Bg/lluh GPasadena  7047 SUNSET DRIVE SOUTH SOUTH PASADENA, FLORIDA: 33707 PH: (727)347-4171 FAX:(727)345-0518 WWW.MYSOUTHPASADENA.COM    A ELACENTE corporated)  AGENDA  ADMINISTRATIVE WORKSHOP SOUTH PASADENA, FLORIDA  TUESDAY, JANUARY 5, 2016 COMMISSION CHAMBERS IMMEDIATELY FOLLOWING THE AGENDA MEETING (Approximately 9:15 a.m.)  CALL TO ORDER ROLL CALL  DISCUSSION ITEMS  Block Party Bridge  Pasadena Isle Speed Limit Ordinance 2015-08 Compensatory Time Employee Holiday Event Chambers Sound System  Calabria Lawsuit Status from City Attorney  Total Legal Costs for Employee Handbook  ADJOURN  City Clerk  In accordance  Americans  G4  with the  with Disabilities Act and F.S.286.26, persons with  disabilities needing special accommodation to participate in these proceedings should contact the Clerk's Office at (727) 347-4171 no later than 72 hours prior to the meeting.    SHORE DRIVE BRIDGE REPAIRS  BRIDGE No. 157603  Prepared for the  CITY OF SOUTH PASADENA, FL  Prepared by  Cardno  380 Park Place Boulevard, Suite 300 Clearwater, FL 33759    Cardno  SHORE DRIVE BRIDGE REPAIRS, BRIDGE No. 157603  Cardno Inc., hereinafter termed the ENGINEER, is pleased to submit this proposal to the City of South Pasadena, hereinafter termed the CITY, for performing Professional Consulting Services on  thej project as described herein. 1.0 SCOPE OF SERVICES  Background:  The CITY has reported continuous issues with fill loss around the abutments and seawalls of the Shore Drive Bridge, which was constructed in 2000. Based on discussions with the City Directorof Public Works, Garry Anderson, the contractor experienced great difficulty ini installing the seawall sheet piles to their required tip elevation during construction. The contractor was directed by the Engineer of Record to continue driving thej piles to overcome the subsurface resistance until the tip elevation was achieved, and thisi resulted in sheet piles that skewed as they were driven, and vertical separations between adjacent sheet piles. These gaps between the sheet piles are the most likely source of the continuous fill loss at the bridge. The fill loss started very soon after construction concluded, and has continued to thej present day,resulting ins settlement, damage, andi ins some areas The ENGINEER will provide the following services to address the fill loss at the bridge: 1.0 FIELD OBSERVATIONS AND RECOMMENDATION REPORT  failure oft the slope pavement behind the seawall.  1.1 Collection and Review of CITY Data  The ENGINEER will review plans, reports, and other data provided by the CITY. The CITY provided the plans, reports, and other data that they had in their  possession to thel ENGINEER on October 28, 2015.  1.2 Field Observations  One (1) field visit to the bridge will be made to verify the extent oft the fill loss and othero deficiencies listed in the latest bridgei inspection report dated. July 7,2014. The ENGINEER will schedule the field visit to coincide with thel Non-destructivet testing performed by the sub-consultant Infrastructure Preservation Corporation (IPC). Non-destructive testing using ground penetrating radarv will ber used to determine the size and extend of voids in the approaches to the bridge. Testing will be limited to the approach roadway, slopep pavement, and side slopes within 301 feet ofthe ends of the bridge. Any new deficiencies not included int thei inspectioni report willl be noted fori inclusion in the recommended. repairs. Field observations willl be limited to the visible components of the bridge itselfand the roadway and seawalls within 301 feet  PAEES MKT20151City. South Pasadenal Shore Drive Scope.doc  1  December 14, 2015    of the ends ofthe bridge. Components below the waterline or mudline will not be  observed.  1.3 Recommendations Report  After analyzing the data provided by the CITY and NDT report, and completing the field observations, thel ENGINEER will provider results and recommendations fort the void repairs and bridge repairs in letter format supplemented with calculations, sketches, construction cost estimate, and other documentation as needed.  Task 1 Schedule and Deliverables - Submittal will be made at the Final stage. The Final recommendation letter report shall be signed and sealed. The ENGINEER will commence work immediatelyuponrecipioriheNuiseipPacedandthecry, providedi information listedi in Section 7.1 for this Task Work Order and will, barring unforeseen difficulties, provide the Final recommendation letter report within 90 days. The ENGINEER will submit one. hard copy and one electronic copy ofthei report and ppertingdocumemation The electronic copyo ofthesedocuments  will be in Adobe format.  2.0 BRIDGE REPAIR PLANS AND CONTRACT DOCUMENTS 2.1 Bridge. Repair Design and Calculations  After completing the Field Observations and Recommendation Report phase and receiving notice-to-proceed for this next phase of the project, the ENGINEER will design the repairs for the voids and other deficienciesr recommended for repair in the  letter report previously submitted to the CITY.  2.2 Utility Coordination  The ENGINEER will coordinate with known utilities within the project area to obtain informationi regarding their location and potential conflictsl between them and the proposed repair work. The ENGINEER will send the utility companies preliminary plans showing thei nature and location oft thei repairs, withi instructions to show the location of their facilities in relation to this work. The ENGINEER will work with the utilities to resolve conflicts and, if needed, will request Utility Relocation plans and schedules for those companies whose facilities require relocation. Itis ENGINEER's intent to work around potential conflicts as much as  possible to minimize the need to relocate any existing utilities.  2.3 Permitting  Thel ENGINEER will notify by mecingcomespondence the Southwest. Florida Water Management District (SWFWMD), US Coast Guard (USCG), and Pinellas County Water and Navigation oft thej proposed work and the understood "exempt activity" status ofthei repairs. The"exempt: activity" status requires, but is not limited to, that all construction activities be above the mean high water line (MHW) with no disturbance below thel MHW: and no wetland impacts. Additionally, no restriction in the horizontal or vertical navigational clearances of the canal will be allowed.  PEES MKT20151City. South Pasadenals Shore_ Drive_ Scope.d doc  2  December 14, 2015    2.4 Bridge Repair Plans  The ENGINEER will develop bridge repair plans showing the repair locations,  estimated quantities, and repair instructions and materials. 2.5 Special Provisions and Technical Specifications  The ENGINEER will prepare Special Provisions and Technical Specifications as  needed for inclusion with the contract documents.  2.6 Opinion of Probable Project Costs  The ENGINEER will prepare an opinion of probable project costs (cost estimate). Unit prices will be based on Florida Department of Transportation Historic Unit Costs fors similar repairs, supplemented by bidinformation: from other, similar repair  projects, ifavailable. 2.7 Contract Documents  Thel ENGINEER will provide Invitation tol Bid documents that include Instructions to Bidders, Bid Form, Bidders Certification Forms, and General Provisions.  Task 2 Scheduleand Deliverables- Submittal willl be made at thel Final stage. The Final plans, and the special provisions and technical specifications shall be signed and sealed. The ENGINEER will commence work immediatelyu uponi receiptofthel Notice-to-Proceed for this Task WorkOrder: rand will, barring unforeseen difficulties, provide the Final plans, cost estimate, specifications, and contract documents within 120 days. Thel ENGINEER will submit one. hard copy and one electronic copy of these documents. The electronic copy oft the documents will be in Adobe format.  3.0 BIDDING PHASE SERVICES  3.1 Advertise project, distribute documentation  After completing the Bridge Repair Plans and Contract Documents phase and receiving notice-to-proceed for this next phase oft thej project, thel ENGINEER and CITY will determine a bidding phase schedule, including dates to advertise the project, request for information (RFI) cut-off date, bid opening, and award recommendation and notice. Once these dates are approved by the CITY, the CITY will advertise the project, and the ENGINEER will distribute the repair plans and  contract documents as requested by potential bidders. 3.2 Respond to Requests for Information (RFI's)  Thel ENGINEER will respond to up to two (2) Requests for Infommation(RFT)that are submitted by potential bidders between the date thej project is advertised andt the RFI cut-off date. Contact information for submitting RFI's will be provided in the project advertisement, and answers to the RFI'swilll bej provided ina ai forum that can  be accessed by the CITY and all potential bidders. 3.3 Bid Review, Reference Check, Award Recommendation  The CITY will designate a location for accepting sealed bids from contractors and will accept bids at this location for this project up until the "bid opening" time and date noted in the Instructions to Bidders." Immediately following this deadline  PEES MKT20151City. South Pasadenal Shore_ Drive Scope. doc  3  December 14, 2015    CITY officials will open the bids, and the CITY will mail copies oft the bids to the ENGINEER for thel bid review, reference check, and award recommendation. The ENGINEER will review the bids received from the CITY. Thel bidder'scost: foreach individual pay item and the overall construction costs will be compared to the ENGINEER's opinion of probable project costs. The ENGINEER will verify that the bidders meet the minimum experience requirements outlined in the contract documents. The ENGINEER will contact the references provided by the lowest responsive biddert to verify thei nature: and outcome oft thereferenced projects. Based on this review, thel ENGINEER will makearecommendtion tot the CITY regarding  the award of this project.  Task 3 Schedule and Deliverables - The ENGINEER will work with the CITY to set a bidding phase schedule, including dates to advertise the project, cut-offo date to receive RFI's, bid opening, and award recommendation: and notice. Responses to RFI's, ifneeded, willl be via e-mail. Theaward recommendation will also be delivered via email with supporting documentation enclosed.  4.0 CONSTRUCTION PHASE SERVICES 4.1 Pre-construction Meeting  After thej project has been awarded by the CITY, the ENGINEER will chair one (1) pre-construction meeting with the CITY and the contractor to set the construction  schedule and answer questions related to the work.  4.2 Shop Drawing Review  The ENGINEER will review up to three (3) shop drawing submittals.  4.3 Respond to Requests for Information (RFI's)  The ENGINEER will respond to up to two (2) contractor Requests for Information  (RFI's).  4.4 Construction Inspection  The ENGINEER will provide up to twenty-four (24) man-hours of on-site construction inspection. The ENGINEER will keep a log of the construction activities performed and the amount ofmaterial used in the repair work for later use  inr reviewing pay requests. 4.5 Review Pay Requests  Thel ENGINEER will review pay requests submitted by the contractor. andj providea recommendation to the CITY regarding these requests. Thel ENGINEER will verify that the quantities of materials listed in the pay request are consistent with the quantities ofmaterials used in thei repair work as documented during the construction  inspection.  4.6 Final Walk-through and Project Close-out  Thel ENGINEER will: attend ai finalwalk-through: at thel bridge with the CITY and the  contractor.  PAEES MKT20151City. South Pasadenals Shore_ Drive_ Scope.doc  4  December 14, 2015    Task 4 Schedule and Deliverables - Thel ENGINEER will work with the CITY and contractor to set a construction schedule, including construction start date, and construction end date. Shop drawing reviews and responses to RFI's, if needed, and review ofj pay requests will be via e-mail. Inspection reports noting the activities performed by the contractor and quantities installed, for use in Attachment 1 is al breakdown of the engineering services fee estimates for the main tasks for this  reviewing pay requests, will also bes submitted via e-mail.  Task Order. 5.0 EXPENSES  Expenses will include, but not be limited to mileage, photocopying, and postage.  6.0 ADDITIONAL SERVICES  6.1 Thel ENGINEER will provide additional services under separate contract whenever requested in writing by the CITY. The following items are not included under this Permit development submittal anda associated fees other thant the"eaemplactiviy'suats: Utility relocation design and plans (to bej provided by the affected utility, ifneeded). Right-of-way determination, temporary construction easements, and sovereign Maintenance ofTraffic Plans (to bej provided by the contractor as needed).  scope ofs services: Attend presentations and meetings. noted in Section 2 above. Drainage Modifications. Design Survey. submerged. land (SSL) easement. Geotechnical Services or Materials Testing.  7.0 CITYRESPONSIBILITIES  7.1 The CITY will provide the ENGINEER copies ofa all plans, reports, and other data pertinent to the project design that the CITY may have ini its possession. The CITY provided the plans, reports, and other data that they had in their 7.2 The CITYV willv work with thel ENGINEER tos set al bidding phase schedule. The City will provide al location for accepting sealed bids, and will mail thel ENGINEER copies oft the bids after the bid opening. The CITY will work with the ENGINEER and the 7.3 The City DirectorofPublic Works, Garry Anderson, willl bet the contact for questions from CITY residents and government officials regarding the repair work. The ENGINEER shall provide responses to up to thirty (30) questions submitted via e- mail by Mr. Anderson that he may receive from these individuals.  possession to thel ENGINEER on October 28, 2015.  contractor to set a construction phase schedule.  P:EES MKT2015City. South Pasadenal Shore_ Drive Scope.doc  5  December 14, 2015    7.4 The CITY willj provide allj permitting fees. SWFWMD "exempt activity" status filing  feei is $100.  8.0 ENGINEER'S COMPENSATION  Ina addition tot thea above-described SCOPEC OF SERVICES, the CITY will compensate thel ENGINEER on a lump sum basis the amount of $4,982 for Tasks 1.1 through 1.3, on al lump sum basis the amounto of $14,788 for Tasks 2.1 through2/,onalump. sum basis the amount of$4,484 forTasks3.1 through3.3, and ona al lump sum basis thea amountof$7,976 for Tasks4.1 through4.6. Inaddition, the CITY will compensate the ENGINEER on a lump sum basis the amount of $2,800 for the non- destructive testing provided by the sub-consultant Infrastructure Preservation Corporation. The ENGINEER willi invoice the CITY monthlyap percentageofthet total fee consistent with thej percentage ofwork completed to date; payment shall be due within 30 days upon receipt ofinvoice. Attachment 1 shows the total cost for engineering services for the tasks under this project. This price includes alll labor and expenses that are anticipated tol bei incurred for the completion oft these  tasks.  END OF SCOPE OF SERVICES  PEES_ MKT20151City South PasadenalShore Drive Scope.doc  December 14,2015    Cardno  Shore Drive Bridge Repairs. Attachment 1/ Engineering Services Fee Estimate Project Principal Manager Designer Clerical TOTALHRS FEE $256 $140 $110 $68  12/14/15 11:32AM  TASK DESCRIPTION  1.0 Field Observations and Recommendation Report 11 Collection andr review ofCITY data 1.2 Field Observations 1.3 Recommendations Report Expenses Subtotal- - Lump Sum 2.0 Bridge Repair Plans and Contract Documents 2.1 Bridge repair design and calculations 2.2 Utility Coordination 23 Permitting (SWFWMD, Coast Guard, Pinellas Co. Water & Nav.) 2.4 Bridge Repair Plans 2.5 Special Provisions and Technical Specification 2.6 Opinion of Probable Project Costs 2.7 Contract Documents Expenses Subtotal- Lump Sum 3.0 Bidding Phase Services 3.1 Advertise project, distribute documentation 3.2 Respond to requests fori information (RFIS) 33 Bid review, reference check, award recommendation Expenses Subtotal- Lump Sum 4.0 Construction Phase Services 4.1 Pre-construction meeting 4:2 Shop drawing review 43 Respondt to requests fori information (RFI's) 4.4 Construction Inspection 4.5 Review pay requests 46 Final walk-through and project close-out Expenses Subtotal Lump Sum Subtotal (Phases 1 through 4) Subtotal Sub-consultant (Non-destructive testing) Grand" Total PAEES MKTM2015ICity Southi Pasademi/Shore. Drive Fcexisfinal  4 4 $560 8 8 $1,120 12 2 23 $2,952 $350 24 2 35 $4,982 8 8 $1,120 8 8 16 $1,664 8 8 17 $2,256 16 16 33 $4,256 13 $1,648 4 $560 16 8 24 $2,784 $500 4 16 20 $1,648 0 7 $1,096 8 12 $1,440 $300 14 8 16 39 $4,484 5 $700 12 $1,680 7 $1,096 24 $2,880 4 $560 4 $560 = $500 $7,976 $32,230 $2,800 $35,030  68 24 20 115 $14,788  5 12 6 8 16 4 4  34 16 0 51 140 56 38 240    IPC,  Infrastructure Preservation Corporation  November 5, 2015 Frank Haunstetter Cardno TBE 380 Park Place Blvd., Suite 300 Clearwater, FL: 33759  SCOPE OF WORK  RE: Non-Destructive Testing of Bridge # 157603.  Scope of Work: Detect void/water intrusion behind all sheet pile walls; abutments and seawalls on each end oft the bridge. A report will be developed identifying details of the results of the inspection showing location of voids, loss oft fill density, and, if evident, location of where water is passing  through sheet pile walls. Traffic Control: Provided by IPC.  