HomeMy WebLinkAboutItem #04 Approval of Peach Lake Manor Drainage Improvements - Change Order No. 1 She C of Good L ,�
AGENDA ITEM COVER SHEET
Meeting Date: April 5, 2011
Item # L I
Reviewed By ::
Contact Name: Stephen C. Krug Department Director:
Contact Number: 6002 City Manager:
Subject: Peach Lake Manor Drainage Improvements — Singhofen & Associates, Inc. Change
Order No. 1.
Background Summary:
The Peach Lake Manor Drainage Improvements project is a storm water retro -fit project designed to
reduce the amount of debris entering water bodies through a treatment process. This project area has
very few proactive stormwater controls for run -off, and has required close cooperation with the St. Johns
River Water Management District (SJRWMD) to design an effective system. This cooperative effort with
SJRWMD has required several design iterations and pond configurations to produce an effective system
that can also be permitted. This effort expanded the design scope beyond the original scope of services
requiring additional work on SAI's behalf to produce a constructible set of plans that meet permit
requirements. This additional work is summarized in the attached documents and cost estimate in the
amount of $30,710.00. Public Works recommends approval.
Issue:
Request the City Commission to approve a change order to the Peach Lake Manor Drainage
Improvements with Singhofen & Associates, Inc.
Recommendations
Recommend approval of change order no. 1 to the Peach Lake Manor Drainage Improvements with
Singhofen & Associates, Inc. in the amount of $30,710.00.
Attachments:
SAI Scope of Services and Cost Estimate
Financial Impact:
The $30,710.00 is adequately funded in the project budget.
Type of Item: (please mark with an "x")
Public Hearing For Clerk's Dept Use:
Ordinance First Reading Consent Agenda
Ordinance Second Reading Public Hearing
Resolution Regular Agenda
x Commission Approval
Discussion & Direction
Original Document/Contract Attached for Execution by City Clerk
Original Document/Contract Held by Department for Execution
Reviewed by City Attorney N/A
Reviewed by Finance Dept. � N/A
Reviewed by ( ) N/A
SA I
SINGHOFEN Stormwater Management and Civil Engineering
& ASSOCIATES
INCORPORATED Scope of Services Addendum #1
Peach Lake Manor Drainage Improvements
(Lady Avenue between Wurst Road and Marlene Drive)
Phases I & II
City of Ocoee, Florida
February 22, 2011
SCOPE OF SERVICES ADDENDUM #1
The following addendum is for the Peach Lake Manor Drainage Improvements scope of work dated
September 18, 2009. The addendum includes work conducted at the City of Ocoee's (CITY) direction
that was outside of the original scope of work, and additional work proposed. A previous memorandum
was prepared and submitted to the CITY on March 10, 2010 explaining how SAI was trying to remain
within budget with the expansion of the work. Rather than list items already discussed in the
memorandum the following addendum is to help us complete the final elements of the project in order to
allow the CITY to move to construction. All work that is part of this addendum is explained in detail
below.
TASK 1.1. Construction Plan Revisions - Additional Survey
Survey services were contracted with Southeastern Survey by the CITY. The original survey by
Southeastern Survey included construction level survey for all roadways within the project area, except
Sal Street. During the construction plans development, it was decided by the CITY to include Sal Street
with drainage improvements. The construction plans were updated as necessary for this addition at the
direction of the CITY.
TASK 1.2. Meetings and Coordination
Five additional meetings (CITY -3 & SJRWMD -2) were held to address comments regarding the drainage
improvements project.
TASK 1.3. SJRWMD Environmental Resource Permit
At the direction of the CITY, a detailed drainage report shall be developed and provided to SJRWMD to
address the RAI comments dated January 18, 2011. The project area will also be evaluated to
determine if more of the northern drainage area can be captured by the proposed stormwater system
and drain to the proposed dry retention pond per SJRWMD request. If possible, revisions to the
construction plans are required. Additionally, the 5.1 -areas of drainage area which drained to Spring
Lake that was included as part of this project, was removed from the plans per the direction of the CITY
based on SJRWMD comments. Therefore, the plans must be updated to reflect these changes.
Secondary drainage calculations will also be updated to reflect these changes.
TASK 1.4. Quantities and Cost Estimates
Quantities and a cost estimate will be prepared and provided to the CITY. The cost estimate will be
prepared in an Excel Spreadsheet based on the final construction plans. This work includes a cost
estimate and bid forms based on the phasing of the work, see Task 1.5.
Singhofen & Associates, Inc. Addendum #1 — Page 1 of 2
TASK 1.5. Phase Maps and Exhibits
At the direction of the CITY it was determined that it would be necessary to split the overall project in
construction phases for budgetary reasons and to minimize disruption to the residents. The "phases"
plan must take into account the over surface water flow within the project to ensure all areas improved
have a positive outfall. This effort will include Phase Maps, Bid Forms, and Cost Estimates to allow the
CITY to properly budget for each phase of the work. It is anticipated that the development of the phase
maps will be an iterative process between SAI and the CITY. Three additional meetings with the CITY
are anticipated.
TASK 1.6. Bid Documents
Bid documents will be prepared for each construction phase and shall include the following:
Construction Plans, Specifications (FDOT format), Bid Form, and Phase Map.
TASK 1.7. Geotechnical Services
Additional geotechnical investigations were conducted for the revised pond location. Drawdown
calculations were performed for the proposed dry retention pond (approximately 4 iterations). Also, an
updated geotechnical report was provided for the new pond layout.
COMPENSATION
The compensation to be paid to the Engineer for providing the services described in Addendum #1 shall
be the agreed upon labor rates. For reimbursable expenses, the CITY shall pay the Engineer on an
actual cost basis. The total compensation paid to the Engineer shall not exceed the amount specified
below. Reimbursable costs are identified and included in the Fee Estimate, and normally are comprised
of travel, printing, shipping, and fees paid to professional associates and subconsultants. The total
compensation paid to the Engineer under this contract addendum shall not exceed $30,710.00 without
written permission from the CITY's Project Manager.
Singhofen & Associates, Inc. Addendum #1 — Page 2 of 2
Attachment 1
Estimate of Fees
Peach Lake Manor Drainage Improvements (Phases I & II)
Project Reg. Unreg. CAD CAD Total
Manager Engineer Engineer Tech.III Tech.! Clerical Hours Labor Costs
Hourly Labor Rate: $ 140.00 $ 95.00 $ 90.00 $ 79.00 $ 45.00 $ 63.00
Task
1.1 Constuction Plan Revisions - Additional Survey information along Sal Avenue
Revising construction plans to add new survey 1.00 4.00 16.00 21.00 $ 1240.00
Evaluate drainage to incorporate additional drainage area & remove of 5.1 acres
(Spring Lake Drainage) 4.00 16.00 8.00 12.00 1.00 41.00 $ 3,811.00
Total 5.00 20.00 8.00 12.00 16.00 1.00 62.00 $ 5,051.00
1.2 Meetings and Coordination
Meet with City 12.00 12.00 24.00 $ 2,820.00
Meet with SJRWMD 2.00 4.00 6.00 $ 660.00
Total 14.00 16.00 0.00 0.00 0.00 0.00 30.00 $ 3,480.00
1.3 SJRWMD Environmental Permit
Prepare City package 2.00 8.00 8.00 8.00 4.00 30.00 $ 2,644.00
RAI 1
Prepare written response to RAI 1.00 2.00 4.00 1.00 8.00 $ 753.00
Prepare/Revise Drainage report 2.00 16.00 8.00 4.00 30.00 $ 2,684.00
Address RAI 2 2.00 4.00 8.00 2.00 2.00 18.00 $ 1,664.00
Total 7.00 30.00 20.00 18.00 0.00 11.00 86.00 $ 7,745.00
1.4 Quantiities and Cost Estimates
Calculate Quantities For Each Phase 2.00 16.00 1.00 19.00 $ 1,863.00
Prepare Cost Estimate For Each Phase 2.00 600 1.00 11.00 $ 1,103.00
Total 4.00 24.00 0.00 0.00 0.00 2.00 30.00 $ 2,966.00
1.5 Phase Maps and Exhibits
Preparation of Phasing Maps 6.00 24.00 16.00 1.00 47.00 $ 4,623.00
Meetings 4.00 8.00 12.00 $ 1,320.00
Total 10.00 32.00 16.00 0.00 0.00 1.00 59.00 $ 5,943.00
1.6 Bid Documents
Prepare Bid Documents and Specifications 2.00 16.00 18.00 $ 1,800.00
Total 2.00 16.00 0.00 0.00 0.00 0.00 18.00 $ 1,800.00
Total 42.00 138.00 44.00 30.00 16.00 15.00 285.00 $ 26,985.00
Estimated Relmbursible Direct Costs
Bond plots (24 "x36 ") 50 Sheets @ 52.50 = $ 125.00
Photocopies (24" x 36 ") 300 Sheets @ $1.00 = $ 300.00
Photocopies (8 x 11") 1000 Sheets @ $0.10 = $ 100.00
Travel 3 Trips @ $500.00 = $ 1,500.00
Shipping $ 200.00
Subconsultant Services
Geotechnical Subconsultant $ 1,500.00
Total Estimated Relmbursible Direct Costs $ 3,725.00
Total Maximum Compensation $ 30,710.00
Addendum #1 fees Page 1 of 1
Singhofen & Associates Inc. sAI
MEMO
To: Richard Campanale, PE
CC: Steve Krug
From: F. Warren McKinnie, PE
Robert B. Gaylord, P.E.
Date: February 23, 2011
Re: Peach Lake Manor — Additional Work Summary
This memorandum is a summary of the additional work required to complete the Peach Lake
Manor — Drainage Improvements Project. A portion of the additional work is related to the
meeting held with SJRWMD (District) on February 4, 2011 to discuss the project. However,
there are additional elements that were added to the work prior to the meeting with the District
which are also described in this memorandum.
During our meeting with the District, it was stated by the District that the 5.1 -acre diversion from
Spring Lake to Lake Meadow proposed would not be permitted. Therefore, this drainage area
must be removed from the construction plans. The District also stated that Singhofen and
Associates, Inc. (SAI) should evaluate whether additional drainage area within the Lake
Meadow Basin could be routed through the proposed dry retention pond. These modifications
require revisions to several components of the work. This work includes revising:
• Construction Plans
• Quantities
• Stormwater Modeling
o Secondary Stormwater System
o Primary Stormwater System
• Drainage Technical Memorandum
Please note that the construction plans, stormwater modeling, and drainage technical
memorandum were substantially complete before these revisions were proposed.
The additional work prior to the District meeting is related to expanding the scope of the
construction documents. The original scope of work included improvements for Lady Avenue
between Wurst Road and Marlene Drive. The outfall was to be located on the far east end of
Marlene Drive just north of the City's existing reuse storage pond. There were approximately
seven (7) plan and profile sheets anticipated for the project. The City then expanded the work
to include all the roadways connecting to Lady Avenue which include:
STORMWATER MANAGEMENT AND CIVIL ENGINEERING
925 SOUTH SEMORAN BOULEVARD • WINTER PARK, FLORIDA 32792
PHONE: 407 - 679 -3001 • FAX: 407 - 679 - 2691
v: \coo_peachmanor \word \correspondence\2011 _0223_campanale_mem_addend um #1.doc
Richard Campanale, P.E.
February 23, 2011
Page 2 of 2
• Lady Avenue
• Maureen Avenue
• Jemima Avenue
• Mona Avenue
• Doreen Avenue
• Ursula Street
• Perce Street
This added approximately 13 additional plan and profile sheets. Eight different pond
configurations were also prepared and evaluated, including using the City's existing reuse
storage pond. Overall, there were an estimated 28 construction plan sheets prior to the start of
the Phase II work. However, additional work has increased the construction plan set to 50
sheets. With the proposed revisions due to the District comments, the majority of the plan
sheets will need to be revised. This is due to incorporating the additional drainage area to the
north, located at the upstream most end of the secondary drainage improvements. This results
in a net increase in the pipe sizes upstream of the pond.
Additionally, it was also determined that it would be necessary to split the overall project into
construction phases for budgetary reasons and to minimize disruption to residents. The
phasing plan takes into account the overall surface water flow within the project area to ensure
all areas have a positive outfall. This effort also includes phase maps, bid forms, and cost
estimates for the City to appropriately budget for each phase of work.
SAI has made every attempt to perform the work within the limited budget, but the increase in
the scope of work requires additional funds to complete all components of design and
permitting. A detailed explanation of the additional work has been described in Addendum #1
and provided to the City on February 22, 2011.
Should you have any questions or comments, please contact us at 407 - 679 -3001.
SINGHOFEN & ASSOCIATES, INC.
STORMWATER MANAGEMENT AND CIVIL ENGINEERING
925 SOUTH SEMORAN BOULEVARD • WINTER PARK, FLORIDA 32792
PHONE: 407 - 679 -3001 • FAX: 407 - 679 -2691
v: \coo_peachmanor \word \correspondence\2011 _ 0223 _campanale_mem_addendum #1.doc