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HomeMy WebLinkAboutDocumentation_Regular_Tab 17_1/14/2021Agenda Item #17. Regular Council STAFF MEMO Meeting: Regular Council -Jan 14 2021 Staff Contact: Matthew Hammond, Utilities Department: Utilities Director Approve Work Authorization MR U21.02 —Upper Floridan Aquifer Well Rehabilitation -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. Based on the results of the study and input from Village WTP operators three of the four Upper Florida Aquifer wells were found to be operating at a reduced capacity or inoperable. Because the Village's water use permit (No. 50-00046-W) through the South Florida Water Management District (SFWMD) allocates 76% of the allowed groundwater withdrawals to the Upper Floridan Aquifer, investment into the rehabilitation of these wells is critical to the successful operation of the Water Treatment Plant. Preliminary Design for the rehabilitation of Well No. R2, R3 and R4 was completed in December 2020 by Mock Ross & Associates and Connect Consulting. 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 U21.02, in the amount of $129,500, 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: $1307000 $130Y000 $129,500 Additional Budgetary Information: Funding Source(s): 401-411-531.302 -• 1 elm I =1 -Im • • - • - • Approve Work Authorization MR U21.02 with Mock Roos Engineering in the amount of $129,500. Proposed Work Authorization MR UTIL21.02 - Mock Roos - Upper Floridan Aquifer Rehabilitation.ada Project Detail Sheet - Upper Florida Well Rehabilitation.ada Page 369 of 394 Agenda Item #17. Page 370 of 394 Agenda Item #17. DATE: VILLAGE OF TEQUESTA CONSULTING SERVICES WORK AUTHORIZATION VILLAGE RFQ. NO.: UTIL 06-20 WORK AUTHORIZATION NO. MR UTL21.02 FOR CONSULTING SERVICES PROJECT No. G/L CODE: 401-411.531.302 CONSULTANT PROJECT NO.: C0027.01 PROJECT TITLE: Florida Aquifer Well No. R2, R3 and R4 Rehabilitation 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 a Preliminary Design Study on Floridan Aquifer Well Nos. R2 and R3 and a second Preliminary Design Study on Well No. 4. The Study found that Floridan Aquifer Wells R2 and R3 had lost significant specific capacity. Well R3 has a pumping water level near the centrifugal well pump. Due to these factors, Wells R2 and R3 are recommended for rehabilitation. The Study found that Well No. R4 had significant sand production. The conclusion of both studies was that Well Nos. R2, R3 and R4 be recommended for rehabilitation. This rehabilitation is proposed to be completed by piggy -backing the Town of Jupiter Utilities Floridan Well Rehabilitation Program bid. II. SCOPE OF SERVICES The following is a description of the anticipated services to be provided under this Work Authorization. WORK AUTHORIZATION NO. MR UTL21.02 1 of 7 Page 371 of 394 Agenda Item #17. 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. 1.2 Perform limited topographic survey for the two fluid disposal connection points to existing inlets (Near Well R2 and Well R3). Survey will be performed in accordance with Chapter 61 G17-6, 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 Call in a Sunshine One Call design ticket. Coordinate with Utilities listed on the design ticket to obtain available data on existing utilities in the project limits. 1.4 Attend a site visit and prepare topographic base map with the utility data and survey that will be used as the basis of the design. Coordinate with the VILLAGE and provide the basemap for review. TASK 2 — DESIGN AND PERMITTING PHASE 2.1 Perform limited design services for the rehabilitation of three (3) Floridan aquifer wells and the disposal for formation waters. Finalize routing of temporary above ground piping for formation water disposal. Provide coordination with permit agencies to incorporate aspects that they require for the discharge of formation fluids. 2.2 Prepare Construction Drawings consisting of a cover sheet, location map, general note sheet, site plan sheet for each well, discharge water pipeline location sheets, and construction details as necessary. 2.3 Perform an internal quality control review of Drawings and submit to VILLAGE. 2.4 Attend one (1) Construction Drawing review meetings with the VILLAGE; at 95 %- complete. Incorporate VILLAGE's review comments. 2.5 Review existing Project Manual, Technical Specifications, and construction documents for Town of Jupiter Floridan Aquifer Well Rehabilitation Program. Identify any deficiencies in these documents and prepare supplemental documents for these items. 2.6 Estimate quantities and prepare an "Engineer's Opinion of Probable Construction Cost" based on existing bid prices from Town of Jupiter Floridan Aquifer Well Rehabilitation Program. 2.7 Prepare and submit a General Use permit application to Florida Department of Transportation (FDOT) including addressing one (1) round of review comments. VILLAGE to provide permit application fee(s). 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. WORK AUTHORIZATION NO. MR UTL21.02 2 of 7 Page 372 of 394 Agenda Item #17. 2.9 Provide the professional services of a survey subconsultant, and a hydrogeological subconsultant to assist with the tasks above. Coordinate services of all subconsultants . 2.10 Provide Final Deliverables. TASK 3 — CONTRACT NEGOTIATION PHASE 3.1 Review bid tabulation from the Town of Jupiter Utilities Floridan Well Rehabilitation Program. 3.2 Prepare bid tabulation for this project using applicable bid prices from Jupiter project indicating bid items not included in the Jupiter project. 