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RESOLUTION NO. R04- I ~ 0
A RESOLUTION OF THE CITY OF BOYNTON
BEACH, FLOR]DA, AUTHORIZING THE CITY
MANAGER TO EXECUTE TASK ORDER NO. U04-16-
02, BETWEEN THE CITY OF BOYNTON BEACH AND
POST, BUCKLEY, SCHUH AND JERRIGAN (PBS&J)
IN THE AMOUNT OF $290,781.00 FOR
PROFESSIONAL ENGINEERING SERVICES FOR THE
S.E. FEDERAL HIGHWAY CORRIDOR WATER MAIN
REPLACEMENT AND STORMWATER
IMPROVEMETNS PROJECT; AND PROVIDING AN
EFFECTIVE DATE.
WHEREAS, the proposed work to be accomplished can be described as water
16 :,main replacement, Stormwater management, sanitary sewer line and
17 i tepmr/replacement, roadway resurfacing and site improvements; and
18 :.i WHEREAS, the project area, representing approximately 9,000
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manhole
feet of
neighborhood roadway has suffered from a combination of various water service and
:hronic Stormwater/drainage problems, a result of aging utilities infrastructure and
naturing neighborhoods; and
WHEREAS, PBS&J had been retained to design the necessary adjustments and
ieplacements 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
~repare record drawings; and
WHEREAS, the Utilities Department and PBS&J have developed a detailed
.cope of services that outlines sub-tasks required for this project;
WHEREAS, the City Commission upon recommendation from staff, deems it
[ppropriate and in the best interest of the residents and citizens of the City to approve
7ask Order No. U04-16-02 in the amount of $290,781 to PBS&J for professional
;:\CA\RESO'¢,greements\Task - Change Orders\PBS&J Task Order U04-16-02.doc
1 Engineering Services for the S.E. Federal Highway Corridor Water Main Replacement
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and Stormwater Improvements Project.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION
OF 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. U04-16-02 in the
amount of $290,781 to PBS&J for professional Engineering Services for the S.E. Federal
Highway Corridor Water Main Replacement and Stormwater Improvements Project
Section 2. This Resolution shall become effective immediately upon passage.
PASSED AND ADOPTED this ~t.o day of July, 2004.
kTTEST:
Corporate
CITY OF BOYNTON BEACH, FLORIDA
;:\CA\RESOV~,greements\Task - Change Orders\PBS&J Task Order U04-16-02.doc
VL-CONSENT AGENDA
ITEM C.10.
CITY OF BOYNTON BEACH
AGENDA 1TEM REQUEST FORM
Requ~a~d City Commission
Me~ing Dates
[] April 6, 2004
[] May 4, 2004
[] May 18, 2004
NATURE OF
AGENDA ITEM
Date Final Form Must b~ Turned
in to City Clerk's Office
Requested City Commi~ion
Me~iag Date~
Da~ Final Form Must b~ Tum~ in
to City Cl~k's
March 15, 2004 (Noon.) [] Jun~ 1, 2004
AlnilS, 2004(Noon) [] June 15,2004
April 19, 2004 (Noo~) [] July 6, 2004
May 3, 2004 (Noon) [] July 20, 2004
May 17, 2004 (Noon)
May 31, 2004 (Noon)
Jun~ 14, 2004 (Noon)
July 5, 2004 (Noon)
[] Administrative [] Legal
[] Announcement [] New Business
[] City Manager's Report [] Presentation
[] Consem Agenda [] Public Hearing
[] Code compliance/~gal Settlements [] Unfinished Business
RECOMMENDATION:
REVISED 07113/04
Motion to approve and authorize the execution of a Resolution for Task Order No. U04-16-02 for
$ 290,781.00 to PBS&J to provide professional engineering services for the S.E. Federal Highway
Corridor Water Main Replacement and Stormwater Improvements Project.
EXPLANATION:
The S.E. Federal Highway Corridor Project area includes the following and is also depicted in
Exhibit 1, attached:
Eastern A.rea (east of US 1): · S.E. 7* Avenue (including Kepner Drive) on the north,
· US 1 on the west,
· Intracoastal Waterway on the east and
· Riviera Drive on the south;
Western Area (west of US 1):
· S.E. 4th Street from S.E. 6m Avenue on the north,
· S.E. 12t~ Avenue on the south,
S.E. 12m Avenue westward, crossing under
intersecting with S.E. 1= Street.
the
Florida
East
Coast
Railroad
and
S:~ULLETINXFORM$~GENDA ITEM REQUEST FORM.DOC
CITY OF BOYNTON BEACH
AGENDA ITEM REQUEST FORM
Revised 07/1:}/04
Proposed work to be accomplished can generally be described as water main replacement,
stormwater management, sanitary sewer line and manhole repairs/replacement, roadway
resurfacing and site improvements. The project area, representing approximately 9,000 feet of
neighborhood roadway has suffered from a combination of various water service and chronic
stormwater/drainage problems, a result of aging utilities infrastructure and maturing
neighborhoods.
The Utilities Department and PBS&J have developed a detailed scope of services that outlines
sub-tasks required for this project. Discussions and negotiations were conducted to arrive at the
level of effort and staffing mix to deliver a quality and cost effective task order. PBS&J has
successfully completed engineering projects for the City in the past.
