Exh 8F.,
AGENDA ITEM NO•
DATE: Z r ~'~ - OO
CITY OF ATLANTIC BEACH
CITY COMMISSION MEETING
STAFF REPORT
AGENDA ITEM: Engineering Design Contract for Utilities 2000 Project
SUBMITTED BY: Robert S. Kosoy, P.E./Director of Public Works
DATE: February 8, 2000 -~
BACKGROUND: As part of the Public Works Capital Improvement Program, we are making
improvements to the water, sewer and stormwater systems at several locations throughout the City, in
accordance with the current approved budget. A copy of the Request for Proposals {RFP), which
describes the project, is attached. The scope of the CDBG project noted in the RFP has been reduced,
therefore plans and specifications will be completed by the Public Works Department. _
Requests for Proposals were advertised on November 14, 1999 and staff received proposals from
eight firms on December 17, 1999. Staff determined Gee & Jenson to be the most qualified firm to
perform the services, and the City Commission authorized staff to negotiate a contract with this
firm on January 10, 2000.
Staffhas negotiated a contract with Gee & Jenson to complete the design for the Utilities 2000 Project
for a total of $30,000 which includes $6,980 for survey work.
BUDGET: Utilities 2000 is a combination of several small projects totaling $290,000 for design and
construction. Funds are located in accounts as follows:
001-5002-541-6402 (Streets) $ 55 000
400-4001-533-6300 (AB Water) $185,000
130-5002-541-6300 (Gas Tax) $ 50,000
RECOMMENDATION: City staff recommends the City Commission approve a contract with
Gee & Jenson to complete design work for the Utilities 2000 Project for a total of $30,000 and
authorize the City Manager to sign the contract.
ATTACHMENTS: 1. Contract Proposal from Gee & 3enson dated February 4, 2000.
2. Request for Proposals.
REVIEWED BY CITY MANAGER:
COMPARISON OF ENGINEERING FEE FOR
RECENT UTILITY PROJECTS
CLIENT/
LOCATION ENGINEERING
FIRM PROJECT/SCOPE OF WORK ENGINEERING CONSTRUCTION
FEE AND COST
PERCENT OF
CONST, COST
United Water
Fl
id
/ Connelly & FDOT Welcome Stations Force Mains -Design and $104,075.00 $702,828.00
or
a Wicker, Inc. construction administration for upgrade of existing 15%
Nassau County lift station, new 4-inch, 6-inch and 8-inch wastewater
force mains.
JTA/Jacksonville Connelly & Wicker Wonderwood Connector -New water mains, force $616,226.00 $3,000,000.00
mains, and reclaimed water lines (JEA's dry lines). 21%
City of Palatka Hartman & Putnam County Barge Port CDBG Economic $25,000,00 $237
500.00
Associates, Inc. Development Project -Design of 8-inch and 12-inch 11% ,
water main, 6-inch wastewater force main, 8-inch and
12-inch gravity sewer and a lift station.
Town of Eatonville Hartman & CDBG Neighborhood Revitalization Project -Design $74,200.00 ' $600
000
00
Associates, Inc. of 6-inch water main, water treatment plant 12% ,
.
improvements, one lift station, roadway and drainage
improvements.
City of Crystal
Ri Hartman & Kings Bay Sidewalk and Drainage Improvements - $28,000.00 $140,000.00
ver Associates Design of sidewalk and retrofit swales, culverts and 20%
inlets on Kings Bay Drive.
City of Atlantic Gee & Jenson Atlantic Beach and Buccaneer Sewer Improvements - $77,886.00 $716
622
00
Beach Master wetwell, lift station upgrades, abandonment 11% ,
.
of Shangri La lift station.
City of Atlantic Smith & Gillespie 1999 Water System Improvements -Design of 6- $58,585.00 $639
349
00
Beach inch, 8-inch and 12-inch water mains at various 9% ,
.
locations.
City of Atlantic Smith & Gillespie 1999 Stormwater System Improvements -Design of $32,565.00 $422
599
00
Beach storm sewers at various locations, tide gate, and oil 8% ,
.
skimmers at Public Works Yard.
02/04/2000 18:16 904-2924206
k'ebruary 4, 2440
Robert S. ICosoy, PE
Public Works Director
City of Atlantic Beach
1200 Sandpiper Lane
Atlantic Beach, Florida 32233-4381
Re: Utility Improvements 2000
Engineering k'ee Proposal
Dear Bob:
GEE AND JENSON PAGE 01
GEE & .1EN~0iPJ
Engineers • Architects ~ Planners, Inc.
