R03-049 RESOLUTION NO. R03-O q q
A RESOLUTION OF THE CITY COMMISSION OF THE
CITY OF BOYNTON BEACH, FLORIDA, AUTHORIZING
EXECUTION OF TASK ORDER NO. 24 FOR CH2M HILL,
INC., FOR THE ENGINEERING SERVICES FOR THE
DESIGN, PERMITTING, BIDDING AND CONSTRUCTION
MANAGEMENT SERVICES FOR THE REPLACEMENT
OF TWO SURFICIAL AQUIFER WELLS IN OUR
EASTERN WELLFIELD; AND PROVIDING AN
EFFECTIVE DATE.
WHEREAS, task order No. 24 is for engineering services for the design, permitting,
bidding and construction management services for the replacement of two surficial aquifer
wells in our Eastern Wellfield; and
WHEREAS, the east wellfield consists of 19 wells from 50 to 235 feet in depth, at
any time one or two of these wells may be temporarily out of service for maintenance, and
Wells 3E and 10E are not used at all due to water quality and wellfield protection issues; and
WHEREAS, it is the intent of the City to redrill and replace these two wells near the
existing locations and place them into normal rotational service, which were drilled in 1972
and 1989, respectively; and
WHEREAS, the City Commission, upon staff's recommendation, has deemed it
appropriate, and in the best interests of the public, to approve Task Order No. 24 for
CH2M Hill., for engineering services for the design, permitting, bidding and construction
management services for the replacement of two surficial aquifer wells in our eastern
Task Order No. 24
Engineering Services for the Design, Permitting and Bidding of
Two Replacement Water Supply Wells at the City of Boynton
Beach's East Well Field
A. Background
Water supply for the City of Boynton Beach's East Water Treatment Plant (WTP) is from a
series of wells located on and around the WTP site. The City has discontinued use of two of
the wells - No. 3 and No. 10 - for various reasons related to water quality and wellfield
protection issues. Recently, the City has expressed an interest in replacing these wells with
new ones located in the same general vicinity, but in a more productive interval within the
surficial aquifer. To replace these wells in kind and in the general vicinity, the South Florida
Water Management District (SFWMD) will allow a simple letter modification, but will also
require proper abandonment of the well being replaced.
The City has requested that CH2M HILL provide engineering and hydrogeologic services to
conduct the design, permitting, bidding, construction management, resident observation
and startup services. The following task order provides the scope of work, schedule, and
fee estimate for conducting these services.
B. Scope of Services
This scope of services provides for design, permitting, bidding, construction management,
resident observation and startup services for the replacement of two water supply wells at
and in the vicinity of the City's East Water Treatment Plant.
Task 1 - Design Criteria
CH2M HILL will provide the following services for the City during the development of
design criteria for the replacement water supply wells:
Technical Review. CH2M HILL will review available existing information related to the
proposed replacement well sites including:
· Record drawings of existing facilities and utilities
· The City's design and construction standards
Kick-off Meeting. CH2M HILL will meet with the City staff to clarify the City's
requirements for the project. Critical path issues (permitting, construction sequence, etc.)
that will require information/guidance from the City before preliminary design can
effectively begin will be identified. A site visit will be carried out to identify possible
conflicts, determine site constraints and the City preferences for equipment types and
DFB~SOW_TSK_OR D_24_02040312. DOC 1
location. CH2M HILL will prepare meeting minutes of the kick-off meeting and site visit
including an action item list of critical issues requiring resolution.
Design Criteria. CH2M HILL will address outstanding design issues and summarize the
preliminary design criteria for each component of the Replacement Water Supply Wells. The
design criteria description summaries will be presented in a meeting summary.
Design Criteria Review Meeting. Within 2-weeks of the City receiving the meeting
summary (draft), CH2M HILL will conduct a design criteria review meeting with the City
staff.. The review will consist of a meeting between the City and key members of CH2M
HILL project team. CH2M HILL will prepare and distribute a written summary of decisions
rendered. The approved written summary will serve as the basis for proceeding with the
subsequent design. After written acceptance by the City of the design criteria and meeting
summary, CH2M HILL will proceed with Detailed Design Services.
