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Exh 8C.. ~ . 1 r Agenda Item: ,~ ej -- - - Date: g ~ Z ~' 99 CITY OF ATLANTIC BEACH CITY COMMISSIONER MEETING STAFF REPORT ITEM: Attached is a recommendation from the Pension Board to change the retirement eligibility for general employees from age 60 with 25 years of service to age 55 with 5 years of service or any age with 25 years of service. DISCUSSION AND/OR BACKGROUND: This change could directly impact the city primarily in two ways: 1) personnel and 2) financial. 1) Personnel: Qualifications and Experience. The personnel impact is considered neutral in that it is impossible to determine exactly how this change would actually affect the city. For example, if an employee were to take advantage of this change and retire five years earlier than currently allowed, we could have a highly qualified employee leaving and being replaced by an inexperienced new employee. However, we could also have a long term employee leaving and being repli ced by a new highly qualified employee with motivation and creative new ideas. - Salary. A higher paid employee could be replaced with a lower paid employee, thus saving the city funds. However, an employee could retire and the city may not be able to hire a replacement. 2) Financial. A report by the Pension Boazd actuary indicated that this change would result in the need for an overall annual contribution rate increase of 3.41% of employee salary. The employees were asked that if this change were approved, would they be willing to fund the additional cost. Of those eligible to vote, 71% (48 of 68) voted that they would be willing to pay the increase. Of those that voted, 81 % (48 of 59) voted that they would be willing to pay the increase (See Attachment 7). The financial impact to the city for this specific action is dependent upon the decision made by the Commission as to how this change would be funded. The employees have requested that the Commission share this increase with the employees paying an additional 2% and the city paying the additional 1.4%. The Commission should also consider the potential financial impact that this change could have on the cost of employee benefits. Florida statute, FS §112.0801 (see attached}, requires that the city provide retirees with the option to participate within any group insurance plan offered by the city to employees. FS §112.0801 further states that retirees will be provided such insurance at a premium cost of no more than the premium cost applicable to active employees and that the employer shall commingle the claims experience of the retiree group with the claims experience of the active employees to determine such premium. As retiree benefit experience will impact on the overall group experience and thus affect the per participant premium paid by the city for insurance, the larger the retiree group, the greater the potential for increased insurance premiums. OPTIONS: Other options are available for Commission consideration -several of which are: Opt 1. Pension Offset. Change retirement criteria to have an early retirement option at age 55 with 5 years of service with the pension being reduced for any employee that would elect an early retirement. This option (pension offset) would not result in any changes to the current employee or city pension contribution rates. Opt 2. Change retirement criteria to age SS with 10 years of service. Although this change may also result in an increase in contribution rates, the increase should be less and this would be in line with changes to the Police retirement eligibility which will be changed to age 55 with 10 years of service effective October 1, 1999 as mandated by FS § 185.01 (attached). The current retirement eligibility for Police is: Age 50 with 20 or more years of service or Any age with 25 or more years of service or Age 60 with 5 or more years of service. Effective October 1, 1999, FS § 185.01 requires that the retirement eligibility, for Police, meet at least the following criteria: Age 55 with 10 or more years of service or Age 52 with 25 or more years of service or Early retirement at age 50 with 10 years of service with up to 3% per year benefit offset. Opt 3. Retain current retirement eligibility of age 60 with 5 years of service; however, add a retirement provision to allow retirement at any age with 25 years of service. Opt 4. Change the city's current Defined Benefit Retirement Plan retirement plan to a Defined Contribution Plan. Defined Benefit Plan. The city currently has a Defined Benefit Plan where the benefits that an employee receives are defined; however, the contribution rate changes based upon variables such as: investment performance, number of retirees, disability retirees, _ _ eta Defined Contribution Plan. A plan which has the employer contribution fixed and the employee contribution fixed or variable. The benefit is based upon the contributions