HomeMy WebLinkAboutEDB Proposed SA No 9 with Jones Edmunds for CCUA Campus Driveway EXECUTIVE SUMMARY
AGENDA ITEM:
Proposed Supplemental Agreement No. 9 with Jones Edmunds & Associates, Inc. (Jones
Edmunds) to the Professional Services Agreement 2018/2019 RFQ No. 3 to evaluate routing
options for the addition of a new Clay County Utility Authority(CCUA)North Campus Driveway.
Date: April 19, 2022
BACKGROUND:
CCUA staff requests approval from the Board of Supervisors to investigate options for alternate
means of access to the CCUA Administration Campus.With the implementation of the First Coast
Expressway, traffic volume on Old Jennings Road has increased. In addition, the proximity of the
entrance to the CCUA Administration Campus at 3176 Old Jennings Road to the high-speed right
hand turn from Blanding Boulevard,has made exiting the campus difficult. CCUA staff requested
that Jones Edmunds evaluate alternative means in ingress and egress to the CCUA Administration
Campus through a new North Campus Driveway. CCUA vehicles and employees exiting the
r3 campus to the north will access Old Jennings Road via Brannan Mill Road. The County plans to
a install a traffic light at the intersection of Brannan Mill Road and Old Jennings Road which makes
; exiting the CCUA campus by a north driveway the preferred route.
0
L This Supplemental Agreement, if approved engages Jones Edmunds to investigate the feasibility
of implementing a new driveway that will connect the Administrative Campus parking area to
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Whitebark Plantation Drive or Brannan Mill Road. The investigation will focus on two (2)
potential routes shown on the aerial photo below in red. The investigation will evaluate
environmental and neighborhood impacts and the ability to obtain the needed permits to construct
the driveway. The consultant will recommend a horizontal driveway alignment, pavement design
and stormwater management improvements. The scope of work includes the preparation of a
conceptual level estimate for the cost of the recommended improvements.
BUDGET:
Staff reviewed Jones Edmunds proposal and determined the fee of$36,340.73 to be reasonable for
the scope of work. The current Capital Improvement Plan (CIP) includes sufficient funding to
cover this project. Staff will incorporate the costs to construct this project within next year's
Capital Improvement Program.
CCNA:
CCNA, F.S. s. 287.055, does apply to the use of a consultant under continuing contract. The
estimated construction cost for the project does not exceed $4 million. Staff negotiated this
Supplemental Agreement in compliance with F.S. s. 287.055. Staff and the consultant negotiated
the scope and fee, based on established contract rates, for the professional services at a
compensation which CCUA determines is fair, competitive, and reasonable.
RECOMMENDATION:
Staff respectfully recommends approval of Supplemental Agreement No. 9 with Jones Edmunds
&Associates,Inc. for$36,340.73 to evaluate routing options for the addition of a new Clay County
Utility Authority North Campus Driveway.
Sketch of Proposed Driveway Options
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ATTACHMENTS:
Supplemental Agreement No. 9
Jones Edmunds &Associates Inc. Proposal dated 04-08-2022
Supplemental Agreement No. 9 to Professional Engineering Services Agreement
18/19 No. 3 to provide Professional Engineering Services to Evaluate Routing Options for the
addition of a new Clay County Utility Authority(CCUA) North Campus Driveway.
CCUA Project No.4020-002
Brian J. Icerman, P.E
Engineer: Jones Edmunds &Associates, Inc. Owner: Clay County
730 NE Waldo Rd. Utility Authority
Gainesville, FL 32641
Date: April 19, 2022
Item: Description of Services:
Provide professional engineering services as
requested and identified in the attached scope of
services and fee proposal.
Task 1 Project management and meetings $4,567.63
Task 2 Data Collection $13,194.92
Task 3 Alternative Study and Memo $18,578.18
Total Lump Sum Price Not to Exceed Without Prior Authorization $36,340.73
The Contract time shall commence on April 20, 2022. This document, along with the Scope and
Fee Proposal, shall become an amendment to the Professional Engineering Services Agreement
and all
provisions of the Agreement will apply hereto.
Accepted by: Date:
Engineer:
Brian J. Icerman, P.E.,ENV. SP
Managing Director/Sr. VP.
