HomeMy WebLinkAboutPacket 06-05-2007 Regular #4 Meeting Type: REG
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Meeting Date: 06-05-07
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AGENDA
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Heading Consideration
Item 4
No.
AGENDA REPORT
CITY COUNCIL OF THE CITY OF CAPE CANAVERAL
SUBJECT: CONSIDERATION: PROPOSAL FOR SANITARY SEWER FORCE MAIN
CONSTRUCTION SUPPORT IN THE AMOUNT OF $21,614.
DEPT./DIVISION: PUBLIC WORKS/WASTE WATER
Requested Action:
City Council considers the proposal for Sanitary Sewer Force Main Construction Support by Brown &
Caldwell in the amount of$21,614 as recommended by the Acting Public Works Director.
Summary Explanation & Background:
The construction support services include: project management, shop drawings, meetings and site visits, review
of change orders, and as built drawings for the Lift Station#1 Sanitary Sewer Main Replacement Project.
I support the recommendation.
Exhibits Attached:
1. Memo from Acting Public Works Director
2. Proposal by Brown&Caldwell
460 City Mana• s Mow- Department
MEMORANDUM
TO: Bennett C. Boucher
City Manager
FROM: Walter Bandish
Acting Public Works Director
DATE: May 23,2007
SUBJECT: City Council Agenda Item for June 5, 2007
Sanitary Sewer Force Main Construction Support
Brown and Caldwell Engineering Services
The Public Works Department budgeted funds for the replacement on#1 force main.This
project has been scheduled and budgeted For FY 2004- 2005. This part has been completed.
Attached is the proposal from Brown and Caldwell Engineering. In the summary, this
engineering service includes the following items:
1. Project Management
2. Shop drawing
3. Construction Meeting and Site visits
4. Negotiate Change Orders
5. As-Built Drawing(fromGC mark—up)
The total project cost in the amount of engineering services is $21,614. Recommend
tasks are: 1.0, 2.0 thru 2.4, 3.0, 4.0 thru 4.5b, 5.0, 5.1, 6.0, 9.0. Brown and Caldwell will
be present to answer any questions.
Recommend the approval of Lift Station #1 Force Main
Construction Management by Brown and Caldwell as outlined by the
proposal Task Outlined in Attachment A .In the amount of $21, 614
and the appropriation of necessary funds.
Attachment
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Page 1 of 1
Walter Bandish
From: Davies, Steve [SDavies@Brwncald.com]
Sent: Wednesday, May 23, 2007 4:32 PM
To: Walter Bandish
Subject: Hourly Rates Used in the Fee Estimate
Walter
Here are the hourly rates used in the Fee Estimate.
Monitoring Manager June Smith $143.00
Project Manager Steve Davies $157.63
Project Engineer Deb Cole $ 94.25
CADD Designer Bob Forsythe $110.50
Cler/Sec Michelle, Jeanie, Leigh $ 91.00 (This is an average of the Project Asst. Admin Dir
and Project Acct.)
If you need anything else just let me know.
Steve
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5/74/70(17
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Tasks in italics are not included in the Fee Estimate.
Changes/additions in Scope have been flagged as such.
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Task 1 Project Management (Added)
This Task includes maintaining project files and preparing monthly progress
reports to the City. Project billing and administration is also included in this Task.
Proper management maintains project focus and communication.
Task 2 Shop Drawings
This Task includes the logging, review and return overnight mailing of up to 4
Shop Drawing submittals. Thoughtful review and quick turnaround of these submittals
will minimize construction delays.
The review will be concurrent with the City's review, with the City providing
comments to BC prior to returning the submittals to the Contractor.
Task 3 Response to RFI's
Task 3 includes the response to up to 4 Requests for Information from the
Contractor. Quick turnaround on these requests will minimize construction delays.
BC will incorporate any City comments prior to returning the response to the
Contractor.
Task 4 Construction Meetings and Site Visits (Original Included 8)
Task 4.1 Construction Kick-off Meeting (Meeting 1)
The Kick-off Meeting establishes lines of communication, acquaints the Project
participants and promotes project understanding. Overall Project considerations such as
traffic control,jobsite safety, project documentation, and proper project notifications will
be discussed.
The Kick-off Meeting will take place as soon as possible after the Contract is
signed. The meeting will be held at the WWTP.
Task 4.2 Horizontal Drill Planning Meeting (Meeting 2)
Prior to beginning the horizontal directional drilling, a meeting will be held to
coordinate the efforts of all parties. Material staging, drilling machine location, drill head
control methodology, drilling mud handling, and jobsite safety will be discussed.
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Task 4.3 River Crossing Site Visit (Meeting 3)
During the progress of the drilling BC will visit the site to monitor construction
activities.
Task 4.4 A 1 A Crossing Site Visit (Meeting 4)
During the progress of the drilling BC will visit the site to monitor construction
activities.
Task 4.5a Four Monthly Construction Meetings (Meetings 5 through 8)
BC will attend four formal monthly project meetings held at the WWTP site or
the Contractors construction trailer. The meetings will establish project completion-to-
date, schedule future work, and provide a means for formal communication for the
project.
Task 4.5b Three Monthly Construction Meetings (Added Meetings 9 through 11)
BC will attend three formal monthly project meetings held at the WWTP site or
the Contractors construction trailer. The meetings will establish project completion-to-
date, schedule future work, and provide a means for formal communication for the
project.
Task 4.6 Weekly Observation Trips
BC will visit the site on a weekly basis to monitor progress. The visits will, as
much as is possible, coincide with the more complicated or difficult construction
activities.
The weekly visits will be during the weeks following the meetings in task 4.5a and
b.
Task 5 Negotiate Change Orders (Only C.O. #1 included)
These meetings will be for the purpose of identifying areas where a reduction is
possible and quantifying the savings to the City.
It is expected that there will be a reduction in scope(C.O. #1). Due to the ever
present possibility of field changes, a second meeting is budgeted. BC will endeavor to
find ways to offset possible changes with by negotiations.
Task 6 As-Built Drawings (Includes Project Certification)
BC will prepare As-Built Drawings from the field records maintained by the
Contractor. Three hard copies and one electronic copy will be provided to the City.
Task 7 Miscellaneous Services During Construction
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During construction projects unexpected circumstances will occur such as
differing site conditions, existing utility conflicts and unusual weather conditions. This
Task is a contingent account that provides a means to respond to these occurrences.
Work under this task will be done only when prior approval is received from the City.
As an example, an all day field visit to the project site would be billed at
approximately$750.00.
Task 8 Project Closeout
At completion there is a gathering of project information, closeout of financial
records and filing the of project documentation. These records remain available to the
City for future reference.
Task 9 Submit Certificate of Completion (Included with As-Built Drawings)
BC will file a"Certification of Project Completion" with the Florida Department
of Environmental Protection. This certificate assures the State that the project is
constructed in substantial compliance with the plans and specifications as well as all
applicable State regulations.
Page 1 of 2
Walter Bandish
From: Smith, June [JSmith@Brwncald.com]
Sent: Wednesday, May 23, 2007 1:26 PM
To: Walter Bandish
Subject: RE: Fee Estimate for Construction Services on LS#1 Force Main
Walter—Here is a summary of why BC's proposal for construction services related to the replacement of the Lift
Station No. 1 Forcemain has increased since the former proposal that was submitted to Ed:
1. The rates used in the original proposal are almost 3 years old, and have been updated.
2. The old proposal included only 5 meetings. The new proposal includes 11 meeting. The meetings
included in the revised proposal are: (1) one preconstruction meeting with Contractor and City to review
Contractor's schedule and critical milestones, lines of communication; pay request procedure; and related
topics; (2) one meeting with the Contractor to review plans for the directional drilling to identify critical path
actions for a successful outcome; (3) one progress meeting each month for the duration of the project (7
meetings allocated here—project is expected to take 8 months to construct); (4) one site visit for each of
the directional drills (2 site visits allocated here).
3. The new proposal also includes hours for one change order which is expected to help reduce the cost for
construction (deduct) if it can be negotiated as discussed.
4. The new proposal also includes additional project management and clerical/secretarial hours to allow for
project budget tracking, accounting, invoicing and long-term filing of project related materials for
construction duration of 8 months.
Unfortunately, we have reviewed the revised fee estimate again and were unable to reduce the cost without
removing scope items or meetings. I have attached a larger version of the fee estimate table for your use.
Please note that the hours shown in bold are items that were in the original scope negotiated between BC (Ted)
and the City(Ed). The items that have been added (described above) are not in bold. The fee for the revised
proposal remains at$21,614. As discussed, we could put all meeting/site visit hours in a separate task that could
be billed on a time-and-materials basis. If the total number of meetings is reduced (for example, the project is
completed in 4 months instead of 8), then the unused meetings would not be billed for. On the other hand, if
something unexpected comes up during construction and you want BC to work on it, we could use hours from the
meeting task (if they were still available) if authorized by the City.
Best Regards,
June Smith, P.E.
Brown and Caldwell
850 Trafalgar Court, Suite 300
Maitland, FL 32751
Voice: 407.661.9593 FAX: 407.661.9599 Cell: 407.252.5580
Email: Jsmith@Brwncald.com
From: Davies, Steve
Sent: Monday, May 21, 2007 3:18 PM
To: 'Walter Bandish'
Cc: Cole, Deborah; Smith, June
Subject: Fee Estimate for Constructuion Services on LS#1 Force Main
5/23/2007
•
Page 2 of 2
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Walter
, Attached is the DRAFT Proposal for Construction Services and a description of the Tasks. Only the Tasks with
hours included are being proposed. The other Tasks are services we could provide if you wish.
Steven J. Davies CGC
Tel 407-661-9519
Fax 407-661-9599
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