WORK ORDER-CONTINUING SERVICESagendas.palmcoastgov.com/attachments/2e34208d-7acc... · shall present an alternative for these areas for review and approval of the City. o Design a

WORK ORDER-CONTINUING SERVICES #___ (over $25,000) Encumbrance PO Number: ______________

City of Palm Coast (Buyer) Resolution #:____________Vendor Name: Wade Trim, Inc. Date: 4/16/09

Address: 5 Utility Drive, Suite 4

City, State & Zip: Palm Coast, Florida 32137

Project: Belle Terre Multi-Use Path Phase One – Design, Bidding and Construction Services

Council Approval Date:

Budgeted/Existing: _____ New: ______ Continuing Service:__X_ (RFQ-ENG-08-02)

Mail Invoices in duplicate to: City of Palm Coast Community Development/Atten: Carl Cote, Project Mgr., 386-986-3748 160 Cypress Point Parkway, Suite B-106 Palm Coast, Florida 32164

Total Cost: $119,999.77

ATTACHMENTS TO THIS WORK ORDER: METHOD OF COMPENSATION:

(X) Description of Services ( ) Fixed Fee Basis

( ) Drawings/Plans/Specifications (X) Not To Exceed

( ) Special Conditions ( ) Unit Price

( ) Rate Schedule

TIME FOR COMPLETION: The obligation of the Vendor to provide services to the City shall commence upon execution of this

Work Order (WO) by the parties and services shall be completed by July 31, 2009. Failure to meet the completion date may be

grounds for termination of this WO and the underlying contract for default. Time is of the essence.

WITNESS WHEREOF, the parties hereto have made and executed this Work Order on this _____ day of ________, 20___, for the

purposes stated herein. (THIS SECTION TO BE COMPLETED BY THE CITY)

ATTEST: WADE TRIM, INC.

_________________________________ ____________________________________ , Attesting Officer Officer with Corporate Signatory Authority Date:_____________________________ WITNESSES: _________________________________ _________________________________ PCMD Approval: ____________________ CITY OF PALM COAST Department Head approved RAP on ________. ____________________________________ Authorized Signatory Scope of Services and Contract approved by the

Page 1 of 3 Form approved as to legality and form by the City Attorney on 11/2/07.

City Attorney prior to execution of the Contract.

WORK ORDERS TERMS AND CONDITIONS

• Execution of this Work Order (WO) by the City shall serve as authorization for the Vendor to provide for the stated services as set out in this WO. It is expressly understood by the Vendor that this WO, until executed by the City, does not authorize the Vendor to perform any services for the City.

• This WO shall take effect on the date of its execution by the City and expires upon final completion,

inspection and payment unless terminated earlier in accordance with the termination provisions herein. The Vendor shall sign this WO first and the City second. This WO will be forwarded to the Vendor upon execution by the City.

• The Vendor shall provide services pursuant to this WO, its attachments, and the underlying Agreement (as

amended, if applicable) which is incorporated herein by reference as if it had been set out in its entirety. In the event that the terms and conditions of this WO are inconsistent with the terms and conditions of an underlying contract which is implemented, in whole or part, by this WO; then the terms and conditions of the underlying contract shall apply.

• Compensation is based on the method indicated on the first page of this WO. • Payments to the Vendor shall be made by the City in strict accordance with the payment terms and

conditions listed below or in the underlying contract. • By accepting this WO, the Vendor accepts all the terms and conditions included herein.

• The City reserves the right, without liability of any type, to cancel this WO as to any services not yet

performed or tendered, and to purchase substitute services and to charge the Vendor for any loss incurred.

• The City may cancel this WO, any outstanding services hereunder, or reschedule in whole or in part, for cause or no cause, upon written notice to the Vendor sent at least fourteen (14) days prior to the completion date specified. The City may cancel this WO in whole or in part at any time for default by written notice to the Vendor.

• The City shall have no liability to the Vendor beyond payment of any balance owing for services completed

hereunder and accepted by the City prior to the Vendor’s receipt of the notice of termination.

• Prices stated on this WO are firm, all inclusive and consistent with applicable negotiations, bid(s) and/or quotations. The City is exempt from the Florida sales and use taxes and will furnish the Vendor with proof of tax exemption upon written request.

• The City reserves the right to conduct any inspection or investigation to verify compliance of the services

with the requirements of this purchase and to reject any delivery not in compliance and, if the deficiency is not visible at the time of acceptance, to take and require appropriate corrective action.

• The Vendor agrees to comply with all Federal, State of Florida, Flagler County and City laws, ordinances,

regulations, authority and codes and authority having jurisdiction over the purchase. This WO shall be governed by and interpreted in accordance with the laws of the State of Florida. In any action or proceeding required to enforce or interpret the terms of this Agreement, venue shall be of the Seventh Judicial Circuit in and for Flagler County, Florida.

• The Vendor shall indemnify and hold harmless the City, and its officers and employees, from liabilities,

damages, losses, and costs, including, but not limited to, reasonable attorney’s fees, to the extent caused by the negligence, recklessness, or intentionally wrongful conduct of the Vendor and other persons employed by the Vendor in the performance of the contract.

• The Vendor shall not assign this WO, any rights under this WO or any monies due or to become due

hereunder, nor delegate or subcontract any obligations or work hereunder without the prior written consent of the City.


• The Vendor shall perform the obligations of this WO as an independent contractor and under no circumstances shall it be considered as agent or employee of the City.

• The Vendor ensures that its personnel shall comply with reasonable conduct guidelines and City policies and procedures. A person or affiliate who has been placed on the convicted vendor list may not submit a bid or transact business with the City in excess of Category Two for a period of thirty-six (36) months from the date of being placed on the convicted vendor list. In compliance with 8 U.S.C. Section 1324a(e) [Section 274A(e) of the Immigration and Nationality Act (INA)], the City will not intentionally make an award or upon discovery of a violation will unilaterally cancel this WO with any vendor who knowingly employs unauthorized alien workers.

• If this WO involves the Vendor’s performance on the City’s premises or at any place where the City conducts

operations, the Vendor shall request information from the Purchasing Manager regarding insurance coverage requirements. Noncompliance with this item shall place the Vendor in default and subject to disbarment from the City’s Vendor List.

• The failure of the City to enforce any provision of this WO, exercise any right or privilege granted to the City

hereunder shall not constitute or be construed as a waiver of any such provision or right and the same shall continue in force.

In the event that the terms and conditions of this Work Order are inconsistent with the terms and conditions of an underlying contract which is implemented, in whole or part, by this Work Order; then the terms and conditions of the underlying contract shall apply.


\\dbdata\proposals\shareddocs\marketing\belle terre multi use trail rfp\the city of palm coast florida r2.docx1

THE CITY OF PALM COAST FLORIDA BELLE TERRE MULTI – USE PATH

PHASE ONE DESIGN, BIDDING AND CONSTRUCTION SERVICES

SECTION 1. BACKGROUND Currently Belle Terre Parkway has some sections of multi-use path along the eastern side of the roadway. The recently updated Pedestrian/Bicycle Master Plan included the extension of a dead-end sidewalk just north of St. Elizabeth Seton Church to the South until Pine Grove Drive to provide pedestrian access to two public schools from the eastside of Belle Terre

Parkway. The City of Palm Coast in its continuing efforts to provide multi-model connectivity in the community requires the services of a professional design firm to evaluate and develop construction plans for the Belle Terre Parkway Multi-use path and includes providing survey, geotechnical, bidding and construction administration services. This 2.5 mile path from Pine Grove Drive on the south to the existing dead end sidewalk north of Pine Lakes Parkway will incorporate a 10’ wide concrete pathway and a 1000’ boardwalk/bridge section near Buddy Taylor School, paralleling the roadway and a 900’ section along Parkview Drive to the east from Belle Terre Parkway. A scope meeting was held on Monday, April 6, 2009 at the City offices. The following describes the agreements, additions and deletions to the original RFP arrived at as a result of those discussions. SECTION 2. PROJECT OBJECTIVES

The general objective is for the Consultant to prepare a set of plans to be used by a Contractor to construct the project, and by the City to ensure that the project is constructed as designed and for consultant administrative services. The project shall be set-up based on the various segments described below so that each segment can be bid separately and/or segments can be line items in single or multiple bids. The Consultant Shall develop a single set of plans containing all segments. Services provided by the Consultant shall comply with City documents, manuals, procedures, and memorandums in effect as of the date of execution of the Agreement unless otherwise directed in writing by the City. Such City manuals, procedures, and memorandums are found at the City’s website. The Consultant shall exercise their independent professional judgment in performing their obligations and responsibilities under this Agreement.

The Consultant shall include the following Alternates to be included in the bid package.

• Deduct Alternate for the multi-use path section from Pine Lakes Parkway to the existing dead-end multi-use path to the north.

• Alternate to provide a piped swale in lieu of a boardwalk for section in front of Buddy Taylor Middle School. The Contractor shall indicate whether this will be an Add or Deduct Alternate.

