HomeMy Public PortalAbout2018-03 Authorizing a work order to EAC Consulting relating to the K-8 Sanitary Sewer SystemRESOLUTION NO. 2018-3
A RESOLUTION OF THE VILLAGE COUNCIL OF THE
VILLAGE OF KEY BISCAYNE, FLORIDA,
AUTHORIZING THE VILLAGE MANAGER TO ISSUE A
WORK ORDER TO EAC CONSULTING, INC. FOR
ENGINEERING AND DESIGN SERVICES RELATING TO
THE K-8 SANITARY SEWER SYSTEM
INFRASTRUCTURE RELOCATION AND EXTENSION;
AND PROVIDING FOR AN EFFECTIVE DATE
WHEREAS, the Village of Key Biscayne ("Village") issued Request for Qualifications
No. 2016-02-09 ("RFQ") for continuing professional engineering services; and
WHEREAS, pursuant to the RFQ, the Village Council selected EAC Consulting, Inc.
("Consultant") as one of the consultants to provide continuing professional engineering and
design services and authorized the Village Manager to execute an agreement with Consultant;
and
WHEREAS, Consultant has provided a proposal, attached as Exhibit "A," (the
"Proposal") for engineering and design services relating to the K-8 Sanitary Sewer System
Infrastructure Relocation and Extension (the "Project"); and
WHEREAS, the Village Council desires to authorize the Village Manager to issue a
work order for the Project consistent with the proposal attached as Exhibit "A" and the
professional services agreement entered into between the Village and Consultant; and
WHEREAS, the Village Council finds that this Resolution is in the best interest and
welfare of the residents of the Village.
NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE
VILLAGE OF KEY BISCAYNE, FLORIDA, AS FOLLOWS:
Section 1. Recitals Adopted. That each of the recitals stated above is hereby
adopted and confirmed.
Section 2. Authorization. That the Village Manager is hereby authorized to issue a
work order to Consultant for the Project that is consistent with the Proposal attached hereto as
Exhibit "A" in an amount not to exceed $32, 815.00.
Section 3. Effective Date. That this Resolution shall be effective immediately upon
adoption.
PASSED and ADOPTED this 13111 day of February, 2018.
AT
MED ►•A, CMC
VILLAGE CLERK
\LORIDN
APPROVED AS TO FORM AND LEGAL SUFFICIENCY
VILLAGE ATTORNEY
2
RC.W.AYRA PENA LIND A
1
Exhibit "A"
CONSULTANT'S PROPOSAL
3
WORK ORDER
NOTICE TO PROCEED
February 14, 2018
TO: EAC Consulting Inc.
(CONSULTANT)
ADDRESS: 5959 Blue Lagoon Drive, Suite 410
Miami, FL 33126
PROJECT: K-8 Sanitary Sewer System Relocation and Extension Design
The Village of Key Biscayne (the "Village") is in receipt of your proposal dated
January 18, 2018 for K-8 Sanitary Sewer System Relocation and Extension
Design project. Please accept this letter as a Notice to Proceed with the work in
accordance with the Scope of Services (Exhibit 'A"). Terms and Conditions shall
be per the Continuing Services Agreement for Engineering Services.
Cc: Project File
By o- (
ohm C. Gilbert,
age Manager
NTP-1
January 18, 2018
Jose G. Lopez, P.E.
jlopez@keybiscayne.fl.gov
Stormwater Utility & Sewer Representative
Village of Key Biscayne
88 West McIntyre Street, Suite 230
Key Biscayne, FL 33149
EAr---101160
EAC Consulting, Inc.
Exhibit "A"
Re: Village of Key Biscayne (VKB) — Implementation of Storm Water Master Plan (SWMP)
Tier 2 Improvements — K-8 Sanitary Sewer System Infrastructure Relocation and Extension
Design
Dear Mr. Lopez:
EAC Consulting, Inc. (EAC), as part of the ongoing implementation of the Village's Storm Water Master Plan
respectfully submits this engineering services fee proposal to undertake the engineering tasks required for the
relocation and design of a new gravity sewer main extension for connection to the WASD maintained system
along West McIntyre Street. These improvements are required to facilitate the installation of the new K-8
School Stormwater Pump Station currently planned in response to recommended Village -wide Storm water
Management improvements that have resulted from the completed Storm water Master Plan.
