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HomeMy WebLinkAboutDocumentation_Regular_Tab 05_12/13/2018 Village of T'equesta 345 Tequesta Drive 561-768-0700 Tequesta, FL 33469 vv�vw.tequesta.org � _ � Village Clerk's Office Memorandum TO: Jun��'einand, ��cting�'illa�e �Iana�;er FROM: Lori �IcWilliams, :�f�tC, �'illage Clerk DATE: 10/29/18 SUBJECT: .�genda Report—�D.� Compliant The attached is a no-cost agreement to create a customized agenda ��-ith an enlarged font for easier readability for e-ision-impaired users. Initiall��, Granicus «•anted to charge the �'illage $800 to customize this report, ho�ve�-er, after numerous calls and con�-ersations, the�- ha�-e agreed to create the report at no cost. �'ice-AIavor Tom Paterno AIa��or_�bb�•Brenuan Couiicil \Iembex�'ince_lrena Council\fember Laurie Brandon Council\Iember Iirisu iohnson � � Granicus Proposal for Tequesta, FL. Name:�oe Chang Phone:2024077325 Email:joe.chang@granicus.com . . �- Quote Number:Q-37118 Prepared On:10/26/2018 Valid Through:11/26/2018 Payment Terms:Net 30(Payments for subscriptions are due a[the beginning of the period of performance.) Currenty:USD Period of Performance:The term of[he Agreement will commence on the date this document is signed and will continue for 12 months. . - � � ��� ti�,� � � '�`�� '�.� ��,�'���� `` ��,� _ . . _.:F"- ..w .�.�-. �.. ��.� ��;_ � <..a. y . ...�_.�r ��`° .m � , �s�. . Des��n Custom Up��n �euvery 4 Houn S�.vU SUBTOTAL: �0.00 � � � - , . .. ,.: , . ,,. .. €�" .:� ,�' � � � �� � ��� _ ... . - ; , ,. -. . .. , • . �. �, ..�,. ..�, � � _ Y . , . . .._ .� . .�:�e. �� � Design Custom Cu;tom Desi�,n-u>ed to se��-� our c�scope ues'�g��5ervices,or supplement exi�ting orferi�;gs. ■ � � � . • This quote is exclusive of applicable state,local,and federal taxes,which,if any,will be induded in the invoice.It is the responsibility ot Tequesta, FL to provide applicable exemption certificate(s). • Any lapse in payment may result in suspension of service and wili require the payment of a setup fee ro reinstate the subscription. • If submitting a Purchase Order,please include the foilowing language:All pricing,terms and condi�ions of quote Q-37118 dated 10/26l2018 are incorporated into this Purchase Order by reference. • Granicus Communications Suite Subs�riber Information. • Data provided by the client and conta�t information gathered through the client's own web properties or activities wiil remain the property of the client("Direct Subscriber"),including any and all personally identifiable information(PII).Granitus will not release che data without the express writ[en permission of the client,unless required by law. • Granicus shail:(i)not disciose the client's data except to any thii-d parties as necessary to operate the Granicus Products and Services(provided that the client hereby grants to Granicus a perpetual,non- cancelable,woridwide,non-exclusive license to utilize any data,on an anonymous or aggregate basis only,that arises from the use of the Granicus Products by the client,whether disciosed on,subsequent to, or prior to the Effective Date,to improve the functionaliry of the Granicus Products and any other legitimate business purpose,inciuding the right to sublicense such data to third parties,subject to all legal restrictions regarding the use and disciosure of such information). • Data obtained through the Granicus Advanced Network. • Granicus offers a SaaS product,known as the Cnmmunicacions Cloud,tha[offers Direct Subscribers recommendations to subscribe to other Granicus client's digital communication(the"Advanced Network").When a Direct Subscriber signs up through one of the recommendations of the Advanced Ne[work,that subscriber is a"Network Subscriber"to the agency it subscribed to through the Advanced Network, • Network Subscribers are available for use while the client is under an active subscriptinn witfi Granicus. Network Subscribers will not transfer to the client iipon cermination of any Granicus Order,SOW,or Exhibit.The client shall not use or transfer any of the Network Subscribers after termination of its Order, SOW,or Exhibit placed under this agreement.All information related to Network Subscribers must be destroyed by the client within 1 S calendar days of the order,SOW,or Exhibit placed under this agreement terminating. • Opt-in.Ouring the last 10 calendar days of the clienCs subscription,the clieni may send an opt-in email to Netwcrk Subscribers that shall include an explanation of[he client's relationship with Granicus terminating and that the Network Subscribers may visit the ciient's website to subscribe to further updates from the clien[in the future.Any Network Subscriber that cloes not opt-in will not be transferred with the subscriber list provided to the clien[upon termination. • Tequesta, FL is eligible to receive up to five(5)two-day passes to the 2019 Granicus National Summit,valued at $299.00 each,The Granicus National Summit is the premiere user conference for public sector professionals across federal,state,and local government.Attendees will be provided wich hands-on training led by Granicus � � subject matter experts,as well as opporcunities to learn and network with peers and leaders in government. Granicus National Summit Dares:May 14•15,2019 By signing this document,the undersigned certifies they have authoriry ro enter the agreement.The undersigned also understands the services and terms. Name; La c � M e lu'�IC�Gi�►s _ _ Phone: S�e1- ?toY- D443 __ _ _ _ __ _ _. _ _ _ _ .w. _.... ,� Email: ,mG1ui�l�pi,m5 Q "�"��7eSt'�. O�S �� � y LL,- _ __ __ � �:.. Address; �NS' le�u¢Stt� p�' ! � Q�ucStA� FL 334(� Signatur ._ Name: ,��,M �Z1 n�nd __. __ _ __ .. _.� ' __ _ . � _. � Title: �C�'t\�S u�►�\Q��C (�1G�gLr _._ __ _.._. _- — .�. _.� _.. Date: �O�`d41't�l __ ; GG R A N I C U S www.granicus.com October 26,2018 Scope of Work Tequesta—Custom Large Font Agenda Report Summary Tequesta is requesting a new custom Agenda report.The new custom report needs to have a large font (size 26 point)for easier readability for vision impaired user. Proposed Solution: Change the font size on the existing custom Agenda template to the requested 26 point size, including any needed layout changes due to the font size increase. Create a new Agenda report in the Legistar Agenda Reports dropdown for the large font template. Grenicus Scope of Work: This SOW includes the following: • Working with the client to confirm and review customization being requested. • Consulting with the client on handling of needed layout adjustments based on the new larger font size. • Modification of the existing custom Agenda template. • Testing of the report using the client's database and Legistar configuration. • Working with the client to review the report and make needed adjustments. • Delivery of the finalized updated reports into Tequesta's legistar instance. Timeline: Dependent on the complexity of a project,an estimated delivery time-frame will be shared with the client at the start of work. Any additional changes beyond this SOW could take additional time or Development work and would be subject to additional cost and scope. Out of Scope Any services not listed in the aforementioned are not included in the Proposal and would require additional scope and possible cost. Acceptance of this proposal constitutes acceptance of the prescribed user flow and proposed feature enhancements.Any changes requested that deviate from this SOW would be subject to additional cost and scope and require a mutually signed and executed Change Order. This proposal and proposed timelines expire 30 days from receipt. WASHINGTON D.C. DENVER ST. PAUL LONDON 1152 15th 5treet NW, Suite 800 707 17th Street,Suite 4000 408 St. Peter St, Suite 600 The Beehive,City Place, Washington, DC 20005 Denver,CO 80202 St.Paul,MN 551025 West Sussex,RH6 OPA 202.407.7500 ?20.240.95°5 651.726.7309 080C.032.5769 PUBLIC RECORDS. in accordance with 5ec. 119.0701, Florida Statutes, CONTRACTOR must keep and maintain this Agreement and any other records associated therewith and that are associated with the performance of the work described in the Proposal or Bid. Upon request from the Village's custodian of public records, CONTRACTOR must provide the Village with copies of requested records, or allow such records to be inspected or copied, within a reasonable time in accordance with access and cost requirements of Chapter 119,�lorido Statutes. A CONTRACTOR who fails to provide the public records to the Village, or fails to make them available for inspection or copying, within a reasonable time may be subject to attorney's fees and costs pursuant to Sec. 119.0701, Florida Statutes, and other penalties under Sec. 119.10, Florida Stotutes. Further, CONTRACTOR shall ensure that any exempt or confidential