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Exh 8FAGENDA ITEM #8F NOVEMBER 11, 2002 CITY OF ATLANTIC BEACH CITY COMMISSION MEETING STAFF REPORT AGENDA ITEM: Professional Engineering Services Contract Award Cooperative Beaches Utility Plan SUBMITTED BY: Donna Kaluzniak, CEP, Utility Directo DATE: November 4, 2002 BACKGROUND: One of the City Commission's strategic priorities was to investigate a variety of ways to improve the cost, service and reliability of their water and sewer utilities through,cooperationbettyeen the Cities of Atlantic Beach, Jacksonville Beach and Neptune Beach. Stag' from the three cities prepared and advertised a request for proposals for professional engineering services to develop a plan for the combined beaches cities that will result in cost savings, workload or supply efficiencies, improved levels of service, system reliability, and regulatory compliance. This plan may examine the effects of changes to infrastructure, operations, maintenance and administration. The project will be awarded in.two or more phases, with Phase I to include items selected for ease of implementation, increased cost savings or improvements to levels of service. Future phases will consist of additional improvement items that may be more difficult to implement or fund, and will be contingent upon the successful implementation of prior phases. Four proposals were received from the following firms on July 17, 2002: • Hartman & Associates • Integrated Science and Engineering • North Beach Engineering • Stone, Joca & Mahoney Stafffrom the three beach cities evaluated the proposals and interviewed the two top-ranked firms, Hartman & Associates and Stone, Joca & Mahoney. After the informal interviews, the top ranked firm was Stone, Joca & Mahoney, and the City Commission authorized staffto negiotiate a contract with this firm. Per discussion with the engineer and among the three cities' staffs, items for Phase I were defined to include an evaluation of the potential for and cost-effectiveness of interconnecting the beaches water systems and of consolidating utility billing and meter reading services. After negotiation and review by the three cities,.the consultant has provided a proposed contract in the amount of $109,600. AGENDA ITEM ~tBF NOVEMBER 11,2002 BUDGET: Because authorization to negotiate a contract came after the budget was approved, no funds were budgeted for the project. Therefore, funds will need to be transferred to the water and sewer fund as amid-year budget modification. Funding for the project will be equally divided amongst the three cities. Atlantic Beach will award and administer the contract, and the Cities of Neptune Beach and Jacksonville Beach will reimburse Atlantic Beach for their share of the costs. Net cost of the project for Atlantic Beach will be $36,533.33. RECOMMENDATION: Award the contract for Cooperative Beaches Utility Plan, Phase I to Stone, Joca and Mahoney, Inc. in the amount of $109,600. Authorize the City Manager to sign the contract, contingent upon receiving written verification that Neptune Beach and Jacksonville Beach will reimburse Atlantic Beach for equal shares of the cost. ATTACHMENTS: 1. Cost proposal from Stone, Joca & Mahoney REVIEWED BY CITY MAN 2 AGENDA ITEM #8F NOVEMBER 11, 2002 Sfione, Joca & Mahoney, Inc. Consulting Engineers October 22, 2002 (Updated November 1,2002) Donna Kaluzniak, CEP Director