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Home My WebLink About07.b.02.a CA SA No 8 Ridaught Jones Edmunds EXECUTIVE SUMMARY AGENDA ITEM: Proposed Amendment No.1 to Supplemental Agreement No. 8 with Jones Edmunds & Associates, Inc. (Jones Edmunds)to the Civil and Environmental Engineering Professional Services Agreement 2018/2019 RFQ No. 3, to provide Professional Engineering Services for the Ridaught Landing Water Reclamation Facility(WRF)Improvements Project. Project Number: 2204-0184 Finance Number: 21019RR Date: September 12,2024 BACKGROUND: The Ridaught Landing WRF Improvements Project includes replacing the internal mechanism in Clarifiers #1 and #2, rehabilitation of the chlorine contact chamber, upgrades to the Biological Treatment Unit (BTU) control system, and upgrades to the in-plant lift station and effluent control panels to match current CCUA standards. Jones Edmunds has provided design,permitting,and construction phase services for the improvements for an original fee of $367,408.79. Due to project delays in receiving equipment and electrical component deliveries, the contractor received an additional 241 days to construct the project. Jones Edmunds has requested an additional $25,000.00, on a time and materials basis, to compensate for additional meetings and their additional construction administration services associated with the construction delays. The proposed substantial completion date for the projects is October 07, 2024. BUDGET: The total project budget for construction and engineering is$4,072,000.00. The following table shows the current project budget status. It includes the proposed amendment No.1 to Supplemental Agreement(SA)No. 8. Ridaught Landing WRF Rehabilitation Budget Summary Total Project Budget $4,072,000.00 Contracted Expenditures Construction Contract $3,665,119.59 Engineering SA#8 $367,408.79 Amendment No. 1 to SA#8 $25,000.00 Total Contract Ex enditures $4,057,527.59 Remainin Pro'ect Bud et I $14,472.41 CCNA: CCNA, F.S. s. 287.055 does apply to the use of a consultant under a continuing contract. The estimated construction cost for each individual project is expected not to exceed $7.5 million. Staff negotiated this Supplemental Agreement in compliance with F.S. s. 287.055. Based on established contract rates, staff and the consultant negotiated the scope and fee for the professional services at compensation that CCUA determines is fair, competitive, and reasonable. RECOMMENDATION: Staff respectfully recommends that the Board of Supervisors approve the attached Amendment No. 1 to Supplemental Agreement No. 8 with Jones Edmunds to finalize the construction services for the Ridaught Landing WRF Improvements Project on a time and materials basis for an additional not-to-exceed $25,000.00,making the total authorization$392,408.79. ATTACHMENTS: Supplemental Agreement No. 8 Scope of Work and Fee Proposal //HC(Author) //JP(Review) //PS(Final) Amendment No. 1 to Supplemental Agreement No. 8 to the Civil and Environmental Engineering Professional Services RFQ 18/19 No. 3 with Jones Edmunds & Associates,Inc., for the Ridaught Landing Water Reclamation Facility (WRF) Improvements Project CCUA Project No. 2204-0184 Consultant: Brian Icerman, PE, ENV SP Owner: Clay County Jones Edmunds &Associates, Inc. Utility Authority 730 N.E. Waldo Road Gainesville, Florida 32641 Date: September 17, 2024 Item Description of Services Provide professional services as identified in the attached proposal dated September 1, 2021 Task 1 Project Management& Meetings $23,034.25 Task 2 Preliminary Design Services $99,878.12 Task 3 Permitting Services $7,203.28 Task 4 Final Design and Bidding-Phase Services $138,949.46 Task 5 Construction-Phase Services $98,343.68 Total SA#8 $367,408.79 Amendment No. 1 to SA#8 Additional meetings and contract administration $25,000.00 Total Not to Exceed Lump Sum Fee Without Prior Authorization $392,408.79 The Contract time commenced on September 8, 2021. The projected substantial completion date is October 07, 2024 Accepted by: Date: Consultant: Stanley F. Ferreira, Jr., P.E. President& CEO Jones Edmunds &Associates, Inc. Accepted by: Date: Owner: Jeremy D. Johnston, P.E., M.B.A. Executive Director Clay County Utility Authority Jon esEdm un ds r YEARS 1974 - 2024 August 27, 2021 Heather Cavanagh, PE Utility Engineer Clay County Utility Authority 3176 Old Jennings Road Middleburg, Florida 32068 RE: Project Scope and Fee, Ridaught Landing Water Reclamation Facility (WRF) Upgrades - Extension of Construction Phase Services Jones Edmunds Project No. 95696-262-21 Dear Ms. Cavanagh: The Ridaught Landing WRF Upgrades Project is in construction and, although the project has been steadily progressing, the Contractor is behind the original project schedule and has been awarded some time extensions totaling 191 additional days. The extensions were awarded as the project delays were not entirely in the Contractor's control, so the Contract Time extension was warranted. The project is nearing completion with Substantial Completion expected to be awarded within the next two months. Joens Edmunds has been continuing our service to Clay County Utility Authority (CCUA) during this time extension; however, we have exceeded our original budgets and request additional fee to continue our service to CCUA. This letter is a Change Order to the Jones Edmunds Contract with CCUA to continue performing Construction Contract Administration services over the extended Contract Time. Our original contract included funds to cover an estimated 9-month construction time frame. This Change Order adds Task 6 to our original contract to continue performing Construction Contract Administration services for a total time and materials project fee of $25,000. The detailed Scope of services and project fee estimate are attached to this letter. We appreciate this opportunity to serve the CCUA community. If you have any questions or comments, please call us at (352) 377-5821. Sincerely, 05.:erSitkm. Troy Hays, PG Senior Manager/Vice President cc.: Linda Ortiz Figueroa, CCUA Brian Icerman, PE, Jones Edmunds Daniel Inkell, CGC, CUC, CQA Jones Edmunds 800.237. 1053 JONESEDMUNDS.COM RIDAUGHT LANDING WATER RECLAMATION FACILITY (WRF) UPGRADES - DETAILED SCOPE OF SERVICES Task 6 Construction-Phase Services Extension CONTRACT ADMINISTRATION Jones Edmunds will continue to provide Construction Contract Administration, which includes oversight and support to coordinate construction activities, assist with potential schedule/construction conflicts and process, and track and manage the project documentation required by the construction contract, and perform the Contract closeout over the extended Contract Time. Jones Edmunds' administration and coordination items necessary to document the project's performance include the following: ■ Prepare for and lead monthly construction progress meetings including preparing agendas and generating and distributing meeting minutes. ■ Continue to review Submittals, Shop Drawings, material samples, results of tests and inspections, and other data that the Contractor is required to submit. ■ Receive draft Pay Applications from the Contractor, review with the CCUA Project Manager, submit requested changes to Contractor, and make recommendation for payment to the Contractor. Verify that all deliverables required of the Contractor for the monthly Pay Application are submitted. ■ Review and respond to Contractor Requests for Information (RFIs). Track and review RFIs with the CCUA Project Manager. RFI responses will be coordinated with the CCUA before distribution to the Contractor. ■ Prepare and submit Requests for Proposals to the Contractor. Review, analyze, and make recommendations to the CCUA on the Contractor's proposals. Prepare Interim Field Change Agreements (IFCAs), as required, and assist during negotiations of Contractor cost proposals. Assist CCUA with reviewing, preparing, and executing Contract Change Orders. ■ Maintain (by Jones Edmunds' Construction Project Coordinator) project files throughout the duration of the project, including but not limited to correspondence, meeting minutes, Contract Documents, Change Orders, Field Orders, RFIs, Work Change Directives, Addenda, Pay Applications, Shop Drawings and Submittals, O&M Manuals, Warranties, and regulatory correspondence. ■ Provide a Construction Representative to visit the site to inspect the work and note work progress and any deficiencies. ■ Complete the required project closeout review, substantial and final completion walk downs and punch lists, and review project start up. This also include review of Contractor prepared Record Drawings and preparation of Certification of Construction Completion to regulatory agencies. ASSUMPTIONS ■ All correspondence will be directed to the CCUA's Project Manager. 03742-006-01 1 August 2024 Ridaught Landing WRF Upgrades - Detailed Scope of Services ■ This fee includes some work already completed and projected work required to complete the project. Some of the hours incurred towards this change order have already occurred and CCUA agrees, as this is a time and materials fee structure, to compensate Joens Edmunds for this work. ■ The fee breakdown table in the compensation section is for cost estimating purposes only. Changes in the actual billing amounts compared to the fee breakdown table will not be reason for nonpayment provided the total task fee has not been exceeded. COMPENSATION Jones Edmunds proposes to provide the services detailed above on a time and materials basis for Task 6. We will complete these services in accordance with the terms of the "Agreement" between CCUA and Jones Edmunds for Civil and Environmental Engineering Professional Services RFQ 18/19 No. 3, for a time and materials amount of $25,000.00. The table below summarizes the labor effort and subconsultant cost by task. Jones Edmunds will submit invoices to the CCUA monthly in coordination with the CCUA Project Manager. Jones TASK Edmunds Expenses Sub-consultants TOTAL Labor Effort Task 6 - Additional $21,000 $1,000 $3,000 $25,000 Construction Phase Services Total Fee $21,000 $1,000 $3,000 $25,000 03742-006-01 2 August 2024 Ridaught Landing WRF Upgrades - Detailed Scope of Services