Exh 8H•~ - a
AGENDA ITEM NO:_~~
DATE: ~ - ~ a - q q
CITY OF ATLANTIC BEACH
CYTY COMMISSION MEETING
STAFF REPORT
AGENDA ITEM:
SUBMITTED BY:
DATE:
Engineering Design Contract for Atlantic Beach and Buccaneer Sewer
System Improvements
Robert S. Kosoy, P.E./Director of Public Works ~~~~
April 6, 1999
BACKGROUND: As part of the Public Works Capital Improvement Program, we are making
improvements to the sewer system at several locations throughout the City, in accordance with the
current approved budget. We have attached a copy of the Request for Proposals which outlines the
work azeas.
We advertised our Request for Proposals on January 17, 1999. Proposals were received on February
12, 1999 and staff evaluated the firms on February 25, 1999. We received seven proposals, and staff
determined Gee & Jenson to be the most qualified firm to perform the required services. On
March 8, 1999, the City Commission authorized staff to negotiate a contract with this firm.
Staff budgeted a total of $522,000.00 for design, surveying, permitting and construction of this
project. However, the engineer's estimated construction cost for the project is $651,475.00, primarily
due to the depth of the new gravity sewer main from the Shangri-La lift station. Staffhas negotiated a
contract with Gee and Jenson to perform design services for this project in the amount not to exceed
577,886.00, which includes surveying, geotechnical, electricaUmechanical and permitting efforts.
Therefore, the total estimate for the project is $729,361.00.
The engineer will design the project such that portions of the project can be bid and awarded
separately, if necessary, in order to remain within the total Sewer Utility Fund Budget (page 152 of
FY98/99 Budget).
RECOMMENDATION: Award the contract for Engineering Design for Atlantic Beach and
Buccaneer Sewer System Improvements in the amount of $77,886.00. Authorize the City Clerk to
send notification of the award to the firm, and authorize the City Manager to sign the contract with
Gee & Jenson.
ATTACHMENTS: 1. Request for Proposals
2. Contract proposal from Gee & Jenson dated March 30, 1999
3. Letter from Gee & Jenson, with construction cost estimate, dated
Mazch 30, 1999
4. Proposals from all firms on file w' City Clerk
~~ REVIEWED BY CITY MANAGER:
REQUEST FOR PROPOSALS
PROFESSIONAL ENGINEERING SERVICES
DESIGN AND PLAN PREPARATION FOR
ATLA\~TIC BEACH AND BUCCANEER
SEWER SYSTEM IMPROVEMENTS
The City of Atlantic Beach, Florida is soliciting for proposals from professional engineering firms to
provide engineering services to design improvements to the sewer system in the Atlantic Beach and
Buccaneer Utility Districts. Proposals must be submitted in triplicate by Friday, 4:30 Pl~i, February 12,
1999 and addressed to:
Mr. Robert S. Itosoy, P.E., Director of Public ~Vorks
1200 Sandpiper Lane
Atlantic Beach, FL 32233
,~
The scope of work involves:
1. Preparation of design plans and specifications for sewer rystem improvements at various
locations throughout the City, as directed by the City staff.
2. Within thirty (30) days from the date of Ageement, develop a Preliminary Design to:
A. Upgade nvo lift stations located at Fairway Villas and Park Street.
B. Replace approximately 1000 feet of force main at lift station C.
C. Add a master lift station to the Atlantic Beach ~t%aste~vater Treatment Facilitv_•
and modify incoming force mains accordingly.
D. Abandon the Shangi La lift station (Buccaneer District).
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 consm~ction to the City Staff for review. As
directed by City Staff, make corrections or re~~sions to the Preliminary Plan. This will act as
the 30% submission.
4. Within sixty (60) days from the date of Ageement, develop and submit for review five (~) sets
of 60%plans of the Final Design to include:
A. All plan and detail sheets for the project, showing p~unps, controls, 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 City Staff, make corrections or revisions to the 60% plans.
6. Immediately after the corrections are made, submit Florida Department of Environmental
Protection (FDEP) permit applications to the FDEP and the Regulatory• and Environmental
Services Department with all necessary information. Any necessary process fees will be
fimded from the Ciry 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 Ciry Staffdtuing the permit
process.
7. Within twenty (20) days from the date of approval of all permits, develop and submit for
review to the Ciry Staff five (5) sets of 100% plans of the Final Design to include:
Page 1 of 2
REQUEST FOR PROPOSALS
PROFESSIONAL ENGINEERING SERVICES
DESIGN AND PLAN PREPARATION FOR
ATLANTIC BEACH AND BUCCANEER
SEWER SYSTEM IMPROVEMENTS
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,
PrequalificationdeadBnes, advertisement and bid opening dates, and the date of
tentative award.
