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HomeMy WebLinkAboutAgreement_General_8/10/2023_Holtz Consulting EngineersVillage of Tequesta 345 Tequesta Drive Tequesta, FL 33469 Tequesta Public Works Department Memorandum 561-768-0700 www.tequesta.org To: Jeremy Allen, Village Manager From: Douglas M. Chambers, Director Public Works Subject: Holtz Consulting Loss Mitigation Grant Support Services Date: July 18, 2023 The following agenda item is a work authorization with Holtz Consulting Engineers, Inc for grant support services. The Village is submitting 5 mitigation projects to Palm Beach Count Local Mitigation Strategy Committee for ranking in preparation for future grants applications and award. Mitigation Proiects 1. Public Safety Facility Hardening/Wind Retrofit 2. Public Safety Generator Replacement 3. Village Hall Facility Hardening/Wind Retrofit 4. Village Hall Generator Installation 5. Tequesta Bridge Improvements The Local Mitigation Strategy (LMS) is a unified, coordinated effort among County and municipal governments to reduce the county's vulnerability to the impacts of identified natural and man-made hazards. Among its primary missions, the Strategy serves as a basis for comprehensive mitigation planning, project identification and prioritization, and provides assistance to project sponsors in securing and allocating available federal, state, local, and This document may be reproduced upon request in an alternative format by contacting the Village Clerk's Office at 561-768-0440 or by completing our accessibility form: https://bit.ly/3mnfeU4 other disaster mitigation assistance funds. The Palm Beach County LMS Working Group and sub -committees are coordinated by the Palm Beach County Department of Public Safety's Division of Emergency Management. The LMS Working Group is comprised of county, municipal, private sector, and community partners, including the general public that prepare and promote local strategies and projects to reduce long-term risks to life and property from natural, technological, and human caused disasters. The resulting pre and post disaster mitigation strategies and projects are supported by a variety of state and federal programs and funding sources, in accordance with the Disaster Mitigation Act of 2000. Mitigation projects carried on the LMS Prioritized Project List (PPL) may be eligible for funding under a variety of programs such as the Pre Disaster Mitigation (PDM) Program, Public Assistance (PA), Flood Mitigation Assistance (FMA) Program, and Hazard Mitigation Grant Program (HMGP). The PPL is updated at least twice a year in anticipation of funding opportunities. The cost for these services is $9,960.00, budgeted and available in account 001-210-531.302 Engineering Services. Doug Chambers Director Department of Public Works Page 2 of 3 VILLAGE OF TEQUESTA CONSt.I.TING SF.RVI .ES WORK AUTHORIZATION DATE: 6/23/2023 VILLAGE RFQ. NO.: UTIL 06-20 WORK AUTHORIZATION No. 7 FOR CONSULTING SERVICES PROJECT No. G/L CODE: HOLTZ CONSUi.T1NG PROJECT NO.: PROJECT TITLE: LMS Grant Support Services This Work Authorization, when executed, shall be incorporated in and shall become an integral part of the Agreement for Professional Services dated September 10, 2020 between the Village of Tcqucsta ("VILLAGE"), and Holtz Consulting Engineers, Inc. ("CONSULTANT") hereafter referred toas the Agreement. ITI ko -11sza, "C The VILLAGE is interested in submitting five (5) mitigation projects to the Local Mitigation Strategy (LMS) Committee for ranking in preparation for future grant applications and awards. The five (5) projects include: replacing the emergency generator at the Public Safety Building, hurricane hardening improvements to the Public Safety Building, adding an emergency generator to the Village Hall, hurricane hardening improvements to the Village Hall, and miscellaneous improvements to the Tequesta Drive Bridge. ll. SCOPE OF SERN'10ES The following is a description of the services to be provided under this Work Authorization. Task I — LMS Application Preparation CONSULTANT shall prepare LMS applications and supporting documentation as required for each of the five (5) specific VILLAGE initiatives. CONSULTANT shall coordinate application development with VILLAGE staff and/or develop the grant application including as required. CONSULTANT will prepare the application, supporting figures/exhibits, and submit the application on behalf of the VILLAGE. VILLAGE will provide any background or project information needed WORK AUTHORIZATION NO. 7 1 of 3 to develop the application, including project location, scope, background information, schedule, and availability of matching funds. VILLAGE will provide information pertaining to project inclusion in a capital improvement plan or similar, and documentation of public outreach. III. DELL"ERABLES 1. Draft and final PDF digital copies of the LMS applications. IV. SCHEDULE Individual tasks will be scheduled to ensure that all grant applications are thoroughly reviewed by VILLAGE staff and submitted prior to the LMS grant application due date. The CONSULTANT will perform the tasks as outlined in the scope of services for Lump Sum Fee of $9,960 in accordance with our approved billing rates and estimate of costs detailed in Attachment A. Monthly progress payments will be authorized based on percent complete as determined by CONSULTANT and approved by VILLAGE. To assist in meeting the schedule and budget requirements for development of the grant applications and/or compliance documentation, VILLAGE will provide the following: 1. Capital Improvement Projects for the VILLAGE, budget information, etc. 2. Attendance of key personnel at grant scoping meetings. 