Jones Edmunds & Associates, Inc.
Accepted by: Date:
Owner:
Jeremy D. Johnston, P.E., MBA,
Executive Director
Clay County Utility Authority
Jon esEdm un ds,
Integrity • Knowledge • Service
April 8 2022
Joe Paterniti, PE
Assistant Chief Engineer
Clay County Utility Authority
3176 Old Jennings Road
Middleburg, Florida 32068
RE: Project Scope and Fee, CCUA North Campus Driveway Alternatives Study
Jones Edmunds Opportunity No. 95696-104-22
Dear Mr. Paterniti:
We appreciate the opportunity to work with you and CCUA staff on the CCUA North Campus
Driveway Alternatives Study. The attached scope of services is based upon the Project
Scoping Statement provided by CCUA and our site visit conducted with CCUA staff on March
18, 2022.
In summary the Scope of Services is divided into three tasks:
Task 1 - Project Management & Meetings
Task 2 - Data Collection
to Task 3 - Alternatives Analysis and Memo
We propose to complete Tasks 1 through 3 for a total lump sum not-to-exceed project fee
of $36,340.73. We anticipate a data collection duration of 2-months and Alternatives
Analysis and Recommendations memo duration of 2.5-months. The detailed scope of
services, schedule, and project fee estimate by task are attached to this letter.
We appreciate this opportunity to serve the CCUA community. If you have any questions or
comments, please call us at (904) 708-9254.
Sincerely,
,C).4.1.4% 711/i\C"` /14)ti-‘-
Brian J. Icerman, PE, ENV SP Bruce Myhre, PE, PhD
Managing Director/ Senior Vice President Senior Project Manager
Enclosures/Attachments: Scope of Services and Project Fee Estimate by Task
XC: Paul Steinbrecher, PE - CCUA
800.237.1053 JONESEDMUNDS.COM
CCUA NORTH CAMPUS DRIVEWAY ALTERNATIVES STUDY
SCOPE OF SERVICES
PROJECT BACKGROUND
CCUA North Campus offices are located at 3176 Old Jennings Road, just off State Road 21.
Employee parking for the office is located on the east side of the campus, with access only
to Old Jennings Road. North and northeast of the campus are maintenance facilities and a
water treatment plant. CCUA is also planning on expanding their offices including a parking
lot north of the existing parking. CCUA would like an additional driveway access for
employees and maintenance equipment.
Per correspondence from CCUA and our site visit of March 18, 2022, there are two (2)
driveway alternatives (see attached figure):
(1) The driveway would go north from the east side of the existing parking then turn
west behind houses in the Brannan Mill Plantation Subdivision on Longneedle
Lane. This driveway would connect to Pineta Cove Drive.
(2) The driveway would go north along the existing driveway on the west side of
CCUA offices and would go on the north side of the water plant with an access
point on Brannan Mill Boulevard.
The purpose of the project is to perform a study of the two driveway alternatives and
provide CCUA with a preferred alternative.
to 1 PROJECT MANAGEMENT & MEETINGS
PROJECT MANAGEMENT
Jones Edmunds, as the prime consultant, will manage the project and subconsultant
throughout the project from data collection to final Memo. Work will include routine
coordination with the Clay County Utility Authority (CCUA) Project Manager (PM) including
the following: communication — phone calls, emails, texts, virtual and in-person team
meetings; monthly invoicing; and project schedule/updates.
KICKOFF MEETING, SITE MEETING AND INITIAL DATA REQUEST
Following the Notice to Proceed (NTP), Jones Edmunds will set up a project kick-off meeting
(Teams) with the CCUA staff. At the meeting, we will submit a Project Plan that includes
Contact List, Lines of Communication, Project Schedule with Major Milestones, and CCUA
Goals and Critical Success Factors for the Project.
We will prepare an initial data needs request and submit to the CCUA PM prior to the
meeting to allow staff to determine data availability for discussion at the meeting.
MONTHLY PROJECT REVIEW MEETINGS
Monthly project review meetings will begin after the kickoff meeting and continue during the
Data Collection and Alternatives Study and Memo phase. The meetings will be virtual
(Teams) meetings. Jones Edmunds will conduct a parallel internal project team meeting
monthly.
April 14, 2022 Page 1
CCUA NORTH CAMPUS DRIVEWAY ALTERNATIVES STUDY
SCOPE OF SERVICES
DELIVERABLES
Jones Edmunds will distribute electronic copies (PDF format) of meeting minutes via e-mail
within 10 calendar days from the date of the kickoff meeting and monthly project review
meetings.
2 DATA COLLECTION
Jones Edmunds will collect the following data for the project area:
• Existing engineering plans from CCUA
• St. Johns River Water Management permits
• US Army Corps of Engineers permits.
• Wetland delineation and environmental data - Jones Edmunds staff will perform a
site visit to flag wetland lines. We will use a hand-held GPS unit to obtain
coordinates.
• Geotechnical Data - Jones Edmunds will contract with a Florida-licensed geotechnical
firm to obtain two (2) borings for each driveway alternative for a total of four (4)
borings.
• Property ownership and easements - We will review the Clay County Property
Appraiser website for property ownership and the St. Johns River Water Management
District website for easements.
• Utilities - water, sewer, and reuse from CCUA.
to
3 ALTERNATIVES STUDY AND RECOMMENDATIONS MEMO
ALTERNATIVES STUDY
For the two (2) alternatives we will review the following:
• Existing permits
• Proposed construction permits - determining which regulatory agency will permit the
project.
• Wetlands - determine preliminary wetland impacts and required wetland mitigation
as needed.
• Geotechnical data -review the geotechnical data to determine the impact to
driveway construction.
• Neighborhood Impacts - summarize potential impacts the proposed driveway could
have on the Brannan Mill Subdivision.
• Access Point - Review the location of the proposed access locations to the existing
roadway. We will coordinate with Clay County Engineering to determine potential
concerns.
• Driveway typical sections (inverted crown or crowned)
• Driveway geometric data
• Utilities - Impacts to existing utilities and water plant
• Project Cost - budgetary estimates for construction, property acquisition, design,
permitting, and wetland mitigation.
April 14, 2022 Page 2
CCUA NORTH CAMPUS DRIVEWAY ALTERNATIVES STUDY
SCOPE OF SERVICES
RECOMMENDATIONS MEMO
Jones Edmunds will prepare a technical memorandum summarizing the findings of the
driveway alternatives study. The memo will include an engineering recommendation based
on the study.
DELIVERABLES
Recommendations Memo in electronic (PDF) format.
ASSUMPTIONS AND CLARIFICATIONS
1. Design and permittingis not included.
2. Graphics will be prepared using GIS or AutoCAD.
3. No survey work will be performed under this Scope of Services.
ANTICIPATED SCHEDULE (IN WEEKS)
The final project schedule will be based on a mutual agreement between CCUA and Jones
Edmunds at the kickoff meeting. Preliminarily, the project tasks are estimated in the list
below based on the kickoff meeting date. We will coordinate with CCUA for each submittals'
due date upon receipt of the prior submittals' review comments.
Milestone Start Date End Date
to Kickoff Meeting with CCUA 5/9/2022 5/14/2022
Data Collection 5/9/2022 7/5/2022
Alternatives Analysis and Memo 6/6/2022 8/19/2022
Review Meeting w/ CCUA 8/22/2022 9/2/2022
Final Memo 9/6/2022 9/16/2022
COMPENSATION
Jones Edmunds proposes to provide the services detailed above on a lump-sum basis for
Tasks 1 through 3. We will complete these services in accordance with the terms of the
"Agreement" between CCUA and Jones Edmunds for Civil and Environmental Engineering
Professional Services RFQ 18/19 No. 3., for a lump-sum amount of $36,340.73. The table
below summarizes the labor effort and subconsultant cost by task. Invoices will be on
percent-complete basis. Jones Edmunds will submit invoices to the CCUA monthly in
coordination with the CCUA Project Manager.
TASK Jones Edmunds Labor Subconsultants TOTAL
Effort and ODCs
Task 1 - Project Management & Meetings $4,567.63 $0.00 $4,567.63
Task 2 - Data Collection $9,194.32 $4,000.00 $13,194.92
Task 3 - Alternatives Study and Memo $18,578.18 $0.00 $18,578.18
Total Fee $32,340.72 $4,000.00 $36,340.73
April 14, 2022 Page 3