upon for the project and will be submitted to the CITY for review and approval
before initiating final design and permitting. Preliminary design shall include:
1. Preparation of design plans and specifications to implement drainage improvements
required. Design shall include evaluation of SWMPU recommendation for stormwater
improvements, including modeling of downstream components to ensure no impacts on
Sherman Creek occur because of improvements.
2. Within forty five ( 45) days from the date of Agreement, provide preliminary plans for
drainage rehabilitation, utility conflict remediation and roadway reconstruction in sufficient
detail to allow for providing an Engineer's Opinion of Probable Cost. Provide up to two
concepts for streetscape improvements including supporting graphics sufficient to make
presentation to the City Commission and interested public. Preliminary plans should show
potential savings for construction related costs. Proposed design should have minimal
impact to existing drainage patterns .
3. Present five (5) sets of the Preliminary Plans (ll"xl7"), with cost estimates and time
schedules of the remaining design, bidding and construction to the City Staff for review.
4. As directed by City Staff, make corrections or revisions to the Preliminary Plan. This will
serve as the 30% submittal.
5. Immediately after the revisions and/or corrections are made, schedule pre-application
meeting with St. Johns River Water Management District.
a. Within thirty (30) days from the date ofreceipt of City 30% Comments, develop and
submit for review five (5) sets of60% plans of the Final Design to include: a. All plan
and detail sheets for the project, showing pipe sizes, locations, profiles, design elevations
and road profiles, with sufficient details to adequately discuss and review the plans and
design.
b. Costs estimates and schedules for the remaining design, bidding and construction.
c. Consultant to submit the appropriate permit application, with all necessary information.
The City of Atlantic Beach will fund any necessary process fees. Respond immediately
to Requests for Additional Information. Coordinate closely with the City Staff during the
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SCOPE OF SERVICES
AGENDA ITEM# 8D
JUNE 9, 2014
SEMINOLE ROAD DRAINAGE AND STREETSCAPE IMPROVMENTS
permit process.
Task 4. Final Design
Following CITY review of the Preliminary Plans, the design and bid documents will be finalized.
Final Design elements shall include:
1. As directed by the City Staff, make corrections or revisions to the 60% plans.
2. Within thirty (30) days from the date of approval of all permits, or thirty (30) days from the
date of receipt of City 60% Comments if no permit required, develop and submit for review
to the City Staff five (5) sets of 100% plans of the Final Design to include:
a. All plan sheets ( 11 "x 17") completed;
b. Draft Specifications and Bid Documents, using City standard format, with additional
specifications if not in current City library;
c. All detail sheets completed;
d. Final cost estimates, including construction quantities in standard computation book
format;
e. Proposed dates for Pre-Bid meetings, prequalification deadlines, advertisement and bid
opening dates, and the date of tentative award, as coordinated with City staff.
Task 5. Permitting
During the completion of Preliminary Plans, the CONSULT ANT will identify the permits that will
be required for construction of the project. Permit applications and required documentation will be
submitted to the CITY for signature within one week of CITY approval of the Preliminary Plans
(60%). It is anticipated that both local and State (WMD) permits will be required.
Task 6. Geotechnical Exploration
The CONSULTANT will supplement the available geotechnical data with additional borings and
analysis to design the proposed pavement, utilities and drainage system within the project limits.
Geotechnical investigations shall include seven (7) roadway auger borings at a depth of six (6) feet,
four (4) Standard Penetration Tests (SPT) at a depth of fifteen (15) feet and three (3) sidewalk/trail
auger borings at a depth of six ( 6) feet for design of the new roadway and trail facilities.
Additionally, geotechnical investigations will be required for design of up to three (3) bioswales
and will include three (3) auger borings at six (6) feet, three (3) Double Ring Infiltrometer Tests and
three (3) Horizontal UD Tube Samples for permeability testing.
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SCOPE OF SERVICES
AGENDA ITEM# 8D
JUNE 9, 2014
SEMINOLE ROAD DRAINAGE AND STREETSCAPE IMPROVMENTS
Task 7. Water Utility Design
The CONSULTANT will provide design services for upgrading the CITY'S ex1stmg 8" C.I.
watermain to a 12" PVC line. The proposed pipe will be included in the roadway design plans
along with any specific details, specifications and plan notes provided by the CITY. It is assumed
that new service connections will be installed for each address along the project and any existing
side street laterals will be upgraded to the limits of paving or to the nearest valve, whichever is
closer.
Task 8. Lighting Design
CONSULTANT will provide three (3) alternative light pole/fixture types, with pricing information,
to assist the CITY with selection of preferred lighting. Graphic representations of the alternatives
will be prepared for use in public meetings. Photometric calculations will be completed for the
preferred lighting configuration. Preliminary and final lighting plans will be prepared in
accordance with the Florida building Code and National Electric Code.
Task 9. Construction Administration (Negotiated Separately)
If authorized by the CITY, the specific construction administration services to be provided
by the CONSULT ANT 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
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.
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SCOPE OF SERVICES
AGENDA ITEM# BD
JUNE 9, 2014
SEMINOLE ROAD DRAINAGE AND STREETSCAPE IMPROVMENTS
10. Coordination of"As-Built" plans from Contractor for submission to the CITY.
11. Provide plans to Contractor and CAD disk for preparation of "As-Built" plans of the
project.