;INCE t95t
gd$Z Phillips Highwsy, Sulie d
. Jacksonville, Fl 32256
Telephone (904} 2g2-9097
Fax (90a) 282-4205
We have revised the fee proposal and the preliminary construction budget for the Utility
Improvemlents 2000 program (4A, 4B, 4C & 4D) and the program is now lvitltiri your budget~of
5290,000. The engineering fee is $30,000 axed the preliminary construction estimate is $260,OG+J.
As we discussed, the scope of work inc]udes Project 4A, 4B, 4C & 4D and the City staff will
perfornn some of the services originally planned (City staff prepare permit applications and
conduct bidding services with technical support and interpretation of Contract I7vcumen.ts by the
Engineer). As a value engineering feature to the City, Gee & Jeztson has put a tot of effort in this
project to date in order to reduce the overall project cost to match the City's Budget. This work
helps streatnlitse the project, particularly reducing the tittle required upfront on this project. We
will obtain the survey, plat the files and meet with the City in the field and field adjust the
routesldesigzt concept. ,pt that point, we can proceed to a final set of construction documents.
__ _ The project is complicated because the work is small miscellaneous projects located throughout
the city and involves not only utility work but also drainage, paving repair and sidewalks. The
work on West 13`t' is to resolve a drainage problem and we still will not know the solution unti{
we receive the survey. Due to varied work and different locations, our surveying consultant,
which, we will have to put under colatract and tnartage, represents approximately 25% of the
overall fee. We obtained additional quotes from surveyors who were double or more of what
Boatright Surveyors quoted us and we have since negotiated his fee down even more, As far as
the design effort, we expend as much tune oTt these small projects as a large project, but with
much lower overall fees. We still have to address major public concerns, such as the location of
the sidewalklwater line yr drainage feature so as to minimize public inconvenience and protect
trees landscaping. Normally, the engineering fee for this type of miscellaneous reconstruction
projects ixlvolvizt}g ritultiple engineering servicesldisciplines would be in the range of l2%- 15% of
the construction cost. The "old" fee curve is not a proper way to evaluate the engineering fee.
The most precise method is a detail task breakdown detailing the actual work and the associated
cost. This is enclosed for your review.
Enp4»arNQ ~ Eg OOC19.9e • d•~I(•e•ra I M CQOOB,,A • lti+tlue0o WNdot+w9 ~ lt: 0000050 •1.antl ti~.rwrlrV ~ LB 0007D31
_ 02/04/2000 18:16 904-2924206 GEE AND JENSON PAGE 02
Bvb Kosay, P.E.
February 4, 2000 -Page 2
J~
If you have any questions ox need additional information, please contact at the office.
Sincerely, -
John E. Co ns, . P.E.
Vice Pzesi
cc. Marty Martirone, P.E.
' 02/04/2000 18:16
904-2924206 GEE AND JENSON
UTILITY IMPROVEMENTS 2000
ESTIMATED CONSTRUCTION COSTS- FEBRUARY 2000
A. SWALESJDRIVEWAYS ON WEST 13TH STREET (PROJECT 4A) TOTAL COST
1. Rebuild Existing Swates
2. Construct New Concrete Driveways
3. Construct New DrBin$ge Structures/Piping
4. 'Sitework
SUBTOTAL CONSTRUCTION COST
B_ BEACH AVENU WATER MAIN (PROJECT 46)
1. Construct New 8" PVC Water Main
2. Connection to Existing Water Mains
3. New Fire Hydrants
4. Valves
5. Fittings
t3. Water Service Connections
7• Sitework
SUBTOTRt_ CONSTRUCTION COST
C. SEA OATS APART ENTS WATER MAIN (PROJECT 4C)
1. New 8" Water Main
2. New 8" Bypass Main
3. Valves
4. Fittings
5. Connections to Existing Water Mains
ti. New t3" and 8" Water Meters wNault
7. Sitework
SUBTOTAL CONSTRUCTION COST
D. SIDEWALK ON LEW ROAD (PROJECT 4D)
1. Construct New Concrete Sidewalk
2. Sitework
_ SUBTOTAt_ CONSTRUCTION COST
SU$TOTAt_ CONSTRUCTION COST
ENGINEERING FEE .
