HomeMy WebLinkAboutDocumentation_Regular_Tab 21_5/8/2025 Agenda Item #21.
Regular Council
STAFF MEMO
Meeting: Regular Council - May 08 2025
Staff Contact: Marjorie Craig, Utilities Director Department: Utilities
immr
Consider Approval of Holtz Consulting Work Authorization for WM#1 Tequesta Drive Water Main
(WM) Replacement Project (WM#1) for a Total Not to Exceed $87,365 — Construction Engineering
Inspection (CEI) Services During Construction
The Village of Tequesta (Village) Utilities Department (UD) recommends approval of work authorization (WA)
19 with Holtz Consulting for"WM#1 Tequesta Drive Water Main Replacement" project (Project).
The work authorization includes construction engineering inspection (CEI) phase services for a project to
replace approximately 5,600 feet of existing asbestos cement (AC) potable water main, not to exceed $87,365.
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 currently 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 a lack of
funding.
The projected project schedule is outlined below:
Finalize 100% Design: April 2025
Bid Project: Mid-May 2025
Award Project: July 2025
Issue Notice to Proceed: August 2025
Complete Project: March 2026 (pending supply chain)
Holtz Consulting 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.
Page 207 of 496
Agenda Item #21.
WATER FUND - Account 401-412-663.632 Capital Improvement Architect & Engineering
Services
Budgeted amount: $8101000
Available amount: $326)289
Amount of this proposal: $ 875365
Amount of additional proposal elsewhere on this agenda (Well#19): $ 835000
Total Remaining: $1559924
Attachment:
• Holtz Consulting work authorization#19 for CEI services for WM#1 for signature
• 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
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 INFORMATION:""
BUDGET AMOUNT $810,000 AMOUNT AVAILABLE EXPENDITURE AMOUNT:
$326)289 $87)365
FUNDING SOURCES: 401-412-663.632 Capital IS THIS A PIGGYBACK:
Improvement Architectural & Engineering El Yes ❑x N/A
Services
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 SELECTIONCCNA approved continuing engineering consulting
firm
1) 25.0410.Holtz - WA 19 WM#1 Teq. Dr-CEl-executed
02) AC Pipe Replacement Protects Figure- 2020
03) 2024 WM Project Exhibit- WM#1 Tequesta Dr
Page 208 of 496
Agenda Item #21.
VILLAGE OF TEQUESTA
k
CONSULTING SERVICES WORK AUTHORIZATION
1
DATE : 4/10/25 VILLAGE RFQ. NO. : UTIL 06-20
WORK AUTHORIZATION NO.19 FOR CONSULTING SERVICES
PROJECT No. 2 1-UTL-67 1-01 G/L CODE: 401-411-663.671
HOLTZ CONSULTING PROJECT NO.:
PROJECT TITLE: WM#1 Tequesta Dr. Water Main Replacement Project—Engineering Services
During Construction
The terms used in this work authorization with initial capital letters have the meaning stated in the
2020 request for qualifications documents and the master agreement for professional services
referenced below.
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") and Holtz Consulting ("CONSULTANT"), hereafter referred to as the
Agreement.
I. PROJECT DESCRIPTION
The project will include engineering services during construction for the WM#1 Tequesta Dr. Water
Main Replacement Project , which consists of the installation of approximately 5,600 feet of potable
water main to replace the existing asbestos cement (AC)pipe along the streets listed below:
• E1 Portal Drive from Yacht Club Place to Tequesta Drive
• Tequesta Drive from Country Club Drive to Pinetree Drive
• Tequesta Drive from the Tequesta Bridge to Fiesta Drive
The existing AC pipe was installed in the 1950's and 1960's and has reached the end of its useful life.
Replacing the AC pipe will reduce the risk of failure and increase the resiliency of the Village's potable
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-U21.19 1 of 4
Page 209 of 496
Agenda Item #21.
II. SCOPE OF SERVICES
The following is a description of the services to be provided under this Work Authorization.
TASK 1 —ENGINEERING SERVICES DURING CONSTRUCTION
CONSULTANT will provide engineering and inspection services during construction of the project.
It is assumed that the construction contract will be eight (8) months from NTP to Final Completion
with approximately 26 weeks of actual field construction.
Under this task CONSULTANT will perform the following activities:
• Administer the VILLAGE'S Construction Contract with the Contractor in accordance with
the General Conditions of the Construction Contract.
• Direct the preconstruction meeting with the VILLAGE, Contractor, and other interested
parties and prepare meeting agenda and minutes.
• Review and comment on shop drawings submitted by the Contractor.
• Provide the Contractor with clarifications concerning questions about the Contract Documents
and respond to RFI's.
• Review and make the recommendations necessary for the approval or rejection of the
Contractor's monthly payment applications.
