Loading...
HomeMy WebLinkAboutItem 18 Approval of Amendment 1 for Hazen & Sawyer to Provide Additional Design Services for the Forest Oaks Above Ground Injection Assembly City of Ocoee ▪ 1 N. Bluford Avenue ▪ Ocoee, Florida 34761 Phone: (407) 905-3100 ▪ www.ocoee.org STAFF REPORT Meeting Date: October 21, 2025 Item #: 18 Contact Name: Trent Hopper Department Director: Jen Bolling Contact Number: Ext. 4306 City Manager: Craig Shadrix Subject: Approval of Amendment 1 for Hazen & Sawyer to Provide Additional Design Services for the Forest Oaks Above Ground Injection Assembly. (Utilities Director Bolling) Background Summary: The City of Ocoee contracted Hazen and Sawyer to design the above-ground injection assembly at the Forest Oaks Water Plant. The injection assembly is used to chlorinate the drinking water. The primary goal of this project was to eliminate the use of below-ground injection vaults, which pose a safety risk and are prone to leaks that are difficult to detect. During the survey of the underground piping at the water plant, it was determined that the existing piping layout requires modifications to accommodate the new assembly and future plant improvements necessary for additional supply and treatment. These issues necessitate correction and are compounded by impending regulations regarding PFAS and the need to expand the plant's treatment capabilities. The requested PO increase of $69,685.00 is necessary to expand the scope of design to modify the yard piping to allow for the required future expanded supply and treatment capabilities, accommodate expanded well capabilities, and provide construction sequencing guidelines to keep the plant in operation while still achieving the original objective of safely installing the new injection assembly and removing the hazardous subsurface vaults. Issue: Should the Honorable Mayor and City Commissioners approve an increase of P.O. 1429850 by $69,685.00 to Hazen and Sawyer for additional design services at the Forest Oaks Water Treatment Plant? Recommendations: Staff recommends that the Honorable Mayor and City Commissioners approve an increase of P.O.#1429850 by $69,685.00 to Hazen and Sawyer to complete the design of the Forest Oaks Water Plant Above Ground Assembly. Attachments: 1. Ocoee Amendment Financial Impacts: The $69,685.00 P.O increase is adequately funded in Job#. P000446 GL 408-533-00-6302. Type of Item: Consent City of Ocoee ▪ 1 N. Bluford Avenue ▪ Ocoee, Florida 34761 Phone: (407) 905-3100 ▪ www.ocoee.org Ocoee – Above Ground Assembly at the Forest Oaks Water Plant 10/13/2025 Amendment 1 1 CITY OF OCOEE, FLORIDA AMENDMENT 1 TO TASK ORDER 03-24 CITY OF OCOEE UTILITIES DEPARTMENT ABOVE GROUND ASSEMBLY AT THE FOREST OAKS WATER PLANT 1. OBJECTIVE Under existing contract (Task Order 03 -24, PO 1429850), Hazen completed the 60% design of a proposed above ground raw water pipe assembly to be installed adjacent to the existing fluoride building. The objective for Amendment 1 to Task Order 03-24 (PO 1429850) signed December 10, 2024, is for Hazen and Sawyer (Hazen) to assist the City of Ocoee (City) in the following: • Relocate the assembly and add connections for a future treatment process. The new chemical injection station will include an inline static mixer and space for a future flow meter. • Design 20-inch pipe for supply and chlorinated water conveyed between the supply wells, chemical injection station, and/or existing ground storage tanks. • Design a new sample point within a vault downstream of chemical injection/mixing and required pipe for sample conveyance to existing residual chlorine analyzer(s). Existing sampling line(s) to be demoed. Existing chlorine analyzer(s) will not be modified. • Replace the existing chlorine chemical line used to convey chemical in the yard to the primary disinfection injection point with a double contained piping system comprised of chemical-resistant tubing installed inside rigid secondary containment pipe sleeves. Tasks 3, 5, and 6 from Task Order 03-24 (PO 1429850) are unchanged. A detailed scope of services for Amendment 1 follows: 2. SCOPE OF SERVICES Task 1 – Project Management and Kick-Off Meeting The kick-off meeting and data request were completed during work under the original Task Order 03-24, PO 1429850. Modifications to Task 1 under Amendment 1 include additional time for project management to accommodate the design modifications requested by the City. Task 2 – Survey Hazen, through subconsultant ECHO UES (ECHO), will perform additional topographic survey and subsurface utility engineering services of the WTP site. A previous survey was completed and included the area adjacent to the existing fluoride chemical building and b