Item 8DAGENDA ITEM # 8D
OCTOBER 12, 2009
CITY OF ATLANTIC BEACH
CITY COMMISSION MEETING
STAFF REPORT
AGENDA ITEM: Change Order No. 1 to TMDL Final Design Engineering Contract
RFP 07-04
SUBMITTED BY: Donna Kaluzniak, Utility Directo
DATE: October 2, 2009
BACKGROUND: HDR Engineering, Inc. has been working on the City's TMDL Final Design,
which includes upgrades to Wastewater Treatment Plant #1 (WWTP #1), abandonment of
Wastewater Treatment Plant #2 (Buccaneer -WWTP #2), and design of a force main to transfer flow
from WWTP #2 to WWTP #1.
As part of the Buccaneer WWTP Phase Out and Flow Shedding to WWTP #1, the City tasked the
engineer with performing out-of--scope work to coordinate the selection and approval of the force
main route, including investigating additional routes, attending several meetings and preparing cost
estimates.
In addition, the engineer must rewrite and advertise survey and geotechnical proposals, coordinate
with the Selva Estates developer and provide a tree mitigation plan and permit application to the City
of Jacksonville. The cost of the additional work is $36,375.33.
BUDGET: Funds in the amount of $3,600,000 are available in the Public Utilities Fund for the
Buccaneer WWTP Phase Out and Flow Shedding portion of the TMDL project.
RECOMMENDATION: Approve Change Order No. 1 to HDR Engineering's contract for the
City's Final Design for Wastewater and TMDL Compliance Program in the amount of $36,375.33
and authorize the City Manager to sign the change order.
ATTACHMENTS: 1. Scope and Cost Proposal for Change Order No. 1
REVIEWED BY CITY MANAGER:
AGENDA ITEM # 8D
OCTOBER 12, 2009
Change Order No 1
Buccaneer WWTP Phase Out and Flow Shedding to COAB WWTP #1
Scope of Services Cost Breakdown
City of Atlantic Beach
Project Number 109232
This Change Order pertains to an Agreement by and between _City of Atlantic Beach.J ("OWNER"), and
HDR Engineering, Inc. ("HDR"), dated March 23rd, 2009, ("Task Order No 4"). HDR shall perform services
on the project described below as provided herein and in the Agreement. This Change Order shall not
be binding until it has been properly signed by both parties. Upon execution, this Change Order shall
supplement Task Order No 4 as it pertains to the project described below.
PROJECT NAME: City of Atlantic Beach -Phase out of the Buccaneer WWTP and Force Main Design,
Project Number 109232
PART 1.0 PROJECT PURPOSE: This change order is the result of increased professional services
due increased Engineering coordination and investigation concerning the selection and approval of the
force main route through Selva Estates property and along the Old Sherry ROW.
Part 2.0 SCOPE OF SERVICES: The scope of services will cover three areas of work area.
1. Engineering services provided to support the City Manager: These services have already been
completed and included attending community meetings, analysis of alternate force main routes
through Ocean Walk, Fleet Landing and Sevilla developments, preliminary tree mitigation plan
and mitigation cost and other miscellaneous items.
2. Re-writing and advertising the survey and geotechnical proposal: These proposals had already
been prepared and costs received. Professional services will re-write these two proposals to
address changes in the overall scope to include increased survey and geotechnical effort along
on the proposed Selva Estates easement, the Old Sherry ROW and the proposed fifteen foot
easement within the wetland along the southern boundary of Fleet Landing. The proposal will
be re-advertised and consultation with the respective services be performed. Increased project
administration is also included.
3. Coordinate with the developer of Selva Estates: As a result of the City's agreement with the
developer, HDR will coordinate the alignment of the proposed roadway access to Selva Estates
for the sole purpose on minimizing environmental and tree impacts.
4. Tree Mitigation Plan: Based on the proposed roadway alignment within the proposed 50 foot
easement and the proposed clearing of the utility easement along Old Sherry Drive, HDR will
prepare a tree mitigation plan and permit application for submission to the City of Jacksonville.
COAB will prepare any permitting applications and submissions that may required based on
COAB direction. HDR will assist with drawing development that will support the application.
PART 3.0 HDR's COMPENSATION FOR SERVICES:
C:\Documents and Settings\jhanson\LOCaI Settings\Temporary Internet Files\Content.Outlook\PSBIFLF7\09-10-1_C O No 15cope(i).docx
AGENDA ITEM # 8D
OCTOBER 12, 2009
1. Compensation for Basic Services: Compensation for the services outlined above and further
shown in Attachment "A" shall be lump sum in the amount of $36,375.33 and shall not be
exceed without prior authorization from the Utility Director.
2. Compensation for Additional Services: Compensation for additional services shall be
determined at the time of authorization by the Utility Director.
IN WITNESS WHEREOF, the parties have executed this Agreement as of this day of 2009.
(Date) (Month)
City of Atlantic Beach
"OWNER"
HDR ENGINEERING, INC.
"HDR"
BY:
NAME: Mr. James Hanson
TITLE: City Manager
ADDRESS: 800 Seminole Rd.
Atlantic Beach, FI.32233
TELEPHONE: 904/247-5800
BY:
NAME: Carol C. Worsham
ASLA, AICP
TITLE: Vice President
ADDRESS: 200 W. Forsyth St., Suite 800
Jacksonville , FI 32202
TELEPHONE : 904/59 8-8900
C:\Documents and Settings\jhanson\Local Settings\Temporary Internet Files\Content.Outlook\PSBIFLF7\09-10-1_C O No 1 Scope(1).docx
AGENDA ITEM # 8D
OCTOBER 12, 2009
ATTACHMENT"A"
Buccaneer WIKfP Phase Out and Flow Shedding to COAB VWYi'P #1 10/1/2009
CHANGE ORDER NO 1
Scope of Services Cost Breakdown
PN 109232
PM DE DES Dft Clerical Admin total
Engineering Effort as of 9/14/09
Attended Sevilla community meeting for pipeline route and
prepared email for costs to pass through sevilla
Attended City council meeting to support CM on pipe line
route -GEG 2.5 Hrs
Meet with Jim Hanson Re: Oceanwalk meeting results and
to look at akemate pipeline routes
Met with Steve to discuss the new routes and get costs,
also meet with billy to start mitigation analysis. Steve
started pulling numbers together.
Respond to Jim's questions that came out of the
Oceanwalk meeting
Started to pull together the costs on the Filtration system
for WMD Grant.
Steve continues to pull together the cost estimates for the
oceanwalk alternatives.
GEG 8 Steve continue with cost estimate development,
Billy and Kevin start the tree mitigation review
GEG & Steve complete cost estimate development. Billy
and Kevin complete the tree mit. Send to City after
3.5 0 0 0 0 0 3.5
0 0 0 0 0 0 0
3 0 0 0 0 0 3
1.0 0.0 6.5 0.0 0.0 0.0 7.5
0.5 0.0 0.0 0.0 0.0 0.0 0.5
2.0 0.0 0.0 0.0 0.0 0.0 2.0
0.0 0.0 3.5 0.0 0.0 0.0 3.5
4.0 0.0 6.5 8.0 0.0 0.0 18.5
mod~catrons requested by aty. 8.0 0.0 0.5 2.0 0.0 0.0 10.5
Met with Jim Hanson and Councilperson on an individual
basis to discuss project. 4.0 0.0 0.0 0.0 0.0 0.0 4.0
Met with COJ -Kim Stewart Re: Tree mitigation and
prepared email to Jim Hason 1.5 0.0 1.0 0.0 0.0 0.0 2.5
Met with Steve to prepare the PP Presentation for council
meeting 0.5 0.0 2.5 0.0 0.0 0.0 3.0
Review presentation 1.0 0.0 0.0 0.0 0.0 0.0 1.0
Review presentation and Attend Council Meeting 4.0 0.0 0.0 0.0 0.0 0.0 4.0
0.0 0.0 0.0 0.0 0.0 0.0 0 0
Subtotal 33.0 0.0 20.5 10.0 0.0 0.0 63.5
Proposal Coordination and Preparation
Survey and Geotech Proposals
Redraft proposals 5.0 0.0 0.5 0.0 2.0 0.0 7.5
Reproduce and Mail 0.0 0.0 0.0 0.0 0.0 2.0 2.0
Respond to Clarifications 0.5 0.0 3.0 0.0 0.0 0.0 3.5
Finalize contract 0.0 0.0 0.0 0.0 0.0 0.0 0.0
Vsit Fleet Landing to review PS Manual 1.0 0.0 0.0 0.0 0.0 0.0 1.0
Prepare increase scope definition and general Project
Administration, i.e. schedules, workplan, etc 2.0 0.0 8.0 0.0 0.0 3.0 13.0
0.0 0.0 0.0 0.0 0.0 0.0 0.0
Subtotal 8.5 0.0 11.5 0.0 2.0 5.0 27.0
Coordinate with Sones's properly consuMant on
roadway alignment
Telephone discussions with Mr. Sones 0.5 0.0 0.0 0.0 0.0 0.0 0.5
Conduct up to two meetings with Consultant 0.0 0.0 0.0 0.0 0.0 0.0 0.0
Meeting preparation 1.5 0.0 0.0 0.0 0.0 0.0 1.5
attend meeting 4.5 0.0 0.0 0.0 0.5 0.0 5.0
prepare meeting minutes and distribute 2.0 0.0 0,0 0.0 0.5 0.0 2.5
Conduct one site visit to review layout and adjust 4.5 0.0 5.5 0.0 1.0 0.5 11.5
0,0 0.0 0.0 0.0 0.0 0.0 0.0
Subtotal 13.0 0.0 5.5 0.0 2.0 0.5 21.0
AGENDA ITEM # 8D
OCTOBER 12, 2009
Buccaneer WWTP Phase Out and Flow Shedding to COAB W1K~P #1 10/1/2009
CHANGE ORDER NO 1
Scope of Services Cost Breakdown
PN 109232
PM DE DES Dft Clerical Admin total
Tree Mitigation
Prelim. Coord.
Survey Coord. 1.0 0.0 10.0 4.5 0.0 0.5 16.0
COJ Meeting 1.0 0.0 1.0 0.0 0.0 0.0 2.0
COAB Meeting 3.5 0.0 4.0 0.0 0.0 0.5 8.0
Sones Coord. 1.0 0.0 5.0 4.0 0.0 0.0 10.0
Cak:ulations 0.0
Tree Removal/Mitigation Req. 1.0 0.0 21.0 44.0 0.0 2.0 68.0
COJ 10-sets 1.0 0.0 20.5 26.0 0.0 1.5 49.0
COAB Pertnft Review 0.0 0.0 0.0 0.0 0.0 0.0 0.0
Permitting
0.0
COJ Application 1.5 0.0 5.0 7.0 0.0 0.5 14.0
COAB Application 0.0 0.0 0.0 0.0 0.0 0.0 0.0
0.0 0.0 0.0 0.0 0.0 0.0 0 0
Sutrtotal 10.0 0.0 66.5 85.5 0.0 5.0 167.0
Total 64.5 0.0 104.0 95.5 4.0 10.5 215.0
Hourly Rates $66.15 $55.13 $44.10 $33.08 $24.26 $24.26
$4,266.68 $0.00 $4,586.40 $3,159.14 $97.04 $254.73 $12,363.99
Total salary $12,363.99
Overhead 150% $18,545.98
Profit 10% $3,091.00
ODC's
Other Direct Costs $2,374.37
Total Professional Services fee $36,375.33