HomeMy WebLinkAbout2006 S Purchasing - Coulter Jewell Thames Northern Park and Twin Creeks Park (Phase 1)~~ - ~ r~~ /~o~~
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,_ Coulter~Jewell ~fhames, PA
111 WEST MAIN STREET
DURHAM, NORTH CAROLINA 27701
p919.662.0366 (919.688.5646
P! 0 n n i r: ~~ fc ~ f h e F ~ to r e
LETTER OF AGREEMENT
made this ls` day of August, 2006
To The OWNER
Orange County
PO Box 8181
Hillsborough, NC 27278
By The SITE CONSULTANT
Coulter Jewell Thames, P.A.
111 West Main Street
Durham, North Carolina 27701
oRI~,InTA~. SIGNA'TU~i ES
DIST: _~.....
For Landscape Architecture and Civil Engineering Services
On Phase One of the Northern Community Park, Cedar Grove, and Phase One of the Twin Creeks District
Park, Carrboro
Description
This proposal is for Landscape Architecture, Civil Engineering, Site Plan Approval, Bidding and
Construction Observation services related to the site work associated with Phase One of each project A
Project Limits Map for each location is attached to this Proposal.
SCOPE OF BASIC SERVICES:
A. NORTHERN COMMUNITY PARK
1. Pre-submittal Phase
1.01 Work with Owner and stakeholders to refine scope and general parameters of site design
1.02 Determine Storm Drainage and Utility Requirements
1.03 Meet with Orange County Planning, Engineering, Fire and Inspections to determine relevant
issues and approval process
1.04 Work with Owner to Develop Opinions of Construction Costs
1.05 Conduct a Sustainability Workshop with the Owner and stakeholders
1.06. Determine extents- of jurisdictional wetlands on the property, prepare a map showing these
wetlands, file with USACOE. This work by sub consultant through this letter of agreement.
1.07 Provide Geotechnical Investigation to determine general soil conditions, depth to any bedrock
less than 20' deep, pavement design recommendations and building footing design
recommendations. This work by sub consultant through this letter of agreement.
1.08 Work with Owner to select pre-engineered building type for restroom/shelter building
2. Design Development/Site Plan Approval
2.01 Prepare a detailed Site Plan package for approval by the Orange County Planning and
Engineering departments, showing all of the Phase One requirements including but not limited
to the following:
• Existing conditions showing zoning, resource protection ordinance requirements, setbacks,
buffers, and any tabular site data
• Preliminary General Demolition Plan showing structures, pavements and known utilities
to be removed/relocated
• Preliminary layout Plan of pavements, fields, pedestrian and vehicular circulation,
structures and other Phase One Improvements
• Preliminary Grading Plan for site, including spot elevations, Storm water Study, storm
drainage systems layout and support calculations
• Preliminary Erosion Control Plan detailing any NCDENR requirements
• Preliminary Utility Plan showing plan views of water and sewer connection to existing
system (System currently being designed and bid by Orange county)
• Preliminary Civil Related Site Details as required for Site Plan Approval
• Any supplementary storm drainage calculations and analysis as needed for Site Plan
Approval
• Preliminary Site Lighting Plan
• Preliminary Landscape Plan
2.02 Attend progress meetings with the Owner to coordinate site plan Drawings
2.03 Site visits as necessary to determine site conditions
2.04 Submit Plans to Orange County Planning Department for review and approval
2.05 Attend Staff Review Meetings
2.06 Revise Plans as necessary to receive Site Plan Approval
2.07 Develop Opinion of Probable Construction Costs. These estimates will be done in context with
period during which construction is expected to be occurring, so as to capture hyper-
inflationary construction environment we are currently experiencing.
3. Construction Documentation
3.01 Prepare plans, specifications and support calculations suitable for approvals, pricing and
Construction of site elements
^ General Demolition Plan showing structures, pavements and known utilities to be removed
and relocated
^ Layout Plan showing pedestrian and vehicular pavements, building locations, fields,
recreation areas
^ Grading and storm drainage plan including necessary storm water BMP's
^ Sports Fields including appurtenances, irrigation and design of water supply (well or
existing lake)
^ Site Lighting
^ Erosion Control Plan
^ Water and Sewer .Utility Plans including connection to existing water supply and
wastewater treatment facility, as well as a small sewer pump for the restrooms
^ Vehicular and Pedestrian pavements
^ Site Construction Details
^ Specify a combination picnic shelter/restroom building with associated water/sewer/power
connections
3.02 Prepare detailed plan profile drawings for on-site water and sanitary sewer design.
3.03 Design and documentation for stone drainage piping, erosion control and other support data and
details suitable for bidding, approval from all regulatory agencies (NCDOT, local engineering,
NCDENR) and construction.
