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HomeMy WebLinkAboutR-2004-071 Water Rate Study RESOLUTION NO. 2004-071 A RESOLUTION OF THE CITY OF DANIA BEACH, FLORIDA AUTHORIZING THE PROPER CITY OFFICIALS TO ENTER INTO A CONTRACT WITH PUBLIC RESOURCES MANAGEMENT GROUP, INC. IN AN AMOUNT NOT TO EXCEED $37,000 TO PERFORM A WATER AND WASTEWATER RATE AND WATER AND SEWER IMPACT FEES STUDY; PROVIDING FOR CONFLICTS; FURTHER, PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, in connection with a water and wastewater rate and water and sewer impact fees study desired by the City, City staff conducted a "request for proposals" process which included an advertisement, a pre-bid meeting, review of qualifications of proposers, formal price proposals and presentations to a selection committee, which committee has recommended to the City Commission that such services can be provided at the best cost by contracting with Public Resource Management Group, Inc.; and WHEREAS, the City Manager has determined that it is necessary to perform the water and sewer rate study and the impact fees study in FY 2004; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF DANIA BEACH, FLORIDA: Section 1. That the proper City officials are authorized to enter into an agreement with Public Resource Management Group Inc. to acquire the services as specified in the attached contract, which is incorporated by reference, for an amount not to exceed $37,000. 1 RESOLUTION NO.2004-071 Section 2. That the Director of Finance is authorized to increase the appropriation of the budget in the Water Fund and the Sewer Fund respectively for an amount of $3,500 each to fund for this study. Section 3. That this resolution shall be in force and take effect immediately upon its passage and adoption. PASSED and ADOPTED this 13t" day of April, 2004. C.K. MCELYEA MAYOR — COMMISSIONER ATTEST: ROLL CALL: ® COMMISSIONER ANTON —YES dUtAt, —Jedd�) COMMISSIONER CHUNN - YES LOUISE STILSON COMMISSIONER FLURY - YES CITY CLERK VICE-MAYOR MIKES - YES MAYOR MCELYEA - ABSENT APPROVED AS TO FORM AND CORRECTNESS: BY: ( -\\, A A k, TH ' MA J. ANSBRO CITY ATTORNEY 2 RESOLUTION NO.2004-071 Y' FLORIDA a � y April 22, 2004 Public Resource Management Group, Inc. 341 North Maitland Avenue, Suite 300 Maitland, FL 32751 RE: Agreement between Public Resource Management Group, Inc. and the City of Dania Beach ® To Whom It May Concern: Enclosed are two (2) original agreements that have been executed by the City of Dania Beach. These agreements now require final execution by your organization. Upon execution, please keep one original and return the other original to me for our records. If you have any questions regarding this agreement, please contact Patricia Varney, Director of Finance, at 954-924-3620. Sincerely, Louise Stilson City Clerk Enclosures "Broward's First City' 100 West Dania Beach Boulevard Dania Beach, Florida 33004 Phone: (954) 924-3600 www.ci.dania-beach.fl.us AGREEMENT THIS IS AN AGREEMENT (the "Agreement") entered into on y, C !�>� 2004, between: THE CITY OF DANIA BEACH, FLORIDA, a municip corporatidrn, (the ® "City") and PUBLIC RESOURCES MANAGEMENT GROUP, INC., a Florida corporation (the "Consultant"). In consideration of the mutual covenants, terms and conditions contained in this Agreement, and other good and valuable consideration, the adequacy and receipt of which are acknowledged, the parties agree as follows: 1. Scope of Services. See Attachment One ("Scope of Service" and "List of Deliverables", dated March 23, 2004), a copy of which Attachment (and an Exhibit "A", attached to it) is attached and incorporated by this reference. 2. Payment for Services. A. City agrees to pay Consultant for services provided by Consultant, as described in Section 1, compensation not to exceed Thirty-Seven Thousand ($37,000.00) Dollars (the "Fee"). Upon submission of monthly invoices for services furnished, the City shall pay Consultant an amount equal to the actual hours of services furnished times the hourly rates for services set forth in the attached Exhibit A. The City will also reimburse Consultant each month at cost, for all out-of-pocket expenses directly chargeable to the work covered by this Agreement. Such out-of-pocket expenses will include items such as reproduction, printing, postage, deliver and shipping, telephone, facsimile, and travel expenses such as rental cars, hotels and meals and other direct expenses utilized or incurred in the provision of the consulting services covered by this Agreement as to travel expenses, which expenses are included in the total compensation of$37,000. The total amount billed under this Agreement shall not exceed the compensation as set forth above without the prior written approval of the City. B. Any necessary additional work, as determined by City, which is not covered by the scope of work described in Attachment One, shall not be undertaken without a written amendment to this Agreement to that effect, executed in advance by both parties. C. Consultant shall submit its invoices in the format and with supporting documentation as may be required by City. Such invoices shall be paid by City within thirty (30) days after receipt. D. Any invoice which is not timely paid as prescribed above will be subject to the accrual of interest at the statutory rate prescribed by applicable Florida law. Page 1of7 3. Indemnification of City. A. Consultant agrees to indemnify and hold harmless the City for all costs, losses and expenses including, but not limited to, damages to persons or property including, but not limited to,judgments and attorneys'fees arising out of the negligent acts, errors or omissions or the willful misconduct of the Consultant, its agents, servants or employees in the performance of services under this Agreement. If called upon by the City, the Consultant shall assume and defend not only itself, but also the City, in connection with any suit or cause of action arising out of the foregoing, and such defense shall be at no cost or expense whatsoever to the City. This indemnification does not extend to acts of third parties who or which are wholly unrelated to Consultant. The covenants and representations relating to this indemnification provision shall survive the term of this Agreement and continue in full force and effect as to Consultant's responsibility to indemnify the City. B. It is specifically understood and agreed that the consideration inuring to the Consultant for the execution of this Agreement consists of the promises, payments, covenants, rights and responsibilities contained in this Agreement. C. The execution of this Agreement by the Consultant shall obligate the Consultant to comply with the foregoing indemnification provision; however, the collateral obligation of providing insurance must be also complied with as set forth below. 4. Insurance. Consultant shall provide, pay for and maintain in force at all times during the term of this Agreement, such insurance, including professional liability insurance, Workers' Compensation insurance and comprehensive general liability insurance as stated below.- A. Professional liability insurance with minimum limits of liability of One Million Dollars ($1,000,000.00) to assure the City of coverage of the indemnification specified in this Agreement. B. Workers' Compensation and employers' liability insurance to apply for all employees. C. Comprehensive general liability insurance, including blanket contractual, personal injury and broad form property liabilities' coverages with minimum limits of One Million Dollars($1,000,000.00) per occurrence, combined single limit for bodily injury liability and property damage liability. The City is to be included as an "additional insured" with respect to any claims arising out of this Agreement. D. Automobile bodily injury and property damage liability insurance covering owned, non-owned, rented and hired vehicles. The combined single limit for bodily injury and property damage shall have minimum limits of liability of One Million Dollars ($1,000,000.00). E. The Consultant shall provide the Risk Manager of the City Certificates of Insurance for coverages and policies required by this Agreement. All certificates shall state that the City shall be given thirty (30) days' advance notice prior to expiration or cancellation of any policy_ Such policies and coverage shall not be affected by any other policy of insurance which the City may carry in its own name. Page 2of7 f 5. Assignment of Agreement. A. It is understood and agreed by both parties that this Agreement, in whole or in part, cannot be assigned, sublet or transferred by the Consultant without the prior written consent of City. 6. Examination of Records. Consultant shall maintain books, records, documents and other evidence directly pertinent to performance of work under this Agreement in accordance with generally accepted accounting principles and practices. The Consultant shall also maintain the financial information and data used by the Consultant in the preparation of support of any claim for reimbursement for any out-of- pocket expense or cost. The City shall have access to such books, records, documents and other evidence for inspection, audit and copying during normal business hours. The Consultant will provide proper facilities for such access and inspection. Audits conducted under this section shall observe generally accepted auditing standards and established procedures and guidelines of the City. The Florida Public Records Act, Chapter 119 of the Florida Statutes, may have application to records or documents pertaining to this Agreement and Consultant acknowledges that such laws have possible application and agrees to comply with all such laws. 7. Termination. A. Termination of Agreement for Convenience. It is expressly understood and agreed that the City may terminate this Agreement at any time for any reason or no reason at all by giving the Consultant notice by certified mail, return receipt requested, ® directed to the principal office of the Consultant, fifteen (15) days in advance of the termination date. In the event that the Agreement is terminated pursuant to this provision, the Consultant shall be entitled to be compensated for the services rendered from the effective date of execution of the Agreement up to the termination date. Such compensation shall be based on the fee percentage of work completed, as fairly and reasonably determined by City after conferring with Consultant. B. Termination of Agreement for Cause. If City elects to terminate the Agreement for cause, City will provide Consultant five (5) days' advance written notice. If Consultant promptly cures the matter giving rise to the cause within that time, this Agreement shall continue. If not timely cured, the Agreement will stand terminated and the City will pay Consultant for work completed less any costs, expenses and damages incurred by City as a result of such termination. If a court of competent jurisdiction determines that the termination was not authorized under the circumstances then the termination shall be deemed to be a termination for convenience. 8. Ownership of Documents. All correspondence, studies, data, analyses, documents, instruments, applications, memoranda and the like, including any drawings and specifications prepared or furnished by Consultant pursuant to this Agreement shall become owned by and be the property of the City and the City shall consequently obtain ownership of them by any statutory common law and other reserved rights, including Page 3 of 7 copyright; however, such documents are not intended or represented by Consultant to be suitable for reuse by City. Any such reuse, modification or adaptation of such document without written verification or permission by Consultant for the specific purpose intended ® will be at City's sole risk and without liability or legal exposure to Consultant. If City alters any such documents, City will expressly acknowledge same so that no third partywili be in doubt as to the creation or origination of any such document. 9. Notices. Except as provided above, whenever either party desires to give notice to the other, it must be given by written notice, sent by certified U.S. mail, with return receipt requested, addressed to the party for whom it is intended, at the place last specified and the place for giving of notice in compliance with the provisions of this paragraph. For the present, the parties designate the following as the respective persons and places for giving of notice: City: Ivan Pato, City Manager City of Dania Beach 100 West Dania Beach Boulevard Dania Beach, Florida 33004 With a copy to: Thomas J. Ansbro, City Attorney Weiss, Serota, Helfman et al. 3107 Stirling Road, Suite 300 Ft. Lauderdale, Florida 33312 Consultant: Public Resource Management Group, Inc. 341 North Maitland Ave., Suite 300 Maitland, Florida 32751 10. Consent to Jurisdiction. The parties agree that the jurisdiction for any legal action arising out of or pertaining to this Agreement shall be the Circuit Court for the Seventeenth Judicial Circuit in and for Broward County, Florida, or the federal District Court in the Southern District of the United States. Each party further agrees that venue of any action to enforce this Agreement shall be in Broward County, Florida. 11. Governing Law. The parties agree that this Agreement shall be construed in accordance with and governed by the laws of the State of Florida. 12. Attorneys' Fees and Costs. If City or Consultant incurs any expense in enforcing the terms of this Agreement, whether suit is brought or not, each party shall bear its own costs and expenses including, but not limited to, court costs and reasonable attorneys' fees. 13. Headings. Headings in this document are for convenience of reference only and are not to be considered in any interpretation of this Agreement. Page 4 of 7 14. Exhibits. Each attachment and exhibit referred to in this Agreementforrns an essential part of this Agreement. Each such attachment and exhibit is a part of this Agreement and each is incorporated by this reference. ® 15. Severability. If any provision of this Agreement or the application of itto any person or situation shall to any extent be held invalid or unenforceable, the remainder of this Agreement, and the application of such provisions to persons or situations other than those as to which it shall have been held invalid or unenforceable, shall not be affected, shall continue in full force and effect, and shall be enforced to the fullest extent permitted by law. 16. All Prior Agreements Superseded. This document incorporates and includes all prior negotiations, correspondence, conversations, agreements and understandings applicable to the matters contained in this Agreement and the parties agree that there are no commitments, agreements or understandings concerning the subject matter of this Agreement that are not contained in this document. Accordingly, it is agreed that no deviation from the terms of this Agreement shall be predicated upon any prior representations or agreements, whether oral or written. 17. Consultant and its employees and agents shall be and remain independent contractors and not employees of City with respect to all of the acts and services performed by and under the terms of this Agreement. This Agreement shall not in anyway be construed to create a partnership, association or any other kind of joint undertaking, enterprise or venture between the parties to this Agreement. 18. The Consultant understands and agrees that the City, during any fiscal year, is not authorized to expend money, incur any liability, or enter into any contract which, by its terms, involves the expenditure of money in excess of the amounts budgeted as available for expenditure during such fiscal year and that any contract, verbal or written, made in violation of this subsection is null and void and that consequently, no money may be paid on such contract beyond such limits. Nothing contained in this Agreement shall prevent the making of contracts for periods exceeding one (1) year, but any contract so made shall be executory only for the value of the services to be rendered or agreed to be paid for in succeeding fiscal years. Consultant shall not proceed with services under this Agreement without City's written verification that the funds necessary for Consultant compensation and other necessary expenditures are budgeted as available within the appropriate fiscal year budget. 19. Consultant warrants and represents that no elected official, officer, agent or employee of the City has a financial interest, directly or indirectly, in this Agreement or the compensation to be paid under it and, further, that no City employee who acts in the City of Dania Beach as a "purchasing agent" as defined in Chapter 112, Florida Statutes, nor any elected or appointed officer of the City of Dania Beach, nor any spouse or child of such purchasing agent, employee or elected or appointed officer, is a partner, officer, director or proprietor of the Consultant and, further, that no such City employee, purchasing agent, City elected or appointed officer, or the spouse or child of any of them, alone or in Page 5 of 7 combination, has a material interest in the Consultant. Material interest means direct or indirect ownership of more than five percent (5%) of the total assets or capital stock of the ® Consultant. 20. Consultant shall comply with all federal, state and City laws applicable to the Consultant services and specifically those covering Equal Opportunity Employmentand the Americans With Disabilities Act("ADA"). The Consultant is expected to fully complywith all provisions of all laws and the City reserves the right to verify the Consultant's compliance with them. Failure to comply with any laws will be grounds for termination of the Agreement for cause. 21. In the event of any conflict between any provisions of this Agreement and any provision in Attachment One and Exhibit "A", the parties agree that the provisions of this Agreement are controlling (including, but not limited to, all terms and provisions governing compensation). IN WITNESS OF THE FOREGOING, the parties have set their hands and seals the day and year fist above written. CITY OF DANIA BEACH, a Florida municipal corporation ATTEST: By: C.K. MCELY LOUISE STILSON MAYOR-COMMISSIONER CITY CLERK .: Z �__... By: = _ IV,AN PATO rr . CITY MANAGER APPROVED FOR FORM AND CORRECTNESS: APPROVED AS TO "SCOPE OF f SERVICES" B �1 / y: l ` - By: ti.