HomeMy WebLinkAboutDocumentation_Regular_Tab 21_4/13/2023Agenda Item #21 0
Regular Council
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STAFF MEMO
Meeting: Regular Council - Apr 13 2023
Staff Contact: Marjorie Craig, Utilities Director Department: Utilities
I
Consider Approval of Kimley-Horn and Associates, Inc., Work Authorization and Budget Reallocation/
Amendment for the County Line Road Bridge Water Main Relocation Project for Engineering and
Permitting Services at a Cost of $110,450
I
SUMMARY,6.d
The Village of Tequesta Utilities Department (UD or Utilities) recommends approval of a work authorization to
Kimley-Horn and Associates, Inc., (Kimley-Horn), for engineering and permitting to relocate two existing Village
of Tequesta water mains currently on the existing bridge on SE County Line Road. Martin County (County) plans
to replace the bridge and the water pipes which must be relocated before the County starts construction,
estimated to commence in the fourth quarter of this calendar year. The County design plans and permitting are
currently underway. However, the County has indicated that they are pursuing grant funding for the project which
could delay project commencement.
UD has an existing 12-inch untreated groundwater pipe (raw water pipe) and an 8-inch treated drinking water
pipe (potable water main) attached to the south side of the existing bridge, on SE County Line Road between
Girl Scout Road and Ridgeview Drive. The design includes co -locating both pipes in a horizontal directional bore
(bore) under the river prior to bridge construction. As a part of the design, permits must be obtained from the
Florida Department of Environmental Protection (FDEP) (three), the US Army Corps of Engineers, and the
County. The work authorization from Kimley-Horn includes design, permitting, and subsurface survey with test
holes. Bidding assistance and construction services will be secured at a later date. The Village must also receive
approval to allow the bore to be within a small portion of two conservation easements or acquire two small
easements, due to the tight spacing and location requirements of fitting in the bore in such tight spacing within
the new bridge specifications. After recent discussions with Martin County, the easements appear to be
conservation easements owned by the County but the Village will discuss the project with nearby homeowners.
The bore is deep and is not anticipated to interfere with the conservation easement.
The engineering services originally budgeted for this project for FY23 was $30,000. The actual proposal cost for
engineering and permitting services came in at $110,450, which is a difference of $80,450. The original estimate
of $30,000 for design did not include permitting and was significantly underestimated. It is understood that the
cost was at least partially based on costs from several years ago and construction costs partly based on a
directional bore contract held by another utility, no longer in use. Bidding assistance and construction
administration was not included in the original engineering estimate or the current scope. As mentioned, bidding
and construction services will be brought to Council at a later date and are estimated to be approximately
$66,000, billed on an hourly basis.
The plan to cover the budget shortfall for this project at this time is to amend the budget line item for one of the
projects (Capital Outlay 401-411-663.632 Architect & Engineering) by reallocating budgeted funds for the
"Surficial Well Replacement Well #20," project as shown in the attached budget summary table. This project will
be deferred until next year. By approving this agenda item, the Council is also approving an allocation
amendment to this account in the budget which will be brought to the May Council meeting during the mid -year
budget presentation and amendments/ requests.
Page 316 of 556
Agenda Item #21 0
BACKGROUND INFORMATION:
The Village was originally going to partner with the Loxahatchee River Environmental District (LRD) for design
and construction. Note that the design for each utilities' pipes are on the opposite sides of the bridge and the
directional bore of the two utilities' pipes could never be co -located. In subsequent discussions with Martin
County, they were agreeable to the Village partnering with the County on the design and construction, which
was preferable to the Village because the water pipes could be rehung on the bridge after reconstruction, rather
than installed into a directional bore under the bridge.
This path proceeded until the County decided to apply for a permit exemption from the Army Corps, as a long
shot, without advising the Village. When the County found out that they were granted a 66 permit exemption" from
the Army Corps in February, they then advised us that we were on our own. At that point, the Village approached
LRD to reinstitute the original arrangement with LRD. LRD is amenable to collaborating on the construction part
of the project as long as the Village is not holding them up and advised us that the permits for the LRD project
had just been submitted. Kimley Horn was able to turn the permitting around and submit our permits one week
later than were LRD's for review, which is essentially on track with LRD. The Village remains committed to
working towards collaborating with LRD on the construction portion, timing permitting.
Attached is a Capital Outlay budget summary table for 401-411-663.632 — Architect & Engineering and the work
authorization, signed by Kimley-Horn.
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.
PROJECT NAME: County Line BUDGET: $30,000 ENCUMBERED: $0.00
Road Bridge WM & RWM
Relocations
Proposed: Projected Remaining:
$110;450 ($80�450)
PROJECTED TOTAL: $110,450
23-0403.Budget Table.Architect & Engineering 401-411-633.632
23.0404 KM Scope County Line Road
Page 317 of 556
Agenda Item #21 0
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Page 318 of 556
Agenda Item #21 0
VILLAGE OF TEQUESTA
ENGINEERING SERVICES WORK AUTHORIZATION
COUNTY LINE ROAD UTILITY RELOCATIONS
This Work Authorization authorizes Kimley-Horn and Associates, Inc. to perform work set forth
herein and is issued pursuant to The Professional Engineering Services Agreement between
the Village of Tequesta ("Client" or "Village") and Kimley-Horn and Associates, Inc. ("Kimley-
Horn 31 or "Consultant"), dated May 12, 2016 ("Agreement"). All terms and conditions of said
Agreement are hereby incorporated and made part of this Work Authorization.
PROJECT UNDERSTANDING
Martin County Public Works Department has notified the Village that the S.E. County Line Road
Bridge, located between Girl Scout Road and Ridgeview Drive, is being planned to be replaced.
The bridge design plans are currently being prepared. The County's tentative schedule for
commencement of bridge construction during the 4 th Quarter of 2023. The Village currently
maintains a 12-inch raw water main and an 8-inch potable water main that is attached to the
bridge on the south side. The Village desires to replace both mains with a new horizontal
directional drill under the river prior to bridge construction.
This work authorization will be for the development of design plans, permitting services, bidding
assistance and limited construction administration/inspection services. The scope of services
noted below address services to be performed by the Engineer. The project will consist of eight
(8) sheets as outlined below.
• C-1 Title Sheet
• C-2 General Notes
• C-3 Key Map
• C-4 — C-6 WM and RWM Relocation Plan (Ili = 20')
• C-7 Directional Drill Plan and Profile Sheet
• D-1 — D-2 Detail Sheets
SCOPE
Kimley-Horn will perform the following services:
Task 1 Data Collection/Field Investigation
Task 1 .1 Subsurface Survey
Kimley-Horn will utilize Infra Map Corp., to perform up to five (5) soft dig utility test holes, at
locations determined by the Engineer, mainly concentrated around the proposed points of
connections.
Task 1.1 Delliverables
0 Subsurface Survey Report (Findings with Exhibits in PDF format)
1 of 5
Page 319 of 556
Agenda Item #21 0
Task 2 Design Services (Bore Schematic, 90% and Final Submit
Task 2.1, Bore Schematic
The Engineer will It walk" the proposed route to confirm constructability issues to be discussed
with the Village. The Bore Schematic shall address the requirements of the project and will
outline the bore profile to be used in the development of the design plans. The intent of the Bore
Schematic is to acquire Village acceptance of the new utility alignment and bore depth for use in
the permit submittal packages to the USACE and for the FDEP ERP permit.
Task 2.2, 90% Plans
Upon acceptance of the Bore Schematic by the Village, Kimley-Horn will commence with the
90% design plans incorporating Village comments from the Bore Schematic review and
developing the plans to a level that if no comments are made, that the plans would be sufficient
for signing and sealing for issuance into the permitting agencies (FDEP General and Specific
permits, and Martin County RNV permit) noted in Task 3 below. Kimley-Horn will provide an
updated opinion of probable construction cost and technical specifications with the 90%
submittal.
Task 2.3, Final Plans
Upon acceptance of the 90% design by the Village, Kimley-Horn will finalize the plans and
technical specifications (including insertion of Village provided upfront documents) for a
complete set of documents to be used for bidding and construction.
The drawings will be based on AutoCAD (2022) Civil 3D base files. The drawings will depict the
proposed utility relocation work in plan and profile view at a 1 1) = 20'scale, depicted in a single
plan/profile view per sheet. Technical specifications will be developed based on Village Design
Standards.
Task 2.1 thru 2.3 Delliverables
0 Bore Schematic
0 90% and Final Plans (PDF and AutoCAD format)
0 Opinion of Probable Construction Cost (PDF and Excel format)
0 Technical Specifications (PDF and Word format)
a
Task 3 Permittinn Services
Kimley-Horn will prepare permit support documents and submit accordingly to the following
regulatory agencies and will provide assistance in addressing a reasonable set of questions
from the permitting agency in order to move forward with permit application submittals. Note that
for the FDEP ERP and USACE permits, Kimley-Horn will prepare the applications and
supporting documents, using the Bore Schematic plan, upon notification/issuance of a Purchase
Order by the Village and will make the submittals within 10 days. The other applications will
require 90% design plans for those submittals.
0 Martin County Engineering Department, "Right -of Way Use" Permit Application
2 of 5
Page 320 of 556
Agenda Item #21 0
FDEP "Notice of Intent to Use an Environmental Resource General Permit", DEP Form
62-330.402(l).
Army Corp of Engineers (USACE) "Application for Department of the Army Permit",
USACE Form OMB No. 0710-0003.
FDEP "Notice of Intent to use General Permit for Construction of Water Main Extensions
for PWSU I DEP Form 62-555.900(7).
FDEP "Application for a Specific Permit to Construct PWS Components", DEP Form 62-
555.900(1)1
Task 3 Delliverables
• Copies of permit applications (PDF format)
• FDEP Correspondence/Emails
• Responses to FDEP Requests for Additional Information
• Permits received
Task 4 Martin County Public Works Coordination
Kimley-Horn will coordinate the design plans prepared above with Martin County and their
bridge consultant to address the raw water and water main drill location with the proposed
bridge demolition work, and future bridge construction. This task will be limited to two (2)
meetings with the Village and County.
Task 4 Delliverables.
• Copies of meeting minutes
• Design plans received by County or their consultant
Task 5 Proiect Manaaement
Project management includes activities related to initiating, planning, executing, controlling, and
closing the Project. The Consultant will perform a technical review of deliverables, in accordance
with standards, prior to transmitting them to the Client. Under this Task, the Consultant will be
responsible for overall coordination and oversight of the project execution. The task includes
monthly invoicing, project financials, enter subcontracts, and start the Project within 7 calendar
days upon receiving the Notice to Proceed, along with coordinating the project progress meetings
throughout the duration of the project.
ADDITIONAL SERVICES
Any services not specifically provided for in the above scope, as well as any changes in the
scope requested by the Village, will be considered additional services to this Work Authorization
and will be performed based on subsequent Work Authorizations approved prior to performance
of the additional services.
INFORMATION AND SERVICES PROVIDED BY THE VILLAGE
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.
• Record drawing information
• Assistance during construction to supplement the Kimley-Horn inspector
3 of 5
Page 321 of 556
Agenda Item #21 0
ASSUMPTIONS
The Engineer has made the following assumptions in the development of this scope of services:
1. The Village will pay for all permit related fees.
2. The project does not require any environmental related work along the proposed utility
route.
3. FDEP and the ACOE will not require a legal description and sketch of the proposed river
crossings.
4. The Village will be responsible for any easements required on private property.
SCHEDULE
The term of the contract is for approximately seven (7) months from the issuance date of the
Purchase Order. Unless indicated otherwise, Kimley-Horn shall commence work within ten (10)
days after receiving the fully executed contract/Purchase Order.
Task Name
Duration
Task 1.1 Subsurface Survey
45
Task 2.1 Bore Schematic
_Ppys
20 Days
Task 2.2 90% Plans
25 Days
Task 2.3 Final Plans
25 Days
Task 3 Permitting Services
- FDEP ERP and USACE
Submit 30 days after contract approval
- FDEP Water
45 Days
- FDEP RWM
45 Days
- MC R/W
60 Days
Task 4 Martin County Public Works Coordination
Occurs during Task 2 work
Task 5 PrqjE�ct... Management
Ongoing
The total amount to be paid by the Village to Kimley-Horn for Scope of Services Tasks 1 thru 5
is a lurnp sum Of..---$-1 1 0.1,450.00.
Task Name
Lump Sum Fee Amount
WM/RWM Relocation
-
Task 1.1 Subsurface Survey
$41900.00
Task 2.1 Bore Schematic
$121600.00
Task 2.2 90% Plans
$30)950.00
Task 2.3 Final Plans
$121100.00
Task 3 Perm ittip_g_.Se.rvices
$32)200.00
Task 4 Martin County Public Works Coordination
$3)100.00
Task 5 Project Management
$141600.00
4 of 5
Page 322 of 556
Agenda Item #21.
Accepted by:
(For County Line Road Utility Relocations)
Village of Tequesta Kirnley-Horn and Associates, Inc.
Molly Young Jason . Lee, P.E.,
Mayor Vice President
Date- Date: y J o J 3,
5 of 5
Page 323 of 556