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Exh 8D
CITY OF ATLANTIC BEACH CITY COMMISSION MEETING STAFF REPORT AGENDA ITEM #8D AUGUST 22, 2005 AGENDA ITEM: Request for Approval of Scope and Fee Proposal for Mayport Road Median Design Contract SUBMITTED BY: Rick Carper, P.E., Public Works Director jz, G DATE: July 27, 2005 BACKGROUND: The City Commission previously authorized staff to negotiate a contract with GAI Consultants for study and design services for medians along Mayport Road. GAI completed the Mayport Road Traffic Analysis Study in February 2005 under this authorization. Following additional negotiations with FDOT and the City of Jacksonville (COJ), all parties have agreed the Mayport Road improvements are ready to proceed, with COJ acting as Project Manager for the entire task. Because the City of Atlantic Beach had already selected GAI through a competitive RFP process, COJ has concurred in using our contract with the Consultant to as a means to expedite the project. Staff has negotiated with GAI Consultants to arrive at an agreed upon Scope and Fee for the Mayport Road Improvements. The Scope includes all elements of the FDOT Resurfacing project scope, design of the Median Improvements proposed in the Mayport Road Access Management Study (October 2003), and additional improvements noted to be required along the corridor. BUDGET: Current Year: $290,293.96 (1/2 cent Sales Tax Fund, 131-5002- 541-6300, PW0402). Staff had estimated actual expenditures this year to be approximately $81,000 to cover design and CEI services. FY 06: $291,000 has been requested in the 112 cent Sales Tax Fund, 131-5002-541-6300. RECOMMENDATION: Staff recommends approval of this Agreement, and authorization for the City Manager to sign a contract with GAI for the proposed services in the amount of $55,857.77. COAB's portion of the cost for CEI services is estimated to be about $27,000, payable to COJ as the Project Manager, after construction begins. ATTACHMENTS: 1. Scope of Services for an Engineering Study and Conceptual Design Phase, and Final Design Phase of SR A1A (Mayport Road) from 7"' St. to End of Section (NAS Mayport), M.P. 0.383 to MP 3.509, Duval County for the Cities of Jacksonville and Atlantic Beach 2. Contract Fee Summary REVIEWED BY CITY MAN Exhibit B CONTRACT FEE SUMMARY FORMAT FOR ENGINEERING CITY OF JACKSONVILLE, FLORIDA AGIrNDA ITIJM #8D AUGUST 22, 2005 DIVISION :.:.:.:.:.:...........:...............:......:.:...:............. ::::::.:.:.:.:::::::. RA €~P .~ : TI`S` R G E ..... A ... ...EN L ........ .. . ..... . e i `` 1. Project 2. Proposal Number Ma ort Rd- Median Contt & RRR Desi n 3. Name of Consultant 4. Date of Proposal GAI Consultants. Inc. 8/12/2005 :~ ............... ....... PART::: I:;~ L`' `B ................... .CI `. T : ..C ~ ~ : ~: R..RELA..ER.. aSTS: ............... °~~~°~°~°~°~°~°~~ 5. Direct Labor Hourly Estimated Estimated Rate Hours Cost TOTAL Project Manager(Responsible Prof.) $ 40.90 548 $ 22,413.20 Senior Design Engineer(Registered) $ 38.18 474 $ 18,097.32 Design Engineer(Registered) $ 29.09 940 $ 27,344.60 Landscape Architect(Registered) $ 29.09 496 $ 14,428.64 Designer or Technician $ 23.64 817 $ 19,313.88 Drafter $ 20.60 1394 $ 28,716.40 Clerical $ 15.50 164 $ 2 542.00 TOTAL DIRECT LABOR $ 27.49 4833 $ 132,856.04 fi.Overhead (Combined Fringe Benefit 8~ Administrative) Overhead Rate 150 % x Total Direct L abor $ 199,284.06 7. SUBTOTAL: Labor + Overhead Items 5 8~ 6 $ 332,140.10 8. PROFIT: Labor Related Costs Iten x 10% $ 33,214.01 ii ..r .: ..', ~ I P . T...tll........... ~ . .....: .. ................ AR.... .... 'CNER .COSTS':::::::......... ......: . ........ 9. Miscellaneous Direct Costs Original Reproducibles $ 1,836.00 Reproduction $ 2,319.00 Transportation $ 420.00 Other $ 3,070.00 MISCELLANEOUS DIRECT COSTS SUB-TOTAL $ 7 645.00 10. SUBCONTRACTS (Lump Sum) SUB-CONTRACT SUB-TOTAL $ _ TOTAL LUMP SUM AMOUNT Items 5, 6, 8, 9 and 10 $ 372,999.11 11. REIMBURSABLE COSTS (Limiting Amount) Survey (GAI) $ 70,210.00 Subsurface Utili Locates Contin enc $ 10 000.00 SUB-TOTAL REIMBURSABLES $ 80,210.00 ....... ..........ART. 1V ` SlJ P ~° ~°~°~°~° :.:::::::::::::.:::::::.:: :::::::::::.:.:.:::.:.:::::.:::::.:.:.:::.:.:... TOTAL AMOUNT OF CONTRACT (Lump Sum Plus Reimbursables) $ 453,209.11 Items 5, 6, 8 9, 10, and 11 12. 