Authorize $335,120 agreement for phase 2 drainage project construction management

RESOLUTION NO. 2025- A RESOLUTION OF THE VILLAGE OF PINECREST, FLORIDA, AUTHORIZING THE VILLAGE MANAGER TO ENTER INTO AN AGREEMENT WITH BCC ENGINEERING, LLC FOR CONSTRUCTION MANAGEMENT SERVICES OF PHASE 2, C-100 DN – 1W (BASIN 2) DRAINAGE PROJECT; PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, the Village Council adopted Resolution 2022-26 authorizing the Village Manager to enter into a “piggyback contract” with BCC engineering, LLC; and WHEREAS, BCC Engineering submitted a proposal for the construction management services for Phase 2, C-100 DN – 1W (Basin 2) Drainage Project; and WHEREAS, funding for this project has been appropriated in the Fiscal Year 2025 budget under the Stormwater Utility Fund;

BE IT RESOLVED BY THE VILLAGE COUNCIL OF PINECREST, FLORIDA, AS FOLLOWS: Section 1. That the Village Council hereby authorizes the Village Manager to accept the proposal and enter into an agreement with BCC Engineering LLC for the construction management services for Phase 2, C-100 DN – 1W (Basin 2) Drainage Project. Section 2. This resolution shall take effect immediately upon adoption. PASSED AND ADOPTED this 22nd day of May, 2025. Joseph M. Corradino, Mayor Attest: ____________________________ Priscilla Torres, MMC Village Clerk Approved as to Form and Legal Sufficiency: ____________________________ Mitchell Bierman Village Attorney Consent Agenda DATE: May 14, 2025 TO: The Honorable Mayor and Members of the Village Council FROM: Yocelyn Galiano, ICMA CM, Village Manager RE: Resolution to Authorizing Construction Management Services Contract for Phase 2, C-100 DN – 1W (Basin 2) Drainage Project ______________________________________________________________________ Attached for your review is the construction management services proposal from BCC Engineering, LLC, in the amount of $335,120. BCC Engineering LLC is under contract with the Village of Pinecrest through a competitively bid piggyback agreement, previously approved by the Village Council on April 12, 2022. I respectfully recommend that the Village Council adopt the attached resolution authorizing the Village Manager to accept the proposal and proceed with the work. Funding for this project has been appropriated in the Fiscal Year 2025 budget under the Stormwater Utility Fund. April 8, 2025 David Mendez, P.E. Public Works Director Village of Pinecrest 10800 Red Road Pinecrest, FL 33156 Re: VILLAGE OF PINECREST PUBLIC-100DN-1W DRAINAGE IMPROVEMENTS PHASE 2 CONSTRUCTION MANAGEMENT SERVICES Via email: dmendez@pinecrest-fl.gov Mr. Mendez, BCC Engineering, LLC (“BCC”) is pleased present this proposal for professional engineering services associated with the C-100DN-1W Drainage Improvements PH 2 Construction Administration Services. BCC Engineering LLC will provide construction management services on behalf of the Village of Pinecrest and will be responsible for the construction management, administration, and inspection of the proposed project as outlined in this proposal, and project inspection of the proposed project as outlined in this proposal, and PROJECT close-out services. PROFESSIONAL SERVICES This Work Order between Village of Pinecrest, a Florida municipal corporation (“VILLAGE”), and BCC Engineering, LLC. authorized to transact business in Florida (“CONSULTANT”), is pursuant to the Professional Services Agreement (PSA) dated May 5th, 2022. PROJECT DESCRIPTION As part of this Work Order, the CONSULTANT will support the VILLAGE with professional services in the form of Construction Administration Services for the stormwater improvements for the C-100DN-1W Drainage Improvements Phase 2 Project. This proposal defines the scope of work, schedule, compensation, and scope of work exclusions for the professional engineering services associated with this project. SCOPE OF SERVICES The Scope of Work is comprised of the following essential tasks: Task 1 – Construction Management Services Representation of the VILLAGE The CONSULTANT shall represent the VILLAGE during the construction phase, which shall commence with the issuance of the Notice to Proceed of this work order. Instructions and other appropriate communications from the VILLAGE to the Contractor shall be communicated through the CONSULTANT unless the VILLAGE directs otherwise. The CONSULTANT shall act on behalf of the VILLAGE only to the extent provided in the Project Agreement and in the Contract for Construction. The CONSULTANT shall have and perform the duties, obligations, and responsibilities of the CONSULTANT as set forth in the Contract for Construction to be executed by and between the VILLAGE and a Contractor. BCC will provide support to the VILLAGE in coordinating project activities during the initial phase with the designated consultants. BCC will facilitate effective communication channels, schedule meetings, and foster collaboration among all stakeholders involved. Project Name: Village of Pinecrest C-100DN-1W PH 2 CMS April 8, 2025 Page 2 of 6 Pre-Construction Support The CONSULTANT shall schedule and attend a Pre-Construction meeting and a Project Kickoff Meeting which shall include, but shall not be limited to, the CONSULTANT, the VILLAGE, and the Contractor. The pre-construction meeting shall review and discuss any applicable procedures for contract administration as well as any other items deemed appropriate by the CONSULTANT or the VILLAGE. Project Progress Meetings. During construction, the CONSULTANT shall schedule biweekly meetings with the VILLAGE, the Contractor, and others, to review the progress of the Project and final close- out documents or as otherwise necessary. For scoping purposes, it is assumed that a total of eighteen (18) biweekly meetings will be held by the Project Engineer. The CONSULTANT shall prepare, distribute, and maintain detailed minutes of each biweekly meeting under this task. Interpretation and Clarifications At any time during the construction phase, the CONSULTANT shall notify the VILLAGE in writing within five (5) working days of any necessary interpretations and clarifications of the Contract Documents. The written notification shall include any impact to quality, operations, schedule, or cost. The CONSULTANT shall prepare and issue any necessary interpretations and clarifications of the Contract Documents. The CONSULTANT, with approval from the VILLAGE, will provide interpretation or clarification of the Contract Documents if required to avoid impact on quality, operations, schedule, or cost. Review and Respond to Requests for Information (RFIs). The CONSULTANT will review and respond to requests for information (RFIs) as provided by the Contractor through Substantial Completion. Responses will be provided immediately, when required, or within a maximum of (7) calendar days from receipt of RFls. The CONSULTANT will maintain the official log of RFIs received from the Contractor, which will be made available to the VILLAGE for informational purposes monthly. Shop Drawings and Submittals The CONSULTANT will review, study, and approve, or take other necessary action upon, the Engineer’s Drawings, Contractor’s Shop Drawings, product data, samples, and other submittals. Approval by the CONSULTANT of the Engineer or Contractor’s submittals shall constitute the CONSULTANT’s representation to the VILLAGE that such submittal is in conformance with the Contract for Construction. Such action shall be taken with reasonable promptness. Change Orders The CONSULTANT shall review the proposals and request for Change Orders from the Contractor or VILLAGE. The CONSULTANT shall prepare Change Orders for the VILLAGE’s approval and execution in accordance with the Contract for Construction and shall have authority to order, by Field Order, minor changes in the work not involving an adjustment in the Contract Price or quality or an extension of the Contract Time. Examination of Project Schedules The CONSULTANT shall examine construction schedules and updates thereof submitted by the Contractor. The CONSULTANT shall advise the VILLAGE in writing with respect to the adequacy and accuracy of any such schedules or updates. Project Name: Village of Pinecrest C-100DN-1W PH 2 CMS April 8, 2025 Page 3 of 6 Task 2 - Construction Inspection Services Inspection of the Work The CONSULTANT shall inspect the Work of the Contractor whenever or wherever appropriate, including any final inspection required by the Contract Documents. The purpose of such inspections shall be to determine the quality, quantity, and progress of the work in comparison with the requirements of the Contract for Construction. In making such inspections, the CONSULTANT shall identify defects or deficiencies in the work. Following each such inspection, the CONSULTANT shall submit a written report of such inspection (in electronic format), together with any appropriate comments or recommendations, to the VILLAGE. The CONSULTANT shall provide periodic photographs of the work and a copy of the inspection reports in a project notebook to be delivered to the VILLAGE monthly. Furthermore, the CONSULTANT shall require and review all tests required by the Contract Documents and shall report in writing to the VILLAGE the results thereof. The CONSULTANT shall provide a part-time project engineer to provide the inspection services. The CONSULTANT shall provide services to observe key activities of the Contractor. The project engineer’s responsibilities for the construction observation, inspection, and reporting during the periods the Contractor is on-site. The CONSULTANT’S project engineer shall be the CONSULTANT's agent at the Project site. When on-site, the CONSULTANT’S project engineer shall: • Inspect the work and shall keep the VILLAGE fully informed of the progress and quality of the work. The CONSULTANT’S project engineer shall also serve as the CONSULTANT's liaison with the Contractor but shall not, absent written approval from the Contractor, communicate with the Contractor's subcontractors. • Record the receipt of all shop drawings, submittals, and samples, as well as any action taken in connection with the same by the CONSULTANT or the Contractor. • When on-site, provide immediate written notification to the CONSULTANT and the Contractor in the event the Contractor commences any work without necessary shop drawings, submittals, or samples having first been submitted to the CONSULTANT. • Record in writing and immediately report to the CONSULTANT and the VILLAGE any defective, deficient, faulty, or unsatisfactory work performed by the Contractor. • Witness and verify all tests required by the Contract Documents as well as the removal of equipment and systems by the Contractor. • Maintain detailed records relating to any such tests. • When on-site, accompany any visiting inspectors or representatives of the VILLAGE when requested by the CONSULTANT or the VILLAGE. • Immediately notify the Engineer of Record (EOR) in writing in the event any clarifications or interpretations of the Contract Documents are required or requested by the Contractor. • Maintain, and keep available, a complete set of Contract Documents, including alt addenda, change orders, modifications, supplemental drawings, field orders, and directives. • Maintain detailed records of the progress of the work, any problems encountered by the Contractor or subcontractors, weather conditions, activities observed when on-site, site visitors, decisions, observations in general, specific observations, manpower on the Project, and such other items as may be relevant to the progress and quality of the construction. • Maintain, based upon information provided by the Contractor, names, addresses, and telephone numbers of all contractors and subcontractors. • Prepare weekly reports of the progress of the work and the Contractor's compliance with the Contract Documents, including, but not limited to, the progress schedule and the schedule of shop drawings and sample submittals. Project Name: Village of Pinecrest C-100DN-1W PH 2 CMS April 8, 2025 Page 4 of 6 • Advise the CONSULTANT and VILLAGE in advance of any scheduled test, inspection or start- up, or removal of equipment, as well as the commencement of any significant phase of the work. • When on-site, report immediately in writing to the CONSULTANT and the VILLAGE upon the occurrence of any accident. • Verify the submission of alt certificates and other documents required by the Contract Documents and shall deliver copies of same to the CONSULTANT and the VILLAGE prior to final payment to the Contractor. • Assist with any final inspection of the work and shall inspect the work to determine that all requirements for final inspection have been completed. Any exceptions noted shah be submitted to the CONSULTANT and the VILLAGE in writing prior to final payment to the Contractor. • Maintain detailed records related to tests. • Accompany any visiting inspectors or representatives of the VILLAGE when requested by the CONSULTANT or the VILLAGE. • Immediately notify the EOR and VILLAGE in writing in the event any request for information or clarifications, or interpretations of the Contract Documents are required or requested by the Contractor. • Maintain, and keep available, a complete set of Contract Documents, including alt addenda, change orders, modifications, supplemental drawings, field orders, and directives. • Maintain detailed records of the progress of the work, any problems encountered by the Contractor or subcontractors, weather conditions, activities observed when on-site, site visitors, decisions, observations in general, specific observations, manpower on the Project, and items as may be relevant to the progress and quality of the construction. • Not authorize any deviation from the contract documents or any substitution of materials or equipment unless first authorized in writing by both the CONSULTANT and the VILLAGE. • Exceed the limitations of the CONSULTANT’S authority as set forth in the agreement by and between the CONSULTANT and the VILLAGE or as set forth in the Contract Documents. • Not undertake any of the responsibilities or duties of the Contractor, subcontractors, equipment suppliers, or others charged with the construction of the Project. • Not advise with respect to, or assume control over, any of the means, methods, techniques, sequences, or procedures of construction unless such advice or control is specifically required by the Contract Documents. The Services of the CONSULTANT’S project engineer shall include: • Part-time services throughout the duration of the project. Services shall be coordinated with the Contractor's schedule and work to observe while the Contractor is working. • Construction duration is approximately 260 calendar days (185 working days). It is assumed that construction will occur during weekdays and not weekends. • For scoping purposes, it is assumed the project engineer will be at the site for a maximum of 1,184 hours. Approval of Request for Payment The CONSULTANT shall review each Contractor pay requests and shall, with each pay request, recommend amounts due to the Contractor under the Contract for Construction predicated upon: inspections of the work as required in