HomeMy WebLinkAbout2016 02 22 Consent 301 VHB, Inc Design Services for Florida Avenue Streetscape ProjectCOMMISSION AGENDA
ITEM 301
Informational
Consent
X
Public Hearings
Regular
February 22, 2016 KS KL
Regular Meeting City Manager Department
REQUEST:
The Public Works Department is requesting City Commission approval of Amendment #1
to VHB's agreement for engineering services in the amount of $107,513 for design of the
Florida Avenue Streetscape Project, funded by the U.S. 17 -92 Community Redevelopment
Agency.
SYNOPSIS:
The Florida Avenue Streetscape Project consists of roadway, landscape, and hardscape
improvements from U.S. 17 -92 to its eastern terminus at the City's wastewater treatment
plant. This agenda item is for authorization of the design and permitting phase of the
project by the City's design consultant, VHB, Inc., in the amount of $107,513. The project
is expected to be ready for construction in January 2017.
CONSIDERATIONS:
. At the August 24, 2015 City Commission meeting, the City Commission approved
the Florida Avenue Streetscape Project agreement with the U.S. 17 -92 Community
Redevelopment Agency (CRA) which authorizes CRA reimbursement funding in the
amount of $451,786 to be used as partial funding for the Florida Avenue Streetscape
Project. The Florida Avenue improvements include roadway repaving, curbing,
sidewalks, and attendant stormwater retention facilities (see Attachment 1 for project
limits).
. The City Commission authorized entering into an engineering services agreement
with VHB, Inc. for streetscape design services at the May 12, 2014 City Commission
meeting. VHB was selected as the top ranked firm under Request for Qualifications
Consent 301 PAGE 1 OF 3 - February 22, 2016
(RFQ) # 001- 14 -13F. VHB's scope of services includes streetscape design services for
two CRA projects, consisting of the S.R. 434 Streetscape Project (design complete)
and the Florida Avenue Streetscape Project.
. The City entered into an agreement for engineering services with VHB on June 26,
2014 with an initial authorization of $50,000, which covered complete design of the
S.R. 434 Streetscape Project in the amount of $42,410, plus conceptual design
services for the Florida Avenue Streetscape Project in the amount of $7,590. The
$7,590 was not expended because the CRA did not approve any funding for the
Florida Avenue project until July 2015. The additional cost to complete the final
design and permitting services for the Florida Avenue Streetscape Project is
$107,513, for a total expenditure on the Florida Avenue Streetscape Project in the
amount of $115,103 ($107,513 plus the remaining $7,590 from the current
agreement).
. VHB's scope of services (Attachment 2) for the Florida Avenue project includes: data
collection, concept plans, topographic surveying, geotechnical investigations,
stormwater design and permitting with SJRWMD, and final engineering plans
(roadway, landscape, hardscape, etc.).
. The U.S. 17 -92 Community Redevelopment Agency (CRA) authorized CRA
reimbursement funding in the amount of $451,786 to be used as partial funding for
the Florida Avenue Streetscape Project. The total project cost, including design,
permitting, and construction, is estimated to be $820,000. Funding from the second
generation one -cent sales tax is expected to be used to fund the construction for
amounts above the CRA funding.
FISCAL IMPACT:
The total cost to complete the Florida Avenue Streetscape design is $115,103, funded by the
U.S. 17 -92 Community Redevelopment Agency. VHB's current agreement has a balance of
$7,590, thus a contract amendment in the amount of $107,513 is needed for the Florida
Avenue Streetscape.
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 301 PAGE 2 OF 3 - February 22, 2016
RECOMMENDATION:
Staff recommends that the City Commission approve Amendment #1 to VHB's agreement
for engineering services in the amount of $107,513 for design of the Florida Avenue
Streetscape Project, funded by the U.S. 17 -92 Community Redevelopment Agency, and
authorize the City Manager and City Attorney to prepare and execute any and all applicable
documents.
ATTACHMENTS:
Attachment 1 - Florida Avenue Limits (1 page)
Attachment 2 - Florida Avenue Scope of Work and Fee Proposal (9 pages)
Consent 301 PAGE 3 OF 3 - February 22, 2016
Florida Avenue
US 17 -92 to Power Easement
Approximately 1,900 Feet
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ATTACHMENT 2 February 9, 2016
SCOPE OF WORK
FLORIDA AVENUE IMPROVEMENTS
DESCRIPTION OF WORK
The City of Winter Springs has requested that Vanasse Hangen Brustlin, Inc. (VHB) prepare a Scope of
Work and Fee Proposal to provide professional engineering services to develop construction plans for
improvements to Florida Avenue. This Scope of Work presents the VHB team's proposal for
completing final construction plans for the limits of Florida Avenue, which extend from US 17/92 to the
City property at the sewer treatment plant, for a total length of approximately 1,900 feet.
Improvements will include development of a new typical section to include curb & gutter, sidewalk,
ADA compliant curb ramps, stormwater improvements, utility upgrades, pavement reconstruction,
decorative lighting, landscape elements, streetscape elements (gateway features and decorative
crosswalks /fencing), signing and markings, and public involvement.
SCOPE OF SERVICES
The following tasks have been identified in order to complete final construction plans for this project.
It is anticipated that the project will include four (4) submissions as follows:
• Concept Plans
• 60% Plans
• 100% Plans
• Final Plans
One plan set will be prepared for the streetscape project. The following tasks outline the design
services for the Florida Avenue project.
TASK 1 - PROJECT ADMINISTRATION
1.1 Design Review Meetings /Schedule
A concurrent design /review format is proposed as a means of eliminating and /or reducing
design work stoppage during formal design reviews by the City. This concurrent
design /review format will consist of, at a minimum, monthly design progress review
meetings between the project design team and the City. Comments received during the
design /review meetings shall be immediately incorporated during the design process. This
process will keep the project moving and avoid loss of design time awaiting receipt of
formal review comments. Minutes will be prepared and distributed by VHB within five (5)
days of the meeting.
VHB will also prepare a project design schedule reflecting milestone date. A schedule will
be submitted to the City within ten (10) days of the written notice to proceed.
Page 1 of 8
February 9, 2016
TASK 2 - DATA COLLECTION
2.1 Review of Available Data and Plans
With the help of City officials, previously accumulated data and records will be researched
and reviewed. It is anticipated that the following material will be obtained:
• Available Construction Records;
• Existing Utility Location Plans;
• Existing GIS Data (utility, storm, contours, etc).
• Existing permits and supporting documentation from the St. Johns River Water
Management District (SJRWMD) for pertinent projects along the corridor.
2.2 Design Survey
VHB will subcontract the services of Southeastern Survey and Mapping Corporation (SSMC)
to conduct a topographic survey, right -of -way mapping, and to locate existing utilities for
the limits of work as outlined in the Description of Work. The following will be provided:
• Locate improvements and utilities, as marked by utility owners or their
representatives within the right -of -way and 15' beyond
• Obtain spot elevations on natural ground within the right -of -way and 15' beyond
suitable for interpolation of one foot contours to be shown on the final drawing.
• Measure inverts and pipe sizes for all storm and structures.
• Establish the right of way lines for Florida Avenue.
• Locate trees 8 inches diameter at breast height and larger within the right -of -way
and 15' beyond.
• Perform underground utility designation and subsurface utility verification select
locations (8 test holes).
• Topographic coverage will include the area clouded on the attached exhibit.
2.3 On -Site Review
VHB will conduct an on -site field review of the project area to determine and observe
roadway widths, vertical alignment, roadside clearance, note roadway appurtenances,
pavement condition, intersection operations, existing drainage patterns, etc. and use this
information to assist in the development of the design.
VHB will also review the design survey, provided by our subconsultant, SSMC, against
existing field conditions. As part of the on -site review, we will work with the City to identify
trees along the corridor that should not be impacted where possible.
2.4 Geotechnical Investigations
VHB will subcontract the services of Geotechnical and Environmental Consultants, Inc.
(GEC). The purpose of the geotechnical engineering services will be to explore subsurface
conditions within the existing ditch and roadway to use the data obtained to provide
geotechnical engineering recommendations to guide design and construction of the new
stormwater pipe and pavement structure. The geotechnical scope includes obtaining the
Page 2 of 8
February 9, 2016
geotechnical data necessary for the design and permitting of the roadway improvements
and a wet detention pond.
The scope of geotechnical services includes the following:
• Mobilize two -man soil survey crew to perform 6 hand auger borings to 6 feet deep,
as well as muck probes on 100 -foot intervals along the existing ditch. Perform 3 soil
borings along the roadway.
• Mobilize a truck - mounted drill rig and performing 2 auger borings to 20 feet deep
each for the proposed pond location.
• Perform routine laboratory classification tests.
• Issue a geotechnical engineering report, signed and sealed by a geotechnical
engineer licensed in Florida.
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, fill placement and design
of the stormwater pipe.
TASK 3 - STORMWATER DESIGN
3.1 Stormwater Analysis and Design
VHB will analyze and design the drainage and stormwater management system in
accordance with the City of Winter Springs and the SJRWMD criteria. The drainage system
will consist of shallow ditches and closed storm sewer system with curb inlets. The intent is
to save as many shade trees as possible. The stormwater management system will consist
of a wet detention pond located on City Property within a FP &L Easement. VHB will
investigate if any runoff from U.S. 17 -92 can be accommodated in the proposed pond, and
if the pond can be oversized to provide any compensating treatment for future
development.
3.2 Design Documentation and Drainage Calculations
VHB shall prepare and submit a Stormwater Management Report that includes the
following:
• Documentation of the analysis and design
• Copies of all pertinent correspondence
• Copies of analysis and design computations
• Copies of supporting figures and exhibits
3.3 Stormwater Pollution Prevention Plan
Since the disturbed area for the project will exceed one (1) acre, a Stormwater Pollution
Prevention Plan will be prepared for the project. Appropriate erosion and sediment control
devices will be shown on the construction plans.
Page 3 of 8
February 9, 2016
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4.1 Analysis
VHB will outline the design elements for the project using City, FDOT, and AASHTO design
criteria as a basis for the design.
VHB will design the project using the applicable design standards (identified above) that
are applicable. The design elements will include the horizontal and vertical alignments, lane
widths, shoulder widths, cross slopes, borders, sight distance, side slopes and ditches, lane
transitions, superelevation, features of intersections, and access points.
As part of this effort, VHB will identify property impacts along the corridor resulting from
the roadway improvements such as minor grading impacts and encroachments. There is no
intent to acquire property, however, VHB will work with the City to minimize such impacts.
These elements and decisions will be made during the concept phase of the project.
4.2 Construction Plans
Upon approval of the concept plans, VHB will complete construction plans and
specifications. The plans will be prepared in accordance with the City and FDOT Greenbook
standards, policies, and procedures. VHB shall prepare the applicable final plan sheets,
notes, and details to include the following:
Plan Sheet
Key Sheet
No. .
Sheets
1
General Notes
1
Summary of Pay Items
1
Special Details
1
Drainage Map
1
Typical Sections
1
Plan /Profile Sheets
5
Intersection Detail
1
Landscape /Hardscape Plans
5
Li htin Plans* (see Task 5)
5
Drainage Structure Details
1
Utility Adjustment Plan
3
Pond Detail Sheet
1
Stormwater Pollution Prevention Plan
2
Maintenance of Traffic
2
Signing and Pavement Markin
3
*Drainage cross sections are not included in this scope of work. Cross
sections will be prepared for each driveway.
Page 4 of 8
February 9, 2016
TASK 5 - ROADWAY LIGHTING
The City has indicated that the roadway lighting will be designed and installed by Duke
Energy. The City will handle all communication and coordination efforts with Duke. It is
anticipated that this will be completed early in the design phase such that the landscape
design can be developed around the light fixture locations. VHB is not responsible for the
roadway lighting design.
TASK 6 - RECLAIMED WATERMAIN
6.1 Design
VHB will prepare plans and details for design of a 12 -inch reclaimed water main along
Florida Avenue, running from the existing City reclaimed main in the power easement to a
terminal point at 17 -92. A 6" connection to the existing 6" reclaimed line at the Seven Oaks
entrance will be provided. Following are specifics to the design effort:
• Identify potential conflicts between the proposed reclaimed water main and existing
utilities (public and franchised).
• Communicate with the City the extent of water main replacement and minimum
desired clearances.
It should be noted that a permit will not be required from FDEP.
TASK 7 - LANDSCAPE AND HARDSCAPE DESIGN AESTHETICS
7.1 Preliminary Lan dsca pe/Streetsca pe Design Phase
As a part of the roadway upgrade design for the City of Winter Springs, VHB will complete
the preliminary landscape design. The following will be completed within the preliminary
design phase:
7.1.1 Field Visit and Kick -Off Meeting
VHB will begin by visiting the site and attending a project kick -off meeting with the City
to discuss desired landscape program, budget, maintenance and operation issues in
order to determine a clear direction for the project goals and objectives. During this
meeting, VHB will review and photo document the existing site conditions and
surrounding context which will establish a framework for the development and design
of the proposed landscape and hardscape improvements.
7.1.2 Preliminary Concept Design Options
VHB's approach to the landscape planning and design includes the development of
site - specific plan analyses, alternatives, and overall landscape concepts for street tree
plantings. The potential for gateway plantings and hardscape treatments for the
Florida Avenue project will be investigated for location at the intersection of US 17 -92
and Florida Avenue. The hardscape features include decorative pavers, enhanced
crosswalk treatments and low walls associated with proposed grading.
Page 5 of 8
February 9, 2016
Based on the initial site investigation and collaboration with the roadway and
stormwater design, VHB will prepare the two (2) preliminary landscape /streetscape and
gateway concept design options. The preliminary design options will indicate the initial
layout of proposed plantings and hardscape treatments with consideration given to
existing vegetation, surrounding edge conditions, stormwater and roadway design.
7.1.3 Final Concept Plan
Based on the City's feedback, VHB will refine the selected design options and prepare a
final landscape /streetscape concept plan. The final plan will be integrated with the
street and walk cross sections, stormwater, and existing utilities. As part of the final
concept plan VHB will provide a recommended plant palette and comparable images as
appropriate. VHB will update the estimate of probable costs for landscape elements.
7.2 Final Landscape Architectural Construction Plans
Based on the approval of the Final Roadway Improvement Plans and City authorization,
VHB will prepare landscape construction plans that incorporate the City's comments.
7.2.1 Landscape Planting Plans
VHB will prepare final planting plans for construction that will show the location of
proposed trees, shrubs and ground cover and will include a plant list indicating the
botanical and common names of plant material as well as proposed sizes, planting and
tree protection details.
VHB will prepare the required technical specifications for the final planting plans, to
include applicable plant schedule, planting details and staking criteria, soil testing
requirements, minimum soil amendment criteria, and appropriate warranty periods.
Technical specifications and notes will be included on the drawings and not separate
specifications booklet.
7.2.2 Landscape Irrigation Plans
VHB will prepare landscape irrigation construction plans for limited planting areas to
conserve water and accommodate the future growth patterns of the selected plant
materials, meeting the applicable technical standards of the City. The plans will indicate
the irrigation system point of connection (as provided by the project engineer);
location of control panel; locations and sizes of pipes, valves, heads, and sleeves in
sufficient detail to define the requirements for construction. VHB will prepare the
required technical specifications for the irrigation construction plans, to include
applicable installation details and warranty periods. Technical specifications and notes
will be included on plans and not separate specifications booklet.
7.2.3 Hardscape Construction Plans
VHB will prepare the necessary Hardscape constructions plans and details for the
following:
Page 6 of 8
February 9, 2016
• Grading and Layout Plans for Hardscape elements and associated treatments.
• Construction Details for specialty paving areas, low walls and pedestrian sidewalk
treatments illustrating dimensions, materials, finishes, and structural reinforcing.
TASK 8 - PERMITTING
8.1 Environmental Resource Permitting
It is anticipated the project will require an Environmental Resource Permit (ERP) through the
SJRWMD. VHB will prepare and submit an ERP application to the SJRWMD for the project.
In support of the permit application, VHB will complete the following:
• Schedule and attend a pre - application meeting
• Prepare the ERP application forms
• Prepare applicable documentation, exhibits, figures, and calculations
VHB will respond to requests for additional information from the SJRWMD. No wetland
impacts are anticipated within the project. Permits are not anticipated from the Army
Corps of Engineers and the Florida Fish and Wildlife Conservation Commission. It is
anticipated the application fee for permit application is $490. This application fee is
included in the estimate for expenses (Permit Fees).
TASK 9 - BID PACKAGE AND COST ESTIMATE
9.1 Bid Package
VHB will prepare the required technical specifications associated with the improvements.
The improvements will be designed in accordance with City of Winter Springs and FDOT
design standards. VHB will assemble the required technical specifications and bid form to
be incorporated into the bid package. The City will be responsible for the general
conditions and assembling the bid package for advertising. The following will be included
in the bid package:
• Identify pay items and work categories for specifications
• Download and review FDOT specifications for appropriate work efforts
• Bid documents will include links to the FDOT and City website for appropriate
specifications.
• Technical special provisions, if required, will be included in the bid document.
9.2 Estimate of Probable Construction Costs
Based on the final construction plans, VHB will develop quantities and prepare an
Engineer's Estimate of the probable construction costs for the project (at the 60% and final
design stages). Unit costs will be based on current FDOT average unit bid prices.
Page 7 of 8
February 9, 2016
TASK 10- POST DESIGN SERVICES
VHB will provide the following services:
10.1 Certifications
Upon completion of construction in accordance with the permitted plans, VHB will
attend a final walk through with the City and review the construction as -built plans
against the design plans in order to verify permit conditions and certify the project to
the SJRWMD and FDOT.
It is understood that the City will handle all construction related contractor requests and
review and approval of shop drawings.
VHB will prepare a set of record drawings in PDF format based on the as -built drawings
and survey provided by the contractor.
WORK NOT INCLUDED
The following items are not included in this proposal. If any of the following work is required,
it will be completed by supplemental agreement:
1. Hazardous Material Testing (including PSI and DSI)
2. Cultural Resource Survey
3. Right -of -Way Acquisition Services
4. Construction Administration Services
5. Preparation of Permit Applications associated with Gopher Tortoises
6. Street Lighting Design
Page 8 of 8
TABLE NO. 1
0% 8% 12% 28% 30% 6% 15% 100%
[=Total $115,103.00
Task No. Task Description
Staff Hours Fee
Project Senior Project
Designer Principal Manager Engineer/ Engineer/ Engineer Architect
Scientist Scinetist
$205 $200 $125 $105 $95 $140 $100
DESIGN TASKS
DESIGN TASKS
1.0
Project Administration
0
36
0
0
8
0
0
44
$7,960
2.0
Data Collection
0
2
4
8
8
8
0
30
$3,620
3.0
StormwaterDesign
0
8
20
90
54
4
2
178
$19,440
4.0
Roadway Design
0
10
60
100
140
0
40
350
$37,300
5.0
Roadway Lighting
0
0
0
0
0
0
0
0
$0
6.0
lReclaimed Watermain
0
2
8
8
22
0
6
46
$4,930
7.0
Landscape and Hardsca e Design
0
4
0
0
0
36
70
110
$12,840
8.0
Permitting
0
2
8
24
8
4
6
52
$5,840
9.0
Bid Package and Cost Estimate
0
4
6
8
20
4
4
46
$5,250
10.0
Post Design Services
0
6
0
6
2
0
1
15
$2,120
Subtotal Design Tasks
0
74
106
244
1 262
1 56
129
1 871
$99,300
EXPENSES
Printing, Mileage, Graphics
$750
Permit Fees (SJRWMD)
$490
Contin gency
$0
Subtotal Expenses
$1,240
SUBCONSULTANTS
SSMC - Survey (See attached proposal)
$8,278.00
GEC - Geotechnical See attached proposal)
$6,285.00
Subtotal Subconsultants
$14,563.00
Totals
1 0
74
106
244
262
56
129
871
$115,103.00
0% 8% 12% 28% 30% 6% 15% 100%
[=Total $115,103.00