Loading...
HomeMy Public PortalAbout13-8661 EAC Consulting Inc For Drinking Water System Sponsored by: City Manager RESOLUTION NO. 13-8661 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF OPA-LOCKA, FLORIDA, AUTHORIZING THE CITY MANAGER TO ENTER INTO AN AGREEMENT WITH EAC CONSULTING, INC., FOR THE PREPARATION OF DRINKING WATER SYSTEM MASTER PLAN, IN AN AMOUNT NOT TO EXCEED $193,003.00 PAYABLE FROM ACCOUNT NUMBER 64-533340; PROVIDING FOR INCORPORATION OF RECITALS; PROVIDING FOR AN EFFECTIVE DATE WHEREAS, the City of Opa-locka ("City") requested proposals for the Capital Improvement Project("CIP") Drinking Water System Master Plan; and WHEREAS, the City, by Resolution 13-8595, authorized the City Manager to negotiate a contract for the Drinking Water System Master Plan with EAC Consulting Inc. ("EAC"); and WHEREAS, the Drinking Water System Master Plan task is a 10 year Capital Improvements Program, targeting portable water facilities infrastructure, and will recommend solutions, and address present deficiencies and future demands; and WHEREAS, EAC Consulting, Inc.'s, services for the Drinking Water System Master Plan will prioritize and evaluate the costs associated with the necessary improvements, and will provide applicable recommendations and guidance with internal and external funding opportunities; and WHEREAS, EAC will develop an individual Water Infrastructure Report, evaluating the water distribution infrastructure elements of existing operating conditions within the City, and solutions will be proposed for implementation within a 10 year period to correct deficiencies and propose solutions based on future demands; and Resolution No. 13-8661 WHEREAS,the City Manager recommends City Commission approval, in order to move ahead with the Capital Improvement Program. NOW, THEREFORE, BE IT DULY RESOLVED BY THE CITY COMMISSION OF THE CITY OF OPA-LOCKA, FLORIDA: Section 1. The recitals to the preamble herein are incorporated by reference. Section 2. The City Commission of the City of Opa-locka, hereby approves and authorizes the City Manager to enter into an agreement with EAC Consulting, Inc., for the preparation of the Drinking Water System Master Plan, in an amount not to exceed $193,003.00, payable from Account Number 64-533340, in substantially the form attached hereto. Section 3. This resolution shall take effect immediately upon adoption. PASSED AND ADOPTED this 30th day of July, 2013. // IRA TAY R MAYOR Attest to: '•anna Flores ity Clerk Approved as to f.' and legal suffic.- •cy: tfri — ITif Jos:.h S.71 rer G' °ENSP ION MARDER PA C. y Atto -y 2 Resolution No. 13-8661 Moved by: COMMISSIONER HOLMES Seconded by: COMMISSIONER SANTIAGO Commission Vote: 4-0 Commissioner Holmes: YES Commissioner Johnson: NOT PRESENT Commissioner Santiago: YES Vice-Mayor Kelley: YES Mayor Taylor: YES 3 F � O ii.rr--��yyII s Op�'O RatE/• City of Opa-Locka Agenda Cover Memo Commission Meeting 07/30/2013 Item Type: Resolution Ordinance Other Date: X (EnterX in box) Fiscal Impact: Ordinance Reading: 1st Reading 2nd Reading (Enter X in box) Yes No (Enter X in box) x Public Hearing: Yes No Yes No (Enter X in box) X x Funding Source: (Enter Fund&Dept) Advertising Requirement: Yes No Ex: (Enter X in box) Account#64-533340 x Contract/P.O. Required: Yes No RFP/RFQ/Bid#: (Enter X in box) Strategic Plan Related Yes No Strategic Plan Priority Area: Strategic Plan Obj./Strategy: (list the (Enter X in box) specific objective/strategy this item will address) X Enhance Organizational fl Bus.&Economic Dev [—I Is required in order to move ahead Public Safety = with the capital improvement Quality of Education O program,funding,budget Qual.of Life&City Image NE planning,and implementation Communcation 0 strategy. Sponsor Name Department: City Manager City Manager Short Title: Agreement with EAC Consulting, inc. for the preparation of Drinking Water System Master Plan Staff Summary: The City of Opa-locka requested proposals for the Capital Improvement Project (CIP) Master Plan preparation and awarded the project to EAC Consulting, Inc. The CIP Master Plan includes Wastewater Master Plan, Drinking Water Master Plan, Stormwater Master Plan and also Roadway Master Plan. The drinking water master plan will be used for projects identification, funding and to formulate the implementation strategy including the level-of- service standards as necessary for the City's drinking water system. 1I Proposed Action: Staff recommends approval in order to move ahead with the capital improvement program, funding, budget planning, and implementation strategy. Attachment: 1. Agenda 2. Copy of draft agreement 3. Copy of Resolution# 13-8540, 13-8595 2I a � C )1! ! o 9 MEMORANDUM ORA To: Mayor Myra L.Taylor Vice Mayor Joseph L.Kelley Commissioner Timothy Holmes Commissioner Dorothy J nson Commissioner Luis B.San iago FROM: Kelvin L.Baker,Sr.,City Manage DATE: July 25,2013 RE: Agreement with EAC Consulting,inc. for the preparation of Drinking Water System Master Plan Request: A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF OPA-LOCKA, FLORIDA AUTHORIZING THE CITY MANAGER TO ENTER INTO AN AGREEMENT WITH EAC CONSULTING, INC. IN THE AMOUNT NOT TO EXCEED ONE HUNDRED NINETY THREE THOUSAND THREE DOLLARS ($193,003.00) FOR THE PREPARATION OF DRINKING WATER SYSTEM MASTER PLAN PAYABLE FROM ACCOUNT 64-533340. Description: The City of Opa-locka requested proposals for the Capital Improvement Project (CIP) Master Plan preparation and awarded the project to EAC Consulting, Inc. The CIP Master Plan includes Wastewater Master Plan, Drinking Water Master Plan, Stormwater Master Plan and also Roadway Master Plan. The drinking water system master plan will be used for projects identification, funding and to formulate the implementation strategy including the level-of-service standards as necessary for the City's drinking water system. Account Number: 64-533340 Implementation Time Line: As soon as possible. Legislative History: Resolution# 13-8540, 13-8595 Recommendation(s): Staff recommends approval in order to move ahead with the capital improvement program, funding, budget planning, and implementation strategy. Analysis: Upon City Commission authorization, the selected firm will be engaged in assisting the City preparing the drinking water system master plan as required. 1I n ATTACHMENT(S): 1. Copy of draft agreement 2. Copy of Resolution# 13-8540, 13-8595 PREPARED BY: Mohammad Nasir,PE,City Engineer/CIP Director END OF MEMORANDUM 2 I Q OQP LUC,4 A. �\ h Yell,; K,,.