3.04 Compliance with all design criteria's established by local, state and federal regulatory agencies
3.05 Develop Opinion of Probable Construction Costs. These estimates will be done in context with
period during which construction is expected to be occurring, so as to capture hyper-inflationary
construction environment we are currently experiencing.
4. Engineering and Regulatory Agency Approvals
4.01 NCDENR Erosion Control Permit for land disturbing operations for grading of site
4.02 NCDOT Driveway Permits as required for driveway modifications at NC 86
4.03 Coordinate with Environmental Health for new irrigation well if needed
4.04 Prepare and submit plans and documents for submittal and approval to Orange County for
Site Construction Plans
5. Bidding and Negotiation
5.01 Distribute plans and specifications to prospective bidders for pricing, following all applicable
state laws that govern the formal bid process for construction contracts involved with
public monies.
5.02 Conduct aPre-Bid Conference at a time and place selected by the Owner.
5.03 Prepare Bid Tabulations and Certification of Bid results for Owner.
5.04 Recommendation of Award of low, responsible, responsive bidder to the Owner.
5.05 Assist Owner with preparing a Contract with selected utility contractor.
6. Construction Observation/As-Built Drawings
6.01 Make site visits, attend project meetings, provide clarification drawings while the site
construction is in progress to assist the contractor in interpreting the contract documents and to
ascertain the contractor's conformance with plans, and inform the Owner of any discrepancies.
6.02 Review project submittals and Change Orders.
6.03 Review contractors' applications for payment.
6.04 Perform substantial completion and final completion inspections.
6.05 Provide final certification of water and sewer construction as required by the State.
6.06 Revise drawings based on As-Built survey, and submit As-Built elevations
for any Water and Sewer extensions.
7. Additional Services not included in Basic Scope of Services, .which can be performed at the
direction of the Owner
7.01 Any permitting of wetland impacts
7.02 Construction Observation or daily inspections beyond details stipulated in 6.01
7.03 Re-designs authorized by the Owner including:
- Re-design of the Site Plan requested by the Owner after plans are submitted to Orange
County for Site Plan Approval
- Re-design of the Site Construction Plans after Site Construction Drawings are submitted to
Orange County for Site Construction Plan Approval except for city requested changes
7.04 Re-designs due to unknown or unanticipated field problems including, but not limited to
unsuitable soil and undiscovered utilities.
7.05 Water Feature Design
7.06 Field measurement of quantities of unsuitable materials
7.07 Laboratory testing of materials, borings, and specialized geological studies beyond those
services described in 1.07 above
7.08 Assistance in negotiating for land and easement rights.
7.09 Construction documents for buildings (proposal assumes pre-engineered buildings)
7.10 Preparation of building elevations as may be required for the site plan
7.11 Traffic Impact Analysis
7.12 Construction stake-out of any site features or details
7.13 Permit Application Fees, Site Plan Fees, Re-review Fees
7.14 Design of any water or sewer disposal or treatment facilities except for imgation well
7.15 Plats and easement maps
7.16 Off-site road improvements including impacts to NC 98
7.17 Environmental assessments other than Wetlands Delineation
7.18 Wetlands/Stream Disturbance Permitting
7.19 Surveying other than Wetlands Mapping
7.20 Flood Studies and FEMA permitting
7.21 Stream determination
B. TWIN CREEKS DISTRICT PARK
1: Pre-submittal Phase
1.01 Work with Owner and stakeholders to refine scope and general parameters of site design
1.02 Determine Storm Drainage and Utility Requirements
1.03 Meet with Town of Carrboro Planning, Public Works, Sungate Engineering, Fire and
Inspections to determine relevant issues and approval process
1.04 Work with Owner to Develop Opinions of Construction Costs
1.05 Conduct a Sustainability Workshop with the Owner and stakeholders
1.06 Determine Extents of jurisdictional wetlands on the property, prepare a map showing these
wetlands, file with USACOE. Work by sub consultant under this letter of agreement.