Task 2 - Detailed Design Services
After completion of the design criteria, CH2M HILL shall perform final design. On the basis
of the accepted design criteria, the final design drawings and specifications for each system
will show the scope, extent, and character of the work to be furnished and performed by a
contractor. One set of contract documents will be prepared for the well, wellhead, piping,
pumps, electrical and I&C. Detailed design work will include the following subtasks.
Construction Drawings. CH2M HILL will produce civil, structural, mechanical,
instrumentation and electrical construction drawings. It is estimated CH2M HILL will
produce approximately 10 construction drawings. Drawings will be produced on ll-inch by
17-inch sheets and will include:
· Site/civil layouts
· Well construction and expected hydrogeology
· Structural (well pad)
· Well pump and motor
· Mechanical, equipment, and piping layouts
· Known utilities
· Electrical
· Instrumentation and controls
Full size drawings will be produced for permit review and bidding, other drawings
produced will be 11" x 17".
Surveying. This project assumes surveying from the City's previous designs is adequate.
However, if not, the CH2M HILL will provide a qualified surveyor to perform a survey to
collect the information required to complete the design. This will include data on the
pipeline corridor from the Replacement Water Supply Wells and is included as an
allowance task, as needed.
Construction Documents. CH2M HILL will produce construction documents for the
Replacement Water Supply Wells that will include specifications, equipment and
DFB"~OW_TS K_OR D_24_02040312. DOC 2
instrument lists, and functional descriptions. Specifications will be prepared in conformance
with the sixteen-division format of the Construction Specifications Institute (CSI).
Detailed Design Submittal. CH2M HILL will provide a 90 percent design submittal(four
copies of documents) for the production wells and the remainder of the Replacement Water
Supply Wells utilizing the design concepts developed and approved in the design criteria
phase. The submittal will include the following:
· Draft technical specifications and construction documents
· 90 percent design drawings (11 x 17 copies and one full-size set)
· An order-of-magnitude level construction cost opinion based on the 90% complete
construction documents
Detailed Design Review Meeting. Within 2-weeks of the City receiving the Detailed Design
Submittal, CH2M HILL will conduct a 90 percent review meeting with the City staff to
review the detailed design. The review will consist of one meeting between the City and
key members of CH2M HILL project team. CH2M HILL will prepare and distribute
written summaries of decisions rendered. The approved written summaries will serve as the
basis for proceeding with the completion of detailed design.
Final Detailed Design Submittal'. Based upon the comments agreed upon as a result or' the
90 percent review meeting with the City, CH2M HILL will prepare a 100 percent (final)
desi.~ submittal for the Replacement Water Supply Wells. Completion of the changes and
revisions to the documents from the 90% review is expected to take approximately 2-3
weeks, The final documents will be used to obtain competitive bids for the cons.tv, action of
these projects. The submittal will include:
· Five sets of final (100 percent) specifications
· Five sets of final (100 percent) full size drawings
· Updated Opinion of Cost for the design package
After acceptance by the City of CH2M HILL's 100 percent drawings and specifications,
CH2M HILL shall proceed with performance of the services called for in the Bidding Phase.
Permitting shall be carried out concurrent with design and prior to the Bidding Phase.
Task 3 - Permitting Services
,CH2M HILL will conduct preliminary meetings or phone calls with the various permitting
agencies listed herein to coordinate the required permit applications for the new
construction. Drawings and engineering reports will be prepared for each permit
application as required. CH2M HILL will assist in obtaining the necessary permits and
modifying the Water Use Permit for the Replacement Water Supply Wells by obtaining and
completing the permit forms for the City approval/signature and providing required
background information and signed and sealed drawings. The following application
permits will be prepared and submitted to the following agencies
· Palm Beach County Health Department (PBCHD)
DFB",SOW_TSK_OR D_24_02040312. DOC 3
· South Florida Water Management District (SFWMD) (letter modification of existing
Water Use Permit to include replacement water supply wells)
· Palm Beach County Department of Environmental Resources Management (ERM) for
wellfield protection
Permitting will be performed concurrently with final design and is scheduled to be
completed prior to bid phase services. This scope of work includes one response to the
initial request for information (RFI) from each permitting agency.