Setup and Calibration: Setup will take approximately thirty minutes. After setup the NDT equipment will be calibrated in order to maintain signal integrity as per ASTM International Standard. The calibrations will be subject to concrete and ground truthing and additional Data Analysis: The data will be analyzed and interpreted by in-house NDT specialist and certified technicians, who will prepare an assessment report. Waveforms collected from each section of the bridge will be analyzed using high speed 3D imaging computers to process and compare images. Data filters will be applied to each waveform in order to optimize 3D imaging Schedule: IPC will complete all required services within 21 days from Notice to Proceed.  calibrations may be necessary depending on fill conditions.  slices.  Compensation: The costs to perform these services are $2,800.00.  Respectfully submitted Bull deay Bill Seavey, Director  13131 56th Court, Suite 301, Clearwater, Florida 33760-Office:813-329-8794+ Mobile 813-841-4935  DfPntasructureccom . www.lnfrastructurepC.com    Carley Lewis From: Sent: To: Subject: Mayor,  Carley Lewis Friday, December 18, 20153:34P PM 'Dan' RE: Brief meeting  Herei is al breakdown of the various expenses for the employee holiday party:  Jungle Prada Tavern $499.50 Prizes $350 (Rally, Dunkin Donuts, Target and Publix) Desserts - $22.56 (Publix) Candy bowl/candy- $29.36 (Target) Party supplies (pencils, gift card holders) $16 (Target) Total-$ $917.42  Carley Lewis, MMC City Clerk City of South Pasadena 7047 Sunset Drive S. South Pasadena, FL: 33707 727-347-4171 disclosure.  ***Please note: Florida has very broad public records laws. Most written communications to orf from local officials regarding city business are public records available tot the public and media upon request. Your e-mail communications (including your email address) mayt therefore be subject top public  From: Dan maloaananeynocom Sent: Friday, December 18, 20152:50PM To: Carley Lewis Subject: RE: Brief meeting Thank you.  I'm seeking information on what the balance of about $400 was spent on, noti including the almost $500 In addition, thought we agreed some time ago that you would advise me when you would not be in the Finally, when you are going to be away from the office for more than a couple of hours is there any reason why you cannot post an auto reply to emails on your computer as Virginia Alvorado does?  for. Jungle Prada and $20-40 for Commissioners gift cards. Please advise.  office. Have anything changed?  Dan Calabria Mayor, South Pasadena  ***Please note: Florida has very broad public records laws. Most written communications to or from local officials regarding city! business are public records available to the public and media upon request. Your e-mail communications  (including youre e-mail address) may therefore be subject to public disclosure. From: Carley Lewis maltoclewsOmyouthpasadena.com, Sent: Friday, December 18,20151:02PM    To: Dan dancala@yahoo.com> Subject: Re: Briefmeeting  Mayor,  Ispoke with. Jim and believe you may be looking for additional information regarding the employee holiday party. Please  let me know what information you need and I'II be happy to send it.  Thank you, Carley Lewis, MMC City Clerk City of South Pasadena 7047 Sunset Drive S. South Pasadena, FL33707 727-347-4171  ***Please note: Floridal has very broad public records laws. Most written communications to ori from local officials regarding city business are public records available toi the public and media upon request. Your e-mail communications  (including your email address) may therefore be subject to public disclosure. On Dec 18, 2015, at 8:15 AM, "Dan" dancala@yahoocom> wrote:  Ms. Lewis, with me. attend. Dan Calabria Mayor, South Pasadena  Ineed a few minutes of your time to discuss something with you.  IPlan to be at City Hall at 9:30 this morning, please let me know if you are able to meet If. Jim Graham is not available you may wish to choose any other department head to  ***Please note: Florida has very broad public records laws. Most written communications to or from local officials regarding city business are public records available to the public and media upon request. Your e-mail communications (including your e-mail address) may therefore be subject to public  disclosure.  This email has been checked for viruses by Avast antivirus software.  www.avast.com