HomeMy WebLinkAboutEmergency Item - Maguire Road Phase V Engineering Services
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AGENDA ITEM COVER SHEET
Contact Name:
Contact Number:
Meeting Date: May 4, 2010
Item # brnev-J-e..rI{ y E-em
Reviewed By: ~ ~
David A. Wheeler, P.E. Department Director: ..LJJ. ~~11.
407-905-3100, Ext. 1504 City Manager: ---=- -
Subject: Maguire Road Phase V Engineering Services
Background Summary:
The Maguire road Phase V Project continues the widening of Maguire Road north from Mercantile Court to
north of Story Road and Geneva Street. The project generally includes widening the two lane section to a
partial five lane section and partial four lane divided section with improved stormwater management, sidewalks,
traffic signal at Marshall Farms Road, and utility relocations. Professional Engineering Consultants, Inc. (PEC)
was contracted with to perform the detailed design of the improvements and to assist in the acquisition of
property needed to construct the project. PEC has completed the detailed design and was assisting Foley &
Lardner, LLP, in the land and rights-of-way acquisition phase of the project. PEC recently notified the City that
they will not be able to perform the remainder of work on this project; this is because of the current economic
situation. As a result, the City terminated the Purchase Order with PEC. There is $21,549.07 left in the
Purchase Order for the required work of which all but about $1,000 is for assistance to Foley & Lardner.
Most of the design team at PEC has been re-employed at Infrastructure Engineers, Inc. (lEI) and the City was
approached about contracting with lEI for the remainder of the work. The project manager and design
engineers would like to continue working on the project and bring it to fruition. lEI has offered two proposals for
the work: 1) to assist in the land and rights-of-way acquisition as Foley & Lardner requires, and 2) assume the
position of engineer-of-record and perform any cleanup that may be required as a result.
The City is in the process of acquiring land for the stormwater pond and additional right-of-way along Maguire
road for the widening project. Foley & Lardner has been performing that task and had been using PEC for
engineering services as they related to the acquisitions. Those services included preparing cure plans for the
individual properties, turning movements for vehicular traffic, preparation of legal descriptions of the land to
acquire, field staking of those areas, and appearances at legal proceedings. Right-of-way from two of the affect
parcels has been obtained and a third parcel is not going through the legal process as the property owner has
agreed to the land and cost. Two parcels still need to go through mediation and two parcels require re-analysis
before going back to court. The retention pond site is going through the courts as mediation was not
successful. lEI's proposal for assisting in the land and rights-of-way acquisition process is $21,549.00.
Once all the land and rights-of-way are secured the City will move forward with construction of the
improvements. The City will need to have a new Engineer-of-Record to perform any clean up of the plans after
the acquisitions and sign and seal the plans for bidding the project. lEI's proposal for this work is $15,204.00.
The Engineering Staff recommends contracting with lEI for the remainder of the work required for many
reasons. The project manager/senior design engineer and some of the other design staff from PEC have been
employed there and staff does not feel it is prudent to change design people at this time or again. The City
does not need to go through the learning curve again with a new bunch of design professionals. With the prime
people who worked on the detailed design and who have been assisting Foley & Lardner now employed by lEI,
this would be logical choice so as to not bring in people completely unfamiliar with the project who would need
time to come up to speed before being a viable project team member. Secondly, the majority of the work still
required is providing engineering services for land acquisitions not performing detailed design.
The project is basically 99% complete. The only work left would be to modify the plans based upon changes
that may be required because of the purchase of rights-of-way. All of the design fees have been paid to PEC,
there really is no large dollar amount of design fee remaining that would interest another firm if the City were to
go back through the CCNA process. Staff does not feel that the City should bear the time and expense to go
back through the CCNA selection process to choose a new engineer-of-record because the detailed design is
99.9% complete. Because of the extenuating circumstances of today's economy, PEC has left the decision of
who to contract with in completing the projects to their clients. PEC did not assign their assets to another
engineering firm.
The portion of the project we are currently in is land and rights-of-way acquisition. If the City was to go through
the CCNA process, the City would have to delay or stop the legal processes in place until the CCNA process
ran its course. That delay could approach six months and then add the time for the new engineer-of-record to
get up to speed.
Based upon the proposals provided by lEI, staff does not feel the City could obtain other proposal that are less
than lEI's proposal. If another engineering firm would be selected, the costs to do the work would be higher
and additional costs would be included for the firm to become familiar with the project.
Issue:
To contract with Infrastructure Engineers, Inc. for the remainder of the Maguire Road Phase V Project for Right-
of-Way and Land Acquisition Services and as the Engineer-of-Record.
Recommendations
The Engineering Staff recommends that the Mayor and City Commission waive the requirements of Chapter 21-
5 of the City Code, Purchase Policy, Exemptions to the Minimum Standards, approve contracting with
Infrastructure Engineers, Inc. for the remainder of the Maguire Road Phase V Project for Right-of-Way and
Land Acquisition Services in the amount of $21,549.00, approve contracting with Infrastructure Engineers, Inc.
as the Engineer-of-Record for an additional amount of $15,204.00, and authorize Staff to process the
Purchase Orders appropriately.
Attachments:
Proposals from Infrastructure Engineers, Inc.
Financial Impact:
There is sufficient money in the Maguire Road Phase V project budget to cover these costs to contract with
Infrastructure Engineers, Inc. for the remainder of the Maguire Road Phase V Project for Right-of-Way and
Land Acquisition Services and as the Engineer-of-Record.
Type of Item: (please mark with an "x'J
Public Hearing
Ordinance First Reading
Ordinance Second Reading
Resolution
Commission Approval
Discussion & Direction
For Clerk's DeDt Use:
_ Consent Agenda
_ Public Hearing
_ Regular Agenda
Original Document/Contract Attached for Execution by City Clerk
== Original Document/Contract Held by Department for Execution
Reviewed by City Attorney
Reviewed by Finance Dept.
-(afVl B1 ~ ;
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N/A
N/A
Q
.,
INFRASTRUCTURE
E N GIN E E R S , INC.
consulting engineers I commercial divers
April 26, 2010 10068FLOO.00
Mr. David Wheeler, P.E.
City Engineer
City of Ocoee
ISO North Lake Shore Drive
Ocoee, FL 34761
Re: Maguire Road Phase V
Right-of-Way Acquisition Assistance
Dear Mr. Wheeler:
The attached proposal is required so that Infrastructure Engineers, Inc. can assist the City
and the City's attorney in the acquisition of the Maguire Road Phase V proposed right-of-
way and easements.
The tasks included in this proposal are as follows: coordinating with the City's Attorney,
and others, to provide cost to cures, plan revisions to reflect cost to cures, meeting
attendance, expert witness testimony, and other services required to resolve r/w issues
and/or assist the City in acquiring the necessary right-of-way to construct the roadway
per the construction plans. These tasks will be invoiced on an hourly basis and have a
Limiting Amount of$21, 549.
Please note that this proposal does not include any bidding phase services, construction
administration or post-design services.
If you have any questions, or need additional information please do not hesitate to contact
me.
Sincerely,
. GINEERS, INC.
Mike Mohler, P.E.
cc: File 10068FLOO.00
2121 Old Hickory Tree Road
St. Cloud, Florida 34772
Phone: (407) 957-1660
Fax: (407) 957-8744
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INFRASTRUCTURE
E N GIN E E R S , INC.
consulting engineers I commercial divers
April 27, 2010
10068FLOO.00
Mr. David Wheeler, P.E.
City Engineer
City of Ocoee
] 50 North Lake Shore Drive
Ocoee, FL 34761
Re: Maguire Road Phase V
QAlQC and Final Plans Preparation
Dear Mr. Wheeler:
The attached proposal is required so that Infrastructure Engineers, Inc. can assist the City
and in completing the final construction plans as well as QAlQC the plans.
This proposal includes a thorough QAlQC of the 100% construction plans, updating the
construction plan plot borders to Infrastructure Engineers, Inc. (IEI) borders, permitting
of the Marshall Farms Road watermain, continued utility coordination and finalizing the
bid documents. Please note that this proposal does not include printing out the bid sets
and providing them to the contractor or any other bidding services other than providing
final signed and sealed construction plans to the City along with the bid booklet. These
tasks are to be invoiced as Lump Sum in the amount of$15,204.
If you have any questions, or need additional information please do not hesitate to contact
me.
Sincerely,
INFRASTRUCTURE ENGINEERS, INC.
Ifk-~.
Mike Mohler, P.E.
cc: File 10068FLOO.OO
2121 Old Hickory Tree Road
St. Cloud, Florida 34772
Phone: (407) 957-1660
Fax: (407) 957-8744
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