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AGENDA ITEM NO.: g iH
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CITY OF ATLANTIC BEACH
CITY COMMISSION MEETING
STAFF REPORT
',
DATE: $" ~ 2 r 99
AGENDA ITEM: REVISION TO INTERAGENCY AGREEMENT BETWEEN JTA AND THE
CITY OF ATLANTIC BEACH FOR CONSTRUCTION OF SEWER MAINS
ON THE WONDERWOOD CONNECTER SEGMENT 2A
SUBMITTED BY: David E. Thompson, City Manager
DATE: March 17, 1999
BACKGROUND:
On February 22, 1999 the City Commission approved an Interagency Agreement
between the Jacksonville Transportation Authority (JTA) and the City of Atlantic Beach for
Construction of Sewer Mains on the Wonderwood Connector Segment 2A.
Article 2 of the Agreement addressed the cost which was an amount of $538,200 based
on the original opinion of probable costs by our Design Engineer, The R-A-M Professional
Group, Inc. of $534,549.93 (say $535,000.00) plus the original cost of $3188 (say $3200) by
the Bridge Designer, Ralph Whitehead Associates, Inc. to accommodate R-A-M's design. With
'the 5% contract administration fee of $26,910.00 to JTA, the total construction related cost was
$565,110.00.
On March 15, 1999 we received a copy of an incorrect "final cost breakdown" sent to the
JTA's General Consultant, RS&H, for $736,667.20. Upon inquiry by Bob Kosoy, Director of
Public Works, on March 15, 1999, R-A-M advised their final estimate was in error due to
improper metric conversions, and a $40,000 error in the original estimate. They submitted a
revised estimate of $644,765.60 on March 15, 1999. This new estimate does not take credit for
any savings by bidding with the JTA, and JTA feels that until bids are opened, we should not
assume any savings, but base the agreement on estimate figures only. In addition to this cost
is the final cost from the bridge design firm of $5324., or a total construction cost of
$650,089.60. With the revised 5% contract administration fee of $32,504.48 to JTA, the total
construction related cost is estimated at $682,594.08.
The numbers in the contract do not reflect any cost savings by bidding the project with
JTA and cannot be verified until bids are received. The bid opening will be held on March 24,
1999 and the figures will be adjusted at that time.
The total amount budgeted for the Wonderwood Project in FY 98-99 is $600,000 and
this agreement would require a budget adjustment of $110,500 to include R-A-M's consultant
fees of $27,900.
RECOMMENDATION:
We recommend the City Commission approval for the City Manager to sign the
Interagency Agreement between JTA and the City of Atlantic Beach and authorize a budget
adjustment not to exceed $110,500. As discussed with Nelson Van Liere, Finance Director,
these funds are available from reserves in the Sewer Utility Fund Balance.
~'"'1 ATTACHMENTS:
Four (4) opinions of probable cost by The R-A-M Professional Group, Inc.
Letter dated 3/16/99 from Director of Public Works to The R-A-M Prof. Group, Inc.
Revised Agreement (only Article 2, page 2 is revised)
REVIEWED BY CITY MANAGER:
133-15-1999 02~10PM FROM R-A-M PROFESSIOtJAL GROUP TO
~=
OPINION OF PROBABL>=COSTS
CITY OF ATLANTIC BEACH
^DEPARTNENT OF PUBt.IC WORKS
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24'75843 P.02
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PATE PREPARED:
MARCH 11.1999
Ir571MATED BY: FEt3
THE R-A-M PROFESSIONAL GROUP. INC.
R-A-M Prof . No. 198-023-01
. STATUS OF DESIGN: ~ FINAtaooc
DFSGR1P710N
ti' yr!!I 1~ b413EB SJ NCf COST 79I8L .
•
E}ID M NO jg EA 5.00 S2.299.Q0 511.495.00
2425-2-41 Manholes (F8,1) (~3m) F~4 7.00 4728.00 55,096.00
2425-5-1 Manholes (Adj~csq EA 1.00 5730,00 5130.00
2425.6- Valve Boxes (Adjust)
e Removal (x80mm OR LESS)
t Pi
020 M1 3593.00 $20.00 571,880,00
7
p
-
3
3050-73000 Sample Tap Assembly (13mm) EA
EA 17.00
00
3 5210.00
53.143.00 0.00
53,5
59.429.00
3050-130109 Tapp'mg Sleeve & Valve (F&1) (200mm} EA .
