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HomeMy WebLinkAbout2010 05 24 Consent 202 Approve Task Order #4 Engineering Services Agreement with Camp Dresser & McKee Inc. COMMISSION AGENDA CONSENT X INFORMATIONAL ITEM 202 PUBLIC HEARING REGULAR Ma Y 24 2010 MGR j /DEPT Meeting Authorization REQUEST: The Public Works Department — Stormwater Division requests the City Commission approve Task Order #4 to the Engineering Services Agreement with Camp Dresser & McKee Inc. to provide professional engineering services for the piping of two stormwater ditches near Edgemon Avenue and Lombardy Road in the amount of $67,007 SYNOPSIS: This agenda item is for the design and permitting services necessary for the proposed piping and filling of two existing drainage ditches near Edgemon Avenue and Lombardy Road. These two drainage ditches have a combined length of approximately 1,400 feet are surrounded by residential properties. The piping and filling of the ditches will impede erosion and reduce the City's maintenance requirements. CONSIDERATIONS: • The Stormwater Division has a long -term goal of replacing open drainage ditches in residential areas with piped stormwater systems that are more reliable, minimize erosion potential, and reduce the City's annual maintenance requirements. Erosion of the open drainage ditches, especially during extreme storm events, can threaten the adjacent residential properties. • In 2008, the City completed the piping of an open drainage ditch between Flamingo Road and Moss Road (see Exhibit 1). This project consisted of the installation of approximately 225 feet of 48 -inch pipe and it was completed at a construction cost of approximately $90,000. • This agenda item is for the design and permitting services to pipe and fill two open drainage ditches near Edgemon Avenue and Lombardy Road having a combined length of approximately 1,400 feet (see Exhibit 1). The project is not currently funded for construction, which is estimated to cost in the range of $300,000 to $400,000. Completing the design and permitting for the project will position it to be shovel ready and in a favorable position for possible federal and/or state grant funding. The City has Regular Agenda Item #202 May 24, 2010 Page 2 of 2 completed several similar erosion control projects in the past under federal grants from the Natural Resources Conservation Service, including the Gee Creek Bank Stabilization project in Hacienda Village (2008) and the North Tuskawilla Road Outfall Project (2006). If no outside funding becomes available, the project could be constructed in phases over several years with funding from the Stormwater Utility Fund. • Staff issued Request for Qualifications (RFQ) #008 /08 /BF in May 2008 for Continuing Civil Engineering Services. A total of twenty -four (24) firms submitted their qualifications for review by a selection committee comprised of Public Works Staff. Two stormwater consultants, including Camp,Dresser, & McKee, Inc. (CDM), were recommended by the selection committee and approved by the City Commission for three -year Agreements at the August 8, 2008 City Commission meeting. Staff recommends CDM for this assignment because of their expertise in design and permitting stormwater projects of this nature. FISCAL IMPACT: The total design fee is $67,007 and the project is funded by the Stormwater Fund, consisting of $50,000 budgeted for this project and an additional $17,007 through a deferral of a Total Maximum Daily Load (TMDL) water quality project not scheduled for construction this year. COMMUNICATION EFFORTS: Before any field work begins, such as surveying or geotechnical investigations, Staff will notify all abutting residents with a flyer that will explain the project scope, schedule, and provide contact information for any questions. RECOMMENDATION: Staff recommends that the City Commission approve Task Order #4 to the Engineering Services Agreement with Camp Dresser & McKee Inc. in the amount of $67,007 funded from the Stormwater Fund ( #3800 - 65000) and authorize the City Manager and City Attorney to prepare and execute any and all applicable documents. ATTACHMENTS: 1. Exhibit 1 — Canal Piping Project Map 2. CDM Proposal dated May 2010 A� - - 44 Cc)) 45 45 SI J 0 S MOSS 61 S 'vloss - iii 50 S1 Bellsouth E . . g 51 A 50 _ ti 54 55 ^ - t5 54 : N',_ to 55 , X 18. z ' UN 18 UNK x - . ON s' .l1 n 54 Z 18' UNK _. - -.. `., .t... C ,a um< — — 60 60 .n F F _ I. A 61 61 64 6 0 < 1' 65 GA RpEN D _ . w . ,,11 . m 65 64 N 65 70 �1 64 __ z A s �o ° R, 71 70 71 � P j 1 70 71 - < 74 81 .. "' m t 2 J '- ' .80 171 181« e4t iip r. mba Se o 13 151161 T Sit 80 91 101 91 111 121 .: l0`° u' • 1 ,, , , .. _ LO MBr�P RD 4G 150 160 170 180 u ' ` y +, �.. .� . _ , �z 111 80 9 _100 110 120 130 �_ 10 , 111 110 m - 104 1 02 c) ,' ' , E 110 108 106 ill 112 114 112 113 120 118 116 O 107 .. 124 122 G O.- RD l ol . . • 115 114 B y E: I11 tr - 13 109 1 U) 121 119 117 115 113 109 107 r =� N 117 rn 2 • _, .: � .� _ _ . i. - . ,..l8 � _20 III 1 )011 116 '0 r 24' RCP T o 112 ! 209 ., .,... 20/ 208 ` 2 /g• E 2 • J'% -122 0 1 18 ; 210 5egment 1 116' 211 1 .11 Edge ' • . Flamingo RWO • 2 I g 9 RW 114 p, sr 0 100 0 2 0 0 2 12 t ' L 11 1 23 - ,' " �' !' 117 213 - R1 _. - � ',- ;.. ., I g � ''- 146 142 'c,��- 1 � W . �, • . = - 115 ., , ��° - 0 204 214 144 1 .` W E . �.-� s !/ A _ _ 5 0 75 150 300 450 600 !Feet EXHIBIT 1 CONTINUING ENGINEERING SERVICES FOR THE CITY OF WINTER SPRINGS TASK ORDER NO. 4 - EDGEMON AVENUE AND LOMBARDY ROAD DITCH MAY 2010 I. PURPOSE This is a task authorization that references the Continuing Engineering Services Agreement dated September 10, 2008 between Camp Dresser & McKee Inc. (ENGINEER) and the City of Winter Springs (CITY) to provide consulting services for the design of piping two stormwater drainage ditches within CITY limits. The CITY has experienced issues with maintenance of these areas, and wishes to impede erosion which threatens adjacent properties. The project locations are Edgemon Ditch (Site 1) and Lombardy Road (Site 2) shown in Figure 1. In order to address maintenance and erosion concerns, the ditches will be piped, filled and graded for positive drainage into collection structures. It is anticipated that SJRWMD will not require water quality treatment for the closing of the ditches. II. SCOPE OF SERVICES Task 1 - Data Collection The CITY shall provide the following information that is available for the project including existing record drawings, or as -built drawings, plat maps, GIS data, photos, permits, and any other pertinent project data that has not already been provided to the ENGINEER. Subtask 1.1 Site Visits - The ENGINEER will perform a total of two (2) site visits to each location to evaluate the conditions at each site. The ENGINEER will compare the site survey (Subtask 1.2) with observed field conditions and contact the CITY in the case of significant discrepancies that would require a modification to this scope of services. Subtask 1.2 Survey Coordination and Review - This task includes coordination with a professional land surveyor to obtain needed horizontal and topographic survey information. The ENGINEER will contract for the services of a professional land surveyor, Southeastern Surveying and Mapping Corporation (SSMC) to collect detailed survey for Sites land 2. The survey will be in sufficient detail to produce 1- foot contour maps identifying; • Minimum of 2 site bench marks relative to NAVD88 Datum using Seminole County control, • Above ground utility features, • Right -of- way /easement, COM 1 S: \0000 \BW MNB \Winter Springs\WO No 4 \Scope_10May12.docz • Trees 4 -inch diameter and larger, • Adjacent property owners, • Ditch information including top of bank, toe of slope, and water elevations, • Drainage structures adjacent to and between each of the projects. At this time no utility locates (soft digs) are anticipated. If after review of the survey, and /or review by the utility companies it is determined that conflicting utilities may exist, the cost for soft digs will be negotiated separately. Subtask 1.3 Geotechnical Coordination and Review - This task includes coordination with a professional geotechnical engineer to obtain data necessary for the installation of a new piped system. The ENGINEER will contract for the services of Geotechnical & Environmental Consultants, Inc. (GEC) to collect detailed geotechnical information for Sites land 2. The geotechnical component will consist of the following activities; • Stake boring locations and coordinate utility locates with Sunshine One Call, • Borings consisting of 5 auger borings to a depth of 15 feet at Site 1, and 3 auger borings to a depth of 10 feet at Site 2, • Perform routine laboratory soil classification test to aid in visual soil classification, • Issue a geotechnical report, signed and sealed by a geotechnical engineer licensed in the state of Florida. The geotechnical engineering report will document subsurface condition at the boring locations, provide current and estimated seasonal high groundwater levels and will present geotechnical engineering recommendations for site preparation, fill placement and compaction. The report will also discuss the suitability of the existing ditch soils for pipe bedding. Task 2 - Design Plans Subtask 2.1 30% Design Plans -The ENGINEER will review the data collected in Task 1 and prepare a preliminary (30 %) set of design plans based upon the 10 -year level of service. The Engineer will present the 30% design plans to the CITY for review and comment. The design will include; drawings, certified survey, the geotechnical report, opinion of probable construction cost, and calculations in sufficient detail for the CITY to assess the design. The ENGINEER will meet with the CITY to discuss in detail the design. Upon completion of the meeting the ENGINEER will incorporate mutually agreed upon comments into the design plans. CDFA 2 S: \0000 \BWMNB \Winter Springs \WO No 41Scope_10Mey12.docx Subtask 2.2 Design Plans -The ENGINEER will prepare plans and specifications in sufficient detail that the project may be competitively bid and permitted. Final plans shall be prepared based on the Florida Department of Transportation (FDOT) format and presented on 11 -inch x 17 -inch medium. It is anticipated the project will require a total of 12 sheets as represented in Table 1. Specifications will be referenced to FDOT Standard Specifications for Road and Bridge Construction (latest edition) with supplemental Special Provisions provided for items not covered within the FDOT Standards. Supplemental Conditions shall be written by the ENGINEER directing interested bidders to utilize the CITY's Division 0 and Division 1 specifications which will be supplied by the CITY. The ENGINEER shall provide a digital copy (PDF format) of the work plan for review and comment by the CITY. One review meeting is anticipated corresponding to the 90% submittal. Review comments received from the CITY will be incorporated into the final work plans as mutually agreed upon by the CITY and the ENGINEER. The ENGINEER will prepare the bid documents and provide to the CITY in PDF and AutoCAD 2008 format. Table 1 Anticipated Sheet Count Sheet Scale No. of Sheets Cover/ Index N/A 1 General Notes /Summary of Quantities N/A 1 Existing Conditions Survey 1 " =40' 4 Plan and Profile 1 " =40' 4 Structures and Details N/A 2 Task 3 - Permit Assistance Subtask 3.1 Hydrologic & Hydraulic Evaluation The channels to be modified by this scope of services are interconnected with an existing piped collection system. The hydrologic and hydraulic task will evaluate the results of the proposed design. During the initial site visit with the CITY and CONSULTANT it was observed that the larger channel discharges into a 48 inch pipe. It is noted that the pipe appears to be undersized. It is anticipated that additional modeling will be required to ensure that the new system does not create adverse effects upstream or downstream. CDM 3 S: \0000\BWMNB \Winter Springs \WO No 41Scope_10Mey12.docx In order to support a more comprehensive understanding of the system within the study area under existing and proposed conditions, the CONSULTANT will update and revise the existing Gee Creek ICPR model. Model simulations will be performed for existing conditions for the mean annual,10 -, 25- and 100 -year 24 -hour design storm events. The simulations will use the St. Johns River Water Management District (SJRWMD) rainfall volumes and distributions to determine rates and volumes of stormwater runoff and generate runoff hydrographs. The hydrographs will then be routed through the existing conditions hydraulic models to determine design peak stages and flows for the modeled system. The results will aide in support of the proposed design. Subtask 3.2 Permitting The St. Johns River Water Management District (SJRWMD) will require a Standard General Environmental Resource Permit which is a joint permit with the US Army Corps of Engineers (ACE). The ENGINEER will arrange a pre - application meeting with SJRWMD to discuss the objectives of the overall project and to clarify the level of permitting needed for the proposed improvements. The ENGINEER will work with the SJRWMD to