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R03-049 RESOLUTION NO. R03-O q q A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF BOYNTON BEACH, FLORIDA, AUTHORIZING EXECUTION OF TASK ORDER NO. 24 FOR CH2M HILL, INC., FOR THE ENGINEERING SERVICES FOR THE DESIGN, PERMITTING, BIDDING AND CONSTRUCTION MANAGEMENT SERVICES FOR THE REPLACEMENT OF TWO SURFICIAL AQUIFER WELLS IN OUR EASTERN WELLFIELD; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, task order No. 24 is for engineering services for the design, permitting, bidding and construction management services for the replacement of two surficial aquifer wells in our Eastern Wellfield; and WHEREAS, the east wellfield consists of 19 wells from 50 to 235 feet in depth, at any time one or two of these wells may be temporarily out of service for maintenance, and Wells 3E and 10E are not used at all due to water quality and wellfield protection issues; and WHEREAS, it is the intent of the City to redrill and replace these two wells near the existing locations and place them into normal rotational service, which were drilled in 1972 and 1989, respectively; and WHEREAS, the City Commission, upon staff's recommendation, has deemed it appropriate, and in the best interests of the public, to approve Task Order No. 24 for CH2M Hill., for engineering services for the design, permitting, bidding and construction management services for the replacement of two surficial aquifer wells in our eastern Task Order No. 24 Engineering Services for the Design, Permitting and Bidding of Two Replacement Water Supply Wells at the City of Boynton Beach's East Well Field A. Background Water supply for the City of Boynton Beach's East Water Treatment Plant (WTP) is from a series of wells located on and around the WTP site. The City has discontinued use of two of the wells - No. 3 and No. 10 - for various reasons related to water quality and wellfield protection issues. Recently, the City has expressed an interest in replacing these wells with new ones located in the same general vicinity, but in a more productive interval within the surficial aquifer. To replace these wells in kind and in the general vicinity, the South Florida Water Management District (SFWMD) will allow a simple letter modification, but will also require proper abandonment of the well being replaced. The City has requested that CH2M HILL provide engineering and hydrogeologic services to conduct the design, permitting, bidding, construction management, resident observation and startup services. The following task order provides the scope of work, schedule, and fee estimate for conducting these services. B. Scope of Services This scope of services provides for design, permitting, bidding, construction management, resident observation and startup services for the replacement of two water supply wells at and in the vicinity of the City's East Water Treatment Plant. Task 1 - Design Criteria CH2M HILL will provide the following services for the City during the development of design criteria for the replacement water supply wells: Technical Review. CH2M HILL will review available existing information related to the proposed replacement well sites including: · Record drawings of existing facilities and utilities · The City's design and construction standards Kick-off Meeting. CH2M HILL will meet with the City staff to clarify the City's requirements for the project. Critical path issues (permitting, construction sequence, etc.) that will require information/guidance from the City before preliminary design can effectively begin will be identified. A site visit will be carried out to identify possible conflicts, determine site constraints and the City preferences for equipment types and DFB~SOW_TSK_OR D_24_02040312. DOC 1 location. CH2M HILL will prepare meeting minutes of the kick-off meeting and site visit including an action item list of critical issues requiring resolution. Design Criteria. CH2M HILL will address outstanding design issues and summarize the preliminary design criteria for each component of the Replacement Water Supply Wells. The design criteria description summaries will be presented in a meeting summary. Design Criteria Review Meeting. Within 2-weeks of the City receiving the meeting summary (draft), CH2M HILL will conduct a design criteria review meeting with the City staff.. The review will consist of a meeting between the City and key members of CH2M HILL project team. CH2M HILL will prepare and distribute a written summary of decisions rendered. The approved written summary will serve as the basis for proceeding with the subsequent design. After written acceptance by the City of the design criteria