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R04-032RESOLUTION NO. R04- O.~fl,~ A RESOLUTION OF THE CITY OF BOYNTON BEACH, FLORIDA, AUTHORIZING THE CITY MANAGER TO EXECUTE TASK ORDER NO. U04-16- 1, BETWEEN THE CITY OF BOYNTON BEACH AND POST, BUCKLEY, SCHUH AND JERRIGAN (PBS&J) IN AN AMOUNT NOT TO EXCEED $24,439 FOR ENGINEERING AND CONSTRUCTION MANAGEMENT SERVICES ON THE LAWRENCE ROAD LOCATION PROJECT; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, Palm Beach County's upcoming widening of Lawrence Road from tateway Blvd., southward to Boynton Beach Blvd., will require significant water and tlsewer line adjustments and/or replacement; and; and WHEREAS, the actual scope of that work will be authorized via an Interlocal with the County in the near future; and WHEREAS, PBS&J had been retained to design the necessary adjustments and >lacements and we will require their services to monitor the construction, review :hange order and pay requests, certify the finished product to the regulatory agencies, and record drawings; and WHEREAS, the City Commission upon recommendation from staff, deems it and in the best interest of the residents and citizens of the City to approve Order No. U04-16-1 in an amount not to exceed $24,439 to PBS&J for Engineering Construction Management Services on Lawrence Road Utility Relocation Project. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION THE CITY OF BOYNTON BEACH, FLORIDA, THAT: .Section 1. The City Commission of the City of Boynton Beach, Florida does hereby authorize and direct the City Manager to execute Task Order No. U04-16-1 in an amount not to exceed $24,439 to PBS&J for Engineering and Construction Management Services on Lawrence Road Utility Relocation Project. Section 2. This Resolution shall become effective immediately upon passage. PASSED AND ADOPTED this _~ day of March, 2003. City Clerk ~Corporate Se CITY OF BOYNTON BEACH, FLORIDA ~°m/rnissi n~~C ~--'~,/) TASK ORDER NO. 1 PROFESSIONAL ENGINEERING AND CONSTRUCTION MANAGEMENT SERVICES LAWRENCE ROAD UTILITY RELOCATION PROJECT A. Background PBS&J (CONSULTANT) designed roadway and stormwater improvements along Lawrence Road from Boynton Beach Boulevard to approximately the L-22 canal crossing, as a consultant to Palm Beach County. Due to PBS&J's knowledge of this section of roadway, the City of Boynton Beach (CITY) requested PBS&J to design necessary utility relocations along this same roadway section to facilitate the roadway's reconstruction (via a separate, earlier task order and contract). This task order (Task Order No. 1) reflects the post-design services related to these utility relocations. While the roadway bidding and construction will be managed by and contracted through Palm Beach County, this task order describes specific proposed tasks that may be requested by the CITY to protect their utility interests during the roadway and utility relocation construction by the County's contractor. Consequently, because the County will provide roadway observation and other associated work, the services offered herein represent a portion of the traditional services usually offered in a conventional design-bid-build project and have been specifically requested by the CITY. Hourly rates shown are those previously submitted by PBS&J and agreed upon by the CITY as contained in PBS&J's General Engineering Services Agreement. B. Scope of Services Task 1. Construction Management Services CONSULTANT will provide certain construction management (post design) services on an hourly, not-to-exceed basis to the CITY as further described below. a. Bidding and Award Services - hourly (not-to-exceed) as needed and requested CONSULTANT will, upon written request by the C1TY, attend pre-bid meeting and review bids for math errors, and other related services as requested, not to exceed the hours budgeted. Time budgeted for this task is an estimate, and may vary according to the number of R.F.I.'s (requests for additional information) required, bid protests, reference issues discovered, etc. Additional hours, if needed, will require additional authorization. Deliverables under this task will include a summary of findings in a written letter report to the CITY. b. Review Pay Applications - hourly (not-to-exceed) as needed and requested CONSULTANT will, upon written request by the CITY, review up to six (6) contractor's periodic pay requests for accuracy. CONSULTANT will coordinate and review requests with field representative so that work completed and stored materials claimed on request is accurate to the best of our knowledge. Deliverables under this task will include a written opinion of the accuracy of each pay request. c. Review Shop Drawings & Substitution Requests This task will be performed by the CITY and has not been included in this scope. However, these services are available if requested. d. Review Change Order Requests - hourly (not-to-exceed) as needed and requested CONSULTANT will, upon written request by the CITY, review up to three (3) contractor's change order claims, if required, for time, compensation, or both, up to the hours budgeted for this