made and investment performance. An example would be a 401 PIan. RELATED ISSUES: There aze two related issues that need to be reviewed by the Commission: 1. The eligibility criteria fora "retiree" to retain insurance, and 2. The type of insurance that will be provided to retirees. ELIGIBILITY CRITERIA The current City eligibility criteria (see attached Resolution No. 82-21) for an employee to retain their city health insurance is: 1. They must be fully vested within the City's retirement system, i.e. have five years of service, ~ and 2. a. At least 50 years of age, or b. Have a minimum of 20 years of service and 3. The insurance enrollment must continue uninterrupted from the date of retirement. This eligibility criteria is more generous than that required by Florida Statutes in that the City currently allows any employee with at least 5 years or service.and age SO to retain their insurance as long as their remain vested within the city's pension plan. . If the City criteria were changed to agree with Florida Statutes a eneral em to ee would not g P Y be able to retain their insurance unless they actually retired from the city, that is, age 60 with at least 5 years of service. Police Officer retirees would not be able to retain their insurance, effective October 1, 1999, unless they met at least the following criteria: Age 55 with 10 or more years of service or Age 52 with 25 or more years of service or Early retirement at age 50 with 10 years of service with up to 3% per year benefit offset. TYPE OF INSURANCE PROVIDED: The Commission should also review the "type" of health insurance provided to retirees. Currently the city provides all retirees, regardless of age, the same insurance as provided to active employees. Therefore, regardless of the retiree's age, the city's health insurance is the primary insurance for payment of retiree health bills. This could be changed to allow Medicare eligible retirees to be covered by a Medicare supplement policy. Thus, Medicare would become primary for payment of medical bills with the city's Medicare supplement policy being secondary for payment. FS § 112.0801 also allows retirees covered under Medicare to be experience-rated separately from retirees not covered by Medicare. The city maybe able to offer retirees a Medicare supplement when, combined with Medicare, would provide the same coverages as currently provided, to include prescriptions. Such would be through a Medicare supplement . . which could reduce the city's overall experience and could also reduce the cost of insurance to - the retiree. A possible win -win situation. Although health insurance is being provided to both vested employees and retirees in accordance with the attached Resolution No. 82-21, life insurance has not been provided to our retirees. Based upon a review of FS §112.0801, and discussions with other cities,.it appears that the city is also required to provide life insurance to our "retirees" at a premium cost of no more than the premium cost applicable to active employees. This action has been referred to our life insurance legal department for guidance on the requirement and implementation procedures. FUNDING: The source of funding for this pension change depends upon final action by the commissioners with employees paying up to 100% of the increase as determined by the commissioners. Although retirees currently pay the total cost of their health insurance benefits, their use of a benefit (i.e., experience) affects (increases?) the city's cost to provide this benefit to active employees as the cost per individual is based upon overall utilization of benefits, i.e., "experience-rated". _Current city policy requires that any increases to individual health insurance premiums be paid for by the city with retirees paying 100% of the cost of their insurance prenuum. If it is determined that life insurance must be provided to retirees, retirees will also pay the total cost for their life insurance. However, this cost (premium) can be no more than the premium cost applicable to active employees. Thus the current per-employee premium wi1I be adjusted (increased) based upon the overall demographics (especially age) of the total group covered and the current cost of life insurance per $1000 of coverage will be increased. STAFF RECOMMENDATIONS: 1. That the Commission not approve changing the current general employee retirement eligibility from age 60 with 5 years of service to age 55 with 5 years of service. 2. That the Commission add to the current general employee retirement eligibility "any age with 25 years of service". 