HomeMy WebLinkAboutEDB CUP Renewal-Dalton EXECUTIVE SUMMARY
AGENDA ITEM:
Proposed Engagement with Dalton Agency, LLC (Dalton)to support professional communications and media
support services related the Clay County Utility Authority's (CCUA's) Consumptive Use Permit (CUP)
Renewal Application
Date: March 16, 2023
BACKGROUND:
The State of Florida empowered the five(5)water management districts to regulate entities that use more than
100,000 Gallons of water Per Day(GPD). The water management districts,including the St.Johns River Water
Management District(SJRWMD),use the CUP process to regulate water users.An entity's CUP regulates that
amount of water they are allocated to use on a daily and annual basis. The SJRWMD regulates CCUA's CUP
thereby CCUA's water allocation to serve the communities in Clay County. Staff will provide a presentation
ozs at the next Board meeting with recommendations related to proceeding with an early renewal of CCUA's CUP.
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co There are many elements to CCUA's CUP renewal that may require clear, concise, and effective messaging to
o customers, key stakeholders, and regulators. We anticipate the need for communication support that is
3 professional, agile, and versed in multiple avenues of communication. Staff is currently working with Dalton
a for the Potable Reclaimed Water Pilot Project. We consider Dalton an excellent firm to work with on public
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messaging related to CCUA's CUP renewal.
Dalton maintains a proven track record with clear professional experience in communicating with media and
the public on behalf of utilities. Staff and the Dalton team prepared a scope for professional services with
compensation on a time and materials basis.
Section 17,last sentence, of Chapter 94-491,Laws of Florida, Special Acts of 1994, states:
"Nothing in this section shall be deemed to prevent the authority from hiring or retaining such engineers,
attorneys,financial experts,or other technicians as it shall determine, in its discretion,or from undertaking any
construction work with its own resources,without any such public advertisement."
CCUA's current purchasing policy Section 6.F. states:
"Professional services, as permitted under Section 17 of Chapter 94-491, are excluded from the public
advertisement and competitive bidding requirements. Except in the case of an emergency, as described in
section A. above, such services shall be approved in advance by the Board of Supervisors."
BUDGET:
Staff did not anticipate the need for professional communications and media support services. Staff proposes
to use $50,000 from the operational budget contingency for these professional services.
//JDJ(Author)
//AB,DR(Review)
//JDJ(Final)
REQUEST:
Staff respectfully requests the Board of Supervisors approve of the engagement with Dalton Agency, LLC for
professional communications and media support services for the Consumptive Use Permit (CUP) Renewal
Application.
ATTACHMENTS:
Scope of Work
Addendum to Statement of Work
//JDJ(Author)
//AB,DR(Review)
//JDJ(Final)
dcilt.n. atl.jax.nsh
scope of work
Clay County Utility Authority
consumptive use permit renewal
introduction
Clay County Utility Authority(CCUA) will file an application to renew its consumptive use permit.
Dalton is knowledgeable about this topic, the issues pertinent to this application and has proven
experience in communicating with media and the public on behalf of utilities.
This document outlines hourly rates for Dalton to provide external communications and media
relations services for CCUA's application. The services and hourly rates are outlined below.
estimate
services rate
Planning
to • Research
• Media analysis
• Timeline
• Communications strategy and tactics
Development of communication materials, including but not limited to:
• Messaging
FAQs $150/hour
•• One-pager
Media relations:
• Media list development
• Proactive and reactive outreach
• Monitoring and reporting
total Up to $50,000
timing
Bill actual hours monthly up to $50,000. The monthly invoice will be sent with an activity report
outlining the services provided.
terms
agency expectations
• provide services as outlined above
• provide responsive service
140 w. monroe st. • jacksonville, fl 32202 dltn.com
d.
• archive all files for at least one year
• alert client promptly to changes in timeline or deliverables
client expectations
• provide executed agreement for services
• provide ongoing input and approval for projects
• provide agreed upon payments for services
In the event of a change to the scope of work, whether traceable to the client, agency, or otherwise,
this scope will be revised and resubmitted to the client.
If you accept our proposal, please execute by signing below and emailing to:
hhouston@daltonagency.corn.
AGENCY:
to
Dalton
140 w. monroe street
jacksonville,fl 32202
CLIENT:
CCUA
Jeremy D.Johnston
3176 Old Jennings Road
Middleburg, FL 32068
140 w. monroe st. • jacksonville, fl 32202 dltn.com
ADDENDUM TO Statement of Work(SOW) FOR CCUA CONSUMPTIVE USE PERMIT RENEWAL
Per diem and travel expenses of authorized persons. All per diem and travel expenses related to Dalton
Agency, LLC(Dalton) services provided to CCUA under this Consumptive Use Permit Renewal SOW, if any,
are subject to and limited by Florida Statutes s. 112.061, as from time to time amended.
Local Government Prompt Payment Act.All payments will be governed by the Local Government Prompt
Payment Act, which provides that payments will be made not later than 45 days from receipt of proper
invoice.
Florida Public Records Laws Compliance. Dalton acknowledges CCUA's obligations under Art. 1, Section
24, Florida Constitution, and Chapter 119, Florida Statutes, as from time to time amended (together,the
Public Records Laws), to release public records to members of the public upon request. Dalton
acknowledges that CCUA is required to comply with the Public Records Laws in the handling of the
materials created under this SOW and that the Public Records Laws control over any contrary terms in
this SOW. Contractor shall comply with all requirements of Chapter 119, Florida Statutes, to the extent
applicable to the records and documents associated with this SOW. In accordance with Section
119.0701(3)(a), Florida Statutes(or successor statutes), a request to inspect or copy public records related
to this SOW must be made directly to CCUA.
IF DALTON HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119,
FLORIDA STATUTES, TO DALTON'S DUTY TO PROVIDE PUBLIC RECORDS RELATING
to TO THIS SOW, CONTACT THE CUSTODIAN OF PUBLIC RECORDS AT (904) 272-5999,
krichardson@clayutility.org, 3176 OLD JENNINGS RD., MIDDLEBURG, FL 32068.
This Addendum is attached to and incorporated into the CCUA—Dalton SOW for Consumptive Use Permit
Renewal and is executed of even date therewith.
AGENCY:
Dalton Agency, LLC
140 W. Monroe Street
Jacksonville, FL 32202
CLIENT:
CCUA
Jeremy D.Johnston, MBA, P.E.
Executive Director
3176 Old Jennings Road
Middleburg, FL 32068