HomeMy Public PortalAbout2012-18 Approving the proposal by Coastal Systems International, Inc for the Beach Renourishment ProjectsRESOLUTION NO. 2012-18
A RESOLUTION OF THE VILLAGE COUNCIL OF THE
VILLAGE OF KEY BISCAYNE, FLORIDA, APPROVING
THE PROPOSAL BY COASTAL SYSTEMS
INTERNATIONAL, INC. ATTACHED AS EXHIBIT "A"
RELATING TO CONSTRUCTION PROCUREMENT, A
BEACH CONSTRUCTION PLAN UPDATE, CONSTRUCTION
ADMINISTRATION, RESIDENT PROJECT
REPRESENTATIVE SERVICES, BIOLOGICAL, PHYSICAL,
AND OTHER REQUIRED MONITORING, PERMIT
COMPLIANCE, AND A DEPARTMENT OF
ENVIRONMENTAL PROTECTION FUNDING REQUEST
FOR THE BEACH RENOURISHMENT PROJECT;
AUTHORIZING THE VILLAGE MANAGER TO EXECUTE
A WORK ORDER CONSISTENT WITH THE TERMS OF
THE PROPOSAL; PROVIDING FOR IMPLEMENTATION;
AND PROVIDING FOR AN EFFECTIVE DATE.
WHEREAS, pursuant to a contractual agreement previously entered into between the Village
of Key Biscayne (the "Village") and Coastal Systems International, Inc. (the "Engineer"), the
Engineer has been retained by the Village in connection with services needed for the Village Beach
Renourishment Projects; and
WHEREAS,the Engineer, pursuant to its continuing contract, has submitted the proposal
attached as Exhibit "A," proposed to perform construction procurement, a beach construction plan
update, construction administration, resident project representative services, biological, physical, and
other required monitoring, permit compliance, and a Department of Environmental Protection
funding request for the proposed Village Beach Renourishment project; (the "Proposal"); and
WHEREAS, the Village Council desires to authorize the Village Manager to execute a work
authorization consistent with the Proposal; 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 VILLAGE COUNCIL OF THE
VILLAGE OF KEY BISCAYNE, FLORIDA, AS FOLLOWS:
Section 1. Recitals Adopted. Each of the above stated recitals are hereby adopted,
confirmed and incorporated herein.
Section 2. Proposal Approved. The Village Council hereby approves the Proposal
attached as Exhibit "A" submitted by the Engineer.
Section 3. Village Manager Authorized. The Village Manager is hereby authorized
to execute a work authorization with the Engineer, consistent with the Proposal attached hereto as
Exhibit "A," subject to approval as to form, content, and legal sufficiency by the Village Attorney.
Section 4. Implementation. The Village Manager is hereby authorized to take any and
all necessary action to implement the purposes of this Resolution and the Proposal.
Section 5.
adoption.
PASSED AND ADOPTED this 24th day of Ap
Effective Date. This Resolution shall be effective immediately upon
IT-
4A0c/ fraii
CONCHITA H. ALVAREZ, MMC, VILLAGE CLE
APPROVED AS TO FORM AND LEGAL SUFFICIENCY:
2
SYSTEMS
IMTvanAT1OM L
COASTAL SYSTEMS INTERNATIONAL, INC.