10.00 58x3.00 58,430.00
3080-113-t 1 Valve VavR for Air Release Valve
3070.111.108 Gate Vake Assam (F8,1} {1034kpa) (750mm) EA 1.00 51,027.00 51,027,00
3070.174-109 Plug VeNe Assem (F&~ (t034ptca) (750mm) EA
EA 200
00
8 51,318.00
464.00
51 52,832.00
511
712.00
3070-114.109 Plug Valve Assem {F31) (7034pks) (200mm) . , ,
802
00
3070-714-110 Plug Valve Assam (Fbq (7034kpa} {250mm) EA
EA 2.00
00
8 51,801.00
00
200
52 .
53.
513
200.00
3070-714111 Plug Valve Assam (F&1) (1034kpa) (300mm) F
A .
00
10 .
,
5920
00 ,
200.00
59
370-118-105 Air Release Assem (F8q (1034 pka) (51117m) .
EA .
1
00 .
00
5353 ,
00
5353
3070-121-105 Gate Valve Asssm (F8q (t034kpa) {SOmm) . . .
'3080-100-07 Valve Box (Fl3,n (t00mm) EA
EA 1.00
3.00 5100.00
5700.00 5100.00
5300.00
3080.100-08 Valve eoz (Fbl) (15txnm) EA 00
B 5100.00 5800.00
3080.100-09 Valve Box (F$.l) (200mm) t:A .
2.00 5100.00 5200.00
3080-100-10 Valve Box (F&I) (25prrxn) EA 00
8 5100.00 St300.00
3080-100-11 Valve Box (FEI) (300rr+n+)
3090-138-07 Pipe (PVC) (F8q (Push-on) (G900 DR 25) (100mm) (Watermain) M1 .
155.00 5x5.00 58,975A0
3090-136-08 Pipe (PVC) (F8~1) (Push-0rl) (C•900 DR 25) (150mm) (Watennain) Mt 98.00 548.00 54,704.00
s (PVC) (F61) (Push-on) (G900 DR 18) (150mm} (Forcemoin)
Pi ~ Mt 199.00 572.00 57x,328.00
p
3090.136-09 Pips (PVC) (F&1) (Push-on) (C-900 DR 25) (200mm) (Watermain) M1 189.00 568.00 Stt,d9z.00
Pipe {PVC) (Fdl) (Push-on) (C-900 OR 18) (200mm) (Foroemain) M1 1407.00 588.00 595,876.00
3090-136-10 Pipo (PVC) (F31) (Push-on) (G900 DR 18) (250mm) (Foroemain) M1 199.50 590.00 517,955.00
309G138-11 Pipe (PVC) (F~1) (Push-on) (C-900 DR 18) (30omm) (Foroemain) Mt 1329.00 5113.00 5150,777.00
3090-138-09 Pipe (PVC) (f&I) (Push-on) (SDR 35) (200mm) (Senitsry) M1 256.00 5140.00 $35.840.00
3511-110 Sewer Fittings (FBI) (DJ) (150mm Bond) 90 MT 3.90
4 57,201.89
t25
93
S7 328,087.37
577
102
23
3611-140 Water Fittings C<"&I) (t00mm Bond) x5 MT 0
2 ,
. ,
.
3612-107 Mechanical Joint Restrak+ts (Fbl) (100mm) EA 1.00 555.00 555.00
3812-108 Mechanical Joint Reatreinta (F8t) (15pmm) 1:A 36.00 $75.00 52,700.00
3812-109 Mechanical Joi.~t Restraints (200mm) FJ4 108.00 5125.00 513,250.00
3612.110 Mechan'x~l Joint Restraints (Fbt) (250mm) EA 717.00 5180.00 521,080.00
3612-17 7 Mechanical Joint Reattaint8 (F8,1) (300mm) EA 41.00 5220.00 59,020.00
3618.530-0t Service (AdJust, Mod'Ay pr Relocate) (PVC) (19mm) EA 18.00 5230.00 54,140.00
3080.10x-09 Misoetlaneous Fixturos (F&1) (20pmm 6rpanalon Coupling EA 200 52,683.00 55,366.00
3080-104-11 Miscellaneous Fixtures (F&q (300mm Expansion Coupling) EA 1.00 54,216.00 5x,216.00
3100.120-209 Pipe (DI) (FBI) (Flanged Bolted) (CL 51) (200mm) (Faroemain Mt 85.00 5130.00 ;11,050.00
3100.120-21 t Pipe (01) (Fdt) (Flanged Bolted) (CL 51) (300mm) (FOroemain M1 43.00 5145.00 $6,235.00
3100-150-109 Pipe (DI) (F3I) (MJ) (CL 50) (20pmm) (Forcemain) M1 752.00 5115.00 517,460.00
3100-150-tit Pipo (DI) {F8,1) (MJ) {CL 60) (300mm) (Foroemain) Mt 53.00 5143.00 57,579.00
3070.117-107 Gate Vsbe Aasem (F81) (1034kpa) (100mm) M1 1.00 5332.00 5332.00
3645-500• Metor $ox b Metor (Adjust, Modify Or Reloats) EA 18.00 5345.00 71000
TOTAL 5644,785.80
This opinion is based on the re{ocaGon Of the1050 storm sewer piping at station 401+70(Ottset right - 8m)
to prevent the conttlct wRh the Atlantic Beach 200 sanitary sewer
IL P . 02
• ,~ ~, • ~-iz-~~ ~ 4•~rm i JAX iic~uv~l~r Aurn-+ ~U4~475t34~,1~ 3/ 3
~ DATE PREPAf2ED:
OPINION pF PRpeABt,-S COST$ MARCH 11,1999
CITY OF ATLANTIC BEACH ~ ,
DEPARTNtENT OF PUBLIC WORK8 ESTII~AT[D BV: FEG
i GROUP. INC.
/1, , o. 198-023-01
i OF bESIGN: xxx FINAIxxx
~141T>rMrJ.Q ITEM DESCR1PTtON !!~ Ly.U~4E~ UNIT COST ~~,
2425-2-41 Manholes (Fbl) (<3rn) ~' EA 5.00 52,298.00 $11.495.00
2425-5-1 Mant(oks (Adjust) EA 7.00 3728.00 35.098.00
2425-6- Valve Boxes (Adjust)' EA 1.00 3130.00 3130.00
3020.1 Pipe Removal (460mm OR LESS) M1 , 3593.00 $20.00 571,860.00
3050.130.200 Samplo Tap aasomDly (13mm) ~ EA 17.00 5210.00 53,570.00
3050-130.409 Tapping Sleeve b Valve (Fbl) (200mm) EA 3.00 $3,143.00 59.429.00
3060.113.11 Valve Vault for Air Release Valve Fl- ~ 10.00 53.000.00 530,000.00
3070-111-108 Gate Valve Aasem (Flyl) (1034kpa) (150nxn) ~ EA 3.00 51.027.00 53.081.00
3070-11x.109 Pluq 1/alve Assam (F61) (1034pka) (200mm) . EA 8.00 51,x64.00 511,712.00
3070.114.110 Pluq Valve Assam (Fbl) (1034kpa) (250rtun) EA 2.00 31,801.00 53,602.00
3070.114-111 Plug Valve Assam (Fbl) {t034kpa) (30pmm} . EA 8.00 52,200.00, 513,200.00
370.118-105 Air Release Assam (Fd,l) (1034 pka) (51mm) ~ EA 10.00 5920.00 59,200.00
3070.121-105 Gato Valvo Assom {F&I) (1034kpa) (50mm) FJ1 1.00 5353.00 5353.00
'3080-100-07 Valve Box (F8,1) (100mm) >=A 1.00 3227.00 5227.00
3080-100-08 Valve Box (FE.IJ (150mm) EA 2.00 5238.00 5476.00
3080-100-09 Valve Bax (Fbt) (ZOOmm) I EA 8.00 5275.00 52,200.00
3080.100.10 Valve Box (F81) (250mm) F.A 2.00 3307.00 581x.00
3080.100.11 Valve Box (Fd,t} {300mm) EA 4.00 3345.00 51,380.00
3090-138-07 Plpe (PVC) (Fbp (PUah-0n) (C•900 DR 2i] (100mm) {Watermain) M1 155.00 545.00 56,975.00
3090-136-08 Pipe (PVC) (Fbij (Push-on) (C-900 OR 25] (150mm} {Watermain) M7 98.00 548.00 $4,704.00
Pipe (PVC) (Fbl) (Pueh~n) (C-000 DR 18] (150mm) {Fortomatn] Mt 189.00 572.00 514,328.C0
3090-t36-09 Pipe (PVC) (F81) (Push-on) (C-900 OR 25) (200rtun) (Walermatn) M1 189.00 568.00 511,492.00
Pipe (PVC) (Fbl) (Push-on) (C-900 OR 18) (200) (Forcemain) M7 1407.00 568.00 595.676.00
3090.138-10 Plpe (PVC} (F$I) (Push-an) (C-900 DR 18) (260mm) (FOrcemaln) M1 199.50 590.00 517,955.00
3090-138-11 Plpe (PVC) (Fbl) {Push-on) (C-900 DR 18) (300mm) (Foroemaln] Mt 1328.00 5113.00 5150.177,00
3090.138-09 Plpe (PVC) (Fbl) (PUbtt-0rt) (SOR 35) (200rrm) (Sanitary] Mt 258.00 5140.00 535,840.00
3511-110 Sewer FitSngs (F81) (OJ) (150mm Bend) 90 MT 3.90 311,040.00 543,056.00
3811-140 Water FltUngs (Fbl) (100mm Send) 45 MT 2.40 510,923.00 526,215.20
3612.107 Mechanical Join Restraints (Fbl) (100mm} ~ frA 1.00 ;100.00 5700.00
l
l 3612-108 Mechanical Jain Restraints (Fb{) (150mm) EA 38.Q0 S150.00 S5,d00.00
3612-109 Me~anical Joint Restraints (200mm) EA 908.00 5235.00 $24,910.00
3612-110 Mechanics! Joint Reatralnta (F&I) (25tkrun) EA 117.00 5308.00 538,038.00
3612-111 Mechanical Joint Restraints (Fbl) (300mm) tJ1 41.00 5430.00 517,830.00
3676.530-01 Service (Adjust„ Modify Or Relocate) (PVC) (19mm) lei 18.00 E230.00 54,140.00
3080-10x-09 Miscellaneous Flxturas (Fbq (200mm Enpatvion coupling FA 2,OQ 32,883.00 55.366.00
3080.104-11 Miscellaneous Fixtures {F&I) (300mm F~parriion Coupling) F~ 1,00 54,218.00 $4,216.00
3100-120.209 Pipe (DJ) (FSI) (Flanged Bolted) (CL 5t) (200mm) (Fonxmain M1 85,00 5190.00 St 1,050.00
3100-120-217 Pipe (DJ) (F81] (Flanged Ballad) (CL 51) (300mm) (Fo-Cgmain M1 43.00 5145.00 56,235.00
3100-150109 Plpe (0J) (Fbl) (MJ) (CL 50) (20pmm) (Fonxstl8in) M7 152.00 St 15.00 517,480.00
3100.150-111 Plpa (DJ) (Fbl) (MJ] (CL 50} (300mm] (FOrcemain) MS 53.00 5143.00 37,579.00
3100-150-109 Pipe (DJ) (Fbl) (Pustron] {CL SO) {ZOOmm) (Watermain) M1 44.00 5135.00 55,940.00
3070.1 t 1-107 Gate Valve Assarp (Fbl) {1034f~a) (100mm), M7 7.00 5332.00 333200
3845.500- Meter Box b Meter (AdJuet, Modify or Relocate) FJ~ 18.00 5345.00 58210.00
TOTAL 3730,887.20
~~~gII~~ ~
MAR 1 21999
1aCKSONVILLE
TRANSPORTAtION AL!'HORITY
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' ALAN JENSEN ATTY 9?5 P02 MAR 1?'99 09:24
INTERAGENCY AGREEMENT BE + + THE
JACKSONVILLE TRANSPORTATION AUTHORITY
AND T~ CxTX OF ATLANTIC BEACH
FOR CONSTRUCTION Ok' SEWER MAYNS
TfTE WONDER.WQOlJSQl~~'TOR S ~MENT 2A
THI5 AGREEMENT made and entered into this day of ,
1999, by and between the JACKSONVII,LE 7RANSFORTATION AUTHORITY ("JTA"),
and the CITY OF ATLANTIC BEACH ("City").
• WITNESSETH:
WHEREAS, the JTA is con,structixig the improvements to the Wonderwood Connector
between State Road AIA to Mayport Road ("Project") as shown on the construction plans
prepared for the JTA; and
WHEREAS, the City has formally requested the JTA that a 12" diameter and an 8"
diameter force main with all necessary attachmeztts and branch connections be installed within
the limits of the Project and as depicted on the plans; and
WHEREAS, the City l7as prepared the necessary design plans, specifications and
estimates for the utility lines construction, and those plans have been incorporated in the Project
construction plan documents of the JTA; and
R`FiEREAS, the City has the authorization needed from its City Commission to proceed
with such wozk, but that such work can be done more efficiently for the city by the JTA's
contractor for the Project rather than by separate contract through the City; and
W~REAS, the 7TA is willing to assist the City and by this action significantly reduce
its cost of installation; and
WHEREAS, the parties hereto have reached an agreement on the performance of such
work, and the payment therefore and wish to set forth such understanding in writing.
NOW THEREFORE, in consideration of the mutual covenants contained herein, the
parties agree as follows:
1. The JTA shall include in its Request for Bids for the construction of the Project
a requirement that the selected contractor procure and install a 12" and 8" diameter pipes for
force mains along the Wonderwood Corridor in accordance with a design by R.A.M, as
previously approved by the City ("Work").
." ALAN JENSEN ATTY 975 P03 MAR 17'99 O9: ZS
2. The JTA's Request for Bids shall xequixe fuxther that the contractor perform •the
Work in accordance with the applicable City of J'acksonville's specifications and any standard
code adopted by the City for such utility main construction.
3. The Ciry shall reimburse the 7TA for all costs associated with the construction of
said 12° and 8" force main lines in an amount not to exceed $650,089.60. The City shall also
reimburse the JTA for contract administration costs at five percent (5 %) of estimated
constructions cost for an amount not to exceed $32,504.48. The prices include the engineering
design fees ($5,324.00) associated with the structural plans revision as a result of hanging the
utility lines under the Puckett Creek bridge deck. Notwithstanding these estimated costs, the
City shall pay to the 7TA the actual costs incurred if the estimates are exceeded.
4. The City shall submit all invoices for the Work to the Administration, bepartment
of Finance, City of Jacksonville, within ten (10) days of submission to the City by the JTA. The
Administration, laepaxtment of Finance, City of Atlantic Beach, shall issue payment to the JTA
within forty-f ve (45) days of the origuaal submission. These payments shall be based on the
contract unit prices as bid by the contractor and shown in the Project's pay item list. Periodic
progress payments shall be based on the percentage of the Work accomplished as submitted by
the contractor and duly approved by the engineer representing the 7TA on the Project: The City
shall abide by the 7TA engineer's determination of compliance for such payments. The JTA
may discontinue installation of the line upon the City's failure to pay. If such occurs, the City
shall perform such remaining Work at its cost at a time determined by the 7TA.
5. The City shall be the party responsible for inspecting the Work construction,
including, but not limited to, supervision of hydrostatic and leakage testing.
Tt is hereby understood and agreed by and between the parties that the City shall be the final
authority to accept and approve the force mains construction prior to its operation.
6. The City shall be responsible fox the pxocuxeznent of all permits necessary for the
Vt'oxk.
7. The City shall defend and indemnify the JTA from all claims brought by the
contractor associated with the Work, including, but not limited, all claims arising from disputes
as a result of the City's inspection of the Work as set forth in paragraph 5 above, from
determining contxactor's perfoxmance on tine Work, from any changes made by the City, and,
~' 2
~.
.~ ALAN JENSEN ATTY 976 P01 MAR 17'99 09: z8
~' further, including further payments of all such contractor claims as determined by the JTA and
the City to be appropriate. Reasonable and necessary costs incurred by the JTA in the defense
of such claims which axe deemed to be appropriate shall be reimbursed by the City.
