Item 8CAGENDA ITEM # 8C
OCTOBER 26, 2009
CITY OF ATLANTIC BEACH
CITY COMMISSION MEETING
STAFF REPORT
AGENDA ITEM: Change Orders (2) to Wastewater Engineering Contract
with J. Collins Engineering Associates, LLC
SUBMITTED BY: Jim Hanson_City Mana~
DATE: October 20, 2009
BACKGROUND: Two change orders to the engineering contract with J. Collins
Engineering Associates, LLC are proposed for the City's
consideration. The first of these was described in a staff report
presented at the last regular commission meeting of October 12th
which was deferred for final consideration at the meeting on October
26th. The second change order results from the assignment of the
agreement from HDR Engineering to J. Collins Engineering
Associates.
The first change order relates to the phase out of the Buccaneer
Wastewater Plant. City staff asked engineers to perform out of scope
work to coordinate the selection and approval of the force main route
including investigating additional routes that had been proposed,
attending several meetings with homeowner groups and preparing cost
estimates. Also, as a result of the delays in route selection, the
engineers must rewrite and re-advertise the survey and geotechnical
proposals. Last, the engineer will have to work with the developer of
The Estates subdivision to provide a tree mitigation plan and permit
application for the City of Jacksonville. The original proposed cost of
this change order was $36,375.33. The work has been re-priced by J.
Collins Engineering Associates for a new amount of $23,942.84. This
is a savings over the previous proposal of $12, 432.49.
The second change order relates to the TMDL upgrades at the City's
main wastewater plant. This change order eliminates the "technology
fee" included in the original HDR contract and also removes the work
related to quality control services. Because J. Collins Engineering
Associates is a smaller Jacksonville based firm, they are not large
enough to do the quality control portion on their own project. City
staff had planned to bring in an independent consultant to do an
outside review known as Value Engineering. It would be appropriate
to add the quality control component to the work that will be done by
the Value Engineering group. This second change order will reduce
the city's contract obligation to J. Collins Engineering Associates by
$32,391.20.
AGENDA ITEM # 8C
OCTOBER 26, 2009
BUDGET: Change Order Number One will increase the engineering cost by
$23,942.84. Change Order Number Two will reduce the cost of the
contract by $32,391.20. The net of the two results in a decrease in the
city's cost of $8,448.36. However, the quality control component of
this work ($16,190.21 credit from J. Collins Engineering Associates)
will need to be done by an independent engineer.
RECOMMENDATION: Authorize the City Manager to execute Changes Orders Number One
and Number Two with J. Collins Engineering Associates, LLC for a
net reduction in price of $8,448.36.
ATTACHMENTS: (1) Change Order Number One; Buccaneer WWTP phase out and
flow shredding
2) Change Order Number Two; TMDL improvements to WWTP #1
3) Staff Report from October 12, 2009 commission meeting
AGENDA ITEM # 8C
OCTOBER 26, 2009
Change Order No 1
Task Order No. 4 - Buccaneer WWTP Phase Out and Flow Shedding to COAB WWTP #1
Scope of Services Cost Breakdown
City of Atlantic Beach
JCEA Project Number 09-104
This Change Order pertains to an Agreement by and between City of Atlantic Beach.J ("OWNER"), and
HDR Engineering, Inc. ("HDR"), dated March 23`d, 2009, ("Task Order No 4") which was assigned to J.
Collins Engineering Associates, LLC. (JCEA) on October 19, 2009. JCEA 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 executed by both OWNER and JCEA. 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, JCEA
Project Number 09-104
PART 1.0 PROJECT PURPOSE: This change order is the result of increased professional services
provided due to 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 includes:
1. Engineering services provided to support the City Manager: These services were completed by
HDR and included attending community meetings, analysis of alternate force main routes
through Ocean Walk, Fleet Landing and Sevilla developments, prepare preliminary tree
mitigation plan and mitigation cost estimate and other miscellaneous items (Work by HDR).
2. Re-writing and advertising the survey and geotechnical proposals: These proposals were
prepared, and costs received, by HDR. Professional services included re-writing the 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 15-foot
easement within the wetland along the southern boundary of Fleet Landing. The proposal was
re-advertised and consultation with the respective services was performed. Increased project
administration is also included (Work by HDR).
3. Coordinate with the developer of Selva Estates: As a result of the City's agreement with the
developer, JCEA will coordinate the alignment of the proposed roadway access to Selva Estates
for the purposes of minimizing environmental and tree mitigation impacts (Work by JCEA).
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, JCEA will
prepare a tree mitigation plan and permit application for submission to the City of Jacksonville.
In addition, the need for a tree mitigation plan for the proposed wetland within the 15-foot
easement along the southern boundary of Fleet Landing will be evaluated based on different
construction techniques. COAB will prepare any permit applications and submissions. JCEA will
assist the City with drawing development that will support the application (Work by JCEA).
