Exh 8DAGENDA ITEM #8D
FEBRUARY 14, 2005
CITY OF ATLANTIC BEACH
CITY COMMISSION MEETING
. STAFF REPORT
AGENDA ITEM: Engineering Services for Design of Esthetic Improvements to the 5
Points Intersection
SUBMITTED BY: Rick Carper, P.E., Public Works Director
DATE: January 26, 2005
BACKGROUND: At the December 28th Commission Meeting, Staff was authorized to
begin negotiations with HDR Engineering, Inc., for design of
improvements for the 5 Points intersection. Staff, in consultation
with the City Manager, has reached agreement on the Scope of
Services and Fee proposal attached to this staff report. The Scope
of Services, in addition to designing the intersection improvements
contained in the conceptual drawings previously shown, includes
design for decorative street lighting and an evaluation of moving
overhead electrical lines in the intersection underground. The Fee
proposal, including sub consultants, is $23,346.75.
BUDGET: $54,440 for this project (PW0502) is in the Public Works Streets
Account, 001-5002-541-6300. The improvements are estimated to
cost approximately $240,000.00. This cost estimate is based on
the HDR Conceptual design presented at the November 8th
Commission meeting. At that meeting, the Commission approved
transferring the remaining funds for the project from the Mayport
Road Project (112-cent Sales Tax Fund 131-5002-541-6300 -
Balance $539,099).
RECOMMENDATION: Staff recommends Commission approval of Scope of Services
and Fee Proposal for Design of 5 Point Intersection Improvements.
ATTACHMENTS: A. Scope of Services for Final Design of Improvements for the 5
Points Intersection
B. Contract Fee Summary
REVIEWED BY CITY MANAGER:
AGENDA ITEM #SD
FEBRUARY 14, 2005
SCOPE OF SERVICES
FOR ENGINEERING SERVICES FOR FINAL DESIGN OF
INTERSECTION IMPROVEMENTS FOR THE
5 POINTS INTERSECTION
I. SCOPE OF PROJECT
A. The intent of the project is to furnish final design services for the proposed construction of
improvements to the intersection of Seminole Road, Plaza Road and Sherry Drive, also
known as S Points. The work shall include implementing the conceptual beautification
plan previously developed by. HDR providing enhancements to paving, streetscape and
landscape. The Consultant is also encouraged to make value-engineering
recommendations with the intent of reducing~the cost of construction for the intersection
impravements.
B. It is intended that the Consultant's services will result in all drawings, specifications, Bid
Tabs and other documents needed for the City to contract the construction of the project.
C. The Consultant's services on the project may be in two (2) phases, Final Design and
Construction Administration, with separate negotiation and fee for each phase. At the
City's option and upon completion of the final design phase, the Consultant's services may
be extended to include a construction administration phase after negotiation of mutually
satisfactory terms. This contract is for the final design phase only.
D. The Consultant will coordinate design efforts to smoothly connect to the Plaza Road Bike
Path extension under design by City forces, with the intent of combining Bike Path
construction with the construction of the 5 Points improvements.
E. The Consultant will include the addition of decorative street lighting to the conceptual
plan, as well as the installation of a clock or other decorative feature as part of the design.
Consultant shall also evaluate potential costs associated with moving existing overhead
electric lines underground.
II. PROJECT REQUIREMENTS
A. Final Design Requirements:
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AGENDA ITEM #8D
FEBRUARY 14, 2005
1. The Consultant will complete the design of the proposed improvements at the
intersection. The proposed design should have minimal impact to existing drainage
patterns and public and private utilities.
• " 2. All design criteria shall be based on the "Manual of Uniform Minunum Standazds for
Design, Construction and Maintenance for Streets and Highways, State of Florida",
Latest Edition; the current edition of the City of Jacksonville "City Standards" and
' ~ "Land Development Procedures Manual' ; Florida Department of Transportation
Roadway and Traffic Standards; and the American Association of State Highway and
` " Transportation Officials Policies and Guidelines.
' " 3. All drainage recommendations shall be based on the City Standard Specifications and
' ' Details, the Land Development Procedures Manual and the regulations and policies of
' ' the applicable pen~nitting agencies. The Consultant shall determine permit
' ' requirements from the SJRWMD as early as possible. No U.S. Army Corps of
Engineers pen~nit is anticipated for this project.
4. The Consultant shall include utility adjustments on the primary design plans which
• " show the anticipated adjustments and relocations of existing or future facilities which
maybe owned or operated by the City of Atlantic Beach, JEA, BellSouth Telephone
• Company, Comcast Cable, or other public and private utilities. Adjustments and
• relocations will be defined by each of the respective utilities and shall be provided to
• the consultant to be included in the utility adjustment plans.
• 5. The Design shall include a full consideration of the provisions of COAB Tree
. - Protection requirements (City Code Ch. 23 Article In.
6. These services will not include survey. The City will provide all survey andright-of-
.. ~ way mapping services required for design and land acquisition.
7. The Consultant shall apply for and diligently pursue the identified permits or permit
exceptions necessary for the construction of the project. These improvements may
include the need for additional right-of--way. .
8. The Consultant shall attend a meeting with the property owners at the comer of
Seminole Road and Sherry Drive before completion of the 60% design to establish
• , whether additional right-of--way can be purchased for the proposed turn lane. The
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AGENDA ITEM #8D
FEBRUARY 14, 2005
Consultant shall be prepared to discuss alternative solutions to the proposed turn lane
design.
B. Sequence of Services:
1. Confirm all right-of--way acquisitions.
2. Review conceptual design sketch.
3. Final design for construction.
4. Perform all permitting requirements.
5. Respond to Contractor inquiries.
C. Project Submittal Requirements:
1. Preliminary Desien/Utility Review (considered 60% completion):
Up to five (5) sets of preliminary drawings shall be furnished to the Public Works
Director at the completion of this phase. Drawings will be half size (11" x 17") and
shall include the following items, at a minimum:
a. Location map with beginning, ending and any required station equations.
b. Drainage map(s) showing existing drainage areas with direction of flow
indicated.
c. Typical section for the anticipated roadway segment including dimensions and
pavement structure.
' d. Plan sheet showing existing topography, reference points, baseline of surveys,
' ' curve data, begmn/end and required equation stations, existing and proposed
' ~ roadway, existing COAB stormwater, water and sewer facilities, and existing
' ~ private utilities.
' e. Cross-sections showing existing ground line with proposed template shown at
' critical locations and every 50 feet.
' f. NPDES permit requirements referencing all, permit applications forms and
' ' information as required by the EPA/FDEP. This permit will be obtained by the
Contractor based on the information provided by the engineer.
2. Utility Coordination: During this work, the Consultant will be expected to furnish up-
to-date drawings at the earliest possible time to assist utilities in locating their
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facilities for the purpose of resolving conflicts with the construction. All Subsurface
Utility locates will be acquired by the City, based on recommendations from
Consultant.
3. Final Design: Up to five (5) sets of half-size (11" x 17") drawings shall be furnished
to the Public Works Director at the 100% completion point. Drawings shall include
the aforesaid items, in completed design format.
' ~ 4. Bid Documents: Up to twenty (20) sets of full-size (22" x 34") drawings with
• specifications shall be furnished to the Public Works Director for bidding purposes.
" The Consultant shall prepare and provide up to twenty (20) sets of the Bid Book to be
• distributed with the drawings. The Consultant shall also provide complete electronic
' files of all deliverables (AutoCAD 2000 or newer).
5. Estimates: Budget estimates for the anticipated cost of construction will be furnished
along with the 60% and 100% review documents.
6. Ouanfity Calculations: Two sets of the consultant's quantity calculations shall be
• furnished along with the 100% review documents. Calculations shall be provided for
• all pay items on the bid form and shall be FDOT foams unless the Public Works
• " Director approves another format, in advance. Three bound, signed and sealed sets of
• the final quantity calculations shall be submitted with the bid documents.
• 7. Design Reviews: The Consultant, when submitting drawings at the 60%, and 100%
• . completion points, will allow a one (1) week review time for each submittal and, if
• requested, will attend and prepare meeting minutes of a review conference at the end
• of the period to discuss the agency comments. In addition, if directed by the Public
Works Director, a complete review will be held at the project site. Any changes,
. refinements, or modifications developed in each review shall be incorporated into the
design or otherwise disposed of before proceeding to follow-on design work. Each
" agency's markup shall be returned with the next follow-on submittal, showing the
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AGENDA ITEM #8D
FEBRUARY 14, 2005
Consultant's response to the agency comments. The Consultant shall also be prepared
to present the 60% Design at an advertised Community Workshop. Presentation shall
include an electronic slide show (e.g. PowerPoint) and up to two picture boards
suitable for display in City Hall after presentation.
D. Permitting Requirements:
• 1. With the Preliminary Design stage submittal (60%), the Consultant shall provide the
• ~ City with a list of all permits needed to be acquired to construct the project.
