HomeMy WebLinkAboutCity of Tamarac Resolution R-92-008Temp. Reso. #6205
CITY OF TAMARAC, FLORIDA
RESOLUTION NO. R-92-�
A RESOLUTION AUTHORIZING THE APPROPRIATE
CITY OFFICIALS TO EXECUTE AN AGREEMENT
WITH HARTMAN AND ASSOCIATES, INC.,
PERTAINING TO ENGINEERING SERVICES FOR A
WATER, SANITARY AND CONSERVATION RATE
STUDY FOR TAMARAC UTILITIES EAST AND
TAMARAC UTILITIES WEST; EXPRESSION OF
INTEREST EOI-91-04; AND PROVIDING AN
EFFECTIVE DATE.
BE IT RESOLVED BY THE COUNCIL OF THE CITY OF TAMARAC, FLORIDA:
SECTION 1: That the appropriate City officials are
hereby authorized to execute an Agreement with Hartman and
Associates, Inc., pertaining to engineering services for a
water, sanitary and conservation rate study for Tamarac
Utilities East and Tamarac Utilities West (Expression of
Interest EOI-91-04), in an amount not to exceed $35,000.00,
a copy of said agreement being attached hereto as "Exhibit 1".
SECTION 2: This resolution shall become effective
immediately upon adoption. �t��
PASSED, ADOPTED AND APPROVED thisdday of ,1992.
ATTEST:
CAROL A. E ANS
CITY CLERK
I HEREBY CERTIFY that I have
approved this Resolution as
to form.
L RUF
CITY ATTO Y
RECORD OF COUNCI 10-
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AGREEMENT FOR ENGINEERING SERVICES
FOR WATER, SANITARY AND CONSERVATION RATE STUDY
THIS AGREEMENT made and entered into this 22 day of January, 1992by and
between the CITY OF TAMARAC, Florida (hereinafter referred to as "CITY"), and
HARTMAN & ASSOCIATES, INC., a Florida corporation (hereinafter referred to as
"CONSULTING ENGINEERS").
WHEREAS, the CITY desires to engage a firm of CONSULTING ENGINEERS to
provide Consulting Engineer services; and
WHEREAS, the CITY has followed the selection and negotiation process set forth in
the Florida Consultants' Competitive Negotiation Act, SS287.055, Florida Statutes; and
WHEREAS, the CITY wishes to obtain the professional services of the CONSULTING
• ENGINEERS to provide certain Consulting Engineer services as may be authorized by the
CITY from time to time;
NOW, THEREFORE, for and in consideration of the premises, the mutual covenants
hereinafter recited, and for other good, valuable and sufficient consideration, the receipt of
which is hereby acknowledged, the parties hereto agree as follows:
1. CONSULTING SERVICES:
The CONSULTING ENGINEERS agree to conduct a City-wide water, sanitary
(wastewater) and conservation rate study and other engineering and utility management
services, relative to the operation and improvement of the CITY's water, sanitary and
conservation systems as desired.
2. SMUDY AND REPORT SERVICES:
SEE EXHIBIT "A"
The CONSULTING ENGINEERS agree to conduct water, sanitary and conservation
• system rate studies and/or other analyses of materials, investigations and studies and to prepare
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engineering reports and cost estimates pertaining to specific assignments (those specific
assignments authorized by this Agreement are shown in Exhibit "A") as may be authorized by
the CITY from time to time. Such activities include the variety of engineering functions of the
CONSULTING ENGINEER pursuant to the City Code of Ordinances. Finally, the functions
are specifically inclusive of engineering services, utility services, and financial studies and/or
reports in accordance with bond requirements or other matters.
3. COVEIJANTS BY THE CITY:
The CITY hereby covenants and agrees:
(a) To promptly pay such fees as are due and payable to the CONSULTING
ENGINEERS according to the schedule set forth in this Agreement for services authorized and
performed.
