HomeMy WebLinkAboutVII (D) Discussion/ Action re: Design Fee Proposal for Reclaimed Water Retrofit Project from Hartman & Associates for Silver Glen and Waterside Agenda 5-04-99
Item VII
"CENTER OF GOOD LIVING-PRIDE OF WEST ORANGE" MAYOR•lOMMISSIONER
S. SCOTT VANDERGRIFT
Ocoee
CITY OF OCOEE COMMISSIONERS
UDANNYHOWELL
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r - 150 N. LAKESHORE DRIVE SCOTT ANDE.RSON
�i���iiiRUSTY JOHNSON
v O OCOEE,FLORIDA 34761-2258 NANCY L PARKER
(407)656-2322
4� CIIY MANAoeR
Of G00°♦> ELLIS SHAPIRO
MEMORANDUM
DATE: April 28, 1999
TO: The Honorable Mayor and Board of City Commissioners
FROM: James W. Shira, P.E., City Engineer/Utilities Director
SUBJECT: Design Fee Proposal for Reclaimed Water Retrofit Project
Attached for your review and action is a proposal from Hartman& Associates for the design of a
reclaimed water system in Silver Glen and Waterside subdivisions.
Both of these subdivisions would he supplied with reclaimed water from the line we will soon
install along Clarke Road. As you are aware,the construction of the reclaimed system tanks,
pumps and on-site piping has begun at the wastewater treatment plant. We have also begun work
on converting part of the old sewage force main along Clarke Road into a reclaimed water
transmission main. We will mechanically clean this line and chlorinate it for disinfection. This
line will be combined with a new line to be built leading from the plant site, at which point we
will have a complete reclaimed water transmission line from the plant to the mall. We will tap
this transmission line at each point where we intend to provide service.
The attached proposal from Hartman provides for complete surveying, permitting, design and
construction observation of a reclaimed system for both subdivisions.
I recommend that the City Commission authorize Hartman & Associates to proceed with design
and associated services for a reclaimed water system in Silver Glen and Waterside subdivisions
in accordance with their proposal dated April 23, 1999 for a not-to-exceed fee of 82,980.00.
Attachment
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MARTIAN & ASSOCIATES, INC.
"•�������� engineers.hydrogeologisls, surveyors&management consultants „ „"
April 23, 1999 HAI #98-037.M5
Mr. James W. Shira, P.E.
City Engineer/Utilities Director
City of Ocoee
150 N. Lakeshore Drive
Ocoee, Florida 34761-2258
Subject: Quotation for Professional Engineering Services
Waterside and Silver Glen Reclaimed Water Distribution System
Dear Mr. Shira:
In accordance with a continuing professional consultant agreement with the City, dated September 1,
1998, Hartman & Associates, Inc. (HAI) is pleased to provide you with this proposal to provide
professional engineering services for design and construction of approximately 18,500 linear feet of
piping for a reclaimed water distribution system in the Waterside and Silver Glen Subdivisions within the
City of Ocoee incorporated area. The work covered under this specific proposal is described as follows:
Preliminary design documents including plan sketches and specifications will be prepared for review by
the City. The site will then be surveyed utilizing aerial photogrammctry as required to prepare detailed
construction drawings. Upon completion of the construction documents, an opinion of probable
construction cost will be provided. During the bidding phase, HAI shall provide assistance to written
questions and in preparation of any addenda which may result from those questions. Upon receiving bids,
HAI shall provide a written review and recommendation for award of the contract. During the
construction phase, HAI shall review shop drawings, assist in response to Requests for Information and
Requests for Proposed Changes, and provide site observations of the project every other week. Upon
completion of construction, HAI shall provide a certification of construction in accordance with the
construction documents and record drawings of the completed construction. Finally, digital files of the
record drawings shall be forwarded to the City.
You will find the staff assigned to this project arc highly capable members of the firm who can make
decisions necessary for the effective prosecution of the assignment and can assure you this project will be
a top priority. Hal Schmidt will be the Principal-in-Charge throughout the duration of this project. In
addition, I will be the project manager assisted primarily by Mr. Michael J. Hudkins, P.E. for the duration
of this project. As with all or our projects, we arc committed to providing a quality and cost-effective
project for the Waterside and Silver Glen Reclaimed Water Distribution System Project.
The Scope of Services for this project is described in detail in Exhibit A of this proposal. A preliminary
project schedule has been included as part of Exhibit A. The total not-to-exceed costs for the basic
services associated with this project without further authorization from the City of Ocoee is$82,980.00.
201 I[WI PINE FIRE Er • SUITE (nnu • OR(NDO.II. i2801
TELEPIIGNI (+u-)8341955 • FAX(In-)S333-9u • ,....cconsultlnl.cnm
OIiLANI)O FORT Ul'II Rs Pi_AVIAIIO] I'C KSON%HAI:
Mr. James W. Shim, P.E.
