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HomeMy WebLinkAbout2013-109 FF - 1la , 13 WORK ORDER NUMBER 2 � • 3 - /O � SECTOR 3 BEACH AND DUNE RESTORATION REPAIR PROJECT DESIGN AND . PERMITTING SERVICES This Work Order Number 2 is entered into as of this 1. 8 _ day of Jbm , 2013 pursuant to that certain Continuing Contract Agreement for Professional Services entered into as of March 19, 2013 ("Agreement") , by and between Indian River County, a .political subdivision of the State of Florida ("COUNTY") and Coastal Planning & , Engineering Inc . ("CONSULTANT") . The COUNTY has selected the Consultant to perform the professional services set forth on Exhibit 1 , attached to this Work Order and made part hereof by this reference . . The professional services will be performed by the Consultant for the fee - - schedule - set forth iri Exfiifirt 2,- ttached` to tii or r er ariii-made-a part'hereof"6y this reference . The Consultant will perform the professional services within the timeframe more particularly set forth in Exhibit 2, attached to this Work Order and made a part hereof by this reference all in accordance with the terms and provisions set forth in the Agreement. Pursuant to paragraph 1 .4 of the Agreement, nothing contained in any Work Order shall conflict with the terms of the Agreement and the terms of the Agreement shall be deemed to be incorporated in each -individual Work Order as if fully set forth herein. .. rP . IN WITNESS WHEREOF , the parties hereto have executed t isivork Order as of the date first written above . IF CONSULTANT BOARD OF COUNTY COMMISSIONERS Coastal Planniniz & Engineering, Inc . OF INDIAN RIVER COUNTY PPP PP PYII IIPOMp .. M�SSIONFgs °a 0 • � e° P By : LBy: _ •. P: s Gord . Thomson, P . E . , D . CE eph . Flescher, Chairman ; 6, ; o ; : off Title : Vice=President = Attest : Jeffrey R. Smith, Clerk-of Court ;and - Qo; Comptroller • t,. • a Date : May 31 , 2013 .o�� '• �N� ANfifVER�•• •p�uuquuoub••••• (Seal) Deputy r c Approved . By : J seph A . aird, County Administrator IF Appr ed s t fo d le is ncy : IF IF - By : illiam K. DeBraal, Deputy County Attorney EXHIBIT 1 .. May 24, 2013 Rev May 30, 2013 James Gray Indian River County Public Works - Coastal Engineering Division 1801 27th St, Building A Vero Beach, FL 32960 Subject: Indian River County Sector 3 Beach and Dune Restoration Repair — Post Hurricane Sandy 2012 Joint Coastal Permit Application Dear James : Indian River County constructed the Sector 3 Beach Restoration Project between February 2010 and March 2012, which 3 construction phases. Fill was placed between Florida Department of Environmental Protection (FDEP) Monuments 11-55 and 11-20. Following construction of Sector 3, the region was impacted by Hurricane Sandy in October 2012. The Sector 3 project area sustained damaged and is in need of repair to maintain protection to upland properties and infrastructure during future storm events . The proposed Sector 3 Beach and Dune Restoration Repair Project is eligible for 50% State cost share and is included in the State approved budget for FY 2013 / 14. This proposal outlines the scope of work to design and permit the repair of the Sector 3 project area damaged as a result of Hurricane Sandy. Preliminary Project Design and Feasibility Report In the initial phase of the design, available information will be evaluated in the development of the project size. The intent is to utilize available beach survey data from the County's most recent monitoring event (scheduled for July 2013) as the preliminary design survey to aid in the initial design and permitting effort. The design template constructed in 2010-2012 will be used as the basis of the design. The July 2013 surveys will be analyzed to estimate the volume of material required to reconstruct the dune and berm lost to Hurricane Sandy. In particular, the placement of fill landward of the mean high water line (MHW) will be considered to limit potential impacts to hardbottom resources and expedite the permitting process . A feasibility analysis will be performed to evaluate potential sand borrow sources to be utilized for fill material. The analysis will evaluate various upland sand sources and offshore borrow areas to identify the most economical and cost effective option. The upland sand sources, including Ranch Road Lake and Fischer 86th mines , will be considered as they have been previously approved by the FDEP under the County's sea turtle test plan for grain size, color, and density. 2481 NW BOCA RATON BOULEVARD , BOCA RATON , FL 33431 561 . 391 . 8102 • FAX 561 . 391 . 9116 • COASTAL PLANNING & ENGINEERING , INC . , A CB & I COMPANY I - I Offshore borrow areas previously identified and permitted by the County will be reviewed to determine the volume of beach compatible sand and determine their cost effectiveness. The data used to develop the borrow area will be reviewed, including the bathymetric, seismic, side scan sonar, and magnetometer survey data, vibracore logs, cultural resource report and any environmental resource surveys conducted in the vicinity of the borrow area. We intend to use the same outline and depths as previously developed unless there is a specific permitting or construction reason that the borrow area must be revised. We will inform the County prior to making any changes. It is assumed that since there will be no changes from the previous permitted borrow area and that the permit has not expired as yet (with respect to the borrow area) that the previous survey information is sufficient and no additional field work is required. We will develop borrow area permit sketches based on this review. If additional field investigations are required in order to permit the borrow area, a separate work order will be proposed to the County. It is advised that an updated bathymetric survey be conducted prior to construction but this is not included in this scope of work. The fill volumes and sand borrow sources will be used to estimate construction costs and durations . The construction timeline will consider sea turtle nesting season and expected permit conditions. Deliverables CPE will provide the following deliverables : 1 . An electronic copy (MS Word and PDF formats) of the draft feasibility report for the County's review and comments. 2. Two (2) hard copies an electronic copy of the final feasibility report. Required Data CPE requests that the following information be provided by the County to be used in the design of the Sector 3 berm and dune repair project. 1 . Beach Profile Monitoring Surveys — The County has scheduled beach profile monitoring surveys to be completed in July 2013 . The intent is to use the survey as the basis of the design for the dune repair. 2. Dune and Berm Template — The dune and berm template constructed 2010-2012 will used to estimate the volume of material required to repair the project area to the pre-Hurricane Sandy condition. 3 . Upland Sand Source Information — Information regarding the sediment characteristics and mine production rates will be used to evaluate the equilibrium beach profile and the anticipated construction durations . 4. Offshore Borrow Area Data — The following data will be required to verify and resubmit the offshore borrow area: bathymetric, seismic, side scan sonar, and magnetometer survey data; vibracore logs; cultural resources report; CAD files associated with the borrow area outline; offshore resource surveys in the vicinity of the borrow area. Schedule Upon receipt of the requested information we will begin the design and evaluation of the potential options for repairing the Sector 3 project area. It is anticipated that 60 days will be required to complete the analysis and compose a feasibility report documenting the findings . At such time, a draft report will be provided to the County for its review and comments. Once the comments are returned to CPE, the final report addressing the comments will be submitted to the County within in 15 days. 2481 NW BOCA RATON BOULEVARD , BOCA RATON , FL 33431 p 561 . 391 . 8102 • FAX 561 . 391 . 9116 • COASTAL PLANNING & ENGINEERING , INC . , A CB & I COMPANY Cost The cost to analyze the project area and compose a feasibility report is $ 11 ,747 . A breakdown of the hours and expenses to develop these costs is attached and follow the terms of CPE's agreement with Indian River County. Joint Coastal Permit Pre-Application Meetings It is anticipated that the Florida Department of Environmental Protection (FDEP) Bureau of Beaches and Coastal Systems (BBCS) will require that a Joint Coastal Permit UCP) application be submitted for this project given the volume of sand required and the nearshore hardbottom resources. We will request, prepare for, and lead a pre. application meeting with the FDEP . This meeting will be conducted via teleconference. We will provide information required by 62B-49.004, much of which will be included in the Preliminary Project Design and Feasibility Report. We will request that the FDEP expedite the permitting process and will explore the project through the Coastal Construction Control Line (CCCL) permit process but expect that they will require that the Joint Coastal Permit process be followed. The purpose of the meeting will be to describe the proposed project and determine the agencies' requirements for the pending permit application. Available information will be presented to the agencies to determine the sufficiency of the information for permit file development. A separate pre-application meeting will be held with the Federal permitting agency (USACE) and Federal commenting agencies (USFWS, NOAA-NMFS) . Again, we will request, prepare for, and lead the meeting. Meetings with the Federal agencies are generally conducted via conference can. Based on the results of the meetings , the extent of the permit application requirements will be determined. Deliverables CPE will request, prepare for, and lead two separate pre-application meetings . Following the meeting, CPE will compose minutes documenting the discussions that were had and distribute the minutes to the County and the permitting agencies. Schedule The pre-application meeting will be held upon completion of the draft feasibility report. The intent is to conduct the meeting concurrently with the County's review of the report and document so the comments from the permitting agencies can be included in the final deliverables. Cost The cost to conduct and compose minutes for the pre-application meeting is $5,991 . A breakdown of the hours and expenses to develop these costs is attached and follow the terms of CPE's agreement with Indian River County. Update the Environmental Assessment The National Environmental Policy Act (NEPA) requires federal agencies to consider environmental impacts during their decision-making process for major federal actions. An Environmental Assessment (EA) was prepared for the initial Sector 3 project. This will be updated to include data collected following submittal of the initial EA. The previous project did not require an Environmental Impact Statement and the EA will be revised to highlight that, to date, there have been no impacts above those originally estimated within the original EA. Therefore, we will suggest that a Finding of No Significant Impacts (FONSI) can be issued. If necessary, it also considers and selects measures 2481 NW BOCA RATON BOULEVARD , BOCA RATON , FL 33431 561 . 391 . 8102 • FAX 561 . 391 . 9116 • COASTAL PLANNING & ENGINEERING , INC . , A CB & I COMPANY for mitigating identified adverse environmental impacts. According to the CEQ regulations (40 CFR 1508. 9) the required general content of an EA includes : • Purpose and need for proposed action • Description of proposed action and alternatives • Environmental consequences associated with the proposed action and alternatives • Listing of agencies and persons consulted The organization of the EA plays a significant role in the overall quality of the document and its effectiveness in assessing environmental impacts. The following identifies the format of the EA and main sections: • Introduction — The introduction will identify the project need and provide a history of related actions . • Description of Proposed Action and Alternatives — The EA will contain a detailed description of the proposed action and alternatives to fulfill the requirements of the purpose and need statement. There may be several alternatives considered, including the "No Action" alternative, as well as action alternatives . • Affected Environment — A description of the environment in which the proposed action and alternatives are to take place will be included in the EA. This section will describe current conditions and serve as a baseline against which to compare potential impacts of the alternatives. The latest biological monitoring report will be used as a basis for updating the EA. • Environmental Consequences — The EA will describe and analyze the anticipated environmental effects, if any, of the proposed action and alternatives on the resources described under Affected Environment. Deliverables CPE will provide the County an electronic copy of the document for the EA as outlined above. The EA will be included in the FDEP Joint Coastal Permit application to support construction of the project. Schedule The EA will be completed within 60 days of CPE receiving the draft biological monitoring report for the Sector 3 Beach and Dune Restoration Project or the Work Order NTP, whichever is latest. As with the feasibility report, a draft EA document will be provided to the County for its review and comments. Once the comments are returned to CPE, the final EA document addressing the comments will be submitted to the County within in 15 days. Cost The cost to develop an EA document is $7 ,594. A breakdown of the hours and expenses to develop these costs is attached and follow the terms of CPE's agreement with Indian River County. Joint Coastal Permit Application It is assumed for the purposes of developing this scope of work that a Joint Coastal Permit application will be required. If the FDEP concedes to allowing a CCCL permit, then this item will need to be rescoped. A JCP application for a Federal Dredge and Fill Permit will be prepared and submitted to the FDEP for the dune and berm repair project. CPE will act as the agent for the County throughout the JCP application process. We will fill out the application from and submit it to the County for original signature. We will provide responses to all of the 2481 NW BOCA RATON BOULEVARD , BOCA RATON , FL 33431 561 . 391 . 8102 • FAX 561 . 391 . 9116 • COASTAL PLANNING & ENGINEERING , INC . , A CB & I COMPANY questions included in the permit application, except as noted below, where we will coordinate the response with the County. We will coordinate with the County regarding the sovereign submerged lands application portion (questions 9, and 13 through 17) of the application. However, the County will be responsible for responding to this section including providing documentation of upland interest, documenting user fees, and developing a list of names of upland property owners within 500 feet. Item 17 deals with the sovereign submerged land lease, which should not be applicable if the project is constructed above mean high water. We will coordinate with the County to provide written evidence that the project is consistent with the State-approved Local Comprehensive Plan. We request that the County provide an electronic copy of the Erosion Control Line for inclusion in the application. This will be included and referenced appropriately in all drawings. We will incorporate 'topographic and bathymetric survey based on the physical monitoring being performed independently by the County (Morgan & Eklund) . We will coordinate with the County's surveyor to fulfill the requirements for topographic and bathymetric surveys. The surveys will be sufficiently recent to fulfill application requirements . We will develop signed and sealed permit sketches based on the 2013 survey and previously permitted template (which we should already have available through WO# 1) . The sketches will be comprised on both the beach fill area as well as the offshore borrow area. While construction plans are considered part of the JCP application, we will request that the FDEP require these as part of their Notice to Proceed item list. Development of final plans and specifications is included in a different portion of this scope of work and will require separate authorization. Aerials collected under W0# 1 will be used to support the permit application. Collection and rectification of aerials is not included in this scope. We will develop a draft construction schedule for the County's review for inclusion in the permit application. We will coordinate with local mines to obtain sufficient geotechnical information to support the JCP application. We will review and revise the Sediment QA/QC plan developed for the initial project as necessary. Permit skectehs of the borrow area will be developed and submitted. We will describe the natural community within the project area based on the environmental monitoring report being developed by Ecological Associates . We will review and revise the Environmental Monitoring plan developed for the initial project as necessary. No additional field work is proposed as part of this effort. We will coordinate with the County and Ecological Associates regarding sea turtle nesting data and any wildlife surveys conducted on site. This data will be incorporated into the permit application. No additional field work is proposed as part of this effort. We anticipate that this project can be covered by the Statewide Programmatic Biological Opinion (SPBO) . We will coordinate with USFWS regarding any additional information required to apply the Biological Opinion. Unfortunately, the SPBO does not include consultation on piping plovers. Separate consultation on piping plovers may be required. 2481 NW BOCA RATON BOULEVARD , BOCA RATON , FL 33431 j 561 . 391 . 8102 • FAX 561 . 391 . 9116 • COASTAL PLANNING & ENGINEERING , INC . , A CB & I COMPANY 9 We will explain how the project will affect the coastal system. It is envisioned that the Preliminary Project Design and Feasibility Report will provide much of the support for this portion of the permit application discussion. We will describe the envisioned construction methodology and how turbidity control measures will be instituted to minimize adverse effects to water quality. We will also explain methods to protect threatened and endangered species . We will refer to the Environmental Monitoring Plan and the latest Environmental Monitoring Report regarding future monitoring requirements and mitigation planning. The County will be responsible for the JCP application fee. This cost is not included in CPE's cost for this work. We will complete the Notice of Receipt. We will follow guidance provided by the FDEP with respect to the filing convention and submittal requirements . We will follow-up with the FDEP to ensure receipt and distribution of the JCP application. We will also document the timeline for review and attempt to provide unofficial responses when and where possible to avoid Requests for Additional Information. The FDEP and USACE will issue a public notice. The USACE will generally issue the public notice themselves but ask , for assistance with ensuring the notice is correct. The FDEP will return a public notice and request that the County publish it in the local newspaper and then submit documentation that it was published. CPE will coordinate with the agencies regarding the public notice. It is assumed that the County has a contract with the local newspaper(s) and will address the FDEP publication requirements. Deliverables The JCP permit application and the associated attachments will be submitted to the County and FDEP as follows . 1 . Four (4) hard copies of the permit application package will be prepared. One original and two copies are submitted to the FDEP. The last copy will be for the County's records. 2. An electronic copy of the application will be submitted on three DVD's (2 for the agencies and one for the County) . Schedule It is estimated that 45 days will be required to complete the permit application and develop the necessary documentation once the pre-application meetings are held. Cost The cost to develop and submit the permit application package is $22,598. A breakdown of the hours and expenses to develop these costs is attached and follow the terms of CPE's agreement with Indian River County. Response to Requests for Additional Information The FDEP has 90 days to review the application and either issue a Notice of Intent to issue the permit or issue a Request for Additional Information (RAI) . FDEP RAIs will also include comments from the Florida Fish and Wildlife Conservation Commission, other State agencies and the general public. 2481 NW BOCA RATON BOULEVARD , BOCA RATON , FL 33431 561 . 391 . 8102 • FAX 561 . 391 . 9116 • COASTAL PLANNING & ENGINEERING , INC . , A CHI COMPANY The USACE does not have a timeline requiring their response but may also submit a request for additional information. USACE RAIs may also include questions from USFWS, NOAA-NMFS, other Federal agencies and the general public. Ideally, we will try to provide an unofficial response to the agencies by coordinating with them during the initial period of review. However, some questions may require an official, written response. We will coordinate with the County on the extent of the response and what the implication may be to the permitting process and construction. . Sometimes, the RAI will contain cost implications due to an expanded monitoring or mitigation requirement. We will draft a response and submit this to the County for review prior to submittal to the agencies with a copy to the County. Deliverables Three hard copy responses to the RAI, along with an electronic copy, will be prepared. Two copies will be sent to the agencies while one will be submitted to the County. Schedule The schedule for the response to the RAI is dependent on the extent of the questions . We will attempt to respond to the questions within 14 days of receipt of a NTP from the County to begin the work. We will inform the County if we are unable to meet this schedule due to the extent of response required. Cos The cost to develop and submit a response to each RAI is $3,984, which includes one response to the FDEP and one response to the USACE. We will coordinate with the County upon receipt of an RAI and determine whether the cost included herein is representative of the extent of work required to develop the response. We have included two responses in the overall cost proposal for planning purposes . Each RAI response will be a separate NTP item from the County. CPE will not begin work on the RAI until the County issues a NTP. Construction Plans and Specifications Construction plans and specifications are required as part of the JCP permit application. However, we will request that these be included as a Notice to Proceed item by the FDEP and USACE. Thus they will be submitted after the Notice of Intent to Issue is received. Development of the construction plans and specifications will be initiated once the permits have been issued and the County has chosen to move forward with construction. Plans and specifications will provide the necessary details to the contractor to construct the project, establish payment criteria, and adhere to the permit conditions. The documents will be submitted to FDEP and USACE to fulfill the permit application requirements upon their completion. It is recommended that the County resurvey the borrow area to ensure that there have been no changes and that adequate volumes still remain. The cost of the field work is not included in this scope of work. Front end documents to assist bid solicitation and award, outline contractual obligations, and define the responsible parties and their roles will be developed in conjunction with the construction plans and specifications. The County will provide their front end documents for inclusion into the bid package. This scope of work does not included assistance with bid solicitation or oversight during construction. If these services are requested by the County, they will be included under a separate work order. 2481 NW BOCA RATON BOULEVARD , BOCA RATON , FL 33431 561 . 391 . 8102 • FAX 561 . 391 . 9116 • . COASTAL PLANNING & ENGINEERING , INC . , A CB & I COMPANY Deliverables CPE will provide the following deliverables: 1 . One (1) hard copy (8. 5"x11 " for the specs and 11 "x17" for the plans) and one electronic (PDF format) of the front-end documents, construction plans, and specifications for the County's review and comments. 2. Two (2) hard copies (8 . 5"x11 " for the specs and 11 "x17" for the plans) of the final the front-end documents, construction plans, and specifications. Schedule Upon receipt of the County's notice to proceed, it is anticipated that 30 days will be required to develop of the front- end documents, construction plans, and specifications. At such time, a draft of the documents will be provided to the County for its review and comments. Once the comments are returned to CPE, the finalized documents addressing the comments will be submitted to the County within 10 days. Cost The ' cost to develop the construction plans and specifications is $ 12,495 . A breakdown of the hours and expenses to develop these costs is attached and follow the terms of CPE's agreement with Indian River County. Optional FDEP or USACE Visit Interaction with the FDEP and USACE is currently proposed using teleconference capabilities . However, should issues arise that cannot be resolved via regular correspondence and conference calls, then CPE would recommend that a face-to-face meeting be held in FDEP's offices in Tallahassee to discuss the issues . Depending on the nature of the comments, the meeting with the USACE might be in either the West Palin Beach office or Jacksonville. The meeting may also be held in USFWS office in Vero Beach. CPE will prepare for, attend and lead this meeting. Prior to arranging this meeting, CPE will discuss the need for this meeting with Indian River County. This meeting will be a separate Notice to Proceed Item. Deliverables CPE will prepare for, attend and lead the meeting. CPE will develop meeting minutes and circulate these to all attendees . The minutes will be provided in PDF format. Schedule The schedule will be determined based on FDEP and USACE availability following Indian River County authorization to begin. Cost The cost for a meeting in Tallahassee or Jacksonville will be the same. There will be no cost to the County, beyond the cost for a Response to an RAI, if the meeting is held within or south of Indian River County (ie an NTP for an optional visit will not be required) . It is assumed that attempts to address an issue would have been addressed by a response to an RAI prior to requiring a meeting. The cost to prepare, attend, and lead the meeting is $5,618. A breakdown of the hours and expenses to develop these costs is attached and follow the terms of CPE's agreement with Indian River County. 2481 NW BOCA RATON BOULEVARD , BOCA RATON , FL 33431 561 . 391 . 8102 • FAX 561 . 391 . 9116 • COASTAL PLANNING & ENGINEERING , INC . , A CB & I COMPANY Summary CPE will proceed with developing the project redesign and permitting the project upon receipt of a purchase order from Indian River County. We will proceed and work diligently to meet the proposed schedule barring any unforeseen circumstances . However, many aspects of the project permitting and agency review are outside the control of CPE. The schedule for this proposal is dependent upon agency review and issuance of the requested permits. Thus, it provided as a guideline. Deviations from the schedule or costs may arise due to unforeseen issues or permitting implications. CPE will strive to maintain the schedule and costs as reasonably can be expected. CPE will coordinate with the County on the permitting progress and schedule. All work will be performed following provisions of the Professional Coastal Engineering Services Agreement, dated March 19, 2013 between Indian River County and Coastal Planning & Engineering, Inc. , A CB&I Company. Please call me if you have any questions. Sincerely, 00 G on G. Thomson, P.E. , D. CE Director Coastal Planning & Engineering, Inc. cc: Tom Campbell, CPE David Swigler, CPE Tom Pierro, CPE Sheri Dinidal, CPE Ann Range, CB&I 2481 NW BOCA RATON BOULEVARD , BOCA RATON , FL 33431 561 . 391 . 8102 • FAX 561 . 391 . 9116 • COASTAL PLANNING & ENGINEERING , INC . , A CB & I COMPANY EXHIBIT 2 TABLE 1 - SUMMARY OF COSTS INDIAN RIVER COUNTY SECTOR 3 DUNE AND BERM REPAIR PERMITTING TASK DESCRIPTION Task Order Cost 1 PRELIMINARY PROJECT DESIGN AND FEASIBILITY REP $ 119747 2 JCP PRE-APPLICATION MEETINGS $5 , 991 3 UPDATE THE ENVIRONMENTAL ASSESSMENT $7 , 594 4 JCP APPLICATION $22 ,598 5 RESPONSE TO RAIs (2) $7 , 967 6 CONSTRUCTION PLANS AND SPECIFICATIONS $ 12 ,495 7 OPTIONAL FDEP OR USACE VISIT $5 ,618 MAXIMUM WORK ORDER COS $74,010 j I i Cost Breakdown - WO#2 - 5-30-13.xis