PROGRAM IMPACT:
The task order for PBS&J consists of six (6) sub-tasks to accomplish the necessary improvements
to this neighborhood, they are:
· Task 1 - Prepare Route Survey
· Task 2 - Design - Professional design engineering to develop scope of work
· Task 3 - Permitting - Assist City with Palm Beach County Health Department permits
· Task 4 - Phase Services - Prepare bid documents package, assist in recommendation for
award of bid
· Task 5 - Services During Construction - Review ship drawings, pay applications, conduct
construction meetings
· Task 6 - Resident Observation - Construction observation, preparation of observation
reports, monitoring for compliance with contract documents
FISCAL IMPACT:
Funds are available as follows:
PROJECT NUMBER ACCOUNT NUMBER APPROX. % AMOUNT
WTR124 401-5000-590-96.02 55% $159,929.55
STM0$0 401-5000-590-96.09 $0% $ 87,234.30
SWR100 401-5000-590-96.04 15% $ 43,617.15
TOTAL AMOUNT OF TASK ORDER $ 290,781.00
The compensation for this task order is based upon the terms and conditions described within the
Agreement for General Engineering Consulting Services, Commission approved November 18,
2003 between the City of Boynton Beach and PBS&J.
S:kBLa_.LETIN'WORMSL4.GENDA ITEM REQUEST FORM.DOC
CITY OF BOYNTON BEACH
AGENDA ITEM REQUEST FORM
Revised 07/13/04
ALTERNATIVES:
There are two options:
1. Continue to plan and design, permit and construct this project to correct the chronic
problems with the utilities products and services in this neighborhood, or
2. Continue to react to customer and community complaints.
After careful consideration and discussion, the Utilities Department recommends option one (1)
and approval and authorization from the Commission to execute Task Order No. U04-16-02.
Ne[ffesio M. Gomez
Interim Utilities Director
Kurt Bressner,
City Manager
Utilities Department
Department Name
City Attorney / Finance / Human
Resources
Attachments:
Three (3) Original Task Orders for Execution
Exhibit I
bc: Nemesio Gomez
Dale Sugerman, Assistant City Manager
Paul Fleming, Sr. Project Manager
Utilities File/WRLT
Procurement Services
S:'d3ULLETINWORMSq, AGENDA ITEM REQUEST FORM.DOC
TASK ORDER NO. 2 (City No. U04-16-2)
SOUTHEAST FEDERAL HIGHWAY CORRIDOR
FINAL DESIGN, PERMITTING, AND SERVICES DURING CONSTRUCTION
FOR WATERMAIN REPLACEMENT, STORMWATER MANAGEMENT AND
ROADWAY IMPROVEMENTS
A. Background
PBS&J (CONSULTANT) has been requested by the City of Boynton Beach to provide
professional engineering services relating to neighborhood improvements for the area
along the southeastern corridor of Federal Highway (US 1). The work consists of various
combinations of water, sewer, roadway and drainage improvements for the following
general areas:
Eastern Area (Lying east of US 1): from SE 7th Avenue (Kepner Drive) to the North to
US 1 to the West and the Intracoastal Waterway to the East and Riviera Drive to the
South,
And,
Western Area (Lying west of US 1): Along SE 4th Street from SE 6th Avenue to the
North to SE 12th Avenue to the South, then West along SE 12th Avenue crossing under
the Florida East Coast Railroad and intersecting with SE 1st Street.
Both Eastern and Western areas are depicted in Exhibit A, attached.
Specific tasks have been assigned by the City to streets in each of the areas as further
described in this task order. Proposed work to be accomplished can generally be
described as water main replacement, drainage improvements, sewer line and manhole
repairs/replacement (case by case) and roadway resurfacing and improvements.
B. Scope of Services
Task 1. Survey
Phase 1 Survey (Lump Sum): CONSULTANT will prepare a route survey for
approximately 9,000 feet of neighborhood roadways within the project area. The
following list represents the roads and corresponding approximate lengths that will be
surveyed:
A. Riviera Lane (including water loop) (1450 ft)
B. Castilla Lane (950 ft)
C. Isle Road (1385 fi)
D. Brookdale Drive (760 fi)
E. Greenbriar Drive (840 fi)
F. Kepner Drive (7th Avenue) (950 ft)
G. S.E. 4m Street (1650 ft)
H. S.E. 12th Avenue (950 ft)
Existing utilities will be marked conventionally by utilizing the One-Call system. Utility
locating and marking exceeding this level of effort shall be considered an additional
service.
The surveys for each project roadway will identify above ground features, including
marked subsurface utilities, within the fight-of-way and will extend 25 feet into private
property to collect topographic elevations, conflicts, and encroachments. As part of this
scope, the surveyor will collect existing topographic elevations along the center-line of
pavement, at the edge of pavement, and at the edge of the right-of-way. Specific utilities
to be identified will include manholes (sanitary and stormwater), catch basins, valves,
water meters, fire hydrants, underground power, gas, phone, and utility poles (to the
extent subsurface utilities have been marked by One Call). Vegetation (trees and shrubs)
located within the right-of-way will be located (however irrigation system tubing/piping
and appurtenances will not be located). Where ever possible, the surveyor will remove
manhole covers and identify invert elevations for sanitary and stormwater utilities. Using
copies of atlas sheets obtained from the City for water, sanitary, and stormwater, utilities
will be indicated where ever present. In the event of a discrepancy between elevations
shown on the CITY atlas and elevations obtained by CONSULTANT's surveyor in the
field, CONSULTANT's surveyor elevations shall be used for design purposes. Right of
way lines will be depicted on the survey and on the design plans based on field
observations of property markers (where located) and by plat information. No other
additional effort for location of the fight of way has been included in this task.
Additional effort to precisely locate the fight of ways is considered an Additional Service.
The locations of driveways and pavement within the right-of-way, as well as the material
of construction will also be identified and plotted on the base survey. Trees and
encroachments (flag poles, lighting, fences, and walls) will be identified and located on
the survey. Significant trees and large shrubs will be uniquely identified while less
significant planting beds will be identified for dimension only.
The CONSULTANT's surveyor will prepare survey on full sized drawings at 1-inch
equals 20 feet (20:1) scale. CONSULTANT will review the survey prior to review by
CITY and submit to the CITY in both paper and electronic format. Following the review
and approval of the base survey, the CONSULTANT will submit the drawings to City as
a deliverable to indicate completion of the lump sum Phase 1 survey portion of the
project.
Phase 2 Utility Locating and Surveying (Time and Materials): Services of precision
locating existing utilities by vacuum excavation and subsequent surveying are considered
an additional service and have not been included in this task order by request of the
CITY.
Easement Survey: Every effort will be made to utilize public fight of ways for proposed
project improvements. However, based on information from CITY, easements
(permanent and temporary construction) will likely be needed during the course of this
project for new or relocated utilities. Since the extent of this work effort is not known at
this time (type of easement (permanent or temporary), size of the easement, type of utility
(sewer, water, drainage), identification of the easement property, etc.), easement
surveying and preparation, if needed, shall be provided on a time and materials basis. For
the purposes of this proposal, an estimated fee of $3,822 has been allocated for easement
surveying and document preparation, and may vary depending upon the number, type and
extent of easements required. Additional fee, if needed, will require additional
authorization, and fee not used will not be billed. The CITY shall be responsible for
securing the easement and for payment of recording fees.
CONSULTANT will utilize the services of his own in-house surveyor. It is
CONSULTANT's understanding that the CITY does not maintain a surveying standard.
Therefore, the survey will be prepared using industry standards and PBS&J formatting
guidelines.
Task 1 Deliverables:
1. One (1) set full ("D") size paper survey plots at 1" = 20', including one copy of
survey notes
2. One (1) electronic copy of survey plot file for Phase I
3. Easement survey and document preparation (time and materials up to fee allocated)
Task 2 - Design
The CONSULTANT will provide professional design engineering services to the CITY
for the replacement of existing water mains and installation of new storm water
improvements, limited sanitary sewer improvements, and roadway improvements within
the project area. The work for this task will be the preparation of Drawings and
Specifications to be used for bidding and construction.
The specific work to be provided by CONSULTANT will be performed in accordance
with the following guidelines:
CONSULTANT will use available utility plans and maps of the area for location of
existing utilities to facilitate new utility and/or roadway construction. Using this
data, PBS&J will prepare design plans at various stages and coordinate the proposed
water main and storm water piping alignments with existing utility alignments to
avoid conflictive routings to the extent possible with the data available.
Swale improvements and sidewalk replacement will be depicted by use of typical
standard sections and details keyed to the plan drawings. Driveways will likewise be
re-graded and repaired as indicated on typical standard restoration details contained
o
o
°
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in the drawings. Swales will be improved (on one or both sides of the road as
required) to promote enhanced area drainage.
Surface details such as fences, sidewalks, curbs, vegetation, signs, poles, etc. will be
noted to the extent that they may be materially affected by the construction of the
swale, pipeline driveway, and sidewalk improvements.
Existing underground utilities will be shown on the drawings based on available
information obtained from CITY, obtained in field by One Call marking, and as
verified by the field survey information discussed above. Utilities shown are only
those located within the work area that will materially effect construction of the
improvements (i.e. water or sewer mains, telephone conduits and cable, fiber optic or
electrical lines, to the extent marked by One Call). Irrigation system tubing/piping
and appurtenances are excluded from items to be located.
Drawings will be provided to the CITY at 30, 60, and 90 percent stages of design
completion. The 30, 60 and 90 percent drawings will be provided in full-size format.
Drawings for permit review will also be full size format. For the purposes of this
task order, and specifically for the purpose of locating potential subsurface utility
conflicts, the 30 percent drawings will be defined as "preliminary drawings".
The Drawings will show locations of new and existing water lines, existing sanitary
sewers, and storm water inlets (if any). Streets, driveways, and sidewalks will be
outlined on the Drawings. Drawings will be at a scale of 1-inch equals 20 feet.
Water main drawings will be prepared using a double panel format (profile for water
main improvements will not be provided) while stormwater improvements will be
prepared using a plan over profile format.
Upon completion of the 30% (preliminary) drawings, CONSULTANT will supply
the C1TY four (4) sets of review documents. The CONSULTANT will attend a 30%
design review workshop with CITY personnel to receive and discuss review
comments regarding the documents. The CITY will provide CONSULTANT with a
marked set of the documents containing the CITY's consolidated comments for use
in preparation of the next stage of design deliverables. For the 30% deliverable, a
table of contents listing of proposed specifications to be used on the project and a
preliminary cost estimate will be provided.
Upon completion of the 60% drawings, CONSULTANT will supply the CITY four
(4) sets of review documents. The CONSULTANT will attend a 60% design review
workshop with CITY personnel to receive and discuss review comments regarding
the documents. The CITY will provide CONSULTANT with a marked set of the
documents containing the CITY's consolidated comments for use in preparation of
the next stage of design deliverables. For the 60% deliverable, a draft set of
specifications to be used on the project and a preliminary cost estimate will be
provided. Following the 60% design review meeting, but prior to submittal of the
90% plans, CONSULTANT will submit permit applications to appropriate
authorities having jurisdiction, as further described under "Task 3 - Permitting".
Upon completion of the 90% drawings, CONSULTANT will supply the CITY two
(2) sets of review documents. The CONSULTANT will attend a 90% design review
workshop with CITY personnel to receive and discuss review comments regarding
the documents. The CITY will provide CONSULTANT with a marked set of the
documents containing the CITY's consolidated comments for use in preparation of
the next stage of design deliverables. For the 90% deliverable, an updated set of
draft specifications and an updated cost estimate will be provided.
10.
Upon completion of the 100% documents, CONSULTANT will supply the CITY
three (3) sets of the final documents (plans and specifications). Additional copies, if
needed, will be billed at cost as specified in the negotiated rate schedule.
11. Every effort will be made to utilize public right of ways for proposed project
improvements.
12. The location and elevation of CITY established horizontal and vertical control (if
any) will be listed on appropriate plan sheets.
13.
CONSULTANT will attend two (2) Community Involvement Meetings (CIM) as
directed by the CITY at approximately 30% and 60% project. For the purposes of
this proposal, $2,010 has been allocated for this task which includes 2 hours
allocated for a graphics specialist to prepare graphic materials for each meeting.
Services provided for this task will be limited to the hours and costs allocated for this
task. Meeting planning responsibilities, including but not limited to meeting location
arrangements, refreshments, preparation of other meeting materials, and preparation
of copies has not been included in this task and are recognized as Additional
Services items.
14.
CITY developed standard details applicable to the work will be incorporated into the
Drawings. CONSULTANT may modify (as approved by CITY), the CITY standard
details as necessary.
15.
Specifications are to be prepared by the CONSULTANT for bidding purposes for
water main, stormwater, sanitary sewer, and roadway improvements and the Contract
Documents are to be prepared by the CITY. These documents reflect the following:
· Contract Documents will use the CITY's existing "Front End" documents
modified by the CITY and CONSULTANT as appropriate for this project.
Division 1 through 16 technical specifications will utilize the CITY's master
specifications modified by CONSULTANT as appropriate for the project.
· Separate bid schedules will be provided for the water main and stormwater
improvements.
16.
The new water main will consist of 6-inch diameter and larger cement lined ductile
iron pipe and fittings. The existing water mains will be abandoned in place. On all
lines, ends will be cut and capped. For lines 6-inches and larger in diameter, the
lines will also be filled with light-weight grout. Unless in conflict with proposed
improvements, existing water lines will not be removed.
17.
Installation of service connections (main to meter) will be included in the
Contractor's scope of work. Approximate locations of service connections will be
identified on the drawings to assist the Contractor in establishing an appropriate unit
price for bidding and in obtaining the required permits.
18.
An opinion of probable construction cost will be prepared for the 30%, 60%, 90%
and 100% drawings and specifications. The cost estimate format will be consistent
with the bid proposal tabulation sheet for the project.
19. The project drawings have been estimated to consist of the following sheets:
Estimated Sheet Count for Southeast Federal Highway Corridor
Neighborhood Improvements Project
City of Boynton Beach
Sheet No. Drawin~ No.
Description
1 G-0
2 G-I
3 G-2
4 G-3
5 - 18 W-1 to W-14
19-32 S-1 to S- 14
33-35 C-1 to C- 3
36-38 D-I to D-3
39-41 D-4 to D-6
42-44 D-7 to D-9
45 P-I
Cover Sheet (Title & Vicinity Map)
General Notes, Legend, Abbreviations, Thrust Restraint Schedule
General Notes, Legend, Abbreviations, Thrust, Restraint Schedule
Index Sheet
Water Main & Swale Improvements - Plan at 1"= 20' scale
(Double Panel Format - Plan View Only)
Stormwater & Swale Improvements - Plan at 1"=20' scale
(Single Panel Format - plan over I?rofile)
Roadway Improvements for SE 4t~ Street - Plan at 1" = 20' scale
Civil - Standard Details
Water - Standard Details
Drainage - Standard Details
Payment Schedule and summary of payment items
20.
CONSULTANT will provide geotechnical services through a subconsultant for this
project. The geotechnical investigation will determine the hydraulic conductivity in
the area for the purpose of the design of the exfiltration system (French drains) for
the stormwater improvements. It will also provide information on the physical
characteristics of the soil which will aid in the design of pipelines, as well as provide
useful information to prospective bidders.
Constant head percolation tests will be performed at locations throughout the site.
The percolation tests will be conducted in accordance with the South Florida Water
Management District (SFWMD) guidelines for a Usual Open Hole Test. Soils will
be logged and visually classified based on their physical characteristics. Work effort
for geotechnical testing will be paid for on a time and materials basis. An estimated
cost of $3,500 has been allocated for this task.
Task 2 Deliverables:
1. Attend 30%, 60%, and 90% drawing review meetings.
2. Provide drawings to CITY at 30% (4 sets with list of specifications and preliminary
opinion of probable cost)
3. Provide drawings to C1TY at 60% (4 sets with draft specifications and preliminary
opinion of probable cost)
4. Provide drawings to C1TY at 90% (2 sets with updated specifications, including
"Front End" contract forms, draft bid documents, and preliminary opinion of
probable cost)
5. Provide final drawings to CITY (3 sets with final specifications, "Front End"
contract forms, bid documents and final cost estimate)
6. Attend 2 CI meetings and provide meeting graphics materials (time and materials up
to fee allocated)
7. Provide one copy of the geotechnical report and boring logs.
Task 3 - Permitting
The CONSULTANT will assist the CITY in obtaining Palm Beach County Public Health
Department (PBCPHD) permits for the water line replacement by completing the permit
forms for CITY approval/signature and providing drawings and specifications required
by the application. Permit application forms, including drawings and specifications, for
permitting through the PBCPHD will be submitted to the C1TY following incorporation
of the 6{)% design review comments into the plans and specifications (but prior to the
90% design review). The FDEP "Application for General Permit to Construct PWS
System Components" application is required when new water mains are to be relocated
(i.e. not in the same trench as the existing lines). Permit fees will be paid by the CITY.
The CONSULTANT will also assist the CITY in obtaining South Florida Water
Management District (SFWMD) permits for the construction of drainage improvements
by completing the permit forms for CITY approval/signature and providing drawings and
specifications required by the application. Permit application forms to the SFWMD,
including drawings and specifications, will be submitted to the CITY following
incorporation of the 60% design review comments into the plans and specifications (but
prior to the 90% design review). A pre-permit conference with the SFWMD will be held
to discuss the proposed drainage improvements contemplated by this project. Permit
fees will be paid by the CITY.
Two copies of the final permitting packages (plus the number of SFWMD required
copies) will be submitted to the CITY following incorporation of the 60% design review
comments.
CONSULTANT will prepare two (2) responses to "request for additional information"
made by regulatory agencies following submittal of the permit applications. Additional
responses to agency requests for additional information will be considered an Additional
Services item.
City right-of-way and Florida Department of Transportation (FDOT) work permits for
work conducted within the rights-of-way of Federal Highway (US 1), Rivera Drive,
Castilla Lane, Isle Road, Brookdale Drive, Greenbriar Drive, Kepner Drive (7th Avenue),
S.E. 4th Street and S.E. 12th Avenue will be required from the City of Boynton Beach and
the FDOT. The selected contractor will be required to apply for and acquire the
necessary work permits. In addition, if any dewatering permits are necessary to conduct
the work, their acquisition will also be the responsibility of the contractor.
CONSULTANT, through the CITY, will provide the contractor with the necessary site
figures and data to support the permitting effort.
Permitting will be required for the subsurface crossing of the F.E.C railway by a
proposed 12-inch water main along S.E. 12th Avenue. This effort will involve
preliminary permitting meetings with railway officials, preparation of figures, sketches,
and drawings detailing the crossing (using the jack and bore method), and completion of
a railway utility permit application. The additional effort for collecting a higher level of
survey detail in the area of the proposed crossing has been included under the survey
task.
Preparation of other permits for the above agencies (or for other regulatory agencies)
beyond that specified above will be considered an Additional Services item. Examples of
typical permits not included in this scope of work include wetland dredge and fill
permits, Asbestos Handling/Disposal notification permits (for handling and disposal of
A-C pipe), Archeological/Historical preservation permits, endangered species permits,
tree removal permits, etc.
Task 3 Deliverables
1. Prepare and submit PBCHI) permit application packages for proposed water and
incidental wastewater work and provide CITY with 2 copies of permit application
package.
2. Prepare and submit SFWMD permit application packages for proposed stormwater
work and provide CITY with 2 copies of permit application package.
3. Prepare and submit Railroad crossing permit application package and provide CITY
with 2 copies of permit application package.
4. Provide data to contractor, via CITY, to support FDOT permitting effort.
5. Respond twice to RFIs from Agencies.
Task 4 - Bid Phase Services
Bid phase services to be performed by the CONSULTANT will be consistent with the
guidelines in the "Standard Procedures and Functions for Consultants, Procurement
Services, and the Project Management Team", provided to CONSULTANT by CITY
and will include the following:
1. Prepare Contract Document packages (i.e. drawings and specifications) for CITY
advertisement and bidding purposes. Drawings to be half size (11 x 17 inch) format.
Distribute copies of the Contract Documents to the prospective bidders. The cost for
production of the contract documents will be borne by the bidders through purchase
of the construction plan from CONSULTANT. Maintain records of the plan holders
list and provide a copy of the list to the CITY on a weekly basis.
