02-24-1997 - Special
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THE CITY OF EDGEWATER
POST OFFICE BOX 100, EDGEWATER, FLORIDA 32132-0100
,.
Mayor Jack H. Hayman
District 1 Councilman Danny K. Hatfield
District 2 Councilwoman Louise A. Martin
District 3 Councilman Michael D. Hays
District 4 Councilman David L. Mitchum
City Manager George E. McMahon
City Attorney Krista A. Storey
City Clerk Susan J.wadsworth
Votina Order:
Mayor Hayman
Councilman Hatfield
Councilwoman Martin
Councilman Hays
Councilman Mitchum
February 19, 1997
To All Members of the City Council:
I hereby call a Special Meeting of the City Council for
Monday, February 24, 1997,
at 7:00 p.m. in the Community Center to
discuss the availability of budgeted money which can be applied to
resurfacing of 30th Street/Roberts Road, and paving and drainage
improvements on other roadways, such as 14th, 16th, 22nd, and 34th
Streets.
TTEST:
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CITY CLE'K
lsk
Pursuant to Chapter 286, F.S., if an individual decides to appeal any decision made
with respect to any matter considered at a meeting or hearing, that individual will
need a record of the proceedings and will need to insure that a verbatim record of
the proceedings is made.
In accordance with the Americans with Disabilities Act, persons needing assistance
to participate in any of these proceedings should contact Ci ty Clerk Susan
Wadsworth, 904-424-2407, prior to the meeting.
CITY MANAGER'S OFFICE
104 NORTH RIVERSIDE DRIVE
(904)424-2404 FAX-(904)424-2409
MEMORANDUM
DATE: February 20, 1997
TO: Mayor and City Council
FROM: George E. McMahon, City Managers
SUBJECT: Resurfacing 30th Street/Roberts Road and Paving and
Drainage Improvements on other roadways, such as
14th, 16th, 22nd, and 34th Streets
A special meeting has been called for Monday, February 24th, regarding the roadway
improvements project and recommended change orders to permit work indicated in
accordance with Kyle Fegley's February 12th memo to me (attached).
I had also requested Kyle obtain costs regarding curb which could be used to bind the
edge of pavement on 30th Street. That cost would be in addition to the cost indicated in
Kyle's's memo and would total $75,180. I highly recommend Council approve the curb
binder as it will make a substantial difference over a long period of time in preserving road
improvements.
Additionally, Hugh Williams and I have been looking into alternative programs for surfacing
our roads. Essentially, it would involve a double course of micro - paving which has been
used successfully in high traffic areas throughout the state. The use of new equipment
and special leveling course make this method of micro - paving very feasible and I certainly
would ask the Council to consider this as an option. We are currently obtaining cost
information based on our estimates for micro - paving and will have a report on this as soon
as all the information is made available. The reason this is not being presented as an
option with a complete report Monday night is our City Engineer (Kyle), technical
representatives of the micro - paving company, and I need to sit down and further discuss
the life cycle results that we are seeking through this method. I would ask that you keep
an open mind on this as an alternative and as we move through the time frame to pave the
streets that you desire we will have all the information necessary to give you an informed
report.
You should be aware that in the current RIP project Kyle has saved and /or projected a cost
savings in excess of $2,000,000 which makes the additional paving not only feasible but
highly recommended. By committing this paving at this time, the City will see a substantial
savings in this work compared to foregoing the paving to a future date. We will discuss
this further Monday evening. Obviously, I am very pleased with the work of our City
Engineer, being both well satisfied with the quantity and quality of the work he has done,
as well as the major cost savings resulting from his efforts. This is extremely unusual in
a paving project of this size and it is only through Kyle's diligent and prudent engineering
work that this cost savings has been made possible. I ask you to join me in commending
him with the highest praise for the work he has done.
GEM:lsk
Attachments
cc: Kyle Fegley, City Engineer
To: Mr. George McMahon, City Manager
From: Kyle W. Fegley, City Engineer 1J .
Subject: Florida Shores Roadway Improvement Project
Proposed Paving Change Orders MEMOPIAMDLJM
Date: February 12, 1997
As requested Halifax Paving, Inc. has submitted cost estimates to pave those east -west roadways
not required to be paved under the base contract, along with overlay and drainage
improvements for Roberts Road and 30th Street. I had Halifax categorize each of the
modifications creating six individual changes to the contract.
