1371 CPH Site 10 Swale Inventory" .
PURCHASING DEPARTMENT ,
TRANSMITTAL MEMORANDUM ;w
TO: City Manager /City Clerk :=ti
RE: CPH Work Order No. CPH -023 for $48,455.00 V
The item(s) noted below is /are attached and forwarded to your office for the following action(s):
❑
Once completed, please:
® Return original
❑ Return copy
Special Instructions:
Need executed signatures (both parties).
❑ Safe keeping (V
❑ Payment Bond
® City Manager Signature
® City Clerk Signature
Please advise if you have any questions regarding the above.
Thank you!
Mayor's signature
Development Order
Final Plat (original mylars)
Letter of Credit
Maintenance Bond
Ordinance
Performance Bond
Resolution
- ?— /I
From
Date
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(C A)UD
TADept_ forms \City Clerk Transmittal Memo - 2009.doc
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December 13, 2010
Mr. Paul Moore, P.E.
Utility Director
City of Sanford Utility Department
P.O. Box 1788
Sanford, Florida 32772
Re: Site 10 Swale Inventory and Maintenance
CPH Project No. Z6582.00
Dear Paul:
I"
5W Wed Fulton Street -
Sanford, Florida 32771 ar
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P.O. Box 2808
Sanford, Florida 32772-280.:
Phone: 407.3226841 :A ;
Fax: 407.3301639 i i
lvWWX7heBgin zMCom ,
We are pleased to present this proposal for the inventory and of the existing irrigation and
stormwater swale systems within Fields F -1, F -1A, F -2, F -3, F-4, F -6, F -8, F -9, F -11, F -13, F -14,
F -15, F -16, F -17 and F -18, including perimeter swales and the pond berms and outfall
structures at ponds C -1, C -2A, C2 -B, B -1, B -2, A -2 at Site 10. These systems have undergone
erosion in a number of areas leading to the potential runoff of reclaimed water to the stormwater
system. The intent of the project is to identify the eroded areas (by survey and field review),
and develop construction plans for the maintenance construction (including regrading) of the
eroded areas.
We propose to provide the services outlined in the attached Scope as follows and Work Order:
Swale Inventory - Topographic Surveying
$25,280.00
Stormwater Pond Berm - Topographic Surveying
$8,200.00
Preparation of Maintenance Construction Plans
$14,975.00
Total
$48,455.00
We appreciate the opportunity to provide these services. If you have any questions regarding
the project or proposed services, please do not hesitate to call.
Sincerely,
CPH Engineers, Inc.
N. Katriina Bowman, P.E., CCS
Vice President/Associate
J:V6582.00- 20101SanfordlSite 10 Surveying\Site 10 Proposal to City 12- 13- 10.doc
Engineers • Suraelwors • Architects (AA26000926) • Planners - Landscape Architects - Environmental Scientists - Cnti drurtinn Manaov — - rlodaa/Ru +Id
EXHIBIT A -1
WORK ORDER FORM applicable to work items less than $50,000
Work Order Number: CPH - 023
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CITY OF SANFORD, FLORIDA !`
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Master Agreement/Contract Number: Q1 1306.116R00 Dated: 2006
Contract/Project Title: Site 10 Swale Inventory and Maintenance
Solicitation No: Sanford Project No: Purchase Order No:
Consultant/Contractor: CPH Engineers Inc.
Consultant/Contractor's Business Address, Phone Number, Fax Number and E -mail address:
P.O. Box 2808 Sanford FL 32772. Phone No. 407 - 322 -6841: Fax No. 407 - 330 -0639: E -Mail:
kbowmanecohengineers com or phunt - cphengineers com
ATTACHMENTS TO THIS WORK ORDER: METHOD OF COMPENSATION:
[ ] DRAWINGS /PLANS /SPECIFICATIONS [ X ] FIXED FEE BASIS
[ X ] SCOPE OF SERVICES [ ] TIME BASIS - NOT -TO- EXCEED AMOUNT
[ ] SPECIAL CONDITIONS [ ] TIME BASIS - LIMITATION OF FUNDS
[ ] PURCHASE ORDER (REQUIRED) [ ]
TIME FOR COMPLETION: The services to be provided by the CONSULTANT /CONTRACTOR shall
commence upon execution of this Work Order by the parties and shall be completed within the time frame of
180 days of the effective date of this Work Order. Failure to meet the stated completion
time requirement may be grounds for termination for default.
