HomeMy WebLinkAboutDocumentation_Regular_Tab 04_1/9/2025 Agenda Item #4.
Regular Council
STAFF MEMO
Meeting: Regular Council - Jan 09 2025
Staff Contact: Marjorie Craig, Utilities Director Department: Utilities
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Consider Approval of Chen Moore and Associates (CMA) Work Authorization for As-Needed
Engineering Support Services for Utilities Development, Permit Review Services, and Related
Applications and Inspections for a Total Not-to-Exceed $50,000 (Most Costs Recoverable Through
Fees)
The Village of Tequesta Utilities Department (UD) recommends approval of a work authorization (WA) with
Chen Moore and Associates (CMA) for as-needed engineering support services for utilities development and
permit review services, related applications, and inspections for a total not-to-exceed amount of $50,000 as a
part of this WA.
CMA has a master agreement with the Village through the Consultant's Competitive Negotiations Act (CCNA),
FS287.055, approved on September 10, 2020. The Village has a significant amount of redevelopment and
development ongoing, and the Utilities Department has contracted with CMA to perform engineering support
services for land development, re-development, permitting, applications, and inspections as needed in the
past. This is a renewal work authorization. Most of the money spent on the services is recoverable through
application and user fees.
Please see the attached scope of services for more details. The work authorization is split between the Water
Fund and the Stormwater Fund.
Budget -Services are split between the Water Fund and Stormwater Fund
WATER FUND -Account 401-241-531.302-Water Admin Engineering Services
Budgeted amount: $100)000.00
Available amount: $1007000-00
STORMWATER FUND -Account 403-250-531.302-Water Admin Engineering Services
Budgeted amount: $30)000.00
Available amount: $30)000.00
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 $130,000 AMOUNT AVAILABLE EXPENDITURE AMOUNT:
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Agenda Item #4.
$130,000 $503000
FUNDING SOURCES: Water Fund and IS THIS A PIGGYBACK:
Stormwater Fund Engineering Services ❑ Yes ❑x N/A
DID YOU OBTAIN 3 QUOTES?
❑ Yes 0 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 SELECTIONWork Authorization Approval
1) 24.0802.PRS WA#3 UTL Reviews Permit Services - As Needed
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Agenda Item #4.
VILLAGE OF TEQUESTA
4
CONSULTING SERVICES WORK AUTHORIZATION
DATE: 12/05/2024 VILLAGE RFQ. NO.: UTIL 06-20
WORK AUTHORIZATION NO. 3 FOR CONSULTING SERVICES
PROJECT No. G/L CODE:
CHEN-MOORE PROJECT NO.: 492.0012
PROJECT TITLE: Utilities Development, Permit Review Services, Related Applications and
Inspections—As Needed
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
Tequesta ("VILLAGE"), Chen-Moore & Associates ("CONSULTANT"), hereafter referred to as
the Agreement.
I. PROJECT DESCRIPTION
The Village of Tequesta (Village) requested that the Chen Moore and Associates, Inc. (CMA)
team perform professional services required to coordinate and review utilities permits,
development review committee submittals, and utilities applications received by the Village. It is
also our understanding that the Village intends to exercise the renewal of the original agreement.
The scope of services shall be comprised of the following tasks:
TASK 1 —Project Management
TASK 2—Utilities Development, Permit Review, and Related Services
II. SCOPE OF SERVICES
TASK 1 —Project Management
A. Project Management
The CONSULTANT will perform project management activities for the project. The activities
WORK AUTHORIZATION NO. 3 Utilities Development,Permit Review Services,Related
Applications, and Inspections—As Needed 1 of 3
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Agenda Item #4.
include contract administration, budget management, invoicing, monthly status reports, scheduling,
and coordination with the Village.
TASK 2—Utilities Development and Permit Review and Related Services
The Consultant will receive plans, applications and other land development, planning, water and
stormwater utilities, inspections, and related documents at the Village's request. The Consultant will
review, inspect, and provide comments or other similar responses as requested by the Village staff.
The Consultant will provide an itemized bill for projects reviewed / inspected that can be used to
recover costs from the services provided through the Village's cost recovery mechanisms in place.
III. SCHEDULE
The Project will begin immediately after the consultant receives a written Notice-to-Proceed(NTP).
IV. COMPENSATION AND PAYMENT
CONSULTANT proposes to complete the Scope of Service described herein on an hourly not-to-
exceed fee of$50,000 as summarized in Table 1.
TABLE 1
SUMMARY OF FEE
Task Fee
Task 1 —Project Management $500.00
Task 2— Support Services $4500.00
Total Not-to-Exceed Fee $50,000.00
IV. EXCLUSIONS
No additional exclusions included beyond the original agreement.
WORK AUTHORIZATION NO. 3 Utilities Development,Permit Review Services,Related
Applications, and Inspections—As Needed 2 of 3
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Agenda Item #4.
V. AGREEMENT REFERENCE
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 Chen-Moore&Associates("CONSULTANT").
Compensation shall not exceed the hourly rates currently in effect under this Agreement.
CHEN-MOORE & ASSOCIATES VILLAGE OF TEQUESTA
Digitally signed by Jeremy Allen
' Jeremy
By: By:
AllenDate:2024.12.20 16:45:15-05'00'
_
Print Name: Suzanne Dombrowski, PE Name: Jeremy Allen
Title: Principal Engineer Title: Village Manager
Date: 121512024 Date:
WORK AUTHORIZATION NO. 3 Utilities Development,Permit Review Services,Related
Applications, and Inspections—As Needed 3 of 3
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Agenda Item #4.
PUBLIC RECORDS. In accordance with Sec. 119.07011 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 VI LLAG E, 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.
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Agenda Item #4.
"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 aformat
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 ("WK"), Web Accessibility Initiative ("WAI"), available at
www.w3.org/TR/WCAG/."
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