464 South Dixie Highway • Coral Gables, Florida 33146
Tel: 305-661-3655 • Fax: 305-661-1914
www.coastalsystemsint.com
April 3, 2012
Mr. John Gilbert, Village Manager
VILLAGE OF KEY BISCAYNE
88 West McIntyre Street
Key Biscayne, Florida 33149
13 5040.02-A4
RE: CONSULTING ENGINEERING SERVICES FOR THE VILLAGE OF KEY BISCAYNE BEACH
RENOURISHMENT PROJECT, VILLAGE OF KEY BISCAYNE, MIAMI-DADE COUNTY,
FLORIDA
Dear Mr. Gilbert:
Coastal Systems International, Inc. (Coastal Systems) is pleased to present this Proposal
Addendum to the Village of Key Biscayne (Village) for consulting services related to the
implementation of the 2012 Beach Renourishment Project. This scope of services is required to
assist the Village with construction administration and to complete the required monitoring
services in accordance with the environmental permits. This monitoring includes biological and
physical monitoring and the services detailed below are anticipated to be required by Miami -
Dade County Permitting, Environment and Regulatory Affairs (PERA), Florida Department of
Environmental Protection (DEP), and U.S. Army Corps of Engineers (Corps) permits authorizing
the Key Biscayne Beach Renourishment Project (Project). The scope of services herein includes
preparation of revised construction plans based on pre -construction surveys, contractor
procurement assistance, construction administration, seagrass mapping, and biological
assessments. Services for post -construction biological and physical monitoring will be provided
including sand compaction surveys, physical surveys, and permit compliance from pre -
construction through three years post -construction. Based on the performance of past beach
nourishment events and previous coastal engineering studies provided to the Village, the next
beach maintenance event will likely be required in approximately three years.
The following work tasks, numbered sequentially from our previous scope of services, describe
the scope of work to be performed by Coastal Systems for the Village:
PART 13 — CONSTRUCTION PROCUREMENT
a. Procurement: Coastal Systems will evaluate existing public sector construction contracts
from other municipalities and counties to evaluate and recommend "piggy -back" contract
opportunities from recently bid construction projects. Due to the ongoing environmental
permitting process and project time constraints, the Village can utilize other public sector
contracts with similar unit prices for construction line items. Coastal Systems will review the
available contracts and prepare a summary letter with documentation of an appropriate beach
renourishment contract. The budget for construction will be developed and presented to the
Village with recommendations. This scope of services assumes the Project will be
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Mr. John Gilbert
April 3, 2012
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constructed utilizing the sand from the permitted sand source at the Ortona mine.
Deliverables Summary Letter with construction contract documentation
b. Contract Documents: Coastal Systems will compile construction documents for the Project
to be prepared in the Engineers Joint Contract Documents Committee (EJCDC) format.
These documents will consist of the following:
• General Conditions of the Contract
• Supplementary Conditions (tailored for beach construction)
• Agreement between the Village and Contractor
• Payment Application forms, work change requests, etc.
• Performance/Payment Bond forms
The documents will be compiled and reviewed with the Village attorney. Once reviewed,
Coastal Systems will prepare the original contract documents and assist the Village with
execution.
PART 14 — BEACH CONSTRUCTION PLAN UPDATE
Coastal Systems prepared construction plans and beach fill design templates based on beach
profile data provided by Miami -Dade County PERA. This data includes profile lines at 1,000 -
foot intervals. After the pre -construction surveys conducted under Part 15(b) services, Coastal
Systems will review the beach profile cross sections along with pre -construction seagrass surveys
conducted under Part 17(a) services. Beach fill templates will be developed at 100 -foot intervals
and the contract volumes will be estimated. Coastal Systems will adjust the beach fill templates if
required based on an updated Equilibrium Toe of Fill (ETOF) coastal engineering analysis
utilizing the modified Dean Method. Revised construction plans will be "Issued for
Construction" with beach fill and volume revisions.
Deliverables • Construction Plan Revisions
PART 15 —CONSTRUCTION ADMINISTRATION
a. Construction Administration: Coastal Systems will provide construction administration
services for the truck haul beach renourishment Project. These services include the following
during the estimated construction schedule of 45 days for the 31,000 c.y. Project, as
applicable:
• Attend one (1) Preconstruction Meeting
• Review shop drawings and submittals
• Review sand sampling and testing (QA/QC) results to be provided by the Contractor's
geotechnical engineer
• Weekly email updates to Village on Construction Progress
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• Site Visits — up to twenty-one (21) over the 7 -week construction period, based on three
(3) site visits per week. Field Reports will be prepared with photos to document the
ongoing construction.
