HomeMy Public PortalAbout2015-50 Amending agreement with EAC Consulting Inc for stormwater improvement implementation planRESOLUTION NO. 2015 -50
A RESOLUTION OF THE VILLAGE COUNCIL OF THE
VILLAGE OF KEY BISCAYNE, FLORIDA, AMENDING THE
AGREEMENT WITH EAC CONSULTING, INC. FOR
ENGINEERING SERVICES TO INCLUDE TASK 2 OF THE
STORMWATER IMPROVEMENT IMPLEMENTATION
PLAN; PROVIDING FOR AUTHORIZATION; AND
PROVIDING FOR AN EFFECTIVE DATE.
WHEREAS, the Village of Key Biscayne ("Village") issued Request for Qualifications No.
2014-02 ("RFQ") for a stormwater improvement implementation plan, in order to provide for the
planning, engineering and administration of construction of stormwater infrastructure improvements
within the Village (the "Services"); and
WHEREAS, pursuant to the RFQ, the Village selected EAC Consulting, Inc. ("Consultant")
for the Services; and
WHEREAS, the Village commenced Task 1 of the Services, which consisted of hydraulic
and hydrologic analyses and evaluation of the Village's storm watershed, including data collection,
analyses and evaluation in order to establish improvements required for stormwater management;
and
WHEREAS, the Village wishes to commence Task 2 of the Services, as provided in the
proposal attached hereto Exhibit "A," which consists of the necessary data collection (surveying,
subsurface utility engineering and geotechnical), engineering and environmental assessments
required for the project(s), securing all of the required jurisdictional approvals/permits, and support
during the procurement of construction and construction observation services; and
WHEREAS, as such, the Village desires to amend the agreement with the Consultant to
include Task 2 of the Services consistent with the proposal attached hereto as Exhibit "A;" 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. Amendment Approved. The Village Council hereby approves an
amendment to the agreement with the Consultant to include Task 2 of the Services in accordance
with the proposal attached hereto as Exhibit "A."
Section 3. Village Manager Authorized. The Village Manager is hereby authorized
to execute an agreement consistent with the proposal, attached hereto as Exhibit "A," subject to final
approval as to form, content, and legal sufficiency by the Village Attorney.
Section 4. Tffective Date. That this Resolution shall be effective immediately upon
adoption hereof.
PASSED AND ADOPTED this 1st day of December , 2015.
ATTE
APPROVED AS TO FORM AND
LEGAL SUFFICIENCY ,
TA H. ALVAREZ, MMC, VILLAGE CLERK
VILLAGE ATTORNEY
2
Exhibit A
EAr
EAC Consulting, Inc.
November 18, 2015
Jose G. Lopez
jlohez(7o kevbiscavne.fl.00v
Stormwater Utility & Sewer Representative
Village of Key Biscayne
88 West McIntyre Street, Suite 230
Key Biscayne, FL 33149
Re: Village of Key Biscayne (VKB) — Implementation of Stormwater Master Plan (SWMP)
Tier 1 Improvements — High Tide Mitigation Infrastructure Improvements
Dear Mr. Lopez:
EAC Consulting, Inc., as part of the ongoing implementation of the Village's Stormwater Master Plan respectfully
submits this design services proposal request to undertake the engineering tasks required for implementing Tier 1
Improvements — High Tide Mitigation Improvements at twenty (20) selected locations village wide as part of our
"Task 2" services of the Village Key Biscayne's RFQ 14-02. The selected locations include the Village system's
outfalls and connections to the Crandon Boulevard interceptor.
Background
The Village of Key Biscayne (VKB) Council and staff as a result of RFQ 14-02 contracted EAC to perform the
requisite services to plan, engineer and administer the construction of the needed infrastructure improvements
consistent with the Village's Stormwater Masterplan. This effort is primarily goaled at protecting the village's
residents and business owners from unnecessary flooding and promoting a higher level of stormwater
serviceability for all the Village's stakeholders. The implementation of the Village's SWMP ("the project") has two
main task elements:
1. Hydraulic and Hydrologic Analyses and Evaluation of VKB's Storm Watershed.
2. Engineering Design and the Development of Construction Documents for Priority Basins.
• Task 1 - Hydraulic and Hydrologic Analyses and Evaluation of VKB's Storm Watershed including all
necessary engineering and technical services to successfully perform the analyses of storm water
infrastructure existing village wide and currently under the jurisdiction / ownership of the Village (Public
Works Department). The effort requires incorporating recent infrastructure improvements undertaken by
the Village, updating the existing SWMP to reflect more accurate representative data and other updates
the watershed as reflected in new information collected from various sources. In addition, opportunities to
incorporate green infrastructure as part of the overall storm water management plan will now be explored
in an effort to streamline the amount of new infrastructure required to address determined deficiencies.
This task is being concluded as included a public outreach meeting with residents in October 2015
highlighting the findings of the hydraulic and hydrologic analyses, soliciting feedback from residents and
illustrating the capital infrastructure improvements plan proposed to resolve excessive storm water staging
village -wide.
• Task 2 - Include the necessary data collection (surveying, subsurface utility engineering and
geotechnical), engineering and environmental assessments required for the project(s). Included in this
element is the securing of all required jurisdictional approvals/permits, support during the procurement of
construction and construction observation services to the extent authorized by VKB.
As described at the October 2015 public meeting, the Tier 1 Infrastructure improvements provide the first
line/level of stormwater management facilities needed within the Village's watershed. The low lying
815 NW 57 Avenue, Suite 4021 Miami, FL 33126 !Phone: 305-264-2557 1 Fax: 305-264-8363 I www.eacconsult.com I CA # 7011
topography and geographic proximity the bay makes the Village susceptible to the bay's tidal patterns.
Tier 1 improvements (also referred to as the High Tide Mitigation Improvements) will involve proposing
carefully engineered systems to prevent and/or reduce staging that results from high tides,
The Tier 1 Improvements will also include the provision of engineering design / oversight services required
for implementing ground water levels/flow monitoring devices at up to five (5) selected locations within the
Village. Continuous surface and groundwater monitoring is proposed to provide information which will be
used to better understand the hydrology of VKB in terms of surface and groundwater levels and salt water
intrusion. The information which will be obtained from the Surface and Groundwater monitoring effort will
provide long term data which will be used to determine the water level trends within the Key.
A.) Tier 1 Improvements - Scope of Work
Tidal Flooding Mitigation design services are required due to conclusive determinations made about tidal flooding
in the Village of Key Biscayne from the hydraulic & hydrologic analyses performed as part of Task 1 of the SWMP
Implementation effort. The services rendered through this scope of work will provide the Village with a solution to
tidal flooding conditions experienced at various locations throughout the Key.
The Scope of work consists of proposing new or replacement, retrofit and repair to existing stormwater
infrastructure, associated roadway and ground cover restoration and other miscellaneous work items necessary
for a complete and functional operations.
Generally, the scope includes the following tasks:
i. Topography Surveying and Mapping at each of the twenty (20) locations to include roadways, sidewalks,
fences, walls, paved areas, drains, planters, utilities, light poles, power poles, driveways, catch basins,
curbs, signs and all other aboveground improvements within the limits of the survey. All control points will
have Northing and Easting coordinates referenced to the Florida State Plane Coordinate System, based
on the North American Datum of 1983/90. All elevations will be referenced to the North American of
1983 (NAVD83). (Please refer to Attachment 1 for Location sketches and extent of survey work)
ii. Easement Verification Services - Public record data search find the existence to any easements affecting
the properties. Please note that this scope does not include Title Searches.
iii. Geotechnical Investigations Services — Five (5) Standard Penetration Test borings at 15 feet depth at
prescribed locations within the Village
iv. Field Engineering & Data Collection
v. Utility Coordination Services
vi. Engineering & Construction Documents (100% Plans Package & Technical Specifications)
vii. Permitting & Jurisdictional Approvals
viii. Bid Package Compilation & Limited Bid Assistance Services
ix. Limited Engineering Support During Construction
Attachment 1 included with this proposal provides a more detail on the scope items described above.
B.) Tier 1 Improvements - Schedule
Our preliminary schedule for completion is estimated as follows:
o Pre Design Services (Surveying, Geotechnical, etc.,)
o Design and Construction Documents
o Permitting & Approvals
NTP+3 Weeks
NTP+8 Weeks
NTP+12 Weeks (projected)
Due to the level of improvements envisioned, the permitting and jurisdictional approvals can be coordinated with
the respective jurisdictions during the design phase and should be completed relatively quickly, however, this is
typically controlled by the jurisdictions and projected timelines cannot be guaranteed.
We will also work with the Village to expedite the procurement documents and processes as needed.
C.) Tier 1 Improvements - Compensation
Compensation for the varying tasks is on a lump sum basis that is based on the following breakdown and will be
invoiced on a percentage basis in accordance with the completion at the time of billing.
o Pre Design Services
o Topography Surveying & Mapping $ 15,000.00
o Geotechnical Engineering Services $ 2,500.00
o Design & Construction Documents $ 40,069.85
o Engineering Design Support / Oversight for Groundwater Monitoring Stations $ 7,200.00
o Permitting & Jurisdictional Approvals $ 4,314.93
o Bid Package Compilation / Bid Assistance $ 8,088.90
o Limited Construction Support Services $ 12,940.90
Sub -Total: $ 90,914.58
Printing/Reimbursable(s): $ 1,000.00
Total Compensation for this Work Order: $ 91,114.58
All terms and conditions shall be per our Agreement with the Village RFQ 14-02.
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 Consulting, Inc
Vice President, Civil Engineering
c.c: File
Tony Brown (VKB Public Works)
Mark Kuntz (EAC)
Evelyn Rodriguez (EAC)
Attachment 1
STATEMENT OF WORK
VILLAGE OF KEY BISCAYNE (VKB)
IMPLEMENTATION OF STORMWATER MASTERPLAN (SWMP)
VKB RFQ NO.14-02
HIGH TIDE MITIGATION IMPROVEMENTS DESIGN SERVICES
Our Scope of Services for the High Mitigation Infrastructure Improvements is described as follows:
I. Pre Design Services
Our approach to resolving flooding associated with the high tides will commence with collecting and
gathering field existing data. This collection effort will occur through means such as performing field
topography surveying and mapping as well as undertaking field testing for subsurface ground
conditions.
a. Task 2A-1.1 Topography Surveying & Mapping
Topography Surveying and Mapping at each of the twenty (20) locations to include
roadways, sidewalks, fences, walls, paved areas, drains, planters, utilities, light poles,
power poles, driveways, catch basins, curbs, signs and all other aboveground
improvements within the limits of the survey. All control points will have Northing and
Easting coordinates referenced to the Florida State Plane Coordinate System, based on
the North American Datum of 1983/90.
All elevations will be referenced to the North American Vertical Datum of 1983 (NAVD 83).
All survey work will also comply with the Minimum Technical Standards for Surveying and
Mapping, according to Chapter 5J-17.052 of Florida Administrative Code, as adopted by
the Board of Professional Surveyors, Chapter 472, Florida Statutes.
b. Task 2A-1.2 Geotechnical Engineering Services
Subsurface conditions will be explored by drilling/sampling five Standard Penetration Test
(SPT) borings to depths of 15 feet below grade. The SPT borings will be performed with
truck -mounted machinery using rotary drilling procedures. Samples of the in -place
materials will be recovered with a standard split barrel driven with a 140 -pound hammer
falling 30 inches (the Standard Penetration Test in accordance with ASTM D1586).
After completion of drilling, all boreholes will be backfilled with excavated soil/rock, asphalt
patched where necessary and the site generally cleaned, as required. Underground utility
clearance will be obtained via "Sunshine One -Call" Service.
II. Task 2A-2.1 Design & Construction Documents
EAC will undertake requisite engineering services related to investigation, assessment of existing
conditions, evaluation of proposed improvements and recommendations for design approach.
Our services includes a wide range of engineering tasks such as Site Assessments and Field
Review of Existing Conditions. Our services also covers 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 proceed to notify these utility owners of impending
proposed design work and request for concerns and potential conflicts between the proposed
work and their respective utilities. Information on future planned development by each respective
utility owner will also be requested to ensure that the pertinent coordination is implemented.
EAC shall undertake the engineering design, develop plans and construction and issue as
construction documents, general information plans providing specific direction on the project's
working conditions, general site conditions, information data related to the improvements and
project construction requirements. The general information documents will also include SWPPP
Notes and Details, Construction Notes, Maintenance of Traffic Notes and Details and
Geotechnical Subsurface Profiles and Notes.
EAC will develop construction plans for each of the twenty (20) locations village wide overlaid on
certified topography survey. The plans would provide necessary construction direction for the
infrastructure and improvements required for the high tide mitigation strategy. The construction
plans would be developed in accordance with prevailing jurisdictional regulations of authorities
and agencies that mandate the proposed work. Construction plans will be tied horizontally to
monuments and would be vertically referenced to established datum and benchmarks.
In addition, we will develop incorporate within the documents pertinent technical specifications
that will guide the construction process.
Please note that our design services assume that no work will be performed within the waters of
Biscayne Bay and that no environmental impacts and permits are required.
Task 2A-2.2 Design Support & Oversight for Groundwater Monitoring Stations
A continuous surface and groundwater monitoring plan is proposed to provide information which
will be used to better understand the hydrology of the Village of Key Biscayne in terms of surface
and groundwater levels and salt water intrusion. The information which will be obtained from the
Surface and Groundwater monitoring system will provide long term data which will be used to
determine the water level trends, the available storage within the Village, and the interaction of
ground water under varying boundary conditions. EAC will provide engineering support for the
development and implementation of the surface and ground monitoring system at up to five (5)
locations to include:
a. Evaluate and coordinate with Village staff to select locations of monitoring stations.
b. Review specifications of sensors, data acquisition parameters, frequency and
accessibility, this includes one on -site visit at each location.
c. Verify sensor installation, operation, data recording and data collection, this includes an
on -site visit at each location, a summary of recording parameters and an operations plan
review.
III. Task 2A-3 Permitting & Jurisdictional Approvals
EAC Consulting, Inc., will provide engineering services needed to obtain the approval and permits
from regulatory agencies having jurisdiction over civil/underground infrastructure improvements.
Permits and approvals from the following agencies is anticipated:
o Village of Key Biscayne — Applicable Departments
o Miami Dade Regulatory and Environmental Resources
o Florida Department of Environmental Protection
Due to the nature of changing approval fees and permit processing costs, EAC's fees do not
include any fees payable to the permitting/approval agencies.
Our design and permitting services assume that no work will be performed within the waters of
Biscayne Bay and that no environmental impacts and permits are required.
IV. Task 2A-4 Bid Package Compilation / Bid Assistance
EAC will work with the Village to compile the bid documents. The bid documents will include a
complete package of drawings and Division 1 and Technical Construction Specifications signed
and sealed by the our team's Engineer of Record, appropriate bid forms and any other special bid
conditions which may be mandated by the Village and/or agencies that have jurisdiction. Our Bid
Assistance services will be limited to the following:
o Attendance at Pre -bid Meeting
o Respond to Bid Questions and Clarifications
o Prepare Necessary Addenda
o Attendance at Bid Opening
o Assist the Village with the Bid Evaluation and Preparation of Bid Recommendation /
Concurrence Memorandum
V. Task 2A-5 Limited Construction Support Services
EAC will provide construction support administration services consistent with the construction
documents produced. Our role during construction will not be to observe the day to day
progress of the work, but to undertake periodic, scheduled and unscheduled site visits to
ensure that work is constructed in adherence with applicable jurisdictional regulations and
construction drawings. We will represent the VKB's interest by ensuring that potential
problems are recognized early and remedied spontaneously.
EAC will provide the following tasks as part of Construction Administration:
o Inspections necessary to certify elements of the constructed work.
o Attend pre -construction and construction meetings as necessary and as applicable to
the engineering and site work.
o Shop Drawing reviews and approvals.
o Review contractor's pay requests.
o Review contractor's change order requests.
o Issue resolutions to contractor's request for information (RFI).
o Issue resolutions to request contractor's for clarification.
o Issue field change orders.
o As -built drawings processing.
o Close Out services — punch -lists, walkthrough and closing open permits.
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EXTENT SURVEY
(SURVEY TO
INCLUDE UPSTREAM
STRUCTURE)
W Mashta Dr
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W. Mashta Dr.
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Marine Dr
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631 North Mashta Dr.
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735 North Mashta Dr.
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700 Harbor Dr.
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645 Sunset Circle
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Village Key Biscayne Stormwater Inspection Status
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Village Key Biscayne Stormwater Inspection Status
This map illustrates the status of SW structure inspections by the Village's contractor
Esri, HERE l DigitalGlobe, Microsoft
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14 Harbor Point
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460 W. Matheson Dr.
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540 Harbor Dr.
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Harbor Dr. Next to Yacht Club
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Crandon South 1
Crandon Blvd and Pines Canal
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CRANDON BLVD AND GALEN DR INTERCEPTOR
OF SURVE``
CRANDON BLVD AND EAST HEATHER DR
INTERCEPTOR
CRANDON BLVD AND OCEAN LANE DR INTERCEPTOR