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City of DeBary
AGENDA ITEM





Subject:   Authorization for Continuing General Stormwater Engineering Services
From:    City Manager    
Meeting/Hearing Date:  October 1, 2014

Attachments:
(   )  Ordinance
(   )  Resolution
(   )  Other
(   )  Supporting Documents/Contracts


Summary/Highlights

Pegasus Engineering has exhausted the $35,000 awarded by the City Council on June 4, 2014.  It should be noted that based on an average hourly rate of $125.00 per hour, the $35,000 equates to approximately 280 manhours. In anticipation of addressing on-going general stormwater issues (e.g., continued investigation of the reported drainage problem areas), City staff foresees a need to continue relying upon the stormwater services of Pegasus Engineering.

Background Discussion
On June 4, 2014, the City Council authorized a not-to-exceed amount of $35,000 to continue providing the City with general stormwater engineering services.  Since June 4, 2014, Pegasus Engineering performed the following various services for the City of DeBary:

  • During this period, David Hamstra (Senior Project Manager) prepared for and attended a meeting with Dan Parrott, Darrin Elkind and Mr. Wheatley on regarding the drainage issues at 472 West Highbanks Road; performed field reviews at 107 Spring Glen Drive, 260 Eagles Estates Drive, Meadowlea on the River Mobile Home Park, 210 Grande Vista Street, and 472 West Highbanks Road; prepared for and met with Kassandra Blissett and Liz Bauer regarding the current / active task orders and the various FEMA / DEM grants; coordinated with Greg Teague and Priscilla Villanueva to finalize and submit the Project Memorandums and supporting documents for 260 Eagle Estates Drive, 107 Spring Glenn Drive, 210 Grande Vista Drive, and Meadowlea on the River Mobile Home Park to City staff; prepared and issued various e-mails to City staff regarding Meadowlea on the River Mobile Home Park (asphalt millings) and 472 West Highbanks Road (requested maintenance); prepared the "draft" project memorandums for 260 Eagles Estates Drive, 107 Spring Glen Drive, and 210 Grande Vista Street; prepared and issued a final approval email for the Hampton Inn control structure in regards to Ordinance 11-13; prepared the "draft" Project Memorandum and supporting documents for the Terra Alta drainage investigation; coordinated with Greg Teague and Priscilla Villanueva to finalize and submit the Terra Alta project memorandum and supporting documents to City staff; attended the Blue Springs Alliance Annual Forum in DeLand; prepared for and discussed the Saxon Woods berm repairs at a City Council Workshop; prepared for and conducted field reviews at 221 Glen Abbey Lane, 557 Quail Crest Court,   11 Plantation Road (Sunshine State One Call of Florida), and met with Ronnie Muse and Hans Wolfer regarding 542 South Shell Road; prepared for and attended the Volusia County Local Mitigation Strategy (LMS) meeting and the Community Rating System (CRS) workshop; prepared for and conducted the 2014 Hurricane Preparedness staff briefing and field reviews with the Public Works Department and the Parks and Recreation Department; coordinated with Kurt Ardaman and Engineered Permits, Inc. (Michael Wojtuniak) to schedule a "joint" meeting regarding the Gateway Center for the Arts and reviewed the PEC and Pegasus project files; prepared and issued an e-mail with annotated photographs to City staff regarding the current Rob Sullivan Park west parking lot erosion issues; met with Alan Williamson to discuss two (2) new problem areas (294 DeLeon Road and 530 South Pine Meadow Drive); met with Stacy Tebo and Matt Daugherty (SML, Inc.) to discuss data retention and back-up procedures; prepared for and attended the Gateway Center for the Arts meeting with Kurt Ardaman, Engineered Permits (Michael Wojtuniak), and Gray Robinson (Joseph Naberhaus) to discuss the stormwater pond issues; prepared for and attended the Blue Spring Basin Management Action Plan (BMAP) Briefing by the Florida Department of Environmental Protection (FDEP); reviewed the project correspondence pertaining to 45 Alicante Road (Mr. Tino Farjad); conducted field reviews of 294 Deleon Road, 9 Granada Road, and 9 Dogwood Trail and annotated photographs; coordinated with Donny Greenough to prepare drainage figures for each problem area; prepared "draft" project memorandums for 9 Granada Road / Shotz Sports Bar, 294 Deleon Road, and 9 Dogwood Trail; prepared for and attended the Soft Shadow Lane neighborhood meeting with John Peters and Lita Peters-Handy; coordinated with Jason Birkhead to prepare a drainage exhibit for Soft Shadow Lane; finalized and submitted the Project Memorandums, with supporting figures and photographs, for 294 Deleon Road, 9 Granada Road, and 9 Dogwood Trail to City staff; coordinated with Jason Birkhead and Priscilla Villanueva to finalize the Soft Shadow Lane exhibit and mail to the residents; prepared for and conducted a field review of the Fort Florida Road localized flooding issue; coordinated with Jason Birkhead to prepare a Fort Florida Road drainage exhibit; and prepared and issued an e-mail to Dan Parrott and Riviera Bella regarding the Fort Florida Road stormwater issues.
