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HomeMy WebLinkAboutAgreement_Water Service_9/12/2024_CHen-Moore Wright Pierce VILLAGE OF TEQUESTA 7,1 CONSULTING SERVICES WORK AUTHORIZATION DATE: "f' 9� _I VILLAGE RFQ. NO.: UTIIL,XX-XX WORK AUTHORIZATION NO. FOR CONSULTING SERVICES PROJECT No. G/L CODE: CHEN-MOORE PROJECT NO.: 492.015 PROJECT TITLE: Water Treatment Plan Process and Control Improvements Bidding and Construction Services 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"), Chen-Moore & Associates ("CONSULTANT"), And Wright-Pierce, Inc. (SUBCONSULTANT)hereafter referred to as the Agreement. I. PROJECT DESCRIPTION The Village of Tequesta (VILLAGE) owns, operates and maintains the Public Water System (PWS) No.4501438, which provides potable water to the customers within the VILLAGE's water service area through approximately 5,045 connections. The PWS generally consists of fourteen groundwater wells, a water treatment plant(WTP)with two separate treatment trains, and over seventy-two miles of water distribution mains ranging in size from 4-inch to 16-inch in diameter. The PWS has a Florida Department of Environmental Protection (FDEP) permitted maximum day operating capacity of 6.33 million gallon per day (MGD). The VILLAGE's South Florida Water Management (SFWMD) Water Use Permit (WUP No. 50-00046-W), which expires on October 31, 2031, allows the VILLAGE to withdraw up to 1,594 million gallons (MG) annually with a maximum monthly withdraw limit of 230.11 MG. The WTP generally consists of a 2.7 MGD sand filter treatment process, a 3.6 MGD reverse osmosis (RO) treatment process, one 0.75 MG water ground storage tank (GST) and one 2.0 MG GST for finished water storage, and two high service pump stations (HSPS). The HSPS pumps finished water from the GSTs into the water distribution system. There are two HSPS each related to one of the treatment trains. Pumps 1 through 4 are vertical turbine pumps located outside,near the 0.75 MG GST, and are each equipped with 40 HP motors. Pump 4 has an adjustable speed drive. Pumps 5 through 7 are horizontal, split-case pumps, located in a pump room next to the RO Process area. Pumps 5 and 6 are equipped with 125 HP motors, and Pump 7 is equipped with a 75 HP motor. Pumps 5 and 7 have adjustable speed drives. The Sand Filter treatment system was originally installed in 1977 as a GreensandTM filter for iron WORK AUHORIZATION NO. l of 8 removal. In 1982,the filter media was converted to sand/anthracite. In 2000, the VILLAGE constructed the first phase of the reverse osmosis (RO) treatment train. The treated water from both treatment trains is combined in a clearwell,prior to being pumped into the GSTs before distribution. Evaluations were performed of the existing treatment systems, SCADA systems, and distribution systems. As a part of the evaluations, opportunities for energy savings and better operational control were identified. These opportunities were translated into specific proposed improvements to the treatment,SCADA,and pumping systems.Final design documents were developed and delivered to the VILLAGE in June 2024. The VILLAGE has decided to obtain a State Revolving Fund (SRF) loan through the FDEP. After the funding is obtained, the VILLAGE intends to procure qualified bids and then construct the improvements. For these reasons, the VILLAGE has requested CONTRACTOR perform the professional services required to implement these proposed improvements. SUBCONTRACTOR will provide the below services to assist CONTRACTOR with this project. II. SCOPE OF SERVICES The following is a description of the services to be provided under this Task Order. TASK 1 —Project Management and Meetings A. Project Management SUBCONTRACTOR will perform project management activities for the project. The activities include contract administration, budget management, invoicing, monthly status reports, scheduling, and coordination with VILLAGE and CONTRACTOR. B. Meetings CONSULTANT and SUBCONSULTANT will attend the following Teams enabled meetings with the VILLAGE. For each meeting, SUBCONSULTANT will prepare a meeting agenda and meeting minutes. Task Assumption(s): The Scope of Services associated with this task assumes the following: • VILLAGE will upload the information requested to SUBCONSULTANT's SharePoint FTP site by the proposed submission dates. Tasks Deliverable(s): SUBCONSULTANT will submit the following to the VILLAGE and CONSULTANT: Agenda and minutes for each meeting in PDF format. TASK 2—Bidding Services A. Bidding Services WORK AUHORIZATION NO. 2 of 8 The VILLAGE will use the VILLAGE-approved 100% design drawings (June 2024)to solicit bids from qualified contractors to construct the Project, including advertising the project and bidding administration. During the bidding process, the SUBCONSULTANT shall: 1. Prepare for and attend a Pre-bid meeting to be organized by the VILLAGE. 2. In consultation with the VILLAGE, SUBCONSULTANT shall review questions from the bidders and provide comments/responses to the VILLAGE. After response coordination with the VILLAGE, the VILLAGE shall issue the final Bid Addenda. The preparation of up to two (2), separate Bid Addenda, including minor revisions to drawings or specifications developed during the bidding process,have been budgeted. 3. After the Bids have been received, SUBCONSULTANT shall review the bids and prepare a tabulation of the bids and present it to the VILLAGE. SUBCONSULTANT shall review the lowest apparent bidder references and bid to determine if it is complete as a responsible bidder. 4. Prepare a recommendation of award letter to the VILLAGE. Task Assumption(s): The Scope of Services associated with this task assumes the following: • VILLAGE will advertise for bids,distribute plans,specifications,and addenda,and perform all administrative functions related to procuring bids. Tasks Deliverable(s): SUBCONSULTANT will submit the following to the VILLAGE and CONSULTANT: • Recommendation of Award letter to the VILLAGE in PDF format. • Bid Addenda in PDF format. TASK 3—Construction Services A. Pre-Construction Meetine SUBCONSULTANT will prepare for and attend one(1)pre-construction meeting. The VILLAGE will prepare a meeting agenda and meeting summary. SUBCONSULTANT shall lead the technical discussion during the meeting, while the VILLAGE will lead the administrative discussion related to the Project. B. Preliminary Matters and Contract Documents SUBCONSULTANT shall provide one(1)PDF set of conformed construction drawings and technical specifications for distribution to the VILLAGE and the selected Contractor. The conformed construction drawings and technical specifications shall incorporate changes and clarifications to the documents during the bid phase. SUBCONSULTANT shall review and approve the preliminary schedule of shop drawings and submittals, the preliminary schedule of values, and the Contractor's WORK AUHORIZATION NO. 3 of 8 proposed construction schedule for the Project. C. Shop Drawine Review SUBCONSULTANT shall receive shop drawings provided by the Contractor and distribute the shop drawings to the VILLAGE for review. SUBCONSULTANT shall review the shop drawings for general conformance with the Contract Documents and incorporate VILLAGE comments on the shop drawings,then distribute the review comments to the Contractor. SUBCONSULTANT shall review up to sixty(60)shop drawings (assuming 40 submittals and 20 resubmittals). SUBCONSULTANT shall maintain a shop drawing log to the track shop drawing review process,for SUBCONSULTANT use only. D. Construction Progress Meetings A representative of SUBCONSULTANT shall attend up to twelve(12) construction progress meetings (assume 6 virtual and 6 in person). The Contractor shall prepare the meeting agenda and generate meeting minutes. E. Construction Site Visits SUBCONSULTANT's Engineer of Record(EOR),or designated representative, shall visit the site periodically, at intervals appropriate to the various stages of construction to observe site conditions and the Work to determine general conformance to the Contract Documents, as applicable. Site visits shall occur approximately monthly during the active construction period,which is estimated to be 9 months. A total of six(6) site visits have been allocated for this task. Some site visits may occur during the time immediately adjacent to the construction progress meeting. The