TO: Mayor and Commissioners
FROM: John Morgan, Director of Environmental Services Department
THROUGH: Donald B. Cooper, City Manager
DATE: April 5, 2015
Title
SERVICE AUTHORIZATION NO. 12-21 TO MATHEWS CONSULTING, INC. IN THE AMOUNT OF $5,380 FOR PROFESSIONAL SERVICES TO ASSIST IN PREPARING THE FY2017 GRANT APPLICATION FOR ALTERNATIVE WATER SUPPLY FUNDING FROM THE SOUTH FLORIDA WATER MANAGEMENT DISTRICT TO EXPAND THE CITY’S RECLAIMED WATER SYSTEM
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Recommended Action:
Recommendation
Motion to approve Service Authorization #12-21 to Mathews Consulting, Inc. in the amount not to exceed $5,380.00 for professional engineering services to prepare the FY2017 grant application for Alternative Water Supply funding from the South Florida Water Management District to expand the City’s reclaimed water system.
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Background:
The South Florida Water Management District (SFWMD) typically opens the application period for the Alternative Water Supply (AWS) funding program during the spring months. The program may supplemental funding for the construction of alternative water supply projects, such as reclaimed water. The next phase for expansion is Reclaimed Water Area 12C, encompassing the area on the barrier island south of Atlantic Ave, from Lewis Cove to Del-Haven Drive, and the area along A1A from Casuarina Road south to Hibiscus Road.
Based on prior experience, when the solicitation period opens, the window of time for completing and submitting the formal application can be fairly brief, ranging from 21 day to 45 days. In anticipation of this solicitation period, staff is requesting prior approval for professional services in completing the grant application within the submittal time frame.
The attached Service Authorization is for the preparation of the AWS Funding application, which must detail the project’s background, provide a project summary, construction cost breakdowns, schedule, related maps, funding commitments, and address any required permits. City has been successful in obtaining $2.8 million in grant funding from the SFWMD towards reclaimed water projects in prior years, when funding was available. Total cost under this Service Authorization is estimated not to exceed $5,380.
Mathews Consulting Inc. Service Authorization is based on a two-year General Consulting Services Agreement (RFQ #12-06) awarded by the City in January 2012, which has been renewed through January 2017. The recommendation for award is in compliance with Code of Ordinances, Chapter 36, Section 36.02(C)(3) "Professional Services" and 36.03(B) “Multiple Acquisitions From Vendor Exceeding Twenty-Five Thousand Dollars ($25,000.00) in Any Fiscal Year.”
Fiscal year 2016 acquisitions to date with Mathews Consulting, Inc. total $312,860. After completion of this proposed service authorization, the fiscal year 2016 spending with this vendor is estimated to be $318,240.
The City utilized engineering consultants retained via RFQ #2012-06 (City Project #12-057). The original agreement, with the Consultant, was executed on January 24, 2012, which has been extended through January 2017.
Negotiations regarding the number of hours relating to the scope of service were finalized in a Sunshine Meeting on March 16, 2016.
City Attorney Review:
Approved as to form and legal sufficiency.
Finance Department Review:
Finance recommends approval.
Funding Source:
Funding is available from account 441-5161-536.68-20, Water and Sewer Fund/ Reclaim Water Area 12C, after a budget transfer.