HomeMy Public PortalAbout2010-28 Authorizing the further procurement of engineering services from the Firm of Coastal Systems International, IncRESOLUTION NO. 2010-28
A RESOLUTION OF THE VILLAGE COUNCIL OF THE
VILLAGE OF KEY BISCAYNE, FLORIDA, AUTHORIZING
THE FURTHER PROCUREMENT OF ENGINEERING
SERVICES FOR THE VILLAGE OF KEY BISCAYNE, FROM
THE FIRM OF COASTAL SYSTEMS INTERNATIONAL,
INC.; PROVIDING FOR APPROVAL OF PROPOSAL
CONCERNING CONSULTANT SERVICES RELATIVE TO
BEACH RENOURISHMENT MAINTENANCE PROJECT;
PROVIDING FOR IMPLEMENTATION; PROVIDING FOR
EFFECTIVE DATE.
WHEREAS, pursuant to a contractual agreement previously entered into between the Village
of Key Biscayne and Coastal Systems International, Inc. (the "Engineer"), the Engineer has been
retained by the Village in connection with services needed for the Village of Key Biscayne Beach
Renourishment Projects; and
WHEREAS, the Engineer, pursuant to its continuing contract, has proposed to perform
initial consulting services relative to the proposed Village Beach Renourishment Maintenance
Project (the "Project"), which Project includes the restoration of the beach using the design template
created by Engineer and authorized by the Village in 2000 for beach compatible sand placement
between R-101 and R-108 and using fill material obtained from one or more of the approved
offshore borrow areas; and
WHEREAS, the Village Council finds that it is in the best interest of the Village to utilize
the Engineer for the purpose of the Project and reporting thereon, as described in the attached
proposal.
NOW, THEREFORE, IT IS HEREBY RESOLVED BY THE VILLAGE 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. Work Authorized. That pursuant to the existing continuing contract
between the Engineer and the Village, the consulting services in furthering the Project and reporting
thereon, as described in the proposal attached hereto, are hereby approved.
Section 3. Proposal Approved. That the Village Manager is hereby authorized to
execute the proposal in substantially the form attached hereto for the engineering work authorized
hereunder between the Village and the Engineer, once approved by the Village Attorney as to form
and legal sufficiency.
Section 4., Implementation. That the Village Manager is hereby authorized to take any
necessary action to implement the purposes of this Resolution and the attached proposal.
Section 5. Effective Date. That this Resolution shall be effective immediately upon
adoption hereof.
PASSED AND ADOPTED this 22nd day of June, 2010.
ATTST:
ff&ef
MAYOR ROBERT L. VERNON
CHITA H. ALVAREZ, MMC, VILLAGE CLE
APPROVED AS TO FORM AND LEGAL SUFFICIE
2
COASTAL
SYSTEMS
1 TERM AT10\AI
COASTAL SYSTEMS INTERNATIONAL, INC.
464 South Dixie Highway • Coral Gables, Florida 33146
Tel: 305-661-3655 • Fax: 305-661-1914
www.coastalsystemsint.com
May 19, 2010
Mr. At mando Nunez
Public Works Director
VILLAGE OF KEY BISCAYNE
88 West McIntyre Street
Key Biscayne, Florida 33149
135040.02 -A2 -revised
RE: CONSULTING SERVICES RELATIVE TO THE PROPOSED VILLAGE OF KEY BISCAYNE BEACH
RENOURISHMENT PROJECT MAINTENANCE EVENT AUTHORIZATION, VILLAGE OF KEY
BISCAYNE, MIAMI-DADE COUNTY, FLORIDA
Dear Mr. Nunez:
This is to submit an addendum scope of work for consulting services relative to the proposed Village
of Key Biscayne Beach Renourishment Maintenance Event Project (Project). The Project includes
restoration of the beach using the design template that was authorized in 2000 for beach compatible
sand placement between Florida Department of Environmental Protection (DEP) Reference
Monument R-101 and R-108, using fill material obtained from the approved offshore borrow areas.
Coastal Systems completed the initial environmental permit processing based on the scope of work
authorized by the Village on November 3, 2010 for $55,900. A memorandum was provided to the
Village dated May 11, 2010 summarizing the status of the permit processing through the three (3)
agencies that have jurisdiction for the Project. Based on the permit processing correspondence
received to date, the agencies require current seagrass surveys, updated permit sketches, contingency
mitigation plan, pipeline monitoring plan, storm response plan, coordination with the US Coast
Guard, among other information to complete their review of the Project. Surveys of the seagrass and
hardbottom resources within the vicinity of the Project are required, as well as updated drawings that
depict all biological resources with respect to work spaces (e.g. anchoring area, pipeline corridors,
staging areas, vessel access corridors, etc.) to be used for this Project. These surveys need to be
conducted during the federal seagrass growing season, which is May 1 to August 31. If the surveys
are not completed this summer, the permit processing and subsequent construction could be delayed
one year.
Coastal Systems has also prepared a comprehensive scope of services anticipated to be required to
complete the environmental permitting process for the Project. These services include the preparation
and processing of Requests for Additional Information (RAI's), funding coordination, and coastal
engineering.
Coastal, Environmental, Civil Engineering and Management
135040.02 -A2 -revised
Mr. Armando Nunez
May 19, 2010
Page 2
The following work tasks numbered sequentially from the previous agreement will be provided by
Coastal Systems International, Inc. (Coastal Systems) for the Village of Key Biscayne (Village).
PART 6 — SEAGRASS BOUNDARY SURVEYS
The permit sketches must include a recent map of the seagrass and hardbottom areas, which shows
the construction access corridors through and around these resources, to which the dredging
Contractor shall confine operations. The drawings must also delineate areas where anchoring,
spudding down, or dropping of any type of marine/dredging equipment will be prohibited, as well as
delineate all pipeline corridors and buffer zones. Exhibit A (attached) illustrates the general location
of the seagrass survey areas related to: 1) the nearshore beach fill equilibrium toe of fill, 2) the
dredge pipeline corridor, and 3) the borrow areas.
Seagrass boundary surveys must be completed to refine the Project design with the intention of
avoiding seagrass impacts to the greatest practical extent. This mapping will be conducted during the
seagrass growing season (currently, the federal range is May 1 through August 31). This scope does
not include quantitative assessments of seagrass habitat for any mitigation planning that may be
required by the regulatory agencies, either if minor impacts are unavoidable or on a contingency
basis.
a. Nearshore Seagrass Survey: Coastal Systems will conduct a nearshore seagrass boundary
survey adjacent to and extending approximately 500 feet updrift and 1,000 feet downdrift of the
Beach Maintenance Project. Biologists will snorkel the landward limit of the seagrass beds and
any other communities of ecological significance. Land -based topographic or DGPS methods
will be utilized for horizontal positioning as field conditions warrant. Dominant habitats and
organisms will be identified and field notes with underwater photographs will be obtained to
document conditions. One (1) day of fieldwork with a three (3) person crew is budgeted for this
task.
b. Pipeline Corridor Seagrass Survey: Coastal Systems will map the proposed pipeline corridor
area utilized for the 2002 Project to determine which segments of the pipeline may be anchored
to the bottom in areas devoid of seagrass resources and which segments must be designed as
floating pipeline to avoid seagrass impacts. This includes reconnaissance in the immediate area
of the previously proposed corridor to determine if a route with less potential for seagrass
impacts can be identified. Dominant habitats and organisms will be identified and field notes
with underwater photographs will be obtained to document conditions. Two (2) days of fieldwork
with a four (4) person crew are budgeted for this task. The biologist will work from a survey
vessel to provide horizontal positioning utilizing DGPS methods. All diving operations will be
conducted in accordance with OSHA, subpart T, commercial diving regulations.
c. Offshore Borrow Area Seagrass Survey: Coastal Systems will map the location of the near
edge of seagrass/hardbottom within the anticipated buffer zone around the previously approved
offshore borrow areas to confirm borrow area dredge boundaries using biologists towing a DGPS
antenna to provide continuous location data. Dominant habitats and organisms will be identified
and field notes with underwater photographs will be obtained to document conditions. Two (2)
days of fieldwork with a four (4) person crew is scheduled for this task. The biologist will work
from a survey vessel to provide horizontal positioning utilizing DGPS methods. All diving
Coastal, Environmental, Civil Engineering and Management
135040.02 -A2 -revised
Mr. Armando Nunez
May 19, 2010
Page 3
operations will be conducted in accordance with OSHA, subpart T, commercial diving
regulations.
d. Seagrass Base Map and Biological Report: The seagrass survey data collected in the field will
be reduced to the horizontal coordinate system established for this Project and plotted for
incorporation into the permit sketches and construction plans. A Field Observation Report will be
issued for reference relative to the environmental permitting process, generally describing and
providing photos of the observed seagrass habitats in the context of the Project.
Deliverables: Biological Field Report and Seagrass Base Map
PART 7 - DEP 2011 FUNDING APPLICATION
Coastal Systems will prepare a joint DEP funding application for the proposed 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 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.
PART 8 — EQUILIBRIUM TOE OF FILL ANALYSIS (IF REQUIRED)
The proximity of the proposed beach nourishment to the adjacent nearshore seagrass beds will trigger
an increased level of scrutiny by the permitting agencies. The agencies will likely require a coastal
engineering analysis to evaluate the equilibrium toe of fill from the proposed beach fill placement.
After the beach nourishment is constructed, the beach fill will reach an equilibrium profile based on
the wave climate and coastal processes including sediment transport along the Project shoreline. The
seaward extent of the "equilibriated" beach fill must be evaluated to avoid impacts to the nearshore
seagrass.
a. Equilibrium Toe of Fill Analysis: Coastal Systems will conduct a volumetric and Equilibrium Toe
of Fill (ETOF) analysis based on available survey and monitoring data provided by the County. In
addition, the updated nearshore seagrass survey information obtained under Part 6(a) services will be
incorporated into the analysis. The desktop analysis will be conducted through the profile translation
methodology utilizing historical profiles. The information will be used to estimate the seaward extent
of the proposed Project following profile equilibration. Based on the results of the ETOF analysis,
Coastal Systems may have to modify the current beach profile fill template to avoid impacts to the
adjacent seagrass resources. Modified permits sketches with updated beach fill volumes will be
prepared. Numerical modeling to evaluate the ETOF may be required by the DEP, and will be
provided under a separate scope of services if more detailed than a standard modeling effort using
existing data under a separate scope of services.
Coastal, Environmental, Civil Engineering and Management
135040.02 -A2 -revised
Mr. Armando Nunez
May 19, 2010
Page 4
b. Coastal Engineering Report: A coastal engineering report will be prepared to document and
summarize the ETOF analysis completed. The report will include a review of the data utilized in
the analysis, the methodology and the results. Modified design beach fill templates will be
incorporated, as required. The report will be suitable for processing through the environmental
permitting agencies.
PART 9 — PERMIT PROCESSING
The level of effort required for the Project permit processing phase will be affected by many external
variables such as general concerns regarding beach renourishment, public comments/objections,
commenting agency Requests for Additional Information (RAI) and Endangered Species Act (ESA)
consultation requirements. The level of effort required will also be affected by agency staff workload
and the degree to which Coastal Systems may assist in drafting documents for agency staff and
coordinate meetings to expedite the permitting process. Several key environmental issues will need
to be resolved during the permit evaluation process. These include, but are not limited to, potential
direct and indirect impacts to nearshore seagrasses, consultation under the Essential Fish Habitat
provisions of the Magnuson -Stevens Fishery Conservation and Management Act, and consultation on
endangered species including sea turtles, corals, small tooth sawfish, and manatees. This scope of
services assumes that no direct or indirect impacts to nearshore seagrasses or other environmental
resources will be identified which would result in a requirement for negotiation with the regulatory
agencies regarding mitigation or the design of appropriate mitigation for seagrass or other
environmental impacts. The fee estimate provided also assumes that the agencies will consider
floating the pipeline over emergent seagrass resources between the offshore borrow areas and the
beach placement areas as sufficient avoidance and minimization efforts.
Any required data collection not specifically scoped herein will be the subject of an addendum to this
contract, upon provision of sufficient criteria by the environmental regulatory agencies during the
permit process to precisely define the scope. Coastal Systems will maintain clear communication
with the Village regarding permitting progress and will address additional services and budget as
necessary. Meetings required with the Village and/or agency staff will be provided under Part 4 of
our existing contract.
a. DEP Notice to Proceed Processing: Coastal Systems will confer with DEP staff to further
advise them of the details of the Project and to address staff comments or Requests for Additional
Information (RAIs). Coastal Systems will maintain telephone contact with agency staff to
expedite their review and processing of the permit application. Coastal Systems will confer with
the Village as to questions, revisions, or additional items that may be required by agency staff.
Coastal Systems will prepare and coordinate submittal of responses to agency RAIs. This scope
of services assumes the DEP will issue 2 RAIs requiring comprehensive responses by Coastal
Systems. Coastal Systems will represent the proposed Project to assist the Village in securing a
Notice to Proceed.
b. COE Permit Processing: Coastal Systems will confer with COE staff to further advise them of
the details of the Project and to address staff comments or RAIs. Coastal Systems will maintain
telephone contact with agency staff to expedite their review and processing of the permit
application. Coastal Systems will confer with the Village as to questions, revisions, or additional
Coastal, Environmental, Civil Engineering and Management
135040.02 -A2 -revised
Mr. Armando Nunez
May 19, 2010
Page 5
items that may be required by agency staff. Coastal Systems will prepare and coordinate
submittal of responses to agency RAI's. This scope of services assumes the COE will issue 2
RAI's, which will require comprehensive responses by Coastal Systems. Coastal Systems will
represent the proposed Project to assist the Village in securing a COE permit. Coastal Systems
may prepare agency documentation on behalf of the COE to expedite COE processing time. This
scope is based on preparation of ESA consultation documents to support formal consultation on
nesting sea turtles and informal consultation on all other federally listed species, including
preparation of a biological evaluation for corals, swimming sea turtles, and other listed marine
species.
c. DERM Permit Processing: Coastal Systems will confer with DERM staff to further advise them
of the details of the Project and to address staff comments and Completeness Summaries. Coastal
Systems will maintain telephone contact with agency staff to expedite their review and
processing of the permit application. Coastal Systems will confer with the Village as to
questions, revisions, or additional items that may be required by agency staff. Coastal Systems
will prepare and coordinate submittal of responses to agency Completeness Summaries. This
scope of services assumes the DERM will issue 2 Completeness Summaries, which will require
comprehensive responses by Coastal Systems. Coastal Systems will represent the proposed
Project to assist the Village in securing a Class I Permit. This scope of services assumes that the
Project will be considered by DERM to meet the criteria set forth in Section 24-48.3(2)(f),
Miami -Dade County Code, and will not require EQCB approval. Meetings with the Village,
Project attorney, regulatory agency staff, and public hearings, including the Board of County
Commissioners (BCC) hearing required for approval, as the Project will be processed as a
"standard form" application, will be provided on an hourly basis under Part 4 of our existing
contract. This scope assumes that DERM staff will support the proposed Project in their
Recommendation Summary to the BCC and that the Village will provide necessary support from
their environmental attorney relative to preparation for and attendance at the BCC hearing. The
Village will also provide Structural and Zoning approvals on the construction drawings, as
required by DERM for permit issuance.