3. That the Commission change the current retiree benefit eligibility to be as specified within FS § 112;0801. That is, an employee would not be able to retain their city insurance unless they actually retired from the city. Vested employees that leave the city would not be able to retain their insurance as they have not retired. Current retirees and vested employees with insurance would be able to retain their insurance only if they retain their retiree status or their vested employee status. The Commission needs to address the eligibility criteria for a dependent of a retiree to retain insurance. In most cases, dependents may retain their insurance if they were enrolled at the time of the retirees death and they pay 100% of the insurance premium. However, the Code does not address this issue. 4. That the Commission authorize staffto review offering a Medicare supplement to retirees, - and their eligible dependents, once they obtain Medicare eligi 'lity. SUBMITTED BY CITY MANAGER: -~ Attachments: 1. Pension Board Recommendation w/1 Atch . 2. FS § 112.0801 3. FS 185.16 ~ . 4. City Resolution No. 82-21 5. Pension Comparison 6. History of Pension Contribution Rates 7. Employee Survey Results ,11'.1LL'111JL®~~.t-A1 ~! JU' U 1F'.~ TO: Honorable'Mayor and City ommissioners FROM: John C. etcher, .,Board Ch ' r n City of Atlanta each Pension Board DATE: August 3, 1999 RE: Request for Change in Retirement Benefits General Employees Benefit Group The general employees of the City of Atlantic Beach requested the Pension Board to consider a change to their retirement system benefits allowing for normal retirement at age 55 with a minimum of five years of service or any age with 2~ years of service, compared to the current benefit at the normal retirement age of 60 with a minimum of five years of service. Adoption of this change would not only benefit the employees, but would allow the Cih• a means of providing more opportunity for advancement for current employees by possibly opening higher level positions or xeducing current employee payroll costs by replacing retired employees with employees at a lower rate of pay. The total cost of the increased benefit is 3.41% of the general employees' pa}7o11 or approximately $76,390 annually, based on a recent Gabriel, Roeder, Smith & Company actuarial impact study (see attached). The retirement system was anon-contributory plan for the general employee group until 1988. For the six- yearperiod of 1988-1993 a 1.00 % contribution vas deducted and paid into the plan by the employees. A 2.00 % contribution rate has been in effect for the past six years, 1994-1999. A majority of the 68 general employees eligible to vote, 48 of 59, recently voted in favor of the proposed change in retirement age, tivith a show of support for increasing the employee's contribution to obtain this benefit. The proposed change would require a significant increase in employee contribution from 2.00%to 5.41%. • The general employees benefit group is requesting that the Commission consider funding I.41% or $3 1,587 of the additiona13.4I%required bythe actuary for fiscal year 199912000. The proposed City contribution tivould be in conjunction with a proposed employee contribution rate of 4.00% of payroll, which would double their current contribution rate. PENSION BOARD RECOMMENDATIONS: 1. The City Commission approve amending the general employee benefit group retirement system to allow for normal retirement at age 55 with a minimum of five years of service or any age with 2~ years of service, «zth the contributions necessary to fund this change to be paid by the employees. 2. The City Commission consider a request by the general employees to have the City share the funding required for this change by the City funding 1.41%• (approximately $31,587 annually) of the additional . 3.41 % requirement with the general employees funding the additional 2%required (approximately $44,803 annually) by having their'contribution rate increased from 2.00%to 4.00% (a doubling of their ~ -- current contribution rate). ~ ~- .... .. - - Attachment Pxoposal 3 -- Change the normal retirement eligibility condition for General members from age 60 with 5 or more years of service "to age 55 with 5 or more years of service or any age with 25 or more years of service. Change the deferred retirement commencement age from age 60 to age 55. This reflects the change in normal retirement eligibility. ~~ Adoption of this proposal would require additional member contribution of: Percent of Payroll 1FY 99100 Dollars GeneralX General Normal Cost 2.12% $47,492 UA.A.L 1.29 28,898 Total 3.41% $76,390 * These results are not additive to those presented in Proposal 2. COMMENT: The additional contribution rate needed to support this proposal is sensitive to the utilization of retirement rates f~ r the proposed retirement conditions. The cost shown above would increase (decrease) if utilization (retirement) rates were higher (lower) than assumed. Please refer to the next page for these rates. ~a~ • ~ 112.0801 • Group insurance; participation by retired employees: Any state agency, county, municipality, • special district, community college, or district school board which provides Life, health, accident, hospitafiza- • •tion, or