(b) To appoint a representative with respect to particular work to be performed
under this Agreement. This representative shall have authority to transmit instruction, receive
information, and interpret and define the CITY's policy and decisions pertinent to the work
covered by the Agreement.
(c) To make available at no cost to the CONSULTING ENGINEERS all existing
records, reports, maps, plans, aerial photographs or other data which may be required for
work under this Agreement, and to provide full information as to the CITY's requirements for
any work authorized hereunder.
(d) To make its water, wastewater and other facilities and properties available and
accessible for inspection by the CONSULTING ENGINEERS, and to provide labor and safety
equipment as required by the CONSULTING ENGINEERS and authorized by the CITY, and
to guarantee access to and make all provisions for the CONSULTING ENGINEERS to
perform his work under this Agreement.
(e) To provide such legal, accounting and counseling services as may be required
for projects.
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(f) To give prompt written notice to the CONSULTING ENGINEERS whenever
the CITY observes or otherwise becomes aware of any defect in a project.
(g) To give careful and reasoned consideration to the findings and recommendations
of the CONSULTING ENGINEERS and to respond in a timely manner so as not to unduly
delay the work.
All work to be performed by the CONSULTING ENGINEERS under this Agreement
shall first by authorized by the City Manager or designee.
S, PAYMENT FOR SERVICES:
The CITY agrees to pay the CONSULTING ENGINEERS on a monthly basis for all
services authorized and performed in accordance with the rates referenced herein, subject to
the budget limit set out in each authorization of work and as stated in the previous paragraphs.
• (a) Those functions which are considered overhead and included in the overhead
costs. Moreover, costs for computers, word processors, CADD facilities, plotters and
printers, facsimile equipment, routine copies, COREL DRAW, computerized KROY and other
professional support equipment are considered as included in the overhead cost as provided
herein.
(b) All fees shall be invoiced monthly and are due and payable monthly. The
amount due shall be determined as the costs are incurred for services performed using the fee
methods described herein.
(c) CONSULTING ENGINEERS may hire additional staff, have existing staff
progress with professional registration, college degrees and promotion, have certain existing
staff change from part-time to full-time and other personnel classification adjustments from
time to time.
(d) The rate of payment for services authorized under this agreement shall be as
0 follows:
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(1) Labor cost as determined by the raw labor rate per employee specified in
each authorization multiplied by a 1.70 payroll cost factor (payroll cost equals 1.40 times raw
labor cost). The payroll cost factor of 1.70 includes overhead and all other non -payroll
expense allocations of the CONSULTING ENGINEERS.
(2) Other direct costs include all out-of-pocket expenses and subconsultants
(as approved by the City) which are not included in the overhead costs as described in 10(a)
above. Other direct costs shall be reimbursed at cost.
(3) Operating margin shall be computed as ten (10) percent (%) of the sum
of items (1) and (2) above. The total cost equals the sum of items (1) and (2) above plus
operating margin.
(4) The up -set limit is $35,000.00 for this project.
6. R HIBITI N A AINST C NTIN ENT FEES
The CONSULTING ENGINEERS warrant that it has not employed or retained any
company or person, other than a bona fide employee working solely for the CONSULTING
ENGINEERS, to solicit or secure this Agreement and that it has not paid or agreed to pay any
person, company, corporation, individual or firm, other than a bona fide employee working
solely for the firm, any fee, commission, percentage, gift or any other consideration
contingent upon or resulting from the award or making of this Agreement.
7. LIFE AND LIMITATIONS F AGREEMENT:
(a) This agreement shall remain in full force and effect until terminated by either
party, except that as to work authgrized under this Agreement prior to notice of termination,
this Agreement shall continue in full force and effect until all of the work authorized under this
Agreement is satisfactorily completed and/or termination payment made to the CONSULTING
ENGINEERS.
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(b) It is agreed that the CONSULTING ENGINEERS shall not be required to enter
upon any facility or property which the CONSULTING ENGINEERS believe to be hazardous,
dangerous or unsafe.
(c) It is agreed that reproducible copies of all reports, tests, specifications and
mylar record drawings and computer discs will be the property of the CITY and shall be
delivered to them at the completion of a project.
8. TERMINATI N-
This Agreement may be terminated by either party upon thirty (30) days written notice
to the other party. If terminated, the CONSULTING ENGINEERS shall complete and be paid
in accordance with Paragraph 5 herein for all work previously completed under the
Agreement. Within ten (10) days after payment by the CITY, whatever reports, tests,
specifications and/or mylar record drawings which have not been delivered to the CITY, shall
be delivered to the CITY in whatever stage of completion and/or form such documents are in.
CONSULTING ENGINEERS are not liable for the CITY's use of such documents in whatever
manner the CITY chooses.
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above.
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WHEREFORE, the parties have executed the Agreement this day and date first written
Hartman & Associates, Inc.
Ger d C. Hartman, P.E.
President
City of Tamarac, Florida
(Witness)
•
them
VW-
(W' ness) ayor, City Council
(Witness) City Clerk
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Appro s to f
City Attorney
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WATER SANITARY AND CONSERVATION RATE STUDY
SCOPE OF SERVICE, SCHEDULE AND COMPENSATION
Exhibit "A" is organized in three (3) parts as follows:
PART 1 - SCOPE OF SERVICES
PART 2 - SCHEDULE
PART 3 - COMPENSATION
PART 1
SCOPE OF SERVICES
Each system (Tamarac Utilities West and Tamarac Utilities East) shall be analyzed separately.
18 The rate study will present the results from each system independently. There will be one (1)
report including both systems. The deliverable items from HAI include the following:
(1) Five (5) copies of a draft report.
(2) Twenty (20) copies of a final report.
(3) Fifty (50) copies of a Public Hearing Briefing Document (stapled for public distribution
at the final report presentation).
(4) IBM PC compatible model/spreadsheet disc and training.
(5) A one -day workshop with the City Council members.
(6) A final report presentation to City Council.
HAI will consider pro forma rates for the remaining portion of fiscal year 1992, 1993 and
1994. Moreover, HAI will present the consideration of rate indexing for automatic
adjustments to compensate for inflationary and related cost increases.
TASK 1 - DATA COLLECTION
The following data and other information shall be collected for the water, sanitary and
conservation systems:
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A. Past five (5) years audits.
B. Past five (5) years budgets and actual financial performance of the utility, as
well as the customers served and the quantity sold.
C. Current year budget and performance to budget through July, 1991.
D. Proposed FY 1992 budget.
E. City Utility Code addressing water and sanitary sewer system, as well as the
portions of the Code related to water conservation, emergency shortages and
like matters.
F. All effective rate ordinances and/or resolutions for each system.
G. All planned capital improvements and capital requirements as authorized by the
City and/or as depicted in the latest water, sanitary sewer and conservation
master plans.
H. Existing policies, procedures and utility standards.
I. Portions of the City Comprehensive Plan addressing water, sanitary,
conservation levels of service, goals and objectives, project and financial plan.
J. Copies of all outstanding water, sanitary and/or conservation utility revenue
bond official statements with bond covenants.
K. Historical billing history by billing cycle and for each system for the past twelve
(12) month period.
L. Customer statistics including usage per 1,000 gallons by meter size, revenue
statistics per meter size or account for the latest twelve (12) month period.
M. Existing contracts, agreements and/or commitments for service outstanding and
status of payment.
N. Interlocal agreements with the County or other entities concerning, wholesale
service, service areas, and other matters.
TASK 2 - HISTORICAL UTILITY PERFORMANCE ANALYSIS
40 A. Document historical revenue and expense performance of the utility system for
the past five (5) years.
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B. Analyze cost and revenue trends.
C. Comment regarding revenue sufficiency with regard to budget, interfund
transfers, City goals and objectives and bond covenants or other financial
performance requirements.
D. Review utility fund balances for sufficiency.
TASK 3 - REVIEW OF CAPITAL PLANNING
A. Overview description of the systems.
B. Document capital programs per utility system.
C. Document system demand, flow and customer projections.
D. Review system demand versus capacity situation.
E. Review system operational characteristics.
• F. Determine available capacity by system component.
G. Comment upon the capital plan.
TASK 4 - REVIEW OF UTILITY SYSTEM BUDGETS FOR FISCAL YEAR 1992
A. Projection evaluation with consideration of:
o Safe Drinking Water Act requirements.
o Florida Department of Environmental. Regulation (FDER) sludge rules.
o Other FDER rules and regulations.
o Water conservation rules from South Florida Water Management District
(SFWMD).
o Other SFWMD Water Use Permit rules and/or conditions.
B. Analysis of revenues.
C. Analysis of expenses.
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(1) Expense generation areas.
(2) Review for sufficiency.
D.
Bond/contract analysis.
(1) Principal and interest requirements.
(2) Coverage requirements.
(3) Required fund payments (R & R, etc.).
(4) Interfund transfer payments.
(5) Allocated overhead, general fund transfer, and/or payments in lieu of
taxes.
(6) Other contracts and compliance.
(7) Comprehensive plan levels of service and compliance.
(8) Bond covenants compliance (no free service, etc.)
TASK 5 - CITY
GOALS AND OBJECTIVES
A.
Documentation of City goals and objectives.
B.
Water Management District conservation rate.
C.
Wastewater maximum monthly rate level.
D.
Service Availability Charge without Consumption.
TASK 6 - REVENUE PROJECTIONS FROM EXISTING RATES
A.
Customer and usage forecast.
B.
Revenue generation spreadsheet.
TASK 7 - RATE
SCHEDULE REVENUE TESTING
A.
Consideration of pricing elasticity.
B.
Consideration of shortfall recovery.
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(1)
Reuse flat rates.
(2)
Sanitary sewer flat rate with maximum.
(3)
Service availability charge adjustment.
(4)
Water conservation rate.
(5)
Surcharge on utility services.
(6)
System rate indexing analysis.
TASK 8 - REVIEW OF CAPITAL RECOVERY FEE (CONNECTION OR IMPACT FEE)
In order to determine the adequacy of the current fee structure to recover the cost of service,
the following components may be analyzed:
A. Applicability to existing customer base, as well as various types of new, large
industrial , commercial and residential developments.
• B. Definitions of scope and applicable assets.
•
C. Exemptions or grandfather provisions.
D. Rates.
E. Credits for developer contributions.
F. Method or requirements of payment.
G. Component cost recovery for each segment of the capital facilities will be
identified.
TASK 9 - MISCELLANEOUS SERVICE FEES
Miscellaneous services fees review. The primary purpose of this task is to review with the
City the adequacy of the miscellaneous service charges, such as turn -on fees, reconnection
fees, late payment fees, testing fees, meter setting fees, tap -in fees, and associated customer
deposit policies. If changes are necessary, the new rates and policies will be based on the
complete cost recovery necessary to provide such services.
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• TASK 10 - PROPOSED RATE SCHEDULE
A. Water system.
B. Sanitary sewer system.
TASK 11 - RATE COMPARISONS
A. Monthly rates.
B. Capital recovery fees.
C. Miscellaneous fees.
TASK 12 - MEETINGS - Three (3) project meetings.
TASK 13 - SPREADSHEET AND TRAINING FOR ONE (1) DAY
TASK 14 - DRAFT REPORT (FIVE (5) COPIES)
TASK 15 - FINAL REPORT (TWENTY (20) COPIES)
•
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PART 2
PROJECT SCHEDULE
The detailed project schedule is shown on the following figure and reflects a project
completion date of twelve (12) weeks following the notice to proceed provided by the City, for
a draft report with the final report completed as soon as comments are received.
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COMPENSATION
Based upon the scope of services delineated in Part 1 and the schedule shown in Part 2, the
corresponding up -set limit for this project is $35,000.00.
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