DESIGN CRITERIA PACKAGE FOR A DESIGN/BUILD OF THE CITY OF LYNN HAVEN SRF WATER AND WASTEWATER IMPROVEMENTS PROJECTS

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1 DESIGN CRITERIA PACKAGE FOR A DESIGN/BUILD OF THE CITY OF LYNN HAVEN SRF WATER AND WASTEWATER IMPROVEMENTS PROJECTS PREPARED FOR: Margo Anderson, Mayor Antonius Barnes, Commissioner Judy Tinder, Commissioner Rodney Friend, Commissioner Dan Russell, Commissioner Michael White, City Manager Bobby Baker, Public Works Director 17/18-7

2 Design Criteria Package For SRF Water and Wastewater Improvements Section 1: Background and Existing Conditions Design Criteria Package Abstract This Design Criteria Package (DCP) has been developed for the purpose of establishing the design criteria that will apply to and govern the design and construction of the SRF Water and Wastewater Improvements. The criteria encompassed in this package are intended to guide the Design-Build Team in the development of the design of the projects, a cost proposal, and construction documents. This package has been developed in accordance with Florida Statute (9) to communicate functional requirements that form the basis for a Proposer s response requested by the City. In general, the discussion and exploration of the aspects of the work within the package and the timely prosecution of the work are intended, not as a prescribed solution, but rather as a guide in establishing a standard of quality. The City shall not be responsible for any errors in the Proposer s estimates caused by use of the conceptual data presented in this DCP. Any bridging documents such as concept plans are intended for informational purposes only. The City shall not be held responsible for any cost overruns or schedule delays caused by decisions made by the Design-Build Team s use of the bridging documents. Background and Scope The City of Lynn Haven is requesting qualified teams to provide professional engineering design, permitting and construction to the City for the turn-key completion of all SRF Water and Wastewater Improvements and other associated utility infrastructure projects, which the city determines to be in the best interest of the City, which provides the best value. The Design-Build Team should be contractor led, to include design firms or a joint venture as long as it is established and registered in accordance with Florida Statutes. If used, the joint venture documents shall be included with the proposal submittal. The City is requesting that qualified proposers provide at a minimum, the professional engineering design, permitting, and construction to the City for a turn key completion of infrastructure projects to include multiple water, wastewater, reuse, and other related utility infrastructure improvements. The contract for Professional Design and Construction Services will commence on the date of award and continue through the completion of construction activities and clearance of all permits for each phase of the SRF Water and Wastewater Improvements projects. The Design-Build Team Shall: 1. Provide a one year warranty guarantee of all work completed from the date of acceptance. 2. Shall follow all applicable FDOT Standards and City Technical Standards for utilities. 3. All OSHA safety guidelines and requirements. 4. Follow all State and Federal requirements regarding utilities and wetlands. [2]

3 5. Work with designated members of the City Staff to develop concept drawings and plans. 6. Design and prepare Civil and Construction drawings and specifications. 7. Develop the designs in accordance with all applicable local, state standards, and federal codes and laws. 8. Provide all survey services when needed for design and permitting to augment existing data to be provided by the City. 9. Provide all geotechnical services needed for design and construction materials testing. 10. Prepare all permits, applications and supporting documentation as required for all local, state, and federal agency permits. 11. Be responsible for all sub-consultants and sub-contractors. 12. Be responsible for all Maintenance of Traffic and minimize road closures. Coordinate with City on a regular basis during construction. 13. Perform and document inspections necessary to document compliance with plans and specifications. 14. Review and coordinate with City Staff for any submittals and construction processes, and/or phasing. 15. Once constructed, the Team is responsible for all permitting clearance and testing to ensure proper operations as designed and approved. The project goals are: 1. The City is seeking an aesthetically pleasing project that meet the needs of the Citizens of Lynn Haven. 2. A Design-Build Team that works well with the City Staff and can provide turn-key projects. 3. The Team shall be fully compliant with all designs and in accordance with all applicable local, state standards, federal codes, laws and OSHA requirements. The Proposer shall be responsible for complete construction including all permitting, engineering design, permit fees, surveying services, geotechnical services and coordination with the existing 24 hour a day traffic, infrastructure and processes. It is anticipated that fine tuning of design concepts will occur during the design phase and through the review process undertaken by the City Staff members. The review by City Staff will be done to determine if the project plans are in conformance with the requirements of the DCP and any prescriptive or method specifications contained in or called out by this DCP. The responsibility for the completion of a complete set of drawings and any supplemental specifications are the sole responsibility of the Design-Build Team. The consequences of the design that may increase in the cost of the project or have permitting impacts, cause changes to the schedule, or any other project impacts are the sole responsibility of the Design-Build Team. The City has approximately 10 miles of utilities [3]

