HomeMy WebLinkAbout2017 05 08 Consent 303 Solary Canal Improvements GrantCOMMISSION AGENDA
ITEM 303
REQUEST:
Informational
Consent
X
Public Hearings
Regular
May 08, 2017 KS BF
Regular Meeting City Manager Department
The Community Development Department requesting City Commission approval of: 1)
SJRWMD grant funding in the amount of $195,555 and a project scope for water
quality improvements at the Solary Canal Stormwater Treatment Area; and 2) authorization
to execute a grant - funded task authorization with CDM Smith in the amount of $38,490 to
complete the project design and permitting.
SYNOPSIS:
The City has a funding agreement with the St. Johns River Water Management District for
up to $195,555 for water quality improvements at the Solary Canal Regional Stormwater
Treatment Area. This agenda item defines the scope of work for the project and provides
authorization to proceed with the design and permitting.
CONSIDERATIONS:
At the May 9, 2016 City Commission meeting, the Commission authorized entering
into an agreement with the St. Johns River Water Management District ( SJRWMD)
for funding of stormwater treatment improvements at the Solary Canal Regional
Stormwater Treatment Area in an amount up to $195,555.
The $195,555 was paid by Taylor Morrison through the City to SJRWMD as part of
an agreement to allow Taylor Morrison to construct a stormwater pond on
approximately 2 -acres of City property at the Solary Canal site. The Solary Canal
site was originally purchased by SJRWMD and later conveyed to the City in
conjunction with the construction of the Solary Canal Regional Stormwater
Consent 303 PAGE 1 OF 3 - May 08, 2017
Treatment Area. The payment of $195,555 was based on the value of a reverter for
the 2 -acre property that the City conveyed to Taylor Morrison for construction of a
privately owned stormwater pond serving the Southern Oaks subdivision.
. The City's agreement with SJRWMD provides funding for projects that "further the
goals of the Lake Jesup Basin Management Action Plan (BMAP)" and "enhance the
efficiency and effectiveness of the Solary Canal Regional Stormwater Treatment
Facility." The City must complete any projects eligible for funding by July 20, 2018.
. The scope of work for the proposed water quality improvements at the Solary Canal
Regional Stormwater Treatment Facility include:
• Retrofit of the existing outfall structure to include an up -flow filter containing
filtration media; and
• Construction of a sediment sump at the inflow to reduce sediment entry into the
shallow stormwater treatment pond
. Lake Jesup is an impaired waterbody that has excessive concentrations of
phosphorous and nitrogen. Under the FDEP- mandated Total Maximum Daily Load
program, the City is required to implement projects and activities that reduce
phosphorous and nitrogen discharges from stormwater runoff. The proposed
improvements are estimated to remove approximately 300 pounds of
phosphorous and 1,200 ponds of nitrogen per year, which represents a
significant reduction of the City's obligation.
. The total cost for the design, permitting, and construction of the proposed
improvements is estimated to use nearly all of the $195,555 available from
SJRWMD. If the construction cost exceeds this amount, the project will need to be
scaled back or the City could fund a portion of the project using Stormwater Utility
funds.
. CDM Smith is currently under contract with the City as a continuing engineering
services consultant (RFQ# 001- 15 -1317). The cost for CDM to design and permit the
proposed improvements is $38,490 and is expected to be complete by October 2017.
The construction contract award is expected to occur in late 2017 and will require
City Commission approval.
FISCAL IMPACT:
The cost of the design, permitting, and construction of the proposed improvements at Solary
Canal is up to $195,555 and is funded entirely by SJRWMD.
COMMUNICATION EFFORTS:
This Agenda Item has been electronically forwarded to the Mayor and City Commission,
City Manager, City Attorney /Staff, and is available on the City's Website, LaserFiche, and
the City's Server. Additionally, portions of this Agenda Item are typed verbatim on the
respective Meeting Agenda which has also been electronically forwarded to the individuals
noted above, and which is also available on the City's Website, LaserFiche, and the City's
Server; has been sent to applicable City Staff, Media/Press Representatives who have
requested Agendas /Agenda Item information, Homeowner's Associations/Representatives
Consent 303 PAGE 2 OF 3 - May 08, 2017
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EXHIBIT A
Contract i1zS M b L
AGREEMENT BETWEEN
THE ST. JOHNS RIVER WATER MANAGEMENT DISTRICT
AND THE CITY OF WINTER SPRINGS
FOR STORMWATER TREATMENT IMPROVEMENTS
THIS AGREEMENT (the "Agreement ") is entered into by and between the GOVERNING BOARD
of the ST. JOHNS RIVER WATER MANAGEMENT DISTRICT (the "District "), whose address is 4049
Reid Street, Palatka, Florida 32177, and the CITY OF WINTER SPRINGS, whose address is 1126 East
State Road 434, Winter Springs, Florida 32708 (the "City "). All references to the parties hereto include
the parties, their officers, employees, agents, successors, and assigns.
WHEREAS, Lake Jesup is a Class 3 water body suitable for recreational use and the propagation
and maintenance of a healthy, well - balanced population of fish and wildlife. Due to high levels of
nutrients, Lake Jesup does not fully support these uses. Water quality restoration targets, called Total
Maximum Daily Loads, have been adopted by the Florida Department of Environmental Protection and
provide numerical water quality restoration targets for Lake Jesup.
WHEREAS, In December 2009, the District and the City joined in a cooperative effort to construct
the Solary Canal Regional Stormwater Treatment Facility to improve the water quality in Lake Jesup. The
facility was primarily funded by state of Florida's Florida Forever and Ecosystem management trust
funds.
WHEREAS, the District donated and conveyed the property on which the facility was constructed to
the City in conjunction with the City agreeing to construct and maintain the Solary Canal Regional
Stormwater Treatment Facility.
WHEREAS, the conveyance of the property was subject to a reversionary interest in favor of the
District that is set forth in the quit -claim deed. The first such interest provides that the ownership of the
property will revert back to the District if the facility was not built, and the second provides that
ownership will revert back to the District if the facility is not actively operated. There is also a provision
in the deed allowing the release of the reverters and a means for calculating their value.
WHEREAS, the City is seeking the release of the reverters on an approximate two acre portion of
the property that is not contained within the footprint of the treatment facility in order to permit the
construction of a dry retention pond for the handling of stormwater from a planned subdivision adjacent
to the facility, and has agreed to pay the District the value of the reverter on the approximate two acres in
the amount of $195,555.
WHEREAS, upon payment of the $195,555, the District desires to allocate that payment for
additional improvements to the Solary Canal Regional Stormwater Treatment Facility or other projects
that further the goals of the Lake Jesup BMAP.
WHEREAS, the City has agreed to construct said improvements in accordance with the terms and
conditions of this Agreement.
In consideration of the above recitals, and the funding assistance described below, The City agrees to
perform and complete the activities provided for in the Project Descriptions. The City shall complete the
Projects in conformity with the contract documents and the Descriptions. The parties hereby agree to the
following terms and conditions:
Contract 1�* X 1 L w Z
1. TERM The term of this Agreement shall be from the Effective Date, which is the date the last party to
this agreement signs, to the Completion Date, which is two years after the Effective Date. Time is of the
essence as to the completion of the approved projects for reimbursement from the funds that fund this
Agreement.
2. AMOUNT OF FUNDING. For satisfactory performance of the Work, the District agrees to pay the City
a sum not to exceed $195,555 (the "Total Compensation"). The total amount of all approved projects
under this Agreement shall not exceed the Total Compensation. The compensation for each approved
project shall be set forth in a Project Description (Attachment A) and billed in accordance with the terms
of the Project Description.
3. FUNDING CONTINGENCY. This Agreement is at all times contingent upon the City making the
payment to the District of $195,555 for the release of the reverters as stated above.
4. APPROVED PROJECTS
(a) The City is responsible for planning, designing, and proposing projects that would qualify for
Florida Forever funding and that further the goals of the Lake Jesup BMAP. The majority of
these projects shall be designed to enhance the efficiency or effectiveness of the Solary Canal
Stormwater Treatment Facility. Project proposals must be submitted using the Project Description
form attached as Attachment A. The City will complete the projects within two years from the
Effective Date unless otherwise agreed to by the parties in writing.
(b) The District is responsible for reviewing the proposed projects, suggesting revisions if necessary,
and, if the projects qualify for funding, providing a progress reporting schedule and project
approval.
(c) The approval of the projects will be documented on a Project Description form. It shall describe
with specificity the project, the relationship to the Facility, the relationship to the benefits,
location, quantity, work limits, time frames, deliverables, progress payments (if any), total cost,
and any other matters pertaining to the Work. The City shall not proceed with any Work prior to
the receipt of an executed Project Description. All Work shall be done to the satisfaction of the
District's Project Manager and subject to the terms of this Agreement.
5. DELIVERABLES. The District does not assert an ownership interest in any of the deliverables under
this Agreement. The City is responsible for the professional quality, technical accuracy, and timely
completion of the Projects. The City shall provide or pay for all materials, labor, and other facilities and
equipment necessary to complete the Project. The District's Project Manager shall inspect and approve
the project as complete before reimbursement.
6. PAYMENT OF INVOICES
(a) Submittal. When approved projects are complete, the City shall submit itemized invoices by e-
mail to acctpay @sjrwmd.com. Each invoice shall include copies of contractor's and materials
invoices and be submitted in sufficient detail for proper pre -audit and post -audit review. If
necessary for audit purposes, the City shall provide additional supporting information as required
to document invoices.
(b) Final Invoice. The final invoice must be submitted no later than 30 days after the Completion
Date.
(c) All invoices shall include the following information: (l) District contract number; (2) Project
Description number; (3) City's name and address (include remit address, if necessary); (4) City's
invoice number and date of invoice; (5) District Project Manager; (6) City's Project Manager; ('n
2
ContractLi?. S i Z (0 7,
supporting documentation as to cost and/or project completion. Invoices that do not correspond
with this paragraph shall be returned without action, stating the basis for rejection. Payment shall
be made within 45 days of receipt of an approved invoice.
(d) Payments. The District shall pay the City 100% of each approved invoice.
(e) Payments withheld. The District may withhold or, on account of subsequently discovered
evidence, nullify, in whole or in part, any payment to such an extent as may be necessary to
protect the District from loss as a result of defective work not remedied or a material breach of
this Agreement. Amounts withheld shall not be considered due and shall not be paid until the
ground(s) for withholding payment have been remedied.
7. PROJECT MANAGEMENT
(a) The Project Managers listed below shall be responsible for overall coordination and management
of the Project. Either party may change its Project Manager upon three business days' prior
written notice to the other party. Written notice of change of address shall be provided within five
business days. All notices shall be in writing to the Project Managers at the addresses below and
shall be sent by one of the following methods: (1) hand delivery; (2) U.S. certified mail; (3)
national overnight courier; (4) e-mail or, (5) fax. Notices via certified mail are deemed delivered
upon receipt. Notices via overnight courier are deemed delivered one business day after having
been deposited with the courier. Notices via e-mail or fax are deemed delivered on the date
transmitted and received.
DISTRICT
Derek Busby, Project Manager
St. Johns River Water Management District
4049 Reid Street
Palatka, Florida 32177
Phone: (386) 3294459
E -mail: Dbusby @sjrwmd.com
CITY
Brian Fields, City Engineer
City of Winter Springs
1126 East State Road 434
Winter Springs, FL 32708
Phone: (407) 327 -7597
E -mail: Bfields @winterspringsfl.org
(b) The District's Project Manager shall have sole responsibility for transmitting instructions,
receiving information, and communicating District policies and decisions regarding all matters
pertinent to performance of the Projects.
8. PROGRESS REPORTS AND PERFORMANCE MONITORING
(a) Progress Reports. The City shall provide to the District Project bi- monthly progress reports. Reports
will provide detail on progress of the Projects. Reports may be submitted in any form agreed to by
the District's and the City's Project Managers, and may include emails, memos, and letters.
(b) Performance Monitoring. For as long as the Project is operational, the District shall have the right
to inspect the operation of the Project during normal business hours upon reasonable prior notice.
The City shall make available to the District any data that is requested pertaining to performance of
the Project.
9. TERMINATION. This Agreement may be terminated by mutual written agreement of the parties
without further obligation to the other party, except that all outstanding invoices submitted and approved
under Section 6 shall be paid.
10. LIABILITY AND INSURANCE. Each party is responsible for all personal injury and property damage
attributable to the negligent acts or omissions of that party, its officers, employees and agents. Nothing
contained herein shall be construed or interpreted as denying to any party any remedy or defense
Contract G 1�5 ZbZ
available under the laws of the state of Florida, nor as a waiver of sovereign immunity of the state of
Florida beyond the waiver provided for in §768.28, Fla. Stat., as amended. Each party shall acquire and
maintain throughout the term of this Agreement such liability, workers' compensation, and automobile
insurance as required by their current rules and regulations.
ADDITIONAL PROVISIONS (Alphabetical)
11. AUDIT; ACCESS TO RECORDS; REPAYMENT OF FUNDS.
(a) Maintenance of Records. The City must preserve its books and other records involving
transactions related to this Agreement and provide the District, or its duly authorized
representatives, access and necessary facilities to inspect and audit those records for five years
after the receipt of funds. If an examination or audit is performed, the City must continue to
maintain all required records until such audit has been completed and all questions arising from it
are resolved. The City shall refund any payment(s) that are found to not constitute allowable costs
based upon an audit examination.
(b) Repayment of Funds. District funding shall be subject to repayment after expiration of this
Agreement if, upon audit examination, the District finds that the City has requested reimbursement
for and has been paid funds for purposes other than as provided for herein.
12. CIVIL RIGHTS. Pursuant to chapter 760, Fla. Stat., the City shall not discriminate against any
employee or applicant for employment because of race, color, religion, sex, national origin, age,
handicap, or marital status.
13. DISPUTE RESOLUTION. The City is under a duty to seek clarification and resolution of any issue,
discrepancy, or dispute involving performance of this Agreement by submitting a written statement to the
District's Project Manager no later than ten business days after the precipitating event. If not resolved by
the Project Manager, the Project Manager shall forward the request to the District's Office of General
Counsel, which shall issue a written decision within ten business days of receipt. This determination shall
constitute final action of the District and shall then be subject to judicial review upon completion of the
Project.
14. GOVERNING LAW, VENUE, ATTORNEY'S FEES, WAIVER OF RIGHT TO JURY TRIAL.
This Agreement shall be construed according to the laws of Florida and shall not be construed more
strictly against one party than against the other because it may have been drafted by one of the parties. As
used herein, "shall" is always mandatory. In the event of any legal proceedings arising from or related to
this Agreement: (1) venue for any state or federal legal proceedings shall be in Putnam County; (2) each
party shall bear its own attorney's fees, including appeals; (3) for civil proceedings, the parties hereby
consent to trial by the court and waive the right to jury trial.
