HomeMy WebLinkAboutIII(D) Approval And Authorization For Mayor And City Clerk To Execute Work Order No. 23 In The Amount Of $35,702.00 To PEC For Design Services Of Pioneer Key II Drainage Improvements Master Drainage Plan Agenda 6-19-2001
Item III D
"CENTER OF GOOD LIVING-PRIDE OF WEST ORANGE" MAYOR G COMMISSIONER -
Ocoee. S. SCOTT VANDERGRIFT
�. CITY OF OCOEE
.+R. • Q, COMMISSIONERS
I"� 6; DANNY HOWELL
150 N. LAKESHORE DRIVE SCOTT ANDERSON
nt;,. :. .v OCOEE, FLORIDA 34761-2258 RUSTY JOHNSON
yr a? NANCY J.PARKER
or boy
CITY MANAGER
JIM GLEASON
MEMORANDUM
DATE: June 7,2001
TO: The Honorable Mayor and Board of City Commissioners
FROM: Richard Lee
Engineer I, Engineering/Utilities Department R'L'
SUBJECT: Pioneer Key II Drainage Improvements
Master Drainage Plan (Work Order No. 23)
During October 1997, Professional Engineering Consultants (PEC) completed 100% plans and
secured an Environmental Resource Permit (ERP) from the St Johns River Water Management
District(SJRWMD). At that time,the City decided not to proceed further with advertisements of
bids due to costs associated with the project. Afterwards, the City approached Orange County,
specifically the Department of Housing and Community. Development to fund the proposed �_—
project under the Community Development Block Grant (CDBG) Program. The County
approved the City's request for the grant in return for which the City agreed to acquire all
necessary easements for the project and pay for the cost of professional services. It was agreed at
that time that the City would pay for the cost of Design services and that the County would pay
for the cost of Construction.
In the following years, 1999 and 2000, the City of Ocoee managed to secure the necessary
easements that were needed for the Pioneer Key II Drainage Improvements. During October
2000, the County requested that the City re-evaluate the original design since the construction of
the Western Beltway reduced the drainage area contributing runoff to the Pioneer Key II drainage
system.
As part of an agreement between PEC and the City (Work Order No. 23), PEC has since then
completed the design services associated with the new changes to the aforementioned project.
The project is now entering its construction phase, and the remaining cost for Professional
Services is $35,702.00. Due to CDBG time limitations, work was initiated on the design
revisions prior.to execution of this work order. Funds for this project will be allocated from our
present Stormwater Fund. The Engineering Staff recommends compensati s _ PEC for their
services with Pioneer Key II Drainage Improvements. 1
1
powl
"CENTER OF GOOD LIVING-PRIDE OF WEST ORANGE" MAYOR G COMMISSIONER
'Ocoee
S. SCOTT VANDERGRIFT
°? CITY OF OCOEE _
aftr i - 'C.. � COMMISSIONERS
1
y D. 150 N. LAKESHORE DRIVE SCOTT ANDERSON
As
his OCOEE, FLORIDA 34761-2258 RUSTY JOHNSON
yf� �,� (407) 905-3100 NANCY J.PARKER
, OP':G00'O'
CITY MANAGER
JIM GLEASON
Action Items:
In accordance with the following procedures, I recommend that the City Commission authorize
the Mayor and City Clerk to execute Work Order # 23 with PEC in the amount of$35,702.00
for the Design services of Pioneer Key II Drainage Improvements.
Attached are the following items:
*Work Order for Engineer Services Agreement
*Scope of Services (Attachment"A")
*Manhour and Fee Estimate(Exhibit"B")
*Hourly Rate Sheet(Exhibit"C")
*Estimate of Other Direct Costs (Exhibit"D")
RL
Attachments
cc: James W. Shira, P.E., City Engineer/Utilities Director
David A. Wheeler, P.E.,Assistant City Engineer/Utilities Director
PowI
ProtestQ.cgee'sWate6Resqurces^6
WORK ORDER FOR
ENGINEER'S SERVICES AGREEMENT
WORK ORDER NO. 23
PROJECT: Pioneer Key II Drainage Improvements
ENGINEER: Professional Engineering Consultants, Inc.
Execution of the Work Order No. 23 shall serve as authorization of ENGINEER to provide
professional engineering services as described in Attachment "A" which is attached hereto and
made a part hereof.
•
ENGINEER shall provide said service pursuant to Work Order No. 23, its attachment and that
certain Agreement of June 2, 1992 between CITY and ENGINEER which is incorporated herein
by reference as if it had been set out in its entirety. Whenever the Work Order conflicts with said
Agreement, the Agreement shall prevail.
TIME FOR COMPLETION: The work authorized by this Work Order shall be completed by
June 30, 2002.
COMPENSATION: The CITY shall compensate the ENGINEER a negotiated fixed fee in the
amount of Thirty-three Thousand Two Hundred Two Dollars ($33,202.00) for the professional
services required under this Work Order. An additional amount, not to exceed Two Thousand
Five Hundred Dollars ($2,500.00) shall be paid as direct reimbursable charges for copying and
reproduction expenses. Engineer shall perform all work required by this Work Order; but, in no
event shall ENGINEER be paid more than the fixed fee set forth above without authorization of
the CITY.
1 P-0339.WO
IN WITNESS WHEREOF, the parties hereto have made and executed this Work Order on this
th day of , 2001 for the purpose stated herein.
•
TEST: PROFESSIO AL ENGINEERING CONSULTANTS,INC.
By:
Kenneth R. Hooper, Principal
Date: �
ATTEST: APPROVED:
CITY OF OCOEE, FLORIDA
Jean Grafton, City Clerk S. Scott Vandergrift, Mayor
(SEAL)
FOR USE AND RELIANCE ONLY BY APPROVED BY THE OCOEE CITY
THE CITY OF OCOEE, FLORIDA COMMISSION AT A MEETING HELD
APPROVED AS TO FORM AND LEGALITY ON , 2001
this day of , 2001. UNDER AGENDA ITEM NO.
FOLEY & LARDNER
By:
City Attorney
2 P-0339.WO
Pioneer Key II
Drainage Improvements
ATTACHMENT "A"
Scope of Services
ATTACHMENT "A"
SCOPE OF SERVICES
for
WORK ORDER NO. 23
PIONEER KEY II - DRAINAGE IMPROVEMENTS
I. PURPOSE
During October of 1997, PEC completed 100% Construction Plans and secured the ERP permit from
the St. Johns River Water Management District(SJRWMD)in order to construct the proposed Pioneer
Key II drainage conveyance improvements as part of the City's capital improvement program. At that
time, the City Commission elected not to proceed forward with advertisement of bids due to the costs
of the proposed improvements. Since that time, the City of Ocoee approached Orange County, and
specifically the Department of Housing and Community Development, to fund the proposed project
under the Community Development Block Grant (CDBG) Program. The City of Ocoee submitted a
request and received approval from Orange County to fund the drainage improvements under the
CDBG Program as long as the City secured all the necessary easements.
During 1999 and 2000, the City of Ocoee pursued, and secured, the necessary easements and/or lots
from residents within the mobile home park in order to satisfy their commitment to Orange County.
During October of 2000, Orange County requested that the City re-evaluate the original design since
the construction of the Western Beltway reduced the drainage area contributing runoff to the Pioneer
Key II drainage system.
The purpose of this project is to redesign the proposed drainage improvements; revise the Construction
Plans and Technical Provisions; and receive approval from the various review agencies in order to
construct the conveyance improvements within Pioneer Key II Mobile Home Park. It is understood
that the City of Ocoee will pay the cost of the professional services, and Orange County will fund the
cost of construction.
Following is a detailed scope of work and the associated fees (Exhibit "B") anticipated for this project.
1. The ENGINEER shall revise the Hydrologic / Hydraulic Analysis to account for the Western
Beltway drainage system and the reduction in the contributing drainage area. The modeling
will involve a Critical Storm Duration Analysis in order to properly design the proposed
conveyance improvements.
1 P-0339.SCO
ATTACHMENT "A"
SCOPE OF SERVICES
for
WORK ORDER NO. 23
PIONEER KEY II - DRAINAGE IMPROVEMENTS
2. The ENGINEER shall update the Construction Plans, Technical Provisions and the Engineer's
Cost Estimate to reflect the revised conveyance system design. All calculations, design
parameters, surveys and construction plans shall be submitted in English Standard Units. The
Construction Plans consist of the following ten (10) sheets:
• Cover Sheet (Sheet 1)
•
General Notes and Summary of Quantities (Sheet 2)
• Project Vicinity and Location Maps (Sheet 3)
• Demolition/ Removal Plan and Profile (Sheet 4)
• Proposed System - Plan and Profile (Sheet 5)
• Drainage Structures (Sheet 6)
• Standard and Miscellaneous Details (Sheets 7 - 10)
The ENGINEER shall prepare a Technical Provision Document to support the construction
plans which will be included in the final bid package. This document will conform to the
County's Technical Provision Standards. In addition, a digital copy of the Technical Provisions
will be submitted to Orange County in Microsoft Word and/or Excel format. It should be
pointed out that the construction plans will not contain cross-section sheets or a maintenance
of traffic plan.
3. The ENGINEER shall coordinate with the various utility entities in order to verify/confirm the
existence of existing underground utilities in the vicinity of the proposed drainage
improvements.
2 P-0339.SCO
ATTACHMENT "A"
SCOPE OF SERVICES
for
WORK ORDER NO. 23
PIONEER KEY II - DRAINAGE IMPROVEMENTS
4. The ENGINEER shall prepare probable construction costs for the proposed drainage
improvements. Statements of probable construction costs and detailed cost estimates prepared
by the ENGINEER represents his best judgment as a design professional familiar with the
construction industry. It is recognized, however, that the ENGINEER has no control over the
cost of labor,materials, or equipment; over the contractor's methods of determining bid prices;
or over competitive bidding or market conditions. Accordingly, the ENGINEER cannot and
does not guarantee that bids will not vary from any statement of probable construction cost or
other estimates prepared by him.
5. The ENGINEER shall prepare and submit a request for a "non-substantial/letter" modification
to the existing permit to the St. Johns River Water Management District (SJRWMD). The
"non-substantial/letter" modification shall consist of the following documents (submit two (2)
signed and sealed copies):
• 1 to 2 page transmittal letter stating the reasons for the modifications;
• Revised Drainage Calculations; and
• Revised Construction Plans.
6. The ENGINEER shall finalize the Construction Documents (Construction Plans and Technical
Provisions)based on "minor" review comments from Orange County (Engineering, Highway
Construction and Purchasing Divisions).
7. The ENGINEER shall attend a pre-construction meeting with Orange County and the selected
contractor to address any specific comments and/or questions prior to construction.
8. The ENGINEER shall prepare "As-Built" Drawings based on the Contractor's "As-Built"
Survey. In addition, the ENGINEER shall prepare and submit the As-Built Certification form
to the SJRWMD (Palatka).
3 P-0339.SCO
ATTACHMENT "A"
SCOPE OF SERVICES
for
WORK ORDER NO. 23
PIONEER KEY II - DRAINAGE IMPROVEMENTS
II. CONDITIONS AND ASSUMPTIONS
The following conditions and assumptions are noted as qualifications to this proposal.
1. If the SJRWMD denies the request for a non-substantial modification and upgrades the
modification to a General or Individual ERP application, then the ENGINEER shall prepare
an amendment to cover the additional time associated with a "formal" permit submittal.
2. This scope of work has assumed that no wetland mitigation is required by the SJRWMD and
therefore no fees have been budgeted for an environmental subconsultant.
3. For the purpose of this proposal, it is assumed that a Maintenance of Traffic (MOT) Plan will
not be part of the construction plans but will be prepared by the contractor prior to
construction.
4. Since the proposed construction activities are less than five (5) acres of disturbed land, a
NPDES construction permit application is not required to be submitted to the Environmental
Protection Agency.
5. This scope of work has assumed that the ENGINEER shall provide no construction
administration services (e.g., conduct monthly site inspections, review shop drawings, etc.)
with the exception of attending the pre-bid and pre-construction meetings.
6. Construction testing services, geotechnical engineering and testing, boundary and topographic
surveys, landscape and irrigation design and non-utility engineering (e.g., power, gas,
telephone, cable television, site lighting) services will be provided by others.
7. Underground utility location information will be provided by the servicing utility. Any utility
investigation required in addition to information made available by the utility companies may
be provided as an additional service performed based on the attached hourly rate sheet(Exhibit
"C"). In the case where an underground contractor is required, those costs will be billed
directly to the Owner as they are incurred.
4 P-0339.SCO
ATTACHMENT "A"
SCOPE OF SERVICES
for
WORK ORDER NO. 23
PIONEER KEY II - DRAINAGE IMPROVEMENTS
III. ADDITIONAL ENGINEERING SERVICES
The following Additional Engineering Services are not included under the Basic Scope of Professional
Services. These services, if required, may be performed upon proper authorization by the City.
1. Services which would be required to prepare and process a St. Johns River Water Management
District (SJRWMD) Environmental Resource Permit (ERP) application will be provided as an
Addendum to this Work Order agreement.
2. Services resulting from significant changes in the general scope, extent or character of the
Project or its design including, but not limited to, changes in size, complexity, Owner's
schedule or character of construction.
3. Services resulting from revising previously accepted studies, reports, design documents or
Contract Documents when such revisions are required by changes in laws, rules, regulations,
ordinances, codes or orders enacted subsequent to the preparation of such studies, reports or
documents, or are due to any other causes beyond Engineer's control..
4. Services resulting from the award of more than one individual prime contract for construction
of the Project.
5. Further biding and negotiating services including assistance in connection with bid protests and
rebidding or renegotiating contracts for construction, materials, equipment or services,
provided that rebidding is not required by errors or omissions of the Engineer.
6. Providing any type of property surveys or related engineering services needed for the transfer
of interests in real property, field surveys for design purposes, engineering services needed for
the transfer of interest in real property, field surveys for design purposes, engineering surveys,
staking to enable Contractor(s) to proceed with their work, and providing other special field
surveys.
5 P-0339.SCO
ATTACHMENT "A"
SCOPE OF SERVICES
•
for
WORK ORDER NO. 23
PIONEER KEY II - DRAINAGE IMPROVEMENTS
7. Preparing to serve or serving as a consultant or witness for Owner in any litigation, arbitration
or other legal or administrative proceeding involving the Project.
8. Services in connection with work directive changes and changes orders to reflect changes
requested by Owner.
9. Services in making revisions to construction documents occasioned by the acceptance of
substitutions proposed by Contractor; and services after the award of each contract in
evaluating and determining the acceptability of more than three substitutions proposed by
Contractor.
10. Additional or extended services during construction made necessary by a significant amount
of defective or neglected work of the Contractor, acceleration of the progress schedule
involving services beyond normal working hours, and default by any Contractor.
11. Services to verify the accuracy of drawings or other information furnished by Owner.
12. Services required due to conditions different from those itemized under Basic Scope of
'Professional Services or due to events beyond the control of the Engineer.
13. Survey services related to construction survey and/or as-built surveys.
6 P-0339.SCO
ATTACHMENT "A"
SCOPE OF SERVICES
for
WORK ORDER NO. 23
PIONEER KEY II - DRAINAGE IMPROVEMENTS
IV. COMPENSATION
1. Engineering services itemized herein shall be performed on a Lump Sum Basis. Attached is an
estimate of the required manhours and associated labor costs (Exhibit "B").
DESCRIPTION AMOUNT
a. Civil Engineering Services $33,202.00
b. Reimbursable Expenses $2,500.00
c. TOTAL $ 35,702.00
2. Additional Engineering Services: Any engineering services authorized by the Owner and
performed as an Additional Engineering Service shall be performed on a time-and-material
basis pursuant to the attached standard hourly rate sheet (Exhibit "C"), or agreed additional
lump sum amount.
3. Reimbursable Expenses: Reimbursable expenses, such as plotting and printing of drawings and
specifications, deliveries, required travel, and postage, incurred in connection with all Basic
and Additional Engineering Services shall be paid by the Owner. Reimbursable expenses for
the subject project will be paid to the Engineers at a lump sum rate of$2,500.00.
4. Permit Fees: Permitting application fees associated with any required permits for the Project
shall be paid by the Owner.
7 P-0339.SCO
Pioneer Key II
Drainage Improvements
EXHIBIT "B "
Manhour and Fee Estimate
ATTACHMENT " B
Manhour and Fee Estimate
Work Order No. 23
Pioneer Key II Drainage Improvements
' • Project: Senior.' Project AutoCAD
,. Task Description. ,... : ;:` Manager;. , , ; Engineer :, '. Engineer .: Technician Task
(Effective Date May 22,2001) . , (Hamstra) . - (Bruegger) (Staff) (Staff) Subtotal
Hourly Rate' $125.00. : , . ..$98:00. $80.00 . $60.00
Revise the Hydrologic/ Hydraulic Analysis 2.0 16.0 24.0 0.0 42.0
Prepare 90% Construction Plans and Specifications 1.0 19.0 70.0 45.0 135.0
Prepare 100% Construction Plans and Specifications 2.5 20.0 0.0 24.0 46.5
Plot Half-Size Plans and Transmit to Utility Companies 2.5 3.0 0.0 4.5 10.0
General Coordination with Orange County and Ocoee 2.0 4.0 0.0 2.0 8.0
Attend Status Meeting with Orange County/ Ocoee 3.5 0.0 0.0 0.0 3.5
Prepare "Final" Construction Plans and Specifications 8.0 23.0 0.0 19.5 50.5
Prepare/ Submit a Letter Modification to the SJRWMD 2.5 8.0 0.0 4.0 14.5
Attend the On-Site Pre-Bid Meeting 6.0 0.0 0.0 0.0 6.0
Coordinate with County/ Contractors during the Bid Period 20.0 16.0 0.0 0.0 36.0
Attend the Pre-Construction Meeting at Public Works 4.0 0.0 0.0 0.0 4.0
Prepare/ Submit"As-Built" Drawings and Certification to WMD 1.0 8.0 0.0 16.0 25.0
Submit"Final" Work Products (Digital Files) 1.0 2.0 0.0 2.0 5.0
HOURS 56.0 119.0 94.0 117.0 386.0
FEES $7,000.00 $11,662.00 $7,520.00 $7,020.00 $33,202.00
PERCENT BREAKDOWN 14.5% 30.8% 24.4% 30.3% 100.0%
Total Labor Costs (PEC) ==> $33,202.00
Reimbursable Expenses (PEC) ==> $2,500.00
TOTAL FEE (Work Order No. 23) __> $35,702.00
Pioneer Key II
Drainage Improvements
EXHIBIT "C"
Hourly Rate Sheet
EXHIBIT "C"
HOURLY RATE SHEET
Division Manager $140.00 / Hour
Department Manager $125.00 / Hour
Senior Engineer / Senior Planner $ 98.00 / Hour
Senior CADD Designer / Engineer $ 80.00 / Hour
CADD Designer / Jr. Engineer / Planner $ 60.00 / Hour
CADD Operator $ 55.00 / Hour
Engineering Assistant $ 60.00 / Hour
Word Processor / Secretary $ 50.00 / Hour
Clerical Support $ 45.00 / Hour
Registered Land Surveyor $ 85.00 / Hour
Land Surveyor $ 65.00 / Hour
Survey 2-Man Crew $100.00 / Crew Hour
Survey 3-Man Crew $120.00 / Crew Hour
Photocopies $ 0.25 / Each
Mileage $ 0.345 / Mile
Blueprints $ 1.00 / Sheet
Plotting Charges
Bond 11x17 $ 0.25
24x36 $ 1.20
30 x 42 $ 1.75
Vellum 11 x 17 $ 1.30
24x36 $ 6.00
30 x 42 $ 8.75
Mylar 11 x 17 $ 3.90
24 x 36 $18.00
30 x 42 $26.25
Color 8.5 x 11 (laser printer) $ 1.00
11 x 17 $ 8.00
24 x 36 $36.00
30 x 42 $52.50
Raster Plots
Black/White
11 x 17 $ 2.65
18x24 $ 3.50
24x36 $ 5.00
30x42 $ 6.50
Color •
11 x 17 $ 8.00
18 x 24 $18.00
24 x 36 $36.00
30 x 42 $52.50
Fax $ 1.00 / Page
Government Permits As Required
Out of Office Printing At Cost
Unit Prices Effective Until June 30, 2001
Pioneer Key II
Drainage Improvements
EXHIBIT "D "
Estimates of Other Direct Costs
EXHIBIT "D"
ESTIMATE OF OTHER DIRECT COSTS
for the
PIONEER KEY II
DRAINAGE IMPROVEMENTS
1. Copies (5 /Page) No. of Sets
• Draft Submittal (90%):
- Technical Provisions (assume 100 Pages) 5
• Draft Submittal (100%):
- Technical Provisions (assume 100 Pages) 5
• Final Submittal:
- Technical Provisions (assume 100 Pages) 5
• Status Reports and Miscellaneous Correspondence: (assume 250 Pages)
• Total Copies = [(15 x 100) + 250] x 50/Page = $87.50
2. 24" x 36" Bond Plots ($3.50/Sheet) No. of Sets
• 90% Submittal:
- Construction Plans (10 sheets) 5
• 100% Submittal:
- Construction Plans (10 sheets) 5
• Utility Locate Request
- Construction Plans (10 sheets) 3
• Permit Submittal:
- Construction Plans (10 sheets) 5
• Final Submittal:
- Construction Plans (10 sheets) 40
• Total Prints = [(5 + 5 + 3 + 5 + 40) x 10] x $3.50/Sheet
= $2,030.00
3. Miscellaneous Expenses (Faxes, courier charges, photographs, color copies, mounting of
exhibits, etc.) say $382.50
4. Total Estimated Reimbursable Expenses = $2,500.00
D-1 P-0339.ODC