301-CPH-Amendment 28~ BUILDING - FLEET - SOLID WASTE & STREET DIVISIONS
MEMORANDUM SEPTEMBER 8, 1997
CITY MANAGER ~
TO
VIA PUBLIC WOP-.KS DIRECTOR
FROM SUPPORT SERVICES COORDINATOR
SUBJECT RECOMMENDATION OF CONTRACT FOR FINAL ENGINEERING SERVICES FOR
THE DOWNTOWN STORM SEWER INTERCEPTOR AND RELATED DRAINAGE
IMPROVEMENTS ALONG 1ST STREET
Mr. Simmons,
Attached is a proposal from Conklin, Porter, and Holmes Engineers, (CPH), to
provide final engineering services for preparation of final engineering plans, permit
applications, opinion of probable construction cost, and investigation of the tst street
drainage system. This project is to alleviate flooding in the downtown area.
The proposal has been reviewed, is in order, and is reasonable for the work
involved. It is recommended that the proposal be accepted and approved for not to
exceed $94,680.00.
If you concur, please forward this recommendation to the City Commission for
approval.
CH
xc: Purchasing Agent . ~ ~
Street Superintendent 'C~ ~
Amendment No. 28
To Agreement Dated December 17, 1987
For Continuing Services
For
Final Engineering
Downtown Storm Sewer Interceptor
And Associated Drainage Improvements
Between
The City of Sanford, Florida
And
Conklin, Porter and Holmes - Engineers, Inc.
This Agreement made on the..c2~ day of ~ , 1997 between the CITY
OF SANFORD, FLORIDA (hereinafter called (he CITY) and CONKLIN, PORTER AND
HOLMES - ENGINEERS, INC. (hereinafter called the ENGINEER), is mutually agreed
upon and declared an authorized Amendment to an Agreement dated December 17, 1987,
between the parties, herein setting forth the scope, terms and conditions of the work herein
authorized.
In case of any conflict between this Amendment and the aforementioned Agreement of
December 17, 1987, this Amendment shall govern for the work described herein.
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1.1.2.2 Placement of six (6) concrete baffle boxes on storm sewer lines
immediately upstream of the proposed storm sewer interceptor for the
purposes of improving the water quality of the storm water runoff.
1.1.3 The issued SJRWMD permit is expected to be an "Individual ERP Permit"
which "approves" of the concept of the proposed downtown storm sewer
interceptor and allows for construction of the system. No additional
permitting of the Interceptor on 2rid Street with SJRWMD should be required.
1.1.4 Based on conversations with SJRWMD staff, it is understood that the issue
of stormwater quality treatment will be satisfactorily addressed if the
construction plans contain provisions for the construction of the six concrete
baffle boxes.
1.1.5 The preliminary engineering proposed alignment of the storm sewer
interceptor is along the north side of 2nd Street, in order to allow the existing
sanitary sewer main to remain in place. It was anticipated that the water
main which runs along the north side of 2nd Street (between Oak Avenue
and Sanford Avenue) could remain, however, it may be found that this utility
needs to be relocated to accommodate construction. (The exact location of
the water main was unknown during the preliminary engineering phase).
1.1.6 Although not specifically addressed in the Downtown Master Stormwater
Plan and permit, the engineering services to be conducted under this
Amendment will also include an assessment and recommended construction
improvements of the existing stormwater system along 1 st Street between
Oak Avenue and Palmetto Avenue. The assessment and recommended
improvements will also include the 1st Street stormwater outfall which runs
in the vicinity of Magnolia Avenue between 1st Street and Lake Monroe.
1.1.7 If the CITY agrees to implement the recommended improvements to the 1 st
Street system, then the construction will be included in the contract
documents for the storm sewer interceptor construction or under a separate
contract. 1st Street improvements will require permitting from SJRWMD.
1.1.8 It is anticipated that the SJRWMD would require construction of 1-2
additional baffle boxes in conjunction with 1st Street storm sewer system
improvements.
