Exh 8EAGENDA ITEM #8E
FEBRUARY 28, 2005
CITY OF ATLANTIC BEACH
CITY COMMISSION MEETING
STAFF REPORT
AGENDA ITEM: Engineering Services far Design of Drainage Improvements for the
Ocean and 13th Street to East Coast Drive and 12th Street
SUBMITTED BY: Rick Carper, P.E., Public Works Director
DATE: February 28, 2005
BACKGROUND: At the January 14th Commission Meeting, Staff was authorized to
begin negotiations with Bowen Civil Engineering, lnc., for design of
drainage improvements for the Ocean and 13th Street to East Coast
Drive and 12th Street. Staff, in consultation with the City Manager,
has reached agreement on the Scope of Services and Fee
proposal attached to this staff report. The Fee proposal, including
sub consultants, is $24,234.01.
BUDGET: $127,000 was budgeted for this project (PW0409) in the Public
Works Stormwater Account, 470-0000-538-6300.
RECOMMENDATION: Staff recommends Commission approval of Scope of Services
and Fee Proposal for Design of Drainage Improvements for the
Ocean and 13th Street to East Coast Drive and 12th Street.
ATTACHMENTS: A. Scope of Services for Final Design of Drainage Improvements
for the Ocean and 13th Street to East Coast Drive and 12th Street
B. Contract Fee Summary
REVIEWED BY CITY MANAGER:
t
AGEI~(DA ITEM #8E
FEBRUARY 28, 2005
SCOPE OF SERVICES
FOR ENGINEERING SERVICES FOR FINAL DESIGN OF
INTERSECTION IMPROVEMENTS FOR THE
OCEAN BLVD & 13T" STREET DRAINAGE IMPROVEMENTS
. I. SCOPE OF PROJECT
. , A. The intent of the project is to furnish final design services for the proposed construction of
drainage improvements between the intersections of Ocean Blvd /13`~ Street and East Coast
. , Drive /12`h Street. The work shall include new piping, drainage structures and paving as
.. required for.installing drainage improvements.
B. It is intended that Consultant's services will result in all drawings, specifications, Bid Tabs and
- ~ other documents needed for the City to contract for construction of the project.
C. 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, 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.
II. PROJECT REQUIItEMENTS
A. Final Design Requirements:
1. The Consultant will complete the design of the proposed improvements between the
intersections of concern. The proposed design should have minimal impact to existing
drainage patterns.
2. All design criteria shall be based on the "Manual of Uniform Minimum Standards 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.
AGENDA ITEM #8E
FEBRUARY 28, 2005
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 permitting agencies. The Consultant shall determine permit requirements
from the SJRWMD as early as possible. No US Army Corps of Engineer permit 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 may be
• , 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 II). The Public Works Director shall be
responsible for tree mitigation or removal permits if required.
' ' 6. These services will include survey. The Consultant shall obtain all survey services
' required for design.
• 7. The Consultant shall apply for and diligently pursue the identified permits or permit
• ~ exceptions necessary for the construction of the project. These improvements should
• not include the need for additional right-of--way.
B. Sequence of Services:
1. Conceptual design sketch,
2. Identify all right-of--way acquisition.
3. Final design for construction.
4. Perform all permitting requirements.
5. Respond to Contractor inquiries. '
C. Project Submittal Requirements:
1. Preliminary Desi~niLJtility Review (considered 60% completion):
AGENDA ITEIYI #8E
FEBRUARY 28, 2005
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 equation stations.
b. Drainage map 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, begin/end and required equation stations, existing and proposed
.. roadway, existing COAB water and sewer facilities and other private utilities.
e. NPDES permit requirements referencing all permit applications forms and
information as required by the EPA. This permit will be obtained by the
Contractor based. on the information provided by the Consultant.
f. Consultant shall make a presentation to the City Commission on the proposed
design following the 60% design submittal. Presentation shall include an electronic
slide show (e.g., PowerPoint) and up to two picture boards suitable for display in
City Hall after the presentation.
3. 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 facilities
for the purpose of resolving conflicts with the construction. All Subsurface Utility
locates will be acquired by the Consultant through the Surveyor sub-consultant.
4. Final Design: Up to five (S) sets of half-size (11" x 17") drawings shall be furnished to
Public Works Director at the 100% completion point. Drawings shall include the
aforesaid items, in completed design format. Final submittal shall also include electronic
copies of all deliverables (AutoCad 2000 or better).