The attached cost breakdown itemizes each of the construction elements (i.e., earthwork, base
work, etc.) within the changes and the overall costs are summarized as follows:
Description Amount
Change No. 1: Pave 1 4th Street from Mango Tree Drive to
Willow Oak Drive
Contract time extension: 21 days $78,123.50
Change No. 2: Pave 1 6th Street from Orange Tree Drive to
Willow Oak Drive ,
Contract time extension: 21 days $7I ,855.0
Change No. 3: Pave 22nd Street from Hibiscus Drive to
Willow Oak Drive
Contract time extension: 37 days $!27,817.50
Change No. 4: Pave 34th Street from Umbrella Tree Drive to
Victory Palm Drive and from Willow Oak Drive to
Silver Palm Drive
Contract time extension: 14 days 852,589.00
Change No. 5 Pave - overlay Roberts Road
Contract time extension: 7 days $35,692.10
Change No. 6 Pave - over lay 30th Street $ I 0 I ,714.2
Drainage Improvements $67,551.00
Contract time extension: 14 days
G L_
You will notice Halifax Paving's support documentation shows a total paving cost of only ✓
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Mr. George McMahon, City Manager
Page 2
February 12, 1997
$59,817.22, for change order No. 6 and I have delineated a total cost of $ 1 01,7 1 4.22 for this work. The
cost difference is affiliated with the leveling activity which at this point the quantity is unknown and without
a cross - sectional survey of 30th Street at 1 -foot intervals a true estimate is difficult to grasp. Obviously
we do not have the time nor money to conduct such an exhaustive survey, thus I have estimated the
equivalent leveling to a I .25 -inch design mix over the entire roadway surface, and converted such to
tonnage in order to derive my figure. The actual in -place quantity of asphaltic concrete leveling material
will be certified through delivery tickets from the asphalt plant.
Several other factors we need to keep in mind when extending the contract time are the expenditures
incurred utilizing the consultants services.
Quentin L. Hampton Associates, Inc. (QLH) contract will lapse in April. The current contract time for
Part A is May 8, which would be extended to July 19 based on approval of all the above changes. Part
B contract is currently scheduled for final completion on April 12, and with the inclusion of the above
contract time extensions Part As contract remains the controlling contract regarding final completion
dates.
QLH has an average monthly billing approximately $19,200 thus a 72 day extension could result in as
much as $45,000 extra for their fees. At this time essentially all the paving work is complete for Part B
and 95 percent of the base work for Part A is finished, thus there is not as much demand for the number
of inspectors and consequentially QLH could not justify $ 1 9,200 per month upon contract expiration.
The materials testing firm, Professional Services Inc.'s (PSI), budget has a balance of $58,837.08 for
services through January 24. With an average billing rate of $18,000 per month their original contract
funds would be exhausted around May 8. I have discussed the manpower needs with PSI's vice -
president and expect to reduce the number of engineering technicians on -site and obviously with Part
B roadwork and Part A base work nearing completion the number of tests (i.e., nuclear gauge densities,
soil cement compressive strengths, corings, etc.) will be reduced which further reduces their costs. I am
hoping to stretch PSI's services beyond the May 8 date within the original budget (NOTE: Part A contract
has already been extended 127 days without an increase in PSI's contract), but probably will incur
additional expenses if the roadway change orders are approved.
What I would like to do if possible is receive Council approval to compensate QLH and PSI those costs
incurred above and beyond the original contracts based on hourly rates and unit cost for testing
procedures. These costs are difficult to define and may vary depending on Halifax's productivity.
The maximum amount of additional funds necessary to inspect and test all the forementioned change
order items would be approximately $78,000. Of course if Council elects to choose only a select
number of the changes (i.e., only Roberts Road for instance), these would have to be evaluated on an
individual basis to determine the impact on the project's budget.
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Mr. George McMahon, City Manager
Page 3
February 12, 1997
As 1 have previously indicated the costs and anticipated expenditures for the project changes, I will
summarize the budget and remaining funds to date for evaluation in determining the feasibility to approve
the proposed change order items.
The Part B contract which incorporates the portion of Florida Shores north of SR 442 was let for a
contract amount of S2,505,045. Through January the total amount of expenditures was $1,879,936.13.
The remaining field work generally includes minor earthwork, drainage, and sodding west of the railroad
tracks and similar work east of the railroad tracks including 2,000 lineal feet of asphalt paving. In review
of the contract unit prices versus the remaining quantities of work, the maximum amount of contract
work remaining equals approximately $77,000. At this stage of the project I am very confident Part B
contract will be approximately $548,000 below the original contract amount.
In Part A the City has accepted four of the seven phases as substantially complete, therefore the
construction cost within these boundaries is known and will not increase. The remaining three phases
are in different increments of progress, thus I do not have the tight grasp of proposed versus actual costs
as I do in Part B. The phases we have accepted to date have come in under budget in excess of
$600,000. As project administrator the factors involved with the remaining phases and the respective
elements of each phase I anticipate Part A contract will be in excess of I million dollars below the original
contract amount.
Also, as you are aware the City in expectation of contract changes, delays, cost overruns, and project
complications budgeted $500,000 in contingency funds. The City has not spent one dime of the
contingency funds to date.
In conclusion the total funds necessary to pave the remaining east -west roadways and overlay Roberts
Road and 30th Street including testing and inspections is approximately $610,342. Unspent contingency
funds and expected base contract savings are in excess of $2,000,000, therefore it is feasible monetarily
to pursue all six change order items and remain within the original roadway and drainage improvement
project budget.
Halifax no longer has the need to retain as much of their heavy equipment and crews on site for
contractual work, and request a decision be made as soon as possible regarding the potential changes.
Based on your review and acknowledgment I would like to move ahead with an agenda request for the
next Council meeting to incorporate the proposed changes.
KWF:rsm
attachments
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PHONE (904) 676 -0200
41,1_ _ � r iN FAX (904) 676 -0803
T -0 �t
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Halifax Paving, Inc.
P.O. BOX 730549 - ORMOND BEACH, FL 32173 -0549
860 HULL ROAD, ORMOND BEACH, FL 32174
February 7, 1997
Mr. Kyle Fegley
City of Edgewater
RE: Florida Shores
Roadway and Drainage Improvement Project
14th Street
1. Grading 2,447 LF @ $ 15.50 = $ 37,928.50
2. Asphalt 1 1/4" Type 1 5,500 SY @ $ 2.85 = $ 15,675.00
3. 6" Crushed Concrete 5,800 SY @ $ 4.00 = $ 23,200.00
4. Sod 1,100 SY @ $ 1.20 = $ 1,320.00
t6 ----° n TOTAL = $ 78,123.50
Contract Time Extension: Days
16th Street
1. Grading 1,950 LF @ $ 15.50 = $ 30,225.00
2. Asphalt 1 1/4" Type 1 4,600 SY @ $ 2.85 = $ 13,110.00
3. 6" Crushed Concrete 4,900 SY @ $ 4.00 = $ 19,600.00
4. Sod 6,100 SY @ $ 1.20 = $ 7,320.00
5. Ditch Checks 4 EA @ $400.00 = $ 1,600.00
� TOTAL = $ 71, 855.00
,2l I
Contract Time Extension: >4
22nd Street
1. Grading 4,000 LF @ $ 15.50 = $ 62,000.00
2. Asphalt 1 1/4" Type 1 8,750 SY @ $ 2.85 = $ 24,937.50
3. 6" Crushed Concrete 9,200 SY @ $ 4.00 = $ 36,800.00
4. Sod 900 SY @ $ 1.20 = $ 1,080.00
TOTAL = $124,817.50
Contract Time Extension: Days /
•
, j PHONE (904) 676 -0200
1 ��1 FAX (904) 676-0803
i � V
Halifax Paving, Inc.
P.O. BOX 730549 - ORMOND BEACH, FL 32173 -0549
860 HULL ROAD, ORMOND BEACH, FL 32174
Page 2
Feb. 7, 1997
34th Street
1. Grading 1,648 LF @ $ 15.50 = $ 25,544.00
2. Asphalt 1 1/4" Type 1 3,700 SY @ $ 2.85 = $ 10,545.00
3. 6" Crushed Concrete 3,900 SY @ $ ,.4 :00 = $ 15,600.00
4. Sod 750 SY @ $ 1.20 = $ 900.00
TOTAL = $ 52,589.00
Contract Time Extension: 14 Days
Roberti Road
1. 1" Overlay 11,166 SY @ $ 2.65 = $ 29,589.90
2. Striping 1 LS @ $5357.20 = $ 5,357.20
3. Maint. of Traffic 1 LS @ $750.00 = $ 750.00
TOTAL = $ 35, 692.10
Contract Time Extension: ) Days
30th Street
1. Leveling TN @ $ 41.00 = $
2. 1" Overlay 16,350 SY @ $ 2.65 = $ 43,327.50
3. E.O.P. Repair 610 SY @ $ 10.00 = $ 6,100.00
4. Striping 1 LS @ $2439.72 = $ 2,439.72
5. Grading 1 LS @ $5000.00 = $ 5,000.00
6. Sod 1,000 SY @ $ 1.20 = $ 1,200.00
7. Maint. of Traffic 1 LS @ $1750.00 = $ 1,750.00
TOTAL NOT INCLUDING LEVELING = $ 59,817.22
Contract Time Extension: y s
02/07/97 13:24 CITY OF EDGEWATER b161
To: Tommy Durrance A(SIMIL{
Fax #: 676 -0803
Date: February 7, 1997
Pages: Three, including this cover sheet.
In accordance with our recent conversation regarding the proposed paving changes, I have
amended your proposal to reflect the agreed to unit price of grading and crushed concrete. I
have also implemented the time frame needed to implement the individual changes.
Please initial each of the changes as I have done and forward to my office, or if you desire a
cleaner document reissue the proposal with the amendments.
Thank you for your cooperation.
KWF:rsm
From the desit of,..
Kyle W. Fegley, P.E.
Crly Engineer
City of Edgewater
P.O. Box 100
Edgewater, Fl 32132 -0100
(904)424 -2479
Fax: (904)424 -2409
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FEB -07 -1997 13:24 96% P.01
U L5:25 L I I Y Ut bt.WH I L, �m.
r t PHONE (904) 676.0200
t ! 4 ' , I FAX (904) 676 -0803
1 1 4• = .1.w \•h V
Y/ . Halifax Paving, Inc.
P.O. BOX 730549-ORMOND BEACH, FL 32173 -0649
860 HULL ROAD, ORMOND BEACH, FL 32174
February 4, 1997
Mr. Kyle Fegley
City of Edgewater RE: Florida Shores
14th Street
1. Grading
2,447 LF @ 16.50 l‘.‘ $ 4 0,375.50 3t`128. -'`'
C 2. Asphalt 1 1/4" Type I 5,500 SY @ 2.85 , $- 15,675.00 1 3. 6" Crushed Conon:tc 5,800 SY @ #. *AO z6'3'} �'� 2,3,
4. Sod 1,100 SY @ 1.20 1,320.00
C , -,VT,', 0-4. 6 .44eAt� : i4 d A 7 s TOTAL $ e 9'9 :-`3C g, l23` C°
I ¢
16th Street Yrr' 3p -2.2 °
1. Grading 1,950 LF @ 16.50 16• $ 32,175.00 I
2. Asphalt 1 1/4" Type I 4,600 SY @ 2.85 y j 13,110.00
3. 6" Crushed Concrete 4,900 SY @ -4rr58- 4.00 V C.p° .00
4. Sod 6,100 SY @ 1.20 7,320.00 1 L
5. Ditch checks 4 EA @400.00 1,600.00
(p -( i- T' Cickf,.s6; t4- 4 -1> < TOTAL $ 76, 255.00 � fot0O
22nd Street
1. Grading 4,000 LF @ 16.50 16 $ G,000.00 6
17,- 2. Asphalt 1 1/4" Type I 8,750 SY @ 2.85 24,937.50
3. 6" Crushed Concrete 9,200 SY @ 4.50 4,0D A1 X00.00 • 36/i3c> ?-
4. Sod
900 SY @ 1.20 1,080.00
(4) C r EY. ;t.v.: Pi d"y5
TOTAL $139, 4 17 .50 124 8l�.Sa
34th Street C r 4c"
1. Grading 1,648 LF @ 1-&1-54
&. 0 5 • $ 2 8
2. Asphalt 1 1/4" Type I 3,700 SY @ 2.85 v , • ,f 10,545.00
1 3. 6" Crushed Concrete 3,900 SY @ 4.50 4.0° 17,550.00 /5,6�'
4. Sod 750 SY @ 1.20 900.00
►4 Co,,.-iv 1;wt E : I TOTAL $ 56,107.00 5 587.00
1
1
r
FEB -07 -1997 13:24 96% P.02
6G/Ur/7( 1.�: GU U l I T Ur CUUCWr 1 =17 ✓�u,�
Mr. Kyle Fegley
City of Edgewater
February 4, 1997
Page 2 of 2
Roberts Road
1. 1" Overlay 11,166 SY @ 2.65 $ 29,589.90
2. Striping 1 LS @ 5,357.20 5,357.20
, 3. Maint. of Traffic 1 LS @ 750.00 750.00
(`13 r �\.,e E ups 1^ = 14 1 , s
r TOTAL $ 35,692.10
Op 30th Street
1. Leveling TN @ 41 $
2. 1" Overlay 16,350 SY @ 65 43,327.50
3. E.O.P. Repair 610 SY @ 10.00 6,100.00
4. Striping 1 LS @ 2,439.72 2,439.72
5. Grading 1 LS @ 5,000.00 5,000.00
6. Sod 1,000 SY @ 1.20 1,200.00
a 7. Maint. of Traffic I
1 LS @ 3,750.00 1,750.00
`T OTAL NOT INCLUDING LEVELING $ 59,817.22
FEB -87 -1997 13:25 95% P.83
02/04/97 10:03 FAX 904 7 2204 vUL nttLLrtt. rnrii•u
VOLUSIA
CONSTRCI CTION
COMPANY, INC.
