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NO. CITY EXPENSE CODE: CITY PROJECT NO. MATHEWS CONSULT. PROJECT NO. 1496 TITLE: Area 1 lA Reclaimed Water Booster PS Construction Management Services This Service Authorization, when executed, shall be incorporated in and shall become an integral part of the Contract. TITLE: Agreement for General Consulting Engineering Services I. PROJECT DESCRIPTION The City has recently completed design of the Area 11 Reclaimed Water Booster Pump Station. The Pump Station is designed to serve the City's eastern reclaimed water service area known as Areas 11 and 12. The station will take reclaimed water from the existing effluent/outfall pipe, boost the pressure, and convey reclaimed water through a new reclaimed water distribution system (under separate contract) to the service area on the City's barrier island. This scope of work provides for engineering services during construction of the booster pump station. II. SCOPE OF SERVICES Phase I - Study and Report Phase Not Applicable. Phase II -Preliminary Design Phase Not Applicable. Phase III -Final Design Phase Not Applicable. Area 11 PS CMS Contract 01/18/09 Phase V -Construction Administration Phase CONSULTANT shall serve as the City's engineering representative during the course of the estimated five (5) month construction period. CONSULTANT shall provide a turn- key operation with the City in that all construction related services shall be provided by the CONSULTANT through completion of the project (165 days). The general services during construction shall include the following tasks: L MC shall attend a preconstruction meeting and monthly construction progress meetings for the project. MC shall prepare and distribute meeting agendas and meeting minutes. 2. MC shall review shop drawings, results of laboratory tests, samples, certifications, O&M manuals and any other data which the construction contractor is required to submit for review and approval during construction. Review will be for conformance with the design concept and compliance with the construction contract documents. MC shall maintain a shop drawing log indicating the dates of contractor submittals, rejections, and approvals. 3. MC shall provide interpretation of plans and specifications. MC shall consider the Contractor's suggestions and recommendations, evaluate them, and submit them with recommendations to the City for a final decision. MC shall answer RFI's providing clarification of the design. 4. Resident Project Representation: MC shall provide a Resident Project Representative (RPR) through substantial completion of the construction project (165 days, or 5.5 months). For this project, it is assumed that part-time inspection (4 hrs/day, three days per week) will be provided during field activities which is assumed to take place 4 months out of the total 5.5 months construction schedule (for a total of 208 inspection hours). MC's RPR responsibilities shall include: a. Field observation and inspection of the progress and quality of construction work to determine whether it is proceeding in accordance with the Contract Documents. CONSULTANT shall notify the City immediately if work does not conform to the Contract Documents. b. MC shall serve as the City's liaison with the Contractor. Assist the Contractor's Superintendent in understanding the intent of the Contract Documents. c. Verify to the best of MC's knowledge that tests, equipment and system startup are conducted in the presence of appropriate personnel, and that the Contractor maintains adequate records thereof. Observe, verify accuracy, record, and report details of the test and/or procedures to the City. d. Record results of observations and inspections. The following shall be documented: 1) MC's time and activities related to the project, 2) weather conditions, 3) time, nature and specific location, and quantity of work being performed by the contractor, 4) equipment on-site, equipment in use, contractor's manpower on-site and contractor's supervision on-site, and 5) verbal interpretations given to the contractor, if any and specific observations, Area 11 PS CMS Contract 01/18/09 2 inspections or tests performed. Record any occurrence or work that might result in a claim for a change in contract sum or contract time. Maintain a list of visitors, their titles, and time and purpose of their visit. e. Review the Contractor's record drawings monthly to confirm proper updates are being made. CONSULTANT will maintain a separate set of record drawing mark-ups in