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Home My WebLink AboutRoyal Consulting Services, Inc. Task Order #1 O'Day Drive Stormwater Project - 2010 01 08 TASK ORDER NUMBER 1 FOR O'Day Drive VVR Evaluation and Design This Task Order dated - VA-0- B , 20d9, by and between the City of Winter Springs and Royal Consulting Services, Inc. (RCS), is mutually agreed upon and declared an authorized Task Order based on the Agreement for Engineering Services dated September 10, 2008 (RFQ# 008/08/BF). The scope of services, schedule, and fees shall be per the attached letter from RCS dated December 1, 2009. CITY: ENGINEER: CITY OF WINTER SPRINGS * By: _ By: K ` yn L . th Brian L. Roy, E Print Name /Title: City Manager Print Name /Title: President Date: 118/10 Date: 12/04/2009 - ATTEST: B Mr? • D- • ity lerk *THIS TASK ORDER IS ONLY VALID AGAINST THE CITY UPON APPROVAL BY THE CITY COMMISSION OF WINTER SPRINGS AND SIGNATURE BY EITHER THE MAYOR OR CITY MANAGER. ROYAL CONSULTING SERVICES, INC. December 1, 2009 Brian Fields, P.E. City of Winter Springs 1126 East State Road 434 Winter Springs, Florida 32708 Subject: Oday Drive VVR Evaluation and Design Dear Mr. Fields: Attached is a revised scope of services (Exhibit A), budget (Exhibit B), and survey proposal (Exhibit C) for the Oday Drive VVR Evaluation and Design project. The scope of services was modified based on the comments received from the City on November 24th. RCS looks forward to serving the City on this project. If you have any questions or require additional information, please do not hesitate to contact me or Brian Roy. Sincerely, ROYAL CONSULTING SERVICES, INC. Joel Jordan, P.E. Senior Project Manager JordanJG @royalconsulting.com J: \0160 \O1 \ 1 Management \ proposal \revised submittal \Oday Drive VVR cover letter.doc 211 WEST WARREN AVENUE • LONGWOOD, FLORIDA • 32750 PHONE: (407) 831 -3095 • FAX: (407) 831 -5095 WWW.ROYALCONSULTING.COM EXHIBIT A SCOPE OF SERVICES Oday Drive VVR Evaluation and Design Background The Oak Forest Unit 8 subdivision was designed in 1988 and comprises an area of approximately 101 acres with 133 home sites. The subdivision has a stormwater management system that conveys runoff to a pond at the northeast side of Oday Drive. There are three vertical volume recovery (VVR) structures, located on the north side of the pond, that control the outflow of stormwater from the pond to a small ditch. The pond also has a concrete overflow weir. The VVR structures and the concrete weir are failing. Royal Consulting Services, Inc. (RCS) and City of Winter Springs (City) staff visited the site on October 16` 2009 and observed the following: • The site has limited access for maintenance and construction activities • The concrete weir is broken in places and is not functioning properly • Only 1 of the 3 VVR units appeared to have water flowing through it • The sidewalk by the curb inlet to the pond showed signs of settling — possibly from a leaking inlet structure • There was visible evidence of trash and sediment in the pond RCS has been requested by the City to perform an evaluation of the pond and VVR treatment system that will include: • A review of the original VVR design and permit requirements • A review of the permit and treatment requirements for replacing the VVR system • Designing a treatment system that will include the removal of the VVR units • Preparation of an engineering report • Preparing a SJRWMD environmental resource permit (ERP) application • Preparing bid -ready final plans and specifications This proposal presents the Scope of Work to complete the requested tasks and produce plans and specifications. The associated cost estimate is provided in Exhibit B. J: \0160 \01 \1 Management \proposal\revised submittal \Exhibit A - Oday Drive VVR scope of services_rl.doc Page 1 of 3 SCOPE OF SERVICES The following tasks will be completed by RCS for this project. Task 1 Project Management This task includes project administration, meetings, and the preparation of project status reports. Task 2 Data Collection and Review This task includes the collection and review of the original design plans, permits, and other relevant data on the Oak Forest Unit 8 stormwater management system. The SJRWMD permit database includes three permits (4- 117 - 21819 -3, 4- 117 - 21819 -5, and 4- 117 - 21819 -7) for the Oak Forest Unit 8 subdivision. Available data for all three permits will be obtained and reviewed. Specific data collected and reviewed will include: • Oak Forest Unit 8 SJRWMD permit data • Permitting requirements • Oak Forest Unit 8 design plan data • GIS data Task 3 Field Visits This task includes field visits to the site to verify existing conditions and to assist in the evaluation of design