HomeMy WebLinkAboutEDB Proposed SA No 6 with Carollo to Provide Construction Administration, Startup Services and Public Engagement Executive Summary
AGENDA ITEM:
Proposed Supplemental Agreement(SA)No. 6 to Professional Engineering Services Agreement 18/19 No
3 with Carollo Engineers, Inc. (Carollo) to Provide Construction Administration, Startup Services, and
Public Engagement Support for the Treatability Pilot Project(AKA: Potable Reuse Pilot)
Date:November 15,2022
BACKGROUND:
CCUA staff is requesting approval of SA No. 6 with Carollo to provide potable reuse pilot construction
administration,startup services,and supplemental public engagement support.
Carollo has previously been engaged for the conceptual and detailed design,permitting and bid phase services
for these facilities in SA No 2.The project construction was awarded to Wharton Smith Contractors on August
19,2022 and the submittal process and construction are beginning.
This SA will separately cover all remaining construction phase support, startup services, and supplemental
public engagement support to develop public messaging strategy and materials. The original agreement
included $120,800.85 for construction administration and $108,762.75 will be deducted from SA 2 and
transferred to this SA for administration and tracking. The difference between the original SA amount and
its the transferred amount accounts for the construction coordination services completed in September that have
been invoiced and paid. The work breakdown structure for the new SA is in three tasks as follows:
Task Description Total
1 —Project Management $14,824.74
2—Construction Admin&Startup $116,739.44
3—Supplemental Public Outreach $94,803.88
Total $226,368.06
BUDGET:
Staff budgeted$5.52M for this project. This budget accounts for$780,000 in project planning,engineering,
and design and$4.5M for construction and the$226,368.06 itemized above. We remain within the planned
budget for this project effort.
RECOMMENDATION:
Staff respectfully recommends approval of Supplemental Agreement No. 6 with Carollo to provide Potable
Reuse Pilot Construction Administration,startup services,and supplemental public engagement support.
ATTACHMENTS:
Supplemental Agreement No.6
Basis of Fee Estimate
Supplemental Agreement No. 6 to Professional Engineering Services Agreement
18/19 No. 3 to provide Professional Engineering Services for the Treatability Pilot Project
(AKA: Potable Reuse Pilot)
CCUA Project No. 3019-001
Engineer: Jason Assouline Owner: Clay County
Carollo Engineering, Inc. Utility Authority
200 East Robinson Street, Suite 1400
Orlando, FL 32801
Date: November 15, 2022
Item: Description of Services:
Task 1
Provide professional engineering services as
requested and identified in the attached scope of
services and fee proposal.
Project Management $14,824.74
Task 2 Construction Admin& Startup $116,739.44
Task 3 Supplemental Public Outreach $94,803.88
Total Lump Sum Price Not to Exceed Without Prior Authorization $226,368.06
The Contract time shall commence on November 16. 2022. This document, along with the Scope and
Fee Proposal, shall become an amendment to the Professional Engineering Services Agreement and all
provisions of the Agreement will apply hereto.
Accepted by: Date:
Engineer:
Jason Assouline
Carollo Engineering, Inc.
Accepted by: Date:
Owner:
Jeremy D. Johnston, P.E., MBA,
Executive Director
Clay County Utility Authority
CLAY COUNTY UTILITY AUTHORITY
ALTERNATIVE WATER SUPPLY— POTABLE REUSE
PILOT CONSTRUCTION ADMINISTRATION, STARTUP SERVICES, AND PUBLIC
OUTREACH
RFQ 18/19 No.3 I Supplemental Agreement No. 6
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BASIS OF FEE ESTIMATE
November 8, 2022
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Exhibit A
CCUA Potable Reuse Project
Construction Administration, Startup Services, and Supplemental
Public Outreach
Basis of Fee Estimate
Clay County Utility Authority (CCUA) is investigating potable reuse as an alternative water supply
solution. As part of this potable reuse project, a pilot facility has been designed and will be
constructed at the Mid-Clay Regional Water Reclamation Facility(MCRWRF).
This scope of work for professional services to be performed by Carollo Engineers, Inc.
(CONSULTANT)to administrate pilot facility construction and startup the pilot. Concurrent to the
construction of the pilot facility,the CONSULTANT will provide professional services to support
CCUA in the development and implementation of a public communication and outreach program
as part of the potable reuse project.
I. SCOPE SUMMARY
to TASK 1 — PROJECT MANAGEMENT
• Task 1.1—Project Coordination
o CONSULTANT will provide overall coordination of the team during construction
and will provide monthly invoices to CCUA reporting budget status.
o CONSULTANT will provide monthly progress reports activities conducted for the
invoicing period and future activities planned. Billing invoices will be attached to
each progress report.