annuity insurance, or all of, any kinds of such• insurance, for its officers and employees and their . dependents upon a group insurance plan or self- . insurance plan shall allow all former personnel who • have retired prior to October'!; 1987, as well as those who retire on or after such date, and their eligible - - dependents, the option of continuing to participate in . such group insurance plan or self-insurance plan. . Retirees and their eligible dependents shall be offered • the same health and hospitalization insurance cover- age as isoffered toactive employees at a premium cost of no more than the premium cost applicable to active employees. For the retired employees and their eligible dependents, the cost of any such continued participa- . .tion in any type of plan or any of the cost thereof may • be paid by the employer or by the retired employees. ~• ' . ; 7o determine~health and hospitalization plan costs, the ~ • employer shall comrl'~ingle the claims experience of the retiree group with the claims experience of the active employees; and, for other types of coverage, the employer may commingle the claims experience of the retiree group with the claims experience of active employees. Retirees covered under Medicare maybe • experience-rated separately from the retirees not cov- eyed by Medicare and from active employees, provided that the total premium does not exceed that of the active group and coverage is basically the same as for the active group. 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L t 1J R 4 Ca ~• + L C 0 u •"/ W W A d W Cyl q O a 1J i C f] rs u - W ] S r J .-1 O C ' • ..r C t o 4 U ..1 4 CJ W E L •~ ro ' R U n7 tJ W i7 U O d r~ O O E ra V O •o O ro d U u o t7 C o O -.i ~-+ L .-~ v M L d .-1 ••~• C 4 C! ..-1. ..y U C O .C W h ~ W M •Q b L• N .•-1 '., J-/ 7 d C .•.1 h W U M ro •.~ ~ U G U f a • rs [L c u 3 c ~ a ~ L C ' • W !J v D O ~ n o ••p c i c p t3 O O . o ..~ ., t h ro C1 L C/ O C.1 "/ L ~• d Q' d L U rl rs A E Q. ro ~ h 4a w A ~ 4 a p, • m p~ E C O h M •'1 O . i h y • o c a ~ y ~ ~ z v s , c „ N ~ „ o c o .c o y u . . i A o w L ~. .•i ~ U ro A U ~ C > rs n o C :., .D to h a O .. a E •O O L u C rs 7 ^ CI L U O ~ ro ^ h ro er M 4 •.1 > ro E C ro ..a V ~ >r d N L m O ~ O ] L .i .~ L 1-i 4 .C E o .-~ U •'. ,.C N .•+ O L . ~ a .+ u O A N U a U ~ U O b •--~ 4 7 C]. •' y io C t~ a •• a7 N C7 4 ro C R O 0 N L b C L ~ L W L C W W rs L y V R rs .~ W L O la y •O J• m O w 17 17 W W G C) M E ~ h U > rs ~ ->+ i Sf t~ •L O O t7 .C L ro U L •ro w U A pp h 0 0 O - + A E C . . -- x u Q ~ r-1 .r ~ T ~ b r m O~ D .-1 N r'1 •a• u'f ~D r m CJ1 O .a' ~• . _U .• ~ rl .-~ .-1 "'/ .••1 .•~ N N N N N N N: J N N rl t'1 RESOLUTION N0. 82-21 .. WHEREAS, the City Commission of the City of Atlantic Beach desires to award its long-term employees fringe benefits which may not otherwise be available, 'and ~ ~ ' WHEREAS, the City of 'Atlantic Beach participates in a group health program for City employees, NOW, THEREFORE, BE IT RESOLVED That the City of Atlantic Beach does ` hereby extend to those former City employees the opportunity to subscribe to the City's health insurance plan, the premiums of which shall•be paid by the former City employee, provided that: 1. The former City employee is fully vested in the City's ' retirement system; 2. The former City employee is at least 50 years of age or has served a minimum of 20 years of service; 3. The health insurance enrollment continue uninterrupted from the date of retirement. BE IT FURTHER RESOLVED That alI former City employees who are receiv- ing benefits from the City's retirement system be afforded the opportunity to enroll in the group;health plan ~Jithin 60 days. .. ~ . ' 1 i '.c ~ -°. •.~.°c ~ -.~. ~ ~ :c sue. ~•'.• x°c ~ .. ~ -~ -°. •:. .. .. ., :: :c -~ ~ ~: Passed by the City Commission on October 25, 1982 ATTEST: ~ 1 2r Adelaide•R. Tucker City Clerk CMC GENERAL EMPLOYEE RETIREMENT (~/ Atlantic Beach Vesting Five (5) years Pension Current: Effective Age 60 Service 5 • • . Employee Contribution Rate = 2.0% Proposed: . Age 55 Service 5 And 25 Employee Contribution Rate = Up to 5.41% Formula 2.85% x YOS x FAC (FAC =Highest 5 of last 10 years) Benefits Health and dental to certain vested and retirees if retained with no in coverages. Life insurance to be added. Jacksonville Beach- Vesting Five (5) years Pension Age 60 Service 5 Effective Anv 30 Employee Contribution Rate = 7.95% Formula 2.5% x YOS x FAC (FAC =Highest 5 of last 10 years) Benefits Health, life and dental to retirees if retained with no lapse in ~ coverages. Fernandina Beach Vesting Ten (10) years Effective 10/1/99 Pension Age 60 Service 10 Effective 55 25 Employee Contribution Rate =Currently 3.1% (6.5% eff. 10/1/99) Formula 2.5% x YOS x FAC (FAC =Highest 5 of last 10 years) Benefits Health, life and dental to retirees if retained with no lapse in coverages. Orange Park Vesting Five (5) years Pension Age 65 Service 