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HomeMy Public PortalAbout2022-32 Authorizing to issue a work order to AECOM Technical Services, Inc for the development of a basis of desing report relating to the K-8 School Stormwater Drainage Improvements ProjectRESOLUTION NO. 2022-32 A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF KEY BISCAYNE, FLORIDA, AUTHORIZING THE VILLAGE MANAGER TO ISSUE A WORK ORDER TO AECOM TECHNICAL SERVICES, INC. FOR THE DEVELOPMENT OF A BASIS OF DESIGN REPORT RELATING TO THE K-8 SCHOOL STORMWATER DRAINAGE IMPROVEMENTS PROJECT IN AN AMOUNT NOT TO EXCEED $265,480; AND PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, on October 9, 2019, the Village of Key Biscayne ("Village") issued Request for Qualifications No. 2020-03 ("RFQ") for design criteria professional services for stormwater utility and right-of-way improvements (the "Services"); and WHEREAS, pursuant to the RFQ, the Village Council adopted Resolution No. 2020-10 on February 11, 2020, selecting AECOM Technical Services, Inc. (the "Consultant") to provide the Services and authorizing the Village Manager to execute an agreement with Consultant; and WHEREAS, the Village and the Consultant entered into a Professional Services Agreement for the Services pursuant to the RFQ (the "Agreement"); and WHEREAS, the Consultant has provided a proposal, attached hereto as Exhibit "A" (the "Proposal") to perform the Services for the development of a Basis of Design Report (30% Design) relating to the K-8 School Stormwater Drainage System Improvements Project (the "Project"); and WHEREAS, the Village Council desires to authorize the Village Manager to issue a work order for the Project consistent with the Proposal attached hereto as Exhibit "A" and the Agreement in an amount not to exceed $265,480; 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. That each of the above -stated recitals are hereby adopted, confirmed, and incorporated herein. Section 2. Authorization. That the Village Council hereby authorizes the Village Manager to issue a work order for the Project consistent with the Proposal attached hereto as Exhibit "A" and the Agreement in an amount not to exceed $265,480. Section 3. Effective Date. That this Resolution shall be effective immediately upon adoption. PASSED and ADOPTED this 26th_ day of July MICHAEL W. DAVEY, MAYOR ATTEST: VILLAGE CLERK APPROVED AS TO FORM AND LEGAL SUFFICIEN WEISS SEROTA HELFMAN COLE & BIERMAN, P.L. VILLAGE ATTORNEY Page 2 of 2 , 2022. AECOM/'QOM =nagme iL /�_` )elivered Mr. Jake Ozyman, MSCM, PE, PMP, ENV SP, CFM Public Works Director Village of Key Biscayne 88 West McIntyre Street Key Biscayne, FL 33149 Village of Key Biscayne Stormwater Program K-8 School Basis of Design Report (BODR) Dear Mr. Ozyman, AECOM 2 Alhambra Plaza, Suite 900 Coral Gables. Honda 33134 aecom.com May 6, 2022 This proposal constitutes AECOM's scope of services to provide a Basis of Design Report (BODR) for stormwater drainage improvements surrounding the K-8 School. AECOM assumes this work will be authorized as a project under our Professional Service Agreement dated June 4, 2020, as a result of the Request for Qualifications No. 202003. Attached is Exhibit A (Scope of Services) and Exhibit B (Compensation) for your review and approval. We are excited to be working with you on this very important project. Should you have any questions or need any additional information concerning this scope and fee, please contact me or Erik M. Alcantara; PE, PMP, ENV SP at 305-444-4691. Sincerely, Fernando A. Vazquez. PE Vice President — SER Water AECOM T: 305-444-4691 M: 954-261-7188 E: Fernando.Vazquez@aecom.com EXHIBIT A Scope of Services For the K-8 School Basis of Design Report (BODR) Background — The Village of Key Biscayne (Village) is requesting AECOM Technical Services, Inc. (AECOM) to provide a Basis of Design Report (BODR) for improvements surrounding the K-8 School. On February 8, 2022, the Village Council approved AECOM's recommendations for level of service, design storm, and sea level rise projection. The approved recommendations include the following: 1. Level of Service: Keep roads passable for traffic. a. Ponding depth: 0-0.5 feet b. Ponding duration: 6-12 hours c. Ponding location: Swales 2. Design Storm: 10 -year, 24 -hour storm event (or 8 inches of rainfall within 24 hours) 3. Sea Level Rise Project: NOAA Intermediate High These recommendations will be implemented to prepare a BODR for the stormwater drainage improvements surrounding the K-8 School. The BODR will include street improvements within the vicinity of the school and along West McIntyre Drive to the proposed pump station located at Harbor Drive (between West McIntyre Drive and West Enid Drive), which will serve the immediate area as well as areas adjacent to the site for future needs. The street improvements will include green