3. Prompt review and comment on deliverables. 4. Assistance with obtaining VILLAGE records as required for grant applications and compliance. ORREWWWW39-Ru The work authorized under this Work Authorization shall be performed under the terms and conditions described within the Professional Services Agreement dated September 10, 2020, by and between the Village of Tequesta ("VILLAGE") and Holtz Consulting ("CONSULTANT"). Compensation shall not exceed the hourly rates currently in effect under this Agreement. WORK AUTHORIZATION NO.7 2 of 3 HOLTZ CONSULTING, INC. By: fi5? Print Name: Stephen Fowler, P.E. Title: Vice President VILLAGE OF TEQUESTA Jeremy Digitally signed by Y Jeremy Allen Allen Date. 2023.06.29 09.4937.04'00' Date: WORK AUTHORIZATION NO.7 3 of 3 Attachment A: Village of'Tcquesta tMS Grant Support Services i? ?? 31 0 0 0 0 50.00 HCE Toni se.vmt.un $9,960.00 PUBLIC RECORDS. In accordance with Sec. 119.0701, Florida Statutes, CONTRACTOR must keep and maintain this Agreement and any other records associated therewith and that are associated with the performance of the work described in the Proposal or Bid. Upon request from the Village's custodian of public records, CONTRACTOR must provide the Village with copies of requested records, or allow such records to be inspected or copied, within a reasonable time in accordance with access and cost requirements of Chapter 119, Florida Statutes. A CONTRACTOR who fails to provide the public records to the Village, or fails to make them available for inspection or copying, within a reasonable time may be subject to attorney's fees and costs pursuant to Sec. 119.0701, Florida Statutes, and other penalties under Sec. 119.10, Florida Statutes. Further, CONTRACTOR shall ensure that any exempt or confidential records associated with this Agreement or associated with the performance of the work described in the Proposal or Bid are not disclosed except as authorized by law for the duration of the Agreement term, and following completion of the Agreement if the CONTRACTOR does not transfer the records to the Village. Finally, upon completion of the Agreement, CONTRACTOR shall transfer, at no cost to the Village, all public records in possession of the CONTRACTOR, or keep and maintain public records required by the Village. If the CONTRACTOR transfers all public records to the Village upon completion of the Agreement, the CONTRACTOR shall destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. If the CONTRACTOR keeps and maintains public records upon completion of the Agreement, the CONTRACTOR shall meet all applicable requirements for retaining public records. Records that are stored electronically must be provided to the VILLAGE, upon request from the Village's custodian of public records, in a format that is compatible with the Village's information technology systems. IF CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO CONTRACTOR'S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS AGREEMENT, PLEASE CONTACT THE VILLAGE CLERK, RECORDS CUSTODIAN FOR THE VILLAGE, AT (561) 768-0440, OR AT imcwilliams@tequesta.org, OR AT 345 TEQUESTA DRIVE, TEQUESTA, FLORIDA 33469. Pursuant to Article XII of the Palm Beach County Charter, the Office of the Inspector General has jurisdiction to investigate municipal matters, review and audit municipal contracts and other transactions, and make reports and recommendations to municipal governing bodies based on such audits, reviews, or investigations. All parties doing business with the Village shall fully cooperate with the inspector general in the exercise of the inspector general's functions, authority, and power. The inspector general has the power to take sworn statements, require the production of records, and to audit, monitor, investigate and inspect the activities of the Village, as well as contractors and lobbyists of the Village in order to detect, deter, prevent, and eradicate fraud, waste, mismanagement, misconduct, and abuses. "The Village of Tequesta strives to be an inclusive environment. As such, it is the Village's policy to comply with the requirements of Title II of the American with Disabilities Act of 1990 ("ADA") by ensuring that the Contractor's [ agreement /bid documents and specifications ] are accessible to individuals with disabilities. To comply with the ADA, the Contractor shall provide a written statement indicating that all [ agreement /bid documents and specifications], from Contractor, including files, images, graphics, text, audio, video, and multimedia, shall be provided in a format that ultimately conforms to the Level AA Success Criteria and Conformance Requirements of the Web Content Accessibility Guidelines 2.0 (Dec. 11, 2008) ("WCAG 2.0 Level AA"), published by the World Wide Web Consortium ("W3C"), Web Accessibility Initiative ("WAI"), available at www.w3.org/TR/WCAG/."