�� �� C THO AS ANSBRO, ESQ PATRICIA VARNEY CITY ATTJ RNEY DIRECTOR OF FINANCE Page 6 of 7 CONSULTANT: ® Signed, sealed and delivered Public Resources Management Group, in the presence of: Inc., a Florida corporation C! rllss , /* /I t� n" [) e4 - j-.0 Wi Hess Print Name Title STATE OF FLORIDA COUNTY OF The foregoing instrument was acknowledged before me on l Z�.l' , . , 2004, by ,�4' ?z�,,. / �;n ��-�- who .s personaliv known to me or has produced as identification and did (did not) take an oath. NO AARY PUBLIC, State of Florida ® My commission expires: 1�. YP nn jeae B. Vogt M#=J*27.2= u mded TbM 4J,F AlleatlC Bamd1a$a36bC. Page 7 of 7 March 23, 2004 PRMG #1171-01 Ms. Patricia Varney Director of Finance City of Dania Beach 100 West Dania Beach Boulevard Dania Beach, Florida 33004 Subject: Agreement to Provide Professional Services Related to a Water and Wastewater Rate and Fee Study for the City of Dania Beach, Florida Dear Ms. Varney: Public Resources Management Group, Inc. (PRMG) is pleased to submit this Letter Agreement to provide professional consulting services to the City of Dania Beach's water and wastewater utility system ("City" or "Client"). The consulting services provided under this engagement will include, among other things, services associated with preparing a water and wastewater system financial forecast, cost of service analysis, and rate and fee study for the City. This Letter Agreement is intended to set forth the scope of services and fee for the engagement along with other standard contractual terms. The scope of services covered by this Letter Agreement shall be provided based on the following: SCOPE OF SERVICE The scope of service to be performed by Public Resources Management Group, Inc. related to the preparation of the water and wastewater rate and fee study is summarized below by task: 1. Data Request and Data Gathering - PRMG will prepare a written data request for the collection of financial, customer billing, operating and planning data necessary to conduct the rate study. Information requested will include, but is not limited to, financial statements, existing rate schedules, if any, operating budgets and capital work plans, existing debt service allocable to water and wastewater facilities, summaries of utility plant investment and detailed accounting and customer billing data. 2. Development of Projected Revenue Requirements - PRMG will compile a five-year projection of the water and wastewater system costs based on the Client's current budget and capital plan as well as interviews with the City staff regarding growth and anticipated increases in the cost of providing service. This task will include a detailed analysis of budgeted operations and maintenance expenses including consideration of the impact on operating costs of future plant additions or investments included in the capital improvement plan and funding criteria, and other non-operating costs such as interfund transfers, debt service, and renewal and replacement funding requirements. This step will also include the review of methods used to allocate certain general administrative costs from the general fund to the utility systems. The revenue requirement analysis shall March 23, 2004 Page 2 ® consider the sources and cost of financing the capital programs of the water and sewer utility systems as set forth in the City's Water, Sewer and Stormwater Facilities Plan including impact fees, assessments, if any, projected debt requirements, if any, system revenue and other related financing alternatives and cost impacts to existing rate payers. 3. Customer, Sales and Revenue Forecast - PRMG will prepare a projection of customer usage and sales requirements for the water and wastewater systems based on detailed bill frequency and customer accounting information provided by the City. This task will include a review of historical customer and usage statistics, interviews with City staff regarding anticipated utility system growth, development of a five-year customer projection and sales forecast, and working with the City to specify the parameters associated with the development of a bill frequency report to prepare a profile of detailed billing determinants. The customer and sales forecast developed in conjunction with City staff and the bill frequency analysis will form the basis of the projected revenues under existing and proposed rate alternatives. 4. Water and Wastewater Cost of Service Analysis - PRMG will conduct a cost of service analysis including the classification and allocation of costs among the various utility functions and customer classes as determined in conjunction with the City. Specifically, cost of service estimates shall be developed for the individual water and wastewater utility systems. The cost of service analysis shall also consider customer, capacity and commodity related cost classifications to determine the appropriate assignment of such costs among rate structure attributes and components such as monthly base charge versus usage charge. Customer class revenue responsibility will be compared with revenues from existing rates to determine the appropriate rate adjustments and cost recovery plan in conjunction with the City. The goal of this task is to develop the necessary information needed for the design of utility rate structures that promote the proper recovery of water and wastewater system costs from those customers benefiting from the water and wastewater services. 5. Design of Monthly Water and Wastewater Rates and Other Fees and Charges - Based on the cost of service results and the City's pricing goals and objectives, PRMG will develop proposed alternative monthly water and sewer rates for each customer class identified in conjunction with the City staff. The water and wastewater rate designs will consider rate structure features such as monthly base charge predicated on parameters such as meter size, dwelling units or ERU factors and a volumetric or usage charge. The proposed water usage charges shall reflect conservation incentives in the form of an inverted charges structure (i.e., the more you use the higher the price). A detailed rate comparison will be developed to evaluate the impact of the proposed water and wastewater rates on existing users and to assess the competitiveness of the City's rates with other utility systems in the area. This task will also include the development of proposed water and wastewater system impact fees based on the capital cost of providing utility service to new customers. In addition to monthly rates and impact fees this task will also include March 23, 2004 Page 3 ® review of miscellaneous service charges such as meter installation charges, wastewater tap charges, returned check charges, and other miscellaneous service charges to ensure that these charges reflect the cost of providing service. In addition PRMG will consider proposed miscellaneous service charges in use in other jurisdictions that the City does not currently rely on for cost recovery. 6. Assistance with Rate Ordinance — PRMG will assist the City Attorney, as required, in reviewing the draft of the utility rate ordinance and providing recommendations for amendments that set forth the proposed rates, impact fees, miscellaneous service charges and any other proposed changes in the text of the utility rate ordinance 7. Present Rate Study Results and Meetings - PRMG will attend three public meetings to present the final results of the rate study to the City Commission. Meetings will also be held with the City staff throughout the course of the study to review the study progress, demonstrate the utility rate model developed for the City, and discuss staff comments on study results. This task will also include preparation of a rate study report and briefing document to summarize the study results and proposed rate ordinance amendments. LIST OF DELIVERABLES The deliverables to be provided in this engagement include the following items: • Data Request • Water and Sewer System Financial Forecast • Water and Sewer Cost of Service Analysis • Proposed Alternative Water and Sewer Rate Structures • Proposed Impact Fees and Miscellaneous Service Charges • Rate Comparison Between Existing and Proposed Rates • Rate Comparison with Other Jurisdictions • Rate Study Report • Briefing Document for Presentation to City Council ADDITIONAL SERVICES During the course of the study, the Client may request additional services from PRMG. Such services will not be conducted until authorized by the client as mutually agreed between the Client and PRMG. The Client will be billed for such additional services based on the direct labor rates as set forth herein and any direct out of pocket expenses associated with such additional work. Examples of such additional services are as follows: 1. Attendance at public meetings in addition to what is anticipated in this scope of services; 2. Requests for updated analyses and/or additional financial or cost of service scenarios March 23, 2004 Page 4 after substantial completion of the initial work. COMPENSATION AND BILLING Based on the scope of service as summarized above and the direct labor billing rates as identified in Exhibit A, the compensation to be paid to PRMG for this project shall be $37,000.00. Upon submission of monthly invoices for services furnished, the Client shall pay PRMG an amount equal to the actual hours of service furnished times the hourly rates for services set forth in the attached Exhibit A or as governed by any supplement modifying this Agreement. The Client will also reimburse PRMG each month at cost, for all out-of-pocket expenses directly chargeable to the work covered by this Agreement. Such out-of-pocket expenses will include items such as reproduction, printing, postage, delivery and shipping, telephone, facsimile, and travel expenses such as rental cars, hotels and meals and other direct expenses utilized or incurred in the provision of the consulting services covered by this Agreement. The total amount billed under this agreement shall not exceed the budget as set forth above without the prior written approval of the client. ADDITIONAL TERMS AND CONDITIONS Additional standard terms and conditions which are made a part of this Agreement are set forth in the attached Exhibit B. ® TERM OF A GREEMENT The term of this Agreement shall be through completion of the project, or until such time that either party terminates the Agreement. The anticipated completion date for the rate study report is July 15, 2004. We have enclosed two (2) copies of this Letter Agreement for providing consulting services for your authorization. Upon execution of the Letter Agreement, please return one (1) copy to PRMG; the second copy is for your files. Very truly yours, Public Resources Management Group, Inc. By: .� d Henry homas Da e Vice President and Principal For the Client: City of Dania Beach, Florida March 23, 2004 Page 5 Date _ Agenda Request Form City of Dania Beach Agenda Item: • Date of Commission meeting: 4/13/2004 Description of Agenda Item: Engage Public Resource Management Group to perform water/sewer fee study Commission action being requested: Adopt Resolution or Ordinance g Expenditure ❑ Award BID/ RFP Presentation ❑ General approval of item ❑ Continued from meeting Other(Please explain) Summary explanation and background ., �. ... The FY 2004 budget is funded for a study to performed for water/sewer fee. An RFP was issued and the selection committee is recommending to the Commission to award the bid to Public Resource Management Group. w Attached ex its d,additional backup materials (Please list): Staff Memo Resolution Contract For purchasing requests ONLY Department: Water/Sewer Amount: $37,000.00 Fund: General: ❑ Water: g Sewer: g Stormwater: ❑ Grants: ❑ Capital: ❑ Account Name: Professional Service Account Number: .31-10 Submitted by: pvarney Date: 4/5/2004 Department Director. pvarney Date: 4/5/2004 Admin. Services Director: Date: Finance Director: pvarney Date: 4/5/2004 City Manager: Ivan Pato Date: 4/6/2004 CITY OF DANIA BEACH T DEPARTMENT OF FINANCE MEMORANDUM TO: Ivan Pato Memo: DF-04-21 0 FROM: Patricia Varney DATE: April 6, 2004 SUBJECT: Water & Sewer Rate Study & Impact Fees Purpose To engage Public Resource Management Group to perform Water & Sewer Rate Study, as well as Water and Sewer Impact Fees. Background The FY 2004 budget included a professional fee of $30,000 for water and sewer rate study. A formal "Request for Proposal" was issued in late February 2004 of which 18 ® proposals were distributed. Six firms responded and the Committee which consists of Frederick Bloetscher, consultant engineer, Fernando Vazquez, Director of Public Services, Elias Castellanos, C.P.A., auditor from Grau and Company and myself, evaluated the firms based on certain criteria as indicated in the RFP and ranked three top firms for a presentation. The top three firms are: Burton & Associates, Public Resource Management Group, Inc (PRMG) and Camp, Dresser & McKee. A formal presentation took place on March 17, 2004 and the committee ranked those three firms as follows: 1. Public Resource Management Group, Inc. 2. Camp Dresser & McKee 3. Burton & Associates Criteria Max Point Burton PRMG CDM Experience of Firm 5 3.88 4.75 4.13 Qualifications of staff 5 4.25 4.75 4.13 Responsiveness of proposal 3 2.50 2.88 2.75 Ability to Complete project within timeline 5 3.50 3.50 3.38 Organization, size of firm 2 1.38 1.88 1.50 Approach 3 1.88 3.00 2.25 ® Proposed Fees 2 1.50 1.88 1.25 Totals 25 18.88 22.63 19.38 Reference checks were performed with City of Cooper City and City of Titusville and both cities recommended PRGM highly for their assignments. The City Attorney also reviewed the qualifications of PRGM and felt comfortable for them to perform the Impact Fees Study. The firm has originally provided a cost of $39,000 to perform both tasks. Further negotiation with the firm was made and PRMG has agreed to perform both tasks at a cost not to exceed $37,000. The committee is recommending for Commission's approval to engage PRMG to perform the water and sewer rate study as well as the impact fees. Since we only have a budget of $30,000, 1 am also requesting the Commission to appropriate an additional $3,500 from each of the fund to accommodate the deficit for these studies.