R08-042
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RESOLUTION NO. R08- 0 '-\ ~
A RESOLUTION OF THE CITY OF BOYNTON
BEACH, FLORIDA, APPROVING AND AUTHORIZING
EXECUTION OF TASK ORDER NO. U08-14-01 IN AN
AMOUNT NOT TO EXCEED $328,390.00 ALONG
WITH APPROVAL OF AN OWNER'S CONTINGENCY
OF 10% IN THE AMOUNT OF $32,839.00 FOR A
TOT AL BUDGET APPROPRIA TION OF $361,229.00
TO MATHEWS CONSULTING, INC., FOR
CONSTRUCTION ADMINISTRATION SERVICES
RELATED TO THE SOUTHEAST FEDERAL
HIGHWAY CORRIDOR; AND PROVIDING AN
EFFECTIVE DATE.
WHEREAS, Mathews Consulting, Inc., is currently under task order for the design
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of a regional reclaimed water main system that will interface with the Southeast Federal
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Highway Corridor project significantly at both the northern and southern limits of the
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Southeast Federal Highway Corridor Project; and
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WHEREAS, staff has determined that it would be more efficient to procure the
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services of Mathews Consulting, Inc, for construction administration as Mathews
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Consulting, Inc., will be an integral part of both projects as they progress; and
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WHEREAS, the City Commission of the City of Boynton Beach upon
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recommendation of staff, deems it to be in the best interest of the citizens of the City of
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Boynton Beach to approve and authorize execution of Task Order U08-14-01 in an amount
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not to exceed $328,390.00 along with approval of an owner's contingency of 10% in the
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amount of $32,839.00 for a total budget appropriation of $361,229.00 to Mathews
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Consulting, Inc.
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NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF
THE CITY OF BOYNTON BEACH, FLORIDA, THAT:
S\CA\RESOlAgreements\Task - Change Orders\Mathews - TO U08-14-01.doc
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Section 1.
The foregoing "Whereas" clauses are hereby ratified and confirmed as
2 being true and correct and are hereby made a specific part of this Resolution upon adoption
3 hereof.
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Section 2.
The City Commission of the City of Boynton Beach, Florida does
5 hereby approve and authorize execution of Task Order U08-14-0 1 in an amount not to
6 exceed $328,390.00 along with approval of an owner's contingency of 10% in the amount of
7 $32,839.00 for a total budget appropriation of $361,229.00 to Mathews Consulting, Inc, for
8 construction administration services related to the Southeast Federal Highway Corridor
9 project, a copy of which is attached hereto as Exhibit "A."
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Section 3.
This Resolution shall become effective immediately upon passage.
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PASSED AND ADOPTED this ~ day of April, 2008.
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CH, FLORIDA
. P/l~
ange OrderslMathews - TO U08-14-01doc
TASK ORDER NO. U08-14-Q1 CONSTRUCTION MANAGEMENT-
SE FEDERAL HIGHWAY CORRIDOR INFRASTRUCTURE IMPROVEMENT PROJECT
Task Order No. U08-14-01
Construction Management - SE Federal Highway
Corridor Infrastructure Improvement Project
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A. Background
The City of Boynton Beach (CITY) has previously contracted with others (PBS&J) for design,
permitting and bidding services relating to neighborhood improvements (e.g. water, sewer,
stormwater, reclaimed water, and roadway) for the area along the southeastern corridor of Federal
Highway (US I). The project is currently moving into the bidding stages. The CITY has requested
that Mathews Consulting (CONSULTANT) provide Construction Management Services for the
project.
ORfG I NAL
This Task Order No. U08-14-01 provides the scope of work for construction administration and
resident inspection services for the SE Federal Highway Corridor Infrastructure Improvement Project.
B. Scope of Services
The Engineering Services of CONSULTANT shall include the following tasks:
· Task 1 - Services During Construction
· Task 2 - Resident Project Representative Services
The specific scope of services to be provided by CONSULTANT in this Task Order includes the
following:
Task 1 - Services During Construction (SDC)
The specific SDC phase services to be provided by the CONSULTANT include the following:
Subtask 1.1
Pre-Construction Conference
Prepare agenda and conduct pre-construction conference with selected Contractor and CITY staff in
accordance with CITY's "Standard Preconstruction Forms". Prepare and issue written minutes of
meeting.
Subtask 1.2
Submittal Review
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 50 submittals (total, which
includes submittals and re-submittals, if required) is included in the budget for SDC phase services.
CONSULTANT will review and return submittals to CITY and Contractor within 14 days of receipt.
Subtask 1.3
Bi-Weekly Meetings
Attend construction progress meetings with the CITY and Contractor every two weeks and provide an
agenda and written summary of the issues discussed. Project meetings will be conducted by the
11/15/2007
~ MATHEWS___
CO~~.YhI~lg"g~~~,
TASK ORDER NO. U08-14-01 CONSTRUCTION MANAGEMENT-
SE FEDERAL HIGHWAY CORRIDOR INFRASTRUCTURE IMPROVEMENT PROJECT
Construction Manager with the Resident Project Representative also in attendance. Following the
meeting, the Construction Manager will prepare and distribute meeting minutes (within 24 to 36
hours after meeting) to the CITY and other attendees. Meetings will be held at the Field Trailer
located at the project site. Forty-eight (48) progress meetings are included in the budget for this task.
Subtask 1.4
Pay Estimate Review
Review monthly payment applications (total of 20) submitted in a format acceptable to the CITY.
CONSULTANT shall verify the quantities as represented on the pay request and make a
recommendation to the CITY to proceed, with the payment as requested, or as modified based on
CONSULTANT review. A 20-month construction period is assumed in budgeting this task.
Subtask 1.5
Construction Schedule Review
Monitor the construction schedule monthly and report to the CITY conditions which may cause delay
in completion.
Subtask 1.6
Construction Clarifications
Respond in writing to Contractor's Request For Information (RFI) regarding the design documents. A
total of forty-five (45) RFI responses have been included in this task. CONSULTANT shall issue
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.
If required, CONSULTANT will obtain answers to RFI's from the Design Engineer (PBS&J) for
those items that need design clarification.
Subtask 1.7
Construction Changes
Prepare and negotiate Change Orders (CO) and Field Change Directives (FCD) during the 20-month
construction period. For the purpose of this task order, it is assumed that up to 5 CO and 30 FCD will
be prepared during the 20-month construction period.
Subtask 1.8
Periodic Field Inspections
CONSULTANT's Construction Manager will visit the project site an average of 8 hours a month for
the twenty (20) month construction time frame.
Subtask 1.9
Certification of Construction Complete
CONSULTANT shall certify to SFWMD, FDOT, PBCHD, and FEC Railway based on visible project
features, CONSULTANT's inspections and review of testing reports that the project was constructed
in accordance with the plans and specifications submitted in the permit applications.
Certification will include 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
PBCHD. It is assumed that up to 6 partial releases and one final release will be prepared for PBCHD.
11/15/2007
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MATHEWS
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The City of Boynton Beach
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City Clerk's Office
100 E BOYNTON BEACH BLVD
BOYNTON BEACH FL 33435
(561) 742-6060
FAX: (561) 742-6090
e-mail: prainitoj@cLboynton-beach.f1.us
www.boynton-beach.org
April 7, 2008
Ms. Rene Mathews, P.E.
Mathews Consulting
1475 Centrepark Boulevard
West Palm Beach, FL 33401
Re: Resolution No. R08-042 - Task Order No. U08-14-01 Construction
Management - BE Federal Hi2hway Corridor Infrastructure Improvement
Project Agreement
Dear Ms. Mathews:
Attached for your information and files is a copy of Resolution No. R08-042
and the fully executed agreement mentioned above.
If you have any questions, please do not hesitate to contact me.
Very truly yours,
CITY OF BOYNTON BEACH
Yn.P~
J: net M. Prainito, CMC
City Clerk
Attachment
S: \ CC\ WP\AFTER COMMISSION\ Other Transmittal Letters After Commission \2008 \ Mathews Consulting Inc _ SE Federal
HWY improvement project.doc
America's Gateway to the Gulfstream
TASK ORDER NO. U08-14-D1 CONSTRUCTION MANAGEMENT-
SE FEDERAL HIGHWAY CORRIDOR INFRASTRUCTURE IMPROVEMENT PROJECT
Construction Manager with the Resident Project Representative also in attendance. Following the
meeting, the Construction Manager will prepare and distribute meeting minutes (within 24 to 36
hours after meeting) to the CITY and other attendees. Meetings will be held at the Field Trailer
located at the project site. Forty-eight (48) progress meetings are included in the budget for this task.
Subtask 1.4
Pay Estimate Review
Review monthly payment applications (total of 20) submitted in a format acceptable to the CITY.
CONSULTANT shall verify the quantities as represented on the pay request and make a
recommendation to the CITY to proceed, with the payment as requested, or as modified based on
CONSUL T ANT review. A 20-month construction period is assumed in budgeting this task.
Subtask 1.5
Construction Schedule Review
Monitor the construction schedule monthly and report to the CITY conditions which may cause delay
in completion.
Subtask 1.6
Construction Clarifications
Respond in writing to Contractor's Request For Information (RFI) regarding the design documents. A
total of forty-five (45) RFI responses have been included in this task. CONSUL T ANT shall issue
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.
If required, CONSULTANT will obtain answers to RFI's from the Design Engineer (PBS&J) for
those items that need design clarification.
Subtask 1.7
Construction Changes
Prepare and negotiate Change Orders (CO) and Field Change Directives (FCD) during the 20-month
construction period. For the purpose of this task order, it is assumed that up to 5 CO and 30 FCD will
be prepared during the 20-month construction period.
Subtask 1.8
Periodic Field Inspections
CONSULTANT's Construction Manager will visit the project site an average of 8 hours a month for
the twenty (20) month construction time frame.
Subtask 1.9
Certification of Construction Complete
CONSUL T ANT shall certify to SFWMD, FDOT, PBCHD, and FEC Railway based on visible project
features, CONSULTANT's inspections and review of testing reports that the project was constructed
in accordance with the plans and specifications submitted in the permit applications.
Certification will include 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
PBCHD. It is assumed that up to 6 partial releases and one final release will be prepared for PBCHD.
11/15/2007
2
~ MATHEWS
CO~~.Y!I~SI:~~~
TASK ORDER NO. U08-14-01 CONSTRUCTION MANAGEMENT-
SE FEDERAL HIGHWAY CORRIDOR INFRASTRUCTURE IMPROVEMENT PROJECT
Subtask 1.10 Substantial and Final Inspection
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 2. Resident Project Representative Services
The Resident Project Representative Phase services to be provided by the CONSULTANT include
the following:
Subtask 2.1
Inspections
Provide a full-time (40 hours/week) Resident Project Representative (RPR) during the construction of
the work in a total period of not-to-exceed 415 working days (for a total of 3,320 hours) for the
construction contract. Activities performed under this task consist of furnishing an RPR during the
construction of the project, to observe the quality of the construction work, and to determine, in
general, if the construction is proceeding in accordance with the contract documents so that an
engineering certification can be made regarding the construction of the proposed improvements. The
RPR shall:
· Serve as CONSULTANT's liaison with construction contractor, working principally through
the contractor's superintendent and assisting him in understanding the intent of the contract
documents.
· Conduct on-site observations of the work in progress to assist in determining if the work is
proceeding in accordance with the contract documents and that completed work conforms to
the contract documents. Report, in writing to the CITY, whenever CONSULTANT believes
that work is unsatisfactory, faulty or defective, or does not conform to the contract
documents, or does not meet the requirements of inspections, tests or approval required to be
made, or has been damaged prior to final payment.
· Accompany visiting inspectors representing public or regulatory agencies having jurisdiction
over the project. Record, in writing, the outcome of these inspections and report same to
CITY.
· Consider and evaluate construction contractor's suggestions for modifications in drawings or
specifications and report them to the CITY, in writing. CONSULTANT shall make
recommendation for action by the CITY.
· Review Contractor As-Built information on a monthly basis to confirm proper updates are
being made.
· Observe all flushing and pressure testing of the piping.
· Assist the Contractor in coordinating all required density testing, etc. as required by the
Construction Documents.
11/15/2007
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~ MATHEWS
CO~~YEm~SC~~~.
TASK ORDER NO. U08-14-01 CONSTRUCTION MANAGEMENT-
SE FEDERAL HIGHWAY CORRIDOR INFRASTRUCTURE IMPROVEMENT PROJECT
· CONSULTANT shall provide to the CITY the RPR's daily inspection report (handwritten)
and digital photos (paper copy & electronic copy). The reports and digital photos will be
provided on a weekly basis.
· RPR shall work with the Contractor and develop a Daily Quantity Sheet (based on the
approved Schedule of Values) to be reviewed and accepted each day agreeing to the
quantities of Schedule of Value items installed.
LIMITATIONS OF AUTHORITY
Except upon written instructions of CONSULTANT, Resident Project Representative:
1. Shall not authorize any deviation from the Contract Documents or approve any substitute
materials or equipment.
2. Shall not exceed limitations on CONSULTANT's authority as set forth in the Contract
Documents.
3. Shall not undertake any of the responsibilities of Contractor, Subcontractors or
Construction Manager, or expedite the Work.
4. Shall not advise on or issue directions relative to any aspect of the means, methods,
techniques, sequences or procedures of construction unless such is specifically called for
in the Contract Documents.
5. Shall not authorize Owner to occupy the Project in whole or in part.
6. Shall not participate in specialized field or laboratory tests.
C. Assumptions
In addition to the work items discussed above, the following assumptions were made in establishing
the scope of this Task Order and associated fee. Changes and/ or modifications in the above work
items or these assumptions are considered an Additional Services Item under the terms of the
contract. Assumptions include:
1. CITY shall provide CONSULTANT with four (4) sets of Conformed Construction Documents.
2. Deviations from the Final Design Drawings will be compiled by the Contractor and electronically
incorporated onto the drawing files. Two sets of signed and sealed RECORD drawings by Florida
Registered Surveyor will then be submitted by the Contractor to the CITY. Two sets of RECORD
drawings will be provided to CONSULTANT for submittal to PBCHD and SFWMD.
3. The construction man-hours are based on the following:
· Construction duration (NTP issued to Contractor) = 611 calendar days (436 working days)
· SDC Services (NTP to Final Payment) = 671 calendar days (479 working days)
· RPR Services (would start 30 days after NTP issued) = 581 calendar days (415 working days)
which equates to 3,320 inspection hours (Monday through Friday) at 8 hours per day.
Weekend work and/or night-time work is not included in this scope and budget.
If SDC or RPR is extended beyond above, then an Amendment to this Task Order will be
executed for the additional work.
4. Contractor will be required to secure any dewatering permits.
11/15/2007
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~ MATHEWS
CO~~.YhTII':'!SL~~~,
TASK ORDER NO. UDB-14-Q1 CONSTRUCTION MANAGEMENT-
SE FEDERAL HIGHWAY CORRIDOR INFRASTRUCTURE IMPROVEMENT PROJECT
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 Mathews Consulting, Inc.
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 of Section C (upon which the construction management fee is based) is
considered an Additional Services Item. Examples include:
1. Additional supervision or construction observation in excess of that specified in this Task Order.
2. Assisting the CITY in the settlement of construction contract claims will be an additional service.
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 obtain the services of the Design Engineer of Record (PBS&J) to provide any
required re-design in a timely manner.
G. Compensation
Compensation by the CITY to the CONSULTANT for all tasks will be on a Not-to-Exceed (time
utilized) basis in accordance with the above mentioned Agreement. The estimated compensation for
the services described in this Task Order is $328.390.00 as shown in Table 1 below and detailed in
Attachment 1.
11/15/2007
5
~ MATHEWS
CO~~.Yh!~SL~~~,
TASK ORDER NO. UOB-14-D1 CONSTRUCTION MANAGEMENT-
SE FEDERAL HIGHWAY CORRIDOR INFRASTRUCTURE IMPROVEMENT PROJECT
TABLE 1: LABOR AND EXPENSE SUMMARY
Labor Labor Expenses Total Cost
Hours Cost
Task 1 - Services During Construction 785 $ 72,390 $ 2,000 $ 74,390
Task 2 - Resident Project 3,320 $ 249,000 $ 5,000 $ 254,000
Representative (RPR)
Totals 4,105 $ 321,390 $ 7,000 $ 328,390
H. Schedule
The completion dates for this work will be as follows (starting at time that Contractor is issued award
of the Construction Contract).
Ene:ineerin~ Services Time per Phase
Task 1 - Services During Construction 479 working days
Task 2 - RPR 415 working days
11115/2007
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~ MATHEWS
CO~,~Yh~,5tg~~~
TASK ORDER NO. UOB-14-01 CONSTRUCTION MANAGEMENT-
SE FEDERAL HIGHWAY CORRIDOR INFRASTRUCTURE IMPROVEMENT PROJECT
APPROVED BY:
CITY OF BOYNTON BEACH, FL~
By: ~
Kurt Bressner
City Manager
Dated this f day of ----'l..p.~ (
8
, 20cy(.
SUBMITTED BY:
By:
Rene L.
Presiden
Dated this ~ay of
~ov.
,2007.
11/15/2007
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MATHEWS
~ ---------------
CO~~.YED.~S_L~~~.
City of Boynton Beach
Task Order No. U08-14-01
Construction Management - SE Federal Highway Corridor Infrastructure Improvement Project
Proiect SummarY Fees
Labor Classification and Hourlv Rates
Senior
Principal Senior Field Resident Senior Cadd Admin. Sub-
Engineer Engineer Repres. Inspector Eng. Tech Designer Support Total Consultant Reimbursable
Task No. Task Descriotion $130 $120 $95 $75 $85 $80 $50 Labor Services Expenses
1 Services Durlna Construction
1.1 Pre-Construction Conference 9 4 1 $1,205 $50
1.2 Submittal Review 10 50 50 $8,550 $500
1.3 Bi-Weeklv Meetinas everv 2 weeks\ 100 25 $10,750 $200
1.4 Pay Estimate Review 50 $4,750 $200
1.5 Construction Schedule Review 25 $2,375 $150
1.6 Construction Clarifications 20 80 $10,000
1.7 Construction Chanoes 20 100 10 $12,400 $200
1.8 Periodic Field Insoections 160 $15,200 $200
1.9 Certificate of Construction Comoletion 35 10 $5,050 $500
1.10 SubstantiallFinallnsoections - Preoare "ounch list" 18 8 $2,110
Subtotal 45 40 592 4 0 0 104 $72 390 $2 000
2 Resident Prolect Reoresentallve Services
2.1 Inspections 3.320 $249,000 $2.000
Subtotal 0 0 0 3,320 0 0 0 $249 000 $5 000
Labor Subtotal Hours 45 40 592 3,324 0 0 104
Labor Subtotal Costs $5,850 $4,800 $56,240 $249,300 $0 $0 $5,200 $321,390 $0 $7.000
Labor Total Costa $321 390
Subconsunant Costs Total $0
Subconsultant Multiolier 1.1
Subconsultant Total $0
Reimbursable Exoenses $7,000
Project Total $328,390
Attachment 1
Mathews Consulting, Inc.
The City of Boynton Beach
City Clerk's Office
100 E BOYNTON BEACH BLVD
BOYNTON BEACH FL 33435
(561) 742-6060
FAX: (561) 742-6090
e-mail: prainitoj@cLboynton-beach.f1.us
www.boynton-beach.org
MEMORANDUM
TO: Barb Conboy
Utilities Manager
FROM: Janet M. Prainito
City Clerk
DATE: April 14, 2008
SUBJECT: R08-042 - Task Order No. U08-14-1
Attached for your information and files, is a copy of Resolution # R08-042 and two
original executed documents Task Order No. U078-14-1. That was approved by the City
Commission at their regular meeting on April 1, 2008.
If I can be of any additional service, please do not hesitate to contact me.
Thank you.
~ Yn. Hu;,~
Attachments (2)
c: Central File
S:\CC\WP\AFfER COMMISSION\Departmental Transmittals\2008\Karen Riseley, CPP8 - R08-042.doc
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