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Home My WebLink AboutDocumentation_Regular_Tab 09_2/8/2024 Agenda Item #9. Regular Council STAFF MEMO Meeting: Regular Council - Feb 08 2024 Staff Contact: Marjorie Craig, Utilities Director Department: Utilities Consider Approval of an Agreement with Jones Edmunds & Associates, Inc. for Village of Tequesta Vulnerability Assessment and Adaptation Plan - Gap Data Collection and Analysis for $50,000 Wr . - The Village of Tequesta (VOT) Utilities Department (UD) recommends approval of a work authorization to Jones Edmunds and Associates, Inc., for a work authorization to collect missing (gap) infrastructure data and integrate it into our geographic information system (GIS). The data will update the current vulnerability assessment inundation modeling and be used to develop the adaptation plan. The UD was authorized to receive a Florida Department of Environmental Protection (FDEP) $50,000 Resilient Florida grant to conduct the additional work. The additional data to be collected is primarily survey information on existing stormwater infrastructure to provide accurate GIS input information for the inundation modeling. The grant will be received after the work has been completed and an application for reimbursement has been submitted. Seventeen VOT residents will have survey data collected from easements on their property and letters will be hand-delivered to notify them of the work. The original due date of the vulnerability assessment was April 2024, but the FDEP has given the VOT an additional six months to complete the work because of the time it will take to collect and integrate the gap data into the model and conduct the remaining milestones in the work plan, making the final report due October 2024. The final deliverable will be an adaptation plan with a list of potential stormwater projects to help reduce the VOT's vulnerability to climate change. The VOT can apply for 50% grant funding using the list of projects. 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 • - • BUDGET AMOUNT 100% AMOUNT AVAILABLE N/A EXPENDITURE AMOUNT: Grant $50,000 FUNDING SOURCES: Florida Department of IS THIS A PIGGYBACK: Environmental Protection/ to the Stormwater ❑ Yes ❑x N/A Utility Fund DID YOU OBTAIN 3 QUOTES? Page 149 of 590 Agenda Item #9. ❑ Yes M N/A QUOTE 1 - BUSINESS NAME N/A QUOTE AMOUNT N/A QUOTE 2 - BUSINESS NAME N/A QUOTE AMOUNTN/A QUOTE 3 - BUSINESS NAME N/A QUOTE AMOUNT N/A COMMENTS/EXPLANATION ON SELECTIONJE Under Contract for Engineering Services 2024-01-04-PECON-Teguesta-Amend01-WA-STW22.01 JEA -fully executed Page 150 of 590 Agenda Item #9. VILLAGE OF TEQUESTA CONSULTING SERVICES WORK AUTHORIZATION DATE: January 4, 2024 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: VILLAGE OF TEQUESTA VULNERABILITY ASSESSMENT AND ADAPTATION PLAN—ADDITIONAL DATA GAP FULLFILLMENT 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 (as amended)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 data gaps fulfillment for the existing Vulnerability Assessment for the VILLAGE. II. SCOPE OF SERVICES The following is a description of the services to be provided under this Task Order. TASK 1 —VERFIY AND COLLECT LOCATIONAL INFORMATION The CONSULTANT will provide FTC with a list of critical assets data that have been identified as low quality and missing. FTC will verify and collect locational information of those data. Those data are listed below. Low Quality Critical Assets Data: Schools Daycares Health Care Facilities Missing Data: Disaster debris management sites WORK AUTHORIZATION NO. JE STW22.01 Page 1 of 4 Page 151 of 590 Agenda Item #9. Affordable Public Housing Risk Shelter Inventory State Government Facilities The CONSULTANT will incorporate the data into the Vulnerability Assessment project's critical assets database 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. TASK 2—COLLECT SURVEY DATA The CONSULTANT will compile a survey plan for confirming the location and collecting elevations and dimensions information of the stormwater infrastructure that were estimated in the Exposure Analysis inland model. Of those estimated,we propose to survey the stormwater outfalls and associated structures from the Village's database and the stormwater pipes that were estimated based on aerial and DEM. Approximately 260 survey locations were identified; survey of those pipes and structures will depend on accessibility. The CONSULTANT will perform the survey according to the survey plan. The CONSULTANT will provide the labor,materials,equipment,transportation,and incidentals necessary to survey the stormwater pipes and structures. The services to be performed and/or provided are: 1. Elevations (invert, rim, etc.) and opening dimensions at the locations identified on the survey plan. At least two photographs (one looking upstream and one looking downstream) of each structure will be included. These dataa should include sufficient detail to characterize the structure conditions. 