4 which need improvements to include watermain replacement, forcemain replacement, lift station rehabilitation/replacement, reuse main installation and reuse/ water/ wastewater plant improvements. Section 2: Project Design Performance Standards The project shall be designed and constructed in accordance with the following standards: Must develop the design in accordance with all applicable local and state standards, and federal codes and laws. All paving design shall be in accordance with applicable FDOT Standards. All utilities shall be designed in accordance with City Utility Standards and Florida Administrative Code. All stormwater shall be designed in accordance with the Environmental Resource Permitting (ERP) State Regulations. Surveying The Design-Build Team shall provide surveying services for the project to include utility locations, right-of-way, cross sections and other location survey data. Survey work must be comply with all pertinent Florida Statutes and applicable rules in the Florida Administrative Code, and be accomplished in accordance with the Florida Administrative Code, pursuant to Section , F.S. and any special instructions from the City. This survey also must comply with the Department of Environmental Protection Rule, Chapter 18-5, F.A.C. pursuant to Chapter 177, Florida Statutes, and the Department of Environmental Protection State Jurisdiction Boundary Surveys where applicable. All surveys shall be in state plane coordinates and vertical datum shall be NAVD 88. Geotechnical The Design-Build Team is responsible for identifying and performing any geotechnical investigation, analysis, and design dictated by the project design engineer. Geotechnical work and findings shall be documented in a report, and a signed and sealed copy provided to the City Staff upon completion. Permitting The Design-Build Team shall be responsible for identifying all required permits, preparing complete permit application packages, paying all permit fees, and obtaining the permits. The Design-Build Team shall submit preliminary permit application packages for the City s review prior to submitting permit applications. The Design-Build Team shall act as the City s authorized representative for permitting purposes only. If any agency rejects or denies the permit application, the Design-Build Team shall be responsible for making the changes necessary to ensure the permit is approved. Any fines levied by permitting agencies shall be the responsibility of the Design-Build Team. [4]

5 The Contractor is expected to build into the initial project schedule the time to obtain permits. The City may elect to not award additional time caused by the Design-Build Team s submission of incomplete permit packages that generate requests for additional information. All permits required for a particular construction activity will be acquired prior to commencing the particular construction activity. Delays due to incomplete permit packages, agency rejection, agency denials, agency processing time, or any permit violations, will be the responsibility of the Proposer selected Design-Build Team, and will not be considered sufficient reason for time extension. Utility Coordination Prior to submitting their specific task assignment proposals, the Design-Build Team shall thoroughly evaluate the existing utility locations to determine if any utility relocates will have to be done in order to accommodate their design proposalfor the assigned task. The Proposer shall present a plan that shows how their design deals with existing 3 rd party utilities. There are numerous utilities in the City s Right-of-Way s. The Design-Build Team is responsible for all utility coordination, which includes but is not limited to: a. Ensuring that utility coordination and design is conducted in accordance with the City s standards, policies, procedures, and design criteria. b. Identifying all existing utilities and coordinating any new installations or relocations. c. Scheduling utility meetings, preparing and distributing minutes for all utility meetings, and ensuring expedient follow-up on all unresolved issues. d. Distributing all plans, conflict matrixes, and changes to affected utility owners and making sure this information is properly coordinated. e. Identifying and coordinating the completion of any City or utility owner agreement that is required for reimbursement, or accommodation of the utility facilities associated with the project. f. City will assist the Engineer of Record and the Contractor Design-Build Team (i.e. Contractor and Engineer of Record) with resolving utility conflicts. g. Review of all Utility Work Schedules. h. Obtaining and maintaining Sunshine State One Call design to Dig Tickets. i. Quality Assurance review of construction plans prior to construction activities for completeness. The Design-Build Team shall keep a record of all contacts with utility companies and provide a copy to the City s Public Works Director no later than at percent design completion. Landscape Plans No landscaping will be required for this project except for the sodding and seeding as applicable of all disturbed areas. All sodding shall match the existing, usually St. Augustine or Zoysia. Where required; sodding plans are to be prepared in accordance with the latest design standards and practices. [5]

