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HomeMy WebLinkAboutDocumentation_Regular_Tab 17_4/08/2021Agenda Item #17. Regular Council STAFF MEMO ' t .4 Meeting: Regular Council -Apr 08 2021 Staff Contact: Matthew Hammond, Utilities Department: Utilities Director NOBEL. 10� Approve Work Authorization KH-U21.01 —Water Main Replacement Program —Beach Road (Phase 2) -Professional Engineering Services — Kimley Horn The Village delivers potable water to approximately 15,000 people through a transmission and distribution network of 72 miles of underground water mains dating back to the 1950's, 30 miles of which are asbestos cement pipe constructed between the 1950's and 19701s. Asbestos cement pipe is highly resistant to corrosion yet is also "brittle" and difficult to tap and repair. Over time when asbestos cement pipe fails it does so catastrophically (large breaks) without warning and repairing carries inherent risks due to the brittle nature of the material. As a material that has not been manufactured for 40 years obtaining parts to complete these repairs is becoming increasingly difficult. The projected lifespan of asbestos cement pipe ranges from 40 - 70 years. As a result, an aggressive Water Main Replacement Program was included in the approved Capital Improvement Program (CIP) that will replace the remaining asbestos cement pipe within the water system over a 10 to 15-year time span. The initial phase of replacements, proposed to be funded through a State Revolving Fund loan, will be completed over a 3-year period. Project WM-2 - Beach Road WM Replacement -Phase 2 - is a part of the initial phase and will replace approximately 6,300 feet of water main along along Beach Road. Staff recommends the professional engineering services for this project be completed by Kimley Horn, one of the Village's on -board engineering consultants. The proposed Work Authorization KH- U21.01, in the amount of $125,000, includes the design, permitting, bidding and construction -phase services required for the project. If approved, the project will be completed in the Spring of 2023. Approve Work Authorization KH-U21.01 with Kimley Horn in the amount of $125,000. Proposed Work Authorization KH-21.01 - Beach Road WM Replacement -Phase 2 - Kimley Horn.ada Project Information Sheet - Beach Road WM Replacement -Phase 2.ada Page 352 of 406 Agenda Item #17. The following documenti*s presented in a non= ADA compliant format. Please contact the Village Clerk's office if you would like to receive an ADA compliant version of this document. Page 353 of 406 Agenda Item #17. DATE: VILLAGE OF TEQUESTA CONSULTING SERVICES WORK AUTHORIZATION VILLAGE RFQ. NO.: UTIL 06-20 WORK AUTHORIZATION NO. KH-U21.01 FOR CONSULTING SERVICES PROJECT No. G/L CODE: KIMLEY-HORN PROJECT NO.: PROJECT TITLE: Beach Road Water Main Replacement — Phase 2 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 Kimley-Horn ("CONSULTANT") hereafter referred to as the Agreement. I. PROJECT DESCRIPTION The Village has identified a need to replace segments of the existing 8-inch asbestos cement water main along Beach Road (AlA) that over the years, has experienced leaks and has reached its service life, approaching 70 years of service. The two (2) segments to be replaced are generally described as follows (refer to the attached sketch); 1. From the intersection of Bridge Road and US-1 (AlA) east to the northerly property line of the Cliveden Condo/Loxahatchee River Lift Station No. 66, approximately 3,900 LF. 2. From the southerly property line of the Sea Watch Condo to the northerly property line of the Claridge of Jupiter Island Condo, approximately 2,300 LF. The proposed mains will generally run along the right of way on the north/west side of Beach Road and will be replaced with a new 10-inch water main. Note that the proposed water main crossing over the Indian River at the bridge (segment no. 1 above) will cross the river via a directional drill. The actual location of this crossing will need to be resolved with Palm Beach County and the Army Corps of Engineers (ACOE) during design/permitting. The Village has requested the Consultant to provide design, permitting and bidding assistance for these improvements as outlined below. WORK AUTHORIZATION NO. KH-U21.01 1 of 6 Page 354 of 406 Agenda Item #17. II. SCOPE OF SERVICES The following is a description of the services to be provided under this Task Order. TASK 1— DESIGN AND PERMITTING 1. Prepare a site survey of the corridor noted above along the northerly/westerly side of Beach Road, centerline to the northerly/westerly right of way line along the two routes described for segment no. 1 and 2. The survey will also include a bathymetric survey of the waterway at the bridge for the directional bore location. 2. Meet with Village staff on -site to "walk the project" to gain concurrence on the proposed main location and service tie in locations. 3. Research Village, County and adjacent condo development record drawing information. 4. Perform a geotechnical survey to include two (2) 80ft test holes at the directional bore location. 5. Perform a Cultural Resource Assessment Survey (CRAB) for the area of the river crossing as required by the ACOE. 6. Prepare 90% design plans for the watermain improvements at a scale of 1" = 20' for the project to include the following; • Title Sheet (1 sheet) • General Notes (1 sheet) • Watermain Plan (Double Plan, no Profile) (6 sheets) • Directional Bore Profile Plan (1 sheet) • Watermain Connection/Conflict Details (2 sheet) • Watermain Construction Details (2 sheet) 7. Meet with Village staff to review the 90% plans and prepare Final design plans. 8. Prepare technical specifications for the project to be incorporated into the bidding documents, along with Village front end documents. 9. Prepare an opinion of probable construction cost at the 90% and Final design stages. 10. Prepare permit support documents and submit accordingly to the following regulatory agencies; • Palm Beach County Health Department (HRS) • Palm Beach County Land Development R/W Utility Permit • Palm Beach County Traffic Division MOT Permit (FDOT Indexes will be submitted initially, the final permit issuance will require the Contractors prepared MOT) • Army Corps of Engineers (ACOE) WORK AUTHORIZATION NO. KH-U21.01 2 of 6 Page 355 of 406 Agenda Item #17. 11. Attend a pre -application meeting with PBC Land Development Division and ALOE prior to the submittal of the respective permit applications. TASK 2 — BIDDING 1. Prepare and supply bid documents for the Village's use and perform the following services; • Respond to Contractor questions and prepare addendums as necessary. • Attend the bid opening at Village Hall. • Evaluate the bids, investigate Contractor qualifications and provide a summary memo that identifies the lowest responsive, responsible bidder. TASK 3 — SERVICES DURING CONSTRUCTION 1. Attend a pre -construction meeting prior to commencement of the Work. Completion and distribution of meeting minutes will not be the responsibility of the Consultant. 2. Review shop drawings and pay applications submitted by the Contractor. Provide the Village with recommendations for approval. 3. Visit the job site up to 42 times (an average of 2 times per week during a 21-week construction duration). These visits are not intended to be exhaustive but will be limited to spot checking, selective measurement and similar methods of general observation of the work based on the Consultant's use of professional judgement. Based on information obtained, the Consultant will determine if the Contractor's work is generally in accordance with the Contract Documents. The Consultant shall prepare a field report following each site visit. 4. Observe test of the Contractor's work as required to provide certification of the project to the Palm Beach County Health Department (PBCHD) and Palm Beach County Roadway Department (PBC Roadway). These tests to be observed may include, but not be limited to, • Mill and Overlay Activities • Pressure Tests • Connection of Proposed Water Main to Existing Water Mains • Grouting of Abandoned Water Main 5. Review test data provided by the Contractor associated with approvals required from PBCHD and PBC Roadway. The data to be reviewed may include, but not be limited to, • Density Tests • Bacteriological Samples 6. Review and comment on record drawings submitted by the Contractor. Comments will be provided directly to the Village. All final record drawings will be compiled and provided to the Village. WORK AUTHORIZATION NO. KH-U21.01 3 of 6 Page 356 of 406 Agenda Item #17. 7. Prepare one (1) water main certification application of the project to PBCHD upon receipt of satisfactory testing results and demonstration of a properly operating system by the Contractor. 8. Prepare a letter o certification of completion to PBC Roadway to closeout the permit upon construction completion. 9. Attend one (1) substantial completion walk-through and one (1) final completion walk- through. Any items observed for the Contractor during these visits will be provided directly to the Contractor with a copy sent to the Village. III. DELIVERABLES The Consultant shall provide the deliverables to the Village. 1. Project site survey. 2. 90% and Final design plans, paper copies and digital copies in PDF. 3. Engineers opinion of probable construction cost with the 90% and Final design plans. 4. Copies of Permit Applications and any associated RAI. 5. Project Specifications. 6. Copies of Addendums. 7. Copies of correspondence related to the Project. 8. Summary memorandum identifying the lowest responsive, responsible bidder. IV. SCHEDULE Upon receipt of Notice -To -Proceed the CONSULTANT will complete the services identified in Task 1 and 2 this Work Authorization within the schedule outlined in Table 1 below. WORK AUTHORIZATION NO. KH-U21.01 4 of 6 Page 357 of 406 Agenda Item #17. Table 1 Schedule Cumulative Time to Time to Activit Complete Complete Survey 45 45 Soft Digs 20 65 CRAS Survey 45 90 90% Design/Specifications * 90 135 Permitting 60 195 Final Design/Bid Documents 30 225 Bidding Assistance 60 285 * The schedule is based upon conducting a review meeting within 14 calendar days after the Village receives the design submittal. All review comments shall be provided to Consultant within 14 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. Task 3 has been estimated to be complete within 21 weeks. The CONSULTANT will perform work concurrently with the Village and their selected contractor. V. COMPENSATION AND PAYMENT The CONSULTANT will perform Tasks 1 and 2 as outlined in the scope of services for a lump sum amount of $100,325.00. The CONSULTANT will perform Task 3 as outlined in the scope of services for an hourly, not to exceed, amount of $24,675. The budget summary has been outlined in Table 2. Table 2 Budget Summary Description Total TASK 1 — DESIGN AND PERMITTING $95,145.00 TASK 2 - BIDDING $5,180.00 TASK 3 — SERVICES DURING CONSTRUCTION $24,675.00 TOTAL $125,000.00 VI. ASSUMPTIONS 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. • Beach Road water main record drawing information • Provide soft dig elevations along the water main route WORK AUTHORIZATION NO. KH-U21.01 5 of 6 Page 358 of 406 Agenda Item #17. • Locations of any known fire or domestic services along the water main route • Associated permit fees, HRS, FDOT, ACOE and PBC Any services not specifically provided for in the above scope will be considered additional services and can be performed at our current hourly rates as requested by the Village in writing. VII. 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 Kimley-Horn ("CONSULTANT"). Compensation shall not exceed the hourly rates currently in effect under this Agreement. KIMLEY HORN an Print Name: Title: VILLAGE OF TEQUESTA WE Date: WORK AUTHORIZATION NO. KH-U21.01 6 of 6 Page 359 of 406 Agenda Item #17. The following documenti*s presented in a non= ADA compliant format. Please contact the Village Clerk's office if you would like to receive an ADA compliant version of this document. Page 360 of 406 Agenda Item #17. CAPITAL IMPROVEMENT PROJECT DETAIL PROJECT# F21-UTL-671-02 Project Name: Water Main Replacement - WM-2 - Beach Road - Phase 2 Project Manager: D Tinoco Department: Utilities Original Plan Date: FY21 Location: Distribution • • The Village serves potable water to customers within the Village Utility Service Area on the southern end of Jupiter Island. The existing 8" and 10" water main on the west and north side of Beach Road is the sole source of delivering potable water to utility customers on island. Water Main Replacement project WM-2 replaces approximately 6,300 feet of asbestos cement (AC) piping of asbestos cement piping and the , southern subaqueous crossing of the Intercoastal Waterway AC pipe is highly � resistant to corrosion yet is also "brittle" and difficult to tap and repair. Over time when AC fails it does so catastrophically (large breaks) without warning (eg smaller leaks). The projected lifespan of AC pipe ranges from 40 - 70 years. The AC piping in project WM-2 was installed in the 1950's and 1960's and has reached the end of its useful WATER MAIN TO BE REPLACED life and is being replaced minimize to risk to the water system. T - s q=-1 =I 0 1 1A ILI] :4 Ulu MLI I L, lel&-101111 iLeiEa FY24 FY25 FY26 TOTAL PROJECT COSTS: FY21 FY22 FY23 Land/Easement Acquisition - Engineering & Planning 100,000 25,000 125,000 Construction 1,040,000 1,040,000 Equipment & Materials - TOTAL PROJECT COSTS 1009000 15065,000 -1 15165,000 SOURCES OF FUNDS: FY21 FY22 FY23 FY24 FY25 FY26 TOTAL General Fund - Dept Name (001) - Water Enterprise Fund (401) 100,000 25,000 125,000 Stormwater Enterprise Fund (403) - Debt Proceeds 1,040,000 1,040,000 TOTAL PROJECT REVENUE 100,000 15065,000 - - - - 11165,000 • - = • • • - • Note: No additional operating costs are expected as a result of this project. 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 - - - - - - - Page 361 of 406