HomeMy WebLinkAboutDocumentation_Regular_Tab 23_5/8/2025 Agenda Item #23.
Regular Council
STAFF MEMO
Meeting: Regular Council - May 08 2025
Staff Contact: Marjorie Craig, Utilities Director Department: Utilities
IMMF
Consider Approval of Mock Roos and Associates (MRA) Work Authorization for Surficial Aquifer Well
19 Replacement for a Total Not to Exceed $83,000 for Construction Engineering Inspection (CEI)
Services
The Village of Tequesta (Village) Utilities Department (UD) recommends approval of a work
authorization (WA) with Mock Roos and Associates (MRA) for the construction engineering inspection
(CEI) services for the replacement of surficial aquifer (SA) well 19 (SA Well 19 Replacement), for a
total not to exceed $83,000. The SA Well 19 project is 99% designed, permits are in place, and was
scheduled to bid in FY22. Due to the implementation of the capital charge in 2023, we can now fund it
as a pay-go project.
SA Well 19 was one of the wells recommended for replacement in the July 2020 "Wellfield Condition
Assessment" report and needs to be replaced due to the deterioration of its mechanical components
and piping, to preserve its production capacity and capabilities. The well is located within Tequesta
Park and is one of three wells with an access vault for the mechanical components below ground,
making maintenance more difficult and time-consuming, and increasing the susceptibility to
bacteriological failures during lab testing.
The well was constructed in 1975, demonstrating a lifespan of 50 years to date, which is comparable
to the average lifespan of wells, typically ranging from 20 to 50 years. Well longevity varies depending
on many factors and can last far longer, especially when proper mechanical equipment and
components are in place and regular maintenance is conducted.
SA well 19 is part of the Village's system of 11 surficial aquifer wells, as permitted in our water use
permit (WUP) No. 50-00046-W, issued by the South Florida Water Management District (SFWMD).
Our SFWMD WUP allows for the withdrawal of 401 million gallons (MG) per year from the surficial
aquifer.
At the March 3, 2025, Village Council workshop, the UD presented its updated financial projections,
provided by the Village's Finance Department. It 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.
Page 221 of 496
Agenda Item #23.
We recommend approval of this work authorization, but want to note that while reviewing our well
locations and our FDEP lease, we discovered that the lease needs updating to include the well sites.
We have scheduled a meeting to initiate the process. We anticipate a two-month delay and will
provide progress updates.
The projected schedule for this project is outlined below:
Finalize 99% design to 100%: Was April — now May 2025 (SCADA questions arose and
coordination to ensure compatible with upgrades need to be addressed)
Bid Project: was April 2025 but the FDEP lease needs to be amended — targeting July and will adjust
depending on FDEP requirements
Award Project: TBD targeting August
Issue Notice to Proceed: TBD — targeting August
Complete Project: April/ May 2026 (depending on supply chain)
MRA has a master agreement with the Village through the Consultant's Competitive Negotiations Act
(CCNA), FS287.055, approved on September 10, 2020. The UD has ongoing projects and activities
that require general engineering expertise throughout the year. As part of its CCNA continuing
services agreement, MRA has been hired to provide general engineering services as needed. 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 capital project engineering services.
WATER FUND - Account 401-412-663.632 Capital Improvement Architect & Engineering
Services
Budgeted amount: $810)000
Available amount: $3261289
Amount of this proposal: $ 83)000
Amount of another proposal on this agenda (WM#1): $ 87)365
Total Remaining: $ 1555924
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 • - •
BUDGET AMOUNT $810,000 AMOUNT AVAILABLE EXPENDITURE AMOUNT:
$326)289 $83)000
FUNDING SOURCES: Water Fund Account IS THIS A PIGGYBACK:
401-412-663.632 Capital Improvements ❑ Yes 0 N/A
Architectural & Engineering Services
DID YOU OBTAIN 3 QUOTES?
❑ Yes 0 N/A
QUOTE 1 - BUSINESS NAME N/A QUOTE AMOUNT N/A
Page 222 of 496
Agenda Item #23.
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) WA SA Well 19 Replacement - CEI Services
Page 223 of 496
Agenda Item #23.
VILLAGE OF TEQUESTA
k
CONSULTING SERVICES WORK AUTHORIZATION
f
DATE: VILLAGE RFQ. NO.:
WORK AUTHORIZATION NO. FOR CONSULTING SERVICES
PROJECT No. G/L CODE:
CONSULTANT PROJECT NO.: C5013.10
PROJECT TITLE: Well SA 19 Replacement— Construction Engineering 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"), and Mock, Roos & Associates, Inc. ("CONSULTANT") hereafter
referred to as the Agreement.
I. PROJECT DESCRIPTION
The VILLAGE has a water use permit (No. 50-00046-W) from the South Florida Water
Management District (SFWMD) that allows the withdrawal of 401 million gallons (MG)
per year from the surficial aquifer and 1,251 MG from the brackish Upper Floridan Aquifer
(UFA).
In 2021, the CONSULTANT completed the design for the replacement of Well No. 19,
followed by the permitting in 2023. Although the project was placed on hold, the
VILLAGE is now prepared to move forward with updating the drawings, finalizing FPL
coordination, and advertising the project for bid. No significant plan revisions are
anticipated before the VILLAGE proceeds with the bid advertisement.
II. SCOPE OF SERVICES
The following is a description of the anticipated services to be provided under this Work
Authorization.
TASK 1 —CONSTRUCTION ENGINEERING SERVICES
1. Prepare and deliver the As-Bid drawings and specifications to the VILLAGE for
issuance to the contractor, incorporating all addenda and design modifications made
during the bidding process. Provide the CONTRACTOR with up to two full size
signed and sealed drawing sets. Provide the CONTRACTOR with the AutoCAD
WORK AUTHORIZATION NO. 1 of 5
Page 224 of 496
Agenda Item #23.
2025 files for the CONTRACTOR's use preparing record drawings for the project.
2. Prepare an agenda and conduct a pre-construction meeting with the CONTRACTOR,
the VILLAGE and other stakeholders identified by the VILLAGE.
3. Attend up to ten (10) construction meetings between the CONTRACTOR,
CONSULTANT, and the VILLAGE during the construction period(based on a 5-
month active construction duration). Prepare and distribute meeting minutes taken at
construction meetings. Review CONTRACTOR's project construction schedule, and
request and/or review schedule updates as necessary at meetings. Up to five (5)
meetings to be held virtually of the 10 proposed meetings.
4. Review CONTRACTOR's fabrication shop drawings and engineering submittals for
conformance with the Contract Documents. One review per shop drawing submittal is
included to address comments as appropriate. Provide electronic copies of the
reviewed submittal with a submittal log to the CONTRACTOR and VILLAGE.
5. Provide site visits by Project Engineer to review the construction progress. A total of
4 site visits are included. Review field observation reports provided by the VILLAGE.
6. Provide a CONSULTANT representative for up to 8 hours per week to perform site
observations during the active construction phase of the wellhead and above-grade
improvements. The CONSULTANT will prepare and review field observation
reports. Due to the long lead times for construction components, the overall project
duration is anticipated to be 14 months, with 5 months of active onsite construction
(well drilling, well head, and above grade improvements).
7. Review and respond to CONTRACTOR's Requests for Information(RFI).
8. Review CONTRACTOR-submitted pay applications for completeness based on
progress to date. Provide review and payment recommendations for the
CONTRACTOR's pay applications (up to 4 pay applications are anticipated).
9. Perform one substantial completion walk-through with the CONTRACTOR,
CONSULTANT, and the VILLAGE. Prepare and distribute the EJCDC "substantial
completion statements" and associated punch lists.
10. Perform one final completion walk-through with the CONTRACTOR,
CONSULTANT, and the VILLAGE.
11. Assist the CONTRACTOR and VILLAGE with compiling, reviewing and providing
the VILLAGE with a project closeout package.
12. Provide the services of an Electrical subconsultant during the construction of the well
as listed in the attached proposal. Electrical subconsultant services are anticipated to
include assisting with electrical shop drawing review, FPL coordination, field
observations, attend up to one meeting, respond to up to two (2) RFI's submitted by
the CONTRACTOR, and attend a substantial and a final completion walkthrough.
13. Provide the services of a Hydrogeologic subconsultant during the construction of the
well as listed in the attached proposal. Hydrogeologic subconsultant services are
anticipated to include attending critical phases of production well construction
including drilling, screen and casing installation, well development, pump testing, and
water quality testing. Provide recommendations for the selection of screen and gravel,
WORK AUTHORIZATION NO. 2 of 5
Page 225 of 496
Agenda Item #23.
as well as the constructed depths of the borehole and casing. Spot check during well
development and monitor progress based on daily well CONTRACTOR testing.
Attend CONTRACTOR's step drawdown and constant rate testing, including the
geologic evaluation of drill cuttings, collection of water samples and field water
quality measurements. Geophysical logs provided by the geophysical logger will be
reviewed and evaluated for well construction. Digital photos will be taken of
significant activities during well construction. Observe the CONTRACTOR'S
abandonment of existing Well 19 and prepare a well completion report.
III. DELIVERABLES
Task 1 —Construction Engineering Services
• Signed and Sealed Construction Drawings (PDF and Prints)
• Pre-Construction Meeting Minutes and Meeting Notes (Word and PDF)
• Reviewed Shop Drawings (PDF)
• Field Observation Reports (PDF)
• Recommendation for Payment(PDF)
• Substantial Completion Form and Punchlist(PDF)
• Closeout Documents and Well Completion Report(PDF)
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 Time to
Complete Complete
(Calendar (Calendar
Activity Days) Days)
Task 1 —Construction Engineering Services 420 555
* If significant delays of the above are encountered, the overall schedule for this Work
Authorization is subject to change. The CONSULTANT will keep the VILLAGE apprised
of issues potentially affecting this schedule.
WORK AUTHORIZATION NO. 3 of 5
Page 226 of 496
Agenda Item #23.
V. COMPENSATION AND PAYMENT
The total fee for the services outlined in Tasks 1 is estimated not to exceed $83,000 as
outlined in Table 2, which includes $38,606 for subconsultant lump sum services and
$44,394 for CONSULTANT's hourly, not-to-exceed services.
Table 2
Budget Summary
Description Total
Task 1 —Construction Engineering Services $82476.00
Reimbursables $524.00
TOTAL $831000.00
*This fee estimate is based on specific labor classifications but may include other approved
classifications per the Master Agreement with Mock•Roos. Task fees are for reference only,
as the project is billed time and expenses (subconsultants are lump sum expenses). While
the total fee will not be exceeded without prior approval, Mock•Roos invoices will reflect
actual hours worked rather than individual task estimates.
ASSUMPTIONS
1. Any services not included in the Scope of Services will be considered Additional Services.
2. Additional Services can be provided upon CONSULTANT receiving signed authorization
from the VILLAGE.
3. Project deliverables will generally be emailed PDF files.
4. The Construction Engineering Services are based on an assumed 14-month construction
duration, with up to three (3)months being active onsite well drilling and development,
followed by two (2) active onsite months for constructing surface features and performing
the well startup.
5. The VILLAGE owns the property or has an easement for the proposed well. A title search
and sketch and legal description are not anticipated.
6. No additional permitting will be required for the project. VILLAGE to direct pay all
permit fees for the project.
WORK AUTHORIZATION NO. 4 of 5
Page 227 of 496
Agenda Item #23.
V1. AGREEMENT REFERENCE
The work authorized under this Work Authorization shall be perforined under the terms
and conditions described within the Professional Services Agreement dated September 10,
2020, by and between the VILLAGE of TeqUesta ("VILLAGE") and Mock, Roos &
Associates ("CONSULTANT"). Compensation shall not exceed the liourly rates currently
in effect tinder this Agreement.
MOCK, ROOS & SOCIATES, INC. VILLAGE OF TEQUESTA
L10
By By:
Molly Young, Mayor
Print Narne- Garry G. GrUbei% P.E.
Title: Senior Vice President Date.-
WORK AUTHORIZATION O. 5 cif*5
Page 228 of 496
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