HomeMy Public PortalAboutAvenue Au Soleil Improvements AgmtTOWN OF GULF STREAM
Review and Bidding Services for
Place An Soleil Entrance Improvements
DATE: February 14, 2011
BACKGROUND
Place An Soleil is a residential neighborhood within the Town of Gulf Stream. The entrance to
the neighborhood is located south of Woolbright Road, on the east side of Federal Highway. The
Property Owners Association (POA) proposes to assess the residents for proposed improvements
to the roadway at the entrance to the neighborhood.
DESCRIPTION OF WORK
The Property Owner Association for Place Au Soleil proposes to construct roadway curbing and
paver brick improvements to their neighborhood entrance at Federal Highway. The POA has
hired a design architect and engineer to prepare design plans and construction cost estimate for
the proposed roadway work. The roadway (Au Soleil) is a Town of Gulf Stream right-of-way
and therefore the Town desires to have a review of the plans and assistance with bidding. The
Town has requested that Mathews Consulting, Inc. (Consultant) provide design plan review,
prepare technical specifications for the proposed roadway improvements, prepare bidding
documents, and assist the Town in the advertisement and bid award recommendation for this
project.
SCOPE OF WORK
The services provided under this authorization will be divided into defined tasks in order to
perform the required engineering services. The following is the description of the tasks to be
completed by the Consultant:
Task No. 1 — Meetines
Consultant shall attend one (1) site meeting to discuss the proposed project. Consultant shall also
attend the bid opening at the Town Hall.
Task No. 2—Desien Review
Consultant shall provide a review of the POA's design architectlengineer's final design plans in
order to confirm the completeness of the documents and general conformance with the design
standards of the Town of Gulf Stream and the Florida Department of Transportation. Consultant
shall also use the City of Delray Beach Design Standards as a review guide. Design review shall
be of the proposed pavers and curbing. The Town shall provide a copy of the documents for
review to Consultant.
02/14/11
Task No. 3 - Construction Cost Opinion
Consultant shall prepare a construction cost opinion of the final construction plans prepared by
the POA's design architect/engineer.
Task No. 4 - Bidding Services
Town will be responsible for advertising the project and for the sale and distribution of plans and
specifications. The design architect/engineer will provide the required number of copies of the
construction plans to the Town. Consultant shall provide Bidding Services to support the Town
as follows:
1. Prepare civil specification package which would provide standard specifications for the
proposed roadway work.
2. Prepare bid package "front end" documents including Special and General Conditions and
bid forms.
3. Prepare the bid advertisement. Provide the bid advertisement to the Town for their
advertisement.
4. Review bids (review of a maximum of the three lowest bidders) and recommend award of
contract.
Work described herein is based upon the assumptions listed below. If conditions differ from
those assumed in a manner that will affect schedule of Scope of Work, Consultant shall advise
Town in writing of the magnitude of the required adjustments. Changes in completion schedule
or compensation to Consultant will be negotiated with Town.
1. This scope of work does not include the design, permitting or cost estimation for the
roadway improvements or any utility work.
2. Consultant can assume that all existing and proposed roadway alignment is within Town
of Gulf Stream rights-of-way. The work will not encroach into Federal Highway R -O -W
(which is a State road).
3. Legal work necessary to review the bidding document package is the responsibility of the
Town.
4. The work under this scope does not include coordination with FPL, the Town or the POA
regarding relocation of the existing power pole at the entrance to the neighborhood.
Design review, cost estimate and bidding of the relocation of the electrical service from
the drop at the pole to the guardhouse is also not included in this scope of work.
5. Design review, cost estimate and bidding of the landscape and irrigation improvements
are not included in this scope of work.
6. Permitting is not included in this scope of work.
02/14/11 2
7. The Town is responsible for advertisement of the bid request and all bid advertising fees.
8. A single bidding effort is assumed. Re -bidding of the project is considered an Additional
Services item. The bid is anticipated to be a "lump sum" bid.
9. Preparation of Addenda is not included in this scope of work.
10. The design by those hired by the POA is to be based on the federal, state and local codes
and standards in effect at the beginning of the project. Revisions required for compliance
with any subsequent changes to those regulations is considered an Additional Services
Item.
11. Consultant assumes no liability for the survey and design prepared by others.
12. This scope of work does not include construction administration or inspection services
and are considered an Additional Services Item.
CONTRACT PERFORMANCE
Proposed schedule and fees for completion of major work tasks are summarized below.
COMPLETION DATES:
CONSULTANT will commence services upon receipt of written authorization. The duration of
major work tasks are summarized below.
Tasks
Task 1 — Meetings
Approx. Duration per Task
Site meeting 1 day
Bid Opening 1 day
Task 2 — Design Review 7 days (upon plans receipt)
Task 3 — Construction Cost Estimate 7 days (upon plans receipt)
Task 4 — Bidding Services 60 days
SUMMARY OF PROPOSED FEES:
Costs associated with this Consultant Service Authorization are provided below and detailed in
Attachment A.