IN VY.ETIVk~SS ~'VIiEREO~', the parties hereto have set theix hands and seals on the date
first above written.
Witnesses:
Witness print name:
JACKSONVILLE TRANSPORTATION AUTHORITX
By:
Its
Witness print name:
ATTEST:
MAUREEN KING
City Clerk
~~
Appxoved as to form and correctness:
ALAN C. JBNSEN, ESQUIRE
City Attorney
CITY OF ATLANTIC BEACH
By:
Its
JTA LEGAL COUNSEL
3
CITY OF
r~~i?czKti.'c z~eacl - ~~vuda
- 1200 SANDPIPER LANE
A ,_._ _._.__.. ,__ __, _..._.__.__.___.__. ATLA'~TIC BEACII, FLORIDA 32233-1381
-~'- TELEPHOIQE (904) 247-5834
~~,_ ~~ FAX (904) 247-5843
March 16, 1999
Mr. Wayne Reed
President
The R-A-M Professional Group, Inc.
4655 Salisbury Road, Suite 210
Jacksonville, FL 32256
RE: Change in Cost Estimate - Wonderwood Connector
Dear Mr. Reed:
On February 1, 1999 your firm prepared an Opinion of Probable Cost for the referenced
~ project of $593,944.37, which included a 5% contingency of $24,341.98 and a
projected savings by incorporation into the Jacksonville.Transportation Authority (JTA)
project reduced the estimate by 10% to $534,549.33. Based on your firm's Opinion of
Probable Cost, minor costs for revisions of the bridge plans to accommodate your
design, and administration fees by JTA, we entered into an Interagency Agreement with
JTA, approved by the City Commission on February 22, 1999, for $565,110.00.
Including your engineering fee of $27,500 for this project, our budget of $600,000 for
the project was still intact, as represented to the City Manager and City Commission.
On February 25, 1999 your firm submitted a revised Opinion of Probable Cost of
$583,732.03, which included a 5% contingency, but did not take credit for any projected
savings in bidding with the JTA. This estimate was lower than the February 1, 1999
preliminary estimate.since a projected savings of $50,000, less than the previously
assumed 10%, estimated the cost at $533,732.03 and, therefore, the agreement with
the JTA needed no modification.
During the week of March 8, 1999, at the direction of the JTA, your firm was required to
resubmit the estimate in metric format in order to be consistent with the metric plans.
On Wednesday, March 10, 1999 Frank Gray informed me that there was still an
interference at the storm drain in the vicinity of Station 401+70, and that this would
require extending the new sanitary line across Mayport Road to tie in to the existing
~, sewer on the east side of Mayport Road. I informed him that this was not an option
' because of the tremendous cost, which I quickly estimated to be at least $100,000.
Wayne Reed
March 16, 1999
Page Two
On March 15, 1999, I received a copy of a revised "final cost breakdown" which you
had faxed to the JTA's general consultant, RS&H. The estimate was for $736,667.20.
This estimate was more than a 26% increase over your February 25, 1999 estimate,
and was forwarded to the JTA's general consultant without any discussion with me
about the increase. I contacted you on March 15, 1999 and you apologized for this
failure to inform me of this increase, and you stated you were still revising the estimate.
At 10:00 a.m. you informed me that the estimate was approximately $607,000 and the
mistakes were due to "metric conversions", and that I would receive a faxed copy of the
estimate immediately. At 2:10 p.m. I received a faxed copy of the revised Opinion of
Probable Cost of $644,765.60. Your explanation of the $37,000 increase from your
explanation in the morning was that "the original estimate was $40,000 too low."
In summary, we will be required to revise our Joint Participation Agreement with the
JTA for over $60,000. You were advised to obtain estimates prepared by RS&H and
BH&R, both consultants for the JTA, and compare your cost figures to theirs. Be
prepared to explain the reasons for the change in the Engineer's Opinion of Probable
~~ Cost to the City Commission on Monday, March 22, 1999.
Sincerely,
~- ~~
Robert S. Kosoy, P.E.
Director of Public Works
cc: David Thompson, City Manager
RSK/lmh
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