Exh 8CAGENDA ITEM 8C
MARCH 25, 2002
CITY OF ATLANTIC BEACH
CITY COMMISSION MEETING
STAFF REPORT
AGENDA ITEM: CONTRACT FOR CONSTRUCTION ENGINEERING
AND INSPECTION FOR THE CORE CITY
IMPROVEMENTS PROJECT
SUBMITTED BY: Robert S. Kosoy, Director of Public Works
DATE: March 4, 2002
BACKGROUND: On February 25, 2002 the City Commission authorized staff to
negotiate with the top ranked firm, GAI Consultants-Southeast,
Inc., (GAZ), to provide Construction Engineering and Inspection
for the Core City Improvements Project.
A contract proposal in the amount of $242,276.45 has been
negotiated with GAI, which includes a full time resident inspector
for eighteen (18) months, support engineering, and survey and
direct expenses. Attached is a detailed breakdown of scope of
services and fees. This figure is 5.0% of the total engineering
estimate for the construction contract.
RECOMMENDATION: Award the contact for Construction Engineering and Inspection to
GAI in the amount of $242,276.45. Authorize the City Clerk to
send notification of the awazd to GAI and authorize the City
Manager to sign the. contract with GAI.
ATTACHMENTS: Scope of Services and Fee Schedule from GAI
Proposals on file with the City Clerk
BUDGET: Funding is available. from the Utility Revenue. Bond
Construction Fund
REVIEWED BY CITX
9043631115 GAS CONSULTANTS AGENDA ITEM 8C
~, MARCH 25, 2002
~.vr~ou~~hrv ~, _ GAI Cottsuitante.Sputheatet, Fnc.
10199 Sourhyide Boulevard, Suite 103
March 15, 2002 f:ukrnn~ille, FL 32256
.hone: 904/.363•II10
Mr. Robert KOSOy, P.E. FAX: 904/363•tlt5
Director
Department of Public Works
City of Atlantic Beach
1200 Sandpiper Lane
Atlantic Beach, Florida 32233
CORE CITY IMPROVEMENT PROJECT
Fee Proposal and Summary Scope of Services for
Construction Engineering and Inspection Services
Dear Mr. Kosoy:
GAI ConsuftantsSoutheast, Inc. (GAISE) appreciates the opponunlty to work with you on this
important project.
We have included a Summary Scope of Services, which outlines our tasks for the referenced
contract Our proposed fee is calculated as a lump sum, with monthly payout amounts
shown as requested.
Please note that our proposed fee is approximately 5% of the estimated construction cost.
The FDOT typically budgets 15% of the estimated construction cost for CE & t services. The
City of Jacksonville typically budgets between 6 - 8% for these services. GAISE has a track
record of performing these services in a cost effective and efficient manner.
GAISE is exerted to be working with the City of Atlantic Beach, and we look forward to
helping you make the Core City Improvements Protect a success for aU stakeholders.
Sincerely,
GAI ConsuttantsSoutheast, Inc.
~..
Gregory T, Nettuno, P.E.
Engineering Manager
Pitc~burgh, PA Charleotnn. W V hhlladelFhia, PA Ft. Wayne. iN Uina del Mar, Chile
Orlando, FL Boonc, NC Jacksonville, FL Richmond. VA
AGENDA ITEM 8C
MARCH 25, 2002
Exhibit A: Summary Scope of Services
Page 1
Core City Improvement Project
Preconstruction Activities
• GAI-SE will review of the Contract Documents and provide recommendations
to the City on issues related but limited to: constructibility; potential value
engineering opportunities, innovative contracting methods
(incentive/disincentive terms), control and. limitation of operations, public
involvement.
• GAI-SE will assist the City as required in the preparation of discussion items for
the pre-bid conference.
• GAI-SE will assist the City as required in the organizing, scheduling, and
conducting of aPre-Construction Public Information Meeting. If requested,
GA1-SE will .prepare Display Boards, Power Point presentations, and Project
Information Handouts to illustrate the project scope, key events and typical
construction activities.
• Schedule and conduct a preconstruction conference for the project. Record significant
information revealed and decisions made at this conference and distribute copies of
theses minutes to the appropriate parties.
Management Engineering Services
• Maintain on a daily basis a complete and accurate record of afl activities and
events relating to the project and a record of all work completed by the
Contractor, including quantities of pay items in .conformity with Final Estimate
preparation procedures and specifications. The Consultant shall immediately report
apparent significant changes in quantity, time or cost as they are noted to the
Director of Public Works.
