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Home My WebLink About05.b.02.b Amend 1 to SA 15 Mid-Clay WWTF Alternate Entrance EXECUTIVE SUMMARY AGENDA ITEM: Proposed Amendment No. 1 to Supplemental Agreement(SA)No. 15 to the Civil and Environmental Engineering Professional Services Agreement 2018/2019 RFQ No. 3 for Jones Edmunds &Associates, Inc. (JE), to provide Additional Engineering Analysis and Design of a Second Entrance to the Mid-Clay Wastewater Treatment Facility (WWTF). CCUA Project No.: 2205-082 Finance Number: 23028RR Date: February 1,2024 BACKGROUND: CCUA staff requests approval of Amendment No. 1 to SA No. 15 with JE for $32,216.22 to provide Engineering Analysis and Design of a Second Entrance to the Mid-Clay WWTF. Currently,there is a single access road to the Mid-Clay WWTF for staff and contractor ingress and egress as well as critical materials deliveries. The access road is a joint use facility owned by the adjacent neighborhood, Glenhaven. This road has Glenhaven owned stormwater underdrain infrastructure running underneath the road that has required repair several times and creates some risk to CCUA access in the future. Additionally, the County is constructing improvements to Sandridge Rd. which include medians, one of which is being placed where it will restrict CCUA's access to this Mid-Clay entrance road. JE is currently investigating the possibility of constructing a new primary access driveway from Henley Rd.to the Mid-Clay WWTF. In discussions with County staff,new opportunities for connection to planned roads were presented. The alternatives include making use of the future Verbena Pkwy and/or the roads in the Creekview Trail neighborhoods. Staff requested the attached scope and fee amendment from JE to evaluate design and construction of a new driveway as described above and prepare a Preliminary Engineering Report on the suitability of the routes for access. Supplemental Agreement No. 15 originally included $42,318.04 for permitting, bidding, and construction administration services. CCUA will not utilize those services at this time.With those reductions in scope,the current budget is sufficient to cover the expenditures proposed here. BUDGET: Staff has budgeted$200,000 for engineering analysis and design. CCNA: CCNA, F.S. s. 287.055, does apply to the use of a consultant under continuing contract. The anticipated cost of the construction project does not exceed $4,000,000.00. Staff negotiated the Supplemental Agreement in compliance with F.S. s. 287.055. Staff and the consultant negotiated the scope and fee for the professional services at a compensation which CCUA determines is fair, competitive, and reasonable. //DD (Author) //JP(Review) //PS(Final) RECOMMENDATION: Staff respectfully requests approval of Amendment No. 1 to SA No. 15 for $32,216.22 with JE to provide Engineering Analysis and Design of a Second Entrance to the Mid-Clay WWTF. ATTACHMENTS: Amendment No. 1 to Supplemental Agreement No. 15 JE Scope and Fee Proposal //DD (Author) //JP(Review) //PS(Final) Amendment No.1 to Supplemental Agreement No. 15 to Professional Engineering Services Agreement 18/19 No. 3 with Jones Edmunds to provide Professional Engineering Analysis,Design, Permitting, and Services During Construction for construction of a Second Entrance to the Mid- Clay Wastewater Treatment Facility CCUA Project No. 2205-082 Engineer: Brian Icerman, PE Owner: Clay County Jones Edmunds and Associates, Inc. Utility Authority 730 NE Waldo Rd. Gainesville, FL 32641 Date: January 29, 2024 Item: Description of Services: Provide professional engineering services as requested and identified in the attached scope of services and fee proposal. Task 1 Preliminary Engineering &Report $32,216.22 Total Lump Sum Price Not to Exceed Without Prior Authorization $32,216.22 The Contract time shall commence on February 12, 2024, and the PER is to be delivered by April 16, 2024. 