5 Effective 55 10 Employee Contribution Rate = 0% Formula 2.0% x YOS x FAC (FAC =Highest 3 of last 10 years) Base pay only. Benefits Health and Life insurance offered to all retirees. GENERAL EMPLOYEE RETIREMENT 'Page 2 St. Augustine Vesting Ten (10} years Pension Age 65 Service 5 Effective 60 10 55 25 Employee Contribution Rate = 4% Formula 2% x YOS x FAC (FAC =Highest 5 of last 10 years) If retired before age 65, add .5% to formula until age 65. Benefits Health insurance to retirees if retained with no lapse in coverages. Neptune Beach * Vesting Seven (7) years - i ension Age N/A Service N/A 401A Effective Formula City contributes 7%; Employee contributes 6% Benefits No benefits offered beyond COBRA. *NOTE: This is a Defined Contribution Plan, whereas, all other plans are Defined Benefit Plans. l i l5) SurveyPension8-99.wpd ~~> CONTRIBUTIONS REQi1IRED AND CONTRIBUTIONS MADE The City's funding policy provides for periodic employer contributions at actuarially determined rates that, expressed as percentages of annual covered payroll, are designed to accumulate sufficient assets to pay benefits when due. The normal cost and actuarial accrued liability are determined using an entry age actuarial funding method. Unfunded actuarial accrued liability is being amortized as a level percent of payroll over periods of 10 to 29 years. During the year ended September 30, 199$ contributions totaling $576,956 -- $480,407 employer and $96,549 employee -- were made in accordance with contribution requirements determined by an actuarial valuation of the plan as of September 30,1996. Employer contributions represented 13.31% of covered payroll. ~~ COMPUTED EMPLOYER CONTRIBUTION COMPARATIVE' SCHEDULE Fiscal Contribution Rates Year Valuation As Percents of Dollar Contribution • Ending Date Valuation Payrolls .. Valuation .For Fisc al Year September 30 September 30 ~ General Police Fire . Payroll Computed Actual i 1987 1985 9.17% 9.15% 7.71% $1,138,958 $111,550 $119,895 1988 1986 9.24% 8.36% 7.84% 1,277,843 122,759 174,478 1989 1987 9.69% 10.32% 10.49% 1,454,243 158,314 167,285 1990 1988 9.20% 11.55% 9.36% 1,716,170 .184,687 186,050 1991 1989 9.27% 11.76% 7.16% 1,909,994 202,961 209,590 1992 1990 9.89% 12.77% 8.85% ~ 2,295,583 264,753 266,520 1993 1991 9.27% 11.15% 6.46% 2,491,992 255,488 268,271 1994 .' 1992 9.07% 10.34% 6.48% 2,755,004 ~ 271,518 274,892 1995 1993 9.57% 11.315% 10.665% ~ 2,964,866 326,284 327,581 1996 1994 10.85% 14.945% 16.975% ''3,067,702 420,591 421,465 1997 1995 11.12% 14.555% 15.255% 3,053,964 419,766 439,671 1998 1996 11.99% 18.895% 5.405% 3,106,770 441,972 480,407 1999 1997 11.94% 18.975% 6.435% 3,305,491 460,819 2000 1998 11.58% 17.673% N1A 3,007,312 439,433 - * flfter changes in benefit provisions and/or actuarial assumptions. - • ~ ~ - .. -- . D -1--. - ~--. _.- GABRIEL, ROEDER, SMITH & COM PANY - ~- ~['OTAL EMPLOYEES ELIGIBLE TO V®TE: VOTE:D:- F®R: 4~ OF THOSE THAT 'VOTED : ~ 1 OF EI,IGZlB]LE T®VOTE: ~ 71 •i AGAINST: 11 OF THOSE THA.T''VOTED: 19% OF EI.,IGIDL,E TO VOTE: 16 6~ 59 (87%) ~~ - ~ .. . GENERA,I~ EMPJLOYEE ~ ~ . PEI~TSI®N ~ ~~CAN~-E~ . ~~ ~ ~ ~ ~ ~ ~ ~ ~~ BALI:,®T S~E~ECT ®zoTE: ~~~~ ^ F O~ . PR.®~ ®S E]® ~~[.A-IeTGE S ^ A~AII~T~T P'~®P~SED ~~A.I'~TGES -----------------=----------------------------------------------------------------------------------------------- -=--------------------------------------------------------------------------------------------------------------- NORMAL RETIltEMENT: Current: Benefits at age 60 with 5 or more years of service. Proposed: Benefits at age 55 with 5 or more years of service or any age with 25 years of service. DEFERRED RETIREMENT: Current: Five (5) or more years of service with benefits beginning at age 60. Proposed: Five (5) or more years of service with benefits beginning at age 55. EMPLOYEE' CONTRIBUTION RATE: Current: 2% of gross pay. Proposed: Maximum of 6% of gross pay. Tn order for these changes to be implemented, the employee contribution rate to the pension plan will have to be increased. The exact amount of the increase is unknown; however, it is estimated that the increase may change the employee contribution rate from the current 2% of gross pay to . a maximum of 6% of gross pay. If approved, it would be recommended that these changes not take place until on/after October '1, 1999.. AGENDA ITEM NO• ~ L DATE: ~ "' Z ~' 9 CITY OF ATLANTIC BEACH CITY COMMISSION MEETING STAFF REPORT AGENDA ITEM: CONTRACT FOR REDESIGN OF STORMWATER AND UTILITY PROJECT SUBMITTED BY: Robert S. Kosoy, P.E./Director of Public Works DATE: August 18, 1999 BACKGROUND: After the City's Stormwater Master Plan was completed in 1995, the City contracted with England, Thims & Miller, Inc. to, among other tasks, design a stormwater collection system for the Core City. This design was completed in January, 1998. Due to a strong interest among the citizens regarding environmental impact of the project, the City decided