HomeMy WebLinkAboutDocumentation_Regular_Tab 10_11/14/2024
Agenda Item #10.
Regular Council
STAFF MEMO
Meeting:Regular Council - Nov 14 2024
Staff Contact:Marjorie Craig, Utilities Director Department:Utilities
TITLE
Consider Approval of a Work Authorization with Florida Technical Consultants (FTC), to Provide
FY25 GIS Utilities Updates and Management in the amount of $62,000
SUMMARY:
The Village ofTequesta(Village) UtilitiesDepartment (UD) recommends approval ofa work
authorization (WA) for $62,000 to Florida Technical Consultants (FTC) for as-needed geographic
information system (GIS) services, per the piggyback agreement we have on the agreement that FTC
has with South Martin Regional Utilities (SMRU). FTC provides GIS support to update, maintain,
manage, and provide training for the Village's GIS system.
This WA will allow FTC to provide GIS utilities department updates; management of the GIS software
including patches and security; and training of the web-based system and the individual GIS
applications. FTC updates the Village’s atlases and implements the data in the Village’s operations.
The Water Fund will fund $57,000 and the Stormwater Fund will fund $5,000 for a total of $62,000.
FTC has a master agreement with the Village, a piggyback off of an agreement with SMRU, approved
in April of 2024. FTC has been our GIS consultant since 2015, and it is important to retain them to
maintain, update, enhance and provide training on our existing GIS system and provide general GIS
and mapping support. We currently do not have anyone in the UD who can perform these duties,
which include not only geospatial data input but QA/QC, platform maintenance, asbuilt application
creation and maintenance, training, and more at all levels of supporting a GIS system.
UD uses the ArcGIS Online platform by ESRI to leverage “flat” data such as pipe and valve locations
with geospatial data to provide a mobile utilities atlas, manage assets, document pipe breaks, aid in
capital projects and decision-making, and more. GIS can also communicate information through
interactive maps and dashboards, urban planning, asset management, and more, and UD is working
towards that functionality.
In FY24, FTC updated the existing database, incorporating scanned water utility system asbuilt data.
They also corrected inaccurately uploaded data posted by past GIS practices and conducted training.
FTC assisted with the lead and copper service line identification data by creating, updating, training,
and maintaining an application for this purpose. Identifying water service lines was required for the
first phase of the new federal LCRR rule. The first phase of that rule was completed and the
compliance documents were submitted before the October 16, 2024 deadline.
The asbuilt initiative provides a better baseline for our GIS system, particularly since our field team
uses the GIS application that FTC built for asbuilt information in the field. UD keeps a list of GIS
project needs that we prioritize based on budget, projects, and shifting priorities.
Page 221 of 831
Agenda Item #10.
FTC has provided a list of additional tasks that may be required in FY25; however, if we go beyond
the as-needed GIS services budgeted in the referenced accounts, we will bring forward a new WA
and justification.
To highlight some of the GIS work deliverables that FTC has provided, an informational presentation
attached for reference.
Water Fund – Water Distribution Other Contractual Services - Account 401-243-534.300
Budgeted Amount: $63,000.00 Available amount: $58,830
Expenditure Request: $57,000 Funding source: Water enterprise fund
Stormwater Fund – Other Contractual Services – Account 403-250-534.300
Budgeted Amount: $5,500 Available amount: $5,500
Expenditure Amount: $5,000 Funding Source: Stormwater enterprise fund
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 INFORMATION:
BUDGET AMOUNT $68,500 AMOUNT AVAILABLE EXPENDITURE AMOUNT:
$64,330$62,000
FUNDING SOURCES: 401-243-534.300 & 403-IS THIS A PIGGYBACK:
250-534.300
Yes N/A
DID YOU OBTAIN 3 QUOTES?
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 SELECTION WA on existing piggyback with SMRU
ATTACHMENTS:
1_GIS Dev FY25 Proposal 2024-10-25
2_FTC GIS Consulting Services Executed Agreement 2024-04-01
3_GIS-FTC Presentation on GIS Support 2024-10-25
Page 222 of 831
Agenda Item #10.
Florida Technical Consultants, LLC
2240 Woolbright Rd. Suite 400
Boynton Beach, FL 33426
Tel (954) 914-8488
www.fltechinc.com
October 25, 2024
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
Asbuilt Tracker
Upload new asbuilts to the Asbuilt Polygon Layer
Cost depends on number of as-builts provided
Asbuilt Data Updates
Data for as-builts will be used to update GIS data
110 As-Builts to be processed
Multiple sheets per as-built
All data in pdf (non CAD data)
Approx. 8 hrs per as-built
Parcel Updates for 2025 Year
Map Update Points and Lines (Monthly)
Review Information from Staff
Update Base Utility Layers and Push Updates to ArcGIS Online
ArcGIS Online Support and Maintenance
Ensure Account is up to date as the industry progresses and updates are made to software
Maintenance for data connections to dashboards and applications
Update licenses with changes in staff
Additional Optional Services
Fire Hydrant Inspection Application Maintenance
Modifications per Staff Feedback
Page 223 of 831
Agenda Item #10.
