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HomeMy WebLinkAboutDocumentation_Regular_Tab 16_1/14/2021Agenda Item #16. Regular Council STAFF MEMO Meeting: Regular Council -Jan 14 2021 Staff Contact: Matthew Hammond, Utilities Department: Utilities Director lmiw M MW Approve Work Authorization MR U21.01 — SurFicial Well Replacement Program —Well No. S19 Professional Engineering Services —Mock Roos &Associates The Village receives water for its Water Treatment Plant (WTP) from 15 groundwater wells (11 surficial aquifer wells and 4 Floridan aquifer wells). In July 2020 the Village, with assistance from Mock Roos & Associates and Connect Consulting, completed a Wellfield Condition Assessment to evaluate the performance and water quality of the Village's surficial aquifer and Floridan Aquifer public water supply production wells and provide recommendations for well rehabilitation or replacement if, and where, needed. As a result of the study and Village WTP operator feedback, several surficial aquifer wells were included in the approved 5-year capital improvement program for replacement including Well No. S19. Well No. S19 is a surficial aquifer well located at Tequesta Park that was constructed in 1975. The wellhead and equipment are heavily corroded and do not meet current regulatory requirements. The project will drill a new well at the same location, set a new well casing and install a new wellhead, pump, piping and controls. Staff recommends the professional engineering services for this project be completed by Mock Roos & Associates, in conjunction with Connect Consulting, one of the Village's on -board engineering consultants. The proposed Work Authorization MR-U21.01, in the amount of $122,450, includes the design, permitting, bidding and construction -phase services required for the project. If approved, the project is anticipated to be completed in the Spring of 2022. BUDGETED AMOUNT: AVAILABLE AMOUNT: EXPENDITURE AMOUNT: $1257000 $1257000 $122,450 Additional Budgetary Information: Funding Source(s): 401-411-663.632 Approve Work Authorization MR-U21.01 with Mock Roos Engineering in the amount of $122,450. Proposed Work Authorization MR UTI L21.01 - Well No. 19 Replacement.ada Project Detail Sheet - Well No. S 19 Replacement.ada Page 360 of 394 Agenda Item #16. DATE: VILLAGE OF TEQUESTA CONSULTING SERVICES WORK AUTHORIZATION VILLAGE RFQ. NO.: UTIL 06-20 WORK AUTHORIZATION NO. MR UTL21.01 FOR CONSULTING SERVICES PROJECT No. G/L CODE: 401-411-663.632 CONSULTANT PROJECT NO.: C0056.00 PROJECT TITLE: Surficial Aquifer Well No. 19 Replacement This Work Authorization, when executed, shall be incorporated in and shall become an integral part of the Agreement for Professional Services dated September 10, 2020 between the VILLAGE of Tequesta ("VILLAGE"), and Mock, Roos & Associates, Inc. ("CONSULTANT") hereafter referred to as the Agreement. I. PROJECT DESCRIPTION The VILLAGE has a water use permit (No. 50-00046-W) from the South Florida Water Management District (SFWMD) that allows the withdrawal of 401 million gallons (MG) per year from the surficial aquifer and 1,251 MG from the brackish Upper Floridan Aquifer (UFA). CONSULTANT and Connect Consulting, Inc. (CCI) recently completed the VILLAGE Wellfield Condition Assessment Report earlier this year. It is the VILLAGE'S intent to have the existing surficial Well No. 19 abandoned in place and a new well drilled approximately 25-feet away from the existing well location. The proposed well head and piping will be above grade and meet current regulatory requirements. The configuration of the above grade piping will be similar to other recently constructed surficial wells that the VILLAGE owns and operates. II. SCOPE OF SERVICES The following is a description of the anticipated services to be provided under this Work Authorization. TASK 1— PRELIMINARY ENGINEERING AND SURVEY 1.1 Attend kick-off meeting with VILLAGE staff. Obtain available project specific record drawings and data from the VILLAGE and call in a Sunshine One Call design ticket. Coordinate with Utilities listed on the design ticket to obtain available data on WORK AUTHORIZATION NO. MR UTL21.01 1 of 7 Page 361 of 394 Agenda Item #16. existing utilities in the project limits. 1.2 Perform limited topographic survey in the vicinity of the proposed well head including horizontal and vertical location of visible fixed improvements within the well site such a structures, vaults, piping, control panels, fences, etc. Survey will be performed in accordance with Chapter 61 G 17-6, Florida Administrative Code, Pursuant to Section 472.027 of the Florida Statutes. Survey is not to be considered an American Land Title Association ("ALTA") survey and may not meet the requirements as set forth in the Minimum Standard Detail Requirements for ALTA/AGSM Land Title Survey as adopted by ALTA American Congress on Surveying and Mapping ("ACSM"), and National Society of Professional Surveyors, 1999. 