Exh 8H
AGENDA ITEM NO.~
DATE: J I ' O ~' 9~
CITY OF ATLANTIC BEACH
CITY COMMISSION MEETING
STAFF REPORT
AGENDA ITEM: Sewer Master Plan
SUBMITTED BY: Robert S. Kosoy, P.E. '~
DATE: November 1, 1999
BACKGROUND:
While discussing a Public Works Sewer Improvement Project during the final stages of the
budgeting process for FY 1999/2000, the need for a sewer master plan was addressed. This
master plan would include both the Atlantic Beach and Buccaneer Utility Districts, and would
require mapping of the entire sewer system in a format compatible with Geographic Information
Systems (GIS), a combination mapping/database program used by many utilities. Also included
is an analysis of system flows and pressures, as well as a study of inflow/infiltration. The
biosolids handling system and laboratory facilities will also be evaluated. The Master Plan will
include a Ten Year Capital Improvement Program, with priority rankings, a time line, and
probable costs for improvements.
Requests for Proposals were advertised on September 5, 1999, and staff received proposals from
the following seven firms on September 29, 1999:
Bessent, Hammack & Ruckman
Burns & McDonnell
Gannett Fleming
Gee & Jenson
Hartman & Associates
Parsons Engineering
Smith & Gillespie Engineers
Staff reviewed and ranked the proposals, and conducted interviews with the three highest ranked
firms--Smith & Gillespie Engineers, Gee & Jenson, and Hartman & Associates. In accordance
with the Consultants Competitive Negotiation Act (Florida Statute 287.055), we have selected
the top three firms deemed to be the most highly qualified to perform the required services:
1. Smith & Gillespie Engineers
2. Gee & Jenson
3. Hartman & Associates
BACKGROUND: (continued)
At the City Manager's request, interviews were conducted with the top three firms. The purpose
of the interview was for the firms to introduce the key individuals who would be working on the
project and present examples of previous master plans they have completed. After the interviews
were conducted, it was decided the firms would be re-ranked as follows:
1. Smith & Gillespie Engineers
2. Hartman & Associates
3. Gee & Jenson
BUDGET: Because the Sewer Master Plan was discussed at a very late stage of the budget
process, it was decided that funds from Sewer Utility Reserves would be requested to pay for the
project.
RECOMMENDATION: Authorize staff to negotiate a contract with Smith & Gillespie
Engineers, Inc., and if unable to negotiate a satisfactory contract, authorize staff to negotiate with
the next most qualified firm. After a contract has been negotiated, staff will request Commission
approval for the contract.
ATTACHMENTS: 1. Request for Proposals
* 2. Proposals from all firms on file wit City Clerk
REVIEWED BY CITY MANAGER:
1
*Proposals are book-length documents, and it is impractical to make copies. Anyone who
wishes to review the proposals may contact the City Clerk or Public Works office and copies will
be provided for review.
REQUEST FOR PROPOSALS
PROFESSIONAL ENGINEERING SERVICES
ATLANTIC BEACH AND BUCCANEER
SEWER MASTER PLAN
The City of Atlantic Beach, Florida is soliciting for proposals from professional engineering firms to
provide engineering services to develop a Sewer Master Plan for the Atlantic Beach and Buccaneer Utility
Districts. Proposals must be submitted in triplicate by Wednesday, 4:30 PM, September 29, 1999 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 a Sewer Master Plan for the Atlantic Beach and Buccaneer Sewer Systems. The Master
Plan will include the following elements:
A. Complete, updated maps for the entire sewer system for both Atlantic Beach and Buccaneer
Utility Districts. Maps also to be provided on disk, in AutoCAD 14 format, to be GIS
compatible.
B. An analysis of flows and pressures throughout the system, pinpointing any existing problems
or conflicts.
C. A summary of lift station facilities including:
1) Lift station locations, and flow schematic diagrams.
2) Lift station equipment, with installation dates, if available.
3) Pumping capacities and configurations.
4) Wetwell volumes and configurations.
D. An analysis of inflow/infiltration areas based on available data, including sewer tapes, lift
station pumping rates and pressure readings, anecdotal data, and field observation.
E. An analysis of the Atlantic Beach Wastewater Treatment Plant residuals handling facilities
and disposal methods. (Note that residuals from the Buccaneer Wastewater Treatment Plant
are transported to the Atlantic Beach Plant for dewatering and disposal).
F. An analysis of laboratory facilities at the Atlantic Beach Wastewater Plant..
G. An updated Ten Year Capital Improvement Program including:
1) Recommended system improvements and construction projects.
a. Include a priority rating for each recommendation.
b. Include an recommended time line.
c. Include an estimation of probable costs for each improvement.
H. A complete report encompassing all of the above items.
2. Provide City staff with three copies a sixty percent (60%) Master Plan for review within 90 days.
3. Prepare and lead a presentation on the Plan to the City Commission at the 60% review stage.
4. As directed by City staff and the City Commission, make corrections or revisions to the 60% Plan.
5. Within 45 days of receiving comments on the 60% Plan from the City staff, provide and submit for
review the Final Master Plan including:
A. Five sets of system maps and schematics.
B. Five sets of the Final Master Plan report.
C. One set of the Master Plan on disk, with drawings in AutoCAD 14 format, and text material
in WordPerfect format.
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REQUEST FOR PROPOSALS
PROFESSIONAL ENGINEERING SERVICES
ATLANTIC BEACH AND BUCCANEER
SEWER MASTER PLAN
In addition, the following reports for the Atlantic Beach Wastewater Treatment Plant NPDES Permit
renewal maybe included in the scope of work, depending upon available funding:
1. A Capacity Analysis Report, as required by FAC 62-600, to be submitted with the NPDE5 Permit
renewal application.
2. An Operation & Maintenance Performance Report, as required by FAC 62-b00, to be submitted
with the NPDES Permit renewal application.
3. A Reuse Feasibility Study, as required by FAC 62-610, to be submitted with the NPDES Permit
renewal application.
4. Provide City staff with three copies of each report in draft form within 180 days. City staff will
review and provide comments on the reports.
5. As directed by City staff, make corrections or revisions to the draft reports.
6. Within 30 days of receiving comments on the draft reports from the City staff, provide and submit
for review the Final Capacity Analysis Report, Operations and Maintenance Performance Report,
and Reuse Feasibility Study, including:
A. Six copies of each report.
B. One copy of each report on disk in WordPerfect format.
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 tivith sewer master
planning. 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 the selected project team. Rating weight - 5%.
6. Financial Information, including the most recent audit summary far 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 he 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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