Archive 2024 Maintenance
Upload Layer for 2025 Maintenance
Breaks and Leaks Application Maintenance
Modifications per Staff Feedback
Archive 2024 Maintenance
Upload Layer for 2025 Maintenance
Specialty Projects
LCRR Updates based on Comments from FDEP
Data support for engineering studies
Other Village support needs
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 estimated project costs.
Task/ Estimated Work Plan Fee
Asbuilt Tracker $5,000
Asbuilt Data Updates $35,000
Parcel Updates for 2025 Year $1,500
Map Update Points and Lines (Monthly) $10,000
ArcGIS Online Support and Maintenance $4,500
Special Projects $1,000
Stormwater Related $5,000
TOTAL FOR THIS PROPOSAL $62,000
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.
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,
Florida Technical Consultants
James Barton, P.E.
President
Ejhjubmmz!tjhofe!cz!Kfsfnz!Bmmfo!
Ebuf;!3135/22/15!19;6:;63!
Kfsfnz!Bmmfo
.16(11(
ACCEPTED BY: _________________________________________
Jeremy Allen
Village Manager, Village of Tequesta
Florida Technical Consultants November 1, 2024
Tequesta GIS Services Page 2 of 3 www.fltechinc.com
Page 224 of 831
Agenda Item #10.
NOTE: As stated above, all services will be provided on an hourly basis, not lump sum. The contract upon
services. At this time, the FY25 work plan tasks and projected costs are estimated to the best of our ability
based on historical work and discussions with Village utilities department personnel. It is not known the amount
d to complete the FY25 work plan, and the specific tasks that are listed
of total hourly work that might be require
may vary depending on need. We will provide detail in our billing statements on the work conducted and will
update the Village on progress with the work plan and work conducted on a monthly basis.
In the past, the following tasks/ services have been required and may be needed over the coming fiscal year, as
examples. If needed, these are estimates for that work, for your use in budgeting for as needed services. It is
understood that a new approval would be needed to go beyond the approved FY25 budget for GIS services.
Optional Services
Fire Hydrant Inspection Application Maintenance $4,500
Breaks and Leaks Application Maintenance $4,500
Specialty Projects $15,000
TOTAL $24,000
We look forward to continuing our work with the Village.
Florida Technical Consultants November 1, 2024
Tequesta GIS Services Page 3 of 3 www.fltechinc.com
Page 225 of 831
Agenda Item #10.
Page 226 of 831
Agenda Item #10.
Page 227 of 831
Agenda Item #10.
Page 228 of 831
Agenda Item #10.
Page 229 of 831
Agenda Item #10.
Page 230 of 831
Agenda Item #10.
Page 231 of 831
Agenda Item #10.
Page 232 of 831
Agenda Item #10.
Page 233 of 831
Agenda Item #10.
Page 234 of 831
Agenda Item #10.
Page 235 of 831
Agenda Item #10.
Page 236 of 831
Agenda Item #10.
Projects
Village of Tequesta GIS
Page 237 of 831
Agenda Item #10.
Department
Utilities
Page 238 of 831
Agenda Item #10.
Utilities Department Atlases CREATED: 2020
Page 239 of 831
Agenda Item #10.
Hydrant Inspections 2024 CREATED: 2024
Page 240 of 831
Agenda Item #10.
Hydrant Inspections 2024 Dashboard Created: 2024
Page 241 of 831
Agenda Item #10.
Breaks and Leaks Tracking CREATED: 2024
Page 242 of 831
Agenda Item #10.
built Tracker
-
As CREATED: 2023
Page 243 of 831
Agenda Item #10.
Created: 2020
Utility Atlas Dashboard
Page 244 of 831
Agenda Item #10.
Group
Lead and Copper Rule Revision (LCRR)
Page 245 of 831
Agenda Item #10.
LCRR Application CREATED: 2023
Page 246 of 831
Agenda Item #10.
LCRR Field Survey CREATED:2024
Page 247 of 831
Agenda Item #10.
LCRR Field Investigation CREATED:2024
Page 248 of 831
Agenda Item #10.
LCRR Dashboard Created: 2024
Page 249 of 831
Agenda Item #10.
Data Review Group
–
Tequesta Utilities
Page 250 of 831
Agenda Item #10.
Pipe Review CREATED:2024
Page 251 of 831
Agenda Item #10.
Assistance with Vulnerability Assessment
Page 252 of 831
Agenda Item #10.
Vulnerability Assessment Data CREATED:2023
Page 253 of 831