HomeMy WebLinkAboutAgreement_General_08/07/2015 (2) B
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Memorandum Utilities Department
To: Village Council
From: Sam Heady, Deputy Director of Utilities
Date: 7/27/15
Subject: Budget Cost Savings
Field Integration of Computerized Maintenance Management System
I respectfully present the following memorandum to the Council.
As per the Florida Administrative Code (FAC) 62- 602.650 (4), a domestic water treatment plant,
distribution, and stormwater system shall maintain a computerized maintenance management
system. The system will assign and track operations and maintenance work for all assets within
the plant and distribution system. The system will need to be accessible 24 -hours a day by the
Department of Health or any other regulatory agency.
The system will need to be integrated into the Utilities water plant, distribution system, and
stormwater departments. This will entail collecting and convert all utility information into a
single format that the new software can manage and implement into the asset management
system.
Florida Technical Consultants will:
1. Collect and Convert existing data
2. Field Verification of existing infrastructure
3. Collect Data Required for Implementation (i.e.)
• Inventory of priority equipment and facilities and plant
• Create Maintenance Schedules
• Create Reporting forms
• Create Work flows
Cost for the technical consultant: $22,400
Budget cost saving will be used to perform the required task.
Village of Tequesta Date: 7/30/2015
Purchase Order Requisition Date Purchase Order is Req'd: 8/11/2015
(Not a Purchase Order) Department: Water Treatment Plant
*Revised November 14, 2011 Req. M
Quotes Received: N/A (See Attached) Recommended Vendor: Vendor #:
Vendors Bids Florida Technical Consultants, LLC
Piggyback Contract Address: 10327 Trivero Terrace
City: Boynton Beach
State & Zip: FL 33437
Comments:
This is a request for an agreement between Florida Techncial Consultants, LLC and the VOT for the implementation of a
Computerized Maintenance Management System (CMMS) for the Water Treatment Plant and Water Distribution.
Piggyback onto Cooper City Contract #P14.005 -GIS.
Manuf./ Available Balance
Item Description Part# Qty. Unit Price Total Cost � u Acco / unt ( # J / (Finance Use Only)
Implementation 1 22,400.00 $ 22,400.00 `f�!' l " W� - 1+ 60
$
$ 1 -
Total: $ 22,400.00
Finance /Administrative Use Only:
The Department Director's /Designee's signature below certifies that (1) this purchase order requisition is complete and in compliance with the Village's
Purchasing Policies and Procedures and (2) all procurement requirements have been satisfied.
Department Director / Designee Signature: Date: — 7(
The Finance Department signature below certifies that (1) this requisition has been approved by an authorized Department Director /Designee, (2) that the
correct account numbers have been used and (3) there is adequate funding in the accounts listed.
Finance Signature: Date:
Village Manager Approval: r ......�� Date:
Village Council Approval: Resolution #: Date.
VILLAGE OF TEQUESTA
AGREEMENT FOR WATER PLANT GIS UTILITY ATLAS SERVICES
THIS AGREEMENT is entered into, and effective, this day of August, 2015, by and
between the VILLAGE OF TEQUESTA, FLORIDA, a municipal corporation with offices located
at 345 Tequesta Drive, Tequesta, Florida 33469, organized and existing in accordance with the
laws of the State of Florida, hereinafter "Village "; and FLORIDA TECHNICAL CONSULTANTS,
LLC, a Florida limited liability company with offices located at 10327 Trivero Terrace, Boynton
Beach, Florida 33437, hereinafter "Contractor ".
WITNESSETH
The Village and the Contractor, in consideration of the mutual covenants contained herein
and for other good and valuable consideration, the receipt and sufficiency of which is hereby
acknowledged by both parties, hereby agree as follows:
1. SCOPE OF SERVICES: The Village and the Contractor both hereby agree to
enter into this Agreement whereby the Contractor shall provide professional services to assist the
Village in updating its GIS Utility Atlas and implementing the data into utility plant operations.
The Village will piggyback for the above referenced services off of Cooper City, Florida, Proposal
No. P14.005 -GIS, which, pursuant to July 20, 2015 correspondence from the Contractor, attached
hereto as Exhibit A, is a current, ongoing contract for services. Cooper City, Florida, Proposal No.
P14.005 -GIS is attached hereto as Exhibit B and is hereby incorporated into this Agreement as if
fully set forth.
2. COMPENSATION: Pursuant to Exhibit B, and in consideration for the above
Scope of Services, pricing is as follows:
Work performed by a Project Manager / Trainer — $120.00 per hour for up to 100 hours.
Work performed by a Senior GIS Specialist — $110.00 per hour for up to 24 hours.
Work performed by a GIS Analyst — $100.00 per hour for up to 24 hours.
Work performed by a GIS Technician — $85.00 per hour for up to 16 hours.
Total not to exceed amount is $18,400.00 pursuant to Exhibit B.
The Village shall pay the Contractor after completion of the service, and within forty five (45) days
Page 1 of 4
of receipt of an invoice documenting the amount due, in accordance with Exhibit B.
3. INSURANCE AND INDEMNIFICATION: The Contractor shall provide proof
of workman's compensation insurance and liability insurance in such amounts as are acceptable to
the Village, and shall name the Village as an "additional insured" on the liability portion of the
insurance policy. The Contractor shall at all times indemnify, defend and hold harmless the
Village, its agents, servants, and employees, from and against any claim, demand or cause of action
of whatsoever kind or nature, arising out of error, omission, negligent act, conduct, or misconduct
of the Contractor, his/her agents, servants, or employees in the performance of services under this
Contract.
4. PUBLIC ENTITIES CRIMES ACT: As provided in Sec. 287.132 -133, Florida
Statues, by entering into this Agreement or performing any work in furtherance hereof, the
Contractor certifies that it, its affiliates, suppliers, subcontractors and consultants who will perform
hereunder, have not been placed on the convicted vendor list maintained by the State of Florida
Department of Management Services within thirty -six (36) months immediately preceding the date
hereof. This notice is required by Sec. 287.133(3)(a), Florida Statutes.
5. TERMINATION; NOTICE: This Agreement may be terminated by either party
upon thirty (30) days written notice to the other party. Notice shall be considered sufficient when
sent by certified mail or hand delivered to the parties at the following addresses:
Village Contractor
Village of Tequesta Florida Technical Consultants, LLC.
345 Tequesta Drive 10327 Trivero Terrace
Tequesta, Florida 33469 Boynton Beach, Florida 33437
Attn: Director of Utilities Attn: James Barton, Managing Member
6. INDEPENDENT CONTRACTOR: It is specifically understood that the
Contractor is an independent contractor and not an employee of the Village. Both the Village and
the Contractor agree that this Agreement is not a contract for employment and that no relationship
of Employee/Employer or Principal /Agent is or shall be created hereby nor shall hereafter exist by
reason of the performance of the services herein provided.
7. ATTORNEY'S FEES: In the event a dispute arises concerning this Agreement,
Page 2 of 4
the prevailing party shall be awarded attorney's fees, including fees on appeal.
8. CHOICE OF LAW; VENUE: This Agreement shall be governed and construed
in accordance with the laws of the State of Florida, and venue shall be in Palm Beach County
should any dispute arise with regard to same.
9. AMENDMENTS AND ASSIGNMENTS: This Agreement, all Exhibits attached
hereto, and required insurance certificates constitute the entire Agreement between both parties; no
modifications shall be made to this Agreement unless in writing, agreed to by both parties, and
attached hereto as an addendum to this Agreement. The Contractor shall not transfer or assign the
performance of services called for in the Agreement without prior written consent of the Village.
10. INSPECTOR GENERAL: Pursuant to Article XH 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.
11. 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 Scope of Services. Upon
request, Contractor must provide the public with access to such records in accordance with access
and cost requirements of Chapter 119, 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 Scope of Services are not disclosed except as authorized by law.
Finally, Contractor shall retain the records described in this paragraph throughout the performance
of the work described in the Scope of Services, and at the conclusion of said work and upon request,
transfer to the Village, at no cost to the Village, all such records in the possession of Contractor and
destroy any duplicates thereof. Records that are stored electronically must be transferred to the
Page 3 of 4
Village in a format that is compatible with the Village's information technology systems.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and
year first above written.
WITNESSES: FLORIDA TECHNICAL CONSULTANTS, LLC
James Barton, Managing Member
(Corporate Seal)
VILLAGE OF TEQUESTA
ATTEST: Michael Couzzo, ill nager
Lori McWilliams, MMC�v�` �,a
Town Clerk`
ENC OAPORATED .
Page 4 of 4
--- .!nr�eTechn.km|Conaukum`a.���
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N� `� �m�nt�n�L33437
�� Tel 9_914-8488
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SENT VIA E-MAIL [eheady@tequeobo.org] May 21.2015
Mr. Sam Heady
Deputy Director ofUtilities
Village ofTequmata
345TequootaDrive
Tequeoto.FL33400
Subject: Village ofTmqumota Utility Maintenance Program
FTC Proposal No. P15.0O7
Dear Mr. Heady:
Florida Technical Consultants (FTC) is pleased for the opportunity to submit this Proposal for Professional
Services to assist you in implementing a preventative maintenance schedule program for your utilities. The
terms of this scope will match those of the existing contract between Florida Technical Consultants and Cooper
City, attached. The main components of this program are:
• G|S based data collection and maintenance
• Asset Management System (/\yWS)Implementation
Proiect Description
The Village nfTequaota will benefit from having a comprehensive asset management program capable of
tracking maintenance of the utility uyohnm and scheduling preventative maintenance with budget planning
capability. The Village has CAD based utility atlases for the water distribution and obormwmharoonveyance
systems. There are documents which have inventory information for plan activities. The project will collect and
convert all utility information into a G|S format and implement an asset management system which will o||ovv
improved utility planning and maintenance. The project will beinphases:
• Phase 1: Software Installation and Conversion of Water / Stormwater System
• Phase 2:AK4S Implementation of Water /Stomnwmter and Plant Maintenance
• Phase 3: |nonunoedAK4S Implementation nf plant and other activities
Scope Phase 1
A. Assist with Software Purchase and Installation
B. Collect and Convert existing data into G|S
CAD Conversion
° Water Distribution, Raw Water, Shurmwmher
As-Built Submittal Standards
C. Field Verification with /\roG|S Online
Valve and Hydrant Verification Program
QA/QC Future Valve and Hydrant maintenance with outside contractors
D.AK4SImplementation
Collect Data Required for Implementation
• Inventory of priority equipment and facilities at plant
• Maintenance Schedules
• Reporting forms
• Work flows
• Organization Chart
E. Training
Training in all Software and Analysis components asneeded
Deliverables
FTC will provide Village 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, CAD plans and background information.
• The Village will provide access to staff necessary to review the atlas and provide feedback.
Fees and Schedule
The following is a schedule of positions, rates and estimated level of involvement.
Position Rate Hours Fee
Project Manager / Trainer $120 150 $18,000
Senior GIS Specialist $110 40 $4,400
GIS Analyst $100 0 $0
GIS Technician $85 0 $0
TOTAL $22,400
All services will be on an hourly basis. The schedule of delivery will be in an as- needed basis as defined by the
priorities of the Village. The Village will be billed monthly according to the services and deliverables provided.
If you approve please sign this proposal in the area provided below. 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.
Respectfully submitted,
Flori'd4echnical Consultants
James Barton, P.E.
Approved by Village of Tequesta: President
(Print Name) (Date)
(Signature)
10327 rive Terrace A "3'.,.' ° f 26, 201
Boynton Be •,ch FL 3343 :',.sge 2 of 2
THE VILLAGE OF TEQUESTA
PIGGYBACKING CHECKLIST
Instructions: This form is to be completed for any purchase of goods, or contract for services where the Village
will utilize a contract competitively bid by another governmental agency (i.e. "Piggyback ").
Department: Water Treatment Plant Date: 30- Jul -15
Item /Service Implementation of CMMS
Vendor /Service Provider Florida Technical Consultants, LLC
State Contract Other Governmental Agency
*Chapter 287, F.S.
If box beside "Other Governmental Agency" is checked above, complete the remainder of this form.
1 Governmental Agency Cooper City
YES NO
Is the contract current? Effective date:_11 -21 -2014 Expiration Date:_none,
2 as- needed
3 Was item /service bid out in compliance with the Village's Purchasing Policies & Procedures?
Is the price that the Village will receive by piggybacking equal to the price obtained by the agency
4 named above?
5 Does the contract contain an assignability clause?
If the answer to question # 5 is no, has the governmental agency given the Village permission to
6 piggyback on the the contract?
7 Has the vendor /service given the Village permission to piggyback on the contract?
Department Head Signathre Date f
From: Keith Davis
To: Heady Samuel
Cc: Forsythe, Jodv
Subject: RE: Emailing: FTC_CooperQty_SignedContract
Date: Monday, July 20, 2015 1:26:14 PM
Sa I'Tl
First we ti><,fould need to verify that this is an active ongoing contract with Cooper City. If Cooper City
has had all the work done and it's all over with, then no, I don't think we can since one of our
piggybacking requirements is that the underlying contract we are relying on is current and active.
Second, our agreement will need to be. for services that are listed in the Cooper City contract. If all
of the above is verified (please get it in writing so it can all be appended to our agreement) then I
think we car,.
Keith W. Davis, Esquire
Attorney
ME C ruil I I, "'I [1 I I.,
ME l I\\ 1� N\1), , -A I I
1111 Hypoluxo Road, Suite 207
Lantana, Florida 33462
Tel: (561) 586 -7116
Fax: (561) 586 -9611
Email: KeithPCWDA- legai.com Please make a note of our new e-mail address
t. -ma:i, are filtered .nrl ;ch n?av deny rr::e!pi. This e -n', a!' i, porsonai to ti?e named r'edpent(si and !nay be privilpged oral
, :or;fider,tial. if y n� are no_ lire ini_erdcd ! er,ip!c -�rl, yer.! recer�rd l:.,r. �;! er ror. if so, . review, d!::�emination, or copyin}; of this c'- �rr:i; is
prohibited. Please rohl'y :rs r:r? c arc) t <° n !ii nd cieietc tl onp ail message.
From: Heady, Samuel (mailto:sheady @tequesta.org)
Sent: Monday, July 20, 2015 8:21 AM
To: Keith Davis
Subject: Emailing: FTC_CooperCity_SignedContract
Keith, can I use this document to piggy back from? This is an engineering firm that has signed
a contract with Cooper City.
Your message is ready to be sent with the following file or link attachments:
FTC_CooperCity_SignedContract
Note: To protect against computer viruses, e-mail programs may prevent sending or receiving
`
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SENT VIA E-MAIL [aheady@tequeabo.org] July 2U.2U15
Mr. Sam Heady
Deputy Director mfUtilities
Village ofTaqueeta
345TequootaDrive
Taqueaha.FL33400
Subject: Village ofTeqummta Utility Maintenance Program
FTC Proposal No. P15.U0T
Dear Mr. Heady:
This letter is in response to the request for clarification of the scope of services to be provided to the Village of
Taquento.
The contact between Cooper City and Florida Technical Consultants is a current contract presently being
performed. The services were competitively bid by Cooper City Procurement. There ionn end of contract date
oo services will beonan as-needed basis.
The scope of services to be provided to Tequesta matches the scope of services currently being provided to
Cooper City. The CAD data for Tequeota has been provided and opens inG|S. Hence the scope ofservices
will provide the following, matching the Village's specific requirements:
A. Assist with Software Installation
B. Update and Correct Existing Data
C. Field Verification with AroG|SOnline
D. Data and System Analysis
E. Asset Management Integration
F. Training
Should you have any questions, please do not hesitate to contact mnatmy office ot (054) 954'8488. or send
mean electronic message at]bartmn@f|taohinc.cumn.
Respectfully submitted,
F| h ioa| Consultants
James Barton, P£
President
` Florida Technical Consultants, LLC
1D327TrivanoTerrace
Boynton Beach, FL33437
Tel 954
jbarton(c�L "Itech|nccom
SENT VIA E'MAIL:[mboi|ey@000pembyO.ocQ] November 21.2O14
Mr, Mike Bailey
Director uf Utilities / City Engineer '
Cooper City
117S1SVV4QStreet
Cooper City, Florida 3333U
Subject: Cooper City C3/S Utility Atlas Updates
FTC Proposal No. P14.U8S-G|S
Dear Mr. Bailey:
Florida Technical Consultants (FTC) is pleased for the opportunity hn submit this Proposal for Professional
Services to assist you in updating your GIS Utility Atlas and implementing the data in your operations.
Cooper City (City) recently converted their existing CAD Utility Atlas into GIS Utility Atlas, The data was posted
tuAncG|S Online with a link provided hothe City. The next steps in the process involve installing software and
data into the City Utilities and training staff to maintain the data. The purpose of the following scope is to
provide hourly services in training data maintenance
Scope
A. Assist with Software Installation
B� Update and Correc Exist Data
Add attributes where available (Diameter, Material, Age, Manufacturer, Etc.)
Correct developments with As-Built Record Drawings
New development projects
Future development plans
C Field Verification with Ano8|SOnline
Valve and Hydrant Verification Program
O/VQC Future Valve and Hydrant maintenance with outside contractors
O. Data and System Analysis
Quantities Verification
Materials Analysis
System Age Analysis
Hydrant Buffer
Sewer Accumulation
TMDL for ohonnwater
Mailers for shut downs
Other Analysis aeneeded
E� Asset Management Integration
Assist with software selection
Assist with implementation
F Training
Training in all Software and Analysis components osneeded
'
^
Deliverables
FTC will provide Cooper City 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 City will provide \Ttm support AnoG|G Licenses and Installation.
• The City will provide access to all relevant utility drawings, plans and background information.
• The City will provide access to staff necessary to review the atlas and provide feedback.
Fees and Scbedu|e
The following is a schedule of positions, rates and estimated level of involvement,
Position Rate 11 Hours Fee
Project Manager,/ Trainer si�_O_ 100 __�_12,000
Senior Specialist $110 24 - $2,64()
GIS Analyst $10o 1 24
GIS Technician $85 16 $1,360
TOTAL $18,400]
All services will beonen hourly basis. The schedule of delivery will beinan as-needed basis ao defined bythe
City, The City will be billed monthly according to the services and deliverables provided.
Should you have any quastione please do not hesitate to contact meatmy office aL(954) 954-8488 or send
memn electronic message atibzdon@0haohinc.uorn
Re4'pectfultl submitted,
Ploridal
jernes rton. RE
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1U32rThve,oTerrace mov*mberZ1.Zn1-"
Boynton Beach, FL 3343 Page Z of p^vv"JI�echinc.co,n
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