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MISCELLANEOUS DIRECT COST AGENDA ITEM #8D ' AUGUST 22, 2005 Mayport Rd- Median Const & RRR Desigr FROM: MP 0.383 T0: MP 3.509 ITEM DESCRIPTION ITEM COMMENTS TOTAL Drafting Medium: (Original Reproducibles) 153 Sheets S12.00 Per Sheet = $1,836.00 Reproduction (Blue Line 8~ Sepias) Shee No Co ies Coun Per Sheet 1/2 Size 153 100 15,300 S 0.11 $ 1,683.00 Includes - 60%, 90%, 100%, Full-Sized 153 1 153 S 2.00 $ 306.00 Bid Sets Specs 300 10 3,000 S 0.11 $ 330.00 Includes - 60%, 90%, 100%, Bid Sets Total Re reduction Costs $ 2,319.00 Tranportation From: 10199 Sauthside Blvd. To Project: # Trips Transport. 30 x 20 miles x 50.30 per mile" $180.00 To City Hall: # Trips Transport. 20 x 20 miles x 50.30 per mile" $120.00 To Other Agency: # Trips Transport. 20 x 20 miles x SD.3D per mile" $120.00 $420.00 Other (Specify) No. Un it Cost Presentation Boards for Public Meetings 8 $ 150.00 $ 1,200.00 Aerial of Mayport 1 $ 500.00 $ 500.00 Perspective Rendering 1 S 1,000.00 $ 1,000.00 Shipping Overnight Deliveries 20 $ 15.00 $ 300.00 First Class Letters 200 $ 0.35 S 70.00 $ 3,070.00 TOTAL MISCELLANEOUS DIRCT COST S7,645.OD Sheet 3 Consultant: GAI Consultants AGENDA ITEM #8D AUGUST 22, 2005 Sub-Consultai GAI CONSULTANTS INC Name of Jol Mayport Road -Resurface From: 7th Street To: Mayport Naval Station Estimator's Name/Date Linda J. Griffin Length: 3.126 Miles SURVEY ESTIMATION CHART SURVEY FUNCTIONS CREW DAYS COMMENTS Baseline Control 5 Centerline of R/W Ali nment N/A Bench Levels 5 3 wire levels Reference Points 4 4 at each of A rox 20 Stations Section Line Ties N/A Subdivision and Pro ert Ties 4 Utilizin lats of record & tax ma s Side Street Intersections 5 Full to o & utilities at max 100' To o ra h /DTM 20 Rd to o at all inters. 100' each wa Cross sections see assumed number 7 Xsect at 100 or 300' intervals Lateral Ditch Surve 2 A rox. 3000 LF Tree Surve NIA Under round Utilities 6 Based on locate mark outs b others Pond Site NIA Su lemental Surve s NIA Jurisdictional Line Surve s NIA Miti ation Site Too NIA Survey Days X (Cost per 3-man crew day) ~920.0o x 60 days = $ 55,200.00 Travel $ _ Subtotal Survey Cost = $ 55,200.00 Surveyor P.L.S. (hourly) $100.00 x 64 hours = $ 6,400.00 Technician (hourly) $65.00 x 126 hours = $ 8,190.00 Clerical (hourly) x hours = $ - Clerical (hourly) $35.00 x 12 hours = $ 420.00 TOTAL SURVEY COST = $ 70,210.00 (Please Sign) Prepared by: Date: 7/26/2005 Comments: Sheet 4 (D O sooz `zz ssn~n~ Q8# L1i~.LI ~QN~~d ~~~~~~~~ n c~~ O ' ' D ~~ <<< << < : ~ ~: ~: : ~: ~: ~ C7 -~ .. m ~ < ~ r Co rncn;Awr.~-~ ~ o C~i7o ~ U?c~C~C~ ~ ~ a D c= cn _ o 0 0 ~ ~ ni W o, ~' ~ °' ~ ~ ~ c D - ~ .. N co n a ~ a c m_ ; . v < -D o ~ . ~ 0 v i N - -I o D n n ~ ~ m ~ -, ; (n ~ o ~ c -a ~ .-.. r ~ N U] C (''D ~• _ ~' .D m ~ ~; ~ ~ :i7 > > 'fl ~ 3 ~ O N ( D ~ D ~ N ~ cn. g a n` !A Efl {p Efl ffl fA EA Efl 69 C ~: p ~ n as -~ 3 ~ ,+ CTI 0 CJ1 .A. W 00 N ~ d ~ ~ W O ~I ~I O C?1 ~1 ~I ~l N N 0 •..~ 0 -~ W .p. CJl 7C e~+ O -~ .P O 0 ~! CJ7 O 0 cD ~D cc o cn ~ w o o0 rn ~ a a -~ o o rn v in cn o O C p -i O O W W 00 CJl -~ W .a ~ O: fA '~ {f1 ~fl {fl ffl ffl Efl {fl N N: ~ ~I ~ .A O W .ta O W U1 .A. CD N -~ ~ ~ i ~ ~ 0 ~--~ ~ ~ ~ O V1 O N 0 ~1 W Ja CT1 ~ P~ Ul N i W 0 0 0 00 O O Ul ~I 0 0 0 ~l O 0 0 W Oo .P 0 0 CT1 U1 ~ 0 ~ 0 0 --- -' 0 0 0 0 0 0 0 0 o h o o h o ~ o 69 Ff~ fA {fl bF) Efl {!~ 4fl 4fl ~ ~J1 ~ N ~ ~ 00 ~ ~ L n - - N ~l . 1 D w W N .A. . P .A v ~ V W W CJt ~ ~ -~ -~ N V 0 N CJ7 CJ1 -~ ~l ~I O O N - 0 00 0 0 0 ~ ~ 0 0 W o c c \ \ \ c ~ i!! f~ {~ {~ 4A ffl 4fl Efl {~ O ~ L N N W N -~ -~ W ~1 N 00 0 ~I -~ -~ N CJt N N CJl N ~G ~I (D 0 W ~I GJl V --~ (D N ~ ~ 0 0 0 W ~ W --~ N IV O W 0 0 -~ O CJ7 00 W W 0 --~ 0 0 o ~ \ \ o ~ o 0 0 0 0 0 0 0 v a' c 0 O -.