D. All specifications completed, including the Invitation to Bid and 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 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 addendiuns.
The firms responding to this Request for Proposals must include detailed information concerning the
following criteria for selection:
1. StaffCompetence 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° o.
3. References with telephone numbers. Rating tiveight - 10%.
4. Project Approach, with specific tasks outlined for each phase as outlined above. Rating weight
- 30%
5. Ciurent Workload for the firm and the selected project team. Rating weight - 5%.
6. Financial Information, including the most recent audit sarnmary for the firm and the ciuTent
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. Selecrion will be determined by the City Commission.
1\Tegotiation 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 mast be
addressed to ~VIr. Robert S. Kosoy, P.E., Director of Public ~Vorks. Igo questions ma_v be directed to
any other party. Submit three (3) copies of the proposal.
Page 2 of 2
r`
March 30, 1999
City of Atlantic Beach
1200 Sandpiper Lane
Atlantic Beach, FL 32233-4381
Attn: Robert S. Kosoy, P,E.
Public Works DireLtor
GEE & JENSON
Engineers • Architects • Planners. Inc.
SINCE 1951
9452 Phillips Highway, Suite 4
Jacksonville. FL 32256
Telephone (904) 292-9097
Fax (904)292-4206
Re: Master WWTP Lift Station and Various Lift Station Improvements
Gentlemen:
We are pleased to submit the following proposal for professional services in connection with
design and bidding for the Master WWTP Lift Station and Various Lift Station Improvements.
Gee & Jenson Engineers-Architects-Planners, Inc., hereinafter referred to as the ENGINEER,
proposes to furnish professional services for City of Atlantic Beach, hereinafter referred to as
t the OWNER for the scope outlined below for the fees stipulated herein.
Scope of Services
The ENGINEER will perform the following:
1. Perform design services for a new Master Lift Station located at Atlantic Beach WWTP site.
2. Perform design services for a new force main (1,600 LF) from Lift Station C to W~tiTP site.
3. Perform design services for abandonment of existing Shangri La Drive Lift Station and new
gravity sewer approximately 9001inear feet.
4. Perform design services for improvements to Fairways Villas Lift Station including new
concrete block building, electrical control system replacement, replace pumps/motor and
modify piping.
5. Perform design services for improvements to Park Street Lift Station including demolish
fiberglass enclosure, construct new concrete block building and modify piping.
6. Perform Bidding Services for the above.
Additional services as mutually agreed upon by both parties.
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City of Atlantic Beach
Attn: Robert S. Kosoy, P.E.
March 30, 1999 -Page 2
Items to be Furnished by OWNER
At No Expense to the ENGINEER
Assist ENGINEER by furnishing, at no cost to the ENGINEER, all available pertinent
information including prev{ous reports; all permit application and governmental inspection fees;
and any other data relative~to performance of the above services for the project. It is agreed and
understood that the accuracy and veracity of said information and data may be relied upon by
ENGINEER without independent verification of the same.
Designate in writing a person to act as the OWNER's representative with respect to the services
to be performed under this Agreement. Such person shall have complete authority to transmit
instructions, receive information, interpret and define the OWNER's policies and decisions with
respect to materials, equipment, elements and systems pertinent to the ENGINEER'S services. If
no person is designated, the ENGINEER will assume the individual signing this agreement has
authority to act as OWNER'S representative.
Time of Performance
Items 1 through 5 of the Scope of Services will be completed within 125 calendar days afrer
receipt of Notice to Proceed except for delays beyond the reasonable control of the ENGINEER.
Fees to be Paid
For Items 1 through 6 of the Scope of Services the ENGINEER shall be paid a fee based upon
the attached Rate Schedule. See Exhibit A.
In addition to the fees specified above, the ENGINEER shall be reimbursed for direct non-salary
expenses, including, but not limited to, computer charges, equipment rental, automobile travel at
$0.33 per mile, $0.55 per mile for four-wheel drive vehicles, commercial air travel at cost, long
distance telephone, subsistence, printing and reproduction, computer plotting, plus Florida sales
taxes, if applicable.
We estimate the cost of these services and reimbursables to be $77,886. This in a "Not to
Exceed" amount without Owner approval.
Invoices for services rendered are prepared monthly and are due and payable within thirty (30)
days from date of the invoice. OWNER agrees to pay such invoice within the time frame
specified in Section 218.70, et seq., Florida Statutes, the'Florida Prompt Payment Act'.