Provide document mailing and pre-bid services, such as maintaining plan holder's
list, answering questions from potential bidders, and providing technical information
to the CITY for Contract Document addenda and distribution to the plan holders;
addenda will be issued by Procurement Services for the CITY.
Respond to questions from prospective bidders and suppliers and provide technical
information to the CITY for addenda that will be issued by Procurement Services as
appropriate. Technical information for up to three addenda is assumed in the budget
for Bid Phase Services.
5. Prepare agenda and conduct a pre-bid meeting with interested contractors and CITY
staff. Prepare and distribute meeting minutes.
6. Review bid packages received and recommend award.
Assist the CITY in conforming and preparing Contract Documents for execution by
the CITY selected Contractor. Assist in the review of Contract Documents and
bonds before forwarding to the CITY for execution.
Task 4 Deliverables:
1. Prepare Contract Document Packages (drawings and contract documents). A total of
three (3) copies of half size (11" x I7") drawings and contract documents will be
provided to the CITY for bidding and advertisement purposes.
2. Distribute copies of drawings and contract documents to bidders (cost of document
reproduction will be paid through bidders purchase of packages from
CONSULTANT).
3. Maintain list of bidders and forward list to CITY weekly.
4. Provide document mailing and pre-bid services (see Item 3 for explanation).
5. Respond to questions from prospective bidders and suppliers and provide technical
information to the CITY for addenda (for up to three (3) addenda)
6. Prepare agenda and conduct a pre-bid meeting. Prepare and distribute meeting
minutes.
Review bid packages received and recommend award.
Assist the CITY in conforming and preparing Contract Documents for execution by
the CITY selected Contractor. Assist in the review of Contract Documents and
bonds before forwarding to the CITY for execution
Task 5 - Services During Construction
The specific SDC phase services to be provided by the CONSULTANT include the
following:
Prepare and distribute agenda and conduct pre-construction conference with selected
Contractor and CITY staff in accordance with CITY's "Standard Preconstruction
Package". Prepare and issue written minutes of meeting.
Receive, log, and review shop drawing and product submittals for general
conformance with the design intent and provisions of the Contract Documents.
Review of up to 25 submittals (total, which includes submittals and re-submittals, if
required) is included in the budget for SDC phase services. PBS&J will review and
return submittals to the Construction Manager within 10 working days of receipt.
Attend monthly construction progress meetings (a total of 32 hours has been
allocated for attendance at monthly progress meetings) and provide a written
summary of the issues discussed. Project meetings will be conducted by the Project
Engineer with the Resident Observer also in attendance. Following the meeting, the
Project Engineer will prepare and distribute meeting minutes to the CITY and other
attendees. Meetings will be held at the offices of the CITY Utility Department
unless noted otherwise. Nine (9) monthly progress meetings are included in the
budget for this task.
Review monthly payment applications submitted in a format acceptable to the C1TY.
Assist the CITY to reconcile the Contractor payment requests, clarifications, and
responses to requests for quotations. A consecutive nine (9) month (39 week)
construction period is assumed in budgeting these tasks.
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Respond in writing to Contractor's Request for Information (RFI) regarding the
design documents. A total of fifty (25) RFI responses have been included in this
task. PBS&J will issue technical interpretations and clarifications of the Contract
Documents, along with associated support materials, as requested by the contractor.
These interpretations will be rendered and a response prepared and submitted to the
contractor within one week.
Prepare and assist CITY in negotiation of Change Orders and Field Change
Directives (FCD) during the 9 month construction period. For the purpose of this
task order, it is assumed that up to 2 CO and 4 FCD will be prepared during the 9-
month construction period. The amount allocated for this task is $5,007. Expenses
have been estimated for this task at 5 percent and will be reimbursable.
Review work progress at key steps to allow certifications to the SFWMD and
PBCPHD that work was completed in substantial conformance with the Contract
Documents. Review to include verification that water services were properly
pressure tested and bacteriologically sampled to allow a "request for release of
facilities to be placed into service" to be filed with the PBCPHD. Assist the C1TY in
obtaining the appropriate PBCPHD release for completed facilities.
In conjunction with CITY staff, make preliminary and final inspections and assist in
the preparation of a Contractor "punch list" to achieve Substantial Completion.
Review completion of identified punch list items to assist in the determination that
Substantial Completion has been achieved by the Contractor. Advise the CITY that
Final Acceptance of the project has been reached in accordance with the Contract
Documents.
Task 5 Deliverables:
1. Prepare and distribute agenda and conduct pre-construction conference, prepare and
issue written minutes of meeting.
2. Review shop drawing and product submittals for up to 25 submittals.
Attend monthly construction progress meetings, provide a written summary of the
issues discussed, prepare and distribute meeting minutes to the C1TY and other
attendees.
4. Review monthly payment applications, assist the CITY to reconcile the Contractor
payment requests, clarifications, and responses to requests for quotations.
5. Respond in writing to Contractor's Request for Information (RFI) regarding the
design documents.
6. Prepare and assist CITY in negotiation of change orders and field change directives.
7. Review work progress, review test and sampling data, and assist the CITY in
obtaining the appropriate PBCPHD release for completed facilities.
Prepare a Contractor "punch list", assist in the determination that Substantial
Completion has been achieved, advise the CITY regarding final acceptance of the
project.
Task 6 - Resident Observation
PBS&J will provide part-time construction observation services totaling 560 hours,
including preparation of observation reports. These manhours have been allocated on a
time and materials basis as requested by the CITY for the resident observer. In addition
to these hours, 38 hours have been allocated for matters requiring the Senior Project
Manager level attention, and 10 hours have been added for clerical support. Additional
fee, if needed, will require additional authorization, and fee not used will not be billed.
Expenses have been estimated at 5 percent of estimated fee and will be reimbursable.
Areas of critical construction (railroad crossing) may require limited full time inspection,
at the direction of the CITY.
As part of this task, the construction will be monitored for compliance with the Contract
Documents. Additionally, the supervision of testing, as outlined in the Contract
Documents, will be monitored and properly documented. The coordination of resolutions
to design and construction issues will also be provided. Photos will be taken by
CONSULTANT at various times as construction proceeds. Costs for photos will be
reimbursable.
As required by some permitting agencies and the City of Boynton Beach, upon
concurrence by the Construction Inspector, the Design Engineer will certify the
construction as having been constructed per the Construction Documents or having been
constructed per the Construction Documents with noted changes.
Task 6 Deliverables:
1. One (1) copy of daily inspection report, forwarded monthly to CITY.
2. One (1) copy of construction photos, (either e-format or paper format), forwarded
monthly to CITY.
3. Two (2) copies of testing reports.
4. Two (2) copies of any other construction-related field documents (field
correspondence, notes, sketches, etc.).
C. Assumptions
In addition to the work items discussed above, the following assumptions were made in
establishing the scope of the amendment and associated fee. Changes and/or
modifications in the above work items for these assumptions are considered an
Additional Services Item under the terms of the contract. Assumptions include:
The scope and budget are based on a closed system with exfiltration basins and/or a
swale-type system (i.e. no positive outfall at any location with one special exception
located at Greenbriar Drive where a minor (12" or under) outfall will likely be
required).
The CITY Will provide CONSULTANT an electronic version of "front end" contract
documents in MICROSOFT "WORD" format (see attached Standard Procedures and
Functions).
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Acquisition and securing of any easements (construction or permanent) for the new
piping and improvements will be the responsibility of the CITY. Additionally, legal
costs, if required, relating to easement acquisition have not been included in the
scope of services and are the responsibility of the CITY.
Deviations from the Final Design Drawings will be compiled by the Contractor and
electronically incorporated onto the CONSULTANT's drawing files. Two sets of
signed and sealed RECORD drawings will then be submitted by the Contractor to the
C1TY. One set of RECORD drawings will be provided to CONSULTANT for
submittal to PBCPHD.
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CONSULTANT will attend up to two public meetings or hearings regarding the
project. However, attendance at public meetings or heatings associated with permits
applied for in support of the project has not been allocated in CONSULTANT's
budget.
Part-time resident observation hours are based on 560 hours of actual observation
(Monday through Friday), plus an allowance of 48 hours for other staff, for a task
total of 608 manhours. Limited time has been allocated for administrative work and
senior engineering field inspection if needed, up to the 48 hours allocated.
Additional resident observation services can be provided at an additional cost.
8. The CITY is responsible for all permitting fees, including costs of public notification
in local newspapers.
A single permit application covering the proposed construction work will be
prepared for submittal to each regulatory agency that is specifically included in the
permitting scope of work.
10. Locating of horizontal alignment of existing utilities is included in this scope of work
but is limited only to utilities marked by One Call. No other specialized locating,
uncovering, or marking of existing utilities is implied at any location, and no vertical
component to existing utility location has been included in this task, unless in the
case of gravity sewers, that can be visually seen and measured at each manhole due
to the nature of gravity sewer construction. The subsurface utility locator (One Call)
will mark and code each underground utility to be subsequently picked up by the
CONSULTANT's surveyor. Utility locations will be developed based upon the best
information available from the owning utility, information developed by the CITY,
and CONSULTANT's field interpretation of assumed utility locations. The work
effort for precision locating existing utilities using other specialized means, by
vacuum excavation, and for establishing horizontal and vertical alignment of new
utilities during design or during SDC has not been included in this task order, but is
available as an Additional Service Item.
12. The Contract Documents will be prepared as a single contract (i.e. the water main
replacement, stormwater piping, and roadway work will not be prepared as separate
packages within the same set of Contract Documents). No pre-purchase of materials
and/or equipment is presumed.
13. A single bidding effort is assumed. Re-bidding of the project is considered an
Additional Services Item.
14.
Costs for SDC phase geotechnical testing to verify Contractor's compliance with
Contract Documents has not been included in this task order and is considered an
Additional Services Item.
15.
The design fee is based on the federal, state and local codes and standards in effect at
the beginning of the project. Revisions required for compliance with any subsequent
changes to those regulations is considered an Additional Services Item.
16.
The CITY will provide PBS&J and electronic version of CITY high resolution aerial
photos for use as a reference tool and background base map for plans. PBS&J
acknowledges previous receipt of CITY standard water main and street detail
drawings in AUTOCAD format, and these CITY standard details will be Utilized in
the final drawings.
