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HomeMy WebLinkAbout1997 05 12 Consent Item G COMMISSION AGENDA ITEM G REGULAR CONSENT X INFORM A TIONAL May 12. 1997 Meeting MGR ~V- /DEPT JPY Authorization REQUEST: Storm water Utility Department Requesting Authorization to Execute Amendment 54 for Consulting Engineering Services with Conklin, Porter & Holmes Engineers, Inc. PURPOSE: The purpose of this Board item is to request authorization for the execution of Amendment 54 for the design of the Moss Road Culvert Improvements with Conklin, Porter & Holmes Engineers, Inc. at a cost of $9,210.00. CONSIDERA TIONS: This Amendment is to provide engineering services for the replacement of the Moss Creek culvert under Moss Road. It is needed because the culvert is undersized causing stormwater to frequently overtop Moss Road during storm events. The culvert is located on Moss Road south of Hacienda Village and north of Mosswood Apartments. This has occurred as recently as four weeks ago. The homes on the west side of Moss Road adjacent to Moss Creek have been negatively impacted by the high water as is the traffic on Moss Road when the water can reach depths of 8 to 12 inches. The scope of work includes surveying, engineering design, permitting, and bidding services. We anticipate using the existing available stormwater modeling for Gee Creek for preparing the SJRWMD permit. No negative downstream impact is contemplated as a result of this project. The estimated construction cost is $70,000 which will be proposed in FY 1997/1998 Stormwater Utility Capital Improvement budget. It is estimated that Moss Road will have to be closed for 45 to 60 days to complete this project. May 12, 1997 Consent Agenda Item G Page ..2 FUNDING: The cost for Amendment 54 is $9,210. The source of funds would be the consulting engineering line code (53180) of the Stormwater Utility Fund. A transfer of $5,000 for the capital improvements line will be made to cover the costs. Funds would be expended in 150 days. Funds in the amount of $70,000 for construction will be presented in the Fiscal Year 1997/1998 budget. RECOMMENDATION: It is recommended that authorization be given for the execution of Amendment 54 for the design of the Moss Road Culvert Improvements with Conklin, Porter & Holmes Engineers, Inc. at a cost of $9,210.00 payable from the Stormwater Utility Fund consulting engineering line code (53180). IMPLEMENTATION SCHEDULE: The scope of services will be completed within 150 days of approval. A TT ACHMENTS: 1. Amendment 54 COMMISSION ACTION: Attachment No. 1 AlVIENDMENT S4 TO AGREEMENT I DATED NOVEMBER 27, 1984 FOR MOSS ROAD CULVERT IMPROVEMENT AT MOSS CREEK BETWEEN THE CITY OF WINTER SPRINGS AND CONKLIN, PORTER & HOLMES - ENGINEERS, INC. This Amendment dated , 1997, by and between the City of Winter Springs (hereinafter called the OWNER) and Conklin, Porter & Holmes - Engineers, Inc. (hereinafter called the Engineer), is mutually agreed upon and declared an authorized Amendment to an Agreement dated November 27, 1984, between the parties, herein setting forth the scope, terms and conditions for the services herein authorized. The appropriate provisions of the November 27, 1984, Agreement apply as fully as if repeated herein. SECTION 1 GENERAL 1.1 The purpose of this Amendment is to provide for Engineering Services, more specifically itemized herein, in the preparation of Plans, Specifications and Permitting for the improvements to the Moss Road Culvert piping at Moss Creek as described in the Gee Creek Basin Study. SECTION 2 BASIC SERVICES OF THE ENGINEER 2.1 GENERAL 2.1.1 The ENGINEER agrees to perform professional services in connection with the project as hereinafter stated. 2.1.2 The ENGINEER will serve as the OWNER's professional engineering representative in those phases of the project to which this Amendment applies, and will give consultation and advise to the OWNER during the performance of his services. The ENGINEER will perform the services for the City Commission under the general supervision of the City Manager and Utilities Director and will submit interim plans to them for their review, input, decision, etc. as appropriate. SECTION 3 SCOPE OF SERVICES 3.1 GENERAL The OWNER hereby authorizes the ENGINEER to proceed with the preparation of plans, specifications and permitting for the Moss Road Culvert Improvements. 3.2 LOCATION 3.2.1 The culvert is located on Moss Road for the Moss Creek Crossing. 3.3 DATA COLLECTION 3.3.1 Gather available City stormwater infrastructure maps/database and any historical engineering plans, calculations, or record drawings with regard to the roadway culvert on Moss Road at Moss Creek. 