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City of Atlantic Beach
Attn: Robert S. Kosoy, P.E.
March 30,1999 -Page 3
Payments which are not received within sixty (60) calendar days from the date of invoice will be
considered sufficient cause for ENGINEER to discontinue performing and providing services
until payment in full is received. If ENGINEER is required to take action to collect past due
invoices, the OWNER will pay all legal fees and costs.
This contract shall be governed by the laws of the State of Florida, and the appropriate venue for
any actions arising out of the agreement would be Jacksonville, Florida.
In the event the ENGINEER is involved in providing services to assist the OWNER in applying
for and processing applications or permits, the fee for such service will not be related to final
approval or denial. All application or permit fees to agencies, associated with documents
submitted by the ENGINEER on behalf of the OVVNER,yshall be paid to the agency by the
O~'VNER. If paid by ENGINEER there will be a 10% processing fee added.
Insurance
The ENGINEER and the OWNER shall each procure and maintain professional liability
insurance for protection from claims arising out of performance of professional services caused
by any negligent error, omission or act for which the insured is legally liable. This insurance
will be commensurate with the value of the project and of an aggregate annual limit of not less
than $2,000,000 and by an insurance company acceptable to the ENGINEER.
Estimates
Since the ENGINEER has no control over the cost of labor and materials or over competitive
bidding and market conditions, the estimates of construction cost provided for herein are for
general information only and are made in accordance with the applicable standard of care.
Accordingly, the ENGINEER does not guarantee the accuracy of such estimates when compared
to the Contractors' bids or the project construction cost.
Termination
This Agreement may be terminated by either party by giving thirty (30) days advance written
notice. The ENGINEER shall be paid for services rendered to the date of termination on the
basis of a reasonable estimate of the portion of services completed prior to termination and shall
be paid for all reasonable expenses resulting from such termination and for any unpaid
reimbursable expenses. y
l
City of Atlantic Beach
Attn: Robert S. Kosoy, P.E.
Mazch 30, 1999 -Page 4
Ownership and Use of Documents
Drawings, specifications, and electronic data files as instruments of service are and shall remain
the property of the ENGINEER whether the project for which they are made is executed or not.
The OWNER shall be permitted to retain copies, including reproducible copies, of drawings,
specifications, and hard copies of electronic data files for information and reference in
connection with the OWNER's use and occupancy of the project.
The OWNER agrees to indemnify and hold harmless ENGINEER in the event said instruments
of service are used by OWNER or with OVVNER's approval on any addition to this project or any
other project unless ENGINEER specifically agrees to such use in writing.
Code and Re~ulatorv Compliance
The ENGINEER prepares documents in accordance with lcno«~n codes and resolutions and relies
n on his experience to evaluate their applicability to designs, products, studies and decisions that
aze part of the services to the OWNER.
Local interpretations of codes and regulations may vary and, therefore, require input from
authorities having jurisdiction over the project. During meetings and permit processing phases
specific interpretations are made by these authorities that are effectively official decisions of the
agency. Such changes can impact the cost and/or schedule of the project and cannot be
controlled by the ENGINEER. These conflicts include but are not limited to the follo~vin~:
Application of ne~v codes and/or regulatory criteria not published, enacted or applied at the time
the agreement between the ENGINEER and the OWNER vas entered into.
Changes in agency staff, conflict or changes in official interpretations of existing codes and
regulations, or in the inclusion of a particular code or regulation as to their applicability to the
project, made after the agreement was entered into. Such occurrences can be imposed during
and after design, and in extreme cases during or after construction. y
Conflicting interpretations of agency inspectors or representatives during or after construction.
For the above reasons and others, the OWNER or the contractor shall not depend upon the
design contract documents to proceed in any ~vay with an activity that will incur costs or liability
prior to receipt of permits or agency approvals. Additionally, the OWNER agrees that changes
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City of Atlantic Beach
Attn: Robert S. Kosoy, P.E.
March 30, 1999 -Page 5
~~
made by these authorities after receipt of permits or approvals are beyond the ENGINEER's
control.
Subject to the direction of the OWNER, the ENGINEER will respond accordingly. Any
professional services provided by the ENGINEER associated with meetings, design or contract
document modifications, preparation of change orders, new permits or any other task associated
with the resolution of matters brought about by the occurrence of the above are not considered
part of the ENGINEER'S basic services and will be compensated for as additional services.
Acceptance
Acceptance of this proposal may be indicated by the signature of a duly authorized official of the
OWNER in the space provided below. One signed copy of this proposal returned to the
ENGINEER will serve as an Agreement between the two parties and as Notice to Proceed. This
contract ~r~ill be binding on the parties hereto and parties' successors and assigns. Should this
~, proposal not be accepted within a period of thirty (30) days from the above date, it shall become
null and void.