and meeting summary, CH2M HILL will proceed with Detailed Design Services. Task 2 - Detailed Design Services After completion of the design criteria, CH2M HILL shall perform final design. On the basis of the accepted design criteria, the final design drawings and specifications for each system will show the scope, extent, and character of the work to be furnished and performed by a contractor. One set of contract documents will be prepared for the well, wellhead, piping, pumps, electrical and I&C. Detailed design work will include the following subtasks. Construction Drawings. CH2M HILL will produce civil, structural, mechanical, instrumentation and electrical construction drawings. It is estimated CH2M HILL will produce approximately 10 construction drawings. Drawings will be produced on ll-inch by 17-inch sheets and will include: · Site/civil layouts · Well construction and expected hydrogeology · Structural (well pad) · Well pump and motor · Mechanical, equipment, and piping layouts · Known utilities · Electrical · Instrumentation and controls Full size drawings will be produced for permit review and bidding, other drawings produced will be 11" x 17". Surveying. This project assumes surveying from the City's previous designs is adequate. However, if not, the CH2M HILL will provide a qualified surveyor to perform a survey to collect the information required to complete the design. This will include data on the pipeline corridor from the Replacement Water Supply Wells and is included as an allowance task, as needed. Construction Documents. CH2M HILL will produce construction documents for the Replacement Water Supply Wells that will include specifications, equipment and DFB"~OW_TS K_OR D_24_02040312. DOC 2 instrument lists, and functional descriptions. Specifications will be prepared in conformance with the sixteen-division format of the Construction Specifications Institute (CSI). Detailed Design Submittal. CH2M HILL will provide a 90 percent design submittal(four copies of documents) for the production wells and the remainder of the Replacement Water Supply Wells utilizing the design concepts developed and approved in the design criteria phase. The submittal will include the following: · Draft technical specifications and construction documents · 90 percent design drawings (11 x 17 copies and one full-size set) · An order-of-magnitude level construction cost opinion based on the 90% complete construction documents Detailed Design Review Meeting. Within 2-weeks of the City receiving the Detailed Design Submittal, CH2M HILL will conduct a 90 percent review meeting with the City staff to review the detailed design. The review will consist of one meeting between the City and key members of CH2M HILL project team. CH2M HILL will prepare and distribute written summaries of decisions rendered. The approved written summaries will serve as the basis for proceeding with the completion of detailed design. Final Detailed Design Submittal'. Based upon the comments agreed upon as a result or' the 90 percent review meeting with the City, CH2M HILL will prepare a 100 percent (final) desi.~ submittal for the Replacement Water Supply Wells. Completion of the changes and revisions to the documents from the 90% review is expected to take approximately 2-3 weeks, The final documents will be used to obtain competitive bids for the cons.tv, action of these projects. The submittal will include: · Five sets of final (100 percent) specifications · Five sets of final (100 percent) full size drawings · Updated Opinion of Cost for the design package After acceptance by the City of CH2M HILL's 100 percent drawings and specifications, CH2M HILL shall proceed with performance of the services called for in the Bidding Phase. Permitting shall be carried out concurrent with design and prior to the Bidding Phase. Task 3 - Permitting Services ,CH2M HILL will conduct preliminary meetings or phone calls with the various permitting agencies listed herein to coordinate the required permit applications for the new construction. Drawings and engineering reports will be prepared for each permit application as required. CH2M HILL will assist in obtaining the necessary permits and modifying the Water Use Permit for the Replacement Water Supply Wells by obtaining and completing the permit forms for the City approval/signature and providing required background information and signed and sealed drawings. The following application permits will be prepared and submitted to the following agencies · Palm Beach County Health Department (PBCHD) DFB",SOW_TSK_OR D_24_02040312. DOC 3 · South Florida Water Management District (SFWMD) (letter modification of existing Water Use Permit to include replacement water supply wells) · Palm Beach County Department of Environmental Resources Management (ERM) for wellfield protection Permitting will be performed concurrently with final design and is scheduled to be completed prior to bid phase services. This scope of work includes one response to the initial request for information (RFI) from each permitting agency. Task 4 - Bid Phase Services Bid phase services will be provided for the Replacement Water Supply Wells design package. The bid phase services to be performed by CH2M HILL are: Bid Package Preparation. CH2M HILL will prepare Drawing and Specification packaging, including City front ends, for bidding purposes. CH2M HILL will reproduce and distribute construction bid documents or solicitation of quotes to prospective bidders, on behalf of the City. Pre-Bid Meetings. CH2M HILL will coordinate and attend one Pre-Bid meeting and issue meeting minutes summarizing topics of discussion and responding to significant Bidder questions. Technical Issues. CH2M HILL will coordinate communications with bidders on matters related to technical aspects of the design. All correspondence on these matters will be copied to the City. Addenda. CH2M HILL will issue addenda, if required, based upon the questions of prospective bidders and the need to clarify the Contract Document's intent. Bid Review. CH2M HILL will review the bids received for accuracy and prepare Bid Tabulation for review by the City. CH2M HILL will review Bid Documents of the apparent low bidder including payment and performance bond information, insurance information, and references. Based upon the above, CH2M HILL will issue a Recommendation of Award letter to the City. "As Bid" Conformed Construction Documents. CH2M HILL will produce a total of six copies of conformed "As Bid" Contract Document Specifications and Drawings, incorporating all Addenda. This will include the selected Contractor's Bid, Payment and Performance Bond and Certificates of Insurance. The conformed construction documents will be issued to the City and Contractor for signature and execution. Two copies will be issued to the Contractor, two copies will be issued to the City, and two copies will be issued to CH2M HILL. Drawing Copies. CH2M HILL shall provide to the City an electronic copy and one reproducible copy of conformed contract documents and drawings. DFB~SOW_TSK_OR D_24_02040312. DOC 4 Bid Service Completion. Bid services will be considered complete upon CH2M HILL's review and providing the Contractor's executed documents and conformed contract documents to the City. Task 5 - Construction Management Support Services The City will be responsible for construction management and CH2M HILL will be responsible for supporting the City during construction with the following services. Preconstruction Conference. CH2M HILL will coordinate and chair a pre-construction conference with the awarded contractor and the City. CH2M HILL will be responsible for preparing agenda, chairing and preparing minutes from the meeting. Monthly Progress Meetings. CH2M HILL will chair monthly progress meetings with the awarded contractor and the City. CH2M HILL will be responsible for preparing agenda, chairing and preparing minutes from the meetings. Submittal Review. CH2M HILL will review submittals from the contractor including shop drawings, product data, schedules, progress payments and will provide up to one additional review per submittal.~ CH2M HILL will submit two copies to the City for their review and comment. Payment Applications. CH2M HILL will review payment applications received from the Contractor and upon acceptance of quantities and amounts, will sign and forward onto the City for approval and payment. Field and Change Orders. CH2M HILL will issue review field orders, requests for quotation, work change directives, and change orders received by or prepared by the City as needed throughout the project. Requests for Information. CH2M HILL will also review and respond to Field Change Requests (FCR), Requests for Information (RFI) and Clarification submitted by the Contractor. Following review by the City, CH2M HILL will issue field orders, Requests for Quotation (RFQ), Work Change Directives (WCD) and Change Orders as required by the project. Project Start up and Close Out. CH2M HILL shall conduct project close out services including: · Incorporation of as-built information provided by the Contractor into a final set of Record Drawings. · Conducting substantial completion and final acceptance inspection and issuing punch lists following each inspection. · As part of the above inspections, CH2M HILL will coordinate, document