etween the two ground storage tanks. Additional services have been identified to include the rest of the site Ocoee – Above Ground Assembly at the Forest Oaks Water Plant 10/13/2025 Amendment 1 2 including preparation of a boundary survey and up to an additional ten (10) soft digs to locate existing subsurface utilities. The scope from ECHO for the additional land surveying and optional services is provided as Attachment B. Deliverables: • Field deliverables will consist of field marks (e.g. pin flags, paint marks, wooden lathes, nails/discs etc.) showing the position of the designated and located utilities. • Office deliverables will consist of: o Images and a sketch (not to scale) based on the project plans or aerial imagery publicly available. o Test hole data report. o Survey digital CADD file, inclusive of sheeting on appropriate format and scale, and a signed and sealed surveyor’s report. o Optional boundary survey and legal description of the parcel. Task 4 – Engineering Design Pipeline separation requirements will be in accordance with City and FDEP Standards for potable water, storm water and sanitary sewer. Specification information for pipeline, valves and appurtenances will be provided on the drawings and will follow the City’s Approved Materials Lists. Subtask 4.1 – Prepare Modified 60 Percent Contract Documents Prior to the completion of the final design of this above ground assembly, the City requested this Amendment 1 which includes modifications to the drawings to accommodate the facilities described above under Objective. Under Subtask 4.1, Hazen will revise the original 60% set of drawings produced to include capped piping stub outs and isolation valves to facilitate the connection of a future treatment process. Amendment 1 additional drawings will include one (1) construction phasing sheet, one (1) sheet for yard pipe upgrades, one (1) additional civil details sheet, and one (1) plan and profile of chlorine residual sample vault. Hazen will provide electronic (PDF format) files of the modified 60 Percent Contract Drawings to the City for review. Hazen will meet with the City to receive review comments on the documents provided. At the request of the City, the meeting may be on -site. Within seven days of the meeting, Hazen will provide a summary documenting City comments and any specific action items. Deliverables: • Modified 60 Percent Contract Drawings (PDF format) • 60 Percent review meeting summary Ocoee – Above Ground Assembly at the Forest Oaks Water Plant 10/13/2025 Amendment 1 3 Subtask 4.2 – Prepare 100 Percent Contract Documents Hazen will prepare additional 100 percent drawings per the elements added to the design under the City’s request. Amendment 1 additional drawings will include one (1) construction phasing sheet, one (1) sheet for yard pipe upgrades, one (1) additional civil details sheet, and one (1) plan and profile of chlorine residual sample vault. Hazen will provide electronic (PDF format) files of the 100 Percent Contract Drawings to the City for review. In conjunction with the 100 Percent submittal, Hazen will provide the City with a spreadsheet documenting City comments received at the 60 Percent level and confirming how those comments were incorporated. Hazen will meet with the City to receive review comments on the documents provided. Deliverables: • 100 Percent Contract Documents (PDF format) • 100 Percent review meeting summary Subtask 4.3 – Prepare Final Contract Documents Hazen will prepare Final Contract Documents for the project including Final Contract Drawings for use by the City in constructing the improvements . Hazen will provide the City with a spreadsheet documenting City comments received at the 100 Percent level and confirming how those comments were incorporated. Hazen will provide electronic (PDF and DWG format) files of the Final Contract Drawings to the City. Deliverables: • Final Contract Drawings (PDF and DWG format) 3. DELIVERABLES Task Number Description Task 2 • Field deliverables will consist of field marks (e.g. pin flags, paint marks, wooden lathes, nails/discs etc.) showing the position of the designated and located utilities. • Office deliverables will consist of: o Images and a sketch (not to scale) based on the project plans or aerial imagery publicly available. o Test hole data report. o Survey digital CADD file, inclusive of sheeting on appropriate format and scale, and a signed and sealed surveyor’s report Task 4.1 • Modified 60% Drawings (PDF) • 60% Review Comments (PDF) Task 4.2 • 100% Drawings (PDF) • 100% Review Comments (PDF) Task 4.3 • Final Drawings (PDF and DWG) Ocoee – Above Ground Assembly at the Forest Oaks Water Plant 10/13/2025 Amendment 1 4 4. ASSUMPTIONS The following assumptions have been made in the preparation of this proposal: • The City will self-perform the work and not require bidding services or require pay application and change order reviews during construction. • An ecological assessment of the site will not be required as part of this work assignment. • Hazen will be given access to the site location. • Modifications or upgrades to chlorine residual analyzer(s) not included. 