HomeMy WebLinkAboutVII (H) Discussion/Action re: Authorization Engineering Services Authorization No. 99-003 with PEC for Construction Inspection Services for Reuse Treatment Plant Agenda 3-16-99
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'or coon` JAMES W. SHIRA,P.E.
CITY ENGINEER/UTILITIES DIRECTOR
150 N.LAKESHORE DRIVE•OCOEE,FLORIDA 34761
PHONE(407)656-2322 EXT. 142•FAX(407)656-7835
MEMORANDUM
DATE: March 12, 1999
TO: The Honorable Mayor and Board of City Commissioners
FROM: David A. Wheeler, P.E.a(99*✓
Assistant City Engineer/Utilities Director
SUBJECT: Resident Project Representatives Inspection Services
Award of Services Authorization 99-003 for Engineering Services
On Friday, March 12, 1999, quotations for engineering services were received to provide
Resident Project Representative Inspection Services during the construction of the Reuse
Treatment Plant- Storage and Pumping System at the Wastewater Treatment Facility on A.D.
Mims Road and the reuse transmission to be constructed along A.D. Mims Road and Clarke
Road. The work in this project generally includes: (1) full time construction observation to
ensure the project is constructed in conformance with the plans and (2) Assist the City in the
construction administration of the project.
The Engineering Department is administering and providing construction observation on six City
projects as well as numerous development type projects throughout the City. In the near future,
we will also be including the Reuse Treatment Plant, Reuse Transmission Mains (two contracts),
Phase 3 Water Distribution Mains (two contracts), Bluford Avenue/Orlando Avenue Stormwater
Project,joint projects with OOCEA in their contracts 602 and 600 in the City projects and
numerous other development projects. The Engineering Department has contracted with PSI,
Inc. to assist on the Orlando Avenue/White Road Improvement Project.
The Reuse Treatment Plant project requires qualifications and a significant amount of time that
the Engineering Department can not provide without significantly affecting the administering of
the other construction projects and coordinating and reviewing additional upcoming projects like
the Maguire Road widening project. In addition,this short term excessive construction activity
may not warrant the hiring of additional City personnel, because when it slows down there would
not be new work to give them.
THE PRIDE OF WEST ORANGE
Quotations were received from all four Engineering Firms contacted. The attached documents
include the original scope letter from Staff to the Engineering Firms, and an additional letter to
further define the scope and the quotation from the lowest responding firm. All four quotes are
listed below:
Professional Engineering Consultants, Inc. $123,828.00
Hartman&Associates, Inc. $149,906.00
Glace& Radcliffe, Inc. $160,194.00
Ivey, Harris& Walls, Inc. $183,141.07
The response from PEC, Inc. was not exactly in accordance with the requested format; it was
adjusted to exactly follow the format to compare against the other proposals. PEC, Inc.'s
submitted proposal was for$119, 938.00. The other three firms exactly followed the requested
format.
Staff has waived the inconsistency in the proposal process since the correct amount is still
significantly under the second cost proposal. Staff feels that this a reasonable amount for this
work. This work will be funded from the 1997 Utility Bond Issue.
I recommend that the City Commission authorize the Mayor and City Clerk to execute Services
Authorization No. 99-003 with Professional Engineering Consultants, Inc. in the not to exceed
amount of$123,828.00.
Attachments
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of GOO JAMES W. SHIRA, P.E.
CITY ENGINEER/UTILITIES DIRECTOR
150 N.LAKESHORE DRIVE•OCOEE,FLORIDA 34761
PHONE(407)656-2322 EXT. 142•FAX(407)656-7835
March 8, 1999
Ken Hooper
Profesional Engineering Consultants, Inc.
200 East Robinson Street, Suite 1560
Orlando, Florida 32801
Re: Resident Project Representative Inspection Services
Dear Mr. Hooper:
The City of Ocoee has received bids on its Reuse Pumping and Storage Facility to be
constructed on the Wastewater Treatment Plant property located on A.D. Mims Road. Because
of the amount of new construction taking place in the City, both for the City and private
development work,we are requesting proposals from each of the four engineering consultants for
providing Resident Project Representative Inspection Services to be used for the Reuse Pumping
and Storage Facility and Reuse Transmission Mains.