• Maintain a log of all materials entering into the work with. proper indication of
the basis of acceptance of each shipment of material
Maintain records of all sampling and testing accomplished and analyze such
records required to ascertain acceptability of materials and completed work
items. In general it is anticipated that the Contractor will be responsible for
all Quality Control Inspection required by the Contract Documents. GAI-SE
will assure that the Quality Control objectives are achieved.
• Once each month, prepare a comprehensive tabulation of the quantity of
each pay item satisfactorily completed to date. Quantities shall be based
on daily records or calculations. Calculations shall be retained and provided
to the Director of Public Works. The tabulation will be used for verifying the
Contractors monthly payment request.
.AGENDA ITEM 8C
MARCH 25, 2002
Exhibit A: Summary Scope of Services
Page 2
Core City Improvement Project
Provide to the Contractor interpretations of the plans, specifications and
contract provisions. GAI-SE shall consult with the Director of Public Works when
an interpretation involves complex issues or may have an impact on the cost
of performing the work. When warranted, .GAI-SE may request an
interpretation from the Design Engineer, after coordination and authorization
by the Director of Public Works.
Evaluate Value Engineering Change Proposals, in cooperation with the
Engineer of Record and Director of Public Works, and provide conclusions as to
whether or not proposed changes are structurally equal to the existing as
well as estimated savings to the City and the Contractor.
Analyze problems that arise on the project and review. all proposals
submitted by the Contractor and prepare and submit a recommendation to
the City appropriate justification and documentation.
Analyze changes to the plans, specifications on contract provisions and extra
work that appears to be necessary to carry out the intent of the contract
when it is determined that a change or extra work in necessary and such
work is within the scope and intent of the original contract. Recommend
such changes to the City for approval
When it is determined that a modification to the original contract for a
project is required due to a necessary change in the character of the work,
negotiate prices with the Contractor and prepare and submit for approval
by the City a change order in accordance with City of Atlantic Beach
requirements.
In the event that the Contractor gives notice, either written or verbal, that it
deems certain work to be performed is beyond .the scope of construction.
contract and it intends to claim additional compensation, GAI-SE shall obtain
written approval from the Director of Public Works for the contractor to
continue this work. GAI-SE shall maintain accurate records of the costs
involved in such work. These records shall include manpower. and.
equipment times and materials installed (temporary or permanent) in the
portion of the work dispute.
In the event that the Contractor for the project submits a claim for additional
compensation, analyze the submittal and prepare a recommendation to the
City covering validity and reasonableness of charges and conduct
negotiations leading to recommendations for settlement of the claim.
Maintain complete and accurate records of work involved in claims.
AGENDA ITEM 8C
MARCH 25, 2002
Exhibit A: Summary Scope of Services
Page 3
Core City Improvement Project
In the event that the Contractor for a project submits a request for extension
of the allowable contract time, analyze the request and prepare a
recommendation to the City covering accuracy of statements and the
actual effect of delaying factors on completion of controlling work items.
Monitor the construction project to the extent necessary to determine
whether construction activities violate the requirements of any permits.
Notify the Contractor of any violations or potential violations and require
immediate resolution of the problem. Violations will be reported to the City
immediately.
Maintain a complete log of all submittals of shop drawings, noting the dates
of first submittal and subsequent reviews and resubmittals, approvals, or other
disposition. GAI-SE will take note of and ensure that any changes are.
properly carried through to construction and shalt further record, report,
make recommendations and adjudicate upon any circumstances that
affects the progress or cost of the. work. GAI-SE shall actively encourage all
reviewers to accomplish reviews promptly. Shop drawings shall also include
any .manuals or similar document outlining proposed construction
procedures submitted by the Contractor.
Provide coordination between the Contractor and utility companies to
assure that conflicting utilities are removed, adjusted or protected in-place in
a timely manner to minimize delays to construction operations.
• Conduct a progress meetings as required .with .respective Contractor,
subcontractor and/or utility companies to review plans, schedules, problems
or other areas of concern. The results of these. meetings will be recorded with
minutes distributed to all affected parties.
• Conduct and document field reviews of the maintenance of traffic
operation after normal working hours, weekends and holiddys Jf
maintenance of traffic presents a potential hazard to the public.
When needed to prevent delays in Contractor's operations, produce reports,
verify quantity calculations, field measure for payment purposes and/or write
communications.
• Upon identification of a proposed .changed condition or construction
contract change, the extent of change shall be analyzed and order of
magnitude estimate of cost and time change, if any, will be prepared. Prior
to receipt of the Contractor's estimate, prepare the fair cost estimate.
AGENDA ITEM 8C
MARCH 25, 2002
Exhibit A: Summary Scope of Services
Page 4
Core City Improvement Project
•' The Consultant shall have a videocassette camera (VHS) for cassette
documentation of noteworthy incidents or events.
• The Consultant shall have a digital camera for photographic documentation.
of noteworthy incidents or events including:
Preconstruction photographs
Normal and exceptional progress of work
Critical path activities
Accidents showing damage
Unsafe working conditions
Unusual construction techniques
Damaged equipment or materials
Any activity which may result in claims
• The taking of the photographs shall begin .the day prior to the start of
construction and continue regularly throughout this project. Photographs.
shall be taken the days of Conditional, Partial and/or Final Acceptance. All
photographs shall be in high resolution. digital tormat and transmitted
electronically to the Director of Public Works.
• The Consultant will analyze the Contractor's CPM Schedule for completeness
and flow of activities, to assure the schedule meets the requirements of the
contract documents. This overview will validate that the schedule is
furictional, the information provided is reasonable and the Contractor's plan
for completing the project within the allowed. contract time, or earlier, is
reasonable.
• Contract. Modifications
The Consultant will. assure all contract modifications have been incorporated
in the latest approved schedule.
Plannina: During the regular progress meetings, the Consultant will work with
the Contractor on establishing a look ahead schedule. The anticipated work
activities will be reviewed with all affected utility companies. The Consultant
will use the look ahead schedule of anticipated work to determine whether
the .Contractor's near term plan will resolve or mitigate any previously
unanticipated conflicts or issues.
Method of Compensation
AGENDA ITEM 8C
MARCH 25, 2002
Exhibit A: Summary Scope of Services
Page 5
Core City Improvement Project
GAI-SE will receive average lump sum monthly payments in accordance with
Exhibit B. These payments will be considered full compensation for direct labor
and expenses, overhead and profit. if contract time is extended beyond the
duration envisioned in .this agreement, GAI-SE will be compensated at the
previously established monthly rates for each additional month of service. If the
construction duration is reduced, GAl-SE will only receive compensation for the
months that services are provided.
Additional Overtime (Resident Observer): The labor cost for the Resident
Observer is calculated based on five, nine (9) hour workdays per week. If the
Contractor's schedule dictates additional hours of oversight by the Resident
Observer, GAI-SE will be compensated for this effort at a burdened rate of $
67.44 per hour ($69.46 for 2003). Prior written approval by the Director of Public
Works is required for any additional effort by the Resident Observer:
GAI COnsultantsSoutheast, Inc. EzhlbitB City of Atlantic Beach
Fee Detail Core City Drainage Improvements Pro}ed
Position 2002
Hours Rate 2003
Hours Rate GAISE-Basic Costs
Hours Rate eAISE-OTN1.6%of Basic
Hours Costs Subconsultants
Hours Costs Subconsultants
Hours Costs Maximum Project
Cost
Project Mana er 40 $ 42.25 0 $ 43.52 40 $ 1 690.00 0 $ $ 1 690.00
Senior En sneer 150 $ 33.75 ~ 0 $34.76 150 $ 5062.50 0 $ $ 5062.50
CADD Desi ner 41 $ 20.00 0 - $ 20.60 41 $ 820.00 0 $ $ 820.00
Secretar 190 $ 14.00 83 $14.42 273 $ 3 856.86 0 $ $ 3,856.86
Sr. Ins ctor 1361 $ 20.75 1650 $21.37 3011 $ 63501.25 753 $ 7,937.66 $ 71438.91
0 $ - 0 $ - 0 $ 0 $ - $ -
TOTAL MHr/COST 1782 1733 3515 $ 74930.61 753 $ 7,937.66 0 $9.00 0 $ $ 82,868.27
Overhead%/COST 150.00% $ 112,395.92 E 11,906.49 0.00% $ $ $ 124,302.41
Subtotal Salar Cost $ 187 326.53 19,844.15 $ $ $ 207,170.68
FCCM 0.000°k $ $ 0.009% $ 0.000°k $ $
Prem. OT 50%of OT 50% $ 3,968.83 0°k $ $ 3,968.83
Tot. Sal. Rel. Cost $ 187,326.53 $ 23,812.98 $ $ E 211,139.51
Fixed Fee 10.000°k $ 18,732.65 $ 1,984.42 0.0% $ $ $ 20,717.07
Ex ense Mobilization $ $ $
Expense(Lump Sum) $ 10,419.87 $ - E 10,419.87
Total Ex enses $ 10,419.87 E E 10,419.87
Surve GAISE E
TOTAL COST $ 216,479.05 $ 25 797.40. $ $ E 242,276.45
Average Monthly Fee -Months 1- 8 $ 15,532.30
Avers a Monfh/ Fee -Months 9-18 $ 11,801.81
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