HomeMy WebLinkAboutDocumentation_Regular_Tab 20_9/12/2024 Agenda Item #20.
Regular Council
STAFF MEMO x
Meeting: Regular Council - Sep 12 2024
Staff Contact: Marjorie Craig, Utilities Director Department: Utilities
Consider Approval of Florida Technical Consultants (FTC) Work Authorization to Provide GIS Utilities
Updates and Management in the amount of$24,500
SUMMARY:
Village of Tequesta (Village) Utilities Department (UD) recommends approval of a work authorization (WA)
for in the amount of $24,500 to Florida Technical Consultants (FTC) who update, maintain, manage, and
provide training for the Village. The WA provides GIS utilities update, management, and training to assist in
updating the Village's geographic information system (GIS) atlases and implementing the data in the Village's
operations. This work will also finalize some GIS applications used by UD, and specifically, help complete the
data and application(s) UD is using for compliance in the Environmental Protection Agency's Lead and Copper
Rule Revision (LRCC) in the amount of$24,500.
FTC has a master agreement with the Village, a piggyback off of an agreement with South Martin Regional
Utilities, 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.
This year, FTC has been updating the existing database, incorporating scanned water utility system asbuilt
data, correcting inaccurately uploaded data posted by past GIS practices, conducting training, and assisting
with the lead and copper service line identification data by creating, updating, training and maintain an
application for this purpose. Identifying water services lines are required by the new federal LCRR rule. The
first phase of that rule is due by October 2024. The asbuilt initiative will provide a better baseline for our GIS
system, particularly in some areas. UD keeps a list of GIS project needs that we prioritize based on budget,
projects, and shifting priorities.
This WA is in addition to the one approved work authorization issued in October 2023, for $39,480, and is a
request to increase the existing purchase order. The work FTC provides is performed on an hourly basis, and
there was more work needed than originally projected. Although this WA will not cause UD to exceed their total
budget, it will exceed the amount originally budgeted for this line item.
Thank you for considering this request. Please see the attached scope of services for more details.
Funding for the work authorization will come from the Water Fund, Operating Account (Water Distribution
Division)—Account 401-243-534.300, Other Contractual Services.
Page 474 of 660
Agenda Item #20.
Water Fund—Water Distribution Other Contractual Services -Account 401-243-534.300
Budgeted Amount: $42,000.00 Available amount: $ 2,160
Expenditure Request: $24,500 Funding source: Water enterprise fund
Total over budget line item : - $21,980
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.
• - • wk
BUDGET AMOUNT $42,000 AMOUNT AVAILABLE $2,160 EXPENDITURE AMOUNT:
$24,500
FUNDING SOURCES: Water Fund, Water IS THIS A PIGGYBACK:
Distribution Other Contractual Services, Account ❑ Yes ❑x N/A
401-243-534.300
DID YOU OBTAIN 3 QUOTES?
❑ 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 SELECTIONWork Authorization
24.0815.FTC GISAtlas Dev Proposal-for Sep 2024 Council
Page 475 of 660
Agenda Item #20.
Florida Technical Consultants, LLC
2240 Woolbright Road #400
Boynton Beach, FL 33426
Tel (954) 914-8488
www.fltechinc.com
June 5, 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. This
work will finalize some applications and complete the data required for the Lead Copper Initiative.
Scope
Asbuilt Tracker
• Upload new asbuilts to the Asbuilt Polygon Layer
• Cost depends on number of as-builts provided
Fire Hydrant Inspection Application Maintenance
• Modifications per Staff Feedback
• Archive 2024 Maintenance
• Upload Layer for 2025 Maintenance
Data Processing for Lead Copper Rule
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
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.
Page 476 of 660
Agenda Item #20.
Fees and Schedule
The following is a schedule of estimated project costs.
Task Fee
Asbuilt Tracker $2,500
Fire Hydrant Inspection Application Maintenance $4,500
Lead Copper Data $15,000
ArcGIS Online Support and Maintenance $2,500
TOTAL $24,500
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.
Resp ct I submitted,
Flor da echni I Consultants
Jam s arton, P.E.
Presi ent
Work Authorization#1 Under New SMRU Piggyback Agreement Approved April 2024
ACCEPTED:
VILLAGE OF TEQUESTA
Molly Young, Mayor
Florida Technical Consultants August 30, 2024
Tequesta GIS Services Page 2 of 2 www.fitechinc.com
Page 477 of 660