Task 4 - Bid Phase Services
Bid phase services will be provided for the Replacement Water Supply Wells design
package. The bid phase services to be performed by CH2M HILL are:
Bid Package Preparation. CH2M HILL will prepare Drawing and Specification packaging,
including City front ends, for bidding purposes. CH2M HILL will reproduce and distribute
construction bid documents or solicitation of quotes to prospective bidders, on behalf of the
City.
Pre-Bid Meetings. CH2M HILL will coordinate and attend one Pre-Bid meeting and issue
meeting minutes summarizing topics of discussion and responding to significant Bidder
questions.
Technical Issues. CH2M HILL will coordinate communications with bidders on matters
related to technical aspects of the design. All correspondence on these matters will be copied
to the City.
Addenda. CH2M HILL will issue addenda, if required, based upon the questions of
prospective bidders and the need to clarify the Contract Document's intent.
Bid Review. CH2M HILL will review the bids received for accuracy and prepare Bid
Tabulation for review by the City. CH2M HILL will review Bid Documents of the apparent
low bidder including payment and performance bond information, insurance information,
and references. Based upon the above, CH2M HILL will issue a Recommendation of Award
letter to the City.
"As Bid" Conformed Construction Documents. CH2M HILL will produce a total of six
copies of conformed "As Bid" Contract Document Specifications and Drawings,
incorporating all Addenda. This will include the selected Contractor's Bid, Payment and
Performance Bond and Certificates of Insurance. The conformed construction documents
will be issued to the City and Contractor for signature and execution. Two copies will be
issued to the Contractor, two copies will be issued to the City, and two copies will be issued
to CH2M HILL.
Drawing Copies. CH2M HILL shall provide to the City an electronic copy and one
reproducible copy of conformed contract documents and drawings.
DFB~SOW_TSK_OR D_24_02040312. DOC 4
Bid Service Completion. Bid services will be considered complete upon CH2M HILL's
review and providing the Contractor's executed documents and conformed contract
documents to the City.
Task 5 - Construction Management Support Services
The City will be responsible for construction management and CH2M HILL will be
responsible for supporting the City during construction with the following services.
Preconstruction Conference. CH2M HILL will coordinate and chair a pre-construction
conference with the awarded contractor and the City. CH2M HILL will be responsible for
preparing agenda, chairing and preparing minutes from the meeting.
Monthly Progress Meetings. CH2M HILL will chair monthly progress meetings with the
awarded contractor and the City. CH2M HILL will be responsible for preparing agenda,
chairing and preparing minutes from the meetings.
Submittal Review. CH2M HILL will review submittals from the contractor including shop
drawings, product data, schedules, progress payments and will provide up to one
additional review per submittal.~ CH2M HILL will submit two copies to the City for their
review and comment.
Payment Applications. CH2M HILL will review payment applications received from the
Contractor and upon acceptance of quantities and amounts, will sign and forward onto the
City for approval and payment.
Field and Change Orders. CH2M HILL will issue review field orders, requests for
quotation, work change directives, and change orders received by or prepared by the City as
needed throughout the project.
Requests for Information. CH2M HILL will also review and respond to Field Change
Requests (FCR), Requests for Information (RFI) and Clarification submitted by the
Contractor. Following review by the City, CH2M HILL will issue field orders, Requests for
Quotation (RFQ), Work Change Directives (WCD) and Change Orders as required by the
project.
Project Start up and Close Out. CH2M HILL shall conduct project close out services
including:
· Incorporation of as-built information provided by the Contractor into a final set of
Record Drawings.
· Conducting substantial completion and final acceptance inspection and issuing punch
lists following each inspection.
· As part of the above inspections, CH2M HILL will coordinate, document and provide
technical oversight during start up.
· Reviewing final dose out change orders and payment applications from the Contractor
for processing by the City.
DFB\SOW_TS K_ORD_24_02040312 5
Task 6 - Resident Observation
CH2M HILL shall conduct part-time resident observation services during the well
construction and tesffng. This task assumes that 6 weeks of the estimated 16-week
construction period will require part-time resident observation, up to 24 hours per week.
