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ITEM: AUTHORIZATION TO ENTER INTO AN AGREEMENT WITH MOCK ROOS & ASSOCIATES, INC., TO EVALUATE ALTERNATIVES FOR MAINTAINING EXISTING CANAL RIGHTS-OF-WAY THROUGHOUT THE VILLAGE
REQUEST: Authorization to enter into an agreement with Mock Roos & Associates, Inc., to evaluate alternatives for maintaining existing canal rights-of-way, in the amount not to exceed $55,000.
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EXPLANATION: The Public Works Department recently completed a Canal Maintenance Project (Phase V). Before commencing any additional canal maintenance work, we are seeking authorization to enter into an agreement with Mock Roos & Associates, Inc. to assist in reviewing Village maintenance obligations, objectives, priorities, and alternative methods, to develop recommendations for the next phase of the project.
As part of the agreement, Mock Roos & Associates, Inc. will provide the scope of services for the project as outlined below:
1. Coordinate with Village staff to obtain and review the project requirements from the Village, including copies of existing ordinances covering canal and lake bank maintenance and any existing permits the Village has either received or issued for improvement within canal right-of-way and any photos or other information the Village has obtained. The Village will provide copies of above information in its files at no cost.
2. Coordinate with Village staff on any questions regarding project requirements for inspections and maintenance including means and methods and associated costs (including spraying, dredging, erosion repair and protection, etc.) successfully used on past projects.
3. Obtain and review equipment catalogs and performance reports for existing equipment and alternative canal inspection and maintenance procedures. Conduct phone interviews with current users.
4. Coordinate with sub-consultant regarding existing surveying completed for Phase V and portions of Phase VI.
5. Coordinate with sub-consultant to obtain additional surveying information where needed (representative cross sections). Overlay field survey data with recently updated Lidar data and aerial photographs.
6. Produce exhibits at an appropriate scale to depict information obtained from survey and field efforts including access for each section of the canals in Phase V. Identify right-of-way encroachments, erosion problems, vegetation issues, and identified canal design deficiencies.
7. Review in field specific areas of concern and prepare photo exhibits of specific maintenance issues (access, excessive over bank vegetation, erosion, tree roots, obstructions overhang, in canal vegetation).
8. Compare existing canal cross sections to design cross sections and quantify impacts on system performance (particularly flood protection) and maintainability.
9. Evaluate risks and liabilities associated with inspections, encroachments and required system maintenance activities. Review with Village staff.
10. Review policies and procedures for inspection and maintenance of other similar special districts and municipalities (such as South Florida Water Management District, Northern Palm Beach County Improvement District, Lake Worth Drainage District, South Indian River Water Control District, Village of Royal Palm Beach, and City of West Palm Beach) for applicability to the Village. Review with Village staff.
11. Develop a technical memorandum documenting above efforts and make recommendations to the Village regarding maintenance of Phase VI canals.
12. Meet with staff and Council to present report findings and recommendations.
13. Provide periodic progress reports during performance of above tasks.
Professional consulting services will be provided utilizing hourly rates from an existing engineering annual contract (#033-11/ED), with Mock Roos & Associates, Inc., approved by Council on September 24, 2014.
Staff recommends entering into an agreement with Mock Roos & Associates, Inc. to evaluate alternatives for maintaining existing canal right-of-ways, in the amount not to exceed $55,000.
All work provided by Mock Roos & Associates, Inc., under this agreement, is scheduled to be completed by April 1, 2016.
BUDGET AMENDMENT REQUIRED: NO
PUBLIC HEARING: NO QUASI-JUDICIAL:
FIRST READING: SECOND READING:
LEGAL SUFFICIENCY: YES
FISCAL IMPACT: Funds are budgeted in Surface Water Management Maintenance Programs.
WELLINGTON FUNDAMENTAL: Protecting Our Investment
RECOMMENDATION: Authorization to enter into an agreement with Mock Roos & Associates, Inc., to evaluate alternatives for maintaining existing canal right-of-ways, in the amount not to exceed $55,000.