SECTION 3. SCOPE OF WORK General Design Objectives

• Multi-Use Path: o Design an ADA compliant concrete multi-use path system design complying with The FDOT Florida

Pedestrian Planning & Design Handbook; The Florida Green Book based on the following criteria:

(a) Thickness to be 4-inches and Width to be 10 feet. (b) Maximum vertical slope to be 5 percent with a maximum cross slope of 2 percent. (c) Provide a minimum 2 foot clear area on each side of multi-use path with a slope less then 1:2. (d) Provide an 18 foot minimum clearance from edge of travel lane to edge of multi-use path except as directed

otherwise or as defined below.

(e) Do not provide any abrupt changes in direction; all changes to be a smooth transition.


*The proposed multi-use path will have areas where the above condition(s) cannot be met. The consultant shall present an alternative for these areas for review and approval of the City.

o Design a wood timber pile pedestrian boardwalk; design to be consistent with attached Boardwalk detail (Exhibit ‘D’). Boardwalk is required to cross canal south of Buddy Taylor Middle School and it is anticipated that there is potential to place the multi-use path over existing culvert pipes that extend to the east of the guard rail.

(a) 10 foot clear width (actual clear width between innermost elements) o The design intent is to install the path so that the center of path is at existing grade therefore creating an

equal cut and fill design. The maximum slope from edge of road to path shall comply with FDOT Florida Green Book standards and shall be no steeper than 1:4. Design shall include all grading changes, culvert/drainage pipes, boardwalk, and any other items and/or calculations as required to accommodate the new multi-use path system and to maintain the current drainage patterns with no impacts to the storage capacity of the existing drainage ditches. The elevation of multi-use path shall be higher than the high water line of the adjacent ditch.

o Include specifications, details and criteria for striping pedestrian crossings at all roadways. o Provide a complete design for incorporating a signalized pedestrian crossing at the following existing signals:

(a) New multi-use path crossing across White View Parkway. (b) New multi-use path crossing across the School Entrance Roadway to Buddy Taylor Middle School. (c) New multi-use path crossing across Parkview Drive. (d) New pedestrian crossing across Belle Terre Parkway from south side of Pine Lakes Parkway to new

multi-use path on east side of Belle Terre Parkway.

• Landscaping: No landscaping is to be provided other than the replacement of grass areas that are impacted by the construction of the new multi-use path.

Project Segment Descriptions: Segment One: Pine Grove Drive to White View Parkway ( Path to be located 12’ off edge of travel and 2’ off of turn lane edge of travel. Includes Pine Grove Intersection plan) Segment Two: White View Parkway to Pritchard Drive (Includes intersection and signal plan at White View Parkway) Segment Three: Pritchard Drive to Parkview Drive (south connection to Belle Terre Parkway)( Includes Signal plan at School Entrance Roadway and intersection and Signal Plan at Parkview Drive, Boardwalk Section, Path design on school property from Boardwalk to Belle Terre Parkway then to Belle Terre Park Entrance Road adjacent to Parkview Drive ROW) Segment Four: Parkview Drive (south connection to Belle Terre Parkway) to Parkview Drive (north connection to Belle Terre Parkway). East edge of Path to be located 2’west of existing telephone poles. Segment Five: Parkview Drive (north connection to Belle Terre Parkway) to Pine Lakes Parkway ( Includes Parkview Drive Intersection and Pine Lakes Parkway intersection and Signal Plan with connection to west side of Belle Terre Parkway) Segment 6: Pine Lakes Parkway to the Existing Dead-End sidewalk at south Property line of Amaral Plaza. Path to be located on Church Property. WadeTrim agrees to perform the following tasks: PROJECT SPECIFIC TASKS:

The tasks as described below include the specific Design Services and deliverables to be provided by WadeTrim to the City and supersede the global requirements of the general objectives above where discrepancies occur. TASK 1: Pre-Design

A PRE- DESIGN SERVICES The Consultant shall compile existing condition topographic survey information within the project limits in order to prepare the design of the multi-use path. The Consultant shall prepare and submit the specified number of signed and sealed original surveys and digital files to the City.


Pre-Design Design services for this specific project include:

1. Pre-Design Kick-Off Meeting A meeting attended by the Consultant, the City Project Coordinator, and relevant City staff shall be held at the start of the project. At this meeting all important project requirements shall be discussed, including: • Requirements of the Contract • Project Intent and Goals

• Project Scope • City Standards and User Needs

• Budget • Site Data

• Schedule

2. Existing Condition Drawings The Consultant shall prepare existing condition topographic survey information within the project limits which shall include topographic survey information provided by the City and any additional topographic information required to prepare the design of the multi-use path on drawings representing the existing conditions. In areas where the multi-use path design leaves the road right of way and extends onto private property, a survey sketch and legal descriptions will be created to depict the area of impact for future property easement or purchases. These drawings shall be labeled, titled, dimensioned and shall comprehensively relate the context for design and program assumptions. The existing drawings shall include but not be limited to the following:

• Topographic Survey o Provide topographic survey information, extending from the edge of pavement to the Right-of Way line of

Belle Terre Parkway. The survey shall include but not be limited to the following: � All necessary swales, depressions and site features that may be part of the site including but not limited

to: o Fence lines, sign posts, and other private improvements. o Edge of pavements, top of curb, face of curb, lip of gutter, front and back of multi-use path,

driveways, and other improvements on the site. Identify changes in pavement surfaces. o Location of light poles, existing landscaping, structures, equipment items and any other site features. o Location, elevations and construction material of all seawalls, bulkheads, and retaining walls. o City of Palm Coast Index Trees will only be located in areas where the multi-use path will be outside

of the right of way of Belle Terre Parkway or where the multi-use path may deviate from standard design parameters. Stormwater facilities and flood control structures such as drainage inlets, sanitary sewer manholes, culverts, bridges, drop structures, catch basins, inlets, manholes, utility conflict boxes, water meter boxes, water valves, and utility power poles. Rim elevation and bottom elevations for all storm water and wastewater structures, and invert elevations of all pipe connections to the structure. Include pipe invert elevations where connected to manholes, inlets or headwalls

� Provide detailed elevation markings for swales and ditches within the survey limits. � Location and sizes all visible and underground utilities both horizontally and vertically within the site and

adjacent right of way(s) identified above. Contact Sunshine Utilities to mark on the ground existing underground utilities not visible.

� Work will be completed on NAVD 1988 Datum with existing contours drawn to a 1-foot interval. � Work to be depicted at a maximum scale of 1 inch equals 30 feet.

o The frequency or density of topographic survey information will be provided, at a minimum, in the following manner: � With cross section information being provided in 50 foot intervals along Belle Terre Parkway in the

following locations: between Pine Grove Drive and 100 feet North of Whiteview Parkway, between 600 feet North of Pritchard Road to 100 feet North of Parkview Drive South, between 1,200 feet South of Parkview Drive North and 100 feet North of Parkview Drive North, and between 100 feet South of Pine Lakes Parkway North and the North end of the multi-use path project limit.

� With cross section information being provided in 100 foot intervals between 100 feet North of Whiteview Parkway and 100 feet South of Pritchard Road, between 100 feet North of Pritchard Road and 600 feet North of Pritchard Road, and between 100 feet North of Parkview Drive South and 1,200 feet South of Parkview Drive North.


� With a 50 foot by 50 foot grid, or smaller as necessary, to depict adequate detail at the following road intersections with Belle Terre Parkway: Whiteview Parkway (East side), Buddy Taylor Middle School Entrance (East side), Parkview Drive South (East side) and Pine Lakes Parkway North.

� With a 50 foot by 50 foot grid, or smaller as necessary, upon the following private property which may be impacted during the multi-use path design: St. Elizabeth Seton Church property, Buddy Taylor Middle School (Flagler County School Board) property and Wadsworth Elementary School (Flagler County School Board) property.

• Survey Sketches and Legal Descriptions o Provide survey sketches and legal descriptions in areas where the multi-use path leaves the road right of way

and extends into private property. The sketches and legal descriptions shall be limited to the following parcels: St. Elizabeth Seton Church property, Buddy Taylor Middle School (Flagler County School Board) property and Wadsworth Elementary School (Flagler County School Board) property.

o The survey sketch and legal description easement documents will be prepared and delivered during the design phase of the contract after the impact of the deign limits upon the private property has been determined.

• WadeTrim will begin Preliminary Layout of the Path during development of the Survey.

TASK 2: Preliminary Design (Preliminary Path Layout) The project is to be built at grade to greatest extent possible balancing cut and fill by placing the profile grade at the path centerline. WadeTrim will evaluate the path route proposed by the City and develop a Schematic plan at a scale of 1”= 60’ showing the proposed alignment of the path. The plan will identify the path typical section and limits for each of the individual component segments of the path requested by the City and the areas along the route where detailed plan sheets will be developed. WadeTrim will develop a conceptual typical intersection treatment plan depicting the standard path crossing treatment to be used for roadway crossings at signalized and non-signalized side street intersections with Belle Terre Parkway. WadeTrim will employ Universal Engineering Sciences to provide Geotechnical evaluations of the area where the boardwalk is to be located and provide a report of findings and bearing capacity. The Geotechnical evaluations will include: 4 borings at 10’ deep (~250’ on center). Depending on the results of these borings it may be necessary to drill deeper or at additional locations. It is anticipated that any additional borings would be approved while crews are in the field and that compensation for the additional work would be as additional services or through other means. WadeTrim will meet with the City (Design Kick-Off ) and present the plan for discussion, review. Barring any significant issues or concerns from the City and in order to maintain project scheduling preliminary approval will be issued at the meeting. Upon preliminary approval by the City WadeTrim will proceed with Design development and will incorporate any additional comments received from further review by the City. TASK 3: Design Development WadeTrim will develop preliminary cross sectional drawings of the path depicting the location and grade of the path (centerline at existing grade as requested by the City) at specific locations along the route at approximately 400’ intervals and at specific critical points where general design criteria cannot be met as determined by our evaluations. WadeTrim will develop an alternative approach to path design at these locations. We will develop preliminary plan sheets depicting path layout in those areas identified during preliminary design. Drawings will be preliminary in nature and will not include detailed dimensions and labeling at this time. The City desires the path to be above the above the high water of adjacent swale and will provide high water elevations or alternative controls to WadeTrim. We will not be responsible for any analysis or calculations associated with determination of high water elevations or controls along the route. We will assist the City in establishing a


reasonable control parameter. Should proposed trail elevation not meet the criteria established by the City we will present an alternative approach to path design at these locations to the City. WadeTrim will meet with the City and present the plan, cross sections, alternatives, a preliminary cost estimate and an outline specification package for discussion, review and approval. We will develop only one plans and specifications package to include all described segments. The segments will be identified in the plans and quantities will be segmented to allow for bidding of individual segments from a single set of plans. Barring any significant issues or concerns from the City and in order to maintain project scheduling preliminary approval will be issued at the meeting. Upon preliminary approval by the City WadeTrim will proceed with Design development and will incorporate any additional comments received from further review by the City. Anticipated location of Detailed Plan Sheets (plan Scale 1” = 30’):

• All intersecting side streets which the path will cross will be detailed a distance of 100’ each side of the intersection in the direction the path crosses (7 locations).

• The 1000’ corridor where the boardwalk is to be constructed • The path location on School District property along Belle Terre Parkway and Parkview Drive. • The path location on the Church property from Pine Lakes Parkway to the dead-end sidewalk at the

northern property line of the Church.

1. Plans and other Drawings During Design Development the Consultant shall prepare the following document or analysis:

• Prepare and Distribute the Meeting Minutes

• Key plan

• Preliminary Site plan and grading (as described above )

• Geotechnical Report (boardwalk area only, no additional geotechnical analysis is requested)

2. Design Review The Consultant shall submit documents for design review by the City.

3. Progress Meeting The Consultant shall provide appropriate staff and team members to attend, participate and make submittals at a progress meeting as required to resolve any design conflicts as scheduled by the City Project Coordinator.

4. Cost Estimating A Preliminary cost estimate in Construction Specification Institute format must be submitted. For each item or combination of items in the cost estimate, identify the quantity required, the unit of measurement, the unit cost and the total cost. Provide a summation of construction cost for each trade in the estimate, as appropriate to the project. Include in the cost estimate general conditions at ten percent, overhead and profit at fifteen percent, and design contingency at ten percent.

5. Specification Format Strict adherence to the Construction Specification Institute (CSI) format is required. Specification Numbers and Titles shall comply with the 2004 MasterFormat edition. The Consultant shall submit Outline Specifications indicating all elements of construction, including General Construction, Civil, Structural, and Electrical items.

6. Approvals to Proceed The Consultant shall obtain written approval to proceed from the City at the end of Design Development before

proceeding with Construction Documents. Barring any significant issues or concerns from the City and in order to maintain project scheduling preliminary approval will be issued at the meeting. Upon preliminary approval by the City WadeTrim will proceed with Design development and will incorporate any additional comments received from further review by the City.

B DESIGN DEVELOPMENT DELIVERABLES Deliverables for Design Development shall meet the requirements of the City. The Consultant shall submit documents for design review by the City.


Design Development deliverables include the following:

1. Progress Meeting Minutes • Prepare and Distribute the Meeting Minutes

The Consultant shall attend a meeting and prepare meeting minutes to the City, listing all decisions made and by whom as well as open issues and the person responsible and the schedule for resolution After any revisions and corrections are made the Consultant shall distribute the meeting minutes within five working days of the meeting. Copies shall be distributed to all meeting attendants and others as identified by the City Project Coordinator. The Consultant shall prepare the meeting agenda and conduct the meetings.

• Format of Meeting Minutes The meeting minutes shall be prepared in a format approved by the City.

2. Design Development Submission • Letter of Transmittal

• Prints of all Drawings

• Outline Specifications

• Cost Estimate

• Drawing Requirements Six copies of the drawings of the scheme, with an additional half-sized set, and six copies of other documents. Full size drawings shall be 24 x 36” unless otherwise approved by City.

3. Indications Indications on each drawing, as relevant, including:

• Title block Information and content as approved by the City Project Manger.

• Scale Shall be 1” = 30’-0” ” & 1” = 60’-0”,, unless otherwise approved by the City Project Coordinator. A graphic scale shall be included.

• North Arrow On all plans.

• Key Plan Showing location and orientation. (Schematic Plan as previously described)

4. Civil Engineering Drawings Engineering drawings and site development plans, indicating:

• Surveys Submission shall include a current Topographic and Boring Survey generated by the Consultant.

• Layout Drawing Shall describe entire site beginning at the east edge of the thru travel lanes of Belle Terre Parkway extending east within the ROW lines and other proposed easements outside of the lot lines as established by the City. It shall be based on a surveyed point of beginning.

• Engineering Scale Shall be 1” = 30’-0” & 1” = 60’-0”, unless otherwise approved by the City Project Coordinator. A graphic scale shall be included and a North arrow in plan views.

• Site Removals And demolition plan that also identifies any materials for recycling.

• Exterior Paving Including multi-use paths, driveways, roadways, curbs and curb cuts.

• Grades (at the detailed Locations noted) To show the surface flow characteristics of the site. Show existing and new grade elevations and land contours, at appropriate intervals, at the multi-use path and around the site. Elevations shall be given in feet and decimals to the nearest 1/100th. If appropriate, use spot grades at drain inlets and major changes in site slope.

• Utilities


Show all basic surface and subsurface utilities, including drainage, lighting, traffic, electrical, water, irrigation, site utility systems, equipment, fixtures, controllers and subsurface structures that can be obtained through reasonable efforts during survey and design.

• Legend and General Notes As required.

5. Detailed Cost Estimate The detailed cost estimate at the conclusion of Design Development shall include:

• List of Project Parameters

• Break-Out and Itemized Project Elements For each specification section, break out and itemize project elements in detail, by CSI code of account numbers, for example: CSI 31 11 Site Clearing and Grubbing

TASK 4: Construction Documents WadeTrim will develop limited detailed plan sheets as identified in Task 3, not coverage of the entire route. We will provide project layout sheets at a scale of 1”=60’ depicting the final path alignment along with typical section designations and limits of detailed plans sheets depicted thereon. We will develop the designated detailed plan sheets (plan scale 1” =30’) providing adequate detail to construct an ADA compliant connection to existing roadways. We will provide final cross sections at 200’ intervals. Our design will maintain existing drainage patterns and storage capacity wherever possible within existing ROW subject to design criteria constraints. It is presumed in the RFP and WadeTrim’s response that no permitting or regulatory approvals are required. Therefore drainage design, calculations and environmental permitting efforts are not included in the scope of work. WadeTrim is not expected to do drainage calculations typically required for a standard ERP permit such as pre-post volume and discharge calculations and stormwater treatment and attenuation analysis. It is anticipated that minor pipe culvert extensions and installations will be needed to accommodate the proposed path alignment and will be sized based on existing pipe culverts. WadeTrim will prepare a permit determination package and letter for City signature and submittal to the regulatory agency for their review and determination. The bid alternate for the piped section of swale in front of Buddy Taylor school will be submitted with the permit determination package requesting an exemption. We will design the pipe based on the size of the existing pipes on each end of the swale and are not expected to do a full drainage basin analysis to justify the pipe size of the connection between the two pipes. We will use a similar approach at points along the path where culvert extensions or swale crossings are necessary. Culvert extensions will obviously involve an extension of the same size pipe as existing. Swale crossings will be sized using the next downstream pipe culvert size. Maintaining that it is controlling the swale capacity and that installation of a short section of pipe with equivalent capacity will not adversely affect the swale system’s function or capacity to discharge stormwater. WadeTrim will provide signal modification plans at the designated existing signalized intersections to add pedestrian crossings at the path crossing locations. We will design only those modifications to the signals as required to incorporate the proposed new path crossings. We understand that the City does not have any Traffic Signal plans for the existing signals that will require modification. Our plans will have to be developed without the benefit of such documents. It is understood these signals are owned and operated by the City and no coordination or approvals are required from other Regulatory Agencies. Plans will be developed conforming to City standards. Signal modifications are required at White View Parkway, School Entrance Road, Parkview Drive (south), and Pine Lakes Parkway.


A CONSTRUCTION DOCUMENT SERVICES Final construction documents, including drawings and specifications, are prepared during this phase. For regulatory approval and public bidding, construction documents have to be completely coordinated, checked and cross-checked. Keeping Construction Change Orders to a minimum is a primary responsibility of the Consultant. A detailed final Cost Estimate is required. Comprehensiveness and constructability are key to the Consultant’s successful completion of Final Design and City acceptance for construction. Final Design services include:

1. Construction Documents Kick-Off Meeting A meeting attended by the Consultant, the City Project Coordinator, relevant City staff, and other team members, as required, shall be held at the start of Construction Documents. At this meeting all project requirements shall be reviewed.

• Project Schedule Review the updated project schedule.

• Project Decisions Review all significant project decisions.

• Review Resolutions of the Preliminary Design Assure that all parties clearly understand the resolution of issues as indicated by the approved Preliminary Design documents, so that Final Design may proceed.

2. Construction Documents The Construction Documents shall include:

• Drawings and Specifications The drawings and specifications shall contain all pertinent information necessary to fulfill the requirements of the project. They shall be prepared with construction details completely shown and dimensions given. Specifications shall be completely stated so as to enable prospective bidders to make accurate and reliable estimates of the quantities, quality, and character of the labor and materials required to complete the project and to install project equipment in a first class manner. When preparing City specifications, list a minimum of three manufacturers, and include “or approved equal.” The Consultant shall write performance specifications describing the salient characteristics of the product for each item specified.

• Cost Estimate A detailed cost estimate for each prime Contract is required in CSI format. Requirements are the same as for the Design Development Cost Estimate, except that there shall be no design contingency indicated in the Final Estimate. The Consultant shall inform the City Project Coordinator, in writing, of any adjustments to the last approved estimate of the total construction cost of the project. The Consultant shall modify the design to comply with budget limitations and shall be compensated for such revisions as additional services if through no fault of their own.

• Construction Schedule When the project has arrived at 90% final design the schedule shall be submitted to the City Project Coordinator for approval.

• Proposal for Bids The Consultant shall prepare all forms and data necessary for the preparation of a proposal for bids in conformance with City Purchasing and Contract Management Division criteria and in a manner satisfactory to the City.

3. Coordination • Coordination of Disciplines

It shall be the responsibility of the Consultant to coordinate the design of the survey, civil, geotechnical, structural, and signalization work, so that interference can be avoided.

• Interference Caused by Inadequate Design or Coordination Any interference between trades caused by inadequate design or coordination of the Contract Documents will be the responsibility of the Consultant. The Consultant will be required to prepare, at no extra cost to the City, addenda or supplemental drawings necessary to resolve any conflict found prior to or during the bid period or during construction. The means for resolving the conflict(s) shall be approved by City Project Coordinator.

4. Proprietary Items and Systems


Contract Documents shall contain no proprietary systems or products without written approval from the City. The affidavit shall be included in the specifications at the discretion of the City Project Coordinator. All submissions and justifications are to be prepared by the Consultant. The use of proprietary items is strongly discouraged and will only be approved by the City under exceptional circumstances.

5. List of Shop Drawings Contract Documents shall contain a list of all shop drawings, identified by the Consultant, for each Contract pertinent to the project. The shop drawing log shall also list all required samples, data sheets and catalogue cuts. These lists of shop drawings shall be incorporated into the Consultant-prepared Addendum to the City boilerplate General Conditions in the contract specifications. Identifying information shall include specification reference number, verbal description of the shop drawings and listing of appropriate contracts with which they must be coordinated. The Consultant shall also submit these lists on the Shop Drawing Log for presentation to the Contractor at the Construction Kick-Off Meeting.

6. Construction Document Procedures Construction Document responsibilities include:

• Submittals and Reviews The Consultant is responsible for submittals and reviews, which shall be based on Contract service time and Consultant’s approved schedule.

• Resolution of Questions The Consultant shall work closely with the City Project Coordinator to resolve questions as they arise throughout preparation of the Final Documents.

• Review of Project Status Report The Consultant shall attend a meeting called by the City Project Coordinator at completion of 90% of Construction Documents to review the Consultant’s Project Status Report.

7. Acceptance Documents shall not be considered approved until the City has notified the Consultant in writing. Barring any significant issues or concerns from the City and in order to maintain project scheduling preliminary approval will be issued at the meeting. Upon preliminary approval by the City WadeTrim will proceed with Design development and will incorporate any additional comments received from further review by the City.

B 90% CONSTRUCTION DOCUMENT DELIVERABLES

1. Progress Meeting Minutes • Prepare and Distribute the Meeting Minutes

The Consultant shall attend a meeting and prepare meeting minutes to the City, listing all decisions made and by whom as well as open issues and the person responsible and the schedule for resolution After any revisions and corrections are made the Consultant shall distribute the meeting minutes within five working days of the meeting. Copies shall be distributed to all meeting attendants and others as identified by the City Project Coordinator. The Consultant shall prepare the meeting agenda and conduct the meetings.


2. Regulatory Approvals At this stage of the project all submissions to utility companies and regulatory agencies should be completed. The Consultant shall submit a status report on all required submittals to the City Project Coordinator showing actual submittal dates, approvals received and any unresolved issues. The Consultant shall prepare exhibits to be included in any easements that may be required dependent upon which sidewalk option is selected by the City to address sidewalk/drainage issues adjacent to school and/or church property site(s).

3. Drawings and Specifications All required submissions shall show a minimum of ninety percent completion and shall meet the following requirements:

• Engineering Drawings Drawings shall use appropriate drafting scales and include symbols, legends and abbreviations.


• Drawing and Specification Submission Requirements Six copies of the drawings of the scheme, with an additional half-sized set, and six copies of other documents are required unless otherwise noted. Full size drawings shall be 24 x 36” unless otherwise approved by the City Project Coordinator.

4. Civil Engineering Design Documents Engineering documents shall include

• Site Plan With major grade elevations, land contours, materials and dimensioned locations of site features.

• Pavement Plan

• Erosion Control Plan

• Maintenance of Traffic Plan

• Site Demolition And removals plan.

• Site Grading Grading plan and Culvert extensions as described above.

• Details Provide all proposed site-related details, including site-related structures, retaining walls, fences, railings, and gates, pertinent drainage structures, pavements, lighting, signage and other relevant materials, and all dimensions and finishes.

5. Structural Design Documents Structural Design documents shall include:

• Design Criteria Including applicable codes, soil bearing values, wind speed zone, category and importance factor.

• Material Characteristics Including strength of concrete, grades of steel and piling materials.

• Loading Schedules Including live loads and special loads.

• Foundation Plan Typical details and footing schedule.

• Boardwalk Framing Plans Including pile layout and floor framing plans.

• Sections Showing size and connection of structural members

• Typical Details For foundation and structural connections.

• Location and Details of all Construction Joints Control and expansion joints.

• Special Shoring or Bracing Requirements

• Calculations Column, footing, and structural calculations.

6. Signalization Design Documents Signalization Design Documents shall include:

• Plans All projects shall have plans showing location of all components & devices.

• Riser & Control Wiring Diagrams Single line diagrams.

• Specification of all Systems Specify all electrical equipment and material, including lighting fixtures in complete detail. All systems in the Contract are to be fully described.

• Schedules Provide an Equipment Schedule and other schedules as required.


7. Addendum to General Conditions, Bid Form, and Technical Specifications • Addendum to the General Conditions

The Consultant shall insert project-specific information in the City-formatted “Supplementary General Conditions.” This procedure eliminates the need to modify selected pages of the General Conditions.

• Bid Form A blank template version of the Final Estimate is required, and it is not to include amounts for labor, material, or overhead and profit. Quantity take-offs shall be automatically generated by data derived from the final CAD drawings.

• Technical Specifications Prepare in conformance with the requirements for the 100% design phase. o Format

Specifications shall be as complete as possible. o Coordination

All specified Non-Proprietary Items require proper identification of “or equal” requirements including at least three product and manufacturer alternatives. All Special Experience Requirements and all Guaranty and Warranty Periods indicated in the Technical Specifications must exactly correspond with the General Conditions.

o Proofread At 90% Final Design, the Consultant shall proofread the entire specifications prior to submission for review. The use of proper reference to the City, and elimination of any and all references to “the Authority,” “the Corporation,” “the Client,” “the County”, “the State” and other incorrect usage is required.

C 100% CONSTRUCTION DOCUMENT DELIVERABLES

1. Summary of Deliverables After approval of the Final Design Drawings, Technical Specifications and the Addendum to the General Conditions, the Consultant shall deliver the following to the City Project Coordinator. Copies of disks, Final Cost Estimate and final indexed set of structural design calculations shall be submitted for permanent City records with the bid document submissions.

• Sets of the Final Design Drawings and Specifications o Drawing Format

Six copies of the drawings of the scheme, with an additional half-sized set, and six copies of other documents are required. Full size drawings shall be 24 x 36” unless otherwise approved by the City Project Coordinator. Final Design CAD drawings on CD in AutoCAD 2008 format as well as PDF shall be submitted of all drawing sheets.

o Conformity with Comments Drawings shall fully conform to comments by the City.

o Stamp Drawings shall bear the required seal and signature of the Consultant and all applicable Subconsultants.

o Signatures Drawings shall bear the required seal and signature of the Consultant and all applicable Subconsultants.

o Project Manual Shall be in clear legible form, typed one side only on 8½”x11” white bond paper, unbound, boxed and having no punched holes. Final specifications shall be checked for completeness, properly collated and ready for photocopying. All Final Specifications shall be proofread, revised or corrected, if necessary, prior to submission. Assure proper references to the City of Palm Coast.