5. Estimates: Budget estimates for the anticipated cost of construction will be furnished
along with the 100°lo review documents.
6. Quantity 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 forms unless the Public Worts Director
AGENDA ITEM #SE
FEBRUARY 28, 200
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 Consultant`s
• response to the agency comments.
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 furnished to the Public Works Director.
2. The Consultant shall keep a log of permit activities performed by his firm and sub
consultants for review by the City.
3. The Consultant shall prepare all required applications for permits and supporting
documentation and famish to the Public Works Director for signatures and submittal.
4. 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. SJRWNID Environmental Resource permit. (40C-42, Category C, for
. modification or reconstruction of an existing system by a Government Agency).
b. City of Atlantic Beach Land clearing permit (Public Works to submit, if required).
c. NPDES Construction permit (information only, to be acquired by the Contractor)
AGENDA ITEM #8E
FEBRUARY 28, 2Q05
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. Plans shall be 11" x 1?" sheets.
4. The City shall be the Owner of the final documents.
5. The Consultant shall take notes of all design/review 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 Public Works Director shall notify the Consultant in writing regarding changes to
the project that will require modification to the Consultant's work.
' ' III. TIME SCHEDULE
A. 60% Review submittal (8} weeks from receipt of Notice to Proceed.
B. 100% Review submittal (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 16 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.
AGENDA ITEM #8E
FEBRUARY 28, 2005
CONTRACT FEE SUMM ARY FOR ENGINEERING D!t/IS10N
Cl7YOFJA CKSONViLLE. FLORIDA
.•:: ::: PART ONE -.GENERAL .: . .. .. . ...... ;;•,...
1. PROJECT 2. PROPOSAL NUMBER
Drainage Improvements to Ocean and 13th St
3. CONSULTANT 4. DATE OF PROPOSAL
Chantal Bowen Engineering, Inc. 2121!2005
PART :TWO - LABOR RELATED COSTS ;
5. DIRECT LABOR HOURLY ESTIMATED ESTIMATED TOTAL
RATE HOURS COST
Principal $ 48.57 4 $ 194.28
Project Manager $ 42.80 42 $ 1,797.60
Project Engineer $ 38.32 39 $ 1,494.48
Project Engineer $ 27.74 77 $ 2,135.98
CADD Technician $ 23.06 62 $ 1,429.72
Clerical $ 13.77 9 $ 123.93
TOTAL DIRECT LABOR 233 $ 7,175.99
Avg. Labor Rate 30.80
6. OVERHEAD (COMBINE FRINGE BENEFIT AND ADMINISTRATIVE) $ 10,763.99
OVERHEAD RATE -150°I° X TOTAL DIRECT LABOR
7. SUBTOTAL -LABOR + OVERHEAD (ITEMS 5 & 6) $ 17,939.98
8. PROFIT -LABOR RELATED COSTS (ITEM 7) X 10%
S 1,794.00
- - , :: •~ .. t?ART THREE ~ OTHER GOSTS : ; . .
9. MISCELLANEOUS DIRECT COSTS
ORIGINAL REPRODUCIBLE -VELLUM PLOTS $144.00
BLUELINES - 24"x36" $130.00
PAPER COPIES $140.00
SHIPPING $145.00
DISPLAY BOARDS $120.00
MISCELLANEOUS DIRECT COSTS SUBTOTAL $ 679.00
10. SUBCONTRACTS -LUMP SUM
Sub-consultant Admin. $175.00
Architectural $0.00
Survey $3,500.00
Geotechnical 50.00
Electrical/Lighting $0.00
Environmental 50.00
SUB-CONTRACT SUBTOTAL Planning/Landscapingllrrigatfon $0.00
TOTAL LUMP SUM AMOt1NT (fTEMS 5,6,8,9 810) $24,087,97
11. REIMBURSABLE COSTS (LIMITING AMOUNT)
TRAVEL $146.04
OTHER (SPECIFY)
SUBTOTAL REIMBURSABLE $ 146.04
... PART; FOUR • SUMMARY, ,.'.r . , .. .. - r
TOTAL AMOUNT OF CONTRACT (LUMP SUM PLUS REIMBURSABLE)
ITEMS 5,6,8,9,10,$11 $ 24,234.01
F:1DraR SWH Reports~2005 MeetingsrFebruary 28, 2005~(FeePmposa! Oceanl3~ Final.xlsJSummary