infrastructure and traffic calming and will be designed to the Village's level of service requirements. The following tasks are proposed to complete the BODR: Task 0001 - Project Management Effective project management is key to achieve success in any project; it includes project administration, project review meetings with the Village staff, project kick-off meeting, and project deliverable quality assurance and control (QA/QC) plan. The following services will be included: 1. General project administration, including project controls, team coordination, and timely communication with Village staff. Also, AECOM will monitor progress of work on a weekly basis to ensure compliance with the established schedule, budget, and work quality requirements. In addition, Village vendors and sub -consultant coordination is included in the project administration. A project duration of nine (9) months was used to estimate the labor effort for this task. 2. Due to the many elements that are needed to be reviewed and planned to produce the BODR, monthly meetings are proposed to coordinate with Village staff to ensure that information is being conveyed to each party to produce a successful plan. Monthly meetings will be held by conference call. AECOM will prepare meeting minutes and agendas for all the meetings and submit them to the Village. A project duration of nine (9) months was used to estimate the labor effort for this task. 3. Conducting a project kick-off meeting upon receipt of Notice to Proceed. AECOM will meet with Village staff to discuss the requirements and the information needed in order to develop the BODR. At this meeting, the Team will discuss several criteria to ensure that the project is following the Village's standards. The following is a list of items to be considered before implementing the development of the documents: AECOM — May 2022 Page 1 of 10 • Pump Station Location — discuss location and site restrictions. • Service Area — define the service area of the pump station. • Discharge Location — discuss configuration and velocity limitations. • Boundary Conditions — AECOM will implement the boundary conditions approved by the Village Council on February 8, 2022. • Level of Service o Identify the design life span of the system. o Discuss operations and maintenance of the system. o Per the Village Council's decision on February 8, 2022, the 10 -year, 24 -hour storm event will be used for drainage and roadway design. • Existing Utilities/Future Utilities. • Discuss best -value or price -based selection for contractors. AECOM will prepare the agenda and the meeting minutes for the meeting. The minutes will be given to the Village within seven (7) days of the meeting and will be confirmed. AECOM has planned for the ability to provide continuity in services throughout the COVID-19 pandemic with minimal project risk (schedule or cost) to the Village. We intend to seamlessly deliver on the project scope of work by leveraging our technical expertise, while maintaining our project delivery. As proposed, our project team will be available for in -person meetings or shift to a virtual consultation platform using Microsoft Teams meetings and delivery of formal and non -formal submittals. Task 0002 — Basis of Design Report Based on the information from the kick-off meeting, AECOM will utilize the information to prepare a Basis of Design Report. This report will support and provide the criteria in developing the Final Engineering Design and Construction documents. The following sub -tasks will be included in the basis of design report: Task 0002.001 — Design Drainage Report A basis of design drainage report will be prepared to establish the parameters for developing a detailed drainage design. AECOM will determine specifics on the estimated minimum pipe sizes and discharge rates needed to achieve the agreed upon level of service of the system. Based on the information provided at the kick-off meeting, the AECOM team will utilize the information from the Technical Memorandum, Version 1, 5/13/2019 titled "Village of Key Biscayne Development of Road and Stormwater Design Criteria" prepared by GIT Consulting, LLC (GIT). The drainage basins and the modeling will be modified based on a proposed drainage area for the facility as well as the agreed upon boundary conditions as discussed at the kick-off meeting. After the evaluation, the parameters will be modified from GIT's Technical Memorandum to reflect the agreed upon service area, discharge requirements, and the required level of service. The following steps are proposed to be completed in coordination with AECOM's "Alternative Analysis Drainage Assessment" task: • Implement the service area for the proposed pump station. • Implement the agreed upon level of service parameters for the proposed condition. • Implement the agreed upon boundary condition. AECOM — May 2022 Page 