3.3 Submit bid tabulation to CONTRACTOR to complete quotes for additional items. 3.4 Review CONTRACTOR'S completed bid tabulation. 3.5 Meet with CONTRACTOR to review completed bid tabulation, discuss costs, and negotiate bid items as necessary. 3.6 After an acceptable price is reached, prepare a "Recommendation of Award" letter. 3.7 Prepare a "Letter of Intent to Award" and prepare the construction contract for the contractor's signature. CONTRACTOR to attach bonds and insurance with returned executed contracts. 3.8 Review bonds and insurance for compliance with the contract documents. Upon finding the documents acceptable, forward to the VILLAGE for approval. TASK 4 — CONTRACT ADMINISTRATION 4.1 Prepare and provide the CONTRACTOR (State of Florida certified water well CONTRACTOR "CONTRACTOR") construction documents. 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 progress 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 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 8 site visits are included. Review field observation reports provided by the WORK AUTHORIZATION NO. MR UTL21.02 3 of 7 Page 373 of 394 Agenda Item #17. Hydrogeologist. 4.6 Review Hydrogeologic Subconsultant's Field reports and discuss items as necessary. 4.7 Review and respond to a CONTRACTOR's Request 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 6 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 document package. 4.12 CONSULTANT will provide the services of a Hydrogeologic subconsultant during the rehabilitation of the wells. Hydrogeologic subconsultant services are anticipated to include attending critical phases of well rehabilitation, pre- and post -videos, well development, pump testing, and water quality testing. Spot check during well development and monitor progress based on daily well CONTRACTOR testing. Attend CONTRACTOR's step drawdown and constant rate testing. Including collection of water samples and field water quality measurements. Digital photos will be taken of significant activities during well construction. Provide coordination with Hydrogeologic Consultant. 4.13 CONSULTANT will provide the services of a Hydrogeologic subconsultant to prepare a well rehabilitation report submittal summarizing the well rehabilitation 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. Provide coordination and review of report. III. DELIVERABLES Task 1—Preliminary Engineering • Signed &Sealed Topographic Survey (PDF) • Survey and Utility Basemap (PDF) Task 2 —Design and Permitting Phase • Permit Application for Florida Department of Transportation (PDF and Prints) • Review copy for VILLAGE Building Department (PDF and Prints) • 95-Percent Progress Submittal (Project Manual, Technical Specifications, Drawings, Bid Tabulation, Instruction to Bidders, Schedule of Values, and General Conditions, Engineers Opinion of Probable Construction Cost) (PDF) WORK AUTHORIZATION NO. MR UTL21.02 4 of 7 Page 374 of 394 Agenda Item #17. • 100-Percent Submit (Project Manual, Technical Specifications, Drawings, Bid Tabulation, Instruction to Bidders, Schedule of Values, and General Conditions, Engineers Opinion of Probable Construction Cost) (PDF) Task 3 —Bid Phase • Bid Tabulation after agreement is reached with CONTRACTOR (PDF). • Recommendation for Award Letter (PDF) • Letter of Intent to Award (PDF) • Contract Documents signed by CONTRACTOR including bonds and insurance. (PDF and original contract documents). 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 Rehabilitation Report (PDF) WORK AUTHORIZATION NO. MR UTL21.02 5 of 7 Page 375 of 394 Agenda Item #17. V. 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 Act�vity Days) Days) Task 1 —Preliminary Engineering 45 45 Task 2 —Design and Permitting Phase* 170 215 Task 3 —Contract Negotiating 60 275 Task 4 —Contract Administration 210 485 * 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. COMPENSATION AND PAYMENT The CONSULTANT will perform the tasks as outlined in the scope of services for an hourly Not -To -Exceed Fee of $129,500.00 as outlined in Table 2. Table 2 Budget Summary Description Total Task 1 — Preliminary Engineering and Survey $11,000.00 Task 2 — Design and Permitting Phase $2000.00 Task 3 — Contract Negotiation $4,500.00 Task 4 — Contract Administration $791000.00 Project Allowance $1500.00 TOTAL j $129,500.00 The project allowance shall be reserved for unforeseen conditions and/or circumstances and may only be used upon written authorization by the Village. WORK AUTHORIZATION NO. MR UTL21.02 6 of 7 Page 376 of 394 Agenda Item #17. 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) negotiated contract is anticipated and included in this proposal. 5. The Contract Administration services are based on an assumed 6-month construction duration with up to five (5) months being active onsite well rehabilitation and development. The VILLAGE owns the property or has an easement for the proposed well rehabilitation. A title search and sketch and legal description are not anticipated. VILLAGE to direct pay all permit fees for the project. There are no electrical consultant services included in this proposal. 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, 20201 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 UTL21.02 7 of 7 Page 377 of 394 Agenda Item #17. 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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