HomeMy WebLinkAboutDocumentation_Regular_Tab 12_8/12/2025 Agenda Item #12.
Regular Council
STAFF MEMO x
Meeting: Regular Council - Aug 12 2025
Staff Contact: Marjorie Craig, Utilities Director Department: Utilities
Consider Approval of Kimley-Horn & Associates CEI Services Work Authorization for Reverse
Osmosis (RO) Membrane Replacement for a Total Not to Exceed $30,000
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Village of Tequesta (Village) Utilities Department (UD) recommends approval of a work authorization (WA)
with Kimley-Horn & Associates (KHA) for engineering services for construction engineering inspection (CEI)
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 CEI 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 $30,000. 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: September 2025
Issue Notice to Proceed: October 2025
Complete Project: April 2026 (pending supply chain)
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.
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Agenda Item #12.
WATER FUND -Account 401-411-531.302 Renewal & Replacement Engineering Services
Budgeted amount: $120,000
Available amount: $110,000
Amount of this proposal: $ 30,000
Total Remaining: $80,000
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 $120,000 AMOUNT AVAILABLE EXPENDITURE AMOUNT:
$110,000 $30,000
FUNDING SOURCES: 401-411-531.302 IS THIS A PIGGYBACK:
Renewal & Replacement Eng. Services ❑ Yes M N/A
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 AMOUNT N/A
QUOTE 3 - BUSINESS NAME N/A QUOTE AMOUNT N/A
COMMENTS/EXPLANATION ON SELECTION Approval of Work Authorization
1) 25.0731.KHA WA CEI-Membrane Replace VOT LID
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Agenda Item #12.
VILLAGE OF TEQUESTA
ENGINEERING SERVICES WORK AUTHORIZATION
REVERSE OSMOSIS MEMBRANE REPLACEMENT CONSTRUCTION ENGINEERING
INSPECTION(CEI) SERVICES
The terms used in this work authorization (Work Authorization or WA) with initial capital letters
have the meaning stated in the 2020 "Request for Qualifications" documents and the "Master
Agreement for Professional Services" (Agreement) referenced below.
This Work Authorization authorizes Kimley-Horn and Associates, Inc. to perform work set forth
herein and is issued pursuant to The Professional Engineering Services Agreement, between
the Village of Tequesta ("Client" or"Village") and Kimley-Horn and Associates, Inc. ("Kimley-
Horn" or"Consultant"), dated September 10, 2020 ("Agreement"). All terms and conditions of
said Agreement are hereby incorporated and made part of this Work Authorization.
PROJECT UNDERSTANDING
The Village of Tequesta Utilities Department (Village UD) utilizes reverse osmosis (RO) to treat
brackish groundwater from the upper Floridan aquifer. The existing RO membranes are nearing
the end of their useful life and replacement is necessary. The Village UD recently engaged the
services of another Consultant to prepare bid documents related to membrane replacement.
The bid documents are prepared and the Village UD has advertised the project for public
bidding. The Village UD intends to engage Kimley-Horn for construction engineering and
inspection (CEI) phase services related to this project and as such, the following scope of
services is provided.
SCOPE
Consultant will attend one (1) pre-construction meeting with contractor and the Village UD prior
to commencement of the work at the water treatment plant (WTP).
Consultant will provide on-site construction observation services during the construction phase.
It is assumed that construction contract duration will be approximately five (5) months and
observation will occur throughout that time frame. Consultant's representative will visit the site
up to five (5) times during the expected anticipated five (5) month construction duration. Such
visits and observations by the Consultant's representative are not intended to be exhaustive or
to extend to every aspect of Contractor's work in progress. Observations are to be limited to
spot checking, selective measurement, and similar methods of general observation of the Work
based on Consultant representative's exercise of professional judgment. Based on information
obtained during such visits and such observations, Consultant's representative will evaluate
whether Contractor's work is generally proceeding in accordance with the Contract Documents,
and Consultant will keep Owner informed of the general progress of the Work.
