HomeMy WebLinkAboutAgreement_Water Service_7/10/2025_Kimley HornSTAFF MEMO
Date: June 27, 2025
To: Jeremy Allen, Village Manager
Through: Marjorie GCraig, PE, Director, Utilities Department
From: Allyson Felsburg, MBA, Deputy Director, Utilities Department
Re: Consider Approval of Kimley-Horn & Associates Bid Assistance Work Authorization for
Reverse Osmosis (RO) Membrane Replacement for a Total Not to Exceed $10,000
Engineering Services
The Village of Tequesta (Village) Utilities Department (UD) recommends approval of a work
authorization (WA) with Kimley-Horn & Associates (KHA) for engineering services for the bid phase of
the “Reverse Osmosis (RO) Membrane Replacement” project (Project). This project is fully designed and
is out to bid on DemandStar and the Village website.
The Village UD owns and operates an RO treatment plant that is part of our water treatment facility,
used to produce our drinking water. The RO plant consists of three parallel treatment trains, and within
each treatment train, there are 160 60-inch membrane elements. The elements contained in train 2 are
18 years old, and the elements contained in trains 1 and 3 are 14 years old. The industry standard useful
life of a membrane element is typically 10 years, but it can vary. The current elements are at or near the
end of their useful life and require replacement. Additionally, the membrane treatment industry has
moved away from 60-inch elements and standardized on a 40-inch element.
The work authorization includes bid phase services for a project for the removal, disposal, and
replacement of 480 60-inch membrane elements from 120 pressure vessels with 720 40-inch membrane
elements, not to exceed $10,000. This project was initially designed to replace the membranes in one
train (train 2) and include bid alternates to replace the membranes within the remaining two trains
(train 1 and 3). However, implementing the 2023 capital charge as part of the rate increase has allowed
us to catch up financially in revenues, and we can now fund the entire project as a pay-go project. The
age of the membranes increases the urgency to replace all membranes now. Importantly, we believe
that by bidding out all three phases of the project, the Village will receive more competitive pricing and
faster completion of the entire project.
The projected project schedule is outlined below:
Bid Project: late-May 2025
Award Project: August 2025
Issue Notice to Proceed: September 2025
Complete Project: March 2026 (pending supply chain)
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
Kimley-Horn & Associates 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 401-411-531.302 Renewal & Replacement Engineering Services
Budgeted amount: $120,000
Available amount: $120,000
Amount of this proposal: $ 10,000
___________________________________________________________________
Total Remaining: $110,000
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SUB TOTAL
GRAND TOTAL
Task Description
TOTAL HOURS/LABOR COST
illage of Tequesta
Misc. Expenses (4.5%of SUBTOTAL)
VMembrane Replacement Bid PhaseFee Estimate Review Bid DoxPre-bid MeetingAddenda (x4)Bid Review LetterConformedBilling Rate
No.
Scope
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/