HomeMy WebLinkAboutDocumentation_Regular_Tab 21_3/12/2026 Agenda Item #21.
Regular Council
A-1
STAFF MEMO
Meeting: Regular Council - Mar 12 2026
Staff Contact: Allyson Burg Department: Utilities
Consider Approval of an Amendment to the Current Work Authorization Issued to Chen Moore &
Associates for Water Treatment Plant Process & Control Improvements Project for a Total Not to
Exceed $146,831
The Village of Tequesta Utilities Department recommends approval of an amendment to the current
Work Authorization issued to Chen Moore & Associates (CMA) for Water Treatment Plant (WTP)
Process & Control Improvements Project for a total not to exceed $146,831.
The Village has an executed Drinking Water State Revolving Fund (SRF) Construction Loan
Agreement (DW502701) with the Florida Department of Environmental Protection.
Key SRF loan terms include:
• Loan Principal Amount: $5,873,400
• Loan Amount (Construction + Eligible Costs): $5,745,500
• Financing Rate: 2.43%
• Loan Term: 20 years
• Project Construction Completion Deadline: April 15, 2027 **
• Loan Debt Service Account Establishment Deadline: April 15, 2027 **
• First Semiannual Loan Payment Due: October 15, 2027 **
** Due to electrical and control component lead times, an extension of the Agreement will be required.
This project has evolved over multiple fiscal years as staff refined operational goals and addressed
hydraulic and automation challenges.
FY21 — Project Initiation (February 2021)
• Project kickoff with detailed data collection and evaluation of current automation and plant
processes.
• PO issued for in-depth operational data analysis totaling $124,400.
• Simultaneously, aseparate PO was issued to CMA in the amount of $74,820 for hydraulic
modeling and evaluation of the distribution system and fire flow capacity.
• While not solely specific to the WTP improvements, this modeling effort provided valuable data
used in evaluating operation of High Service Pumps 5-7.
FY22 — Final Design (October 2021)
• PO issued in the amount of $255,600 for design of the WTP Process and Control
Improvements project.
• $254,000 was expended, and remaining funds were returned to the originating account.
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Agenda Item #21.
FY23 — First Amendment
• PO issued in the amount of$55,400.
• Addressed design modifications related to hydraulic issues experienced with High Service
Pumps 5-7.
FY24 — Second Amendment
• PO issued in the amount of$40,790.
• Covered SCADA system conversion and addition of VFDs to transfer pumps.
FY25 — Bidding, Permitting & Construction Phase Services
• PO issued in the amount of$334,100.
• $26,780.93 expended during the first bidding effort (bids received over budget).
• Remaining balance to be used for construction phase services following successful rebid.
After receiving bids that exceeded available funding, staff evaluated the 100% design and identified
opportunities to reduce complexity and cost while maintaining core operational improvements.
The redesign includes the following major modifications
• Removal of the liquid ammonia sulfate chemical feed system
• Removal of RO interstage booster pumps
• Removal of GST bypass piping
• Removal of post-clearwell flow meter
• Conversion of RO Building second floor to centralized electrical room
• Relocation of transfer pump VFDs
• Associated electrical, instrumentation, architectural, structural, and civil revisions
The amendment includes:
Task 1 Project Management - Coordination, scheduling, invoicing, and weekly updates ($19,992)
Task 2 Revised Final Design Services - Preparation of revised 100% plans and specifications
($1307647)
Task 3 Bidding Services - Pre-bid meeting attendance, Preparation of up to two bid addenda, Bid
tabulation, Recommendation of award ($25,167)
The total cost for redesign is $175,806, but outlined in the proposal is a construction services savings
totaling $28,975, due to decreased equipment installation and start-up engineering services. The total
cost of this amendment, including redesign and construction services savings, totals $146,831
Revised final design documents are anticipated within 8 weeks of Notice to Proceed
The original work authorization for the Water Treatment Plant Process and Control Improvements
project was issued to CMA under a valid master agreement with the Village through the Consultant's
Competitive Negotiations Act (CCNA), FS287.055, approved on September 10, 2020, prior to the
expiration of that contract. The proposed amendment represents a continuation of the same project
and remains within the original scope of services previously established. All contractual requirements,
procurement standards, and professional obligations of the original agreement remain in effect for this
task authorization. As such, this amendment constitutes a continuation of an existing, properly
procured professional services engagement.
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Agenda Item #21.
The work will be funded by the Water Fund Capital Improvement, Improvements Other Than
Buildings account.
WATER FUND - Account 401-412-663.600 Improvements Other Than Bldgs
Budgeted in account: $13)1007000.00
Available amount: $127846)064.52
Amount of this proposal: $ 146,831.00
Total Remaining: $12,699)233.52
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 AMOUNT AVAILABLE EXPENDITURE AMOUNT:
$137100,000 $121846,064.52 $146)831
FUNDING SOURCES: Account 401-412- IS THIS A PIGGYBACK:
663.600 Improvements Other Than Bldgs ❑ Yes M N/A
DID YOU OBTAIN 3 QUOTES?
❑ Yes M 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 Amendment
26.02.12.WA CMA-WTP DesignMod and ReBid
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Agenda Item #21.
w VILLAGE OF TEQUESTA
CONSULTING SERVICES WORK AUTHORIZATION
1
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: Design Modifications and Rebidding of Water Treatment Plant Process&Control
Improvements
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. (SUB CONSULTANT) hereafter referred to as the Agreement.
I. PROJECT DESCRIPTION
The VILLAGE owns,operates and maintains a Public Water System(PWS)No.450143 8,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 withdrawal 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.
WORK AUHORIZATION NO. 1 of 6
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Agenda Item #21.
The Sand Filter treatment system was originally installed in 1977 as a GreensandTM filter for
iron removal. In 1982, the filter media was converted to sand/anthracite. In 2000, the VILLAGE
constructed the first 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.
The SUBCONSULTANT provided design for energy savings and better operational control at
the WTP which translated to specific improvements to the treatment, SCADA, and pumping
systems. That design has been advanced to 100%. Following receipt of the 100% design and
bidding of said design, the VILLAGE identified modifications to the improvements of the
treatment, SCADA, and pumping systems. The VILLAGE has requested that
SUBCONSULTANT update the current construction documents to include the treatment,
SCADA, and pumping system modifications.
The following objectives summarize the modifications identified by the VILLAGE for
incorporation into the 100% design documents:
• Removal of the liquid ammonia sulfate chemical feed system
• Removal of the RO interstage booster pumps
• Removal of the GST bypass piping
• Removal of the post-clearwell flow meter
• Modification of the RO Building second-floor layout from individual electrical units to
a centralized electrical room
• Relocation of the transfer pump VFDs to the centralized electrical room
• Associated Electrical modifications related to the above changes
• Associated Instrumentation modifications related to the above changes
• Associated Architectural and Structural modifications related to the above changes
• Associated Civil modifications related to the above changes
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
This task consists of overall management of the PROJECT including contract
administration, budget management, invoicing, monthly status reports,
subconsultant management, project scheduling, and coordination with the
CONSULANT and VILLAGE.
B. Meetings
The CONSULTANT will prepare for and attend the meetings listed below. For each
meeting, CONSULTANT will prepare for and facilitate the meeting with relevant
technical staff in attendance, as required based on project status. A standing agenda
WORK AUHORIZATION NO. 2 of 6
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Agenda Item #21.
will be developed for these brief weekly check-in meetings.
Task Assumption(s): The Scope of Services associated with this task assumes the
VILLAGE will make necessary staff available as needed to attend weekly (virtual)
meetings.
Tasks Deliverable(s): SUBCONSULTANT will submit the following to the VILLAGE and
CONSULTANT
Agenda and minutes for each meeting in PDF format.
TASK 2—Revised Final Design Services
The VILLAGE will use the VILLAGE-approved 100% design drawings (June 2024) to
SUBCONSULTANT will prepare or revise the plans and specifications to address the
VILLAGE'S modification requests based on the objectives identified in the Project
Background and Objectives section of this proposal. SUBCONSULTANT anticipates the
addition or modification of approximately 40 drawing sheets and numerous specification
sections and the introduction of both Architectural and Structural disciplines and sheets to
the contract documents.
SUBCONSULTANT shall provide coordination, quality management, and technical review
and provide the revised 100% design documents, consisting of the following:
Task Assumption(s): The Scope of Services associated with this task assumes the
following:
• VILLAGE will provide any additional available information to
SUBCONSLTLTANT's SharePoint FTP site as needed.
Tasks Deliverable(s): SUBCONSULTANT will submit the following to the VILLAGE and
CONSULTANT:
• Design drawings, consisting of three (1) full-size (24-inch x 36-inch) sets, three (1)
half-size (11-inch x 17-inch) sets, and one electronic copy in PDF format.
• Technical specifications (Divisions 1-16 only), consisting of three (1) bound copies
and one electronic copy in PDF format.
TASK 3—BIDDING
The VILLAGE will use the revised 100% design drawings to solicit bids from qualified
contractors to construct the PROJECT, including advertising the PROJECT and bidding
administration.
• Attend aPre-bid meeting to be organized and administered by the VILLAGE.
• In consultation with the VILLAGE, SUBCONSULTANT shall review questions
WORK AUHORIZATION NO. 3 of 6
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Agenda Item #21.
from the bidders and provide comments/responses to the VILLAGE. After
coordination of the responses, 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.
• After the Bids have been received, the CONSULTANT shall review the bids and
prepare a tabulation of the bids and present it to the VILLAGE. The
CONSULTANT shall review the lowest apparent bid and associated references
to determine if it is complete as a responsible bidder.
• Prepare and submit 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 for bids,distribute plans, specifications,and addenda,and perform
all administrative functions related to procuring bids.
Tasks Deliverabl 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.
III. SCHEDULE
The SUBCONSULTANT understands the urgency of advancing the revised final design
anticipates completing the scope of services immediately upon written Notice to Proceed. The
SUBCONSULTANT anticipates the revised final design documents to be completed within 8
weeks following Notice to Proceed to facilitate bidding by the VILLAGE.
IV. COMPENSATION AND PAYMENT
The CONSULTANT shall compensate the SUBCONSULTANT on a lump sum basis for the
performance of Tasks 1 through 3, as outlined in the Scope of Services section of this document.
The total lump sum fee of$146,831 for additional services is summarized in the table below. The
proposed fee is inclusive of the construction services reduction detailed below. Budgets allocated
to individual tasks are interchangeable, allowing flexibility in the distribution of effort across tasks
as needed to complete the work.
The proposed design modifications will create some opportunity for savings in efforts by the
SUBCONSULTANT during the construction project, and though some of that benefit is reduced
due to project delays from the original anticipated schedule, SUBCONSULTANT is able to provide
a reduction in the expected construction phase services totaling $28,975. In order to provide this
reduction, it is expect that the following modifications are made to the original construction phase
services:
• The previously proposed 10 days for startup and testing are reduced to 6 days, as a result of
the removal of the interstage booster pumps and chemical feed system and the limitation of
WORK AUHORIZATION NO. 4 of 6
Page 229 of 336
Agenda Item #21.
SCADA testing services to equipment associated with this construction contract only.
• An overall reduction is provided to the construction services phase associated with the net
reduction of equipment associated with the revised bidding documents.
TABLE 1
SUMMARY OF
ENGINEERING FEE
Task Fee
Task 1 —Project Management and Meetings $ M992.00
Task 2—Revised Final Design Services $ 130,647.00
Task 3 —Bidding Services $ 25,167.00
Compensation for Additional Services (Lump Sum) $ 175,806.00
Less Construction Phase Reduction ($ 281975.00)
Total Not-to-Exceed Fee $ 1469831.00
WORK AUHORIZATION NO. 5 of 6
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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,
20201 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-MOORS & ASSOCIATES VILLAGE OF TEQUESTA
4M�X
Y• Y•
t1l Molly Young, Mayor
Print Name: Jason McClair
Title: Vice President Date:
WORK AUHORIZATION NO. 6 of 6
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