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HomeMy WebLinkAboutDocumentation_Regular_Tab 8D_9/15/1988 Y1174 I ° VILLAGE OF TEQUESTA +• �` Post Office Box 3273 • 357 Tequesta Drive • ;,.��; � Tequesta, Florida 33469-0273 • (407) 746-7457 MEMORANDUM: TO: Village Council FROM: Thomas G. Bradford, Village Manager DATE: September 9, 1988 SUBJECT: Cypress Drive Drainage Project; Request for Payment of Additional Engineering Expenses Attached, please find information regarding the above referenced. Tequesta, Jupiter and Palm Beach County entered the Inter-Local Agreement for Cypress Drive Drainage Study on July 28, 1987. The Agreement estimated costs for the study to be $9,800 plus or minus 10%. The attached documentation shows that the scope of the study changed greatly. Actual study costs are approximately $29,000. The Village budgeted $14, 200 for the project for this current fiscal year. No funds have been expended. Should Council approve the additional cost, Village cost will be approximately $11, 600 which is less than the budgeted allocation. Palm Beach County has approved the additional costs. I recommend the same. TGB/mk Attachment VILLAGE OF TEOUESTA PROPOSED-CAPITAL IMPROVEMENT PROGRAM GENERAL GOVERNMENT k�X8;8 li FY89 FY91 GEN. GOVT. 9 FY90 FY92 Village Hall Exp. $ 70, 000 $ ---- PUBLIC WORKS Dover-Elm Drainage 49, 000 Tequesta C. C. Drainage 20. 000 Tequesta Dr. Imp. 578, 000_ ;PYprewDr ss D=a.i,n4ge": '' F14. 2. U. S. rM Pa 1 ms =.. �.D i 230. 000 000 Teq. Dr. & Riverside Curbing 11, 500 Teq. Dr. Sign & Landscape 29, 000 Sian-C707 U. S. 1 Medians 10, 000 C. Club Dr. Paving 25. 000 Tequesta Dr. Paving 66. 000 Dover Ditch Seawall 46. 000 Sub-Total Public Works 677, 200 120, 000 305, 500 112, 000 --- 120, 000 RECREATION Teq. Dr. Bike Path I ' ( Seabrook-Bridge) Teq. Dr. Bike Path 28, 700 < Bridge-C. Club` Dr. ) + Tennis Court Resurface 25, 000 Tequesta Park Paving 12, 000 Tequesta Park Lighting 121,000 Sub-Total Recreation 2 -) 12.000 53. 700 121. 000 1 TOTAL - 6 747. 200 $ 317. 500 $165 07 0 $12 01 00 6120. 000 -34- • Hutcheon Engineers 4431 Embarcadero Drive,West Palm Beach,FL 33407.(305)845-0666 a division of IOmley-Horn and Associates,Inc. West Palm Beach.Palm City tp September 1, 1988 ' Mr. Tom Bradford SFp FSj4 Village of Tequesta �, 9 61 357 Tequesta Drive M,�1,666' r98 Tequesta, Florida 33469 OFRS �O RE: Conceptual Drainage Study For Cypress Drive 82-1079-01 Dear Tom: Some weeks ago you and Jim Davis discussed our June 16 memo regarding changes in scope on the Cypress Drive Conceptual Drainage Study. As a result of that conversation, we sent you additional background information on the matter. We recently received a letter from Palm Beach County, a copy of which is attached, acknowledging the increased scope of this project and agreeing to the additional cost. Please review this matter at your earliest convenience and if additional information is needed, or meeting is in order, please do not hesitate to call. Sincerely, HUTCHEON ENGINEERSEE 40,4df John E. Potts JEP/jy Enclosure cc: Jim Davis w/encl . - - George Webb Charlie Rich Greg Burns/File Building client relationships since 1967 y if A. oon Administrate Roberts., Chair Jan Winters ,arol J. Elmriuist, Vice Chairman Karen T. Marcus Department of Engineerin ` Dorothy Wilken VA $� and Public Works Jim Watt y— ��`9 H. F. Kahlert a� � �` % County Engineer • pOU��.� 68%4 ?p August 29, 1988 RECEIVED Hutcheon Engineers pm i� 1 IF FA 4431 Embarcadero Drive KIML Y-HORN & ASSOC., INC. West Palm Beach, Florida 33407 Wg51 PAIN REACH. FLORIDA Attention: Mr. hn Potts, P.E. SUBJECT: O DIXIE HIGHWAY S.R. 811 TO COUNTY LINE ROAD PROJECT NO. 87541 Dear Mr. Potts: This letter is in response to your communication of June 16, 1988. This office finds the additional engineering costs for the Cypress Drive Drainage Study acceptable and is willing to pay our fair share of those costs. We would hope that both the Town of Jupiter and the Village of Tequesta are in agreement so that each of our projects can move forward. Sincerely, e T Georg . Webb, P.E. , Deputy County Engineer cw, GTW:CWR:rc cc: Charles Rich, P.B. ,/Roadway Production • "An Equal Opportunity _ Affirmative Action Employer" BOX 2429 WEST PALM BEACH, FLORIDA 33402-2429 (407)684-4000 Hutcheon Engineers 4431 Embarcadero Drive,West Palm Beach,FL 33407•(305)845-0666 a division of KJmi.yHom and Assodalss,Inc. West Palm Beach,Para City June 16, 1988 VILLAGE OF TEQUESTA 9 MEMO JUN 2 3 11no�>- V�LLA�� l0 TO: Jim Davis h1r1�v ;t►�'S OFRCE FROM: John E. Potts • RE: Town of Jupiter, Budget Increase For Cypress Drive