The City does not anticipate that this work will last more than one year in length. The
individual will work out of the office trailer provided under the Reuse Pumping and Storage
Facility contract and report to the Engineering Department and the City's Construction
Administrator. The services required are those as listed in detail in either Section 1.6 or 2.6 of
Profesional Engineering Consultants, Inc.'s agreement with the City.
The individual will generally be required to setup and facilitate all meetings with the
contractors of record, review shop drawings, research and answer requests for information,
inspect the construction of the designed facilities to ensure conformance with the plans and
specifications, assist in the negotiation of change orders, review and approve contractor's request
for payment, conduct semi and final inspections at the completion of each project, and all other
tasks listed in the agreement but not mentioned in this itemization. The individual shall have
experience in similar work of this nature and be available for full time services for a period of
twelve months. Profesional Engineering Consultants, Inc. shall be able to supply a secondary
individual when the primary individual is on personal leave.
The City will allow ten percent addition for administrative support and an amount equal
to one month labor expense for a contingency to be used only at the City's direction. Direct
expenses will only be allowed for travel during working hours, not to and from the City, long
THE PRIDE OF WEST ORANGE
Ken Hooper
March 8, 1999
Page Two
distance telephone calls associated with the projects, and travel and meals required to perform the
required tasks and pre-approved by the City.
The award of the Reuse Pumping and Storage Facility project was approved by the City
Commission on March 2, 1999. The contractor of record is Milmir Construction, Inc. and they
are in the process of preparing bonds and insurance to complete the contract documents. It is
anticipated that this contract will be ready for execution on March 16, 1999. There is an early
finish financial clause in the contract, so it is anticipated that the contractor will push for starting
construction after execution of contract documents.
Please provide a resume of the individual that you will be providing for this project for
review by the City. It is the Engineering Department's intent to take this Services Authorization
to the City Commission on March 16, 1999; therefore we need your response no later than 4:00
p.m. on March 11, 1999.
Should you have any questions, please do not hesitate to contact this office.
Sincerely,
CITY of OCOEE
"-1°
ti) David A. Wheeler, P.E.
V Assistant City Engineer/Utility Director
Acting Construction Administrator
cc: James W. Shira, P.E., City Engineer/Utilities Director
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of Goon JAMES W. SHIRA,P.E.
CITY ENGINEER/UTILITIES DIRECTOR
150 N.LAKESHORE DRIVE•OCOEE,FLORIDA 34761
PHONE(407)656-2322 EXT. 142•FAX(407)656-7835
March 9, 1999
Ken Hooper
Professional Engineering Consultants, Inc.
200 East Robinson Street, Suite 1560
Orlando, Florida 32801
RE: Resident Project Representative Inspection Services
Dear Mr. Hooper:
This letter will provide additional information for this request for a proposal. Some questions
were asked concerning clarifications to the letter dated March 8, 1999.
The City of Ocoee will employing the services of one of the four engineering consultants currently
under continuing contracts. The selected firm will be required to provided services to meet all sections of
the Construction Services Section of the Agreement. You may choose to provide these services using
current employees or through outside services. It is the City's assumption that this project will only
require one individual on site with some support. It will be your determination to calculate that support.
To ensure that it is understood,the selected firm will be required to certify to FDEP, SJRWMD, and other
applicable Agencies upon completion.
The individual to be provided shall have an engineering background with at least seven to ten
years experience in water/wastewater treatment plant construction and large diameter pipeline installation.
Registration as a Professional Engineer is not required, but is acceptable. The separate line item for a
secondary individual is eliminated,provide a cost to provide RPR services for 2080 hours.
This project does have structural and electrical components and therefore allowances have been
put into the project cost for electrical and structural shop drawing review and site inspections. These
items are added assuming that subconsultants would be employed. If you have some or all this capability
in-house these line items would also apply towards those services. The actual costs would be billed on an
hourly rate basis, not as a lump sum.
Direct expenses are assumed to only cost, on the average, of$100 per month. If they are slightly
more than this assumption,they will be covered by the contingency. In addition, you will be required to
purchase a computer, printer and the required software for the RPR to use on these projects. The
computer will be turned over to the City upon completion of the project. The City will provide a
specification sheet for this equipment and possible vendors. The allowance will cover this projected cost.