PART 10 - CONSTRUCTION PLANS AND SPECIFICATIONS
The DEP will require construction plans and technical specifications to be submitted as part of the
permitting process. The documents will be prepared in a format suitable for processing through the
agencies and to be incorporated into construction bid documents to be compiled by Coastal Systems
or the Village under a separate scope of services.
a. Construction Plans: Coastal Systems will prepare construction plans for the Project,
consistent with design authorized by the environmental agency permits. The construction
plans will include the following sheets:
• Cover Sheet
• General Notes
• Survey Layout and Control
• Beach Fill Plan Sheets
• Beach Fill Sections
Coastal, Environmental, Civil Engineering and Management
135040.02 -A2 -revised
Mr. Armando Nunez
May 19, 2010
Page 6
• Beach Fill Placement Turbidity Control Plan and Details
• Pipeline Corridor and float/submerged pipeline plans and details
• Borrow Area Plan
• Borrow Area Geotechnical Information
• Borrow Area Sections
• Borrow Area Turbidity Control Plan and Details
• Dune Vegetation Plans (if required)
Plans will be prepared in CAD format in accordance with industry standards on 24" X 36"
sheets.
b. Technical Specifications: Coastal Systems will prepare technical specifications for the
construction Project in general accordance with the Construction Specifications Institute
(CSI) format. Anticipated specification sections are CSI Division 2-16 as follows:
• Environmental Protection
• Turbidity and Disposal Monitoring
• Vibration Monitoring for Existing Structures
• Dredging
• Beach Fill
After completion of Parts 6 — 10 services, Coastal Systems will provide a proposal for
construction bidding assistance, construction administration, and Project physical/monitoring
services.
GENERAL
This fee proposal is valid to be executed for 60 days. Coastal Systems is available to discuss and
refine the scope of services as necessary. Additional costs may be incurred due to circumstances
beyond our control, including but not limited to, changing or unknown site conditions, design
modifications, Village or agency staff delays, agency requests for additional information, public
comments or objections, rule changes and litigation or other legal actions. Additional data collection,
permit processing, construction drawings, bid process assistance and construction administration
services, including permit compliance administration services will be provided under a separate
scope once they are defined.
Fees for lump sum tasks will be invoiced each month on a percent complete basis in accordance with
the attached Table 1. Equipment rental and expenses for Part 6 services are estimated at $5,250;
authorization of any unanticipated additional budget that may be required for equipment rental,
airfare and other Project -related purposes will be requested of the Village, as appropriate.
Coastal, Environmental, Civil Engineering and Management
135040.02 -A2 -revised
Mr. Armando Nunez
May 19, 2010
Page 7
These services will be provided as an addendum to Coastal Systems' agreement dated August 1,
2006. Please return an executed copy of this addendum or notice to proceed, which will serve as our
Authorization to Proceed. 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 Penny Cutt at (561) 478-1004 x311 or
pcuttAcoastalsystemsint.com or me at 305-669-8650 or tblankenship@coastalsystemsint.com.
Sincerely,
COASTAL SYSTEMS INTERNATIONAL, INC.
SIGNED:
VILLAGE OF KEY BISCA
Timothy K. Blankenship, P.E.
Director
DATE:
6.9
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Coastal, Environmental, Civil Engineering and Management
TABLE 1
SUMMARY OF FEES FOR BEACH RENOURISHMENT PROJECT
MAINTENANCE EVENT AUTHORIZATION
VILLAGE OF KEY BISCAYNE, FLORIDA
DESCRIPTION
TYPE
TOTAL COST
Part 6 - Seagrass Boundary Surveys
a) Nearshore Seagrass Survey
Lump Sum
$4,570
b) Pipeline Corridor Seagrass Survey
Lump Sum
$10,680
c) Offshore Borrow Area Seagrass Survey
Lump Sum
$10,310
d) Seagrass Base Map and Biological Report
Lump Sum
$8,035
Subtotal:
$33,595
Part 7 - DEP 2011 Funding Application
Hourly, Estimated
$8,485
Subtotal:
i
$8,485
Part 8 - Equilibrium Toe of Fill Analysis
a) Equilibrium Toe of Fill Analysis
Lump Sum
$12,760
b) Coastal Engineering Report
Lump Sum
$7,780
Subtotal:
$20,540
Part 9 - Permit Processing
a) DEP Notice to Proceed Processing
Hourly, Estimated
$37,175
b) COE Permit Processing
Hourly, Estimated
$37,175
c) DERM Permit Processing
Hourly, Estimated
$37,175
d) Meetings/Coordination
Hourly, Estimated
$16,450
Subtotal:
$127,975
Part 10 - Construction Plans and Specifications
a) Construction Plans
Lump Sum
$21,380
b) Technical Specifications
Lump Sum
$5,890
Subtotal:
$27,270
Estimated Equipment Rental Expense:
$5,250
Estimated Reimbursable Expenses:
$3,131
1
TOTAL:
$226,246
Notes: Estimated costs are based on Coastal Systems' experience with similar projects. Coastal Systems will make a
sincere effort to maintain costs within this estimate but will advise the Village if a change in scope is required.
Part 6 - Seagrass Roundary Surveys
Nearshore Seagrass Survey
1
1
12
12
12
2
Pipe line Corrido r Seagrass Survey
2
22
42
20
4
Offsho re Borro w Area Seagrass Survey
2
22
40
20
2
Seagrass Base Map and Biological Report
4
8
18
30
25
Part 7 -DEP 2011 Funding Application
2
8
16
6
2
10
10
5 •
art it - tqu r Drtu l oe of hU An alysis
Equilibrium Toe of Fill An alysis
4
1
8
62
32
Co astal Engineering Report
4
2
12
24
12
8
- rermn rrocessin
DEP No tice to Proceed Processing
5
15
20
60
80
20
25
COE Permit Processing
5
15
20
60
80
20
25
DERM Permit Processing
5
15
20
60
80
20
25
Meetings/Coordin atio n
5
10
30
40
5
10
- Construction Puts and Soeci#ications
Co nstruction Plans
4
4
18
44
160
4
Technical Specificatio ns
2
2
8
24
10
Staff
Rate ($/hi.)
Principal
Director
290
250
Dept. Head
Sr. Project Mar‘
220
Proj. Manager
Proj. Engineer
Scientist
180
160
130
120
Su rveyor
CADD
75
65
AA
55
$ 4,570 $ 33,595
$ 10,680
$ 10,310
$ 8,035
$ 8,485 $ 8,485
$ 12,760 $ 20,540
$ 7,780
$ 37,175 $ 127,975
$ 37,175
$ 37,175
$ 16,450
$
$ 21,380 $ 27,270
$ 5,890
$ - $
29 56 75 248 396 221 122 82 247 112 $ 217,845
8,410 14,000 17,160 43,200 63,360 28,730 14,640 6,150 16,055 6,160
3. 86% 6. 43% 7.88% 19.83% 29.08 % 13 .19% 6.72% 2.82% 7 .37% 2.83 % 100%
VILLAGE OF KEY BISCAYNE
88 WEST MCINTYRE STREET
KEY BISCAYNE. FLORIDA 33149
COASTAL SYSTEMS INTERNATIONAL INC
464 South Dave Highway, Coral Cables, Florida 33146
^F inn.; S;(,,
Coastal, Enworxnentat, Croi Engneering and Management
\\
W
0
ATLANTIC
- PROPOSED PIPEUNE CORRIDOR
(REFER TO SHEET 12)
ORROW AREAS
REFER TO SHEET 15 to 17)
VILLAGE OF KEY BISCAYNE
BEACH RENOURISHMENT PROJECT
VIJNITY MAP
135040.02
�, : L.
12/22/09
VC
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