Tasks
Cost
Task 1
— Meetings
$
864.00
Task 2
— Design Review
$
576.00
Task 3
— Construction Cost Opinion
$
576.00
Task 4
— Bidding Services
$
3,016.00
Reimbursable Expenses
$
200.00
Total
$
5,232.00 (Not to Exceed)
02/14/11
Additional Services - The fee for Additional Services shall be billed using the Hourly Rate
Schedule contained in Attachment A.
IN WITNESS WHEREOF, the parties have made and executed this Agreement on the respective
dates under each signature. TOWN OF GULF STREAM, through an authorized official of the Town
and Mathews Consulting. Inc. signing by and through David L. Mathews (Vice President) duly
authorized to execute same.
TOWN OF GULF STREAM: MATHEWS CONSULTING, INC.
By: /lle�tV�+N By:
William Thrasher, Town Manager David L. Mathews, Vice President
Date: t Date:
02/14/11 4
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TOWN OF GULF STREAM
Place An Soleil Entrance Improvements
Amendment #1
DATE: August 10, 2011
DESCRIPTION OF WORK
Place Au Soleil is a residential neighborhood within the Town of Gulf Stream. The entrance to
the neighborhood is located south of Woolbright Road, on the east side of Federal Highway. The
Property Owner Association for Place Au Soleil proposes to construct roadway curbing and paver
brick improvements to their neighborhood entrance at Federal Highway. The roadway (Au
Soleil) is a Town of Gulf Stream right-of-way and therefore the Town is advertising for bids to
construct the improvements, entering into a contract with the contractor and is overseeing the
construction contract. The Town has requested that Mathews Consulting, Inc. (Consultant)
provide engineering services for the pre-bid meeting, responses to contractor questions during
bidding, the bid opening, and the pre -construction meeting.
SCOPE OF WORK
The services provided under this additional services authorization will be divided into defined
tasks in order to perform the required engineering services. The following is the description of
the tasks to be completed by the Consultant:
Task No. 1— Pre -Bid Meetine
Consultant shall prepare the agenda, attend and assist the Town in conducting the non -mandatory
pre-bid conference. Consultant shall provide a written summary of issues discussed. These
meeting minutes will become part of the Addenda No. 1 to be issued prior to bid opening.
Task No. 2 — Respond to Contractor RFIs
Consultant shall issue addenda and shall provide supplemental information or clarification as
appropriate to interpret, clarify, or expand the bidding documents to all prospective bidders
during the bid period. Note that since the Consultant was not the design engineer for the project,
and as such may need to rely on the design architect or design engineer to provide responses to a
contractor's auestion.
Task No. 3 — Attend Bid Oaenine
Consultant shall attend the bid opening, prepare bid tabulation sheets and assist the Town in
assembling and awarding the contract documents for construction.
Task No. 4 — Pre -Construction Meetine
Consultant shall prepare the agenda, attend and assist the Town in conducting the pre -
construction conference following award of the construction contract. Consultant shall provide a
08/10/11
written summary of issues discussed. These meeting minutes will be issued to the attendees and
other interested parties as determined by the Town.
ASSUMPTIONS
Work described herein is based upon the assumptions listed below. If conditions differ from
those assumed in a manner that will affect schedule of Scope of Work, Consultant shall advise
Town in writing of the magnitude of the required adjustments. Changes in completion schedule
or compensation to Consultant will be negotiated with Town.
1. This scope of work does not include construction administration or construction
inspection services. These tasks are considered to be Additional Services.
2. The Town is responsible for advertisement of the bid request and all bid advertising fees.
3. A single bidding effort is assumed. Re -bidding of the project is considered an Additional
Services item.
4. Consultant assumes no liability for the survey and design prepared by others.
CONTRACT PERFORMANCE
Proposed schedule and fees for completion of major work tasks are summarized below.
COMPLETION DATES:
Consultant will commence services upon receipt of written authorization. The duration of major
work tasks are contingent upon the scheduling of the meetings by the Town.
SUMMARY OF PROPOSED FEES:
Costs associated with this Amendment #1 to the Consultant Service Authorization are provided
below and detailed in Attachment A.
Tasks
Cost
Task 1—Pre-Bid Meeting $ 1,120.00
Task 2 — Respond to Contractor RFI $ 832.00
Task 3 — Bid Opening $ 1,264.00
Task 4 — Pre -Construction Meeting $ 1,264.00
Reimbursable Expenses $ 350.00
Total $ 4,830.00 (Hourly NTE)
Additional Services - The fee for Additional Services shall be billed using the Hourly Rate
Schedule contained in Attachment A.
08/10/11
IN WITNESS WHEREOF, the parties have made and executed this Agreement on the respective
dates under each signature. TOWN OF GULF STREAM, through an authorized official of the Town
and Mathews Consulting. Inc. signing by and through David L. Mathews Nice President) duly
authorized to execute same.
08/10/11
MATTHEWS CONSULTING, INC.
