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Home My WebLink AboutDocumentation_Regular_Tab 07_6/12/2025 Agenda Item #7. Regular Council STAFF MEMO x Meeting: Regular Council - Jun 12 2025 Staff Contact: Marjorie Craig, Utilities Director Department: Utilities Consider Approval of Chen Moore and Associates (CMA) Work Authorization for Dover Ditch Living Shoreline Construction Engineering Inspection (CEI) Services for $38,000 SUMMARY: Village of Tequesta (Village) Utilities Department (UD) recommends approval of a work authorization with Chen Moore and Associates (CMA) for the "Dover Ditch Living Shoreline" project (Project). The work authorization includes construction engineering inspection (CEI) phase services for a project to realign and stabilize the westernmost 350 feet of Dover Ditch, not to exceed $38,000. This project design was completed in 2023 and has since been in the permitting stage, primarily with the US Fish and Wildlife Service, requiring a partial redesign to help prevent manatees from getting stranded. The final permit was received in April 2025, and the project is currently out to bid. The costs for this project, including these CEI services, will be shared with the Town of Jupiter (Town). The Village will pay CMA directly for costs incurred, and the Town will be invoiced for 40% of the actual costs. For these services, the Village will be responsible for$22,800 and the Town will be responsible for$15,200. The projected project schedule is outlined below: Bid Project: Mid-May 2025 Award Project: July 2025 Issue Notice to Proceed: August 2025 Complete Project: March 2026 (pending supply chain) CMA 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 Stormwater Fund account for engineering services for capital repair& replacement projects. STORMWATER FUND-Account 403-411-531.302 Engineering Services Budgeted: $28,152 Available: $28,152 Amount of this proposal: $22,800 (Village portion) Total Remaining: $ 5,352 Page 250 of 426 Agenda Item #7. 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 $28,152 AMOUNT AVAILABLE EXPENDITURE AMOUNT: $28,152 $22,800 FUNDING SOURCES: 403-411-531.302 IS THIS A PIGGYBACK: ❑ Yes ❑x N/A 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 SELECTION Not related to a procurement item, approval of work authorization 1) 25.0428.Dover Ditch CEI VOT UD WA-CMA executed Page 251 of 426 Agenda Item #7. VILLAGE OF TEQUESTA CONSULTING SERVICES WORK AUTHORIZATION DATE: 5/9/2025 VILLAGE RFQ. NO.: WORK AUTHORIZATION NO. 4 FOR CONSULTING SERVICES PROJECT No. G/L CODE: CHEN-MOORE PROJECT NO.: 492.003 PROJECT TITLE: Dover Ditch Living Shoreline 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, 2021, between the Village of Tequesta ("VILLAGE") and Chen-Moore & Associates ("CONSULTANT"), hereafter referred to as the Agreement. I. PROJECT DESCRIPTION The CONSULTANT shall provide professional engineering assistance for the oversight of construction improvements associated with the Dover Ditch Living Shoreline,located on W Riverside Drive at the western edge of River Terrace Drive. The proposed improvements are to reconfigure the existing ditch and provide living shoreline aspects, including dredging of the ditch, a realignment of the ditch, strengthening of the ditch's banks, and plantings of native species. The scope of services shall be comprised of the following tasks: TASK 1 —Project Management and Construction Meetings TASK 2— Submittal Review TASK 3 —Field Inspections TASK 4—Close-out Support II. SCOPE OF SERVICES The following is a description of the services to be provided under this Task Order. WORK AUTHORIZATION NO. 4 1 of 4 Page 252 of 426 Agenda Item #7. TASK 1 —Project Management CMA will facilitate a construction kick-off meeting with the Owner and Contractor to review the project and discuss any questions regarding the Contract Documents. Subsequent to the kickoff meeting, CMA will be available to coordinate any concerns between the Contractor, Village, or residents. CMA will also facilitate additional progress meetings as needed during construction. TASK 2— Submittal Review CMA will review all submittals from the Contractor during construction. For the purposes of determining the level of effort required, it is assumed the number of submittals will be limited to the following: • Requests for Additional Information (RAT)—Up to five (5) • Shop Drawings—Up to fifteen (15) • Change Order Requests—Up to two (2) • Pay Applications—Up to four(4) Each submittal will be reviewed and marked up by CMA and returned to the Contractor and Village staff as needed. TASK 3- Field Inspections During construction, CMA will provide a limited inspection services in cooperation with Village Staff to ensure the work is being completed in conformance with the contract documents. It is assumed that construction will be broken into the following three phases: 1. Mobilization: Equipment Mobilization, Material Deliveries, and Site prep 2. Heavy Civil: Dredging and reconfiguring of the ditch,placement of rip-rap 3. Restoration: Vegetation planting, Sod, Cleanup, Etc For the purposes of this proposal, it is assumed that the first phase will be 2 weeks with limited site inspections. For the second phase it is assumed that the work will progress for 8 weeks and CMA will provide up to 8 hours of support to the Village Staff's on-site inspections each week. For the third phase it is assumed that the work will progress for 4 weeks and require on-site inspections with CMA and Village staff. TASK 4—Close-out Support As part of this task,CMA will provide a substantial and final completion walkthrough with a punchlist for the Contractor and Village to review and follow. As part of this task, CMA will also review record drawings as submitted by the Contractor and submit all necessary paperwork for close-out of related permits. WORK AUTHORIZATION NO. 4 2 of 4 Page 253 of 426 Agenda Item #7. III. SCHEDULE The Project will begin immediately after CONSULTANT receives a written Notice-to-Proceed(NTP) and an executed AGREEMENT. CONSULTANT will coordinate the Project schedule with the VILLAGE but assumes the work will be completed within 180 calendar days of receiving the written NTP. IV. COMPENSATION AND PAYMENT CONSULTANT proposes to complete the Scope of Service described herein on an hourly basis for a not-to-exceed fee of $38,000. Table I summarizes CONSULTANT'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 Construction Meetings $5,200.00 Task 2—Submittal Review $11,850.00 Task 3— Field Inspection $15,850.00 Task 4—Close-Out Services $5,100.00 Total Not-to-Exceed Fee $38,000.00 IV. EXCLUSIONS The services outlined below are not included as part of the scope of work, although additional service agreements can be executed to assist the Village with these services if necessary: 1). Full-time on-site inspection services 2). Field survey for As-builts or Record Drawings 3). Field testing of soils, concrete, or asphalt pavement 4). Resident notifications or direct coordination with the public. WORK AUTHORIZATION NO. 4 3 of 4 Page 254 of 426 Agenda Item #7. 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, 2021, 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-MOORE & ASSOCIATES VILLAGE OF TEQUESTA Digitally signed by Jeremy Jeremy Allen Allen Date:2025.05.09 By: By: 13:27:32-04'00' Jeremy Allen, Village Manager Print Name: Brent Whitfield Title: Director of Water Resources Date: See digital signature above WORK AUTHORIZATION NO. 4 4 of 4 Page 255 of 426