HomeMy WebLinkAboutCA 5. Project Quench Potable Reuse Project with Carollo Executive Summary
AGENDA ITEM:
Proposed Amendment No. 1 to Supplemental Agreement(SA)No. 6 for 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 Potable Reuse Pilot
Project.
Date: July 27,2023
Project Number: 3019-001
Financial Job Number: 20022WL
BACKGROUND:
CCUA staff requests approval of Amendment No. 1 to SA No. 6 with Carollo to provide potable
reuse pilot construction administration,startup services,and supplemental public engagement support.SA
No. 6 was executed on November 22, 2022.
We based the original SA with Carollo for the professional engineering services during construction
on Time and Materials. Over the past year, Carollo has been providing valuable construction
administration services related to Requests for Information(RFIs), equipment submittals, and field
• inspections. We experienced an elevated need for Carollo's professional engineering services due to
c the pace of construction. The pace of construction by the contractor resulted in a large number of
RFI submissions and equipment submittals to procure equipment with long lead times. Due to the
o elevated need for Carollo's services,we seek approval of Amendment No. 1 to SA No. 6 to continue
i Carollo's engagement through construction.
c
We based the proposed amendment to SA No. 6 on an additional 220 hours of professional
ce
engineering services. We estimate the additional hours will provide sufficient time to address any
remaining equipment submittals, respond to RFIs,participate in construction meetings, and facility
start-up services. We calculated the 220 hours at a blended rate of$180 per hour. Our calculation
resulted in a maximum value of $39,600 for the professional engineering services through the
remainder of construction. Because this SA is a time and materials assignment, we will pay Carollo
for the hours worked. If Carollo does not use the full 220 hours,we will not be billed for the unused
hours.
We are including supplemental public outreach services with the Dalton Agency within this
amendment to SA No.6.The Dalton Agency serves as a subconsultant to Carollo for this assignment.
The Dalton Agency successfully provided public outreach support through Phase 1 of this project
to secure grant funding through the St. Johns River Water Management District. Phase 2 included
in this amendment will focus on creating the public outreach material and video conceptualized
in Phase 1.
The overall work breakdown structure for the amended SA is in three(3)tasks as follows:
Task Description Total
1 —Project Management No change
2—Construction Admin& Startup $39,600
3 — Supplemental Public Outreach $32,550
Total $72,150
BUDGET:
We itemized the current status of the total project budget below.
Project Budget Table
Project Development $377,864.48
Design& Project Management $349,919.51
Construction Admin $128,728.72
Public Outreach $165,718.13
Construction $4,540,000.00
Sub-Total $5,562,230.84
Amendment No. 1 to SA#6 $72,150.00
Remaining Budget $1,134,619.16
Total $6,769,000.00
RECOMMENDATION:
Staff respectfully recommends the Board of Supervisors approve Amendment No. 1 to
Supplemental Agreement No. 6 with Carollo to provide additional professional engineering services
during construction and development of public outreach materials.
ATTACHMENTS:
Amendment No. 1 to Supplemental Agreement No. 6
Scope and fee dated July 26, 2023
Amendment No. 1 to Supplemental Agreement No. 6 to Professional Engineering Services
Agreement 18/19 No. 3 to provide Professional Engineering Services for the Potable Reuse Pilot
Project.
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: 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 Project Management No Change
Task 2 Construction Admin& Startup $39,600
-
Task 3 Supplemental Public Outreach $32,550
to
Total $72,150
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:
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
to
BASIS OF FEE ESTIMATE
July 26, 2023
1
Exhibit A
CCUA Potable Reuse Project
Amendment No. 1 to the Construction Administration, Startup
Services, and Supplemental Public Outreach
Basis of Fee Estimate
Construction of the Project Quench potable reuse demonstration facility at Clay County Utility
Authority(CCUA) Mid-Clay Regional Water Reclamation Facility(MCRWRF) is approximately half
completed.This scope of work amends the professional services to be performed by Carollo
Engineers, Inc. (CONSULTANT)to continue to support the construction activities of the facility
which have extended beyond the initially anticipated timeline, primarily due to delays in the
procurement of electrical gear.
In addition to additional construction support, this amendment includes professional services to
support CCUA in the development and implementation of a public communication and outreach
to materials (work to be completed by Dalton Agency as a subconsultant to Carollo).
I. SCOPE SUMMARY
TASK 2— PILOT FACILITY CONSTRUCTION ADMINISTRATION AND PILOT STARTUP
• Task 2.1—Pilot Facility Construction Administration
o CONSULTANT will attend additional project progress meetings and other
construction related meetings as necessary to support the ongoing construction
of the facility.
o CONSULTANT will respond to additional requests for information (RFI) issued by
the contractor(8 RFIs assumed).A total of 2 hours is assumed per RFI response.
o CONSULTANT will review submittals (including resubmittals) at 6 hours per
submittal (28 assumed).
TASK 3 — PUBLIC OUTREACH & COMMUNICATION PROGRAM
• Task 3.2—Develop Messaging and Communication Tools
o CONSULTANT will contract with Dalton Agency to advance the development of
public outreach materials,as described in the attached scope of work(Exhibit C).
II. PROJECT ASSUMPTIONS
• Pilot facility construction services will continue through March 2024. Most of the
construction/installation will be completed by January 2024 and Q1 2024 will mostly be
focused on startup and commissioning of the pilot systems.
2
o The Contractor will manage and will be responsible for maintaining the overall
construction schedule. Extension of the construction duration beyond the
assumed period is outside of the CONSULTANT's control.
o Startup and commissioning are already included in the CONSULTANTS original
scope of work.
III. PAYMENT FOR SERVICES
The total estimated time and materials (T&M) not to exceed fee for this scope of services is
$72,150.This amount is based on an estimate of 220 additional hours for SDC support (Task 200)
which includes time for submittal and RFI review as additional project progress meetings and an
aggregate hourly rate of$180/hr.The Task 300 fee is based on the proposed amount described
in Dalton Agency's attached scope of work. A summary of the fee for this amendment 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.
to
3
Exhibit B
PROFESSIONAL SERVICES FEE BREAKDOWN
The work breakdown structure for the new SA is in three tasks as follows:
Task Description Total
1—Project Management No change
2—Construction Admin &Startup $39,600
3—Supplemental Public Outreach $32,550
Total $72,150
to
4
dalt•n. Exhibit C atl.jax.nsh
scope of work
Clay County Utility Authority
Project Quench video
Phase 2 deliverables
Item cost
webpage/landing page $11,250
• Design
• Programming
- Email sign-up
- Downloadable materials
information kiosks/stands/displays TBD
education presentation and materials (5th- $11,500
to 12 graders)
- Script
• PowerPoint
• Lesson plan
• Activities (i.e. coloring pages,
worksheet, etc.)
video production $9,800
- $1,500 Production/Shoot: One day video
shoot with videographer, no talent, no
props included
• $500 Voiceover talent
• $100 Music licensing
• $2,300 Stock footage (about 30+ shots)
• $3,600 Editing video
• $1,800 Animation
total $32,550
timing
Bill 50%of phase 2 cost by August 5, 2023, and the remaining 50%at phase 2 completion
terms
agency expectations
• Provide services as outlined above
• Provide responsive service
889 howell mill rd. nw, suite 3000 • atlanta, ga 30318 dltn.com
d.
• Archive all files for at least one year
• Alert client promptly to changes in deliverables or timeline
client expectations
• Provide executed agreement for services
• Provide ongoing input and approval for projects
• provide agreed upon payments for services
In the event of a change to the scope of work,whether traceable to the client, agency, or otherwise, this scope
will be revised and resubmitted to the client.
If you accept our proposal, please execute by signing below and emailing to: awinter@daltonagency.com.
AGENCY:
Dalton
to 140 w. monroe street
jacksonville,fl 32202
CLIENT:
Carollo
390 interlocker crescent,suite 800
broomfield,co 80021
889 howell mill rd. nw, suite 3000 • atlanta, ga 30318 dltn.com