HomeMy WebLinkAboutCA 3. ES SA No 14 N Campus Driveway Jones Edmunds EXECUTIVE SUMMARY
AGENDA ITEM:
Proposed Supplemental Agreement(SA)No. 14 with Jones Edmunds&Associates,Inc. (Jones Edmunds)
to the Professional Services Agreement 2018/2019 RFQ No. 3 to prepare construction documents,
permitting and bidding assistance,and services during construction for implementation of the Clay County
Utility Authority(CCUA)Ray Avery Administrative Complex North Campus Driveway.
Project Number 2022-140
Finance Number 22010AD
Date: August 10,2023
BACKGROUND:
CCUA staff requests approval of SA No. 14 with Jones Edmunds to conduct the design, prepare
construction documents, provide permitting and bidding assistance, and services during construction for
implementation of the CCUA Ray Avery Administration Complex North Campus Driveway.
CCUA Staff and visitors continue to experience safety concerns when exiting the existing CCUA
co administration campus driveway onto Old Jennings Road. CCUA entered into a previous agreement with
c Jones Edmunds to evaluate the feasibility of three alternate driveway routes. As a result of this alternative
coc' evaluation, CCUA selected the alternative that was both economical and that also caused the least impacts
o to the surrounding community. The new driveway route will begin along the south side of the new CCUA
r
E maintenance building and traverse west along a newly acquired 40 ft.wide easement connecting to Brannan
'
1E5 Mill Boulevard. CCUA successfully negotiatedacquisition the of this easement from the Brannan Mill
w HOA needed for the construction of the driveway.
This authorization of SA No. 14 will allow Jones Edmunds to conduct the final design of the driveway,
prepare drawings and specifications suitable to solicit bids from qualified contractors, prepare the needed
permit applications for regulatory approvals,perform bid process support, and provide engineer of record
services during the construction of the driveway. The design and construction document preparation will
be completed within 6 months from the notice to proceed. The driveway construction is projected to be
completed and ready for use in fall of 2024.
BUDGET:
Staff reviewed Jones Edmunds proposal and determined the fee of$104,652.14 to be reasonable for the
scope of work. Staff budgeted $786,341.00 in the current FY 23 Capital Improvement Plan(CIP) for this
project and have sufficient funds to complete this authorization.
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 is not anticipated to 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.
i_
RECOMMENDATION:
Staff respectfully recommends approval of SA No. 14 with Jones Edmunds for $104,652.14 to prepare
construction document,provide permitting, bidding assistance and services during construction for a new
CCUA Ray Avery Administration Complex North Campus Driveway.
ATTACHMENTS:
Supplemental Agreement No. 14
Jones Edmunds&Associates Inc. Proposal dated July 31,2023
Supplemental Agreement No. 14 to Professional Engineering Services Agreement
18/19 No. 3 to provide Professional Engineering Services 3 to provide construction
document, provide permitting,bidding assistance and services during construction for a
new Clay County Utility Authority(CCUA)North Campus Driveway.
CCUA Project No.2022-140
Brian J. Icerman, P. E
Engineer: Jones Edmunds &Associates, Inc. Owner: Clay County
730 NE Waldo Rd. Utility Authority
Gainesville, FL 32641
Date: August 15, 2023
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 $4,697.66
Task 2 Data Collection $24,418.32
$42,531.81
Task 3 Design
Task 4 Permitting $17,567.52
Task 5 Bidding $4,795.81
Task 6 Construction Administration Services $10,641.02
Total Lump Sum Price Not to Exceed Without Prior Authorization $104,652.14
The Contract time shall commence on August 16, 2023. 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
Supplemental Agreement No. 14 to Professional Engineering Services Agreement
18/19 No. 3 to provide Professional Engineering Services 3 to provide construction
document, provide permitting,bidding assistance and services during construction for a
new Clay County Utility Authority(CCUA)North Campus Driveway.
CCUA Project No.2022-140
Brian J. Icerman, P. E
Engineer: Jones Edmunds &Associates, Inc. Owner: Clay County
730 NE Waldo Rd. Utility Authority
Gainesville, FL 32641
Date: August 15, 2023
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 $4,697.66
Task 2 Data Collection $24,418.32
$42,531.81
Task 3 Design
Task 4 Permitting $17,567.52
Task 5 Bidding $4,795.81
Task 6 Construction Administration Services $10,641.02
Total Lump Sum Price Not to Exceed Without Prior Authorization $104,652.14
The Contract time shall commence on August 16, 2023. 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
July 31, 2023
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 Design, Permitting, and Construction Contract
Administration Services
Jones Edmunds Opportunity No. 95696-015-23
Dear Mr. Paterniti:
We appreciate the opportunity to work with you and the Clay County Utility Authority
(CCUA) staff on the CCUA North Campus Driveway Design and Permitting project. The
attached Scope of Services is based on the Project Scoping information provided by
CCUA. The Scope includes design, permitting, bid and advertising services, and post-design
services.
to
The lump-sum fees for the professional services performed under this Scope are
$104,652.15 (one hundred four thousand six hundred fifty two dollars and 15 cents) 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. Attached is a
breakdown of Jones Edmunds' fee estimate and schedule.