By: Coo
David L. Mathews, Vice President
Date: 8-10-1%
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MATHEWS
CONSULTING
C IVIL ENGINEERS
October 24, 2011
VIA EMAIL & US MAIL
Mr. William Thrasher
Town Manager
TOWN OF GULF STREAM
100 Sea Road
Gulf Stream, FL 33483-7427
Place Au Soleil Entrance Improvements
Construction Administration Services
Dear Mr. Thrasher:
Please accept this letter as the proposal for the construction administration services for the Place An Soleil
Entrance Improvements project.
Mathews Consulting, Inc. will review the required shop drawings as received from the Contractor and
distribute them to the Town and the Contractor upon approval. Mathews Consulting will also assist the
Town during construction if our engineering assistance is specifically requested by the Town. This work
will be billed on an hourly basis in accordance with our current rates.
The Town will be responsible for all coordination with the Place Au Soleil property owners' association
such as for their review and approval of the appropriate samples, for MOT plan approval, etc. The Town
will conduct the construction site inspections, review the density reports, as-builts, contractor pay
applications and conduct final inspections for completion and acceptance.
If this meets with your approval, please sign below and return one copy to this office. If you have any
questions, please contact me.
Sincerely,
MATTHjEEWS CONSULTI , C.
Rebecca Travis, P.E.
Principal
Y 4
Accepted by Date
Town of Gulf Stream
Cc: David Mathews
Mathews Consulting, Inc., 477 S. Rosemary Avenue, Suite 330, West Palm Beach, Florida 33401
Phone: 561-655-6175 a Fax: 561-655-6179
www.mathewsconsultinainc.com
DATE: 8/10/11
TO:
MATHEWS
CONSULTING
CIVIL ENGIN EER S
Mr. William Thrasher
Town of Gulf Stream
SUBJECT: Additional Services Contract Amendment
PROJECT: Place Au Soleil
DESCRIPTION: ❑ Reports E Contracts SENT BY: E Mail ❑ Fed Ex
❑ Shop Drawings ❑ Prints ❑ Messenger ❑ UPS
❑ Specifications ❑ Other
TRANSMITTED: ❑ At Your Request ❑ For Your Information ❑ For Your Comments E For Your Approval
❑ For Distribution ❑ Furnish as Submitted ❑ Furnish as Corrected ❑ Revise and Resubmit
COMMENTS:
The attached Amendment #1 is an hourly, Not -To -Exceed contract amendment for additional
services as requested. Please sign both copies and return one to my attention. Thank you.
FROM: A2 cc: MC File
Rebecca Travis, P.E.
Principal
Mathews Consulting, Inc., 477 S. Rosemary Avenue, Suite 330, West Palm Beach, Florida 33401
Phone: 561-655-6175 • Fax: 561-655-6179
www.mathewsconsultinginc.com
Date
Description
2
8/10/11
Amendment #1 — Additional Engineering Services for Bidding
and Pre -construction meeting
COMMENTS:
The attached Amendment #1 is an hourly, Not -To -Exceed contract amendment for additional
services as requested. Please sign both copies and return one to my attention. Thank you.
FROM: A2 cc: MC File
Rebecca Travis, P.E.
Principal
Mathews Consulting, Inc., 477 S. Rosemary Avenue, Suite 330, West Palm Beach, Florida 33401
Phone: 561-655-6175 • Fax: 561-655-6179
www.mathewsconsultinginc.com
MATHEWS
CONSULTING INC.
Civil and Environmental Engineers
October 16, 2003
Mr. William Thrasher, Town Manager
TOWN OF GULF STREAM
100 Sea Road
Gulf Stream, FL 33483-7427
Dear Mr. Thrasher:
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Place Au oled
Roadwgy Hodj&ation Civil EgeWggdpZ_SjZMj=
In response to your request, Mathews Consulting proposes to provide topographical survey and civil
engineering design services for the modification of the intersection of Avenue Au Soliel and Cardinal
Circle to maximize the green space to accommodate future landscape and entry improvements to be
designed and constructed by the homeowners association. The following summarizes our services and
fees for the proposed scope of work:
Services Fee
Topographical Survey $1500.00
Civil Engineering $3000.00
$4500.00
Mathews Consulting will provide no more than two (2) engineering drawing sheets illustrating the
modifications to the existing intersection. Mathews Consulting will not provide landscape or irrigation
plans or design services. Landscape and irrigation design services are not included within the scope of
this proposal. Mathews Consulting will provide the preliminary design drawings and opinion of estimated
cost 30 days from written notice to proceed. Mathews Consulting will provide the final design drawings
and opinion of estimated cost 45 days from written notice to proceed. If you have any questions, please
feel free to call me at (561) 478-7961.
Sincerely,
MATHEWS CONSULTING, INC.
Barron E. Caronite, P.E.
Senior Engineer
Cc: Rene Mathews, PE, MC
S:\Prospective\Gulfstream\Place Au Soliel Proposal.doc
Mathews Consuhing, Inc. • 1475 CelrtreparA Boulevard, Suite 250 • West Palm Beach, FL 33401 •561-478-7961 • Fax 561-478-7964