Very truly yours,
GEE & JENSON
Engineers-Architects-Planners, Inc.
Joh'n~. Collins, Jr., P.E.
Vice President
Accepted by:
CITY OF ATLANTIC BEACH
By:
Print Name and Title:
Date:
JEC:sd
\Va~c19S999~51DocslAtlantic Beach Proposal.Dac
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GEE & JENSON ENGINEERS-ARCHITECTS-PLANNERS, INC.
,~ SCHEDULE A
1999
TITLES
SENIOR PRINCIPAL
PRINCIPAL
SENIOR TECHNICAL SPECIALIST
PROJECT MANAGER
SENIOR PROFESSIONAL
PROFESSIONAL
SENIOR DESIGNER
SENIOR FIELD REPRESENTATIVE
SENIOR TECHNICAL SUPPORT,
DESIGNER
FIELD REPRESENTATIVE
TECHNICAL SUPPORT
CLERICAL
SURVEY CREW:
4 Person
3 Person
2 Person
COMPUTER TIME
CADD EQUIPMENT
RATES EFFECTIVE THROUGH DECEMBER 31, 1999
HOURLY RATES
150
125
95
90
80
70
60
60
50
SO
4~
3~
2~
100
90
70
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DESIGN FEE PROPOSAL 3124/99
ATLANTIC BEACH AND BUCCANEER SEWER SYSTEM IMPROVEMENTS
ATLANTIC BEACH, FLORIDA
LABOR COSTS - - -
WORK BREAKDOWN PRIN SR TECH PM ENG SR.DES SEC TOTAL
HOURLY RATE $125.00 595.00 $90.00 $70.00 $60.00 525.00
Meetings/Client Review 2 0 6 6 0 4 51,310.00
Field Investigations . 0 0 4 16 16 0 52,440.00
Preliminary DesignMydrauGc Analysis 0 0 8 32 0 0 52,960.00
Engineering Coordination 0 0 0 6 0 2 5470.00
Utility Coordination 0 0 0 6 0 2 5470.00
SurveylGeotechnical Coordination 0 0 0 6 0 4 5520.00
Cover Sheet 0 0 1 0 2 0 5210.00
Index of Drawings 0 0 0 0 4 0 5240.00
General Notes/Legend 0 0 0 0 4 0 5240.00
Location Map 0 0 1 0 4 0 5330.00
PARK STREET LIFT STATION
Demolition Plan 1 0 0 1 4 8 0 5850.00
Foundation and Roof Plan-Struct. 0 0 0 10 10 0 51,300.00
Sections and Details-Struct. 0 0 0 10 10 0 51,300.00
Mechanical Piping PIaNSections 0 0 4 20 24 0 53,200.00
FAIRWAYS VILLAS LIFT STATION
Foundation and Roof Plan-Struct. 0 0 0 10 10 0 51,300.00
Sections and Details-Struct. 0 0 0 10 10 0 51,300.00
Mechanical Piping PIaNSections 0 0 4 20 24 0 53.200.00
SHANGRI l.A DRIVE LIFT STATION
Gravity Sewer Plan and Profile 0 0 1 16 16 0 52,170.00
Gravity Seaver Plan and Profile 0 0 1 16 16 0 52,170.00
Derrwlition Plan 0 0 1 4 8 0 5850.00
MASTER LIFT STATION-WWfP
Site/Grading Plan 0 0 2 4 8 0 51,065.00
Yard Piping Plan 0 0 2 4 8 0 5940.00
Piping Plan-Mechanical 1 0 4 20 24 0 53.325.00
Piping Sections-Mechanical 0 0 4 20 24 0 53,200.00
Details-Mechanical 0 0 2 16 24 0 52.740.00
Foundation Plan-Strucural 0 0 0 20 20 0 52.600.00
Sections-Structural ~05 ~p I 0 0 0 20 20 0 52.600.00
Details-Structural ~~ F 0 0 0 20 20 0 52.600.00
FORCE MAIN-LS "C" TO MASTER LS
Force Main -Plan 0 0 1 6 16 0 51,470.00
Force Main -Plan 0 0 1 6 16 0 51,470.00
Force Main -Plan 0 0 1 6 16 0 51.470.00
Miscellaneous Details 0 0 1 4 16 0 51,330.00
Quality ControUReview Comments 1 0 4 8 16 4 52,105.00
Specifications 1 0 6 20 0 24 52,665.00
Cost Estimates 0 0 8 20 0 0 52.120.00
FDEP Permit Applications 0 0 4 12 4 4 51,540.00
Coordination w/Other Disciplines 0 0 2 12 8 0 51,500.00
Bidding Process 0 0 4 ' 32 0 16 53,000.00
SUBTOTAL DIRECT LABOR COST 5 0 78 442 406 60 564,445.00
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REIMBURSIBLE COSTS Quantity Unit Price
Mileage 250 mi. 0.30 375.00
Blue Printing 250 sht 1.00 3250.00
~ CADD Plotting 0 sht 10.00 30.00
CADD Computer Charges 0 Hr 8.00 30.00
Copying 2500 copy 0.10 5250.00
Flm and Processing 1 Is. 10.00 510.00
Postage ~ 4 Is. 5.00 ~ 320.00
SUBTOTAL REIMBURSABLE COSTS 5605.00
SUBCONSULTANTS
Survey-Shangrita Dr. 51,100.00
Survey-Donners Rd. 5425.00
Geotechnical ~ 51,860.00
ElectricallMechanical 59,451.00
SUBTOTAL CONSULTANTS 512,836.00
TOTAL PROPOSED PRICE 377,886.00
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GEE & JENSON
Engineers • Architects • Planners. Inc.
SWCE 195t
9452 Phillips Highway, Suite 4
Jacksonville, FL 32256
Telephone (904) 292-9097
Fax (904) 292-4206
t
Mr. Robert Kosoy, P.E.
Director of Public Works
City of Atlantic Beach
1200 Sandpiper Lane
Atlantic Beach, Florida32233-4381
Reference: Master WWTP Lift Station and Various Lift Station Improvements
Dear Mr. Kosoy:
At your request, we have estimated the Construction Costs for this project to be $651,475. This
estimated cost is higher than the budgeted amount of $522,000 due to the depth of the new
gravity sewer main from the Shangri-La lift station. A copy of the Construction Cost Estimate
breakdown is attached for your information
Thank you for the opportunity to assist the City of Atlantic Beach. If you have any questions,
please call me.
Sincerely yours,
~~C ; ,
Jo n E. Collins, Jr., P.E.
Vice President
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ATLANTIC BEACH /BUCCANEER SEWER SYSTEM IMPROVEMENTS '
ESTIMATED CONSTRUCTION COSTS
j~C TAL COST
A. PARK STREET LIFT STATION
1. Demolish Fiberglass Enclosure $5,000
2. Construct New Concrete Block Building (15'x12') ~ 520,000
3. Pump Piping Modifications $5,000
4. Pump/Control Electrical Modifications 510,000
SUBTOTAL CONSTRUCTION COST $40,000.
B. FAIRWAYS VILLAS LIFT STATION '
1. Construct New Concrete Block Building (15'x12') $20,000
2. Replace Electrical Components in Panel $10,000
3. Replace 4" Pumps/Motorsl $20,000
4. Piping Modifications 510,000
SUBTOTAL CONSTRUCTION COST S60,000
C. SHANGRI LA DRIVE LIFT STATION
1. Construct New 8" Sanitary Sewer (900') $65,000
2. Construct New Sanitary Sewer Manholes (3) $15,000
3. Construct New 6" Sewer Services (18) S5,500
4. ~ Construct Connections to Existing Lift Stations S5,000
5. Disconnect Force Main Connection $1,000
6. Remove Electrical/Mechanical Equipment $5,000
7. Abandon Wetwelf $5,000
8. Sitework 525,000
SUBTOTAL CONSTRUCTION COST S126,500
D. MASTER LIFT STATION
1. Construct New Precast Wetwell (14'x12') S40,000
2. Construct New Concrete Dry Pit (20'x20') $60,000
3. New 6"Submersible Dry Pit Pumps/Motors 560,000
4. PipingNalves/Fittings $35,000
5. 18" Bypass Line $30,000
6. Electrical/Instrumentation 550,000
7. Sitework 55,000
SUBTOTAL CONSTRUCTION COST $280,000
E. j IFT STATION "C" FORCE MAIN
1. Construct New 8" PVC Force Main (1,600') $32,000
2. Connection to Existing 8" Force Main S1,000
3. Connection to New Wetwell $2,000
4. Valves/Fittings $5,000
5. Sitework 520,000
SUBTOTAL CONSTRUCTION COST $60,000
TOTAL CONSTRUCTION COST (A,B,C,D1,E) S566,500
CONTINGENCY (15%) $84,975
TOTAL PROJECT COST (A,B,C,D1,E) S651,475
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