We appreciate this opportunity to serve the CCUA community. If you have any questions or
comments, please call us at (904) 708-9254.
Sincerely,
71/v\c'` /1/1A//14.-
Brian J. Icerman, PE, ENV SP Bruce Myhre, PhD, PE
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 DESIGN
SCOPE OF SERVICES
PROJECT BACKGROUND
The Clay County Utility Authority (CCUA) North Campus offices are at 3176 Old Jennings
Road, just off State Road 21. Employee parking for the office is 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 reclaimed water treatment plant. CCUA is also planning to
expand their offices including a parking lot north of the existing parking. CCUA would like to
have an additional driveway access for employees and maintenance equipment.
Under a previous agreement, Jones Edmunds developed three alternatives for a driveway
access. CCUA selected Alternative 1, which is for a driveway along the south side of the new
CCUA Maintenance building heading west with a connection at Brannan Mill Boulevard.
The purpose of this project is to design and permit the driveway and to provide bidding and
construction contract-administrative services.
Design elements for the project include the following:
■ An inverted crown driveway with 12-foot travel lanes and no curbing or sidewalk.
■ Driveway tie-ins at Brannan Mill Boulevard and the CCUA maintenance facility driveway.
■ Pavement design suitable for heavy-duty vehicles.
■ Stormwater and drainage design, including regrading/reconfiguration of the existing
Brannan Mill stormwater pond.
to • Fence and gate improvements including an electronic keypad gate control.
■ Utility (water, sewer, and reclaimed water) relocations as necessary to accommodate
the driveway design.
■ Signage and pavement marking plans.
We expect the driveway will impact a small (<0.5 acre) wetland at the southeast corner of
the Brannan Mill Plantation stormwater pond.
1 PROJECT MANAGEMENT AND MEETINGS
1.1 PROJECT MANAGEMENT
Jones Edmunds, as the prime consultant, will manage the project and our subconsultants
throughout the project from data collection through final construction. Work will include
routine coordination with the CCUA Project Manager (PM) including the following:
communication - phone calls, emails, texts, and virtual and in-person team meetings;
monthly invoicing; and project schedule/updates.
1.2 KICKOFF MEETING
Following the Notice to Proceed (NTP), Jones Edmunds will set up a project kick-off meeting
with the CCUA staff. At the meeting, we will discuss project contacts, communication, data
needs, design elements, the project schedule with major milestones, and CCUA goals and
critical success factors for the Project.
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July 2023 CCUA North Campus Driveway Design, Permitting, and CCA Proposal
CCUA NORTH CAMPUS DRIVEWAY DESIGN
SCOPE OF SERVICES
1.3 MONTHLY PROJECT REVIEW MEETINGS
Monthly project review meetings will begin after the kickoff meeting and continue during the
design and permitting phases. The meetings will be virtual (Teams or Zoom) meetings.
Jones Edmunds will conduct a parallel internal project team meeting monthly.
1.4 DELIVERABLES
Jones Edmunds will distribute electronic copies (PDF) of meeting minutes via e-mail within
10 calendar days from the date of the kickoff meeting and the monthly project review
meetings.
2 DATA COLLECTION
Jones Edmunds will collect the following data for the project area:
■ Topographic Survey - Jones Edmunds will contract with a Florida-licensed survey firm to
obtain topographic data for the project area.
■ Wetland Delineation and Environmental Data - Jones Edmunds staff will perform a site
visit to flag wetland lines. Coordinates for the wetland flags will be obtained by the
surveyor.
■ Geotechnical Data - Jones Edmunds will contract with a Florida-licensed geotechnical
firm to obtain geotechnical borings.
to • Subsurface Utility Engineering (SUE) - Jones Edmunds will subcontract with a Florida-
licensed utility engineering firm to perform utility locates within the project limits and to
perform soft/hard digs to verify vertical and horizontal locations of utilities that will
impact the project design.
3 DESIGN
3.1 30% DESIGN
Jones Edmunds will develop 30% Design Plans based on the data collection outlined in
Task 2 and the previously developed Conceptual Plan.
Design criteria for the project will follow CCUA, Clay County, and the Florida Department of
Transportation (FDOT) Manual of Uniform Minimum Standards for Design, Construction, and
Maintenance for Streets and Highways (commonly referred to as the Florida Greenbook)
requirements. We expect the Plans to include the following sheets:
■ Title Sheet
■ Legend, Index, and Abbreviations
■ General Notes
■ Key Map
■ Existing Conditions
■ Typical Section
■ Plan and Profile Sheets
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July 2023 CCUA North Campus Driveway Design, Permitting, and CCA Proposal
CCUA NORTH CAMPUS DRIVEWAY DESIGN
SCOPE OF SERVICES
Jones Edmunds will submit the 30% Design Plans to CCUA for review and approval.
Thereafter, Jones Edmunds will meet with CCUA to review the Plans and receive comments
regarding the design.
The following deliverables will be provided:
■ 30% Plans: Two hard copies, 11-inch-x-17-inch, and an electronic copy (PDF).
3.2 75% DESIGN
Jones Edmunds will prepare 75% Design Plans and a table of contents for the Technical
Specifications by incorporating mutually agreed-to comments from the 30% Design.
The CCUA-reviewed-and-approved 75% Plans will be used for permitting.
The 75% Plans will include the sheets from the 30% Design and may include the following
additional sheets:
■ Driveway Cross-Sections
■ Pond Grading and Drainage Plans
■ Utility Relocation Plans
■ Construction Details
■ Wetland Impact Plans
to ■ Pond Cross-Sections
■ Stormwater Pollution Prevention Plans
■ Signage and Pavement Marking Plans
The following deliverables will be provided:
■ 75% Plans: Two hard copies, 11-x-17-inch, and an electronic copy (PDF).
■ Technical Specifications: Two hard copies, 8.5-x-11-inch,
and an electronic copy (PDF).
■ Engineer's Opinion of Probable Construction Cost (EOPCC): Two hard copies,
8.5-x-11-inch, and an electronic copy (PDF).
3.3 100% DESIGN
Jones Edmunds will prepare Final Construction Plans and Technical Specifications by
incorporating relevant, in-scope CCUA comments from the 75% Design. The Final
Construction Plans and Specifications will be used for bidding and construction.
We expect the Plans to include the sheets from the 75% Design and to incorporate any
County and permit agency comments.
The following deliverables will be provided:
■ 100% Plans (signed-and-sealed): Two hard copies, 11-x-17-inch, and an electronic copy
(PDF).
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CCUA NORTH CAMPUS DRIVEWAY DESIGN
SCOPE OF SERVICES
• 100% Technical Specifications (signed-and-sealed): Two hard copies, 8.5-x-11-inch, and
an electronic copy (PDF).
• EOPCC: Two hard copies, 8.5-x-11-inch, and an electronic copy (PDF).
3.4 UTILITY COORDINATION
During the design-development process, Jones Edmunds will coordinate with utility
providers within the corridor. As needed, we will communicate and meet with the utility
providers to confirm that they relocate their facilities in a timely manner, although we
cannot control the timeliness of utility relocations by others. As part of this Scope of
Services, we will call out minor utility adjustments (e.g., Type A or B crossings). Major
utility adjustments (e.g., upsizing or relocating existing utilities) are not included in this
Scope of Services.
4 PERMITTING
We expect permits will be required from the St. Johns River Water Management District
(SJRWMD), the Florida Department of Environmental Protection (FDEP), and Clay County.
Based on the Conceptual Plan, a small (<0.50 acre) wetland will be impacted by the project.
We will use the CCUA-approved 75% Design Plans to prepare the permit applications. We
will submit the permit documents to CCUA for review and signature before submitting to the
to regulatory agencies. Permit fees are included in the project Fee Estimate.
For SJRWMD, we expect that a modification of the existing Environmental Resource Permit
(ERP) for Brannan Mill Plantation (Permit No. 4-019-65526-1) from SJRWMD will be
required. We will coordinate and attend a pre-application meeting with SJRWMD to confirm
permitting requirements. We will prepare a permit application to modify the existing
Brannan Mill Plantation ERP.
We will prepare and submit a Section 404 permit application to FDEP. Based on recent
projects permitted through FDEP, we expect wetland mitigation will be required. We will
prepare and submit a Uniform Mitigation Assessment Method (UMAM) analysis to determine
the required wetland mitigation credits. We will coordinate with a private wetland mitigation
bank to provide the required wetland mitigation credits. Cost for the wetland mitigation
credits is not included.