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: Stanley F. Ferriera, Jr., PE President& CEO Jones Edmunds and 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 January 9, 2024 Darrell Damrow, PE Sr. Service Availability Engineer Clay County Utility Authority 3176 Old Jennings Road Middleburg, Florida 32068 RE: Project Scope and Fee MidClay WWTF Second Driveway — Additional Alternatives Jones Edmunds Opportunity No. 95696-376-23 Dear Mr. Damrow: We appreciate the opportunity to work with you and the Clay County Utility Authority (CCUA) staff on the MidClay Wastewater Treatment Facility (WWTF) Driveway project. Under our current Supplemental Agreement, Jones Edmunds is evaluating a second driveway off Henley Road for the MidClay WWTF. The project includes a Preliminary Engineering Report (PER), design, permitting, bidding, and construction contract administration. The attached Scope of Services is to include a driveway alternative off APF Drive through the Creekview Trail subdivision and a driveway alternative off Village Park Drive, also in the Creekview Trail subdivision. The Scope of Services is based on the Project Scoping information provided by CCUA. The lump-sum fee for the professional services performed under this Scope is $32,216.22 (thirty-two thousand two hundred sixteen dollars and twenty-two 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, Brian J. Icerman, PE Bruce Myhre, PhD, PE Executive Director/Senior Vice President Senior Project Manager Attachments: Scope of Services and Project Fee Estimate 800.237.1053 JONESEDMUNDS.COM MIDCLAY WWTF DRIVEWAY ADDITIONAL DRIVEWAY ALTERNATIVES SCOPE OF SERVICES PROJECT BACKGROUND The Clay County Utility Authority (CCUA) operates and maintains the MidClay Wastewater Treatment Facility (WWTF) north of Sandridge Road and east of Henley Road. Access to the WWTF is through a driveway that is a joint-use facility with the adjacent neighborhood. Clay County is constructing improvements along Sandridge Road that will make access to the WWTF difficult. CCUA is requesting that Jones Edmunds prepare a Preliminary Engineering Report (PER) to evaluate the design and construction of a new driveway off Henley Road west of the WWTF and north of the Ashbury Plantation subdivision. CCUA requests that Jones Edmunds evaluate two driveway alternatives - one using APF Road and local roads within the Creekview Trail subdivision and one using Village Creek Drive and local roads within the Creekview Trail subdivision. The APF Road alternative is off Sandridge Road and the Village Creek Drive alternative is off Henley Road. This Scope of Services includes only the PER portion. Design and permitting are included under the existing Supplemental Agreement. Expected elements for the alternative driveway PER include the following: ■ Evaluate the existing land rights, property ownership, and easements. ■ Obtain topographic survey from the Creekview Trail subdivision. ■ Obtain and evaluate wetland impacts and mitigation from the Creekview Trail subdivision. ■ Obtain and evaluate geotechnical boring data from the Creekview Trail subdivision. ■ Evaluate a 24-foot-wide paved driveway with no curbing or sidewalk that ties into the north or east side of the MidClay WWTF. ■ Evaluate the stormwater and drainage design requirements. ■ Evaluate the fence and gate improvements. ■ Estimate the utility impacts. 1 PRELIMINARY ENGINEERING REPORT 1.1 PROJECT MANAGEMENT As the prime consultant, Jones Edmunds will manage the project and our subconsultants throughout the project from data collection through final completion of the PER. 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 MEETINGS We expect one additional monthly project review meeting. 95696-376-23 1 January 2024 MidClay Second Driveway - Additional Alternaives MIDCLAY WWTF DRIVEWAY ADDITIONAL DRIVEWAY ALTERNATIVES SCOPE OF SERVICES 1.3 DATA COLLECTION Jones Edmunds will collect the following data for the project area: ■ Topographic Survey - Jones Edmunds will coordinate with the design engineer for the Creekview Trail subdivision to obtain topographic, drainage, and utility data for the project area. ■ Wetland Delineation and Environmental Data - Jones Edmunds will coordinate with the design engineer for the Creekview Trail subdivision to obtain this data. ■ Geotechnical Data - Jones Edmunds will coordinate with the design engineer for the Creekview Trail subdivision to obtain this data. • Historical permits from the St. Johns River Water Management District (SJRWMD) and Florida Department of Environmental Protection (FDEP). ■ Clay County permitting and access requirements. • Federal Emergency Management Agency (FEMA) floodplains. • Natural Resource Conservation Service (NRCS) soils data. ■ National Wetland Inventory (NWI) data. 1.4 PRELIMINARY ENGINEERING REPORT Using the above data, Jones Edmunds will evaluate the two alternative driveways. The expected report includes: ■ Summary of the data collected. ■ Conceptual driveway plans. Plans will be prepared using aerial photography and plans obtained from the Creekview Trail subdivision engineer. ■ Engineer's Opinion of Probable Construction Cost (EOPCC) (using CCUA and FDOT historical construction costs). ■ Permitting requirements, including results of a pre-application meeting with SJRWMD. ASSUMPTIONS AND CLARIFICATIONS 1. Attending public meetings is excluded from this Scope of Services. 2. CCUA staff familiar with the project will be available for questions throughout the project. 3. CCUA staff will obtain any necessary easements and will coordinate with adjacent property owners. 4. Archaeological surveying and permitting are excluded from this Scope of Services. 5. Coordinating historical preservation is excluded from this Scope of Services. 6. Hazardous materials (asbestos, metals, and polychlorinated biphenyls) investigation, testing, analysis, and abatement design are excluded from this Scope of Services. 7. The project site is assumed to be free of soil and groundwater contamination. 8. All Plans will be prepared using English units. 9. Specifications are not included. 10. Landscaping and Irrigation plans are excluded from this Scope of Services. 95696-376-23 2 January 2024 Midday Second Driveway - Additional Alternaives MIDCLAY WWTF DRIVEWAY ADDITIONAL DRIVEWAY ALTERNATIVES SCOPE OF SERVICES 11.Structural plans for drainage structures are not required. 12.A northbound right-turn lane on Sandridge Road is not expected and is excluded from this Scope of Services. 13.Trip generation, traffic modeling, and trip distribution are excluded from this Scope of Services. 14. Permitting applications fees and wetland mitigation fees are excluded from this Scope of Services. EXPECTED SCHEDULE (IN WEEKS) The expected project schedule is shown below. Note that this will extend the current end date of the project. Milestone Start Date End Date Data Collection 1/16/2024 2/16/2024 PER 4/16/2024 COMPENSATION Jones Edmunds proposes to provide the services detailed above on a lump-sum basis. 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 $28,690.02. 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 - Data Collection/PER $32,216.22 $0.00 $32,216.22 Total Fee $32,216.22 $0.00 $32,216.22 95696-376-23 3 January 2024 Midday Second Driveway - Additional Alternaives Project Name: MidClay WWfF Second Driveway-Additional Driveway Alternatives Prepared On: 01/09/24 Clay Coun Prepared By: B.Myhre ent: JonesEdmund ) OpportunityNum'ber: 95696-376-2;tility Authority Reviewed On: 1/9/2024 Reviewed By: M.O'Brien Staffing Plan Project Officer Senior Project Senior Project Project Engineer Construction Sr.Admin Manager Engineer Engineer Scientist Intern Admin. Assistant Contract Billing Rate $290.43 I $211.57 I $237.19 I $173.03 $134.24 I $113.35 $139.04 I $96.00 Labor Direct Labor 1 Expenses Subconsultant Task No. Task Name Hours Hours Costs Costs Costs Total Fee 1 Preliminary Engineering Report 'Project Management 2 2 2 6 $ 1,196.00 $ - $ - $ 1,196.00 Monthly Project Review Meetings(Assume 1 Additional Meeting) 2 2 4 $ 897.52 $ - $ - $ 897.52 Wetland/T&E Species 2 8 10 $ 1,497.06 $ - $ - $ 1,497.06 Topographic Survey 2 8 8 2 20 $ 3,931.60 $ 150.00 $ - $ 4,081.60 Geotech 2 4 4 2 12 $ 2,290.72 $ - $ - $ 2,290.72 Property Data/Permit Review 1 4 5 $ 690.59 $ - $ - $ 690.59 Soils/FEMA data 1 2 3 $ 463.89 $ - $ - $ 463.89 Conceptual Plan 4 12 60 76 $ 10,493.56 $ - $ - $ 10,493.56 Engineer's Opinion of Probable Construction Cost 2 4 8 14 $ 2,278.70 $ - $ - $ 2,278.70 Preliminary Engineering Report 2 4 16 24 4 50 $ 8,326.58 $ - $ - $ 8,326.58 Subtotal 4 20 48 12 8 102 0 6 200 $ 32,066.22 $ 150.00 $ - $ 32,216.22 IProiect Total Fee(Tasks 1-5) 4 20 48 12 8 102 0 6 200 $ 32,066.22 $ 150.00 $ - $ 32,216.22 MidClay WWTF AdditonalDrivewayAlternatives_FeeEstimate.xlsx