HomeMy Public PortalAbout2017-25 Authorizing a work order to EAC Consulting foe Engineering Services re to the Fernwood Road Lighting Improvements ProjecRESOLUTION NO. 2017-25
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 SERVICES
RELATING TO THE FERNWOOD ROAD LIGHTING
IMPROVEMENTS PROJECT; 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 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 services relating to the Fernwood Road Lighting Improvements Project (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. Village Manager Authorized. 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 540,149.15.
Section 3. Effective Date. That this Resolution shall be effective immediately upon
adoption hereof.
PASSED and ADOPTED this 9th day of May, 2017.
l
MA RYRA PENAL SAY
ATTE
HITA H. ALVAREZ, MMC, VILLAGE CLE
APPROVED AS TO FORM AND
LEGAL SUFFICIENCY
VILLAGE ATTORNEY
giv
EAC Consulting, Inc.
E
EXHIBIT "A"
April 26, 2017
John C. Gilbert, igilbert@keybiscayne.fl.gov,
Village Manager
Village of Key Biscayne
88 W. McIntyre St, Suite 210
Key Biscayne, FL 33149
Re: Engineering Design Services for Fernwood Lighting Improvements
Dear Mr. Gilbert:
EAC Consulting, Inc., as part of its Continuing Services Contract with the Village, respectfully submits this fee
proposal to undertake the professional engineering services for developing plans and specifications for
implementing new lighting along Fernwood
Statement of Work
Generally, our scope of work includes the following tasks:
i. Development of an acceptable lighting level criteria, based on "night time" field investigation and
measurements along Fernwood Drive, considering the tree canopy and taller buildings shade
cover where applicable.
ii. The development of plans illustrating the anticipated layout of proposed lighting fixtures.
iii. A technical specifications package.
iv. Provision and incorporation of design support documents consisting of a topography and route
survey including subsurface utility engineering (SUE aka soft digs)
v. Development of Opinion of Probable Construction Costs — This includes the development of
construction costs based on recent historical cost trends. The prepared costs will include
appropriate contingencies.
vi. Procurement technical support including the Bid Package Compilation & Bid Assistance Services
such as responding to bid inquiries, issuing revisions/addenda, bid review, and verification of
bidders
vii. Limited Construction Phase visits.
Schedule
Our preliminary schedule for completion is estimated as follows:
Field work and Lighting Investigation
NTP + 12 Weeks
Village Review
2 weeks
100% Design Plans and Technical Specifications
20 weeks after NTP (projected)
Village Review
2 weeks
Final Design Plans and Technical Specifications
24 weeks after NTP
Bid & Award Phase
TBD
Construction Phase
TBD
Deliverables
• 100% Design Plans and Specifications
• Bid Documents — Final Design Plans and Technical Specifications
Assumptions:
The following assumptions were made with consideration to the tasks enumerated in this proposal:
a) Village staff will be available and present to discuss location of luminaires;
b) Nighttime illumination measurements will be made with ample notice to the Village staff to inform
residents and sidewalk users as to EAC's presence;
c) Plans will consist of a cover sheet; summary of items sheet, tabulation of quantities, general notes,
luminaire pole data, service point details, lighting layout plan sheet; special details, and restoration
815 NW 57 Avenue, Suite 402 !Miami, FL 33126 !Phone: 305-264-2557 !Fax: 305-264-8363 I www.eacconsult.com I CA # 7011
notes.
d) Cost estimate is limited to the new lighting installation.
e) The Village shall provide standard front-end documents for the Bid package.
f) It is anticipated that permitting will only be required by the Village Building Department.
g) It is assumed that construction completion will take place within 16 weeks after project bid award
with 4 site visits by EAC's electrical staff and civil staff to evaluate progress and conformity with the
plans and specifications.
Compensation
Compensation for the varying tasks is on a lump sum basis that based on the following breakdown and will be
invoiced on a percentage basis in accordance with the completion at the time of billing.