addition to the Contractor's efforts. £ Verify that all construction improvements are installed at the vertical and horizontal positions shown on the Contract Documents. g. Monitor the construction schedule and report to the City conditions which may cause delay in completion. h. Maintain all construction records in an orderly manner. Include correspondence, Contract Documents, Change Orders, Construction Change Authorizations, Supplemental Instructions, reports of site conferences, shop drawings, product data, samples, supplementary drawings, color schedules, requests for payment, and names and addresses of Contractors, subcontractors and principal material suppliers. i. Review applications for payment submitted by the Contractor and material vendors and forward them to the City with recommendations for disposition. Prepare RFPs, review contractor proposals, review contractor change orders, recommend proposals to the City for change order processing, and assist the City with negotiating price for change orders. Engineerin ag nd Specialty Inspections: MC's engineers shall visit the project site during pertinent stages of construction to observe as an experienced and qualified design professional the progress and quality of the executed civil, mechanical, electrical and instrumentation work of the Contractor and to determine if such work is proceeding in accordance with the Contract Documents. CONSULTANT's efforts will be directed toward providing a greater degree of confidence to the City that the completed work of the Contractor conforms to the Contract Documents. During such visits, the MC shall 1) keep the City informed of the progress of the work, 2) endeavor to guard the City against defects and deficiencies in such work, and 3) disapprove or reject work as failing to conform to the Contract Documents. 6. MC shall provide startup and testing services for the project, including witnessing pipeline pressure testing, pump performance testing, hydraulic testing, and other startups needed to demonstrate successful operation of the system. 7. MC shall perform Substantial Completion and Final Completion inspections for the Utility Site improvements. For the purpose of this provision, Substantial Completion shall be deemed to be the stage in construction of the project where the project can be utilized for the purposes for which it was intended, and where minor items need not be fully completed, but all items that affect the operational integrity and function of the project are capable of continuous use. Area 11 PS CMS Contract 01/18/09 3 8. MC shall provide final project certification of completions necessary to close out regulatory permitting for the project and to obtain acceptance for operation of the system(s). 9. MC shall review the Contractor's electronic Record Drawings for completeness. Record Drawings are required to be submitted to the regulatory agencies before receiving final acceptance for operation of the system(s). A minimum of one (1) hard copy and one (1) electronic version of approved Record Drawings will be submitted to the City upon completion of the project. Other -Not Auulicable ASSUMPTIONS Work described herein is based upon the assumptions listed below. If conditions differ from those assumed in a manner that will affect schedule of Scope of Work, Consultant shall advise City in writing of the magnitude of the required adjustments. Changes in completion schedule or compensation to Consultant will be negotiated with City. 1. Material testing services are not included in this Authorization. ADDITIONAL SERVICES Consultant shall provide additional engineering services relating to construction management that are not covered under this Service Authorization. These additional services maybe required due to uncertainties discovered during construction activities for the project. Services performed under this task will be on as-directed basis in accordance with a written Notice-to-Proceed from the City Manager. The Notice-to-Proceed issued shall contain the following information and requirements. • A detailed description of the work to be undertaken. • A budget establishing the amount of the fee to be paid in accordance with the Agreement. • A time established for completion of the work. III. TIME OF PERFORMANCE The completion dates for this work will be as follows (starting at written notice-to-proceed). Refer to Attachment A for Project Schedule. En ing Bering Services Phase V -Construction Admin. Time per Phase 165 days Cumulative Time 165 days Area 11 PS CMS Contract 01/18/09 4 COMPENSATION The compensation for services provided shall be billed on an hourly basis plus reimbursable expenses for each phase of work in accordance with Article VII, Method II, up to the following not to exceed cost for each phase. Refer to Attachment B for budget summary. En ink eerin~, Services Phase V -Construction Administration Out-of-Pocket Expenses Additional Services Estimated Fees $ 53,479.00 $ 1,500.00 ~~~ $ 15,000.00 TOTAL PROJECT COST ~ 54,979.00 ~~~ Notes: ~l~0ut-of-Pocket Expenses include the following.