HomeMy WebLinkAboutAgreement_Water Service_9/12/2024_Holtz ConsultingDate: August 20, 2024
To: Jeremy Allen, Village Manager
From: Marjorie G Craig, PE, Director, Utilities Department
Re: Consider Approval of Holtz Engineering Work Authorization for State Revolving Fund
(SRF) Loan Assistance for the Water Treatment Plant (WTP) Upgrades in the Amount of
$24,860
The Utilities Department (UD or Utilities) recommends approval of a work authorization to Holtz
Engineering (Holtz) for State Revolving Fund (SRF) Loan assistance for the water treatment plant (WTP)
upgrades and for Water Main Project #2 Beach Road Phase II (WM#2 Project) at a cost of $24,860.
The UD has engineering plans and specifications for the water treatment plant's hydraulic efficiency,
process/ safety, and SCADA improvements project (WTP Project) and for WM#2 Project. The Village
intends to fund the Projects through a 20-year, low-interest SRF loan.
This scope of services provides professional engineering assistance to prepare and submit documentation
to the FDEP Drinking Water SRF program to procure loan funding for the Projects. This includes updating
the Facilities Plan to include modifications not included in the original plan as the Projects evolved through
the design process, and preparing a “Request for Inclusion” package for FDEP.
The “Request for Inclusion” package is submittal to the Florida Department of Environmental Protection
(FDEP) for acceptance at one of their regular quarterly meetings. During those meetings, they determine
which projects will be funded based on the RFI package and the amount of funding they have available.
The projects must be approved before the project can be bid.
The FDEP also reviews the bid documents for conformance with the 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 as a part of this work authorization.
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. Holtz has been successfully
providing SRF assistance for Village since 2020 and helped put the current SRF loan in place.
Water Fund Account 401-411-663.632
Budgeted amount: $150,000.00 Available amount: $102,495.06
Expenditure amount: $24,860.00 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: https://bit.ly/3mnfeU4
VILLAGE OF TEQUESTA
CONSULTING SERVICES WORK AUTHORIZATION
DATE : 5-20-24 VILLAGE RFQ. NO. : UTIL 06-20
WORK AUTHORIZATION NO.14 FOR CONSULTING SERVICES
PROJECT No. G/L CODE: ____________________
HOLTZ CONSULTING PROJECT NO.:
PROJECT TITLE: State Revolving Fund (SRF) Assistance for Water Treatment Plant Upgrades
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
Agreement.
I. PROJECT DESCRIPTION
The VILLAGE owns and operates a potable water utility system to serve customers within the
to fund the upcoming Water Treatment Plant
Process Efficiency and Control Improvements project and Beach Road Phase II Water Main
Replacement 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
water treatment plant project and revise the Water Facilities Plan to incorporate the requested
information from the FDEP for the proposed water main improvements as well as include the
additional water treatment plant upgrades not previously included in the current Water Facilities Plan.
SCOPE OF SERVICES
The following is a description of the services to be provided under this Work Authorization.
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. 14 1 of 4
CONSULTANT shall prepare and submit a Request for Inclusion (RFI) package and supporting
equest for Inclusion on the Priority List for Drinking Water
ting documentation will be submitted to the
Drinking Water SRF program.
CONSULTANT shall revise the existing Water Facilities Plan to incorporate the Request for
Additional Information provided by FDEP SRF staff on May 9, 2024, which includes the
requirement to conduct a new public meeting, submit a new business plan, and have the Village
Council adopt the revised facilities plan. In addition to completing the items required in the
May 9, 2024 correspondence, the CONSULTANT will incorporate the additional components
and costs of the Water Treatment Plant Process Efficiency and Control Improvements project
not currently listed in the Water Facilities Plan.
T
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).
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.
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.
WORK AUTHORIZATION NO. 14 2 of 4
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 signed and sealed copy of the revised Facilities Plan.
2. Presentation slides and minutes from the Public Meeting.
3. Draft language to the Village for use in advertising the public meeting.
4. Draft language to the Village for the adopting resolution of the revised Facilities Plan.
Task 4 - 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 5 - Deliverables:
1. PDF copy of all required SRF bid and construction contract documents required.
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.
Table 1
Schedule
Cumulative
Time to Complete (Calendar
Time to
Days)
Complete
Activit
(Calendar Days)
7 days from NTP 7 days
Project Kick-of Meeting
18 days from NTP June 28, 2024
Request for Inclusion & Revised Water
Facilities Plan
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 $24,860 in accordance with our approved billing rates with an estimate of costs by task provided
WORK AUTHORIZATION NO. 14 3 of 4
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
DescriptionTotal
1.Project Kick-off Meeting$740.00
2.Prepare and Submit Request for Inclusion Package$3,800.00
3.Revisions to Facilities Plan$14,880.00
4.Loan Application and Agreement Packages Assistance$3,100.00
5.Assistance with SRF Compliance Components of Construction$2,340.00
Contract Documents
$24,860.00
TOTAL
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, Facilities Plan,
and loan application including, but not limited to cost estimates, engineering plans and
contract documents, financial, historical, and census data, and any required rate studies, capital
financing plan, and financial information required to be provided per the request of SRF staff.
2.The Village is responsible for completing the Business Plan and providing to the
CONSULTANT. This will be incorporated as an Appendix in the Facilities Plan.
3.Assistance with preparation of required exhibits and maps.
4.Prompt review of all deliverables.
5.Participation of key personnel at progress meetings
VI.AGREEMENTREFERENCE
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
Compensation shall not exceed the hourly rates currently in effect under this Agreement.
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By: By:
Christine Miranda, PE
Print Name:
Vice President
Title: Date:
WORK AUTHORIZATION NO. 14 4 of 4
PUBLIC RECORDS. In accordance with Sec. 119.0701, CƌƚƩźķğ {ƷğƷǒƷĻƭ, 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
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, CƌƚƩźķğ {ƷğƷǒƷĻƭ. A CONTRACTOR
who fails to provide the public records to the Village, or fails to make them available for
inspection or copying, wit
pursuant to Sec. 119.0701, CƌƚƩźķğ {ƷğƷǒƷĻƭ, and other penalties under Sec. 119.10, CƌƚƩźķğ
{ƷğƷǒƷĻƭ. 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
cust
technology systems.
IF CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER
RELATING TO THIS AGREEMENT, PLEASE CONTACT THE VILLAGE CLERK, RECORDS
CUSTODIAN FOR THE VILLAGE, AT (561) 768-0440, OR AT
lmcwilliams@tequesta.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
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.
to comply with the requirements of Title II of the
by ensuring that the Con
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 ("W3C"), Web Accessibility Initiative ("WAI"), available at
www.w3.org/TR/WCAG/
Attachment A: Village of Tequesta SRF Funding Assistance for WTP Upgrades & Facilities Plan Revisions
Principal Engineer Associate Engineer Project Engineer (PE) Project Engineer (EI)Senior DesignerConstruction InspectorAdministrative AssistantSubconsultantItem Cost (Includes 5% Subconsultant
Markup)Task Cost
Rate$190$180$120$105$110$95$70--
TaskItem HoursFees
1. Project Kick-Off
Project Kick-off Meeting22
$740.00$740.00
Meeting
2. Prepare and Submit
Prepare and Submit RFI Package to the FDEP8216$3,800.00
Request for Inclusion
$3,800.00
Package
3. Revisions to
Revisions to Facilities Plan Including Public Meeting2030408$14,880.00
Facilities Plan
$14,880.00
4. Loan Application and
$3,100.00
Agreement Package
Assist Client with Loan Application and Agreement Packages882
Assistance
$3,100.00
5. Assistance with SRF
Compliance
Assistance with Construction Contract Docuements482$2,340.00
Components of
$2,340.00
Construction Contract
Subconsultant
4250560804$0.00
HCE Total $24,860.00
$24,860.00