Independent_Cost_Estimate_(ICE).pdf

Independent Cost Estimate (ICE)

Requisition Number: 155361 Date of Estimate: _11/1/2023 _______________

Description of Goods/Services:

Complete necessary tasks required to prepare and provide a comprehensive Vulnerability Assessment (VA) pursuant to Section 380.093, Florida Statutes (F.S.) as well as develop Local Mitigation Strategy.___________________________________________________________

__X_ New Procurement ___ Contract Modification (Change Order)

___ Exercise of Option

Method of Obtaining Estimate:

Attach additional documentation such as previous pricing documentation, emails, internet screen shots, estimates on letterhead, etc.

______Published Price List (attach source and date)

___Historical Pricing (attach copy of documentation from previous PO/Contract)

Attached* Comparable Purchases by Other Agencies (attach email correspondence)

1. City of Lynn Haven, Florida $160k project cost (Exhibit 1)

2. City of Panama City, Florida $250k, RFQ PC22-049 (Exhibit 2)

______Engineering or Technical Estimate (attach)

______Independent Third-Party Estimate (attach)

______Other (specify) (attach documentation) ______Pre-established pricing resulting from competition (Contract Modification only)

Through the method(s) stated above, it has been determined the estimated total cost of the goods/services is $248,050.

*Average of the two (2) exhibits ($205k) plus 10% per year (2023 - $225,500) (2024 - $248,050).

The preceding independent cost estimate was prepared by:

Name Heather Palmateer__________________________

Signature_______________________________________

Date _11/1/2023_________________________________

Exhibit1

EJCDC® E-525, Agreement Between Owner and Engineer for Study and Report Professional Services.

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AGREEMENT BETWEEN OWNER AND ENGINEER

FOR STUDY AND REPORT PROFESSIONAL SERVICES

This is an Agreement between City of Panama City, a Florida Municipal Corporation (Owner) and Halff Associates, Inc., a Florida Foreign Profit Corporation (Engineer). Owner's Project, of which Engineer's services under this Agreement are a part, is generally identified as PC22-049 Sea Level Vulnerability Assessment (Project).

Owner and Engineer further agree as follows:

ARTICLE 1—ENGINEER’S SERVICES

1.01 Study and Report Services of Engineer

A. Engineer's services under this Agreement are generally identified as providing a vulnerability assessment report, adaptation plan and analysis report for sea level vulnerability (“Study and Report Services”).

B. Engineer shall perform or furnish the Study and Report Services set forth in this Agreement, expressly including the Basic Services described in Article 1 of Exhibit A, Scope of Engineer’s Study and Report Services, and any duly authorized Additional Services described in Article 2, if any, of Exhibit A.

ARTICLE 2—OWNER’S RESPONSIBILITIES

2.01 Owner shall:

A. Provide Engineer with all criteria and full information as to Owner’s requirements for the Study and Report Services, including but not limited to design objectives and constraints;

space, capacity and performance requirements; flexibility and expandability goals; security issues; any anticipated funding sources; and budgetary limitations.

B. Furnish to Engineer all existing studies, reports, and other available information pertinent to the Engineer’s performance of the Study and Report Services, including reports and data relative to previous investigations, designs, construction, or existing facilities at or adjacent to any Site under consideration.

C. Following Engineer’s assessment of initially-available Project data and information, and receipt of Engineer’s advice regarding the need (if any) for additional Project-related data and information, either (1) authorize Engineer to undertake Additional Services necessary to obtain such additional Project-related data and information, or (2) obtain, furnish, or otherwise make available (if necessary through title searches, or retention of specialists or consultants) such additional Project-related data and information. Such additional data and information would generally include the following:

1. Property descriptions.

2. Zoning, deed, and other land use restrictions.

3. Utility information, reports, and mapping.

Exhibit 2

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4. Property, boundary, easement, right-of-way, topographic, and other special surveys or data, including establishing relevant reference points.

5. Explorations and tests of subsurface conditions at or adjacent to a Site; geotechnical reports and investigations; drawings of physical conditions relating to existing surface or subsurface structures at a Site; hydrographic surveys, laboratory tests and inspections of samples, materials, and equipment; with appropriate professional interpretation of such information or data.

6. Environmental assessments, audits, investigations, and impact statements, and other relevant environmental, historical, or cultural studies relevant to the Project, the Site(s), and adjacent areas.

7. Data or consultations as required for the Project but not otherwise identified in this Agreement.

D. Advise Engineer of the identity and scope of services of any independent consultants and contractors retained by Owner to perform or furnish services pertinent to the Study and Report Services.

E. Arrange for safe access to and make all provisions for Engineer to enter upon public and private property as required for Engineer to perform services under the Agreement.

F. Inform Engineer in writing of any specific requirements of safety or security programs that are applicable to Engineer, as a visitor to any Site under study.

G. Examine all Documents submitted by Engineer (and obtain the advice of an attorney, risk manager, financial advisor, insurance counselor, or other advisors or consultants as Owner deems appropriate with respect to such examination), and render in writing timely decisions pertaining to such Document submittals.

H. Inform Engineer regarding any need for assistance in evaluating the possible use of Project Strategies, Technologies, and Techniques, as defined in Exhibit A.

I. Furnish (if necessary by retaining qualified specialists or consultants) accounting services;

bond and financial advisory services; independent cost estimating; and insurance, risk management, and legal services, as required in support of Engineer’s performance of its Study and Report Services.

2.02 Owner shall be responsible for all requirements and instructions that it furnished to Engineer pursuant to this Agreement, and for the accuracy and completeness of all programs, reports, data, and other information furnished by Owner to Engineer pursuant to this Agreement. Engineer may use and rely upon such requirements, programs, instructions, reports, data, and information in performing or furnishing services under this Agreement, subject to any express limitations or reservations applicable to the furnished items.

2.03 Owner shall give prompt written notice to Engineer whenever Owner observes or otherwise becomes aware of:

A. any development that affects the scope or time of performance of Engineer’s services;

B. the presence of any Constituent of Concern at any Site; or

C. any relevant, material defect or nonconformance in Engineer’s services or Owner’s performance of its responsibilities under this Agreement.

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ARTICLE 3—SCHEDULE

3.01 Schedule for Rendering Services

A. Engineer shall furnish the Report and any other Study and Report deliverables to Owner within the following specific time period: December 22, 2023:

1. If no specific time periods are indicated in Paragraph 3.01.A, Engineer shall complete its Study and Report Services within a reasonable period of time.

B. Owner shall review the Documents submitted by Engineer and provide one set of coordinated comments to Engineer within 35 days after Owner receives the Documents from Engineer.

C. Engineer shall revise the Report and other deliverables and submit such Documents to Owner within 28 days of receipt of Owner’s comments.

D. If, through no fault of Engineer, such periods of time or dates are changed, or the orderly and continuous progress of Engineer's Study and Report Services is impaired, or such services are delayed or suspended, then the time for completion of Engineer's Study and Report Services, and the rates and amounts of Engineer's compensation, will be adjusted equitably.

ARTICLE 4—ENGINEER’S COMPENSATION

4.01 Invoices and Payments

A. Invoices—Engineer shall prepare invoices in accordance with its standard invoicing practices and submit the invoices to Owner on a monthly basis. Invoices are due and payable within 30 days of receipt. Engineer shall also comply with the progress reporting and special invoicing requirements (if any) in Exhibit A Paragraph 1.01.A.

B. Payment—As compensation for Engineer providing or furnishing Study and Report Services, Owner shall pay Engineer as set forth in this Paragraph 4.01, Invoices and Payments. If Owner disputes an invoice, either as to amount or entitlement, then Owner shall promptly advise Engineer in writing of the specific basis for doing so, may withhold only that portion so disputed, and must pay the undisputed portion.

C. Failure to Pay—If Owner fails to make any payment due Engineer for Study and Report Services or expenses within 30 days after receipt of Engineer's invoice, then (1) the amounts due Engineer will be increased at the rate of 1.0% per month (or the maximum rate of interest permitted by law, if less) from said thirtieth day; (2) in addition Engineer may, after giving 7 days' written notice to Owner, suspend the Study and Report Services under this Agreement until Engineer has been paid in full all amounts due for such services, expenses, and other related charges, and in such case Owner waives any and all claims against Engineer for any such suspension; and (3) if any payment due Engineer remains unpaid after 90 days, Engineer may terminate the Agreement for cause pursuant to Paragraph 5.01.B.

D. Reimbursable Expenses—Engineer is entitled to reimbursement of expenses only if so indicated in Paragraph 4.02.A or 4.02.B. If so entitled, and unless expressly specified otherwise, the amounts payable to Engineer for reimbursement of expenses will be the Project-related internal expenses actually incurred or allocated by Engineer, plus all invoiced

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external expenses allocable to the Project, including Engineer's subcontractor and subconsultant charges, with the external expenses multiplied by a factor of 0.

4.02 Compensation

A. Basis of Compensation—Basic Services

1. Lump Sum. Owner shall pay Engineer for Basic Services as follows:

a. A Lump Sum amount of $250,000.00.

b. In addition to the Lump Sum amount, reimbursement of the following expenses:

NONE

c. The portion of the compensation amount billed monthly for Engineer's Basic Services will be based upon Engineer's estimate of the percentage of the total Basic Services actually completed during the billing period or per Task No. as identified in Engineer’s Scope of Work.

ARTICLE 5—TERMINATION

5.01 Termination for Cause

A. Either party may terminate the Agreement for cause upon 90 days' written notice in the event of substantial failure by the other party to perform in accordance with the terms of the Agreement, through no fault of the terminating party.

1. Notwithstanding the foregoing, this Agreement will not terminate under Paragraph 5.01.A if the party receiving such notice begins, within 7 days of receipt of such notice, to correct its substantial failure to perform and proceeds diligently to cure such failure within no more than 30 days of receipt thereof; provided, however, that if and to the extent such substantial failure cannot be reasonably cured within such 30-day period, and if such party has diligently attempted to cure the same and thereafter continues diligently to cure the same, then the cure period provided for herein will extend up to, but in no case more than, 60 days after the date of receipt of the notice.

