HomeMy Public PortalAbout20120510InfraExhibits.pdfTHOMAS & HUTTON
50 PARK OF COMMERCE WAY I POST OFFICE BOX 2727
SAVANNAH, GA 31402-272 7 I 912.234.5300
WWW .THOMASANDHUTTON.COM
April 3 , 2012
Ms. Diane Schleicher
City of Tybee Island
403 Butler Avenue
Tybee Island, GA 31328
Re: City of Tybee Island
Historic Bicycle / Pedestrian Greenway
Trail Improvement Project
GDOT PI #0010582
Letter Agreement for Services
Dear Ms. Schleicher:
Thank you for requesting our engineering services for City of Tybee Island Historic
Bicycle/Pedestrian Greenway Trail Improvement Project.
We understand that the project consists of the following:
General
The project generally consists of the development of an 8-ft wide , asphalt multi-use trail
and expansion/retrofit of an existing concrete sidewalk along the north side of the US
Hwy 80 Corridor on Tybee Island . The project begins at Byers st. and heads west
approximately 5850-ft. The majority of the proposed trail is to be located on the historic
Marsh Hen railroad bed. The proposed trail will provide pedestrian/bicycle connectivity
from Battery Park to the existing termination of the City of Tybee Island's (the City)
designated bicycle path , RV park and public parks.
The project is funded with a Transportation Enhancement (TE) Grant and City matching
funds; therefore , the project shall be designed, permitted and constructed in
accordance with the requirements set forth by the TE Grant and by Georgia Department
of Transportation (GDOT) standard specifications. Currently GDOT has contracted
Moreland Altobelli (MA) to review and approve all TE documents for conformance with
TE and GDOT requirements prior to GDOT approval.
To help ensure the project is within budget, the design plans will be developed with a
base bid and an add alternate that may be considered for construction depending on
the received bids. The base bid is proposed to include the proposed trail route from
Byers st. to Battery Park, approximately 3750-ft. The add alternative will extend the
project further to the west along the Marsh Hen railroad bed an additional 21 OO-ft.
Concept Validation / Concept Report Phase
The first step in the project will be to evaluate the current proposed concept route/scope
limits to determine if the limits are still appropriate and can be constructed within the
___ Owner's Initials
/:7)[' Consultant's Initials
CHARLESTON, SC I MYRTLE BEACH, SC I WILMINGTON, NC I BRUNSWICK , GA
Ms. Oiane Schleicher
City of Tybee Island
Letter Agreement for Services
April 3, 2012
Page 2
project budget. As this project is located along a state route, a mandatory Concept
Team Meeting is required. We will hold a Concept Team Meeting with City, GOOT and
MA representatives to review the preliminary project concept and determine any special
requirements or changes that may need to be considered. Once the preliminary
concept is developed , a field review with the City representatives will be completed to
verify preliminary concept. Additional information obtained during the field reviews will
be reviewed with the City and based on comments a final updated conceptual drawing
will be prepared. Any changes or alternates to the preliminary concept plan derived
from the field review will be addressed and reflected within the Concept Report
documents and exhibits that will be prepared and submitted to MA and GOOT. A
conceptual cost estimate will be required as part of the Concept Report submittal and
therefore, will be prepared and submitted to MA and GOOT for the proposed trail and
associated improvements .
Environmental/ Special Studies
Upon GOOT approval of the concept report, we will begin the Categorical Exclusion (CE)
process for the project. The special studies required by GOOT for approval of the CE will
be completed and submitted for review and approval. Comments from GOOT will be
addressed twice per study as part of this scope; additional comments will be handled as
an additional service. The required special studies and their description are listed below:
• Air Quality Assessment -FHWA and GOOT require an air quality evaluation for
completion of the CE document. Based on the proposed improvements an air
quality assessment indicating no impacts is anticipated for this project. The
document stating as such will be prepared and submitted to MA for review and
approval prior to submittal to GOOT and FHWA for approval. Since this is a trail
project, the scope does not include any air quality modeling. Should modeling
be required for approval of the air quality assessment, it will be handled as an
additional service .
• Noise Assessment -GOOT requires a noise assessment for completion of the CE
document. Based on the proposed improvements, it is anticipated that there will
be no adverse impacts due to this project. A noise impact assessment stating as
such will be prepared and submitted to MA for review and approval prior to
submittal to GOOT and FHWA for approval. Since this is a trail project, the scope
does not include any noise modeling. Should modeling be required for approval
of the noise assessment, it will be handled as an additional service.
• Environmental UST / Hazardous Waste Assessment -It is n ot anticipated that any
Environmental UST / Hazardous Waste sites are within the project corridor. The CE
document will be prepared based on this assumption. Should it be determined
there are environmental UST / hazardous waste sites are within the project
corridor the appropriate reports will be handled as an additional service.
• History and Archaeology Report - A report investigating the presence of historical
or archaeological sites and/or artifacts is required for the CE document. This
report will be reviewed by FHWA, SHPO and GOOT for approval. Based on the
information contained within the City's request for qualifications, it appears that
there are historical or archaeological sites within this project's corridor. Upon
___ Owner's Initials
~("Consultant's Initials
Ms. Diane Schleicher
City of Tybee Island
Letter Agreement for Services
April 3, 2012
Page 3
completion of the archival research, the completed Section 106 worksheet will be
submitted to MA for review and approval prior to submittal to GDOT, SHPO and
FHWA for approval. If field reconnaissance and/or a full archaeology findings
report in accordance with a Phase 1 survey will be required for the approval of
the history and archaeology reports it will be completed as an additional service .
• Wetland Delineation and Verification -All waters of the state (previously
delineated and new) will be delineated and verified by the U.S. Army corps of
Engineers (USACE) . A jurisdictional determination request will be submitted to
USACE for verification. The approved jurisdictional determination will be used to
determine any required buffers and/or buffer impacts. It is anticipated that there
will be buffer impacts but that there will not be any wetland/marsh impacts. The
cost associated with the permitting of the buffer impacts has been included .
• Threatened & Endangered Species Survey -This document is required for
completion of the CE document and shall include the review of information
regarding known occurrences of state and federally protected species, a survey
of the project corridor to determine presence and/or absence of species listed
within Chatham County and preparation of the necessary report for submittal to
the reviewing agencies.
• Ecology Report Preparation -This document is required for completion of the CE
document. Upon completion of all necessary field work, an ecology report will be
prepared in accordance with the GDOT Environmental Procedures Manual. The
report will include a description of jurisdictional water, threatened and
endangered species, essential fish habitat, invasive species, etc. as required by
GDOT. This report will be submitted to for review and approval by MA and GDOT.
This section of Tybee Island has known historical, archaeological and ecological
resources and at this time there are no anticipated impacts to any such resources . If
during the project any work in addition to that which is described in this proposal is
required, it will be handled as an additional service.
Database Preparation
Based on the indicated project corridor, Thomas & Hutton will perform survey services
along the proposed route of the pathway. The length of the survey will be approximately
5850-ft feet beginning at Byers St . and heading west along the road shoulder and the
Marsh Hen railroad bed. The survey corridor will include the railroad bed and
approximately 10' beyond the toe of slope and from the centerline of the road to a
distance 10' into the marsh for the portion of the proposed trail immediately adjacent to
the road. It will consist of a topographic and wetland survey along the entire project
corridor. The survey of the route will be completed using a combination of conventional
survey equipment and Global Positioning System (GPS) technology. All wetlands and
waters of the state will be located based off of flags placed in the field to demark such
features . Existing property surveys along the route will be established using existing right
of-way plans, courthouse records, and monumentation located in the field during the
topographic survey. The topographic survey will include location of buildings, road,
sidewalks, drainage structures and surface appurtenances of underground utilities (i.e .
water, gas, power, fiber optic, cable and telephone) within the project limits. Horizontal
___ Owner's Initials
O K Consultant's Initials
Ms. Diane Schleicher
City of Tybee Island
Letter Agreement for Services
April 3, 2012
Page 4
and Vertical datum for the survey will be the Georgia State Plane Grid, East Zone NAD83
(1994) and NAVD88, respectively. The base mapping will be provided to the City for
review and comment once the work has been completed. While at this time it is our
understanding that the City or GDOT owns all the property located within the project
corridor, should areas of concern arise during the survey process, we will notify GDOT
and the City of potential right of way needs. At this time it is not anticipated that any
easements or right of way will be required for this project and therefore boundary surveys
and easement plat preparation for individual parcels is not included in this scope of
work. Survey deliverable will consist of an Autocad base file showing existing road rights
of-way and topographic and wetland information. A computerized digital terrain model
will be developed using AutoCAD design software.
Geotechnical Soil Survey and Pavement Recommendations
It is not anticipated that a Geotechnical report will be required for approval. No cost
associated with this has been included in this proposal.
Design
Based on the approved Concept Report, recommendations set forth in the
environmental green sheet and database, the project will be designed as directed by
the City using AASHTO guidelines and GDOT design standards for trails and pathways. It
is anticipated that the trail will be constructed of asphalt for the new location and
concrete for the retrofitting of the existing concrete sidewalk. The plans are anticipated
to consist of grading, drainage, signing, marking, erosion control, profiles, cross sections,
structures (as defined herein) and details as coordinated with the City. They will be set
up to include a base bid from Byers St. to Battery Park (approx. 3750-ft) and an add
alternate to extend to the west an additional 2100-ft along the Marsh Hen railroad bed.
The construction drawings will be presented to the City and GDOT for review and
comment at the preliminary and final levels respectively. This project will be completed
in a single phase and one set of construction plans will be prepared for the project. An
engineer's opinions of cost will be provided with each submittal. Comments will be
addressed once for each of the submittals. Any comments addressed beyond this will
be billed as an additional service. Utilities along the route will be contacted and their
location and interferences will be coordinated as they are identified. We will coordinate
with Georgia Power for their participation in the design and funding of the heavier duty
asphalt section paralleling the existing power lines. Design for relocation of existing
utilities is not anticipated and therefore is not a part of the scope for this project. The
technical specifications for the project shall be the current GDOT standard specifications
and any required special provisions. Lighting and landscaping services are not
anticipated at this time and therefore are not included in this scope. Assistance in
preparing the appropriate utility coordination letters, ADA letters, Property Agreements
and Right of Way Certifications to meet the guidelines for the TE grant will be completed
during the design phase. This scope includes two meetings with the City during the
design process, once during preliminary plan phase and once during final plan phase.
Assistance During Bidding
The Engineer will assist the City during the bidding process of the project. The Engineer
will prepare the bid form and a project description for use by the City in advertising and
bidding the project. The Engineer will attend the pre-bid conference and assist the City
in answering technical questions related to the plans. The Engineer will then review the
___ Owner's Initials
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Ms. Diane Schleicher
City of Tybee Island
Letter Agreement for Services
April 3, 2012
Page 5
bids for the project and provide a recommendation to the City regarding award of the
project.
Construction Services
Based on the TE agreement it is the local sponsor's responsibility for construction
observation and monitoring . Once the project has been awarded, we will assist the City
during the construction phase of the project. We will attend the pre-construction
conference for the project and review the shop drawings and monthly pay request for
the project and recommend approval of these items by the City. These construction
phase services are not resident construction phase services. The Engineer will make
periodic site visits during the course of the construction to determine if the construction is
progressing in a manner consistent with the plans and specifications for the project. In
order to establish a budget for the construction phase services it was assumed the
construction time for the project would be approximately 12 weeks and that the project
field representative would spend on average 3 hours per week on the job site. If more
time is needed, the Engineer will notify the owner and additional funds will need to be
authorized by the owner to continue the construction phase services. Once construction
has been completed, a final project site visit will be made and a recommendation on
final payment will be sent to the City. Record drawings for the pathway will be compiled
based on information supplied by the Contractor and Construction Personnel. No field
surveys will be provided as a part of the record drawings but can be completed as an
additional service if requested by the City.
The required water quality monitoring to comply with the National Pollutant Discharge
Elimination System (f\IPDES) will be performed by the contractor and will be included in
the contractor's bid.
We propose that payment for our services will be as follows:
Fee or Time &
Phase Fee Structure Expense Budget
Concept Development Time & Expense -Budget $ 5,600.00
Environmental Time & Expense -Budget $ 21,000.00
Database Preparation Time & Expense -Budget $ 12,700.00
Design Time & Expense -Budget $ 33,300.00
Bid Assistance Time & Expense -Budget $ 3,000.00
Construction Observation Time & Expense -Budget $ 10,900.00
The above fee arrangements are on the basis of prompt payment of our invoices and
the orderly and continuous progress of the Project through construction.
We anticipate commencement of our work within 10 calendar days from receipt of your
authorization to proceed with completion within the agreed upon time frame established with
the City of Tybee Island , Thomas & Hutton, GDOT and Moreland Altobelli representatives.
This proposal between The City of Tybee Island (Owner), and Thomas & Hutton
Engineering Co. ("Consultant" or "Thomas & Hutton "), consisting of the Scope of Services,
General Provisions , Engineering Services Rate Sheet, and this letter with authorized signatures,
represents the entire understanding between you and us with respect to the Project. This
agreement may only be modified in writing if signed by both of us.
_ __ Owner's Initials
U?Consultant's Initials
Ms. Dione Schleicher
City of Tybee Island
Letter Agreement for Services
April 3, 2012
Page 6
Thomas & Hutton will begin work on this project upon receipt of on executed contract.
It is our understanding that no work will commence until written authorization is provided
to us by you for the Project.
If the arrangements set forth in these documents are acceptable to you, please sign and
initial the enclosed documents in the spaces provided below and return to us . This proposal will
be open for acceptance until May 3, 2012 , unless changed by us in writing.
We appreciate the opportunity to prepare this proposal and look forward to working with
you on the project.
The parties agree and acknowledge that any of the parties hereto may execute this
agreement by electronic signature, and the other party may rely upon such electronic signature
as on original record of signature .
Very truly yours,
G ENERA L PROVISIONS TO LETTER AGREEMENT FOR SERVICES
BETWEEN THOMA S & HU TT ON ENG INEER ING CO. (CONSULTAN T) AND
THE CITY OF TYBEE ISLAND (OWNER)
HIS TORIC BICYCLE/PEDESTRIAN GREENWA Y TRA IL IMPROVEMENT PROJECT APRIL3, 2012
PAYM ENT FOR SERVIC ES
For services rende red. Owner sholl pay Consullanl as oullined in Ihe
Letter Agreemenl for Services .
Paymen t for serv ic es on Ihe basis of 'lime & Expense" sh o ll be paid
in accordance wi l h Ihe schedule of charges altached her elo.
Project relaled cosls for prinling . reproductions. malerials. and
travel will be billed as reimbursabte expenses.
Projecls will be billed monlhly or at the complelion of Ihe work .
whichever comes sooner. wilh paymenl due upon receipt.
Payment sholl be considered overdue afier forty-five (45) days from
dote of invoice. with interest charged at a monthly rate of 1.5
percent 118 percent annuat rate) .
Consultant reserves the right to suspend work hereunder or any other
work to be performed by Consultanl for Owner or any of its affiliates
under a separa te a g reement or agreements with Consultant in the
event of delinquent p a ymen t by Owner to Consultant he re under or in
the event of delinquent payment by Owner or its a ffiliates to
Consullant under a separate agreement or agreemenls. For all
purposes hereof. affiliate sholl mean Ii) in the case of on individual. any
relative of any person lis ted among the following. Iii) any officer.
director. trustee. panner. manager. employee or holder of 5 percent or
more of any closs of the voting securities of or equity interest in the
Owner; (iii) any corporation. pannership. limited liability company. trust
or other entity controlling. controlled by or under common control with
the Owner; or (iv) any officer. director. trustee . portner. manager.
employee or holder of 5 percent or more of the outstanding voting
securities of any corporalion. pannership. limited liability company.
trust or other entity controlling . controlled by. or under common control
with the Owner.
OWNERSHIP OF INSTRUMENTS OF SERVICE
All reports . drawings. specifications. computer files. field data. notes
and other documents and instruments prepared by Consull ant as
instruments of service sholl remain the proper ty of the Consullant.
The Consullant sholl retain all common low. statutory. and other
reserv ed rights. including. without limitation. the copyrights thereto .
The Consullant sholl retain these records for a period of two (2)
years following their completion during which period paper copies
will be mode available to Ihe Project Owner at reasonable times .
OWNER 'S RESPONS IBlL mES
A . Access
Owner sholl make provisions for the Consullant to enler upon
public and private lands os required to perform such work os
surveys and inspections in development of the Project.
B. Owner's Representative
The Owner sholl designale in writing one person to oct os
Owner's Representalive with respect to the work 10 be
performed under this Agreement. This Representative sholl
have complele authority 10 transmil instructions. receive
information. inlerpret. and define Owner's policy and
decisions . wilh respect 10 the producl. materials. equipment.
elements. and syslems pertinent to the work covered by this
Agreement.
C . Fees
The Owner is responsible far payment of fees associated with
the project. Such fees include permit review and application
fees . impact fees . and capacity fees . The Consullanl will
notify the Owner regarding the amount of fees and ti ming of
payment.
CONSULTAI'ffS RESPONSIB lL mES
The professional services performed under this Agreement. as
defined in Ihe scope. sholl be consis tenf with sauna engineering
practices and sho ll incorporate federai. state. and local regula lions
and standards Ihal are applicable at the time the Consullan l
rendered his se rvices.
Consullant will slrive to perform services under Ihis Agreemenl in a
manner consistenl wilh Ihal level of core and skill ordinarily
exercised by members of Ihe profession currently practicing in the
area under similar conditions. No olher represenlalion. expressed
or implied. and no warranty or guaranlee is included or inlended in
the Agreemenl. or in any report. opinion. document. or o l herwise .
MISC EL LANEOUS
A. Opinions of Probable Costs
Since Ihe Consullanl has no conlrol over Ihe cos t o f lobar.
materials. or equipmenl . or over the Conlraclor's melhods of
determining prices . or over compelilive bidding or markel
condilions. his opinions of probable construction cosls
provided for herein are 10 be made on Ihe basis of his
experience and qualificalions. These opinions represent his
besl judgmenl as a design professiona l familiar with Ihe
construclion induslry.
However. Ihe Consullanl cannot and does not guarantee Ihal
proposals. bids. or Ihe cons truclion cost will not vary from
opinions of probable conslruction cos Is prepared by him.
B. CADD Flies
Information supplied to the Consullanl for use on the project
will be in AuloCAD 2008 format or laler version. Translalion of
files or enlering data inlo a compalible formal is beyond the
scope o f Ihe conlract. CADD files genera led by Ihe
Consull anl will be in accordance with Ihe Consullant·s CADD
specificalions.
C . limits of liability
Serv ices 10 be performed by Ihe Consultanl under this
Agreemenl are inlended solely for the benefit of Ihe Owner.
Nolhing contained herein sholl confer any righls upon or
creo l e any dulies on Ihe pori of Ihe Consult an f 10 ward any
person or persons nol a party 10 t his Agreemenl including. bu l
not limiled to. any conlractor. subconlraclor. supplier. or Ihe
agenls. officers. employees . insurers. or sure lies of any of Ihem .
The Owner agrees to limit the Consultant·s and It s employees'
liability to the Owner and to all construction Contrac tors and
Subcontractors on the proj ect. due to the Consultan t's
negli gent acts. errors. or omiss ions . suc h that the total
aggregate liability af the Consultant to those named shall not
exceed S50 .000 or the Co nsultant's total fee for services
rendered on the project described In this contract. whichever
Is greater. Th is liability cap may be Increased by mutual
consent of both parties and In exchange for additional
compensation .
D. Acts of Others
The Consultanl sholl nol be responsible for the means.
methods. lechniques. sequences. or procedures of
construclion selecled by Conlraclor(s) or the safety
p recautions and programs incident to the work of
Con tractorls). Consull ant sho ll nol be responsible for the
failure of Contractorls) to perf orm the work in accordance
with the Contract Documents.
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GENERAL PROVISIONS TO LETTER AGREEMENT FOR SERVICES
BETWEEN THOMAS & HunON ENGINEERING CO. (CONSULTANT) AND
THE CITY OF TYBEE ISLAND (OWNER)
HISTORIC BICYCLE/PEDESTRIAN GREENWAY TRAIL IMPROVEMENT PROJECT APRIL 3. 2012
The Consultanl shall nol be responsible for the acts or
omissions of any Contractar. or sub-contra c tor. or any of the
Contractor(s)'. or sub-contractors' agents. or employees or
any other persons (except Consultant 's own employees and
agents) at the site or otherwise performing any of the
Contractor(s), work. However. nothing contained herein shall
be construed to release Cansultanl from liability for failure 10
perform properly the duties undertaken by Consultant in the
Contract Documents.
The Consultant shall not be responsible for the acts. omissions.
means. methods. or specifications of other design
professionals involved in the project. Unless speclflcalty stated
otherwise. the Consultant's work and responsibility under this
Contract terminates at the bultdlng pad or within fi ve (5) feet of
the building. whichever Is greater. for any proposed building
shown on the plans. The Owner/Architect/Contractor Is
responsible for compliance with codes. regulations.
manufacturer speclflcatlons. and construction methods
related to the building structure. In no circumstance Is the
Consultant responslbte for any portion of the building .
especlalty as tt relates to moisture or motd .
E. Appltcatlons for Permits and Certlflcates Requested on Behalf
of Owner
The Owner shall indemnify and hold the Consultant harmless
from and againsl any and all judgmenls. losses. damages.
and e xpenses (including attorney fees and defense cosls)
a ri sing from or relaled to c la ims by third parties to challenge
the issuance of permits or certificates for the Project by
agencies wilh jurisd iclion in the premises Defense costs shall
include the time and expenses of the Consultant's personnel
to assist in the defense o f the issuance of Ihe permit or
cerlificale.
J. F. Termination
Ei ther party may terminate Ihis Agreement by seven (7) days
written notice in Ihe event of substantial failure to perform in
accordance wilh the terms hereof by the one party through
no fault of the olher party. The Consullant shall be paid for
services performed to Ihe date of terminat ion. including
re imbursements then d ue .
G . Abandoned or Suspended Work
If any work performed by the Consultanl is abandoned or
suspended in whole or in part by the Owner. other Ih an for
default by Ihe Consultant. Ihe Consultonl shall be paid for
serv ices performed prior 10 receipt of a written nolice from the
O wner of such abandonment or suspens ion in an amounl
equal to work performed as of the date of abandonmen l or
suspension .
H. Signage
Owner agrees to allow Consultant to place a sign on the job
site during construction . The sign wil: indicate Ihal Ihe
Consu ltant performed site des ign . Consult anl is respons ible for
the sign ins lallation and removal.
I. Addltlonol Services of Consultont
If authorized by Owner in writing . Consultant shall furnish or
obtain from others. A.dditional Services of the following Iypes
that are not considered normal or customary Basic Services .
J. Re vising previously accepted sludies . reports . design
documents. or Contract Documents when such revisions
are due to causes beyond Consultant's c ontrol.
2. Fu rnish the services of special consultant for other than
the civil or structura l engineefing def ined in the scop e of
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2 of 2C tt: Consultant's Initials
services . Spe ci a l services include serv ices such os
mechanica l or electrical engineering. geolechn ica l
e xp loration. underwater investigation. laboratory lest ing.
and inspections of samples. materials . and equipment.
3 . Preparing to serve or serving os a consul lant or wilness
for Owner in any litigation. public hearing. or other legal
or administrative proceeding involving Ihe project.
4. Defending the issuance of any permi t or certificate for
Ihe project. Services for the defense against Ihird parly
actions opposing or appealing Ihe issuance of any
permit or certificate for the Project will commence wilh
receipl of notificotion af the aclion.
5. Serv ices after completion of the Conslruction Phose .
such as inspections during any equipmenl. material. or
construction g u arantee period and reporting observed
discrepancies under guarantees called for in any
conlract for the project.
6. II requesled by Owner and agreed to in writing. a
Resident Pro ject Representalive w ill be furnished and w ill
ocl as d irecled by Cons ul tant in order to ass ist in
observing performance of the work of Contractor (s).
Through more e xtensive on-site observations of the work
in progress by the Resident Project Represen tative.
Consultan t shall endeavor 10 provide further protection
for the Owner against defects and deficiencies in the
work of Contra c tor(s) . However. the furn ishing of such
represental ion w ill nat make Cons ul tant responsible for
construction means. methods. techniques. sequences.
procedures. or 'or safety precautions or programs. or for
Contractorfs). failure to perform Iheir work in
accordance wi th Ihe Conlract Documents.
Amendment
Thi s Agreemenl for Serv ices can be amended by addenda "
agreed to in wriling and signed by both parties .