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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: 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 # 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 C:\Dacuments and Settings\jhanson\Local Settings\Temporary Internet Files\Content.Outlook\PSBIFLF7\09-10-1_C O No 15cope(1).docx