options. Task 4 Stormwater Design RCS will design a stormwater treatment system that replaces the VVR units. The treatment system will provide the required treatment and will not adversely impact flood stages in the neighborhood. The anticipated design will include a modified control structure, a new overflow structure, the removal of existing vegetation on the south side of the pond, and new fencing on the south side of the pond. FDOT design standards will be used for the proposed improvements. Lake Jesup Basin Management Action Plan (BMAP) goals will be taken into account in developing the design. The following specific sheets are expected to be included in the design plans: • Cover sheet • Sheet G -1, Index, abbreviations, and general notes • Sheet G -2, Key map • Sheet G -3, Drainage patterns • Sheet G -4, Erosion control plan • Sheet C -1, Oday Drive Pond plan /profile sheet • Sheet CD -1 Civil details • Sheet CD -2, Civil details Plans will be submitted to the City for review at the 30% and 100% completion level. As part of this task, a set of plans and specifications will be prepared that are suitable for bidding and construction J: \0160 \01 \1 Management \proposal \revised submittal \Exhibit A - Oday Drive VVR scope of services_rl.doc Page 2 of 3 purposes. The City will provide the front end documents for the specifications and RCS will prepare the technical portion of the specifications. Task 5 Permitting Services RCS will prepare a SJRWMD ERP application for this project. It is anticipated that a Standard General Permit will be required. RCS will prepare sections A, C and E of form 40C49001 and respond to any requests for additional information from the District. This task will include a pre - application meeting with SJRWMD and City staff. The information in the permit submittal will also include an abbreviated design report. Schedule The total timeframe from the Notice to Proceed (NTP) to project completion is 12 weeks. As requested by the City, this scope of services does not include preparation of a cost estimate or a design report. J: \0160 \01 \1 Management \proposal \revised submittal \ Exhibit A - Oday Drive VVR scope of services_rl.doc Page 3 of 3 EXHIBIT B - FEE PROPOSAL AND COST BREAKDOWN Project: Oday Drive VVR Evaluation and Design Name of Firm: Royal Consulting Services, Inc. Project Manager Project Engineer Staff Engineer Staff CADD /GIS Clerical Average Rate = $ 155.00 Rate = $ 140.00 Rate = $ 115.00 Rate = $ 80.00 Rate = $ 80.00 Total Total Hourly Activity Hours Cost Hours Cost Hours Cost Hours Cost Hours Cost Cost Hours Rate Engineering Evaluation Tasks 1. Project Management Project Administration 3 $ 465.00 $ - $ - $ - 1 $ 80.00 $ 545.00 4 $ 136.25 2. Data Collection & Review Collect and Review Available Permit and Design Data 2 $ 310.00 4 $ 560.00 $ - $ - $ - $ 870.00 6 $ 145.00 Evaluate Permitting Requirements 4 $ 620.00 $ - S $ - $ - $ 620.00 4 $ 155.00 Collect and Review GIS Data $ - 4 $ 560.00 $ - $ - $ - $ 560.00 4 $ 140.00 3. Field Visits Field Visits (minimum of 2) 3 $ 465.00 $ - $ $ - $ - $ 465.00 3 S 155.00 4. Stormwater Design Perform Design Calulations 8 $ 1,240.00 2 $ 280.00 $ - $ - $ - S 1,520.00 10 $ 152.00 Preparation of Design Plans 16 $ 2,480.00 2 $ 280.00 2 $ 230.00 24 $ 1,920.00 $ - $ 4,910.00 44 $ 111.59 Preparation of Specifications _ 4 $ 620.00 $ - 2 $ 230.00 $ - _ $ - _ $ 850.00 6 $ 141.67 5. Permitting Services Pre - application Meeting 2 $ 310.00 $ - $ - $ - 1 $ 80.00 $ 390.00 3 $ 130.00 Preparation of Standard General ERP Application 8 $ 1,240.00 12 $ 1,680.00 4 $ 460.00 $ - 4 $ 320.00 $ 3,700.00 28 $ 132.14 Total 50 $ 7,750.00 24 $ 3,360.00 8 $ 920.00 24 $ 1,920.00 6 $ 480.00 $ 14,430.00 112 Percent Breakdown 45% 21% 7% 21% 5% 100% SUBCONSULTANTS FEE COMPUTATION NAME Amount Percentage 1) Salary Cost (from above) $ 14,430.00 1) Southeast Surveying (Survey) $1,720.00 10.62% 2) Out of Pocket Expenses $ 50.00 2) 3) Subconsultant's Fees (from left) $ 1,720.00 Total Subconsultant Fees: $1,720.00 10.62% Proposed Total Fee $ 16,200.00 J: \0160 \01 \1 Management \proposal \revised submittal \Exhibit B - fee proposal_Oday drive VVR_rl.xls Page 1 of 1 Stbven L. Anderson, Jr., PSM James L. Petersen, PSM Russell G. Daly, PSM - -- William C. Rowe, PSM AM. NV Bruce C. Ducker, PSM � �1 I "7"!1_11 � � ,., 1 77- Tony I I George E. Snyder, PSM James M. Dunn, II, PSM ' I ' 1 • r ! i : Tony G. Syfrett, PSM Brian R. Garvey, PE •� r * irr ;�.*S i . Tate B. Flowers, SIT Jennings E. Griffin, PSM • ' �, � � Abraham I. Remchuk, SIT Gary B. Krick, PSM �.. �� =� , Donna L. Canney, CST IV Brad J. Lashley, PSM SOUTHEASTERN SURVEYING & MAPPING CORP Frank B. Henry, CST IV Myron F. Lucas, PSM SURVEYING FLORIDA SINCE 1972 David M. Rentfrow, CST IV James E. Mazurak, PSM Steve D. Smith, CST IV Thomas K. Mead, PSM www.southeasternsurvevina.com Celeste B. van Gelder, CST IV Timothy O. Mosby, PSM Land Surveying & Mapping Services • Sub - Surface Utility Designation & Location Services • GPS Asset Inventories • Geographic Information Systems November 5, 2009 Via e Jordanjg(a,royalconsulting.com Mr. Joel G. Jordan Royal Consulting Services, Inc. 211 West Warren Avenue Longwood, Florida 32750 RE: City of Winter Springs - Retention Area 100, Oak Forest Unit 8, PB 41, Pages 91 -94 Section 1, Township 21 South, Range 30 East City of Winter Springs, Seminole County, Florida Dear Mr. Jordan, We are pleased to submit our revised proposal for surveying services on the above referenced project. SCOPE OF WORK: Provide Survey Services in accordance with Chapter 61G17 -6 F.A.C. to include the following: 1. Coordinate Sunshine One Call and utility locates to include supplemental calls to each locator to expedite the field marking of each subsurface utility as required by law. 2. Perform a Boundary and Topographic Survey for the retention area 100. 3. Locate all improvements and utilities, as evidenced by above ground features or as marked by the designated utility company representative. 4. Locate the fence around the pond and the trees on the South side of the pond that will have to be removed as indicated by client. 5. Provide elevation data from the pond bottom extending eastward to the property line at the location of the existing outfall structures. A minimum of (5) cross - sections. 6. Perform cross - sections from the pond bottom to the property line at approximately 8 to 10 locations along the pond perimeter. 7. Establish a minimum of (2) site benchmarks relative to Seminole County datum. The final product will be six (6) certified copies and an electronic file for your use. Office 6500 All American Boulevard, Orlando, Florida 32810 • Phone: 407.292.8580 • Fax: 407.292.0141 • infonsoutheasternsurveyina.com Locations: 1130 Highway 90, Chipley, Florida 32428 • Phone: 850.638.0790 • Fax: 850.638.8069 • infot southeasternsurvevinq.com 141 NE Range Avenue, Suite A, Madison, Florida 32340 -2456 • Phone: 850.253.0202 • Fax: 850.253.0203 • infoasoutheasternsurvevina.com 228 E. Main Street, Tavares, Florida 32778 • Phone: 352.343.4880 • Fax: 352.343.4914 • infoatsoutheasternsurvevinq.com Page 2 Mr. Joel G. Jordan City of Winter Springs - Retention Area 100, Oak Forest Unit 8 November 5, 2009 Our fee for the above referenced work will be as follows: Boundary and Topographic Survey $1,720.00 Waiver of Subrogation $ 150.00 (if requested) If a Waiver of Subrogation is requested in a Professional Services Agreement, there will be a fee of $150.00 added to this project agreement. We anticipate completion of the above described work within one (1) week after receipt of a written notice to proceed. Payment is expected within thirty (30) days from date of invoice. We look forward to the opportunity to work with you on this project. Sincerely, \4 Gary B. Krick, P.S.M. President/Project Manager GBK:tmk If your firm requires a contract to be in place, a PROFESSIONAL SERVICES AGREEMENT will need to be furnished to Southeastern Surveying and Mapping Corporation in lieu of your signature of approval. No work will be commenced prior to the acceptance of said agreement in writing by both parties. AN AGREEMENT /CONTRACT WILL NOT BE ACCEPTED AFTER THIS PROPOSAL LETTER HAS BEEN SIGNED AND WORK HAS COMMENCED. If the above scope, period of service and method of compensation meets with your approval, please execute below and fax to Southeastern Surveying & Mapping Corp. as notice to proceed along with the notice of commencement. ACCEPTED BY: Authorized Signature Printed Name Date Title Should the person's title who is executing this document not indicate that he /she is a corporate officer, an affidavit signed by a corporate office shall be provided stating that the person whose name appears above is duly authorized to execute Contracts on behalf of the firm. .. . I . I��∎\∎ T:\Proposal\Royal Consulting Svcs - Winter Springs -O'day Dr REV.wpd 44vNTERs CITY OF WINTER SPRIII&S_ k. O PUBLIC WORKS DEPARTMENT 1126 STATE ROAD 434 DEC 0 9 2009 U cn WINTER SPRINGS, FL 32708 • Incorpora • CI 1 v OF WINTER SPRINGS 1959 407- 327 -7597 n F ICE OF THE CITY CLERK 4 't- oRIO FAX:407- 327 -6695 MEMORANDUM TO: City Clerk's Office FROM: Brian Fields, City Engineer DATE: December 9, 2009 SUBJ: O'Day Drive Stormwater Project — Task Order #1 Please request that the City Manager sign both copies of the enclosed Task Order, with witness signatures by the City Clerk. Please keep one copy for your records and return one to me. This Task Order is not associated with an agenda item.