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Item 06 Consideration to Approve Expenditure of $37,510 from Stormwater Project Funds (312) for the Design and Permitting of the Center Street Drainage System and Award Project to Professional Engineering Consultants (PEC) ~ AGENDA ITEM COVER SHEET Contact Name: Contact Number: Bob Zaitooni 6002 Meeting Date: April S, 200S Item # (p Reviewed By: ~~ Department Director: City Manager: __ ~ Subject: Design & Permitting of Center Street Drainage System Background Summary: This project is the Phase 2 of the overall drainage improvement project which includes the design, preparation of plans, and permitting of the drainage collection system. This is the companion project to Center Street l00-year Retention Pond currently in final design. A proposal by Professional Engineering Consultants (PEC) for the survey, design, preparation of plans, and permitting for $37,510 is enclosed. The project will be funded from the Stormwater Project Funds (312). Issue: City Commission to authorize funds and approve issuing a Purchase Order to PEe. Recommendations Authorize $37,510 from Stormwater Project Funds for the surveying, design, preparation of plans, and permitting and approve award of the project to PEe. Attachments: Proposal & Scope of Work Financial Impact: The funds are available from Stonnwater Project Funds with a balance of $70,000. Type of Item: o Public Hearing o Ordinance First Reading o Ordinance First Reading o Resolution o Commission Approval o Discussion & Direction For Clerk's DeDi Use: ~ Consent Agenda o Public Hearing o Regular Agenda o Original Document/Contract Attached for Execution by City Clerk o Original Document/Contract Held by Department for Execution "5/2--Dt {~5" I25j N/A D N/A D N/A Reviewed by City Attorney Reviewed by Finance Dept. Reviewed by ( ) Commissioners Danny Howell. District 1 Scott Anderson. District 2 Rusty Johnson. District 3 Nancy J. Parker. District 4 Mayor S. Scott Vandergrift City Manager Robert Frank STAFF REPORT TO: The Honorable Mayor and City Commissioners FROM: Bob Zaitooni, Director of Public Works DATE: March 29, 2005 RE: Design & Permitting of Center Street Drainage System ISSUE Should the Honorable Mayor and City Commission authorize $37,510 from Stormwater Project Funds for the survey, design, preparation of plans, and permitting of the Center Street drainage system; and approve award of project to Professional Engineering Consultants (PEC), Inc.? BACKGROUNDIDISCUSSION This project is the Phase 2 of the overaU drainage improvement project which includes the survey, design, preparation of plans, and permitting of the drainage collection system on Center Street from Orange Avenue to Starke Lake Circle. This is the companion project to Center Street 100-year Retention Pond currently in final design. The construction portion of the project is funded in FY 06-07 in City's 5-year C!P. A proposal by Professional Engineering Consultants (PEC) for the survey, design, preparation of plans, and permitting for $37,510 is enclosed. The funds are available from Stormwater Project Funds with a balance of $70,000. RECOMMENDATION Staff respectfully requests that the Honorable Mayor and City Commission to authorize $37,510 from Stormwater Project Funds for this project; and approve award of the project to Professional Engineering Consultants, Inc. PEe PROFESSIONAL ENGINEERING CONSUL TANTS, INC. March 8, 2005 P-5062 Mr. Buddy Elmore Stormwater Supervisor City of Ocoee . 301 Maguire Road Ocoee, Florida 34761 Re: Center Street Phase IT Drainage Improvements Contract No~ 0404 Dear Buddy: Per your request, please find enclosed two (2) copies ofthe following documents for your review and approval associated with implementing the proposed drainage improyements: · Exhibit "A" (Scope of Work); · Exhibit "B" (Manhour and Fee Estimate); · Exhibit "C" (Estimate of Indirect Expenses); and · Exhibit "D" (SubconsuItant Supporting Documentation). We look forward to the opportunity to continue serving the City ofOcoee on this assignment. If you have any questions regarding the enclosed documents, please contact me directly at 407-422-8062, extension 194, or bye-mail atdwh@peconline.com. Very truly yours, D~~~,P.E. rinc1Pal / Stormwater Department Manager DWHIkh Enclosures cc: Robert Zaitooni, City of Ocoee Deyo Seereeram, Deyo Engineering Jim Petersen, Southeastern Surveying and Mapping Corp. Mike Bruegger, PEC engineers planners surveyors 'Engineering Our Community" 200 East Robinson Street. Suite 1560. Orlando, Florida 32801 · 407/422-8062. FAX 407/849-9401 Center Street Phase II Drainage Improvements Exhibit "A" Scope of Work EXHIBIT" A" SCOPE OF WORK for the CENTER STREET PHASE II DRAINAGE IMPROVEMENTS OBJECTIVE: The City of Ocoee has identified an existing drainage conveyance system that requires attention due to chronic localized flooding. The Center Street right-of-way is located within Section 17 of Township 22 South, Range 28 East within the Starke Lake drainage basin. More specifically, the project is located north of Silver Star Road, south of Flewelling Street, west of Woodson Avenue, and east of Orange Avenue (refer to Figure 1). Center Street, between Orange Avenue and Starke Lake Circle, currently receives stormwater runoff between Flewelling Street and Center Street. The runoff is conveyed towards the intersection of Center Street and Starke Lake Circle via overland flow, concrete curbs, and/or swales where it accumulates in an existing ditch. The existing ditch overtops its banks which causes downstream flooding and erosion problems near Silver Star Road. The City of Ocoee, in conjunction with Orange County, has begun addressing the chronic problem by funding the construction of a stormwater retention pond between Center Street and Silver Star Road. The retention pond (Center Street Phase I Drainage Improvements) will attenuate, and more importantly, treat the urban stormwater runoff prior to discharging into Starke Lake, an impaired water body. The recommended Phase II improvements will capture and convey the runoff directly into the Phase I stormwater retention pond which is currently out to bid. The objective of this project is to provide engineering services for the design, preparation of construction drawings, and securing a permit in order to provide a complete bid document package to implement the proposed drainage improvements. It should be pointed out that the proposed drainage improvements do not include Orange Avenue, Cardinal Avenue, Blue Jay Street, and Starke Lake Circle. PROFESSIONAL ENGINEERING SERVICES: Professional Engineering Consultants, Inc. (Consultant) shall provide engmeenng servIces enumerated below. Engineering services shall include the following tasks: 1. Coordinate with the Survey Subconsultant (Southeastern Surveying and Mapping Corp. at 407 - 292-8580) to conduct the necessary surveys for the development of the construction plans. At a minimum, it is anticipated that the following survey services will be performed by the Survey Sub consultant (refer to Exhibit "D"): a. Complete topographic / location survey of the Center Street right-of-way between Orange Avenue and Starke Lake Circle (approximately 1,100 linear feet). A - 1 P-5062.sco EXHIBIT" A" SCOPE OF WORK for the CENTER STREET PHASE II DRAINAGE IMPROVEMENTS b. Perform the following miscellaneous services: . Coordinate with all utility companies and locate all known above-ground and underground existing utilities within the existing platted right-of-way; . Establish recoverable baseline of survey/construction within proj ect limits to use as horizontal reference for the preparation of construction plans; and . Research plats and establish horizontal control to verify that the recommended drainage conveyance improvements lie within the existing platted rights-of-way. The Survey Subconsultant shall provide the Consultant with AutoCAD (Version 2000) base maps depicting the existing topographic features within the existing platted rights-of-way. The Survey Subconsultant shall provide the City and the Consultant signed and sealed copies of all final work products (survey drawings and/or field notes). 2. Coordinate with the Geotechnical Subconsultant (Devo Engineering at 407-290-2371) to establish the subsurface conditions and the seasonal high water table within the Center Street right-of-way (refer to Exhibit "D"). 3. Conduct a detailed field review within the study area to confirm the content and accuracy of the survey drawings and establish the limits of the drainage areas contributing stormwater runoff to the Center Street right-of-way. The Consultant shall also conduct an on-site coordination meeting with the City of Ocoee (Buddy Elmore at 407-905-3170) to confirm the extent and magnitude of the known drainage related problem areas. 4. Conduct a pre-application meeting with representatives of the SJRWMD to discuss the proposed improvements and establish the type of permit and the permit application fee. 5. Determine the drainage area, weighted runoff coefficient, and the time of concentration associated for each basin area that contributes stormwater runoff to each drainage inlet. 6. Design the recommended drainage conveyance improvements such that the stormwater runoffwill be properly captured and conveyed to the Center Street Phase I retention pond. 7. Perform a hydraulic analysis of the 40 to 45 acre study area in order to properly design the drainage inlets and storm sewer pipes. A computer program entitled NETWORX, Version 1.4 will be utilized to compute the peak runoff rates and perform the hydraulic gradeline (HGL) analysis. The Consultant shall also prepare a Project Memorandum documenting the hydrologic and hydraulic analysis. A-2 P-5062.sco EXHIBIT" A" SCOPE OF WORK for the CENTER STREET PHASE IIDRAlNAGE IMPROVEMENTS 8. 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. 9. Conduct a status meeting with the City of Ocoee upon completion ofthe hydraulic grade line (HGL) analysis and prior to the preparation of the 90% construction plans. 10. Prepare construction plans necessary for a complete and single bid package to award for construction. All design parameters, surveys, and construction plans shall be submitted in English Standard units. At a minimum, it is anticipated that the preparation of construction drawings for the proposed drainage conveyance improvements will include the following five (5) sheets: · Cover Sheet (1 sheet) · General Notes and Summary of Quantities (1 sheet) · Plan and Profile (2 sheets) · Standard and Miscellaneous Details (1 sheet) The Engineer shall prepare Technical Specifications to support the construction plans which will be included in the final bid package. It is anticipated that the City ofOcoee shall prepare and provide the "front-end" documents and general conditions. 11. Prepare and submit an Environmental Resource Permit (ERP) Application to the SJR WMD (Altamonte Springs Service Center). The Consultant is also responsible for supplying responses for all reasonable "requests for additional information" (RA!) letters from the WMD in order to acquire the necessary permits. In other words, the Consultant shall be responsible for addressing all technical issues but will not be required to defend an administrative hearing without additional compensation. 12. Since the proposed construction activities exceed one (1) acre of disturbed land, the Consultant shall prepare and submit a NPDES construction permit application (SWPPP and a Notice of Intent) to the Florida Department of Environmental Protection (FDEP). 13. Conduct a status meeting with the City ofOcoee to discuss review comments associated with the 90% construction plans. 14. Attend a pre-construction meeting with the City of Ocoee and the selected contractor to address any specific comments and/or questions prior to construction. A- 3 P-5062.sco EXHIBIT" A" SCOPE OF WORK for the CENTER STREET PHASE IIDRAlNAGE IMPROVEMENTS GENERAL: The Consultant will adhere to the following procedures during the course of the contract. 1. Ninety percent (90%) and one hundred percent (100%) complete plans shall be furnished to the City of Ocoee for review and approval prior to final plans submittal. For each plan submittal, five (5) bond copies shall be given to the City of Ocoee. Upon final review and approval, submit five (5) copies of the final bid documents, five (5) signed/sealed bond copies of the final construction plans, plus thirty (30) unsealed bond copies of the final construction plans. A signed, dated (with P.E. license number) reproducible mylar copy of each construction plan sheet by the project engineer shall be provided for the City's record purposes. 2. Final construction cost estimates shall show quantity breakdowns of all items following the Florida Department of Transportation numbering system when itemizing quantities. All back-up cost estimate worksheets must be provided to the City for their record. 3: Digital copies of all Construction Plans and Supporting Documentation shall be provided to the City of Ocoee on a compact disc (CD). BASIS OF PROPOSAL / ASSUMPTIONS: The following conditions and assumptions are noted as qualifications to this proposal. 1. This Scope of Work has assumed that no drainage easement documents will be required to implement the proposed drainage conveyance improvements. If, due to utility conflicts or site constraints, the proposed drainage conveyance improvements require additional temporary construction and/or permanent drainage easements, then the survey sub consultant (Southeastern Surveying and Mapping Corp.) shall prepare an amendment to the work order to provide additional services to prepare the necessary easement documents. 2. This scope of work has assumed that no wetland mitigation is required by the SJRWMD or the FDEP. 3. This scope of work has assumed no permitting with the Florida Department of Environmental Protection (FDEP) associated with relocation of existing water and/or wastewater utilities within the Center Street right-of-way. 4. 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, if needed, and submitted to the City for approval prior to construction. A-4 P-5062.sco EXHIBIT" A" SCOPE OF WORK for the CENTER STREET PHASE IIDRAlNAGE IMPROVEMENTS 5. This scope of work has assumed that the Consultant shall provide no construction administration services (e.g., conduct monthly site inspections, review shop drawings, etc.), with the exception of attending the pre-construction meeting. A - 5 P-5062.sco Center Street Phase II Drainage Improvements Exhibit "B" Manhour and Fee Estimate EXHIBIT" B " Manhour and Fee Estimate CENTER STREET PHASE II DRAINAGE IMPROVEMENTS CITY OF OCOEE, FLORIDA (Contract No. 0404) ..... ..<:!r...Drn;~;"... T ~ecI =0 Senior Word ... I.....C< ............. .......... s. TaskDescripu01l < w,~ ~g~r ...... 1>..~1)S1neer Designer Processor Task (EffectiveDate:Match8, 2005) .~....... ..... ... (Ivey) (Staff) Subtotal Standard Hourly ~te m '''fA'' od.i .....,J"", .... $90.00 .. $70.00 $65.00 '~l"V .vv Coordinate with Southeastern regarding the Survey Drawings 1 2 0 I 1 5 Coordinate with Devo regarding the Subsurface Investigation I 2 0 1 1 5 Conduct a Field Review to Confirm Survey and establish Basins 0 4 0 0 0 4 Conduct a Pre-Application Meeting with the SJRWMD 2 0 0 1 1 4 Complete the Hydraulic Analysis and Design (establish Basin 2 40 0 8 0 50 Parameters, Peak Runoff Rates, and the HGL Elevation) Prepare a Project Memorandum summarizing the HGL Analysis 2 16 0 2 2 22 Conduct Status Meeting with the City of Ocoee 2 0 0 0 0 2 Prepare 90% Construction Plans (5 Sheets) : 0 ** Sheet I (Cover Sheet) 0 I 0 2 0 3 ** Sheet 2 (General Notes and Summary of Quantities) 0 2 0 4 0 6 ** Sheets 3 and 4 (Plan and Profile) 0 12 0 40 0 52 ** Sheet 5 (Standard and Miscellaneous Details) 0 2 0 8 0 10 Prepare a Preliminary Construction Cost Estimate 0 2 0 2 0 4 Perform an Underground Utility Research (Mail Half-Size Plans) 0 0 0 6 2 8 Prepare 100% Construction Plans 2 12 0 16 0 30 Prepare 100% Technical Specifications 1 12 0 0 6 19 Prepare and Submit an ERP Application to the SJRWMD 1 12 0 8 2 23 Address the RAI Comments from the SJRWMD I 8 0 4 1 14 Conduct Status Meeting with City ofOcoee 2 0 0 0 0 2 Prepare "Final" Construction Plans and Bid Documents 1 4 0 12 2 19 Attend the Pre-Construction Meeting 0 0 0 4 0 4 Monthly Status Reports (via Invoices) 4 0 0 0 2 6 Transmit all Final Work Products on a CD 0 1 0 2 1 4 TASK HOURS 22 132 0 121 21 296 TASK COSTS (Labor Costs) $3,080.00 $17,820.00 $0.00 $8,470.00 $1,365.00 $30,735.00 PERCENT BREAKDOWN 10.0% 58.0% 0.0% 27.6% 4.4% 100.0% TOTAL LUMP SUM FEE COMPUTATIONS (1) Total Labor Costs = $30,735.00 (2) Indirect Expenses (refer to Exhibit "C") = $500.00 (3) Geotechnical Subconsultant (Devo Engineering) = $3,025.00 (4) Survey Subconsultant (Southeastern Surveying) = $3,250.00 (5) Environmental Subconsultant (Lotspeich & Associates, Inc.) = $0.00 Total Lump Sum Fee = $37,510.00 Filename: C: \ DATA \ SPREADSHEETS \ PROPOSAL \ P-5062.xls Center Street Phase II Drainage Improvements Exhibit "C" Estimate of Indirect Expenses EXHIBIT "C" ESTIMATE OF INDIRECT EXPENSES for the CENTER STREET PHASE II DRAINAGE IMPROVEMENTS 1. Copies (5~/Page) · Permit Application, Calculations, and Miscellaneous Correspondence: (assume 2,500 pages) . Total Copies = (2,500) x 5~/Page = $125.00 2. 24" x 36" Bond Plots ($1.00/Sheet) No. of Sets · 90% Submittal: - Construction Plans (5 sheets) .... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 · 100% Submittal: - Construction Plans (5 sheets) ...... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 · Permit Submittal: - Construction Plans (5 sheets) .... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 · RAI Submittal: - Construction Plans (5 sheets) .................................... . . . . . . . . 5 · Final Submittal: - Construction Plans (5 sheets) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35 . Total Prints = [(5 + 5 + 5 + 5 + 35) x 5] x $1.00/Sheet = $275.00 3. Miscellaneous Expenses (Faxes, mileage, courier charges, photographs, color copies, half-size construction plans for utility locate requests, mylar plots, etc.) say $100.00. 4. Total Estimated Reimbursable Expenses = $500.00 P-5062.odc Center Street Phase II Drainage Improvements Exhibit "D" Subconsultant Supporting Documentation o Devo Engineering o Southeastern Surveying & Mapping Corp. [Q)I~ ..,gpJIJ llJW.1JI.l GEOlEQfDJ. ElIGIElRS .I~~ ______Dol. o.w-.-,,......... I!.....____~_ I"narw:tilllt)tiO@l '_(Ct:J~ll .......:...:.n.w.___ (])ate: March 2, 2005 I (])evo's (JJroject No: not yet assigned rr'o: Professional Engineering Consultants, Inc. Stormwater Management Department 200 East Robinson Street, Suite 1560 Orlando, FI 3280 I phone: 407-422-8062 fax: 407 -849-940 I attention: DAvid HAMSTRA, P.E. ~f I PROPOSAL FOR SUPPLEMENTAL GEOTECHNICAL ENGINEERING SERVICES I STORMWATER CONVEYANCE PIPES FOR CENTER STREET STORMWATER POND CITY OF OCOEE, FLORIDA Dear Mr. Hamstra: This is a proposal for follow up geotechnical engineering services for the above-captioned project and it covers geotechnical services for the stormwater conveyance for Phase 2 improvements. Phase 2 is from Center Street itself to the pond. The objectives of this investigation are to investigate the soil & ground water conditions (measured and SHWT) along the alignment of the proposed storm sewer/inlet structures and provide recommendations for excavation/dewatering of the pipe trench, bed preparation, backfill material, and compaction requirements. We plan a total of seven (7) boreholes to a maximum depth of 10 to 12 ft. Devo Seereeram, Ph.D., P.E. Consulting Geotechnical Engineer Center Street Pond Supplement 1 - Page 1 The following information is required from PEC to facilitate our investigation and evaluation: o autocad drawing in electronic format with topographic contours ~ elevation and horizontal survey of borehole locations which we will stake in the field @} permission to access the property (if necessary). The following scope of work is proposed to provide geotechnical data for this study: CD Call in utility clearance <ID Drill seven (7) auger borings to a depth of 10-12 ft and install temporary piezometers in each. Measure the stabilized water table in each piezometer. <ID Classify the samples by visual and tactile methods. Our deliverable will include a report with standard basemaps including quad map, soils map, and boring location plan and the