  • During this period, Greg Teague (Senior Project Engineer) prepared a "draft" Ordinance 11-13 letter for the Saxon Woods Pond RA7 berm repairs; reviewed the "draft" memorandums for 260 Eagle Estates Drive, 210 Grande Vista Street, and 107 Spring Glen Drive for David Hamstra; finalized and submitted the Ordinance 11-13 letter for the Saxon Woods Pond RA7 berm repairs; assembled construction plans, photos and other information associated with the Saxon Woods Pond RA7 berm repairs for the City Council workshop; reviewed the cured-in place pipe shop drawing submittal for Seminole Drive and Park Lane and transmitted comments to Kevin Hare; researched Volusia County's current stormwater criteria for closed basins; prepared the "preliminary" FY 2014 / 2015 Stormwater CIP budget; reviewed the "draft" agenda and exhibit for the 2014 Hurricane Preparedness Workshop; attended the 2014 Hurricane Preparedness staff briefing and field reviews; attended the Volusia County Water Quality Workshop at the Ocean Center; uploaded the Saxon Woods Pond Berm conceptual plans in AutoCAD format to Tracy Birch (Saxon Woods HOA); coordinated with the St. Johns River Water Management District (SJRWMD) staff (Lee Kissick) regarding compliance issues (water quality monitoring) for the Lake Angeles and Louise permits; reviewed the "draft" project memorandums for 294 Deleon Road, 9 Dogwood Trail, and 9 Granada Road; prepared the conceptual cost estimate for the 9 Dogwood Trail outfall improvements; and prepared the conceptual cost estimate for the 294 Deleon Road drainage improvements.
  • During this period, Leylah Saavedra (Senior Project Engineer) researched a FEMA reimbursement source per the City’s request; assisted David Hamstra with FDOT information on South Shell Road in preparation for his on-site meeting; coordinated with Liz Bauer (DeBary) and DEM staff (Carly Miller and Cassie Wheeler) regarding the Public Assistance grants and the quarterly reports required from the City; coordinated with John Palmer (USACOE) regarding the request for "no permit required" to be submitted to DEM (Holly Swift) for the Naranja Road and 2nd Street Drainage Improvements; prepared for and attended an introductory meeting with Liz Bauer and Kassandra Blissett (DeBary) and David Hamstra to discuss Pegasus' grant management responsibilities and expected documentation from DeBary staff; coordinated with Casie Wheeler (DEM - Tallahassee) regarding the current status of the Public Assistance active grants and the close-out steps to follow; coordinated with Liz Bauer (DeBary) regarding the request to DEM to handle Quarterly Reports on behalf of the City from now on (due to grant inactivity); reviewed the FEMA grants received to date in order to update the grant summary for DeBary's finance audit; contacted the ACOE (John Palmer) regarding the status of the "No Permit Required" letter; contacted DEM (Holly Swift) and coordinated with Juan Zaida regarding the outstanding documentation required in order to close the project; coordinated with Liz Bauer (DeBary) and Kevin Hare (GAI) regarding additional outstanding invoices to be paid; processed to be eligible for the final reimbursement request for the Naranja Road and 2nd Street project; prepared and submitted the 6th and final reimbursement package to DEM (Holly Swift); coordinated with DEM (Holly Swift) regarding the status of the final reimbursement request; coordinated with DEM (Juan Zaida) regarding the additional technical documentation required to close the file for the Naranja Road and 2nd Street project; coordinated with Joy Duperault (DEM-Tallahassee) regarding Severe Repetitive Loss and Repetitive Loss structures within City limits, as well as FMA funding and overall NFIP-covered properties within the City; coordinated with Kassandra Blissett to obtain the list of Repetitive Loss properties within City limits from DEM; coordinated with Marcy Policastro and Moira Rojas (FDEP) regarding the status of the Blue Springs BMAP and the requested for David Hamstra's and Leylah Saavedra's e-mail address addition into the stakeholder master e-mail list; assisted Greg Teague with the FY 2014 / 2015 Stormwater CIP budgets; prepared for and participated in the State Hazard Mitigation Plan Advisory Team (SHMPAT) teleconference sponsored by FDEM; coordinated with DEM (Holly Swift) regarding the status of Reimbursements #5 and #6 submitted to DEM in February and May 2014, respectively for the Naranja Road and 2nd Street project; coordinated with DEM (Holly Swift) regarding the status of Reimbursement Requests #5 and #6 for Naranja Road / 2nd Street; coordinated with Marcy Policastro (Wildwood Consulting) and Moira Rojas (FDEP) regarding the upcoming Blue Spring Basin Management Action Plan (BMAP) briefing and kick-off meetings; coordinated with Liz Bauer regarding the status of the Naranja Road reimbursement requests and the upcoming project close-out; and attended the Volusia County Local Mitigation Strategy (LMS) public meeting in Port Orange on to discuss the updated Local Mitigation Strategy (final draft).