' 2. The Consultant shall take minutes/notes of all meetings with the permitting agencies.
" ' These notes shall be transcribed and fiunished to the Public Works Director.
' 3. The Consultant shall keep a log of permit activities performed by his firm and sub
' consultants for review by the City.
" 4. The Consultant shall prepare all required applications for permits and supporting
documentation and furnish to the Public Works Director for signatures and submittal.
5. The Consultant shall perform the services needed to furnish to the City permit
` ' applications required for construction of the project Permit application fees will be
' paid by the City. Anticipated permit applications required for this project include the
following:
" a. S3RWMD Environmental Resource pernrit. (may be required). .
• ~ b. City of Atlantic Beach Land clearing permit.
c. NPDES Construction permit (information only, to be acquired by the
• - Contractor)
• . E. Additional Requirements:
. 1. Provide dialogue with the COAB Public Works Director pertinent to' all phases.,
2. Provide dialogue with all affected utility companies as appropriate.
3. Review plan sets shall be 11" x 17" sheets. Final bid plan sets shall be 22" x 34"
sheets.
4. The City shall be the Owner of the final documents.
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AGENDA ITEM fS8D
FEBRUARY 14, 2005
5. The Consultant shall take notes of all designlreview meetings held with City agencies.
These notes shall be transcribed and furnished to the Public Works Director for
concurrence as soon as practical after the date of the meeting.
6. The Consultant shall work directly with the Public Works Director and the Consultant
will receive all information from the Public Works Director.
7. The Consultant shall be notified in writing by the Public Works Director regarding
changes to the project that will require modification to the Consultant's work.
III. TIME SCHEDULE
' A. 60°lo Review submittal five (5) weeks from receipt of survey.
' B. 100% Review submittal four (4) weeks from receipt of the City's 60% review comments.
C. It is anticipated that all permits will be acquired during the 60 days after the design is
' complete.
D. The total time allowed for the active design and permitting of this project shall be 12 weeks.
IV. NOTICE TO PROCEED
No work on this project shall be performed until a contract has been executed and a Notice to
Proceed is issued which specifically authorizes such work.
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AGENDA ITEM #8D
FEBRUARY 14, 2005
HDR ACTIVITIES /SALARIES FEE COMPUTATIONS
Project: 5-Points Intersection Improvements Construction Drawings
• ~ Client: City of Atlantic Beach, Florida
Prepared By: Steven Brocksmith
,.,.r..~_. a .~~.,., ~_..._.~., ..-...,...._......w~...,.. ..~,-~
- .......__. „
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. . Principal 6 x $ 45.00 / hr = $ 270.00
Project Manager /Landscape Architect 66 x $ 33.00 / hr = $ 2,178.00
• Civil Engineer 70 x $ 42.50 / hr = $ 2,975.00
CAD Technician 64 x $ 22.50 / hr = $ 1,440.00
' Administration 6 x $ 17.00 / hr = $ 102.00
.;DinectLabor~ .~.~.:_~ _,;~,..w.......:.~,.:.. :~._~:~ ., __. w~.~......_ .. _...~..~....,~.~._.~...~. ~$ ~6,965~00~~
Overhead Rate 150% $ 10,447.50
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Z3ubtotal
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17,41250,
. Profit 10% $ 1,741.25
. °Totai Labor.Cost
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Direct Expenses: Printing and Photocopy
8.5" x 11" Bond 3450 x $ 0.10 / sht = $ 345.00
11" x 17" Bond 320 x $ 0.20 / sht = $ 64.00
24" x 36" Bond 460 x $ 0.90 / sht = $ 414.00
24" x 36" Vellum 20 x S 4.75 ! sht = $ 190.00
Direct Expenses: Courier Delivery $ 150.00
~DinectE~enses ~...,~.,..,..~.~._. ~~. .~....~_:.~_~~........,;.:~__~w:~...`$~16S~OQ
.,
HDR L 5 , ~.,..--, ..__ ~.-,._
ump um _ 20 316 75
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Larry Garrett Design (Irrigation) $ 500.00
Haddad Engineering (Electrical) $ 2,530.00
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:Subconsultants ~`~ "„
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rTotai'Pro osed Fee.: .m-~ .~..~,. °~~ - ~„m.~-. ~. _~_ _._... .~
~...~._.._.._._P .o,..,~>...,,~....~..,...~... ,,.~...,~,...._..~ ~ w.~..~.,..~...v.~. ~ $ - ,.23,346.75 ~ i