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2014 10 13 Consent 303 Bridge Master Plan - Volkert IncCOMMISSION AGENDA ITEM 303 REQUEST: Informational Consent X Public Hearings Regular October 13, 2014 KS KL Regular Meeting City Manager Department The Public Works Department requests the City Commission's authorization to enter into an agreement with Volkert, Inc. in the amount of $13,470 for the preparation of a City Bridge Master Plan, funded by the Road Improvement Fund. SYNOPSIS: The City Bridge Master Plan consists of an engineering review of all 12 City bridges and the preparation of a prioritized list including the cost and recommended schedule for major repairs and /or bridge replacements. CONSIDERATIONS: The City owns and maintains 12 bridges, all of which are where City streets cross creeks at various locations. The City's bridges were built between 1972 and 1998. All City bridges are inspected bi- annually by FDOT, and all bridges are all currently in satisfactory condition pursuant to the latest FDOT inspections performed in June 2014. The FDOT bi- annual bridge inspection reports, as well as supplemental reports and various engineering evaluations performed at specific bridges over the past several years, have identified a need to plan for some significant bridge repairs. In addition, given the age of the City's bridges, a long -term plan to consider the eventual replacement and /or major repair of the City's bridges is recommended by Staff. Consent 303 PAGE 1 OF 3 - October 13, 2014 The Bridge Master Plan is an engineering evaluation consisting of the following tasks: • Review all recent bridge reports • Perform supplemental field reviews / inspections to obtain additional information as needed • Prepare a prioritized list of major repairs and /or replacements and cost estimates over a 10 -year period • Provide long -term projections of when the City should plan to perform major repairs and /or replacements at all 12 bridges . The City shares ownership of the Dyson Drive bridge over Howell Creek with Seminole County. This bridge was replaced in 2013 by Seminole County and is not included in the 12 City -owned bridges to be studied in the Bridge Master Plan. . Volkert, Inc. is currently FDOT's primary bridge inspection consultant for District 5. Volkert performed the bi- annual inspections of all City bridges for FDOT in June 2014. Due to Volkert's familiarity and recent inspection experience with the City's bridges, Staff is recommending hiring Volkert to prepare the Bridge Master Plan. . Exhibit A is Volkert's proposal to prepare the Bridge Master Plan in the amount of $13,470. Upon notice to proceed, the final Bridge Master Plan is expected to be complete within eight weeks. The final Bridge Master Plan will be submitted to the City Commission for adoption, most likely in January 2015. . Major bridge improvements and /or replacements identified in the Bridge Master Plan will be included in future capital improvement plans, with the funding source most likely being the recently passed 3rd generation one -cent sales tax. The City's project list attached to the Interlocal Agreement for the 3rd generation one -cent sales tax included approximately $4 million in major bridge repairs and /or replacements. FISCAL IMPACT: The project cost is $13,470 and is funded by the Road Improvement Fund (One Cent Sales Tax). 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 on file with the City, and all individuals who have requested such information. This information has also been posted outside City Hall, posted inside City Hall with additional copies available for the General Public, and posted at five (5) different locations around the City. Furthermore, this information is also available to any individual requestors. City Staff is always willing to discuss this Agenda Item or any Agenda Item with any interested individuals. Consent 303 PAGE 2 OF 3 - October 13, 2014 RECOMMENDATION: Staff recommends the Commission authorize entering into an agreement with Volkert, Inc. in the amount of $13,470 for the preparation of a City Bridge Master Plan, funded by the Road Improvement Fund., and authorize the City Manager and City Attorney to prepare and execute any and all applicable documents. ATTACHMENTS: 1. Exhibit A - Volkert Proposal (3 pages) Consent 303 PAGE 3 OF 3 - October 13, 2014 EXHIBIT A VOLKERT September 23, 2014 City of Winter Springs City Hall 1126 E. State Road 434 Winter Springs, FL 32708 Attention: Mr. Brian Fields, P.E. Reference: Proposal for Consulting Services Bridge Master Plan Gentlemen: Volkert, Inc. 3409 West Lemon Street, Tampa, FL. 33609 Office: 813.875.1365 Fax: 813.874.7656 tampa @volkert.com www.volkert.com In accordance with your request, Volkert, Inc., hereinafter termed the Engineer, is pleased to submit this proposal to the City of Winter Springs, hereinafter termed the City, for performing Professional Consulting Services on the project as described herein. I. DESCRIPTION OF PROJECT The project consists of bridge master planning for the City's inventory of 12 bridges consisting of those monitored through the FDOT bridge inspection program. The specific bridges are Bridge Numbers 775703, 775704, 775705, 775707, 775708, 775709, 7757103 775711, 775712, 775713, 775714, and 775715. II. OBJECTIVES The City desires to include an appropriate level of bridge maintenance funds in their annual budget. Accordingly, the City desires to obtain documented information which prioritizes the maintenance needs of the City's bridges and develops budget estimates. III. SCOPE OF SERVICES 1. Develop a listing of the specific deficiencies at each bridge. This shall be based upon the latest FDOT Bridge Inspection Reports supplemented by field reviews as needed. Office Locations: Birmingham, Foley, Huntsville, Mobile, Alabama • Gainesville, Orlando, Pensacola, Tampa, Florida • Atlanta, Georgia Collinsville, Illinois • Baton Rouge, Slidell, Louisiana • Biloxi, Mississippi • Jefferson City, Missouri • Raleigh, North Carolina Chattanooga, Tennessee • Alexandria, Virginia • Washington, D.C. VOLKE RT 2. Develop a time frame within which the repairs should be accomplished, taking into account a logical general prioritization of the various repairs over a ten year period. Prepare an estimate of the cost of the repairs. 3. Prepare a life -cycle cost analysis to develop an equivalent uniform analyzed cost. Assess remaining service life where appropriate to account for bridge replacements. 4. Prepare a report summarizing the findings and evaluation and providing recommendations for repairs and budgeting. Meet with the City to present the findings and recommendations. IV. CITY'S RESPONSIBILITIES A. Provide available FDOT bridge inspection reports for review. B. Provide for the Engineer's free access to the bridges. C. Provide information regarding any specific maintenance concerns or recurring issues. V. COMPENSATION As Compensation for the professional services performed by the Engineer, it is proposed that the City pay the Engineer a LUMP SUM fee of THIRTEEN THOUSAND, FOUR HUNDRED SEVENTY DOLLARS ($13,470.00). VI. SCHEDULE The Engineer will commence work immediately upon receipt of an executed Work Order in accordance with our Consultant Agreement and will endeavor to provide the documents within eight weeks from notice to proceed. If this Proposal meets with the City's approval and constitutes the understanding between the Engineer and the City, it can be used as an attachment to a Work Order. We appreciate the opportunity to present this proposal to the City of Winter Springs. Very truly yours, VOLKERT, INC. Thomas C. White, P.E. Vice President Enclosures Z: \TCW \City of Winter Springs.doc CITY OF WINTER SPRINGS, BRIDGE MASTER PLAN FEE ESTIMATE PLANNING PHASE Develop Deficiency Listing Site visits Cost Estimates and Priorization Life -Cycle Costing City Meetings Report Totals (Manhours) Fee Out of Pocket Expenses Chief Project Senior Staff Technician Clerical TOTALS Engineer Manager Engineer Engineer Engineer $220 $190 $175 $130 $85 $70 $45 2 12 4 6 24 12 2 10 4 8 24 6 4 10 6 6 4 2 12 4 22 4 8 22 42 8 14 0 86 $880 $1,520 $3,850 $57460 $680 $980 $0 $137370 $100 GRAND TOTAL $135470