  • During this period, Johan Rodriguez (Project Engineer) reviewed the lake level data and prepared an e-mail request to Southeastern Surveying and Mapping Corp. (SSMC) (Jim Petersen) to replace lake level gauges.
  • During this period, Donny Greenough (CADD Technician) prepared various figures for 260 Eagles Estates Drive, 107 Spring Glen Drive, 210 Grande Vista Street, and Meodowlea on the River Mobile Home Park for David Hamstra's memorandums; coordinated with David Hamstra and Greg Teague to finalize the various figures in supports of the Project Memorandums for 260 Eagle Estates Drive, 107 Spring Glen Drive, 210 Grande Vista Drive, and Meadowlea on the River Mobile Home Park; revised the Terra Alta drainage figures in support of David Hamstra's Project Memorandum; prepared figures for 9 Granada Road, 221 Glen Abbey Lane, 557 Quail Crest Court, and 11 Plantation Road for David Hamstra's field reviews; prepared a figure for 530 South Pine Meadow Drive (recent groundwater seepage compliant); met with FDOT District 5 (Kepler Office) in an effort to obtain copies of construction plans and drainage maps associated with U.S. Highway 17/92 (south of Dirksen Drive); prepared a drainage figure for 9 Granada Road and established the contributing drainage area; prepared various figures for 530 South Pine Meadow Drive, 9 Granada Road, 294 Deleon Road, and 9 Dogwood Trail for David Hamstra's field reviews and began to revise the figures based on David Hamstra's field reviews; and coordinated with David Hamstra to finalize the various figures for 294 Deleon Road, 9 Granada Road, and 9 Dogwood Trail, as well as the preliminary figures for 530 South Pine Meadow Drive.
  • During this period, Jason Birkhead (CADD Technician) updated, finalized and printed the Drainage Atlas Maps for DeBary; prepared historic aerial figures for David Hamstra's Terra Alta Project Memorandum; updated the lake level database and graphs based on lake level readings; updated the Pump Deployment exhibit for the 2014 Hurricane Preparedness staff briefing and field review; made revisions to the Pump Deployment exhibit and created PDF's for the staff briefing; gathered figures and maps for the staff briefing; updated the lake level database and graphs; created a drainage exhibit to color-code the primary drainage system for City staff; created a figure depicting the Blue Spring springshed and City limits; created an updated figure for 45 Alicante Road (Mr. Tino Farjad); created a 24" x "36" exhibit for Soft Shadow Lane (aerial based with existing drainage system); and created an exhibit of the localized flooding along Fort Florida Road for David Hamstra.
  • During this period, Priscilla Villanueva (Clerical) laminated, punched, and bound the Drainage Atlas Maps; prepared a Letter of Transmittal to Alan Williamson and transmitted the Drainage Atlas Maps to City staff; downloaded, formatted and annotated David Hamstra's field review photographs for 260 Eagles Estates Drive, 107 Spring Glenn Drive, 210 Grande Vista Street, and Meadowlea on the River Mobile Home Park; updated Task Order Summary for Liz Bauer and Kassandra Blissett; spoke with Richard Nasrawy for his assistance with obtaining the contact person name and number for the CSX railroad ditch maintenance; coordinated with David Hamstra and Greg Teague to finalize and submit the Project Memorandums and supporting documents for 260 Eagle Estates Drive, 107 Spring Glenn Drive, 210 Grande Vista Drive, and Meadowlea on the River Mobile Home Park; coordinated with David Hamstra to finalize annotating the photographs for the Hampton Inn pond; coordinated with David Hamstra to prepare the "draft" Terra Alta project memorandum and supporting documents; coordinated with David Hamstra to finalize and mail the Terra Alta memorandum; downloaded and printed the WSEFMS Volusia County Pump Inspection Reports; downloaded and formatted the field review photographs for 11 Plantation Road, 557 Quail Crest Court, and 221 Glen Abbey Lane; assisted David Hamstra with preparing the 2014 Hurricane Preparedness Agenda; downloaded and formatted the field review photographs for 294 Deleon Road, 9 Granada Road, 530 South Pine Meadow Drive, and 9 Dogwood Trail; assisted David Hamstra to finalize the project memorandums for 294 DeLeon Road, 9 Granada Road, and 9 Dogwood Trail; assisted David Hamstra with a Letter of Transmittal to Kerry Bechir and transmitted 8 plots of the Soft Shadow Lane exhibits; assisted David Hamstra with finding Drainage Plans for Riviera Bella on the SJRWMD website; and assisted David Hamstra with Fort Florida Road field review photographs.

Recommended Motion  

That the Council authorizes Pegasus Engineering, LLC for continued on-going general stormwater engineering services, for a Not-To-Exceed amount of $35,000.  It should be noted that the City Manager will continue to dictate future assignments under the current authorization.



City Council Action:
(   )  Approved As Recommended
(   )  Approved With Modification
(   )  Disapproved
(   )  Continued Date:

(   )  Other

Modifications:



 
 
City of DeBary, FL
16 Colomba Rd, DeBary, FL 32713
Phone: (386) 668-2040  Fax: (386) 668-4122