1.07 Meet on-site with Town of Carrboro/Sungate design to determine extents of jurisdictional
streams and stream buffer. Map locations of streams
1.07 Provide Geotechnical Investigation to determine general soil conditions, depth to any bedrock
less than 30' deep, pavement design recommendations and building footing design
recommendations. Work by sub consultant under this letter of agreement.
1.08 Work with Owner to select pre-engineered building type for picnic shelters
1.09 Meet with the design Consultants for the proposed new elementary school to the north, and the
proposed Ballentine subdivision by MI homes to the south to coordinate locations of trails,
streets and utilities
2. Design Development/Site Plan Approval
2.01 Prepare a detailed Site Plans for approval by the Town of Carrboro, showing all of the Phase
One requirements including but not limited to the following:
• Conditional Use Permit Application including Plans ,calculations and support documents
• Existing conditions showing zoning, resource protection ordinance requirements, setbacks,
buffers, and any tabular site data
Preliminary General Demolition Plan showing structures, pavements and known utilities
to be removed/relocated
• Preliminary layout Plan of pavements, fields, pedestrian and vehicular circulation,
structures and other Phase One Improvements
• Preliminary Grading Plan for site, including spot elevations, Storm water Study, storm
drainage systems layout and support calculations
• Preliminary Erosion Control Plan detailing any NCDENR requirements
• Preliminary Utility Plan showing plan views of water and sewer connection to existing
system
• Preliminary Civil Related Site Details as required for Site Plan Approval
• Any supplementary storm drainage calculations and analysis as needed for Site Plan
Approval
• Preliminary Site Lighting Plan
• Preliminary Landscape Plan
2.02 Attend progress meetings with the Owner to coordinate site plan Drawings
2.03 Site visits as necessary to determine site conditions
2.04 Submit Conditional Use permit Application to Town of Carrboro for review and approval
2.05 Advertise and Facilitate Neighborhood Information Meeting
2.06 Attend Staff Review Meetings
2.07 Revise Plans as directed by Staff to receive recommendation for Conditional Use Permit A
Approval
2.08 Present to Town Advisory Boards at a Courtesy Review
2.09 Present to Town Advisory Boards for final plan recommendations
2.10 Present to Board of Aldermen for CUP Approval
2.11 Develop Opinion of Probable Construction Costs. These estimates will be done in context with
period during which construction is expected to be occurring, so as to capture hyper-
inflationary construction environment we are currently experiencing.
3. Construction Documentation
3.01 Prepare plans, specifications and support calculations suitable for approvals, pricing and
Construction of site elements
^ General Demolition Plan showing structures, pavements and known utilities to be removed
and relocated
^ Layout Plan showing pedestrian and vehicular pavements, building locations, fields,
recreation areas
^ Grading and storm drainage plan including necessary storm water BMP's
^ Sports Fields including irrigation and design of well location
^ Site Lighting
^ Erosion Control Plan
^ Vehicular and Pedestrian pavements
^ Site Construction Details
^ Specify a pre-fab combination picnic shelter/restroom building with associated
water/sewer/power connections
3.02 Design and documentation for storm drainage piping, erosion control and other support data and
details suitable for bidding, approval from all regulatory agencies (NCDOT, local engineering,
NCDENR) and construction.
3.03 Compliance with all design criteria's established by local, state and federal regulatory agencies
3.04 Develop Opinion of Probable Construction Costs. These estimates will be done in context with
period during which construction is expected to be occurring, so as to capture hyper-inflationary
construction environment we are currently experiencing.
4. Engineering and Regulatory Agency Approvals
4.01 NCDENR Erosion Control Permit for land disturbing operations for grading of site
4.02 NCDOT Driveway Permits as required for driveway modifications at NC 86
4.03 Coordinate with Environmental Health for new irrigation system well
4.04 Prepare and submit plans and documents for submittal and approval to the Town of Carrboro for
Site Construction Plans
5. Bidding and Negotiation
5.01 Distribute plans and specifications to prospective bidders for pricing, following all applicable
state laws that govern the formal bid process for construction contracts involved with
public monies.
5.02 Conduct aPre-Bid Conference at a time and place selected by the Owner.
5.03 Prepare Bid Tabulations and Certification of Bid results for Owner.
5.04 Recommendation of Award of low, responsible, responsive bidder to the Owner.
5.05 Assist Owner with preparing a Contract with selected utility contractor.
6. Construction Observation/As-Built Drawings
6.01 Make site visits, attend project meetings, provide clarification drawings while the site
construction is in progress to assist the contractor in interpreting the contract documents and to
ascertain the contractor's conformance with plans, and inform the Owner of any discrepancies.
6.02 Review project submittals and Change Orders.
6.03 Review contractors' applications for payment.
6.04 Perform substantial completion and final completion inspections.
6.05 Provide final certification of water and storm construction as required by the State and
Carrboro.
6.06 Revise drawings based on As-Built survey, and submit As-Built elevations
for any Water extensions.
7. Additional Services not included in Basic Scope of Services, which can be performed at the
direction of the Owner
7.01 Expanded Conditional Use Permit - Expand Conditional Use Permit to include Phase 2
improvements as shown on the attached map (2 additional soccer fields, 2 baseball fields, Tennis
Courts, basketball courts, volleyball courts, tot lot, Park base, associated parking,
restroom/concession building, roller hockey and associated drives, trails, storm and utilities
(this is not a construction or bid level package) Submitted at the same time as Phase One
7.02 Boundary and Recombination Survey. This work assumes that a new boundary survey will be
necessary, and that a new plat will be prepared and recorded removing and relocating existing
property lines.
Other Additional Services;
7.03 Construction Observation or daily inspections beyond details stipulated in 6.01
7.04 Re-designs authorized by the Owner including:
- Re-design of the Site Plan requested by the Owner after plans are submitted to Carrboro for
Site Plan Approval
- Re-design of the Site Construction Plans after Site Construction Drawings are submitted to
Carrboro for Site Construction Plan Approval except for Town requested changes
7.05 Re-designs due to unknown or unanticipated field problems including, but not limited to
unsuitable soil and undiscovered utilities.
7.06 Water Feature Design
7.07 Field measurement of quantities of unsuitable materials
7.08 Laboratory testing of materials, borings, and specialized geological studies beyond those
services described in 1.07 above
7.09 Assistance in negotiating for land and easement rights.
7.10 Construction documents for buildings (proposal assumes pre-engineered buildings)
7.11 Preparation of building elevations as may be required for the site plan
7.12 Traffic Impact Analysis
7.13 Flood studies or FEMA permitting
7.14 Construction stake-out of any site features or details
7.15 Permit Application Fees, Site Plan Fees, Re-review Fees, or other associated fees, such as for
Sungate
7.16 Design of any water or sewer disposal or treatment facilities
7.17 Plats and easement maps
7.18 Off-site road improvements
7.19 Environmental assessments other than Wetlands Delineation
7.20 Wetlands/stream disturbance permitting
7.21 Surveying
7.22 Design and Engineering of the main road from Old NC 86, Lake Hogan Farm Road extension,
and the sewer outfall across the park
The Site Consultant will not be responsible for or have control or charge of construction means, methods,
techniques sequences or procedures or for safety precautions and programs in connection with the work,
and will not be responsible for the contractors failure to carry out the work in accordance with the contract
documents. The Site Consultant will not be responsible for or have control or charge over the acts or
omissions of the contractor, subcontractors or any other agents or employees or any other persons
performing any of the work. It will be the responsibility of the contractor to verify the depth and location
of all underground utilities prior to starting construction. Should any underground utility not be located as
shown on the drawings, the contractor will notify the Site Consultant immediately before starting any
construction for a resolution of the discrepancy. The Site Consultant will be saved harmless from any
damaged utility during construction with the cost for repairing any underground utility borne by the
contractor.
SCHEDULE
Incorporated herein is the Northern Community park and Twin Creeks Park (Phase 1) Detailed Project
Timetable. The Site Consultant will confer with the Owner immediately if it is felt that a milestone date
will not be met as cited.
Northern Community Park
Design Development by 10/31/06
Construction Documentation by 12/31/06
Engineering Approvals by 2/28/07
Bidding and Negotiation by 4/30/07
Construction Observation/As-Builts through 6/30/08
Twin Creeks Districty Park
Design Development/Submit CUP Application by 3/31/07
CUP Approval by 3/31/08
Construction Documentation through 5/31/08*
Engineering Approvals by 7/31/08*
Bidding and Negotiation by 8/30/07*
Construction Observation/As-Builts through 8/30/09*
* assumes 12 month CUP Approval by Carrboro, 4 month Final Plan Approval by Canboro
The Site Consultant shall notify the Owner immediately of any staffing changes to project personnel
assigned to these projects.
OWNER RESPONSIBILITIES:
The Owner will appoint a representative through which all communications with the Site Consultant will
take place. The Site Consultant will be allowed access to the site at all times. The Owner will be
responsible for payment of any and all permit and application fees. The Owner will keep the Site
Consultant apprised of all relevant information that could affect the work. The Owner will also be
responsible for any fees charged by utility locating services. The Owner shall also provide the Site
Consultant with a sealed professional survey of the sites.
CONSULTANTS
The Site Consultant shall engage the firm of J. H Carter and Associates for wetlands and stream work, and
Tierra Associates for Geotechnical work.
COMPENSATION:
Compensation for basic services as outlined in the above scope of work will be provided for the stipulated
sums listed below plus reimbursable expenses as listed in the attached schedule. Additional Services will
be performed as requested according to the hourly rate schedule.
A. Northern Community Park Basic Services:
1. Pre-submittal $25,000
(includes $16,000 Geotech by Tierra Inc)
2. Design DevelopmenbSite Plan Approval $25,000
3. Construction Drawings $19,000
4. Engineering and Regulatory Permitting $ 4,000
5. Bidding Phase $ 4,000
6. Construction Phase Services $20,000
Total $ 97,000
7. Additional Services if needed and requested by the Owner
7.01 Wetlands delineation and mapping $ 8,000
7.02 - 7.21 Hourly at the Standard rates
B. Twin Creeks District Park Basic Services:
I. Pre-submittal $30,000
(includes $19,000 Geotech by Tierra Inc)
2. Design Development/Site Plan Approval $82,000
3. Construction Drawings $10,000
4. Engineering and Regulatory Permitting $ 7,000
5. Bidding Phase $ 4,000
6. Construction Phase Services $27,000
Total $160,000
7. Additional Services if needed and requested by the Owner
7.01 Expanded Conditional Use Permit $25,000
7.02Boundary/Recombination Survey $17,500
7.03Carrboro Stream Delineation $ 5,000
7.04Wetlands delineation and mapping $12,000
7.05 -7.24 Hourly at the Standard rates
Standard Hourly Rates
Licensed Professional Engineer ............................................................................... $ 110.00/hour
Licensed Professional Landscape Architect ............................................................. $ 110.00/hour
Licensed Professional Consultant ............................................................................ $ 100.00/hour
Survey Field Crew ................................................................................................... $ 120.00/hour
Engineer-in-Training ................................................................................................ $ 75.00/hour
Survey Crew ............................................................................................................ $ 95.00/hour
AutoCAD Technician .............................................................................................. $ 60.00/hour
Secretarial ................................................................................................................ $ 25.00/hour
Environmental Consultant ....................................................................................... $ 100.00/hour
Standard Reimbursable Expenses
Blueprints $1.50/sheet
Mylar Sepias $10.00/sheet
Photocopies $0.10 /page
Plotting $10.00/sheet
Postage, Express Mail cost
Long Distance Phone cost
Film and Photo processing cost
BILLING AND PAYMENT:
shall bill the Owner monthly for the percentage of each phase completed since the previous billing period.
Respectfully tendered this 15` day of August, 2006
For The Consul
COULTER JEW L HAMES, P.A.
-~~~ ATTEST
_ j
Daniel A. Je ell 1ZLA, A LA President Eric O. Staehle, A Vice President
Date: Date:
For The Owner
ORANGE COUNTY
ATTEST
Barry Jacobs Donna S. Baker, Clerk
Orange C my ommissi ners / /
r..,.o. ~ Date: ~` G!` ~~