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HomeMy WebLinkAboutAgreement_Water Service_9/14/2023_Kimley Horn & AssocVillage 345 Tequesta Drive Tequesta, FL 33469 STAFF MEMO Date: August 28, 2023 To: Jeremy Allen, Village Manager From: Marjorie G Craig, PE, Director, Utilities Department dr 561-768-0700 www.tequesta.org Re: Consider Approval of Kimley Horn and Associates Work Authorization for Bid Documents for Cleaning, Prep, and Coating the Ground Storage Tanks at the Water Treatment Plant for a Lump Sum Cost of $8,850 The Utilities Department (UD or Utilities) recommends approval of a work authorization to Kimley Horn and Associates (KH) for preparation of bid documents for cleaning, preparation, and coating of the two ground storage (water) tanks located at the water treatment plant for a lump sum cost of $8,500. The complexity of the project requires engineering services due to the prescriptive and specialized nature of tank preparation and coating required for the reinforced concrete steel Crom brand water tanks. The tanks require a specialized type of paint which require a specific preparation before the coating can be applied. The scope of the project provides for KH to produce bid specifications that UD staff will post on Demand Star to bid out the project. Funding for the work authorization will come from the Water Fund in the Admin Division, as needed Engineering Services, from account 401-241-531.302. Budgeted amount: $50,000 Available amount: $26,761.08 Expenditure amount: $8,850 Funding source: Water enterprise fund This document may be reproduced upon request in an alternative format by contacting the Village Clerk's Office at 561-768-0440 or by completing our accessibility form: 7ttps:llbit.ly/3mnfeLI4 VILLAGE OF TEQUESTA ENGINEERING SERVICES WORK AUTHORIZATION BID DOCUMENTS FOR CLEANING PREP AND COATING GROUND STORAGE TANKS 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" 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 The Village's Water Treatment Plant has two (2) existing ground storage tanks (GST) that require cleaning and preparation prior to painting, painting, and minor exterior wall rehabilitation. The Village has requested Consultant's assistance in preparing a public Invitation to Bid (ITB) for the painting and rehabilitation of the two (2) existing GST's. TASK No. 1 SCOPE Consultant will attend one (1) kickoff meeting with the Village. The kickoff meeting will be held in person and will include a site visit of the two ground storage tanks. Consultant will prepare technical specifications to be included with the bid package. Specifications will consist of the following sections: • Summary of Work • Measurement and Payment • Application for Payment • Submittals • Contract Close-out • Warranties and Bonds • Cleaning and Prep Work • Painting (Coating) Consultant will prepare an exhibit for each GST with pictures to reflect recommended improvements and repairs. The recommendations will be limited to cleaning and prep work, painting/ coating, and minor aesthetic repairs. Consultant will prepare draft invitation to bid (ITB) for Village review. Consultant will coordinate with Village staff and the Utilities Director as needed to prepare the ITB. Consultant will attend one (1) meeting with Village staff to review the bid documents. Consultant will address comments from Village staff and finalize the ITB. Consultant will respond to bidders request for information. 1 BID DOCUMENTS FOR CLEANING, PREP, AND COATING GROUND STORAGE TANKS 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. Structural evaluations of the GSTs, bid opening attendance, bid evaluation and construction phase services are not included in this scope of work. 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 drawings • Recent Crom documentation on the GST rehabilitation • Village upfront documents to be used DELIVERABLES • Draft ITB • Final ITB • Two (2) exhibits, one for each GST • One (1) technical specification with seven (7) sections SCHEDULE Kimley-Horn will complete the work set forth herein within 45 days after receipt of an executed Work Authorization and Purchase Order, exclusive of delays beyond the control of the Consultant. COMPENSATION Kimley-Horn will perform the services described in the Scope of Services on a lump sum basis for: TASK FEE Task No. 1 - Ground Storage Tanks Cleaning, Prep, & $8,850.00 Painting/ Coating TOTAL _$8,850.00 2 BID DOCUMENTS FOR CLEANING, PREP, AND COATING GROUND STORAGE TANKS Accepted by: Village of Tequesta -0 A-&VV N �G c M fir•-iq� f e Date: �l`( 6 r- 3 Kimley-Horn and Associates, Inc. Jason Lee, P.E., Vice President Date: 7 1od1If I BID DOCUMENTS FOR CLEANING, PREP, AND COATING GROUND STORAGE TANKS PUBLIC RECORDS. In accordance with Sec. 119.0701, Florida Statutes, CONTRACTOR must keep and maintain this Agreement and any other records associated therewith and that are associated with the performance of the work described in the Proposal or Bid. Upon request from the Village's custodian of public records, CONTRACTOR must provide the Village with copies of requested records, or allow such records to be inspected or copied, within a reasonable time in accordance with access and cost requirements of Chapter 119, Florida Statutes. A CONTRACTOR who fails to provide the public records to the Village, or fails to make them available for inspection or copying, within a reasonable time may be subject to attorney's fees and costs pursuant to Sec. 119.0701, Florida Statutes, and other penalties under Sec. 119.10, Florida Statutes. Further, CONTRACTOR shall ensure that any exempt or confidential records associated with this Agreement or associated with the performance of the work described in the Proposal or Bid are not disclosed except as authorized by law for the duration of the Agreement term, and following completion of the Agreement if the CONTRACTOR does not transfer the records to the Village. Finally, upon completion of the Agreement, CONTRACTOR shall transfer, at no cost to the Village, all public records in possession of the CONTRACTOR, or keep and maintain public records required by the Village. If the CONTRACTOR transfers all public records to the Village upon completion of the Agreement, the CONTRACTOR shall destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. If the CONTRACTOR keeps and maintains public records upon completion of the Agreement, the CONTRACTOR shall meet all applicable requirements for retaining public records. Records that are stored electronically must be provided to the VILLAGE, upon request from the Village's custodian of public records, in a format that is compatible with the Village's information technology systems. IF CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO CONTRACTOR'S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS AGREEMENT, PLEASE CONTACT THE VILLAGE CLERK, RECORDS CUSTODIAN FOR THE VILLAGE, AT (561) 768-0440, OR AT imcwiiiiams@teguesta.org, OR AT 345 TEQUESTA DRIVE, TEQUESTA, FLORIDA 33469. Pursuant to Article XII of the Palm Beach County Charter, the Office of the Inspector General has jurisdiction to investigate municipal matters, review and audit municipal contracts and other transactions, and make reports and recommendations to municipal governing bodies based on such audits, reviews, or investigations. All parties doing business with the Village shall fully cooperate with the inspector general in the exercise of the inspector general's functions, authority, and power. The inspector general has the power to take sworn statements, require the production of records, and to audit, monitor, investigate and inspect the activities of the Village, as well as contractors and lobbyists of the Village in order to detect, deter, prevent, and eradicate fraud, waste, mismanagement, misconduct, and abuses. "The Village of Tequesta strives to be an inclusive environment. As such, it is the Village's policy to comply with the requirements of Title II of the American with Disabilities Act of 1990 ("ADA") by ensuring that the Contractor's [ agreement /bid documents and specifications ] are accessible to individuals with disabilities. To comply with the ADA, the Contractor shall provide a written statement indicating that all [ agreement /bid documents and specifications], from Contractor, including files, images, graphics, text, audio, video, and multimedia, shall be provided in a format that ultimately conforms to the Level AA Success Criteria and Conformance Requirements of the Web Content Accessibility Guidelines 2.0 (Dec. 11, 2008) ("WCAG 2.0 Level AA"), published by the World Wide Web Consortium ("WK"), Web Accessibility Initiative ("WAI"), available at www.w3.org/TR/WCAG/."