HomeMy WebLinkAboutDocumentation_Regular_Tab 22_9/12/2024 Agenda Item #22.
Regular Council
STAFF MEMO x
Meeting: Regular Council - Sep 12 2024
Staff Contact: Marjorie Craig, Utilities Director Department: Utilities
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 $30,000 (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 $30,000 as a
part of this WA. This will be an increase to the budgeted line item, although many of the costs are recovered,
and is estimated to take us through this fiscal year.
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 an addition to the purchase order for the work authorization approved in October 2023. Most of
the money spent on the services is recoverable through application and user fees, however, the number of
permits have exceeded the projected amount by 50%. While this work authorization will put the line item over
budget, that doesn't take into account the fees recouped as revenue to offset this increase. So far this fiscal
year we have recovered $22,000 in 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
Available amount: $36,889.61 - $28,000 (PUMPS WA, on this agenda) _
$8,889.61
Expenditure Request: 50% of $30,000 = $15,000
Total over line item budget: -$6,110.39
STORMWATER FUND - Account 403-250-531.302-Engineering Services As Needed
Budgeted amount: $30,000
Available amount: $10,000
Expenditure Request: 50% of $30,0000 = $15,000
Total over line item budget: - $ 5,000
Page 489 of 660
Agenda Item #22.
This doesn't consider the $22,000 recovered so far in fees to offset these increases.
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:
$18,889.61 $30,000
FUNDING SOURCES: Water Fund, Water IS THIS A PIGGYBACK:
Admin Engineering Services - Account 401-241- ❑ Yes ❑x N/A
531.302 & Stormwater Fund, Engineering
Services As Needed - Account 403-250-531.302
DID YOU OBTAIN 3 QUOTES?
❑ Yes ❑x 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
24.0617.CMA WA 2 As Needed Enq Services
Page 490 of 660
Agenda Item #22.
VILLAGE OF TEQUESTA
CONSULTING SERVICES WORK AUTHORIZATION
DATE: 8/2/2024 VILLAGE RFQ. NO.: UTIL 06-20
WORK AUTHORIZATION NO. 2 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.
This proposal is a supplement to a previous work authorization (WA) #1 dated 10/2/2023.
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
WORK AUTHORIZATION NO. 2 Utilities Development.Permit Review Services, Related
Applications,and Inspections—As Needed 1 of 3
Page 491 of 660
Agenda Item #22.
The CONSULTANT will perform project management activities for the project. The activities
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$30,000 as summarized in Table 1.
TABLE 1
SUMMARY OF FEE
Task Fee
Task 1 —Project Management $2,500.00
Task 2—Support Services $27,500.00
Total Not-to-Exceed Fee $30,000.00
IV. EXCLUSIONS
No additional exclusions included beyond the original agreement.
WORK AUTHORIZATION NO. 2 Utilities Development, Permit Review Services, Related
Applications,and Inspections—As Needed 2 of 3
Page 492 of 660
Agenda Item #22.
V. AGREEMENT REFERENCE
The work authorized under this Work Authorization shall be performed under the terms and
conditions described within the Professional Services Agreement dated September 10, 2020, by and
between the Village of Tequesta("VILLAGE")and Chen-Moore&Associates("CONSULTANT").
Compensation shall not exceed the hourly rates currently in effect under this Agreement.
CHEN-MOORE & ASSOCIATES VILLAGE OF TEQUESTA
Bv: By: —
Print Name: _Suzanne Dombrow4ki, PE Name: Molly Young
Title:Principal Engineer Title: Mayor
Date: S /2$ ?W2`"t Date:
WORK AUTHORIZATION NO. 2 Utilities Development. Permit Review S_er_vi ces. Mded
Applications, and Inspections—As Needed 3 of 3
Page 493 of 660