April 23, 1999
Page 2
If this Agreement is acceptable to the City, please return (1) executed copy to our office for our records.
If you have any further questions,please do not hesitate to contact me.
Very truly yours,
Hartman & Associates, Inc.
Witness J. Richard Voorhees, P.E.
Senior Project Manager
Witness
City of Ocoee
Witness Authorized Signature
Witness Date
MJH/ska/98-037.M5/corresp/Shira.mj h
cc: Mr. David A. Wheeler, P.E., City of Ocoee
Harold E. Schmidt, P.E.,HAI
Michael J. Hudkins, P.E., HAI
Ada Terrero,HAI
EXHIBIT A
SCOPE OF SERVICES
SCOPE OF SERVICES
This scope of services is divided into four (4) tasks encompassing the design phase,
permitting phase, bidding phase, and construction phase for the proposed Waterside and
Silver Glenn Reclaimed Water Distribution System Project.
A) Design Phase
1. Prepare preliminary design documents, including sketches depicting
preliminary pipeline routes and preliminary specifications, of the reclaimed
water distribution system for City staff review.
2. Surveying services utilizing aerial photogrammetry as required to prepare
detailed construction drawings shall be provided. HAI shall use one of the
City's three selected survey firms to provide surveying services to set ground
control aerial targets and obtain horizontal location of underground utilities.
HAI shall use Aerial Cartographics of America, Inc. to secure aerial
photography and to prepare raster image files of the two subdivision areas.
The City shall supply record drawings of the two subdivision areas for
horizontal and vertical location of the sanitary and storm sewers.
3. Upon acceptance of the preliminary design by the City, complete the detailed
design of the reclaimed water distribution system. HAI will utilize City of
Ocoee standards for specifications for materials and for construction details
for reuse main systems. The City shall provide AutoCad 14 disc files of City
Reuse Water System Details.
4. HAI will provide the City of Ocoee with four (4) copies of documents and
conduct review meetings at the 30, 60, and 100 percent complete stages of
the project. Documents submitted to the City of Ocoee for review at these
percent complete stages shall include at a minimum the following:
a. 30 percent submittal: Preliminary reuse pipeline drawings, probable
cost, listing of equipment, and a preliminary listing of technical
specifications.
b. 60 percent submittal: Updated reuse pipeline drawings that
incorporate the comments received from the City of Ocoee, project
specifications in CSI format, and an updated opinion of probable
cost.
MIH/ska/corresp/exhibita.mjh
HAI#98-037.M5 -1- 042399
c. 100 percent submittal: Updated engineering drawings (complete)
and specifications (technical and bidding) incorporating the
comments received from the City of Ocoee and an updated opinion
of probable cost.
Review meetings will be held following the City of Ocoee's review of each of
the submittal stages to discuss concerns and/or comments that the City of
Ocoee's may have regarding these submittals. The project team will
document each review meeting with the City of Ocoee, as well as our
meetings with the necessary regulatory agencies. These notes will then be
transcribed and furnished to the City of Ocoee within one (I) week following
the meeting for their records.
5. Prepare for review and approval by the City of Ocoee and its legal counsel
and other advisors contract agreement forms, insurance requirements general
conditions, supplementary conditions, bid forms, invitation to bid and
instructions to bidders, and assist in the preparation of other related
documents.
6. Incorporate the final comments received from the City of Ocoee regarding
the l00 percent review submittal and prepare final Bidding Documents
(engineering drawings and specifications) for bid.
7. Provide City of Ocoee with a revised opinion of probable cost based on the
final design plans and specifications (e.g. bidding requirements and
specifications).
B) Permitting Phase
1. Prepare and submit applications for applicable permits from the Florida
Department of Environmental Protection, Florida Department of
Transportation, Orange County, St. Johns River Water Management
District, and the City of Ocoee in accordance with the permitting agencies
for the construction of the reclaimed water distribution system as required.
Respond to up to two (2) requests for additional information from the
applicable permitting agencies. HAI assumes that a Florida Department of
Environmental Protection(FDEP) General Reuse Permit has previously been
obtained by others and that no additional FDEP permitting is required for
completion of this project The City of Ocoee shall pay all required
permitting fees.
MJH/ska/corresp/exhibita.mjh
HAI #98-037.M5 -2- 042399
C) Bidding Phase
1. Provide the City with one set of original bidding documents to be used for
printing of bid sets to be used during the bidding process. The City will be
responsible for advertising and bidding the project. Construction drawings
shall be on 24-inch by 36-inch mylar, 3 mil single side matte finish, and the
project manual shall be on 8 1/2-inch by 11-inch white paper, 20/50 lb, single
sided, set up for two sided copying. HAI will also provide Microsoft Word
Office 97 files of the contract documents and specifications to the City.
