The URL can be used to link to this page

Home My WebLink AboutDocumentation_Regular_Tab 24_11/15/2021Agenda Item #24. Regular Council STAFF MEMO Meeting: Regular Council - Nov 15 2021 Staff Contact: Matthew Hammond, Utilities Department: Utilities Director M 1� Approve Work Authorization HCE U22.01 —Water Main Replacement Program —Jupiter-in-the-Pines (South) -Professional Engineering Services —Holtz Consulting Engineers 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 1970's. 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 bond issue, will be completed over a 3-5 year period. Project WM-3 (Jupiter -in -the -Pines - South) is a part of the initial phase and will replace approximately 14,000 feet of water main within the portion of the Jupiter -in -the -Pines neighborhood south of Tequesta Drive. Staff recommends the professional engineering services for this project be completed by Holtz Consulting Engineers, one of the Village's on -board engineering consultants. The proposed Work Authorization HCE U22.01, in the amount of $167,320.00, includes the design, permitting, bidding and construction -phase services required for the project. If approved, the project will be completed in the Summer of 2022. A subsequent work authorization for bidding and construction -phase services will be submitted at a later date. Budget Summary - 401-411-663.632 - Architecture & Engineering Services: Project WTP Upgrades & Energy Improvements (Engineering) Water Main Replacement Program - WM-3 - Bud et Encumbered Proposed Projected Projected Remaining Total $350)000.00 $2411000.00 $0.00 $110,000.00 $351 1000-00 $281)000.00 $0.00 $1671320.00 $90)000.00 $2571320.00 Page 424 of 433 Agenda Item #24. Jupiter in the Pines South (Engineering) Water Main Replacement Program - WM-5 - $160,000.00 $1575525.00 $0.00 $455000.00 $202Y525.00 Country Club Drive North (Engineering) Surficial Well Replacement -Well No. S18 $132)000.00 $0.00 $0.00 $1325000.00 $1323000.00 (Engineering) Concentrate Disposal Relocation $111,000.00 $61 ,275.00 $0.00 $305000.00 $91 Y275.00 (Engineering) Account Total $150345000.00 $4595800.00 $1675320.00 $4075000.00 $1)0345120.00 This document and any attachments may be reproduced upon request in an alternative format by completing our Accessibility Feedback Form, sending an e-mail to the Village Clerk or calling 561-768-0443. BUDGETED AMOUNT: AVAILABLE AMOUNT: EXPENDITURE AMOUNT: $17034;000 $5747200 $1677320 Additional Budgetary Information: Funding Source(s): Water Enterprise Fund Approve Work Authorization HCE U22.01 with Holtz Consulting Engineers in the amount of $167,320. Proposed Work Authorization HCE U22.01 - Water Main Replacement Project No. 3.ada Project WM 3 - Jupiter -in -the -Pines - South Page 425 of 433 Agenda Item #24. 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 426 of 433 Agenda Item #24. DATE: 10/1/2021 VILLAGE OF TEQUESTA CONSULTING SERVICES WORD AUTHORIZATION VILLAGE RFQ. NO. WORK AUTHORIZATION HCE U22.01 FOR CONSULTING SERVICES PROJECT No. GIL CODE: 401-411-663.632 HOLTZ CONSULTING PROJECT NO.: PROJECT TITLE: Asbestos Cement Water Main Replacement Project Phase 3 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 Engineers, Inc. ("CONSULTANT") hereafter referred to as the Agreement. I. PROJECT DESCRIPTION The project will include engineering services for the design, permitting, bidding, and construction of approximately 14,000 feet of potable water main to replace the existing AC pipe along the streets listed below: • Dover Road • Dover Circle • Evergreen Ave • Beacon Street • Church Road • Franklin Road • Division Street • Daly Road • Leigh Road • Maple Ave • Elm Ave • Oak Ave • Cedar Ave • Seabrook Road from Tequesta Drive to Franklin Road • Venus Ave from Tequesta Drive to Division Street WORK AUTHORIZATION NO. HCE-U22.01 1 of 6 Page 427 of 433 Agenda Item #24. 0 Mars Ave 0 Saturn Ave 9 Fiesta Ave The existing AC pipe was installed in the 1950's and 1960's and has reached the end of its useful life. Replacing the AC pipe will reduce the risk of failure and increase the resiliency of the Village's potable water distribution system. Included in the design will be the replacement of water services from the new water mains to the existing water meters, new fire hydrants, and the grout ing/abandonment of the existing AC pipe after the new water mains are placed into service. 