• Conduct bi-weekly progress meetings with the VILLAGE and Contractor. Prepare and
distribute meeting minutes to all attendees.
• Coordinate with customers regarding impacts due to the construction activities including
interruptions of service.
• Make general site inspections of the work such including periodic visits to the site to evaluate
the Contractor's compliance with Contract Documents (Approximately 26 weeks of actual
construction and an average of 16 hours per week for the Construction Inspector and 2 hours
per week by the Engineer of Record) to monitor progress. It is assumed that the construction
contract will have a duration of six months.
• Verify that the work has progressed to the substantial completion point in accordance with the
Contract Documents. The CONSULTANT will prepare a punch list of items remaining to be
completed which will be attached to the Certificate of Substantial Completion.
• Verify that the work items identified on the substantial completion punch list are addressed
and all other Work identified as being incomplete have been completed in accordance with
WORK AUTHORIZATION NO. HCE-U21.19 2 of 4
Page 210 of 496
Agenda Item #21.
the Contract Documents. CONSULTANT will ensure the final punch list is satisfactorily
completed prior to approval of the Contractor's Final Payment Request.
• Review Record Drawings submitted by the Contractor with each Pay Request and at
completion of the project.
• Prepare final documentation for Contract close-out.
III. DELIVERABLES
Task 1 - Deliverables:
1. PDF copy of all Contractor Submittals.
2. PDF copy and two hard copies of Contractor Pay Requests with recommendation for
payment.
3. PDF copy of all meeting agendas and minutes.
4. PDF copy of the Substantial Completion Punchlist.
5. PDF copy of the Certificate of Substantial Completion.
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
A ti it (Calendar Days)
1. Services During Construction Throughout Construction 248
Contract Duration(approx. 8
months)
WORK AUTHORIZATION NO. HCE-U21.19 3 of 4
Page 211 of 496
Agenda Item #21.
V. COMPENSATION AND PAYMENT
The CONSULTANT will perform the tasks as outlined in the scope of services on a time and expense
basis,not to exceed$87,365 and will invoice in accordance with our approved billing rates. Invoices
for worked performed will be submitted by CONSULTANT monthly for approval by VILLAGE.
Table 2
Budget Summary
Description Total
1. Engineering Services During Construction $871365
TOTAL $879365
VI. ASSUMPTIONS
1. It is assumed that the construction contract will be eight (8) months from NTP to Final
Completion with approximately 26 weeks of actual field construction.
VII. 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 Holtz Consulting ("CONSULTANT").
Compensation shall not exceed the hourly rates currently in effect under this Agreement.
HOLTZ CONSULTING VILLAGE OF TEQUESTA
By: By:
Molly Young, Mayor
Print Name: Stephen Fowler, PE, CGC
Title: Vice President Date:
WORK AUTHORIZATION NO. HCE-U21.19 4 of 4
Page 212 of 496
Agenda Item #21.
Attachment A: Village of Tequesta-WM#1 Tequesta Drive Water Main Replacement Project-Services During Construction
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Rate $190 $1801 $150 $105 $110 $135 $95 $70 --
Task Item Hours Fees
Pre-Construction Meeting Agenda,Attend and Minutes 1 2 1 $585.00
Administer Construction Contract with Contractor and Coordinate with
Owner 8 16 6 $4,340.00
Review Submittals 1 8 8 $2,230.00
Respond to RFIs 1 3 $640.00
Review Pay Requests Assume 7 1 1 7 1 $1,240.00
Review CO Issues and Issue COs 1 2 $490.00
1.Engineering Services Attend Bi-weeklyProgress Meetings and Prep Minutes Assume 12) 12 18 12 $6,120.00
During Construction
Coordination of Notifications to Residents and Businesses 20 $1,900.00 $87,365.00
General Inspections Const.Mgr/Inspector 16 hrs/week for 26 weeks 208 208 $47,840.00
Construction Mana ement/Corres ondence/Coordination 20 40 $9,800.00
General Inspections PM 2 his/week for 26 weeks 52 $7,800.00
Closeout of Permits 2 2 $680.00
Monitor Punchlist Through Final Completion 6 10 $1,850.00
Prep and Warrant Walkthrou h and Punchlist(HCE) 2 2 $490.00
Review Contractor Record Drawings 2 2 2 $870.00
Contract Closeout Activities 1 2 $490.00
Subconsultant
50 0 162 8 0 208 255 6 $0.00
HCE Total $87,365.00
*Proposal is based on a 8 month construction contract(26 weeks active construction). Onsite services are based on the assumption that $87,365.00
the project will be completed under the schedule for these services.In the event that the Contractor does not complete construction
activities in their contractual schedule,an amendment maybe required for extended construction services.
Page 213 of 496
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