Attachment A is a listing of facilities to be provided by the general contractor.
THE PRIDE OF WEST ORANGE
Ken Hooper
March 9, 1999
Page 11
It is assumed that Administrative Support will be required by your company. The Administrative
Support will be provided based upon the qualifications of the RPR used for the project. The amount of
Administrative Support is to be determined by your firm and shown as a percentage of the line items
indicated on the proposal sheet. These costs will be billed on an hourly rate basis as required.
Overtime work is not anticipated. But for record purposes, please provide an hourly rate for
overtime, if it is requested by the City. Please use the attached cost sheet when responding to this request
for proposals.
The deadline for submission of this proposal is extended to 12:00 noon on Friday, March 12,
1999.
Should you have any questions, please do not hesitate to contact this office.
Sincerely,
CITY of OCOEE
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\6 ) David A. Wheeler, P.E.
Assistant City Engineer/Utility Director
Acting Construction Administrator
cc: James W. Shira, P.E., City Engineer/Utilities Director
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Ken Hooper
March 9, 1999
Page 12
Resident Project Representative Inspection Services
Cost Estimate
DESCRIPTION UNITS UNIT TOTAL
COST COST
1. Resident Project Representative 2080 hours
2. Allowance for Electrical Shop Drawing Review& - - 10,000.00
Site Inspections
3. Allowance for Structural Shop Drawing Review& - - 10,000.00
Site Inspections
4. Direct Expenses 12 months 100.00 1,200.00
5. Administrative Support- %of items 1, 2, 3, & 4 - -
(To be billed on an hourly rate basis per person)
6. Contingency- 5%of items 1 through 5, inclusive (To -be used upon approval of City)
7. Computer,Printer and Software-to be turned over to - - 5,000.00
the City upon completion of the project.
TOTAL BASE BID
Overtime Rate
I
TABLE OiOQl.D
1
OWNER/ENGINEER'S FIELD OFFICE
Furnish, equip, and maintain an office trailer for the sole use of the Owner/Engineer, with secure entrance doors
and one key per occupant.
1 1. Area: 400 square feet minimum, with minimum dimensions 12 feet.
a. Divide trailer into one large office and provide partitioned washroom, coat closet, and storage closet.
b. Obtain prior approval of Engineer of floor plan. Each room shall have doors with integral locks, keyed
alike.
2. Windows:
a. Minimum: 3, with a minimum total area of 10 percent of floor area.
b. Operable sash and insect screens.
c. Locate to provide view of construction areas.
d. Provide operable venetian blinds for all windows.
3. Furniture:
a. Two (2) standard size desks, 3 foot by 5 foot with desk chair, and three drawers.
b. One drafting table: 39 inches (1 meter) x 72 inches (1.8 meters) x 36 inches (0.92 meter) high with one
equipment drawer.
c. Two (2) 3 foot x 6 foot folding tables with six (6) folding chairs.
d. One metal, double-door storage cabinet.
e. One plan rack to hold a minimum of six sets of project Drawings.
f. Three (3) standard four-drawer legal size metal filing cabinets with locks and keys (one key per
occupant).
g. Six linear feet of bookshelves per desk (min. 4-ft. high).
h. Two (2) swivel arm chairs.
i. Two (2) straight chairs.
j. One drafting table stool
k. One wastebasket per desk and table.
1. One tackboard, 36 inches x 30 inches.
m. Coat rack and hooks
n. Outside thermometers.
o. Xerox machine, Model 3107 or equivalent, with reduction capability.
p. One(1) telephone answering machine
q. One(1)plain paper facsimile (fax) machine.
r. One(1) automatic switching device for voice, fax and answering machine.
4. Services
a. Lighting: 50-foot-candles at desk top height.
b. Exterior lighting at entrance door.
c. Automatic heating and mechanical cooling equipment sufficient to maintain comfort conditions.
d. Minimum of four-110-volt duplex electrical convenience outlets, at least one on each wall.
e. Electric distribution panel; two circuits minimum, 110-volt, 60 hertz service.
f. Equip washroom with flush toilet, washbasin with two faucets, medicine cabinet with supplies, toilet
tissue holder, 10-gallon capacity automatic electric water heater, and paper towel holder.
g. One electric bottle water cooler with hot water tap, with accessory refrigerator.
h. Telephone: One direct line instrument with local and long distance access.
1 i. Provide potable water service to all trailer fixtures.
j. Provide a single waste discharge to sanitary disposal system.
END OF SECTION
I
01001-45 0E-290-PS/2.0(01/22/99)
PEC
PROFESSIONAL ENGINEERING CONSULTANTS, INC.
March 11, 1999 P-9025B1
Mr. David A. Wheeler, P.E.
Assistant City Engineer/Utilities Director
City of Ocoee
150 North Lakeshore Drive
Ocoee, Florida 32761
Subject: Agreement for Consulting Engineering Services
Reclaimed Water Ground Storage Tanks and High Service Pumping
Dear Mr. Wheeler:
Professional Engineering Consultants, Inc. (PEC) is pleased to present the enclosed
proposal in response to your recent requests for engineering services dated March 8, 1999
and March 9, 1999. PEC will provide Resident Project Representative Services as defined
in your March 8, 1999 letter and as further defined below for an amount not-to-exceed
$114,365 with a 5% contingency fee of$5,473 for a total of$119,838. PEC's proposed
scope of services include:
1. RPR inspection services for 2,080 hours of 8 hours per day, 40 hours per
week.
2. Prepare for and conduct pre-construction meeting.
3. Conduct and facilitate monthly (12) construction meetings.
4. Record, review and log all shop drawings.
5. Research and answer questions of the contractor.
6. Prepare and assist with any proposed change orders.
7. Review and approve contractors' pay requests.
8. Observe start-up and demonstration testing.
9. Conduct substantial and final inspections.
10. Certify completion of project to appropriate regulatory agencies.
Enclosed is the resume of Phillip E. Harlow, P.E., who will provide service as a contract
employee of PEC.
engineers
planners
surveyors 200 East Robinson Street • Suite 1560 • Orlando, Florida 32801 • 407/422-8062 • FAX 407/849-9401
Mr. David A. Wheeler, P.E. P-9025B1
March 11, 1999
Page 2
Very truly yours,
PROFESSIONAL ENGINEERING CONSULTANTS, INC.
Ki
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Principal
KRH/bk
Enclosures
cc: Art Austin, P.E.
Bob Rudd, P.E.
g:\cler\env\pro99\p-9025b1
Mr. David A. Wheeler, P.E. P-9025B1
March 11, 1999
Page 3
Resident Project Representative Inspection Services
Cost Estimate
DESCRIPTION UNITS UNIT TOTAL
COST COST
1. Resident Project Representative 2,080 hours 40.00 $83,200.00
2. Allowance for Electrical Shop - - $7,315.00
Drawing Review & Site Inspections
(EMI)
3. Allowance for Structural Shop - - $9,250.00
Drawing Review & Site Inspections
(SSE)
4. Direct Expenses 12 months 100.00 $1,200.00
5. Administrative Support 8.4% of - - $8,500.00
items 1,2, 3, & 4 (To be billed on an
hourly rate basis per person)
6. Contingency - 5% of items 1 through - - $5,473.00
5, inclusive (To be used upon
approval of City)
7. Computer, Printer and Software - to - $5,000.00
be turned over to the City upon
completion of the project
TOTAL BASE BID $119,938.00
Overtime Rate $60.00/hr
Ken Hooper
March 9, 1999
Page 12
Resident Project Representative Inspection Services
Cost Estimate
DESCRIPTION UNITS UNIT TOTAL
COST COST
1. Resident Project Representative 2080 hours c,
yG- p 3, ic,- '`)
2. Allowance for Electrical Shop Drawing Review& - - 10,000.00
Site Inspections
3. Allowance for Structural Shop Drawing Review& - - 10,000.00
Site Inspections
4. Direct Expenses 12 months 100.00 1,200.00
5. Administrative Support- 3.4 %of items 1, 2, 3, &4 - -
(To be billed on an hourly rate basis per person) 8 G.