• printing/reproduction and postage. ~~~Total project cost does not include the $I5, 000 for Additional Services (zf authorized by the City). Area 11 PS CMS Contract 01/18/09 5 This Service Authorization is approved contingent upon the City's acceptance of and satisfaction of the completion of the services rendered in the previous phase whereas encompassed by the previous Service Authorization. If the City in its sole discretion is unsatisfied with the services provided in the previous phase or Service Authorization, the City may terminate the contract without incurring any further liability. The Consultant shall commence work upon City Commission approval and this Service Authorization to be included as part of the contract without any further notice to proceed. Approve by: CITY OF DELRAY BEACH: MATHEWS CONSULTING, INC. Date: Date: Rita Ellis, Mayor Rene L. Mathews, P.E., President Witness Attest: Approved as to Legal Sufficiency and Form STATE OF FLORIDA COUNTY OF PALM BEACH The foregoing instrument was acknowledged before me this day of 2009 by Rene Mathews, President of Mathews Consulting, Inc., a Florida corporation, on behalf of the corporation. He/She is (personally known to me) or (has produced identification), Florida Driver's License and (did/did not) take an oath. Signature of person taking Acknowledgement Area 11 PS CMS Contract 01/18/09 6 Z L r u o. Q LL „~ v 5, ~. .~ a ~ Q a 0 4'V } a N '^, . y v ~} N ~$ ~ cc C (~ ~ V , L Z L a 1 u L L ~} Y V V Vl ~ - W'', - E,'' ~n -' :; I ~/, ~ Ci I ~~ ~~ C"" ATTACHMENT B City of Delray Beach Area IIA Reclaimed Water Booster PS Cor~struction Management Services Budget Summary Labor Classification and Hourl Rates hase No. ask Description Principal Engineer $139.00 Senior Engineer $127.00 Engineer $104.00 Sr. Construction Inspector $90.00 Senior Eng. Technician $94.00 Senior Cadd Designer $89.00 Clerical $52.00 Total Labor Sub- Consultant Services V Construction Management Services Internal Project Mana9ement Attend pre-construction and monthly meetings 18 28 21 $2,502 $5,446 Review shop drawings & submittals 32 32 $5,728 Intrepretation/clarifications of documents 18 $2,286 Review monthly schedule & Pay App Resident project representation 10 208 $1,270 $18,720 Periodic engineering site inspections 16 $2,032 Startup/testing services Substantial/Final completion inspections Final project certifications 8 8 4 8 8 $1,736 $1,736 $508 Record Drawings 8 8 $1,736 Subconsultant - EDA Subtotal 18 132 0 253 0 0 32 $43,700 $8,890 Labor Subtotal Hours 18 132 0 253 0 0 32 $43,700 $8,890 Labor Subtotal Costs $2,502 $16,764 $0 $22,770 $0 $0 $1,664 Labor Total Costs $43,700 Subconsultant Costs Total $8,890 Subconsultant Multiplier 1.1 Subconsultant Total $9,779 Reimbursable Expenses $1,500 Project Total $54,979 Area 11 PS CMS Contract 01/18/09 8 MEMORANDUM TO: Mayor and City Commissioners FROM: Bruce Koeser, Director of Human Resources and Risk Management THROUGH: David T. Harden, City Manager DATE: January 28, 2009 SUBJECT: AGENDA ITEM WS.1 - SPECIAL/WORKSHOP MEETING OF FEBRUARY 10, 2009 PRESENTATION OF COMPENSATION AND CLASSIFICATION STUDY ITEM BEFORE COMMISSION Compensation and Classification Study Presentation by Evergreen Solutions. BACKGROUND In the later part of 2008, the City contracted Evergreen Solutions to conduct an in-depth Compensation and Classification Study. This study involved a review of the current classification and compensation system to ensure internal equity, and a survey of peer organizations to ensure external equity. Evergreen Solutions will now present findings and recommendations for proposed revisions. RECOMMENDATION Staff recommends approval. MEMORANDUM TO: Mayor and City Commissioners FROM: Bruce Koeser, Director of Human Resources and Risk Management THROUGH: David T. Harden, City Manager DATE: February 3, 2009 SUBJECT: AGENDA ITEM WS.2 - SPECIAL/WORKSHOP MEETING OF FEBRUARY 10, 2009 PRESENTATION OF BENEFITS COMPARISON INCLUDING PENSION AND VEBA ITEM BEFORE COMMISSION Benefits Comparison