3.3.2 Gather recent survey and other data collected by Seminole County for the Gee Creek Basin Study. Contact the County's consulting engineer conducting the study to collect this data, and also obtain any available modeling input/output of No- N ame Creek. 3.3.3 Gather SJRWMD and City topographic maps and aerial photo maps. 3.3.4 Determine the area served by this ditch located off of Sanford-Oviedo Road, based on the aerials, topographic data and the Gee Creek Basin Study. 3.4 ENGINEERING DESIGN 3.4.1 Retain the services of a registered land surveyor to obtain roadway information and culvert elevations in order to properly replace the culvert at Moss Road. Also, obtain upstream and downstream ditch cross sections. 3.4.2 Retain the services of an environmentalist to determine the extent of the potential wetlands and available options concerning the dredge and fill aspects of the project. 3.4.3 Based upon the information gathered and reviewed, verify the proposed Moss Road culvert improvement size to adequately convey existing peak flows without overtopping the roadway for the desired Level of Service. Also check the peak design flow rates will not exceed existing peak flow rates. Retain the Gee Creek Basin Study consultant to verify conditions of the recommendation within the study are met by the new culvert. 3.4.4 We will prepare engineering design plans for the improvements and any necessary miscellaneous erosion/sediment controls. A plan base sheet will be prepared based upon the survey and existing available historical data. Improvement Plans will consist of two (2) sheets: a cover sheet with general notes and project data, and one (1) Plan/profile sheet along with a cross section view and also any miscellaneous details for erosion control and pipe culvert design. 3.5 PERMITTING 3.5.1 Prepare a SJRWMD environmental permit application for Moss Creek and engineering calculations report; to include data on Moss Creek, model results from the County Study and update work, calculations demonstrating accepting conveyance through the culvert, and miscellaneous supporting exhibits, narrative and information. It is not anticipated at this time to prepare/conduct any additional modeling of Moss Creek. This is not included in the scope of this project since we intend to fully utilize the existing available model data from the County study and retain the consultant to run the new culvert in the existing model. Should the District require additional information/modeling beyond that already available, an addendum to this contract will be necessary. 3.6 BIDDING SERVICES The Engineer will provide these services after separate authorization and Notice to Proceed from the OWNER. 3.6.1 Prepare advertisement for bid for placement in appropriate publications by the OWNER. 3.6.2 Distribute and keep records of the distribution of documents to bidders and suppliers. 3.6.3 Issue addenda to the documents as required. 3.6.4 Answer questions of bidders and suppliers. No interpretations of the documents shall be made, other than through issuance of addenda to the documents. 3.6.5 Attend the bid opening and OWNER's meetings at which bids are to be opened and contracts awarded. 3.6.6 Evaluate the bids and assist the OWNER in the selection of the construction contractor. 3.6.7 Consult with the OWNER and participate in all decisions as to acceptability of subcontractors and other persons and organizations proposed by the general contractor for these portions of the work for which subcontractor approval is required by the documents. 3.6.8 Prepare and review contracts, bonds, insurance certificates, construction schedules and other portions of the Contracts in order to assist the OWNER in his determination as whether to issue a Notice to Proceed to the Contractor. SECTION 4 SUPPLEMENTARY SERVICES OF THE ENGINEER 4.1 If authorized in writing by the OWNER prior to the rendering of such services, the ENGINEER will furnish or obtain under subcontracts, supplementary services of the following types which will be paid for by the OWNER as described in SECTION 6, Paragraph 6.1.2. 4.1.1 Additional services due to significant changes in the scope of the project or its design including, but not limited to, changes in size, complexity, character of construction or due to time delays in initiating or completion of the work as described herein. 4.1.2 Additional services in connection with the project including services normally furnished by the OWNER as described in Section 5 herein and services not otherwise provided for in this Amendment. 