TOTAL BUDGET
$8,000
$7,000
$3.000
$2,000
$20,000
$85,000
$15.000
$15,000
$5,000
$10,000
$50,000
510,000
$1 ~o,ooo
51.000
$500
52,500
$2,500
$2.000
$20,000
$1,500
$30,000
$30,000
$10,000
$40,000
$260,000
530,000
$290,000
PAGE 83
Page 1
' 02/04/2000 18:16 904-2924206 GEE AND JENSON PAGE 04
DESIGN FEE PROPOSAL
UTILITY IMPROVEMENTS - 2000
ATLANTIC BEACH, FLORIDA
LABOR COSTS .
WORK BREAKDOWN PRIM SR TECH PM R PROF
HOURLY RATE $125.00 $104.00 5100.00 575.04
MeetingslC119nt Review 0 0 4 0
Field Investigations 0 0 2 4
Utility Coordination 0 D 4 0
Survey Coordination 0 0 4 0
Pn:liminary Design -Nvte 1 0 0 4 8
Cover Sheatllndex of Drawings 0 0 0 1
General NoteslLegend 0 0 0 - 1
location Map 0 0 0 1
WEST 13TH STREET-PROJECT 4A
PIaNProfile Sheets (2) 0 0 1 12
BEACW AVENUE-PROJECT aB
Plan 5heeta (5) D 0 1 16
5EA OATS APARTMENTS-PROJECT 4C
Plan Sheet (1) 0 0 1 12
LEVY ROAD-PROJECT 4D
Plan Sheets (3) 0 0 7 20
Mliocellaneous Details 0 0 1 1
CHy Reviews (10056) -Note 2 0 0 1 8
Quality Control 0 0 1 0
Specifications 0 0 1 20
Cost Estimates 0 0 1 12
FDEP Permit Appticatlons- Nate 3 0 0 1 2
Bidding Pracesa-Nate 4 0 0 1 20
SUBTOTAL DIRECT LABOR COST 0 0 29 t36
REIMBURSABLE COSTS Quantity Unit
Mileage 80 ml.
Blue Printing 250 sht
CADD Plotting 0 sht
CADD Computer Charges 0 Hr
Copying 2000 coPY
Film and Processing 1 Ig,
Postage 4 !s,
SUBTOTAL REIMBURSABLE COSTS
SUBCONSULTANTS
Survey
SUBTOTAI.GONSULTANTS
TOTAL PROPOSED PRIDE
1127!00
TOTAL
$4aa.oo
w500.00
$450.00
~~.450.00
$x,000.00
$145.00
51 E5.00
5255.G0
t,sea.oa
$3,700.00
51,~ao.oo
54.000.00
$s9s.oa
51,400.00
5440.00
52,200.00
gt,oc0_ao
$300.Oa
S't,S50,00
SZ2.470A0
519.50
5250.00
~a.ao
50.00
~2co.or,
S20.00
550.00
x549.50
$a,aao.0o
5b,990.70
_ 5Z9,a99.50
Note 1 -Prelim. Design would be field meeting wlcity staff to.establish design development
Note 2 -Only One City rtview (100%) after Prt;lim. DesignlFleld Phase
Note 3 - Owner to Propare/Submit FDEP, FDOT and SJRWMD Permit Applications as required. Engineer to Review 8 Seat FDEP Applicatio
Note 4 - Owner la Conduct Bidding Process -Engineer provide reProduceables to Owner, Owner sell documents, issue addenda.
respond to wntracto~s questlon8 $~ review/tabutate bids- Engineer to assist Owner during bids with interpretation of Contract Documents
end review completed bid tabulation results
SR.DES - TECH/C!_ER
560.00 $25.00
0 0
0 0
0 2
0 Z
v o
2 0
2 0
3 0
16 0
ao 0
s o
40 0
tz o
10 4
4 4
0 24
0 0
0 2
0 2
137 40
Price
0.33
t .00
10.00
8.00
a.ta
20.00
15.00
REQUEST FOR PROPOSALS
PROFESSIONAL ENGL~TEERING SERVICES
DESIGN AND PLAN PREPARATION FOR
UTILITY Ili IPROVEMENTS 2000
The City of Atlantic Beach is soliciting for proposals from professional engineering firms to
provide engineering services to design improvements to the water, sewer and stormwater systems
in Atlantic Beach, Florida. Proposals must be submitted_ by 4:30 PM, December 17, 1999 and
addressed to:
Mr. Robert S. I~osoy, P.E., Director of Public Works
1200 Sandpiper Lane
Atlantic Beach, FL 32233
The scope of work involves:
1. Preparation of design plans and specifications for water, sewer and stormwater system
improvements at various locations throughout the CitZr.
2. Also included will be the preparation of separate design plans and specifications for sewer
improvements and sides}•a1k construction funded by the Community Development Block
Grant. This portion of the project is being funded by a grant from the U.S. Department of
Housing and Urban Development, Community Development Block Grant (CDBG)
Program. All applicable provisions of the CDBG requirements are incorporated into this
part of the project.
3. Although it is the City's intent to bid the entire project atone time, the Engineer shall
expedite the CDBG funded portion of the project if necessary, to have complete plans and
specifications submitted to allow for completion of construction prior to Au~ist 1, 2000.
4. Within thirty (30) days from the date of Agreement, develop a Preliminary Design to:
A. Design and rebuild swales and concrete driveways on West 13`~ Street.
'~ B. Replace 2-inch and 3-inch water mains with an 8-inch main on Beach Avenue
between Ahem Street and 7`fi Street using directional boring.
C. Replace the 4-inch water_ main with a 6-inch main at Sea Oats Apartments and
analyze fire-flow.
D. Construct a sidewalk on Levy Road from Mayport Road to Main Strut. .
E. Construct a sidewalk on the north end of Francis Avenue. (CDBG funded portion)
F. Install a sewer line on Francis Avenue. (CDBG funded portion)
~. Present five (5) sets of the Preliminary Plans, with cost estimates and time schedules of the
major tasks for the remaining design, bidding and construction to the City Staff for review.
As directed by City Staff, make corrections or revisions to the Preliminary Plan. This will
act as the 30% submission.
Page 1 of 3
,.
REQUEST FOR PROPOSALS PROFESSIONAL ENGINEERING SERVICES
UTILITY IMPROVEMENTS 2000
6. Within sixty (60) days from the date of Agreement, develop and submit for review five (5)
sets of 60% plans of the Final Design to include: ,
A. All plan and detail sheets for the project, showing pipe sizes, locations, profiles,
- ~ design elevations, road profiles, with sufficient details to adequately discuss and
review the plans and design.
B. Cost estimates and major task schedules for the remaining design, bidding and
construction. - v
7. As directed by the City Staff, make corrections or revisions to the 60% plans.
8. Immediately after the corrections are made, submit permit applications to the Duval County
Public Health Department, the Department of Environmental Protection, and the St. Johns
River Water Management District with all necessary information. Any necessary process
fees will be provided by the City of Atlantic Beach. Respond immediately to requests for
additional information. Prepare and submit the Florida Department of Transportation and
State roadway utility and access permit applications. Coordinate closely with the City staff
during the permit process.
9. Within riventy (20) days from the date of approval of all permits, develop and submit for
review to the Citv Staff five (~) sets of 100% plans of the Final Design to include:
A. All plan sheets and specifications completed.
B. All detail sheets completed.
C. Coordinate with the City staff to establish dates for Pre-Bid meetings,
prequalification requirements and deadlines; advertisement and bid opening dates,
and the date of tentative award.
D. All specifications completed, including the Invitation to Bid and Bid Form.
E. Final Cost estimates and major task schedules for the remaining bidding and
construction.
I0. Prepare plans and specifications as necessary far the bidding phase to be sold to the bidders
through the City Purchasing Department. Attend the Pre-Bid meeting, and assist City staff
-- - with responses to questions from the bidders, and prepare any necessary bid addendums.
The firms responding to this Request for Proposals must include detailed information concerning
the following criteria for selection: ~ -
1. Staff Competence and Availability during the entire project period, including detailed
resumes. Rating weight `- 30%.
2. Past similar project experience, including size, construcrion costs, and familiarit~< «,-ith
water, sewer and stormwater design. Rating weight - 20°'°.
3. References with telephone numbers. Rating weight - 10%.
4. Project Approach, with specific tasks outlined for each phase as outlined above. Rating
weight - 30%.
Page 2 of 3
REQUEST FOR PROPOSALS PROFESSIONAL ENGINEERING SERVICES
UTILITY IMPROVEMENTS 2000
5. Current Workload for the firm and the selected project team. Rating weight - 5%.
6. Financial Information, including the most recent audit summary for the firm and the current
certificate of insurance. Rating weight - 5°fo.
All proposals will be reviewed by City Staff, and a submittal of the proposals of the three top rated
firms will be made to the City Commission. Selection will be determined by the City Commission.
Negotiation of fees will commence upon City Commission approval, and the Standard Form of .
Agreement (EJCDC) will be developed for signatures. All work will commence immediately
following signing and approval of the Agreement. All questions concerning the submittal of
proposals must be addressed to Mr. Robert S. Kosoy, P.E., Director of Public Works. No
questions maybe directed to any other party. Submit three (3) copies of the proposal.
Page 3 of 3