B. In addition to its termination rights in Paragraph 5.01.A, Engineer may terminate this Agreement for cause upon 7 days' written notice (a) if Owner demands that Engineer furnish or perform services contrary to Engineer's responsibilities as a licensed professional, (b) if Engineer's services for the Project are delayed or suspended for more than 90 days for reasons beyond Engineer's control, (c) if payment due Engineer remains unpaid for 90 days, as set forth in Paragraph 4.01.C, or (d) as the result of the presence at the Site of undisclosed Constituents of Concern as set forth in Paragraph 6.06.A.

1. Engineer will have no liability to Owner on account of any termination by Engineer for cause.

5.02 Termination for Convenience—Owner may terminate this Agreement for convenience, effective upon Engineer's receipt of notice from Owner.

5.03 Payments Upon Termination

A. In the event of any termination under this Article 5, Engineer will be entitled to invoice Owner and to receive full payment for all services performed or furnished in accordance with this

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Agreement, and to reimbursement of expenses incurred through the effective date of termination. Upon making such payment, Owner will have the limited right to the use of all deliverable Documents, whether completed or under preparation, subject to the provisions of Paragraph 6.04, at Owner's sole risk.

B. If Owner has terminated the Agreement for cause and disputes Engineer's entitlement to compensation for services and reimbursement of expenses, then Engineer's entitlement to payment and Owner's rights to the use of the deliverable documents will be resolved in accordance with the dispute resolution provisions of this Agreement or as otherwise agreed in writing.

C. If Owner has terminated the Agreement for convenience, or if Engineer has terminated the Agreement for cause, then Engineer will be entitled, in addition to the payments identified above, to invoice Owner and receive payment of a reasonable amount for services and expenses directly attributable to termination, both before and after the effective date of termination, such as reassignment of personnel, costs of terminating contracts with Engineer's subcontractors or subconsultants, and other related close-out costs, using methods and rates for Additional Services as set forth in Paragraph 4.02.B.

ARTICLE 6—GENERAL CONSIDERATIONS

6.01 Standard of Care

A. The standard of care for all professional engineering and related services performed or furnished by Engineer under this Agreement will be the care and skill ordinarily used by members of the subject profession practicing under similar circumstances at the same time and in the same locality. Engineer makes no warranties, express or implied, under this Agreement or otherwise, in connection with any services performed or furnished by Engineer. Subject to the foregoing standard of care, Engineer may use or rely upon design elements and information ordinarily or customarily furnished by others, including, but not limited to, specialty contractors, manufacturers, suppliers, and the publishers of technical standards.

6.02 Construction Costs; Project Costs

A. Engineer’s opinions (if any) of probable construction costs are to be made on the basis of Engineer’s experience, qualifications, and general familiarity with the construction industry.

However, because of the limited and preliminary nature (1) of the Study and Report Services and (2) of any capital improvements described in any delivered Document, and because Engineer has no control over the cost of labor, materials, equipment, or services furnished by others, or over contractors’ methods of determining prices, or over competitive bidding or market conditions, Engineer cannot and does not guarantee that proposals, bids, or actual construction costs will not vary from opinions of probable construction costs prepared by Engineer. If Owner requires greater assurance as to probable construction costs, then Owner agrees to obtain an independent cost estimate.

B. The services, if any, of Engineer with respect to Total Project Costs will be limited to assisting the Owner in tabulating the various categories that comprise Total Project Costs. Engineer assumes no responsibility for the accuracy of any opinions of Total Project Costs.

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6.03 Constructors’ Work

A. Engineer shall not at any time supervise, direct, control, or have authority over any Constructor's work, nor will Engineer have authority over or be responsible for the means, methods, techniques, sequences, or procedures of construction selected or used by any Constructor, or the safety precautions and programs incident thereto, for security or safety at any Site, nor for any failure of a Constructor to comply with laws and regulations applicable to that Constructor's furnishing and performing of its work. Engineer shall not be responsible for the acts or omissions of any Constructor.

6.04 Documents

A. All Documents prepared or furnished by Engineer are instruments of service, and Engineer retains an ownership and property interest (including the copyright and the right of reuse) in such Documents, whether or not the Project is completed.

B. Owner may make and retain copies of Documents solely for Owner's information and reference in connection with the specific subject matter of the Documents, subject to receipt by Engineer of full payment for all services relating to preparation of the Documents, and subject to the following limitations:

1. Owner acknowledges that such Documents are not intended or represented to be suitable for use by Owner unless completed by Engineer;

2. If Engineer has completed a Report under this Agreement, and received full payment for such Report, then Owner may furnish copies of the completed Report to Owner’s consultants and design professionals for their reference in proceeding with design or similar services, provided that Owner informs such consultants and design professionals of Engineer’s ownership interests in the Report, and includes with the Report all Engineer’s written statements regarding the purpose, scope, use, and limitations of the Report;

3. Owner acknowledges that the Documents are not design or construction documents;

4. No Document shall be altered, modified, or reused by Owner or any third party for any purpose except with Engineer's express written consent;

5. Any use, reuse, alteration, or modification of the Documents, except as authorized in this Agreement or by Engineer's written consent, will be at Owner’s sole risk and without liability or legal exposure to Engineer or to its officers, directors, members, partners, agents, employees, subcontractors, and subconsultants;

6. Owner shall indemnify and hold harmless Engineer and its officers, directors, members, partners, agents, employees, subcontractors, and subconsultants from all claims, damages, losses, and expenses, including attorneys’ fees, arising out of or resulting from any unauthorized use, reuse, alteration, or modification of the Documents; and

7. Nothing in this paragraph shall create any rights in third parties.

C. Owner and Engineer agree to transmit, and accept, the Documents and all other Project-related correspondence, text, data, drawings, documents, information, and graphics, in electronic media or digital format, either directly, or through access to a secure Project website, in accordance with a mutually agreeable protocol.

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6.05 Waiver of Damages

A. To the fullest extent permitted by law, Owner and Engineer waive against each other, and the other's officers, directors, members, partners, agents, employees, subcontractors, subconsultants, and insurers, any and all claims for or entitlement to special, incidental, indirect, or consequential damages arising out of, resulting from, or in any way related to this Agreement or the Project, from any cause or causes. In addition:

1. Limitation of Liability. Owner and Engineer agree that Engineer's total liability to Owner under this Agreement shall be limited to $100,000 or the total amount of compensation received by Engineer, whichever is greater.

6.06 General Provisions

A. Constituents of Concern—The parties acknowledge that Engineer's Study and Report Services do not include any services related to unknown or undisclosed Constituents of Concern. If Engineer or any other party encounters, uncovers, or reveals an unknown or undisclosed Constituent of Concern, then Engineer may, at its option and without liability for consequential or any other damages, suspend performance of the Study and Report Services on the portion of the Project affected thereby until such portion of the Project is no longer affected, or terminate this Agreement for cause if it is not practical to continue providing Study and Report Services.

B. Dispute Resolution—Owner and Engineer agree to negotiate each dispute between them in good faith during the 30 days after notice of dispute. If negotiations are unsuccessful in resolving the dispute, then the dispute will be mediated. If mediation is unsuccessful, then the parties may exercise their rights at law.

C. Governing Law—This Agreement is to be governed by the laws of the state in which the Project is located.

D. Exclusions from Services—Engineer's Study and Report Services do not include: (1) serving as a "municipal advisor" for purposes of the registration requirements of Section 975 of the Dodd-Frank Wall Street Reform and Consumer Protection Act (2010) or the municipal advisor registration rules issued by the Securities and Exchange Commission; (2) advising Owner, or any municipal entity or other person or entity, regarding municipal financial products or the issuance of municipal securities, including advice with respect to the structure, timing, terms, or other similar matters concerning such products or issuances; (3) providing surety bonding or insurance-related advice, recommendations, counseling, or research, or enforcement of construction insurance or surety bonding requirements; or (4) providing legal advice or representation.

E. Insurance—Engineer will maintain insurance coverage for Workers’ Compensation, General Liability, Professional Liability, and Automobile Liability, and will provide certificates of insurance to Owner upon request.

F. Successors and Assigns

1. Owner and Engineer are hereby bound and the successors, executors, administrators, and legal representatives of Owner and Engineer (and to the extent permitted by Paragraph 6.06.F.2 the assigns of Owner and Engineer) are hereby bound to the other party to this Agreement and to the successors, executors, administrators, and legal

Copyright ©2022 National Society of Professional Engineers, American Council of Engineering Companies, and American Society of Civil Engineers. All rights reserved.

representatives (and said assigns) of such other party, in respect of all covenants, agreements, and obligations of this Agreement.

2. Neither Owner nor Engineer may assign, sublet, or transfer any rights under or interest (including, but without limitation, money that is due or may become due) in this Agreement without the written consent of the other party, except to the extent that any assignment, subletting, or transfer is mandated by law. Unless specifically stated to the contrary in any written consent to an assignment, no assignment will release or discharge the assignor from any duty or responsibility under this Agreement.

G. Beneficiaries—Unless expressly provided otherwise, nothing in this Agreement shall be construed to create, impose, or give rise to any duty owed by Owner or Engineer to any Constructor, other third-party individual or entity, or to any surety for or employee of any of them. All duties and responsibilities undertaken pursuant to this Agreement will be for the sole and exclusive benefit of Owner and Engineer and not for the benefit of any other party.

ARTICLE 7—DEFINITIONS

7.01 Definitions Used in this Agreement

A. Constructor—Any person or entity (not including the Engineer, its employees, agents, representatives, subcontractors, or subconsultants), performing or supporting construction activities relating to the Project, including but not limited to contractors, subcontractors, suppliers, Owner's work forces, utility companies, construction managers, testing firms, shippers, and truckers, and the employees, agents, and representatives of any or all of them.

B. Constituent of Concern—Asbestos, petroleum, radioactive material, polychlorinated biphenyls (PCBs), lead based paint (as defined by the HUD/EPA standard), hazardous waste, and any substance, product, waste, or other material of any nature whatsoever that is or becomes listed, regulated, or addressed pursuant to laws and regulations regulating, relating to, or imposing liability or standards of conduct concerning, any hazardous, toxic, or dangerous waste, substance, or material.