• Estimate and Calculations Final Cost Estimate and Final indexed set of structural design calculations shall be submitted.

• Construction Schedule Bar graph type indicating all project phasing.

2. Drawings The drawings shall:

• Be Complete And fully define the work as required under the Contract.

• Be Coordinated


With the specifications in accordance with a standard organization.

• Incorporate All Adjustments Adhere to all the requirements of the approved Design Development drawings.

• Be Drafted Clearly So that legible half-size reproductions can be made and have sufficient line density to provide uniform photographic quality. The minimum lettering height of 5/32” and full height spacing shall be used between lines. Uppercase type only is to be used for all lettered material on the drawings.

• Contain Graphic and Alphanumeric Scales To avoid confusion on reduced sized prints.

3. Front-End Documents • Standard Versions

The Consultant will have received standard versions of the City front-end documents including the Bid Form, General Conditions, and Supplementary General Conditions at the Project’s Design Kickoff meeting. The Consultant shall prepare and modify the front-end documents to meet project-specific requirements. These project-specific documents must be updated from the 90% Submission and included with the 100% Final Submission as part of the Project Manual.

• Locations for all Sections and Details

• Items to be inserted by the Consultant include but are not limited to the following: o Project Name and description o Project-Specific Deletions and Amendments o Schedule “A” – Guarantees and Warranties corresponding to those in the Technical Specifications. o Schedule “B” – Complete list of Contract Drawings. o Schedule “C” – Shop Drawings and materials Samples Schedule. o Schedule “D” – Testing Schedule.

4. Final Specifications • Format Specifications

Technical Specifications shall follow the CSI division and section structure, and shall meet, at minimum, the construction technology standards in the latest version of the CSI Manual of Practice. Specifications shall incorporate required language for low toxicity and high recycled content materials as well as a waste management plan and related construction and demolition waste requirements.

• Coordination of Specifications Technical Specifications shall be prepared and coordinated with drawings.

• Final Submission The Consultant shall submit complete technical specifications incorporating revisions necessitated by prior comments.

5. Final Cost Estimate • Changes in Construction Costs

As the Final Design proceeds, the Consultant shall keep track of the project construction cost, and advise the City of any changes. If it appears that the construction cost limit may be exceeded, the Consultant shall review areas where economies can be achieved, and submit recommendations for approval to keep the construction costs within budget. The Consultant may be required to re-design, as directed by the City Project Coordinator and shall be compensated for such revisions as additional services if through no fault of their own.

• Design Contingency The Final Cost Estimate shall meet all City requirements. At this time the ten percent design contingency is no longer to be part of the estimate. The Final Cost Estimate for all Contracts shall be in the same CSI format as the Design Development Cost Estimate with the exception that design contingency need no longer be included. The estimate shall be done with a computerized estimating program.

• Contractors Bid Breakdown Form The Consultant shall prepare and submit a “Contractors Bid Breakdown” form similar to the CSI formatted Final Cost Estimate. This form shall contain the identical specification sections and specified items in strict CSI format. In addition, a blank template version of the Final Estimate is also required. This is not to include amounts for labor, material, general conditions, or overhead and profit. Quantity take-offs shall be automatically generated by data derived from the final CAD drawings.


6. Long Lead Time Items The Consultant shall update and finalize the list of long lead time items required.

7. Review Comments Response The Consultant is required to respond in writing to City comments received. Response should be no more than two weeks from receipt of comments, and should address the spirit of the comments as well as the specific issues. Timely compliance with Final Design comments will accelerate the start of the bid process and construction.

TASK 5: Bidding and Negotiation Services

These services will be provided on an On-Call, time and materials basis with a not to exceed maximum based on the attached fee estimate spread sheet. WadeTrim will notify the City when 75% of this budget is expended and provide an evaluation of remaining anticipated services and efforts with a fee estimate.

A BASIC SERVICES DURING BID, NEGOTIATION AND AWARD

1. Summary of Basic Bid, Negotiation and Award Services Generally, the Consultant shall function as an advisor to the City. The Consultant and SubConsultants have no contractual agreement with potential bidders and therefore shall not directly interact with potential bidders; all items and correspondence shall be thru the City. This project will be advertised to the general public for competitive bid by the City. The Consultant shall perform all necessary services required in connection with the competitive bidding for construction of the project and the preparation of all documents required thereof.

The Consultant with assistance of SubConsultants shall perform the services of the Bid, Negotiation and Award Services in accordance with the continuing service agreement. The Consultant shall perform basic services during the period of advertising, receipt and analysis of bids as described below at no additional compensation.

2. Interpret Plans and Specifications Interpret plans and specifications and review requests for product substitutions when requested by the City in response to inquiries by prospective bidders.

3. Prepare and Issue Amendments and Drawings Prepare all necessary addenda, amendments and drawings required for the clarification of plans and specifications by Contractor questions and requests for information arising during the Pre-Bid Meeting or as otherwise necessary for the clarification of the Bid Set of Contract Documents. The Consultant shall submit 6 sets all addenda, including drawings and specifications in paper, electronic CAD and PDF format, to the City Project Coordinator, and such documents shall be issued through the City. The City Project Coordinator will inform the Consultant of all format requirements, including the specific addendum number. The Consultant, or appropriate subconsultant, shall sign and seal all necessary drawings.

4. Attend Pre-Bid Meetings Attend pre-bid meetings to answer questions from bidders and to assure that all parties clearly understand the intent of the Contract Documents. As determined by the City, pre-bid meetings may be required with the Consultant and the City project team. Pre-bid meetings for complex projects are held at the site to ensure that all bidders become familiar with existing conditions. Agenda items include highlights of the Contract emphasizing any unusual work. If any of the questions posed by the Contractors requires a change to the Contract Documents, the Consultant is responsible for the preparation and issuance of an Addendum.

5. Assist in the Analysis and Evaluation of Bids Assist in the analysis and evaluation of bids and within seven days of the bid opening. Evaluate all bids submitted, including, without limitation, compliance with the specifications, costs and ability of the Contractor to perform the work, reference checks and other factors as determined by the City. Make written recommendation to the City the lowest, most responsive and responsible Contractor.

6. Attend Bid Evaluation Meeting Bids


Attend Bid Evaluation Meeting to answer questions and to provide additional support and analysis in the understanding of the intent of the Contract Documents. As determined by the City, a Bid Evaluation meeting for all contracts is required with the Consultant and members of the City project team.

TASK 6 Construction Contract Administration Services

These services will be provided on an On-Call, time and materials basis with a not to exceed maximum based on the attached fee estimate spread sheet. WadeTrim will notify the City when 75% of this budget is expended and provide an evaluation of remaining anticipated services and efforts with a fee estimate.

A BASIC SERVICES DURING CONSTRUCTION

1. Summary of Basic Construction Related Services Generally, the Consultant shall function as an advisor to the City. The Consultant and SubConsultants have no contractual agreement with the Contractor and therefore shall not directly interact with the Contractor; all items and correspondence shall be thru the City. The Consultant shall endeavor to guard the City against defects and deficiencies in the work of the Contractor and it shall be the responsibility of the Consultant to administer, monitor, and inspect the Construction Contract such that the project is constructed in reasonable conformity with the plans, specifications, and special provisions for the Construction Contract. In no respect, however, shall the Consultant or SubConsultants be responsible for the performance of the Contractor(s) of the construction contract. Nothing contained in any part of this scope is intended or shall be construed to govern or modify any of the terms or conditions of the construction contract documents or the rights and obligations between the City and its Contractor(s), and any legal relationships between the City and Contractor(s), and any legal relationships between the City and Contractors(s) are exclusively framed by the terms and conditions of the Contractor or construction between the City and the Contractor(s).

During the construction phase, the Consultant shall perform the services of the Construction Contract Administration Services in accordance with the continuing service agreement. The Consultant shall perform basic services as described under the headings listed below at no additional compensation.

• Site Visits and Field Inspection Reports Bi-weekly site visit and field inspection. WadeTrim will Attend when requested.

• Pre-Construction Meetings and Minutes Meeting attendance and minutes.

• Job Site Meetings and Minutes Bi-weekly Job meeting attendance and minutes. WadeTrim will Attend when requested.

• Review Of shop drawings, samples, product data sheets, and test reports.

• Review of Schedule of Items and Costs Review and approval of detailed estimates.

• Interpretation of Contract Documents Of the contract documents and to provide drawing amplifications.

• Resolution of Design Errors or Omissions Provide documents to resolve design errors.

• Documentation of Consultant Change Orders Preparation of Consultant’s design change orders.

• Assistance with Contractor Change Orders Identification, review and verification of Contractors’ change orders.

• Evaluation of Substitutions Proposed product substitutions.

• Record Documents Review and monitoring of as-built drawings.

• Punch List, Substantial Completion and Final Completion Participation in the preparation of a punch list, site visits to determine completion.

• Warranty Inspection


Inspect project for warranty items to be corrected by Contractor.

2. Site Visit and Field Inspection Reports The content of the Field Inspection Reports is essential to assuring the quality of the construction work. Detailed observations on current work, field conditions, connections, clearances and Contractor capability will assist the City Project Coordinator in quality control efforts. The Field Inspection Report is the vehicle by which the Consultant is empowered to assure that ongoing construction work is in compliance with the design intent, details and specifications that form the basis of the Contract Documents.

• Consultant The Consultant shall visit the site biweekly for the purpose of preparing a Field Inspection Report. The Consultant shall report in writing all observations on issues of quality of all ongoing inspected work or site conditions. Consultant Field Inspection Report form(s) shall be approved by the City.

The Consultant shall verify that the Contractor is conducting inspections, preparing reports and monitoring all storm water pollution prevention measures associated with the project.

• SubConsultants The SubConsultants shall visit the site when work affecting their respective area of responsibility is being performed, and shall report in writing on issues or quality of the inspected work or site conditions. SubConsultant Field Inspection Report form(s) shall be approved by the City.

• Content The content of the Field Inspection Reports is essential to assuring the quality of the construction work being installed. Detailed observations on current work, field conditions, connections, clearances and Contractor capability will assist the City Project Coordinator in quality control efforts. The Field Inspection Report is the vehicle by which the Consultant is empowered to assure that ongoing construction work is in compliance with the design intent, details and specifications, which form the basis of the Contract Documents.

• Experience The Field Inspection Reports are to be prepared by members of the Consultant team who are thoroughly familiar with the job and have a minimum of five years of field experience.

• Submittal The Field Inspection Reports are to be submitted in writing to the City Project Coordinator within five working days of the site visit. This will enable the City Project Coordinator to address the issues identified in the reports at the next project site meeting.

• Attachment The Field Inspection Reports are to be attached to the job site meeting minutes and shall be signed and sealed by the Professional Engineer.

3. Pre-Construction Meetings and Minutes The Consultant is required to attend meetings as identified below. SubConsultants are also required to participate in the relevant portions of such meetings and all meetings relating to the design as deemed necessary by the Consultant.

• Consultant and SubConsultants Meeting Attendance The Consultant shall schedule and attend, a Pre-Construction meeting for the project in accordance with City’s procedures. The Consultant shall provide appropriate staff to attend and participate in the Pre-Construction meeting. The Consultant shall submit the list of Project Personnel to the City Project Coordinator, either at this meeting or within seven (7) days.

The Consultant shall schedule within ten (10) days after the Notice to Proceed, a date to attend a site meeting with the City. The Consultant shall provide appropriate staff to attend and participate in this meeting. The Consultant shall video tape the pre-construction conditions throughout the project limits. The Consultant shall have digital photographic documentation of the pre-construction state as well.

• Prepare and Distribute the Meeting Minutes The Consultant shall record a complete and concise record of the proceedings and distribute copies of this summary to the participants and other interested parties within seven (7) days. The Consultant shall prepare the meeting agenda and conduct the meetings.



4. Job Site Meetings and Minutes • Consultant and SubConsultants Meeting Attendance

To facilitate completion of the work according to the standards of quality and the schedule set by the construction documents the Consultant is required to attend all project meetings. SubConsultants shall perform site visits and attend construction meetings as outlined in schedule below and shall attend at times as directed by the Consultant after consultation with the City Project Coordinator.

Consultant / Subconsultant Frequency or Number of Visits

Civil As Requested

Structural As Requested

• Purpose of the Meetings At the regular job meetings the progress of the work is reviewed and the work coordinated between the various Prime Contractors. Attendees identify and confirm the next scheduled activities of work and eliminate, if possible, potential delays due to deliveries, field conditions, staffing or swing space.

• Shop Drawing Log An agenda item at the project job site meetings is the review of the Shop Drawing Log, taking appropriate action to ensure that submittals deadlines and review turn-around periods are met.

• Requests for Information A primary purpose of Consultant participation at the job site meetings is to be able to obtain or respond to any Requests for Information coming from the Contractor.

• Prepare and Distribute the Meeting Minutes The Consultant shall attend all bi-weekly job meetings and prepare meeting minutes to the City, listing all its observations, decisions, and interpretations of the Contract Documents and work progress, made during on-site visits for initial review and comment. After any revisions and corrections are made the Consultant shall distribute the bi-weekly job meeting minutes within five working days of the meeting. Copies shall be distributed to all meeting attendants and others as identified by the City Project Coordinator. The Consultant shall prepare the meeting agenda and conduct the job-site meetings.

• Format of Meeting Minutes The bi-weekly job site meeting minutes shall be prepared in a format approved by the City.

5. Review of Shop Drawings, Samples, Product Data Sheets, Test Reports & Mock-Ups • Promptly Check Shop Drawings

The Consultant shall conduct timely review and approve or disapprove submittals, the results of tests and inspections and other data that the general contractor is required to submit for the purpose of verifying acceptability in accordance with the contract documents.

• Consultant or SubConsultant The Consultant or SubConsultant shall determine whether the shop drawings, material samples, results of tests and inspections, products identified in Product Data Sheets and items exhibited in mock-ups, and other data that the contractor is required to submit for the purpose of verifying acceptability are in accordance with the Contract Documents and Specifications.

• Indicate Necessary Changes The Consultant or SubConsultant, if required, shall indicate in writing the changes necessary to conform to the Contract Documents and Specifications within ten working days of the submittal. Reply by the Consultant shall be to both the submitter and the City Project Coordinator.

• Design Changes The Consultant shall make no changes to the design or changes causing additional cost or project duration without prior written approval from the City.

• Long Lead Time Items The Consultant shall prepare a separate list of all items that require early procurement. These long lead time items, which may significantly impact project duration and coordination, shall have previously been discussed during project design. Long lead time items shall also be highlighted on the Shop Drawing Log Form.

• Shop Drawing Log Form


The Consultant shall submit the list of required shop drawings, samples and catalogue Product Data Sheets that have been previously prepared and incorporated into the Specifications on the Shop Drawing Log form. The Shop Drawing Log, in the approved format, shall be presented to the Contractor at the Construction Kick-off Meeting. The Contractor shall be responsible for filling in the item submission dates and the delivery dates for approval by the Consultant.

• Consultant Shall Receive Copies The Consultant shall receive copies of the approved schedules for the submission of shop drawings, samples and product data sheets and shall review these lists every two weeks. Updated copies shall be submitted to the City Project Coordinator.

• Indicate the Progress The Consultant shall ensure that the updated copies of the approved schedules for shop drawings, samples and product data sheets shall include all information necessary to indicate progress on processing submittals for the project.

• Listed Information on Schedules Listed information shall include the names of subcontractors, the titles of shop drawings and the due dates in accordance with the approved schedules. These include dates of issue, receipt, checking, return for correction, resubmission and final acceptance, along with other pertinent information.

• Requirements of the City The Consultant shall meet all requirements of the City with respect to procedure, stamping and transmittal. Changes in the shop drawing and material sample approval stamp shall not be made without the written approval of the City Project Coordinator.

6. Review of Schedules of Items and Costs The Consultant, based upon on-site observations at the site and review of the general contractor’s application for payment and supporting data, shall promptly examine, approve, or red-line and adjust the applied for schedule of item amounts. The “Application for Payment” amount approved by the Consultant shall represent the Consultant’s opinion that the remaining work of the construction contract can be completed with the unpaid construction contract funds. The Consultant shall determine the amount owed to the Contractor and shall transmit the Contractors “Application for Payment” to the City with recommendation for payment in accordance with the terms and conditions of the contract documents. The Consultant shall produce reports, verify quantity calculations and field measure for payment purposes as needed to prevent delays in Contractor operations and to facilitate prompt processing of such information in order for the City to make timely payment to the Contractor. The Consultant shall monitor each Contractor and SubContractor’s compliance with specifications and special provisions of the Construction Contract in regard to payment of predetermined wage rates in accordance with City procedures. The Consultant shall request from the Contractor periodic waiver of liens and “no lien affidavits” at each payment. The Consultant shall obtain the Contractor(s) final waivers of lien and final “no lien affidavits” prior to certification of Final Payment.

7. Interpretation of Contract Documents • Clarification

The Consultant shall interpret Contract Documents, provide clarifications, and make responses with drawing and in writing, as required by the City.

• Prepare Additional Drawings The Consultant shall promptly prepare any additional drawings that may be necessary for clarifying the design drawings prepared under the design contract.

• Submit Supplementary Drawings The Consultant shall submit such supplementary drawings.

• Sealed and Signed Supplementary drawings are to be sealed and signed by the Consultant or the SubConsultant, as appropriate.

• Obtain Required Approvals The Consultant shall obtain any approvals for supplementary drawings as necessary from regulatory agencies and utilities.

8. Resolution of Design Errors or Omissions • To Resolve any Design Errors or Omissions


The Consultant, and any SubConsultants as required, shall promptly submit to the City any necessary correspondence, supplementary or revised drawings, specifications, negotiated cost estimates and any other documentation or coordination material.

• Revised Work Documentation Upon approval of the required changes in the contract documents by the City, the Consultant shall promptly provide to the Contractors all the documentation necessary to execute the work as revised.

9. Documentation of Consultant Change Orders • Compensation for Consultant Change Orders

Payment shall be made for Consultant Change Orders during the construction period resulting from scope changes, administrative changes and field conditions that could not reasonably have been anticipated prior to the time of bids, and which require design modifications. Compensation for these efforts is to be considered a modification to the contract and will require the Consultant to prepare a fee for proposed work prior to proceeding with requested change.

• Staffing Plan and Cost Proposal Within fourteen consecutive calendar days of any change order initiation the Consultant shall prepare a detailed staffing plan and cost proposal. The Consultant shall be fully prepared to negotiate the change order within this two week period. The context and format of the Change Order and accompanying documentation shall be in accordance with the instructions and format to be provided by the City.

• Furnish Further Documentation Following the change order negotiations, the Consultant shall furnish any and all further documentation requested by the City Project Coordinator to complete the Change Order package within seven consecutive calendar days.

10. Assistance with Contractor Change Orders • Supplemental Documents

Contractor Change Orders may require additional documents from the Consultant. The Consultant and SubConsultant, as required, shall prepare any necessary supplementary drawings, estimates, and specifications to clarify issues relative to any Contractor Change Order that does not require a Consultant Change Order.

• Change Orders Less than $75,000 If the Contractor Change Order is equal to or less than $75,000 based on an initial estimate, the Consultant shall furnish all supplementary drawings, estimates and specifications to the City within seven consecutive calendar days from the date of request.

• Change Orders Greater than $75,000 If the Contractor Change Order is greater than $75,000 based on an initial estimate, the Consultant shall furnish all such material within fourteen consecutive calendar days from the request date.

• Consultant Review and Verification of Contractor Change Orders Contractor Change Orders may require review and verification by the Consultant. The Consultant may be requested by the City to review the Contractor Change Order descriptions and verify that the proposed Contractor Change Orders were not part of the original scope of work of the Contract. When such requests are made, the Consultant shall review and verify the Contractor Change Orders within two working days from the date of request.

11. Evaluation of Substitutions

The Contractor may submit requests to provide materials and equipment different from that specified in the Contract Documents when allowed in the specifications. The City has the sole discretion to accept or reject any of these requests. The Consultant shall evaluate and make a recommendation to the City as to the acceptability of substitution of materials or equipment proposed by the Contractor per the criteria outlined in the specifications.

12. Record Documents

The Consultant shall obtain from the Contractor a set of record construction drawings (Red-Line Drawings or As-Built Plans). The Consultant shall review the information in relation to the Consultant’s own records of site observations, inspections and any interpretations, Change Directives or Change Orders issued to the Contractor.


The Consultant and Contractor shall attempt to reconcile and discrepancies. The Consultant shall transfer the Contractor’s data, as reconciled, to the Consultant’s “Record Drawings” for submission to the City. The resolution of all review comments on the Contractor’s “Red-Line” documents, and the City’s review and acceptance of these documents shall be required prior to the Consultant’s certification of the Contractor’s Final Payment Application. The Consultant shall submit to the City one set of record documents (including reproducible plans which reflect all changes that are on the ”red-line” drawings and specifications provided by the Contractor) and warranty/guaranty information in accordance with the Consultants Contract.

13. Participation in Punch List, Substantial Completion and Final Completion The Consultant shall, at Substantial Completion, make construction reviews and participate in the preparation of the final construction Punch List. The Consultant shall submit a list of items for the Punch List to the City Construction Project Manager within ten working days of the request of such a list. This list of items shall be based on a final site visit and Field Inspection Report, and on any unresolved problems that have been the subject of earlier reports or job site meetings. The construction Punch List will be compiled at a final job site meeting and shall be part of the minutes of that meeting. The Consultant shall make final reviews to determine if the project has been fully completed in substantial accordance with the contract documents, and the contractor has fulfilled all of their obligations there under so that the Consultant may recommend approval, in writing, of final payment to the general contractor.

14. Warranty Inspection

The Consultant, during the tenth (10th) month after the Dates(s) of Substantial Completion, the Consultant shall visit the Project for warranty items that may not have been corrected and to inspect the project for any deficiencies that may have developed during the one-year period after Substantial Completion. Upon completion of the inspection, a written report shall be furnished to the City and the Contractor indicating outstanding work to be corrected and warranty issues to be addressed.

B ADDITIONAL SERVICES DURING CONSTRUCTION

1. Definition Additional services consist of any design services and project representation above and beyond the services called for under “Basic Construction Related Services”. Additional services during the construction period may be defined in the project Specific Requirements or may be requested by the City Project Coordinator to assure the project schedule and/or the quality of the work being installed and general adherence to the construction schedule.

2. Compensation for Additional Services Additional services shall be compensated on time card basis. Specific tasks may or may not be determined during the course of the project. Additional Services will be processed as an additional Work Order. Such services may include but are not limited to:

• •Minor Design Changes o And related technical or administrative work.

• Site Observation o Full time job site observation.

• Site Visits o Increased job site visits and Field Inspection Reports.

• Applications for Payment o Expediting applications for payment by the Contractors.

• Materials Delivery o Expediting materials delivery and designing mock-ups.

• Shop Visits o Making shop visits to review fabrication process and materials.

• Replies to Contractors o Preparing replies to Contractors’ letters and complaints.

• Change Orders o Preparing Change Orders on behalf of the Contractors.

• Information to Defend Claims o Preparing information to defend claims arising out of construction work.


C COMPENSATION

1. Adequate Compensation for SubConsultant Services The Consultant shall assure adequate compensation to SubConsultants for all Services during Construction to be provided by SubConsultants. The City Project Coordinator may request documentation from the Consultant demonstrating that adequate payments have been made to assure performance of required SubConsultant Basic and Additional Services including but not limited to Field Inspection Reports.

2. Site Visits and Field Inspection Reports The Consultant and principal SubConsultants shall conduct site visits and prepare Field Inspection Reports as indicated for the duration of the construction.

3. Reimbursable Services for Extended Construction Period If the construction period has been extended beyond the duration expected in the Specific Requirements or Task Order, additional compensation may be in order. If the extension has occurred through no fault of the Consultant, attending the on-site job meetings, preparing the minutes, and performing any of the other services listed in this section constitutes a reimbursable service. Compensation is to be made on an hourly basis.

4. Staffing Plan The Consultant and SubConsultants, as required, shall prepare a staffing plan and cost schedule in accordance with the Specific Requirements or Task Order for City approval of any construction related services required by an extension of the duration of construction.

SECTION 4. PROJECT TEAM City of Palm Coast Project Coordinator Carl Cote

WadeTrim Project Manager Mark Neiman, P.E. SECTION 5. SUBCONSULTANTS Universal Engineering Sciences, Matt McCleer, Project Manager SECTION 6. PERMITTING No permits are anticipated for the effort in this task order SECTION 7. ITEMS TO BE PROVIDED BY THE CITY

The following items are, but not limited to, required from the City in order to complete the work outlined above:

• All documentation and data related to the existing roadway including roadway and drainage plans, calculations and cadd files, high water information, traffic signal plans, structural plans and details, existing geotechnical evaluations and existing permits and other documents as maybe available. City electronic cadd standards, files and details.

• All coordination efforts with Flagler County School District will be conducted by the City Project Coordinator.

• Copies of CSI Specifications, Boiler plates, estimate forms Item #, 2004 Masterforms Edition, Bid Forms and examples from previous Multi-use trail projects for the consultants use in developing the specifications and estimates.

SECTION 8. SCHEDULE Pre-Design, Design Development and Construction Documents: See attached MS Project Schedule.


Bidding & Negotiation Services: For the Purpose of the Scope and Fee of these Services this task is estimated to require 9 weeks from the date of the final acceptance of the Construction Documents. Construction Contract Administration Services: For the Purpose of the Scope and Fee of these Services this task is estimated to require 12 weeks from the selected contractor’s Notice to Proceed date.

SECTION 9. ITEMS TO BE FURNISHED BY THE CONSULTANT

2. City Documents: All applicable City documents referenced herein shall be a condition of this Agreement. All City documents, directives, procedures, and standard forms are available through the City’s Internet website.

3. Consultant Documents: The Consultant shall furnish the school district copies of all information and electronic files and CAD drawing as directed by the City Project Coordinator.

4. Vehicles: Vehicles will be equipped with appropriate safety equipment and must be able to effectively carry out requirements of this Agreement. Vehicles shall have the name and phone number of the consulting firm visibly displayed on both sides of the vehicle.

5. Field Equipment: The Consultant shall supply survey, inspection & testing equipment and other equipment as required in order to carry out the work under this Agreement. Such equipment includes those non-consumable and non-expendable items, which are normally needed for this project and are essential in order to carry out the work under this Agreement.

Hard hats shall have the name of the consulting firm visibly displayed.

Equipment described herein and expendable materials under this Agreement will remain the property of the Consultant and shall be removed at completion of the work.

The Consultant shall retain responsibility for risk of loss or damage to said equipment during performance of this Agreement. Field office equipment shall be maintained and be in operational condition at all times.

6. Licensing for Equipment Operations: The Consultant will be responsible for obtaining proper licenses for equipment and personnel operating equipment when licenses are required. The Consultant shall make the license and supporting documents available to the City for verification, upon request.

B PERSONELL

1. General Requirements The Consultant shall staff the project with the qualified personnel necessary to efficiently and effectively carry out its responsibilities under this Agreement.

Unless otherwise agreed by the City, the City will not compensate any overtime.

2. Staffing Once authorized, the Consultant shall establish and maintain an appropriate staff through the duration of the project.

3. Liaison The Consultant shall keep the City Project Coordinator informed of all significant activities, decisions, correspondence, reports, and other communications related to its responsibilities under this Agreement.

4. Performance of the Consultant During the term of this Agreement and all supplements thereof, the City will review various phases of Consultant operations, such as construction inspection, materials sampling and testing, and administrative activities, to determine compliance with this Agreement. The Consultant shall cooperate and assist City representatives in conducting the


reviews. If deficiencies are indicated, the Consultant shall implement remedial action immediately upon the approval of the City Project Coordinator. City recommendations and Consultant responses/actions are to be properly documented by the Consultant Project Engineer/Architect. No additional compensation shall be allowed for remedial action taken by the Consultant to correct deficiencies. Remedial actions and required response times may include but are not necessarily limited to the following:

• Further subdivide assigned inspection responsibilities, reassign inspection personnel, or assign additional inspection personnel, within one week of notification.

• Replace personnel whose performance has been determined by the City to be inadequate. Personnel whose performance has been determined to be unsatisfactory shall be removed immediately.

Immediately increase the frequency of monitoring and inspection activities in phases of work that are the Consultant's responsibility.

C FEES

1. Fee Amount(s) All expenses including but not limited to meeting attendance, travel, copies and other items to perform the required tasks are not considered reimbursable expenses and shall be included in the cost to provide the services of this work. Compensation for services is as follows.

Enter fee amounts.

CONSULTANT’S SERVICES: Stipulated Sum for Consultants to Include:

Pre-Design Services $36,300 Lump Sum

Design Development Services $28,400 Lump Sum

Construction Document Services $42,600 Lump Sum

Bidding or Negotiation Services $5,049 Time & Matls

Construction Contract Administration Services $7,650.77 Time & Matls

TOTAL FEE $119,999.77

D APPROVAL

1. Acknowledgement of Addendum The undersigned acknowledges receipt of addendum numbers (email date 3/18/09 sent @ 1:42 PM) issued during the

bidding time and that these addendum have been incorporated into this Proposal

2. Signature This is to certify that the above services, fees, attachments, and addendum, if any, have been reviewed by this office and are approved as to form and execution.

Company Name: :

Dated: : By:

(please print name/title)

E PROPOSER'S CERTIFICATION

I have carefully examined the Request for Proposal and any other documents accompanying or made a part of this RFP. I agree to abide by all conditions of this RFP and understand that a background investigation may be conducted by the City of Palm Coast Purchasing & Contracts Management Division prior to award.


I certify that all information contained in this RFP is truthful to the best of my knowledge and belief. I further certify that I am duly authorized to submit this RFP on behalf of the vendor/contractor as its act and deed. I further certify, under oath, that this RFP is made without prior understanding, agreement, connection, discussion, or collusion with any other person, firm or corporation submitting a Proposal for the same product or service; no officer, employee or agent of the City of Palm Coast or of any other Proposer interested in said RFP; and that the undersigned executed this Proposer's Certification with full knowledge and understanding of the matters therein contained and was duly authorized to do so. Name of Business Sworn to and subscribed before me By: This day of 20 Signature Name & Title, Typed or Printed Signature of Notary Notary Public, State of Mailing Address Personally Known -OR- City, State, Zip Code Produced Identification ( ) Type:

Telephone Number

Engineering Planning Sciences Surveying

HOURS HOURS HOURS HOURS HOURS MILES Sheets HOURS$ $ $ $ $ $ $ $

4 8 5 6 4 27

$680.00 $1,360.00 $850.00 $1,020.00 $680.00 $0.00 $0.00 $4,590.00

0 0

$0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00

0 0

$0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00

0

$0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00

0

$0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00

$0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $459.00

4 8 5 6 4 0 0 27

$680.00 $1,360.00 $850.00 $1,020.00 $680.00 $0.00 $0.00 $5,049.00

Notes:1. The above cost are estimated fees. We will contact the City of Palm Coast when re reach 75% of our estimated fee.2. We will be be available for additional Bidding Services when requested by the City of Palm Coast and will bill the requested additional hours based on our rate schedule.

Project: Client:

Prepared By:

Date:

Rate Schedule Used:

Belle Terre Multi Use Path Bidding Services

April 15, 2009

-$

-$

TOTAL

Contingency (10%)

CLASSIFICATION RATE

170.00$ Professional Engineer III

-$

Mileage

Reproduction (24x36)

0.51$

1.50$

TOTALTASKS Interp. Plans(2) Admendments (3)

Pre-Bid Meeting (4) Reproduction

Palm Coast - 2009 TRANS

City of Palm Coast

Bid Evaluation Meeting (6) MileageEvaluation of Bid

(5)

teer

Engineering Planning Sciences Surveying

HOURS HOURS HOURS HOURS HOURS HOURS HOURS HOURS HOURS HOURS HOURS HOURS HOURS HOURS$ $ $ $ $ $ $ $ $ $ $ $ $ $

8 8 8 3 2 0 0 0 0 0 3.5 4 4 40.5

$1,360.00 $1,360.00 $1,360.00 $510.00 $340.00 $0.00 $0.00 $0.00 $0.00 $0.00 $595.00 $680.00 $680.00 $6,885.00

51 51 51

$25.76 $25.76 $25.76 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 77.27$

0

$0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00

0

$0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00

0

$0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00

0

$0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $688.50

59 59 59 3 2 0 0 0 0 0 3.5 4 4 40.5

$1,385.76 $1,385.76 $1,385.76 $510.00 $340.00 $0.00 $0.00 $0.00 $0.00 $0.00 $595.00 $680.00 $680.00 $7,650.77

Notes:1. The above cost are estimated fees. We will contact the City of Palm Coast when re reach 75% of our estimated fee.2. We will be be available for additional Construction Services when requested by the City of Palm Coast and will bill the requested additional hours based on our rate schedule.

Belle Terre Multi Use Path Constructin ServicesCity of Palm Coast

April 15, 2009

Warranty Inspection

Record Documents

Project: Client:

Prepared By:

Date:

Rate Schedule Used:

-$

-$

TOTAL

Contingency (10%)

0.51$

1.50$

-$

Mileage

Reproduction (24x36)

CLASSIFICATION RATE

170.00$ Professional Engineer III

Errors or Omissions

Consultant Change Orders

Review Items and Cost TOTALTASKS Site Visits Pre-Con Meeting Job Site

MeetingsEvaluation of Subsitutions

Palm Coast - 2009 TRANS

Interpretation of CDs

Punchlist & Final Cert

Contractor Change Orders

Shop Drawing Review

ID Task Name Duration Start Finish

1 PROJECT DURATION* 46 days? Mon 5/11/09 Mon 7/13/09

2 Notice to Proceed 0 days Mon 5/11/09 Mon 5/11/09

3 Pre Design 13 days? Mon 5/11/09 Wed 5/27/094 Survey 11 days Mon 5/11/09 Mon 5/25/09

5 Pre Design Review & Signoff 2 days Tue 5/26/09 Wed 5/27/09

6 Schematic Alternative Analysis 5 days? Mon 5/18/09 Fri 5/22/09

7 Kickoff Meeting 0 days Mon 5/25/09 Mon 5/25/09

8 Design Development 8 days? Tue 5/26/09 Thu 6/4/099 30% Plans 5 days? Tue 5/26/09 Mon 6/1/09

10 City Review & Signoff 3 days? Tue 6/2/09 Thu 6/4/09

11 Kickoff Meeting 0 days Thu 6/4/09 Thu 6/4/09

12 Construction Documents 30 days? Tue 6/2/09 Mon 7/13/0913 90% Plans 20 days? Tue 6/2/09 Mon 6/29/09

14 City Review 5 days? Tue 6/30/09 Mon 7/6/09

15 100% Plans 5 days? Tue 7/7/09 Mon 7/13/09

NTP

SIGNOFF

KICKOFF

SIGNOFFKICKOFF

4/26 5/3 5/10 5/17 5/24 5/31 6/7 6/14 6/21 6/28 7/5 7/12 7/19May June July

Task

Split

Progress

Milestone

Summary

Project Summary

External Tasks

External Milestone

Deadline

Belle Terre Multi-Use PathPhase One

City of Palm Coast, Florida

*Schedule is based on no permits required as per RFP page 11, Section D, Project Description, Permitting/Regulatory Approvals: No permitting is required for this project. Belle Terre 04162009rev.mpp

Project: Belle Terre 04162009revDate: Thu 4/16/09