4.1.3 Preparing to serve and serving as an expert witness for the OWNER in any protest, litigation, or other proceeding involving the project. 4.1.4 Additional engineering services required by revisions to regulations (after the date of this Amendment) as applicable to the Florida Department of Environmental Protection, the St. Johns River Water Management District, or other regulatory agency requirements. 4.1.5 Provide, through a subconsultant, surveying services if required or requested by the OWNER. 4.1.6 Provide, through a subconsultant, soils investigation and geohydrological services if required or requested by the OWNER, or if required by SJRWMD, recommended by the ENGINEER and authorized by the OWNER. 5.1 5.1.1 5.1.2 5.1.3 5.1.4 5.1.5 5.1.6 5.1.7 5.1.8 5.1.9 SECTION 5 THE OWNER'S RESPONSIBILITIES The OWNER will: Advise the ENGINEER of his requirements for the project and designate a person to act as the OWNER's representative with respect to the work to be performed under this Amendment, and such person shall have complete authority to transmit instructions, receive information, interpret and define the OWNER's policies and decisions pertinent to the work covered by this Amendment. Guarantee access to make all provision for the ENGINEER to enter upon public and private lands as required for the ENGINEER to perform his work under this Amendment. Provide data requested that is reasonably available on the existing utility systems, population and projections, land use and planning information. Provide personnel to locate facilities and mow, trim, or otherwise make them accessible for inspection. Examine all studies, reports, sketches, and other documents presented by the ENGINEER and render decisions pertaining thereto within a reasonable time so as not to delay the work of the ENGINEER. Obtain approval of all governmental authorities having jurisdiction over the project, and such approvals and consents from such other individuals or bodies as may be necessary for completion of the Project. Furnish, or direct the ENGINEER in writing to provide at the OWNER's expense, soils investigations if advised in writing by the ENGINEER that they are necessary or advisable. Furnish, or direct the ENGINEER in writing to provide at the OWNER's expense, necessary additional services as stipulated in Section 4 of this Amendment, or other services as required. Provide such legal, accounting, and insurance counseling services as may be required for the project, and such auditing services as the OWNER may require. 5.1.10 Give prompt written notice to the ENGINEER whenever the OWNER observes or otherwise becomes aware of any defect in the Project. SECTION 6 PA YMENT 6.1 PAYMENT Payments for services and expenses of the ENGINEER to be as set forth below: 6.1.1 Principals and Employees of the Engineer. 6.1.2 Compensation paid to the ENGINEER for services described herein and rendered by principals and employees assigned to the Project will be computed by multiplying Direct Personnel Expense (defined in Paragraph 6.2.4 herein) times a factor of 2.0 plus all reimbursable expenses. The fee for the scope of services described in Section will be provided for a lump sum fee of $9,210.00. A listing of the separate tasks and estimated fees are contained as Attachment 1. 6.2 REIMBURSED EXPENSES 6.2.1 The OWNER will make prompt monthly payments in response to ENGINEER's monthly statements without retention for all categories of services rendered under this Amendment and for reimbursable expenses incurred. 6.2.2 Charges for the services rendered by principals and employees as witnesses in any litigation, hearing or proceeding in accordance with Paragraph 4.1.3 will be computed at a rate of $650.00 per day or any portion thereof (but compensation for time spent in preparing to appear in any such litigation, hearing or proceeding will be computed on an hourly rate. 6.2.3 If this Amendment is terminated during prosecution of the services prior to completion of the services of Section 3, payments to be made in accordance with Paragraph 6.1.1 and 6.2.1 on account of that and all prior work under this Amendment shall be due and payable, and shall constitute total payment for services rendered. In addition, upon termination, the ENGINEER shall be paid for any Additional Services authorized and rendered under Section 4. 6.2.6 The ENGINEER shall promptly begin work on the services authorized by this Amendment upon receipt of notice to proceed from the OWNER. SECTION 7 GENERAL CONDITIONS 7.1 Since the ENGINEER has no control over the cost of labor, materials, equipment, or over any construction contractor's method of determining prices, any opinions of probable construction cost, which may be provided in the services of this Amendment, are made on the basis of his experience and qualifications and represents his best judgement as a design professional familiar with the construction industry, but the ENGINEER cannot and does not guarantee that bids or the construction cost will not vary from opinions of probable cost prepared by him. 7.2 The OWNER and the ENGINEER each binds himself and his partners, successors, executors, administrators and assigns to the other party of his Amendment and to partners, successors, executors, administrators', and assigns of such other party in respect to all covenants of this Amendment. Nothing herein shall be construed as creating any personal liability on the part of any officer or agency of any public body which may be a party hereto, nor shall it be construed as giving any rights or benefits hereunder to anyone other than the OWNER and the ENGINEER. SECTION 8 8.1 The ENGINEER agrees to prosecute the work in a timely manner until the Project is complete. IN WITNESS WHEREOF, the parties hereto have made and executed this Amendment the day and year first above written. OWNER: City of Winter Springs, Florida ATTEST BY: DATE: ENGINEER: Conklin, Porter & Holmes - Engineers, Inc. ATTEST Oi0l.,xl:iv ( 1l~3jCr? By:~Sr.tJ,? DATE: Lj /..2-3/Y 7 I amend54.proltmz ATTACHMENT 1 MANPOWER AND COST ESTIMATE AND SURVEY PROPOSAL MOSS CREEK CULVERT REPLACEMENT MANPOWER ESTIMATE , P E T/D S OPE Design 4 16 20 2 SJRWMD Permitting 4 24 16 4 Bidding Services 1 6 8 12 Survey $900.00 Environmentalist $500.00 Hydrologist $500.00 9 46 44 18 $1,900.00 Estimated cost of CPH items based on the hours above are: *Permitting Preparation & Submittal .................. $3,180 *Design . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $2,730 *Bidding Services .............................. $1.400 TOTAL CPH SERVICES ........................ $7,310 TOTAL ENGINEERING SERVICE .. . . . . . . . . . . . . . . . $9,210 AMEND54, PRO/anz Tinklepaugh SURVEYING SERVICES INC. 'Apri/21, 1997 Conklin, Porter & Holmes, Inc. 1104 East Robinson Street Orlando, Florida 32801 Attention: Mr. Terry Zaudtke RE: Surveying Services for culvert replacement @ Moss Road Canal <lying between Lombardy Road & Alderwood St. N.) Proposal #97-076 Dear Terry, Tinklepaugh Surveying Services, Inc. is pleased to present the following proposal: SCOPE We will provide topographic information for the referenced project including cross sections of the canal adjacent to the east and west edges of pavement of Moss Road and fifty (50) feet east and west thereof. We will also obtain cross sections along Moss Road fifty (50) feet north and south of the canal. Existing pipe sizes and inverts will be measured. Culture within the proposed area will be shown. Above ground and surface indications of utilities servicing the site will be located. In addition, prior to commencing the field work, we will contact the various utilities to flag the location of any underground lines affecting the site. These lines as flagged by the responding utility companies will also be shown on the survey. It is our understanding that right of way lines need not be established. FEE: $900 Revisions, additional certifications, title reviews, etc. will be provided at an additional fee. The terms of this agreement shall be valid for client acceptance for thirty (30) days. Invoices are due and payable at time of receipt; in the case of delinquent accounts (90 days or over) the client agrees to pay, in addition to the full face amount of the invoice, all reasonable collection, and/or attorney's fees required in the process of collection. 1104 E. ROBINSON STREET · ORLANDO, FLORIDA 32801 TELEPHONE (407) 422-0957 FAX (407) 648-1036 Conklin, Porter & Holmes, Inc. Attn: T. Zaudtke 04/21/97 Page -2- 97 -076 Four sets of the survey, signed and sealed, will be provided at job completion. Additional prints, pick-ups or delivery, and other identifiaole direct out of pocket expenses will be invoiced at a multiplier of 1.25. We sincerely appreciate your choosing Tinklepaugh Surveying Services, Inc. for a proposal and look forward to working with you on this project. Sincerely, TINKLEPAUGH SURVEYING SERVICES, INC. ~A IV /AVC~ Arthur W. Tucker Vice President ,If this proposal is satisfactory, please have the financially responsible party execute and return one copy to this office as our authorization to proceed. The undersigned affirms that he or she is responsible for the fees as stated in this proposal and agrees to the terms contained therein. Signed Name Title Date Printed Name AWT:gs