HomeMy WebLinkAboutDocumentation_Regular_Tab 08_9/14/2023Agenda Item #8.
Regular Council
STAFF MEMO
Meeting: Regular Council - Sep 14 2023
Staff Contact: Marjorie Craig, Utilities Director Department: Utilities
IV, NWV
Consider Approval of Holtz Engineering Work Authorization for State Revolving Loan Fund Assistance
for WM#2 Pipe Replacement project Beach Road Phase 2 at a Cost of $29,400
.-
The Utilities Department (LID or Utilities) recommends approval of a work authorization to Holtz
Engineering (Holtz) for State Revolving Loan (SRF) Fund assistance for water main replacement
project #2 (WM#2), Beach Road Phase 2 Project at a cost of $29,400. The work authorization provides
the scope of services in the first attachment to this agenda item.
WM#2 Beach Road Phase 2 is an asbestos cement (AC) pipe replacement project that the Village has
planned in the capital improvement budget for construction in FY24. The total original project was 6,300
lineal feet of pipe, and was broken up into two phases and phase I was completed previously. The
current engineer's opinion of probable cost for phase 2 is $3 million, as of April, but is being updated
again before bidding. It is one of the CIP projects that is being funded with State Revolving Loan (SRF)
funds. In order to be included in our current SRF loan and before it can be bid, a formal "Request for
Inclusion" submittal to the Florida Department of Environmental Protection (FDEP) must be accepted
at one of their regular meetings. The FDEP also reviews the bid documents for conformance with SRF
criteria, and performs other oversite as a part of the SRF loan process. The Request for Inclusion and
other requirements are examples of tasks in which Holtz will assist the Village during bidding and
construction of the project.
Holtz has been successfully providing SRF assistance for Village since 2020 and helped put the current
SRF loan in place. They have been assisting in the rigorous requirements for the loan and documenting
for SRF loan audit(s), for the overall loan. Currently, the AC pipe replacement project "WM#1 Tequesta
Drive and WM#4 Country Club Drive South" project is included in the first tranche of the SRF loan.
Funding for the work authorization will come from the Water Fund, Renewal and Replacement budget
division, Account 401-411-663.632, Architectural and Engineering Services. SRF assistance for this
project was not specifically budgeted in FY23, however, there are funds in the budget due to deferral
of other capital projects. Please see the attached budget table, which is the second attachment to this
agenda item, for more details. This project is #5 on the budget table project list.
Funding source: Water enterprise fund
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 94 of 675
Agenda Item #8.
BUDGET AMOUNT $587,450 AMOUNT AVAILABLE EXPENDITURE AMOUNT:
$362,100 $29,400
FUNDING SOURCES: Water Enterprise Fund IS THIS A PIGGYBACK:
❑ Yes M N/A
DID YOU OBTAIN 3 QUOTES?
❑ Yes M N/A
COMMENTS/EXPLANATION ON SELECTIONN/A
Staff recommends approval of the work authorization.
23.0823.Holtz WA -Beach Rd Phase 2 SRF Funding Assistance_ signed
23.0831.FY23 Capital Outlay-Eng_ Arch Svcs Budget Table-Holtz-SRF.ada
Page 95 of 675
Agenda Item #8.
DATE: 8-17-23
VILLAGE OF TEQUESTA
CONSULTING SERVICES WORK AUTHORIZATION
VILLAGE RFQ. NO.: UTIL 06-20
WORK AUTHORIZATION NO. I I FOR CONSULTING SERVICES
PROJECT No. G/L CODE:
HOLTZ CONSULTING PROJECT NO.:
PROJECT TITLE: State RevolvingFund and (SRF) Assistance for Beach Road Phase 2
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 ("CONSULTANT") hereafter referred to as the
Agreement.
I. PROJECT DESCRIPTION
The VILLAGE owns and operates a potable water utility system to serve customers within the
VILLAGE's service areas. The VILLAGE intends to fund the upcoming Beach Road Phase 2 Water
Main Improvements project using State Revolving Fund (SRF) loan funding.
This scope of services provides for professional engineering assistance to prepare and submit
documentation to the State of Florida Drinking Water SRF program to procure loan funding for the
projects.
SCOPE OF SERVICES
The following is a description of the services to be provided under this Work Authorization.
TASK 1 — PROJECT KICK-OFF MEETING
CONSULTANT shall meet with the VILLAGE to discuss the proposed SRF-funded project,
the project schedule, and provide a written list of data needs necessary to prepare submittals to
the State of Florida.
WORK AUTHORIZATION NO. I I I of 5
Page 96 of 675
Agenda Item #8.
TASK 2 — PREPARE AND SUBMIT REQUEST FOR INCLUSION PACKAGE
CONSULTANT shall prepare and submit a Request for Inclusion (RFI) package and supporting
documentation to the FDEP. A "Request for Inclusion on the Priority List for Drinking Water
Facilities" (DEP Form 62-252.900(1)) and supporting documentation will be submitted to the
Drinking Water SRF program.