6. Contingency- 5%of items 1 through 5, inclusive(To - -
be used upon approval of City) 5, 6-5 $' o
7. Computer,Printer and Software-to be turned over to - - 5,000.00
the City upon completion of the project.
TOTAL BASE BID IL)/6
Overtime Rate
PHILLIP E. HARLow, P.E.
1880 Aeon!Plata, Kissimmee, Florida. 34744-6600.Pager: (407) 931-8302
OBJECTIVE
Construction Manager/Resident Engineer
PROJECT TYPES
Structural, Mechanical, Site Development
QUALIFICATION HIGHLIGHTS
• Over 20 yrs experience in various engineering and construction related activities
• Engineering degree and professional certification
• Technical review of contract documents
• Quality control and quality assurance
• Proven ability to maintain good working relationships between groups
involved with the project
EMPLOYMENT HISTORY
1997-present Consulting Engineer(self-employed 1:Construction services for the
City of Kissimmee.Fl
1991 • 1997 City of IGssimmee.Department of Water Resources,IGssimmee,Fl
Senior Engineer-Design &Construction-Project Management
1990- 1991 Dyer-Riddle-Mills and Precourt.Inc.,Orlando,Fl
Engineer V,Resident Project Engineer
1989- 1990 Prohssaional Engine on_nil ante, ns.Orlando.Fl
Resident Engineer,Project Superintendent(subcontracted)
1984- 1989 Post_$vryhjev.Schuh &Jernigan.Inc„,Orlando,FL
Field Construction Manager,Environmental Design Engineer
1983- 1984 Spaw-Glass Constructors.1nc,,Orlando,Fl
Mechanical/Electrical Project Coordinator(Subcontracted)
1980- 1982 Martin Marietta Cog.,Orlando,Fl
Construction Inspector
1979- 1980 Drown&Root.Inc.,Houston,Texas
Proposals Engineer,Construction Coordinator
1978 $tate of Florida,Orlando,Fl
Facilities Technician
1975 - 1976 City of Orlando,FI
Housing Inspector
1974 Orlando Utilities Commission,Orlando,Fl
Draftsman
1970• 1977 College Student
1967- 1970 Military Service
EDUCATION
Bachelor's Degree-Engineering-University of Central Florida
Associate's Degree-Valencia Community College
CERTIFICATIONS
Professional Engineer( Civil ) State of Florida
General Contractor (Inactive) State of Florida
Building Inspector SBCCI
PROFESSIONAL EXPERIENCE
• Consulting Engineer to the City of Kissimmee on two wastewater treatment
plant expansion projects. Duties: submittal review, clarification, schedule
monitoring, verifying payment quantities, overseeing inspectors, progress
meetings, coordination between city, design engineers and contractors.
• Project Manager for Design and Construction projects. Primarily responsible
for department design and construction standards, daim negotiations, capital
construction feasibility issues and projects.
• Resident Project Engineer for construction of an 8 million dollar wastewater
treatment plant in New Port Richie, FL Duties: construction inspection,
providing clarification, submittal review, schedule monitoring and verifying
payment quantities.
• Construction manager on a 200+ acre,residential site development project for
Arvida Company. Project scope included major earthwork operations,sanitary
and storm sewers, water service system, roadways, and coordinating public
utilities installation.
• Resident Project Representative on a site development project for Universal
Studios of Florida_ Project scope included earthwork,parking lot additions and
modifications,roadway,drainage and utility work.
• Resident Project Representative on water and sewer projects for the City of
Ocoee, Fl. Project scope included several thousand feet of watermain and
forcemain, four casing bore & jacks, gravity sewers and a triplex master lift
station.
• Resident Project Representative on a two lane, 60', single span, concrete beam
bridge for Polk County,FL
• Field Construction Manager on a sanitary landfill project for Palm Beach
County, Solid Waste Authority. Activities: Resident project engineering,
contracts coordination,dvil and mechanical inspection.
• Resident Project Representative on a wastewater treatment facility and effluent
pumping stations for the City of Kissimmee. Activities: Overseeing the work of
up to three city inspectors working on a wastewater treatment plant and andllary
projects,totaling approximately$25 ,000,000 in construction cost.
• Design of blower building equipment,yard and interior piping layouts for a 20
million dollar wastewater treatment plant process conversion project. My design
portion of this project included approximately 10-24 x 36 drawings and over 20
technical specification sections_
• Mechanical/Electrical Project Coordinator for a new whale stadium The
project induded a complex life support system with a reverse osmosis filtration
system,designed by my subsequent employer(PBS&J). Activities: shop drawing
review,field inspection,technical liason,and coordination of the mechanical and
electrical subcontractor's work forces with the general contractor's forces.
• Resident Project Representative for construction additions at a remote plant
site. Projects included 2-6000 sf building additions, a 52,000 sf industrial/office
building, a 2000 sf chemical storage building, renovation of a printed circuit
board plating area, a class 10,000 clean room, and installation of production
assembly lines.
• Proposals Engineer for coordinating the preparation of bid proposals, assisting
in negotiating new contracts, and modifying existing cost plus contract terms.
These contracts were for projects from$100,000,000 to$500,000,000 in size.
SERVICES AUTHORIZATION
UNDER
CONTINUING PROFESSIONAL CONSULTING AGREEMENT
RESIDENT PROJECT REPRESENTATIVE INSPECTION SERVICES
for
REUSE STORAGE and PUMPING SYSTEM and REUSE TRANSMISSION MAINS
This Service Authorization,No. 99-003,hereinafter called SA99-003, as of this day
of , 1999, shall constitute an Addendum to the Continuing Professional
Consulting Agreement between the City of Ocoee, Florida (the CITY) and Professional Engineering
Consultants, Inc. (the CONSULTANT), dated the 21st day of August, 1984, hereinafter referred to as
the AGREEMENT.
WHEREAS, the CITY and CONSULTANT entered into an AGREEMENT whereby the CITY
retained the CONSULTANT to provide professional engineering services as required from time to
time, and WHEREAS the CONSULTANT will perform consulting engineering services for the CITY
as herein defined.
NOW, THEREFORE, in consideration of the mutual covenants and promises hereinafter set
forth on the part of both parties to be kept and performed,the parties do mutually agree as follows:
Section 2 and 3 - Services of the Consultant
The CONSULTANT shall perform the Resident Project Representative Inspection Services as
described in detail in the Agreement and as outlined in the attached documentation and listed
as: (1) Ocoee Request for Fee Proposal letter, dated March 8, 1999; (2) Ocoee Request for Fee
Proposal letter, dated March 9, 1999; and (3) Professional Engineering Consultants, Inc.
Proposal letter, dated March 11, 1999, relative to the provisions of the Agreement for
Continuing Consulting Engineering Services.
Section 5-Period of Service
The CONSULTANT will complete the Resident Project Representative Inspection Services in
accordance with the attached documentation. The Resident Project Representative Inspection
Services will begin at the City's direction and be completed within one calendar year in
accordance with the attached documentation.
Section 6-Compensation
Compensation by CITY for the Resident Project Representative Inspection Services of this
project are provided under this Amendment and shall be in accordance with Section 5 of the
Agreement. The Resident Project Representative Inspection Services will be compensated
under paragraph 6.1.2. This Services Authorization shall not exceed One-hundred-
twenty-three thousand eight-hundred-twenty-eight DOLLARS ($123,828.00) as outlined in the
attached documentation.
IN WITNESS WHEREOF, the parties have executed this Services Authorization No. SA99-
003 the day and year hereinabove set forth.
PROFESSIONAL ENGINEERING CONSULTANTS,INC.
ATTEST:
By:
Name:
Title:
(SEAL)
Date:
APPROVED:
CITY OF OCOEE, FLORIDA
ATTEST:
Jean Grafton, City Clerk S. Scott Vandergrift, Mayor
(SEAL)
FOR USE AND RELIANCE ONLY BY THE APPROVED BY THE OCOEE CITY
CITY OF OCOEE, FLORIDA APPROVED COMMISSION AT A MEETING HELD
AS TO FORM AND LEGALITY this ON , 1999
day of , 1999. UNDER AGENDA ITEM NO.
FOLEY&LARDNER
By:
City Attorney