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HomeMy WebLinkAboutAgreement_General_9/14/2023_Kimley Horn & AssocVillage of Tequesta 345 Tequesta Drive 561-768-0700 Tequesta, FL 33469 www.tequesta.org 7 -L STAFF MEMO Date: August 28, 2023 To: Jeremy Allen, Village Manager From: Marjorie G Craig, PE, Director, Utilities Department ef Re: Consider Approval of Kimley Horn and Associates Amendment 1 to Work Authorization for WM#2 Beach Road Phase 2 Pipe Replacement Project at a Cost of $19,750 The Utilities Department (UD or Utilities) recommends approval of an amendment to the original work authorization to Kimley Horn and Associates (KH) for WM#2 Beach Road Phase 2 Pipe Replacement Project at a cost of $19,750. The amendment is needed because after review of the 90% plans, it was found that the previous direction for the design did not include the current Village standard for meter sets and installation of a (meter) bypass for multi -family units. The installation of a bypass keeps customers in service during meter change outs and during other potential repairs. The additional money for the project will come from the Water Fund, Renewal and Replacement budget division, Account 401-411-663.632, Architectural and Engineering Services. Funds will come from the Water Main Replacement Project #5 (Country Club North) CEI Services which had budgeted $50,000 for CEI services for FY23. However that project has been deferred to a future date due to the significantly increased cost of capital projects. Budgeted amount: $507,000 Expenditure amount: $19,750 Funding source: Water enterprise fund Available amount (unencumbered): $367,100 Amount Remaining: $347,350 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: nttps://bit.ly/3mnfeU4 VILLAGE OF TEQUESTA ENGINEERING SERVICES WORK AUTHORIZATION WATER MAIN REPLACEMENT PROJECT #2-PHASE 2 (WM#2-PH2) BEACH ROAD - ADDITIONAL SERVICES AMENDMENT 1 TO ORIGINAL WORK AUTHORIZATION This Work Authorization is amendment 1 to the original work authorization to perform design and permitting services for Water Main Replacement Project #2 — Phase 2 Beach Road, approved and authorized in May 2021 (PO No. 21-000519. It 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 Amendment 1 of the original Work Authorization. PROJECT UNDERSTANDING The Village authorized Kimley-Horn in May 2021 (P.O. No. 21-000519) to prepare design and permitting services for the replacement for the existing asbestos cement water main from Bridge Road and US1 east to the northerly line of the Cliveden Condo (south section), then from the southerly line of the Sea Watch condo, north to the Claridge condo (north section). A total of 6,300LF. This project is phase 2 of water main replacement project #2 in the water pipe replacement plan. Phase I of Beach Road was completed previously. The Consultant's original scope was to connect to existing fire lines and water service lines adjacent to the new proposed water main. After further field investigation and direction from new Village staff, it was determined that the existing fire lines need to be replaced up to the detector checks and the water services need to be replaced up to the new meters, along with replacing the water service piping assembly with above grade assemblies where possible and including a by-pass. This modification and change in scope will meet the Village's water meter and bypass standards. TASK No. 1 SCOPE — DESIGN PLAN REVISIONS Consultant will attend one (1) meeting with Village staff to review the extent of the design changes and will conduct three (3) field meetings (one with Village staff), and the others independently to acquire field measurements and locations/orientation of the new water service assemblies. Consultant will revise the plans as required to address the fire line and water service upgrades. Consultant will prepare an updated bid quantity of material and an updated opinion of probable construction cost. Consultant will attend one (1) meeting with Village staff to review the revised design plans. Consultant will address comments from Village staff to create a final bid set of plans 1 WATER MAIN REPLACEMENT PROJECT #2 PHASE 2 - BEACH ROAD ADDITIONAL SERVICES — AMENDMENT 1 TO THE ORIGINAL WORK AUTHORIZATION 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 (WA) (Amendment 1 of the original WA) and will be performed based on subsequent WA's 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 drawings • Field staff involvement on -site DELIVERABLES • Revised design plans • Updated bid quantities and construction cost estimate 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 — Design Plan Revisions $19,750.00 TOTAL $19,750.00 Accepted by: Village of Tequesta Jeremy Allen Dlgimly signed by Jeremy Allen Date 2023.0& 15 08:10-38-04.W Jeremy Allen, Village Manager Date: Kimley-Horn and Associates, Inc. Michael F. SAwartz, P.E. Senior Vice President Date: August 9, 2023 2 WATER MAIN REPLACEMENT PROJECT #2 PHASE 2 - BEACH ROAD ADDITIONAL SERVICES - AMENDMENT 1 TO THE ORIGINAL WORK AUTHORIZATION 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) 768-04401 OR AT imcwilliams@tequesta.or 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/."