138-18 SCE - Attachment 1 - Lafayette Park.pdf

SUBURBAN CONSULTING ENGINEERS, INC. May 3, 2018 Via Electronic Mail (lepore@ westorange.com) and Regular Mail Township of West Orange Department of Public Works 25 Lakeside Avenue West Orange, New Jersey 07052 Attn.: Mr. Leonard R. Lepore Director/Municipal Engineer Re.: Township of West Orange, County of Essex, State of New Jersey Township of West Orange Multi Park Development - Lafayette Park Block 61, Lot 27 Professional Engineering Services Our File No.: Proposal SCE-P10011.011 Dear Mr, Lepore: SUBURBAN CONSULTING ENGINEERS, INC. (SCE) is pleased to offer this proposal to provide professional engineering services for the proposed improvements to the Lafayette Field located in the Township of West Orange, New Jersey. Scope of Services It is our understanding that the project includes the conversion of an underutilized baseball field into a futsal court and volleyball court. It is our understanding that the project will be funded by the NJ Green Acres program and that the work performed by SCE will apply with the applicable provisions of the Green Acres Award Letter and the Project Agreement. SCE will provide the following scope of services in accordance with the Request for Proposal dated April 18, 2018. I Field Survey Field Survey - Partial Existine Conditions & Topographic Survey SCE’s in-house survey crew personnel will be mobilized to the site and will utilize state-of-the- art survey equipment including, but not limited to GPS and robotic stations to conduct site survey of the property in question. Field Survey will include the measurement and field locating of all site improvements and any/all utility features visible as well as all topographic features found on site. We are anticipating that the owner, prior to our start of field work, will coordinate with all known utilities confirm that all structure grates are free and clear of all debris and all manhole covers are loosened and removable by our survey field crew. SCE will perform all work within New Jersey State Plane Coordinate System (NAD-83 / NAVD- 88) and will provide benchmark on the site for future tie-in. 96 US Highway 206, Suite 101 + Flanders, New Jersey 07836 * Tel: (973) 398-1776 » Fax: (973) 398-2121 www,.suburbanconsulting.com

SCE-P10011.011 May 3, 2018 Topographic Survey Deliverable SCE will review all provided documents for utility investigation. SCE will download all collected data and place in AutoCAD for preparation of mapping. The Partial Existing Conditions & Topographic Survey will be prepared and drafted at an appropriate scale showing all collected field data, including any/all improvements within project area. Topography will be depicted at 1- foot contour intervals with appropriate spot grade elevations as necessary. SCE will utilize AutoCAD Civil 3D design software to map and model the existing conditions of the site. Deliverables = Digital (pdf) signed and sealed copies of Partial Existing Conditions & Topographic Survey. Design and Bid Documents. Permitting & Grant Administration Review of Existing Plans The SCE Design Team has included the time necessary to perform additional detailed site inspections of the facility and review of the available records prior to implementation of the preliminary design tasks. We will review existing plans and documents previously prepared for the site if available. This detailed review of documentation will be collected and evaluated to obtain a more thorough assessment of all existing features and utilities associated with the property as provided by the Township. This review and reference material will become the baseline data for our preliminary and final design documents. Meetings. Coordination and Material Selection The SCE Design Team will be available for meetings with the Township Officials and project stakeholders, and regulatory agencies to provide appropriate copies of design information and documents for exchange of information and facts associated with the improvements, For the purpose of this proposal, we have anticipated a maximum of three (3) non-public type meetings for the various project phases to include all phases of the project. Our Design Team has a known reputation to deliver projects as envisioned by our clients, fulfilling the project goals beyond their expectations. The proposed schedule approved by the Township and the Green Acres program is appropriate for a project of this nature and the Design Team is absolutely confident that through the implementation of our perfected management tools and procedures we will be able to deliver the project as anticipated. Cooperation of all parties

e Design Team is absolutely confident that through the implementation of our perfected management tools and procedures we will be able to deliver the project as anticipated. Cooperation of all parties is paramount, and the Design Team recognizes the necessity for our team members to be proactive in providing advance notice throughout all phases of the project. Drainage Design SCE will perform an overview of the required drainage repairs or requirements for existing conditions. Our site inspections revealed that existing storm drainage does exist on site. SCE will provide solutions to any existing drainage problems, if any, and provide design of the drainage

SCE-P10011.011 May 3, 2018 system. Existing drainage systems will be reviewed for problems or failures and the appropriate remedy will be included in the final construction documents. Permits As a part of the design work for the project, the Design Team will investigate the jurisdictional requirements associated with the NJDEP and local ordinances to verify if any regulations pertain to the subject improvement plans. The Design Team will prepare the necessary application materials, reports, calculations, and maps for submission to those agencies that have jurisdiction. Upon completing our preliminary review of the project in preparation of this response to the RFP we have concluded that the following agencies will require review of a permit application: 1) Hudson-Essex Passaic Soil Conservation District Plan Certification Coordination — The proposed project may ultimately disturb greater than 5,000 SF, requiring a plan certification. 2) NJDEP - Stormwater Discharge Permit ~ If the total disturbance for the project is greater than one acre then a Stormwater Discharge Permit will be required. On-line submission of the permit will occur upon receipt of plan conformance from the Soil Conservation District. No other permits or regulatory approvals are anticipated for the specified improvements. However, the design plans will be prepared to satisfy the reviewers for issuance of the applicable construction permits. These services are typical for all projects for which we are experienced in performing. Our long-term relationships with these types of agencies will assist in the expedited review and process of the required permits. All permit fees will be the responsibility of the Township of West Orange. Preliminary Design / Engineering This phase of the work will be the culmination of the data gathering, field investigations, and meetings with the Township Officials, stakeholders and interested parties. The preliminary design documents will include multiple options for improvements aimed at achieving the specified goals. One option will be the benchmark configuration, targeted at ensuring the Project budget is attained and the project schedule is adhered to, while achieving the goals and objectives of the overall project. The other options will incorporate more of the alternate items, potentially affecting the overall project budget and schedule, but

to, while achieving the goals and objectives of the overall project. The other options will incorporate more of the alternate items, potentially affecting the overall project budget and schedule, but yielding a project closer to the maximum defined objectives. Upon commencement of the preliminary engineering design phase, the Design Team will initiate planning meetings with the Township to verify that all goals will be investigated to be incorporated in the base design. Select options will be prepared and presented to the Township for review, discussion and selection. The end result identified for final design may include a composite from the options established. Bid specifications will be created to facilitate optional and/or alternate construction items to be selected, as budget constraints permit. Each discipline of the Design Team will be assessed and organized to verify aspects that can be completed immediately and portions that are dependent upon information associated with another discipline. A critical path flow chart will be developed that will define what aspect of each discipline must be addressed initially to promote the progress of the entire project. Upon completing this organization and relationship determination, each team leader will commence in the completion of their tasks. The Principal in Charge and Project Manager will coordinate all 3

SCE-P10011.011 May 3, 2018 information to the Township assisting each team leader in obtaining the information and decisions that are required to move the project forward, Project status updates will be sent to the Township and/or liaison to inform them of the project progress, schedule status and required project review and input monthly. Milestone status schedules will be reviewed and updated as required so proper notifications can be prepared and distributed as required. Meeting notes will be maintained to track project progress. Upon being awarded the contract for this Project, we will obtain all available documentation of the project areas. All dimensions and other data pertinent to the Project will be verified in the field. Representatives of the Design Team will visit the project sites for the purpose of documenting the existing conditions and the preparation of existing conditions drawings with the new surveyed base maps. In addition to creating detailed and accurate drawings of the existing conditions, the improvement areas will be documented utilizing high-resolution digital cameras. Conceptual and Planning Design SCE will prepare a concept plan for the Township Officials, stakeholders and interested parties to review and comment on. The concept plan will include the improvements as noted in the RFP and include one futsal court, one volleyball court, associated fencing and site appurtenances, an accessible path / walkway to comply with NJ Green Acres requirements, and provisions for signage and use of the facility. Based on the comments one (1) final concept plan will be prepared for approval to then prepare construction documents. The concepts will include the items described in the project approach and scope of work that was presented among other items that have been discussed earlier Path Design and Accessibility SCE will confirm accessibility issues and goals for a path that will access the volleyball court and futsal court facilities. We will consider the necessary width for paths shared by pedestrians and pedestrians with strollers. SCE will show plan diagrams of alternative path alignments and alternative path treatments: width material, drainage, typical cross sections, layout plan to identify where different treatments are proposed and show photographic examples from elsewhere. Signage and Site Furnishings SCE will identify

erial, drainage, typical cross sections, layout plan to identify where different treatments are proposed and show photographic examples from elsewhere. Signage and Site Furnishings SCE will identify locations for identification signage as well as additional benches, trash receptacles, picnic tables, bicycle racks and other appropriate furnishings as part of the site amenity and furnishings design package for the improvement areas. Each plan will also design and recommend various fencing and landscaping themes, as well as their location. Trees and Plantings SCE will identify the location of existing trees and their condition within the area of the proposed improvements. The plan will address the issues of site landscaping and maintenance.

SCE-P10011.011 May 3, 2018 Preliminary Project Budget Analysis The conceptual and planning design process will include a design narrative that will contain preliminary estimates of the construction cost and the overall project budget. The SCE Design Team has knowledgeable in-house construction cost estimators who are experienced with all building construction methods, project types and public bidding requirements. SCE has the ability to provide extremely accurate construction cost estimates that are not based solely on generalized square foot costs, but rather on actual building materials and their associated current costs. Providing this information during the initial stages of a project assists our clients with the establishment of an accurate budget. Design Analysis The Design Team will review the observed conditions and the program for repair, restoration, and improvements. The conditions to be reviewed will include, but will not be limited to; existing conditions, design alternatives, court layouts, accessible pedestrian path design alternatives, innovative surfacing, and projected construction costs. Renderings and Graphics One copy of a colored rendering, 2’ x 3” in size, will be assembled along with cost estimates for each option and recommendation alternate items. Sufficient full-size and reduced scale colored handouts (8.5" x 11" or 11”x 17" size) will be provided by plotting the final document to a digital format for the presentations and documents requested. The selected option and associated requested revisions will be memorialized by the Township and will become the basis of the final design. Specifications of all appurtenances will be selected and recommended for the proposed volleyball and futsal court area and site amenities that are associated with this facility. There are obviously several types of equipment and installation items that are necessary for the construction of the proposed improvements, All proposed surfacing, and site amenity items will be required to be approved by the Township Officials prior to the finalization of design, bidding and construction documents by the Design Team. Contract Documents (90%) Based on the scope of work developed by the Design Team and approved by the Township and Project Stakeholders, SCE will proceed with the preparation of contract documents for review and approval. The documents will

cope of work developed by the Design Team and approved by the Township and Project Stakeholders, SCE will proceed with the preparation of contract documents for review and approval. The documents will include proposed layouts, and additional details as required to illustrate the scope of the Project. Technical specifications will be prepared to supplement the front-end documents. A detailed construction cost estimate, itemizing all construction tasks, will be included. The cost estimate and the contract documents will be required to be approved by the Township Officials prior to the finalization of documents by the Design Team. Bid Documents - 100% Submission and Bid Related Services Upon receipt of comments from the Township Officials and Project Stakeholders, SCE will prepare final construction documents for our scope of the work for bidding, consisting of plans 5

SCE-P10011.011 May 3, 2018 and specifications. The plans will include all necessary drawings required to clearly define the scope of the Project. The Bid Documents will be required to be approved by the Township Officials prior to the finalization of documents by the SCE Design Team. The Design Team will finalize the design documents based on the Township and other stakeholder comments, and will provide final bid documents as a final submission as follows: ¢ One (1) set of regular reproducible plans on 22"x 34". Drawings prepared on CADD will be compatible with AutoCAD Systems and also submitted on CD-ROM. © — Six (6) sets of signed and sealed plans. © Six (6) sets of signed and sealed Final Specifications on 8 1/2" x 11" sheets. Specifications will also be submitted in Microsoft Word or PDF format on CD-ROM. e One (1) set of signed and sealed Cost Estimates. Bid Assistance The SCE Design Team will not provide bid related services for this project and it is our understanding that all Bid Phase Services will be provided by the Township. Grant Administration SCE will perform the services required to coordinate with the Township to submit the required documents to the NJ Green Acres Program to comply with funding requirements. SCE will provide copies of plan and specifications for submittal to Green Acres prior to advertising the project for public bid and will coordinate the proper verbiage in the specifications and plan documents pertaining to Green Acres funding and requirements. Construction Inspection and Administration This proposal does not include Construction Observation and Administration Services since it Was not required in the RFP issued by the Township. Should the Township desire SCE to perform these services, SCE will submit a scope and fee proposal for the requested additional services. Fee Proposal SCE proposes to provide the above referenced scope of services for the following fees: I. Field Survey $ 3,100 Ul. Design and Bid Documents, Permitting & Grant Administration $ 8,575 TOTAL LUMP SUM FEE $ 11,675 Project Schedule We are prepared to commence services within two (2) weeks of authorization to proceed and receipt of signed proposal.