Exh 8DAGENDA ITEM NO• ~ ~ Q~
DATE: ~~~~'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, Thins & 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 foi 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 firms deemed to be the most highly qualified to perform the required services:
1. The R-A-M Professional Group, Inc.
2. AiI:enhead & Odom, Inc.
3. Gee & Jenson, E-A-P, Inc.
On December 13, 1998, the City Commission awarded 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 bn March 17, 1999. On April 12, 1999, the City Commission directed R-A-M
to revise the report to indicate what level of service could be provided within our budget limit 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 staff to negotiate the
contract in rivo phases, for preliminary and final redesign. Staff has negotiated with Ail:enhead & 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
remainmg balance of $5,801,774.00.
RECOMh1ENDATION: 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 Aikenhead & 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 Aik/enhead & Odo dated August 17, 1999.
REVIEWED BY CITY MANAGER: .f~
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ENGINEERING -PLANNING -ENV{ftONMENTAL CC)NSULTANTS
~~
August 4, 1999
Via Facsimile: 247-5843
Mr. Robert S. Kasoy, P.E.
Director of Public Works
City of Atlantic Beach
1200 Sandpiper Lane
Atlantic Beach, Florida 32233
Re: Core City RedesignTi'ailwater 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 vfi the project, this will serve as
formal notice ofi our willingness and desire to do so.
We certainly wish the City well as it attempts to solve its stormovater problems.
Sincerely,
THE R-A-M PROFESSIONAL GROUP, IR1C.
r
Wayne. C. Reed
President f
WCR:Imj
8298 Bayberry Road, Suite 1 -Jacksonville. Florida 3ZZ56 - ~-
(904 73 1 -5440 -FAX (904) 73 1 -546 _. -=
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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 infi-astructure needs of the City
of Atlantic Beach. As we discussed, our entire office is truly excited about working tivith your
community toward improving various on-going infrastructure issues.
I am enclosing a brief outline of our fum 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 Process". I know from personal experience your time will 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,
~~:
Neil Aikenhead, P.E.
President -
Encl (A&O Brochure)
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y ~IK~jNl i~Jl ~ 5730 Bowden Road, Suite 200 ~ ~ :
O~ Jacksonville, Florida 32216
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V1'b Phone 904!636-5432
CONSULTING ENGINEER 5 FAX 9041636-5433
' 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 Beach 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}ir work. We are very confident we can provide in-depth analysis and
design services which wig 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)
P:V'ROlC•CT'S1Atl•IIch-StmwtrlFee-Proposal\F3K-Submtl-Ltr.aikwpd .
CITY OF ATLANTIC BEACH, CAPITAL IMPROVEMENTS PROJECT
SCOPE OF WORK SUMMARY
Engineering Design, Phase One, Project Approach
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&O will review and
analyze all•Gty-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&0 will also interview, )d
based on concurrence by City Public Works staff, those persons known to be familiar Q
with current stormwater problems. A&0 will meet with the City Stormwater Review ~ ~
Committee (SRC), in conjunction with City Public Works staff, to obtain all /~,,~~l~d
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&0 analysis and Design.
B. Analysis of Existing Drainage Models: A&O will review and analyze City-provided digital
copies of the ETM-modified CHZMHiII 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&0 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.
...r'--- ----' __...
- City of Atlantic Beach, Capital Improvements Project
Scone of Work Summary .
Engineering Design, Phase One, Project Approach ,
Aikenftead & Odom, August 18, 1999
Page 2 of 3
D. Master Concept Mapping: A&O will develop a Concept Map, Existing Conditions and a
Concept Map, 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 ofthe 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).
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&0
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:
1. 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 Summarx
Engineering Design, Phase One, Project Approach
Aikenhead & Odom, August 18, 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 aclueve 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.
Fs~PROJECTS~Atl-Bch-Stmwtr~Pae-Propoeal~Scope-l.aik.wpd
CITY OF ATLANTIC BEACH
CAPITAL IMPROVEMENTS PROJECT
ENGINEERING DESIGN, PHASE ONE, PROJECTAPPROACH,~
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 X48,500
F:IPROJECTS1Atl-Bch-StmwtrlFee-Proposall[Summary3.xls]Sheet1