Exh 8GIJ - r
AGENDA ITEM NO:
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DATE• ~ -' - c19
CITY OF ATLANTIC BEACH
CITY COMMISSION MEETING
STAFF REPORT
AGENDA TTEDZ: Engineering Contract for Stormwater Improvements and
Replacement at Various Locations
SUBMITTED BY: Robert S. Kosoy, P.E./Director of Public Works ~~
DATE: January 7, 1999
BACKGROUND: As part of the Public Works Capital Improvement Program, we are making
improvements to the stormwater system at several locations throughout the City. Estimated
construction cost for this project is $262,000.00.
We advertised our Requests for Proposals on November 25, 1998. Proposals were received
December 2, 1998 and staff evaluated the firms on December 9, 1998. We received four
proposals, and staff determined Smith & Gillespie Engineers, Inc. to be the most qualified firm
~~ to perform the required services. On December 14, 1998, the City Commission authorized staff
to negotiate a contract with this firm.
Staff has negotiated a contract with Smith & Gillespie Engineers, Inc. to perform design services
for this project in the amount of 526,200.00, including survey fees.
RECOMMENDATION: Award the contract for Engineering Design for Stormwater
Improvements and Replacement at Various Locations in the amount of 526,200.00. Authorize
the Ciri~ Clerk to send notification of the award to the firm, and authorize the City Manager to
sign the contract with Smith & Gillespie Engineers, Inc.
ATTACHMENTS: Engineering Proposal
REVIEWED Bl' CITY 11~IAN'AGER:
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SMITH AND GILLESPIE ENGINEERS. INC.
POST OFFICE BOX 33138
JACKSONVILLE. FLORIDA 32201
1904) 7x3.6950
DOUGLAS E. LAYTON, P.E.
VICE PRESIDENT
GENERAL MANAGER
January 6, 1999
Mr. Robert S. Kosoy, P.E.
Director of Public Works
City of Atlantic Beach
1200 Sandpiper Lane
Atlantic Beach, Florida 32233
Subject: Engineering Services
Watermain & Stonnwater Design
S&G Contract No. 8505
Atlantic Beach, Florida
Dear Mr. Kosoy:
Thant: you for selecting Smith and Gillespie Engineers, Inc. as the most qualified engineering firm
for design of your 1999 water distribution and stonnwater improvements. We have incorporated
}•our comments from discussions last week into the following fee proposals for the ttvo projects:
I. Watermains:
Design $31,880
Permitting 3 180
Total Proposed S&G Fee $35,060 lump sum
Survey (City P.O.) $23,525
-"} XI. Storm~vater:
Design $20,400
Permitting $ 2,500
Survey Subconsultant $ 3.950
Total Proposed S&G Fee $26,200 lump sum
The following describes the scope of services associated with the above breakdown of our fee
proposal. No work is included unless specifically delineated below:
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SMITH AND GILLESPIE ENGINEERS.INC.
Mr. Robert S. Kosoy, P.E.
S&G Contract No. 8505
January 6, 1999....page 2
I. Watermains:
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Provide biddable plans and specifications for approximately 13,500 LF of watermain in various
areas of the Atlantic Beach service area. Service during bidding and recommendation of award are
included. We have included separate bidding documents for the CDBG funded Ardella waterline
and plan to include this small part of the work as part of the overall design drawings. To minimize
engineering and survey cost the City has elected not to include profile views.
ermittins?:
DOT &BESD permit applications for approximately 13,500 LF of watennain and one response each
to permitting agencies comments. Based on our preliminary discussion with BESD ire have
included in our fee one "long form" construction permit submittal. Overall water system
informarion and other support information for complerion of the permit will be required by the City.
Permit fees will be paid by the City.
Assistance During Construction:
The City has elected to address engineering support during construction at a future time. Therefore,
no services after recommendation of award are included in our proposed fee. We remain available
~~ to assist the City during construction if requested by the City.
Survev:
It will be necessary to f eld survey the waterline routes. We propose to manage this service under
the design portion of our fee. To minimize the cost of the surveyor, we propose the Cit<- issue a
purchase order to the surveyor and pay them directly based on our recommendation. The above
amount is the lowest estimate of survey cost based on the attached three quotes for the work.
-~ II. Stormwater:
ei
Provide biddable plans and specifications for stormwater improvements in locations detailed in our
qualifications proposal. Our fee is based on the City providing existing partial surveys and partial
designs of the areas. Service during bidding and recommendation of construction contract award
are included.
ermittin
St Johns Water Management District permit applications for the improvements and one response
to agency comments . Permit fees by the City: ,
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SMITH AND GILLESp1E ENGINEERS.INC.
(~I
Mr. Robert S. Kosoy, P.E.
S&G Contract No. 8505
January 6, 1999....page 3
Assistance During Construction:
The City has elected to address engineering support during construction at a future time. Therefore
no services after recommendation of award are included in our proposed fee. We remain available
to assist the City during construction if requested by the City.
Survev:
Partial survey has been done for these improvements. We will utilize the existing survey. It will
be necessary to engage a surveyor to survey the remaining portions of the project. Due to the
smaller size of this task, we recommend S&G handle this as part of our lump sum fee.
The above is proposed under the general terms of our continuing Engineering Contract with the City
of Atlantic Beach dated June 1, 1985. We will be glad to discuss this proposal in greater detail at
your convenience.
Sincerely,
SMITH AND GILLESPIE ENGINEERS, INC.
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Douglas E. Lavton
cc: Mr. Jim Jarboe, City Manager
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Confidential
~~ Breakdown of Fee
for
S&G Proposal dated January 6, 1999
Watermains:
fours ~ ~
Senior Engineer 12 139 $ 1,668
QC Engineer 8 113 $ 904
Project Manager 149 74.3 $11,071
CADD Designer 395 47.7 $18,842
Administrative 42 48.35 2 031
Subtotal Labor 534,516
Reproduction, Travel, etc. 544
Total Fee 535,060
Stormwater:
~~~ ours $/Hr ~
Senior Engineer 19 139 S 2,641
QC Engineer 8 113 $ 904
Project Manager 135 67.8 $ 9,153
CADD Designer 168 47.7 $ 8,014
Administrative 16 48.35 774
Subtotal Labor $21,486
Survey $ 3,950
Reproduction, Travel , etc. 764
Total Fee $26,200
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REQUEST FOR PROPOSALS
PROFESSIONAL ENGINEERING SERVICES
DESIGN AND PLAN PREPARATION FOR
DESIGN OF STOR~ZWATER IMPROVEMENTS AND REPLACEMENT
VARIOUS LOCATIONS
The City of Atlantic Beach is soliciting for proposals from professional engineering firms to
provide engineering services to design stormwater improvements in the City of Atlantic Beach.
Proposals must be submitted by 4:30 PM, December 2, 1998 and addressed to:
Mr. Robert S. Kosoy, 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 stormwater improvements at various
locations throughout the City.
2. Within thi 30 days from the date of Agreement, develop a Pr esian to:
A. Provide drainage unprovemen s on me treet ( turdivant to David Street).
Remove and re-pour 20 driveways. Install Miami curb and gutter. Fill in under
driveways and swales and modify inlets.
B. On Seminole Road from Seaspray to Palm Street, install pipe and catch basins.
(~ Connect to catch basin on Palm Street.
C. Provide oil skimmer basins at the Public Works Yard.
D. Replace culvert/headwalls on Aquatic Drive.
E. On Donner Road, construct new line and basins from Sandpiper Lane to Keelens
Street and replace existing pipe in kind from Keelens Street to the lift station on
Donner Road.
3. Presen ive se s o t e re immary ans, 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.
4. 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 sui~icient details to adequately discuss and
review the plans and design.
B. Cost estimates and major task schedules for the remaining design, bidding and
construction.
5. As directed by the City Staff, make corrections or revisions to the 60% plans.
6. Immediately after the corrections are made, submit Department of Environmental
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REQUEST FOR PROPOSALS FOR PROFESSIONAL ENGINEERING SERVICES
~"'~, STORMWATER IiI~IPROVENIENT5 AND REPLACEiVIENT AT VARIOUS LOCATIONS
Protection and St. Johns River Water Management District permit applications to the Duval
County Public Health Department and St. Johns River Water Management District with all
necessary information. Any necessary process fees will be funded from the City of Atlantic
Beach. Respond immediately to requests for additional information. Coordinate closely
with the City staff during the permit process.
7. Within riventy (20) days from the date of approval of all permits, develop and submit for
review to the City Staff five (5) 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 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.
8. Prepare plans and specifications as necessary for the bidding phase to be sold to the bidders
through the City Purchasing Department. Attend the Pre-Bid meeting, and assist City staff
to respond 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, construction costs, and familiarity with
water main design. Rating weight - 20°'0.
3. References with telephone numbers. Rating weight - 10%.
4. Project Approach, with specific tasks outlined for each phase as outlined above. Rating
weight - 30%
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%.
All proposals will be reviewed by City Staff, and a submittal of the proposals of the five 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.
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