• Responses to Requests for Information (RFI's)
• Review of truck weight tickets and summary logs to be provided by the contractor for
contract payment
• Review of beach profile pre/post construction surveys
• Attend construction progress meetings, estimated at a total of three (3) meetings
• Review and approval of payment applications
b. Construction Surveying: Coastal Systems will perform pre/post construction beach profile
surveys and construction staking for the Project as follows:
• Pre -construction Physical Monitoring (north and south of Project) — R -monuments R-100
to R-102 and R-108 to R-113 (total 9 profiles)
• Pre -construction — approximately 72 profiles between R 101+ 900 to R-108 along 7,000
feet of beach. Profiles to include topographic and hydrographic survey data in
accordance with DEP Standards
• Post Construction — approximately 72 profiles with topographic surveying methods out to
wading depth. These profiles will be coordinated with the contractor's progress of
construction.
• Post Construction Physical Monitoring — same profiles as pre -construction physical
monitoring
• Construction staking will be provided at 100 -foot intervals to support the contractor's
operation.
Deliverables: As -Built Beach Profile Surveys in accordance with DEP Standards
Physical Monitoring Beach Profile Survey Report for R -monuments R-
100 to R-113 in accordance with DEP Standards
PART 16 —RESIDENT PROJECT REPRESENTATIVE SERVICES
Construction of the Project will continue for 45-60 days; during this time Coastal Systems will
staff the Project with an on -site Resident Project Representative (RPR). The RPR will maintain
contact with the Village on a daily basis and respond to concerns or questions from Village staff.
RPR services are budgeted for ten hour days, five days a week. The RPR will observe the site
multiple times per day and will communicate with the construction crew and Engineer of Record.
The following is an outline of services to be provided by the RPR:
a. Beach Construction Daily Observations: Fees are based on ten hour shifts each day, five
days a week during sand placement activities. The RPR will observe construction operations
multiple times per day and will communicate with construction crews and the Engineer of
Record.
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April 3, 2012
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b. Daily Reporting: During the ten hour shift, the RPR will prepare and distribute daily RPR
reports documenting Project progress and issues. Photographs will be included in the daily
reports.
c. Truck Monitoring: The RPR will collect the truck tickets for each load of sand delivered to
the Project. These tickets will be reconciled in a spreadsheet to track payment quantities (by
the ton) for correlation with the estimated volumes on the beach.
d. Staging Area Coordination: The RPR will coordinate with the contractor and the General
Contractor working at the staging area to facilitate truck access to the Project.
e. Progress Meetings: The RPR will participate in the weekly progress meetings.
f. Beach Compatibility Sand Testing: The RPR will observe the beach sand representative
grab samples and the testing results to be provided by the contractor's geotechnical engineer
for beach sand QA/QC.
PART 17 — BIOLOGICAL MONITORING
The PERA, DEP, and Corps permits require biological monitoring in accordance with the
approved Project specific Biological Monitoring Plan (BMP). This monitoring is to identify any
unanticipated adverse impacts to submerged aquatic resources that result from construction
and/or equilibration of the beach renourishment Project. The following tasks provide for the
monitoring required by the BMP, which includes monitoring within the immediate area of the
Project influence, as well as monitoring control areas to document natural background
conditions. The fees for Part 17 are inclusive of equipment rental and reimbursable expenses.
Pre -Construction monitoring is required to document the ecological baseline conditions present
immediately prior to commencement of any construction activities for comparison with post -
construction monitoring. Post -Construction monitoring is required to document the ecological
baseline conditions present after the completion of beach construction activities for three years
for comparison with the pre -construction monitoring event.
a. Seagrass Edge Mapping: Coastal Systems will conduct mapping of the western seagrass
edge prior to commencement of construction and for three summers post -construction to
identify any physical effects to the nearshore submerged aquatic resources that may have
occurred as a result of construction and equilibration of the Project. Additional seagrass edge
mapping will be conducted adjacent to the control transect located between R-110 and R-111.