1.3 Prepare topographic base map with the utility data and survey that will be used as the basis of the design for Well No. 19. Coordinate with the VILLAGE and provide the basemap for review. TASK 2 — DESIGN AND PERMITTING PHASE 2.1 Perform design for the abandonment/replacement of the existing vaulted surficial aquifer Well No. 19. It is anticipated that the replacement Well No. 19 will be located in close proximity to the existing Well No. 19, (approximately 25-ft away from the existing well). The proposed replacement Well No. 19 will be designed as an above grade well with similar components to other VILLAGE wells. The well site will be fenced in. A new well head and discharge piping will be installed above grade. The proposed well is anticipated to be 12-inches in diameter and the depth and column pipe size are anticipated to be similar to the existing well. The well head will be designed with access ports and the discharge piping will include an air release valve, sample point, flow meter, pressure gauges, back flow prevention device, blow off, and isolation valve. The raw water main will extend and connect to the exiting raw watermain that is onsite. New electrical, telemetry, and controls will be installed and it is anticipated that Florida Power and Light (FPL) will be able to provide a new electrical service for this well (the existing well is currently operated and powered from Well No. 20). 2.2 Prepare Construction Drawings consisting of a cover sheet, location map sheet (with sanitary hazards overlayed to show setbacks from proposed well site for permitting), general note sheet, site plan sheet, construction details, and electrical sheets. 2.3 Attend two (2) Construction Drawing review meetings with the VILLAGE; one (1) at 65% and one (1) at 95%-complete intervals. Incorporate VILLAGE's review comments. 2.4 Prepare and submit a permit application to Palm Beach County Health Department including addressing one (1) round of review comments. 2.5 Prepare an application for a water use permit letter modification to the South Florida Water Management District (SFWMD) for the replacement of Well 19. The new well is anticipated to be located approximately 25 feet of the existing well. It is anticipated that a letter modification will be sufficient to permit the new, replacement well with SFWMD. VILLAGE to provide permit application fee(s). WORK AUTHORIZATION NO. MR UTL21.01 2 of 7 Page 362 of 394 Agenda Item #16. 2.6 Estimate quantities and prepare an "Engineer's Opinion of Probable Construction Cost". 2.7 Prepare Project Manual and Technical Specifications, including Bid Advertisement, Instruction to Bidders, Schedule of Values, and General Conditions. This also includes modifying standard Project technical specifications and developing new technical specifications, as necessary. 2.8 Provide Project Coordination of above scope items which will include CONSULTANT's Design Staff, Project Design Team meetings, and general coordination with Proj ect Design Team, including subconsultants and VILLAGE staff. 2.9 Provide the professional services of a survey subconsultant, a hydrogeological subconsultant, and an electrical subconsultant to assist with the tasks above. Coordinate services of all subconsultants. TASK 3 - BID PHASE 3.1 Prepare the VILLAGE's bid advertisement. 3.2 Issue appropriate addendums responding to questions from the prospective bidders, if any, during the bid period. 3.3 Assist the VILLAGE to publicly open the bids, prepare a bid tabulation, review the qualifications of the apparent low bidder, and provide the VILLAGE with a "Recommendation of Award" based on bids received. 3.4 Review the "Recommendation of Award" with VILLAGE staff. 3.5 Coordinate with apparent low bidder to assist VILLAGE in awarding the contract, including preparing a "Letter of Intent to Award" and obtaining appropriate bonds and executed contracts from low bidder for VILLAGE use at Council meeting. TASK 4 — CONTRACT ADMINISTRATION 4.1 Prepare and provide the CONTRACTOR (State of Florida certified water well CONTRACTOR to be Determined "CONTRACTOR") with As -Bid Documents for construction incorporating addendums and/or design changes resulting from the bidding period. Provide the CONTRACTOR with up to three full size signed and sealed drawing sets and a PDF of the issued for construction contract documents. Provide the CONTRACTOR with the AutoCAD 2021 files for the CONTRACTOR's use preparing record drawings for the project. 4.2 Prepare an agenda and conduct a pre -construction meeting with the CONTRACTOR, the VILLAGE and other stakeholders identified by the VILLAGE. 4.3 Attend up to five (5) construction meetings between the CONTRACTOR, CONSULTANT, and the VILLAGE during the construction period (based on a 5- month active construction duration). Prepare and distribute meeting minutes taken at construction meetings. Review CONTRACTOR's project construction schedule, and request and/or review schedule updates as necessary at meetings. 