HomeMy WebLinkAboutCA 4. ES Amendment 1 to SA No 8 CDM Spencer's WTP Electrical improvements and new GST with attachments EXECUTIVE SUMMARY
AGENDA ITEM:
Proposed Amendment No. 1 to Supplemental Agreement (SA) No. 8 with CDM Smith, Inc. to the Civil
and Environmental Engineering Professional Services, Agreement 2018/2019 RFQ No. 3 to provide
additional design and permitting services associated with the implementation of a site stormwater
management system at the Spencer's Water Treatment Plant.
Project Number 1114-0106
Finance Project Number 23005RR
Date: August 1,2023
BACKGROUND:
CCUA staff requests approval of Amendment No. 1 to SA No.8 with CDM Smith,Inc.to provide additional
design and permitting services associated with the site stormwater management system at the Spencer's
Water Treatment Plant(WTP).
CCUA approved SA No. 8 with CDM Smith, Inc. in December 2022 to prepare detailed design and
construction documents needed to solicit bids for the construction of treatment plant electrical and
co
instrumentation improvements as recommended in the July 2021 assessment report and for the construction
a of a new prestressed concrete ground level water storage tank. During the design effort, it was determined
•
rz that the WTP site did not have a stormwater management system permit.
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EL This Amendment No. 1 to SA No. 8, will allow CDM Smith to incorporate the stormwater management
system into the project's construction documents described above. The completed construction documents
ce
will be ready for soliciting bids in December 2023. The bidding and construction duration is estimated at
17 months. The project is estimated to be completed in May 2025.
BUDGET:
This Amendment No. 1 is for an additional $39,394.00 and will bring the total value of SA No. 8 to
$476,246.00. The budget for this work was approved in the FY 23 Capital Improvement Program (CIP).
The FY 23 CIP budget for this project is $565,000.00.
CCNA:
CCNA, F.S. s. 287.055, does apply to the use of a consultant under continuing contract. The estimated
construction cost for each individual project is not expected exceed $4 million. Staff negotiated this
Supplemental Agreement in compliance with F.S. s. 287.055. Staff and the consultant negotiated the scope
and fee, based on established contract rates, for the professional services at compensation that CCUA
determines is fair, competitive, and reasonable.
RECOMMENDATION:
Staff respectfully recommends the Board of Supervisors' approval of Amendment No. 1 to the SA No.8
with CDM Smith, Inc.to provide additional design and permitting associated with the stie stormwater
management system Spencer's WTP which will bring the total the lump sum amount of SA No. 8 to
$476,246.00
ATTACHMENTS:
Supplemental Agreement No. 8—Amendment No. 1
CDM Smith,Inc. Proposal dated June 27,2023
Meskel&Associates Engineering Proposal dated June 26, 2023
Amendment No. 1 to Supplemental Agreement No. 8 to Professional Engineering Services
Agreement 18/19 No. 3 to provide Professional Engineering Services for the Spencer's Crossing
WTP Electrical Upgrades CCUA
Project No. 1114-106
Engineer: Shayne Wood, P.E. Owner: Clay County
CDM Smith, Inc. Utility
4651 Salisbury Road, Suite 420 Authority
Jacksonville, FL 32256
Date: August 01, 2023
Item: Description of Services:
Provide professional engineering services as requested
and identified in the attached scope of services and fee
proposal.
Task 1 Design, Permitting and Bidding Services $237,848
Task 2 Engineering Services During Construction $128,686
Task 3 Project Management and Quality Control $70,318
Amendment No. Stormwater Management System design & $39,394
1 permitting
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Total Amended Lump Sum Price Not to Exceed Without Prior Authorization $476,246
The Contract time shall commence on August 01, 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:
Shayne Wood, P.E.
CDM Smith, Inc.
Accepted by: Date:
Owner:
Jeremy D. Johnston, P.E., MBA,
Executive Director
Clay County Utility Authority
CLAY COUNTY UTILITY AUTHORITY
CIVIL AND ENVIRONMENTAL CONTINUING SERVICES
RFQ 18/19 NO.3
June 27, 2023
SUPPLEMENTAL AGREEMENT NO. 8—AMENDMENT NO. 1
This Authorization,when executed, shall be incorporated in, and become part of the Agreement for
Professional Services between Clay County Utility Authority(AUTHORITY), and CDM Smith Inc.
(CONSULTANT), dated May 28, 2019, hereafter referred to as the Contract.
BACKGROUND
The Spencer's Crossing Water Treatment Plant (WTP) is an existing 4.488 million gallon per day(mgd)
maximum daily flow(MDF)facility located at 4426-1 Hanging Moss Dr, Orange Park, FL 32073.The
existing WTP consists of three Upper Floridan Aquifer(UFA) wells, a 4,600 gallon per minute (gpm)
stand-alone tray aerator tower for hydrogen sulfide removal, a 0.53-mg glass fused steel ground storage
tank (GST), hypochlorite disinfection feed pumps and storage tanks, a 10,000-gallon hydropneumatic
tank, and a high service pump station (HSPS) with three horizontal split-case pumps including electrical
and instrumentation required to operate and monitor the facility.
to The Spencer's Crossing WTP site has additional open space for future GSTs and other improvements.
Additional impervious area was included in the St.Johns River Water Management District (SJRWMD)
Environmental Resource Permit(ERP). While reviewing the issued permit during the pre-application
meeting with SJRWMD, it was determined that proper as-built documentation was never submitted and
the stormwater improvements were not constructed in accordance with the permit.The AUTHORITY will
need to obtain a minor modification of the existing ERP to allow the WTP upgrades.
SCOPE OF SERVICES
The following tasks describe the amendment to the scope of services for additional design and
permitting services for the AUTHORITY.
Task 1—Additional Design and Permitting Services
Task 1.10: Stormwater System Design and Permitting
The additional design and permitting support is further described in the following subtasks.This task
addresses the ERP only and does not include any other permits that may be needed (such as NPDES,
dewatering, or County permit).
Task 1.10.1: Review Existing Permit Information
The existing permit information will be collected and reviewed to better understand the criteria used
and permitted in the application and accompanying design and calculations previously permitted.The
information will be compared to existing site information to determine any differences between what
was permitted versus what was constructed and currently exists.
Task 1.10.2: Permit Application
The CONSULTANT will complete the applicable ERP permit sections based on existing permit information
and proposed conditions. It is anticipated that Sections A and E will be needed. No surface water or
wetland impacts are anticipated and thus no ERP Sections related to surface water or wetlands are
included in this task.The CONSULTANT will prepare the applicable permit sections and submit the forms
and required calculations under Task 1.10.3 to the SJRWMD for review.
CONSULTANT has also included time for submitting the required documents upon completion of the
constructed stormwater improvements to SJWRMD as part of this task.
Task 1.10.3: Stormwater Calculations
The CONSULTANT will develop calculations for stormwater quality and stormwater quantity as required
to demonstrate that proposed WTP design conditions meet permitted criteria.The calculations will also
include existing or permitted site conditions as needed to meet pre-development versus post-
development and/or permitted criteria.The calculations are anticipated to include stormwater modeling
using ICPR or comparable software.The calculations will also be used to provide design support as
needed to confirm the proposed site design and grading meet standard criteria and level of service
measures.
As part of this task, Meskel and Associates (Subcontractor) will perform 2 additional SPT borings to a
depth of 10 feet including double ring infiltrometer(DRI)tests for each location.The results will be used
to perform calculations required to demonstrate system recovery. See Attachment A for the
to Subcontractor Proposal.
Task 1.10.4: Design Support
Additional design support will be provided to confirm and adjust project design to meet applicable
design and permitting criteria consistent with existing and proposed permit conditions. Design support is
anticipated to include site grading, drainage design, erosion and sediment control, and subsurface
conditions.Additional design support will be provided for the 90-percent and 100-percent design
milestones.
Task 3— Project and Quality Management
Task 3.1: Project Management
CONSULTANT will provide project management to administer the production of work in accordance with
the Authorization scope, budget, and schedule.This task also includes internal monthly project status
review and periodic internal team progress meetings.