i. Pre -Construction
ii. Year 1 Post -Construction
iii. Year 2 Post -Construction
iv. Year 3 Post -Construction
b. Seagrass/Macroalgal Assessments: Biologists using snorkel gear will note the seagrass
species and visually estimate the density of seagrasses located at the Project site using the
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Mr. John Gilbert
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Braun Blanquet technique along each transect. A one -square meter (1m2) quadrat will be
placed on the substrate every five (5) meters along the north side of the transect tape and
seagrass density information will be collected. Braun Blanquet sampling stations will be
monitored along each transect. The biologists will also note the dominant species of attached
macroalgae present within the seagrass bed, substrate composition, and take representative
photographs of the survey area.
i. Pre -Construction
ii. Year 1 Post -Construction
iii. Year 2 Post -Construction
iv. Year 3 Post -Construction
c. Biological Reporting: Comprehensive Environmental Monitoring Reports will be submitted
after completion of each of the biological monitoring events described in Parts 17 (a) and
17(b) above. The Reports will detail the findings of each Biological Monitoring event and
will compare the conditions observed each year to the pre -construction baseline survey to
identify any adverse impacts that may be attributable to the Project. If mitigation to offset
adverse impacts to submerged aquatic resources identified during Post -Construction
monitoring events is required, then an addendum scope of services will be provided.
i. Pre -Construction
ii. Year 1 Post -Construction
iii. Year 2 Post -Construction
iv. Year 3 Post -Construction
PART 18 — OTHER REQUIRED MONITORING
a. Compaction Monitoring: Compaction monitoring is required to identify any areas along the
newly constructed beach that are not conducive to nesting sea turtles. A cone penetrometer is
utilized to measure sand compaction in accordance with the Terms & Conditions of the U.S.
Fish & Wildlife Service's Statewide Programmatic Biological Opinion (SPBO), dated
August 22, 2011, for sand placement activities in Florida. Any areas of beach not meeting
compaction standards must be tilled to a depth of 36 -inches prior to April 1, the
commencement of sea turtle nesting season, by the Village or their subcontractor. Beach
tilling is not included in this scope of services. It is assumed that the contractor will till the
beach upon completion of construction.
Pursuant to the SPBO, compaction monitoring will be conducted annually for three (3) years
following the completion of beach construction. Compaction sampling stations will be
located at 500 feet intervals along the sand placement template. One station will be at the
seaward edge of the dune/bulkhead line and one station will be midway between the dune
line and the high water line. At each station, a cone penetrometer will be pushed to a depth of
6, 12, and 18 inches three times. A report will be prepared and an electronic copy of the
results will be submitted to the FWS Field Office. Consultation regarding the need for tilling
will be conducted under Part 20 of this agreement.
Coastal. Environmental;
rine and Manaeement
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Mr. John Gilbert
April 3, 2012
Page 6
i. Year 1 Post -Construction
ii. Year 2 Post -Construction
iii. Year 3 Post -Construction
b. Sea Turtle Nesting Success Reports: Annual reports on the success of sea turtle nesting are
required pursuant to the SPBO. Data collected on a daily basis by Miami -Dade County
Parks, Recreation, and Open Spaces on sea turtle nesting will be used to prepare the reports
required by the environmental permits on sea turtle nesting success during the two summers
following Project construction. These reports will involve analyzing and distilling the County
data for the Project area and reporting the results to the agencies at the end of each sea turtle
nesting season. Sea Turtle Nesting Success reports must be prepared for year 1 and year 2
post construction.
Sea turtle nesting data for the Project area will be extrapolated from the County data for two
(2) sea turtle nesting seasons following the completion of beach construction. The sea turtle
nesting data will be tabulated into the format required by the agencies and submitted to the
FWS and FWC as required.
i. Year 1 Post -Construction
ii. Year 2 Post -Construction
PART 19 —PHYSICAL MONITORING
The PERA, DEP, and Corps require beach profile surveys to be conducted to monitor the
equilibration of the beach after construction. After the immediate post construction survey, the
agencies require annual surveys during the summer for a period of three years, then biennial
surveys until the next beach nourishment event or the expiration of the Project design life. These
required surveys will be conducted and analyzed by Coastal Systems as the Engineer of Record.
