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Home My WebLink About09.d EDB Carollo Pilot Study Grant Funding Support EXECUTIVE SUMMARY AGENDA ITEM: Proposed Supplemental Agreement No. 1 with Carollo Engineers, Inc (Carollo) to the Civil and Environmental Engineering Professional Services Agreement RFQ 23-24-A01, to provide Pilot Operation and Testing Support Services for the Potable Reuse Demonstration Project. Project Number: 3019-001 Finance Number: 20022WL Date: November 15, 2024 BACKGROUND: Staff requests the Board of Supervisors approve Supplemental Agreement No. 1 with Carollo to the Civil and Environmental Engineering Professional Services Agreement RFQ 23-24-A01, to provide Pilot Operation and Testing Support Services for the Potable Reuse Demonstration Project. The State of Florida has been directing utilities to seek infrastructure cost share through State Grant Programs. Clay County Utility Authority(CCUA)and our Engineer of Record for Project Quench, Carollo, submitted a Request for Inclusion (RFI) to the Florida Department of Environmental Protection(FDEP) for the Clean Water State Revolving Fund(CW SRF)Emerging Contaminants program in July 2024 for Project Quench. While this program operates under the SRF umbrella, if approved. The FDEP administers these applications as a grant with 100% principal loan forgiveness. On August 22, 2024, CCUA was informed that their project was approved at FDEP's quarterly priority meeting for a planning loan application of up to $1,000,000 (all in the form of, principal forgiveness, so in practical terms, a grant). The grant would support generation of data relevant to potential future full-scale design, including collecting water quality data for a 12-month duration. To obtain funding,a planning loan application must be completed and submitted prior to December 12, 2024. Disbursement requests will be made for the period between being approved on the priority list (August 22, 2024) to the end of operating the pilot for 12 months, which is expected to be through October 2025. BUDGET: Staff budgeted $300,000.00 for miscellaneous expenses in the 2024/2025 operating budget. The fee for Carollo to complete this funding request is $15,497.00 as detailed in Exhibits A and B of their proposal. There is sufficient remaining project budget to cover this expenditure. 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 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 Supplemental Agreement No. 1 with Carollo for Pilot Operation and Testing Support Services for the Potable Reuse Demonstration Project not-to-exceed amount of$15,497.00. ATTACHMENTS: Supplemental Agreement No. 1 Supplemental Agreement No. 1 Scope and Fee Proposal //JP (Author) //AA(Review) //PS (Final) Supplemental Agreement No. 1 to Professional Engineering Services Agreement RFQ 23-24-A01, with Carollo Engineers,Inc. to provide Pilot Operation and Testing Support Services for the Potable Reuse Demonstration Project. CCUA Project No. 3019-001 Engineer: Jason Assouline Owner: Clay County Carollo Engineers, Inc Utility 200 East Robinson Street, Suite 1400 Authority Orlando, FL, 32801 Date: November 19, 2024 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/Meetings $5,027.00 Task 2 FDEP SRF Application $3,748.00 Task 3 Disbursement Request Support $6,722.00 Amended Total Lump Sum Price Not to Exceed Without Prior $15,497.00 Authorization The Contract time shall commence on November 19, 2024. This document, along with the Scope and Fee Proposal, shall become an amendment to the Professional Engineering Services Agreement, and all provisions will apply hereto. Accepted by: Date: Engineer: Jason Assouline Carollo Engineers, Inc Accepted by: Date: Owner: Jeremy D. Johnston, P.E., MBA, Executive Director Clay County Utility Authority Exhibit A CCUA Project Quench FDEP SRF Grant Funding Support Basis of Fee Estimate Clay County Utilities Authority(CCUA) submitted a Request for Inclusion (RFI) to the Florida Department of Environmental Protection (FDEP)for the Clean Water State Revolving Fund (CW SRF) Emerging Contaminants program in July 2024 for Project Quench. While this program operates under the SRF umbrella, if approved, it is administered as a grant with 100% principal loan forgiveness. Building upon the success of other projects similar to Project Quench in successfully obtaining funding from this grant opportunity, Carollo Engineers, Inc. (Carollo) submitted a Request for Inclusion application to the FDEP on behalf of CCUA. On August 22, 2024, CCUA was informed that their project was approved at FDEP's quarterly priority meeting for a planning loan application of up to$1,000,000 (in which $1,000,000 is principal forgiveness).The grant would support generation of data relevant to full-scale design, including collecting water quality data for a 12-month duration.To obtain funding, a planning loan application must be completed and submitted prior to December 12, 2024. Disbursement requests will be made for the period between being approved on the priority list (August 22, 2024)to the end of operating the pilot for 12 months,which is expected to be through October 2025. This scope of work and associated fee provides details of professional services to be provided by Carollo Engineers, Inc. (Carollo)to support CCUA in submitting the program application to FDEP, coordinating with FDEP on loan/grant requirements, and managing funding requirements over the course of the pilot system operation. I. SERVICES TO BE PERFORMED Task 1 - Meetings Funding Application Kickoff Meeting with FDEP& CCUA Carollo will coordinate directly with FDEP and CCUA to schedule a preliminary funding kickoff meeting.This meeting will be held virtually via Microsoft Teams.The purpose of this meeting will be to review the project scope, schedule, and discuss lines of communication. Carollo will develop and distribute the meeting agenda prior to the meeting. A summary of the kickoff meeting will be sent after the meeting to the participants. Progress Meetings 1 Carollo will schedule and attend up to 4 progress meetings throughout the course of the project. These meetings may include FDEP, if determined to be appropriate by CCUA and the project team. Carollo will summarize these meetings in meeting minutes and distribute them to the participants.These project meetings will be held virtually via Microsoft Teams. Task 2— FDEP CW SRF EC Application Carollo staff will provide services to coordinate with CCUA to complete FDEP's CW SRF loan application.This task will include the formulation of a data request to be sent to CCUA containing a list of documentation required to complete the application. Once information is received, Carollo will use the provided documentation to complete the remaining portions of the loan application to fund the regulatorily required duration of 12-months of piloting Project Quench. Carollo will provide the completed draft loan application to CCUA for review and incorporate comments before routing the final package for CCUA signatures prior to FDEP submittal. CCUA will submit the application to FDEP and will be responsible for paying any submission fees. Task 3— Disbursement Request Support Carollo staff will compile invoicing information from the previous month's services to complete FDEP's disbursement request form and associated summary disbursement request spreadsheet. Requests must be reviewed and signed by CCUA prior to submittal to FDEP. Carollo will submit the disbursement requests to FDEP. Disbursement requests are expected to end by October 2025. II. PROJECT SCHEDULE Task Duration (Months) Estimated Completion Task 1—Meetings 12 November, 2025 Task 2—FDEP SRF Application 1.5 December 12, 2024 Task 3—Disbursement 12 November 23, 2025 Request Support III. PROJECT ASSUMPTIONS • CCUA will provide a response to all requests in a timely manner that allow SRF deadlines to be met. • CCUA will pay all costs associated with FDEP fees. • Owner-Provided Information and Services.The Owner shall furnish the Consultant available studies, reports and other data pertinent to the Consultant's services; obtain or authorize the Consultant to obtain or provide additional reports and data as required; furnish to the Consultant services of others required for the performance of the Consultant's services hereunder, and the Consultant shall be entitled to use and reasonably rely upon all such information and services provided by the Owner or others in performing the Consultant's services under this Agreement. 2 • Estimates and Projections. In providing opinions of cost,financial analyses, economic feasibility projections, schedules, and quantity and/or quality estimates for potential projects,the Consultant has no control over cost or price of labor and material; unknown or latent conditions of existing equipment or structures that may affect operation and maintenance costs; competitive bidding procedures and market conditions;time or quality of performance of third parties; quality,type, management, or direction of operating personnel; the incoming water quality and/or quantity;the way the Owner's plant(s) and/or associated processes are operated and/or maintained; and other economic and operational factors that may materially affect the ultimate project elements, including, but not limited to, cost or schedule. Therefore,the Consultant makes no warranty that the Owner's actual project costs,financial aspects, economic feasibility,schedules, and/or quantities or quality realized will not vary from the Consultant's opinions, analyses, projections, or estimates. • Third Parties.The services to be performed by the Consultant are intended solely for the benefit of the Owner. No person or entity not a signatory to the Agreement shall be entitled to rely on the Consultant's performance of its services hereunder, and no right to assert a claim against the Consultant by assignment of indemnity rights or otherwise shall accrue to a third party as a result of the Agreement or the performance of the Consultant's services hereunder. IV. PAYMENT FOR SERVICES Compensation for the scope of services described above shall be delivered on a lump sum basis for a fixed fee of$15,497 detailed in Exhibit B.The total compensation for this service agreement are based on billing rates provided in the continuing services agreement between Carollo and CCUA under Civil and Environmental Engineering Professional Services RFQ 18/19 No. 3. Invoices for Carollo's services will be submitted to CCUA on a monthly basis; submittals will include progress reports associated with the billing period. 3 Exhibit B Fee Schedule CLAY COUNTY UTILITY AUTHORITY PROJECT QUENCH-FDEP SRF GRANT FUNDING SUPPORT «cro%%o FEE SCHEDULE Labor Hours and Costs Other Direct Project Costs Total Task Hours Carollo Travel Other Total No. Labor Related ODCs ODCs Ta Tcs �a a = ODCs o o 0 0 0 N O_ t 'a :a; t , -a N 5 O R N O O O O O O O Staff Classification vn a` _1 a` a` o. o.` a` a` $259.87 $231.52 $182.69 $146.47 $108.67 Hours Cost 1 Meetings 1 4 8 12 2 27 $4,622 $0 $405 $405 $5,027 Task 1 Totals= 1 4 8 12 2 27 $4,622 $0 $405 $405 $5,027 2 FDEP SRF Application 1 1 2 16 2 22 $3,418 $0 $330 $330 $3,748 Task 2 Totals= 1 1 2 16 2 22 $3,418 $0 $330 $330 $3,748 3 Disbursement Request Support 2 3 6 24 3 38 $6,152 $0 $570 $570 $6,722 Task 3 Totals= 2 3 6 24 3 38 $6,152 $0 $570 $570 $6,722 Project Totals 4 8 16 52 7 87 $14,192 $0 $1,305 $1,305 $15,497 4