HomeMy WebLinkAboutDocumentation_Regular_Tab 21_9/12/2024 Agenda Item #21.
Regular Council
STAFF MEMO x
Meeting: Regular Council - Sep 12 2024
Staff Contact: Marjorie Craig, Utilities Director Department: Utilities
i
Consider Approval of Chen Moore and Associates (CMA) Work Authorization for Water Treatment
Plant Process and Control Improvements Project for Bid Assistance and Construction Engineering
and Inspection Services, at a Cost Not to Exceed $334,100
SUMMAR :
Village of Tequesta (Village) Utilities Department (UD) recommends approval of a work authorization with
Chen Moore and Associates (CMA) for a work authorization (WA) for bid assistance and construction
engineering and inspection (CEI) services for the UD "Water Treatment Plant Process and Control
Improvements Project" (WTP Project), at a cost not to exceed $334,100.
The WTP Project has 100% plans, specifications, and permits. The Village plans to fund the majority of the
cost through a Florida Department of Environmental Protection (FDEP) state revolving fund (SRF) loan. To that
end, a "Request for Inclusion" package was submitted to the FDEP's August 2024 quarterly meeting to request
loan funding. Only the original components of the project that were included in the original Village UD
"Facilities Plan" and "Financial Plan" were submitted to FDEP and we were approved for a loan in the amount
of$5,745,000.
The total cost of the project is estimated to be $6,530,000. That leaves $785,000 of the project unfunded by a
loan. However, we have adequate funds in our Water Fund to fund that differential and the UD recommends
we move forward with bidding the WTP Project. This scope provides bid assistance and CEI services for the
project.
The part of the project that was not funded by the SRF loan, that was not in the original Facilities Plan are
hydraulic efficiency improvements to pump #7, HVAC upgrades to the motor control room (MCC) that were not
anticipated, and additional SCADA upgrades to the software. Please see the attached scope of services for
more details. The latest cost estimate for the project is attached.
Funding for the work authorization will come from the Water Fund:
Capital Outlay: 401-412-663.632 Architecture & Engineering
Budgeted amount: $645,000
Amount available: $620,140
This request: $334,100
Total remaining after request: $286,040
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.
Page 478 of 660
Agenda Item #21.
• - pi
BUDGET AMOUNT $645,000 AMOUNT AVAILABLE EXPENDITURE AMOUNT:
$620,140 $334,100
FUNDING SOURCES: Water Fund, Capital IS THIS A PIGGYBACK:
Outlay - Account 401-412-663.632 Architecture ❑ Yes M N/A
& Engineering
DID YOU OBTAIN 3 QUOTES?
❑ Yes 0 N/A
QUOTE 1 - BUSINESS NAME N/A QUOTE AMOUNT N/A
QUOTE 2 - BUSINESS NAME N/A QUOTE AMOUNTN/A
QUOTE 3 - BUSINESS NAME N/A QUOTE AMOUNT N/A
COMMENTS/EXPLANATION ON SELECTIONWork Authorization
ATTACHMENTS: '�-
24.0820.WA CMA-WTP CEI Signed
20822 - Process - 100% Cost Estimate - 20240524
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Agenda Item #21.
VILLAGE OF TEQUESTA
CONSULTING SERVICES WORK AUTHORIZATION
DATE: VILLAGE RFQ. NO.: UTIL XX-XX
WORK AUTHORIZATION NO. FOR CONSULTING SERVICES PROJECT
No. G/L CODE:
CHEN-MOORE PROJECT NO.: 492.015
PROJECT TITLE: Water Treatment Plan Process and Control Improvements Bidding and 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, 2020 between the Village of Tequesta
("VILLAGE"), Chen-Moore & Associates ("CONSULTANT"), And Wright-Pierce, Inc.
(SUBCONSULTANT)hereafter referred to as the Agreement.
I. PROJECT DESCRIPTION
The Village of Tequesta (VILLAGE) owns, operates and maintains the Public Water System (PWS)
No. 4501438, which provides potable water to the customers within the VILLAGE's water service area
through approximately 5,045 connections. The PWS generally consists of fourteen groundwater wells,
a water treatment plant(WTP)with two separate treatment trains, and over seventy-two miles of water
distribution mains ranging in size from 4-inch to 16-inch in diameter.
