HomeMy WebLinkAboutDocumentation_Regular_Tab 18_7/8/2021Agenda Item #18.
Regular Council
STAFF MEMO
Meeting: Regular Council - Jul 08 2021
Staff Contact: Matthew Hammond, Utilities Department: Utilities
Director
Approve Work Authorization HCE-UTL21.02 — State Revolving Fund Loan Assistance — Holtz
Consulting Engineers
In April 2021 the Village Council approved a 5-year schedule of rates and fees for the Water Enterprise
Fund based on a Revenue Sufficiency & Rate Analysis Study completed by Raftelis Financial
Consultants. A major goal of the study and adopted schedule of rates and fees was to fully fund the
large capital needs within the system outlined in the long-term capital improvements (CIP) program.
The mechanism to fund the construction of the water main replacement program and upgrades to the
water treatment plant is the State Revolving Fund (SRF) Loan Program.
Florida's SRF is made up of three programs - Clean Water State Revolving Fund (wastewater &
stormwater projects), Drinking Water State Revolving Fund (DWSRF) and State Revolving Fund
Management. Both the Clean Water and the Drinking Water SRF Programs are funded through money
received from federal grants as well as state contributions. These funds then "revolve" through the
repayment of previous loans and interest earned. The DWSRF Program provides low -interest loans to
local governments and private utilities to plan, design, and build or upgrade drinking watersystems. Interest
rates on loans through the DWSRF are below market rates (discounted).
Participating in the DWSRF and qualifying for the discounted interest rates involves several requisites
including: preparation of a Request of Inclusion package(s), preparation of Water Facilities Plan(s), use
of required components to construction contract documents, and compliance verification during
construction. Assistance from a consultant experienced in the DWSRF process is needed to complete
these requisites.
Staff recommends the professional services for this effort be completed by Holtz Consulting Engineers,
one of the Village's on -board engineering consultants. Holtz Consulting Engineers has provided
assistance to several local municipalities through the SRF loan process. The proposed Work
Authorization HCE-UTL21.02, in the amount of $48,020.00, includes the services required to assist the
Village with the DWSRF loan process from application through construction closeout.
BUDGETED AMOUNT: AVAILABLE AMOUNT: EXPENDITURE AMOUNT:
$50,000 $50,000 $48,020.00
Additional Budgetary Information: Funding Source(s):
Water Enterprise Fund
Page 174 of 287
Agenda Item #18.
Approve Work Authorization HCE-UTL21.02 with Holtz Consulting Engineers in the amount of
$48,020.00.
Proposed Work Authorization - HCE UTL-21.02 - SRF Funding Assistance - Holtz Consulting
Page 175 of 287
Agenda Item #18.
The following document is 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 176 of 287
Agenda Item #18.
DATE: 6-18-21
VILLAGE OF TEQUESTA
CONSULTING SERVICES WORK AUTHORIZATION
VILLAGE RFQ. NO.: UTIL 06-20
WORK AUTHORIZATION NO.2 FOR CONSULTING SERVICES
PROJECT No. G/L CODE: 401-241-531.302
HOLTZ CONSULTING PROJECT NO.:
PROJECT TITLE: State Revolving Fund (SRF) Assistance
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 Holtz Consulting ("CONSULTANT") hereafter referred to as the
Agreement.
PROJECT DESCRIPTION
The VILLAGE owns and operates a potable water utility system to serve customers within the
VILLAGE's service areas. The VILLAGE intends to fund several upcoming projects using State
Revolving Fund (SRF) loan funding including the following:
• Water Treatment Plant Upgrades —This project includes improvements to the SCADA system,
chemical feed systems, and degasifier and scrubber rehabilitation
• Asbestos Cement Pipe Replacement— This project includes the replacement of approximately
153,000 linear feet of water main, separated into multiple projects and phases.
This scope of services provides for professional engineering assistance to prepare and submit
documentation to the State of Florida Drinking Water SRF program to procure loan funding for the
projects. Assistance in complying with SRF funding requirements during construction of the projects
may be provided under a separate work authorization.
11. SCOPE OF SERVICES
The following is a description of the services to be provided under this Work Authorization.
WORK AUTHORIZATION NO. HCE-U21.02 1 of 6
Page 177 of 287
Agenda Item #18.
TASK 1 — PROJECT KICK-OFF MEETING
CONSULTANT shall meet with the VILLAGE to discuss the proposed SRF-funded projects,
the project schedule, and provide a written list of data needs necessary to prepare submittals to
the State of Florida.
TASK 2 — PREPARE AND SUBMIT REQUEST FOR INCLUSION PACKAGES
CONSULTANT shall prepare and submit two (2) Request for Inclusion (RFI) packages and
supporting documentation to the FDEP. Two (2) "Requests for Inclusion on the Priority List
for Drinking Water Facilities" (DEP Form 62-252.900(1)) and supporting documentation will
be submitted to the Drinking Water SRF program. There will be two (2) construction loan
requests; one (1) for the water treatment plant upgrades project and one (1) for the asbestos
cement water main replacement project currently under design.
TASK 3— PREPARE AND SUBMIT WATER FACILITIES PLAN
CONSULTANT shall prepare and submit a Facilities Planning Document to the Drinking Water
SRF Program. The Facilities Plan may include the following documentation as required by the
FDEP:
• Executive Summary
■ Project descriptions, including identification of planning and service areas.
■ Need or justification for projects.
■ Project location map.
• Environmental Effects
■ Discussion of environmental benefits associated with the proposed projects.
■ Statement that the proposed projects will not have any significant adverse effects
upon flora, fauna, threatened or endangered plant or animal species, surface
water bodies, prime agricultural lands, wetlands, or undisturbed areas.
■ Provide a list of endangered/threatened plant and animal species (will be
obtained from U.S. Fish and Wildlife Service) for the project areas.
■ Statement that the projects will not have any significant adverse human health
or environmental effects on minority or low-income communities.
■ Provide copies of any reports or findings regarding any investigations regarding
determination of environmental effects of the proposed projects.
• Development of Alternatives and Selection of a Preferred Alternative
■ Description of existing and recommended facilities.
• Provide a cost comparison of at least three feasible alternatives (alternatives
may include the cost of a "no action" alternative).
■ Provide detailed cost estimate of preferred alternative.
Public Participation Process
■ Attend a public meeting to explain the project, including alternatives
considered and cost and impact on user charges.
■ Assist VILLAGE staff on meeting local requirements for advertising the public
meeting.
■ Provide minutes of public meeting and include a copy of the advertisement to
the FDEP.
WORK AUTHORIZATION NO. HCE-U21.02 2 of 6
Page 178 of 287
Agenda Item #18.
• Financial Feasibilitv (Info Provided by VILLAGE
■ Identify revenues to be dedicated to repaying the loan.
■ Existing/Proposed User Charge System.
■ Complete a Business Plan.
• Schedule
■ Schedule for implementing the recommended facilities.
• Adopting Resolution
■ Specific Authorization to implement the planning recommendations.
• State Clearinghouse (SCH) Review
■ Submit one hard copy (signed and sealed) of the planning document along with
a CD (containing a compiled version in PDF format) to the Bureau of Water
Facilities Funding for uploading to DEP's website
(www.dep.state.fl.us/water/wnrM. The SCH will then distribute the plan
electronically.
TASK 4 — LOAN APPLICATION AND AGREEMENT PACKAGES
ASSISTANCE
CONSULTANT shall assist the VILLAGE with the preparation, submission, and coordination
of the loan application and loan agreement packages for the two SRF Drinking Water Facilities
Loan Applications (DEP Form 62-552.900(2).
TASK 5 — ASSISTANCE WITH SRF-COMPLIANCE COMPONENTS OF
CONSTRUCTION CONTRACT DOCUMENTS
CONSULTANT shall assist with SRF bid and construction contract documents for the projects
noted above. This may include supplementary conditions and Davis -Bacon wage requirements
to be included in the contract documents, and assistance to the VILLAGE in submitting bid
documents to the DEP such as addenda, debarment certification, copy of advertisement, bid
tabulation and recommendation of award, and certification from Appendix A, FDEP
Supplementary Conditions, and Davis Bacon wage rates.
TASK 6 - ENGINEERING SUPPORT FOR STATE REVOLVING FUND (SRF)
COMPLIANCE DURING CONSTRUCTION
CONSULTANT will provide the following services during the construction phase of the water
main improvements project:
• Work with Contractor to ensure all applicable materials on the project comply
with the provisions of the "American Iron and Steel" requirement as part of the
SRF loan.
• Review and approve weekly payroll information submitted by the Contractor and
subcontractor(s) to ensure requirements for Davis Bacon wage requirements are
met.
• Conduct labor interviews with the Contractor's personnel throughout the
construction duration as required by SRF guidelines.
WORK AUTHORIZATION NO. HCE-U21.02 3 of 6
Page 179 of 287
Agenda Item #18.
• Prepare and submit monthly disbursement requests with required supporting
documentation to the FDEP SRF department in Tallahassee. Assumed a total of
three disbursement requests.
III. DELIVERABLES
Task 1- Deliverables:
1. Minutes distributed to all attendees of the kick-off meeting.
2. Written list of data needs to complete the SRF documentation.
Task 2 - Deliverables
1. PDF copy of each completed SRF Request for Inclusion (RFI) package and supporting
documentation submitted to the FDEP.
Task 3 - Deliverables:
1. One (1) hard copy and one (1) PDF copy of the completed Water Facilities Plan.
2. PDF copy of minutes from the public meeting.
Task 4 - Deliverables:
1. PDF copy of all loan application and loan agreement items provided to the VILLAGE in
assistance of submission to the FDEP. The VILLAGE will be required to submit the loan
application and loan agreement to the FDEP.
Task 5 - Deliverables:
1. PDF copy of all required SRF bid and construction contract documents required.
Task 6 - Deliverables:
1. Tracking documentation to ensure all applicable materials on the project comply with the
provisions of the "American Iron and Steel" requirement as part of the SRF loan.
2. Copies of all labor interviews conducted.
3. Copies of all weekly payroll documentation.
4. Completed disbursement packages to be forwarded to the FDEP for processing.
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.
WORK AUTHORIZATION NO. HCE-U21.02 4 of 6
Page 180 of 287
Agenda Item #18.
Activity
Project Kick -of Meeting
Request for Inclusion Submittal
Facilities Plan Submittal
Loan Application Submittal
Table 1
Schedule
Time to Complete
(Calendar Days)
14 days from NTP
30 days after kick-off meeting
90 days after completion of RFI
submittal
30 days after approval from FDEP
Cumulative
Time to
Complete
(Calendar Days)
14 days
44 days
134 days
209 days
*Note that the above time frames are subject to change dependent upon targeted SRF hearing date.
Loan application submittal is assumed to be 75 days after Facilities Plan Submittal (Facilities Plan is
submitted 45 days prior to targeted hearing and approval from FDEP and 30 days to submit the loan
application after approval).
V. COMPENSATION AND PAYMENT
The CONSULTANT will perform the tasks as outlined in the scope of services for Lump Sum Fee
of $49,890.00 in accordance with our approved billing rates with an estimate of costs by task
provided in Table 2 and further detailed in Attachment A. Monthly progress payments will be
authorized based on percent complete as determined by CONSULTANT and approved by
VILLAGE.
Table 2
Budqet Summary
Description
Total
1.
Project Kick-off Meeting
$1,480.00
2.
Prepare and Submit Request for Inclusion Packages
$3,740.00
3.
Prepare and Submit Water Facilities Plan
$21,000.00
4.
Loan Application and Agreement Packages Assistance
$3,100.00
5. Assistance with SRF Compliance Components of Construction
Contract Documents
$2,480.00
6.
Engineering Support for SRF Compliance During Construction
$16,220.00
TOTAL
$48,020.00
WORK AUTHORIZATION NO. HCE-U21.02 5 of 6
Page 181 of 287
Agenda Item #18.
VI. ASSUMPTIONS
Services and/or materials to be provided by the VILLAGE and other related key assumptions include:
1. Assistance with providing required data as part of the Request for Inclusions, Facilities Plan,
and loan applications including, but not limited to financial, historical, and census data, and
any required rate studies, capital financing plan, and information required to be provided in
the business plan.
2. Assistance with preparation of required exhibits and maps.
3. Prompt review of all deliverables.
4. Participation of key personnel at progress meetings
VI I. 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 Holtz Consulting ("CONSULTANT").
Compensation shall not exceed the hourly rates currently in effect under this Agreement.
HOLTZ CONSULTING VILLAGE OF TEQUESTA
By: , "ram Il �L-u — By:
Print Name: Andrea Holtz
Title: President
Date:
WORK AUTHORIZATION NO. HCE-U21.02 6 of 6
Page 182 of 287
Agenda Item #18.
Attachment A: Village of Tequesta SRF Funding Assistance
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Rate
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$180
1 $120
1 $105
$110
$95
$70
Task
Item
Hours
Fees
1. Project Kick -Off
Project Kick-off Meeting
4
4
Meeting
$1,480.00
$1,480.00
2. Prepare and Submit
Request for Inclusion
Prepare and Submit 2 RFI Packages to the FDEP
2
8
16
$3,740.00
Packages
$3,740.00
3. Prepare and Submit
Prepare and Submit Water Facilities Plan to support 2 RFI packages
16
32
80
32
4
$21,000.00
Water Facilities Plan
$21,000,00
4. Loan Application and
Agreement Packages
Assist Client with Loan Application and Agreement Packages
8
8
2
$3,100.00
Assistance
$3,100.00
5. Assistance with SRF
Compliance
Assistance with Construction Contract Docuements
4
8
4
$2,480.00
Components of
Construction Contract
$2,480.00
6. Engineering Support
Ensure Buy American American Iron & Steel Requirements Me[
5
10
2
$2,890.00
for SRF Compliance$16,220.00
Revierw WeeklyPayroll Information for Davis -Bacon Compliance
5
15
50
$7,150.00
During Construction
Conduct Labor Interviews for SRF Compliance
20
10
$4.300.00
Prepare and Submit Disbursement Requests to FDEP SRF Program
2
6
6
$1,880.00
Subconsultant
44 111 16 80 32 0 12 $0.00
HCE Total $48,020.00
$48,020,00
Page 183 of 287