~ -n m N S a, a' TI `I C G. 3 (Q O C C'> fD AGIJNDA IT1/iti1 #8D AUGUST 22, 200 Scope of Services for Mayport Road Design 8/12/05 EXHIBIT A SCOPE OF SERVICES FOR AN ENGINEERING STUDY AND CONCEPTUAL DESIGN PHASE, AND FINAL DESIGN PHASE OF SRA1A (MAYPORT RD.) from 7th St. to End of Section (NAS Mayport), MP 0.383 to MP 3.509, Duval County FOR THE CITY OF ]ACKSONVILLE, FLORIDA 8/12/2005 ,Project Corridor Description: Mayport Road (SR A1A/101) is a Florida Department of Transportation (FDOT) urban arterial roadway that is inside the City of Atlantic Beach (Atlantic Boulevard to Dutton Island Road) and the City of Jacksonville (Dutton Island Road to End of Section). The road has a 7-lane typical section within the City limits of Atlantic Beach consisting of 3-travel lanes in each direction plus a center two-way left turn (TWLT) lane, and a 5-lane typical section within the City of Jacksonville limits consisting of 2-travel lanes in each direction plus a TWLT lane. A. SCOPE OF PRO]ECT GAI will perform those roadway-engineering and landscape architecture services required to complete: Conceptual Design and Final Design phases. Both the City of Jacksonville (COJ) and City of Atlantic Beach (COAB) have enhancement funds for the construction of landscaped medians within their respective City limits. FDOT will provide funding for design and construction of all 3R improvements throughout the project limits. Conceptual Design: Services will include development of proposed landscape median layout throughout the corridor limits, while addressing access management issues. Final Design: Design services will result in all drawings, standard specifications, special conditions, supplemental permits, and other documents necessary to adjust utilities, seek bids, and contract for construction of the project in accordance with City of Jacksonville Procurement Department standards. Design services will incorporate all construction work items listed in the Preliminary Scope of Services for FDOT FIN No. 208828-2-5201 as provided by the FDOT including: Mill & resurface pavement, repair curb & gutter approximately 800 LF, upgrade and add ADA ramps to meet the standards, repair damaged sidewalks approximately 500 SY, install Hand Rail approximately 70 LF, retrofit bridge railing at Bridge No. 722144, clean and regrade outfall ditches approximately 3000 LF, repair or replace damaged curb inlets approximately six (6) each, replace inlet grates and manhole covers approximately 50 each, replace selective post mounted sign, replace overhead signs and replace pavement markings. Also included are intersection drainage improvements at Plaza and Mayport Rd. (COAB has advised that flooding occurs on the west side of the Plaza and Mayport Rd intersection. Installation of inlets will require a cross drain installation across Mayport Rd.) Design service components will include: 1. Community Participation 2. Concept Plan Development 3. Roadway Plans Package 4. Utilities 5. Signing and Marking Plans (includes signal traffic loops) 6. Landscaping/Irrigation Plans 7. Survey Scope of Services for Mayport Road Design . 1. Community Participation AGENDA ITEM #8D AUGUST 22, 200 8/12/05 GAI will assist the COJ and the COAB in conducting three public meetings. An initial kick-off public meeting will address access management issues (median and potential driveway closures) and proposed landscaping within medians to determine public consensus. The second public meetings will occur at the 30°lo design phase to advice on design progress and directives followed. The 30% phase meeting will review design direction and preliminary progress. Public meeting prior to the final plans will provide public information with final details and proposed construction schedule. GAI will provide presentation (power point and presentation boards) and agendas to the COJ Department of Public Works for concurrence prior to the public meetings. GAI will assist in assembling news letter "flyer" for COJ/COAB/FDOT to utilize in mail distribution of meeting notices. GAI will also participate in presenting the proposed plans to both the COJ and the COAB Commissions. 