HomeMy WebLinkAboutDocumentation_Regular_Tab 08_11/9/2023 Agenda Item #8.
Regular Council
STAFF MEMO
Meeting: Regular Council - Nov 09 2023
Staff Contact: Marjorie Craig, Utilities Director Department: Utilities
Consider Approval of Florida Technical Consultants, LLC (FTC) Proposal (Work Authorization) for
FY24 GIS Services for Utilities Atlases, Asbuilts, Software, Training, and Support for the Lead and
Copper Revised Rule (LCRR) for a Cost of$39,840
SUMMARY:
Utilities Department recommends approval of a proposal (work authorization) with Florida
Technical Consultants, LLC, (FTC) for GIS support services including updating and correcting utilities
atlases, training, hosting services on ArcGIS, software applications, general GIS and mapping
support, uploading asbuilts into the GIS system, and support for the Environmental Protection
Agency's (EPA) Lead and Copper Revised Rule (LCRR) for a cost of $39,840.
The Village has an existing geographic information system (GIS) support services agreement with
FTC in place, approved by Village Council on January 13, 2023, for an additional two years as
provided in the original piggyback agreement on Cooper City's bid agreement. The (LCRR) work was
started earlier in the year and is due October 16, 2024, to EPA through the Florida Department of
Environmental Protection.
FTC has been our GIS consultant for at least the last four years and it is important to retain them to
maintain, update, and enhance our existing GIS system, provide general GIS and mapping support,
host our utilities atlases and asbuilts on ArcGIS, and importantly help complete the Lead and Copper
Revised Rule (LCRR) support work. FTC set up an application in ArcGIS that the utilities team uses
on phone devices and tablets. The information and photos that are entered into the application are
uploaded into our GIS system.
The water service line inventory is a critical part of meeting the new LCRR rule. The utilities team is
uploading information and photos nearly daily on water service lines both on our side and the
customer's side of the water meter. We are also nearing the end of an asbuilt scanning initiative
(done by others) to scan in the water system asbuilts to assist with the LCRR data requirements.
After the water asbuilts and plans have been scanned, FTC will load them into the Village's ArcGIS
system as a layer. There is a list of GIS project needs that we prioritize based on budget, projects,
and shifting priorities. There are many existing inaccuracies and missing data in the GIS atlas system
that we are working on correcting. Additionally, the stormwater asbuilts and plans are still not
scanned or uploaded into the GIS system, important for GIS functionality and to protect the
information from getting lost or continuing to deteriorate.
Below is a summary of the currently budgeted funds for GIS services for FY23.
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Agenda Item #8.
Operating Account (Water Distribution Division)— Other Contractual Services
401-243-534.300
401-243-534.300 Other Contractual FY24 Budgeted Encumbered Remaining
Services
GIS Mapping $40,000 $0 $40,000
Bee Removal $2,000 $0 $2,000
TOTAL $42,000 $0 $42,000
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Agenda Item #8.
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.
BUDGET AMOUNT $40,000 AMOUNT AVAILABLE EXPENDITURE AMOUNT:
$42,000 $39,800
FUNDING SOURCES: 401-243-534.300 IS THIS A PIGGYBACK:
❑x Yes ❑ N/A
DID YOU OBTAIN 3 QUOTES?
❑x Yes ❑ N/A
QUOTE 1 - BUSINESS NAME N/A QUOTE AMOUNT N/A
QUOTE 2 - BUSINESS NAME N/A QUOTE AMOUNT N/A
QUOTE 3 - BUSINESS NAME N/A QUOTE AMOUNT N/A
COMMENTS/EXPLANATION ON SELECTIONThis is a work authorization for an approved contract
already in place piggybacking existing contract on Cooper City.
jj'- • • • - • •
The Utilities Department recommends approval of the agenda item.
(01) 231001-Proposal-VOT-FTC-GISAtias Dev-Contract-ADA
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Agenda Item #8.i
Florida Technical Consultants, LLC
533 East Ocean Avenue Suite 02
Boynton Beach, FL 33435
Tel (954) 914-8488
www.fltechinc.com
October 1, 2023
Marjorie G Craig, PE
Director, Utilities Department
345 Tequesta Drive
Tequesta, Florida 33469
Email: mcraig@tequesta.org
Subject: Tequesta GIS Utility Updates and Management
Dear Ms. Craig:
Florida Technical Consultants (FTC) is pleased for the opportunity to submit this Proposal for Professional
Services to assist you in updating your GIS Utility Atlas and implementing the data in your operations.
Project Description
The Village of Tequesta (Village) previously developed a GIS Platform to host and manage Utility Data. The
platform utilizes ArcGIS Online and includes data, maps, analytics dashboards and mobile data tracking. The
system needs to be maintained to keep the data current and coordinate with regulatory agencies, contractors
and consultants. The system can be leveraged to implement more robust asset management. Field staff need
training to run the system. The purpose of the following scope is to provide hourly services in data
maintenance, training and platform development.
Scope
A. Assist with Software Installation
B. Update and Correct Existing Data
Add attributes where available (Diameter, Material, Age, Manufacturer, Etc.)
As-Built Tracker Updates
Correct developments with As-Built Record Drawings
New development projects
Future development plans
C. Field Verification with ArcGIS Online
Valve and Hydrant Verification Program
QA/QC Future Valve and Hydrant maintenance with outside contractors
D. Data and System Analysis
Quantities Verification
Materials Analysis
System Age Analysis
Hydrant Buffer
TMDL for stormwater
Outage Management
Other Analysis as needed
E. Asset Management Integration
Assist with software selection
F. Training
Training in all Software and Analysis components as needed
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Agenda Item #8.
Deliverables
FTC will provide Tequesta and monthly project status report outlining the activities completed and objectives for
future activities. FTC will provide copies of all data and collected and created.
Assumptions
• The Village will provide IT to support ArcGIS Licenses and Installation.
• The Village will provide access to all relevant utility drawings, plans and background information.
• The Village will provide access to staff necessary to review the atlas and provide feedback.
Fees and Schedule
The following is a schedule of positions, rates, and estimated level of involvement.
Position Rate Hours Fee
Project Manager $140 16 $2,240
Senior GIS Consultant $130 80 $10,400
GIS Analyst $120 150 $18,000
GIS Technician $115 80 $9,200
Clerical $50 0 $0
TOTAL $39,840
All services will be on an hourly basis. The schedule of delivery will be in an as-needed basis as defined by the
Village. The Village will be billed monthly according to the services and deliverables provided.
If you approve please sign this proposal in the area provided below. Should you have any questions, please do
not hesitate to contact me at my office at (954) 954-8488 or send me an electronic message at
jbarton@fltechinc.com.
Respectfully submitted,
Flon a echnical Consultants
James Barton, P.E.
Approved by Village of Tequesta: President
Jeremy Alen,Village Manager,Village of Tequesta, FL 10/26/2023
(Print Name) (Date)
Jeremy Allen Digitally signed by Jeremy Allen
Date:2023,10.26 12:37:15-04'00'
(Signature)
Florida Technical Consultants Oct 1, 2023
Tequesta GIS Services 2 of 2 www.fitechinc.com
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