HomeMy WebLinkAboutDocumentation_Regular_Tab 16_6/8/2023Agenda Item #16.
Regular Council
STAFF MEMO
Meeting: Regular Council - Jun 08 2023
Staff Contact: Marjorie Craig, Utilities Director Department: Utilities
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Consider Approval of Chen Moore and Associates Work Authorization for Final Engineering Design
and Permitting of the Dover Ditch Living Shoreline Project for a Lump Sum Cost of $46,920 (Project
Cost Share: Tequesta 60% ($28,152)/ Town of Jupiter 40% ($18,768))
ci irARAADV. MMME
The Utilities Department (UD or Utilities) recommends approval of a work authorization to Chen Moore
and Associates (CMA) for final design and permitting of the Dover Ditch Living Shoreline Project for a
lump sum cost of $46,920. Bidding assistance and construction services are not included in the work
authorization.
The Village, in collaboration with the Town of Jupiter (Town), maintains a stormwater conveyance ditch
along the southern border of the Village municipal boundary. The ditch is commonly referred to as
"Dover Ditch." The banks of the westernmost segment of Dover Ditch span from Riverside Drive to the
northeast fork of the Loxahatchee River, and have experienced significant erosion requiring extensive
work to stabilize the slopes of the ditch. To address this issue, the Village and Town are partnering on
the design and construction of a rip -rap lining which incorporates "Living Shoreline" features to improve
the environmental footprint of the infrastructure by improving water quality.
In March of 2022, the Village authorized CMA to perform survey and a preliminary design for a lump
sum cost of $24,890, which also provided documents in support of a concept grant submittal and
presentation to the Loxahatchee River Preservation Initiative (LRPI). The LRPI ranked the project
number 1 on their project list to be moved forward for appropriation requests from the Florida State
Legislature in 2023. A Florida legislative appropriation request was submitted in February for $157,000,
as the match to the total estimated construction cost of the project of $315,000. This cost does not
include bidding and CEI services.
The existing interlocal agreement with the Town provides for a 60%/ 40% funding responsibility
between the Village and the Town, respectively. Therefore, the Village would be responsible for 60%
of this work authorization, or $28,152.
Attached is a budget summary table for Stormwater Utilities' Operating Expenditures/ Expense 403-
250-531.302 Engineering Services and the work authorization from CMA.
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.
Page 562 of 768
Agenda Item #16.
PROJECT NAME: Dover Ditch BUDGET: $210,000 ENCUMBERED: 110,030
Proposed: Projected Remaining:
$46,920 $63,110
Staff recommends approval
23-0525.Budget Summary Table Dover Ditch. SWEnaineering Services 403-250-531.302
23.0227.WA-HCE.Dover Ditch WA CMA FinalDesign Permitting
FEE Teguesta DoverDitch FinalDesign CMA 20230210
Page 563 of 768
Agenda Item #16.
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Page 564 of 768
Agenda Item #16.
VILLAGE OF TEQUESTA
CONSULTING SERVICES WORK AUTHORIZATION
DATE: 02/10/2023
WORK AUTHORIZATION NO. CM STW21.01
PROJECT No. CM STW22.OX G/L CODE:
CHEN-MOORE PROJECT NO.: 492.009
VILLAGE RFQ. NO.:
FOR CONSULTING SERVICES
PROJECT TITLE: Dover Ditch — Living Shoreline Final Design and Permitting
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 Chen -Moore & Associates ("CONSULTANT") hereafter referred to
as the Agreement.
I. PROJECT DESCRIPTION
In August 2022, the CONSULTANT and presented a conceptual design of the Dover Ditch
Living Shoreline project to the Loxahatchee River Preservation Initiative (LRPI) on behalf
of the VILLAGE. The LRPI ranked the Dover Ditch project first in its list for appropriation
requests from the State Legislature in 2023. As part of the LRPI application, the
CONSULTANT noted that the project would be ready to construct by the time funding
became available after the final budget is approved by the Governor in 2023. This requires
final construction documents and permits to be ready at that time.
As part of this work authorization, the CONSULTANT shall provide the engineering services
required for the preparation of ready to bid contract documents for the Dover Ditch Living
Shoreline Project. In addition to the engineering design, this effort will also include the field
work and environmental services required to procure the following permits: U.S. Army Corps
of Engineer (USACE) Nationwide Permit (NWP) and Florida Department of Environmental
Protection (FDEP) General Environmental Resources Permit (ERP). The Scope of Services
is comprised of the following tasks:
Task 1— Project Management (Meetings / Coordination)
Task 2 — Field Services (Benthic Resources Survey)
Task 3 — 90% Construction Documents
Task 4 — Permitting
Task 5 — Final Construction Documents
WORK AUTHORIZATION NO. CM STW22.OX 1 of 3
Page 565 of 768
Agenda Item #16.
Below is a description of the services included with each of these essential tasks:
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The following is a description of the services to be provided under this Task Order.
TASK 1 — Project Management (Meetings and Coordination)
The CONSULTANT will conduct a kickoff meeting with the VILLAGE in the field to
discuss the project goals and objectives, as well as the schedule and key timelines. The
meeting will be attended by the Project Manager and Lead Environmental Scientist from the
CONSULTANT.
The CONSULTANT will provide up to four (4) progress meetings to the VILLAGE over the
duration of the design and permitting process to provide updates on progress and the status
of the work.
TASK 2 — Field Services (Benthic Resources Survey)
The CONSULTANT will conduct a benthic resources survey of the project site. The survey
will be performed in accordance with the FDEP Office of Resilience and Coastal Protection
Guidance on Surveys for Potential Impacts to Submerged Aquatic Vegetation (December
2020). The location and extent of seagrass beds or seagrass patches identified within the
survey area will be mapped using differential Global Positioning System (GPS) equipment.
Seagrass species names and growth densities will also be documented in accordance with
FDEP guidance. The location and extent of other protected benthic resources (i.e., hard coral
colonies, oyster shoals) will also be mapped with GPS equipment, and qualitative
information (i.e., species names, growth densities) will be recorded for these resources. In
addition to benthic resource, information on fish and other wildlife species observed during
the benthic resources survey will also be recorded. Representative photographs will be taken
of protected benthic resources observed within the survey area.
A report summarizing the findings from the benthic resources survey will be provided to the
VILLAGE. This report will the following: quantitative and qualitative information on
protected benthic resources identified within the survey area; figures depicting the location
and extent of protected benthic resources; representative photos of protected benthic
resources.
TASK 3 — 90% Construction Documents
Using the conceptual plans from the LRPI presentation and the environmental data collected
as part of the benthic surveys, the CONSULTANT will prepare a 90% Contract Document
submittal. It is assumed that the submittal will consist of the following elements:
• Cover Sheet
• Summary of Quantities and General Notes
• Demolition and Tree Disposition Plan (1 sheet at 1" = 20' scale)
• Stormwater Pollution and Prevention Plan and Details (1 sheet at 1" = 20' scale)
• Proposed Plan Sheet (1 sheet at 1" = 20' scale)
• Typical Sections (1 sheet)
WORK AUTHORIZATION NO. CM STW22.OX 2 of 3
Page 566 of 768
Agenda Item #16.
• Proposed Planting Plan (1 sheet at 1" = 20' scale)
• Engineering Details (1 sheet)
• Landscape Details (1 sheet)
• Opinion of Probable Construction Cost
It is assumed all necessary technical specifications will be included as notes in the plan sheets.
It is assumed that the VILLAGE will provide Front End documents for the CONSULTANT
to review and comment on as needed. A meeting will be held to review 90% Construction
Documents submittal. The CONSULTANT will provide a summary of the meeting for the
VILLAGE's records.
TASK 4 — Permitting
The CONSULTANT will prepare and submit the required environmental permit
applications, which are anticipated to consist of the following:
• U.S. Army Corps of Engineer (USACE) Nationwide Permit (NWP)
• Florida Department of Environmental Protection (FDEP) General Environmental
Resource Permit (ERP)
The CONSULTANT will conduct a virtual pre -application meeting with USACE and FDEP
to resolve potential issues prior to submittal of the permit applications, which in turn should
streamline the review processes and timeframes. Pending submittal of the permit
applications to USACE and FDEP, CMA will respond to up to one Request for Additional
Information (RAI) from each agency to clarify application submittal items.
TASK 5 — Final Construction Documents
Based on comments on the 90% Documents and regulatory comments from the permitting
process, the CONSULTANT will prepare a Final Contract Document submittal that will be
ready to advertise for bidders. It is assumed that the submittal will consist of the following
elements:
• Cover Sheet
• Summary of Quantities and General Notes
• Demolition and Tree Disposition Plan (1 sheet at 1" = 20' scale)
• Stormwater Pollution and Prevention Plan and Details (1 sheet at 1" = 20' scale)
• Proposed Plan Sheet (1 sheet at 1" = 20' scale)
• Typical Sections (1 sheet)
• Proposed Planting Plan (1 sheet at 1" = 20' scale)
• Engineering Details (1 sheet)
• Landscape Details (1 sheet)
• Opinion of Probable Construction Cost
It is assumed all necessary technical specifications will be included as notes in the plan
sheets. The CONSULTANT will review and revise the VILLAGE's Front End documents
as needed. A meeting will be held to present the Final Construction Documents submittal.
The CONSULTANT will provide a summary of the meeting for the VILLAGE's records.
WORK AUTHORIZATION NO. CM STW22.OX 3 of 3
Page 567 of 768
Agenda Item #16.
III. SCHEDULE
The anticipated schedule is based on issuance of the Notice to Proceed and is projected as
follows:
Task 1
Ongoing
Task 2
6 weeks from NTP
Task 3
12 weeks from NTP
Task 4
18 weeks from NTP
Task 5
24 weeks from NTP
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. Additional Topographic Survey
2. Geotechnical investigations
3. Hydrologic or hydraulic modeling
4. Bidding assistance
6. Engineering services during construction or construction administration
V. COMPENSATION AND PAYMENT
CMA will be compensated for the services described on a lump sum basis in an amount of
$46,920 per attached Exhibit A.
VI. 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
Print Name: Brent Whitfield
Title: Director of Water Resources
VILLAGE OF TEQUESTA
Name: Mollv Y
Title: Mayor, Village of Tequesta, FL
Date:
WORK AUTHORIZATION NO. CM STW22.OX
4 of 3
Page 568 of 768
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