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HomeMy WebLinkAboutDocumentation_Regular_Tab 09_11/9/2023 Agenda Item #9. Regular Council STAFF MEMO Meeting: Regular Council - Nov 09 2023 Staff Contact: Marjorie Craig, Utilities Director Department: Utilities Consider Approval of Kimley Horn and Associates Pressurized Vessel (Filters) Upgrades Work Authorization for Engineering Services at the Conventional Water Treatment Plant for a Cost of $47,000 . - The Utilities Department (UD or Utilities) recommends approval of a work authorization to Kimley- Horn and Associates for engineering services related to upgrades of the six (6) pressurized vessels (filters) for the conventional water treatment plant that treats water from the ten (10) surficial aquifer wells for a cost of$47,000. The filter media in the conventional filters needs to be replaced. While the filters are open, the interiors of the pressure vessels need to be rehabbed to prevent later failures. The filters originally contained green sand which is effective in removing iron that is naturally occurring in the surficial wells and needs to be considered in the media replacement. In addition, PFAS/ PFOA testing was recently conducted and while we are awaiting the final results, research has been conducted on removal methods. One effective method of removal of some PFAS/ PFOA is granular activated carbon or powdered activated carbon. Retrofitting these filters with carbon needs to be a part of the filter media evaluation. A pilot test may be conducted with various filter media to determine the most effective design. KH will draft an invitation to bid, respond to bidders' requests for information, review bids received, and offer a recommendation of bid award. Filters can only be rehabbed two at a time so the remaining filters will be included as "add alternates." This project was a part of a FY23 project and funds were taken from the Water Fund, Capital Outlay Account #401-411-633.632 Architectural and Engineering Services: FY23 Budgeted amount: $507,000 (Amended $587,000) Available amount (unencumbered): $168,730 Expenditure amount: $47,000 Amount Remaining: $121,730 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. BUDGET • - • Page 265 of 702 Agenda Item #9. BUDGET AMOUNT $47,000 AMOUNT AVAILABLE EXPENDITURE AMOUNT: $168,730 $47,000 FUNDING SOURCES: 401-411-663.632 IS THIS A PIGGYBACK: Architectural and Engineering Services ❑ Yes ❑x N/A DID YOU OBTAIN 3 QUOTES? ❑ Yes ❑x N/A QUOTE 1 - BUSINESS NAME N/A QUOTE AMOUNT N/A QUOTE 2 - BUSINESS NAME N/A QUOTE AMOUNT N/A QUOTE 3 - BUSINESS NAME N/A QUOTE AMOUNT N/A COMMENTS/EXPLANATION ON SELECTIONThis work authorization is based on a CCNA contract in place with KH The Utilities Department recommends approval of this agreement. ATTACHMENTS: ' 23-0929-WA KH Filter Rehab Project-Executed Page 266 of 702 Agenda Item #9. VILLAGE OF TEQUESTA ENGINEERING SERVICES WORK AUTHORIZATION BID DOCUMENTS FOR WTP FILTER (PRESSURIZED VESSEL) UPGRADES 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 Surficial Aquifer Supply (SAS) Water Treatment Plant has six (6) existing pressurized media filter vessels. The Village desires to upgrade the vessels by replacing the media and the internal components in all six (6) pressure vessels, taking one (1) vessel at a time out of service. The Village has requested Consultant's assistance in preparing a public Invitation to Bid (ITB) for the media replacement and the vessels internal components replacement within these six (6) pressures vessels. The pressure vessel upgrades will be done sequentially over time to ensure the plant functions be met and to ensure that all internal components required are on-site prior to any vessel being taken out of service. The scope will also include research/analysis of the appropriate filter media to be used within the filters (pressure vessels) for iron removal/other impurities that could possibly include carbon or green sand, along with discussions with Village staff. SCOPE OF SERVICES 1. 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 pressure vessels. 2. Consultant will prepare a technical memorandum that will address an review/analysis of the filter media to be used within the filter vessels 3. Consultant will prepare technical specifications and pressure vessel sketches to be included with the bid package. Specifications will consist of the following sections: • Summary of Work • Sequence of Work • Measurement and Payment • Application for Payment • Submittals/Close -out • Warranties and Bonds • Miscellaneous Metals • Painting 1 BID DOCUMENTS FOR WTP FILTER (PRESSURIZED VESSEL) UPGRADES Page 267 of 702 Agenda Item #9. • Basic Mechanical Requirements • Vessel Internal Components • Filter Media 4. Consultant will prepare a sketch for each pressure vessel with pictures to reflect media replacement and internal component parts replacement. The recommendations will be limited to media replacement and interior improvements that were identified in the Consultants Filter Media Analysis performed in January 2018 and for those upgrades identified by plant staff. 5. Consultant will prepare draft ITB for Village review. Consultant will coordinate with Village staff and Utilities Director as needed to prepare the ITB. 6. Consultant will attend up to four (4) meetings with the Village. Consultant will address comments from Village staff and finalize ITB. 7. Consultant will respond to bidders request for information. 8. Consultant will review bids received and offer recommendation of award. 9. Consultant will also provide on-site assistance as needed during the rehabilitation of the pressure vessels. 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 pressure vessels, repairs/rehabilitation of the pressure vessel (beyond those in the January 2018 Analysis), bid opening attendance and evaluating a change in the current media being are not included in this scope of work. Design of any post treatment after the filter vessels depending upon PFAS results. 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 • Village upfront documents • Raw water and finished water analyses. 2 BID DOCUMENTS FOR WTP FILTER (PRESSURIZED VESSEL) UPGRADES Page 268 of 702 Agenda Item #9. DELIVERABLES • Research of best filter media for the source water and filters • Recommendation for filter media • Draft ITB • Final ITB • Two (2) sketches, with internal schematic • One (1) technical specification with twelve (12) section SCHEDULE Kimley-Horn will complete the work set forth herein within 60 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 Item No. 1 thru 9 above on an hourly basis or with a not to exceed amount as outlined below in accordance with the hourly rates established in the Professional Engineering Services Agreement between the Village and Kimley-Horn. TASK HOURLY, NOT TO EXCEED AMT. Items No. 1 thru 9 $47,000.00 ESTIMATED HOURLY, NOT TO EXCEED AMT. $47,000.00 Accepted by: Village of Tequesta Kimley-Horn and Associates, Inc. Jeremy Allen Digitally signed by Jeremy Allen / Date:2023.09.2916:13:24-04'00' � Jeremy Allen, Village Manager Jason R."Lee, P.E. Village Manager Vice President Date: Date: 1/9 �j9(40-)3 3 BID DOCUMENTS FOR WTP FILTER (PRESSURIZED VESSEL) UPGRADES Page 269 of 702