Including Pension &VEBA BACKGROUND In the later part of 2008, the City began pension and VEBA (Voluntary Employ Services and their actuaries to compare results of the comparison will be presented. working on a comprehensive benefits comparison, to include ee Benefit Association). We worked with Gallagher Benefit the City's benefits to other local government agencies. The MEMORANDUM TO: Mayor and City Commissioners FROM: Amy E. Alvarez, Historic Preservation Planner Paul Dorling, AICP, Director of Planning and Zoning THROUGH: City Manager DATE: February 5, 2009 SUBJECT: AGENDA ITEM WS.3 - SPECIAL/WORKSHOP MEETING OF FEBRUARY 10, 2009 RECOMMENDATIONS REGARDING THE FOUR (4) HISTORIC DISTRICTS ITEM BEFORE COMMISSION The item before the City Commission is a review of the resurvey for Nassau Park, Old School Square, and Del-Ida Park Historic Districts conducted by RJ Heisenbottle Architects, Inc. Staff seeks direction from the City Commission regarding implementation of the noted recommendations. BACKGROUND A resurvey of the Nassau Park, Old School Square, and Del-Ida Park Historic Districts was completed in January 2009, and the survey report makes the following recommendations: Nassau Park That the Period of Significance (POS) be extended to 1964 (currently spans 1935 to 1943); That listing on the National Register of Historic Places be sought for the entire district; and, That Ordinance 97-87 be amended to correct the name from Nassau Street Historic District to Nassau Park Historic District. Old School Square That the POS be extended to 1965 (currently spans 1900 To 1943); That the City consider adding an additional two blocks between from SW 2nd Street to SW 4th Street to the district; That listing on the National Register of Historic Places be sought for those resources identified in the Master Site File Forms; and, That listing on the National Register of Historic Places be sought for the entire district. Del-Ida Park That the POS be extended to 1970 (currently spans 1923 To 1943); and, That listing on the National Register of Historic Places be sought for the entire district. Nassau Park The recommendation to extend the Period of Significance (POS) to 1964 has been justified in that it includes the later (eligible) development within the district. The development trends remained constant from the 1930s through the 1960s, as did the overall building typology. Although the few houses constructed between the 1950s and the 1960s may lean more towards the Ranch style popular in those years, the new structure's use of scale, setback, and materials still conveyed a cohesive architectural aesthetic within the district throughout the new POS. The POS extension would change the classification of five properties currently deemed non-contributing, which were constructed from 1949- 1964. Ordinance 97-87 refers to the Nassau Street Historic District while the designation report refers to the more widely recognized name of Nassau Park Historic District. The survey recommends it be referred to as only the Nassau Park Historic District These recommendations could be accomplished via Ordinance requiring an Historic Preservation Board (HPB) recommendation and action by the City Commission, as well as a Planning and Zoning Board recommendation for the name change. Old School Square The recommendation to extend the Period of Significance to 1965 has been justified in that it would include the later (eligible) development of 1944 - 1965. This development period highlights the ongoing Post World War II development trends. The cut-off date is noted as such to correspond with the "construction gap between the 1960s and 1990s when few if any new structures were built within the district". This expansion would change the classification of approximately twenty-two (22) properties currently deemed non-contributing. The recommendations include extension of the district on additional two blocks from SW 2nd Street south to SW 4th Street with particular emphasis on structures immediately adjacent to South Swinton Avenue. The recommended POS extension could be accomplished via Ordinance requiring an HPB recommendation to the City Commission. However, the district boundary extension would require additional research, and would have to be implemented by a future Ordinance. Del-Ida Park The recommendation to extend the Period of Significance to 1970 has been justified in that it would include the later (eligible) development of 1944 - 1970, otherwise identified in the report as the Post World War II era, which "was a