HomeMy WebLinkAboutDocumentation_Regular_Tab 22_6/9/2022Agenda Item #22.
Regular Council
STAFF MEMO
Meeting: Regular Council - Jun 09 2022
Staff Contact: Matthew Hammond, Utilities Department: Utilities
Director
Approve Work Authorization CM STW22.03 — El Portal Stormwater Improvements —Chen Moore &
Associates
{
Through a detailed road condition assessment the Village Public Works Department has prepared a
20-year Road Assessment Map categorizing the Village -owned roads into five areas based on condition
and need. As a part of the American Rescue Plan Act (ARPA) funding received by the Village,
continuation of the repaving efforts of the highest priority areas (Area 1) is planned in Fiscal Year 2023.
El Portal Drive is one of the roads prioritized as Area 1. To adequately address the road deficiencies
on El Portal Drive stormwater improvements are needed to correct localized ponding that regularly
occurs on this segment.
To be prepared to move forward with the road and stormwater improvements on El Portal Drive in
Fiscal Year 2023, the design and permitting effort is proposed to be started this summer. Staff
recommends the professional engineering services for this project be completed by Chen Moore &
Associates, one of the Village's on -board engineering consultants. The proposed Work Authorization
CM STW22.03, in the amount of $38,565.00.
Funding for this project will be allocated from the existing ARPA funding received by the Village.
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: N/A AVAILABLE AMOUNT: N/A EXPENDITURE AMOUNT:
$38,565.00
Additional Budgetary Information: Funding Source(s):
A budget amendment allocating the funding for Stormwater Enterprise Fund
this project is presented for approval as a
separate agenda item.
Approve Work Authorization CM STW22.03 — El Portal Stormwater Improvements with Chen Moore &
Associates in the amount of $38,565.00.
Page 549 of 565
Agenda Item #22.
Proposed Work Authorization CM STW22.03 - El Portal Stormwater Improvements - Chen Moore.ada
Page 550 of 565
Agenda Item #22.
DATE:
VILLAGE OF TEQUESTA
CONSULTING SERVICES WORK AUTHORIZATION
VILLAGE RFQ. NO.: UTIL 06-20
WORK AUTHORIZATION NO. CM STW22.03 FOR CONSULTING SERVICES
PROJECT No.
G/L CODE: 403-411-663.663-90003
CHEN-MOORE PROJECT NO.: 492.003
PROJECT TITLE: E1 Portal Stormwater Improvements
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"), Chen -Moore & Associates ("CONSULTANT"), and Ritzel-Mason, Inc.,
and Lidberg Land Surveying, Inc. (SUB CONSULTANTS) hereafter referred to as the Agreement.
I. PROJECT DESCRIPTION
The CONSULTANT and SUBCONSULTANT, shall provide professional engineering assistance
with the design of drainage improvements for E1 Portal Drive, between Fairview W and Country Club
Drive.
The proposed improvements are to re -grade the existing swale area to provide more storage and to
install a series of catch basins interconnected by a pipe network that connects to the nearest
stormwater inlet.
The scope of services shall be comprised of the following tasks:
TASK 1 —
Data Collection
TASK 2 —
Design Services
TASK 3 —
Permitting
TASK 4 —
Bid and Award Services
II. SCOPE OF SERVICES
The following is a description of the services to be provided under this Task Order.
WORK AUTHORIZATION NO. CM STW22.03 1 of 4
Page 551 of 565
Agenda Item #22.
TASK 1— Data Collection
CMA will review available as -built records, field photographs, perform a site visit, and review other
available records to determine the best approach to re -grade the existing swale and install the
stormwater inlets. CMA will submit a Sunshine One Call design ticket to determine the presence of
underground utilities that may conflict with the proposed improvements. CMA's sub -consultant
(RITZEL-MASON) will perform subsurface utility engineering (SUE) services "soft digs" within the
project limits to determine utility locations and verify vertical and horizontal position of existing
utilities. CMA's sub -consultant Lidberg Land Surveying, Inc. (LIDBERG) will perform a property
and topographic survey of the project limits. CMA will provide a short technical memorandum
documenting the findings of the data collection. An online meeting will be held to review the findings
and discuss issues or concerns.
TASK 2 — Design Services
Based on the collected data, CMA will prepare the following design documents:
2.1 90% Design Plans
Once the Data Collection is complete, CMA will prepare 90% design plans and Opinion of Probable
Cost. It is assumed that for locations where new stormwater infrastructure is proposed, 90% design
plans will include plan and profile views on each sheet. The proposed improvements for the corridor
will include new sidewalk and updated grading profile for the roadway. For locations where
improvements are limited to swale rehabilitation, only the plan view will be shown. Below is a
description of the sheets included with the 90% submittal:
-COVER (One Sheet)
-GENERAL NOTES (One Sheet)
-KEY SHEET (One Sheet)
-PAVING, GRADING AND DRAINAGE PLAN AND PROFILE (Three Sheets)
-DETAILS (One Sheet)
An online meeting will be held to review the plan and discuss issues or concerns.
2.2 100% Design Plans
Once Village Staff has reviewed the 90% submittal, CMA will prepare 100% Design Plans
incorporating the Village review comments, and an updated Opinion of Probable Cost. Below is a
description of the proposed sheets for the final submittal.
-COVER
-GENERAL NOTES
-KEY SHEET
-PAVING, GRADING AND DRAINAGE PLAN AND PROFILE
-DETAILS
TASK 3- SFWMD ERP Letter Modification
An Environmental Resources Permit (ERP) letter modification of existing permit 50-00682-5 will be
WORK AUTHORIZATION NO. CM STW22.03 2 of 4
Page 552 of 565
Agenda Item #22.
filed with the South Florida Water Management District (SFWMD). It is assumed that one (1) Request
for Additional Information (RAI) letter will be responded to in the process of procuring the permit. If
the RAI letter from SFWMD requires detailed hydrologic and hydraulic modeling and analysis of the
larger stormwater management system beyond the limits of the proposed drainage improvements an
additional effort as described in Task 3A below will be engaged.
(OPTIONAL) TASK 3A -SFWMD Detailed ERP Modification
If the SFWMD requires a detailed hydrologic and hydraulic model of the proposed system to modify
the existing permit for the larger area, a detailed ERP modification will be prepared with the results
of an exiting and proposed condition model included. It is assumed that one (1) Request for Additional
Information (RAI) letter will be responded to in the process of procuring the permit.
TASK 4 — Bid and Award Services
CMA will perform, as required by Village staff, the following services during the bidding and
negotiation phase of the project:
a. Respond to questions bidders may have concerning the bid documents
b. Conduct pre -bid meeting and issue meeting minutes to all plan holders
c. Issue addenda as necessary to clarify the bid documents
d. Attend bid opening and prepare pre -bid tabulation form
e. Evaluate bids and prepare recommendation of award.
III. SCHEDULE
The Project will begin immediately after SUBCONSULTANT receives a written Notice -to -Proceed
(NTP) and an executed AGREEMENT from CONSULTANT. SUBCONSULTANT will coordinate
the Project schedule with VILLAGE and CONSULTANT but assumes the work will be complete
within 180 calendar days of receiving the written NTP.
TABLE 1
MILESTONE DATES RELATIVE TO NTP
Milestone
Weeks After
Receiving NTP
Task 1
6
Task 2
10
Task 3
6
Task 4
Based on
Procurement Needs
IV. COMPENSATION AND PAYMENT
CONSULTANT and SUBCONSULTANT proposes to complete the Scope of Service described
herein on a lump -sum basis for a not -to -exceed fee of $75,084. Table 1 summarizes
CONSULTANT's and SUBCONSULTANT's total not -to -exceed fee and breakdown of fees by task.
WORK AUTHORIZATION NO. CM STW22.03 3 of 4
Page 553 of 565
Agenda Item #22.
TABLE 1
SUMMARY OF ENGINEERING FEE
Task
Fee
Task 1 —
Data Collection
$14,235.00
Task 2 —
Design Services
$101780.00
Task 3 —
SFWMD ERP Letter Modification
$ 213 90.00
Task 4 —
Bid and Award Services
$2A90.00
Total Not -to -Exceed Fee
$ 389565.00
IV. EXCLUSIONS
The services outlined below are not included as part of the scope of work, although additional service
agreements can be executed to assist the Village with these services if necessary:
1). Design of any improvements south of the southern right-of-way line of El Portal Drive,
north of the northern right-of-way line of El Portal Drive, west of the eastern right-of-way line
of Fairview W and east of the western right-of-way line of Country Club Drive.
2). Designing the replacement or modification of any existing underground utilities.
3). Permitting of any existing facilities beyond the limits of the proposed improvements.
4). Engineering services during construction or construction administration.
V. 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 Chen -Moore & Associates ("CONSULTANT").
Compensation shall not exceed the hourly rates currently in effect under this Agreement.
CHEN-MOORE & ASSOCIATES
WE
Print Name:
Title:
VILLAGE OF TEQUESTA
WE
Date:
WORK AUTHORIZATION NO. CM STW22.03
4 of 4
Page 554 of 565