TASK 3 — LOAN APPLICATION AND AGREEMENT PACKAGE
ASSISTANCE
CONSULTANT shall assist the VILLAGE with the preparation, submission, and coordination
of the loan application and loan agreement package for the SRF Drinking Water Facilities Loan
Application (DEP Form 62-552.900(2).
TASK 4 — ASSISTANCE WITH SRF-COMPLIANCE COMPONENTS OF
CONSTRUCTION CONTRACT DOCUMENTS
CONSULTANT shall assist with SRF bid and construction contract documents for the project
noted above. 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, FDEP
Supplementary Conditions, and Davis Bacon wage rates.
TASK 5 - ENGINEERING SUPPORT FOR STATE REVOLVING FUND (SRF)
COMPLIANCE DURING CONSTRUCTION
CONSULTANT will provide the following services during the construction phase of the water
main improvements project:
• Work with Contractor to ensure all applicable materials on the project comply
with the provisions of the "American Iron and Steel" requirement as part of the
SRF loan.
• Review and approve weekly payroll information submitted by the Contractor and
subcontractor(s) to ensure requirements for Davis Bacon wage requirements are
met.
• Conduct labor interviews with the Contractor's personnel throughout the
construction duration as required by SRF guidelines.
• Prepare and submit monthly disbursement requests with required supporting
documentation to the FDEP SRF department in Tallahassee. Assumed a total of
three disbursement requests.
WORK AUTHORIZATION NO. 11 2 of 5
Page 97 of 675
Agenda Item #8.
II. DELIVERABLES
Task 1 - Deliverables:
1. Minutes distributed to all attendees of the kick-off meeting.
2. Written list of data needs to complete the SRF documentation.
Task 2 - Deliverables
1. PDF copy of the completed SRF Request for Inclusion (RFI) package and supporting
documentation submitted to the FDEP.
Task 3 - Deliverables:
1. PDF 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.
Task 4 - Deliverables:
1. PDF copy of all required SRF bid and construction contract documents required.
Task 5 - Deliverables:
1. Tracking documentation to ensure all applicable materials on the project comply with the
provisions of the "American Iron and Steel" requirement as part of the SRF loan.
2. Copies of all labor interviews conducted.
3. Copies of all weekly payroll documentation.
4. Completed disbursement packages to be forwarded to the FDEP for processing.
III. SCHEDULE
Upon receipt of Notice -To -Proceed the CONSULTANT will complete the services identified in this
Work Authorization within the schedule outlined in Table 1.
WORK AUTHORIZATION NO. 11 3 of 5
Page 98 of 675
Agenda Item #8.
Activity
Project Kick -of Meeting
Request for Inclusion Submittal
Table 1
Schedule
Time to Complete
(Calendar Days)
7 days from NTP
7 days after kick-off meeting
Cumulative
Time to
Complete
(Calendar Days)
7 days
14 days
30 days after approval from FDEP Dependent upon
Loan Application Submittal FDEP
IV. COMPENSATION AND PAYMENT
The CONSULTANT will perform the tasks as outlined in the scope of services for Lump Sum Fee
of $29,400 in accordance with our approved billing rates with an estimate of costs by task provided
in Table 2 and further detailed in Attachment A. 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.
Project Kick-off Meeting
$1,480.00
2.
Prepare and Submit Request for Inclusion Package
$3,740.00
3.
Loan Application and Agreement Packages Assistance
$3,100.00
5. Assistance with SRF Compliance Components of Constructio
Contract Documents
$2,480.00
6.
Engineering Support for SRF Compliance During Construction
$18,600.00
TOTAL
$29,400.00
V. ASSUMPTIONS
Services and/or materials to be provided by the VILLAGE and other related key assumptions include:
1. Assistance with providing required data as part of the Request for Inclusion and loan
application including, but not limited to financial, historical, and census data, and any required
rate studies, capital financing plan, and information required to be provided in the business
plan.
2. Assistance with preparation of required exhibits and maps.
3. Prompt review of all deliverables.
4. Participation of key personnel at progress meetings
WORK AUTHORIZATION NO. 11 4 of 5
Page 99 of 675
Agenda Item #8.
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 Holtz Consulting ("CONSULTANT").
Compensation shall not exceed the hourly rates currently in effect under this Agreement.
HOLTZ,C,ONSULTING VILLAGE OF TEQUESTA
pm /� Digitally signed by Jeremy Allen
By:
Jere11 ly /1 en Date: 2,2,.0,.23143934-04'00'
Jeremy Allen, Village Manager
Print Name: Christine Miranda, PE
Title: Vice President Date: August 23, 2023
WORK AUTHORIZATION NO. 11 5 of 5
Page 100 of 675
Agenda Item #8.
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