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Agenda Item:
Date:
Submitted by:
Background:
City of Atlantic Beach
City Commission Meeting
Staff Report
Dutton Island Contract
January 3, 2000
David E. Thompson Director of Public Safety
Through the competitive consultant negotiation process, the City of Atlantic Beach
selected Landers-Atkins Planners, Inc. to prepare.a Master Plan for Dutton Island. The
Master plan was submitted to the City Commission in September 1999.
On September 27, 1999, the City Commission approved the Dutton Island Master Plan,
and the Commission authorized staff to negotiate with Landers-Atkkins for construction
plans for bidding and building the project. Since that time, negotiations have taken place
on several occasions between City staff and Landers-Atkins to identify the specific work
and the compensation for providing specific services.
The attachment outlines the fee proposal from Landers-Atkins Planners, Inc. It includes
the construction documents and construction administration for the project. The fees
are addressed separately to provide clarity for the City in determining whether or not to
obtain these services.
Totals
Construction Documents $44,002.41
Construction Administration $9,183.35
After reviewing the proposal and discussing the project with City Staff members, staff
has recommended against spending $9,183.35 for construction administration. The
construction administration can be handled by existing staff.
Funding Sources:
The design costs will be initially funded from the Capital Improvement budget, and
reimbursement will be sought for approximately $11,500 in Florida Inland Navigation
District (FIND) grants for design, and for the expenses directly related to the fresh water
marsh creation through the Jacksonville Port Authority.
The City of Atlantic Beach approved $250,000 in the 1998-1999 budget for Dutton
Island. Of that funding, $138,381 was spent on the replacement of the culvert leading out
to the island. This left a balance of $111,619 in the 1999-2000 Capital Improvement
Projects fund. Of the $138,381 spent on the culvert, $30,000 will be reimbursed by the
Jacksonville Port Authority.
Relative to the FIND funding,- FIND -has awarded a grant for design work not to exceed
$25,000 reimbursement with a 50% match on the part of the City. We have akeady spent
approximately $27,000 on the design for the Master Plan, leaving a balance of
approximately $11,500 of reimbursement funding for design from FIND.
Relative to the fresh water marsh creation, this portion of the project was established
when the island was acquired by the City, and the Jacksonville Port Authority committed
$40,000 to the creation of the marsh. The City will request this funding from the Port
Authority a$er the project is designed and the construction bid is awarded.
Review of Expenses: Atlantic Beach staff reviewed the proposed expenses with staff
from Jacksonville who has had Landers-Atkins provide design work on similar projects.
The expenses for this project appear to be in line with design work in Jacksonville on
similar projects.
Recommendations:
Staffrecommends the approval of the proposal from Landers-Atkins Planners, Inc. for
preparing the construction documents for Dutton Island. This does not include
construction administration.
Attachments:
Letters and fee schedules from Landers-Atkins Planners, Inc.
Reviewed by City Manager:
Agenda Item Number:
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Mr. David Thompson, Director
- Public Safety-City of Atlantic Beach
800 Seminole Road
Atlantic Beach, FL. 32233-5445
Re: Dutton Island Master Plan
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Dear David,
~nciosed is our fee proposal and revised scope of work regarding the construction documents
for the following site elements on Dutton island:
^ Review of tfie bid proposals, compiling a summary and issuing a letter with the results.
^ Coordinating the implementation of the Construction contract. Reviewing bond
submittals.
~~NST ^ Review of site related material submittals by the contractor.
ADn'1 ~ Provide clarification to the intent of construction documents.
^ Site visits and preparation of periodic inspection reports.
. Review of change order requests by the contractor.
^ Review of product data and test reports.
^ Final inspection.
^ Certification of water, septic, and starrnwater facilities.
^ Comfort station/lnterpretive shelter-approximately 200 SF with genercus overhangs to
accommodate men and women toilets and storage.
. A cance launch facility at the north end of the island -site adapted from City of
Jacksonville
s Specifications and design for septic system and well permitting
^ Specifications ,design and permitting far fresh water marsh creation
^ Plant material and instaliatien of fresh water marsh
Design and specifications for typical trail sections
s DESign, specifications and permitting for vehicular tum-around area using pervious
materia!
. Surveying for selected areas on site
^ Review of shelter design from Mayport for picnic areas
^ Selection and spec cations for site furnishings
Please review the attached proposa! and call at your earliest convenience to discuss.
er
Thomas W. A ins, AICP, ASLA
Senior Vice-President ~
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November 8, 1899
Mr. David Thompson, Director
Public Safety-City of Atlantic Beach
800 Seminole Road
Atlantic Beach, FL 32233-5445
Re: Dutton Island Master Plan
99043
Dear David,
tANdFRS i1 TK/NS PLANNERS, /NC.
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Enclosed is our fee proposal and revised scope of work regarding the construction documents
for the following site elements on Dutton Island:
^ Review of the bid proposals, compiling a summary and issuing a letter with the results.
Coordinating the implementation of the construction contract. Reviewing bond
submittals.
^ Review of site related material submittals by the contractor.
^ Provide clarification to the intent of construction documents.
^ Site visits and preparation of periodic inspecticn reports.
^ Review of change order requests by the contractor.
^ Review of product data and test reports.
^ Final inspection.
^ Certification of water, septic, and stormwater facilities.
^ Comfort station/lnterpretive shelter-approximately 200 SF with generous overhangs to
accommodate men and women toilets and storage.
^ A canoe launch facility at the north end of the island -site adapted from City of
Jacksonville
^ Specifications and design for septic system and well permitting
a Specifications ,design and permitting for fresh water marsh creation
^ Plant material and installation of fresh water marsh
^ Design and specifications for typical trail sections
^ Design, specifications and permitting for vehicular tum-around area using pervious
material
^ Surveying for selected areas on site
r Review of shelter design from Mayport for picnic areas
^ Selection and specifications for site furnishings
Flaase review the attached proposal and call at your earliest convenience to discuss.
e
I
Thomas W. A gins, AICP, ASLA
Senior Vice-President ~
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PRINCIPALS
Howard M. Landers, AICP
Thomas W. Atkins, AICP, ASIA
Carol C. Worsham, AICP ASLA
Joseph Ehardt, Jr., AICP
December 20, 1999
Mr. David Thompson, Director
Public Safety-City of Atlantic Beach
800 Seminole Road
Atlantic Beach, FL 32233-5445
Re: Dutton Island Master Plan
99043
Dear David,
20I N. Hogan Street, Suite 400
Jacksonville, Florida 32202203
904/3548066
904/354-0065 Fax
mail®LAPdesign.com
www.LAPdesign.com
LANDERS ATK/NS PL4NNERS~ /NC.
LC 0000100
Enclosed is our updated fee proposal regarding the Construction Administration Services to include " As
Built "drawings and final locations for permenant facilities on the island. Any architectural modifications
will be handled at no additional cost. However the location of the comfort station, well, septic tank, parking
area, and canoe launches will be located and tied to some (as yet to be determined) control point and
related to the City's GIS mapping. (See attached revised fee schedule). An additional $500.00 has been
allocated to this task.
Prior to our final submittal of construction drawings they will be submitted to the City of Atlantic Beach
Building Department for review.
Please review t attached proposal and call at your earliest convenience to discuss.
erely, ,
Thomas W. Atkin ICP, ASLA
Senior Vice-President
\\SERVERLLAP JOBS\99043 Dutton IslandlOffice1122099 DT CA AsBUILTLetter.doc
Land Planning Landscape Architecture Environmental Planning Community Planning Urban Design
CONTRACT FEE SUMMARYFOR ENGINEERJNG DMSION
CITY OF JACKSONVILLE. FLORIDA
<:; PAR T ONE -:GENERAL ;
1. PROJECT 2. PROPOSAL NUMBER
Dutton Island-Construction Admin Services
4.DATE OF PROPOSAL
Landers -Atkins Planners Inc. December 6,1999
Revised December 20,1999
PART TWO?LABOR REL ATED COSTS _ --
5. DIRECT LABOR HOURLY ESTIMATED ESTIMATED TOTAL
RATE . HOURS COST
Principal $ 37.00 3 $ 111.00
Landscape Architect $ 26.32 $ -
Landscape Designer $ 14.10 28 $ 394.80
CADD Technician $ 11.30 $ -
Clerical $ 10.80 2 $ 21.60
TOTAL DIR ECT LABOR $ 527.40
6.OVERHEAD (COMBINE FRINGE BENEFIT AND ADMINISTRATIVE) $ 791.10
OVERHEAD RATE -150°!° X TOTAL DIRECT LABOR
7. SUBTOTAL -LABOR + OVERHEAD {!TENS 5 8 6} S 1,318.50
8. PROFIT -LABOR RELATED COSTS {ITEM 7) X 8%
$ 131.85
•.PART THREE -.OTHE R COSTS
9. MISCELLANEOUS DIRECT COSTS
ORIGINAL REPRODUCIBLE -
REPRODUCTION $ 100.00
SHIPPING 5@ $25.00 $ 125.00
MILAGE $0.35 @200 S 70.00
MISCELLANEOUS DIRECT COSTS SUBTOTAL $ 295.00
10, SUBCONTRACTS -LUMP SUM
Civil Engineer-Chantal Bowen Enginering $ 4,138.00 $ 4,138.00
Environmental Resource Solutions . $850.00 $ 850.00
Surveying -Boatwright 8 Associates $ 950.00 $ 950.00
Geotech - Ellis & Asso .
EbertBAssociates $ 1,500.00 $ 1,500.00
SUB-CONTRACT SUBTOTAL $ 7,438.00
TOTAL LUMP SUM AMOUNT (ITEMS 5,6,8,9 &10J S 9,183.36
11. REIMBURSABLE COSTS (LIMITING AMOUNT}
TRAVEL
OTHER (SPECIFY) $
SUBTOTAL REIMBURSABLE
PARTFOUR-SUM MARY
TOTAL AMOUNT OF CONTRACT (LUMP SUM PLUS REIMBURSABLE)
ITEMS 5,6,8,9,10,811 $ 9,183.35