HomeMy WebLinkAboutAgreement_Water Service_4/10/2025_Holtz ConsultingSTAFF MEMO
Date: March 27, 2025
To: Jeremy Allen, Village Manager
From: Marjorie G Craig, PE, Director, Utilities Department
Re: Consider Approval of Holtz Consulting Work Authorization for WM#1 Tequesta Drive
Water Main (WM) Replacement Project for a Total Not to Exceed $11,665
The Village of Tequesta (Village) Utilities Department (UD) recommends approval of work authorization
(WA) 16 with Holtz Consulting for “WM#1 Tequesta Drive Water Main Replacement” project (Project).
The work authorization includes engineering services for the design update and bidding phase services
for a project to replace approximately 5,600 feet of existing asbestos cement (AC) potable water main.
This work authorization total is not to exceed $11,665. This project was 100% complete and was
originally bid together with the WM#4 Country Club Dr S water main replacement project in November
2022. The bids for the combined project came in at 60% higher than the engineer’s opinion of probable
construction cost (OPC). Therefore, the WM#1 portion was deferred due to a lack of funding. Due to the
implementation of the capital charge in 2023, we can now fund it as a pay-go project.
Streets included in the Project:
El Portal Drive from Yacht Club Place to Country Club Drive
Tequesta Drive from County Club Drive to Pinetree Drive
Tequesta Drive from the Tequesta Bridge to Fiesta Drive
This Project is part of the phased AC water main replacement program included in the “May 2020 Village
of Tequesta Facilities Assessment Update,” developed for the Village UD by Kimley-Horn. Attached is a
map of the planned AC pipe replacement projects.
At the March 3, 2025, Village Council workshop, the UD presented its updated financial projections,
provided by the Village’s Finance Department, which showed that implementing the 2023 capital charge
as a part of the rate increase has allowed us to catch up financially in revenues. Based on this, the UD is
prepared to proceed with two additional capital projects on a cash basis. The new recommended project
schedule includes moving the SA Well 19 Replacement project and WM#1 Tequesta Dr. water main
replacement forward this year, which were deferred in 2022 due to lack of funding.
Finalize 99% design to 100%:
Bid Project: Late April 2025
Award Project: July 2025
Issue Notice to Proceed: August 2025
Complete Project: March 2026
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
MRA has a master agreement with the Village through the Consultant’s Competitive Negotiations Act
(CCNA), FS287.055, approved on September 10, 2020. The CCNA requires public agencies to select
professional service firms based on qualifications.
Please see the attached scope of services for more details. The work authorization will be funded by the
Water Fund account for engineering services.
WATER FUND - Account 401-241-531.302-Water Admin Engineering Services
Budgeted amount: $317,975
Available amount: $171,553
Amount of this proposal: $ 11,665
Amount of another proposal on this agenda (Well#19): $ 21,000
___________________________________________________________________
Total Remaining: $138,888
Attachment:
Kimley-Horn map of Village UD AC pipe replacement program from the 2020 Village UD Facilities
Assessment Plan
Holtz maps of Village UD AC pipe replacement program and WM#1 specifically from the 2024 FDEP SRF
Village UD Facilities Plan
Page 2 of 2
VILLAGE OF TEQUESTA
CONSULTING SERVICES WORK AUTHORIZATION
DATE : 3/10/2025 VILLAGE RFQ. NO. : UTIL 06-20
WORK AUTHORIZATION NO.16 FOR CONSULTING SERVICES
PROJECT No. ______ G/L CODE: 401-411-663.
HOLTZ CONSULTING PROJECT NO.:
PROJECT TITLE: WM #1 Tequesta Dr. Water Main Replacement Project
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 , and Holtz Consulting red to as the
Agreement.
I.PROJECT DESCRIPTION
The project will include engineering services for the design update, bidding, and construction of
approximately 5,600 feet of potable water main to replace the existing asbestos cement (AC) pipe
along the streets listed below:
El Portal Drive from Yacht Club Place to Country Club Drive
Tequesta Drive from Country Club Drive to Pinetree Drive
Tequesta Drive from the Tequesta Bridge to Fiesta Drive
Replacing the AC pipe will reduce the risk of failure
water distribution system. Included in the design will be the replacement of water services from the
new water mains to the existing water meters, new fire hydrants, and the grouting/abandonment of the
existing AC pipe after the new water mains are placed into service.
WORK AUTHORIZATION NO. HCE-16_____ 1 of 4
II. SCOPE OF SERVICES
The following is a description of the services to be provided under this Work Authorization.
TASK 1 Î DESIGN SERVICES
CONSULTANT will update the existing design plans previous prepared under a past Work
Authorization to incorporate water main improvements that have already been completed under the
previous project and to meet the new asphalt milling and overlay requirements of the Village Public
Works Department. CONSULTANT will also update the plans to include adding swales as part of
the restoration work where the new water main is installed via open-cut methods.
CONSULTANT shall provide draft updated drawings and technical specifications for VILLAGE
review. Technical specifications will be based on the CSI 16 division format. The front-end contract
documents provided by the VILLAGE will be incorporated into the Contract Documents by the
CONSULTANT.