5. SCHEDULE The anticipated schedule shown below is based on the weeks after the formal issuance of the Notice-to -Proceed (NTP) by the CITY for Amendment 1: Task Description Duration 1 Project Management Throughout project duration 2 Survey 8 Weeks following Amendment 1 NTP 4.1 60% Contract Documents 8 Weeks following preliminary Amendment 1 NTP 4.2 100% Contract Documents 4 Weeks following 60% review meeting 4.3 Final Contract Documents 2 Weeks following 100% review meeting Ocoee – Above Ground Assembly at the Forest Oaks Water Plant 10/13/2025 Amendment 1 5 6. METHOD OF COMPENSATION The total adder for Amendment 1 is $69,685 with budgets between tasks being interchangeable. See Attachment A for cost breakdown specific to Amendment 1. Including Amendment 1, the total fee for the Task Order shall not exceed $138,755 as shown in the table below. Task Description Original Fee Amendment No. 1 Total Fee 1 Project Management and Kick-Off Meeting $5,968 +$2,220 $8,188 2 Survey $19,373 +$36,280 $55,653 3 Preliminary Layout $4,675 - $4,675 4.1 Engineering Design (60%) $15,877 +$24,625 $40,502 4.2 Engineering Design (100%) $9,329 +$3,600 $12,929 4.3 Prepare Final Contract Documents $3,942 +$2,960 $6,902 5 Permitting $5,204 - $5,204 6 Services During Construction $4,701 - $4,701 - Total $69,070 +$69,685 $138,755 Ocoee – Above Ground Assembly at the Forest Oaks Water Plant 10/13/2025 Amendment 1 6 ATTACHMENT A Forest Oaks WTP Project Fee Schedule Amendment 1 Ocoee – Above Ground Assembly at the Forest Oaks Water Plant 10/13/2025 Amendment 1 7 Ocoee – Above Ground Assembly at the Forest Oaks Water Plant 10/13/2025 Amendment 1 8 ATTACHMENT B ECHO’s Revised Proposal for Professional Survey and Subsurface Utility Engineering Services ECHO UES, Inc. 888.778.ECHO www.echoues.com Grow, Inspire, Make a Difference 1 May 22, 2025 Martin D. Coleman, P.E. Senior Principal Engineer Hazen and Sawyer PROPOSAL FOR PROFESSIONAL SURVEY and SUBSURFACE UTILITY ENGINEERING SERVICES Project: Chemical Injection Improvements, Water Treatment Plant No. 2 – City of Ocoee, FL Ref. 25-033 Supplemental Agreement #1 (SA1) Dear Mr. Coleman: At ECHO UES, Inc. (ECHO) we value your consideration and appreciate the opportunity to provide this technical proposal for professional services in support of your project. This technical proposal, inclusive of a fee estimate, details the approach we consider the most suitable for this project. Project Synopsis: Based on the information made available to ECHO, we understand the project consists of engineering design services for site improvements at the existing Water Treatment Plant No. 2 in the City of Ocoee and within the project limits further described below. ECHO’s professional services were requested to provide topographical survey, subsurface utility engineering and utility survey services in support of this project. This proposal addresses Supplemental Agreement #1 (SA1) for performing the following additional services: - Extend the limits of the survey and utility investigation to the rest of the site in support of a new GAC treatment system. Project Limits: ECHO’s proposed services will be performed within a well-defined area (i.e. Project Limits) as shown on the attached exhibits, and inclusive of portions of the adjacent public R/W. 2 SCOPE OF SERVICES Subsurface Utility Engineering (SUE) Services Using a combination of field investigative techniques and technology, including surface geophysical instruments (e.g. GPR, pipe/cable locators) and vacuum excavation if needed, ECHO will perform the following services. 1. Identification and marking of existing utilities. Utilities potentially in conflict with the project and located within the project limits will be investigated in the attempt to identify their position. The results will be marked on the ground surface using the most appropriate method (i.e. pin flags, paint etc.) and showing the approximate position of the identified utilities. ECHO will attempt to identify and mark detectable utilities located within the project limits, with the exclusion of irrigation lines, service lines and sanitary laterals. Gravity (storm and sanitary) systems will be surveyed as part of the topographical survey efforts. 