5. Technology Fee: The original HDR contract contained technology fee charges for computer time
and software. JCEA is returning the unspent portion to the City (Credit provided by JCEA).
AGENDA ITEM # 8C
OCTOBER 26, 2009
PART 3.0 JCEA's COMPENSATION FOR SERVICES:
1. Compensation for Basic Services: Compensation for the services outlined above (Item 1-4)
and further shown in Attachment "A" shall be lump sum in the amount of $23,942.84 and shall
not be exceeded without prior authorization from the Utility Director. Of the lump sum total
amount $12,806.87 is due HDR for work completed through October 19, 2009. Item 5 -
technology fee credit is ($6,979.06). Total fee increase for all Items is $16,963.78.
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 J. Collins Engineering Associates, LLC.
"OWNER" "JCEA"
BY: BY:
NAME: Mr. James Hanson NAME:
TITLE: City Manager TITLE:
ADDRESS: 800 Seminole Rd. ADDRESS:
Atlantic Beach, FI.32233
John E. Collins, Jr.
President
11516-3 San Jose Blvd.
Jacksonville . FI 32223
TELEPHONE: 904/247-5800 TELEPHONE: 904/262-4121
AGENDA ITEM # 8C
OCTOBER 26, 2009
Change Order No 2
Task Order No. 5 - TMDL Improvements to WWTP#1
Scope of Services Cost Breakdown
City of Atlantic Beach
JCEA Project Number 09-105
This Change Order pertains to an Agreement by and between City of Atlantic Beach.J ("OWNER"), and
HDR Engineering, Inc. ("HDR"), dated March 23~d, 2009, ("Task Order No 5")which was assigned to J.
Collins Engineering Associates, LLC. (JCEA) on October 19, 2009. JCEA 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 executed by both OWNER and JCEA. Upon execution, this Change
Order shall supplement Task Order No 5 as it pertains to the project described below.
PROJECT NAME: City of Atlantic Beach -TMDL Improvements to WWTP#1, JCEA Project Number 09-105
PART 1.0 PROJECT PURPOSE: This change order is a credit to transfer the original Quality Control
Services Budget developed by HDR to an outside consultant retained by the City of Atlantic Beach. The
City will retain an independent firm to perform a 609'o Plan Review. In addition, JCEA is transferring the
remaining Technology Fees directly back to the City.
Part 2.0 SCOPE OF SERVICES: The scope of services includes:
1. Quality Control Services: These services and fees were originally included in the HDR scope of
work and are in the current engineering agreement (Credit provided by JCEA).
2. Technology Fee: The original HDR contract contained technology fee charges for computer time
and software. JCEA is returning the unspent portion to the City (Credit provided by JCEA).
PART 3.0 JCEA's COMPENSATION (CREDIT)FOR SERVICES:
1. Compensation for Basic Services: Compensation for the services outlined above (Item 1-2)
and further shown in Attachment "A" shall be lump sum credit in the amount of ($32,391.20).
The breakdown is ($16,190.21) for Quality Control Services (Item 1 above) and ($16,201.07) for
Technology Credit (Item 2 above). The credit will be deducted from Task Order #5.
2. Compensation for Additional Services: Compensation for additional services shall be
determined at the time of authorization by the Utility Director.
AGENDA ITEM # 8C
OCTOBER 26, 2009
IN WITNESS WHEREOF, the parties have executed this Agreement as of this day of 2009.
(Date) (Month)
City of Atlantic Beach
"OWNER"
BY:
NAME: Mr. James Hanson
TITLE: City Manager
ADDRESS: 800 Seminole Rd.
Atlantic Beach, FI.32233
J. Collins Engineering Associates, LLC.
"JCEA"
BY:
NAME: John E. Collins, Jr.
TITLE: President
ADDRESS: 11516-3 San Jose Blvd.
Jacksonville , FI 32223
TELEPHONE: 904/247-5800 TELEPHONE: 904/262-4121
AGENDA ITEM # 8C
OCTOBER 26, 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 # 8C
OCTOBER 26, 2009
Change Order No 1
Buccaneer VYWTP 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:
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AGENDA ITEM # HC
OCTOBER 26, 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 HDR ENGINEERING, INC.
"OWNER" "HDR"
BY:
NAME: Mr. James Hanson
TITLE: City Manager
BY:
NAME: Carol C. Worsham
ASLA, AICP
TITLE: Vice President
ADDRESS: 800 Seminole Rd.
Atlantic Beach, FI.32233
TELEPHONE: 904/247-5800
ADDRESS: 200 W. Forsyth St., Suite 800
Jacksonville , FI 32202
TELEPHONE: 904/598-8900
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