Following draft submittal review by the VILLAGE, CONSULTANT shall meet with VILLAGE to
discuss comments, and then prepare the documents incorporating comments for the final
set of construction documents.
CONSULTANT shall also update the . A blank
and completed bid form will be prepared and submitted to the VILLAGE for their insertion into the
VILLAGE-end bidding and contract documents.
TASK 2 Î BIDDING/PROCUREMENT SERVICES
CONSULTANT will assist the VILLAGE with advertising and bidding the project or procuring a
-
Under this task CONSULTANT may perform a combination of the following activities:
Prepare bid advertisement and provide bid documents to bidders.
Conduct a pre-bid meeting and issue meeting minutes to all plan holders.
Conduct a site visit/walkthrough with potential contractor(s).
Respond to questions bidders may have concerning the bid documents.
Issue addenda as necessary to clarify the bid documents.
Attend bid opening and prepare bid tabulation form.
Evaluate bids and prepare recommendation of award to the lowest responsive, responsible
bidder.
Prepare Final Contract Documents
Prepare and review executed contract documents.
WORK AUTHORIZATION NO. HCE-16_____ 2 of 4
III. DELIVERABLES
Task 1 - Deliverables:
1. One (1) PDF copy of the draft updated plans and specifications and cost estimate.
2. One (1) signed and sealed PDF copy and one (1) signed and sealed hard copy of the final
(100%) plans and specifications and final cost estimate.
3. Electronic copies of all meeting agendas and minutes.
Task 2 Deliverables:
1. PDF copy of Addenda as necessary.
2. PDF copy of Bid Tabulation form.
3. One (1) hard copy and one (1) PDF copy of written recommendation for award of the
contract.
4. PDF copy of Notice to Proceed.
5. Two (2) hard copies of the executed Contract Documents
4. Electronic copies of all meeting agendas and minutes.
IV. 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
Time to
(Calendar Days)
Complete
Activity
(Calendar Days)
1. Design Services
30 days from NTP 30
Draft Updated Design Submittal
15 days from receipt of 52
Final Design Submittal
comments on draft submittal
45 days 97
2. Bidding/Procurement Services
* The schedule is based upon conducting a review meeting within 7 calendar days after the Village
receives the design submittal. All review comments shall be provided to Consultant within 7
calendar days after the Village receives the submittal. An adjustment to the overall schedule will
be required in the event the review meeting takes longer to be conducted and/or obtaining
comments takes longer to receive.
WORK AUTHORIZATION NO. HCE-16_____ 3 of 4
V.COMPENSATION ANDPAYMENT
The CONSULTANT will perform the tasks as outlined in the scope of services for Lump Sum Fee
of$11,665.00in accordance with our approved billing rates with an estimate of costs by task
provided inTable 2 and furtherdetailedinAttachment A. Monthly progress payments will be
authorized based on percent complete as determined by CONSULTANTand approved by
VILLAGE.
Table 2
Budget Summary
DescriptionTotal
1.Design Services$7,765
2.Bidding/Procurement Services$3,900
$11,665
TOTAL
VI.ASSUMPTIONS
1.The design drawings (including survey, subsurface exploration, etc.) will be based on the
plans previously prepared and bid with the AC Water Main Replacement Project #4.No
updated survey or subsurface investigation is included.
2.The new water main sizes will be determined by the VILLAGE. No hydraulic modeling
or fire-flow modeling is included in this proposal.
VII.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
between the Village of TequestaHoltzConsulting
Compensation shall not exceed the hourly rates currently in effect under this Agreement.
HOLTZ CONSULTINGVILLAGE OF TEQUESTA
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By:By:
Stephen Fowler
PrintName:
Vice President
Title:Date:
WORK AUTHORIZATIONNO. HCE-16_____4of 4
Task Cost
$7,765.00$3,900.00
$11,665.00
Total
Subconsultant Markup)
Item Cost (Includes 5%
$340.00$490.00$680.00$340.00$340.00
$1,280.00
Subconsultant
Fees
HCE
$11,665.00
Subconsultant
Administrative Assistant
Construction Inspector
Construction Manager
Senior Designer
Project Engineer (EI)
Project Manager (PE)
Hours
Associate Engineer
Principal Engineer
130271928001$0.00
$190$180$150$105$110$135$95$70--
Attachment A: Village of Tequesta AC Water Main Replacement Project #1
Rate Update Plans, Specifications, and Cost Estimate28816$4,180.00Plan Review Meeting 111$445.00Prepare Final Construction Documents (Plans Specs., Cost Estimate)24812$3,140.00Assist
Client with Bidding/Procurement 26Issue Addenda11Prepare, Attend Pre-Bid Meeting and Minutes12Attend Site Visit/Walkthrough with Contractor(s)22Attend Bid Opening and Prepare Bid Tab11Recommendation
of Award11Assist with Contract Execution, NTP121$430.00
TaskItem
2. Bidding /
1. Design Services
Procurement Services
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/