11. SCOPE OF SERVIC The following is a description of the services to be provided under this Work Authorization. TASK 1 — SITE INVESTIGATION AND SURVEYING SERVICES Subtask 1.1 Utility Locates Under this subtask the CONSULTANT will provide utility locating services for key existing buried utilities along the 1 utilizing ground penetrating radar to ti 1 watermain route, Locates w'11 be performed ut'l' ' obtain depth, diameter, and material information for the existing buried utilities to identify potential design conflicts and aid in the protection of these existing facilities during construction. These underground utility markings will be captured by the sun7eyor under Subtask 1.2 and depicted on the survey and design drawings. Subtask 1.2 Topographic Survey Under this task, CONSULTANT will obtain a topographic survey from right-of-way to right-of-way along the water main routes listed in the project description. The survey will depict the horizontal location and vertical location of facilities and surface features and an AutoCAD version of the survey will be provided along with one (1) signed and sealed hard copy. The survey will also depict the markings provided by the underground locator in Subtask 1.1. TASK 2 — DESIGN SERVICES CONSULTANT will vt'sit the project site and review existing record drawing information for utilities in the project limits and GIS information to determine the optimal route for the new water mains in consideration of the locations of existing- utilities, landscaping, and water meters. CONSULTANT will coordinate a project kick-off meeting to discuss the proposed pipe alignment and other critical design aspects. CONSULTANT will summarize the decisions made in meeting minutes. CONSULTANT shall prepare construction drawings for the rcptacement of approximately fourteen thousand (14,000') linear feet of existing AC water main in the road rights -of -way, including connection to the existing water meters and installation of new fire hydrants. The existing AC pipes range in size from four (4" inch to ten (10"") inch in diameter. Proposed water mains shall be minimum of six (6"') inch in diameter and new main sizes will be determined by the VILLAGE based on hydraulic mod tin performed by the VILLAGE or the VILLAGE's other subconsultants. All existing pipes to be replaced will be abandoned and grouted in place, if feasible. WORK AUTHORIZATION NO. HCE-U22.01 2 of 6 Page 428 of 433 Agenda Item #24. The water main improvements installed via open -cut methods will be shown in plan view only. Water mains to be installed via horizontal directional drill will be depleted in plan and profile views. Conflicts with existing utilitics will be addressed on the plan views with conflict box callouts showing the proposed pipes and existing utilities identifying separation distances and elevations. CONSULTANT shall provide drawings at the 30%, 60%, 90% and 100% design milestones for VILLAGE review and comment and technical specifications for VILLAGE review and comment at the 30%, 60%, and 90% design milestones. Technical specifications will be based on the CSI 16 division format. The front-end contract documents provided by the VILLAGE will be incorporated into the Contract Documents by the CONSULTANT. CONSULTANT shall also prepare engineer's opinion of probable cost of construction at the 30%, 60%1 90% and 100% design milestones. A blank and completed bid form will be prepared and submitted to the VILLAGE for their insertion into the VILLAGE's front-end bidding and contract documents. Following the 30%, 60% and 90% submittal review by the VILLAGE, CONSULTANT shall meet with VILLAGE to discuss comments, and they. prepare the documents incorporating VILLAGE'S comments for the next submittal. TASK 3 — PERMITTING SERVICES Subtask 3.1 Health Department Permit Application CONSULTANT shall prepare permit applications for construction of the project and submit to the following agencies: Palm Beach County Health Department (PBCHD) Perinit fees will be paid by the VILLAGE. Subtask 3.2 Agency Coordination and RAI Response CONSULTANT will coordinate with the permitting agency (PBCHD) during the review process on a regular basis in an effort to keep the project on schedule and respond to their review comments. I ICE. will respond to Requests for Additional Information (RAI ) during the permitting process. It is anticipated that no more than one (1) RAI will be issued. TASK 4 — SRF FUNDING ASSISTANCE Subtask 4.1 Prepare and Submit Request for Inclusion, Packages CONSULTANT shall prepare and submit one Request for Inclusion (RFI) packages and Supporting documentation to the FDEP. One "Requests for Inclusion on the Priority.List for Drinking Water Facilities" (DEP Fort 62-252.900(l)) and supporting documentation will be submitted to the Drinking Water SIF program. There will be one construction loan request for this project. WORK AUTHORIZATION NO. HCE-U22.01 of 6 Page 429 of 433 Agenda Item #24. Subtask 4.2 Prepare and Submit Water Facilities Plan, CONSULTANT shall include this project in the Water Facilities Plan being prepared under a separate Work Authorization (HCE WA#2). Subtask 4.3 Loan Application and Agreement Package Assistance 1W W CONSULTANT shall assist the VILLAGE with the preparationT submission, and coordination of the loan application and loan agreement package for the SRF Drinking Water Facilities Loan Application (DEP Fonn 62-552.900(2). Subtask 4.4 Assistance with SRF Compliance Components of Construction Contract Documents CONSULTANT shall assist with SRF bid and construction contract documents for the proJect. 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, FIEF Supplementary Conditions, and Davis Bacon wage rates. 111.1 DELIVERAB Task I - Deliverables: 1. Information obtained from underground utility locating will be depicted on the survey deliverable provided under Subtask 1.3. 2. One (I) signed and sealed PDF copy of Topographic Survey will be provided. Task 2 - Deliverables 1. One (1) PDF copy of the 30% plans and specifications (TOC only) and 30% cost estimate. 2. One (1) PT F copy of the 60% plans and specifications and 60% cost estimate. 3. One (1) PDF copy of the 90% plans and specifications and 90% cost estimate. 4. One (1) signed and sealed PT F copy and one (1) signed and sealed hard copy of the final (100%) plans and specifications and final cost estimate. 5. Electronic copies of all meeting agendas and minutes. Task 3 - Deliverables, 1. PDF copy of the fully executed permit application package. 2. PDF copy of each permit received. WORK AUTHORIZATION N. HCE-U22.01 4 of 6 Page 430 of 433 Agenda Item #24. Task 4 Deliverables: 1. Minutes distributed to all attendecs of the kick-off meeting. 2. Written list of data needs to complete the SRF documentation. 3. FIEF copy of each completed SRF Request for Inclusion (RFI) package and supporting documentation submittcd to the FDEP. 4. One (1) hard copy and one (1) ICI F copy of the completed Water Facilities Plan. 5. PDF copy of minutes ftorn the public meeting. 6. FIEF 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. 7. FIEF copy of all required SRF bid and construction contract documents required. 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 I. Table 1 Schedule Cumulative'l'ime Time to Complete to Complete (Calendar Da (Calendar D Activity 1.1. Subsurface Utility Locating 21 days from NTP 21 days 1.2. Surveying Services 60 81 2. Design Services 30% Design Submittal 45 days from receipt of survey 126 60 % Design Submittal 60 days from receipt of comments on V 193 the 30% submittal 90% Design Submittal 60 days from receipt of comments on 260 60% submittal 100% Dcsign Submittal 21 days fron-1 receipt of comments on 288 90% submittal 3. Permitting Applications submitted with 90% 260 plans 4. SRF Funding Assistance Request for Inclusion Submittal 30 days after kickoff meeting Loan Application Submittal 30 days after approval from FDEP The schedule is based upon conducting a review meeting within 7 calendar days after the Village receives the design submittal. All review comments shall be provided to Consultant within 7 calendar days after the Village receives the submittal. An adjustment to the overall schedule will WORK AUTHORIZATION NO. HCE-U22.01 5 of 6 Page 431 of 433 Agenda Item #24. I be required in the event the review meeting takes totiger to be conducted and..."or obtaining comments takes longer to receive. Schedule assumes permits will be issued within 60 days. V. COMPENSATION AND PAYMENT The CONSULTANT will perform the tasks as outlined in the scope of services for Lump Sum Fee of $167,320 in accordance with our approved billing rates with an estimate of costs by task provided in Table 2. Monthly progress payments will be authorized based on percent complete as determined by CONSULTANT and approved by VILLAGE. Table 2 Budget Summary Description Total 1. Site Investigation and Surveying $645235 2, Design Services $941815 3. Permitting S 1, 0 4. SRF Funding Assistance $6,640 TOTAL $167,320 I. ASSUMPTIONS 1. All permit fees will be paid by the VILLAGE. 2. The new water main sizes will be determined by the VILLAGE. No hydraulic modeling or fire -flow modeling is included in this proposal. I. AGREEMENT REFERENCE The work authorized under this Work Authorization shall be perfonned 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 ( 6C. CONSULTANTI I Compensation shall not exceed the hourly rates currently in effect under this Agreement. HOOT Z CONSULTING was Print Name: Title: VILLAGE OF TEQUESTA 0 Date.- WORK AUTHORIZATION NO. HE-U22.01 6 of 6 Page 432 of 433 =0 O � C: U C6 (6 Q C6 Pag 433 c