Work Order Amount: Forty -eight thousand four hundred fifty -five and 00/100 Dollars ($48,455.00)
NOTE: The total dollars (cumulatively) associated with this Work Order including future
change orders shall not exceed $50,000 without City Commission Approval.
IN WITNESS WHEREOF, the parties hereto have made and executed this Work Order on the respective dates
under each signature by and through its duly authorized corporate officer having the full and complete authority to execute
same.
By: Linda Gardner
Corporate Secretary or Witness
ATTEST. p
Jcnet Dau Art y , City C
CONSULTANT /CONTRACTOR:
CPH Engineers, Inc.
David A. Gierach,, Corporate President
i
Date: .2(^! i t
CITY OF SANFORD
`-' 4t
Printed Name and Title
sanpur 111908 -WO -Mod 1 010809
1 ^f 7
EXHIBIT "A -1"
WORK ORDER
TERMS AND CONDITIONS
Execution of this Work Order along with an appropriate Purchase Order(PO) by the CITY shall serve as authori-
zation for the CONSULTANT /CONTRACTOR to provide goods and /or services for the above project as set out in the
Scope of Services which is attached as Exhibit "A," to that certain Agreement cited on the face of this Work Order which is
incorporated herein by reference as if it had been set out in its entirety and as further delineated in the specifications,
conditions and requirements stated in the listed documents which are attached hereto and made a part hereof. The
CONSULTANT /CONTRACTOR shall provide said goods and /or services pursuant to this Work Order, its attachments
and the above - referenced Agreement. If this Work Order conflicts with said Agreement, the Agreement shall prevail.
TERM: This work order shall take effect on the date of its execution by the CITY and expires upon final delivery,
inspection, acceptance and payment unless terminated earlier in accordance with the Termination provisions herein.
METHOD OF COMPENSATION:
(i) FIXED FEE BASIS. If the compensation is based on a "Fixed Fee Basis," then the
CONSULTANT /CONTRACTOR shall perform all work required by this Work Order for the Fixed Fee
Amount indicated as the Work Order Amount. The fixed feel is an all- inclusive Firm Fixed Price binding the
CONSULTANT /CONTRACTOR to complete the work for the Fixed Fee Amount regardless of the costs
of performance. In no event shall the CONSULTANT /CONTRACTOR be paid more than the Fixed Fee
Amount.
(ii) TIME BASIS WITH A NOT TO EXCEED AMOUNT. If the compensation is based on a "Time Basis Method"
with a Not -to- Exceed Amount, then the CONSULTANT /CONTRACTOR shall perform all work required
by this Work Order for a sum not exceeding the amount indicated as the Work Order Amount. In no event
is the CONSULTANT /CONTRACTOR authorized to incur expenses exceeding the Not -To- Exceed
Amount without the express written consent of the CITY. Such consent will normally be in the form of an
amendment to this Work Order. The CON SU LTANT/CONTRACTOR's compensation shall be based on
the actual work required by this Work Order and the Labor Hour Rates established in the Master
Agreement.
(iii) TIME BASIS WITH A LIMITATION OF FUNDS AMOUNT. If the compensation is based on a "Time Basis
Method" with a Limitation of Funds Amount, then the amount identified as the Work Order Amount
becomes the Limitation of Funds amount which shall not be exceeded without prior written approval of the
CITY. Such approval, if given by the CITY, will indicate a new Limitation of Funds amount. The
CONSULTANT /CONTRACTOR shall advise the CITY whenever the CONSULTANT /CONTRACTOR
has incurred expenses on this Work Order that equals or exceeds eighty percent (80 %) of the Limitation of
Funds amount. The CONSULTANT /CONTRACTOR's compensation shall be based on the actual work
required by this Work Order and the Labor Hour Rates established in the Master Agreement.
The CITY shall make payment to the CONSULTANT /CONTRACTOR in strict accordance with the payment terms
of the above - referenced Agreement.
It is expressly understood by the CONSULTANT /CONTRACTOR that this Work Order, until executed by the
CITY, does not authorize the performance of any services by the CONSULTANT /CONTRACTOR and that the CITY,
prior to its execution of the Work Order, reserves the right to authorize a party other than the
CONSULTANT /CONTRACTOR to perform the services called for under this Work Order if it is determined that to do
so is in the best interest of the CITY.
The CONSULTANT /CONTRACTOR shall execute this Work Order first and the CITY second. This Work
Order becomes effective and binding upon execution by the CITY as delegated by the City Commission and not until then.
A copy of this executed Work Order along with a PO will be forwarded to the CONSULTANT /CONTRACTOR at the
completion of that action. It is noted that the PO Number must be indicated on all invoices germane to the Work Order. It
is noted that the executed PO must be issued prior to proceeding with work identified by this Work Order
sanpur 111908 -WO -Mod 1 010809
0 ^f')
SCOPE OF SERVICES
Site 10 Swale Inventory and Maintenance
December 13, 2010
BASIC SERVICES OF THE CONSULTANT
1.1 The CONSULTANT agrees to perform professional engineering services in
connection with the project as hereinafter stated.
1.2 The CONSULTANT will serve as the CITY's professional engineering
representative in those phases of the project to which this Scope of Services
applies, and will give consultation and advice to the CITY during the
performance of his services.
1.3 The purpose of the project is to assist the CITY with the inventory of the
existing irrigation and stormwater swale systems within Fields F -1, F -1A, F -2,
F -3, F-4, F -6, F -8, F -9, F -11, F -13, F -14, F -15, F -16, F -17 and F -18, including
perimeter swales and the pond berms and outfall structures at ponds C -1, C-
2A, C2 -13, B -1, B -2, A -2 at Site 10. These systems have undergone erosion
in a number of areas leading to the potential runoff of reclaimed water to the
stormwater system. The intent of the project is to identify the eroded areas
(by survey and field review), and develop construction plans for the
maintenance construction (including regrading) of the eroded areas. The
aerial map in Exhibit A shows the location of the fields and ponds that are to
be surveyed.
1.4 This project is the first project identified to potentially improve discharge from
Site 10. Other potential future projects at Site 10 that could also lead to
improved surface discharge form the site include modification of the
stormwater ponds (reduction of discharge), excavating the stormwater ponds
(increased stormwater treatment), and eliminating agricultural practices on
the site that can adversely contribute to the surface water that discharges
from the site.
2.1 Task 1 - Swale Inventory Surveying Services
2.1.1 The CONSULTANT, through its survey department, will conduct a
topographic survey as per Rule Chapter 5J -17 of the Florida Administrative
Code in compliance with the minimum technical standards of surveying and
mapping of the State of Florida. The topographic surveying will be conducted
on Fields F -1, F1A, F -2, F -3, F-4, F -6, F -8, F -9, F -11, F -13, F -14, F -15, F -16,
F -17 and F -18 at Site 10 totaling approximately 421 acres. The surveying will
be conducted at a 100 foot topographic grid and will include surveying the
drainage and irrigation swales and the stormwater ditches on the perimeter of
the field. The surveying will pick up existing grade elevations and inverts.
J:\Z6582.00- 2010 \Sanford\Site 10 Surveying \Scope of Services -Site 10 Swale Inventory and Maintenance.doc
Pagel of 3
SCOPE OF SERVICES
Site 10 Swale Inventory and Maintenance
December 13, 2010
2.1.2 The culvert inverts and diameters at the fields will be measured at each end
of the pipeline where accessible, measured at visible and accessible ends
such as mitered end sections. The horizontal locations and vertical top
elevation measured at the structures will also be surveyed.
2.1.3 The survey department will set four (4) horizontal and vertical control points.
All data will be collected in state plane coordinates — NAD83 (1990
adjustment) horizontal datum. Elevations will be provided in NAVD88 vertical
datum.
2.1.4 At the completion of the field work, an ACAD file of the survey will be
prepared for the maintenance construction plans that will be prepared under
Task 3.
2.2 Task 2 - Stormwater Pond Berm Surveying Services
2.2.1 The CONSULTANT, through its survey department, will conduct topographic
surveying along 11,480 feet of the pond perimeter at the top of the berms
(inside and outside edge of the top of berm) at ponds C -1, C -2A, C2 -13, B -1,
B -2, and A -2 in cleared areas that allow use of the GPS unit for surveying
(heavily wooded portions of the berms cannot be surveyed if the
woods /vegetation interfere with the GPS signal).
2.2.2 The pond bleed down culverts will be surveyed (culvert inverts and diameters)
at ponds C -1, C -2A, C2 -13, B -1, B -2, and A -2.
2.2.3 The pond berm and bleed down culverts will be included in the ACAD file of
the survey conducted under Task 1.
2.3 Task 3 - Maintenance Construction Plans
2.3.1 The CONSULTANT will field review the survey and add notes or request
more survey information from the survey department if it is found eroded
areas or areas that are filled in need to be more detailed in the survey.
2.3.2 The CONSULTANT will prepare Construction Plans (90% complete) for the
maintenance (including regrading) of the eroded areas on the fields and along
the stormwater pond berms consisting of:
Cover Sheet
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Page 2 of 3
SCOPE OF SERVICES
Site 10 Swale Inventory and Maintenance
December 13, 2010
Overall Survey Sheet
Key Sheet
General Notes
Site Plan Sheets (Aerial and Survey Base) (8 Sheets 1" =200' Scale)
Detail Sheets (3 Sheets)
2.3.3 The CONSULTANT will prepare technical specifications for the maintenance
construction based on the 90% plans.
2.3.4 Based on the 90% plans, the CONSULTANT will prepare an Opinion of
Probable Construction Cost (OPCC).
2.3.5 The CONSULTANT will submit three (3) sets of the construction plans
(22 "x34" size), technical specifications, and OPCC to the CITY for review.
2.3.6 The CONSULTANT will meet with the CITY to review the 90% plans and
specifications.
2.3.7 The CONSULTANT will make minor revisions to the plans and specifications
as requested by the CITY and will submit three final sets of the plans,
technical specifications, and OPCC to the CITY and will also provide the
submittal in electronic format (PDF and ACAD files).
2.3.8 Since this project consists of developing maintenance plans for erosion
repairs and regrading, storm sewer system assessment and design including
analysis, modeling, environmental services (wetlands and ecological),
permitting, and geotechnical services are not included. Geotechnical
information at Site 10 previously prepared by Ardaman and Associates for the
City of Sanford dated 5/5/08 will be included in the Appendix of the technical
specifications prepared for this project.
2.3.9 It is assumed the maintenance construction will be conducted in a single
construction contract, and will not be phased into multiple projects. In the
event the construction work is phased construction, the construction plans,
technical specifications, and OPCC can be revised if so authorized under a
future Scope of Services.
2.3.10 Bidding, Award, and Construction Phase services are not included but can be
provided if so authorized under a future Scope of Services.
J:\Z6582.00- 2010 \Sanford\Site 10 Surveying \Scope of Services -Site 10 Swale Inventory and Maintenance doc
Page 3 of 3
EXHIBIT A
Project Location Map / Aerial
Fields to be surveyed: F -1, F -1A, F -2, F -3, F -4, F -6, F -8, F -9, F -11, F -13,
F -14, F -15, F -16, F -17 and F -18
Pond Berms to be surveyed: Ponds C -1, C -2A, C2 -B, B -1, B -2, A -2