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HomeMy WebLinkAboutVII (G) Discussion/ Action re: Approval of Design Proposal for Pavement Repair at Fire Station No. 4 Agenda 11-17-98 • = Item VII G As 01 10 • yr�4 Op Goo`�a`� 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: November 12, 1998 TO: The Honorable Mayor and B and of City Commissioners FROM: James W Shira, P.E. City Engineer/Utilities Director SUBJECT: Fire Station No. 4 Pavement Failure Analysis and Design Award of Engineering Services Contract The driveway ramp that exits the vehicular storage bays at Fire Station No. 4 started failing shortly after completion of the construction of the facility. Initially, it was suspected that the failure was the result of improper construction. Upon further investigation, it was determined that the design did not take into affect the potential groundwater elevations at times when excessive rainfall occurred. The engineer of record, Gee & Jenson EAP,Inc., and the contractor of record, Priority 1 Construction of Brevard County, Inc. were required to make the repairs necessary to provide a finished product that would meet the intent of the design. After many months of review of various proposals from both parties, a repair procedure was agreed upon and was allowed to proceed. The contractor began to perform the repair work generally in accordance with the design,with some approved modifications. Upon review of the construction activities, it was determined that the proposed repair procedure was not going to work due to groundwater problems, and the contractor was not allowed to continue. He has since pulled off the site. 1 • The Fire Department and Engineering Staffs concurred that we should employ another engineering firm with possible subconsultants to review the original design, construction,proposed repair and subsequent attempted reconstruction. The purpose of this review would be to determine whether the original design was flawed, and to prepare a design to permanently repair the problem with the driveway and any other related problems that could indirectly affect the use of the driveway and hinder the full use of the Fire Station. Written contact was made with each of the three new engineering consultants employed under the Continuing Services Contact. Glace&Radcliffe,Inc. responded by the required date with an acceptable proposal. Hartman&Associates, Inc. was late in responding and they were advised that a late submittal would not be accepted. Ivey, Harris & Walls, Inc. declined to submit a response. Oe- THE PRIDE OF WEST ORANGE . Glace& Radcliffe, Inc. proposed to perform the work outlined in the attached documents for $19,661.00 and to be ready to advertise for construction services within 71 days, not including Staff review time. The Engineering and Fire Department staffs concur with the scope of services and proposal from Glace & Radcliffe, Inc. The City will initially reimburse the engineering consultant from Fire Impact fees in the General Fund. Foley&Lardner is reviewing the contract between the City and Gee & Jenson to determine the possibility of seeking restitution from Gee & Jenson to cover some or all of the costs for the redesign and reconstruction. Mr. Rosenthal will be able to provide that opinion at the City Commission Meeting. The Engineering and Fire Department staffs request the Mayor and City Commission approve the proposal submitted by Glace &Radcliffe, Inc. for the Pavement Failure Analysis and Design for Fire Station No. 4 in the amount of$19,661.00 and authorize the Engineering Department to notify Glace & Radcliffe to begin the work immediately. DAW/jbw Attachments G1 ��jj GLACE&RADCLIFFE, INC. �h, � Consulting Engineers consu ttng 630 N.Wymore Road,Suite 370 Maitland,Florida 32751 A WCG,Inc.Company (407)647-6623 fax:(407)539-0575 E-mail:weg@grboa.com November 3, 1998 Mr. James W. Shira, P.E. City Engineer/Utility Director City of Ocoee 150 N. Lakeshore Drive Ocoee, FL 34761 Re: Fire Station #4 Pavement Failure Analysis and Design Glace and Radcliffe#FP567.102 Dear Mr. Shira: Per your request, we;are_pleased to submit the attached fee proposal related to the engineering services for the Fire Station#4 Pavement Failure Analysis and Design Project. This proposal has been prepared to address the required scope of work as presented in your letters dated October 12 &27, 1998. If the proposal is acceptable in its present form, we are prepared to commence work immediately upon authorization from the City. We appreciate the opportunity to submit the attached fee proposal for consideration by the City. We look forward to working with you and the rest of the City staff on this important project. If you should have any questions or comments, please don't hesitate to call our office. Sincerely, GLACE AND RADCLIFFE,INC. ire Marglo, PE Project Manager t:\proposals\ocoee\fp567.102\let jws2.doc NOV 4.1998 L..� ' l Engineering Services Proposal for FIRE STATION #4 PAVEMENT IMPROVEMENTS CITY OF OCOEE November 3, 1998 BACKGROUND The City of Ocoee (the "City") owns and operates a fire station along Clarke Road north of A.D. Mims Road (Fire Station #4). This fire station has been in operation since January 1998. The City has experienced problems with the asphaltic pavement on the south side of the equipment bays. Substantial rutting and pavement failure is evident. The City has requested that Glace and Radcliffe (the "Engineer") provide a proposal for engineering services related to the analysis of the pavement failure along the south side of the equipment bays and design of pavement improvements. The following Scope of Services will be performed by the Engineer for this project and is based on the City's letters dated October 12 & 27, 1998, from Mr. James W. Shira. The proposed scope of work includes services for investigation and analysis of the pavement failure, recommendation of pavement improvements, final design and preparation of plans and specifications, cost estimating, bidding services, and construction phase services. SCOPE OF WORK 1. Collect and Review Existing Data and Information The Engineer will meet with the City staff, and obtain and review existing data and information pertinent to the project. The information may include, but not be limited to, original design documents and data, original construction plans and specifications, soils reports from geotechnical investigations during design phase, documented pre- construction site conditions, and available construction reports and density test reports. In addition, the Engineer will visit the site to conduct a field investigation of the pavement and site conditions. 2. Geotechnical Investigation and Analysis The Engineer will provide and coordinate the services of a qualified geotechnical engineer to conduct field investigations and assist in the evaluation of the site conditions and pavement failure. The services completed by the geotechnical engineer will include an investigation of site soil conditions, current surface and subsurface hydrology and existing pavement condition, design, and construction. In addition, the geotechnical engineer will -1- make a determination of the most probable causes of pavement failure and appropriate groundwater control methods. 3. Pavement Replacement Analysis Based on review of the existing data and information, subsequent field investigations, and the geotechnical analysis, the Engineer will determine the most appropriate replacement pavement design and section. In addition, the Engineer will make a determination of the limits of pavement restoration. Furthermore, the Engineer will evaluate and determine appropriate, if any, on-site remedial measures in addition to pavement replacement that will enhance the expected service life of the replacement pavement. 4. Recommendation Letter Following completion of the pavement replacement analysis, the Engineer will prepare and submit a recommendation letter to the City. The letter will present a summary of the investigations performed by the Engineer and the recommended replacement pavement and site improvements. The Engineer will meet with the City staff to discuss the recommendations following the City's review of the letter. 5. Preparation of Construction Plans • Upon City approval of the pavement recommendations, the Engineer will prepare construction plans for the proposed pavement replacement and other recommended site improvements, if any. The plans will be prepared in accordance with. existing City requirements and criteria. The City will provide an AutoCAD drawing file(s) of the existing as-built site conditions for the fire station site. The Engineer will use the AutoCAD file(s) provided by the City as a base sheet for development of the construction plans. Land surveying services for development of a site plan have not been included as part of this fee proposal. If land surveying services are needed for preparation of construction plans, these services will be considered out of scope and will be provided by the Engineer under an additional authorization. It is anticipated that the construction plans will consist of the following sheets: • Cover Sheet • General Notes &Informational Sheet (1 sheet) • Site Plan Sheet • Miscellaneous Paving and Drainage Details (2 sheets) Progress sets of construction plans will be submitted to the City for review at the 50%, 90%, and 100% completion levels. Five sets of plans will be submitted at each submittal. -2- The plans will be developed in AutoCAD format. 6. Preparation of Technical Specifications The Engineer will prepare technical specifications and bid schedule, which are in conformance with City's standard specifications. The documents will be submitted (five copies per submittal) to the City for review at the 90% and 100% completion level. At final completion, the Engineer will submit one unbound set of original specifications and bid form to the City. The City will incorporate the technical specifications and bid form with the City's standard front-end documents and complete the final packaging of the entire bidding document for issue to bidders. 7. Preparation of Construction Cost Estimate The Engineer will prepare and submit a construction cost estimate of the project based on the completed contract documents. The estimate will be submitted at the 100% completion level. 8. Permitting The Engineer will coordinate with SJRWMD and will prepare and submit any required permitting documents for the modifications to the stormwater system and groundwater conditions. 9. Project Meetings/Coordination The Engineer will attend project meetings with the City staff to discuss the progress of the work, design of the project, and other related issues. An allowance is made for three project meetings. Bidding Phase 10. Advertisement and Distribution of Contract Documents The Engineer will coordinate distribution of contract documents for the pump station modification project. The Engineer will provide bidding documents to prospective bidders. The Engineer will retain all monies received from the sale of bidding documents. -3- 11. Bid Evaluation and Recommendation of Award The Engineer will perform a bid evaluation for the pavement restoration project. This bid evaluation will include a certified tabulation of bids, plus a detailed review of the bid package from the lowest responsive bidder. The review of the lowest responsive,bid will include an inspection of the bid package for completeness, errors and omissions, evaluation of the listed experience on similar projects, evaluation of other submitted data and review of the references. Following bid evaluation, the Engineer will prepare and submit a recommendation of Contract Award. Construction Phase The Engineer will provide basic general services during construction. The Scope of Work during construction is based on the assumption that the construction period from Notice-to- Proceed to final completion of construction will be three (3) months. During construction phase, the following scope of work will be performed. 12. Shop Drawing Review The Engineer will review shop drawings submitted by the Contractor. Activities for this task include maintaining a submittal log/record, reviewed shop drawings and providing review comments and transmitting copies of reviewed shop drawings to the City staff and the Contractor. The Engineer will determine the acceptability of substitute materials proposed by the Contractor. 13. Scheduled Site Visits For the duration of the project, commencing from the time which the Contractor begins construction activities at the site, the Engineer will perform daily site visits. The Engineer will observe the construction activities and progress for compliance with the Contract Documents and inform the City of observed deficiencies. This scope of work includes an allowance for daily visits during a 2-month period of active construction. 14. General Coordination Activities/Technical Assistance The Engineer will provide technical assistance to the Contractor and City representatives during project construction to provide clarifications and interpretation of the Drawings and Specifications and to resolve technical issues or conflicts which may arise. The Engineer will prepare sketches and drawings to resolve actual field conflicts if necessary. The Engineer will also provide technical assistance to resolve any unforeseen conditions during -4- construction. Furthermore, the Engineer will review laboratory, shop, and test reports related to materials and quality of work. Additionally, the Engineer will review and monitor the Contractor's construction schedule and will advise the City regarding the progress and problems affecting such progress. The Engineer will also review and approve the Contractor's pay requests. 15. Soils and Material Testing during Construction The Engineer will provide services of a qualified soils and materials testing engineer to perform soil density tests and material tests during construction. 16. Substantial and Final Completion Inspections The Engineer will perform site inspections at substantial completion and final completion. Each inspection will include a "walk through" of the entire project, formation of a punch list for deficient work and formalization and transmittal of the punch list to the Contractor and City representatives. 17. Preparation of Record Drawings The Engineer will obtain redline as-built drawings from the Contractor and will prepare as- built drawings on the information received from the Contractor. The Engineer will not perform any specialized services to verify the as-builts received from the Contractor. The as-built drawings will be prepared on the ink-on-mylar originals. The Engineer will submit one set of as-built mylar originals and three sets of as-built blueprints to the City. CITY OF OCOEE RESPONSIBILITIES AND ACTIVITIES The City of Ocoee will perform the following activities: 1. Provide available "as-built"AutoCAD drawings for existing fire station site 2. Review of the Contract Documents at the 50%, 90%, and 100% design levels and submittal of review comments to the Engineer. 3. Provide project standard front-end documents for the project manual. -5- SCHEDULE The services described above are anticipated to be completed in accordance with the following summary. 1. Submittal of the recommendation letter will be within 21 days from receipt of Notice- to-Proceed. 2. Submittal of Contract Documents at 50% completion level will be within 20 days from receipt of site plan drawing from the City in AutoCAD format. 3. Submittal of Contract Documents at 90% completion level will be within 20 days from receipt of City's 50% review comments. 4. Submittal of Contract Documents at 100% completion will be within 10 days after receiving the City's review comments for the 90% completion Contract Documents. COMPENSATION Compensation to the Engineer for services performed under this fee proposal will be in accordance with the lump sum method as described in the Contract. The total lump sum amount to be paid to the Engineer as compensation for engineering services provided is $ 19,661.00. The following is a summary of the fees: Pavement Failure Analysis and Replacement Recom. $ 1,866.00 Final Design, Preparation of plans, Cost estimate $ 6,023.00 Geotechnical Investigation $ 2,330.00 Bidding Phase Services $ 869.00 Construction Phase Services $ 6,173.00 • Soils & Materials Testing during Construction $ 2,400.00 Total Lump Sum Fee $ 19,661.00 -6- EXCLUSIONS The following tasks and activities are not included in the scope of work and have not been made part of this fee proposal. These services can be provided by the Engineer under an additional authorization issued by the City. • Additional design meetings • Changes to the documents during or after bidding as a result of the Owner's direction to change the scope of work • Pre-bid conference • Responding to bidders questions and preparing and issuing addenda • Preparation and negotiation of change orders • Pre-construction conference • Conforming contract documents • Progress meetings during construction • Full-time RPR services during construction phase • Providing copies of plans and specifications beyond the number specified herein -7-