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HomeMy WebLinkAboutV (C) Approval and Authorization for Mayor and City Clerk to Execute Services Authorization SA03-001 in Accordance with the Hartman & Associates, Inc. Proposal for Design, Bidding and Construction for Jamela Water Plant Agenda 4-15-2003 be Center of Good ma‘ Item V C a�or t �4ao Comruis ionere S Scott Vandergrirt h a u Danny Rowell, Di-h iot I }� Sent Andennn. District2 ( ttv N1 mavpr ;_411 ®��; j M 12n tv Johnson. Di tri i :3 Aim Glta�:on s ���a"'444;;;/// Nano .I I vkcr Dntict I MEMORANDUM DATE: April 8, 2003 TO: The Honorable Mayor and Board of City Commissioners FROM: David A. Wheeler, P.E., Director of Public Works SUBJECT: Proposal for Design, Bidding and Construction Phase Services For the Reconstruction of the Jamela WTP Project With Hartman &Associates, Inc. Attached for your review is Services Authorization SAO3-001 to the Agreement for Consulting Engineering Services between the City of Ocoee and Hartman & Associates, Inc. (HAI) for the design, bidding and construction phase services for the reconstruction of the Jamela Water Treatment Plant Project. This work is necessary to bring the water treatment plant back into compliance with the Florida Department of Environmental Protection (FDEP) in relation to the physical nature of the facility. The proposed Addendum is comprised of three main components: 1. Design services include a preliminary and final design tasks along with permitting through the FDEP. Also included in this phase will be surveying of the site for accurate location of all structures, pipelines and property boundaries and geotechnical subsurface exploration of the site. 2. Bidding phase services consist of the preparation and distribution of bid sets of drawings and specifications including all addenda, review of submitted bids, and preparation of conformed copies of bid documents after award of the contract. 3. Construction phase project management, shop drawing review and approval, contract management services and inspection management services. The attached proposal details the services to be provided by HAI in the completion of this important project. The project will include the construction of a new pumping facility, which will blend into the neighborhood, conversion of the disinfection process from gaseous chlorine to liquid bleach, removal of the elevated tank, and possible rehabilitation of the ground storage tank. The conversion of the disinfection process Qtc ni Ocoee • I'sO N Lakeshore Drive- Ococe Florida 31761 phone: (.107)905-3I00- tax. (1(17)(, 6-SSOJ • w‘ro_LI ocoee.tlus will remove the possibility of a leak which could be hazardous to the surrounding residents. The proposed fee for this work, inclusive of subconsultant fees, is $ 145,102.00. Staff believes that this proposal will adequately provide for a new facility at the Jamela WTP site and resolve the issues with FDEP. I recommend that the City Commission authorize the mayor and City Clerk to execute Services Authorization SA03-001 in the amount of $145,102.00 in accordance with HAI's proposal dated March 25, 2003. daw/jbw Attachment SERVICES AUTHORIZATION UNDER CONTINUING PROFESSIONAL CONSULTING AGREEMENT JAMELA WATER TREATMENT PLANT IMPROVEMENTS PROJECT This Service Authorization, No. 03-001, hereinafter called SA03-001, as of this day of , 2003, shall constitute an Addendum to the Continuing Professional Consulting Agreement between the City of Ocoee, Florida (the CITY) and Hartman & Associates, Inc. (the CONSULTANT), dated the 1" day of September, 1998, 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 design, bidding, and construction phase services as described in detail in the Agreement and as outlined in the attached documentation and listed as: Hartman &Associates, Inc. Proposal letter, dated March 25, 2003, relative to the provisions of the Agreement for Continuing Consulting Engineering Services. Section 5 - Period of Service The CONSULTANT will complete the design, bidding, and construction phase services in accordance with the attached documentation. The design will be completed within 125 days for submission for permit review by the Florida Department of Environmental Protection in accordance with the attached documentation. Section 6- Compensation Compensation by CITY for the design, bidding and construction phase services of this project is provided under this Amendment and shall he in accordance with Section 5 of the Agreement. This Services Authorization shall not exceed One Hundred-Forty-Five Thousand One Hundred Two DOLLARS ($145,102.00) as outlined in the attached documentation. IN WITNESS WHEREOF, the parties have executed this Services Authorization No. SA03-001 the day and year hereinabove set forth. HARTMAN & ASSOCIATES, INC. ATTEST: By: Name: Title: (SEAL) Date: APPROVED: CITY OF OCOEE, FLORIDA ATTEST: Jean Grafton, City Clerk S. Scott Vandergrilt, 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 , 2003 day of ,2003. TINDER AGENDA ITEM NO. FOLEY Sc. LARDNER By: City Attorney HARTMAN & ASSOCIATES, INC. (INK.w. engineers,hydrogeologisis,surveyors&management consultants "`sN """" 1..3INK 0 30E.PS ChEricEW Drake.EN. C.MalthOw.N1 n 1 .K�.eA fn. 1 aaO„AA.OUA,,,. March 25,2003 1IAI#03.0034.M00-w.,`i:„%C:" Irn1101 WNELIL PE Via Hand Delivery Mr.David A. Wheeler,P.E. Utilities Director City of Ocoee 150 N Lakeshore Drive Ocoee,Florida 34761 Subject: Scope of Services and Fee Proposal for Professional Services for Improvements to the Jamela Water Treatment Plant Dear Mr.Wheeler: Please find attached our detailed engineering Scope of Services and Fee proposal for the subject project. We have tried to include as much detail in our Scope of Services as possible to provide you with an idea of our approach to this Project. We have broken-down our compensation by phases per your request. The total combined fee, including a Wage Cost Multiplier with a maximum not to exceed fee for the Design,Permitting,Bidding and Construction phases of the Project,would be$145,102.00. We have also attached to our Scope of Services a preliminary list of the design drawings that we intend to provide for this Project and we have also included a proposed design and construction schedule. If you should have any questions with regard to this proposal, we would at your request be willing to meet with you to discuss this Project and this Scope of Work and Fee Proposal. Of course, if you wish to delete any items within our Scope of Work we will be willing to work with you to reduce the proposed fee as well. We are looking forward to the possibility of working with you and your staff on this Project, as well as other future projects. We at HAI consider the City of Ocoee to be a very important client. As I have stated above, if you have any questions regarding this proposal, please do not hesitate to contact me at your earliest convenience. Very truly yours, Hartman& Associates, Inc. faetiler Iiarold E. Schmid .E.,DEE.. Vice President Attachments TEL/slM03.0034.M00/corresp/wheeler.hes.doc C: Troy E. Layton,P.E.,DEE Brian C.Matejcek, E.1. 201 EAST PINE STREET • SUITE 1000 • ORLANDO,II.32801 l'IJ.E PI ION E(407)839-i955 • FAX(407)Hi93790 • wwwconsullhei Rom ORlANDO FORT MYERS PIA NIATION N(I KSONV1I.LE DESTIN SCOPE OF SERVICES AND FEE PROPOSAL FOR THE CFFV OF OCOEE, FLORIDA IMPROVEMENTS TO TILE JAMELA WATER TREATMENT PLANT SCOPE OF SERVICES This Scope of Services is based on recent correspondence from the City of Ocoee to Richard Lou, P.E. at Florida apartment of Environmental Protection, dated December I I, 2002 with regard to Compliance/Maintenance Violations. Design Team HAI proposes the following design team to perfonn the various elements of the proposed Scope of Services. Project Management/Contract Documents - HAI Site/Civil - I IAI Irrigation System - I IAI Structural/Incidental Architectural - Engineering Technologies, Consulting Engineers Electrical - EMI Consulting Specialties (EMI) Landscape Architecture - I IAI Survey - Southeastern Surveying Geoteehnical - Nodarse&Associates Ground Storage Tank Inspection - Crom Preliminary Design Phase • Evaluate the current and proposed future power demands for the complete operation of the plant in the event of power failure; the ability of the MCC panel, the existing automatic transfer switch and emergency generator to meet these demands and make recommendations for upgrades to meet the proposed future demands. The complete operation will consist of operating one (I) raw water supply well pump, up to four (4) high service pumps, the hypochlorite feed system, and chemical feed system. In addition, provide an order of magnitude cost estimate for the upgrade of each unit and associated wiring. • Evaluate past inspection reports of the elevated tank and provide recommendation based on life cycle, hydraulic, and future maintenance costs. TEA Uslmhn g/corresp/Scope HAI t/03.0034.M00 -1- 032503 • Recommend architectural and landscape enhancements to make the water treatment plant more aesthetically pleasing to adjoining residential property owners. • Evaluate overall telemetry requirements for the operation at all of the water treatment facilities. • Evaluate Crom's inspection report with regard to the ground storage tank and provide recommendations for rehabilitation. • Evaluation the City's existing hydraulic model (operation and calibrated) and provide assistance in reviewing to a point of selection criteria for future high service pumping units. • Evaluate the existing wells on site based on a step drawdown test and aquifer performance test. The results would be summarized with recommendations. • Evaluate the water systems surge issues with the Jamela elevated tank out of service and provide recommendations. The analysis would be inclusive of a surge anticipator valve at the south plant, but not limited as the only proposed improvement. • Provide a letter type Preliminary Design Report for each item to outline the objectives that can be accomplished and identify the major issues that need to be addressed based upon conclusions from the Preliminary Design and provide a preliminary opinion of probable construction costs to complete proposed renovations. Final Design • The final design task will include preparation of construction drawings, technical specifications and contract documents for the proposed water treatment plant improvements. Documents shall include drawings and specifications covering: (1) General drawings including cover sheet, index of drawings, key and location map(s) and abbreviations. (2) Civil/site drawings for all site work and grading necessary for the proposed improvements. (3) Electrical design for upgrades to the Motor Control Center to handle existing and future electrical load requirements. The electrical design will include an aitomatic transfer switch matched to the existing or proposed emergency power generator set. TEL/slm/mg/corresp/Scope 11AI #03.0034.M00 -2- 032503 (4) Based on the recommendations included in the Preliminary Design Report, structural, electrical, and mechanical Drawings and Specifications for the proposed high service pump building will be included. (5) Landscaping enhancements and irrigation drawings for the water treatment plant. The design drawings for this Project will be produced using AutoCAD version 2000. The contract documents and technical specifications will be produced using Microsoft Word. Computer compact discs containing all drawing and specification files will be transmitted to the City at the completion of the Project. HAI will provide the City with three (3) copies of documents and will attend review meetings at 60 and 95 percent complete stages of the project. Review meetings will be held following the City's review of each submittal stage, to discuss concerns and/or comments that the City may have regarding each submittal. HAI will prepare for review and approval contract agreement forms, general conditions, supplementary conditions, bid forms, invitations to bid and instructions to bidders, and will assist in the preparation of other related documents. All comments received from the City following the 60 and 95 percent submittal reviews will be incorporated into the 100 percent drawing and project manual submittal in preparation for release for bidding. At the 100 percent submittal stage, HAI will provide the City with an opinion of probable construction costs based on the final contract documents. Although this construction cost estimate will be prepared using standard and accepted construction estimating methods, it may not reflect final construction costs. This estimate should only be considered as HAI's opinion of probable construction costs. HAI cannot control contractor bidding practices, market conditions nor other economic factors. Permitting and Coordination Meetings with FDEP • HAI will prepare the permit application form for submittal to the FDEP. HAI will respond to up to two (2) Requests for Additional Information by the FDEP. The City will pay for the permit application fec. No other permitting is anticipated for the proposed project. • HAI will attend up to six (6) coordination meetings with FDEP to review the project status, design, recommended program, construction and other issues related to the Jamela WTP. TEL/slm/mg/corresp/Scope 11AI #03.0034.M00 -3- 032503 Bidding Phase • HAI will provide the City with complete bidding services inclusive of printing of bid sets, advertising the project for bidding, sending out bidding documents to prospective bidders, and holding the bid opening at City Hall. IIAI intends presiding at pre-bid meetings and will be present at bid opening. • During the bidding process, HAI will assist the City in preparing written responses to written questions received by prospective bidders. IIAI will also assist the City in the preparation of any addenda necessary for the original design during the bidding process. • IIAI will review the bids received and will provide a written response to the City regarding HAI's review with a recommendation for award of the Project. Construction Phase • HAI will attend and participate in a Pre-Construction Conference to he conducted by the City with the selected Contractor. • HAI will review shop drawings or other required Contractor submittals up to two (2) times per submittal for general conformance with the Contract Documents. • IIAI will assist the City in providing written responses to Requests For Information (RFI's) from the Contractor. HAI will also assist the City in review of Requests For Proposed Changes to the Contract Documents prepared by HAI, which will result in contract change orders. • During ongoing construction activities, the IIAI project manager or an I IAI team member will visit the building site on a biweekly basis. HAI will provide a brief written report to the City regarding these construction observations. The HAI project manager will visit the project site on a monthly basis to meet with the City representative(s) and the Contractor for the monthly progress meeting. Other IIAI team members will visit the Project site on an irregular basis to observe construction activities related to site/civil, landscape architecture, and building structural, architectural and electrical. • Appropriate HAI team members will conduct substantial and final completion walk throughs for the Project to determine if the work has been completed in substantial accordance with the Contract Documents. HAI will prepare a composite punch list as a result of these walk throughs. • At the completion of construction following the disposition of all punch list items and upon the submission of all project close out items and documentation by the Contractor, IIAI will provide certification of the Project to the City. The TEVslm/mg/eorresp/Scope HAI it03.0034.M00 -4- 032503 Certification will be based on the limited biweekly site visits and the substantial and final project walk throughs and will state to the knowledge, information and belief of the certifying engineer that the Project has been constructed in substantial compliance with the approved Contract Documents, is in accordance with commonly accepted engineering procedures, is consistent with applicable standards of engineering practice and is not a guarantee or warranty, either expressed nor implied. • HAI will assist the City in the preparation of Record Drawings for the project. Record Drawings will be prepared incorporating changes made during the construction phase of the Project based on data furnished to IIAI by the Contractor in the form of red lined construction drawings. IIAI will provide one(I) set of 24 inch by 36 inch, 3 mil, single mat mylar original "Record Drawings" and one(1) electronic copy of the "Record Drawings' to the City. II. COMPENSATION The proposed compensation for engineering services to be provided as outlined in the Scope of Services described above is as follows: Description Estimated Fee Preliminary Design Phase $19,560.00 Final Design Phase 81,110.00 Permitting 7,200.00 Coordination Meetings with FDEP 3,000.00 Bidding Phase 4,200.00 Construction Phase 28,532.00 Reimburssables(mylars and printing) 1,500.00 Total $I45,102.00 The Wage Cost Multiplier for IIAI employees that will work on this Project will be 2.75, for Design, Permitting, Bidding and Construction Services. For the Scope of Services detailed herein for this Project the Total Not to Exceed Fee for Design, Permitting, Bidding and Construction Services is $145,102.00. TEUslm/mg/corresp/Scope IIAI tt03.0034.M00 -5- 032503 III. PROJECT SCI-11!DUI,E The anticipated project schedule for performance of the Preliminary and Final Design Phases, Permitting, Bidding Phase and Construction Phase is as follows: Description Calendar Days Preliminary Design Phase 40 days City Review and Meeting 5 days Y 60'% Final Design 30 days City Review and Meeting 5 days 95% Final Design 30 days City Review and Meeting 5 days 100% Final Design 10 days Permitting* 60 days Bidding Period 30 days Award of Contract 30 days Construction Period 210 days * Concurrent with Bidding and Award of Contract TE Wslm/mg/corresp/Scope I IAI #03.0034.M00 -6- 032503 ATTACHMENT A THE CITY OF OCOEE,FLORIDA IMPROVEMENTS'1'O THE JAMELA WATER TREATMENT PLANT PRELIMINARY LIST OF DESIGN DRAWINGS Sheet Drawing No. No. Title 1 -- COVER SHEET 2 G-I LOCATION MAP,GENERAI.NOTES AND DRAWING INDEX 3 G-2 LEGEND AND ABBREVIATIONS Civil 4 C-I DEMOLITION 5 C-2 SITE GEOMETRY ANI)GRADING PLAN 6 C-3 CIVIL DETAILS Landscape Architecture 7 L-1 LANDSCAPING PLAN AND DETAILS Irrigation System 8 LI-I IRRIGATION PLAN AND DETAILS Structural/Architecture 9 S-I 111611 SERVICE PUMP BUILDING PLAN &SECTIONS 10 S-2 CHEMICAL FACILITIES PLAN & SECTIONS I I S-3 STRUCTURE FOUNDATIONS AND DETAILS 12 S-4 BUILDING DETAILS Mechanical 13 M-I PUMPING UNITS PLAN &SECTIONS 14 M-2 CHEMICAL FEED SYSTEMS PLAN & SECTIONS 15 M-3 PROJECT DETAILS 16 M-4 PROJECT DETAILS Electrical 17 E-I ELECTRICAL SITE PLAN 18 F-2 POWER RISER DIAGRAM 19 E.-3 ELECTRICAL ROOM PLAN AND SCHEDULES 20 E-4 ELECTRICAL DETAILS TEL/slm/mg/corresp/Scope HAl #03.0034.M00 -7- 032503