Exh 8H• ~ .
(~'~ AGENDA ITEM NO: ~ ~-I
DATE• J - ~ ~' ~ q
CITY OF ATLANTIC BEACH
CITY COMMISSION MEETING
STAFF REPORT
AGENDA ITEM: Engineering Contract for Water Line Installation and
Replacement-Various Locations
Engineering Contract for Ardella Road Water Main Construction,
Community Development Block Grant
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 replacing
old 2-inch water mains with 6-inch water mains at various locations throughout the City,
installing an 8-inch water main at Mayport Terrace and installing a 12-inch water main on Beach
Avenue. These improvements will increase the level of fire protection, and resolve low water
pressure problems in the selected areas. The Ardella Road Water Main Construction project will
be funded by a Community Development Block Grant and, therefore, the plans and
specifications will be separate but the work will be designed by one firm. Estimated
construction cost for both projects is $487,000.00.
We advertised our Requests for Proposals on November 1, 1998. Proposals were received
November 25, 1998 and staff evaluated the firms on December 7, 1998. We received fifteen
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 $58,585.00, including survey fees. Quotes on surveying were
obtained by Smith & Gillespie Engineers, Inc. and are attached.
RECOMMENDATION: Award the contract for Engineering Design for Water Line
Installation and Replacement--Various Locations, and Engineering Design for Ardella Road
Water Main Construction, Community Development Block Grant in the amount of $58,585.00.
Authorize the City 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, includin quotations from surveyors.
~~
REVIEWED BY CITY MANAGER:
SMITH AND GILLESPIE ENGINEERS. INC.
~ POST OFFICE BOX S~138
' JACKSONVILLE. FLORIDA 32201
111. t 1904) 743.6950
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 & Stormwater 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
r~ for design of your 1999 water distribution and stormwater•improvements. We have incorporated
l your comments from discussions last week into the following fee proposals for the t<vo projects:
--~
Survey (City P.O.) $23,525
)<. VVatermains:
Design $31,880
Permitting 3 180
Total Proposed S&G Fee $35,060 lump sum
II. Stormwater:
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:
~'
SM17H AND GILI.ESPIE ENGINEERS.INC.
Mr. Robert S. Kosoy, P.E.
S&G Contract No. 5505
January b, 1999....page 2
-~- I. Watermains:
esi
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.
ermittin
DOT &BESD permit applications for approximately 13,500 LF of watermain and one response each
to permitting agencies comments. Based on our preliminary discussion with BESD we have
included in our fee one "long form" construction permit submittal. Overall water system
information and other support information for completion 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.
Survey: .
It tivill 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 City 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:
si
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.
rmittin
St Johns Water Management District permit applications for the improvements and one response
to agency comments . Permit fees by the City:
(~
SMITH AND GILLESPIE 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.
urvev:
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.
~',
.~
Douglas E. Layton
~ ~~-
cc: Mr. Jim Jarboe, City Manager
~,,~ SH
REQUEST FOR PROPOSALS
PROFESSIONAL ENGINEERING SERVICES
DESIGN AND PLAN PREPARATION FOR
WATER LINE INSTALLATION AND REPLACEMENT
VARIOUS LOCATIONS
The City of Atlantic Beach is soliciting for proposals from professional engineering firms to
provide engineering services to design improvements to the water system in the Atlantic Beach and
Buccaneer Districts. Proposals must be submitted by 4:30 PM, November 25, ] 998 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:
l . Preparation of design plans and specifications for water system improvements at various
locations throughout the City.
2. Within thirty (30) days from the date of Agreement, develop a Preliminary Design to:
A. R a roximatel 7 500 feet 2-inch water main with 6-inch water main at:
1) Country Club Lane from Park Terrace W. to em~nole Road.
2) Selva Marina Circle _. __
3) Jackson Road
4) Club Drive, Ocean to Beach
S) Lewis Street
6) Robert Street
7) Live Oak Lane
8) Mayport Road (A prox. 600 ft.
B. Install approximately 2,500 feet of 6-inch water main on Gavigan Rd. and Cavalla
Rd. .
C. Replace approximately 1000 feet of existing 2-inch and 6-inch water main with 6-
inch water main on Ocean Blvd. From 13`'' St. to 8"' St.
D. Install approximately 200 feet of 8-inch water main on Mayport Terrace to Mayport
Road.
E. Install approximately 1800 ft. of 12-inch water main Beach Ave. and 15`'` St. to East
Coast and 12`h St. to loop.
3. 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. ; ` , .
4. Within sixty (60) days from the date of Agreement, develop and submit for review five (5)
Page 1 of 3
REQUEST FOR PROPOSALS PROFESSIONAL ENGINEERING SERVICES
WATER LINE INSTALLATION AND REPLACEI`'IENT AT VARIOUS LOCATIONS
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.
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
Protection permit applications to the Duval County Public Health Department with all
necessary information. Any necessary process fees will be funded from 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.
7. Within tventy (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%.
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 t_he selected project team. Rating weight - 5°'°.
6. Financial Infonmation, including the most recent audit summary for the fine and the current
certificate of insurance. Rating weight - 5%.
Page 2 of 3
REQUEST FOR PROPOSALS PROFESSIONAL ENGINEERING SERVICES
i WATER LINE INSTALLATION AND REPLACEMENT AT VARIOUS LOCATIONS
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.
~'
~'
' Page 3 of 3