facilitate the permitting of this project. For this scope of services it is anticipated that a Standard General Environmental Resources Permit (ERP) Chapter 40C -40, F.A.C. will be required from the SJRWMD. An ERP is required to address surface water impacts and the design of new or alteration to existing stormwater management systems. The ERP application is a joint application which will be forwarded to the ACE for their review. The ERP application requires information on the site, environmental considerations, plans, construction schedule, sequencing (if applicable), and techniques, drainage information, operation and maintenance of stormwater system, legal documentation, and water use. Site information includes a map of the project area delineating soil types, recent aerial photographs delineating project boundaries, basin delineation; peak flow quantities and analysis for the design storms required by SJRWMD (mean annual, 25- and 100 -year 24 -hour storms) seasonal high water and normal pool elevations for onsite surface waters and receiving surface waters, and water table elevations. It is anticipated that the limits and impacts to the surface waters will be determined using the ditch top of bank, and that there are no onsite wetlands or mitigation requirements. The project areas fall outside of FEMA designated floodplain. The ENGINEER will indicate this as part of the permitting process, and no requirement of compensating floodplain storage is anticipated. For budgeting purposes, the ENGINEER will respond to up to one Request for Additional Information (RAI) to clarify information presented in the permit application package. The CITY shall be responsible for all application fees. M:A11 4 5:10000 \BWMNB \Winter Springs \WO No 4 \Scope_10Mey12.docx No other permits are anticipated, including City, County, FDOT, or FEMA permits. The successful bidder will be responsible for obtaining dewatering and NPDES permits if necessary. Task 4 - Meetings and Coordination Subtask 4.1 Meetings and Coordination - The ENGINEER will participate in the following meetings; • 30% submittal meeting, • Pre - application meeting with SJRWMD, • 90% submittal meeting, and Task 5 - Bidding and Construction Services - Not Provided at this Time No bidding or construction services are included within this scope of services. It is anticipated that the CITY will be responsible for all post design services. Any services rendered by the ENGINEER during the bidding or construction phases of the project shall be considered outside the Scope of Services and negotiated separately. III. SCHEDULES AND TIME CONSTRAINTS The ENGINEER will complete Tasks 1 through 4 within seven months after a notice- to- proceed is issued from the CITY. Within ten days after the Notice to Proceed, the ENGINEER shall provide the CITY a project schedule. IV. COMPENSATION Payment will be in accordance with the CITY's Continuing Engineering Services Agreement. Total Compensation for services, materials, supplies, and any other items or requirements necessary to complete the work, will be on a Lump Sum basis. The ENGINEER shall perform the design and construction services defined in this authorization for $67,007 as set forth in Table 2. 5 S: \0000 \BWMNB \Winter Springs \WO No 4\Scope_10Mey12.docz Table 2 City of Winter Springs, Florida TASK ORDER NO. 4 — EDGEMON AVENUE AND LOMBARDY ROAD DITCH Cost Buildup May 2010 II Officer Principal/ Senior Prof. Prof. Sr. Support Staff Support Project in- charge Associate Prof. 11 I Services Services Admin. Activity Total Subtask 8190 5170 $150 5125 8100 $115 590 585 Total Labor ODC's OP's Descri. No. WET1E111107=1 MEZM MIME 111111== :I31111MIIZM His $ $ $ 0 Data Collection - _ ® Surve Coordination and Review ' 6 - .1' ©�' �' �' �' © EMU] 11311111:1 [WWI ® Geotechnical Coordination and Review � ' © 1 1 1 1 1 1 M 1 ■. � ' 1 1 1 1 1 1 • = 3 � ' ©®' E=111:11IMESEI ©C_ ® 30 %Design Plans © ■ 1 • 1111111■011111111E1 :zi®. rimEcriituis itimizzazgl.31 Hydrolo•ic &H draulic Evaluation 1111•11111■7.1 ®11111111:11 �' ®' �' ®®. ' M ■ ®r ` 111111111E11•111;1[11. itI■1311111112311MIIMI■EINIIIEI:EIMEIII3EW3 O Meetings and Coordination =133 Meetings and Coordination �. =111110111111111:1■7.1■3�8 �' ©11Mililt I-I © Bidding and Construction Services ® Biddin• and Construction Services Labor Cost $56,230 Other Direct Cost $ 1,450 Outside Prof. Cost Surve i • & Geotechnical $ 9,327 67,007