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HomeMy WebLinkAboutAgreement_General_11/13/2025_Baxter & Woodman, Inc. Village of Tequesta 345 Tequesta Drive 561-768-0700 Tequesta, FL 33469 www.tequesta.org .y STAFF MEMO Date: October 23, 2025 To: Jeremy Allen,Village Manager From: Marjorie G Craig, PE, Director, Utilities Department Re: Consider Approval of Baxter &Woodman, Inc. (B&W)Work Authorization for As- Needed General Engineering Services for a Total Not to Exceed $15,000 The Village of Tequesta Utilities Department (UD) recommends approval of a work authorization (WA) with Baxter&Woodman, Inc. (B&W)for as-needed general engineering services, such as meetings, research, utility questions, water engineering and stormwater permit review, and miscellaneous review of technical subjects and expert consulting as needed, for a total not to exceed $15,000. B&W has a master agreement with the Village procured through the Consultant's Competitive Negotiations Act (CCNA), FS287.055, executed on October 10, 2025.The UD has ongoing projects and activities that need general engineering expertise throughout the year. As part of its CCNA continuing services agreement, B&W has contracted with it to perform as-needed general engineering services.The CCNA requires public agencies to select professional service firms based on qualifications. Please see the attached scope of services for more details.The work authorization will be funded by the Water Fund and Stormwater Fund accounts for engineering services. WATER FUND-Account 401-241-531.302-Water Admin Engineering Services Budgeted amount: $143,000 Available amount: $143,000 Amount of this proposal: $ 5,000 Total Remaining: $ 138,000 STORMWATER FUND-Account 403-250-531.302-Stormwater Engineering Services Budgeted amount: $30,000 Available amount: $30,000 Amount of this proposal: $10,000 Total Remaining: $20,000 This document may be reproduced upon request in an alternative format by contacting the Village Clerk's Office at 561-768-0440 or by completing our accessibility form: https://bit.ly/3mnfeU4 BAXTE � � . . , Work ulting Engineers Authorization October 13, 2025 Mrs. Marjorie Craig, PE Utilities Director Village of Tequesta 345 Tequesta Drive Tequesta, FL, 33469 Subject:As-Needed Engineering Services-Work Authorization#1 Dear Mrs. Craig: Baxter &Woodman, Inc. is pleased to submit the following proposal. This proposal outlines our scope of services and engineering fee. Scope of Services Baxter & Woodman is to provide on-call as-needed professional services required to coordinate and review utilities permits, development review committee submittals, and utilities applications received by the Village. Additionally, the Village may ask for general utilities-related work as needed. All work will be completed in accordance with the General Consulting Services Continuing Contracts - RFQ-PW/Utilities - 03-10-2025/MC executed on October 10, 2025. Fee The Engineer's fee for the stated scope of services is based upon the above contract.The billing rates are as agreed in Exhibit B of the contract and will be for actual work time performed plus reimbursement of out-of-pocket expenses including travel and subconsultant fees plus markup, the total of which will not exceed $15,000. It is anticipated that $5,000 will be used for work associated with the drinking water system and $10,000 for the stormwater system. Schedule As this is on-call as-needed professional services, it is anticipated that this work will be completed over the next 90 days.At such a time that the requested work is within$5,000 of the not to exceed limit, Baxter &Woodman will notify the Village. This proposal is valid for 90 days from the date issued. 1601 Forum Place, Suite 400,West Palm Beach, FL 33401 1 (561) 655-6175 1 baxterwoodman.com BAXTE .,MAN ODMAN Work ulting Engineers Authorization Acceptance If you find this proposal acceptable, please sign and return one copy for our files. If you have any questions or need additional information, please do not hesitate to contact The Project Manager, David Cowan Jr., PE, ENV SP at 561 255 7494 or dcowan@baxterwoodman.com. Sincerely, BAXTER &WOODMAN, INC. CONSULTING ENGINEERS s- Rebecca Travis PE, ENV SP, LEED AP Executive Vice President direct: 561-425-7715 rtravis@baxterwoodman.com 1601 Forum Place, Suite 400 West Palm Beach, FL 33401 Villagof Dig itaIlyesig ed bgyJeremyAllen Jeremy Allen Date:2025.10.16 16:53:57 ACCEPTED BY: -04'00' TITLE: Village Manager DATE: See digital Signature P:\TEQUV\2501581-Oncall Prof Serv\Contract\Work\2501581.00_WAl_On-call as-needed professional services.docx Mrs. Marjorie Craig October 13, 2025 Village of Tequesta 2501581.00 1 Page 2 PUBLIC RECORDS. In accordance with Sec. 119.0701, 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 VILLAGE, 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. "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 a format 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/."