Task Area
Field work and Lighting Investigation
$2,025.00
100% Design Plans and Technical Specifications and Permitting
$21,270.00
Bid & Award Phase
$2,220.00
Limited Construction Support Services
$2,790.00
Sob'to{Qt
$28,305.00
Expenses (3%)
$849.15
Sub -Total (Salary Costs):
$29,154.15
Surveying Services
$9,000.00
Geotechnical Services
$1,995.00
Sub -Total (Technical Support Services):
$10,995.00
Total Compensation for this Work Order:
$40,149.15
It is our understanding that 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 May 20th, 2016 entered into between
the Village and EAC Consulting, Inc. We are ready to 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,
ichael Adeife, P.E
Senior Vice President
cc: File
Todd Hofferberth (VKB),
Oscar Rubio (EAC) and Huntley Higgins (EAC)
By:
AGREED AND ACCEPTED
John Gilbert, Village Manager Date
Notice to Proceed Date
, 2017
Page 2
ESTIMATE OF WORK EFFORT AND COST
Client:
Name of Project:
County:
Village of Key Biscayne
Fernwood Lightinc
Miami -Dade
Consultant Name: EAC Consulting, Inc.
Consultant No.: 16008 SD01-06
Date: 4/26/2017
Project Tasks
Principal QA
QC
Civil EOR
Civil Design
Eng
Electrical EOR
Electrical
Design Eng
Hours by
Activity
Salary Cost by
Activity
$202.00
ii=i i �_0ci
$195.00
$105.00
Task 1:
Project General and Common Tasks
Lighting Analysis
5
10
15
$2,025.00
Lighting Plans and Permitting
8
12
30
120
170
$21,270.00
Bid & Award
4
2
10
16
$2,220.00
Task 2:
Limited Construction Site Visits
2
8
8
18
$2,790.00
Total Staff Hours
14
12
45
148
219
Total Staff Cost
$2,730.00
$1,260.00
$8,775.00
$15,540.00
$28,305.00
SALARY RELATED COSTS:
$28.305.00
EXPENSES (3%):
$849.15
SUBTOTAL ESTIMATED FEE:
$29,154.15
Longitude Surveying, LLC
$9,000.00
GCES Engineering Services, Inc. (Geotechnical)
$1,995.00
GRAND TOTAL ESTIMATED FEE:
$40,149.15
16008.MU01-06 Fee summary_OLR_4-11-17
Fee Sheet - Prime
Page 1 of 1
4/26/2017 10:07 AM
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VILLAGE OF
KEY BISCAYNE
88 WEST McINTYRE STREET
KEY BISCAYNE. FL 33149
www.keylacene.t1.gov
CONSULTANT
EAC Consulting, Inc.
815 N.W. 57TH AVE, SUITE 402
MIAMI, FL 33126
PH 305.265.5400
CA 9 7011
EAC PROJECT No. 1580&5001-62
Sunshine8tl1 coin
PROJECT
PHASE V
VILLAGEWIDE
LIGHTING
IMPROVEMEMENTS
'<E" NIAP
REVISIONS.
NO.
DESCRIPTION
DATE
BY
DATE ISSUED: AUGUST 17. 2016
DESIGNED BY. RB
DRAWN BY SC
REVIEWED BY RB
SEAL:
RAMON BORGES, P.E.
FL LICENSE No. 61622
SHEET TITLE:
FERNWOOD BLVD
LIGHTING
PLANS
SHEET NO.
L-3.0
SHEET 12 OF 17
DESIGN CRITERIA P.I.D
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KEY BISCAYNE
88 WEST McINTYRE STREET
KEY BISCAYNE. FL 33145
www.keybiccane.II.gov
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0ONSULTANT
Art or •
EAC Consulting, Inc.
815 N.W. 57TH AVE. SUITE 402
MIAMI. FL 33126
PH: 305-265-5400
CA 7011
EAC PROJECT No. 15008.5001.02
Sunshine811 com
oEOJECT
PHASE V
VILLAGEWIDE
LIGHTING
IMPROVEMEMENTS
•(_., VA,.
REVISIONS.
NO.