12. Provide the CITY with "As-Built" plans prepared by the Contractor and reviewed by the
CONSULTANT.
SECTION IV. STUDY REQUIREMENTS AND PROVISIONS FOR WORK
A. Governing Regulations
The services performed by CONSULT ANT shall be in compliance with all applicable City of
Atlantic Beach Public Works Design Standards to the extent possible based on the unique design
considerations. The current editions, including updates, of the City of Jacksonville Low Impact
Design standards, FDOT Design Standards and Standard Specifications, and other pertinent
guidelines will be used in the performance of this work.
B. Project Schedule
It is anticipated that the Surveying, Geotechnical Exploration, Preliminary and Final Design
processes discussed previously will be completed within five months of notice-to-proceed.
C. Progress Reporting
CONSULT ANT will meet with the City on a biweekly basis and provide regular progress reports
which describe the work to be performed, problems solved, anticipated problems and suggested
solutions on each task. The report will address the design schedule and construction budget.
D. Quality Control
CONSULTANT will be responsible for the professional quality, technical accuracy and
coordination of all designs, drawings, specifications and other services furnished under this
contract.
SECTION V. SERVICES TO BE PERFORMED BY THE CITY
The City will provide those services and materials as set forth below:
1. Provide copies of all available environmental reports, stormwater reports, survey data and
proposed development permits.
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SCOPE OF SERVICES
AGENDA ITEM# 8D
JUNE 9, 2014
SEMINOLE ROAD DRAINAGE AND STREETSCAPE IMPROVMENTS
2. Coordination with Stakeholders as may be required beyond the initial contact by the
CONSULTANT.
3. Timely phase reviews of the plans and supplemental documents.
4. Identification of a suitable public meeting location and associated scheduling and public
notification of the meeting.
5. Any other services identified herein as CITY responsibility.
SECTION VI. COMPENSATION
Compensation will be in accordance with the Lump Sum amounts described in Exhibit B.
CONSULT ANT will invoice CITY monthly based on percentage of completion of the identified
tasks. Expenses are included in the Lump Sum fees and will not be invoiced separately.
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SCOPE OF SERVICES
AGENDA ITEM# 8D
JUNE 9, 2014
SEMINOLE ROAD DRAINAGE AND STREETSCAPE IMPROVMENTS
EXHIBIT 'B'
FEE ESTIMATE
Seminole Road Drainage and Streetscape Improvements
Atlantic Boulevard to Plaza Drive
CITY OF ATLANTIC BEACH
AprillO, 2014
Project Manager: Rick Carper, P.E.
GGI, LLC (dba Genesis)
9822 Tapestry Park Circle, Suite 201
Jacksonville, Florida 32246
Tel: (904) 730-9360
REQUIRED TASK
Hourty Rate
Ill Professional Services Required
1 Review of 2012 SWMP Update and Existing Conditions
Field Reconnaissance
Existing Conditions Report
2 Surveying (see subconsultant proposal)
3 Preliminary Design
Conceptual (30%) Stormwater and Streetscape Design
Presentation Graphics (2 options maximum)
Preliminary (60%) Stormwater and Streetscape Design
Cost Estimating
Final Design and Construction Schedule
Utility Coordination
4 Final Design
Final (100%) Stormwater and Streetscape Design
Cost Estimate Update
Final Schedule
5 Permitting
Permit Preparation and submittal
6 Geotechnical Exploration (see subconsultant proposal)
7 Water Utility Design
8 Lighting Design (see subconsu~ant proposal)
TOTAL MAN HOURS
TOTAL SALARY COSTS
Revised By:
Date:
Project No: 3351-003
Description: Seminole Road Drainage and Streetscape Improvements
Atlantic Blvd. to Plaza Drive
County: Duval
Length: 3,327 FEET 0.630 MILES
Sr. Prof. Project
Project Landscape Engineer I Senior Senior Clerical
Manager Architect Landscape Designer Technician Support
Architect Total
$155.00 $125.00 $110.00 $95.00 $90.00 $75.00 Hours
Hours Hours Hours Hours Hours Hours
8 8 8 24
8 8 16 8 40
12 36 50 42 16 156
16 16 32
12 24 40 48 24 148
4 4 12 20
8 4 2 14
2 16 24 4 46
16 16 24 40 40 136
6 8 14
8 8
4 16 8 8 4 40
10 24 40 16 90
98 124 206 218 104 18 768
$15,190.00 $15,500.00 $22,660.00 $20,710.00 $9,360.00 $1,350.00
LUMP SUM FEES
Expenses
TOTAL LUMP SUM AMOUNT
Jim Sullivan, P.E. Date: 4/9/2014
'EXHIBIT B'
Cost For
Activity
$3,120.00
$4,600.00
$17,000.00
$17,290.00
$3,520.00
$15,980.00
$2,440.00
$1,890.00
$4,650.00
$14,520.00
$1,930.00
$1,240.00
$4,160.00
$9,900.00
$9,430.00
$5,250.00
$116,920.00
$116,920.00
$1,000.0C
$117,920.0~
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