2. Verification of utility location and characteristics. At specific locations ECHO will attempt to expose utilities via minimally intrusive methods (e.g. use of vacuum excavation) to confirm their characteristics (e.g. type, size, material, direction, configuration) and provide an accurate location. At completion of each excavation (test hole) ECHO will record all verifiable utility information, mark the utility location with the most appropriate method (e.g. wooden lathes, “X” mark on concrete, disc and nail on asphalt) and restore the field to as close as possible to its original conditions. ECHO proposes to perform up to 10 (additional) utility verification test holes, at locations to be identified by the EOR. Topographic and Utility Survey - Set/recover horizontal and vertical control throughout the project corridor to collect the topographic and subsurface utility engineering information. - Collect aboveground and visible features and improvements within the highlighted limits as shown and described by the attached graphic, to include utility information as identified per the steps above. - Detail and survey gravity storm and sanitary systems located within the project limits. - Collect sufficient elevation data to create a digital terrain model (DTM) of the site. - Survey geotechnical borings and wetland flags as placed by others, if any. - Survey individual trees within the survey limits and limits of landscaped areas. - The survey will be based on the North American Datum of 1983 (NAD83), East Zone and elevations will be referenced to the North American Vertical Datum 1988 (NAVD 88). 3 - The horizontal and vertical survey control will be provided in the final survey in tabular format for use by the contractor during construction activities. - Recover and tie down sufficient monumentation in the field to calculate the existing apparent right-of-way along all public roadways within the project limits, and existing apparent property limits for parcels or portions thereof included within the project limits. Right-of-way and property limits will be shown as calculated based on field monumentation and it will be referred to as apparent right-of-way and apparent property lines. Any additional field and office work to establish R/W limits and property boundaries shall be quoted separately and performed following receipt of title information to be provided by Client. - All survey efforts will be conducted in accordance with the Standards of Practice set forth in Rule Chapter 5J-17, F.A.C., pursuant to Section 472.027, F.S. Deliverables: - Field deliverables will consist of field marks (e.g. pin flags, paint marks, wooden lathes, nails/discs etc.) showing the position of the designated and located utilities. - Office deliverables will consist of: • Images and a sketch (not to scale unless otherwise stated) based on the project plans or aerial imagery publicly available. • Survey digital CADD file, inclusive of sheeting on appropriate format and scale, and a signed and sealed surveyor’s report. Proposed Schedule: To be discussed and agreed upon with the client following acceptance of this proposal. The proposed schedules shall be valid barring any unforeseen conditions. Notes and Limitations: 1. Client shall facilitate access to the site and provide any relevant project information. 2. Site must be clear from obstacles impeding access to any portion of the project limits. 3. Standard work hours are from 7:00am to 4:00pm, Monday through Friday; additional charges may occur (following discussion with the Client) in case of weekend or nighttime work. 4. ECHO will not work on any site that is known to be contaminated with any hazardous or harmful substance. 5. Any permit or fee requested to perform the work complying with any stakeholder’s requirement will be submitted to the Client with a 5% administrative markup. 6. FDOT Design Standards (Index 600 Series) will be utilized for the Maintenance of Traffic (MOT). Should the site require modification to the Index 600 for non-standard MOT arrangements, ECHO will seek the Client’s concurrence to obtain signed and sealed project’s specific MOT plans (to be provided by others). 7. Any cost associated with signed and sealed MOT plans will be submitted to the Client with a 5% administrative markup. 8. Unless otherwise stated within this proposal, test holes have usual depth of up to eight (8) ft. from the ground surface, and diameter of up to 1 ft. Should there be a need for deeper or wider excavations, additional charges may apply. 9. The original ground surface at each test hole location will be restored to as close as possible to its original conditions, using concrete mix or asphalt cold patch as applicable. Any deviation from this standard (e.g. use of hot asphalt, flowable fill etc.) may require additional charges and the use of specialty subcontractors. 10. Regardless of the type of estimate proposed (e.g. lump sum, time and materials, etc.) such estimate should be considered indicative and based on preliminary information. Should any situation out of ECHO’s control heavily impact ECHO’s field work performance (e.g. adverse site conditions), ECHO reserves the right to seek additional funds to complete the work. 11. The exact location of any underground utility is not guaranteed unless clearly exposed and visually verified at a specific location. Utility characteristics, methods of installation, soil conditions and the surrounding environment all may impact adversely the results of any utility investigation with surface geophysical instruments and technology. No guarantee is made that all utilities will be found and identified. 4 12. Independently from ECHO’s scope of work and performance, the Client shall comply with the relative chapter from the Florida (or any other applicable) Statutes: “Underground Facility Damage Prevention and Safety Act” and call 811 prior to any excavation taking place. 13. Subsurface Utility Engineering, Designating and Locating terms all refer to the American Society of Civil Engineers / Utility Engineering and Surveying Institute / Construction Institute “Standard Guideline for Investigating and Documenting Existing Utilities” (ASCE/UESI/CI 38-22). Should ECHO adopt this standard for the performance of the scope of work and preparation of deliverables, clear mention to the Standard shall be made throughout the deliverable. Proposed Schedule: to be discussed and determined upon receipt of the Notice to Proceed (NTP). Fee: ECHO’s competitive offer, which is inclusive of all field, office, materials, supplies, and equipment costs is detailed below and on the attached estimate sheet. - Perform services as described herewith: hourly not to exceed fee of $32,980.00 (inclusive of performing up to 10 utility verification test holes). Acceptance: We will honor this proposal for 60 days. If accepted, please return to our attention together with a professional services agreement/task work order authorization and official Notice to Proceed. At ECHO UES, Inc. we believe in collaboration and communication with our clients and are driven to understand their needs and provide time-efficient and cost-effective solutions. ECHO strives to provide quality utility and survey reliable data to design better, build faster, and safely enhance Engineering, Design, Construction and Maintenance of infrastructure. Thank you for considering ECHO for this important project and please do not hesitate to contact me directly should you have any questions or concerns. Sincerely, ECHO UES, Inc. Carlo Pilia Vice President 5 Vicinity Map: Project Limits; (SA1 in yellow) CLIENT: PROJ. # PROJECT: PHASE. #SA1 - Entire site LOCATION: Subsurface Utility Engineering (SUE) DAYS HRS/DAY # OF HOURS $/h RATE SUB.TOT 3 10 30 $210.00 $6,300.00 2 10 20 $210.00 $4,200.00 0 10 0 $210.00 $0.00 0 $0.00 $0.00 FIELD SUB.TOT (SUE) =$10,500.00 # OF HOURS $/h RATE SUB.TOT 2 $235.00 $470.00 5 $175.00 $875.00 5 $125.00 $625.00 0 $100.00 $0.00 OFFICE SUB.TOT (SUE) =$1,970.00 $12,470.00 Topographic Survey DAYS HRS/DAY # OF HOURS $/h RATE SUB.TOT 6 10 60 $210.00 $12,600.00 FIELD SUB.TOT (SUR) =$12,600.00 # OF HOURS $/h RATE SUB.TOT 6 $235.00 $1,410.00 14 $175.00 $2,450.00 30 $125.00 $3,750.00 3 $100.00 $300.00 OFFICE SUB.TOT (SUR) =$7,910.00 $20,510.00 Prepared By: Date: GRAND TOT $32,980.00 TOTAL (SUR) = CP May 22, 2025 All services to be provided in accordance with ECHO UES, Inc. relative proposal, terms and conditions. CADD/Draftsman Sketch and THs, processing and CAD Clerical Administrative support Surveyor Process of survey information and survey oversight TOTAL (SUE) = FIELD WORK ITEMS NOTES Survey Topographical and utility survey. OFFICE WORK ITEMS NOTES PM/Sr. Surveyor PM project, permits, schedule, invoicing and communications. Also include any site specific safety permits and plan, QC. CADD/Draftsman Sketch and THs, processing and CAD Clerical Administrative support Surveyor (PSM)Process of survey information and survey oversight Survey Survey of utilities - included with topographical survey Other OFFICE WORK ITEMS NOTES Project Manager PM project, permits, schedule, invoicing and communications. Also include any site specific safety permits and plan, QC. Utility Locating Utility test holes, if/when needed, up to 10 ECHO UES, Inc. PROFESSIONAL SERVICES ESTIMATE Hazen and Sawyer Ocoee WTP No. 2 FIELD WORK ITEMS NOTES Utility Designating Designate utilities within project limits.