Drainage Study 82-1079-00 Our efforts to date on this project have significantly exceeded the budget. At this point, the work has been accomplished and a conceptual permit application submitted to SFWMD. Billings have not been in excess of the budget amount due to the lag in our billing process. Our efforts up to submission of the conceptual permit application are approximately $29,000 as compared to the original authorization of $10,450. There follows a summary of events which caused our increased efforts and therefore higher costs on this project. A meeting was held on April 22 with the entities involved on this project during which it was determined that a viable conceptual approach had been developed to this long standing drainage problem. This conceptual approach was not reached easily as SFWMD imposed strict water quality requirements on the project, the project area increased by approximately 20% at that time after we were well into conceptual design, and the project turned out to be insidiously complex. We feel it took a great deal of effort, imagination, and ingenuity to develop a conceptual plan which did not require purchase. of low lying property and demolition of existing buildings to serve as retention areas. The increase in project area was outlined in my May 13, 1987 memo, a copy of which is attached. It was also determined during that meeting that topographic information would be needed in portions of Jupiter and Tequesta. This topographic information was subsequently aquired by this office and Gee b Jenson. We were also asked to consider eliminating use of the existing perforated pipes in Tequesta Drive and Old Dixie since the Village of Tequesta considered them a maintenance liability. Additionally, we were asked to consider installing additional pipes beneath the Railroad so as to allow Rinker to be the sole user of the existing Building client relationships since 1967 Hutcheon Engineers MEMO TO: Jim Davis June 16, 1988 Page 2 24" pipe beneath the Railroad. This particular pipe represents a maintenance liability due to the type of runoff coming from the Rinker facility. Palm Beach County requested that we lower predicted flood elevations so as to keep two lanes of Old Dixie Highway open during the 25 year, 3 day event. All of these modifications required significant refinement of the conceptual design. Subsequent to that meeting and after the conceptual design had been revised, Tequesta requested that additional areas be included in the drainage basin. We investigated the matter and found that they could be included and again revised the conceptual design. Shortly before the conceptual design was to be submitted to SFWMD, Will Stewart of Gee & Jenson indicated he had convinced SFWMD to revisit their earlier decision that no new outfall be opened up into the Loxahatchee. River. This concept was pursued and 'is reflected in the final conceptual design. As indicated in that package, this concept will reduce the overall project cost by approximately $137,000. Subsequent to those meetings, Mr. Stewart requested further expansion of the drainage area to include some areas within Tequesta which are currently landlocked from an outfall . This again required revision of the conceptual design. During all of the revisions to the conceptual design, we made significant refinements in the calculations and found that all detention/retention requirements for water quality could be met within the proposed ditch. This eliminated the need to utilize the existing perforated pipe in Tequesta and Old Dixie. It also eliminated the need for Old Dixie Highway improvements to construct the perforated pipe currently included in those plans. These refinements addressed concerns by the Village of Tequesta and also reduces the projected construction costs of Old Dixie. This was accomplished even while the project area increased from its original 43 acres to 97 acres, a 125% increase. We feel the above clearly demonstrates that the project scope increased dramatically through development of the conceptual design. Furthermore, the scope increased on several separate occasions. We continued to work diligently and successfully addressed the concerns of all entities involved. IP AI a Hutcheon Engineers 0 MEMO TO: Jim Davis June 16, 1988 Page 3 Paragraph 5 of the Intralocal Agreement allows cost overruns with prior approval of the entities. My correspondence of May 13, 1987 (copy attached) which transmitted the scope of services and estimated fee for this project stated explicitly that the $9,500 fee was an estimated cost. By copy