Background
The K-8 School's current sanitary sewer disposal system comprises of a network of sanitary sewer extensions
that convey wastewater from the school into the West Mclntryre Street system. This system eventually
discharges into the West Enid Pump Station for onward transmission into the County's collection &
Transmission infrastructure. Originally, the school utilized a pressurized discharge system via a pump station
facility located on the north frontage area of the school. Based on EAC's review of several as -built drawings
on record at VKB's Public Works department, an understanding of the history and current connectivity of the
K-8 school system (exiting the north end of the school) was derived.
As part of ongoing efforts geared towards the implementation of VKB's Stormwater Masterplan, a central
location for the collection and disposal of stormwater runoff within the K-8 School Area of the Storm Water
Master Plan (also described as "Area A" of the Storm Water Master Plan Implementation Report ((completed
November 2015)). This Basin encompasses the area comprising of the K-8 school, Ridgewood Road from
Westwood Road to 500 feet north of West McIntyre Street, Woodcrest Road from Westwood Road to West
Enid Drive, Woodcrest Road from West McIntyre Street to 300 feet north of West McIntyre Street, Glenridge
Road from Westwood Road to 300 feet north of West McIntyre Street, Fernwood Road from Westwood Road
to 300 feet north of West McIntyre Street, Westwood Road from Ridgewood Road to Fernwood Road, West
Enid Drive from Ridgewood Road to Glenridge Road, West Enid Drive from Glenridge Road to 250 feet East
of Fernwood Road and West McIntyre Road from Ridgewood Road to 250 feet East of Fernwood Road) was
determined as the vicinity of the original K-8 school pump station. The pump station was removed and wet
well converted to a sanitary sewer maintenance access structure (MAS) during the conversion to a gravity
sewer.
The approach considered by the Village is to utilize this MAS as a wet well for the new stormwater pump
station (provided it satisfies the sizing needs established for installing a primary submersible pump equipment
as well as an alternating pump). In addition, based on the limited area of the site, situating a new stormwater
pump station facility would be impractical if the existing sanitary sewer infrastructure were to remain as is.
Specifically, the following As -built Drawings serve as the basis for scope of services outlined in this proposal:
1. As -built No ES 8898-3 for Village of Key Biscayne PH -1 Zone 2/3 Sub Agreement No. 1015701 Sewer
Collection System, dated 04-25-2013
2. As -built No ES 8898-8 for Village of Key Biscayne PH -1 Zone 2/3 Sub Agreement No. 1015701 Sewer
Collection System, dated 04-25-2013
3. As -built No ES 8898-10 for Village of Key Biscayne PH -1 Zone 2/3 Sub Agreement No. 1015701
Sewer Collection System, dated 04-25-2013
4. As -built No ES 8898-17 for Village of Key Biscayne PH -1 Zone 2/3 Sub Agreement No. 1015701
Force Main System, dated 01-26-2010
5. As -built No ES 8898-18 for Village of Key Biscayne PH -1 Zone 2/3 Sub Agreement No. 1015701
Force Main System, dated 01-26-2010
Scope of Services
Accordingly, the scope of would require the professional engineering services to plan, design and develop
construction plans for the disconnection, relocation, redirection and new sanitary sewer extension that will
convey the school's wastewater flows back into the West McIntyre street gravity sewer system.
Subtasks included as part of this task include:
a. Right of Way Surveying and Mapping for the full frontage of the K-8 school frontage including
the anticipated limits of sanitary sewerage infrastructure relocation and extension. The survey
work includes the investigation and measuring of existing sanitary sewerage system invert
elevation, horizontal / vertical location of those facilities as well as surrounding utilities in within and
in close proximity. Please note that the survey work under this task would complement the effort
undertaken as part of the K-8 Storm water Pump Station design survey services (and assumes
that work would be authorized by VKB).
The topographic survey shall be performed in accordance with the Minimum Technical Standards
in 5J-17 of the Administrative Code of Florida. All surveying services shall be performed under the
direction of a Professional Surveyor and Mapper licensed in the State of Florida, in accordance
with Chapter 472 of the Florida Statutes and 5J of the Florida Administrative Code (FAC).