For Clay County, we will prepare and submit an application for the driveway connection to
Brannan Mill Boulevard.
We will prepare one Request for Additional Information (RAI) response for each agency.
The following deliverables will be provided:
• SJRWMD Individual ERP application.
• FDEP Section 404 Permit Application.
• Clay County Development Review Committee Application.
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July 2023 CCUA North Campus Driveway Design, Permitting, and CCA Proposal
CCUA NORTH CAMPUS DRIVEWAY DESIGN
SCOPE OF SERVICES
5 BIDDING
Jones Edmunds will perform the following Bid-Phase services:
■ Coordinate Front-End documents with the County.
■ Attend a Pre-Bid Meeting.
■ Prepare responses to bidder questions.
■ Review bids and provide a letter of recommendation.
6 CONSTRUCTION CONTRACT ADMINISTRATION (CCA)
CCA services are based on a 120-day construction schedule to final completion. Jones
Edmunds will provide the following CCA services:
■ Attend a Pre-Construction Meeting.
■ Review project submittals and shop drawings. Jones Edmunds estimates eight submittals
for this project. This Scope of Services includes an initial review and one re-submittal
review for each submittal.
■ Review and respond to up to six Requests for Information (RFIs) submitted by the
Contractor.
■ Conduct two site visits during active construction. The site visits are to observe that the
to construction is progressing in general conformance with the Construction Contract
Documents and Permit Conditions.
■ Conduct one Substantial Completion site review and provide a punch list to CCUA and
the Contractor.
■ Conduct one Final Completion site review to confirm that the Contractor has completed
the punch-list items. Any additional visits to verify that the outstanding punch-list items
are completed may be provided by Jones Edmunds if authorized by CCUA or may be
performed by CCUA at their discretion.
■ Review Contractor As-Builts/Record Drawings prepared by a Florida-licensed surveyor
and provide comments.
■ Submit permit closeout documents to SJRWMD, FDEP, and Clay County.
ASSUMPTIONS AND CLARIFICATIONS
1. Attending Construction progress meetings is excluded from this Scope of Services.
2. Attending public meetings is excluded from this Scope of Services.
3. CCUA staff familiar with the project will be available for questions throughout the
project.
4. CCUA staff will obtain any necessary easements and will coordinate with adjacent
property owners.
5. Archaeological surveying and permitting are excluded from this Scope of Services.
6. Coordinating historical preservation is excluded from this Scope of Services.
7. Hazardous materials (asbestos, metals, and polychlorinated biphenyls) investigation,
testing, analysis, and abatement design are excluded from this Scope of Services.
8. The project site is assumed to be free of soil and groundwater contamination.
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July 2023 CCUA North Campus Driveway Design, Permitting, and CCA Proposal
CCUA NORTH CAMPUS DRIVEWAY DESIGN
SCOPE OF SERVICES
9. All Plans and Specifications will be prepared using English units.
10. Landscaping and Irrigation plans are excluded from this Scope of Services.
11.Structural plans for drainage structures are not required.
12.A northbound right-turn lane on Brannan Mill Boulevard is excluded.
13.Trip generation, traffic modeling and trip distribution is excluded.
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 submittal's
due date upon receipt of the prior submittal's review comments.
Milestone Start Date End Date
Kickoff Meeting with CCUA 8/28/2023 8/28/2023
Data Collection 8/28/2023 10/27/2023
Design 10/27/2023 2/24/2024
Permitting (Estimated) 1/25/2024 3/25/2024
Bidding 4/25/2024 6/25/2024
I Construction Contract Administration 6/25/2024 10/25/2024
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 $104,652.15 The table
below summarizes the labor effort and subconsultant cost by task. Invoices will be on a
percent-complete basis. Jones Edmunds will submit invoices to CCUA monthly in
coordination with the CCUA Project Manager.
Jones Edmunds
Task Labor Effort and Subconsultants Total
ODCs
Task 1 - Project $4,697.66 $0.00 $4,697.66
Management and Meetings
Task 2 - Data Collection $4,418.32 $20,000.00 $24,418.32
Task 3 - Design $42,531.82 $0.00 $42,531.81
Task 4 - Permitting $17,567.52 $0.00 $17,567.52
Task 5 - Bidding Assistance $4,795.81 $0.00 $4,795.81
Task 6 - Construction
Contract Administration $10,641.02 $0.00 $10,641.02
Total Fee $83,245.41 $20,000.00 $104,652.
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July 2023 CCUA North Campus Driveway Design, Permitting, and CCA Proposal