and provide technical oversight during start up. · Reviewing final dose out change orders and payment applications from the Contractor for processing by the City. DFB\SOW_TS K_ORD_24_02040312 5 Task 6 - Resident Observation CH2M HILL shall conduct part-time resident observation services during the well construction and tesffng. This task assumes that 6 weeks of the estimated 16-week construction period will require part-time resident observation, up to 24 hours per week. CH2M HILL shall provide part-time resident observation services during the construction of the surface facilities of the Replacement Water Supply Wells. Following completion of well construction and testing, part time resident observation shall commence and shall include once to twice per week inspections of the facility as the CONTRACTOR is constructing the final wellhead facilities. This assumes a maximum of 20 inspections during a 10-week period of observation. D. Assumptions · Properties in the immediate vicinity of the existing water supply wells will be considered for siting of the supply wells. · CITY will be responsible for conducting the necessary land and easement acquisitions. · Design of the well replacements shall include the specifications for properly abandoning the existing water supply wells. · CITY will be responsible for paying separately for all permit fees as required. · Construction permits from SFWMD for construction of the replacement water supply wells and the abandonment will be the responsibility of the contracted well driller. · It is assumed no surveying will be required for the Replacement Water Supply Wells. However, if it is required to obtain the necessary easements to construct the replacement, a separate allowance of $2,500 per well has been included in the budget. E. Contract Reference This Task Order shall be performed under the terms and conditions described within the Agreement for General Engineering Consulting Services dated October 4, 2000, between the City of Boynton Beach and CH2M HILL, Inc. F. Compensation Compensation by the CITY to CH2M HILL for services provided in this Task Order will be a time and expenses basis in accordance with the above mentioned Agreement. The compensation for the services described in Task 1 - 5 of this Task Order is estimated at a not-to-exceed amount of $130,404, plus an additional $5,000 allowance for surveying, if required, and is as shown below. Work completed by CH2M HILL will be invoiced monthly based on actual labor hours at contracted billing rates and actual expenses incurred. DFB\SOW_TSK_ORD_24_02040312 6 Task Description Labor Labor Cost Expense Cost Totals Hours Task 1 - Design Criteria 85 $9,198 $1,006 $10,204 Task 2 - Final Design 287 $29,025 $3,175 $32,200 Task 3 - Permitting 116 $11,280 $1,234 $12,515 Task 4 - Bidding 72 $7,631 $835 $8,466 Task 5 - Construction Services 197 $19,257 $2,107 $21,364 Task 6 -Resident Observation 367 $41,153 $4,502 $45,656 Totals w/o Surveying 1124 $117,544 $12,860 $130,404 Allowance: Surveying (if needed) $5,000 $5,000 Grand Totals w/Surveying 1124 $117,544 $17,860 $135,404 G. Schedule CH2M HILL will commence services upon receipt of written authorization and will complete the work according to the following schedule. Task Description Start Finish Task I -Design Criteria March 2003 April 2003 Task 2 - Final Design April 2003 June 2003 Task 3 - Permitting April 2003 July 2003 Task 4 - Bidding July 2003 Task 5 - Construction Services August 2003 Task 6 -Resident Observation August 2003 August2003 Janua~ 2004 December2003 A bar chart schedule showing the links between tasks is attached. Total time for notice to proceed to completing construction close out services is estimated at approximately 10 months. DFB~S0W_TSK_ORD_24_02040312. DOC 7 APPROVED BY: CITY OF BOYNTON BEACH, FLORIDA By: ' Cit~l~'~a~;r' ' Dated this i__ day of ~i ~-- ,2003. SUBMITTED BY: CH2M HILL, INC. By: ~homas Mct~ormi~,k,~P.Gi Vice Pr esident, ~a-Mam~'~v- Dated this _t~ day of Fcte~,~ ~-~ ,2003. DFB\SOW_TSK_ORD_24_02040312.DOC 8 Section 1. The foregoing "Whereas" clauses are hereby ratified and confirmed as being true and correct and are hereby made a specific part of this Resolution upon adoption hereof. Section 2. The City Commission of the City of Boynton Beach, Florida does hereby authorize and direct the approval and execution of Task Order 24 for CH2M Hill, for engineering services for design, permitting, bidding and construction management services for the replacement of two surficial aquifer wells in our eastem wellfield. Section 3. This Resolution shall become effective immediately upon passage. PASSED AND ADOPTED this I day of April, 2003. Commissioner ATTEST: