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HomeMy WebLinkAbout2019 - Parking Lot - Award Applied Technology ManagmentMa SEBAST HOME OF PELICAN ISLAND CITY COUNCIL AGENDA TRANSMITTAL FORM Council Meeting Date: January 9, 2019 Agenda Item Title: Working Waterfront Park Improvements — Change Order 001 for Construction Phase Services Recommendation: Staff recommends approval of Change Order 001 for additional construction phase services. Background: The City submitted a grant application to the Florida Inland Navigation District Waterways Assistance Program 2018-2019 in March 2018. The requested assistance applied to the Working Waterfront Park: Phase 3 projects consisting of Shoreline Protection and Parking Improvement. On September 2018 the City received word that the FIND Board approved the recommended funding and in October 2018 a contract was executed with the FIND Board to receive this funding. The City has until September of 2020 to complete the construction of these improvements and request the reimbursable funds. Applied Technology & Management (ATM) was awarded a contract to provide preliminary design, permitting, construction drawings, bidding services, and construction management in March 2018 in the amount of $19,500. These services were for the shoreline protection improvements only. The City now wishes to expand these services to include construction management for the Parking Lot improvements which will be constructed in conjunction with the shoreline protection improvements. The City will save time and costs by utilizing one engineering firm for both projects which will be under construction consecutively. If Agenda Item Requires Expenditure of Funds: Total Cost: $3,000.00 Amount Budgeted in Current FY: $500,000.00 If Cost Requires Appropriation: Amount of Appropriation Required: 11 Fund to Be Utilized for Appropriation: �� 7 Administrative Services Department Review: Attachments: 1. Change Order, Construction Phase Services, ATM City M�Aut rizatio}r Date: / 131f 9 Change Order Applied Technology & Management, Inc. ATM Change Order Number: 001 Project. Waterfront Park Shoreline Improvements Effective Date: January 2, 2019 Services: Construction Phase Services Fee Estimate Change NTE: $3,000 This Change Order is appended to the Professional Services Agreement (Agreement) dated 14th day of March, 2018, by and between The City of Sebastian (hereinafter called "The City"), and Applied Technology & Management, Inc. (hereinafter called "Engineering Consultant"). This Change Order involves modification of the original Agreement and compensation from that described in the original scope of work of the Agreement to include the Pervious Paved Parking, as follows: TASK 4 ADD ON — BID DOCUMENTS AND SUPPORT SERVICES — PERVIOUS PAVED PARKING Upon completion of the Pervious Paved Parking Technical Package by others, ATM will assist the City with development of a single Bid Package for the Shoreline Improvements and Pervious Paved Parking to be distributed electronically to pre -qualified contractors. In an effort to facilitate solicitation and evaluation of competitive, qualified bids for the construction, ATM will provide the City with the following bid support services: • Attend one (1) on-site pre-bid conference with the City. Issue addenda as appropriate to clarify, correct, or change the Bid Documents. 1 Addendum is assumed for costing. • Assist the City with their contractor selection. Support City's contract review. It is assumed that the City will employ their own attorney to review the draft and final contract. It is assumed that the City will provide the following: • Material quantity and cost estimates for pervious paved parking design by others. • Overall bid package documentation. o Instructions to Bidders o Form of Bonds o Form of Contract o Supplementary Conditions o Form of Application and Certificate for Payment o Compile related appendices—geotechnical reports, permits, etc. • Advertisement for and solicitation of competitive bids for the work. • Schedule on-site pre-bid conference. • Review and tabulation of bids, bonds, and certificates of insurance. This task is shown as an initial allowance due to uncertainty in number of bidders, number of bid packages, bid phasing (if any), etc. The allowance is based on 1 bid package for both projects (Shoreline Improvements and Pervious Paved Parking). It is assumed that the City will be responsible for distribution of the bid package and payment for copying/printing and postage fees. TASK 5 ADD ON — CONSTRUCTION PHASE SERVICES — PERVIOUS PAVED PARKING Following award of the project to a qualified Contractor, ATM will provide limited Construction Phase services to provide the City with technical support and observations of work in progress for both the Shoreline Improvements and Pervious Paved Parking. Under this Task, ATM will provide technical support on a limited basis for both of the construction elements. To this end ATM will: • Provide technical review of Contractor's submittals (design submittals for applicable elements, shop drawings, materials, and installation submittals for all related construction items). • Provide technical RFI responses, as required. • Maintain ongoing coordination with the City's project manager and the Contractor to resolve design/construction issues and facilitate completion of the works. • Conduct technical construction phase site visits to support the City's on-site project manager as requested. ATM visits would occur twice per month depending on stage of construction. Site visits are based on 1/2 day of total time each, including travel. Summary memos will be provided to the project manager following each visit. • Review and certify Contractors once monthly applications for payment via coordination with the City (2 hrs/month plus support staff) • Conduct one site visit at substantial completion to provide a punch list to the City. • Assist the City with review of as -built drawings and close-out submittals as provided by the Contractor to the City at the completion of construction. Note that the above scope and associated fees for construction phase services are subject to variation based on how many contractors are retained for the work, duration of the construction, phasing of construction, extent of changes/deviations, etc. and may have to be adjusted at a future date. With the exception of the additional scope and fee described above, all terms and conditions of the original Agreement remain in effect. IN WITNESS WHEREOF, the parties hereto have caused this Change Order to the Agreement to be executed on their behalf by their respective representatives, each such representative having been first duly authorized so to act, as of the date and year first herein above written. of Sebastian Client 0 Paul E. Carlisle, City Manager (Type Name and Title) Date: 2 APPLIED TECHNOLOGY & MANAGEMENT, INC. -39 Title: Date: