Q8_GAI-2-2025-22-23-33_RN1-cross_country_course_-_signed.pdf
PDF 2 MB Posted
- Solicitation number
- 26/27-003
- Issued by
- Clay County, Harold CDP, Florida
About this file
This work order assignment is issued by Clay County Facilities Department to GAI Consultants, Inc. for professional engineering design services related to the Clay County Regional Sports Complex Cross-Country Course Site Plan. The project requires the development of a comprehensive site plan for an NCAA-compliant cross-country course located at 4790 Victory Lane, Middleburg, Florida, near Belmore State Forest, along with supporting infrastructure including parking, internal driveways, pedestrian access, stormwater management facilities, schematic lighting, and schematic utilities. The scope is divided into two tasks: Project Initiation (30 days, $22,820) and Cross Country Course Site Plan & Layout (90 days, $26,250), with a total project schedule of 120 days from execution. Task 1 deliverables include a virtual kick-off meeting, one site visit, one stakeholder meeting, planning data compilation, and research memos covering engineering and environmental background. Task 2 deliverables include one draft site plan, one final site plan, meeting minutes, and an order-of-magnitude cost estimate. The work order was executed on May 30, 2025, with a project completion date of September 28, 2025.
The contract is structured as a lump sum engagement totaling $48,570 (with expenses of $500 in the original proposal for a total of $49,070). The work order references Clay County Agreement No. 2022/2023-33 and is funded through the State of Florida Department of Commerce Grant Agreement No. HL271, Clay County Agreement No. 2024/2025-53. The project is designed to support the larger Public-Private Partnership initiative for the Clay County Regional Sports Complex Expansion, which seeks comprehensive Design-Build-Finance-Operate-Maintain services for approximately 250 acres of athletic and recreation facilities. No specific set-asides are indicated in this work order. The consultant is responsible for developing plans that may be adaptable for other County uses while meeting NCAA standards, with the understanding that full pavement design, landscape, and hardscape selections are excluded from this engagement.
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WORK ORDER ASSIGNMENT NO. GAI-2-2025-22-23-33 RN1
CLAY COUNTY CONTRACT/AGREEMENT NO. 2022/2023-33
(Non-Construction)
To: GAI Consultants, Inc. From: Clay Co. Facilities Dept 12574 Flagler Center Blvd P.O. Box 1366 Suite 202 Green Cove Springs, FL 32043 Jacksonville, FL 32258
Contract/Agreement No: 2022/2023-33 is included herein by reference and made a part hereof.
ATTACHMENT A: SCOPE OF SERVICES AND DUE DATES
ATTACHMENT B: FEE SUMMARY
ATTACHMENT C: SCHEDULE OF HOURLY RATES
FEE TYPE AMOUNT: Lump Sum
PROJECT SCHEDULE: Scope of Services related to the Clay County Cross Country Course Site Plan preparation is to be completed within 120 days from execution of Work Order.
Description This Work Order is issued for the purpose of securing professional engineering design services for the development of the County’s Regional Sports Complex Cross-Country Course Site Plan and Layout. The intent of the project is to develop a site plan for a cross-country course that meets NCAA standards and may be adaptable for other County uses. The site plan will also include features necessary to support the cross-county course such as parking, internal driveways, pedestrian access, stormwater management facilities, schematic lighting, and schematic utilities. These services are in relation to the State of Florida Department of Commerce Grant Agreement No. HL271, Clay County Agreement No.
2024/2025-53.
This Work Order together with the Agreement set out the terms pursuant to which the Consultant shall provide the Services.
TOTAL LUMP SUM AMOUNT: $48,570.00
GAI Consultants, Inc. CLAY COUNTY
By: ______________________ By: _______________________________ Howard Wanamaker, County Manager
Date: ____________________ Date: _____________________________
Administrative & Contractual Services
P.O. Box 1366 477 Houston Street Admin. Bldg., 4th Floor Green Cove Springs, FL 32043
Phone: (904) 278-3735
(904) 278-3761
(904) 529-4092
Fax: (904) 284-9780
County Manager Howard Wanamaker
Commissioners:
John Sgromolo District 1
Alexandra Compere District 2
Jim Renninger District 3
Betsy Condon District 4
Kristen Burke, DC District 5 www.claycountygov.com
Task Task Description Amount Duration Due Date 1 Project Initiation $22,820.00 30 Days
2 Cross Country Course Site Plan & Layout
$26,250.00 90 Days
TOTAL: $48,570.00 120 days
6/30/2025
9/28/2025
May 30, 2025
Howard Wanamaker (May 30, 2025 10:44 EDT)KEVIN LEADBETTER (May 30, 2025 11:28 EDT)
05/30/2025 http://www.claycountygov.com/ http://www.claycountygov.com/ https://adobecancelledaccountschannel.na4.documents.adobe.com/verifier?tx=CBJCHBCAABAAOq0We2tGK4AoBUw-2j5fB47IuKFpi68G https://adobefreeuserschannel.na4.documents.adobe.com/verifier?tx=CBJCHBCAABAAOq0We2tGK4AoBUw-2j5fB47IuKFpi68G
Jacksonville Office T 904.363.1110 12574 Flagler Center Boulevard F 904.363.1115 Suite 202 Jacksonville, Florida 32258
January 7, 2025: Updated February 18, 2025
Project R220652.03
Mr. Justin Pierce, CPRP Parks and Recreation Director Clay County Parks and Recreation 2750 Industry Center Road St. Augustine, Florida 32084
Proposal for Professional Services Regional Sports Complex Cross-Country Course Site Plan Clay County, Florida
Dear Mr. Pierce:
GAI Consultants, Inc. (GAI) is pleased to submit this Scope of Services/Fee Proposal for Professional Services to Clay County Board of County Commissioners (BCC) Parks and Recreation Department for the above-referenced project. This proposal reflects the anticipated Scope and related costs for services to be provided based on our knowledge of the project.
Project Understanding
It is our understanding that Clay County Board of County Commissioners desires GAI to provide Planning and Civil Design Services for the NCAA Cross-Country Course at the Regional Sports Complex (Project) at 4790 Victory Lane, Middleburg, FL 32068, located near the Belmore State Forest.
The development program for the Project is to include the following:
NCAA Cross-Country Course
Associated site improvements, vehicular and pedestrian access and necessary support infrastructure such as parking and stormwater
Scope of Services
GAI will perform the following described Scope of Services:
Task 1 Project Initiation
Meetings and Site Visit:
GAI will host a virtual kick-off meeting with county staff to review schedule, all existing data including what has already been provided to GAI, review the existing master plan, discuss the NCAA Cross-Country requirements and any other topics needed to begin the project.
GAI will conduct one site visit to review site conditions.
GAI will facilitate one stakeholder meeting to coordinate plan elements, review existing conditions and discuss goals for the project. Invitations and location to be provided by County.
o Optional: This meeting could be shifted to Task 2 based on County preference for meeting content. The purpose of a Task 2 meeting would be to provide a high-level presentation of the existing site and to review the proposed course route. The meeting could also cover options for course surfacing that meet NCAA requirements.
Mr. Justin Pierce, CPRP January 7, 2025, updated February 18 Page 2 Project R220652.03
© 2024 GAI Consultants
Data Gathering & Research:
GAI will gather available planning data related to the site and will compile the data as needed into a planning base file to aid in the site plan to be developed in Task 2.
Planning Data: Clay County Board of County Commissioners procured a site master plan by others. It is the intent of this proposal to be consistent with the site master plan. Additionally, county to confirm the NCAA requirements to be used as the basis of design. The County shall supply all pertinent existing data for the site, including master plan documents, survey files, and the Phase 1 construction documents, asbuilts, including any CAD files for the survey and Phase 1 site plan base/asbuilt.
Engineering Background: GAI will complete a desk-top review of existing state and local permits, FEMA Maps, existing Conservation Easements, soil data published by USDA/Natural Resource Conservation Service, and utility asbuilts that are related to the Project area. GAI will prepare a research memo summarizing the anticipated requirements associated with the design and construction of the proposed cross-country course for review by the Client. The memo will include descriptions of the project location, civil engineering permit requirements, and code requirements. Preapplication meetings and coordination with regulatory agencies is not anticipated within this effort but is recommended in future tasks.
Environmental Background: GAI will complete a desk-top review of the existing published literature and available documents pertinent to the Project area, with particular emphasis on prior analyses, wetland delineations, and permitting for the Project Site and adjacent properties. GAI will review existing databases from the U.S. Fish and Wildlife Service (USFWS) and the Florida Fish and Wildlife Conservation Commission (FWC) for the presence of federal- and state-listed plant and animal species, including a database search of
Audubon FL Eaglewatch Nest Application for the presence of Southern Bald Eagle nest(s) on-site or within a one-mile radius of the Project site(s), and the USFWS Information for Planning and Consultation system. This effort will also include a desktop review of the Project site(s) utilizing available geographic information system-based data and layers, and information including, but not limited to, the USFWS National Wetland Inventory, the FL Natural Areas Inventory, existing land cover mapping, and species occurrence records. GAI will prepare a summary of the anticipated permitting requirements associated with the design and construction of the proposed cross-country course.
Deliverables:
GAI will provide base data, in electronic format where available, related to the project initiation and desk-top searches.
GAI will provide Planning, Engineering and Environmental research memos described above.
GAI will record minutes from the kickoff meeting and stakeholder meeting for County review.
Task 2 Cross Country Course Site Plan and Layout
Following Task 1, GAI will develop a single site plan for the cross-country course and associated site improvements. It is understood that the intent of the project is a cross-country course that meets NCAA standards and may be adaptable for other County uses (short-format cross country activities, similarly compatible activities, etc.). The proposed site layout will include features necessary to support the cross-county course, such as parking, internal driveways, pedestrian access, stormwater management facilities, schematic lighting, and schematic utilities.
The site plan will provide mass grading elevations, general pavement marking considerations, and will propose materials for the purpose of cost estimating. This effort does not include full pavement design, landscape, or hardscape selections.
GAI will provide a draft site plan for review by County staff. This scope anticipates one virtual meeting to review staff comments, one round of revisions and response to comments. GAI will finalize the site plan.
Mr. Justin Pierce, CPRP January 7, 2025, updated February 18 Page 3 Project R220652.03
© 2024 GAI Consultants
GAI will provide an Order-of-Magnitude cost estimate consistent with the site plan. Where possible the cost estimate will be based on FDOT moving averages and recommendations for contingencies. The cost estimate will not consider coordination with vendors of specialized items that require additional design.
Deliverables:
GAI will provide one draft site plan and one final site plan based on County comments on the draft plan. These plans will be available in electronic format (AutoCAD and PDF).
GAI will record minutes from the staff-review meeting.
GAI will provide an Order-of-Magnitude cost estimate consistent with the final site layout.
Schedule
Task 1: 30 days from notice to proceed
Task 2: 90 days from notice to proceed (including stakeholders)
Total schedule 120 days from notice to proceed, subject to factors outside of GAI s control such as scheduling of meetings with outside agencies and stakeholders.
Additional Services
Services not specifically provided for in the above scope will be considered additional services. Proposals for these additional services can be provided by GAI at the request of the Clay County. Additional services may be authorized via email authorization.
Please contact me at 321.319.3161 if you have questions or wish to discuss this Proposal. If this Proposal is acceptable, sign where indicated below and return one copy for our file. This will serve as authorization for GAI to proceed. in accordance with the executed Professional Services Agreement between Clay County Board of County Commissioners and GAI.
Sincerely, GAI Consultants, Inc.
Peter C. Sechler, PLA, AICP, MBA Vice President
Kristin L Caborn, CPRE, FCP AVP, Parks and Public Spaces Director
PCS/KLC:sb
Attachment: Table 1 Estimated Cost Summary
January 7, 2025, updated February 18 Project R220652.03
© 2024 GAI Consultants
Table 1 Estimated Cost Summary
Proposal Regional Sports Complex Cross Country Course Site Plan
Clay County Parks and Recreation
Task Description Method of Payment
Fee
1. Project Initiation Lump Sum $22,820
2. Cross Country Course Site Plan and Layout Lump Sum $26,250
3. Expenses Lump Sum $500
Total Cost $49,070
ATTACHMENT B
GAI-2-2025-22-23-33 RN1-cross country course Final Audit Report 2025-05-30
Created: 2025-05-30
By: Lisa Osha (Lisa.Osha@claycountygov.com)
Status: Signed
Transaction ID: CBJCHBCAABAAOq0We2tGK4AoBUw-2j5fB47IuKFpi68G
"GAI-2-2025-22-23-33 RN1-cross country course" History Document created by Lisa Osha (Lisa.Osha@claycountygov.com)
2025-05-30 - 2:38:20 PM GMT
Document emailed to Howard Wanamaker (howard.wanamaker@claycountygov.com) for signature
2025-05-30 - 2:39:39 PM GMT
Email viewed by Howard Wanamaker (howard.wanamaker@claycountygov.com)
2025-05-30 - 2:43:20 PM GMT
Document e-signed by Howard Wanamaker (howard.wanamaker@claycountygov.com) Signature Date: 2025-05-30 - 2:44:15 PM GMT - Time Source: server
Document emailed to KEVIN LEADBETTER (k.leadbetter@gaiconsultants.com) for signature
2025-05-30 - 2:44:18 PM GMT
Email viewed by KEVIN LEADBETTER (k.leadbetter@gaiconsultants.com)
2025-05-30 - 3:28:03 PM GMT
Document e-signed by KEVIN LEADBETTER (k.leadbetter@gaiconsultants.com) Signature Date: 2025-05-30 - 3:28:41 PM GMT - Time Source: server
Agreement completed.
2025-05-30 - 3:28:41 PM GMT
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| GAI-2-2025-22-23-33 RN1-cross country course.pdf |
| Work Order GAI-2-2025-22-23-33 RN1.pdf |
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