Fort Walton Beach Council agenda — 05-08-2007 regular agenda — reading text

though the budget has been prepared based on line items, and summarized to a J categorical level. 4. Appropriations may be transferred for the purpose of equalization when needed by a J budget transfer with the approval of the Finance Director and/ or the City Manager as necessary. This action will not change the total dollar amount of the budget. 5. The City Council during fiscal year 2006- 2007 may, by Resolution, make any amendments to the BudgBt adopted by this Ordinance, as it may deem necessary and J proper. J J I  6. All Budget Amendments requesting additional expenditures or expenses must also identify the corresponding funding source. 7. Debt service for the General Fund and Capital Projects fund will be paid from operating revenues and/ or transfers from the Debt'Service Fund. Debt Service for the Utilities, Sanitation, and Golf Enterprise Funds will be paid from operating revenues from these Enterprise Funds. 8. Projects that were not completed during the prior fiscal year are carried fOlWard as special projects and are funded with the corresponding carryover appropriations of the prior year. Special projects ( General Fund $ 633, 538, LETF $ 11, 075, CDBG 99, 970, CRA $ 1, 081, 444, Capital Projects Fund $ 247, 576, Utilities Fund 4, 287, 498, Sanitation Fund $ 8, 200, and Golf Fund $ 81, 943 for a total of$ 6, 451, 244) are commitments incomplete as of September 30, 2006 and will be continued and made a part of the 2006- 2007 appropriations. 9. Cash balance reserves shall be carried fOlWard for prior year encumbrances ( open purchase orders) in the amount of$ 4, 386, 361 reappropriated, which will be paid from revenues collected in FY 2006- 07. . " 10. This ordinance shall become effective on and after October 1, 2006. ADOPTED: q'd-tJ- ot . MAYOR: U~ MIKE G. ANDERSON TTE T: 14- LEN SPENC~ Y CLERK OVED AS TO FORM AND LEGAL SUFFICIENCY:  CITY COUNCIL MEETING May 8, 2007 Regular Agenda Consideration of a request to award engineering/ consulting services for developing a Stormwater Utility Study to the top ranked firm, Earth Tech of Fort Walton Beach Utilities Director) Council Action 1st 2nd Vote: RG- 8 Agenda Item Number:  CITY OF FORT WALTON BEACH MEMORANDUM To: Joyce Shanahan, City Manager From: Sam Wilson, Environmental Specialist Through: John Hofstad, Utilities Director Date: May 1, 2007 Subject: Engineering / Consulting Services - Stoffilwater Utility Study Background: Since 1937, when Fort Walton Beach was chartered as a municipality, the area has seen great changes to its natural landscape. With these changes the need for stoffilwater management has evolved. Over the past several years, the City has developed an extensive inventory of stoffilwater infrastructure, which includes: 34 miles of underground stoffilwater pipe, 61 outfalls to a receiving body of water, 11 stormwater retention ponds, three ( 3) miles of ditches and streams, and over 1, 300 curb and surface inlets. This infrastructure is in place to collect and convey stoffilwater runoff and to protect the property of the 20,000 plus residents of Fort Walton Beach. The stoffilwater infrastructure, some of which was originally installed in the 1930s, networks through 29 local drainage basins that cover more than 4,789 acres ( 7.5 square miles). The need for maintenance, rehabilitation, and new construction is a costly endeavor, especially for an aging stoffilwater system. Along with maintenance and infrastructure needs, regulations placed on water quality by State and Federal entities have increased the need for funding. According to the National Pollutant Discharge Elimination System (NPDES), enforced by the Florida Department of Environmental Protection FDEP), the City has five (5) years to implement a multitude of Best Management Practices (BMPs). The requirements of the NPDES program put pressure on a budget that is already strained by other infrastructure and programs. The City of Fort Walton Beach has reached a point, through aging specifically for needs, are regulations, where additional means to generate revenue, stoffilwater required. In June of 2003, staff prepared a preliminary report showing the need for a Stoffilwater Implementation Plan. The Report concluded that serious consideration should be given to establishing a stoffilwater utility based on water quality, flooding,and regulatory issues. Key elements of the Report included stoffilwater program requirements, control measures, best management practices, stoffilwater utility survey results, stoffilwater utility implementation methodology, and organizational responsibilities. As a result of this report the following rpeasures were taken: Rb-ftg  FY 04- 05 CIP (# 5220) $ 65, 000 budgeted and approved by Council Coordination with County on Direction - October 2005: One- cent sales tax idea introduced October 2005: Okaloosa County, who