of this memo to Palm Beach County and Tequesta, we are requesting a meeting o dd"iscuss t is matter. John E. Pottory JEP/jy Attachment cc: Tom Bradford w/attach Gnarl ie Rich w/attach 1�lutcheon En ►lneera / a dut of eMnieyMorn a Awes,bye. 4431 Embarcadero Drive, West Palm Beach, Florida 33407 • 66 May 13, 1987 West Palm Beech. essm City MEMO TO: Griff Roberts FROM: John E. Potts RE: Town of Jupiter, Scope of Services For Cypress Drive Preliminary Engineering 82-1079-01 Pursuant to our last meeting with Palm Beach County and Tequesta regarding Cypress Drive drainage, we have prepared the attached Scope of Services to perform preliminary engineering on this This Scope of Services provides a detailed explanation of what will be accomplished during this phase of the project. During our earlier meetings, I had estimated the cost of these engineering services at approximately $8,000.00.percolation tests which must be This did not Include the amount of detention which will be performed dby the Railroadn order to ditch. Including this cost brings the total estimated cost for this phase of the project to $9500.00. We offer this as an estimated cost and not as a lump sum.• We are not able to accurately predict our time required in dealing with regularatory agencies. Additionally, this project requires the use of somewhat innovative techniques and solutions since this project is quite complex. It is my understanding that we will not until Palm Beach County and Tequesta have proceed with untilthus work vi with confirmation that they will be responsible for their of these costs. My notes indicate that Palm Beach County agreed to 20% share while Tequesta agreed to a 40% share. ,4141517 otts JEP/jy Attachment cc: Jim Davis w/attach. RESOLUTION NO. 11-86/87 A RESOLUTION OF THE VILLAGE OF TEQUESTA, FLORIDA, DIRECTED TO THE TOWN OF JUPITER AND PALM BEACH COUNTY ACCEPTING AND APPROVING AN INTERLOCAL AGREEMENT FOR THE CYPRESS DRIVE DRAINAGE STUDY AND AUTHORIZING PARTICIPATION THEREIN BY THE VILLAGE OF TEQUESTA. WHEREAS, The Village Council of the Village of Tequesta, Florida deems it necessary and advisable to join with the Town of Jupiter and Pals Beach County as three governmental agencies in an inter-local agreement which provides for the Cypress Drive Drainage study. NOW, THEREFORE, BE IT RESOLVED BY THE VILLAGE COUNCIL OF TEQUESTA, FLORIDA: Section 1. The Village of Tequesta hereby accepts and. approves an inter-local agreement Drive drainage study, providing for the Cypresso Tequesta as identified inclExhibit•A•aofethed areas of agreement, with the Town of Jupiter and the CountyPalmneoflPa Beach. The Village is authorized to t of he funding of said engineering study as authorizedibypthe in inter- localtr- agreement. by the Section 2. The Mayor is hereby authorized to execute the inter-local agreement for and in behalf of the Village of Tequesta, to which the Village Clerk shall attest and affix the Village Seal. Section 3. The Village Manager is directed to do all things necessary to carry out the purposes and intent of this resolution and to do all things necessary toward the prompt and efficient completion of the Cypress Drive drainage study as provided by the inter-local agreement which it authorizes. Section 4. Execution of the herein referenced inter- local agreement by the Village shall not obligate the Village to any costs or responsibilities other than conducting the engineering study specified within the inter- local agreement. Section S. The Village Clerk is directed to forward a ctoertthee �E6py of this resolution to the Town of Jupiter and interest hereinty, of Pals Beach, and to ail parties having an Section 6. This Resolution shall take effect immediately upon adoption. THE FOREGOING RESOLUTION was by Councilmember Earl L. Collings, who moved itsered adoption. The motion was seconded by Councilmember Ron Mackail , and upon being put to a vote, the vote was as follows: V • - 2 - FOR ADOPTION AGAINST ADOPTION Edward C. Howell Carlton D. Stoddard Ron Mackail Earl L. Collings • The Mayor thereupon declared the foregoing Resolution duly passed and adopted this 14th day of July , 1987. MAYOR OF TEQUESTA &tilL/ OhethotollL Carlton D. Stoddard ATTEST: • • Bill C. Kascavelis Village Clerk • 1 • INTER-LOCAL AGREEMENT FOR THE CYPRESS DRIVE DRAINAGE STUDY THIS INTER-LOCAL AGREEMENT, made and entered into as of the date of signing by the last executing part, by and between the TOWN OF JUPITER, a municipal corporation, THE VILLAGE OF TEQUESTA, a municipal corporation, and PALM BEACH COUNTY, a political subdivis- ion of the State of Florida, hereinafter referred to as JUPITER, TEQUESTA and COUNTY, respectively; WHEREAS, the parties mutually desire to undertake an engineer- ing study of the drainage problems of the Cypress Drive area on an agreed cost sharing basis, in order to determine the total expense for, and evaluate the feasibility of, a jointly funded corrective storm drainage project; NOW THEREFORE the parties agree as follows: 1. The drainage area under consideration is known as the Cypress Drive Drainage Basin and is legally described or otherwise indentified by the engineering sketch and/or description attached hereto, marked Exhibit "A" and made a part hereof. 2. Hutcheon Engineers, Inc., as the JUPITER consulting Engineer, is hereby authorized and commissioned by JUPITER, to under- take a drainage engineering study of the aforesaid drainage area, consisting of soil percolation tests, soil borings, and other work, ' c all as more particularly set forth on a Scope of Serves Agreement, a copy of which is attached hereto, marked Exhibit "B" and made a part hereof. 3. The total cost for all labor, materials, services, reports and supervision for the completed Cypress Drive drainage study is estimated to be the sum of $9,500, plus or minus ten per- cent (10%) . This amount is to be paid initially by JUPITER as and when billed by Hutcheon Engineers, Inc. After completion of the study, JUPITER will present TEQUESTA and COUNTY with copies of the study report and a detailed and itemized statement of the charges for the aforesaid services by Hutcheon Engineers, Inc. 4. TEQUESTA and COUNTY agree to reimburse JUPITER according to the following ratio for jointly sharing the total actual cost of the study between the parties: TOWN OF JUPITER 40% VILLAGE OF TEQUESTA 40% PALM BEACH COUNTY 20% 5. In no event shall the total cost to be shared between the parties exceed the maximum estimated cost hereinabove stated for this project. Any cost overrun which may be incurred shall be shared equally with prior approvals. 6. TEQUESTA and COUNTY agree to make their respective re- imbursement payment to JUPITER on or before thirty (30) days after receipt of an agreed statement of charges for the study. In the event of any dispute concerning the items comprising the total cost of the study, the parties agree to promptly meet and confer and exercise all reasonable good faith efforts to effect a settle- ment thereof. In this regard the usual and customary practices by the engineering profession in Palm Beach County will be the guide- lines followed. 7. The estimated completion date for this engineering study is 75 days from the effective date of this inter-local agreement. Each party shall receive an intitial copy of the report and up to five (5) additional copies, as may be requested, without additional charge. This report shall be a comprehensive written study prepared by Hutcheon Engineers, Inc. , detailing the pertinent investigation, findings, facts, data, results, and recommendations thereof. The parties shall each have access to all data compilled by the engineer in the progress of this work, as may be desired. 8. The parties, through their various departments, employees and staff members, agree to give and extend prompt and reasonable _ cooperation to Hutcheon Engineers, Inc. and each other, to carry out the purposes and intent of this inter-local agreement. IN WITNESS WHEREOF, the parties hereto have caused this inter- local agreement to be executed by their duly authorized officials on the dates indicated for each. - 2 - • I V ATTEST Made and executed on behalf of the TOWN OF JUPITER, FLORIDA BY; / y✓ day of this�) JE H. BECK, ��` "�_. 1987 Town Clerk (TOWN SEAL) BY. MARY D. NTo ayor APPROVED BY BY: ROME F. SK EL, Town Att rney ATTEST Made and executed on behalf of the VILLAGE OF TEQUEST FI.ORIDA, this BY: • d day of Vi lage C er 1987 (VILLA SEAL) BY: ..�/• Mayor APPROVED BY /*/ - -'. BY: .V1 age Attorney i ATTEST Made and executed on behalf of the PALM BEACH COUNTY, FLORIDA BY ITS BOARD OF COUNTY COMMISSIONERS this BY: day of 1987 County Clerk (COUNTY SEAL) BY: Chairman APPROVED BY: County Attorney - 3 - • • IL! • iAIAI . 11111 . \___\t :: i[ Ill f . y I t ,� • ! - :11 • -- • , -i- - i IIH • , .. #.„. • i '/ .! 4 '� ::sk . . • .• /./•• >. ,/ ..