2. Provide assistance in response to written questions received during the
bidding process. Provide assistance in the preparation of any addendum
which may need to be sent out in response to questions and/or changes in the
design.
3. Provide a written review and a recommendation on award based upon the
bids received.
D) Construction Phase
1. Attend and participate in the Pre-Construction Conference to be conducted
by the City with the selected Contractor.
2. Review shop drawings and other required Contractor submittals for the
project up to two (2) times per submittal for general conformance with the
Contract Documents. Additional reviews above the required two (2), will be
conducted and all costs associated with these reviews will be borne by the
Contractor.
3. Review and assist the City in response to Requests For Information (RFIs)
from the Contractor.
4. Assist the City in review of Requests for Proposed Changes in the design
which may result in contract Change Orders.
5. Provide every other week observations of the project and provide the City
with a written report of that construction observation. A full-time Resident
Project Representative (RPR) is not included in these scope of services.
Should the City desire full-time RPR services, a separate contract for those
services shall be negotiated prior to construction.
6. Assist the City in the Substantial and Final Completion Inspections and
provide the City and applicable permitting agencies with a certification of
construction in accordance with plans and specifications of the Project.
MJH/ska/corresp/exhibita.mjh
HAI #98-037.M5 -3- 042399
7. HAI will prepare Record Drawings for the project based on red line
information provided by the Contractor. HAI shall not accept any
responsibility or liability for incorrect or misleading information provided by
the Contractor. HAI shall provide the City with Autocad Version 14 digital
files of the Record Drawings.
MJH/ska/corresp/exhibita.mjh
HAI 498-037.M5 -4- 042399
COMPENSATION FOR ENGINEER'S SERVICES
Task Description Task Budget
A-1 Design Phase $ 39,000.00
A-2 Surveying $ 21,000.00
A-3 Aerial Photogrammetry $ 7,000.00
B Permitting Phase $ 3,000.00
C Bidding Phase $ 1,980.00
D Construction Phase $ 9,500.00
Direct Costs/Printing/Misc. $ 1,500.00
Total $ 82,980.00
MJII/ska/corresp/exhibita.mjh
HAI#98-037.M5 -5- 042399
TABLE 1
ESTIMATED PROJECT SCHEDULE
Days from the
Notice to Proceed
Execution of Engineering Services Contract 0
Aerial Photogrammetry 14
Survey Underground Utilities 45
30 Percent Completion of Construction Documents and Review at Meeting 80
60 Percent Completion of Construction Documents and Review at Meeting 100
Permit Application Submittal 110
Final of Construction Documents and Review at Meeting 130
Advertisement for Bids 135
Contract Award 160
Estimated Substantial Completion Date 340
Contract Completion and Submittal of Record Drawings 380
Note:
(1) Time required to complete location of underground utilities is within four (4) weeks of the utility
locate/flagging which is to be performed by a utility locating service (SUNSHINE). Project
schedule is contingent upon timely completion of utility locates by locating service.
MJH/ska/corresp/exhibita.mjh
HAI #98-037.M5 -6- 042399
TABLE 3
THE CITY OF OCOEE, FLORIDA
LIFT STATION NO. 22 RELOCATION AND UPGRADE
PRELIMINARY/LIST OF DESIGN DRAWINGS
Sheet Drawing
No. No. Title
1 --- COVER SHEET
2 G-1 LOCATION MAP, GENERAL NOTES AND DRAWING INDEX
3 G-2 LEGEND AND ABBREVIATIONS
Mechanical
M-1 RECLAIMED WATER MAIN PLAN STA TO STA
2 M-2 RECLAIMED WATER MAIN PLAN STA TO STA
3 M-3 RECLAIMED WATER MAIN PLAN STA TO STA
4 M-4 RECLAIMED WATER MAIN PLAN STA TO STA
5 M-5 RECLAIMED WATER MAIN PLAN STA TO STA
6 M-6 RECLAIMED WATER MAIN PLAN STA TO STA
7 M-7 RECLAIMED WATER MAIN PLAN STA TO STA
8 M-8 RECLAIMED WATER MAIN PLAN STA TO STA
9 M-9 RECLAIMED WATER MAIN PLAN STA TO STA
10 M-10 RECLAIMED WATER MAIN PLAN STA TO STA
11 M-11 RECLAIMED WATER MAIN PLAN STA TO STA
12 M-12 RECLAIMED WATER MAIN PLAN STA TO STA
13 M-13 RECLAIMED WATER MAIN PLAN STA TO STA
14 M-14 RECLAIMED WATER MAIN PLAN STA TO STA
15 M-15 RECLAIMED WATER MAIN PLAN STA TO STA
16 M-16 MISCELLANEOUS DETAILS
MIHlska/corresp/exhibita.mjh
HAI 498-037.M5 -7- 042399