C. Documents—All documents expressly identified as deliverables in this Agreement, whether in printed or electronic form, required by this Agreement to be provided or furnished by Engineer to Owner. Such specifically required deliverables may include, by way of example, data, studies, models, and reports (including the Report referred to in Exhibit A).

D. Site—One or more lands or areas that Engineer studies as the location or possible location of the Project.

E. Total Project Costs—The total cost of planning, studying, designing, constructing, testing, commissioning, and start-up of the Project, including construction costs and all other Project labor, services, materials, equipment, insurance, and bonding costs, allowances for contingencies, and the total costs of services of Engineer or other design professionals and consultants, together with such other Project-related costs that Owner furnishes for inclusion, including but not limited to cost of land, rights-of-way, compensation for damages to properties and private utilities (including relocation if not part of construction costs), Owner’s costs for legal, accounting, insurance counseling, and auditing services, interest and financing charges incurred in connection with the Project, and the cost of other services to be provided by others to Owner.

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F. Underground Facilities—All active or not-in-service underground lines, pipelines, conduits, ducts, encasements, cables, wires, manholes, vaults, tanks, tunnels, or other such facilities or systems at a Site, including but not limited to those facilities or systems that produce, transmit, distribute, or convey telephone or other communications, cable television, fiber optic transmissions, power, electricity, light, heat, gases, oil, crude oil products, liquid petroleum products, water, steam, waste, wastewater, storm water, other liquids or chemicals, or traffic or other control systems. An abandoned facility or system is not an Underground Facility.

ARTICLE 8—AGREEMENT, EXHIBITS, ATTACHMENTS

8.01 Total Agreement

A. This Agreement (including any expressly incorporated attachments), constitutes the entire agreement between Owner and Engineer and supersedes all prior written or oral understandings. This Agreement may only be amended, supplemented, modified, or canceled by a duly executed written instrument.

8.02 Attachments:

A. Exhibit A, Scope of Engineer’s Study and Report Services

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This Agreement’s Effective Date is [insert date].

Owner: Engineer:

City of Panama City Halff Associates, Inc.

(name of organization) (name of organization)

By: By:

(authorized individual’s signature) (authorized individual’s signature)

Date: Date:

(date signed) (date signed)

Name: Greg Brudnicki Name:

(typed or printed) (typed or printed)

Title: Mayor Title:

(typed or printed) (typed or printed)

Address for giving notices: Address for giving notices:

501 Harrison Avenue 130 North Richard Jackson Blvd, Ste 103

Panama City, FL 32401 Panama City Beach, FL 32407

Designated Representative: Designated Representative:

Name: Jennifer Aldridge Name: Bryant King, PE (typed or printed) (typed or printed)

Title: Disaster Recovery Manager Title: Project Manager (typed or printed) (typed or printed)

Address: Address:

same same

Phone: 850-872-3004 Phone: 850-848-9436

Email: jaldridge@panamacity.gov Email: bking@halff.com

Ms. Jennifer Aldridge

City of Panama City, Florida

2/2/2023

ATTACHMENT A: SCOPE OF WORK

TASK 1 – PROJECT KICKOFF AND CRITICAL ASSET INVENTORY

Task 1 will begin by establishing context for the Vulnerability Assessment by identifying local and regional priorities for analysis, data and planning needs, and an approach to engaging local officials throughout the process. The CONSULTANT will meet with local government staff to review project parameters, establish a timeline for task deliverables, and collaboratively develop an inventory of local government officials to be involved in the planning process.

Additionally, the CONSULTANT will review statutory requirements required by Section

380.093 Florida Statutes (F.S.) with staff to verify that the project scope meets all required parameters. The final objective will be to develop and review a comprehensive GIS geodatabase of all critical and regionally significant assets located across the City of Panama City.

1.1 - Project Kickoff Meeting: To begin the planning process, the CONSULTANT will facilitate a kickoff meeting with local government officials responsible for this project to review assessment goals, objectives, and parameters; identify key government and community stakeholders; and collaboratively develop an approach for stakeholder engagement. Additionally, the CONSULTANT will review statutory requirements required by Section 380.093 F.S. with staff to verify that the project scope meets all parameters.

In establishing a foundation for the vulnerability assessment, core objectives of the kickoff meeting will be focused on exploring climate-related hazards relevant to the community, identifying shocks (i.e., hurricanes, storm events) and stresses (i.e., sea level rise, erosion) that have impacted the community historically, identifying geographical areas of priority concern, and determining best available options for promoting and fostering stakeholder engagement throughout the overall process.

During the kickoff meeting, additional areas of concern will be focused on reviewing ‘Peril of

Flood’ statutory requirements for comprehensive planning; determining whether there is interest in pursuing an Adaptation Action Area (AAA) Comprehensive Plan Designation to prioritize resilience investments in specific areas; and reviewing local government motivations for conducting a vulnerability assessment.

Additionally, the CONSULTANT will discuss with staff whether there is interest in establishing a project steering committee. The steering committee can be comprised of internal staff, external community stakeholders, or both.

1.2 - Critical and Regionally Significant Asset Identification & Gap Analysis: Following the project kickoff meeting, the CONSULTANT will review a comprehensive GIS geodatabase of critical assets that has already been developed by Halff for the entire State of Florida. Critical asset data from the existing statewide geodatabase will be clipped down to align with the City of

Panama City’s jurisdictional boundaries. Beyond the existing geodatabase made available by the

2/2/2023

CONSULTANT, all available city-maintained GIS datasets applicable to statutorily defined critical asset classes will be requested. The CONSULTANT will provide an online link where all

GIS data can be uploaded by staff.

Once all available critical asset data is obtained, the CONSULTANT will prepare a draft inventory of critical and regionally significant assets. The inventory will be organized across asset classes outlined in Section 380.093 F.S. These classes include (1) transportation assets and evacuation routes; (2) critical infrastructure assets; (3) critical community and emergency facilities; and (4) natural, cultural, and historical resources. The CONSULTANT will then work with local governments officials to review, verify, and vet the accuracy of these data points and will develop a plan of action for addressing gaps in the geodatabase.

Through a gap analysis exercise, datasets will be assessed for depth and breadth of information available to aid in the identification of publicly owned assets and critical infrastructure. The vulnerability assessment relies on the accuracy and completeness of the available GIS data. The final critical asset geodatabase will feature detailed attribute tables for each critical asset and will be organized in a succinct manner for future use by local government staff.

1.3 - Comprehensive GIS Data Review & Recommendations: Upon identification of key infrastructure assets for inclusion in subsequent analysis steps, the CONSULTANT will prepare a tabular summary of critical infrastructure identified within the City for discussion with staff.

Core objectives will be focused on developing an understanding of the City of Panama City’s unique infrastructure needs, existing conditions, and critical asset protection priorities. The

CONSULTANT will then review the final GIS geodatabase of critical and regionally significant assets, evaluate the depth of attribute information provided for each asset, and provide recommendations on next steps identified as a result of the comprehensive GIS data review.

TASK 1 DELIVERABLES

• Kickoff Meeting Agenda, Presentation, and Summary (PDF)

• Critical Asset Inventory/Data Summary, Gap Analysis & Recommendations (PDF)

LUMP SUM FEE (#1): $55,000

TIMELINE: February – May 2023

TASK 2 – VULNERABILITY ASSESSMENT EXPOSURE ANALYSIS

Once context is established and a thorough compilation of datasets is completed, Task 2 will transition the project into analysis steps. Utilizing a GIS geodatabase that includes datasets for all critical assets and climate hazard scenarios, the CONSULTANT will divide Panama City into individual areas for analysis and will spatially evaluate the vulnerabilities of all critical assets to each climate hazard scenario. Objectives will be focused on developing GIS maps that depict the spatial extent of flood scenarios in relation to critical assets.

2/2/2023

2.1 - Climate Hazard Scenario Data Inventory: Before launching the exposure analysis, the

CONSULTANT will assemble an inventory of climate-related datasets made available by state and federal government sources. Hazard datasets will include data related to sea level rise, storm surge, tidal flooding, rainfall-induced flooding, and compound flooding. Once the data described above is collected, a GIS geodatabase will be utilized to integrate each dataset into a unified digital platform. Before launching the exposure analysis, the CONSULTANT will meet with staff to review data sources, methodology, and assumptions. The focus will be to confirm that staff have a thorough understanding of the inputs being applied to the analysis.

2.2 - Exposure Analysis: Once all critical asset and climate hazard datasets are compiled, the vulnerability assessment process will transition into analysis steps. The focus of attention will be to comprehensively evaluate flood hazards across the City of Panama City and the exposure of different critical asset classes to these hazards. The CONSULTANT will overlay critical asset

GIS data with a range of flood hazard scenarios and will conduct an exposure analysis to illustrate and quantify the exposure of critical and regionally significant assets to sea level rise, storm surge, tidal flooding, rainfall-induced flooding, and compound flooding.

Following statutory requirements, the exposure analysis will evaluate the exposure of critical assets to tidal flooding, including future high tide flooding; current and future storm surge flooding; rainfall-induced flooding; and compound flooding. Regarding standards, all analyses will be performed in North American Vertical Datum of 1988 (NAVD88); at least two planning horizons for the years 2040 and 2070 will be evaluated; local sea level data that been interpolated between the two closest NOAA tide gauges will be factored in; and a Digital Elevation Model

(DEM) which meets the defined minimum standard of 3-meter cell size will be utilized.

2.3 - Flood Risks Maps: Once the exposure analysis is completed, the CONSULTANT will produce flood risk maps to communicate outcomes from the analysis to stakeholders and data tables will be utilized to quantify how many assets are exposed to different flood hazards across critical asset categories. Because of the depth and magnitude of how many critical and regionally significant will be included in the vulnerability assessment, flood risks maps will be produced for each individual asset category across all applicable flood hazard scenarios.

TASK 2 DELIVERABLES

• Climate Hazard Scenario Data Inventory/Summary (PDF)

• Exposure Analysis Summary and Findings (PDF)

• Draft Flood Risk Maps (PDF)

LUMP SUM FEE (#2): $85,000

TIMELINE: April – July 2023

TASK 3 – VULNERABILITY ASSESSMENT SENSITIVITY ANALYSIS

Following the completion of an exposure analysis, Task 3 will transition the vulnerability assessment process into conducting a sensitivity analysis. During this task, the CONSULTANT

2/2/2023 will evaluate general estimates of impacts to each facility type and asset class to flooding. The objective will be to determine the likely consequences an asset will endure if it were to be inundated by flooding during different types of scenarios. Additionally, the CONSULTANT will develop estimates for additional consequences like period of closure and costs of repair/closure across multiple levels of impact. Once these estimates are developed, local expertise from across local government departments and divisions will be consulted to verify that all identified estimates are accurate and vetted.

3.1 - Sensitivity Analysis: In conducting a sensitivity analysis, the CONSULTANT will evaluate the sensitivities of different asset classes (e.g., transportation assets, infrastructure, community/emergency facilities, and natural/cultural/historical resources). The objective will be to evaluate the impacts projected to be incurred to each critical asset class and to assign sensitivity ratings based on impact severity.

3.2 - Additional Sensitivity Considerations: During the sensitivity analysis, additional data layers and variables will also be incorporated into analysis steps. In collaboration with the

City of Panama City, the CONSULTANT will identify and review additional factors for analysis. This might include, but are not limited to, zoning districts, future land use categories, population clusters, ecosystems, etc. The sensitivity analysis will enable the City of Panama City to broaden the focus of this vulnerability assessment to consider additional components not directly related to critical and regionally significant assets.

3.3 - Critical Asset Case Study Evaluations (Optional): If of interest to local officials, the

CONSULTANT can conduct case study evaluations of individual critical assets and facilities. In conducting site condition analyses, the goal is to evaluate the existing conditions of an asset and probable consequences an asset will likely endure if it were to be impacted by a flood event.

TASK 3 DELIVERABLES

• Sensitivity Analysis Summary & Findings (PDF)

LUMP SUM FEE (#3): $20,000

TIMELINE: July – September 2023

TASKS 4 AND 5 – GIS SERVICES & MODELING/DATA ANALYSIS

Tasks 4 and 5, to be achieved concurrently, will tie each step of this multi-faceted process together into a final set of products. The focus will be on developing a final vulnerability assessment report that addresses methodology, process steps, outcomes, conclusions, and next steps. The vulnerability assessment report will follow the Florida Adaptation Planning

Guidebook and will summarize the NOAA Intermediate high/intermediate low in 2040 and 2070 to comply with statutory requirements.

4.1 - Draft GIS Geodatabase: Throughout the entire duration of the vulnerability assessment process, the CONSULTANT will work to develop a comprehensive GIS geodatabase for the

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City of Panama City that features detailed data and attribute information for critical and regionally significant assets and climate hazard scenarios. Near the end of the process when all analyses have been completed, the CONSULTANT will meet with staff to review the final GIS geodatabase and confirm that the interface meets the City of Panama City’s needs and priorities.

5.1 - Draft Vulnerability Assessment: As part of an effort to comprehensively synthesize all of the outcomes and results from the vulnerability assessment process, the CONSULTANT will prepare a draft vulnerability assessment report for the City of Panama City that provides detailed information on methodology, data sources, process steps, outcomes, conclusions, and recommendations on next steps. Maps, data tables, and other applicable graphics will also be included in the report. The purpose of the final report will be to provide the City of Panama City with a comprehensive yet concise road map to guide future resilience decisions at the local level.

5.2 - Final Vulnerability Assessment Deliverables: In completing the vulnerability assessment process, the CONSULTANT will provide the City of Panama City with a package of final project deliverables for local government use and final submission to the FDEP Resilient Florida

Program.

TASKS 4 AND 5 DELIVERABLES

• Draft Review Vulnerability Assessment Report (PDF)

• Final Vulnerability Assessment Report (PDF)

• FDEP Vulnerability Assessment Compliance Checklist (PDF)

• Final GIS Geodatabase Adhering to FDEP GIS Requirements/Standards

LUMP SUM FEE (#4): $15,000

LUMP SUM FEE (#5): $15,000

TIMELINE: February – October 2023

TASK 6 – PERIL OF FLOOD COMPREHENSIVE PLAN AMENDMENTS

Once the vulnerability assessment is complete, the next step in the process will be focused on guiding the City of Panama City through a comprehensive plan amendment process focused on confirming compliance with ‘Peril of Flood’ statutory requirements.

6.1 - Review of Peril of Flood Model Goals, Objectives & Policies: On May 21, 2015, Governor Rick Scott signed into law Florida Senate Bill 1094, “An Act relating to the peril of flood.” SB 1094 requires consideration of future flood risk from storm surge and sea level rise in certain portions of local government comprehensive plans. To remain eligible for statewide infrastructure resilience grant funding, local governments are required to have Peril of Flood integrated into local comprehensive plans.