of Utilities City of Atlantic Beach 2200 Sandpiper Boulevard Atlantic Beach, Florida Re: ~ Professional Services Proposal -Cooperative Beaches Utility Plan Phase 1 Dear Ms. Kaluzniak: Stone, Joca & Mahoney, Inc. is pleased to submit this proposal for, Professional Engineering Services in connection with the Beaches Communities' efforts to evaluate cooperative utility uses and optimize utility performance for all three communities at the beach. This proposal is made as of November 1, 2002 and will become a part of a more formal Agreement, by and between the CITY OF ATLANTIC BEACH, acting as the agent for the cooperative Atlantic Beach, Neptune Beach and Jacksonville Beach (Client) and STONE, JOCA 8~ MAHONEY, INC. (SJM), a Florida corporation. PROJECT DESCRIPTION The first phase effort in the ultimate evaluation, consists of first an evaluation of the potential for and the cost-effectiveness of interconnecting the various City water systems, and second an evaluation of the potential and cost- effectiveness of consolidating water system meter reading and account billing services. The meter reading and billing evaluation, because it has been separated from an overall operation and management system review may be somewhat limited in consideration of other indirect operational or managerial influences. The water system interconnection evaluation will be based on a detailed review of the Water Plant infrastructures, operating costs as well as the water distribution hydraulics and operating costs to determine cost-effectiveness of any recommended interconnections. C:ID000MENTS AND SETTINGSIDKALUZNIAKILOCAL SETTINGSITEMPORARY INiERNE7 FlLESIOLK3CIPROPOSAL COOP BEACHES PHASE 1 OCTOBER 22 2002DOC 7400 Baymeadows Way Suite 220, Jacksonville, FL 32256-6829 (904) 448-5300 Fax (904) 448-0401 • sjmengr.com AGENDA ITEM #8F NOVEMBER 11, 2002 .M.s. D Kaiuzniak Page Z of 5 October 22, 2002/ Revised November ~, 2002 SCOPE OF SERVICES Our services will be provided in the following Tasks: TASK 1: Organizational Management Consisting of; Establishment of team procedures and hierarchy, establishing informational transfer and use procedures, data and informational organization, data and information review, developing methods for ascertaining the accuracy of external supplied information, address abnormalities and conflicts in data, organize data into a usable data base and performing personnel Interviews. TASK 2: Evaluation of Interconnection of Water Systems Consisting of; Evaluating the individual unit capacity's of the various water treatment plants, the limitations or advantages.of available space ~at the sites, useful life of equipment and units, and residual value of plant units. Evaluating Water Treatment Plant operation, chemical, electrical and testing costs, establish an incremental operating cost of production. . Developing a combined three-community hydraulic water system model. combining the three individual water systems. Convert the Neptune and Atlantic Beach hydraulic models into a WaterCad software database, .and develop a hydraulic WaterCad model for Jacksonville Beach including use of fire hydrant fire flows test results to optimize the model. Test run the individual and combined models, run simulations of existing conditions, build- . out, and three fire locations for each City; Simulate Atlantic Beach serving Neptune Beach and vise versa, Jacksonville Beach serving Neptune Beach :and vise versa, Neptune Beach serving both Atlantic and Jacksonville Beach. Evaluating the water distribution operational costs to develop an incremental operating cost of delivery. Developing a~ performa spread sheet comparing various interconnection options on a cost benefit basis. Developing a cost to upgrade and/or abandon WTP's and water distribution .mains, develop cost for new infrastructure to implement the interconnections, such as cost of metering; backflow prevention, pressure reducing valves piping and appurtenances. C:ID000MENfS AND SETT1NGSlDKALUZNIAKLLOCAI SETTINGSITEMPORARY INTERNET FlLES10LK3C1PROPOSAL COOP BEACHES PHASE 10CT08ER 22 Zp02DOC PAGE 2 OF 5 AGENDA ITEM #8F NOVEMBER 11, 2002 :l/ls. D K3ic:zniak Page 3 of 5 October 22, 2002/ Revised November 1, 2002 Developing a Team Management Report addressing the above issues and providing recommendations and implementation suggestions (including cost savings separately identified by city utility). TASK 3: Evaluation of Meter Reading and Billing Operation and Management Consisting of; Evaluating operations associated with meter reading in all three cities, separate out costs specifically associated with meter reading. Evaluating management operational costs associated with billing in all three cities, separate out management and accounting costs specifically associated with billing. Evaluating efficiency methods to integrate meter reading, billing account receivables and account servicing and account history. Developing costs per unit of service (per account/per ERC) for each stand alone city system versus combinations of city services. Developing .performa reflecting .cost savings over time for the various combinations of combined city services. ' Developing a Team Management Report addressing the results of the evaluation and performs, and provide recommendations and, implementation suggestions. TASK 4: Coordination/ Public and Commission Meetings Consisting of ; . Cooperative Beaches Utility Group coordination meetings with the Utility Technical Team (four meetings of 3 hour duration) Commission Meetings attended by an abbreviated Utility Technical team (Two for each community at 2 hour duration) Public Meetings attended by an abbreviated Utility Technical Team (Two for three hours each) . C:IDOCUMEN~S ANO SETTINGSIDKALUZNIAKILOCAL SETT1NGSlTEFAPORARY INTERNET FlLESOLKJCIPROPOSAL 000P BEACHES PHASE t OCi08ER 22 ~102DOC P/~GE 3 O F 5 AGENDA ITEM #8F NOVEMBER 11, 2002 .9/:s. D K~luzrisk Page 4 of 5 Ocfober 22, 2002/ Revised November 7, 2002 PROFESSIONAL FEES Our fees are outlined as follows: TASK 1: ORGANIZATIONAL MANAGEMENT TASK 2: EVAL. OF INTERCONNECTION OF WATER SYSTEM TASK 3: EVAL. OF METER READ AND BILLING OPERIMANAGEMENT TASK 4: COORDINATIONIPUBLIClCOMMISSION MEETINGS (T8~M) REIMBURSABLE EXPENSES (TB~M) LUMP SUM FEE (TASK 1-3) $ 5,200 $ 67,880 $ 19,570 $ 11,350 $ 5,600 $ 92,650 TIME AND MATERIALS(T&M) NOT TO EXCEED FEE (TASK 4 AND REIM.) $16,950 TOTAL FEE (LUMP SUM AND TIME AND MATERIALS) SERVICES EXCLUDED The above services and professional fees do not include consideration for the following; Creation or recreation of data to be utilized in the evaluation .Risk Management or Safety Considerations $ 109,600 Development of documents or evaluation of systems or considerations beyond those addressed. CLIENT RESPONSIBILITIES Client agrees to provide. full, reliable information regarding its requirements for the project. In addition, the Client agrees to provide, at its expense and in a timely manner, the cooperation of its personnel,. legal counsel and such additional information with respect to the project as may be required from time to time by SJM in the performance of our work. The Client shall designate a Project Representative authorized to act on behalf of the Client with respect to this Agreement and agrees to render any decisions promptly to avoid unreasonable delay to the project and the performance of SJM's work: C:1000UMENTSANOSETTINGSIDKALUZNIAKILOCAISETTINGSREMPORARYINTERNETFlLESlOLK3CIPROPOSALC00P8EACNESPHASEtOCTO8ER22200200C PAGE40F5 c.^A. 11-01-2002 5:10PM FROM Ms. D Kaluzniak Page 5 of 5 Ocfober 22, 2002) Revised November 9, 2002 APPROVALS AGENDA ITEM #3F NOVEMBER 11, 2002 Ms. Donna Kaluzniak has been designated as the Client Representative who will be responsib{e for procedural/technical direction for this project and has authority for project decision approval. In the event that engineering decisions, as approved by Ms. 1aluzniak are rejected by others, and additional engineering is required, such redevelopment or reevaluation services shall be compensated as extra services at the. agreed upon hourly rates. SJM is very excited about working with the three Beaches Cities on this project and trust that this proposal is responsive to the Group's needs. Should you find this proposal acceptable, we will incorporate the proposal into a formal Agreement to be agreed upon and executed by both parties. If you have any questions during your evaluation of the proposal, please do not hesitate to contact me. Sincerely, STONE, JOCA & ANONEY, iNC. ne o , P.E. Director-Mu pal Engineering Stephen P. Joca, P.E. Executive Vice President • cc: Contract File T,~PRWECt fllESL99037. COCPERATNE P.EICNES Ur1l PINAPROP05A1.WROPOSAi. COOP B'czCtiES PHASE t OGT09Eft 12.2DO2DOC PAGE 5 OF 5 ~. 11-01-2002 5:18PM FROM O d tii Q W ti U W 1~L (.~ C1 W U W J z O U w u. 0 o. 0 x n.. r a 2 W ~ Z m O ~ x o ~ O U ~ ~ ~ `L F-' ti Z ~ ~ O O~w v~ a F.. ~ N 'a V ' M1 ~ v ~ ^ .T O m 6 O 9 M O w O d O ~ is 47 O ~ U N w w w Q F - O ~ N O m O. O O O O O O O O K) Z J U N 0 N ~ N ~ N O N W ~ b0 ~ 0 H ~ N ~ 6 4 b9 ~9 9 4 R W J U ~ vi Z o fti 0 er) O O b! w O ~ ~ ~ O ~ W O LL ad ' Z V OA K ~ W O O aOry w H09 ~ .O M U' _ . y U W W d ~. Z ~ C7 `A O ~ M w °w OM QQ o~ ° ~ ° ~ z W vs l il O y. ~ ~ w O 64 O ~ M O v O . cn ~ w Ni M W eH to ~ ~ p..C U w Ww a °- . ~ W W v t0 C~ m h cry Ova t7 ~ V' ~ pp tip pp fA 0 ° ° J v. N r~s N w M v- y 9 M ~ W ~, Q~ ~ N O W U .. O ` ~ N O N ~O M tOtpp N O ~ O O ~ Q O O ~ N a ~ .-~ N W N b9 c~ M N a'+ W off N O ~ ~ J a r ~ N r N ~ ~ O ~ O ~ V M d0 N w EH W q. a «~, . _ a x U = U = U T U S V Z C~ = U U U = = U = U Z z ~ X m ~C o= ~ O ti Y `ono ~~ L,3 ~E ~ ~ 61 N -+ c ~ ~ '-' U c N C1 [e ; V lR ~ U a> ~9 C . ~ V ~ c _ N « cQ a 7 R ~._~a ° ~ ~ ~ C ~ .. ~ o ..C ~ a c . ~ m ~ _~ 1 ~~ o - 7 A ~ L $ Q - 77 .p ~ ~ CA .J H Y z o ~`n~~W •-U ~ a Eon e W`~ O Q '' W N ~ Eoa ~ ~ , `° "'~ E a F' m y ~ ° ^ 'y o c~ - - ~ c AGENDA ITEM ~8F NOVEMBER 11, 2002 it-B1-2802 5:11PM FROM N N 0 r tii Q D t1J r w. ur O O CD N Ltl U i1J Z' O y O. ~. Q. .~ C w fQ }•.. a z a. J ~~-• U CI Q. O O GV z Ll] Z 2 d a!S U O t!J Z O F- ~ ©, 2 1w•• W ~ ~ w n. ~ O ( d n ~ ~" .' O M •• 6 9 Nj ~ p O J U °' y n • rn w ~ O d o f v f , s rs ri °~ s '•• / O a j m 4 ~ O y ~ ~ .Q. ° m ti ~ a ~° a ~ ° ° o rn ti ~ U ~ ~ ~ O ~ O N O N p cD V ' N ~ H . r tq , ~ M ~ 69 b ~ y ~ v 9 to M ,• M a th ~ w ,A J U W Q W 2 `-: O N ~ M N O ~ O h 0 ~ ~ O O ~ Q ~ ~ ~ M ~ ~ ~ Q ~ ~ Z O ~ 'Q O Zvi: O d ? 4r9 W CO ~ OM yO O ~ O ~ O en ~ O H O O W ~ 2 ~ 'n V W ~ O H zo z~~ 0 «s w °vi °~ :°- ~ ° ° o ~ ~ ~ ~ {j{ ~ P7 ~ r b! ~ Q~ O .J h •00' O) t~'~ ~ rCA N N ~ ~ tp') ^ 'T O N . p O r OIiT ~ O O ¢~ •V ,d, ~ N h M O J W ~ M r ~ N V3 N N ~ ~ N ~ 4 ~ ~ {?.~~ pp S O N ti N ~ a0 O ~ N op r ~ N CO '- at <D ~ N m '^ O O O ~ ep N ~ r~ co m ~ N c9 v~ n , N N N !~ _ _ r ffl ~ •2 W u J O r0„ N r 7 ` ' 0 O r N O w 7 O O r O O r O O p Q. ~ N ~ V r ~ '~ ' N N M op a0 ~W O 64 ~ ~ N fiT ~-• fA iq V! 6~ '~ O N O ~ N O ~p O N N O N O r O ~ O p U N N M ~ ~ N N N N H H ~ Z r K ~ W ~ a N ~ U yi U S ~ `~ ~ U ~ Cj = Cj = ~ 2 V ~ j _ ~ y U ~' a ~ _ ~ = U e ~ O ~~e f=~ ~ro pw '~~ ~a-~` ~ a ~ "i° ~ ~'3 ~ S$=' " ~~ ~ ° ~ o Qm rnN ~ ~ ` - y u~ o a i ~ m y m•a ~ a c a ¢+ ~ ~ c~ ` ~ 0 ` ~ O E ~ '~ ~ e tl co ~ `O m ~ ~ O a`~i F- ~ E ~ ~ ~ u> P~ 'o •~ ~ E ~ - o a - c ~ V ~ o AGENDA ITEM #8F NOVEMBER 11, 2002 11-81-002 5:11PM FRAM N O a 0 ll.! Q ttJ Q 2 F-' W w a m W U W J Z 0 0 a .0. m i0 W ~o Y N '"' a a U ~ z W ~ Z U O m _ ci o ~ Q O Z d z ~~ y ~a w ~ O m N R 7 ~ M ( q V i W ~ ~ o U ~ - e~ i w ~ s w ~ Q H O ~ ~ o ~ O O v o GrJ O ar p 1`'~ O W O N O O p O O of O _ fN~pp ~ O O Q v p 7 Q N ~ ~ O O N O tO N f7 .. 1n h O 'a ' t' J M N ~ ~ ~ ~9 W 1 (A V q y j ~ , ~ U° ~ ~ ~ O ~ O N ~ p ~ w ~ O O ~ O O ~ N W9 M fA ~ bf N ~ fr A J U ~3 Vj0 0~ O ~ O 69 h O ~A W O t9 !f> ~ W O W Q~ r ~ Q li. Z O Z U Q °rJ ~9 {/! f9 /A M M ~/ (A H ~ fn iR ~ U W ~ O ~ Z 0 O O O O ~R ~ ~ ~ H ~ ~ O O b ^ Z V1 w t,ti ~ w yr o ~ Cn O m O N 'a C N m N •-- O O ^ o0 0 0 0 0 0 4. -J t(j 0 Q O 'a7 N N N 1[f (.. ~ (iT ~ M Oi 4 ~ w~ r ~ n F ~~ ~ Vt~$ O m '' ~ om. O ~ W A ~ cp ~ ao ~ O W Q y9 O w O O O O oaf a ~ . ~, ~ ~ ~ ~ a 'A ~ W p ~ V G p .Q O O ~O~p Us ~' O O" O O ^ at O v O ~ p N! p c'f O cN O N O N V Vi fq {A V- f7 aT N y O ~ ~ ~ a °o, N v N N a N ~ N. v N v o w O ~ o «» o ~ ~ z~ ~ ~ w w O N ~ ~ L O V ~ O = U ~ O = U `~ ~ ~ ~ Vl N _ ~ y ~ = V y /~ V ` H ` m ai ~ .Y. = V = V = V = V Z e w $ O ~ ~ C ~ ~ ' ~ ~ ~ m o a ~ ~ l0 y ~~,~ T a~ ~ C '[~ c~ t C m ~ ~' ~ ~. a ~ U `3 ~ ~ Uf y C 0.'S c V m m~ ' O $~ ~ 'J. h 61 O p ~ ~ w 7 m m 7~ Q1 ~ E y :n = m Q ~ 3~W ~~ ~ 8 Q $ C fA w " N ~ ~ m C ~ ~ d Q e t ~ m ~- - AGENDA ITEM #8F NOVEMBER 11, 2002 1',-@112002 5:12PM FROM N chi 0 w '¢ O W Q H N W F- W C? m w U W z 0 .~ W 0 ~. Z N U1 W Y 2 • ti n. _z -~ } ~ ~ U z m o •. a a ~ O ~ U d ~ }: U m ~ ~ LLl U Z W t- Q ~ W ~ ~ ~ q q q W m ~ h ~ M ~ y09 w ~ 0 J U q lh b9 N yr r; Q _ 's ~ _ ~ ~ N O O O O O O O O Q ... z (, '? ~ N q ~s N ~ Vi Vi W ~ O ~ O eA O ~ q CD m ~ ~ ~ ~ J U W Z Q ~ ~ M +~ ~ ~ yoq ° 0 0 M 0 0 ~ O ~ , aQ W - o aq co ~ ~ ro v ao M o ~ 0 w 0 ers y Oy ~ o w ~ o ~o (,~ Z ~A W U7 = w U ~ W N ~ C7 e~i o 0 0 °~ °~. eoy e~j ~ w o O Z Cn W W !11 0 '~ Z~ J ~ r °v r ~ °w o 0 K 0 fR 0 IA 0 Vj 0 69 p M r 'O!' 5 ~ ~ `~ r w ~ w Q a ~, ~- ~ N m ° M C7 N iR V! ~ ° tO ~ m 69 a K 4-' U N m N ~ ~ v u~ ~ C ~ ~ O O w O O so eN.~ f ~ LL ~ Q e Y e9 to ~ +R 0. N ,°~ N N ~ N ~ Oc~ o o ~ O <A o M O U 69 N eq N ~ ~ Z ~ oq LC a S CJ = (~ = U z ~ z U = U `~ U ~ U ~' a L' o f ~ o S S = U = U = U Z O M- ~ a _ ° N b ~ s ~~ ~ ~ , c ~ ~ .-, C(!J~ Ll! ~ ~ ~ C ~ N ~ ~ ~ VJ VV m W N ~ j Y a {"' Q ~ F- IQ- ~~ ~ mE AGENDA ITEM #8F NOVEMBER 11, 2002