2of10 • Adjust pipe sizes and pump station discharge rates to achieve the level of service parameters. For this task, AECOM will perform up to three (3) scenarios to achieve level of service for the project area and determine the parameters for detailed design. AECOM will be reviewing and working with GIT to achieve the best parameters. AECOM will prepare a Design Drainage Report as a component of the Basis of Design Report. GIT will collaborate with AECOM to prepare the Design Drainage Report. The scope will address pump station location and configuration, service area of the pump station, discharge location and configuration of the force main to an outfall, agreed sea level rise projections, and boundary conditions. Analysis will be provided for the selected level of service and storm event used for drainage design and the roadway design. The proposed modeling will be performed concurrently with AECOM's "Alternative Analysis Drainage Assessment" task. GIT will perform QA/QC and serve as an extension of AECOM's staff. GIT's existing model, which was developed in 2019, will be considered in the analysis. It is assumed that all work items listed above will be developed in collaboration with AECOM staff, and AECOM will provide coordination with the Village. The work will consist of the following four (4) phases: 1. Review and modifications of the existing Hydrologic and Hydraulic (H&H) model, including: a. Review of Village's GIS information along with the survey that the Village is obtaining from a Village vendor. b. Review and adjust the domain of the existing model to account for proposed pump service area and level of service. c. Review of basin delineation and stormwater infrastructure (including outfalls, drainage wells, piping, and pump stations) and provide adjustments, as needed. d. Review of latest LIDAR topography within selected model domain, determine flow patterns based on topography, revise stage storage relations if sub -basins and service areas need to be modified, revise outfall configuration. e. Provide initial model simulations for selected design events and selected level of service. f. Identify flow patterns which contribute to flooding and quantify the impact from adjacent areas and determine flood elevations. g. A summary of revisions, initial design event simulations and flood depth maps which show discharges, stages, locations which experience flooding, potential flood elevations for selected storm events, flood duration; possible deficiency of stormwater system will be highlighted. 2. Optimization of proposed infrastructure. Optimize pipe sizes and pump station discharge rates to achieve the level of service requirements. Based on available space, green infrastructure and other drainage components will be taken into consideration in model optimization. a. For the proposed level of service, provide the most optimal pipe sizes and pump discharges that minimize the overall costs. AECOM — May 2022 Page 3 of 10 b. Provide stormwater configuration, including outfall location, force main configuration, and discharge to outfalls. c. Implement green infrastructure and other drainage components based on available space or information. d. Provide simulations for Village approved boundary conditions. e. Prepare a set of design event simulations and flood depth maps which show the performance of the proposed stormwater system including discharges, potential flood depths, and elevations for selected storm events and boundary conditions. 3. Development and analysis of up to three (3) scenarios to achieve level of service for the project area and determine detailed design parameters, including: a. Develop simulations for each scenario taking into consideration changes of infrastructure. b. Develop summary of simulation results and provide comparative analysis of discharges, stages, flood depths and elevations, and determine the performance. c. Take into consideration SLR, projected changes in tidal elevations and duration, and recurrence of precipitation events. d. Provide summary of simulation results and comparative analysis of discharges, stages, flood depths, and elevations to determine the performance of each scenario. 4. Development of a Design Drainage Report summarizing model parameters, assumptions, modeling results, and flood depth maps for selected design rainfall events and elevated tidal conditions, for the service area for the proposed pump station, including: a. A summary of the hydrology of the project area, along with capacity evaluations. b. Evaluation of the proposed pump station, its service area and pumping capacity. c. A summary of drainage facility upgrades and replacements that are needed to accommodate new development and desired system capacities. The type and size of upgrades and replacements will be determined. d. The Design Drainage Report will summarize the projected performance of the proposed stormwater system. Additionally, the deliverable will include the final set of modeling scenarios, the corresponding set of maps and workbooks resulting from the modeling analysis. The Village will receive drafts throughout the development of the report at each of the four (4) phases above to review the assumptions and the results to ensure that the expected level of service is being met. AECOM will perform a QA/QC review and check the summaries/report developed in each of the phases before distributing to the Village. Task 0002.002 —Streetscape & Public Park The limits of the project for streetscaping and drainage improvements include the public rights -of -way of the following streets: • West McIntyre Street from Ridgewood Road to Glenridge Road • Glenridge Road from West McIntyre Street to West Enid Drive • West Enid Drive from Glenridge Road to Ridgewood Road • Ridgewood Road from West Enid Drive to West McIntyre Street AECOM — May 2022 Page 4 of 10 • West McIntyre Street from Ridgewood Road to Harbor Drive • Harbor Drive from West Matheson Drive to Harbor Circle • West Matheson from Harbor Drive to Bay Lane • Harbor Circle west of Harbor Drive • Sunset Circle west of Harbor Drive Conceptual plans and typical sections will be prepared for the streets based on the green infrastructure evaluation, drainage design analysis, illustrative green infrastructure options, and raised road elevation accepted by the Village. The streets design will incorporate guidelines from the 2007 Landscape Management Plan for the Village and the Village's available design standards for streets. AECOM will provide one (1) typical plan view of each of the nine (9) streets along with up to two (2) typical sections for each of the nine (9) streets, totaling eighteen (18) typical sections. A preliminary streetscape plan will be developed and submitted to the Village for review. The Village will be responsible for returning one compiled document of written comments. After receiving written comments from the Village, AECOM will provide one (1) revision to the streetscape plan. The proposed pump station site for this project is located between West McIntyre Street and West Enid Drive on the east side of Harbor Drive. The Village has acquired two lots totaling approximately 20,000 square feet for the proposed pump station. The Village desires to co -locate a public park on the proposed pump station site. AECOM will prepare a conceptual plan for the pump station/public park site based on input from the Village staff and members of the local community. The intended use of the public park is passive in character and is anticipated to include, dependent on the Village approval: • Walking paths. • Seating. • Open space areas. • Screening of views to pump station. • Low walls or fencing to restrict access to the pump station. • Access drive to pump station. • A monument for educational, cultural, or historical reference. • Shade trees, shrubs, and groundcovers, and irrigation. • Green infrastructure for stormwater management. • Accent lighting or safety lighting. Public input for the park will be obtained/informed from the Alternative Drainage Analysis Assessment project (Task 0007 — Community Meetings). AECOM will meet with the Village staff three (3) times regarding the design of the park site: once at the kick-off meeting to confirm the design program for the park based on the assumptions above; next, to present the draft conceptual plans; and finally to present the proposed conceptual plan that will be included in the Design Criteria Document. AECOM will prepare a draft conceptual design package to include two (2) plan options, including layout of the pump station and park elements, and a group of images to describe the intended character of the park. The design package will be submitted to the Village for comments. The Village will be responsible for returning one document containing written comments to AECOM within 10 business days. Task 0002.003 — Utilities AECOM — May 2022 Page 5 of 10 In 2019, a draft Master Plan for Undergrounding Utilities was prepared by Kimley Horn for the Village. This master plan identifies the utilities within the project area. AECOM will review the master plan and utilize the design criteria and conceptual design within the Master Plan for the project area. AECOM will direct the Village surveying consultant on the necessary information needed for the underground utilities. AECOM will meet with Miami -Dade Water and Sewer Department on possible upgrades to the existing utilities within the rights -of -way adjacent to the K-8 School. Task 0002.004 — Maintenance of Traffic (MOT) and Construction Phasing Since the project is adjacent to the K-8 School, maintenance of traffic (MOT) and construction phasing will be needed to minimize disruption to the school. AECOM will evaluate the current traffic flow and the timing of construction to develop a plan. Task 0002.005 — Permitting Evaluation In developing the basis of design report, AECOM will meet with the potential permitting agencies that would be involved in the permitting of the project to coordinate the project activities and to determine the regulatory requirements for the project. These agencies are: • Village of Key Biscayne — Internal Departments. • Miami -Dade County Regulatory and Economic Resources (RER) Department. • Florida Department of Environmental Protection. • South Florida Water Management District. • Army Corps of Engineers. • Miami -Dade Water and Sewer Department. In addition to the permitting evaluation, coordination with FPL, AT&T, Comcast, and Hotwire Communications will be needed to determine what will be required; a corridor evaluation will be needed for those utilities within the project, based on the 2019 Draft Master Plan for Undergrounding Utilities prepared by Kimley Horn for the Village. Areas will be designated for the utility undergrounding, but utility companies will be responsible for design of their facilities. Task 0002.006 - Benthic Assessment AECOM will prepare a project specific health and safety plan for the benthic assessment field work. The plan will be onsite during field activities. A benthic assessment will be performed by AECOM scientists using snorkeling equipment to identify and approximately locate the extent of any protected marine benthic resources (such as seagrasses, corals, etc.) located at the discharge locations (outfalls at Biscayne Bay) for the proposed stormwater outfalls. Due to the estimated water depth of 12 feet (adjacent to an existing seawall), the use of SCUBA equipment is not warranted. The survey area encompasses a footprint of approximately 40 feet (along the seawall) by 20 feet (waterward of the seawall) for each of the three (3) outfall locations. The field work portion of this task is expected to take one (1) 10 -hour day (including travel) to complete using four (4) qualified staff. Task 0002.007 — Essential Fish Habitat (EFH) Assessment, Marine Species Biological Assessment (BA), and Manatee Protection Plan (MPP) AECOM — May 2022 Page 6 of 10 In compliance with the Magnuson -Stevens Fishery Conservation and Management Act, AECOM will prepare an EFH Assessment per NOAA Fisheries/NMFS guidelines to address any potential impacts to essential fish habitat. The EFH Assessment will be prepared to accompany the application package to be submitted to the USACE. In addition, in compliance with Section 7 of the Endangered Species Act, as part of this task AECOM will prepare a Biological Assessment (BA) for any potential impacts to Federally listed marine species. The BA will include any applicable conservation measures to minimize impacts to protected species during construction. As part of this task, AECOM will prepare a project -specific Manatee Protection Plan (MPP) for the proposed project. This task includes eight (8) hours to produce the plan and coordinate with Miami -Dade County, Florida Fish and Wildlife Conservation Commission (FWC), and/or the U.S. Fish and Wildlife Service (USFWS). Any coordination beyond this estimate will require a supplemental scope and fee. Task 0002.008 — Concept Plans/Sketches Concept plans/sketches will be developed in coordination with the Village. After the design standards have been agreed upon, a meeting will be held with Village staff to discuss the Village's desire for infrastructure surrounding the K-8 School site. This meeting will also include persons representing the school to ensure that the facilities are agreed upon as well as the restrictions for the site. After the meeting, the AECOM team will develop concept plans/sketches illustrating where the infrastructure is located as well as typical sections of the streetscape. A rendering of the streetscape will be included. Up to two renderings are proposed in this task. A meeting will be held with Village staff and the school to approve the concept plans/sketches. Task 0003 — Preliminary Plans AECOM will evaluate the Concept Plans/Sketches to determine the appropriate information for the preliminary plans. AECOM will meet with the Village to determine the level of plans to be part of the Basis of Design Report. The preliminary plans will be developed to an approximate 30% level. These plans wilt be developed based on survey information provided by the Village vendor through a separate contract. The following plan sheets are contemplated for the deliverable: • Cover Sheet — Location Map and Table of Contents • General Notes • Work Area Requirements and Restrictions • Existing Site Plan — (Survey to be provided by the Village) • Proposed Plan Sheets — Include the drainage infrastructure, green infrastructure, traffic calming areas, and landscaping • Typical cross sections, two (2) for each street • Typical details AECOM — May 2022 Page 7 of 10 Assumptions • AECOM will coordinate with the Village vendor for the necessary information to support the BODR. The scopes and fees for this vendor are not included in this proposal and will be approved by the Village through their procurement process. The following vendor is needed: o Surveyor for the Topographic Survey of the Project Area (Project Area to be determined after the kick-off meeting and the completion of the drainage analysis). • Information to be obtained from the Village: o Existing Utilities Map or As -built Drawings of Utilities including stormwater, potable water, and sewer as well as FPL, AT&T, Comcast, and Hotwire (according to Undergrounding Master Plan). o All existing geotechnical reports prepared for the Village. o Front-end Contract Documents. • The following services are not included in the scope: o Right -of -Way Acquisition or Easement Dedication Services. o Land Surveying. o Construction Inspection Services. o Pipe Condition Assessment. o Transportation analysis, including but not limited to traffic counts and traffic studies necessary due to traffic calming measures or constriction of travel lanes. o Street lighting analysis, including but not limited to photometrics, electrical engineering, selection of fixtures, and layout of new streetlights. c Coordination with landowners for harmonization agreements prior to construction. • Any modification to a street section that would require a traffic study is not included in the scope. • Project assumes that the existing locations of the Street Lighting are appropriate, and no photometric plan or additional streetlights are needed. • Design for underground utilities is not included. The design for underground franchise utilities will be provided by the responsible utility. • Construction Engineering Inspection (CEI) Services are not included during this phase of the contract and are considered additional services. • Design and documentation of improvements will be limited to the project site mentioned in this proposal. • Additional work due to incomplete or inaccurate information provided by the Village will be considered additional services. • Significant Village -driven design revisions after the approval of submittals will be considered additional services. • Tree analysis and tree mitigation is not required within the project site. • Unless otherwise noted, deliverables will be digital in PDF format. • MRG will also be available to support AECOM and the Village with additional services, such as stakeholder coordination, elected official briefings, and surveys, for an additional fee. • This scope does not include permit application fees, or any other fees incurred by the agencies including any mitigation fees. These fees cannot be determined at this time and are the responsibility of the client. • Preparation of a Seagrass Mitigation Plan or other mitigation plan are not included. AECOM — May 2022 Page 8 of 10 Deliverables • Monthly Agendas and Meeting Minutes • Streetscape Plans and Typical Sections Conceptual Design Package • Public Park Conceptual Design Package • Basis of Design Report • Preliminary Plans Schedule All services shall be completed within 270 days of Notice to Proceed (NTP). This schedule is dependent on coordination with the Village vendor to receive the appropriate survey information for the project. Task No. Task 0001 Task 0002 Task 0003 Estimated Completion Task Description from NTP Project Management Basis of Design Report Preliminary Plans 270 days 180 days 270 days Compensation This is a fixed lump sum contract based on the fee schedule approved under the Professional Services Agreement between the Village of Key Biscayne and AECOM Technical Services, Inc. effective on the 4`' day of June 2020. The proposed fixed lump sum contract fee is $265,480.00. Exhibit B represents the hourly breakdown of the tasks. AECOM proposes to invoice the Village on a monthly basis, based on percent complete. AECOM — May 2022 Page 9 of 10 EXHIBIT B — COMPENSATION Role Hourly Rate Task 0001 -Project Management Task 0002 -Basis of Design Report O Task 0003 -Preliminary Plans Total Hours Principal -in -Charge $130 14 Project Manager $200 40 115 8 163 Assistant Project Manager $175 0 82 72 154 Public Outreach Lead $175 8 37 0 45 Senior Landscape Architect $175 0 12 4 16 Landscape Architect $150 8 114 24 146 Assistant Landscape Architect $90 0 260 96 356 Planning/Resiliency Lead $235 0 4 0 4 Senior Engineer $150 24 161 8 193 Engineer $125 0 70 12 82 Scientist $135 0 130 0 130 Designer $110 0 202 242 444 Admin/Tech. $80 20 0 0 20 Total Hours 114 1,219 466 1,799 Total Labor Fee $17,620 $164,800 $56,460 $238,880 Total Subconsultant Fee $0 $25,000 $0 _ $25,000 Total Other Direct Costs $650 $450 $500 $1,600 Total Fee $18,270 $190,250 $56,960 $265,480 AECOM — May 2022 Page 10 of 10