In supporting the City of Panama City in meeting Peril of Flood requirements, the

CONSULTANT will provide planning staff with a set of model goals, objectives, and policies

2/2/2023 for consideration. These model policies have already been developed by the CONSULTANT through experience with other local governments across Florida.

6.2 City Commission Workshop on Final Vulnerability Assessment and Model Policies

While planning staff takes time to review the model set of policies provided, the

CONSULTANT will work collaboratively with staff to prepare a presentation and workshop format to unveil the final outcomes of the vulnerability assessment to the City Commission.

The focus of the workshop will be to communicate results and outcomes from the process, discuss steps that were taken to conduct the vulnerability assessment, and review recommendations for next steps moving forward. During the workshop, a focus will be to communicate upcoming grant funding opportunities to be made available by the State of Florida.

Through a discussion of Peril of Flood policies, and grant funding opportunities, the objective will be to confirm that the City Commission understands the opportunities it will be provided because of City of Panama City’s successful completion of a vulnerability assessment.

6.3 - Transmittal and Adoption of Goal, Objectives & Policies to FDEO: Once City planning staff review, approve, and make suggestions for improvement to the model set of policies, the

CONSULTANT will guide the City of Panama City through the transmittal and adoption stages of the comprehensive plan amendment process. This will include a workshop with the Planning

Board to communicate the purpose of this amendment and administrative support for pushing these policies through each stage. Once Peril of Flood goals, objectives, and policies are transmitted and adopted, in addition to the final vulnerability assessment, the

City of Panama City will be fully compliant with state requirements and will be able to develop plans of action for pursuing grant funding opportunities.

TASK 6 DELIVERABLES

• Peril of Flood Goals, Objectives & Policies (PDF)

• Peril of Flood Presentation (PDF)

LUMP SUM FEE (#6): $5,000

TIMELINE: September 2023 – January 2024

TASK 7 – ADAPTATION PLAN DEVELOPMENT

The final task of this project will transition the CONSULTANT to identify adaptation strategies that can support the City of Panama City in building resilience to climate related hazards. The goal will be to connect outcomes from the vulnerability assessment to actionable solutions.

7.1 - Resilience Strategies & Policy Recommendations: In identifying adaptation strategies to be included in the adaptation plan, the CONSULTANT will evaluate funding opportunities at the regional, state, and federal levels; local infrastructure and capital improvement priorities;

policies, programs, and partnerships; engineering solutions, especially those pertaining to nature-based solutions; and additional recommendations to support local community resilience efforts.

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Utilizing best practices that have already been established by FDEP, the CONSULTANT will explore a wide range of solutions that can support local infrastructure and land development priorities. These solutions will include protection, accommodation, avoidance, and managed relocation. The CONSULTANT will strategically evaluate a broad range of variables to verify that each adaptation strategy identified fits into local context and conditions.

7.2 - Design Charettes & Visioning (Optional): If of interest to staff, the CONSULTANT can work with stakeholders to brainstorm potential adaptation strategies, develop an inventory of options that can be pursued, and design visual concept renderings to bring these strategies to light. In developing an inventory of adaptation strategies, considerations can cross different realms and domains, including, but not limited to, physical infrastructure solutions, policy and procedural solutions, and other solutions having to do with local zoning and land development regulations. The goal is to connect identified adaptation strategies to local conditions.

7.3 - Implementation Channels & Capital Improvements Planning: The CONSULTANT will work collaboratively with departments and divisions to identify opportunities to integrate vulnerability assessment outcomes into existing plans, programs, and local government regulatory frameworks. Additional areas of focus will be on infrastructure programs, building codes, public outreach, policy, funding, and financing. One of the most important components of this task will be to identify and develop conceptual plans for capital improvements programming based on outcomes from the vulnerability assessment.

7.4 – Grant Funding Opportunities Analysis: During this phase, the CONSULTANT will conduct a grant funding opportunities analysis to determine where grant funding programs exist, identify eligible projects, and support the City of Panama City with grant writing steps. The focus will be to confirm that strategies identified out of the process are connected to grant funding programs that can turn ideas into reality.

TASK 7 DELIVERABLES

• Draft Review Adaptation Plan (PDF)

• Final Adaptation Plan (PDF)

LUMP SUM FEE (#7): $55,000

TIMELINE: September 2023 – January 2024

CONSULTANT POINT OF CONTACT(S)

The primary point of contact for the CONSULTANT is Bryant King, P.E., Project Manager.

Bryant can be contacted via email at bking@halff.com or via phone at (850) 848-9436.

The secondary point of contact for the CONSULTANT is Sean Lahav, MPA, Deputy PM.

Sean can be contacted via email at slahav@halff.com or via phone at (904) 720-2611.

mailto:bking@halff.com mailto:slahav@halff.com

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FEE SUMMARY

The fees for all tasks are lump sum. The CONSULTANT will invoice monthly, based on the percentage of work completed. The CONSULTANT will carefully monitor costs during the progress of the project and the fees will not be exceeded without prior approval from staff.

Task No. Task Title Fee Amount

1 Project Kickoff and Critical Asset Inventory $55,000

2 Vulnerability Assessment…