to modify the design. In addition, the City decided to include design of structures for tailwater control. Requests for Proposals (RFPs) were advertised October 21 and 25, 1998. Seven proposals were received on November 18, 1998. After engineering presentations on December 4, 1998, the City Commission selected the top three fums deemed to be the most highly qualified to perform the required services: 1. The R-A-M Professional Group, Inc. 2. Ail:enhead & Odom, Inc. 3. Gee & Jenson, E-A-P, Inc. On December 13, 1998, the City Commission awazded a contract with the firm deemed to be the most highly qualified to perform the required services, The R A-M Professional Group, Inc. (R-A-M) for a Preliminary Design Report. This report was completed ~n )vlazch 17, 1999. On April 12, 1999, the City Commission directed R-A-M to revise the report to indicate what Ievel of service could be provided within our budget Iimit of $9 million. The revised report was delivered on May 7, 1999. On August 4, 1999, the City received a letter from R-A-M releasing the City from any further obligations on their existing contract due to the inability to negotiate the Phase II (Final Redesign) component of the project. On August 9, 1999, the City Commission authorized staff to negotiate a contract for final redesign of the project with the next most qualified firm, Aikenhead & Odom, Inc. The authorization was for City staffto negotiate the contract in two phases, for preliminary and final redesign. Staff has negotiated with Ailenhead & Odom, Inc. and agreed on a cost of $48,500.00 for the preliminary design phase of this project, to include records research, a review of previous modeling, a detailed site reconnaissance, interviews with residents to obtain anecdotal water levels, marking of high water lines and subsequent survey of those levels. The resulting report will include a compilation of this information with a proposed course of action for final design and a conceptual budget. The preliminary phase will be completed within 45 days of notification of contract award. Funding for this engineering work is from the Utility Revenue Bond Fund 480-0000-533-6300, which has a remaining balance of $5,801,774.00. RECOM1vIENDATION: Award the contract for the preliminary redesign phase of the Stormwater and Utility Project to Aikenhead & Odom, Inc., in the amount of $48,500.00. Authorize the City Clerk to notify the firm of the award, and authorize the City Manager to sign the contract with Ail:enhead & Odom, Inc. ATTACHMENTS: 1. Letter dated August 4, 1999 from The R-A-M Professional Group, Inc., releasing the City from obligations under our existing contract. 2. Letter dated July 22, 1999 from Aikenhead & Odom expressing interest in working on the project. 3. Proposal from Aikenhead & Odo dated August 17, 1999. REVIEWED BY CITY MANAGER: vc ~~ uy ,i~c nn~n ~ i v~caaiv, aver iJi J`~VJ, r.Ul~-ti-~5 t I.L`~,. _. .. ... ~'Gl~.tl 1/ I .+~..~~ .. ar .ro ~ A . . .rte - ,~ ENGINEERING -PLANNING -ENVIRONMENTAL CONSULTANTS - August 4, 1999 Via Facsimile: 247-5843 Mr. Robert S. Kosoy, P.E. Director of Public Works City of Atlantic Beach- 1200 Sandpiper Lane Atlantic Beach, Florida 32233 Re: Core City RedesignlTailwater Control Project Phase II Design Dear Bob: In response to your request that The R-A-M Professional Group, Inc. release the City from any further obligations under our existing contract, citing the inability that our firm has had in negotiating the Phase II component of the project, this wit! serve as formal notice ofi our willingness and desire to do so. We certainly wish the City well as it attempts to solve its storm~vater problems. Sincerely, THE R-A-M PROFESSIONAL GROUP, INC. r Wayne. C. Reed President }: WCR:Imj 8298 Bayberry Road, Suite 1 -Jacksonville. Florida 3ZZ~6 - - -- (904) 731-5440 -FAX (904) 731-546 _: -- :. ~,IK~N~[~!~~ ®~ O~ 111G CONSULTING ENGINEERS 5730 Bowden Road, Suite 200 Jacksonville, Florida 32216 Phone 904!636-5432 FAX 904/636-5433 July 22, 1999 Mr. David Thompson Chief of Police, Director of Emergency Management, and Acting City Manager City of Atlantic Beach 800 Seminole Road _ Atlantic Beach, Florida 32233 Re: Aikenhead & Odom Dear Chief Thompson: It was a pleasure speaking with you the other day about ongoing infrastructure needs of the City of Atlantic Beach. As we discussed, our entire office is truly excited about working with your community toward improving various on-going infrastructure issues. I am enclosing a brief outline of our fu-m for your information, since you may not have had the opportunity.to get to know us during the recent proposal process. I'd be pleased to meet with you at your convenience to discuss our firm and our capabilities, although I understand you are currently in the "Budget Prgcess". I know from personal experience your time tivill be totally unavailable until that process is completed! Certainly if you have any questions, or would like any additional information, please fell free to call me at your convenience. Sincerely, c../J Neil Aikenhead, P.E. President Encl (Ac~O Brochure) - ~: -=-: ...... _= z -..... _ _, - -=; ...._ _ . y ~.IK~NI~~~D 5730 Bowden Aoad, Suite 200 ~ : C~ ®~~1' b lI1C. Jacksonviife, Florida 32216 Phone 904!636-5432 CONSULTING ENGINEERS FAX 904/636-5433 ' August 17, 1999 Robert S. Kosoy, P.E., Director Public Works Department City of Atlantic Beach 1200 Sandpiper Lane Atlantic Beach, Florida 32233 Re: City of Atlantic Beacli Capital Improvements Project Professional Engineering Services, Project Approach Phase Scope and Fee Proposal Dear Bob: As you already know from our many meetings and interactions since August 9, we are truly pleased to have the opportunity to work with the City of Atlantic Beach on the stormwater and water distribution improvements analysis and design. While there are obviously numerous factions deeply involved with many details of this investigation, as I indicated to the Mayor and City Council on August 9, we always welcome review and criticism of o}~r work. We are very confident we can provide in-depth analysis and design services which wi;1 result in the betterment of the entire City. Attached is our proposed Scope of Services and Fee Proposal for the initial phase of our design. As will be seen from the attached, we have minimized our cost (fee) to the City for this phase of the effort, and have simultaneously indicated a strong commitment to achieve what we perceive to be the goals of the City. Certainly one of the more important goals is to fall within the City's budget, and we are totally committed to that goal. We have already begun the process of detailed analysis and innovative thinking which we feel will lead us to acost-effective, community-acceptable solution to the difficulties which are being experienced. If you have any questions regarding any of the above or attached, please call me at your earliest convenience. We look forward to starting the process of solving problems! Sincerely, Neil Aikenhead, P.E. President Encl. (Scope of Services and Fee Proposal) -- ~ ~ f:1PROJGCI'SV1tLDch-SlmurtclFcaProposaABK-Submtl-Ltrsikwpd .. 'r CITY OF ATLANTIC BEACH, CAPITAL IMPROVEMENTS PROJECT - SCOPE OF WORK SUMMARY - Engineering Design, P}iase One, Project Approac}i Aikenhead & Odom, August 18, 1999 Page 1 of 3 Aikenhead & Odom (A&O) will provide Engineering Design Services (Design) to the City ofAtlantic Beach (City) for a Capital Improvements Project (Project) involving analysis of, and eventual design of modifications to, the existing City-wide master stormwater system, the Core-City street and drainage system, and select Core-City water distribution systems. Sanitary sewer system modifications/design will be accomplished by City forces independently of A&O effort. Design will be accomplished in two (2) phases, a Project Approach phase and a Final Design phase. Specific scope and associated fee for the Final Design phase will be developed following completion of the Project Approach phase. This scope will detail the effort to be accomplished under the Project Approach phase. A. Analysis of Existing Data, Records, Designs, and Survey Information:- A&0 will review and analyze alL City-provided copies of available master drainage reports, data, record drawings, designs, correspondence, permits, grant applications, complaint letters and information, and other available pertinent information. A&O wiII alsa interview, a based on concurrence by City Public Works staff, those persons known to be familiar ad"' with current stormwater problems. A&O will meet with the City Stormwater Review ~ ~ Committee (SRC}, in conjunction with City Public Works staff; to obtain all ~~ySf~ information and input that committee will offer. A&O will compile all information ~~ and provide a written summary analysis of the existing data background as it will pertain to the A&O analysis and Design. B. Anaiysis of Existing Drainage Models: A&0 will review and analyze City-provided digital copies of the ETM-modified CHzMHill ICPR 1.4-version model and the R-A-M-modified CDM SWMM City of Jacksonville-version model to determine anticipated suitability, strong points, and weak~points of each. A&0 will advise the City of a recommended hydrologic/hydraulic model(s) which will best suit the~City's purposes for A&O Final Design. C. Critical Elevation Data: A&O will, with City personnel, interview Core-City residents where flooding is known to exist. The interviews will determine specific locations at various home-sites where high water has been known to rise (anecdotal data}. These specific locations will be' marked by A&O, and A&O will obtain the services of, and coordinate with, a surveyor to obtain elevations of these locations. Elevations will be "benched" to the same datum as the existing design records datum. - City of Atlantic Beach, Capital Improvements Project Scope of Work Summary . Engineering Design, Phase One, Project Approach . Aikenl~ead & Odom, August 18, 1999 Page 2 of 3 D. Master Concept Mapping: A&O will develop a Concept Mai Existing Conditions and a Concept Mai Preliminary Proposed Conditions. The Existing Conditions map will use a digital aerial background and will show soils information from SCS Soils Map data, overall topography from USGS 5' contour information, specific topography as available from existing records and/or design(s), available plat and record drawings information, data on existing critical stormwater conveyance facilities, and field data as available and obtained. The Preliminary Proposed map will utilize the Existing Conditions map as background, with preliminary concept overlays of proposed improvements and/or modifications to the master stormwater system and Core-City. E. Report of Stormwater Options: A&O will develop a summary report of the found conditions, anticipated best course of action, possible alternative course(s) of action, a preliminary estimate of the anticipated return-storm level-of-service and very preliminary budget range of anticipated cost of construction for the proposed actions and possible alternative(s). r Accuracy of anticipated level-of-service and budget range cannot be conclusive until a suitable stormwater model is agreed upon, correlated to existing design datum, and alternative scenarios run. However, it is important to note that A&O has extensive experience in stormwater modeling and stormwater system analysis and design. Even at this Pre-Project Approach phase point in time, A&O has obtained substantial specific data and anecdotal information on the City system and Core-City condition. The Project Approach phase will provide confirmation or denial of many of our current concepts. Based on information currently in hand, and from our experience, we currently anticipate the following improvements are possible to be achieved, resulting in a viable and cost-effective resolution of the existing City~stormwater conditions: An economical pumping system (50 - 150 CFS, short-discharge), gravity tidal-control gate, community-acceptable expansion of existing Selva Lagoon storage capacity, and nominal improvements to existing constrictions within Selva Lagoon can achieve a tailwater control with acceptable conditions throughout the City. 2. Innovative design and modeling techniques within the Core-City, in conjunction with the tailwater control improvements, are expected to substantially improve Core-City conditions, with virtually no flooding of homes (100-yr FEMA storm possible exception in particular cases), and for a smaller event storm only minimal flooding of yards and occasional street flooding with rapid subsidence of water following a storm event. City of Atlantic Beach, Capital Improvements Project Scope of Work Summary Engineering Design, Phase One, Project Approach Aikenhead & Odom, August I8, 1999 . Page 3 of 3 3. It is preliminarily anticipated minimal disruption/impact to Howell Park, Preben Johansen Park, and existing Core-City streets will be necessary to achieve the above conditions. We anticipate achieving this using the following preliminary concepts: a. Howell Park is currently anticipated to require some hydraulic improvements to the existing primary drainage-way, with an associated method of access for maintenance purposes. These improvements will be designed in conjunction with the City's arborist to minimize impact to existing trees/shrubs, maximize planting and repair of disturbed areas to restore to every practicable extent the existing visual and audio serenity, and utilize best available techniques to allow the maintenance access to be an aesthetically-acceptable footpath when not being used for maintenance purposes. b. Preben Johansen Park is currently anticipated to be used essentially as-is, with a tailwater control structure to allow nominal storm events to pool within the existing park for stormwater treatment without disruption to existing park use or visual conditions:' 1 c. Core-City~streets are currently anticipated to be designed providing resurfacing-only wherever possible, using inverted-crown section wherever feasible in areas where reconstruction is required, and minimizing piped stormwater conveyance systems by allowing in-street flow to occur for storms greater than summer showers wherever practicable. F:\PROJECTS\Atl-Bch-Stmwtr\Fee-Proposal\SCOpe-l.nik.wpcl CITY OF ATLANTIC BEACH CAPITAL IMPROVEMENTS PROJECT ENGINEERING DESIGN, PHASE ONE, PROJECT APPROACH.' FEE PROPOSAL AIKENHEAD & ODOM INC., ITEM ACTIVITY FEE A Anal sis of Existin Data, Records, Desi ns, and Surve Information $8,000 B Anal sis of Existin Draina a Models $9,500 C Critical Elevation Date $12,500 D Master Concept Ma in $12,000 E Report of Stormwater Options $6,500 TOTAL $48,500 F:IPROJECTS1Atl-Bch-StmwtrlFee-Proposall[Summary3.xls]Sheet1