Loading...
HomeMy WebLinkAboutAgreement_General_12/11/2025_Song and Associates 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: Allyson Felsburg, Deputy Director, Utilities Department Re: Consider Approval of Song &Associates, Inc. Work Authorization for Utilities Space Study project for a Total Not to Exceed $24,900 The Village of Tequesta (VOT) Utilities Department (UD) recommends approval of a work authorization (WA)with Song &Associates, Inc. for Utilities Space Study project for a total not to exceed $24,900. The VOT UD is comprised of 24 employees located at three different geographical locations, including Village Hall (345 Tequesta Dr.,Tequesta, FL, 33469), Water Treatment Plant (901 N Old Dixie Hwy, Tequesta, FL, 33469), and Public Services Building (136 Bridge Rd,Tequesta, FL, 33469).Throughout the previous years the UD has expanded in personnel beyond current office space capabilities. In an effort to transition to a single location for all Department staff and ensure the proper and most efficient office space for current operating personnel, the UD is beginning the initial steps of understanding the space required to achieve this. Specific factors that will be considered include, but are not limited to,ADA requirements, benchmarking with local municipalities of similar size and characteristics, and future functionality needs. Song &Associates, Inc. qualifies as a consultant under the Consultant's Competitive Negotiations Act (CCNA), FS287.055, however, the value of this study falls below the threshold that requires a formal request for proposals (RFP) process. Please see the attached scope of services for more details.The work authorization will be funded by the Water Fund Other Contractual Services account. WATER FUND-Account 401-241-534.300-Other Contractual Services Budgeted amount: $ 20,000 Available amount: $ 84,000 Amount of this proposal: $ 24,900 Total Remaining: $ 59,100 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 April 22, '�15 Revised November 3,2025 Allyson Felsburg Deputy Utilities Director Village of Tequesta 901 N. Old Dixie Highway Tequesta, Florida 33469 RE: Professional Services Proposal Architectural Programming, Needs Analysis, and Conceptual Planning for Village Facilities Dear Ms. Felsburg, We thank you for the opportunity to submit this proposal for your consideration to perform Architectural Programming and Space Needs Analysis of Village departments and facilities. We commend your decision to develop a holistic program as the basis for your facilities planning. A clear Architectural Program becomes a reference guide to good decision-making that aligns with the goals and mission of the community. The developed program document will provide you with a firm understanding of the overall space and facility needs including adaptability for the future. This is a process that can be facilitated in an expedited manner, within a 6-week timeframe. I. SCOPE OF SERVICES A. Programming and Space Needs Analysis The design team will facilitate interview meetings with key stakeholders to identify, discuss, and prioritize values and goals that will impact the facilities planning, including functional needs, technology, symbolism, economics, environmental concerns, safety+ security, growth objectives and other relevant criteria.The intent of this study is to provide a detailed description of the physical and functional space needs of the Village. Requested Owner-Provided Information: Village will provide available current building floor plans and staff organizational charts for each department. Organizational charts or listings should indicate all titles and quantity of staff in each position currently budgeted. B. Facilities Inventory and Preliminary Assessment S+A will prepare a consolidated facility and space inventory report including the current uses and functions identified by approximate square footage within each facility. Each facility will be visually reviewed by the design team to identify site and building condition concerns as well as life safety S + A, Inc. Architecture• Planning• Interior Design 1545 Centrepark Drive North West Palm Beach, Florida 33401 T: 561.655.2423 W:www.songandassociates.com American Institute of Architects/ NCARB Village of Tequesta Programming, Needs Analysis, and Conceptual Planning November 3, 2025, Page 2 of 4 and ADA code compliance.The report shall be used in the development of recommendations and included in a final report. The study will include the following site locations: • Tequesta Municipal Complex—345 Tequesta Drive (including Village Hall and Public Safety Building) • Tequesta Water Treatment Plant—841 +901 Old Dixie Highway • Russell K.White Public Services Facility—136 Bridge Road Requested Owner-Provided Information: Village will provide any available building and site plans for use in the preliminary assessment. A detailed condition assessment of the facilities including concealed conditions (above the ceiling and inaccessible areas) is not included in this proposal. However, recommendations for further examination, inspection, and testing will be made based on the preliminary assessment. C. Analysis and Recommendations Based upon the Programming and Space Needs Analysis and the Facility Review, the design team will provide analysis and benchmarking data to compare with other local municipalities of similar size and characteristics. Conceptual design strategies and options will be illustrated through diagrams and conceptual plans for consideration. Report will be provided in booklet format and PowerPoint presentation. II. DELIVERABLES AND SCOPE OF WORK Program Report:The final program statement and report will include: • Key concepts, mission and goals. • Program analysis and summary of project needs. • Space needs of each department. • Space Standards: size and configuration standards for each title level. • Special considerations such as equipment, file, and workspace of each department. • Adjacency diagrams within departments and Functional Relationship between different departments and uses. • Growth Projections. • Information Technology and Communications Infrastructure considerations. • Material Flow: Mail, Deliveries, Records, Supplies. • Cash Management (cashier functions). • Meeting and Conference Space Utilization. • Storage • Interaction with the public: meeting space, one-stop services, etc. Meetings: In addition to programming interview meetings with each department, progress meetings will be held with Owner representatives bi-weekly throughout the process. Presentation at one public meeting (Village Council) is included. Additional public presentations and meetings with community groups may be provided at an hourly rate as requested. Village of Tequesta Programming, Needs Analysis, and Conceptual Planning November 3, 2025, Page 3 of 4 III. FEES Song + Associates will provide the services for a fixed fee amount of Twenty-Four Thousand Nine Hundred Dollars($24,900.00). IV. REIMBURSABLE EXPENSES Ordinary reimbursable expenses such as printing and mileage are included in the base compensation. V. ADDITIONAL SERVICES Additional services may be provided upon request and with written authorization by the client and may be based on a lump sum proposal to be provided, or on an hourly basis per the attached Hourly Rate schedule. Acceptance of this Proposal may be indicated by the signature of a duly authorized official of the Village of Tequesta in the space provided below and will serve as authorization to proceed. We appreciate this opportunity and look forward to your consideration of this proposal. Sincerely, Lanigan, Principal cc: Robert Castrovinci, S+A; Lisa Centeno, S+A; File Village of Tequesta: Digitally signed by Jeremy Allen Jeremy Allen Date:2025.11.0607:14:01 Accepted By: -05,00 Title:Village Manager Print Name: Jeremy Allen Date:See electronic signature date Village of Tequesta Programming, Needs Analysis, and Conceptual Planning November 3, 2025, Page 4 of 4 SONG +ASSOCIATES, INC. Hourly Rate Schedule 2026 Principal $ 225.00 Sr. Architect $ 200.00 Sr. Project Manager $ 185.00 Sr. Designer $ 165.00 Sr. Construction Administrator $ 165.00 Architect $ 165.00 Project Manager $ 135.00 Interior Designer $ 135.00 Construction Administrator $ 135.00 Project Coordinator/Job Captain $ 125.00 CAD/ BIM Technician $ 95.00 Administration/Clerical $ 70.00 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/."