If beach conditions return to pre -Project conditions at any time prior to completion of surveys
under this task Coastal Systems will request that future monitoring events not be required. This
agency coordination will be addressed under Part 20 below.
a. Beach Profile Surveys: Beach profile surveys will be conducted annually for three (3) years
after the completion of beach construction. The surveys will be conducted between R-100
and R-113, which includes the Project area. This monitoring area includes approximately 14
profiles and these profiles must be surveyed for each physical monitoring event. The beach
profile surveys (topographic and hydrographic) will be conducted in accordance with
"Monitoring Standards for Beach Erosion Control," as published by the Florida DEP Bureau
of Beaches and Coastal Systems. The data and mapping deliverables will be distributed by
Coastal Systems to the agencies.
i. Year 1 Post -Construction
ii. Year 2 Post -Construction
iii. Year 3 Post -Construction
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Mr. John Gilbert
April 3, 2012
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b. Physical Monitoring Reports: Coastal Systems will analyze the beach profile data and
prepare Engineering Reports that include the monitoring data at the events as outlined Task
19(a) above. The Reports will summarize and discuss the data, discuss performance of the
beach fill Project, and identify erosion and accretion patterns within the monitored area. The
Reports will also include a comparative review of Project performance to performance
expectations and will identify any unanticipated adverse impacts attributable to the Project (if
applicable). The appendices of the Report will include plots of survey profiles and graphical
representations of volumetric and shoreline position changes for the monitoring area. The
results will be analyzed for patterns, trends, or changes between the pre and post -construction
surveys. Reports will be prepared and submitted to the agencies annually for three years in
accordance with the permits.
i. Immediate Post -Construction
ii. Year 1 Post -Construction
iii. Year 2 Post -Construction
iv. Year 3 Post -Construction
PART 20 — PERMIT COMPLIANCE
Coastal Systems staff will attend meetings, participate in conference calls, prepare exhibits, and
respond to informational inquiries made by the environmental regulatory agencies in response to
permit compliance and Project performance in association with the beach renourishment Project.
Coastal Systems will address agency inquiries pertaining to potential unanticipated impacts to
ecological resources, nesting sea turtles, physical monitoring surveys, and other compliance
related items with respect to the Project. As the greatest Project equilibration will occur within
the first year post construction, it is anticipated that the level of effort required to address Project
compliance related issues will decrease following Year 1 post -construction.
i. Year 1 During & Post -Construction
ii. Year 2 Post -Construction
iii. Year 3 Post -Construction
PART 21 — FUNDING APPLICATION 2013/2014 FISCAL YEAR
Coastal Systems will prepare a DEP Local Government Funding Request (LGFR) for the
2013/2014 fiscal year for the Project. The Village will provide information regarding available
municipal beach management support staff and a Resolution noting support of the Project,
willingness to serve as local sponsor, ability to provide the local cost share, and identification of
a dedicated funding source. The Village will provide Coastal Systems with available data
regarding public beach access and parking spaces, location of public restrooms in proximity to
the beach, location of public lodging establishments and land use information. Coastal Systems
will update the Project drawings with this information for submittal with the LGFR. Coastal
Systems will compile the necessary data and submit the scope of work, schedule, contract copies
and other required exhibits to the DEP Beach Management Assistance Funding Program in
support of this funding request.
Coastal, Environme Yileetine and Management
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Page 8
GENERAL
These services will be provided as an addendum to Coastal Systems' agreement with the Village
dated August 1, 2006. This Addendum is subject to the original agreement terms and conditions
and is valid to be executed for sixty (60) days. Fees and expenses will be invoiced each month in
accordance with our existing agreement with the Village. Reimbursable expenses associated with
this scope of services are included in the line item fee estimate.
Please return an executed copy of this addendum or a Notice to Proceed, which will serve as our
authorization to proceed with the scope of services herein. We look forward to continuing to
work with the Village through the implementation of this beach renourishment project. Should
you have any questions or require additional information, please do not hesitate to contact Ms.
Penny Cutt at 561-478-1004 ext. 311 or pcutt@coastalsystemsint.com or me at 305-669-8650 or
tlankenship(a,coastalsystemsint.com.
Sincerely,
COASTAL SYSTEMS INTERNATIONAL, INC.
Timothy K. Blankenship, P.E.
Director
DATE: 5
SIGNED:
PRINT:
TKB:PC:mr
File, TKB, CJB, LMS, PC, DM, YC, AB, Contract Book, Accounting
F 1Project1135040 021Proposalsl(12-04-03) PRO J Gilbert A-4 Parts 13-21 docx
Coastal, Environment heerisie and Manaeement
TABI E 1
SUMMARY OF COSTS FOR ENGINEERING SERVICES
KEY BISCAYNE BEACH RENOURISHMENT
KEY BISCAYNE, FLORIDA
XI
� S}f lj^i{lFYY ,� sA �,i
r r4'•CY�1 Y X.° tY y3� „4 «
a"F,1 R 1 �^c�Ig4��41�
N + �Ii
, 4i ��� ,..
rEE$�'?
Part 13 Construction Procurement
a Procurement
Lump Sum
51,500
b Contract Documents
Lump Sum
52,900
Subtotal 54,400
Part 14 Beach Construction Plan Update
a Beach Construction Plan Update
Lump Sum
$4,300
Subtotal. $4,300
Part 15. Construction Administration
a Construction Administration
Lump Sum
020,400
b Construction Surveying
Lump Sum
$52,000
Subtotal. $72,400
Part 16 Resident Project Representative Services
a Resident Project Representative Services
$28,700
Subtotal. 528,700
Part 17, Biological Monitoring
a Seagrass Edge Mapping
i Pre -Construction
Lump Sum
$3,200
n Year 1 Post -Construction
Lump Sum
53,200
111 Year 2 Post -Construction
Lump Sum
$3,200
v Year 3 Post -Construction
Lump Sum
53,200
b Seagrass/Macroalgal Assessments
i Pre -Construction
Lump Sum
$12,200
n Year 1 Post -Construction
Lump Sum
512,200
m Year 2 Post -Construction
Lump Sum
$12,200
in Year 3 Post -Construction
Lump Sum
$12,200
c Biological Reporting
i Pre -Construction
Lump Sum
$12,100
u Year 1 Post -Construction
Lump Sum
$11,100
n, Year 2 Post -Construction
Lump Sum
$11,100
iv Year 3 Post -Construction
Lump Sum
513,100
Subtotal. $109,000
Part 18. Other Required Monitoring
a Compaction Monitoring
i Year 1 Post -Construction
Lump Sum
$2,500
u Year 2 Post -Construction
Lump Sum
$2,500
m Year 3 Post -Construction
Lump Sum
52,500
b Sea Turtle Nesting Success Reports
i Year 1 Post -Construction
Lump Sum
51,300
u Year 2 Post -Construction
Lump Sum
$1,300
Subtotal. $10,100
Part 19 Physical Monitoring
a Beach Profile Surveys
i Year 1 Post -Construction
Lump Sum
$12,800
n Year 2 Post -Construction
Lump Sum
$12,800
m Year 3 Post -Construction
Lump Sum
512,800
b Physical Monitoring Reports
i Immediate Post Construction
Lump Sum
59,100
u Year 1 Post -Construction
Lump Sum
$10,400
m Year 2 Post -Construction
Lump Sum
$10,400
in Year 3 Post -Construction
Lump Sum
$10,400
Subtotal: $78,700
Part 20 Permit Compliance
i Year 1 During & Post -Construction
Hourly, estimated at
$9,400
II Year 2 Post -Construction
Hourly, estimated at
$4,900
m Year 3 Post -Construction
Hourly, estimated at
$4,900
Subtotal: 519,200
Part 21 Funding Application 2013/2014 Fiscal YearPermit Compliance
a Funding Application I Hourly, estimated at
$4,900
Subtotal $4,900
„m". ' t gild i "1 1 �' �I , GRAND TOTAL: $331,700