CITY COUNCIL AGENDA ITEM
Memo Date: August 30, 2024
Agenda Date: October 8, 2024
Prepared By: John A. Walsh, P.E., Utilities Director
Through: Stockton Whitten, City Manager
Requested Action:
title
Approve a Multi-Year Task Order 2025-03 with HDR, Inc. for the Taylor Creek Reservoir/St. Johns River Water Supply Permitting, Project No. TCR001 in the amount of $4,514,117, of which the City of Cocoa will fund its total Pro Rata Share of $270,847; To Fund the City of pursuant to the Taylor Creek Reservoir/St. Johns River (TCR/SJR) Water Supply Agreements with Orange County, Toho Water Authority, Orlando Utilities Commission and East Central Florida Services, Inc. (Water Suppliers), and approve a Resolution Amending the FY2025 Budget, BAF#25-003-A, to Receive Funding from the Water Suppliers and to Allocate the Expenses for this project, and Approve an Amendment to the Master Agreement accepting the HDR 2025 Rate Schedule.End
body
BACKGROUND:
The TCR/SJR Water Supply project is a future water supply project that involves the cooperation and collaboration of Orange County, Toho Water Authority, Orlando Utilities Commission and East Central Florida Services through a multi-party agreement previously signed by all agencies. The first phase of this project is to prepare the permits and the necessary engineering for the long-term water supply needs of the group. The consultant selected, HDR, Inc., will prepare the necessary projections, protocols and other preliminary engineering required to obtain permits for the project.
Although a previous Task Order 2019-01 was approved on February 27, 2019, the City of Cocoa did not issue a notice to proceed or create a purchase order for HDR. A delay occurred due to funding issues and responsibilities for the existing Taylor Creek Reservoir improvements, repairs, and flowage easement areas necessary for the project to move forward. In addition, due to the time delay, the original fee schedule is out of date as well as the previously approved scope. Therefore, Task Order 2019-01 was not issued.
The Joint Water Suppliers have agreed and Council previously approved a limited task order for the technical review of the SJRWMD 60% levy Improvements and consultant coordination on March 26,2024. Cocoa is the Project Administrator and per the Permitting Agreement, Cocoa will be the contracting agent on behalf of all the Water Suppliers. All Water Suppliers will proportionately share the costs for the engineering services as outlined in the approved agreements and restated in the table below.
The Water Suppliers have jointly reviewed the scope of services, fee and fee schedule for the HDR remainder of the joint permitting work that includes consumptive use permitting, water quality blending analysis, environmental permitting and property rights acquisition and recommend approval for the Task Order. Each Supplier will fund their respective pro rata share as further outlined in the table below for the proposed Task Order. Cocoa will invoice each supplier for their annual estimated cost to fund the task and place the funding in a separate fund until actual expenses are invoiced from HDR and those expenses are approved by the joint Suppliers.
|
|
|
Breakout by Water Supplier |
|
|
|
Orange County Utilities |
Orlando Utilities Commission |
ECFS |
TWA |
Cocoa |
|
Fiscal Year (FY) |
Total |
45% |
15% |
30% |
4% |
6% |
|
FY24/25 |
1,550,565 |
$697,754 |
$232,585 |
$465,169 |
$62,023 |
$93,034 |
|
FY25/26 |
2,492,892 |
$1,121,801 |
$373,934 |
$747,868 |
$99,717 |
$149,574 |
|
FY26/27 |
470,660 |
$211,797 |
$70,599 |
$141,198 |
$18,826 |
$28,240 |
|
Total |
$4,514,117 |
$2,031,352 |
$677,117 |
$1,354,235 |
$180,566 |
$270,847 |
If actual costs exceed the annual requested funding, Cocoa, as the Project Administrator, will obtain new estimates from HDR to cover funding for the remaining fiscal year and bill the suppliers appropriately to acquire the necessary funding. Staff is requesting the delegated authority for the City Manager to approve the task order up to the maximum of $4,514,117 as listed in the table above which includes contingency/allowances as outlined in the requested task concurrent with Suppliers approval and to receive funding, in any increment, from the water suppliers up to the maximum listed in the table. Note, contingency and allowances included within the HDR proposal and are disperable to any sub-task within the proposal with consensus from the collective water suppliers. Staff Recommends approval of Task Order 2025-03.
STRATEGIC PLAN CONNECTION:
N/A
BUDGETARY IMPACT:
Budgeted Yes, partially, pending approval of the FY25 Budget.
If not budgeted, is amendment/transfer attached? Yes
City of Cocoa Share 6%:
Source of Funds
Amount Requested ($270,847)
Account Number 421-4010-536.31-00 WS0919
Account Name Professional Services
Amount Requested $270,847
Account Number 421-4020-536.31-27, TCR001
Account Name Professional Services TCR - Cocoa 6%
Other Entities:
Orange County (OCU), Orlando Utilities Commission (OUC),
Tohopekaliga Water Authority (TWA) and East Central Florida Services Inc. (ECFS)
Amount Requested $4,243,270
Account Number 427-0000-389.84-00 TCR001
Account Name None Operating Source/Contribution
Amount Requested $2,031,532
Account Number 427-4020-536.31-37 TCR001
Account Name Professional Services Orange County 45%
Amount Requested $1,354,235
Account Number 427-4020-536.31-34 TCR001
Account Name Professional Services ECFS 30%
Amount Requested $677,117
Account Number 427-4020-536.31-35 TCR001
Account Name Professional Services Orlando Utility Commission 15%
Amount Requested $180,566
Account Number 427-4020-536.31-36 TCR001
Account Name Professional Services TOHO/TWA 4%
Total Budgeted for Fund 427: $4,243,270
Total Budgeted for Fund 421: $270,847
Total Budgeted for this Project: $4,514,117
Purchase Order Amount: $4,514,117
PREVIOUS ACTION:
On August 22, 2017, City Council approved participation in the Taylor Creek Reservoir/St. John River Water Supply Project and a series of agreements between the City of Cocoa, Orange County, Orlando Utilities Commission, East Central Florida Services and Toho Water Authority.
On October 10, 2018, City Council approved the final ranking and delegated to the City Attorney and Staff to negotiate the scope, fees and contract terms under RFQ-18-18-COC.
On February 27, 2019, Council approved Task Order 2019-01 with HDR, Inc. for the Taylor Creek Reservoir/St. Johns River Water Supply Permitting, Project No. TCR001 in the amount of $3,334,652, of which the City of Cocoa will fund its pro-rata share of $200,079.12 pursuant to the Taylor Creek Reservoir/St. Johns River (TCR/SJR) Water Supply Agreements with Orange County, Toho Water Authority, Orlando Utilities Commission and East Central Florida Services, Inc.
On March 26 ,2024, Council approved Task Order 2024-02 with HDR for 60% Levy Improvement Design Review in the amount of $177,844 of which City of Cocoa will fund its pro-rata share of $10,670.64
RECOMMENDED MOTION:
Recommendation
Approve a Multi-Year Task Order 2025-03 with HDR, Inc. for the Taylor Creek Reservoir/St. Johns River Water Supply Permitting, Project No. TCR001 in the amount of $4,514,117, of which the City of Cocoa will fund its total Pro Rata Share of $270,847; To Fund the City of pursuant to the Taylor Creek Reservoir/St. Johns River (TCR/SJR) Water Supply Agreements with Orange County, Toho Water Authority, Orlando Utilities Commission and East Central Florida Services, Inc. (Water Suppliers), and approve a Resolution Amending the FY2025 Budget, BAF#25-003-A, to Receive Funding from the Water Suppliers and to Allocate the Expenses for this project, and Approve an Amendment to the Master Agreement accepting the HDR 2025 Rate Schedule