HomeMy WebLinkAbout2026 06 08 Consent 304 - Winter Springs Potable Water Try Aerator Improvement project Engineering ServicesCONSENT AGENDA ITEM 304
CITY COMMISSION AGENDA | JUNE 8, 2026 REGULAR MEETING
TITLE
Winter Springs Potable Water Tray Aerator Improvements Project Engineering Services
SUMMARY
The C ity of W inter S prings (C ity) has secured S tate grant funding through the Florida
D epartment of E nvironmental Protec#on (F D E P) to complete an infrastructure project
at all three (3) C ity water treatment plants (W T Ps). T he project is #tled “W inter S prings
Potable Water Tray A erator I mprovements” under F D E P G rant Agreement L0375, and
has a grant end date of D ecember 31, 2028. T he project includes the replacement of the
outdated tray aerators within the C ity's four (4) potable water ground storage tanks (at
the three W T Ps) with a modernized design for both increased quality (treatment) and
quan#ty (capacity) purposes. C arollo Engineers will provide professional engineering
support services to assist the P ublic Works and U#lity D epartment in the successful
implementa#on and comple#on of this project in accordance with applicable regulatory
requirements and grant funding conditions.
FUNDING SOURCE
This will be funded from Water & Sewer consulting and CIP as applicable. Carollo
Engineers will provide these engineering services to the City under the terms of the
Agreement for Continuing Civil Engineering Services – Water, Wastewater, Reclaimed
Water, and Stormwater Utility that will be reinstated retroactively for the limited
purpose of approving, performing, and completing this Task Order.
RECOMMENDATION
Staff requests City Commission approval of Professional Engineering Services provided
by Carollo Engineers for the Winter Springs Potable Water Tray Aerator Improvements
Project in the amount of $108,624.00.
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200 East Robinson Street, Suite 1400, Orlando, Florida 32801
P. 407.478.4642 F. 407.478.4643
City of Winter Springs
Potable Water Tray Aerator Improvements
May 2026
SCOPE OF SERVICES
GENERAL
The City of Winter Springs (CITY) has secured State grant funding through the Florida
Department of Environmental Protection (FDEP) to complete an infrastructure
project at all three (3) CITY water treatment plants (WTPs). The project is titled
“Winter Springs Potable Water Tray Aerator Improvements” under FDEP Grant
Agreement L0375, and has a grant end date of December 31, 2028. The project includes
the replacement of the outdated tray aerators within the CITY’s four (4) potable water
ground storage tanks (at the three WTPs) with a modernized design for both increased
quality (treatment) and quantity (capacity) purposes. Carollo Engineers, Inc.
(CONSULTANT) will provide professional engineering support services to assist the CITY’s
Public Works and Utility Department in the successful implementation and completion of
this project in accordance with applicable regulatory requirements and grant funding
conditions.
The CONSULTANT will provide these engineering services to the CITY under the terms
of the Agreement for Continuing Civil Engineering Services – Water, Wastewater,
Reclaimed Water, and Stormwater Utility. This scope of services is an effort to provide
an encompassing but not all-inclusive list of duties and responsibilities that may be
requested from CONSULTANT under this task authorization.
TASK 1 – PROJECT MANAGEMENT AND QUALITY ASSURANCE/CONTROL
The CONSULTANT will manage and implement the project and provide team
coordination for the duration of the project. The CONSULTANT will track and manage
the budget, project tasks, and schedule. The CONSULTANT will provide monthly
progress reports that identify the work performed during the month and an itemized
list of work anticipated to be completed in the upcoming month. These reports will
be delivered as part of the monthly progress payment request.
The CONSULTANT will coordinate quality control and quality assurance review of the
project including review of all deliverables, and oversight/facilitation of
communication.
Task 1 Deliverables:
Monthly progress reports (electronic PDF), and
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As-needed meeting agenda and supplemental materials (electronic).
TASK 2 – DESIGN
This task provides effort for the preparation of project bid documents, including plans and
limited specifications (which may be captured as “Notes” within the design plans). The
design is for the replacement and modernization of the existing cascading tray aerators
within the four (4) ground storage tanks at the CITY’s three water treatment plants. The
structural design and modifications for the ground storage tanks will be handled by the
procured Contractor. The CONSULTANT will generate a finalized version of the Bid Set
(100%) design documents. The design plans assume Site/Civil drawings depicting the
ground storage tank profile and anticipated work area. The details of the tray aerator
design will be based on a performance-based specification. The CONSULTANT will also
provide one high-level cost estimate based on defining bid alternatives to support
Contractor procurement. The CONSULTANT will complete a site visit at all three WTPs and
review previous tank inspection data to estimate quantities for tank repairs and coatings.
Task 2 Deliverables:
Final Bid Set design documents (electronic pdf), and
One (1) high-level cost estimate (electronic pdf).
TASK 3 – FUNDING COORDINATION AND COMPLIANCE
The CONSULTANT will work with the CITY’s project Grant Manager and support with
coordination with FDEP’s grant Project Manager throughout the term of this project
(FDEP Agreement L0375). Efforts under this task include preparation and submission of
required documentation (including FDEP’s “Quarterly Progress Reports” and “Payment
Request Summary Forms”) and supporting the City’s Grant Manager with tracking of
eligible expenses.
Task 3 Deliverable:
FDEP funding deliverables, including “Quarterly Progress Reports” and
“Payment Request Summary Forms”.
TASK 4 – PERMITTING SERVICES
Permitting services include preparation and submittal of project-related permit applications
and support documentation required for the construction and operation of the tray aerators at
the WTPs. The anticipated permit required under this project is the FDEP Application for a
Specific Permit to Construct PWS Components (62-555.900_1), and the budgeted effort
includes a response to one (1) request for additional information (RAI). The CITY will be
responsible to pay the associated FDEP permit application fee.
Task 4 Deliverable:
FDEP Application for a Specific Permit to Construct PWS Components (62-
555.900_1).
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TASK 5 – BIDDING SERVICES & PROCUREMENT SUPPORT
The CONSULTANT will assist the CITY with procurement of a qualified contractor, including
preparation and submission of electronic bid documents and supporting the CITY in publishing
the RFP. The CONSULTANT will attend one (1) pre-bid meeting to answer contractor questions
and respond to requests for information (RFIs). As requested by the CITY, the CONSULTANT will
support with the evaluation of bids.
Note: The CITY will be responsible for organizing the pre-bid meeting and providing the
meeting space.
Task 5 Deliverables:
Issued for Bid documents (electronic PDF),
Pre-bid meeting minutes (electronic PDF), and
As-needed responses to RFIs (electronic PDF).
TASK 6 – CONSTRUCTION SUPPORT SERVICES
Task 6 provides engineering support during construction for the replacement of tray aerators
in CITY’s four (4) potable water ground storage tanks. The CONSULTANT’s construction phase
services are estimated to not exceed a six (6) month construction time and include the
following tasks:
Attend pre-construction meeting.
Conduct site overview visits (4 hours per week) to observe construction
activity. Communicate any concerns with the CITY.
Review shop drawings and product submittals for conformance with the Bid
Documents and maintain a log of submittals.
Review and respond to up to three (3) Contractor’s requests for information
(RFI) and maintain a log of RFIs.
Attend as-needed monthly construction progress meetings. Meeting minutes to
be provided and distributed by the Contractor.
Prepare documents to obtain approval for use of the tray aerator and ground
storage tank.
Review contractor pay applications (as requested by CITY).
Task 6 Deliverables:
RFI responses (electronic PDF),
Shop drawing reviews (electronic PDF), and
As-needed project closeout documents.
CITY RESPONSIBILITIES
Because of the nature of this project, certain assumptions apply to this Scope of Services.
To the extent possible, these assumptions are stated within this document and are
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reflected in the budget. If the project task requirements are different from the
assumptions presented in this Scope of Services, or if the CITY desires additional services,
the resultant change in scope will serve as a basis for amending this project assignment
or initiating the development of a new project assignment as agreed to by both the CITY
and CONSULTANT. The following assumptions and CITY responsibilities apply to this
project:
The CONSULTANT shall be entitled to rely upon the accuracy of the data and information
supplied by the CITY without independent review or evaluation.
The CONSULTANT shall be entitled to rely upon the accuracy of the data and information
supplied by the CITY without independent review or evaluation.
The CITY shall attend all workshops and review meetings to maintain the progress of the
project according to the schedule.
The CITY will provide the CONSULTANT with access to treatment facility for data gathering,
data validation and the design process.
The CITY will assist with data collection and site testing as necessary, including accompanying
the CONSULTANT and leading operation of the facility.
The CITY will provide all required information within the period established in the schedule
contained in this Scope of Services. The schedule is based on timely receipt of data and the bid
process from the CITY. The CITY shall review Draft deliverables and provide comments to the
CONSULTANT on a prompt basis.
The services to be performed by the CONSULTANT are intended solely for the benefit of the
CITY. No person or entity not a signatory to this Scope of Work 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 this Scope of Work or the performance of the CONSULTANT's services hereunder.
In providing opinions of cost, financial analyses, economic feasibility projections, and schedules
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; and other economic and operational factors that may materially affect the ultimate
project cost or schedule. Therefore, CONSULTANT makes no warranty that the CITY’s actual
project costs, financial aspects, economic feasibility, or schedules will not vary from
CONSULTANT’s opinions, analyses, projections, or estimates.
Therefore, CONSULTANT makes no warranty that the CITY’s actual project costs,
financial aspects, economic feasibility, or schedules will not vary from
CONSULTANT’s opinions, analyses, projections, or estimates.
SCHEDULE
The scope of services outlined in this task authorization will be performed for up to 12 months
from receipt of a purchase order or notice-to-proceed from the CITY.
PROJECT FEE
The compensation terms are based on an Hourly Not-to-Exceed basis with an upper limit
of $108,624.00 as shown in Exhibit A. Labor rates are based on the contract fee schedule
shown in the base contract.
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EXHIBIT A
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City of Winter Springs EXHIBIT A
Potable Tray Aerator Improvements 5/18/2026
Budget
Task Project Role
No.Task Description
Staff Category
Principal
Professional
Senior
Professional ES
VIII
Project
Professional ES
VI
Project
Professional ES
V
Assistant
Professional
ES III
Senior
Technician ET
VII
Word Processing Total Hours
$340.00 $300.00 $244.00 $205.00 $156.00 $180.00 $105.00
1 Project Management and QA/QC 2 4 2 24 4 0 0 36 $7,912.00 $0.00 $7,912.00
2 Design 4 32 12 16 8 40 12 124 $26,876.00 $0.00 $26,876.00
3 Funding Coordination and Compliance 8 16 2 24 8 0 4 62 $14,596.00 $0.00 $14,596.00
4 Permitting Services 2 4 0 8 16 0 4 34 $6,436.00 $0.00 $6,436.00
5 Bidding Services 8 12 2 12 4 8 8 54 $12,172.00 $0.00 $12,172.00
6 Construction Administration & Operations Support 16 24 8 24 120 8 2 202 $39,882.00 $750.00 $40,632.00
TOTALS 40 92 26 108 160 56 30 512 $107,874.00 $750.00 $108,624.00
Task Total
QAQC Tech Lead Tech Support PM Support CAD Doc Process Hours Cost Expenses
Other Direct
Costs
459