The PWS has a Florida Department of Environmental Protection (FDEP) permitted maximum day
operating capacity of 6.33 million gallon per day (MGD). The VILLAGE's South Florida Water
Management (SFWMD) Water Use Permit (WUP No. 50-00046-W), which expires on October 31,
2031, allows the VILLAGE to withdraw up to 1,594 million gallons (MG) annually with a maximum
monthly withdraw limit of 230.11 MG.
The WTP generally consists of a 2.7 MGD sand filter treatment process, a 3.6 MGD reverse osmosis
(RO) treatment process, one 0.75 MG water ground storage tank (GST) and one 2.0 MG GST for
finished water storage, and two high service pump stations (HSPS). The HSPS pumps finished water
from the GSTs into the water distribution system. There are two HSPS each related to one of the
treatment trains. Pumps 1 through 4 are vertical turbine pumps located outside, near the 0.75 MG GST,
and are each equipped with 40 HP motors. Pump 4 has an adjustable speed drive. Pumps 5 through 7
are horizontal, split-case pumps, located in a pump room next to the RO Process area. Pumps 5 and 6
are equipped with 125 HP motors, and Pump 7 is equipped with a 75 HP motor. Pumps 5 and 7 have
adjustable speed drives.
The Sand Filter treatment system was originally installed in 1977 as a GreensandTM filter for iron
WORK AUHORIZATION NO. I of 8
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Agenda Item #21.
removal. In 1982, the filter media was converted to sand/anthracite.
In 2000, the VILLAGE constructed the first phase of the reverse osmosis (RO) treatment train. The
treated water from both treatment trains is combined in a clearwell,prior to being pumped into the GSTs
before distribution.
Evaluations were performed of the existing treatment systems, SCADA systems, and distribution
systems. As a part of the evaluations, opportunities for energy savings and better operational control
were identified. These opportunities were translated into specific proposed improvements to the
treatment,SCADA, and pumping systems. Final design documents were developed and delivered to the
VILLAGE in June 2024. The VILLAGE has decided to obtain a State Revolving Fund (SRF) loan
through the FDEP. After the funding is obtained, the VILLAGE intends to procure qualified bids and
then construct the improvements.
For these reasons, the VILLAGE has requested CONTRACTOR perform the professional services
required to implement these proposed improvements. SUBCONTRACTOR will provide the below
services to assist CONTRACTOR with this project.
II. SCOPE OF SERVICES
The following is a description of the services to be provided under this Task Order.
TASK 1—Project Management and Meetings
A. Project Management
SUBCONTRACTOR will perform project management activities for the project.
The activities include contract administration, budget management, invoicing,
monthly status reports, scheduling, and coordination with VILLAGE and
CONTRACTOR.
B. Meetings
CONSULTANT and SUBCONSULTANT will attend the following Teams enabled
meetings with the VILLAGE. For each meeting, SUBCONSULTANT will prepare a
meeting agenda and meeting minutes.
Task Assumption(s): The Scope of Services associated with this task assumes the
following:
• VILLAGE will upload the information requested to SUBCONSULTANT's
SharePoint FTP site by the proposed submission dates.
Tasks Deliverable(s): SUBCONSULTANT will submit the following to the VILLAGE and
CONSULTANT:
Agenda and minutes for each meeting in PDF format.
TASK 2--Bidding Services
A. Bidding Services
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Agenda Item #21.
The VILLAGE will use the VILLAGE-approved 100% design drawings (June 2024)to
solicit bids from qualified contractors to construct the Project, including advertising the
project and bidding administration. During the bidding process,the SUBCONSULTANT
shall:
1. Prepare for and attend a Pre-bid meeting to be organized by the VILLAGE.
2. In consultation with the VILLAGE, SUBCONSULTANT shall review questions
from the bidders and provide comments/responses to the VILLAGE. After response
coordination with the VILLAGE,the VILLAGE shall issue the final Bid Addenda.
The preparation of up to two (2), separate Bid Addenda,including minor revisions
to drawings or specifications developed during the bidding process,have been
budgeted.
3. After the Bids have been received, SUBCONSULTANT shall review the bids and
prepare a tabulation of the bids and present it to the VILLAGE.
SUBCONSULTANT shall review the lowest apparent bidder references and bid to
determine if it is complete as a responsible bidder.
4. Prepare a recommendation of award letter to the VILLAGE.
Task Assumption(s): The Scope of Services associated with this task assumes the following:
• VILLAGE will advertise forbids,distribute plans,specifications,and addenda,and perform all
administrative functions related to procuring bids.
Tasks Deliverable(s): SUBCONSULTANT will submit the following to the VILLAGE and
CONSULTANT:
• Recommendation of Award letter to the VILLAGE in PDF format.
• Bid Addenda in PDF format.
TASK 3—Construction Services
A. Pre-Construction Meetine
SUBCONSULTANT will prepare for and attend one(1)pre-construction meeting. The
VILLAGE will prepare a meeting agenda and meeting summary. SUBCONSULTANT
shall lead the technical discussion during the meeting,while the VILLAGE will lead the
administrative discussion related to the Project.
B. PrcliminarN Matters and Contract Documents
SUBCONSULTANT shall provide one (1)PDF set of conformed construction drawings
and technical specifications for distribution to the VILLAGE and the selected
Contractor. The conformed construction drawings and technical specifications shall
incorporate changes and clarifications to the documents during the bid phase.
SUBCONSULTANT shall review and approve the preliminary schedule of shop
drawings and submittals,the preliminary schedule of values, and the Contractor's
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Agenda Item #21.
proposed construction schedule for the Project.
C. Shop Drawing Review
SUBCONSULTANT shall receive shop drawings provided by the Contractor and
distribute the shop drawings to the VILLAGE for review. SUBCONSULTANT shall
review the shop drawings for general conformance with the Contract Documents and
incorporate VILLAGE comments on the shop drawings, then distribute the review
comments to the Contractor. SUBCONSULTANT shall review up to sixty(60) shop
drawings (assuming 40 submittals and 20 resubmittals). SUBCONSULTANT shall
maintain a shop drawing log to the track shop drawing review process, for
SUBCONSULTANT use only.
D. Construction Progress Meetings
A representative of SUBCONSULTANT shall attend up to twelve (12) construction
progress meetings (assume 6 virtual and 6 in person). The Contractor shall prepare the
meeting agenda and generate meeting minutes.
E. Construction Site Visits
SUBCONSULTANT's Engineer of Record(EOR), or designated representative, shall
visit the site periodically, at intervals appropriate to the various stages of construction to
observe site conditions and the Work to determine general conformance to the Contract
Documents, as applicable. Site visits shall occur approximately monthly during the
active construction period,which is estimated to be 9 months. A total of six(6) site
visits have been allocated for this task. Some site visits may occur during the time
immediately adjacent to the construction progress meeting. The VILLAGE will have a
representative to observe daily construction activities.
SUBCONSULTANT shall notify the VILLAGE of any work that does not appear to be
in conformance with the Contract Documents. SUBCONSULTANT shall, if needed,
disapprove or reject work which is defective, and/or make recommendations to the
VILLAGE where special inspections or testing may be required to assess conformance
with the Contract Documents.
SUBCONSULTANT shall coordinate schedules with the Contractor for startup and
testing activities of the major equipment. SUBCONSULTANT shall coordinate site
visits to observe major testing and startup activities.
F. Applications for Payment
SUBCONSULTANT shall review up to ten(10)Applications for Payment submitted by
the Contractor, including updated progress schedules, and shall indicate in writing to the
VILLAGE a recommendation of payment or return the application to the Contractor
specifying in writing the reasons for not recommending payment.
SUBCONSULTANT's recommendation of payment shall constitute a representation by
SUBCONSULTANT to the VILLAGE that:
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Agenda Item #21.
1. The work has progressed to the point indicated;
2. The quality of the work is generally in accordance with the Contract Documents;
and
3. The conditions precedent to the Contractor being entitled to such payment
appear to have been fulfilled based on SUBCONSULTANT's site observations
and from on-site feedback from the VILLAGE staff.
If the work has not progressed in accordance with the approved construction schedule,
SUBCONSULTANT shall request that the Contractor submit a recovery plan schedule
indicating corrective actions necessary to get the work back on schedule.
G. Requests for Information (RFIs)
SUBCONSULTANT shall review up to ten(10)RFIs submitted by the Contractor. The
Contractor shall provide a response and submit them to the VILLAGE for review. After
the VILLAGE has provided their comments, SUBCONSULTANT shall submit the
final RFI responses to the Contractor. SUBCONSULTANT shall maintain an RFI log
for the Project, for SUBCONSULTANT use only.
H. Change Orders
The Contractor shall prepare Change Order Requests for adjustments in Contract Price
or Contract Time and submit them to SUBCONSULTANT for review and comment.
After incorporating comments from SUBCONSULTANT, the Contractor will submit
the final Change Order Request to SUBCONSULTANT. SUBCONSULTANT shall
advise the VILLAGE on the Change Order Request and recommend approval. The
VILLAGE will approve and execute the fmal Change Order. This task includes a total
of two (2) change order reviews.
I. Operations and Maintenance (O&M) Manual Review
SUBCONSULTANT shall receive O&M Manuals provided by the Contractor and
distribute the O&M Manuals to the VILLAGE for review. SUBCONSULTANT shall
incorporate comments on the O&M Manuals and distribute the review comments to the
Contractor. SUBCONSULTANT shall review up to forty(40) O&M Manuals
(assuming 30 submittals and 10 resubmittals)for general conformance with the Contract
Documents. SUBCONSULTANT shall maintain an O&M Manual review log to track
the O&M Manual review process.
J. Startup and Testing of Primary Equipment
The SUBCONSULTANT shall assist the Contractor and VILLAGE with startup and
testing of the primary plant equipment, including:
1. Attend startup/testing sessions for the following equipment:
a. RO System Modifications—three days for the startup and testing of the VFDs
and interstage booster pumps for each of the three RO trains.
WORK AUHORIZATION NO. 5 of 8
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Agenda Item #21.
b. Online analyzers - one day for the startup and testing of the additional analyzers.
c. High Service Pumps—one day for startup and testing of the high service pumps
and associated VFDs.
d. Chemical Feed System—one day for startup of the new liquid ammonium
sulfate chemical injection system.
e. SCADA system—Four days (in two, separate site visits) for startup and testing
of the main plant PLC and control systems to control and monitor the additional
equipment at the facility.
K. Substantial Completion
Upon written notification and receipt of a list of items to be completed/corrected from
the Contractor, SUBCONSULTANT shall visit the site to determine if the work is
substantially complete. For the purpose of this task, SUBCONSULTANT assumes that
one (1) substantial completion site visit shall be required. When the work is deemed to
be substantially complete, SUBCONSULTANT shall prepare a Certificate of
Substantial Completion that establishes the date of Substantial Completion. The
Certificate of Substantial Completion shall be accompanied by a list of items to be
completed/corrected.
L. Project Close-Out
Upon written notification from the Contractor that the entire work is complete,
SUBCONSULTANT shall visit the site to determine if the work is complete as required
by the Contract Documents. For the purpose of this task, SUBCONSULTANT assumes
that one (1) final completion site visit will be required. When the work is deemed to be
complete by SUBCONSULTANT and the VILLAGE, SUBCONSULTANT shall
review the Contractor's final Application for Payment and accompanying
documentation and provide a written recommendation to the VILLAGE. The
SUBCONSULTANT shall also give written notice to the VILLAGE and the Contractor
that the work is acceptable, subject to the provisions of the VILLAGE's General
Conditions and Contractor agreement.
SUBCONSULTANT shall provide a single review of the Contractor's as-built drawings
for completeness and compliance with VILLAGE requirements. This effort shall
include the preparation of written comments for submission to the Contractor based on
the SUBCONSULTANT's review of the as-built drawings. SUBCONSULTANT shall
prepare record drawings based on the Contractor's as-built data and feedback from the
VILLAGEs field representative, and provide electronically in AutoCAD and PDF
formats. SUBCONSULTANT shall submit one electronic set and three (3)hardcopy
sets of the record drawings to the VILLAGE within 30 days of the receipt of the
Contractor's final as-built drawings.
SUBCONSULTANT shall prepare and submit a single"Certification of Construction
Completion and Request for Clearance to Place Permitted PWS Components into
Operation" [Form 62-555.900(9)] to the FDEP, including required backup information
for the submittal to place the WTP into operation. The VILLAGE will sign the forms,
as required, and submit them to SUBCONSULTANT. SUBCONSULTANT shall
WORK AUHORIZATION NO. 6 of 8
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Agenda Item #21.
submit the clearance package to the FDEP.
Task Assumption(s): The Scope of Services associated with this task assumes the following:
• The VILLAGE will provide day-today observation of the Contractor's work and inform
SUBCONSULTANT of any items that need attention.
Tasks Deliverable(s): SUBCONSULTANT will submit the following to the VILLAGE and
CONSULTANT:
• Copy of the FDEP clearance form.
• Electronic copy and three hardcopies (22"x34")of the record drawings.
III. SCHEDULE
The Project will begin immediately after SUBCONSULTANT receives a written Notice-to-
Proceed (NTP) and an executed Agreement from CONSULTANT. SUBCONSULTANT will
coordinate the Project schedule with the VILLAGE and CONSULTANT but assumes the Bidding
Phase will be complete within 90 calendar days of receiving the written NTP,and the Construction
Phase will be complete within 480 days after the completion of the Bid Phase. A preliminary Gantt
Chart Schedule using an assumed date that SUBCONSULTANT will receive the NTP is presented
in Attachment 1. The schedule will be adjusted based on discussion with the VILLAGE and
CONSULTANT.
IV. COMPENSATION AND PAYMENT
SUBCONSULTANT proposes to complete the Scope of Service described herein on a lump-sum
basis for a not-to-exceed fee of$334,500. Table 1 summarizes SUBCONSULTANT'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 Meetings $ 24,640
Task 2—Bidding Services $ 27,074
Task 3 —Construction Services $ 282,386
Total Not-to-Exceed Fee $ 334,100
WORK AUHORIZATION NO. 7 of 8
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Agenda Item #21.
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,
2020, 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-MOO &ASSOCIATES VILLAGE OF TEQUESTA
By: By:
Molly Young, Mayor
Print Name: Lee, Gd1re
Title: &Sden4 Date:
WORK AUHORIZATION NO. 8 of 8
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Agenda Item #21.
CLIENT:VILLAGE OF TEQUESTA
PROJECT NAME: WTP PROCESS AND CONTROL IMPROVEMENTS
W-P PROJECT NO.20822
ESTIMATE CLASS:AACE CLASS 3
ENR INDEX 13532,03/2024
OPINION OF PROBABLE CONSTRUCTION COST
Item ITEM DESCRIPTION TOTAL COST
No. (Based on Measurement and Payment Bid Items)
1 Mobilization $ 300,000
2 Demobilization (Closeout) $ 120,000
3 Bonds and Insurances $ 120,000
4 General Conditions $ 120,000
5 Instrumentation and Control Upgrades $ 705,000
6 Water Quality Monitoring Upgrades $ 390,000
7 High Service Pump 1-4 Upgrades $ 290,000
7 High Service Pumps 5-7 Upgrades $ 925,000
8 Reverse Osmosis System Upgrades $ 1,960,000
9 Liquid Ammonium Sulfate Chemical Storage and Feed Upgrades $ 320,000
10 2.0 MG Ground Storage Tank By-Pass Line $ 275,000
11 Filter Transfer Pump By-Pass Line $ 25,000
12 Transfer Pump VFD Upgrades $ 310,000
13 Maintenance Building MCC Room HVAC Upgrade $ 100,000
14 16-Inch Magnetic Flow Meter Run $ 125,000
15 Spare Chemical Feed Pumps $ 20,000
16 SCADA Integrator Allowance $ 330,000
17 SCADA Software License Allowance $ 75,000
18 Building Permit Allowance $ 20,000
Subtota►Items $ 6530,000
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