HomeMy WebLinkAboutCA 3. ES - Kimley Horn - Biennial Engineering Evaluation & Report FINAL EXECUTIVE SUMMARY
AGENDA ITEM:
Proposed Supplemental Agreement No. 1 with Kimley Horn & Associates, Inc. (KHA) to the
Biennial Engineering Evaluation and Report Agreement for preparation of the 2022/2023 Biennial
Engineering Evaluation and Report.
RFQ No. 2022/2023-A20
Project Number 2023-076
Date:July 27, 2023
BACKGROUND:
CCUA staff request approval of SA No. 1 with KHA to provide professional engineering services
for preparation of the 2022/2023 Biennial Engineering Evaluation and Report.
The Biennial report is required by the Clay County Board of County Commissioners Bond
Resolution of December 141993, for the Utility System Revenue Bonds Series 1993A and the
cts Utility System Revenue Refunding bonds Series 1993B,which require that the "Issuer shall, from
ctime to time, employ consulting Engineer or other professionals to make an inspection of the
System, at least once every two years, and to submit to the Issuer a report with recommendations
as to the proper maintenance, repair, and additions to the systems to meet anticipated service
L demands and an estimate of the amount of money necessary for such purposes. Copies of such
a reports, recommendations and estimates made as hereinabove provided shall be filled with the
cc Issuer for inspection by Bondholders, if such inspection is requested.
KHA was selected based on their response to RFQ 2022/2023-A20 for preparation of CCUA's
Biennial Engineering Evaluation and Report by the Board of Supervisors at its July 5, 2023,
meeting. CCUA has negotiated and executed a continuing contract with KHA to provide biennial
engineering services. Staff requested the attached fee proposal from KHA to provide biennial
engineering services for preparation of the 2022-2023 evaluation and report. KHA will present the
completed report to the Board of Supervisors in February 2024.
The lump sum fee for the evaluation and reporting services to complete the 2022/2023 Biennial
Engineering Evaluation and Report is $43,111.00. Staff determined the proposed lump sum fee to
be reasonable.
RECOMMENDATION:
Staff respectfully requests the Board of Supervisors approve SA No. 1 with KHA for preparation of the
2022-2023 Biennial Engineering Evaluation and Report.
ATTACHMENTS:
SA No. 1
Kimley Horn&Associates,Inc. Proposal
Supplemental Agreement No. 1 with Kimley Horn & Associates,Inc. (KHA) to the Biennial
Engineering Evaluation and Report Agreement
for preparation of the
2022/2023 Biennial Engineering Evaluation and Report.
CCUA Project No.2023-076
Engineer: Joseph P Mecca, P.E. Owner: Clay County
Kimley Horn&Associates. Utility
12740 Gran Bay Parkway West Suite 2350 Authority
Jacksonville, FL, 32258
Date: August 1, 2023
Item: Description of Services:
Provide professional engineering services as requested
and identified in the attached scope of services and fee
proposal.
_Task 1 Project Imitation $2,072
Task 2 Service Area Evaluation $2,090
Task 3 Staff Interviews & Select Site Visits $12,840
Task 4 Financial Evaluation $15,220
Task 5 Report Presentation $10,889
to
Total Amended Lump Sum Price Not to Exceed Without Prior Authorization $43,111
The Contract time shall commence on August 1, 2023. 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:
Joseph P Mecca, P.E.
Senior Vice President
Kimley Horn &Associates
Accepted by: Date:
Owner:
Jeremy D. Johnston, P.E., MBA,
Executive Director
Clay County Utility Authority
Supplemental Agreement No. 1
SCOPE OF SERVICES
CLAY COUNTY UTILITY AUTHORITY
2023 BIENNIAL ENGINEERING EVALUATION AND REPORT
RFQ 2022/2023-A20
PROJECT DESCRIPTION
The Clay County Utility Authority (CCUA) Utility System Revenue Bond Resolution requires that a
Biennial Engineering Evaluation and Report be prepared by an Engineer and provide recommendations
and comments regarding the utility system maintenance, repair, operations, expansion requirements, and
future service demands to ensure adequate funding of the utility. Kimley-Horn was retained to provide
professional engineering services associated with the development of the Biennial Engineering
Evaluation and Report. This report will be prepared every two years in accordance with Section 5.14 of
the Clay County, Florida Utility System Revenue Bond Resolution ("Resolution") adopted December 14,
1993. The scope of services below is provided for the 2023 bond report. Subsequent reports will be
prepared on biennial basis through 2033. Subsequent reports will be prepared under additional work
assignments under contract dated July 27,2023.
SCOPE OF SERVICES
Task 1 — Project Initiation
Kimley-Horn will perform the following services under Task 1:
to 1.1 Project Kick-Off- Participate in Kick-Off meeting with CCUA staff. Kimley-Horn will develop an
Agenda prior to the meeting and provide to CCUA Project Manager for Distribution. Preliminary
Agenda for the Kick-off meeting includes review project management plan including schedule,
communication protocol, QA plan, and invoicing requirements.
1.2 Information and Data Management- Kimley-Horn will provide an initial data request at the Kick-
Off meeting. Kimley-Horn will develop data management process for sharing files and
information. Kimley-Horn will also develop and maintain a data request log throughout the
duration of the project to document status of data request.
Task 2 -Service Area Evaluation
Kimley-Horn will review the existing service area information. The purpose of this review is to become
familiar with Service Areas for Water, Wastewater and Reclaimed Water services and develop a basis for
projections. CCUA will provide the following information to be included in the updated service area map:
• GIS infrastructure inventory
• Customer billing data
• Utility-wide Historical flows and demands
• Update existing ERC quantification
• Interlocal agreements
• Organizational chart
• Updated Capital Improvement Plan and Project Details
Kimley-Horn will perform a document review including capital planning documentation, reports and
studies that describe CCUA's approach to operations, maintenance, and capital programs. The review
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will serve as the basis to develop the report requirements associated with the description of facilities and
capital improvement programing.
Task 3—Staff Interviews and Select Site Visits
3.1 Staff Interviews - Kimley-Horn will work closely with operations and engineering staff to get a
clear understanding of operations as it pertains to maintenance, and standard operating
procedures associated with operating the water, wastewater, and reclaimed water system. A
preliminary list of meeting topics include:
o Water Treatment Facilities
o Wastewater Treatment Facilities
o Water Transmission and Distribution Systems
o Wastewater Collection and Conveyance
o Enterprise Asset Management Program
o Regulatory Compliance Program
o IT, SCADA, and Cybersecurity Programs
Kimley-Horn will host up to five (5) hours of staff meetings and interviews with Chief Operating
Officer(COO), water and wastewater facility staff, and the regulatory compliance program lead.
Kimley-Horn will coordinate meeting logistics and attendee list with CCUA project manager.
Kimley-Horn will develop agendas prior to the meetings and provide to CCUA project manager for
distribution.
3.2 Select Site Visits— Kimley-Horn will work with CCUA Project Manager and COO to identify the
select site visits to be performed as part of Task 3.2. As part of this effort, CCUA will provide
Kimley-Horn with a summary of which facilities are undergoing expansions, permit renewals,
and/or are being taken off-line. From this list, as well as the previous Biennial Report site visits,
to Kimley-Horn will identify the facilities that will require site visits including up to four(4)water
reclamation facilities, and up to ten (10)water treatment facilities.
Site visits will be performed over a two (2) consecutive day period. Kimley-Horn staff attending
will be limited to the Project Manager and Operations Specialist.
Following the site visits, observation reports will be generated and included as appendices to the
Biennial Report.
Task 4 - Financial Evaluations
Our financial consultant, Stantec, will perform a review of CCUA's financial performance in the context of
the requirements outlined in its Bond Resolution. Under this task we will identify, review, and analyze the
following financial information and will be incorporated into the Financial Review section of the final
report:
• Outstanding debt obligations
• Bond resolution
• Capital Improvement Plan
• Renewal & replacement balances and transfers
• Operations and Maintenance Budgets and Expenses
• Annual Budgets and Expenses
• Revenues
• Rates and charges
• Connection fees and balances
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Kimley-Horn and Stantec will attend up to three (3) meetings virtually with CCUA staff to discuss financial
data, preliminary findings and conclusions.
Task 5 - Report and Presentation
5.1 Report- Kimley-Horn will develop a succinct Biennial Report based on the data collection,
document review, service area evaluation, staff interviews, site visits, and financial evaluation.
The following submittals, workshops, and meetings will be coordinated as part of this task:
o Draft Report Submittal via email
o Draft Report Review Workshop
o Final Report Submittal electronically via email and up to 10 hard copies.
5.2 Presentation — Kimley-Horn will prepare for and attend a formal presentation to the CCUA Board
of Supervisors. This will include the development of presentation materials including a power point
presentation. Kimley-Horn will attend up to two (2) presentation coordination meetings (virtual
and/or in person)with CCUA project manager and staff.
DELIVERABLES
1. Task 1 deliverables include: Kick-Off Meeting agenda, Kick-Off Meeting Summary, and data log
(upon request).
2. Task 2 deliverables will be provided as narratives, tables, and graphs included within the Task 5
Report.
3. Task 3 deliverables include Staff Interview Agendas, Staff Interview Meeting Summaries, and Site
Visit Observations reports (to be appended to Final Report).
to 4. Task 4 deliverables will be provided as a part of the Task 5 Report Section on Financial Review.
5. Task 5 deliverables include Draft Report (electronic copy), Final Report submittal including
electronic copy and up to 10 hard copies, Final Presentation PowerPoint.
SCHEDULE
Kimley-Horn will provide services as expeditiously as practicable. The final presentation is anticipated to
be scheduled in February 2024. A preliminary schedule is provided below.
Tasks Task Description Estimated Completion
Timeframe
(Days from NTP)
Task 1 Project Initiation 30
Task 2 Service Area Evaluation 60
Task 3 Staff Interviews and Select Site Visits 90
Task 4 Financial Evaluation 120
Task 5 Report and Presentation 200
The timing of completion of the financial evaluation is dependent on information provided by CCUA,
specifically FY 2023 data.
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FEE SCHEDULE
Kimley-Horn will perform Tasks 1-5 on a lump sum basis with a maximum value not to exceed $43,111.
Services provided under this will be invoiced monthly. All invoices will include a description of services
provided.
Tasks Task Description Amount
Task 1 Project Initiation $2,072
Task 2 Service Area Evaluation $2,090
Task 3 Staff Interviews and Select Site Visits $12,840
Task 4 Financial Evaluation $15,220
Task 5 Report and Presentation $10,889
Lump Sum Total $43,111
SERVICES NOT INCLUDED
A. Design, permitting, bid phase services
B. Services not explicitly identified in Tasks 1-5.
CCUA RESPONSIBILITIES
CCUA will be responsible for providing the Kimley-Horn with the best available data and information
pertinent to the project area including available survey data, underground utility information, previous
to reports, studies completed in association with the Project, or any other data relative to the design and
construction. Kimley-Horn shall be entitled to rely on the completeness and accuracy of all information
provided by the CCUA or the CCUA consultants or representatives.
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