Consultant will review and /or take other appropriate action with respect to Shop Drawings and
Samples and other data which Contractor is required to submit, but only for conformance with
the information given in the Contract Documents. Such review and approvals or other action
will not extend to means, methods, techniques, equipment choice and usage, sequences,
schedules, or procedures of construction or to related safety precautions and programs. It is
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Agenda Item #12.
anticipated that up to approximately six (6) shop drawings will be reviewed and will consist of
the following:
• Original membrane submittal
• Re-submittal
• Membrane wet-test, or vacuum-decay test data
• Train 1 Startup Report
• Train 2 Startup Report
• Train 3 Startup Report
• Testing water disposal plan
Consultant will review the submittals and return copies to the Contractor and Owner.
Consultant will respond to no more than four (4) requests for additional information and
clarifications for the construction and implementation of the RO membrane replacement.
Consultant will review up to five (5) contractor payment applications, including schedule of
values. Based on its observations and on review of applications for payment and
accompanying supporting documentation, Consultant will review the amounts that the
Consultant recommends Contractor be paid.
Consultant will attend and witness startup and performance operational testing of RO trains 1, 2
and 3 with new membranes. Consultant anticipates up to six (6) half-day WTP site visits during
startup of each RO train. Consultant will develop a punch-list of incomplete items based on our
on-site observations and startup testing and review membrane performance against
specifications. Consultant will issue a written punch-list to Owner and Contractor. Consultant
will provide one (1) site visit to review follow up work on punchlist items.
Consultant will conduct a site visit to determine if the Work is substantially complete. Work will
be considered substantially complete following satisfactory completion of all items with the
exception of those identified on a final punch list. If after considering any objections of the
Owner, Consultant considers the Work substantially complete, Consultant will notify the Owner
and Contractor.
ADDITIONAL SERVICES
Any services not specifically provided for in the above scope, as well as any changes in the
scope requested by the Village, will be considered additional services to this Work Authorization
and will be performed based on subsequent Work Authorizations approved prior to performance
of the additional services.
SCHEDULE
The Kimley-Horn fee structure assumes timely completion within the terms of the construction
contract. Failure of the Client's contractor(s) to complete the projects within the original contract
term may result in an adjustment to the Kimley-Horn's compensation, subject to mutual
acceptance of the Client and the Kimley-Horn.
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Agenda Item #12.
COMPENSATION
Kimley-Horn will perform the services described herein on an hourly basis with a not to exceed
amount of thirty thousand dollars ($30,000.00) in accordance with the hourly rates established
in the Professional Engineering Services Agreement between the Village and Kimley-Horn.
Accepted by:
Village of Tequesta Kimley-Horn and Associates, Inc.
Digitally signed by Jeremy Allen
Jeremy Allen Date:2025.07.31 10:38:39-04'00'
Jeremy Allen, Village Manager Eric Regueiro,
Date. see digital signature for date Date: 7/31/,25
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Agenda Item #12.
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Agenda Item #12.
PUBLIC RECORDS. In accordance with Sec. 119.0701, Florida Statutes, 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
Village's custodian of public records, CONTRACTOR must provide the Village with copies of
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, Florida Statutes. A CONTRACTOR
who fails to provide the public records to the Village, or fails to make them available for
inspection or copying, within a reasonable time may be subject to attorney's fees and costs
pursuant to Sec. 119.0701, Florida Statutes, and other penalties under Sec. 119.10, Florida
Statutes. 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
are stored electronically must be provided to the VILLAGE, upon request from the Village's
custodian of public records, in a format that is compatible with the Village's information
technology systems.
IF CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER
119, FLORIDA STATUTES, TO CONTRACTOR'S DUTY TO PROVIDE PUBLIC RECORDS
RELATING TO THIS AGREEMENT, PLEASE CONTACT THE VILLAGE CLERK, RECORDS
CUSTODIAN FOR THE VILLAGE, AT (561) 768-0440, OR AT
Immilliams@teguesta.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
cooperate with the inspector general in the exercise of the inspector general's functions,
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.
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Agenda Item #12.
"The Village of Tequesta strives to be an inclusive environment. As such, it is the Village's policy
to comply with the requirements of Title II of the American with Disabilities Act of 1990 ("ADA")
by ensuring that the Contractor's [ agreement/bid documents and specifications ] are accessible
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 ("WX"), Web Accessibility Initiative ("WAI"), available at
www.w3.org/TR/WCAG/."
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