2. Concept Plan Development Services will begin with the concept ,phase development of the proposed medians throughout the corridor limits. GAI will utilize the Mayport Road Traffic Analysis Report (January 2005), Mayport Road Access Management Study (October 2003), Mayport Town Vision and existing traffic data by FDOT to design proposed access management, left turn lane storage and preliminary design of medians (longitudinal and lateral island dimensions, landscaping theme and roadway typical components). GAI will forecast traffic at the signalized/unsignalized intersections within the COJ limits using existing data and information identified above. Projected traffic volumes to be utilized will be documented and submitted to FDOT for approval. GAI will utilize SYNCRO software for forecasting traffic. GAI will develop a final traffic brief that includes COJ results with COAB report findings. Proposed driveway closures will be identified throughout the corridor limits. A plan noting individual property owners will be developed to describe driveway closures and .the maintenance of ingress and egress to individual properties. A preliminary median design will be developed, and subsequent cost estimate will determine projected funding participation for COJ and COAB. GAI will coordinate with COAB, COJ and FDOT to provide conceptual landscaping plan that meets project objectives. A preliminary cost estimate will be used to identify current funding participation on planned program. Median Layout will be overlaid on an aerial plan. 3. Roadway Plans Package This work effort includes the design and drainage analysis needed to prepare a complete set of Roadway Plans, Drainage Plans, Traffic Control Plans, and other necessary documents as required. apical Section Package: GAI will prepare Typical Section and pavement design for the project to be submitted to the City of Jacksonville and Florida Department of Transportation for review and approval prior to the 30% plan submittal. Design Elements: The design elements shall include, but not be limited to, horizontal and vertical alignments, lane widths, and shoulder widths, cross slopes, borders, sight distance, side slopes and ditches, lane transitions, super-elevation, features of intersections, interchange, and limited access points. The geometric design developed shall be an engineering solution that is not merely an adherence to the minimum AASHTO and/or FDOT standards. Roadway Plans: GAI will prepare plan sheets, notes, and details to include, if required, the following: Key Map, Typical Section sheet(s) with notes, Summary of Quantities sheets, Plan/Profiles Sheets, Intersection Detail Sheets, Intersection Profile Sheets, Back of Sidewalk Profile sheets (s), Soil data Sheets, Cross Sections, baseline control data and curve data, and any other detail sheets necessary to convey the intent and scope of the project for the purposes of construction. The roadway design will also include elements of improvement as identified by FDOT under Final Desi4n note above. 2 Scope of Services for Mayport Road Design AGIJNDA ITEM #8D AUGUST 22, ?005 8/12/05 Plan Coordination: GAI will coordinate project plans with the FDOT Signal project occurring inside the same project limits. Drainaae Stormwater Analysis: Services will include apre-application meeting with the St. John`s River ' Water Management District and confirm that this project will be considered under General Permit Section 40C-42.024© (permit fee not included). This project will not require a Stormwater treatment facility. Drainage component improvements planned under this project are maintenance related. Existing drainage path and outlet points will remain and modification that would cause increases to pre-existing outflow conditions are not included in the scope of services. All design work shall be in ' compliance with the requirements of the respective regulatory agencies. Services will include full coordination with all permitting agencies and documentation of all meetings and decisions. A total of two meetings to support St. John's River Water Management District agency permit are proposed. Drainaae Plans: Prepare details needed to address maintenance repairs identified by FDOT to include, if required, the following: Drainage Structure summary sheet(s), Cross Sections, Special Drainage Detail sheet(s), and erosion control details (NPDES Details including SWPPP, Erosion and Sedimentation Control Plans (permit fees not included)). Traffic Control Analysis/Plans: Design a safe and effective Traffic Control Plan to move vehicular and pedestrian traffic during all phases of construction. The design shall include construction phasing of roadways ingress and egress to existing property owners and businesses, routing, signing and pavement markings, and detour quantity tabulations. The Traffic Control Plan shall be prepared by a certified designer who has completed the FDOT's training course, and in accordance with the FDOT`s Roadway and Traffic Design Standards, Index 600 series and the Roadway Plans Preparation Manual. Traffic Control Plans may require plan sheets, notes, and details to include the following: Typical Section sheet(s), General Notes and Construction sequence sheet(s), Typical Detail sheet(s), Traffic Control Plan sheet(s), signing and Pavement Marking sheet(s). 4. Utilities Utility Design/Company Coordination: GAI will be responsible for coordinating all design with the affected utility companies in order to minimize utility conflicts. GAI will be responsible for providing technical data at utility meetings to determine the effects the project has on existing and proposed facilities. This allows the utility representative input into the development of the roadway plans. Utility meetings will be held after the 30% design stage when sufficient information is available for utilities to identify conflicts and relocations. The existing utilities will be shown on the plan and cross section sheets. Prepare Utility Adjustment Sheets: GAI will prepare the Utility Adjustment sheets, notes and details necessary to complete the Utility Adjustment plan. GAI will transfer the utility information to the plans. GAI will prepare utility relocation schedules for inclusion into the contract documents based on information provided by the individual utility companies. Underground Utilities: GAI will provide services required to locate known subsurface utilities. The fee for Subsurface Utility Exploration shall be a limiting amount. 5. Signing and Pavement Marking GAI will prepare Signing and Pavement Marking plans in accordance with the latest design standards and practices as contained in the Manual on Uniform Traffic Control Devices (MUTCD), City of Jacksonville and FDOT Standards as required. GAI will prepare plan sheets, notes and details to include: Key Sheet, General Notes, Tabulation of Quantities, Plan Sheets, Street Sign Details, Special Marking Details. Signs and pavement markings shall be designed in accordance with the elder road user policy. Note: GAI will coordinate with the planned FDOT signal reconstruction project inside project limits. GAI will coordinate with new design to limit duplication of needed components and consider proposed locations (Mast Arms, pull boxes, etc.) that will be affected in the resurfacing of Mayport Road. Information provided by FDOT will be included in plan set as needed, if made available by FDOT in a timely manner. 3 Scope of Services for Mayport Road Design AGENDA ITEM #8D AUGUST 22, 2005 8/12/05 Signing and Pavement Marking plans will include minor signal work to be addressed under subject project (i.e. Signal loop replacements, pull boxes and conductor). 6. Landscaping/Irrigation Plans GAI will prepare the contract plan sheets, notes, and details to include, if required, the following: Key Sheet, Tabulation of Quantities sheet(s), Landscape Plan sheet(s), Irrigation Plan, and Detail sheet(s), and Landscape Detail sheet(s). 7. Survey (Limiting Amount) Specific Requirements: a) Baseline Control -Establish control lines relative to the existing right-of-way, with all ground control points referenced to State Plane Coordinates, NAD83 for future use. b) Bench Levels -Vertical control for the project will originate from existing FDOT benchmarks and will loop through the project. Established benchmarks will be referenced to facilitate re- establishment at a future date. c) Topo9raph~- Acquire topography as required throughout the project length. GAI shall show all above grade fixed improvements along the route (pavement, culverts, fences, signs, light poles, signals, utilities, etc.) The full topographic scope of work shall be undertaken on all side street intersections for a minimum of 50 feet for each minor intersection and 100 ft for signalized intersections. d) X-Sections -Existing pavement sections will be obtained at 300 LF intervals in tangent sections and 100LF intervals in superelevated sections. Survey data will also include existing cross- sections for the outfall ditch near the A1A split for approximately 3000 LF at 100 LF intervals. Sections will extend to 10' outside ditch top of bank. (Also add a contingency of 20 additional roadway sections.) e) Underground Utilities -All underground utilities will be located along the route as marked on the surface by a representative of the utility company. B. PRO]ECT REQUIREMENTS AND PROVISIONS FOR WORK 1. Project Schedule: Within fourteen (14) days after the written Notice To-Proceed is received, GAI will provide a schedule in excel format of calendar deadlines to be updated monthly for progress payments. 2. Phase Reviews: Construction Plans: 11 x 17 sheets 30% Phase 25 sets 90% Phase 25 sets Three draft copies of the required supporting documents (reports, cost estimates, etc.) and one copy of all electronic files shall be submitted with each phase review. All electronic files shall be submitted with the record set of plans (plans files shall be convertible to MicroStation and documentation shall be convertible to h1icrosoft Word or Excel). Final Submittal: Construction Plans; signed and sealed original drawings, fifty (50) sets of construction plans and contract documents shall be submitted for bidding purposes. Electronic files will be submitted for final records. Three copies of final computation book will be provided. Cost Estimate: A detailed cost estimate will be prepared at the 30%, 100% and Final plan phases. This cost estimate will include all items associated with the project construction excluding: water and sanitary sewer replacement, power transmission and service burials. If the City will likely incur costs due to the burial of overhead private utilities such as AT&T and Bellsouth, GAI will include these costs, and obtain a best estimate for this work from the private utility and include this cast for programming purposes. 4 AGENDA ITEM #8D AUGUST 22, 2005 Scope of Services for Mayport Road Design 8/12/05 C. TIME SCHEDULE 1. Project Schedule: a. Preliminary Concept Design 90 days after NTP b. Survey 60 days after NTP c. Submit 30% Plans 60 days after public meeting and concept design approval d. Submit 90% Plans within 90 days of 30% plans submitted. e. Final Submittal plans within 60 days of 90% review. D. NOTICE TO PROCEED No work on this project shall be performed until a contract has been fully executed and a written Notice to Proceed is issued which specifically authorizes such work. .E. ITEMS NOT INCLUDED UNDER SCOPE OF WORK The following is a list of items that may be added to the contract, with some of the items identified in the scope of services as an Optional Service, which can be added at the City of Jacksonville's request. Summary of Optional Services: • Traffic Counts, LOS and Intersection Analysis not included in studies to date. • TV Inspection Services for Existing Storm Sewer System • Maintenance of Business Survey • Right-of-Way Plans • Preparation and negotiation of utility agreements. 5