Task 3.2: Project Quality Control and Technical Reviews
CONSULTANT will perform the work in compliance with its quality management system (QMS)
requirements.The CONSULTANT's QMS requires appropriate quality assurance (QA) and quality control
(QC) activities for each type and phase of project. CONSULTANT will conduct QA/QC activities as
appropriate throughout the execution of the work including initial project quality management
planning, senior technical reviews, and intra-and inter-discipline quality review checking.
FORMAL DELIVERABLES
Task Description Format
Task 1.10 Stormwater Design Drawings and Supporting Permit *.pdf
Documents
Task 2.8 Record Drawings *.pdf and .dwg
ASSUMPTIONS
1. A minor modification to SJRWMD Permit No.42-019-0605NG-ERP issued December 31, 1996,
will be required. It is assumed there is enough space to modify the existing dry detention
pond onsite to treat and attenuate runoff from the additional impervious area. Any unknown
permit or compliance issues with the permitted stormwater treatment system may require an
amendment.
2. AUTHORITY will sign as Owner and Operating Entity.The permit application will be prepared
and submitted to the SJRWMD by CONSULTANT as engineer of record on behalf of
AUTHORITY.
to 3. Permitting budget includes up to one site visit/meeting with SJRWMD. If additional site visits
are required, site visits from post-design services scope may be substituted upon
authorization by the AUTHORITY.
4. Permitting budget assumes one RAI by CONSULTANT.
5. Permit fees are not included in this task.
6. CONSULTANT will incorporate Contractor red-lines, as built survey, and changes noted during
substantial and final completion inspections into conformed drawings and produce one set of
electronic record drawings. CONSULTANT will submit the final record drawings to SJRWMD
upon completion.
TIME OF COMPLETION/SCHEDULE
CONSULTANT requests one (1) month of additional contract time be added to Supplemental Agreement
No. 8—Task 1 assuming the AUTHORITY processes this amendment in a timely manner. CONSULTANT
will prepare an updated, detailed schedule within the first 30 calendar days after NTP.
Task Description Duration
1.10 Stormwater System Design and Permitting 3 months from Start
COMPENSATION AND PAYMENT
CONSULTANT will complete the work described in in this Amendment No. 1 on a lump sum basis for
$39,394, as shown in the fee estimate in Attachment B. Invoices will be submitted monthly based on
the percentage of work complete during the billing period. Lump sum compensation will be for labor,
subconsultants, and other direct costs associated with the performance of the work. For invoice
purposes only,the value of each task is as shown below.
Table 2 Task Value for Invoice Purpose Only
Task Description Value
1.10 Stormwater Design and Permitting $28,684
3 Project Management and Quality Control $4,810
Meskel and Associates—Additional SPT Borings and DRI Testing $5,400
Other Direct Costs $500
Total Lump Sum (including ODCs) $39,394
to
MAE
Meskel &Associates Engineering
Geotechnical• Environmental r Inspection r Testing
June 26, 2023
Mr.James Overton, P.E.
CDM Smith
4651 Salisbury Road, Suite 420
Jacksonville, Florida 32256
Subject: Proposal for Geotechnical Exploration and Engineering Services
CCUA Spencer's Crossing WTP Upgrades-Additional Scope
Orange Park, Florida
MAE Proposal No. 230175
Dear Mr. Overton:
MESKEL & ASSOCIATES ENGINEERING, PLLC (MAE) is pleased to present this proposal to provide the
geotechnical exploration and engineering services for the subject project.We were provided in your email
proposal request of June 25, 2023,with an Existing Site Soil Boring Plan prepared by CDM Smith last dated
June 2023 showing the locations for 2 additional borings with DRI tests. Based on the provided
to information, we understand the following field services are requested:
Test Location Test No. &Type Test Depth
ft below ground surface
Stormwater Management System 2 SPT1 Borings 10
Stormwater Management System 2 DRI2Tests 1 to 2
1. Standard Penetration Test(SPT)Boring
2. Double Ring Infiltrometer(DRI)test
In accordance with Florida law, we will attempt to locate existing underground utilities at the site by
utilizing the Sunshine State One-Call (SSOC) system. Any private utilities not included in the SSOC system
will need to be located by the property Owner. Once the SPT (and Auger) borings are completed, they
will be backfilled with a cement grout. We will take all reasonable precautions to prevent damage to
property and will reasonably restore the site to the condition existing prior to the start of our fieldwork.
The recovered soil samples will be described in the field by the field crew. The field logs and samples will
be delivered to our laboratory where the logs will be reviewed, and the samples classified by a
geotechnical engineer. Laboratory classification and index property tests will be performed as necessary
on selected soil samples to confirm the soil classification and provide engineering characteristics to
estimate compressibility.
A geotechnical engineer, licensed in the State of Florida, will direct the geotechnical exploration and
provide an engineering evaluation of the subsurface conditions encountered at the boring locations. The
results of the exploration and engineering evaluation will be documented in a report that will include the
following:
3728 Philips Highway,Suite 208,Jacksonville,Florida 32207
p.904.519.6990
www.MeskelEngineering.com
• The observed site conditions, such as topography, surface vegetation, etc. as they relate to the
site conditions,
• The field and laboratory test procedures used, and the results obtained,
• The encountered subsurface conditions, including subsurface profiles, measured groundwater
levels, and estimated geotechnical engineering properties, as necessary,
• The results of the DRI tests and,
• An estimate of the Seasonal High Groundwater Level at the site.
Based on the scope of the services outlined above,we propose to complete our work for a lump sum fee
of $5,400.00. Please note that this fee is valid for 90 days following the date of this proposal. MAE
reserves the right to revisit our proposal and adjust our fee as necessary if proposal acceptance is after 90
days.
Our proposed fee includes submittal of an electronic copy of the report. Bound, paper copies can be
provided at an additional cost of $50 per copy. We will contact you immediately if we encounter
subsurface conditions that could require the borings to be advanced to deeper depths,and/or if additional
engineering analysis/evaluation outside the scope of this proposal is necessary.
A returned copy of the attached authorization sheet will authorize our work. Our work will be performed
in accordance with our General Conditions,a copy of which is attached to and made a part of this proposal.
We anticipate mobilizing our field crew to the site within one to 2 weeks once authorization to proceed is
received, given our current schedule. A utility locate request will be submitted one week before
to anticipated mobilization, which is contingent on all utilities at the site being located and marked. We
anticipate that the field work will take one day to complete. Laboratory testing will take up to 2 to 3 days
depending on the amount of lab testing assigned. We expect to submit our geotechnical report 2 weeks
after completion of the field and laboratory testing.
We appreciate this opportunity to provide this proposal for your project. If you have any questions
concerning this proposal, or if we can serve you in any other way, please contact us.
Sincerely,
MESKEL&ASSOCIATES ENGINEERING,PLLC
7/
G. Clayton Purvis, E.I. P. odney an , P.E.
Staff Engineer Principal Engineer
Distribution: Mr.James Overton, P.E.—CDM Smith One (1) e-mail copy
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Meskel&Associates Engineering
PROPOSAL AUTHORIZATION
For Geotechnical Services
CCUA Spencer's Crossing WTP Upgrades-Additional Scope
Orange Park, Florida
MAE Proposal No. 230175
Billing Information:
Company Name:
Attention:
Company
Address:
Phone No.: Email:
Project Contact Name:
(if different than above)
Additional Reports: Please List Below Any Additional Parties To Receive Reports.
1.
to
No. of Reports Required:
2.
No. of Reports Required:
NOTE: Our fee includes submittal of an electronic copy for each report. If bound paper copies are
requested,the client will be charged $50 for each additional copy.
MAE invoices should be received by you by the of each month (date required for your
processing)
The Client representative named below has read the General Conditions that are attached and made a
part of this proposal and agrees to be bound to the terms of the General Conditions.
Name: Title:
Signature: Date:
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Meskel&Associates Engineering
PROPOSAL DOCUMENT GENERAL CONDITIONS
Payment—Payment shall be due within 30 days after date of invoice. be provided to the Client only if expressly provided for in this Agreement. Any
Insurance—Meskel&Associates Engineering(MAE)maintains Commercial General electronic files not containing an electronic seal are provided only for the
Liability with limits of$1,000,000—per occurrence,$2,000,000 general aggregate, convenience of the Client,and use of them is at the Client's sole risk. In the case of
$2,000,000 products and completed operations aggregate. A certificate of insurance any defects in the electronic files or any discrepancies between them and the
can be provided at your request evidencing such coverage.All subcontractors to MAE hardcopy of the documents prepared by the Consultant,the hardcopy shall govern.
maintain Workers' Compensation, Employer's Liability with limits of $1,000,000 Because data stored in electronic media format can deteriorate or be modified
bodily injury by accident—each accident,$1,000,000 bodily injury by disease—each without the Consultant's authorization,the Client has 60 days to perform acceptance
employee,$1,000,000 bodily injury by disease—policy limit. Workers Compensation tests,after which it shall be deemed to have accepted the data.
coverage is in accordance with the Workers Compensation Law for the State of PURSUANT TO FLORIDA STATUTES SECTION
Florida.
Professional Liability: MAE maintains Professional Liability with limits of$2,000,000 558.0035 (2013) AN INDIVIDUAL EMPLOYEE OR
each claim and$3,000,000 aggregate. A certificate of insurance can be provided at AGENT OF MAE MAY NOT BE HELD INDIVIDUALLY
your request evidencing such coverage.
Right-of-Entry—Unless otherwise agreed, Client will furnish right-of-entry on the LIABLE FOR NEGLIGENCE.
property for MAE to make the planned borings,surveys,and/or exploration. MAE Sampling or Testing Location—Unless specifically stated to the contrary,the fees
will take reasonable precautions to minimize damage to the property caused by its included in this proposal do not include costs associated with professional land
equipment and sampling procedures,but the cost of restoration or damage which surveying of the site or the accurate horizontal and vertical locations of tests. Field
may result from the planned operations is not included in the contracted amount. tests or boring locations described in our report or shown on our sketches are based
Legal Jurisdiction —The parties agree that any actions brought to enforce any on specific information furnished to us by others or estimates made in the field by
provision of this Agreement shall only be brought in a court of competent jurisdiction our technicians. Such dimensions, depths or elevations should be considered as
located in Jacksonville,Duval County,Florida. approximations unless otherwise stated in the report.
Damage to Existing Man-made Objects—It shall be the responsibility of the Owner Sample Handling and Retention — Generally test samples or specimens are
or his duly authorized representative to disclose the presence and accurate location consumed and/or substantially altered during the conduct of tests and MAE,at its
of all hidden or obscure man-made objects relative to field tests,sampling,or boring sole discretion, will dispose (subject to the following) of any remaining residue
locations. When cautioned,advised or given data in writing that reveal the presence immediately upon completion of test unless required in writing by the Client to store
or potential presence of underground or overhead obstructions, such as utilities, or otherwise handle the samples. (a)NON HAZARDOUS SAMPLES:At Client's written
MAE will give special instructions to its field personnel. As evidenced by your request,MAE will store test samples and specimens,or the residue thereof for ninety
acceptance of this proposal,Client agrees to indemnify and save harmless MAE from (90)days after submission of MAE's report to Client free of storage charges. After the
all claims,suits,losses,personal injuries,death and property liability resulting from initial 90 days and upon written request,MAE will store test specimens or samples
unusual subsurface conditions or damages to subsurface structures,owned by Client for a mutually acceptable storage charge and period of time. (b)HAZARDOUS OR
or third parties,occurring in the performance of the proposed work,whose presence POTENTIALLY HAZARDOUS SAMPLES:In the event that samples contain substances
and exact locations were not revealed to MAE in writing,and to reimburse MAE for or constituents hazardous or detrimental to human health,safety or the environment
expenses in connection with any such claims or suits,including reasonable attorney's as defined by federal,state or local statutes,regulations,or ordinances("Hazardous
fees. Substances"and"Hazardous Constituents",respectively),MAE will,after completion
Limitation of Responsibility—Client hereby agrees to the fullest extent permitted by of testing and at Client's expense: (i) return such samples to Client; (ii) using a
law the Consultant's total liability to Client for any and all injuries,claims,losses, manifest signed by Client as generator, will have such samples transported to a
expenses or damages whatsoever arising out of or in any way relating to the project, location selected by Client for final disposal. Client agrees to pay all costs associated
the site,or this Agreement from any cause or causes including but not limited to the with the storage,transport, and disposal of such samples. Client recognizes and
Consultant's negligence, errors, omissions, strict liability, breach of contract, or agrees that MAE is acting as a Bailee and at no time does MAE assume title of said
breach of warranty shall not exceed the greater of the total amount paid by the Client waste.
for the services of the Consultant under this contract or$50,000.00,whichever is Discovery of Unanticipated Hazardous Materials—Hazardous materials or certain
greater. types of hazardous materials may exist at a site where there is no reason to believe
Client and the Consultant agree that to the fullest extent permitted by law the they could or should be present. MAE and Client agree that the discovery of
Consultant shall not be liable to Client for any special, indirect or consequential unanticipated hazardous materials constitutes a changed condition mandating a
damages whatsoever, whether caused by the Consultant's negligence, errors, renegotiation of the scope of work or termination of services. MAE and Client also
omissions,strict liability,breach of contract,breach of warranty or other cause or agree that the discovery of unanticipated hazardous materials may make it necessary
causes whatsoever. for MAE to take immediate measures to protect health and safety. MAE agrees to
notify Client as soon as practicable should unanticipated hazardous materials or
To the fullest extent permitted by law,Client agrees to defend,indemnify,and hold suspected hazardous materials be encountered. Client encourages MAE to take any
Consultant,its agents,subcontractors,and employees harmless from and against any and all measures that,in MAE's professional opinion,are justified to preserve and
and all claims,defense costs,including attorneys'fees,damages,and other liabilities protect the health and safety of MAE's personnel and the public. Client agrees to
arising out of or in any way related to Consultant's reports or recommendations compensate MAE for the additional cost of working to protect employees'and the
concerning this Agreement,Consultant's presence on the project property,or the public's health and safety. In addition,Client waives any claim against MAE,and
presence, release, or threatened release of asbestos, hazardous substances, or agrees to defend,indemnify and save MAE harmless from any claim or liability for
pollutants on or from the project property;provided that Client shall not indemnify injury or loss arising from MAE's discovery of unanticipated hazardous materials or
Consultant against liability for damages to the extent caused by the negligence or suspected hazardous materials. Client also agrees to compensate MAE for any time
intentional misconduct of Consultant,its agents,subcontractors,or employees. spent and expenses incurred by MAE in defense of any such claim, with such
Use of Documents — All documents, including but not limited to drawings, compensation to be based upon MAE's prevailing fee schedule and expense
specifications,reports,and data or programs stored electronically,prepared by the reimbursement policy relative to recovery of direct project costs.
Consultant are related exclusively to the services described in this Agreement,and Force Majeure— MAE shall not be held responsible for any delay or failure in
may be used only if the Client has satisfied all of its obligations under this Agreement. performance of any part of this Agreement to the extent such delay or failure is
They are not intended or represented to be suitable for use,partial use or reuse by caused by fire,flood,explosion,war,strike,embargo,government requirement,civil
the Client or others on extensions of this project or on any other project. Any or military authority,acts of God,act or omission of subcontractors,carriers,client
modifications made by the Client to any of the Consultant's documents,or any use, or other similar causes beyond its control.
partial use or reuse of the documents without written authorization or adaptation by
the Consultant will be at the Client's sole risk and without liability to the Consultant,
and the Client shall indemnify,defend and hold the Consultant harmless from all
claims,damages,losses and expenses,including but not limited to attorneys'fees,
resulting therefrom. The Consultant's electronic files and source code developed in
the development of application code remain the property of the Consultant and shall
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Meskel S.Associates Engineering