The URL can be used to link to this page

Home My WebLink AboutIII (F) Approval and Authorization for Mayor and City Clerk to execute Addendum No. 97-1 Providing for Design and Bidding Phase Services for the Expansion of Effluent Disposal Ponds to PEC's Continuing Contract in the not-to-exceed amount of $31,153.00 AGENDA 2-04-97 n` OcoeeItem 111 It)4 O .o 0 6 yr(.� s or moo JAMES W. SHIRA, PE. CITY ENGINEER/UTILITIES DIRECTOR 150 N.LAKESHORE DRIVE•OCOEE.FLORIDA 34761 PHONE(407)656-2322 EXT. 142•FAX(407)656-7835 MEMORANDUM DATE: January 30, 1997 TO: The Honorable Mayor and Board of City Commissioners FROM: James W. Shira, P.E. City Engineer/Utiliti Director SUBJECT: Expansion of Effluent Disposal Ponds On November 20, 1996 we received from the Florida Department of Environmental Protection (FDEP), our new operating permit for the wastewater treatment plant. Included in that permit is a limitation on the total amount of treated effluent that can be applied to the golf course and to the ponds located on the plant site. The current permit limits the total effluent capacity of the available disposal areas to 1.10 MGD, on an annual average daily flow (AADF) basis. Since it was evident when we applied for the new permit that our plant flow was approaching this limit, FDEP accepted our proposal to increase our total effluent disposal capacity to 1.25 MGD AADF by increasing the size of the ponds on the plant site. The permit required that this expansion of the on-site ponds be completed and be placed into operation by August 1997. Attached for your review is a proposed Addendum to PEC's continuing contract which provides for the required design and bidding phase services. The original draft of this Addendum proposed a fee of$47,800.00. I instructed PEC to reduce their proposed scope of construction phase services and adjust their proposed fee accordingly. Based on that adjustment, PEC proposes to design the required pond expansion and provide bidding phase assistance for the not- to-exceed fee of$31,153.00. I recommend that the City Commission authorize the Mayor and City Clerk to execute Addendum No. 97-1 in the not-to-exceed amount of$31,153.00. m„tp_pond_expsns loot doe THE PRIDE OF WEST ORANGE .° II 1 I _ ' 1 i . PEC JAI ► 61 PROFESSIONAL ENGINEERING CONSULTANTS, INC. December 19, 1996 P-6144 MK-04 Mr. James W. Shira, P.E. City Engineer/Utilities Director City of Ocoee 150 North Lakeshore Drive Ocoee, Florida 34761 Dear Mr. Shim: Pursuant to your request we are pleased to present the revised design, bidding and limited construction phase services proposal for the WWTP No. 2 Effluent Disposal Ponds B and C. A scope of services and corresponding man hours is attached as Attachment A. We have updated our proposal with regard to your memorandum dated December 4, 1996 as follows. Please note that our numbering corresponds with the City's referenced memorandum. Task I.E. This has been updated per your request. Task 1.G.1. A 1"=200' topographic aerial does not provide the detail required for constructing small ponds such as those proposed. If we were to use this scale drawing, the elevation contours depicting the top of the berm to the bottom of the pond would span approximately 1\10 of an inch. A 1"=20' topographic aerial is more appropriate for this design and will ultimately provide the City with fewer field complications during construction and a better quality final product. Aerials exist from the previous construction to the WWTP No. 2, however these aerials exist only in photograph/Mylar form. Recent technology has simplified the use of aerials by utilizing them in their electronic form and we have likewise updated our methodology for including aerials in construction documents. We are not aware of an existing aerial in an electronic form that can be so manipulated. Task 1.G.3 As requested this item has been deleted. The tree survey will be provided by the City. Task 2.8. During the contract bidding period, it is in the City's best interest to welcome questions proposed by contractors to ensure a fair bid and that all contractors are bidding on the same assumptions. The safest way to document these clarifications and avoid a bid protest, which would be costly, is through addenda. If, however, there are no addenda, this item will not be billed. enoneers planners s, veyors 200 East Robinson Street • Suite 1560 • Orlando. Florida 32801 • 407.422-8062 • FAX 407.849-9401 Mr. James W. Shira, P.E. December 19, 1996 Page 2 Task 2.D. The Contract must be signed by both the Contractor and the City to be a legal document. This executed Contract is inserted into the conformed documents to provide easy reference for all parties. Task 3 We have eliminated all of the construction administration duties and the majority of the construction phase services with the exception of record drawings. We will update the construction drawings with the field information provided to us by the City to provide Mylar record drawings. We are prepared to complete the design and bidding phase services within five (5) months of our receipt of a notice to proceed from the City of which four (4) months is planned for the design phase and one (1) month for the bidding phase. The total cost for the design, bidding and limited construction phase services to be provided by PEC is $31,153. Attachment B presents the fee estimates for these services. We appreciate the opportunity to provide the City of Ocoee with these professional services for this assignment. Please review this proposal and contact me if you have any questions or comments. Very truly yours, PROFESSIONAL ENGINEERING CONSULTANTS, INC. Ke eth R. Hooper Project Manager KRH/bk G:\cl e r\env\\PRO96\p6144p cc: Tom Kelley P.E., PEC Art Austin, P.E., PEC Bob Rudd, PEC Katie Gierok, PEC ADDENDUM NO. 97-1 TO AGREEMENT FOR CONSULTING ENGINEERING SERVICES INCLUDING DESIGN AND BIDDING OF EFFLUENT PONDS A AND B This Addendum No. 97-1 hereinafter called the Addendum, as of this day of February, 1997, shall constitute an Addendum to the Agreement for Consulting Engineering Services between the City of Ocoee, Florida (the CITY) and Professional Engineering Consultants, Inc., 200 East Robinson Street, Suite 1560, Lake Eola Centre, Orlando, Florida (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 1 - Services of the Consultant 1.1 The CONSULTANT shall perform the Engineering services as outlined in the attached proposal P-6144, dated December 19, 1996 relative to the provision of consulting engineering services to the CITY. Section 2 - Compensation 2.1 Compensation by CITY for engineering services provided under this Addendum shall be computed under Paragraph 6.1.2.3 of the Agreement, utilizing the Payroll Cost Times a Factor Method of Compensation with the compensation for this additional authorization not-to-exceed $31,153 as outlined in the attached proposal, without further authorization from the CITY. Section 3 - Time of Completion 3.1 The CONSULTANT shall provide the services within five (5) months as described in the attached proposal. IN WITNESS WHEREOF, the parties have executed this Addendum No. 97-1 the day the year hereinabove set forth. ATTEST: PROFESSIONAL ENGINEERING CONSULTANTS, INC. By: Kenneth R. Hooper, Principal Date: ATTEST: BOARD OF CITY COMMISSIONERS CITY OF OCOEE, FLORIDA By: S. Scott Vandergrift, Mayor Date: For the use and reliance of City of Ocoee only. Approved as to form and legality this day of , 1997. City Attorney G:\cler\env\oe\once\97-I.ADN OE(I1/01/96) ATTACHMENT A MANHOUR ESTIMATES FOR THE CITY OF OCOEE EFFLUENT DISPOSAL PONDS B AND C P-6144 Labor Classification/Hours Task No. Task Description/Scope of Services P.M. Sr.Engr. Engr. Tech. CADD Clerk RPR Total 1. FINAL DESIGN A Prepare final design for civil disipline. 5 10 30 8 0 6 0 59 B. Prepare Contract Drawings(24"x 36")as follows: Dwa.No. Discipline Description Cover Sheet G1 General Location,Sheet Index,Gen.Notes,Legend and Abbreviations C1-C3 Civil Proposed Grading Plan;Plan Views,Cross-Sections and Miscellaneous Details 10 10 30 15 80 5 0 150 C. Prepare Contract Specifications with CSI format and City of Ocoee Standard General Conditions. 5 8 24 5 0 24 0 66 D. Prepare three(3)sets of review submittals at 60%and 90%design completion level and submit to the City for review.Meet with City and discuss review comments. Write summary letter; include City comments. 6 6 20 4 16 16 0 68 E. Prepare final cost estimate prior to advertising the project. (City to receive ten(10) days prior to advertisement.) 1 0 3 8 0 1 0 13 F. Flmish three(3)copies of completed contract documents(11"x17"Drawings and botnd Specifications)to City staff and review with City staff.Write summary letter. 0 0 2 1 2 6 0 11 G. Surveying Services. (The City of Ocoee shall provide required tree survey of proposed ponds site.) 1. Perform topographic survey areas to be developed for 1-foot contours using spot elevations. Construction area is as depicted in the PSI geotechnical report. Reduce notes and prepare topographic map at 1"=20'scale. 2. Locale nearest existing benchmark. Provide location on topographic map. SUBTOTAL TASK 1-FINAL DESIGN 27 34 109 41 98 68 0 367 2. BIDDING AND AWARD PHASE A PEC will make available to continuing contractors the bid plans and specifications. (PEC to charge for and keep monies obtained from bidders for sets of bidding documents.) 2 2 6 0 0 12 0 22 B. Prepare and mail by certified mail clarification and addenda(if requried),as approved by the City,to all holders of bidding documents. 4 0 8 0 0 16 0 28 C. Review and tabulate bids and make recommendation of award.(City will supply one copy of all bid proposals received.) 1 0 4 0 0 2 0 7 D. Cordorm contract documents,coordinate execution of contract. 2 0 12 0 8 6 0 30 SUBTOTAL TASK 2-BIDDING AND AWARD PHASE 9 2 30 0 8 38 0 87 3. CONSTRUCTION PHASE SERVICES A. Provide a mylar reproducible set of record drawings based upon field data provided by the City. Drawings will be CADD generated. 2 3 8 2 16 2 0 33 SUBTOTAL TASK 3-CONSTRUCTION ADMINISTRATION 2 3 8 2 16 2 0 33 TOTAL ALL PHASES-ESTIMATED HOURS 38 39 147 43 122 98 0 487 G\.1PROD61P-6144AB(11W19/88) ATTACHMENT B COST ESTIMATE FOR THE CITY OF OCOEE EFFLUENT DISPOSAL PONDS B AND C P-6144 DIR. MULTIPLIER 2.92 TASK 1 TASK 2 TASK 3 RAW DIRECT MULTIPLIED RAW FINAL BIDDING CONSTR. TOTAL LABOR LABOR LABOR CLASS RATE DESIGN AND AWARD HOURS COST COST Project Manager $33.50 27 9 2 38 $1,273 $3,717 Senior Engineer $24.00 34 2 3 39 $936 $2,733 Engineer $21.40 109 30 8 147 $3,146 $9,186 RPR $21.00 0 0 0 0 $0 $0 Technician $16.25 41 0 2 43 $699 $2,040 CADD $14.00 98 8 16 122 $1,708 $4,987 Word Processor $12.00 58 38 2 98 $1,176 $3,434 SUBTOTAL LABOR HOURS 367 87 33 487 $8,938 SUBTOTAL RAW LABOR DOLLARS $6,787 $1,560 $591 !SUBTOTAL LABOR DOLLARS $19,819 $4,554 $1,725 $26,098 !OTHER DIRECT COST DETAIL EXTERNAL ASSOC.COST ALLOWANCEI I _ ACTUAL ,EXTERNAL ASSOCIATE E.A.COST Surveying(PEC) $4,000 $4,000 SUBTOTAL E.A.DOLLARS $4,000 iOTHER DIRECT COSTS ITEM DESCRIPTION ODC Reproduction/Printing $100 $50 $75 $225 Computer Support/Plotting $400 $50 $0 $450 Telephone(Long Distance) $50 $10 $10 $70 Mileage $75 $20 $10 $105 Postage $50 $25 $20 $95 Fax $75 $25 $10 $110 SUBTOTAL ODC DOLLARS $750 $180 $125 $1,055 TOTAL LABOR COST,EXTERNAL ASSOCIATES AND OTHER DIRECT COSTS $31,153 G. ' RO96\P-6144AB(11/19,56)