D. 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 and PBS&J.
E. Additional Services
The following are examples of some specific Additional Services 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 in Section C (upon which the design fee
is based) is considered an Additional Services item. Examples include:
Additional supervision or construction observation in excess of that specified in this
Task Order. A total of 560 hours of resident inspection time has been allocated for
this task (plus 48 hours of additional staff time). If the period of construction is
extended, delayed, or otherwise exceeds this allocation, additional time and expenses
will be necessary.
2. Additional permitting assistance in excess of that identified in this Amendment.
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Services During Construction is based on an estimated 9 months (39 weeks) of
construction period from the time of the contractor mobilization to final inspection.
If the period of construction is extended, delayed, or otherwise exceeds this
allocation, additional time and expenses will be necessary.
4. Assisting the CITY in the settlement of construction contract claims will be an
additional service
Replacement of small diameter water mains and stormwater improvements at
locations other than those identified in this Task Order 2. Additional lump sum fees
will be developed as requested by the CITY for future work to include additional
drawings, revised "front ends" and the preparation of additional bid documents. Bid
services and SDC will be extended as appropriate.
o
Field verification (horizontal and vertical) of existing utilities identified as being
within the immediate area of the proposed pipeline not already specifically covered
under this scope, and vacuum excavation and surveying to locate same.
7. Additional regulatory agency responses exceeding the first two responses to an
agency incompleteness and/or additional information request.
8. Road right of way surveys are considered an Additional Services Item.
9. Work effort that exceeds the fees estimated for time and material services as a result
of a change in scope or schedule is considered an Additional Services Item.
10. Threatened or endangered species and species of special concern permitting or
relocation work.
11. Archeological/Historical preservation permits, studies, or repons.
12. Surveying, flagging, or other work necessary to secure tree removal permits from the
City, County, or other jurisdictions.
13. Design modifications to the Construction Contract Documents (i.e. change orders)
required during construction.
14.
Unknown subsurface conditions that would require additional effort by
CONSULTANT to resolve, including, but not limited to: underground storage tanks
(UST), soil contamination, or unknown utility conflicts.
15. Conducting CCTV surveys of existing pipelines.
16. Gravity sewer engineering exceeding the scope specifically described in Task 2,
Design.
17. Responses to Contractor's Request for Additional Information (RFI) exceeding the
number allocated in the scope are considered an Additional Services Item.
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
The CITY shall provide the CONSULTANT in a timely manner, record data and
information related to the sewer system, water distribution system, stormwater
drainage system and streets within the project as necessary for the performance of
services specified herein.
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.
o
With assistance by CONSULTANT, as described herein, the CITY, as applicant
shall obtain approvals and permits from all governmental authorities having
jurisdiction over the project. The CITY is responsible for the payment of all permit
application fees.
The CITY shall provide CONSULTANT information regarding the expected level of
service for drainage improvements (permissible drainage water surface elevations,
design storm years, etc.), and any existing information (stormwater master plan
reports, area drainage studies, nuisance flooding reports, known drainage problem
areas, etc.) that would aid in preparation of drainage design in the project area.
CITY shall provide equipment and manpower necessary to uncover sanitary sewer or
stormwater drainage manholes (buried or under pavement), if necessary, to confirm
condition, elevations, or obtain other operational information.
G. Compensation
Compensation by the CITY to the CONSULTANT for tasks will be a combination of
lump sum (Phase 1 Survey only) and time and material (all other tasks) in accordance
with the above mentioned Agreement. Payment for lump sum will be monthly based on a
percent complete. Payment for time and materials work will be based on actual hours
and costs expended as defined in the Agreement for General Engineering Consulting
Services. The estimated compensation of the services in this task order is shown in Table
1 below.
TABLE 1: LABOR AND EXPENSE SUMMARY
SOUTHEAST FEDERAL HIGHWAY CORRIDOR
WATER MAIN AND STORMWATER IMPROVEMENTS
CITY OF BOYNTON BEACH
Task
Task 1 - Phase 1 Survey
Task 2 - Design
Task 3 - Permitting
Task 4 - Bid Phase Services
Task 5 - Services During Construction
Task 6 - Resident Observation
Expenses (Includes Subconsuitants)
Totals
Grand Total, All Services
H. Schedules
LS Cost
$28,662
0
$28,662
$290,781
T&M Cost
$3,822
127,711
15,455
8,750
44,810
45,300
15~911
$262,119
APPROVED BY:
CITY OF BO]~NTO1)g~BEACH, FLORIDA
By: . _
Kurt Bressner, City Manager
Approved As To Form:
The CONSULTANT will commence Task 1, Surveying services upon receipt of written
authorization and will complete all work associated with Task 1, Task 2, and Task 3
within 6 months from the receipt of authorization. Remaining Tasks 4, 5 and 6 will be
dependent upon the City's schedule. A detailed schedule is attached which presumes
Task 4 will immediately follow permit approval.
?BS~J/ENU. ID:1-~07-6~7-062~ ]UL 05'0~ 1~:11ND.O02 P.02
Dated ti~Js day of ,2004.
City Atlom~y
SUBMI'Fi'ED BY:
Blake C. Ouillory, P.E.
Asso¢iat~ Vi¢~ President, Division Managea'
Dalcd ibis day of ,2004.
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