Completion of the work shall include acceptable performance and delivery of certified surveys, field
survey notes, computations, and all other data and materials compiled and/or assembled as part of
this project.
b. Geotechnical Investigations/Report — Not Required. It is assumed that the Geotechnical
Investigations and Testing performed under the K-8 Stormwater Pump Station design geotechnical
investigations services would be authorized by VKB and would be adequate for this task as well.
c. Design & Construction Documents - EAC will undertake requisite engineering services related
to investigation, assessment of existing conditions, evaluation of proposed improvements and
recommendations for the established design approach. Our services include a wide range of
engineering tasks such as Site Assessments, Field Review of Existing Conditions, contacting all
existing utility owners within the project limits and request for copies of as built information of their
respective facilities located within the project limits.
EAC shall prepare all design calculations, plans, specifications, and other required deliverables
for proposed improvements in accordance with RER requirements and FDEP regulations. The
following infrastructure elements shall be designed as part of improvements to this priority area:
• Relocation and Redirection of the Sanitary Collection System by extending the system for
wastewater gravity flow connection to the West Mclnyre Street.
• Site Restoration (including driveway pavement) to accommodate the proposed
improvements.
" C o o r d i n a t i o n w i t h t h e K - 8 s c h o o l m a n a g e m e n t t o d e s i g n t h e p r o p o s e d w o r k t o m i t i g a t e
i m p a c t s t o t h e e x i s t i n g f u n c t i o n a l i t y o f t h e s y s t e m .
" M a i n t e n a n c e o f T r a f f i c D e t a i l s f o r C o n s t r u c t i o n A c t i v i t i e s
E A C s h a l l h a v e i n - h o u s e e n g i n e e r i n g p r o f e s s i o n a l s a n d c o n s t r u c t i o n s p e c i a l i s t s n o t d i r e c t l y
i n v o l v e d i n t h e d e s i g n o f t h e f a c i l i t i e s p e r f o r m c o n s t r u c t a b i l i t y r e v i e w s . T h e r e v i e w s s h a l l f o c u s o n
t h e c o n s t r u c t i o n t o b e p e r f o r m e d a n d t h e p o t e n t i a l f o r m o d i f i c a t i o n o f t h e d e s i g n s t o r e d u c e
p r o j e c t c o s t s w i t h o u t a f f e c t i n g q u a l i t y a n d i n t e n d e d p e r f o r m a n c e , a l l o c a t i n g r i s k a n d m i n i m i z i n g
t h e p o t e n t i a l f o r c o n s t r u c t i o n c l a i m s a n d s c h e d u l e d e l a y s . A d d i t i o n a l a t t e n t i o n s h a l l b e p a i d t o
c o o r d i n a t i o n o f v a r i o u s t r a d e s a n d c o m p o n e n t s t o e l i m i n a t e t h e p o t e n t i a l f o r c o n f l i c t s b e t w e e n
c o n d u i t s , b o x e s , e q u i p m e n t , a n d t h e l i k e w i t h c l e a r i n s t r u c t i o n s a n d d i m e n s i o n s i n c l u d e d o n t h e
p l a n s a n d i n t h e s p e c i f i c a t i o n s .
D e l i v e r a b l e s :
T h e s u b m i t t a l s g e n e r a l l y s h a l l i n c l u d e , b u t n o t b e l i m i t e d t o , t h e f o l l o w i n g :
1 . C o v e r S h e e t a n d D r a w i n g I n d e x
2 . G e n e r a l N o t e s , A b b r e v i a t i o n s a n d S y m b o l s
3 . G e n e r a l I n f o r m a t i o n S h e e t s , e . g . S u r v e y s , T e s t R e s u l t s , e t c .
4 . D e s i g n C a l c u l a t i o n s ( c o r r e s p o n d i n g t o a l l D i s c i p l i n e s )
5 . C o n s t r u c t i o n P l a n s a n d S p e c i f i c a t i o n s
6 . C o n s t r u c t i o n D e t a i l s
7 . E n g i n e e r ' s O p i n i o n o f P r o b a b l e C o n s t r u c t i o n C o s t
E A C s h a l l m a k e s u b m i t t a l s a t a 1 0 0 % P h a s e C o m p l e t i o n L e v e l . T h e s u b m i t t a l s s h a l l b e m a d e t o
V K B i n e l e c t r o n i c a n d h a r d c o p i e s ( 4 s e t s , f u l l s i z e 2 4 " x 3 6 " p a p e r ) . C o m m e n t s r e c e i v e d f o r t h e
1 0 0 % d e l i v e r a b l e s h a l l b e r e s p o n d e d t o i n w r i t i n g a n d s h a l l b e i n c o r p o r a t e d f o r t h e P e r m i t
P a c k a g e .
I n a d d i t i o n , w e w i l l d e v e l o p i n c o r p o r a t e w i t h i n t h e d o c u m e n t s p e r t i n e n t t e c h n i c a l s p e c i f i c a t i o n s
t h a t w i l l g u i d e t h e c o n s t r u c t i o n p r o c e s s .
P l e a s e n o t e t h a t o u r d e s i g n s e r v i c e s a s s u m e t h a t n o e n v i r o n m e n t a l i m p a c t s a n d p e r m i t s a r e
r e q u i r e d .
d . P e r m i t t i n g a n d J u r i s d i c t i o n a l A p p r o v a l s E A C s h a l l s u b m i t p l a n s , d e s i g n c a l c u l a t i o n r e p o r t s ,
s p e c i f i c a t i o n s a n d o t h e r d e s i g n r e l a t e d d o c u m e n t a t i o n t o a p p r o p r i a t e j u r i s d i c t i o n s f o r r e v i e w
a p p r o v a l s a n d p e r m i t t i n g . T h e s e a g e n c i e s i n c l u d e :
" V i l l a g e o f K e y B i s c a y n e B u i l d i n g D e p a r t m e n t
" V i l l a g e o f K e y B i s c a y n e P u b l i c W o r k s D e p a r t m e n t
" M i a m i D a d e C o u n t y R E R
D u e t o t h e n a t u r e o f c h a n g i n g a p p r o v a l f e e s a n d p e r m i t p r o c e s s i n g c o s t s , E A C ' s f e e s d o n o t
i n c l u d e a n y f e e s p a y a b l e t o t h e p e r m i t t i n g / a p p r o v a l a g e n c i e s .
e . B i d P a c k a g e C o m p i l a t i o n / B i d A s s i s t a n c e - E A C w i l l w o r k w i t h t h e V i l l a g e t o c o m p i l e t h e b i d
d o c u m e n t s . T h e b i d d o c u m e n t s i n c l u d e a c o m p l e t e p a c k a g e o f d r a w i n g s a n d D i v i s i o n 1 a n d
T e c h n i c a l C o n s t r u c t i o n S p e c i f i c a t i o n s s i g n e d a n d s e a l e d b y o u r t e a m ' s E n g i n e e r o f R e c o r d ,
a p p r o p r i a t e b i d f o r m s a n d a n y o t h e r s p e c i a l b i d c o n d i t i o n s w h i c h m a y b e m a n d a t e d b y t h e V i l l a g e
a n d / o r a g e n c i e s t h a t h a v e j u r i s d i c t i o n . O u r B i d A s s i s t a n c e s e r v i c e s w i l l b e l i m i t e d t o t h e f o l l o w i n g :
" A t t e n d a n c e a t P r e - B i d M e e t i n g
" R e s p o n d t o B i d Q u e s t i o n s a n d C l a r i f i c a t i o n s
" P r e p a r e N e c e s s a r y A d d e n d a
" A t t e n d a n c e a t B i d O p e n i n g
" A s s i s t t h e V i l l a g e w i t h t h e B i d E v a l u a t i o n
" P r e p a r a t i o n o f B i d R e c o m m e n d a t i o n / C o n c u r r e n c e M e m o r a n d u m
" A t t e n d a n c e a t C o u n c i l A p p r o v a l M e e t i n g
f . M i s c e l l a n e o u s T a s k s E A C s h a l l p e r f o r m t h e f o l l o w i n g m i s c e l l a n e o u s t a s k s a s p a r t o f t h i s w o r k
/ t a s k o r d e r .