6 Section 3: Project Management and Administration Design Phase Deliverables All plans shall be submitted on D sized drawings. The Design-Build Team shall deliver to the City one (1) set of conceptual plans, three (3) sets of 6030% complete plans, and three (3) sets of 90% complete plans. The Contractor shall submit one (1) set of signed and sealed record drawings annotated as Released for Construction, a set of reproducible record drawings and a digital file of the drawings. All drawings shall be done with AutoCAD. At minimum, the 6030% plans shall show final typical sections, final plan views, layout of drainage pipes and structures, roadway typical cross sections and intermittent cross section as applicable and utility relocations a survey of the existing topographic features and all sub-surface utilities readily identified thru notification of the various third party utilities. The plans shall also show plan and profile (as applicable) of all new utilities, sections and details along with stormwater construction NPDES pollution prevention plans. The baseline specifications and all required SRF general conditions shall be submitted along with all required preliminary engineering reports as may be necessary to obtain SRF funding approval. Upon SRF funding approval, the Design-Build Team shall advance the plans to the 90% stage. The 90% drawings shall include everything that will be in the record drawings. The record drawings shall include any City 90% review comments and the record copy shall be signed and sealed. All plans and specifications shall be submitted for SRF approval prior to any construction. Signed and sealed copies of reports generated by consultants, such as geotechnical reports, shall be delivered to the City s Public Works Director no later than the 60% design phase. Copies of these reports shall be provided to the City. The Design-Build Team shall submit, with the record drawings, the design notes and computations to document the design conclusions reached during the development of the construction plans. The design notes and computation sheets shall be fully titled, numbered, dated, indexed, and signed by the designer. Computer output forms and other oversized sheets shall be folded to a standard size 8 1 / 2" x 11". At project design completion, a final set of design notes and computations, signed by the Design- Build Team, shall be submitted with the as-built set of plans. The design notes and calculations shall include, but are not limited to: 1. Design standards used for the project. 2. Documentation of decisions reached resulting from meetings, telephone conversations, or site visits. City Review The City shall be given ten (10) working days to complete the review of drawings and any other submittals. The Contractor shall include this review time in their schedule. If the Contractor has fallen behind schedule, the City still has ten (10) working days to review submittals. It is the Contractor s responsibility to take any action needed to get back on schedule, but shortening the City s review time shall not be one of them. If the City takes longer than 10 working days to review the plans and submittals, the City will approve additional days to the contract. However, incomplete or substandard plans or submittals that require excessive review time by City staff will not result in additional time added to the contract. The City will allow concurrent design and construction, but if this method is used, the Team shall organize the plans in such a fashion that a complete set of final record drawings can be assembled in an orderly fashion. Concurrent design and construction shall meet all the requirements of the federal [6]