significant period in the historic and architectural development of Delray Beach." Many of the structures identified in the resurvey report date from 1963-1965, and would now be included in the expanded POS. This extension would change the classification of approximately forty-nine (49) properties currently deemed non-contributing. The recommended POS extension could be accomplished via Ordinance requiring an HPB recommendation to the City Commission. Architectural Notes As a general note, it is important to consider that while any of the architectural styles within the designated historic district may exist in large numbers within the City as a whole, there is not a large concentration of any single style within any of the City's five historic districts. Therefore, the protection of any of the eligible resources is important in maintaining the historic environment of each district. In addition, the references to Post World War II development may also be referred to as "Modern" which encompasses architectural styles dated 1935 -present and contrasts with the "period" style residences constructed in previous years. These Modern styles include Minimal Traditional (c.1935- 1950), Ranch (c. 1935-1975), and Contemporary (c. 1940-1980), all of which are represented within the subject historic districts. Those properties surveyed for significance are considered Post World War II development as they are consistent with development trends of the time when downtown's were abandoned, and the suburbs began to flourish. National Register of Historic Places With respect to listing of the subject historic districts on the National Register of Historic Places, this would provide additional recognition for each district. Additional review criteria or restrictions would not be placed on those properties located within the boundaries. Staff recommends that the City submit an application for listing of each district with research assistance provided by residents from within each historic district. If listing of any of the historic districts is not supported, it is recommended that individual properties identified in the resurvey reports seek National Register of Historic Places listing. An application for listing should be processed via a recommendation of support by the HPB to the City Commission. Once the application is submitted to the State Historic Preservation Office (SHPO) for review, notice by mail or newspaper advertising will be provided, at which time a property owner will have the opportunity to support or object to the listing. It is recommended that an informational workshop on the listing be conducted at an HPB meeting for each individual historic district. Resurvey Report While the resurvey report includes the West Settlers Historic District, the recommendations are not being presented to the City Commission at this time as additional study of the recommendations is being conducted. Final recommendations for this district will be reviewed at a later workshop. RECOMMENDATION Proceed with the recommendations via an individual Ordinance for each historic district. a ^ 3 ~~!3-r .. ...~ _ ~..,.~.. -:- ., _rlf~_ . _~~: ~C.., ~~~~., ~~,~'~!:`~>~_ s`.:i ,~.~_._.,,.. _ ~`<J~_"'~r ~. ~ ~'. ~-~ r__.~ Ate: ~~ y ~~ ~t ~ a~vffie~~e s^ir•~~~~aa~ae~a~ Y ~'` ~''F- ~ _ _ y 3~u ~~ ~ ~ ~'ii ~ ~ rw,' ~~ dl ai~! ~s ~fIC~" ~ i~ t,~~i~oi~`~i rSy `. ~, pfi ~~.r ~ aw~A ~ n ~ ~~'~ .~~~ ' ~ i FY45Bf6~M~ re~~~a~e~~s~~ee~® ::j A ~: 't~~: ~J ,~ . f ~ ~ ~,_~i,,~ r -~ - ~ '~ [~? n - ~~ ~~ ~ ~~~~ ~~ II! 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D - v E ~ ~ '~ -d ~'_ _ ~ ~~ ,~ ~' ~~ _ „~ . , ~, ` ~ - - - r. ~ ~ k Y n r, v e n N r i Y. ~ ~ v a m~ x ~. i e n R r Q ,~~ ~~ _ ~' III' xi ~. ~ ~ f- .. .. ... - _ ~~ ~!.,~~~~ ~~ 3 ~~ ~ i V '_~? ~' ~ 'r~ i~.. 4 ~ ~ t8 'r~ ~r_-3~~.„~ ti ~ ~f~ ~5 ~h ~sF~a ~y j, ~1 l a~~~'~li~,.~~~?~~ _,~,~~! ! ~4 ._~ :_~(t~~4Gi:'~~Ir.`~, .~_~ v_.,.-.~ i ~:~F,~~~°.."'~,~~.°~',~' ~c~,. °;;, fem. _ ~,1 E ~ f~ ~ '~°Yp A' ~ ~~~ ~~ IE p~ `L~~3~ 11.V f'~ ~ \L 'y ~ `~ I~ 11 ~~~ ~' ~, :1. ~ 1.. Vii.. ?:) 3.. i w. w - ~~ ~ _' ~„ ~~~~ ~~~ N i -~ ter.: ~` ~ ~~~b~:': ~~'C.~~;: ~. ~t._..~~ S+c,. ~~._.,-.~ ~, ..~~r'~~~..i af. ~~ -~ _ ~ ~ _ .~:~:~: ~~"~~~ e v, i ~ ° ~ J.:S,. hS`~r~ ~~,~_ ~~ e " ~~. Pq ~.~~~ ~~ ~ T - , , ~ - ~ ' ~' f='~~~ R A _ ~ R 3 1 '~ .a - G~ ,• ~` ~~. ` ~..~ '' ~ ~~ ~ ~ . ~ ' . t i I a~ s ~ t ~ ~~~ ~ ~ ~~ iR N. m d tl III If ' I I l u 1 ~ I `c I I I I I ~ I i ~ I I I ' •. I I N ~~l~ ~~i~6~~~1~i~ 6~f~l~1~1~1~~~1~1~I~t~1~1~i~t~i~E i~ .~ ~=~~~~ ~UW~' al p ~I ~I n il~i~~~1~l~l~f~[~~~~~~~~i~~f~l~! x '~ N r! r e o' b Y~ V 5 ^ e ~ ^ v v n ii r• ~~ IX di i N IT iF ^ b i l4 ~5 tl If n I]' fl Y R R ~) t .~ 6 -r5 I S E n 1 m o. ~ n n n n s a ~., ...r~ - - ~~ s I4 Y ~~` Au ~ . a~.~~__..... ,~a R .~ N ~ _ y MEMORANDUM TO: Mayor and City Commissioners FROM: Richard C. Hasko, P.E., Environmental Services Director THROUGH: David T. Harden, City Manager DATE: February 4, 2009 SUBJECT: AGENDA ITEM WS.4 - SPECIAL/WORKSHOP MEETING OF FEBRUARY 10, 2009 ESD EXPENSE CONTROL PROCESS ITEM BEFORE COMMISSION In accordance with prior direction from Commission, staff has developed a departmental process to ensure required levels of approval are obtained prior to authorizing contract change orders. BACKGROUND As a result of staff oversights during the construction of FS #4 which resulted in significant additional costs that were incurred without proper authorization, Commission requested that staff establish a formal process for handling project change orders that would prevent the performance of additional work without proper authorization as prescribed in the City's Purchasing Policies. The attached Project Expense Control Process has been established for this purpose and has been implemented in Environmental Services. The process is initiated with a proposal submitted by the contractor to Construction Divisional staff. Staff reviews and approves the scope, cost and schedule and initiates an approval form that is transmitted to the Director. The Director evaluates the proposal and determines the appropriate authorization required based on the type of additional work, the dollar amount of the proposal and the cumulative amount of prior change orders. Change orders required to fund additional work due to unforeseen field conditions may be funded from project contingency. Contract Additions resulting from scope increases will be funded from appropriate capital accounts and the contract and purchase order amounts will be increased by the approved amount. Approval authorizations will be required as follows: Less than $1,000 ESD Director Between $1,000 and $15,000 City Manager Greater than $15,000 City Commission Contract allowances such as video and utility allowances will require approval by the Director only. These allowances are contract line items that are for specific generic activities for which staff assigns a dollar amount in the contract bid documents so they will not be determining factors for contract award. Cumulative dollar amounts will vary with each project but are generally less than $10,000 with the associated tasks that occur over the entire contract term. Upon acquisition of the appropriate approval for any expense, the Director will execute the authorization form which will be transmitted to the Contractor as authorization to proceed. As a fail safe mechanism, it will be stressed to the contractor during the project prework meeting that there will be no verbal authorizations for project change orders. Any additional work performed in the absence of the executed authorization form will not be paid for. Any change order that affects critical path activities on the project schedule will be handled as an emergency approval. Value's over $15,000 must be approved by the City Manager and placed on the next available Commission agenda for formal approval. This process will also be applied to the administration of consultant contracts. RECOMMENDATION Presented for information and comment. W d LLJ !- w W Z U C a ~ ».~ ~~ ~ ~ ~ N c ~ p Q ~ »~ 'i {.} ~ ~ q ~ ~ ,~' O :.~ L3 ~ i' ~'I Q "~ ~ ~ c~ n C~ ~ ~ U ~ ~ .~ o ~~.~ ~~ ~..cr ~./ .~ ~ ~ ~ r O ~ N„O o ~ ~ ~ '' ~~ a~~I ~Q ~ L © ~ ~} a ~ ~- ~' cis ~ ~ ~ ~ a L t3 v v ~ _ © ~ ~ -~ ~ ~ ~ _j ~ ~_~ :~3 N ~U- O ~' O ~ ~ ~ o ~, o ~> U ~ ~ ~ ;.~ U ~' Q ~ 0 ~ ~ ~ ~ ' ~ ~ ~ ~ ~ Q) CG ~ ~ E ~ ~ ~ ~D ~t ~~ ,~C?,~ ~ a 17~, r ~. ~ ~ ~ .'e r ~ ry r i ~ . ~ ~ ~ ~ ~ ~ ~ r ~ ~ Q U ~ ~ ~ ~ Q ~ ~..~ ~.. ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ L o ~ U ~ ~ o o _ s3J .+..~ ~ l.l. ~ ~ ~ ~ Q . d ~ r..1.. ~. p ~ p ~ j 3 ~ C Q Q ~ ~ U ~ CCS ~} ~ Cis DUI- oI I ~l1- ~'~~~ ~;~ o ~ ~ s.. ~ ~ ~ a " Qo ~-~U o ~~~ ~~Q: - D ~ a v o oc,~ ~. -~-,, ^U L ~ Q [6 ^ Q ~ fl ~ ~ r ~ ~ ~ ~ ~ ~ ~ ~ ~ i ~ W ~, ~ ~-. a~ ~ ~ a ~ 7 ~ U ~ ~ "~ p ~; ~ N ~ 4-- ~ ay fl C p l~ ~ O Q Qy C~ ~. •= ~ ~ ~ v ~ ~ O ~ ~ v ~ W ~.. ~ © ~ ~ ~ ~ 7 ~ " ~ ~ ' j ° ~'~ ' ~ ~ .~~.~ ~ O r W d C) ~ cu ~ a ~ p o ~ W -- ~ ~- ~. ~ I ~ ~ ~ ~ ( i/ 0 ca 0 N Q7 0 c 0 G N LLI E1~V112®NIVIENTAII SERVICES DEPA,I2TMENT C®1lTST`RUCTI(~N DIVISION PR®~ECT EXPENSE C®NTR®I.1 PRQCE55 PURP®SE: These procedures were developed to establish an expense control process within the Environmental Services Department for the expense management of Construction Projects; to include process, responsibility, and reporting. A sample copy of all documents discussed is attached. A. N®TIFICATI®loI ~F NEVI ESD P12®CESS T~ C®NTRACT®125: Step One: Notification to Contractor Contractor will be notified of the new ESD process at the Preconstruction meeting. - The Preconstruction Meeting Agenda has been modified to include a section on the new procedures. _ Discussion will include an explanation of all of the new ESD procedures and the requirement of the new ESD Additional Work Authorization Approval Form. Responsible Staff: Deputy Director of Construction or Construction Manager* I3. PR®CESSINC C3F ESD APPI2®VAL FORIVI F®R ADDITI®NAL W®]~: Step One: Additional ~Tork Request by Contractor Contractor will send an email to Deputy Director of Construction ar Construction Manager, detailing the additional work; and attach supporting backup. Responsible Staff: Contractor Step Twa: Construction. Manager Approval Construction Manager will review and, if approved, will forward his approval, via email, to the Deputy Director of Construction for review an approval. Responsible Staff: Construction Manager. Step Three: Deputy Director of Construction Approval Deputy Director of Construction will review and, if approved, will forward approval, via email, to Construction Management Technician to generate ESD Additional Work Approval Form; and for tracking and reporting purposes. Responsible Staff: Deputy Director of Construction Stets Four: Tracking/Logging Construction Management Technician will enter the additional work request an the Construction Project Detailed Allowances Spreadsheet as a pending item and generate an ESD Approval Forrr~ for Additional Wark; then email form to Deputy Director of Construction; for acceptance and further processing. Responsible Staff: Construction Management Technician * used on who is assigned as project manager, either the Deputy Director of Construction or the Construction Manager will be the responsible staff. EsD Construction Project Expense Control Procedt~t~es ~ l3. PIS®CESSING ®F E5I) APPI~I~VA,L F®IiIVI F®R AI~I~ITItII~Ai. W®12K: e~ntin~ed St Five: Submission to ESD Director for Approval Deputy Director of Construction will forward ESD Approval Form, via email, to ESD Director fax approval; email must include the following: - ESD Approval Form for Additional Work; signed by Deputy Director of Construction. - Construction Project Detailed Allowances Spreadsheet; with the additional work item listed as a pending item (pending ESD Director Approval). Responsible Staff: Deputy Director of Construction Step Six,: ESD Director Approval ESD Director reviews and evaluates required level of authorization. When appropriate authorization is received, Director signs ESD Approval Form for Additional Work. Then emalls signed approval form to Deputy Director of Construction and Construction Management Technician. Responsible Staff: ESD Director Step Seven,: I~~otification of Approval to Contractor Deputy Director of Construction or Construction Manager will notify contractor, via email, of approval; and will attach an ESD Approval Form for Additional Work signed by the Director. Responsible Staff: Deputy Director of Construction or Construction Manager Step Ei~ CJpdating Construction ~'roject Detailed Allowances Spreadsheet Construction Management Technician will update the Allowances Spreadsheet; the item will now be an approved item and removed fiom pending status. Responsible Staff Construction Management Technician C. M®NTHI.,Y REP®I~TIN~: Step One: Construction Project Allowance Summary Sheet Construction Management Technician will maintain a Construction Project Allowance Summary Sheet to include all current projects; and the Summary Sheet will be given to ESD Director on a monthly basis. Step Two: Construction Project Detailed Allowances Spreadsheet Construction Management Technician will continually update the Construction Project Detailed Allowances Spreadsheets; and the spreadsheets will be part of the monthly report; a spreadsheet for each project, where allowance money has been used, wi11 be attached to the Construction Project Allowance Summary Shect. Responsible Staff: Construction Management Technician ATTACHMENTS: ESD Approva] Form for Addition.aI Worl~ Construction Project Detailed Allowances Spreadsheet Construction Project Allowance Summary Sheet ESB Constntction Project