HomeMy WebLinkAboutAgreement_General_4/9/2026_McKim & Creed, Inc. Village of Tequesta
345 Tequesta Drive 561-768-0700
Tequesta, FL 33469 www.tequesta.org
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STAFF MEMO
Date: March 6, 2026
To: Jeremy Allen,Village Manager
From: Allyson Burg, Director, Utilities Department aka
Re: Consider Approval of McKim & Creed, Inc. for Asset Management System Procurement
and Selection Assistance for a Total Not to Exceed $15,000.00
The Village of Tequesta Utilities Department recommends approval of a work authorization to McKim &
Creed, Inc.for assistance in developing Request for Proposal (RFP) criteria and Asset
Management/Computerized Maintenance Management System (CMMS) selection for a total not to
exceed $15,000.00.
Asset management systems are a critical component of modern utility operations. Water utilities rely on
thousands of assets—including pumps, valves, hydrants, meters, and treatment equipment—that
require regular inspection, maintenance, and replacement. Implementing a comprehensive asset
management system enables utilities to better track infrastructure conditions, schedule preventive
maintenance, manage work orders, track equipment lifecycle costs, and plan for capital improvements.
A properly implemented system improves operational efficiency, extends the life of infrastructure,
supports regulatory compliance, and provides better data for long-term budgeting and planning.
Currently,the Village tracks many inspection activities using paper forms and logs. Information is later
compiled for reporting purposes, and spreadsheets are used to track when equipment requires
servicing.While these methods have been functional,they are inefficient and time-consuming, and they
increase the risk of lost information or inconsistent record-keeping. As the Village's infrastructure
system grows and regulatory reporting requirements increase, a more modern and integrated asset
management approach is necessary.
Selecting the appropriate software is an important step in this process. Utilities require specialized
systems capable of managing inspection records, preventative maintenance schedules, asset
inventories, and work orders while integrating with mapping systems and reporting tools. Because of
the complexity of these systems, it is important that the Village evaluate available platforms carefully to
ensure the selected system meets the Village's operational needs and provides long-term value.
McKim & Creed has provided a proposal to assist the Village with the CMMS software selection process.
Their scope of services includes facilitating a kickoff meeting to review industry best practices, helping
identify the Village's specific needs and selection criteria, reviewing the Request for Proposals (RFP)that
will be developed by Village staff, and participating on the selection committee to review proposals and
evaluate vendor presentations.
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
McKim & Creed, Inc. has a master agreement with the Village procured through the Consultant's
Competitive Negotiations Act (CCNA), FS287.055, approved October 9, 2025. 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 Engineering Services account.
WATER FUND-Account 401-241-531.302—Water Admin Engineering Services
Budgeted amount: $ 20,000.00
Available amount: $ 75,679.00
Amount of this proposal: $ 15,000.00
Amount of other proposal on Agenda: $ 5,000.00
Total Remaining: $ 55,679.00
Page 2 of 2
v MCKIM&CREED
ENGINEERS SURVEYORS PLANNERS
www.mckimcreed.com
3/4/2026
RE: Asset Management Software Ad Hoc Services
Dear Allyson Felsburg,
McKim & Creed is pleased to submit this proposal to support your CMMS Software Selection efforts. We
appreciate the opportunity to work with you as you take the next step in advancing your asset
management practices.
To streamline the process as we discussed, we propose providing you with services in an Ad Hoc manner
with the goal of the following Scope of Services:
• Support a kickoff meeting where we review industry best practices
• Identify utility needs and wants
• Determine how proposers will be ranked
• Village staff will develop the proposal in-house with review by McKim & Creed
• Serve on your selection committee and review proposals, sit in on presentations, and
provide a score for reach firm in conjunction with village staff, leading to a software
selection
SCHEDULE
Week 1 Attend kickoff meeting Review industry best practices, identify needs and determine ranking
criteria
Week 2 Review RFP that will be drafted by Provide review and assist in finalizing RFP language including software
Village Staff selection criteria
Week 3-5 Serve on selection committee Review Proposals, attend presentations, score each proposer and
provide scoring leading to a software selection
COMPENSATION & BILLING
1 Ad Hoc Services $15,000
T&M Not To Exceed 000
Q 6501 Congress Avenue,Suite#160, Boca Raton, FL 33487 J 561.319.4120
� 2
ACCEPTANCE
If acceptable, sign and return one(1)copy of this document and all attachments for our files. Our receipt of the executed
copy of this proposal will serve as our Notice to Proceed.This proposal is valid for thirty(30) days from the date of the
proposal. If the proposal is not accepted within thirty(30)days,we reserve the right to revise or withdraw the proposal
entirely at our discretion.
We look forward to working with you on this project and appreciate this opportunity to serve your engineering needs. If
you have any questions or need additional information, please feel free to call us.
Sincerely,
zo
Mario E. Loaiza, PE, F.ASCE
Regional Manager
McKim &Creed Proposal Number: 260293
I hereby authorize McKim &Creed, Inc. to proceed with the work described above.
Village of Tequesta
By: Jrem Allen_ ____ Date:See Digital Signature Date
(Print or Type Name)
Title: Ville Mangier
(Signature)