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Home My WebLink AboutDocumentation_Regular_Tab 05_3/12/2020Agenda Item #5. Regular Council STAFF MEMO Meeting: Regular Council - Mar 12 2020 Staff Contact: Jeremy Allen, Village Manager Department: Manager Approval of Contracts Signed by Manager Under $25,000 (Per Village Ordinance we are presenting the following agreements, proposals, commitments and memorandum of understanding to Council.) 1. Kimley-Horn Country Club Sidewalk Project Phase 1 Work Authorization -Public Works, $24,300.00. Approval of Contracts Signed by Manager Under $25,000 (Per Village Ordinance we are presenting the following agreements, proposals, commitments and memorandum of understanding to Council.) 1. Kimley-Horn Country Club Sidewalk Project Phase 1 Work Authorization -Public Works, $24,300.00. This agenda item is respectfully submitted for your review and approval FTENTEM Kimley-Horn Country Club Drive Sidewalk Project Phase I Work Authorization -Public Works Page 32 of 107 Agenda Item #5. Village 345 Tequesta Drive Tequesta, FL 33469 of Tecluesta �or�or�xrQL s` �s � 1 Tequesta Public Works Department Memorandum To: Jeremy Allen, Village Manager From: Douglas M. Chambers, Director Public Works Subject: Country Club Drive Sidewalk Project Phase I Date: February 28, 2020 561-768-0700 www.tequesta.org This Agenda item references replacing approximately 4,300 linear feet of existing G` wide asphalt sidewalk and 39 driveway approach aprons with concrete on the east side of Country Club Drive from Eastwinds Circle to the Village limits at the Tequesta Martin County Line. Kimely Horn and Associates will provide professional engineering services. They will prepare a site survey for Phase 1 and delineate the easterly right of way and establish elevations. They will provide as needed technical and field services during the construction phase. Kimley Horn will provide a post construction certification letter upon review of the project confirming the new sidewalk meets ADA requirements. The Village Council approved a contract for pathway and minor construction services on July 11, 2019 with Wynn and Sons Environmental Construction Vice -Mayor Kristi Johnson Mayor Abby Brennan Council Member Vince Arena Council Member Laurie Brandon Village Manager Jeremy Allen Council Member Kyle Stone Page 33 of 107 Agenda Item #5. Company Incorporated. Wynn and Sons provided a proposal for Phase 1 based on contract rates in the amount of $265,175.00. The Village will issue a permit and purchase order to Wynn and Sons in the amount of $240,953. The Village will retain $24,222.00 in contingency for unforeseen conditions. The Village of Tequesta will issue a purchase order in the amount of $24,300 to Kimley Horn for professional engineering services. The total cost of this project is $289,475.00. Funding for this project will be shared by the Public Works and Storm Water Departments. The Public Works Department will provide funding in the amount of $211,774.00 in the Sidewalk and Pathway Capital Fund. The Utility Department will provide funding in the amount of $77,701 in the Stormwater Enterprise Fund. The project will start in mid May 2020 and take approximately 45 days to Completion. Douglas Chambers Director Department of Public Works Page 34 of 107 Agenda Item #5. CAPITAL IMPROVEMENT PROJECT DETAIL PROJECT# New 001 Project Name: Sidewalk Rehabilitation Project Manager: Doug Chambers Department: Public Works Original Plan Date: 05-01-20 Location: Country Club Drive Aprox 7,800' linear ft of existing 6' wide asphalt sidewalk has deteoriated on the east/north side of Country Club Drive. The sidewalk and aprons will be replaced with concrete in 2 phases. In Fiscal Yr 2020 the sidewalk will be replaced from Easwinds Circle to the north at the Village limits. Kimley Horn Engineering will provide professional surveying and enginnering services for grade, and ada compliance. Phase 2 in Fiscal Yr 2021 the remaining sidewalk from Eastwinds to Tequesta Drive will be replaced. Kimley Horn