task. Deliverables under this task will include CONSULTANT's written opinion to the CITY of the validity of the contractor's claim. The budget for this task is limited to the hours provided. Additional hours, if needed, will require additional authorization. Time shown for this effort has been estimated, as the exact time, extent of claims if any, and duration of effort required by the CONSULTANT cannot be known at this time. e. Certifications to CITY & Health Unit - hourly (not-to-exceed) as needed and requested CONSULTANT will, upon written request by the CITY, complete and submit forms requesting placing each system (water and wastewater) into service. The budget estimated for this task is for completion of one (1) each water and wastewater application for service. An increase in hours for this task will be required if additional applications are necessary. Deliverables to the CITY will include a copy of the forms submitted. Task 2. Design Conformance Observation CONSULTANT will provide design conformance observation services on an hourly (not- to-exceed) basis to the CITY as further described below. a. Observation - hourly (not-to-exceed) as requested CONSULTANT's field representative will, upon written request by the CITY, provide construction observation services for water and wastewater utility adjustments, up to the hours budgeted for this task. The intent of this service will be to provide construction observation services on a part-time basis during regular business hours (Monday through Friday, 8 AM to 5 PM), and will generally be limited to only that portion of the project involved in the utility relocations or adjustments. Critical utility work (i.e. bridge crossing) may require limited full time observation, depending upon the conditions encountered. The budget for this task is limited to the hours provided. Additional hours, if needed, will require additional authorization. Deliverables under this task include one copy of the field representative's daily report. This copy will be forwarded monthly to the C1TY for the period corresponding to the invoice period, or as often as requested by the CITY. b. Attend Progress Meetings - hourly (not-to-exceed) as requested CONSULTANT will, upon written request by the CITY, attend project progress meetings. Time allocated for this task includes attendance at six (6) meetings for senior project manager and six (6) meetings for CONSULTANT's field representative, including travel time. As progress meeting minutes are generally a responsibility of the contractor, no deliverable for this task has been included in the time allocated. Task 3. Record Drawings - Lump Sum At the completion of construction, CONSULTANT will be provided by the CITY with contractor's utility markup drawings and will make revisions to the CONSULTANT's electronic utility design files. This task will be completed as a lump sum and does not include certification as to the accuracy of the record drawing information provided by the contractor (Note: The CONSULTANT recommends that the CITY require a signed and sealed survey from the Contractor). CONSULTANT will convert utility design files from Microstation format to Autocad 2002 format. Deliverables under this task include record drawing electronic files on CD and on one (1) set of 24" x 36" mylar reproducibles for the utility portion only of the project (cover sheet and ten (10) plan and profile sheets). Estimated Direct Expenses Direct expenses are as defined under the Continuing Professional Services Contract between CONSULTANT and the CITY. The amount budgeted is an estimate of direct expenses that could be expended which is ten (10) percent of the estimated total labor services, and is traditionally accepted as the industry standard. Funds not expended will not be billed. Direct expense detail will be provided with each invoice. C. Contract Reference This Task Order shall be performed under the terms and conditions described within the Agreement for General Engineering Consulting Services dated November 18, 2003 between the City of Boynton Beach (CITY) and PBS&J (CONSULTANT). D. Assumptions In addition to the work items discussed above, the following assumptions were made in establishing the scope of this Amendment and associated fee. Changes and/or modifications in the above work items or these assumptions are considered an Additional Service under the terms of the contract. Assumptions include: 1. Deviations from the Final Design Drawings will be compiled by the Contractor, recorded on the official set of the contractor's record drawings, and provided to the CITY at the completion of construction. The CITY shall, in turn, provide a copy of these drawings to the CONSULTANT for use in preparing the Record Drawings. CONSULTANT has not included preparation of field record drawings in his scope. 2. CONSULTANT will attend progress and bid meetings as defined in Paragraph B, "Scope of Services". However, attendance at additional meetings in support of this project are not included in this budget. 