\ . .. . . . EXHIBIT 'A' CYPRESS DRIVE INTER-LOCAL AGREEMENT . //lir Hutcheon Engineers SCOPE OF SERVICES , CYPRESS DRAINAGE FOR PRELIMINARY ENGINEERING FOR TOWN OF JUPITER, FLORIDA 82-1079-01 This Scope of Services provides an outline of the work to be performed by Hutcheon Engineers relative to the Cypress Drive drainage project. In general , the purpose in this work will be to prepare and submit a permit application to South Florida Water Management District for conceptual approval of the improvements necessary to provide drainage within the Cypress Drive area of Jupiter and Tequesta along with providing an outfall for the drainage area which collects in the vicinity of Cypress Drive and currently has no outfall. This work will include definition of the _ drainage area along with computation of the relative percentages within that drainage area under the jurisdiction of Palm Beach County, Town of Jupiter, Village of Tequesta and Rinker Materials. The work will also include. preparation of estimates of probable construction costs based on the improvements outlined in the conceptual design. 1. We will confer with Village of Tequesta, Palm Beach County and Rinker to confirm the extent of each entity's drainage area to become a part of this project. This will include discussion and exploration of possible modifications to. the drainage area within the Village of Tequesta to delete certain of the most northern portions and include an additional area west of Cypress Drive. This task will include preliminary estimates of the quantity of run-off to be generated from each drainage area. Final run-off quantities will be determined through the hydraulic analysis process based on the capacity obtainable through the outfall system and the amount allowable by SFWMD. Each entity is to supply topographic information on their respective drainage areas. 2. Existing drawings will be modified, updated and expanded to provide that information required by SFWMD on a conceptual permit application basis. This will include existing topography, zoning, land use, lowest floor slab elevations, existing drainage facilities, drainage basin delineation., vegetative cover, and existing drainage flow patterns within the entire project area. 3. Percolation tests will be performed along the existing Railroad ditch to quantify the amount of percolation that might be expected. We will also identify the seasonal groundwater elevations within the project area. EXHIBIT NB' CYPRESS DRIVE INTER-LOCAL AGREEMENT Hutcheon Engineers SCOPE OF SERVICES Page Two 4. In our meetings todate with SFWMD, they have clearly indicated that they prefer to see Cypress Drive drainage tied into an existing outfall system. This is possible by replacing the existing pipe system along Riverside Drive and the southerly extension of Ria Drive with larger size pipes. We will analyze the relative costs, disadvantages and advantages of constructing a new outfall for Cypress Drive versus reconstructing an existing outfall . This analysis will conclude in a recommendation as to which course to pursue. 5. We will prepare calculations predicting the run-off from the entire project area under various storm conditions. This information will be used to approximate sizes of pipes, control structures and the detention ditch for the purpose of preparing a preliminary site plan for the entire project. 6. We will review the preliminary site plan, along with related information, with all four entities involved in this project. Following that meeting, we will submit information to SFWMD as a preapplication submittal . This will be followed by a preapplication review meeting with SFWMD which will provide an opportunity to judge their reaction to this project. 7. We will modify the preliminary site plan to accommodate any changes requested by SFWMD during the preapplication review process. Should there be any significant changes, these will be reviewed with the four entities participating in this project. 8. We will prepare detailed engineering calculations as required by SFWMD to include run-off routing calculations, stage storage calculations, calculations showing flood stages for various storm events without discharge, and operating elevations of the various outfall components. 9. We will prepare an application package for conceptual approval of the project by SFWMD. This includes providing detailed information as to the proposed ownership of the various components of the project, maintenance responsibilities for the various components of the project and other general information requested by SFWMD at the preapplication review meeting. Fr• • t HutcheonEOFSERV Engineer,ICES SCOP Page Three 10. We will prepare estimates of probable construction costs based on the conceptual plan as submitted to SFWMD. These estimates will be further refined to show percentages and amounts for each participating entity.