• Task 1.2—Progress Meetings
o Over the course of pilot construction (12 months), CONSULTANT will participate
in bi-monthly(every other week) progress meetings (24 meetings) with the
Contractor and CCUA to remain updated on construction progress.
TASK 2— PILOT FACILITY CONSTRUCTION ADMINISTRATION AND PILOT STARTUP
• Task 2.1—Pilot Facility Construction Administration
o Pilot facility construction is assumed to occur over a duration of twelve (12)
months. Over the course of pilot construction, CONSULTANT will conduct up to
twenty-six(26) bi-weekly site visits to oversee construction progress.These site
visits are assumed to be 4 hours and will coincide with monthly progress
meetings when possible.
o CONSULTANT will respond to up to ten (10) requests for information (RFI) issued
by the contractor. A total of 2 hours is assumed per RFI response.
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o CONSULTANT will review 45 submittals (including resubmittals) at 6 hours per
submittal.
• Task 2.2—Pilot Startup
o Pilot startup is assumed to occur over a duration of four(4) weeks.
o CONSULTANT will support the Contractor and equipment vendors to startup and
commission each process system and the overall functionality of the treatment
system.
o CONSULTANT will work with the Contractor and equipment vendors to help train
the CCUA operations staff how to operate each unit process.
o CONSULTANT will collect samples for basic water quality analysis after major
functional testing is complete to confirm desired treatment is being achieved by
the pilot system.
TASK 3 — PUBLIC OUTREACH & COMMUNICATION PROGRAM
• Task 3.1—Identify Key Audiences and Stakeholder
o CONSULTANT will work with CCUA to identify community stakeholders that
represent a wide range of diverse viewpoints. Examples of community
stakeholders include academic/education leaders, business organizations, civic
groups, environmental entities, local media, medical and public health experts,
water quality experts, multi-cultural groups, and state and local elected officials
and/or their staff.
o CONSULTANT will attend one (1) hybrid (in-person and virtual) meeting to review
the identified key audiences and collaborate with CCUA on how to initiate
to engagement with the identified stakeholders.
o CONSULTANT will develop a Microsoft Excel-based document summarizing the
list of key stakeholders, and primary and secondary method of engagement for
each stakeholder group.The document will be shared on a secure cloud-based
network hosted by the CONSULTANT to allow contributions by both CCUA and
CONSULTANT staff in real-time.
• Task 3.2—Develop Messaging and Communication Tools
o CONSULTANT will work with CCUA to develop key messages for the public
communication and outreach program that address the necessity and safety of
potable reuse as well as the resilience and reliability of advanced technological
processes.
o CONSULTANT will collaborate with CCUA in developing public communication
informational materials such as:
■ Purified water fact sheet,
■ Purified water frequently asked questions (FAQs),
■ Posters and banners,
■ Water bill inserts,
■ Template article for local media,
■ Materials for children,
■ Input on CCUA website,
■ Social media statements and templates,
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■ Videos.
• Task 3.3—Public Tours
o CONSULTANT will assist in developing up to two (2)versions of Microsoft
PowerPoint based slide deck to be used during public tours. The two versions will
include specific information based on the receiving audience (for example, CCUA
leadership vs a middle-school class).
o At the request of CCUA, CONSULTANT will support and/or lead up to twelve (12)
in-person guided tours of the pilot facility for various groups. Support will include
setting up the pilot facility for the tour, presenting during the tour, and
conducting a post-tour survey.
o CONSULTANT will assist CCUA in developing an electronic post-tour survey to
gather tourists' knowledge and perceptions about potable reuse and assess the
effectiveness of the public outreach strategy and evolving public perceptions.
• Task 3.4—Support to Rapid Response Team
o CONSULTANT's core project team will serve as a rapid response team to provide
continuous technical support to CCUA to maintain consistent and uniform
messaging and to provide response support for any misinformation or critical
media content.
DELIVERABLES
• Cloud-based MS Excel document identifying stakeholders and their respective methods
of engagement.
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• Public engagement materials as described in Task 3.
• Two versions of MS PowerPoint presentation to be used during public tours.
• Develop an electronic survey for post-tour implementation.
II. PROJECT ASSUMPTIONS
• Pilot facility construction services is based on the carbon-based advanced treatment pilot
facility designed by the CONSULTANT.
• CONSULTANT will review technical requirements of any potential RFIs or changes, but
CONSULTANT will not conduct detailed cost analysis in response to construction change
order requests made by the Contractor.
• The Contractor will manage and will be responsible for maintaining the overall
construction schedule. Extension of the construction duration beyond the assumed 12-
month period is outside of the CONSULTANT's control.
• Contractor will provide and maintain a document management system.
• Full time, on-site construction management is not part of the CONSULTANT's scope of
work.
• Materials testing and special inspections will be performed by Others.
• Permitting fees will be paid by Others (i.e., CCUA or Contractor).
• CONSULTANT will be on site for pilot commissioning for up to twenty (20) business days
at 8 hours each day during pilot startup.
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• This scope assumes a duration of eighteen (18) months for carrying out services during
construction and commissioning. Services are expected to occur over the period of pilot
construction.
• CCUA will identify a core team within the agency as the rapid response team to develop
specific media responses.
• All services will be administered using telecommunication and virtual meetings, unless
otherwise specified in the tasks above.
• Services listed here do not include cost of production/publishing of materials such as
posters, banners, handouts, etc.
III. PAYMENT FOR SERVICES
The total estimated time and materials (T&M) not to exceed fee for this scope of services is
$226,368.06. A detailed fee breakdown is included in Exhibit B. Services will be billed monthly by
CONSULTANT on a T&M basis with a total contract not to exceed amount based on billing rates
provided in continuing services agreement between CONSULTANT and CCUA under Civil and
Environmental Engineering Professional Services RFQ 18/19 No.3.
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Exhibit B
PROFESSIONAL SERVICES FEE BREAKDOWN
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Clay County Utility Authority EXHIBIT B
Potable Reuse Project -Construction Administration, Startup Services, and Public Outreach 9/2/2022
Budget Detail
Labor Hours and Costs Subconstultants Other Direct Costs
= Hours Carollo M.A.Byrd Total Sub- Travel Other Total ODCs
To T.i To To Ta To = Labor (Architect) consultants Related ODCs
O o.O O O O i u) i O ODCs
L O C) G) Ul
L u) a u ( u a :° a L c c w Ta
O y Ul O a) Q. a) -O O V
Task E o m o 'o 6 o y o w 0 La 6 0 8 m
CD No. Task Description cn a _1 a a s a < a cn o C9 0 % a .4 (3 Total
$259.87 $231.52 $182.69 $146.47 $122.85 $193.72 $146.47 $108.67 $75.60 Hours Cost
1 Project Management
1.1: Project Coordination 24 0 0 12 0 0 0 0 0 36 $7,994.52 $0.00 $0.00 $0.00 $468.00 $468.00 $8,462.52
1.2: Progress Meetings 12 0 6 12 0 0 0 0 0 30 $5,972.22 $0.00 $0.00 $0.00 $390.00 $390.00 $6,362.22
Task 1 Totals = 36 0 6 24 0 0 0 0 0 66 $13,966.74 $0.00 $0.00 $0.00 $858.00 $858.00 $14,824.74
2 Construction Administration and Startup Services
2.1: Pilot Facility Construction Administration 24 40 72 180 48 0 12 4 4 384 $63,407.48 $5,000.00 $5,000.00 $4,500.00 $4,992.00 $9,492.00 $77,899.48
2.2: Pilot Startup 8 0 24 172 0 0 0 0 6 210 $32,109.96 $0.00 $0.00 $4,000.00 $2,730.00 $6,730.00 $38,839.96
Task 2 Totals = 32 40 96 352 48 0 12 4 10 594 $95,517.44 $5,000.00 $5,000.00 $8,500.00 $7,722.00 $16,222.00 $116,739.44
3 Public Outreach
3.1: Identify Key Audiences and Stakeholders 20 0 20 40 0 0 0 0 0 80 $14,710.00 $0.00 $0.00 $1,500.00 $1,040.00 $2,540.00 $17,250.00
3.2: Develop Messaging and Communication Tools 20 0 24 80 0 80 0 0 0 204 $36,797.16 $0.00 $0.00 $1,200.00 $2,652.00 $3,852.00 $40,649.16
3.3: Public Tours 0 0 20 60 0 0 0 0 0 80 $12,442.00 $0.00 $0.00 $2,050.00 $1,040.00 $3,090.00 $15,532.00
3.4: Support Rapid Response Team 32 0 32 40 0 0 0 0 0 104 $20,020.72 $0.00 $0.00 $0.00 $1,352.00 $1,352.00 $21,372.72
Task 3 Totals = 72 0 96 220 0 80 0 0 0 468 ' $83,969.88 $0.00 $0.00 $4,750.00 $6,084.00 $10,834.00 $94,803.88
Total Project Hours/Dollars 140 40 198 596 48 80 12 4 10 1128 $193,454.06 $5,000.00 $5,000.00 $13,250.00 $14,664.00 $27,914.00 $226,368.06
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