4.4 Review CONTRACTOR's fabrication shop drawings and engineering submittals for conformance with the Contract Documents. One review per shop drawing submittal WORK AUTHORIZATION NO. MR UTL21.01 3 of 7 Page 363 of 394 Agenda Item #16. is included to address comments as appropriate. Provide electronic copies of the reviewed submittal with a submittal log to the CONTRACTOR and VILLAGE. 4.5 Provide site visits by Project Engineer to review the construction progress. A total of 4 site visits are included. Review field observation reports provided by the VILLAGE. 4.6 Provide a CONSULTANT field representative (8 hours per week) to preform site observations during the construction of the well head and above grade improvements. Prepare and review CONSULTANT field observation reports. 4.7 Review and respond to CONTRACTOR'S Requests for Information (RFI). 4.8 Review CONTRACTOR -submitted pay applications for completeness based on progress to date. Provide review and payment recommendations for the CONTRACTOR'S pay applications (up to 4 pay applications are anticipated). 4.9 Perform one substantial completion walk-through with the CONTRACTOR, CONSULTANT, and the VILLAGE. Prepare and distribute the EJCDC "substantial completion statements" and associated punch lists. 4.10 Perform one final completion walk-through with the CONTRACTOR, CONSULTANT, and the VILLAGE. 4.11 Assist the CONTRACTOR and VILLAGE with compiling, reviewing and providing the VILLAGE with a project closeout package. 4.12 Provide the services of an Electrical subconsultant during the construction of the well to assist with electrical shop drawing review, FPL coordination, field observations, attend up to one meeting, respond to up to two (2) RFI's submitted by the CONTRACTOR, and attend a substantial and a final completion walk-through. 4.13 Provide the services of a Hydrogeologic subconsultant during the construction of the well. Hydrogeologic subconsultant services are anticipated to include attending critical phases of production well construction including drilling, screen and casing installation, well development, pump testing, and water quality testing. Providing recommendations for the selection of screen and gravel and constructed depths of the borehole and casing. Spot check during well development and monitor progress based on daily well CONTRACTOR testing. Attend CONTRACTOR's step drawdown and constant rate testing. Including the geologic evaluation of drill cuttings, collection of water samples and field water quality measurements. Geophysical logs provided by the geophysical logger will be reviewed and evaluated for well construction. Digital photos will be taken of significant activities during well construction. Observe the CONTRACTOR's abandonment of existing Well 19. 4.14 Provide the services of a Hydrogeologic subconsultant to prepare a well completion report submittal summarizing the well construction and abandonment methodology and results including the dates of work, quantities of materials used, lithologic logs, geophysical log analysis, water quality field data, performance testing results, sand and SDI measurements, photographs of the work stages, and recommendations for ongoing maintenance and monitoring of the well. WORK AUTHORIZATION NO. MR UTL21.01 4 of 7 Page 364 of 394 Agenda Item #16. III. DELIVERABLES Task 1 —Preliminary Engineering • Signed &Sealed Topographic Survey (PDF) • Survey and Utility Basemap (PDF) Task 2 —Design and Permitting Phase • Permit Applications for Palm Beach County Health Department (PDF and Prints) • Letter Modification to South Florida Water Management District • 65-Percent Progress Submittal (Drawings, List of Specifications, Engineers Opinion of Probable Construction Cost) (PDF) • 95-Percent Progress Submittal (Project Manual, Technical Specifications, Drawings, Bid Advertisement, Instruction to Bidders, Schedule of Values, and General Conditions, Engineers Opinion of Probable Construction Cost) (PDF) Task 3 —Bid Phase • Bid Submittal (Project Manual, Technical Specifications, Drawings, Bid Advertisement, Instruction to Bidders, Schedule of Values, and General Conditions, Engineers Opinion of Probable Construction Cost) (PDF) • Recommendation for Award Letter (PDF) • Letter of Intent to Award (PDF) Task 4 — Contract Administration • Issued for Construction Drawings (PDF and Prints) • Project Manual (Prints) • Pre -Construction Meeting Minutes and Meeting Notes (PDF) • Reviewed Shop Drawings (PDF) • Field Observation Reports (PDF) • Recommendation for Payment (PDF) • Substantial Completion Form and Punchlist (PDF) • Closeout Documents and Well Completion Report (PDF) WORK AUTHORIZATION NO. MR UTL21.01 5 of 7 Page 365 of 394 Agenda Item #16. IV. SCHEDULE Upon receipt of Notice -To -Proceed the CONSULTANT will complete the services identified in this Work Authorization within the schedule outlined in Table 1. Table I Schedule Cumulative Time to Time to Complete Complete (Calendar (Calendar Activity Days) Days) Task 1 —Preliminary Engineering 45 45 Task 2 —Design and Permitting Phase* 170 215 Task 3 —Bid Phase 105 320 Task 4 —Contract Administration 210 530 * The schedule is based upon conducting a review meeting within 10 calendar days after the VILLAGE receives the design submittal. All review comments shall be provided to Consultant within 10 calendar days after the VILLAGE receives the submittal. An adjustment to the overall schedule will be required in the event the review meeting takes longer to be conducted and/or obtaining comments takes longer to receive. Permitting is anticipated to be completed within 60 days. 45 days are provided for review by permitting agencies, if permitting exceeds the 60 days then an adjustment to the overall schedule will be required. If significant delays of the above are encountered, the overall schedule for this Work Authorization is subject to change. The CONSULTANT will keep the VILLAGE apprised of issues potentially affecting this schedule. V. COMPENSATION AND PAYMENT The CONSULTANT will perform the tasks as outlined in the scope of services for an hourly Not -To -Exceed Fee of $122,450.00 as outlined in Table 2. Table 2 Budget Summary Description Total Task 1 — Preliminary Engineering $7,225.00 Task 2 — Design and Permitting Phase $55,945.00 Task 3 — Bid Phase $6,955.00 Task 4 — Contract Administration $521325.00 TOTAL $1221450.00 WORK AUTHORIZATION NO. MR UTL21.01 6 of 7 Page 366 of 394 Agenda Item #16. VI. ASSUMPTIONS 1. Any services not included in the Scope of Services will be considered Additional Services. 2. Additional Services can be provided upon CONSULTANT receiving signed authorization from the VILLAGE. 3. Project deliverables will generally be emailed PDF files of the drawings, specifications, and bid documents. 4. One (1) Bid is anticipated and included in this proposal. 5. A letter modification will be sufficient to permit the project with South Florida Water Management District a formal permit application and modeling will not be required and if required would be additional services. 6. The Contract Administration services are based on an assumed 6-month construction duration with up to 3 months being active onsite well drilling and development and then 2 active onsite months to construct the surface features and preform a startup on the well. 7. VILLAGE to advertise for bid, print and provide hard copies or electronic copies of the bid documents to interested bidders, and time stamp/receive bids. Received bids will be scanned and provided to CONSULTANT to review electronically. a VII. The VILLAGE own's the property or has an easement for the proposed well. A title search and sketch and legal description are not anticipated. VILLAGE to direct pay all permit fees for the project. AGREEMENT REFERENCE The work authorized under this Work Authorization shall be performed under the terms and conditions described within the Professional Services Agreement dated September 10, 2020, by and between the VILLAGE of Tequesta ("VILLAGE") and Mock, Roos & Associates ("CONSULTANT"). Compensation shall not exceed the hourly rates currently in effect under this Agreement. MOCK, ROOS & ASSOCIATES, INC. Print Name: Garry G. Gruber, P.E. Title: Senior Vice President VILLAGE OF TEQUESTA Date: WORK AUTHORIZATION NO. MR UTL21.01 7 of 7 Page 367 of 394 Agenda Item #16. CAPITAL IMPROVEMENT PROJECT DETAIL PROJECT # 21-UTL-663-01 Project Name: Surficial Well Replacement- Well No. S19 Project Manager: N Litteral Department: Utilities Original Plan Date: FY21 Location: Water Supply • • l� The Village receives water for its Water Treatment Plant from 15 groundwater wells (11 surficial aquifer wells and 4 Floridan aquifer wells). Well No. S19 is a surficial aquifer well located at Tequesta Park that as constructed in 1975. The wellhead and , equipment is heavily corroded and does not meet current regulatory requirements. The project will drill a new well at the same location, set a new well casing and .. install a new wellhead, pump, piping and controls. - Aimz.. 4 I RR FY24 FY25 FY26 TOTAL PROJECT COSTS: FY21 FY22 FY23 Land/Easement Acquisition - Engineering & Planning 70,000 55,000 125,000 Construction 50,000 450,000 500,000 Equipment & Materials - TOTAL PROJECT COSTS 1203000 5053000 - - - - 6253000 SOURCES OF FUNDS: FY21 FY22 FY23 FY24 FY25 FY26 TOTAL General Fund - Dept Name (001) - Water Enterprise Fund (401) 120,000 505,000 625,000 Stormwater Enterprise Fund (403) - Unfunded TOTAL PROJECT REVENUE 1203000 5053000 - - - - 6253000 • ' ' A • A ' A Note: A minor reduction in operating costs are expected as a result of this project from reduced maintenance and energy efficienty improvemer OPERATIONAL IMPACT FY21 FY22 FY23 FY24 FY25 FY26 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 FY21 FY22 FY23 FY24 FY25 FY26 TOTAL TOTAL OPERATING FUNDING - - - - - - - ts. 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