CH2M HILL shall provide part-time resident observation services during the construction
of the surface facilities of the Replacement Water Supply Wells. Following completion of
well construction and testing, part time resident observation shall commence and shall
include once to twice per week inspections of the facility as the CONTRACTOR is
constructing the final wellhead facilities. This assumes a maximum of 20 inspections during
a 10-week period of observation.
D. Assumptions
· Properties in the immediate vicinity of the existing water supply wells will be
considered for siting of the supply wells.
· CITY will be responsible for conducting the necessary land and easement acquisitions.
· Design of the well replacements shall include the specifications for properly abandoning
the existing water supply wells.
· CITY will be responsible for paying separately for all permit fees as required.
· Construction permits from SFWMD for construction of the replacement water supply
wells and the abandonment will be the responsibility of the contracted well driller.
· It is assumed no surveying will be required for the Replacement Water Supply Wells.
However, if it is required to obtain the necessary easements to construct the
replacement, a separate allowance of $2,500 per well has been included in the budget.
E. Contract Reference
This Task Order shall be performed under the terms and conditions described within the
Agreement for General Engineering Consulting Services dated October 4, 2000, between the
City of Boynton Beach and CH2M HILL, Inc.
F. Compensation
Compensation by the CITY to CH2M HILL for services provided in this Task Order will be a
time and expenses basis in accordance with the above mentioned Agreement. The
compensation for the services described in Task 1 - 5 of this Task Order is estimated at a
not-to-exceed amount of $130,404, plus an additional $5,000 allowance for surveying, if
required, and is as shown below. Work completed by CH2M HILL will be invoiced
monthly based on actual labor hours at contracted billing rates and actual expenses
incurred.
DFB\SOW_TSK_ORD_24_02040312 6
Task Description Labor Labor Cost Expense Cost Totals
Hours
Task 1 - Design Criteria 85 $9,198 $1,006 $10,204
Task 2 - Final Design 287 $29,025 $3,175 $32,200
Task 3 - Permitting 116 $11,280 $1,234 $12,515
Task 4 - Bidding 72 $7,631 $835 $8,466
Task 5 - Construction Services 197 $19,257 $2,107 $21,364
Task 6 -Resident Observation 367 $41,153 $4,502 $45,656
Totals w/o Surveying 1124 $117,544 $12,860 $130,404
Allowance: Surveying (if needed) $5,000 $5,000
Grand Totals w/Surveying 1124 $117,544 $17,860 $135,404
G. Schedule
CH2M HILL will commence services upon receipt of written authorization and will
complete the work according to the following schedule.
Task Description Start Finish
Task I -Design Criteria March 2003 April 2003
Task 2 - Final Design April 2003 June 2003
Task 3 - Permitting April 2003 July 2003
Task 4 - Bidding July 2003
Task 5 - Construction Services August 2003
Task 6 -Resident Observation August 2003
August2003
Janua~ 2004
December2003
A bar chart schedule showing the links between tasks is attached. Total time for notice to
proceed to completing construction close out services is estimated at approximately 10
months.
DFB~S0W_TSK_ORD_24_02040312. DOC 7
APPROVED BY:
CITY OF BOYNTON BEACH, FLORIDA
By: ' Cit~l~'~a~;r' '
Dated this i__ day of ~i ~-- ,2003.
SUBMITTED BY:
CH2M HILL, INC.
By:
~homas Mct~ormi~,k,~P.Gi
Vice Pr esident, ~a-Mam~'~v-
Dated this _t~ day of
Fcte~,~ ~-~ ,2003.
DFB\SOW_TSK_ORD_24_02040312.DOC 8
Section 1. The foregoing "Whereas" clauses are hereby ratified and confirmed as
being true and correct and are hereby made a specific part of this Resolution upon adoption
hereof.
Section 2. The City Commission of the City of Boynton Beach, Florida does
hereby authorize and direct the approval and execution of Task Order 24 for CH2M Hill, for
engineering services for design, permitting, bidding and construction management services
for the replacement of two surficial aquifer wells in our eastem wellfield.
Section 3. This Resolution shall become effective immediately upon passage.
PASSED AND ADOPTED this I day of April, 2003.
Commissioner
ATTEST: