HomeMy WebLinkAboutDocumentation_Regular_Tab 12_9/8/2022Agenda Item #12.
Regular Council
STAFF MEMO
Meeting: Regular Council - Sep 08 2022
Staff Contact: Marjorie Craig Department: Utilities
Approve Work Authorization JE STW22.01 -Vulnerability Assessment -Jones Edmunds &Associates
In May of 2022, the Village was one of 98 communities across Florida awarded a Resilient Florida
Program Planning Grant (RFPPG) through the Florida Department of Environmental Protection (FDEP)
in the amount of $95,000 (no matching funds required) to conduct aVillage-wide stormwater
vulnerability assessment. This vulnerability assessment will look at the effects of climate change and
sea -level rise on critical infrastructure within Village limits in accordance with the requirements of
Section 380.093, Florida Statutes.
Staff recommends that this work authorization be awarded to Jones Edmunds & Associates (Jones
Edmunds), one of the Village's continuing services consultants. Jones Edmunds was instrumental in
assisting the Village with the application requirements that led to the grant award. A "Vulnerability
Assessment", (VA), that meets the requirements of Section 380.093, Florida Statutes is required to
apply for further grant funding to complete an "Adaptation Plan" and "Adaptation Projects" through the
Resilient Florida Program.
Two questions came up at the last council meeting related to this agenda item. Please see questions
and responses below:
1) Why does a scope item for the Public Outreach appear to be so long? A scope item for the includes
two points of Public Outreach involvement consistent with FDEP guidance: one near the beginning
of the program and one in the second half. These are combined in the scope and appear to cover
a long time period however the actual level of effort for that task is relatively modest, about aweek's
worth of work and includes two meetings.
2) Can non -Village -owned assets be included in the grant and the sensitivity analysis? The short
answer is yes you can, BUT we have to have the GIS data available and there are only a limited
amount of funds available in the grant for geocoding missing or non-existent data at this time. Staff
is discussing any plans that the Loxahatchee River District has for a VA grant and/ or assessment
and how we can partner with them on such an evaluation. After further evaluation, it may make
sense to include other Village or non -Village owned assets in an evaluation or to pursue an
additional grant for this purpose.
Final deliverables for the Vulnerability Assessment using the existing grant funds will be:
• Final Vulnerability Assessment Report that provides details on the results and conclusions,
including illustrations via maps and tables, based on the statutory -required scenarios and
standards in s. 380.093, F.S.
• Final list of critical and regionally significant assets that are impacted by flooding
• Initial Adaptation Plan that will include general recommendations and conceptual projects for
prioritized flooding problems
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Agenda Item #12.
• Electronic mapping data used to illustrate flooding and sea level rise impacts identified in the
VA, to include the geospatial data in an
electronic file format and GIS metadata
• Signed Vulnerability Assessment Compliance Checklist Certification
Proposed Work Authorization JE STW22.01, in the amount of $95,000, is fully funded by the Resilient
Florida Program Planning Grant with no required matching funds.
This document and any attachments may be reproduced upon request in an alternative format by completing
our Accessibility Feedback Form, sending an e-mail to the Village Clerk or calling 561-768-0443.
PROJECT NAME: $0.00
Proposed:
$957000.00
PROJECTED TOTAL: $0.00
BUDGET: $95,000.00 ENCUMBERED: $0.00
Projected Remaining:
$0.00
Approve Work Authorization JE STW22.01 Vulnerability Assessment
2022.08 VA Assessment
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Agenda Item #12.
The following documenti*s presented in a non=
ADA compliant format. Please contact the
Village Clerk's office if you would like to
receive an ADA compliant version of this
document.
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Agenda Item #12.
DATE:
VILLAGE OF TEQUESTA
CONSULTING SERVICES WORK AUTHORIZATION
VILLAGE RFQ. NO.: UTIL 06-20
WORK AUTHORIZATION NO. JE STW22.01 FOR CONSULTING SERVICES
PROJECT No. G/L CODE: 403-250-531.302
JONES EDMUNDS PROJECT NO.: 20850-002-01
PROJECT TITLE: VULNERABILITY ASSESSMENT AND ADAPTATION PLAN
This Work Authorization, when executed, shall be incorporated in and shall become an integral part of the
Agreement for Professional Services dated October 8, 2020 between the Village of Tequesta ("VILLAGE"),
and Jones Edmunds & Associates, Inc. ("CONSULTANT") hereafter referred to as the Agreement.
I. PROJECT DESCRIPTION
The CONSULTANT will perform a Vulnerability Assessment for the VILLAGE and of the entire
VILLAGE, closely following the guidelines provided under the Resilient Florida Grant program
with respect to potential future flood risks under current and projected sea level rise, storm surge
and rainfall induced flooding scenarios. It will include coastal and inland flooding and their
projected impacts on critical assets. It will also include Adaptation Plan projects and an Adaptation
Plan framework.
II. SCOPE OF SERVICES
The following is a description of the services to be provided under this Task Order.
TASK 1— KICK OFF MEETING
The CONSULTANT will meet with the VILLAGE to discuss the project scope, project goals,
schedule, key milestones, deliverables, project communication, and points of contact. Prior to the
meeting, the CONSULTANT will prepare the sign -in sheet, draft project schedule, and other
meeting materials, as necessary. The VILLAGE will review and approve the meeting materials.
WORK AUTHORIZATION NO. JE STW22.01
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Agenda Item #12.
TASK 2 — PUBLIC OUTREACH MEETINGS
The CONSULTANT will assist the VILLAGE with holding up to two public outreach meetings.
The purpose of the meetings will be to allow the public to provide input on the methodologies and
priorities of the project.
TASK 3 — ACQUIRE BACKGROUND DATA
The CONSULTANT will research and compile the data needed to perform the Vulnerability
Assessment (VA), based on the requirements as defined in Section 380.093, Florida Statute (F.S.).
Three main categories of data are required to perform a VA: 1) critical and regionally significant
asset inventory, 2) topographic data, and 3) flood scenario -related data. GIS metadata will
incorporate a layer for each of the four asset types as defined in s. 380.093(2) 1-4, F.S. GIS files
and associated metadata will adhere to the Resilient Florida Program's GIS Data Standards, and
raw data sources will be defined within the associated metadata. Sea level rise projection data will
include the National Oceanic and Atmospheric Administration (NOAA) most recent intermediate -
high and intermediate -low projections for 2040 and 2070. Storm surge data used will be the 100-
year return period (I% annual chance) flood event. In the process of researching background data,
the CONSULTANT will identify data gaps, where missing data or low -quality information may
limit the VA's extent or reduce the accuracy of the results. The CONSULTANT will rectify gaps
of necessary data.
TASK 4 — EXPOSURE ANALYSIS
The CONSULTANT will perform an exposure analysis to identify the depth of water caused by
each sea level rise, storm surge, and/or flood scenario. The water surface depths (i.e., flood
scenarios) used to evaluate assets will include the following data: tidal flooding, current and future
storm surge flooding, rainfall -induced flooding, and compound flooding, as well as the scenarios
and standards used for the exposure analysis shall be pursuant to s. 380.093, F.S. GIS files and
associated metadata will adhere to the Resilient Florida Program's GIS Data Standards, and raw
data sources will be defined within the associated metadata.
TASK 5 — SENSITIVITY ANALYSIS
The CONSULTANT will perform the sensitivity analysis to measure the impact of flooding on
assets and to apply the data from the exposure analysis to the inventory of critical assets created in
the Exposure Analysis Task. The sensitivity analysis will include an evaluation of the impact of
flood severity on each applicable asset type and at each flood scenario and assign a risk level based
on percentages of land area inundated or depth of critical asset inundation and number of critical
assets affected.
TASK 6 — IDENTIFY FOCUS AREAS
The CONSULTANT will assist the VILLAGE to identify focus areas following the guidelines in
Chapter 2 of the Florida Adaptation Planning Guidebook.
WORK AUTHORIZATION NO. JE STW22.01 Page 2 of 5
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Agenda Item #12.
TASK 7 — DEVELOP INITIAL ADAPTATION PLAN
The CONSULTANT will develop up to five conceptual alternatives to address problems within the
focus areas based on priorities established by the VILLAGE. The CONSULTANT will also provide
general recommendations for the initial Adaptation Plan. A complete Adaptation Plan to address
all flooding problems and focus areas is deferred to future planning efforts.
TASK 8 — FINAL VULNERABILITY ASSESSMENT REPORT, MAPS, AND TABLES
The CONSULTANT will finalize the Vulnerability Assessment (VA) report pursuant to the
requirements in s. 380.093, F.S. and based upon the public outreach efforts. The final VA will
include results from the exposure and sensitivity analyses, as well as a summary of identified risks
and assigned focus areas. It will contain a list of critical and regionally significant assets that are
impacted by flooding and sea -level rise, specifying for each asset the flood scenario(s) impacting
the asset. It will also contain an Initial Adaptation Plan. GIS files and associated metadata will
adhere to the Resilient Florida Program's GIS Data Standards, and raw data sources will be defined
within the associated metadata.
III. DELIVERABLES
• Task 1 — Draft and final kick-off meeting minutes in PDF format, which document
decisions and agreed upon outcomes of the meeting.
• Task 2 — Draft and final meeting minutes in PDF format.
• Task 3 — A technical memorandum to outline the data compiled and findings of the gap
analysis and recommendations to address the identified data gaps. A second technical
memorandum that summarizes actions taken to rectify the gaps. GIS files with
appropriate metadata of the data compiled, to include locations of critical assets owned or
maintained by the VILLAGE as well as regionally significant assets that are classified
and as defined in s. 380.093(2) 1-4, F.S.
• Task 4 — A draft Vulnerability Assessment report that provides details on the modeling
process, type of model utilized, and resulting tables and maps illustrating flood depths for
each flood scenario. GIS files with results of the exposure analysis for each flood
scenario as well as the appropriate metadata that identifies the methods used to create the
flood layers.
• Task 5 — An updated draft Vulnerability Assessment report that provides details on the
findings of the exposure analysis and the sensitivity analysis and includes visual
presentation of the data via maps and tables, based on the statutory -required scenarios
and standards. An initial list of critical and regionally significant assets that are impacted
by flooding. The list of critical and regionally significant assets will be initially
prioritized by area or immediate need and will identify which flood scenario(s) impacts
each asset.
WORK AUTHORIZATION NO. JE STW22.01 Page 3 of 5
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Agenda Item #12.
Task 6 — An updated draft Vulnerability Assessment summarizing the areas identified as
focus areas, with justification for choosing each area. Tables listing each focus area with
any critical assets that are contained inside the focus area. Maps illustrating the location
of each focus area compared to the location of all critical assets within the geographic
extent of the study. GIS files and associated metadata illustrating geographic boundaries
of the identified focus areas.
Task 7 — An updated draft Vulnerability Assessment summarizing general adaptation
measures and up to five conceptual alternatives to address prioritized flooding problems.
Task 8 — Final Vulnerability Assessment Report that provides details on the results and
conclusions, including illustrations via maps and tables, based on the statutory -required
scenarios and standards in s. 380.093, F.S. A final list of critical and regionally
significant assets that are impacted by flooding. The list of critical and regionally
significant assets will be prioritized by area or immediate need and must identify which
flood scenario(s) impacts each asset. An Initial Adaption Plan that will include general
recommendations and conceptual projects for prioritized flooding problems. Electronic
mapping data used to illustrate flooding and sea level rise impacts identified in the VA, to
include the geospatial data in an electronic file format and GIS metadata. A signed
Vulnerability Assessment Compliance Checklist Certification.
IV. SCHEDULE
Upon receipt of Notice -To -Proceed the CONSULTANT will complete the services identified in
this Work Authorization within the schedule outlined in Table 1.
Table 1
Schedule
Cumulative
Time to
Time to
Task
Task Title
Complete
Complete
No.
( Calendar
(Calendar
Days)*
Days)*
1
Kick Off Meeting
21
21
2
Public Outreach Meetings
212
243
3
Acquire Background Data
49
56
4
Exposure Analysis
91
122
5
Sensitivity Analysis
62
184
6
Identify Focus Areas
73
257
7
Develop Initial Adaptation Plan
61
318
8
Final Vulnerability Assessment Report, Maps,
77
395
and Tables
* The schedule is based on receiving review comments from the VILLAGE within 10 calendar days
after receiving the draft submittals. An adjustment to the overall schedule may be required in the
event the obtaining comments takes longer to receive.
WORK AUTHORIZATION NO. JE STW22.01 Page 4 of 5
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Agenda Item #12.
V. COMPENSATION AND PAYMENT
The CONSULTANT will perform the tasks as outlined in the scope of services for a Lump Sum
Fee of $95,000.00 as outlined in Table 2.
Table 2
Budget Summary
Task No.
Task Title
Total
1
Kick Off Meeting
$2,500.0
2
Public Outreach Meetings
$500.0
3
Acquire Background Data
$2000.0
4
Exposure Analysis
$2000.0
5
Sensitivity Analysis
$1500.0
6
Identify Focus Areas
$1,500.0
7
Develop Initial Adaptation Plan
$2600.0
8
Final Vulnerability Assessment Report, Maps, and Tables
$500.0
TOTAL
$9500.0
VI. ASSUMPTIONS
Documents produced under the work authorization will not be ADA compliant.
VII. AGREEMENT REFERENCE
The work authorized under this Work Authorization shall be performed under the terms and
conditions described within the Professional Services Agreement dated October 8, 2020, by and
between the Village of Tequesta ("VILLAGE") and Jones Edmunds & Associates, Inc.
("CONSULTANT"'). Compensation shall not exceed the hourly rates currently in effect under this
Agreement.
JONES EDMUNDS & ASSOCIATES, INC.
By:
Print Name: Stanlev F. Ferreira. Jr.. PE
Title: President & CEO
VILLAGE OF TEQUESTA
0
Date:
WORK AUTHORIZATION NO. JE STW22.01
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