2. Elevations will be referenced to NAVD 88 with a vertical accuracy for hard surfaces not to exceed 0.20 feet+/-. 3. Horizontal coordinates will be referenced to the Florida State Plane Coordinate System,NAD 83,Florida East Zone with a horizontal accuracy generally not to exceed I foot+/-,with 5 foot +/-be acceptable where levelling is required. 4. Survey data will be provided in a comma delimited text file stating the Structure Id,Northing, Easting, Elevation,Descriptor and Comment. 5. Final deliverables will consist of an Engineering Survey Report stating survey methodology, control monuments used, survey accuracies, and the horizontal and vertical coordinates of the surveyed points. TASK 3—UPDATE VULNERBAILITY ASSESSMENT WITH NEW DATA The CONSULTANT will update the Sensitivity Analysis to measure the impact of flooding on the revised and new assets collected from Task 1 of this scope and apply the data from the exposure analysis created in the Exposure Analysis Task.The Sensitivity Analysis will include an evaluation of the impact of flood severity on each asset 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. Exposure Analysis will not be revised under this scope. WORK AUTHORIZATION NO. JE STW22.01 Page 2 of 4 Page 152 of 590 Agenda Item #9. TASK 4—ADA Compliant Deliverables The CONSULTANT will convert deliverables of this Vulnerability Assessment project into ADA compliant format. The items to be converted are 1) Engineering Survey Report 2) Public Outreach Meeting#2 presentation,invitation, sign-in sheet, and minutes. 3) Initial Adaptation Plan report 4) Vulnerability Assessment Report III. DELIVERABLES • Task 1 —A list of critical assets data that have been identified as low quality and missing will be provided to FTC. • Task 2—Survey data will be provided in a comma delimited text file stating the Structure Id,Northing, Easting,Elevation, Descriptor(TOE, TOB, water, etc.)and Comment. An Engineering Survey Report will also be provided stating survey methodology, control monuments used, survey accuracies, and the horizontal and vertical coordinates of the surveyed points. • Task 3 —An updated report details on the findings of the sensitivity analysis findings and includes visual presentation of the data via maps and tables,based on the statutory- required scenarios and standards. • Task 4—Vulnerability Assessment deliverables in ADA compliant format 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 Verify and Collect Locational Information' 302 302 2 Collect Survey Data 28 28 3 Update Vulnerability Assessment with New 14 42 Data WORK AUTHORIZATION NO. JE STW22.01 Page 3 of 4 Page 153 of 590 Agenda Item #9. 4 ADA Compliant Deliverables' 101 101 ' 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. 2 To be performed by FTC. 'To be performed by vendor. V. COMPENSATION AND PAYMENT The CONSULTANT will perform the tasks as outlined in the scope of services for a Lump Sum Fee of $50,000.00 as outlined in Table 2. The rates and estimated level of involvement are summarized in Table 3. Table 2 Budget Summary Task No. Task Title Total 1 Verify and Collect Locational Information' $6,160.002 2 Collect Survey Data $38,560.00 3 Update Vulnerability Assessment with New Data $1,605.00 4 ADA Compliant Deliverables $3,675.00 TOTAL $50,000.00 'To be performed by FTC. 2 Includes cost plus 10%. Table 3 Hourly Breakdown Summary Senior Project Project Senior Tech. Survey Taks Manager Engineer Editor Total No. $225/hr $150/hr $135/hr $125/1-ocation Task 2 2 32 6 260 $38,560 Task 3 0 8 3 0 $1,605 VI. ASSUMPTIONS Exposure Analysis will not be updated under this scope. WORK AUTHORIZATION NO. JE STW22.01 Page 4 of 4 Page 154 of 590 Agenda Item #9. 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 (as amended), by and between the Village of Tequesta ("VILLAGE") and Jones Edmunds & Associates,Inc. ("CONSULTANT"). Compensation shall be as set forth in the Agreement. JONES EDMUNDS& ASSOCIATES, INC. VILLAGE OF TEQUESTA SGGGi"Li�N P. r�� }/ /r, Jeremy /� Digitally signed by Jeremy Allen '� A l l e n Date:2024.01.0413:57:29-05'00' By:Stanley F.Ferreira,Jr.(Jan 4,202411:35 EST) B\': Print Name: Stanley F. Ferreira,Jr., PE Title: President& CEO Date: JHG WORK AUTHORIZATION NO.JE STW22.01 Page 5 of 4 Page 155 of 590