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AGENDA ITEM NO: SC'J
uJRT ~/yam
DATE: ~ r ~ ~ ~ 9 9
CITY OF ATLANTIC B
CITY COMMISSION MI
STAFF REPORT
AGENDA ITEM: ENGINEERING REDESIGN CONTRACT FOR WONDER~t~ OD DRIVE
BACKGROUND: On December 14,1998, the City Commission awarded the contract for Engineerin;
Design for Wonderwood Drive Utility Relocation to The R-A-M Professional Group, Inc. (R-A-M), in
the amotmt of 520,000.00.
UTILITY RELOCATION
SUBMITTED Bl': Robert S. Kosoy, P.E./Director of Public Works ~''I'~
~~
DATE: February 2,1999 _
On January 25,1999, we were informed that relocation of the JEA electrical light poles would
necessitate moving one or more force mains into the median, instead of alongside Wondern•ood Drive,
on the northerly right-of--way, as designed by R-A-M.
JEA has already completed their design, which locates their water and sewer lines along the side of
I ~ ~Vonderwood Drive. During a meeting with Bessent, Hammack & Rucl~man, JEA, Jacksonville
Transportation Authority (JTA) and R-A-M, a compromise was reached whereby t1~e City of Atlantic
Beach would relocate one of otir force mains (the 12-inch effluent ot~tfall) into the median. Relocation
of this line was more desirable because there are no services connected to the line, and there has been
no history of breaks in the line.
JTA had planned to receive all submittals by Febniary 5,1999. However, due to the these utility
conflicts, they have agreed to extend the deadline to February 23, 1999.
R-A-M's design is nearly complete for the City's portion of the project, but due to the above issues, a
redesign is needed. During a meeting on February 1, 1999, we informed R-A-N1 to stop work on the
current design, which shows both of our force mains located on the north side of Wonderwood Drive.
We received a cost proposal for redesign of the project from R-A-M in the amotmt of 57,900.00, and
they advise they can complete the project in two weeks. Therefore, if authorized by the Commission,
the design will be complete by the deadline date of Febniary 23,1999.
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RECOMMENDATION: Award the contract for Engineering Redesign for Wondenvood Drive Utility
Relocation to The R-A-M Professional Group, Inc., in the amount of 57,900.00. Authorize the City
Clerk to send notification of the award to the firm, and authorize die City Manager to sign the contract ~
with The R-A-M Professional Group, Inc.
ATTACHiviENTS: Cost Proposal from R-A-M
t ' REVIEWED BY CITY NIANAGER: L
/~r~~ L1 (O - Lf~}Ol-s-3S-- 6'30
02-01-1959 03~49PM FROM R-A-M PROFESSIONAL GROUP 70 2475843 P.01
..
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°: ~'HE R-A~M PRt1F~SS10NAL ~ROU~; ANC.
ENGINEERING-PLANNING-ENVIRONMENTAL CONSULTANTS
January 31.1999
Via Facsimile: 247-5843
Mr. Robert S. Kvsoy, P.E.
Director of Public Works
City of Atlantic Beach
1200 Sandpiper Lane
Atlantic Beach, Florida 32233
Re: Wonderwovd Drive Utilities Relocation -
R-A-M Project No. 198-023-01
Dear Bob:
This vrill confirm our conversation earlier today during which you asked The R-A-M
Profsssionai Group, Inc. (R-A-M) tv suspend efforts within the above-referenced project until
further notice (except pay items sheets). Moreover, we discussed three (3) options upon
resumption of efforts:
• Option 1: Leave alignment as is {no change). This option will require one (1)
week from notice to resume to complete, and meat require additional funding to
~` accommodate excess coordination beyond original agreement.
Option 2 (Modification 1 -Option A): -Relocation of force main only to median.
This option will require two (2) weeks from notice to proceed to complete, and a
fee modification of $7,900.00. It will also require modification to the current JEA
water and sewer plans.
Option 3 (Modificatton 1 -Option B): -Relocation of both sewer lines to median.
This option will require three (3) weeks from notice to proceed and an additions(
fee of $10,555.00. It should nvt require any modifications to JEA's existing water
and sewer plans.
Our efforts to date are approximately 90% complete, which we wilE bill through January
31, 1999. No additional funds will be expended without your authorization. We look forward to
hearing from you regarding your desired course of action for us to pursue.
Best personal regards,
THE R-A-M PR ES510NAL GROUP, INC.
i~~~
Wayne C. Reed
President
WCR:Imj
4655 SClisbury Rogd, Suite 210 - Jocksonville, Florida 322Sb
(9nda ~q~•ddd(1 -FAX (404) 296-4580
~~TOTAL P.01
s =~~ THE R-A-M PROFESSIONAL GROUP, INC.
~~~ ~ ENGINEERI-NG-PLANNING-ENVIRONMENTAL~CONSULTANTS
. ~~
January 29, 1999
Mr. Robert S. Kosoy, P.E.
Director of Public Works
City of Atlantic Beach
1200 Sandpiper Lane
Atlantic Beach, Florida 32233
Re: Wonderwood Drive Utilities Relocation
R-A-M Project No. 198-023-01
Dear Mr. Kosoy:
Our status of the plans for the above-referenced project as of January 29, 1999
is as follows:
1. We are on schedule for completing the plans for submittal to JTA next
~~ Friday, February 5, 1999.
2. The plan and profile sheets are complete except for showing the air
release valves, relocated water meters, and any last minute changes.
3. The take off of the quantities has also been completed.
4. Design and drawing of the bracket for mounting the air release valve on
the bridge has been completed.
The items which have not been completed include:
1. Developing the pay item summary sheets.
2. Location and presenting the air release valves and water meters on the
plans.
3. Final review and checking.
4. Final plotting.
5. Permitting (DCHD and RESD).
6. Bid package preparation.
4655 Salisbury Road, Suite 210 -Jacksonville, Florida__32256
(904) 296-4440 - FAX (904) 296-4580
~ Mr. Robert S. Kosoy, P.E.
Director of Public Works
City of Atlantic Beach
R-A-M Project No. 198-023-01
January 29, 1999------Page 2
Please see also the enclosed Project Time Line per your request.
Feel free to call me with any questions or comments.
Yours very truly,
THE R-A-M PROFESSIONAL GROUP, INC.
Frank E. Gray, Jr., P. .
Principal and Director of Engineering
FEG:Imj
Enc.
~'
~'
Project Progress Schedule
l Utilities Relocation for Wonderwood Connector
• R-A-M Project No. 198-023-01
12-5-1998 Received call from Bob Kosoy requesting fee proposal
12-7-1998 Received copy of Roadway Plans from BHR
12-16-1998 Notice to Proceed on Plans
12-29-1998 Transmitted 30% Design Plans (Atlantic Beach lines shown pazallel and ajacent
to JEA alignment)
1-6-1999 Purchase Order Received
1-8-1999 Recieved Comments on 30% submittal from Bob Kosoy
1-8-1999 Received copy of Lighting Plans from BHR and comment that 30% submittal was
in conflict with Lighting. (No comments were provided regarding conflict with
JEA alignment; no JEA comments were provided at all.)
1-12-1999 Received comments from Reynolds, Smith, and Hills on 30%
submittal.(Comments focused on apparent lack of coordination between JEA and
R-A-M plans.
1-13-1999 Meeting with Jack Gabriel(JTA), Bob Kosoy(Atl. Bch.)and Frank Gray(R-A-M)
Meeting focused on relocation of force mains on the Pucket Creek bridge and the
need to quickly coordinate with JEA.
1-13-1999 Meeting with Bob Kosoy(Atl. Bch.), Frank Gray(R-A-M), Ronnie Cox(JEA),
George Knecht(JEA), and Jim Mattson(JEA).
Meeting focused on relocation of force mains on the Pucket Creek bridge and the
need to meet with Carole Smith regarding any decision on the modifying the
arrangement of the force mains on the bridge.
1-15-1999 Meeting with Bob Kosoy(Atl. Bch.), Frank Gray(R-A-M), Ronnie Cox(JEA),
Carole Smith(JEA), and Jim Mattson(JEA). Meeting focused on relocation of
force mains on the Pucket Creek bridge. The discussion included a conference
call with Robert Simmons(BHR) to coordinate further.
1-20-1999 Utilities meeting at JTA with Atlantic Beach, JTA, JEA Electrical
Transmission,JEAEiectrical Distribution, Bell South, BHR, and
R-A-M. JEA Electrical Transmission are going to relocate all power poles to the
~~ back of the right of way. Decision was made to submit the latest plans on the
routing of the Atlantic Beach force mains and then meet with BHR and JEA
Electrical.Transmission.
1-21-1999 R-A-M transmitted Interim Submittal to Atlantic Beach, JEA Electrical
Transmission, and BHR.
1-25-1999 Review meeting at BHR with JEA (electrical transmission),BHR and R-A-M.
Review of comments on interim submittal and changes required to avoid conflict
between the Atlantic Beach force mains and the relocated power poles.
1-29-1999 Review meeting at BHR with JEA (water and sewer),BHR, JTA and R-A-M.
Review of comments on interim submittal and changes required to avoid conflict
between the Atlantic Beach force mains and the JEA force main. Decision was
made to review the concept of installing one or both of the Atlantic Beach force
mains in the median.
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SEE PROPOSAL -HOURS SPREAD BY TASK
CITY OF ATLANTIC BEACH -UTILITIES RELOCATION DESIGN FOR WONDERWOOD ROAD
MODIFICATION 1 (OPTION A: RELOCATE FORCEMAIN ONLY)
The R-A-M Professional Group, Inc.
A. LABOR COSTS (SEE TASKS 1-9. PG. 11 EXPECTED
MANHOURS SATE IRECT
PROJECT MANAGER 6 @ $105.00 $630.00
LEAD CIVIL ENGINEER 20 @ $95.00 $1,900.00
STRUCTURAL ENGINEER 0 @ $80.00 50.00
DESIGN ENGINEER 22 @ $70.00 $1,540.00
SENIOR DESIGNER 18 @ $60.00 $1,080.00
CADD OPERATOR 44 @ $50.00 $2,200.00
CLERICAL 6 @ $40.00 S240.00
QA/OC ENGINEER 0 @ $80.00 0 0
TOTAL LABOR COST 116 57,590.00
B.SUBCONSULTANTS
None Anticipated 50.00
TOTAL SUBCONSULTANTS COST S0.00
C. REPRODUCTION COSTS COPIES PAGES COST EXTENSION
100% SUBMITTAL (PLOTS/PRINTS/COMP BOOK) 5 18 @ S2.00 $180.00
BID PACKAGE 1 18 @ 52.00 36.00
TOTAL REPRODUCTION COSTS $216.00
D. OTHER COSTS ,
LOCAL DELIVERIES 2 @ $25.00 50 00
TOTAL OTHER COSTS $50.00
E. TRAVEL
PROJECT 150 @ S0.32 48.00
TOTAL TRAVEL $48.00
TOTAL $7,904.00
SAY $7,900.00
SUBMITTED BY:
~~ WAYNE C. REED
PRESIDENT
THE R-A-M PROFESSIONAL GROUP, INC.
29-Jan-99
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FEE PROPOSAL -HOURS SPREAD BY TASK
CITY OF ATLANTIC BEACH -UTILITIES RELOCATION DESIGN FOR WONDERWOOD ROAD
MODIFICATION 1 (OPTION B: RELOCATE FORCEMAIN AND EFFLUENT REUSE LINE)
The R-A-M Professional Group, Inc.
LABOR COSTS (SEE TASKS 1-9. PG. 1
PROJECT MANAGER
LEAD CIVIL ENGINEER
STRUCTURAL ENGINEER
DESIGN ENGINEER
SENIOR DESIGNER
CADD OPERATOR
CLERICAL
QA/OC ENGINEER
TOTAL LABOR COST
B.SUBCONSULTANTS
None Anticipated
TOTAL SUBCONSULTANTS COST
C. REPRODUCTION COSTS
~' 100% SUBMITTAL (PLOTS/PRINTS/COMP BOOK)
BID PACKAGE
TOTAL REPRODUCTION COSTS
D. OTHER COSTS
LOCAL DELIVERIES
TOTAL OTHER COSTS
E. TRAVEL
PROJECT
TOTAL TRAVEL
EXPECTED
MANHOURS RATE IRECT
6 @ $105.00 $630.00
22 @ $95.00 $2,090.00
0 @ 580.00 $0.00
32 @ $70.00 $2,240.00
24 @ 560.00 $1,440.00
72 @ 550.00 $3,600.00
6 @ $40.00 $240.00
- 0 @ S80.00 0.00
162 $10,240.00
$0.00
$0.00
COPIES PAGES COST EXTENSION
5 18 @ 52.00 $180.00
1 18 @ 52.00 6.00
$216.00
2 @ $25.00 5 0
S50.00
150 @ $0.32 48.00
S48.00
TOTAL
SAY
SUBMITTED BY:
^, W NE C. R ED
PRESIDENT
THE R-A-M PROFESSIONAL GROUP, INC.
29-Jan-99
$10,554.00
$10,555.00
CITY OF
>~~c ~~~.cl - ~~'cvzu~la
1200 SAtiDPIPER LANE
7r ._,_ _, ,_ _ „ ._____..... __._~~ __ ATLANTIC BEACH. FLORIDA 32:33-1381
^~- TELEPHO\~ (901) Ifli-5831
:~~~, ~~ FAX (901) 247-5813
December 4, 1998
Mr. Robert Simmons, P.E.
Bessent, Hammack & Ruckman, Inc.
1900 Corporate Square Blvd.
Jacksonville, FL 32216
RE: Wondenvood Road Water and
Sewer Utiliri' Relocation
Professional Services Proposal
Dear Mr. Simmons:
Your firm submitted a proposal dated October 26, 1998 for the referenced work in the amount of
$24,003.8?. After discussion with the Cit<~ )Viana`er, it was decided that the Cit<• ~~~ould solicit
requests for proposals, which were received on November 16, 1998.
~' Your firm was ranked first, and on November 23, 1998 the Cit<• Commission authorized staff to
be~~in ne~_otiations with the firms, as ranked by staff. On November 2~, 1998, you and Steve Ivianis
met with me to negotiate the contract and I stressed the need to reduce the cost of your ori~7inal
proposal.
On December 3, 1998, without any inten•enin~ discussions «ith amone from your office. I received
a proposal for $27,000.00. On December 4, 1998 I spoke with you regarding the proposal, did not
agree ~~ith your eXplanation of increased costs, and advised you that the Citti• is formall~• terminating
negotiations with your firm, and will undertake ne~~otiations ~~•ith the second most qualified firm.
In addition, I advised that the plans for the outfall lines be returned to m_v office. (These plans were
received at 11:30 a.m. on December 4, 1998).
We trust that the firm selected to do the work will receive the utmost cooperation from your firm
in meeting the Jacksonville Transportation Authority's schedule for completing the desi~7n.
Sincerely,
~j.
Robert S. Kosoy, P.E.
Director of Public Works
cc: James Jarboe, City Mana~>er