7 and state permitting agencies. Phasing the project to allow for permits to be obtained prior to construction commencement will be allowed. Communications This project requires communications at two distinct, but equally important levels. First there is the communication between members of the Design-Build Team. It is the City s expectation that there will be a high level of collaboration between the contractors and designers. It will be unacceptable to the City for the contractors to take a hands-off approach to design and treat this project like a design-bidbuild project. It is also the City s expectation that there be a high level of communication at all phases of the project with all known sub-consultants and sub-contractors. The second level of communications is between the City staff and the Design-Build Team. Teamwork will be essential to a successful completion of the project. City staff will be a partner in helping the Design-Build Team become successful where it is appropriate. However, City staff will not engage in doing the requirements laid out in this DCP. During construction, if there are problems, City staff expects to be advised as required, but it shall be the responsibility of the Design-Build Team to fix them. It will be unacceptable for the Design Team to withdraw or reduce its participation in the project once the released for construction plans are completed. The Engineer of Record or their designee shall make regular visits to the site and stay engaged in the project through completion of construction. The design engineer shall also provide adequate inspection services required for testing, samples, and certifications to the City. Construction Phase Submittals and Record Keeping All plan submittals shall be on D-size drawings. All other submittals shall be on letter (8 1 / 2 x 11) sized paper and if tabloid size attachments are used in reports they shall be folded to letter size. The Engineer of Record shall provide the City with a signed and sealed set of released for construction plans, supplemental specifications, and reports. A reproducible set of plans shall also be provided and a set of plans,.pdf format shall also be provided. The Engineer of Record shall keep a set of continuously updated red-line as-built drawings and at project completion provide the City with a signed and sealed set of as-built drawings by a registered land surveyor. The final as-built drawings shall show any horizontal deviation of more than one foot and any deviations of more than 0.1 foot vertical from the released for construction plans. The Engineer of Record shall keep a log and file of all correspondence related to design utility coordination and provide a copy under a signed and sealed cover letter to the City prior to issuance of the released for construction plans. All test reports, material submittals and shop drawings shall be submitted to the Design-Build Contractor s Engineer of Record for review. The Engineer of Record shall clearly annotate on all submittals approved, disapproved, or approved with comments, of which are clearly shown. The Engineer of Record shall provide the City with an annotated copy of their review. The City must have receipt of approved quality assurance of test reports showing the materials have been satisfactorily placed in the project before the City will approve payment for the items tested. This includes materials approval test reports. The Design-Build Team shall keep a running and current log of all requests for information, issuance of supplementary information and plan revisions and a submittal log. The review of these logs shall be on the agenda of every monthly progress review. [7]

8 Meetings The project shall have, at minimum the following meetings: 1. Kick-Off Meeting hosted by the City Public Works Director. This meeting will cover the administrative requirements of the project, the expected working relationships and serve to introduce the entire Project Team to include major sub-consultants. Design issues are not expected to be covered. 2. Monthly Progress Review Meetings to be held in the City s conference room located at or other designated location and shall be attended by the Design-Build Team s project manager and engineer manager. Sub-consultants shall also attend as necessary. 3. Conceptual Plan Review Meeting. The Engineer shall deliver at this meeting 1 set of D-size drawings and any completed reports % Plan Review Meeting. The Engineer shall deliver 1 set of D-Size drawings, final geotechnical reports and any other related reports % Plan Review Meeting. The Engineer shall deliver 1 set of D-Size drawings. 6. Pre-Construction Conference Meetings as needed for each phase. 7. Monthly Construction Progress Review Meetings. 8. Attend Commission meetings as necessary to inform Commissioners of progress if requested. Contractor Schedule Unless otherwise approved by the City, the Design-Build Team shall keep an overall project schedule, a design schedule, and detailed construction schedule using either Primavera or Microsoft Project. The schedule review shall be on the agenda of all progress meetings. The Gantt chart is the preferred presentation and the critical path should be shown. The design schedule shall be provided at the kickoff meeting and the construction schedule shall be provided to the City at the pre-construction conference. The Design/Build Contractor shall construct the work in a logical manner. Schedule of Values for Invoicing The Design-Build Team shall provide the City with a schedule of values for the design phase of the project at the kick-off meeting. At the completion of the design phase, the Design-Build Team shall update the schedule of values for the construction phase. The schedule of values in both phases shall be of sufficient detail that City staff will be able to validate the claim for payment against work completed. [8]