will provide engineering services to relocate 4 storm drains in the sidewalk to the swale and deflect the sidewalk around 2 storm drains. The Utility Director has indicated he will replace the 8" AC water main in this area during Phase 2- Engineering and Construction costs to replace the water main are not included in this description/plan • D • PROJECT COSTS: FYI F721 FY22 FY23 FY24 TOTAL. FY20 Land/Easement Acquisition Engineering & Planning 1,700 24,300 30,000 56,000 Construction 265,175 168,501 433,676 Equipment TOTAL PROJECT COSTS 1 1,700 1 289,475 1 198,501 489,676 I SOURCES OF FUNDS: I FY19 FY20 FY21 FY22 FY23 FY24 TOTAL General Fund - (001) 210-510.302 Eng 1,700 1,700 General Fund- (001) 210-546.305 Path - General Fund- (001) 210-546.350 Roads Capt Fund (301) 663.657 Roadway - Capt.Fund (301) 663.652 Sidewalk/Path 211,774 117,919 329,693 Stormwater Enterprise Fund (403) 77,701 80,582 158,283 TOTALPROJECTREVENUE 1,700 289,475 198,501 489,676 OPERATIONAL Note: No additional operating costs are expected as a result of this project. OPERA TIONALIMPACT FY19 FY20 FY21 FY22 FY23 FY24 TOTAL Additional Revenues Charges for Services Other Revenues Less Additional Expenditures New Personnel Maintenance and Other Operating Contracts & Leases Non Operating (Debt Service) NET ANNUAL IMPACT ON OPERATIONS OPERATING FUNDING SOURCES FY19 FY20 FY21 FY22 FY23 FY24 TOTAL TOTAL OPERATING FUNDING Page 35 of 107 Agenda Item #5. VILLAGE OF TEQUESTA ENGINEERING SERVICES WORK AUTHORIZATION COUNTRY CLUB DRIVE IMPROVEMENTS — PHASE 1 This Work Authorization authorizes Khnkev-Hmrnand Associates, Inc. to perform work set forth herein and is issued pursuant to The Professional Engineering Services Agreement, between the Village mfTamueata("C|iemt or "Village") and Njm|ey-Hornand Associates, Inc. ("N]mn|ey' Horn"or"ConaV|ten|")'da{edK8ay12'2D18/^Aoraenoent"\./A|tennsandconditimnmofaoid Agreement are hereby incorporated and made part of this Work Authorization. PROJECT UNDERSTANDING The Village desires to replace approximately 7,80OLF of existing and deteriorated asphalt sidewalk that runs along the westerly/northerly right of way of Country Club Drive will be implementing improvements within the Country Club Drive corridor from Tequesta Drive to the Palm Beach/Martin county line to improve safety and function for the residents. The existing asphalt sidewalk will be replaced with a new concrete sidewalk meeting American Disabilities Act (ACx\)Gtandmrda. For budget management purposes, the planned improvements will be completed intwo /2\ phases asoutlined below; Phase I - Consists mfapproximately 4'3DOLF,from EastmnndsCircle tothe Palm 8each4Marti7 County fine. Phase 2 ' Consists of approximately 3,50OLF, from EastmindsCircle huTequestaDrive. This work authorization will bofor the Phase 1 improvements. Work within Phase 1 does not have any utility conflicts and will consist nfthe replacement ofthe existing asphalt sidewalk with m new concrete sidewalk in the same general location. The new concrete sidewalk will address ADArequirements. Existing driveway aprons (there are 33within Phase 1) will bareplaced as required to accommodate any changes due to the sidewalk grading required to meet ADA requirements. Replacement ofany driveway apron will be determined in the field jointly with the Village, Contractor and Consultant. For Phase 1 semioaa` the Consultant will not be preparing any design plans. Phase 2 of these improvements outlined above, will also include the replacement of a Village owned 8-inch asbestos cement water main installed under the sidewalk within this corridor. This work isplanned for FY2O21.and the Consultant will provide a separate work authorization for Phase 2related services etthat time. Page 36 of 107 Agenda Item #5. SCOPE Kimley-Horn will perform the following services: 1. Prepare a site survey of the corridor within Country Club Drive known as Phase 1, from Eastwinds Circle to the Palm Beach/Martin County line as outlined below; • Delineate the easterly right of way/property line • Establish NAVD 1988 benchmarks on -site. • Within the easterly right of way, locate above ground visible improvements and above ground evidence of utilities. • Obtain rim and invert elevations of the single drainage structure in this corridor. • Obtain elevations on existing driveways at edge of pavement, middle of driveway (swale) and front of sidewalk. 2. Provide as -needed technical and field services during the construction phase of the Phase 1 project to include field review with the Village and Contractor prior to construction commencement, field review of Contractors form boards prior to placement of sidewalk/driveway concrete and be available for questions during construction. 3. Provide a post -construction certification letter upon review of Contractor record drawings that the new sidewalk meets ADA requirements. ADDITIONAL SERVICES Any services not specifically provided for in the above scope, as well as any changes in the scope requested by the Village, will be considered additional services to this Work Authorization and will be performed based on subsequent Work Authorizations approved prior to performance of the additional services. INFORMATION AND SERVICES PROVIDED BY THE VILLAGE Kimley-Horn assumes that all information provided by the Village can be relied upon in the performance of professional services. The following information shall be provided to Kimley- Horn and/or the following services will be performed by the Village. Construction Contractor scope of services and costs Available Country Club Drive record drawing information DELIVERABLES The Consultant will provide the following deliverables for this project; 1. Site survey 2. Email responses to Village and Contractor requests 3. Consultant inspection reports/photos 4. Post -construction certification letter Page 37 of 107 Agenda Item #5. SCHEDULE Kimley-Horn will complete the work set forth under Scope Item No. 1 within 45 days after receipt of an executed Work Authorization and Purchase Order, exclusive of delays beyond the control of the Consultant. For Scope Items 2 and 3, Kimley-Horn will complete the Work described herein commensurate with the contractor's construction schedule. COMPENSATION Kimley-Horn will perform the services described in the Scope of Services (Items 1 thru 3 above) on an hourly basis with a not to exceed amount of Twenty-four thousand three hundred dollars ($24,300.00) in accordance with the hourly rates established in the Professional Engineering Services Agreement between the Village and Kimley-Horn. Accepted by: Village of Tequesta Jeremy Allen, Village Manager Date: Kimley-Horn and Associates, Inc. �r Michael F. Schwartz, P.E., Sr. Vice President Date: 02/27/2020 Page 38 of 107 Agenda Item #5. WYNN & SONS ENVIRONMENTAL CONSTRUCTION CO. INC. WEST PALM BEACH,FL. 33411 Village of Tequesta Estimate ka 10/30/2019 3754 Ship To COUNTRY CLUB DRIVE SIDEWALK REPLACEMENT EAST WINDS TO TOWN LINE ALL ITEMS PER PBC ANNUTAL CONTRACT 2017-055 [ilia 8-005 REMOVE EXISTING ASPHALT PER SY PER INCH LIFT 9,574 1.00 9,574.00 8-006 REGULAR EXCAVATION PER CY 212 5.00 1,060.00 8-010 FINISH GRADING PER SY 3,191 3.00 9,573.00 8-124 CONCRETE SIDEWALK (4" THICK) 50 SY OR GREATER PER SY 3,191 40.00 127,640.00 8-127 CONCRETE SIDEWALK (C THICK) (DRIVEWAY) 35 SY OR 416 49.00 20,3800 GREATER PER SY 8-128 CONCRETE SIDEWALK (6- THICK) (ADA RAMPS) PER SY 78 57.00 4,446.00 8-129 CAST -IN -PLACE AND/OR SURFACE APPLIED TACTILE 117 18.00 2,106.00 SURFACE PER SF 8.040 REMOVE PAVER BRICK PER SY 60 75.00 4,500.00 8-041 RESET PAVER BRICK PER SY 60 125.00 7,500.00 8-154 ROOT PRUNING ((T-36- DEEP) PER LF 423 10.00 4,230.00 8-145 SODDING (TO MATCH EXISTING) PER SY 1,625 4.00 6,500.00 39 DRIVE APRONS 8-127 CONCRETE SIDEWALK (6" THICK) (DRIVEWAY) 35 SY OR 780 49.00 38,220.00 GREATER PER SY 8-005 REMOVE EXISTING ASPHALT PER SY 2,340 1.00 2,340.00 8.006 REGULAR EXCAVATION PER CY 108 5.00 540.00 8-010 FINISH GRADING PER SY 780 3.00 2,340.00 W CONTINGENCY FOR UNFORSEEN CONDITIONS 1 24,222.00 24,222.00 Total $265,175.00 Page 39 of 107 Agenda Item #5. PUBLIC RECORDS. In accordance with Sec. 119.0701, Florida Statutes, CONTRACTOR must keep and maintain this Agreement and any other records associated therewith and that are associated with the performance of the work described in the Proposal or Bid. Upon request from the Village's custodian of public records, CONTRACTOR must provide the Village with copies of requested records, or allow such records to be inspected or copied, within a reasonable time in accordance with access and cost requirements of Chapter 119, Florida Statutes. A CONTRACTOR who fails to provide the public records to the Village, or fails to make them available for inspection or copying, within a reasonable time may be subject to attorney's fees and costs pursuant to Sec. 119.0701, Florida Statutes, and other penalties under Sec. 119.10, Florida Statutes. Further, CONTRACTOR shall ensure that any exempt or confidential records associated with this Agreement or associated with the performance of the work described in the Proposal or Bid are not disclosed except as authorized by law for the duration of the Agreement term, and following completion of the Agreement if the CONTRACTOR does not transfer the records to the Village. Finally, upon completion of the Agreement, CONTRACTOR shall transfer, at no cost to the Village, all public records in possession of the CONTRACTOR, or keep and maintain public records required by the Village. If the CONTRACTOR transfers all public records to the Village upon completion of the Agreement, the CONTRACTOR shall destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. If the CONTRACTOR keeps and maintains public records upon completion of the Agreement, the CONTRACTOR shall meet all applicable requirements for retaining public records. Records that are stored electronically must be provided to the VILLAGE, upon request from the Village's custodian of public records, in a format that is compatible with the Village's information technology systems. IF CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO CONTRACTOR'S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS AGREEMENT, PLEASE CONTACT THE VILLAGE CLERK, RECORDS CUSTODIAN FOR THE VILLAGE, AT (561) 768-0440, OR AT Imcwilliams@tequesta.org, OR AT 345 TEQUESTA DRIVE, TEQUESTA, FLORIDA 33469. Pursuant to Article XII of the Palm Beach County Charter, the Office of the Inspector General has jurisdiction to investigate municipal matters, review and audit municipal contracts and other transactions, and make reports and recommendations to municipal governing bodies based on such audits, reviews, or investigations. All parties doing business with the Village shall fully cooperate with the inspector general in the exercise of the inspector general's functions, authority, and power. The inspector general has the power to take sworn statements, require the production of records, and to audit, monitor, investigate and inspect the activities of the Village, as well as contractors and lobbyists of the Village in order to detect, deter, prevent, and eradicate fraud, waste, mismanagement, misconduct, and abuses. Page 40 of 107 Agenda Item #5. "The Village of Tequesta strives to be an inclusive environment. As such, it is the Village's policy to comply with the requirements of Title II of the American with Disabilities Act of 1990 ("ADA") by ensuring that the Contractor's [ agreement /bid documents and specifications ] are accessible to individuals with disabilities. To comply with the ADA, the Contractor shall provide a written statement indicating that all [ agreement /bid documents and specifications], from Contractor, including files, images, graphics, text, audio, video, and multimedia, shall be provided in a format that ultimately conforms to the Level AA Success Criteria and Conformance Requirements of the Web Content Accessibility Guidelines 2.0 (Dec. 11, 2008) ("WCAG 2.0 Level AA"), published by the World Wide Web Consortium ("WK"), Web Accessibility Initiative ("WAI"), available at www.w3.org/TR/WCAG/." Page 41 of 107