" P r o g r e s s M e e t i n g s ( 4 M e e t i n g s )
" J u r i s d i c t i o n a l A g e n c i e s M e e t i n g s
S c h e d u l e
O u r p r e l i m i n a r y s c h e d u l e f o r c o m p l e t i o n i s e s t i m a t e d a s f o l l o w s :
1 . S u r v e y i n g P r e - D e s i g n T a s k s
2 . E n g i n e e r i n g D e s i g n a n d C o n s t r u c t i o n D o c u m e n t s
3 . P e r m i t t i n g a n d A p p r o v a l s
4 . C o n s t r u c t i o n P r o c u r e m e n t P h a s e ( B i d & A w a r d )
5 . C o u n c i l A p p r o v a l a n d A w a r d
C o n s t r u c t i o n p h a s e d u r a t i o n w i l l b e d e t e r m i n e d u p o n c o m p l e t i o n o f d e s i g n .
A n t i c i p a t e d D e l i v e r y a n d M i l e s t o n e s S c h e d u l e
N T P + 3 W e e k s
N T P + 7 W e e k s
N T P + 1 5 W e e k s
N T P + 2 0 W e e k s
T B D
1 . N o t i c e t o P r o c e e d J a n 2 4 , 2 0 1 8
2 . S u r v e y i n g P r e - D e s i g n T a s k s F e b 1 6 , 2 0 1 8
3 . E n g i n e e r i n g D e s i g n a n d C o n s t r u c t i o n D o c u m e n t s M a r 1 6 , 2 0 1 8
4 . P e r m i t t i n g a n d A p p r o v a l s M a y 1 1 , 2 0 1 8
5 . C o n s t r u c t i o n P r o c u r e m e n t P h a s e ( B i d & A w a r d ) J u n 1 5 , 2 0 1 8
6 . C o u n c i l A p p r o v a l a n d A w a r d T B D
C o n s t r u c t i o n p h a s e d u r a t i o n w i l l b e d e t e r m i n e d u p o n c o m p l e t i o n o f d e s i g n .
C o m p e n s a t i o n
C o m p e n s a t i o n f o r t h e v a r y i n g t a s k s i s o n a l u m p s u m b a s i s t h a t i s b a s e d o n t h e f o l l o w i n g b r e a k d o w n
a n d w i l l b e i n v o i c e d o n a p e r c e n t a g e b a s i s i n a c c o r d a n c e w i t h t h e c o m p l e t i o n a t t h e t i m e o f b i l l i n g .
1 . S u r v e y i n g & M a p p i n g '
2 . G e o t e c h n i c a l E n g i n e e r i n g a n d T e s t i n g '
3 . E n g i n e e r i n g A n a l y s e s , D e s i g n a n d C o n s t r u c t i o n D o c u m e n t s
4 . P e r m i t t i n g a n d A p p r o v a l s
5 . C o n s t r u c t i o n P r o c u r e m e n t P h a s e ( B i d & A w a r d )
S u b - T o t a l :
P r i n t i n g / R e i m b u r s a b l e ( s ) :
T o t a l C o m p e n s a t i o n f o r t h i s W o r k O r d e r :
$ 2 , 5 0 0 . 0 0
$ 0 . 0 0
$ 2 1 , 5 0 0 . 0 0
$ 4 , 0 6 0 . 0 0
$ 4 , 2 8 0 . 0 0
$ 3 2 , 3 4 0 . 0 0
$ 4 7 5 . 0 0
$ 3 2 , 8 1 5 . 0 0
' — Please note that the work under this task would complement the effort undertaken as part
of the K-8 Storm water Pump Station design survey services (and assumes that work would
be authorized by VKB).
It is our understanding the statement of work will be undertaken under a work order to be issued
subject to the terms and conditions of the professional services agreement, dated June 5, 2015,
entered into between the Village and EAC Consulting, Inc. We are ready begin working on this
assignment. If the above fee proposal and the terms above are acceptable to you, please provide us
with a Work Authorization / Work Order.
Please feel free to contact me if any clarifications are required. Thank you for the opportunity to be of
service to the Village of Biscayne.
Sincerely,
EAC Consultins�Inc
Michael Adeife
Senior Vice President
c.c: File,
Tony Brown (VKB Public Works),
Ana Varona (VKB Public Works)
Huntley Higgins (EAC)
Evelyn Rodriguez (EAC)