UNDERGROUND UTIL■T1ES
February 04, 1997 Page 1 of 2
To Halifax Paving, Inc.
Post Office Box 730549
Ormond Beach, Florida 32173 -0549
Attn: Tyler Kirton
FLORIDA SHORES ROADWAY IMPROVEMENTS
CHANGE ORDER
G = G
A. ROBERTS ROAD (34TH STREET)
1. Drainage Pipe
a. 12" CPP 13 LF 18.00 234,00
b. 15" RCP 790 LF 20.50 16195.00
c. 18" RCP 492 LF 21,00 10332.00
d. 12" x 18" ERCP 75 LF 21.00 1575.00
e. 14" x 23" ERCP 210 LF 23.60 4956.00
2, Inlets
a. Type "C" 6 EA 1100.00 6600.00
3. Concrete Jacket For
18" Concrete Pipe 4 EA 390.00 1560.00
4, Additional Rip Rap
Headwall Wings 20 CY 205.00 4100.00
5. Expose Existing
Utilities 1 LS 750.00 750.00
6. Open Cut and Repair
a, Asphalt Pavement 85 SY 25.00 2125.00
b. Concrete Drive (2) 62 SY 20.00 1240.00
952 BIG TPEE ROAD • P.O. Box 457E . SOUTH OAYTONA, FL 02121 . 90 -61 1 1
DUN & BPADS - rREEr 06.786 -3225
FEB -04 - 1997 09:08 904 756 2204 97% P.01
02/04/97 1U:03 MA yU4 /JO LLU4 VUL l,U1VJ11(U111V1v -.-. nyi.irn.1 rnyiwv
2 of 2
7, Maintenance of Traffic 1 LS 2500.00 2500.00
8. Imported Fill 1250 CY 6,00 7500.00
9. Sod 3300 SY 1.20 3960.00
SUB TOTAL: $63627.00
B. 22ND STREET
1. Drain Pipe
a. 12" x 18" RCP 144 LF 21.00 3024.00
2. Open Cut and Repair
Asphalt Pavement 36 SY 25.00 900.00
SUB TOTAL: 53924,00
GRAND TOTAL: $67551.00
NOTES:
1. All utility adjustments required due to conflicts
with proposed drainage improvements will be performed
by City forces, and at no expense to the contractor.
Signed: Date;
Tyler Kirton
Halifax Paving, Inc.
Signed — Date:
Rohie Bledsoe, President
Volusia Construction Co., Inc.
FEB -04 -1997 09.08 904 756 2204 96% P.02
To: Mr. George McMahon, City Manager
From: Kyle W. Fegley, City Engineer
Subject: Florida Shores Roadway Improvement Project F E -IVED
30th Street Confinement Curbs MEMORANDUM
Rec
. t
) 199/
CITY MANAGER
Date: February 19, 1997
As a supplement to my February 12 memorandum regarding paving costs for six potential
changes to the Florida Shores Roadway Improvement Project, I have obtained a verbal unit
price for the environmental curb from Halifax Paving, Inc. The environmental curb does not
have an invert and simply is an extension of the roadway profile, thus extends the roadway
1 foot either edge of the pavement. The face of the curb has a depth of 7 inches.
This curb which would confine the edge of pavement, thus reducing lateral movement and
premature rutting or shoving, is desired for 30th Street only or approximately 6,265 lft. At
$6 per lineal foot tra'el lane of $12 lft /cross - section, the cost to construct the curbing would
be approximately $7S
5' 18
KWF:rsm
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