15. INDEPENDENT ENTITIES. The parties to this Agreement, their employees and agents, are
independent entities and not employees or agents of each other. Nothing in this Agreement shall be
interpreted to establish any relationship other than that of independent entities during and after the term
of this Agreement. The City is not a contractor of the District. The District is providing funding to assist
the City in accomplishing the Project. The City is solely responsible for accomplishing the Project and
directs the means and methods by which the Project is accomplished. The City is solely responsible for
compliance with all labor, health insurance (Patient Protection and Affordable Care Act 42 U.S.C. §§
18001, et seq.), and tax laws pertaining to the City, its officers, agents, and employees.
Contract L lzS I ZLZ
16. INTEREST OF CITY. The City certifies that no officer, agent, or employee of the District has any
material interest, as defined in chapter 112, Fla. Stat., either directly or indirectly, in the business of the
City to be conducted hereby, and that no such person shall have any such interest at any time during the
term of this Agreement.
17. NON - LOBBYING. Pursuant to §216.347, Fla. Stat., as amended, the City agrees that funds received
from the District under this Agreement shall not be used for the purpose of lobbying the Legislature or
any other state agency.
18. PERMITS. The City shall comply with all applicable federal, state and local laws and regulations in
implementing the Project and shall include this requirement in all subcontracts pertaining to the Project.
The City shall obtain any and all governmental permits necessary to implement the Project. Any activity
not properly permitted prior to implementation or completed without proper permits does not comply
with this Agreement and shall not be approved for funding.
19. PUBLIC RECORDS. Records of the City that are made or received in the course of performance of the
Project maybe public records that are subject to the requirements of chapter 119, Fla. Stat. Each party
reserves the right to cancel this Agreement for refusal by the other party to allow public access to all
documents, papers, letters, or other material related hereto and subject to the provisions of chapter 119,
Fla. Stat., as amended.
IN WITNESS WHEREOF, the St. Johns River Water Management District has caused this
Agreement to be executed on the day and year written below in its name by its Executive Director, and the
City has caused this Agreement to be executed on the day and year written below in its name by its duly
authorized representatives, and, if appropriate, has caused the seal of the corporation to be attached. This
Agreement may be executed in separate counterparts, which shall not affect its validity. Upon execution,
this Agreement constitutes the entire agreement of the parties, notwithstanding any stipulations,
representations, agreements, or promises, oral or otherwise, not printed or inserted herein. This
Agreement cannot be changed by any means other than written amendments referencing this Agreement
and signed by all parties.
ST. JOHNS RIVER WATER CITY OF WINTER SPRINGS
MANAGEMENT DISTRICT
AnnB.ll e, MD., Executive Directo designee)
Date: v -/ �0�
O AS TO FOW AND LEGALITY
fl
Assistant General Counsel
Attachment A — Project Description
5
Datt
APP R AS TO FORM AND LEGALITY
thony A. Garganese, City Attomey
ATTACHMENT A
(to be processed by the District as a "Work Order ")
PROJECT DESCRIPTION
(adjust line spacing as necessary)
I. General background
H. Description of Project
Contract LPS 12-4-Z,
Project Number
M. Objectives and measure of success (include the relationship of the project to the Solary Canal
treatment facility and the Lake Jesup BMAP)
IV. Time Frames, Milestones, and Deliverables
V. Budget and Cost schedule
Submitted by:
Brian Fields
City of Winter Springs
Date:
6
Approved by:
Executive Director or Projects Division Director
Derek Busby, Project Manager
St. Johns River Water Management District
Date:
SOLARY CANAL STORMWATER TREATMENT AREA IMPROVEMENTS
I. PROJECT BACKGROUND
The City of Winter Springs is located entirely within the Lake Jesup watershed, for which a total
maximum daily load (TMDL) has been established for nutrients. The Lake Jesup Basin Management
Action Plan (BMAP), adopted in 2010, required the city to reduce total phosphorus (TP) loads to the
lake by 1,539 Ibs /yr over a 15 -year timeframe. In January, 2017, the city (through a contract
engineer) completed a technical memorandum (TM) (dated 01/02/2017) identifying potential
projects to aid the city in attaining its BMAP targets.
II. SCOPE OF WORK
Three improvements to the city's existing Solary Canal Stormwater Treatment Area (Figure 1
below) were proposed to improve the nutrient removal capabilities of the facility including:
1. Retrofit of the existing interconnection between the two Stormwater Treatment Area
ponds with a gabion weir containing filtration media,
2. Retrofit of the existing outfall structure to include an up -flow filter containing filtration
media; and
3. Construction of a sediment sump at the inflow to the Stormwater Treatment Area (STA).
Based on discussion with the city and further review of project design and construction budgets, it
was determined that the project approach will include improvements 2 and 3 above. Improvement 2
will provide cost - effective nutrient removal. Improvement 3 will remove accumulated sediment (to
the original design depth) from the inflow channel to the STA to improve efficient operation of the
system.
III. PROJECT ADMINISTRATION AND DELIVERABLES
The Recipient shall be responsible for the following:
Complete and obtain final project design, construction plans, and specifications;
Obtain all required permits, including right of access to the project sites, related
to project construction and subsequent operation and maintenance of the
completed work;
Assure compliance with all permits and permit conditions;
• Provide procurement for project construction;
• Perform supervision and inspection of construction;
• Perform construction contract administration;
• Assure compliance with cost accounting practices and procedures required for
reimbursement of cost share funds expended.
The Recipient shall provide the following to the District's Project Manager:
• A copy of Recipient's executed construction contract documents;
• A copy of any subsequent change orders to the contract;
• Timely invoices for actual construction costs (i.e. appropriate substantiation
that demonstrates that the applicant has paid for the total work cost and is
seeking reimbursement) to enable proper review by the District's Project
Manager prior to payment authorization;
• Monthly progress reports identifying project progress to date, key milestones
reached, overall project schedule versus time for project completion, key
issues to be resolved, project construction photos; monthly reports shall also
be emailed to the District's Budget Manager at: mlicourt @slrwmd.com.
• Certification of construction completion by a Professional Engineer registered
in the state of Florida.
The city shall ensure the tasks in the Task Identification section below are completed.
IV. TASK IDENTIFICATION
Task 1— Engineering Design
This task includes all aspects of data and information gathering needed to produce engineering and
design specifications needed to permit and construct the construction elements of the project.
This includes but is not limited to:
Topographic Survey
Geotechnical Data
Development of Contract Documents (e.g. Construction Drawings and Specifications
and Engineer's Opinion of the Probable Construction Cost)
Task 2 — Permitting
This includes all necessary work to secure required permits from the Florida Department of
Environmental Protection (FDEP) or other appropriate regulatory entitiy(ies).
This includes but is not limited to:
Coordination with FDEP
Permit Application
Task 3 — Project Management
This task includes all activities required to maintain the project on schedule and within budget
including but not limited to:
Project Kick -Off and Progress Meetings
Project Quality Management
Provision of project status reports
Development and timely submission of project invoices
Task 4 — Construction
This task includes all tasks needed to construct the project including site prep, maintenance of traffic,
construction, site clean up and any other activities required to bring the project to a successful conclusion.
V. TIME OF COMPLETION /SCHEDULE
The total project effort must be completed prior to June 30, 2018.
VI. BUDGET /SCHEDULE
For satisfactory completion of the Project, the District shall pay the city $195,555.
The city shall invoice the District monthly with appropriate documentation. Invoices shall include a copy of the
contractor's invoices submitted to the city, proof of payment by the city, and other required supporting
documentation for reimbursement. The city may choose to invoice less frequently but no more than quarterly.
All invoices must be received within 45 days of contract expiration. The city may invoice for project related
expenses (as delineated in this scope of work) beginning April 1, 2017.
The city shall submit monthly progress reports to the District's Project Manager and the District's Budget
Manager within 15 days of the end of each month for work accomplished during that month. The email address
for the District's Budget Manager is mlicourt @sjrwmd.com. The city shall submit a final project report within 30
days of Final Completion and acceptance by the City of Winter Springs detailing the project's accomplishments
and any issues resolved during the course of the work.
Estimated Task Amount
Anticipated Start Date
Anticipated Completion Date
Task 1— Engineering Design
$26,780.00
November 30, 2017
January 30, 2018
Task 2 - Permitting
$5,435.00
February 1, 2018
March 15, 2018
Task 3 — Project Management
$6,275.00
November 30, 2017
June 30, 2018
Task 4 - Construction
$157,065.00
March 30, 2018
June 30, 2018
Improvement 1
Retrofit interconnection with
gabion weir containing
filtration media
k
J,
s !
lop
l` Improvement Z
Retrofit treatment wetland outfaII
c ont rol structure with upflow filter
containing filtration media
j improvement 3
Remove sediment buildup at
facility inflow structure and construct �
sediment sump f,
LMUJ
T WN
Legend N Project Area
.;� Figure 1
olafy Canal STA Parcels
Impioven gent Locations +
{
City of Minter Springs
ofary Canal Stormwater Treatment Area Improvements
0 LSD 300 COM
Smith
EXHIBIT C
TASK AUTHORIZATION NO. 2
FOR
SOLARY CANAL STORMWATER TREATMENT AREA IMPROVEMENTS
This Task Authorization, when executed, shall be incorporated in and become part of the Agreement for
Professional Services between the City of Winter Springs (CITY), and CDM Smith Inc. (ENGINEER), dated
February 26, 2015 hereafter referred to as the Agreement.
I. PROJECT BACKGROUND
The CITY is located entirely within the Lake Jesup watershed, for which a total maximum daily load
(TMDL) has been established for nutrients. The Lake Jesup Basin Management Action Plan (BMAP),
adopted in 2010, required the CITY to reduce total phosphorus (TP) loads to the lake by 1,539 Ibs /yr
over a 15 -year timeframe. In January, 2017, the ENGINEER completed a technical memorandum (TM)
(dated 01/02/2017) identifying potential projects to aid the CITY in attaining its BMAP targets. Three
improvements to the CITY's existing Solary Canal Stormwater Treatment Area (Figure 1) were proposed
to improve the nutrient removal capabilities of the facility including:
1. Retrofit of the existing interconnection between the two Stormwater Treatment Area ponds
with a gabion weir containing filtration media;
2. Retrofit of the existing outfall structure to include an up -flow filter containing filtration media;
and
3. Construction of a sediment sump at the inflow to the Stormwater Treatment Area (STA).
Based on discussion with the City and further review of project design and construction budgets, the
project approach will include improvements 2 and 3 above. Improvement 2 will provide cost - effective
nutrient removal. Improvement 3 will remove accumulated sediment (to the original design depth) from
the inflow channel to the STA to improve efficient operation of the system. This Task Authorization
includes preparation of final design documents as well as preparation and submittal of the
environmental resource permit (ERP) application for the proposed improvements.
II. SCOPE OF WORK
The following tasks define the Scope of Work for the design and permitting of the proposed Solary Canal
Stormwater Treatment Area Improvements. The tasks include field data collection, survey, geotechnical
investigation, preparation of final design plans and preparation of the ERP permit to be provided by the
ENGINEER.
TASK 1- FIELD DATA COLLECTION AND REVIEW
Subtask 1.1- Topographic Survey
The ENGINEER will perform the collection of detailed topographic survey information to further support
design of the proposed improvements. The survey will establish a State Plane Coordinate (NAD 83/1990)
'Rith Page 1 of 7
4/14/2017
Improvement 1
Retrofit interconnection with
gabion weir containing
filtration media
} . jI-
:I.
Improvement 3
Remove sediment buildup at
facility inflow structure and construct
' sediment sump
Improvement 2
Retrofit treatment wetland outfall
control structure with upf low filter
containing filtration media
Legend N Project Area
Figure 1
Solary Canal STA Parcels
Improvement Locations
City of Winter Springs
Solary Canal Stormwater Treatment Area Improvements
0 150 300 600 900 1,200 CDM
Feet Smith
baseline for horizontal and vertical control, cross sections, soil borings location, and topographic
contours in the vicinity of the project areas. The survey will establish a vertical datum (e.g., NAVD 1988)
as mutually agreed by the City.
The CITY will provide the ENGINEER with as -built drawings of the currently constructed system in an
AutoCAD- compatible format. Topographic information for relevant structures (24 -inch RCP
interconnecting the two site ponds, and the pond outfall structure) will be taken from as -built
documents. The existing available survey will be used to the extent practical to reduce survey effort.
The survey services will be provided by Southeastern Surveying & Mapping Corp. (SSMC) and are divided
into individual sub - tasks, as follows:
■ Obtain spot elevations on natural ground and existing improvements suitable for the interpolation of
one foot contours to be shown on the final drawing
■ Improvement 2: Outfall structure details (bottom, slot, top, outfall pipe inverts); and
■ Improvement 3: Spot elevations, contours, cross - sections of inflow structure and the pond
immediately downstream of the structure, including spot elevations of the current sediment
buildup versus the actual pond bottom.
■ Establish horizontal and vertical control /benchmarks
■ Supplemental survey as needed to support the available (CITY - provided) as -built drawings.
■ Location and elevations of soil borings as performed by others.
A survey allowance of $4,000 has been budgeted for this task. Based on refinements to the proposed
project design, actual survey components may be adjusted to support the design as needed within the
budgeted allowance. The survey effort will be developed and applied for the existing and proposed site
as effectively as possible.
Project survey documents will be produced and submitted to the City in an electronic format compatible
and acceptable to the City (e.g., PDF and Microsoft Word). The electronic survey will be used as a basis
for the development of design documents for the proposed improvements.
Subtask 1.2 - Geotechnical Data
The CITY will provide ENGINEER with the geotechnical investigation(s) performed as part of the design
for the currently constructed system. Following review of the available report(s), the ENGINEER will
conduct a geotechnical investigation as part of the project design to supplement the available data and
support final design. The geotechnical investigation will consist of conducting geotechnical field and
laboratory testing services specific to the proposed design features. Geotechnical and Environmental
Consultants, Inc. (GEC) will perform the geotechnical investigation.
For the geotechnical investigation, the scope of work will include the following tasks:
■ Review existing documentation and geotechnical reports;
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■ Stake boring location at the site;
■ Clear utilities at the boring locations, if necessary;
■ Mobilize mudbug- mounted drill rig and personnel to the site;
■ Improvement Area 2:
• Perform 1 Standard Penetration Test (SPT) borings to a depth of 20 feet below existing
grade;
• Grout -seal all borings upon completion;
• Perform routine laboratory soil classification tests to aid in visual soil classification.
The geotechnical engineering report will document subsurface conditions at the boring locations,
provide current and estimated seasonal high groundwater levels and will present geotechnical
engineering recommendations for site preparation, excavation, fill placement and compaction and
drainage structure and gabion weir design.
A geotechnical allowance of $3,500.00 has been budgeted for this task. The existing geotechnical data
will be used to the extent practical to reduce geotechnical effort. Based on refinements to the proposed
project design, actual geotechnical components may be adjusted to support the design as needed within
the budgeted allowance.
TASK 2 - CONTRACT DOCUMENTS
The ENGINEER will prepare final construction drawings and specifications for the proposed project in
general conformance with Florida Department of Transportation (FDOT) and CITY design standards
suitable for bidding and construction. Reference to FDOT standards and specifications will be used
where applicable. Otherwise, non -FDOT items will be addressed as special provisions.
Subtask 2.1- Construction Drawings and Specifications
Based on the results of Task 1, the ENGINEER will proceed with the preparation of construction drawings
and specifications. Construction drawings and specifications shall conform to FDOT design criteria,
including format. The ENGINEER will prepare 11 -inch by 17 -inch drawing sheets (at a scale of 1 inch = 40
feet). The design drawings will include up to the number of drawing sheets listed in Table 1. Due to
refinements of the design, actual design sheets may differ somewhat from those listed in Table 1. The
Engineer will submit drawings to the CITY for review at the 30, 60, and 100 percent design milestones.
Draft specifications will be provided with the 60 percent submittal and final specifications will
accompany the 100 percent construction drawings. This task includes one review meeting with City
staff at both of the 30 and 60 percent design milestones, and one final comprehensive review meeting.
The ENGINEER will submit three copies of 11- inches x 17- inches (half sizes) FDOT format drawings at
each scheduled design milestone for CITY review. The CITY's review comments will be incorporated into
the final contract documents as mutually agreed upon. The ENGINEER will furnish one full size
reproducible (hard copy) set (22 -inch x 34 -inch) of final construction documents to the CITY prior to bid
advertisement.
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Design specifications will reference standard FDOT specifications as applicable and include special
provisions and reference to manufacturer's specifications for non -FDOT items.
Table 1— Estimated Sheet Count
Sheet Description
Number of Sheets
Cover
1
General Notes
1
Survey
1
Civil Plan and Profiles
1
Civil Cross - Sections
1
SWPPP /Erosion Control Plan
2
Civil Details
1
Total
8
Subtask 2.2 - Engineer's Opinion of the Probable Construction Cost
The ENGINEER will provide an engineer's opinion of the probable cost of construction for the project at
the 60 percent completion milestone and prepare a final opinion of the probable construction cost
estimate at the completion of the design.
TASK 3 - PERMIT ASSISTANCE
For this project, it is assumed that minor modifications to the existing ERP will be required from the
Florida Department of Environmental Protection (FDEP). The ENGINEER shall prepare and submit a ERP
permit package to FDEP for their review and approval. The ENGINEER will respond to one Request for
Additional Information (RAI) to clarify information in the permit application packages without additional
compensation.
Subtask 3.1 - Coordination with the FDEP
The ENGINEER will coordinate with representatives of the FDEP to discuss the objectives of the overall
project and to clarify the level of permitting needed for the proposed improvements.
Subtask 3.2 - Permit Application
The ENGINEER will work with FDEP to facilitate the permitting of this project. The ENGINEER will
prepare a modification to the existing ERP and coordinate work efforts with FDEP as appropriate. The
following elements are expected to be required for this ERP modification: Summary of project, Basin
delineation, references to existing permit information (e.g. peak flows and stages), construction
sequence, proposed construction layout, erosion control, construction techniques, stormwater
treatment and control techniques and wetland and surface water impacts. All permit fees are to be paid
by the CITY.
It is anticipated that no hydrologic and hydraulic modeling efforts will be necessary for the permit
modification effort. If such efforts are required by FDEP, they would be addressed as additional services
to this scope of work.
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TASK 4 - MEETINGS AND PROJECT QUALITY MANAGEMENT
Activities performed under this task consist of those general functions required to maintain the project
on schedule, within budget, and that the quality of the work products defined within this scope is
consistent with ENGINEER's standards and CITY's expectations. Specific activities included are identified
below:
Subtask 4.1 - Project Kick -Off and Progress Meetings
ENGINEER will prepare for and conduct a kick -off meeting for the project, which will also serve as a 10
percent design review meeting. The ENGINEER will also attend one design review meeting after the 60
percent submittal. The ENGINEER will prepare and distribute a bullet point summary of each meeting as
appropriate and provide to the City within 7 days of the meeting date.
Subtask 4.2 - Project Quality Management
ENIGNEER maintains a quality management system (QMS) on CITY projects performed by the ENGINEER.
An internal project planning meeting will be conducted at the start of the project. This action is required
by ENGINEER's QMS guidelines. Technical Review Committee (TRC) meetings are budgeted for and will
be performed to review the 10, 30, and 60 percent milestone submittals as well as the final contract
documents.
Subtask 4.3 - Project Status Reports
ENGINEER's project manager will prepare and submit monthly written status reports for an anticipated
project life of 4 months.
III. ASSUMPTIONS
The above described engineering services have been based upon the following assumptions:
1. Vehicle and pedestrian access will be used for site visits.
2. Due to refinements of the design, actual design sheets may differ somewhat from those listed in
Table 1. However, it is anticipated that the actual sheet count and level of effort will be
comparable. Should the design require additional sheets this effort will be addressed as
additional services to the scope of work.
3. No maintenance of traffic (MOT) plan or utility adjustment /relocation design is needed.
4. Design specifications will reference standard FDOT specifications as applicable and include
special provisions and reference to manufacturer's specifications for non -FDOT items.
5. No post- design services (e.g., bidding, construction inspection, as -built certification) is needed.
6. Permit review fees will be paid for by the City.
7. No hydrologic and hydraulic modeling efforts are included. If deemed necessary to permit the
project, these would be addressed as additional services to the scope of work.
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8. Much of the information required as part of the permit modification can be referenced to the
existing permit for the system.
IV. DELIVERABLES
ENGINEER will provide the following deliverables to the City:
1. One set of project survey documents (Task 1).
2. Two copies of the Geotechnical Investigation Report (Task 1)
3. Three paper copies and one digital PDF copy each of 11 in x 17 in (half sizes) at 30 and 60 percent
design milestones (Task 2).
4. One full size (22 in x 34 in) reproducible set of final design drawings (Task 2).
5. Two copies of the engineer's opinion of the probable cost of construction for the project at the 60
percent completion milestone and the final opinion of probable cost of construction at the
completion of the design (Task 2).
6. Two copies of project specifications at the 60 percent and final design completion milestones.
7. One completed ERP application (Task 3).
8. Progress meetings (up to 2) (Task 4).
9. One compact disk containing final CAD files and project deliverables.
V. TIME OF COMPLETION /SCHEDULE
The total time for completing the ENGINEER's services required under this Task Authorization is four
months from the date of the Notice to Proceed.
VI. COMPENSATION AND PAYMENT
The CITY agrees to pay the ENGINEER for completed tasks on a lump sum basis up to a total of $38,490
as shown in Table 2. For invoice purposes, only, the value of each task is as shown in Table 2. The
CONSULTANT will invoice monthly as a percentage of the lump sum based on the percentage of work
completed during the billing period.
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The above is agreed upon by:
CDM Smith Inc.
Date
City of Winter Springs Project Manager Date
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Table 2
City of Winter Springs, Florida
Solary Canal Stormwater Treatment Area Improvements
Cost Breakdown for Task Authorization No. 2
April 2017
Task
No.
Description
Officer
210.00
Principal
in- charge
185.00
Proj.
Manager
160.00
Project
Engineer
125.00
Drafting
Prof.
85.00
Proj.
Admin.
75.00
Activity
Total
Total
Labor
ODC's
OP's
Hrs
Hrs
Hrs
Hrs
Hrs
Hrs
Hrs
$
$
$
1.0
FIELD DATA COLLECTION AND REVIEW
1.1
ITopographic Survey
0
0
4
4
0
0
8
$1,140.00
- --
$4,000
1.2
lGeotechnical Data
0
0
4
4
0
0
8
$1,140.00
$3,500
Task 1.0 Subtotal
0
0
8
8
0
0
16
$2,280.00
$165.00
$7,500
2.0
CONTRACT DOCUMENTS
2.1
lConstruction Drawings and Specifications
1
8
8
36
72
2
127
$13,740.00
- --
$0
2.2
Engineer's Opinion of the Probable Construction Cost
0
1
4
14
0
2
21
$2,725.00
- --
$0
Task 2.0 Subtotal
1
9
12
50
72
4
148
$16,465.00
$370.00
$0
3.0
PERMIT ASSISTANCE
3.1
lCoordination with FDEP
0
2
4
0
0
0
6
$1,010.00
- --
$0
3.2
JPerrnit Application
1
4
8
8
8
4
33
$4,210.00
$0
Task 3.0 Subtotal
1
6
12
8
8
4
39
$5,220.00
$215.00
$0
4.0
MEETINGS AND PROJECT QUALITY MANAGEMENT
4.1
Project Kick -Off and Progress Meetings
0
2
2
2
0
2
8
$1,090.00
$0
4.2
Project Quality Management
2
4
12
0
0
4
22
$3,380.00
$0
4.3
Project Status Reports
0
2
4
2
0
4
12
$1,560.00
$0
Task 4.0 Subtotal
2
8
18
4
0
10
42
$6,030.00
$245.00
$0
Project Totals 4 23 50 70 80 18 245 $29,995.00 $995.00 $7,500.00
Project Totals
Labor Cost
Other Direct Cost
Outside Prof. Cost
$29,995.00
$995.00
$7,500.00
Total Cost
$38,490.00