„.LobM1i ..... ''''014,416'O' CONTRACT AGREEMENT BETWEEN CITY OF OPA- LOCKA AND EAC CONSULTING, INC. FOR City of Opa-Locka-Capital Improvement Projects (CIP) Drinking Water Master Plan AGREEMENT THIS IS AN AGREEMENT,dated the_day of , 2013,between: CITY OF OPA-LOCKA, a Florida municipal corporation, hereinafter "CITY," and EAC CONSULTING, INC. (EAC) A licensed Company, authorized to do business in the State of Florida,hereinafter"CONSULTANT." WITNESSETH: In consideration of the mutual terms and condition, promises, covenants, and payments hereinafter set forth,CITY and CONSULTANT agree as follows: ARTICLE 1 PREAMBLE In order to establish the background, context and form of reference for this Agreement and to generally express the objectives, and intentions, of the respective parties herein, the following statements, representations and explanations shall be accepted as predicates for the undertakings and commitments included within the provisions which follow and may be relied upon by the parties as essential elements of the mutual considerations upon which this Agreement is based. 1.1 CITY requested proposals for The Preparation of a Capital Improvement Projects Master Plan indicating the CITY's desire to hire a Consultant to perform this work. 1.2 On ,the CITY awarded the CONTRACT and authorized the proper CITY officials to enter into an agreement with CONSULTANT to render the services more particularly described herein below. ARTICLE 2 SCOPE OF WORK Refer to Exhibit A. ARTICLE 3 TIME FOR COMPLETION 3.1 The CONSULTANT shall commence work to be performed under this Agreement within five (5) working days from the Notice to Proceed (NTP) and must complete within (xx) months. 3.2 Anything to the contrary notwithstanding, minor adjustment to the timetable for completion approved by CITY in advance, in writing, will not constitute a delay by CONSULTANT. Furthermore, a delay due to an Act of God, fire, lockout, strike or labor dispute, riot or civil commotion, act of public enemy or other cause beyond the control of CONSULTANT shall extend this Agreement for a period equal to such delay and during this period such delay shall not constitute a delay by CONSULTANT. 3.3 Consultant's failure to perform the work specified in this Agreement may result in cancellation of the agreement with cause. ARTICLE 4 CONTRACT SUM 4.1 The CITY hereby agrees to pay CONSULTANT for the faithful performance of this Agreement, $ for work to be completed in accordance with the "Proposal" submitted by CONSULTANT. Work completed by the CONSULTANT shall be as reflected in the proposal submitted, a copy of which is attached hereto and made a part hereof as Exhibit"B",with no change in the price shown. A total contact price hereto is referred to as Contract Sum and shall be DOLLARS ($ ) • ARTICLE 5 PROGRESS PAYMENTS 5.1 Based upon Applications for Payment submitted by the Consultant to the Owner, and upon Project Applications and Certificates for Payment issued by the Owner, the Owner shall make progress payments on account of the Contract Sum to the Consultant as provided below and elsewhere in the Contract Documents. 5.2 The period covered by each Application for payment shall be one calendar month ending on the last day of the month, or as follows: 5.2.1. Owner shall pay pursuant to the Florida Local Government Prompt Payment Act Chapter 218 Florida Statutes. 5.2.2. Each Application for Payment shall be based upon the Schedule of Values submitted by the Consultant in accordance with the Contract Documents. The Schedule of Values shall allocate the entire Contract Sum among the various portions of the Work and be prepared in such form and supported by such data to substantiate its accuracy as the Owner may require. This schedule, unless objected to by the Owner, shall be used as a basis for reviewing the Consultant's Applications for Payment. 5.2.3. Applications for Payment shall indicate the percentage of completion of each portion of the Work as of the end of the period covered by the Application for Payment. 5.2.4. Subject to the provisions of the Contract Documents, the amount of each progress payment shall be computed as follows: 5.2.4.1 Take that portion of the Contract Sum properly allocable to completed Work as determined by multiplying the percentage completion of each portion of the Work by the share of the total Contract Sum allocated to that portion of the Work in the Schedule of Values. Pending final determination of cost to the Owner of changes in the Work, amounts not in dispute may be included in applications for Payment. The amount of credit to be allowed by the Consultant to the Owner for a deletion or change which results in a net decrease in the Contract Sum shall be actual net cost as confirmed by the Construction Manager. When both additions and credits covering related Work or substitutions are involved in a change the allowance for overhead and profit shall be figured on the basis of net increase, if any,with respect to that change. 5.2.4.2 Add that portion of the Contract Sum properly allocable to materials and equipment delivered and suitably stored at the site for subsequent incorporation in the completed construction (or, if approved in advance by the Owner, suitably stored off the site at a location agreed upon in writing). 5.2.4.3 Subtract the aggregate of previous payments made by the Owner; and subtract amounts, if any, for which the Construction Manager has withheld or nullified a Certificate for Payment. ARTICLE 6 FINAL PAYMENT 6.1 Final payment, constituting the entire unpaid balance of the Contract Sum, shall be made by the Owner to the Consultant when (1) the Contract has been fully performed by the Consultant except for the Consultant's responsibility to correct nonconforming Work and to satisfy other requirements, if any, which necessarily survive final payment: and (2) a final Project Certificate for Payment has been issued by the Owner and 3) the Consultant has met all provisions of the reporting requirements of grants if the project is funded by grant money; such final payment shall be made by the Owner not more than 20 days after the issuance of the final Project Certificate for Payment. ARTICLE 7 CONSULTANT'S LIABILITY INSURANCE 7.1 The CONSULTANT must have Professional Liability Insurance and Workers' Compensation Insurance. Minimum coverage required: (a) Professional Liability Insurance-$1,000,000.00 (b) Workers' Compensation Insurance -as required by law; 7.2 Certificates of insurance, reflecting evidence of the required insurance, shall be filed with the City prior to the commencement of the work. These Certificates shall contain a provision that coverage afforded under these policies will not be canceled until at least thirty days (30) prior written notice has been given to the CITY. Policies shall be issued by companies authorized to do business under the laws of the State of Florida. 7.3 Insurance shall be in force until all work required to be performed under the terms of the Contract is satisfactorily completed as evidenced by the formal acceptance by the CITY. In the event the insurance certificate provided indicates that the insurance shall terminate and lapse during the period of this contract, then in that event, the CONSULTANT shall furnish, at least three (3) days prior to the expiration of the date of such insurance, a renewed certificate of insurance as proof that equal and like coverage for the balance of the period of the contract and extension there under is in effect. The CONSULTANT shall not continue to work pursuant to this contract unless all required insurance remains in full force and effect. 7.4 The CONSULTANT shall hold the CITY, its agents, and employees, harmless on account of claims for damages to persons, property or premises arising out of the operations to complete this Agreement and name the city as an additional insured under their policy. ARTICLE 8 CONSULTANT'S INDEMNIFICATION 8.1 The CONSULTANT agrees to release the CITY from and against any and all liability and responsibility in connection with the above mentioned matters and with the work being performed by Consultant to the extent caused by CONSULTANT's breach of contract or negligent acts, errors or omissions. The CONSULTANT further agrees not to sue or seek any money or damages from CITY in connection with the above mentioned matters provided the CITY has not breached its obligations hereunder. 8.2 The CONSULTANT agrees to indemnify and hold harmless the CITY, its trustees, elected and appointed officers, agents, servants and employees, from and against any and all claims, demands, or causes of action of whatsoever kind or nature, and the resulting losses, costs, expenses, reasonable attorneys' fees, liabilities, damages, orders, judgments, or decrees, sustained by the CITY or any third party arising out of, or by reason of,or resulting from the CONSULTANT's negligent acts,errors,or omissions. 8.3 If a court of competent jurisdiction holds the City liable for certain tortious acts of its agents, officers, or employees, such liability shall be limited to the extent and limit provided in 768.28, Florida Statutes. This provision shall not be construed as a waiver of any right or defense that the City may possess. The City specifically reserves all rights as against any and all claims that may be brought. ARTICLE 9 INDEPENDENT CONSULTANT 9.1 This Agreement does not create an employee/employer relationship between the parties. It is the intent of the parties that the CONSULTANT is an independent Consultant under this Agreement and not the CITY's employee for any purposes, including but not limited to, the application of the Fair Labor Standards Act minimum wage and overtime payments, Federal Insurance Contribution Act, the Social Security Act, the Federal Unemployment Tax Act, the provisions of the Internal Revenue Code, the State Workers Compensation Act, and the State unemployment insurance law and similar laws.The CONSULTANT shall retain sole and absolute discretion in the judgment of the manner and means of carrying out the CONSULTANT's activities and responsibilities hereunder provided. This Agreement shall not be construed as creating any joint employment relationship between the CONSULTANT and the CITY and the CITY will not be liable for any obligation incurred by CONSULTANT, including but not limited to unpaid minimum wages and/or overtime premiums. ARTICLE 10 CHANGES TO SCOPE OF WORK AND ADDITIONAL WORK 10.1 CITY or CONSULTANT may request changes that would increase decrease or otherwise modify the Scope of Services/Basic Services to be provided under this Agreement. Such changes or additional services must be in accordance with the provisions of the Code of Ordinances of the CITY and must be contained in a written amendment, executed by the parties hereto, with the same formality and with equality and dignity prior to any deviation from the terms of this Agreement, including the initiation of any additional or extra work. Each amendment shall at a minimum include the following information on each project: PROJECT NAME PROJECT DESCRIPTION ESTIMATED PROJECT COST ESTIMATED COST FOR ADDITION OR CHANGE TO PROJECT CONTRACT ESTIMATED PROJECT COMPLETION DATE 10.2 In no event will the CONSULTANT be compensated for any work which has not been described in a separate written agreement executed by the parties hereto. ARTICLE 11 TERM AND TERMINATION 11.1 This Agreement may be terminated by either party for cause, or the CITY for convenience, upon written advance notice two weeks ahead, in which event the CONSULTANT shall be paid its compensation for services performed to termination date. In the event that the CONSULTANT abandons this Agreement or causes it to be terminated (not due to the fault of the CITY),the CONSULTANT shall indemnify the CITY against any loss pertaining to this termination up to a maximum of the full contracted fee amount. All finished or unfinished documents, data, studies, plans, surveys, and reports prepared by CONSULTANT shall become the property of CITY and shall be delivered by CONSULTANT to CITY. 11.2 This Agreement shall take effect as of the date of execution as shown herein below and continue for such time as is contemplated by the Agreement. ARTICLE 12 CONTRACT DOCUMENTS 12.1 CONSULTANT and CITY hereby agree that the following Specification and Contract Documents, which are attached hereto and made a part thereof, are fully incorporated herein and made a part of this Agreement, as if written herein word for word: This Agreement; CONSULTANT's proposal as set forth in Exhibit "A"; RFQ; and any other exhibits thereto,or to this Agreement.. ARTICLE 13 MISCELLANEOUS 13.1 Legal Representation: It is acknowledged that each party to this Agreement had the opportunity to be represented by counsel in the preparation of this Agreement and, accordingly, the rule that a contract shall be interpreted strictly against the party preparing same shall not apply due to the joint contribution of both parties. 13.2 Assignments: This Agreement, or any interest herein, shall not be assigned, transferred or otherwise encumbered, under any circumstances, by CONSULTANT without the prior written consent of CITY. For purposes of this Agreement, any change of ownership of CONSULTANT shall constitute an assignment which requires CITY approval. However, this Agreement shall run to the CITY and its successors and assigns. 13.3 Records: CONSULTANT shall keep books and records and require any and all sub-Consultants to keep books and records as may be necessary in order to record complete and correct entries as to personnel hours charged to this engagement, and any expenses for which CONSULTANT expects to be reimbursed, if applicable. Such books and records will be available at all reasonable times for examination and audit by CITY and shall be kept for a period of three (3) years after the completion of all work to be performed pursuant to this Agreement, or for such longer period as is required by law. Incomplete or incorrect entries in such books and records will be grounds for disallowance by CITY of any fees or expenses based upon such entries. 13.4 Ownership of Documents: Reports, surveys, plans, studies and other data provided or developed in connection with this Agreement are and shall remain the property of City. 13.5 No Contingent Fees: CONSULTANT warrants that it has not employed or retained any company or person, other than a bona fide employee working solely for the CONSULTANT, to solicit or secure this Agreement, and that it has not paid or agreed to pay any person, company, corporation, individual or firm, other than a bona fide employee working solely for CONSULTANT, any fee, commission, percentage, gift, or other consideration contingent upon or resulting from the award or making of this Agreement. For the breach or violation of this provision, the CITY shall have the right to terminate the Agreement without liability at its discretion,to deduct from the contract price, or otherwise recover the full amount of such fee, commission,percentage,gift or consideration. 13.6 Notice: Whenever any party desires to give notice unto any other party, it must be given by written notice, sent by registered United States mail, with return receipt requested, addressed to the party for whom it is intended and the remaining party, at the places last specified, and the places for giving of notice shall remain such until they shall have been changed by written notice in compliance with the provisions of this section. For the present, the CONSULTANT and the CITY designate the following as the respective places for giving of notice: CITY: Kelvin L. Baker, City Manager 780 Fisherman Street,4th Floor Opa-locka, Florida 33054 COPY TO: Joseph S. Geller, City Attorney 780 Fisherman Street,4th Floor Opa-locka, Florida 33054 CONSULTANT: Michael Adeife, P.E,Vice President 815 NW 57th Avenue,Suite 402 Miami, FL. 33126 Ph: (305) 265-5400 Fax: (305) 264-5507 Cell: (305) 409-4926 madeife@eacconsult.com COPY TO: Huntley Higgins, P.E., Project Manager 815 NW 57th Avenue,Suite 402 Miami, FL. 33126 Tel (305) 265-5444 Fax(305) 264-5507 hhiggins@eacconsult.com 13.7 Binding Authority: Each person signing this Agreement on behalf of either party individually warrants that he or she has full legal power to execute this Agreement on behalf of the party for whom he or she is signing, and to bind and obligate such party with respect to all provisions contained in this Agreement. 13.8 Exhibits: Each Exhibit referred to in this Agreement forms an essential part of this Agreement. The exhibits if not physically attached should be treated as part of this Agreement and are incorporated herein by reference. 13.9 Headings: Headings herein are for convenience of reference only and shall not be considered on any interpretation of this Agreement. 13.10 Severability: If any provision of this Agreement or application thereof to any person or situation shall, to any extent, be held invalid or unenforceable, the remainder of this Agreement, and the application of such provisions to persons or situations other than those as to which it shall have been held invalid or unenforceable shall not be affected thereby, and shall continue in full force and effect,and be enforced to the fullest extent permitted by law. 13.11 Governing Law: This Agreement shall be governed by the laws of the State of Florida with venue lying in Miami-Dade County, Florida. 13.12 Disputes: Any claim, objection, or dispute arising out of the terms of this Agreement shall be litigated in the Eleventh Judicial Circuit Court in and for Miami-Dade County. 13.13 Attorney's Fees: To the extent authorized by law, in the event that either party brings suit for enforcement of this Agreement, the prevailing party shall be entitled to attorney's fees and court costs in addition to any other remedy afforded by law. 13.14 Extent of Agreement: This Agreement, together with all contract documents, and all exhibits hereto or to the contract documents, represents the entire and integrated agreement between the CITY and the CONSULTANT and supersedes all prior negotiations, representations or agreements,either written or oral. 13.15 Waiver: Failure of the CITY to insist upon strict performance of any provision or condition of this Agreement, or to execute any right there-in contained, shall not be construed as a waiver or relinquishment for the future of any such provision, condition, or right, but the same shall remain in full force and effect. 13.16 Equal Opportunity Employment: CONSULTANT agrees that it will not discriminate against any employee or applicant for employment for work under this Agreement because of race, color, religion, sex, age, national origin, or disability and will take affirmative steps to ensure that applicants are employed and employees are treated, during employment,without regard to race, color, religion, sex, age, national origin or disability. This provision shall include, but not be limited to, the following: employment upgrading, demotion or transfer; recruitment advertising, layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeships. IN WITNESS OF THE FOREGOING,the parties have set their hands and seals the day and year first written above. ARTICLE 14 NOTICE TO PROCEED The Consultant and the engineer shall commence work within five (5) five working days from the date of the Notice to Proceed (NTP). No work shall begin without NTP. CITY OF OPA-LOCKA ATTEST: BY: Joanna Flores, CMC Kelvin L. Baker City Clerk City Manager APPROVED AS TO FORM: Joseph S. Geller, City Attorney CONSULTANT WITNESSES: (Name) Authorized Representative ATTEST: SECRETARY STATE OF FLORIDA ) ) SS COUNTY OF MIAMI-DADE) BEFORE ME, an officer duly authorized by law to administer oaths and take acknowledgments, personally appeared as , of , a Florida corporation,and acknowledged executed the foregoing Agreement as the proper official of for the use and purposes mentioned in it and affixed the official seal of the corporation,and that the instrument is the act and deed of that corporation. IN WITNESS OF THE FOREGOING, I have set my hand and official seal at in the State and County aforesaid on this_day of . 2013. NOTARY PUBLIC My Commission Expires: Exhibit "A" CONSULTANT'S PROPOSAL Exhibit "B" REQUEST FOR QUALIFICATIONS (RFQ) CAN4,11 [4 F Q 2 21 r W0 NN as o 0 Q 0 0 u a W a H 0 ., \ \ .. 0 0 0 0 0 0 0 0 0 0 0 a W W a z o w aFa cz CO H N 0 W a a W Q W 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 W O Z Z Z O O O O CD o Z a a a a a a a a 8. H O F a a Q a a a a a ,a x o . 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 o a a z a a a a a 0 a 0 0 a 0 0 0 0 -> 2 ■ CO 5 m Z N. Z Z 0 CT Z 2 Z 2 Z 2 2 2 .. 0 N N 0 i m .+ 0 a a o 411 II/ 41, CP a w N. N. .n �. .i. �. �. m m .i. D Q Q a a a a a OON E Z 2 Z Z Z O U 0 -+ n m m .o N ., .+ N ..42 .a N m N a .n . m m . . . m m 0 m 0 0 0 0 v m a N0 i M E .8 7 ti H F 82 m m C O F N N M -0 0 0 0 0 0 0 0 0 -] .-C 0 0 0 m . 0 or r N m a O w W a .n m m v. . N . m .n m .n m m v. .n m v. m ... N .n N N .n a H W E z .. aw 80 o F F o a o .,a o a 88 a W x 4.4 [-11' 2 N \ . w W o N a a4 o. a , N . N N 4-1 1 Fl N .l NI .a a .] .] H w F . . . 0 0 0 a a a a a a a a a a a a a a Cl z 0 Cl 0 0 0 0 F F F o 0 W a fou o W o Z 1',!,7 U U U Z Z Z Z Z Z Z 2 2 Z Z U U Z oa o 0 0 0 0 0 0 0 0 0 0 0 0 0 o a a o 6 8 a H u U a w w a U U U U U U u u u u U U u U u a a U w t Z 3 o a Z a N a 0 as 0 7.1 m 3 W W Cl ✓ [','•0 Z ZO w „O O Q Q E. Z W Z W Z Z a a 0 _ a ga _ V rai a° w H a a a a oZ 3 O S z z Z y ' Z 3 qa' 3 3 H 3 3 w O — Z Z Z Z Q 4 3 a -- �. E F �- E� 3 .� a z z a a z �w Q `" o o z by a v U o -- o o a o o a o w o r.v U .. a E .. H E E WM E E m a Q a 8 2 w 0 o 0£ U N O a Z a 2 U C 4 a Q N , ° a a a a a a o x o m o F F U a cl, co N M m f E u a W W U O O� .0 tt O a£o O y a.Z �. a m rt �n o o N .o �-. 2 n o fr �n v m .+ m �n ti N ., .o 2.Oi F z . 0 E o r o 0 o . • a • a Q > co z a -, 0 . v o w H o F x E Q Q E a - 0 U 3 a W i+ £a a q Z U a m F . U o a V O a' Z N N N O O N W T h z Cl E N. ti o U 0 o H N . iC U w x Cl 3 0 a z > • 0 F . N N s E a o a o u o u O m m > a o m Q u m a m m a o Q -. U x 2 m VI F F 2 2 O EAC Consulting, Inc. July 22, 2013 Mohammad Nasir, P.E. City Engineer/Director of Capital Improvement Projects 780 Fisherman Street,4th Floor Opa-Locka, FL 33054 Re: City of Opa-Locka Capital Improvement Projects(CIP)Water System Master Plan Final Revised Scope and Fees Dear Mr. Nasir, EAC Consulting Inc. and its team of consultants is pleased to submit this revised scope and fees document to provide Engineering Consulting Services for the development of the City of Opa-Locka's Capital Improvement Projects(CIP)Water Master Plan. The development of the Water Master Plan is premised on our understanding that the City wishes to develop a 10 year Projection Capital Improvements Program that targets the potable water facilities infrastructure and recommend solutions to address both present deficiencies and future demands. The CIP Water Master Plan must prioritize and evaluate the costs associated with the necessary improvements and provide applicable recommendations and guidance with internal and external funding opportunities. In order to achieve this, an individual Water Infrastructure Report will be developed. The water distribution infrastructure element will be evaluated for its existing operating conditions within the City and solutions will be proposed for implementation within a 10 ten year period in order to correct deficiencies and propose solutions based on future demands.The proposed solutions will be in the form of water distribution projects that will be identified, prioritized and evaluated based on the severity of need (e.g.fire safety)and construction costs. Upon completion of the necessary analyses, a CIP Water Master Plan will be developed for all the projects identified for each of the infrastructure elements. These projects will be evaluated and prioritized to provide the City with a detailed plan for their implementation. During the development of the project, public outreach efforts and participation meetings will take place to inform the public as well as to solicit and incorporate their input. List of Tasks 1. Data Collection and Site Investigations 2. Development of Analyses Criteria 3. Existing Conditions Modeling Analyses and Calibration using WaterCad modeling software 4. Prioritization & Ranking of Problem Areas and Corrective Actions — 10 Year Future Demand Projection Scenario 5. Capital Improvements Projects (CIP) Water System Master Plan (concurrent with other infrastructure elements) 6. Conceptual Drawings Package 7. Public Involvement Plan (concurrent with other infrastructure elements) 8. Project Coordination and Development Meetings, including liaising with City-hired transportation master planning consultant,to obtain vital information for incorporation into the Master Plan. 815 NW 57 Avenue,Suite 402 I Miami,FL 33126 I Phone:305-264-2557 I Fax:305-264-8363 I www.eacconsuit.com I CA#7011 Exclusions from Scope of Services 1. Mapping or Survey of Existing Utilities 2. Soil, Influent and Effluent Sampling 3. Laboratory or Testing Fees 4. Refine, revise or execute the Miami Dade County DRER's hydrologic/hydraulic models for the C-7 and C-8 basins 5. Modifications to Miami Dade County DRER's Planning Procedures 6. Conversion of flood stages from NGVD-29 to NAVD-88 7. Topographic or As-built surveys 8. Geotechnical Assessments 9. Title search or ownership determination 10. Water Quality Modeling 11. Hydrologic/hydraulic modeling of drainage systems outside of the City limits. 12. Provide opinion of probable construction cost for flood protection projects under design 13. Hydrologic/hydraulic modeling of additional future flood protection projects not previously identified by the City 14. Development of Design plans and Construction Documents for Capital Projects 15. Completing and submitting the applicable NFIP forms to obtain a revised CRS classification 16. Assessment of regulatory feasibility of mitigation projects (such as identifying locations where exfiltration trenches cannot be installed due to groundwater contamination, etc.). 17. Review of Bio-solids Disposal Alternatives 18. Groundwater and Pipe Corrosivity Tests 19. Evaluation of Water and Wastewater Treatment Plants 20. Modeling will be undertaken in Scope of Services identified software. No other software will be considered without revisions to scope of work. 21. Traffic Analyses,Traffic Projections and Master Planning. 22. Electrical/Power Systems recommendations 23. FPL and Overhead Cable Undergrounding Master Planning 24. Urban Master Planning 25. Preparation of Funding Applications 26. Coordination with Funding Agencies 27. Development/Update of Rates and Charges 28. Consulting Engineer's Report/Financial Feasibility Report 29. Interlocal Agreement Negotiations City's Project Execution Responsibilities 1. The appropriate and relevant City staff members will attend all progress meetings 2. The City will assist with the collection of pertinent data from DRER and other agencies including attending all scheduled meeting with such agencies. 3. The City shall provide staff and equipment support during field reconnaissance and site visit. 4. The City shall provide available data summarized in Task 1. 5. The City will provide information regarding the operation of the water system to help verify/calibrate the water model. 6. The EAC team assumes that no model exists for the water system and will create its own model using WaterCad. 7. The EAC team will base projected water demands on population estimates from BEBR or the City's projections of population. Peaking factors will be based on a review of up to three (3) years of historical data and/or other industry standards. Page 2 of 11 8. The City will provide the project team with copies of all Utility Agreements with MD-WASD, historical monthly records of the total water demand from MD-WASD for a maximum of three (3) years, and historical monthly metered water usage for residents and commercial users for a maximum of three(3)years. 9. The City will make available, an electronic copy of the Traffic Master Plan being conducted by another consultant for coordination purposes with the Utilities Master Plan. In the event that this document is not readily available, the City will facilitate meetings and instruct the assigned consultant to provide the EAC team with relevant information, especially as it relates to future roadway improvements such as roadway widening, intersection improvements. 10. Identification of previous Pipe Breakages and Leakage within the System 11. The EAC team assumes that the City will provide one set of consolidated comments for each reviewed document and will provide feedback to EAC within time allocated on the schedule. 12. Meeting venues, refreshments (if required)and snacks(if required)will be provided by the City. 13. The City will facilitate the receipt of data, reports and other technical data prepared by others that may be relevant to the Scope of Services(e.g the Traffic/Transportation Master Plan). 14. Copies of handouts and fact sheets for Public Involvement Meetings will be provided by the City. 15. Costs and fees associated with Newspaper Advertisements,etc.will be provided by the City. Please feel free to call me at 305-265-5444 with any questions you may have. Sincerely, EAC Consulting, Inc. Huntley Higgins, P.E. Senior Project Manager cc: File Michael "Mike"Adeife, P.E. Page 3 of 11 ATTACHMENT-A SCOPE OF SERVICES AND PROJECT IMPLEMENTATION METHODOLOGY Task 1—DATA COLLECTION AND SITE INVESTIGATIONS 1. The City shall provide the EAC team with an electronic topographic survey of the water system service area conforming to National CAD Standards that shall serve as a base file for overlaying the existing water system network model. 2. The City shall provide the EAC team with any and all data regarding the existing water system network including their Water System Atlas, As-builts, Record Drawings, water meter billing records(3 years), master meter billing records(3 years),etc. 3. The EAC team shall compile and incorporate all the data received from the City and use this information to create the model's base file. 4. The EAC team shall highlight areas of concerns, which may include inconsistencies between the water atlas, as-built information,and record drawings. 5. Areas of concern identified will be discussed and clarified by the City. The EAC team will evaluate the data collected and perform the necessary analyses to prepare the Potable Water Distribution findings. As part of this task, the EAC team will also perform site visits as necessary within the City limits to clarify, document, and supplement data that was collected and familiarize key members of the team with existing conditions. It is anticipated that a City staff member will be available to attend these site visits to facilitate access to any secured or inaccessible property as needed. The City is in the process of updating their Water and Sewer atlases as part of an on-going project. It is anticipated that the Water atlas update will be completed by the end of July 2013. Task 2—DEVELOPMENT OF ANALYSES CRITERIA This task will include the development of the analysis criteria to be used to develop the water distribution system modeling and system analyses. These criteria includes distribution system requirements, service pressure requirements and limits, water needs for fire suppression, and interconnect system requirements. The criteria developed in this task will be used to assess the system's ability to provide adequate water service under existing conditions and guide improvements needed for future water needs through long term/future conditions. Analyses criteria for the water distribution system shall include but not be limited to: Supply System, Service Pressures and Velocities,and Fire Flow. Specifically, 1. The EAC team shall outline operational criteria from Ten States Standard to establish compliance requirements for existing and proposed water distribution systems. 2. The EAC team shall coordinate with the authorities having jurisdiction (AHJs)over fire safety and flows to establish compliance requirements for existing and proposed water distribution and fire flows. 3. In coordination with the City, the EAC team shall establish criteria that identifies whether the utility infrastructure is approaching or has reached the end of its useful life. 4. The EAC team shall develop a calibration plan with five (5) monitoring locations and outline field Page 4 of 11 data collection and coordination requirements. 5. The City shall be required to provide staff to provide access for the EAC team to measure static and residual flows and pressures from selected hydrants in the distribution system. 6. The EAC team shall coordinate with the City to identify existing service agreements and interconnect memorandums currently in use. Task 3—MODELING ANALYSES AND CALIBRATION 1. The City shall provide the EAC team with historical water quantities (years 2010 to 2012) supplied and billed through the Miami Dade points of connection data for use in modeling the existing water distribution system. In addition, metered monthly water usage for the recent years(2010-2012)shall also be provided. 2. The EAC team shall coordinate with the City to obtain existing point of connection(s) operating and service conditions. 3. The EAC team shall develop the criteria for allocating existing water demand across the model nodes. 4. The EAC team shall develop a computerized water distribution system hydraulic network analysis model of the existing water network system based on data provided by the City using WaterCad©. Model calibration shall be performed on the existing system model using data obtained from field hydrant flows and static and residual pressure measurements. 5. The calibrated model shall then be used to analyze the performance of the existing system by the consultant under two scenarios—Maximum Day Peak Hour Demand and Maximum Day Fire Flow Demand at up to six locations in the water model. The Consultant shall identify system deficiencies that relate to pressure,flow, pipe velocities, code and/or regulatory requirements. Task 4—PRIORITIZATION AND RANKING OF PROBLEM AREAS AND CORRECTIVE ACTIONS (PROJECTED 10 YEAR FUTURE SCENARIO) 1. The calibrated model shall then be used to analyze the performance of the existing system by the consultant under two scenarios—Maximum Day Peak Hour Demand and Maximum Day Fire Flow Demand at up to six locations in the water model. The Consultant shall identify system deficiencies that relate to pressure, flow, pipe velocities, code and/or regulatory requirements, outlining infrastructure improvements needed to meet the acceptable level of service standards for the Existing system. 2. The City will provide the EAC team with known developments that will be built in the city within the next five years. The EAC team shall utilize this information from to project future 10-year demands to be included in the water system model. 3. The 10 year future conditions system water model shall then be used to analyze the performance of the existing system by the consultant under two scenarios—Maximum Day Peak Hour Demand and Maximum Day Fire Flow Demand at up to six locations within the city. The EAC team shall identify system deficiencies that relate to pressure, flow, pipe velocities, code and/or regulatory requirements, outlining infrastructure improvements needed to meet the acceptable level of service standards for the system. 4. The EAC team shall then update the 10 year future conditions hydraulic model, incorporating infrastructure improvements to meet regulatory requirements for acceptable level of service standards clearly identifying all new and proposed improvements to meet future buildout growth conditions. 5. A priority and ranking of problem areas as well as the identified improvements shall be undertaken Page 5 of 11 6. The EAC team shall update the existing hydraulic model, incorporating infrastructure improvements to meet regulatory requirements for acceptable level of service standards. 7. The EAC team will develop planning-level cost estimates of the recommended improvements identified based on modeling of the Existing System. The various projects identified will be prioritized based on a ranking procedure. Deliverable The EAC team will prepare Technical Memorandum: Potable Water System — Problem Areas, Ranking and Corrective Actions summarizing the work activities associated with this and the previous task, the steps taken to calibrate the hydraulic model, and the results of the model identifying areas of deficiencies within the potable water distribution system. The memorandum will also outline the recommendations for infrastructure improvements needed to meet the level of service standards and the cost estimates of the various priority projects. The water system deliverable will include a network diagram from each model, supporting documents along with necessary calculations included for the input file, the level of service determined based on the modeling efforts, pipe sizing analysis included in the modeling, and aerial maps identifying problem areas per the modeling analysis. One (1) digital copy, via FTP file transfer in PDF format, and three (3) hard copies of the memorandum will be submitted for the City's review. Before this technical memorandum is finalized, all water models must be approved by the City. Task 5—CAPITAL IMPROVEMENTS PLAN(CIP)MASTER PLAN Based on the improvements identified in each of the above Master Plans,water distribution projects will be identified and evaluated for probable construction cost for budgeting purposes. The projects will then be ranked and combined if necessary to provide the City with priority list of projects based on a cost benefit analysis.The associated costs will be adjusted for the time value of money to determine the best value for the City over the life of each project. The following tasks will be performed: Task 5.1-Project Matrix A Project Matrix will be developed that summarizes the information included in the Water Master Plan. Cost estimates will be performed for the identified projects for the purpose of the preparation of the matrix. This Matrix will include: • Project Description • Project Cost • Project Priority Task 5.2-Identification and Assessment of Potential Federal,State,and Local Funding Sources Key elements in developing the City's Water Capital Improvement Plan (CIP) include identifying the funding sources, assessing the City's financial condition and its ability to service existing and new debt, and determining the best source of funds for needed capital improvements. This evaluation process is used to provide the foundation for the proposed CIP. The goals of this process are to identify the maximum amount of Federal, state, and local funds available to complete each capital improvement project as well as the timing of each project to ensure that each project is linked to the funding deadlines to position the City to obtain and fully utilize each funding mechanism. Page 6 of 11 Services included as part of this task are: • Identification of project/program needs • Identification of grant and other funding opportunities • Formulation of appropriate grant/funding solutions, • Development of program linkages, • Determination of availability of funds from the funding agencies, including due dates for applications and funding requirements Task 5.3-Identification and Assessment of Potential Other Funding Options This task will include identifying other potential funding options including: • Bank Loans • Notes • Bond Issues • Asset Management Options—Partnering,Sale of System, etc. • Other Deliverable Based on the prioritized list of needed improvements and the assessment of sources and availability of funding, the CIP spending plan will be prepared. The plan identifies the capital improvements that are programmed (to be constructed) in each fiscal year of the Study period. Two (2) copies of the draft CIP Water Master Plan Report will be submitted for the City's review and comments. Upon receipt of the City's written review comments,the EAC team will implement applicable comments and will submit six (6) final copies of the CIP Water Master Plan Report to the City in MS Word,and pdf versions. TASK 6—PUBLIC INVOLVEMENT PLAN Purpose This Public Involvement Plan (PIP) is designed to outline the strategy required to obtain meaningful input and support from public, governmental agencies, non-governmental organizations, and other stakeholders on the improvements that will be identified for the City of Opa-Locka - CIP Master Plan. The PIP effort will be undertaken concurrently with other master plan activities. The plan identifies the roles and responsibilities of the project team; the types, number, and purpose of the recommended meetings; and the methods by which the community will be notified and kept up to date on project developments. The plan includes a preliminary schedule of public involvement activities, although it is recognized that public outreach components need to be based on overall project status and deliverables. Effective public participation facilitates understanding and improves decisions by providing a reasonable opportunity for all interested parties to provide input, identify issues and concerns from all perspectives in response to the proposed Capital Improvement Projects (CIP). Both the public and the decision makers shall be given an opportunity to fully understand the problems, opportunities, and available options for planning acceptable solutions for the CIP Master Plan. The purpose of this PIP is to: • Clarify specific public involvement objectives for the project. • Develop a preliminary schedule for the process concurrent with the planning process. • Establish a process for communicating with and obtaining input from the stakeholders who will or may be impacted by this CIP project. • Identify appropriate communication tools and techniques that will be used in the process. Page 7 of 11 Goals and Objective The goal of this PIP is to identify what is important for CIP planning in the project area and to seek agreement and suggestions from the general public, stakeholders, and agencies. The objectives of the PIP include: • Assist the consulting team in developing a well-planned and researched, and publicly acceptable public outreach program. • Provide on-going information to the stakeholders. • Identify key issues and concerns of the public. • Develop and implement a process that maintains open and continuing two-way communication between the public and the EAC team. Approach The PIP is presented in a series of tasks developed to provide information about the project to elected officials, key stakeholders, and the local community and to gather input from them about issues, problems and opportunities to be involved in the process. Task 6.1—Data Collection The EAC team will meet internally to discuss the scope of work, schedule, and plan the public involvement for the project. One EAC team will attend scheduled meetings as well as scheduled meetings with the City of Opa-Locka. It is assumed that the internal meeting will occur prior to the public meeting.The purpose of this meeting will be to plan strategies and objectives, format, and team roles. The EAC team will be responsible for preparing the agenda for the public involvement strategy session,taking meeting notes and distributing them. Task 6.2—Identify Stakeholders and Maintain Stakeholder List The City of Opa-Locka staff will provide the EAC team with a list of stakeholders including contact information (preferably e-mail addresses) for the project area. This list will be used to invite all stakeholders to the public involvement meeting. We will maintain the stakeholder list and update it after each public meeting. Task 6.3—Public Meeting It is assumed that two (2) public meetings will be conducted and will include and provide information to the public relating to the other master plan activities—wastewater, stormwater and roadway. The first meeting will be held at a time to be determined by the City staff, and will serve to introduce the project to the public and provide any updates or pertinent information available at that time. Residents will be provided with an opportunity to discuss the existing problems within the City's water, sewer, and stormwater management and the potential solutions to correct these issues.The benefits of the project will be explained and how it will impact their daily lives. The EAC team will coordinate with the City of Opa-Locka to determine meeting locations, dates, and times. The second meeting will be held after the submission of Task 5 to meet the State Revolving Fund Loan requirements and will serve to explain the resulting projects including the cost and impact on user charges.This will enable the public participation in evaluating project alternatives. Page 8 of 11 The EAC team will: • Coordinate with the City with regards to meeting logistics. The City will be responsible for providing the facilities for the meetings. • Draft letter of invitation and agenda for review • E-mail invitations to stakeholders as identified by the City • Prepare meeting materials (sign-in sheets) • Create one double-sided 81/2 x 11-inch handouts. These handouts will be coordinated with the City prior to distribution at the meetings. Up to 100 copies of the handout for each round of public meetings. • The EAC team will prepare PowerPoint presentations for the meetings. It is assumed that the meeting format will be an open house format, with a presentation by the technical team, followed by a facilitated discussion of issues and concerns. Meeting notes/minutes will be developed based on discussions at the meetings. The meetings are assumed to last no more than two (2) hours. It is also assumed that the City will provide the venue for the public involvement meetings. Task 6.4—Public Meeting,Comment Collection and Public Involvement Reporting The EAC team will prepare a brief meeting summary report within 14 calendar days after each public meeting. The summary report will include a brief description of the meeting date, location, and format; copies of the sign-in sheets; copies of any handouts made available to the public; mailing lists; a summary of discussion notes from the meeting and copies of written comments submitted to the City in electronic format. Task 6.5—Public Outreach Materials Web site The EAC team will provide public involvement materials to the City of Opa-Locka for inclusion in the City's Web site. It is assumed these materials will consist of the items distributed or shown at the Public Meetings and may include fact sheets, project updates, public meeting handouts,etc. Deliverables • Public Involvement Plan • Public Involvement/Stakeholder database • Informational fact sheet(s), briefing materials and other collaterals describing the project and its benefits and tailored to specific audiences • Presentations tailored to specific audiences • Meeting notes and/or summaries Task 7—Project Coordination and Development Meetings All project development meetings will be attended by the Project Manager and one or more of the following individuals as applicable: 1. Lead Water Task Engineer 2. Lead Sewer Task Engineer 3. Lead Stormwater Management Task Engineer 4. Lead Public Involvement Professional Page 9 of 11 Project meetings identified will be held concurrently with the other master plan activities—wastewater, stormwater and roadway elements.The following meetings are anticipated for this project,which is anticipated to last approximately 10.5 months: • One project kick-off meeting • Monthly progress meetings with the City Manager—8 meetings • Meetings with the City Commission—2 meetings(Introductory Meeting, and Meeting after submission of Task 8) • Public Involvement Meeting—1 meeting • Data Collection Meetings to obtain information from the City and other agencies are included in Task 1 • One public meeting per the State Revolving Fund requirements. Task 8—Development of Conceptual Plans To facilitate the implementation of the Capital Improvements Water Master Plan, the EAC Team will develop and compile schematic representations of the proposed projects on an 11 x17 size at a legible scale on updated aerial photography of the City. These representations are intended to serve as a guideline for the City as projects identified in the master plan are being designed. Page 10 of 11 ATTACHMENT—B FEE SCHEDULE The Fee Proposal corresponding to the scope of services is as follows: Water System Master Plan Development, and analysis of the existing and future (10-year) water distribution system using WaterCad©. Provide recommendations for system upgrades, development of cost estimate and identification of funding options. $189,753.00 Hydrant Flow Tests $3,250.00 TOTAL(Water Distribution System CIP Master Plan) $193,003.00 Page 11 of 11