VILLAGE will have a representative to observe daily construction activities. SUBCONSULTANT shall notify the VILLAGE of any work that does not appear to be in conformance with the Contract Documents. SUBCONSULTANT shall,if needed, disapprove or reject work which is defective, and/or make recommendations to the VILLAGE where special inspections or testing may be required to assess conformance with the Contract Documents. SUBCONSULTANT shall coordinate schedules with the Contractor for startup and testing activities of the major equipment. SUBCONSULTANT shall coordinate site visits to observe major testing and startup activities. F. Applications for Payment SUBCONSULTANT shall review up to ten(10)Applications for Payment submitted by the Contractor, including updated progress schedules, and shall indicate in writing to the VILLAGE a recommendation of payment or return the application to the Contractor specifying in writing the reasons for not recommending payment. SUBCONSULTANT's recommendation of payment shall constitute a representation by SUBCONSULTANT to the VILLAGE that: WORK AUHORIZATION NO. 4 of 8 l. The work has progressed to the point indicated; 2. The quality of the work is generally in accordance with the Contract Documents; and 3. The conditions precedent to the Contractor being entitled to such payment appear to have been fulfilled based on SUBCONSULTANT's site observations and from on-site feedback from the VILLAGE staff. If the work has not progressed in accordance with the approved construction schedule, SUBCONSULTANT shall request that the Contractor submit a recovery plan schedule indicating corrective actions necessary to get the work back on schedule. G. Requests for Information (RFIs) SUBCONSULTANT shall review up to ten(10)RFIs submitted by the Contractor.The Contractor shall provide a response and submit them to the VILLAGE for review. After the VILLAGE has provided their comments, SUBCONSULTANT shall submit the final RFI responses to the Contractor. SUBCONSULTANT shall maintain an RFI log for the Project, for SUBCONSULTANT use only. H. Change Orders The Contractor shall prepare Change Order Requests for adjustments in Contract Price or Contract Time and submit them to SUBCONSULTANT for review and comment. After incorporating comments from SUBCONSULTANT, the Contractor will submit the final Change Order Request to SUBCONSULTANT. SUBCONSULTANT shall advise the VILLAGE on the Change Order Request and recommend approval. The VILLAGE will approve and execute the final Change Order. This task includes a total of two (2)change order reviews. I. Operations and Maintenance(O&M) Manual Review SUBCONSULTANT shall receive O&M Manuals provided by the Contractor and distribute the O&M Manuals to the VILLAGE for review. SUBCONSULTANT shall incorporate comments on the O&M Manuals and distribute the review comments to the Contractor. SUBCONSULTANT shall review up to forty(40)O&M Manuals (assuming 30 submittals and 10 resubmittals)for general conformance with the Contract Documents. SUBCONSULTANT shall maintain an O&M Manual review log to track the O&M Manual review process. J. Startui) and Testing of Primary Equipment The SUBCONSULTANT shall assist the Contractor and VILLAGE with startup and testing of the primary plant equipment, including: 1. Attend startup/testing sessions for the following equipment: a. RO System Modifications—three days for the startup and testing of the VFDs and interstage booster pumps for each of the three RO trains. WORK AUHORIZATION NO. 5 of 8 b. Online analyzers -one day for the startup and testing of the additional analyzers. c. High Service Pumps—one day for startup and testing of the high service pumps and associated VFDs. d. Chemical Feed System—one day for startup of the new liquid ammonium sulfate chemical injection system. e. SCADA system—Four days (in two, separate site visits)for startup and testing of the main plant PLC and control systems to control and monitor the additional equipment at the facility. K. Substantial Completion Upon written notification and receipt of a list of items to be completed/corrected from the Contractor, SUBCONSULTANT shall visit the site to determine if the work is substantially complete. For the purpose of this task, SUBCONSULTANT assumes that one(1) substantial completion site visit shall be required. When the work is deemed to be substantially complete, SUBCONSULTANT shall prepare a Certificate of Substantial Completion that establishes the date of Substantial Completion. The Certificate of Substantial Completion shall be accompanied by a list of items to be completed/corrected. L. Project Close-Out Upon written notification from the Contractor that the entire work is complete, SUBCONSULTANT shall visit the site to determine if the work is complete as required by the Contract Documents. For the purpose of this task, SUBCONSULTANT assumes that one (1) final completion site visit will be required. When the work is deemed to be complete by SUBCONSULTANT and the VILLAGE, SUBCONSULTANT shall review the Contractor's final Application for Payment and accompanying documentation and provide a written recommendation to the VILLAGE. The SUBCONSULTANT shall also give written notice to the VILLAGE and the Contractor that the work is acceptable, subject to the provisions of the VILLAGE's General Conditions and Contractor agreement. SUBCONSULTANT shall provide a single review of the Contractor's as-built drawings for completeness and compliance with VILLAGE requirements. This effort shall include the preparation of written comments for submission to the Contractor based on the SUBCONSULTANT's review of the as-built drawings. SUBCONSULTANT shall prepare record drawings based on the Contractor's as-built data and feedback from the VILLAGEs field representative, and provide electronically in AutoCAD and PDF formats. SUBCONSULTANT shall submit one electronic set and three (3)hardcopy sets of the record drawings to the VILLAGE within 30 days of the receipt of the Contractor's final as-built drawings. SUBCONSULTANT shall prepare and submit a single"Certification of Construction Completion and Request for Clearance to Place Permitted PWS Components into Operation" [Form 62-555.900(9)] to the FDEP, including required backup information for the submittal to place the WTP into operation. The VILLAGE will sign the forms, as required, and submit them to SUBCONSULTANT. SUBCONSULTANT shall WORK AUHORIZATION NO. 6 of 8 submit the clearance package to the FDEP. Task Assumption(s): The Scope of Services associated with this task assumes the following: • The VILLAGE will provide day-today observation of the Contractor's work and inform SUBCONSULTANT of any items that need attention. Tasks Deliverable(s): SUBCONSULTANT will submit the following to the VILLAGE and CONSULTANT: • Copy of the FDEP clearance form. • Electronic copy and three hardcopies (22"04")of the record drawings. III. SCHEDULE The Project will begin immediately after SUBCONSULTANT receives a written Notice-to- Proceed (NTP) and an executed Agreement from CONSULTANT. SUBCONSULTANT will coordinate the Project schedule with the VILLAGE and CONSULTANT but assumes the Bidding Phase will be complete within 90 calendar days of receiving the written NTP,and the Construction Phase will be complete within 480 days after the completion of the Bid Phase. A preliminary Gantt Chart Schedule using an assumed date that SUBCONSULTANT will receive the NTP is presented in Attachment 1. The schedule will be adjusted based on discussion with the VILLAGE and CONSULTANT. IV. COMPENSATION AND PAYMENT SUBCONSULTANT proposes to complete the Scope of Service described herein on a lump-sum basis for a not-to-exceed fee of$334,500. Table I summarizes SUBCONSULTANT's total not-to- exceed fee and breakdown of fees by task. TABLE 1 SUMMARY OF ENGINEERING FEE Task Fee Task 1 —Project Management and Meetings $ 24,64 Task 2—Bidding Services $ 27,074 Task 3 —Construction Services $ 282,38 Total Not-to-Exceed Fee $ 334,1001 WORK AUHORIZATION NO. 7 of 8 V. 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 Chen-Moore & Associates("CONSULTANT"). Compensation shall not exceed the hourly rates currently in effect under this Agreement. CHEN-MOO &ASSOCIATES VILLAGE OF TEQUESTA By: By: Molly Young, a r Print Name: hp,10-f- Moore l oo re Title: &S 1 1,01 Date: - 3 -a 4 WORK AUHORIZATION NO. 8 of 8