suggested a collaborative stormwater management approach between the County and the municipalities, shifted away from the stormwater utility approach and pursued a sales tax increase to fund stormwater and road improvements October 2005: City of FWB CIP (# 5220) placed on hold, waiting on outcome for one- cent sales tax referendum September 2006- Voter Referendum/ Sales Tax increase defeated October 2006- Staff directed to reactivate CIP # 5220 January 2007- Staff issued Request for Proposal (RFP) for Stonnwater Utility Study February 2007- Staff received six sealed proposals for RFP February 2007- Five ( 5) member selection committee scored and ranked firms May 2007- Staff prepared and presented stormwater presentation at City Council workshop Discussion: On January 22, 2007, the City's Purchasing Deparlment advertised RFP 07- 113 for engineering / consulting services for Stormwater Utility Study. The RFP set forth the scope of work for a consultant to identify activities to support and implement a stormwater funding program for areas within the incorporated boundaries of the City of Fort Walton Beach. The Scope of work includes, but is not limited to the following items: Assessin~ the impacts of a Stormwater Utility on the City' s current organizational structure Providing recommendations regarding rate structures, proposed rates, and anticipated revenues Providing detailed ( 5) year cash flow analysis Assessing the extent of exemptions from any proposed fees Assisting City staff in the development of a legally defensible ordinance addressing creation of Stonnwater Utility Providing options for an appeals procedure Developing a Master Database File that is fully compatible with the City' s GIS and Financial Software Performing public outreach to educate citizens on the need and implementation of a Stonnwater Utility Presenting ftndings of the study in public workshops and hearings Conduct bi-monthly meetings with a Technical Assessment committee On February 27, 2007, six ( 6) sealed proposals were received and opened. The Six ( 6) ftrms were: Baskerville- Donovan, Inc. CPR Engineers, Inc. Earth Tech Fabre Engineering and Survey Government Services Group Tetra Tech, Ine. 2 Prior to opening the proposals, the Utilities Department fonned a selection committee comprised of: Utilities Director, John Hofstad; Environmental Specialist, Sam Wilson; Utilities Operations Manager, Michael Beedie; City Engineer, John Geurin, and Finance Director, Lisa Absher. Mter review of the proposals, the selection committee individually ranked the finns based on ten ( 10) different elements identified in the RFP. The following top three ( 3) finns were identified and selected for interviews: Earth Tech, Fabre Engineering and Survey, and Tetra Tech, Inc. For the interview element of the selection process, each fton was allowed thirty ( 30) minutes to make a presentation to the selection committee, followed by a thirty ( 30) minute question and answer period. During this process, each member of the selection committee asked questions and used the same ten ( 10) grading elements that were used previously during the initial proposal review to score each finn. The presentation scores were combined with the proposal scores to generate an overall total combined score. The final rankings, along with each finn' s score, were: 1. Earth Tech - 879 2. Tetra Tech, Inc.- 856 3. Fabre Engineering and Survey- 641 The maximum potential combined scores for proposal submittals and presentations were 1020 points. This scoring was based on a five person selection committee and range provided for each graded element ( See Attached Final Scoring Sheet). Earth Tech emerged as the top ranked finn for this' project based on their understanding and their proposed approach to developing the City's Stonnwater Utility. The proposal submitted by Earth Tech is attached, and copies of the proposals by the remaining ftve ( 5) firms are available in the additional materials folder. Based on the fmal rankings for the short-listed finns, Staff will proceed with contract negotiations with the top- ranked firm, Earth Tech, contingent upon City Council approval. Once Staff completes contract negotiations, the City Attorney shall review and approve all contract documents for legal sufficiency. Recommendation: Staff requests Council authorization to award engineering / consulting services for developing a Stonnwater Utility Study ( RFP 07- 113) to the top ranked ftnn, Earth Tech of Fort Walton Beach, Florida. Staff further requests authorization for the City Manager, or the City Manager' s designee, to negotiate a contract with Earth Tech for engineering / consulting services not to exceed the budgeted amount of $65,000. If approved, sufftcient funding is available in account 401- 8220- 538- 6997 ( CIP 5220 - Stonnwater Management Study). Submitted By: s I, J~_ 3  6~- 7 l) Date Reviewed and Concur. 5/<)./ 0=