DESCRIPTION
DATE
BY
DATE ISSUED: AUGUST 17, 2016
DESIGNED BY: RB
DRAWN BY. SC
REVIEWED BY: RB
SEAL'
RAMON BORGES, P.E.
FL LICENSE No. 61622
SHEET TITLE
FERNWOOD BLVD
LIGHTING
PLANS
SHEET NO.
L-3.1
SHEET 13 of 17
2016 10.0401 SCO06E
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VILLAGE OF
KEY BISCAYNE
88 WEST McINTYRE STREET
KEY BISCAYNE, FL 33149
y666.keydecane.lI,gov
CONSULTANT'
EIrt f
",
EAC Consulting, Inc.
815 N.W. 57TH AVE, SUITE 402
MIAMI. FL 33126
PH 305-265-5400
CA 97011
EAC PROJECT No. 15008.5001.02
PROJECT
PHASE V
VILLAGEWIDE
LIGHTING
IMPROVEMEMENTS
KEY NAP
REVISIONS
NO.
DESCRIPTION DATE BY
DATE ISSUED' AUGUST 17 2016
DESIGNED BY. RB
DRAWN 8Y' SC
REVIEWED BY RB
SEAL
RAMON BORGES, P.E.
FL LICENSE No. 51622
SHEET TITLE:
FERNWOOD BLVD
LIGHTING
PLANS
SHEE- NO.
L-3.4
SHEET 16 OF 17
DESIGN CRITERIA P.I.D
L9uurOcwNWawupLL • i 0 d 112 a Lk H0W$3 PLANS Sep 2'. 2
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L
LONGITUDESURVEYORS
Friday, April 14, 2017 VIA EMAIL: orubio@eacconsult.com
FERNWOOD ROAD
Mr, Oscar L. Rubio, P.E.
Senior Project Manager
EAC Consulting, Inc.
815 NW 57th Avenue, Suite 402
Miami, FL 33126
RE: Surveying services for the Street Lighting Project Village of Key Biscayne, FL
Dear Mr. Rubio,
Pursuant to your request regarding a fee estimate for surveying services for the above referenced project,
LONGITUDE SURVEYORS, LLC is pleased to submit the following proposal for your consideration.
A. Scope of Work:
Longitude will perform a Topographic Survey to include the following:
• LS will locate the following: edge of pavement, sidewalks, driveway approaches, trees, paved areas, utility castings, curb and
gutters, signs, utility poles, walls, fences, and all other significant above ground features within the survey limits.
• The only tree information that will be provided for the trees is the canopy.
• LS will collect elevations at 100 -foot cross sections
• All elevations will be referenced to the National Geodetic Vertical Datum of 1929 (NGVD29).
• All control points will have Northing and Easting coordinates referenced to the Florida State Plane Coordinate System, based on
the North American Datum of 1983/2011.
• SUE is not a part of this proposal.
B. Survey Limits:
Along Fernwood Road from West Mashta Drive to Harbor Drive. The limits of the survey will be limited from the west edge of
pavement to the easterly right of way of Fernwood Road, Only the easterly right of way of Fernwood Road will be determined.
The one exception to the limits will be the collection of "only" trees located on the west parkway of Fernwood Road. (See
attached).
C. Deliverables:
LS will provide original signed and sealed hard copies, along with corresponding electronic files.
D. Timeline:
Longitude has estimated fifteen business days to complete the projects.
E. Fee:
The professional fee to complete the Topographic Survey and SUE (designation) shall be the lump sum of: S9,000.00.
I understand and agree by signing below "I APPROVE AND ACCEPT" this proposal as a legal binding contract.
By:
(Authorized Signature)
(Typed or printed name)
Date:
Title:
On behalf of the firm, I thank you for the opportunity to submit this proposal. We look forward to utilizing our best professional efforts
on your behalf on this very important project.
Respecffylly Yours,
Eduardo M. Suarez, President/PSM
LONGITUDE SURVEYORS 7715 nw 48th street suite 310 • doral, fl 33166 • ph: 305.463.0912 • fax: 305.513.5680
GCES Engineering Services, LLC.
10860 NW 138th Street I Unit 4 I Hialeah Gardens, FL 33018
P: 305.964.0669 I C: 954.440.8623
www.gces-usa.com
April 6, 2017
Oscar L Rubio, P.E.
Senior Project Manager
EAC Consulting, Inc.
5100 NW 33rd Avenue, Suite 243
Ft. Lauderdale, FL 33309
CeII: 786 300 7266
Main: 305-265-5400
Fax: 305-264-8363
Email: orubio(aeacconsult.com
Subject: Proposal/Agreement for Geotechnical Engineering Services
Street Lighting Improvements Project — Fernwood
Village of Key Biscayne, FL 33149
GCES Proposal No. P10-0417001
Dear Oscar:
GCES Engineering Services, LLC (GCES) is pleased to present this proposal/agreement for
performing geotechnical engineering services for the above referenced site.
GCES understands that the project involves the improvement of streets lighting in the Village of Key
Biscayne. We understand that the lighting improvements will be done along Fernwood in the
Village of Key Biscayne from West Mashta Drive to Harbor Drive. The Tight poles will be installed at
approximately the back of sidewalks or at the same offset where there is no sidewalk. It also our
understanding that a geotechnical exploration is required for the design of lighting poles installation.
Per our discussion, initial plan is to perform test borings along Fernwood near the following
intersections:
• W Mashta Drive,
• W Enid Drive;
• W McIntyre Street;
• West Heather Drive;
• Woodcrest Lane
• Hampton Lane.
Test boring locations may change depending upon utility locations at the planned boring locations.
Geotechnical ■ Construction • Engineering • Solutions
ww.gces•usa.com
EAC Consulting, Inc.
Street Lighting Improvements Project — Fernwood
Village of Key Biscayne
GCES Proposal No. P10-0417001
If the information herein is not accurate, please inform us immediately. Based on your request for
proposal, and our understanding of the project, we propose the following scope of work and fee
schedule.
SCOPE OF SERVICES
Field Exploration
The purpose of the geotechnical services is to obtain subsurface soil data to characterize subsurface
and groundwater conditions and provide recommendations for foundation or on -grade structures
associated with the lighting improvement project. These services will include field and laboratory
testing programs. The field program will consist of providing the following services:
• Site Reconnaissance: A geotechnical specialist will conduct a site reconnaissance prior to the
subsurface exploration. The site reconnaissance will note surface features that may impact or
require consideration regarding the planned subsurface exploration.
• Subsurface Exploration: GCES will perform a total of six (6) Standard Penetration Test (SPT)
borings to depths of 15 feet below ground surface (drilling program of approximately 90 feet)
below the existing ground surface.
• Sampling: Sampling of the test borings will be conducted in general accordance with ASTM
D1586 standards. Continuous samples are typically obtained in the top 10 feet, and one sample
is generally obtained every 5 feet for the remaining depth of the boring.
Materials encountered at the test locations will be identified in the field from SPT Spoon sampling.
Upon completion of drilling the borings and observation of groundwater levels the boreholes will be
backfilled with soil cuttings.
Underground Utilities, Site Access and Boring Locations
Items to be provided by the client include the right of entry to conduct the exploration and an
awareness and location of any subsurface utilities existing in the area, including those privately held
and/or not members of Sunshine State One CaII of Florida (SSOCOF). Also, if there are any other
restrictions or special requirements regarding this site or exploration, these should also be known
prior to our commencing fieldwork.
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EAC Consulting, Inc.
Street Lighting Improvements Project — Fernwood
Village of Key Biscayne
GCES Proposal No. P10-0417001
We will contact SSOCOF regarding location of underground utilities at the project site. By state law,
the utility locator services are afforded a minimum of 2 full business days to clear or locate and mark
utilities prior to commencement of drilling. Please note, however, that the utility locating service can
locate utilities within public rights -of -ways and easements, but generally is not able to located
privately owned utilities. Therefore, GCES is not responsible to the extent of any loss, damage, or
injury caused by the failure to locate a utility properly or by inaccurate and/or incomplete information
provided by others.
This proposal is based on the boring locations being accessible to a conventional truck mounted drill
rig without any clearing being necessary, no permit is required to perform our field work and the work
can be performed during normal business hours. Boring layout will be approximate with distances
and right angles measured from available site features. The boring locations will be marked in the
field by GCES personnel using layout procedures. Please note that we may be required to shift our
planned boring locations depending upon utility locations at the planned boring locations. The
surveying of the boring locations and elevations is not included in the geotechnical scope of work.
Approximate elevations can be estimated from the contours of a topographic site plan, if provided.
Laboratory Testing
In the laboratory where appropriate, moisture, organic content and other classification tests (i.e.
grain size analysis, #200 sieve wash) will be performed on representative split -barrel samples to
aid in classification. Soil samples will be visually classified in general accordance with the Unified
Soil Classification System (USCS). Laboratory testing on rock samples is not included in our
scope of services.
Engineering Analysis and Report
After completion of the field and laboratory testing programs, the data and conditions will be analyzed
and a report will be prepared by or under the supervision and be signed and sealed by a registered
professional engineer in the state of Florida. This report will contain the following:
• A brief review of our test procedures and the results of testing conducted;
• A summary of the area and site geologic conditions;
• Review of the county soil survey map;
• Anticipation of groundwater control; and
• Review field and laboratory data, and then evaluate said data to provide recommendations
for the improvement lighting project based on the anticipated construction and boring
results. Recommendations will include soil bearing capacity, groundwater considerations,
settlement evaluation and construction considerations.
Two (2) copies of the geotechnical engineering report will be delivered.
3IPage
EAC Consulting, Inc.
Street Lighting Improvements Project — Fernwood
Village of Key Biscayne
GCES Proposal No. P10-0417001
COMPENSATION
Based on a single mobilization of the required personnel to and from the site, and the work scope
outlined herein, we will perform the geotechnical engineering services for an estimated cost of
$1,995.00 as outline below:
I.
Field Exploration — Includes six (6) SPT test borings to depths of 15 feet
$955.00
below existing grade, boring layout and underground utilities clearance
coordination.
II.
Laboratory - Visually examine all recovered soil/rock samples in the
$250.00
laboratory, perform a limited number laboratory tests on select
representative samples.
III.
Engineering Analysis and Report- includes evaluation of data and
$790.00
conditions of the field and laboratory testing programs and a report
prepared by or under the supervision of a registered professional
engineer in Florida. Two copies will be provided.
TOTAL $1,995.00
If poor subsurface conditions are encountered which warrant additional work, we will contact you to
discuss the conditions and together determine how best to proceed. Unless otherwise instructed,
invoices will be submitted to your attention. The fee is valid for 90 days from the date of this proposal.
If the assumptions listed herein are not valid, there may be additional charges.
SCHEDULE
Once the Agreement for Services is signed and received by GCES, commencement of the work will
begin. In some instances, we can proceed with verbal approval; however, written authorization
should still follow prior to our mobilization to the site. We anticipate that field services will be
completed in approximately one to two working days of receipt of your written notice to proceed
assuming that we will be allowed to perform the field work as a continuous effort and normal weather
conditions; and that utilities are cleared by the locating services in a timely fashion. Our engineering
report will be submitted within approximately five to seven working days after completion of the field
exploration.
4IPage
EAC Consulting, Inc.
Street Lighting Improvements Project — Fernwood
Village of Key Biscayne
GCES Proposal No. P10-0417001
This proposal may be accepted by executing the signature page of this proposal and returning an
executed copy to GCES. The terms, conditions and limitations stated in the attached Agreement for
Services (and sections of this proposal incorporated therein), shall constitute the exclusive terms and
conditions and services to be performed for this project.
GCES Engineering Services, LLC. appreciates the opportunity to present this proposal. We look
forward to working with you on this and future projects.
Respectfully,
Alejandro R. Montenegro, PE
President\CEO
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