results of the soil borings and lab tests. The report will also include recommendations relative to the items listed under objectives. A maximum of 4 report copies will be delivered; a pdf file of the report can be made available at ftp. The estimated time for completion of our work is 2 weeks following the receipt of the survey data for the boreholes. Our estimated fee for these services is itemized in Table I (attached). Feel free to contact us if there are any questions or if any clarifications are needed. Contact phone numbers are as follows: Deuo cell phone: 32 J -229-8208 (good for euenings & weekends); Deuo office: 407-290-237/ Sincerely, :i)euo- S wtWtatn Devo Seereeram, Ph.D., P.E. Devo Seereeram, Ph.D., P.e. Consulting Geotechnical Engineer Center Street Pond Supplement 1 - Page 2 ITEMIZATION OF WORK & ASSOCIATED COST CENTER STREET STORMWATER POND - SUPPLEMENT I DESCRIPTION OF WORK ITEM UNIT UNIT COST QUANTITY TOTAL GEOTECHNICAL FIELD SERVICES Mobilization of all terrain drill rig sum $300.00 0.0 $0.00 Field technician for utility clearance, collect perm tube samples, coordinate with project hr $65.00 14.0 $910.00 surveyor, read stabilized water table Materials for piezometers sum $150.00 1.0 $150.00 GEOTECHNICAL LABORATORY TESTING SERVICES Visual & tactile examination of soil samples hr $40.00 2.0 $80.00 Fines fraction tests hr $35.00 0.0 $0.00 Hydraulic conductivity tests each $150.00 0.0 $0.00 DATA INTERPRETATION, RECOMMENDATIONS & REPORT PREPARATION Senior Engineer hr $90.00 8.0 $720.00 Project Engineer hr $80.00 8.0 $640.00 CADD Graphics hr $50.00 8.0 $400.00 REPORT REPRODUCTION Report printing, binding & delivery each $25.00 5.0 $125.00 4 external & 1 office, plus a pdf TOTAL FOR ALL TASKS .................................................... . $3,025.00 Devo Seereeram, Ph.D., P.E. Consulting Geotechnical Engineer Center Street Pond Supplement 1 - Page 3 James M. Dunn. II, P.S.M. Larry R. Efird, P.S.M. Brian R. Garvey, P.E. Gary B. Krick, P.S.M. Myron F. Lucas. P.S.M. Thomas K. Mead, P.S.M. Timothy Mosby, P.S.M. - ~ ~ ,fii) SOUTHEASTERN SURVEYING & MAPPING CORP. SURVEYING FLORIDA SINCE 1972 James L. Petersen, P.S.M. Larry W. Prescott, P.S.M. William C. Rowe, P.S.M. Marcia E. Russell, P.S.M. George E. Snyder, P.S.M. Roger Lonsway, P.S.M. (Retired) Land Surveying & Mapping Services. Sub-Surface Utility Designation & Location S Services. GPS Asset Inventories. Geographic Information Systems March 4, 2005 dhamstra@oeconline.com Mr. David Hamstra, P.E. Professional Engineering Consultants, Inc. 200 E. Robinson Street, Suite 1560 Orlando, FL 32801 RE: Center Street Drainage Improvements Dear Mr. Hamstra, We are pleased to submit our proposal for surveying services on the above referenced project. SCOPE OF WORK: . Provide Surveymg Services in accordance with Chapter 61G17-6 F.A.C. to include the following: 1. Perform topographic survey including underground utilities, spot elevations and breakline delineations sufficient for the creation of a digital terrain model for Center Street from West of Orange Avenue to East of Stark Lake Circle. Coverage will include the full R!W og center street and extend 50 feet beyond the pavement returns along the intersecting side streets. 2. Survey data will be combined into previous survey on the proposed Center Street retention pond. The [mal product will be two (2) certified copies and an electronic drawing file for your use. Our fee for the above referenced work will be Three Thousand Two Hundred Fifty Dollars & 00/100 ($3,250.00). We anticipate completion of the above described work within Four (4) weeks after receipt of a written notice to proceed. Payment is expected within thirty (30) days from date of invoice. We look forward to the opportunity to work with you on this project. Sincerely, ~.~ James L. Petersen, P.S.M. Vice President/Project Manager OFFICE LOCATIONS 6500 All American Boulevard, Orlando, Florida 32810.407/292-8580. Fax 407/292-0141 . e-mail: info@southeasternsurvevinQ.com 1130 Highway 90, Chipley, Florida 32428.850/638-0790 . Fax 850/638-8069. e-mail: info@southeasternsurvevinQ.com