SECTION 2
SCOPE OF SERVICES OF THE ENGINEER
2.1 General Work Description
2.1.1 Services on this project will consist of the preparation of final engineering
plans and contract documents for the construction of the storm sewer
interceptor, baffle boxes, and 1 st Street storm sewer system improvements.
Plans and contract documents will be for up to two construction contracts.
2.1.2 Services will also include preparation of permit applications and coordination
with the permitting agencies during the review process for the 1st Street
improvements.
2.1.3 An Opinion of Probable Construction cost will be estimated upon the
completion of the plans and documents and will be reviewed with the CITY
prior to bidding.
2.1.4 Bidding services will be provided to the City.
2.1.5 Services during construction will be provided under a separate amendment
after completion of design services.
2.2 Final Design
2.2.1 The ENGINEER will coordinate with the CITY, utilities and regulatory
agencies, and will keep the CITY apprised of progress and actions needed.
2.2.2 Upon receipt of the survey and geotechnical reports (prepared by CITY
employed consultants), final calculations and designs will be conducted for
the 2nd Street storm sewer interceptor and the 1st Street storm sewer
system as previously identified in 1.1.2 and 1.1.5. The design includes
hydraulic analyses and final layout of the storm sewer interceptor, and
includes relocation of existing City owned utilities where required.
2.2.3 It is anticipated that the final design will result in construction plans which
consist of the following sheets:
2.2.3.1 Cover Sheet
2.2.3.2 Key Sheet and General Notes
2.2.3.3 Plan and Profile Drawings, consisting of up to six (6) 1"=20' scale
drawings for the system along 2nd Street and up to four (4) 1"=20'
scale drawings for the 1st Street system
2.2.3.4 Baffle Box Detail Sheets (Up to 2 drawings)
2.2.3.5 Miscellaneous Details (Up to 2 drawings)
2.2.3.6 Miscellaneous Structure Details (Up to 1 drawing)
2.2.3.7 Pavement Replacement Sheets - plan views and typical sections (Up
to 3 drawings)
2.3 Permitting
2.3.1 The ENGINEER and CITY will attend up to one (1) pre-application meeting
with the SJRWMD regarding the 1st Street improvements.
2.3.2 It is anticipated that the ENGINEER will prepare the following permit
applications for the CITY
2.3.2.1 SJRWMD Environmental Resource Permit
2.3.2.2 Florida Department of Environmental Protection (FDEP) drinking
water construction permit, if it is found that relocation of the existing
water main along 2nd Street is necessary.
2.3.3 The ENGINEER will make minor modifications to the plans as necessary
during the permit review process. Major modifications not included in this
scope of work include:
2.3.3.1 Mitigation for wetlands and surface water impacts
2.3.3.2 Provisions for stormwater treatment for the 2nd Street storm sewer
interceptor other than the previously identified baffle boxes is not
included. Additionally, should the SJRWMD require additional
justification for the proposed stormwater treatment measures (beyond
what was presented to the SJRWMD as part of the Downtown
Stormwater Management Master Plan), then that work is not included
in this scope of services.
2,3.4 The ENGINEER will respond on behalf of the CITY to the reviewing
agencies' requests for additional information as the requests relate directly
to the engineering services identified under this Amendment.
2.4 Special Services
2.4.1 One of the issues previously identified during the preliminary design phase
was the preservation and restoration of 2nd Street between Oak Avenue and
Sanford Avenue. The ENGINEER will provide the services of an in-house
planner to examine the alternatives available to the CITY regarding the
restoration of 2nd Street. Drawings and exhibits will be prepared for the
purpose of presenting to the Sanford Historic Preservation Board (SHPB) the
proposed restoration of 2nd Street. Coordination during the approval
process with the SHPB will be provided.
2.4.2 Upon approval of the proposed reconstruction of 2nd Street, the necessary
details and notes will be incorporated into the construction drawings
(identified under 2.2.3) and the contract documents.
2.4.3 The ENGINEER will make recommendations to the CITY as to measures
available to be made during construction in order to reduce the potential for
subsidence along the existing sanitary sewer main along 2nd Street. It is
understood that the CITY does not desire to replace or repair the existing
main, but is interested in implementing measures during construction to
minimize future subsidence.
2.4.4 The ENGINEER will review construction alternatives available with the CITY
relating to the subsidence along the 2nd Street sewer main, and if directed
by the CITY, will include construction provisions in the form of notes and
details in the construction plans (identified in 2.2.3) and the contract
documents.
2.4.5 The construction plans and contract documents will include notes and
specifications requiring the Contractor to clean and inspect the condition of
the Pump Branch box culvert between 3rd Street and Lake Monroe, and
report the condition to the CITY and ENGINEER, along with a proposal for
repair costs. The repairs would be considered by the CITY and ENGINEER
as a possible change order under the construction contract.
2.4.6 It has been previously identified that there may be a limited amount of grant
money available to the CITY from the SJRWMD for the construction of this
project. The ENGINEER will provide assistance to the CITY on this matter,
however, it is anticipated that the actual request to the SJRWMD needs to
come directly from the CITY.
2.4.7 The construction plans and contract documents will include notes and details
relating to the Maintenance of Traffic during construction. However, detailed
sequencing and Traffic Control Plans will not be provided but instead will be
required to be provided by the Contractor prior to construction.
2.5 Project Coordination
2.5.1 The CITY will be procuring the services of a surveying consultant and
geotechnical consultant. The scope of work under this Amendment includes
coordination by the ENGINEER with these two consultants during the final
engineering phase of this project,
2.6 Bidding Services
2.6.1 The ENGINEER will conduct bidding services in accordance with the
following:
2.6.1.1 Preparation of an Advertisement for Bids
2.6.1.2 Preparing letters of interest to prospective bidders
2.6.1.3 Distribution of plans and contract documents to plan houses and
bidders
2.6.1.4 Answering bidder questions as necessary through issuance of
addenda
2.6.1.5 Attend Bid Opening
2.6.1.6 Prepare Bid Tabulation
2.6.1.7 Investigate apparent low bidder responsiveness and responsibility and
make contract award recommendation to CITY
2.6.1.8 Upon CITY approval, issue CITY executed Notice of Award
2.6.1.9 Obtain from Contractor bonds and insurance certificates and review
on behalf of CITY
2.6.1.10 Coordinate execution of Agreement between CITY and Contractor
2.6.1.11 Upon satisfactory execution of Agreement, issue Notice to Proceed
upon execution by the CITY
2.6.2 Upon execution of the Notice to Proceed, any subsequent construction
related services including scheduling and attending the preconstruction
conference, and conducting construction inspection and administration
services are not included within the Scope of Services.
SECTION 3
ADDITIONAL SERVICES OF THE ENGINEER
3.1 If authorized by the CITY, the ENGINEER shall furnish or obtain from others
the following additional services, or the CITY may provide these services
separately or directly with the provider. Such additional services will be paid
for by the CITY as outlined in Section 5.
3.1.1 Additional services due to significant changes in the scope of the project or
its design including, but not limited to, changes in size, complexity, or due to
time delays in initiating or completion of the work as described herein.
3.1.2 Preparation of permit applications other than those specified in Section 2.
3.1.3 Provide through subconsultants, surveying, soils, environmental scientist
(jurisdictional and permitting) services, real estate record/title research and
land or easement acquisition services, construction quality control testing, or
other specialist services. If these services are subsequently determined
advisable during the course of the work, they may be considered for
authorization as an additional service under this Section or separately
provided by the CITY.
3.1.4 Services related to realignment of the storm sewer interceptor from the
previously determined route along 2nd Street between Oak Avenue and
Pump Branch.
3.1.5 Except as otherwise provided herein, services or additional costs associated
with revising previously accepted studies, reports, or other documents
prepared by the ENGINEER when such revisions are due to causes beyond
the ENGINEER's control.
3.1.6 Additional services resulting from public protests, administrative hearings, or
similar matters.
3.1.7 Preparing to serve and/or serving as an Expert Witness for the CITY in any
litigation, public hearing, condemnation proceeding, right-of-way or easement
acquisition or negotiation, or other legal / administrative proceeding.
3.1.8 Additional engineering services required by revisions to regulations (after the
date of this Amendment) as applicable to the Florida Department of
Environmental Protection, the St. Johns River Water Management District,
Corps of Engineers, Seminole County, or other regulatory agency
requirements.
3.1.9 Additional services in connection with the project including services normally
furnished by the CITY as described in Section 4 herein and services not
otherwise provided for in this Agreement.
3.1.10 Construction administration and inspection services.
3.1.11 Furnishing additional sets of prints or drawings and other documents beyond
those designated in the detailed Plan of Study contained in Exhibit A.
SECTION 4
CITY RESPONSIBILITIES
4.1 CITY Responsibilities
4.1.1 Advise the ENGINEER of his requirements for the project and designate a
person to act as the CITY's representative with respect to the work to be
performed under this Amendment, and such person shall have complete
authority to transmit instructions, receive information, interpret and define the
City's policies and decisions pertinent to the work covered by this
Amendment.
4.1.2 Obtain and provide data requested that is reasonably available on the
project.
4.1.3 Guarantee access to and make all provisions for the ENGINEER to enter
upon public and private lands as required for the ENGINEER to perform his
work under this Amendment.
4.1.4 Make facilities accessible for inspection.
4.1.5 Examine all studies, reports, sketches, schedules, and other documents
presented by the ENGINEER and render decisions pertaining thereto within
a reasonable time so as not to delay the work of the ENGINEER.
4.1.6 Assist in obtaining approval of all governmental authorities having jurisdiction
over the project, and such approvals and consents from such other
individuals or bodies as may be necessary for completion of the Project.
CITY shall be applicant for all permits needed, signing applications and
paying permit application fees.
4.1.7 Furnish or direct the ENGINEER in writing to provide at the CITY's expense,
any subconsultant services not designated in Section 2, if advised by the
ENGINEER and CITY concurs that they are necessary.
4.1.8 The CiTY will provide the following services through other consultants
4.1.8.1 Surveying Services in accordance with the recommended scope of
surveying services attached as Exhibit B.
4.1.8.2 Geotechnical engineering services
4.1.9 Furnish, or direct the ENGINEER in writing to provide at the CITY's expense,
necessary additional services as stipulated in Section 3 of this Amendment,
or other services as required.
4.1.10 Provide such legal, accounting, financial and insurance counseling services
as may be required for the project, and such auditing services as the CITY
may require.
4.1.11 Give prompt written notice to the ENGINEER whenever the CITY observes
or otherwise becomes aware of any defect in the Project.
SECTION 5
PAYMENT
5.1 Payment for services and expenses
5.1.1 Payment shall be made for services and expenses incurred by Principals and
Employees of the ENGINEER.
5.1.2 Compensation paid ENGINEER for services described herein and rendered
by principals and employees assigned to the Project will be computed by
multiplying Direct Personnel Expense (defined in paragraph 5.2.3 herein)
times a factor of 1.95 plus all reimbursable expenses. The fee for the
engineering services for the Service described in Section 2, plus out of
pocket expenses as described in 5.2.1 below at actual cost thereof shall not
exceed $94,680. Exhibit A, which is attached to this Agreement, provides a
proposed Man-hour and Expenses cost breakdown.
5.2 Reimbursed Expenses
5.2.1 Expenses for items not specifically valued herein are to be reimbursed to the
ENGINEER at the actual cost thereof. Said expenses shall include
transportation and subsistence of principals and employees, when traveling
in connection with the project, toll telephone calls, telegrams, prints,
photocopies, and similar project-related items.
5.2.2 The CITY will make prompt monthly payments in response to ENGINEER's
monthly statements without retention for all categories of services rendered
under this Agreement and for reimbursable expenses incurred.
5.2.3 Direct Personnel Expense used as a basis for payment shall mean the
salaries and wages paid to principals and employees of all classifications
engaged directly on the Project, plus the cost of fringe benefits including but
not limited to, social security contributions, worker's compensation, health
and retirement benefits, bonuses, sick leave, vacation and holiday pay
applicable thereto. For purposes of this Amendment, Direct Personnel
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Expense shall be considered an amount equal to 1.48 times applicable
salaries and wages.
5.2.4 Charges for the services rendered by principals and employees as witnesses
in any litigation, hearing or proceeding will be computed at a rate of $1200.00
per day or any portion thereof (but compensation for time spent in preparing
to appear in any such litigation, hearing or proceeding will be computed in
accordance with the payment method as set forth in Paragraphs 5.1.2 and
5.2.1 herein).
5.2.5 If this Agreement is terminated during prosecution of the services prior to
completion of the services of Section 2, payments to be made in accordance
with Paragraph 5.1.2 and 5.2.1 on account of that and all prior work under
this Amendment shall be due and payable, and shall constitute total payment
for services rendered. In addition, upon termination, the ENGINEER shall
be paid for any additional services authorized and rendered under Section
3.
5.2.6 Services provided by outside subconsultants will be billed at the direct cost
without increase.
SECTION 6
GENERAL CONDITIONS
6.1 Since the ENGINEER has no control over the cost of labor, materials, or
equipment or over any construction Contractor's method of determining
prices, any opinion of probable construction cost which may be provided in
the services of this Amendment are made on the basis of his experience and
qualifications and represent his best judgment as a design professional
familiar with the construction industry, but the ENGINEER cannot and does
not guarantee that bids or the construction cost will not vary from opinions
of probable cost prepared by him. Similar limitations apply to construction
schedules reviewed or prepared by the ENGINEER.
6.2 The CITY and the ENGINEER each binds himself and his partners,
successors, executors, administrators and assigns to the other party of this
Agreement and to partners, successors, executors, administrators, and
assigns of such other party in respect to all covenants of this Amendment.
Nothing herein shall be construed as creating any personal liability on the
part of any officer or agency of any public body which may be a party hereto,
nor shall it be construed as giving any rights or benefits hereunder to anyone
other than the CITY and the ENGINEER.
6.3 The ENGINEER agrees to initiate work promptly upon receipt of
authorization to proceed and to prosecute the work in an expeditious and
timely manner until the Project is completed.
IN WITNESS WHEREOF, the parties hereto have made and executed this Amendment
the day and year first above written.
CITY:
(ATTEST &SEAL) City of Sanford, Florida
ENGINEER:
(ATTE2:&;?,~j,~4~,% Conklin, Porter and Holmes - Engineers, Inc.
· Gardner - Secretary-Treasurer David A Gierach, P.E., Vice President
Date: ?('~'t ~' ?
EXHIBIT A
PLAN OF STUDY
Final Engineering
Downtown Storm Sewer Interceptor
And Associated Drainage Improvements
ESTIMATED
ITEM DESCRIPTION P E T D S EXPENSES
1. Coordinate with Surveyor and
Geotechnical consultants and obtain I 8 8 1.5 $15.00
survey and geotechnical reports
2. Schedule and attend Pre-application 3 3 $25.00
meeting with the SJRWMD
3. Send copy of survey to utilities and
coordinate as to verification of in-place 3 10 10 2 $30.00
utilities
4. Conduct final hydraulic analysis of 2rid
30 10 $15.00
Street storm sewer interceptor
5. Conduct analysis of the 1 st Street
surface drainage and conveyance 6 40 40 12 $20.00
system
6. Prepare preliminary sketches and
details of options available to City 4 20 30 2 $40.00
relating to the restoration of 2nd Street
7. Analyze options available to City
relating to reduction of subsidence 3 20 12 $20.00
along sanitary sewer main
8. Prepare preliminary MOT sketches and 0.5 20 20 $20.00
notes
9. Prepare red-lined drawings of any
necessary relocations of City owned 1 20 20 $20.00
utilities
0. Meet with City and review results of
hydraulic analyses, 2nd Street
restoration options, subsidence 3 6
reduction options, utility relocations, and
MOT
I
ESTIMATED
ITEM DESCRIPTION P E T D S EXPENSES
11. Prepare final sketches and details and
present proposed 2nd Street restoration 4 8 20 $50.00
plan to the SHPB
12. Make minor modifications to restoration 3 6 10 $25.00
plan and attend 2nd meeting with SHPB
13. Prepare construction plans:
A. Cover Sheet 1 6 $15.00
B. Key Sheet and General Notes 16 4 30 3 $15.00
C. Plan and Profile Drawings (10 100 120 200 20 $150.00
Sheets)
D. Pavement Replacement Sheets (3 40 30 60 6 $45.00
Sheets)
E. Detail Sheets (5 sheets) 50 60 100 5 $75.00
14. In-house review of plans 4 20 20 $30.00
15. Send up to three (3) sets to City for
review, meet with City to discuss City's 3 6
review comments
16. Minor modifications to plans as result of
4 4 20 2 $30.00
City review comments
17. Prepare SJRWMD permit application
package and submit 5 sets of
construction plans and documents to 2 30 16 4 $125.00
the SJRWMD for 1st Street
Improvements
18. Prepare FDEP water permit application
package and submit 1 set of plans and 4 2 $30.00
documents to FDEP
19. Minor modifications to plans as result of
20 8 40 3 $30.00
SJRWMD and FDEP review comments
20. Prepare written response to SJRWMD
and FDEP requestfor additional 2 20 3 $100.00
information, resubmit any revised plans
21. Conduct construction quantity take-off 50 $30.00
22. Prepare Opinion of Probable 2 16 8 $15.00
Construction Cost
23. Prepare Contract Documents 2 40 6 $10.00
[ ESTIMATED
ITEM DESCRIPTION ~ P E T D S EXPENSES
24. Minor revisions to contract documents 3 3
as a result of City's review
25. Bidding Services
A. Distribute up to 20 sets of
construction documents to plan 16 $700.00
houses and perspective bidders
B. Answer bidder questions and issue 8 2 $50.00
any necessary addenda
C. Attend Bid Opening and prepare 3 4
bid tabulation
D. Evaluate Bidder responsiveness
and responsibility, and make
0.5 3 6 $10.00
contract award recommendation to
City
E. Issue Notice of Award, review
insurance and bonds provided by 3
Contractor
F. Coordinate execution of Agreement 2
and Notice to Proceed
TOTAL 44 573 424 574 81 $1,740,00
Salary Cost $32,203.74
x 1.48 (Fringe/GA) $47,661.54
x Multiplier (1.95) $92,940.00
Reimbursed Expenses $1,740.00
TOTAL $94,680.00
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· Spot elevations at intersections, to a distance of lO0-ft from the intersection (Show
centerline and curb return elevations)
· Verify vertically and horizontally the following existing utilities:
· Water main along 1st Street (Two exist along center of pavement and south
side of 1 st Street)
· Water main crossings of 1 st Street
· Sanitary Sewer crossings of 1st Street (include picking up the next upstream
or downstream manhole)
· Storm Sewer along 1st Street and at intersections (pipeline and inlets),
including picking up the next upstream or downstream manhole or inlet.
Pump Branch Box Culvert
· Verify size and invert at 1 st Street
· Verify size and invert at Lake Monroe outfall
Maqnolia Avenue/Park Avenue Storm Sewer System
· Verify size and inverts of storm sewer from 1 st Street to Lake Monroe outfall along alley way
and behind the courthouse (between Park Avenue and Magnolia Avenue),
· Locate inlets along this storm sewer system (provide elevations at the inlets)