Expense Control Procedures ENVIR®NMENTAL SERVeCES ®EPARTMENT CITY ®1= DILRAY BEACH * ES® APPROVAL F®RM FOR AI~L31T1®NAL WORFC A®®ITIONAL WORFC AUTHORI~ATI®N N®, 3 PROJECT INFORMATION; "Sample" Project PIN 2015-099 CONTRACTOR: "Sample" Construction Co. DESCRIPTION OF CHANGE: ALLOWANCE TYPE DATE REQUESTED AMOt9NT Additional Butterfly valve required due to unforeseen Contin enc 1/20/2009 underground conditions 9 Y ($2,800.Ofl) SUMMARY ®F ALLOWANCE ANVIa;lJt~T TOTAL ORIGINAL CONTRACT ALLOWANCE AMOtBNT: $25,000.00 PREVIOUSLY APPROVED ALLOWANCE AMOUNT: ($3,700A0 NET ALLOWANCE AMOUNT AVAILABLE PRIOR TO THlS ESD tiNDRIC AJTHORIZATION $21,300.00 ALLOWANCE AMOUNT WILL BE DECREASED BY: ($2,800.00) A®JUSTED ALLOWANCE AM®UNT; INCLUC~ING THIS ESD VV4RIC AUTHORIZATION $'18,500:00 A®DITI®NAL INFORMATION. None ACCEPTED BY DEPUTY DIRT=CT01=2 OF GC3NSTRUCTION: Accepted: Rafael Ballestero DATE Deputy Director of Construction APPS®~!~® ~Y E~® DIRECT®R: F~iCHARC~ C. H~S~C®, ES® ®IRECT®R ®ATE i3ISCLe4IMI=R: This t®rrr~ is n®t c®r~sidered approw~d until si€~r~~d by the SI ®hector - Contraotor is hereby notified not to perforra~ any vtrork described ia~ this cf~anc~e order without the signature of the ES® ®irectar. ES~s Sampl Add'1. Wark Apprvl Form ~~n~tructi~n Pr®ject detailed Ali®r-~ance~ Spreadsheet Pr'®J~ct irif®;s'EilatlOrl: "Sample" Project P!N 2015-099 ~®ntract®r: "Sample" Construction Co. Contract ,~liowance current /Allowance Item ,~Ilnwance Date late Amount Amocrnt Balance Requested Approved tine (tern #2 -Contingency Allowance $25,D04.t1D Removal of additional DIP piping discovered during excavation which required removal t$?'}OO.OOj-==$22,9(30.(}0 1219/2008 '12]11/2008 Adjustment of FPL manhole, located on the south side of the new roadway, which is Weil below grade. ($1,600.00) X21 „300.00 1/5/2009 1/7/2009 PE[~DING ITEMS: F'endin Items have not been acded to above fi ores; waitin €or 1nSD Director ~# proval. Additional Butterfly valve required due fo unfcares~en under round- conditions ~$2,80t7..00) 1]2012009 Additional Information: done Sample Detailed Allowances Spreadsheet rn 0 0 N N `~-- N ~ ~ ~ W 93 n °~ LA w-. 44 (U ~ ~ A ~ T "C3 ~ C ~ ~ Q f~iS ~ ~ ~ U ~ ~ C ~ f17 N f~ ~ ~ O N O O ~ f.~ ~ d C ~ ~ ~ ~ Z ~ t4 ~»• 61 L ss c us ~ ~ ~ m a ~ ~ ~ >- Q a a. r~ u N - -t r~ ~` ~ v: ' - ~; ~ N ~ ~ ~ ~_ ~ ~ dS a~ ~ ~ ~ ~ c. p ~ -:O ~ ~ ~ CO V ~ ~ d ~ ~ C7 , ~ ~ ~ ~' O t0 p U U C~ Gk: ~ 43 L Y ~ ~y y {~ (~ .M~_ rrx ~ /~ ~ hh 6i. U ~ d3 ~ Z C ~ ~ ~ "` ^ w=+ ¢ ~ U ~ . ~ N ~ n O ~ ~ = Q fV ~ r C3 <t- N Q ~ O O c'7 d' ~ Iti L1.I N ~ O G®nstruc~i®rt Project ®etaifed Alf®ances Spreadsheet Pr®ject ~n#®rrs~ati®ne Afilantic Dunes Park Boardwalk RehabiEitation PIN 2007-021 Contract®r: McCabe Brothers Construction, Inc. Contract Allowance Current Aft®wartCB Item Allowance €3ate Date Amount Amount Balance ~2e~aj~st:ed Apfsrovecf I_irae item #Z - Contingency Allowance $10,©00.00 Modificatiansladditions of hand raiis at the stairs by the main entry and the shower areas per Building ($4,437 Ofl) $5,563:00 9/15/2008 911712flfl8 Dept, Requirements Additional Services required to fix a conflict which arose during construction; to bridge an opening from {51;276.25 $4,286.7'5 9/24/2008 9/26/2008 the averwalk to the bath hawse entry - _--- Additional handrail returns installed at shower (~835.5fl) $3,451,25 11/3/2008 11!5!2008 Installation of drop-off board at shower to prevent 246.25` undormininq of shower pad t$ ~ $3,205.00 ~ 1/3/2008 31!5/2008 PENf~ING ITf=MS: Have not beer! added to above fi ores; v~atln foe Sly Director A prava[. No Pendinc lteC?~s Atlt[ltional inf®rmation: None MEMORANDUM TO: Mayor and City Commissioners FROM: Randal L. Krejcarek, P.E., LEED AP, City Engineer Richard Hasko, P.E., Environmental Services Director THROUGH: David T. Harden, City Manager DATE: February 6, 2009 SUBJECT: AGENDA ITEM WS.S - SPECIAL/WORKSHOP MEETING OF FEBRUARY 10, 2009 CAPITAL IMPROVEMENT PROGRAM MANAGEMENT SYSTEM ITEM BEFORE COMMISSION Demonstration of new Capital Improvement Program (CIP) management system. BACKGROUND The City currently has separate applications for the creation, updating and multiple means of reporting CIP projects. This application is the result of requests for a more uniform, consistent means of creating and reporting the status of current CIP projects. Data taken from CIP creation, editing, GIS and HTE is now gathered and reported through a single application which will both provide a quicker way to obtain current CIP project status and also provide current financial information about each project.