3. Part-time observation hours have been estimated as further described in the scope of services and as shown on the budget manhour spreadsheet. Additional time for observation services has not been included in this budget. 4. The work described by this task order does not include survey services. 5. The record drawing information to be obtained from the contractor via the CITY will be assumed to be correct. No verification as to the accuracy of this information has been included in this task order. 6. A single bidding effort is assumed. Re-bidding of the project is considered an Additional Services item. 7. Costs related to verification and/or testing of contractor's compliance with Contract Documents are not included in this task order. 8. Review of shop drawings and substitution requests have not been included in this scope at the request of the CITY. 9. Review of contractor's pay requests exceeding 6 months has not been included in this task order. 4 10. Request to place a water or wastewater system into operation exceeding one (1) each for water and one (1) each for wastewater has not been included in this task order. E. Additional Services The following are examples of some specific Additional Service Items that may be required, but are not included within this Amendment. Generally, a condition contrary to the work description in Section B or assumptions of Section D (upon which the task order fee is based) is considered an Additional Service Item. Examples include: 1. Additional supervision or construction observation in excess of that specified in this Amendment. 2. Construction time requiring involvement of the CONSULTANT exceeding six (6) months. If the period of construction of utilities requiring CONSULTANT is extended, additional time and expenses will be necessary. 3. Assisting the City in the settlement of construction contract claims. 4. Replacement of water mains and sewer mains at locations other than those identified and shown on the design plans. Should additional water and/or sewer mains be located during construction requiring adjustment, permitting, and/or design services involving the CONSULTANT, additional lump sum fees will be developed as requested by the CITY for this work. Likewise, additional construction services will be extended as appropriate. 5. Field verification (horizontal or vertical) of existing utilities identified as being within the immediate area of the proposed pipelines shown on the design drawings. 6. Additional regulatory agency responses relating, but not limited to, certification for placement of pipelines into service that exceed the effort described in the Scope of Services. 7. Development of property descriptions of easements, road right of ways, etc. Preparation of right of way or easement boundary surveys. 8. Archaeological or historical investigations required as a result of discovery of items uncovered during construction. 9. Design modifications to the Construction Contract Documents (i.e. change orders) required during construction. This is not to be confused with assisting the CITY with reviewing contractor change orders as provided for in the Scope of Services on an hourly basis. 5 10. Soil/groundwater investigation required as a result of discovery or suspicion of contamination during construction. 11. Review of shop drawings and/or requests for substitution of items. These and other services can be provided, if desired by the CITY, under separate Task Order(s) or by an amendment to this Task Order. Services performed will be on an as- directed basis in accordance with a written Notice to Proceed from the CITY. F. Obligations of the CITY 1. The CITY shall provide the CONSULTANT in a timely manner, record data and information related to the CITY's utilities, streets, and appurtenances within the project as necessary for performance of the services specified herein. 2. The CITY shall review all drawings, and other documents presented by CONSULTANT; obtain advice of an attorney, insurance counselor, and others as CITY deems appropriate for such review and render decisions pertaining thereto within reasonable time so as not to delay the services of CONSULTANT. G. Compensation Compensation by the CITY to the CONSULTANT for all tasks except Task 3, Record Drawings, will be paid on an hourly (not-to-exceed) basis. Task 3, Record Drawings will be paid on the basis of lump sum. The estimated compensation for the services described in this Task Order is $24,439 as shown in Table 1, below: Table 1: Labor and Expense Summary Post Design Services Lawrence Road Utility Relocation City of Boynton Beach Labor Labor Expenses Total Hrs Cost Cost Task 1 Construction Mgmt Svcs 65 $7,082 $708 $7,790 Task 2 Observation 125 $11,485 $1,149 $12,634 Task 3 Record Drawings 64 $3,650 $365 $4,015 Totals 254 $22,217 $2,222 $24,439 6 H. Schedule The CONSULTANT will commence post design services upon receipt of written authorization and receipt of Notice to Proceed (2 separate documents). 7 APPROVED BY: CITY OF BOY~~RIDA By: Kurt Bressner City Manager Dated this \ t'o day of 00~O~e.A,-,., 2004. SUBMITTED BY: Blake C. Guillory, P.E. Associate Vice President Division Manager Dated this "~;/~l~day of ~q'/~t/~f~//, 2004. 9