records associated with this Agreement or associated with the performance of the work described in the Proposal or Bid are not disclosed except as authorized by law for the duration of the Agreement term, and following completion of the Agreement if the CONTRACTOR does not transfer the records to the Village. Finally, upon completion of the Agreement, CONTRACTOR shall transfer, at no cost to the Village, all public records in possession of the CONTRACTOR, or keep and maintain public records required by the Village. If the CONTRACTOR transfers all public records to the Village upon completion of the Agreement, the CONTRACTOR shall destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. If the CONTRACTOR keeps and maintains public records upon completion of the Agreement, the CONTRACTOR shall meet all applicable requirements for retaining public retords. Records that are stored electronically must be provided to the VILLAGE, upon request from the Village's custodian of public records, in a format that is compatible with the Village's information technology systems. IF CONTRACTOR HAS QUESTION5 REGARDING THE APPLICATION OF CHAPTER 119, FLORIDA STATUTES,TO CONTRACTOR'S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS AGREEMENT, PLEASE CONTACT THE VILLAGE CLERK, RECORDS CUSTODIAN FOR THE VILLAGE, AT (561) 768-0685, OR AT imcwiiliams@tequesta.org, OR AT 345 TEQUESTA DRIVE, TEQUESTA, FLORIDA 33469. Palm Beach County Inspedor General Pursuant to Article XII of the Palm Beach County Charter,the Office of the Inspector General has jurisdiction to investigate municipal matters, review and audit municipal contracts and other transactions, and make reports and recommendations to municipal governing bodies based on s�ch audits, reviews, or investigations. All parties doing business with the Village shall fully cooperate with the inspector general in the exercise of the inspector general's functions, authority, and power.The inspector general has the power to take sworn statements, require the production of records, and to audit, monitor, investigate and inspect the activities of the Village, as well as coriCractors and iobbyisls �f ihe Village in order to detect, deter, prevent, and eradicate fraud, waste, mismanagement, misconduct, and abuses. � y . emo To: James Weinand,Acting vllage Manager Cc: Vllage Council From: Chief Trube Date: November 15,2018 Re: Interim Firefighter Corrtract for Noureddin Alkurdi Tequesta Fre-Rescue has a vacancy for Interim Firefighter and has chosen Noureddin Alkurdi from our current waiting list. Mr. Alkurdi has accepted our offer of employment as an interim Firefighter under the terms of our customary Interim Frefighter Contract. The position has previously been budgeted for and the approval of this contract will be strictly a replacement of personnel and have no new financial impact. It is respectfully requested the Interim contract for Noureddin Alkurdi be approved commencing on November 7, 2018 for a three-year period, expiring on November 7, 2021. Thank you for your consideration. Village of Tequesta Interim Employment Agreement THIS AGREEMENT is made and entered into this sf day of��, bY and between the VILLAGE OF TEQUESTA, a rnunicipal corporation of the State of Florida (hereinafter referred to as "Village"), and NOUREDDIN ALKURDI, an individual, (hereinafter referred to variously as °Employee" or"Interim Firefighter'� as follows: Section 1. Duties The Village hereby agrees to hire Employee as an Interim Firefighter to perForm the duties and functions of a Firefighter I, in accordance with the job position description attached hereto and marked as Appendix "A°. Employee shall be subject to, and abide by, the Ordinances of the Village, the Village Employee Handbook, Florida Statutes and Federal laws goveming Firefighters and Emergency Medical Technicians. Employee agrees to pe�form duties and responsibilities hereunder and such other reasonable duties and responsibilities as are assigned to him from time to time by the Fire Chief and/or the Village Manager. Secdon 2. Description of Position The Village has started an interim firefighter program to assist individuals in obtaining a career in the fire service and to assist individuals with higher education opportunities. Interim firefighters serve on an "as needed" basis as detemnined in the sole discretion of the�Ilage. Interim flrefighters serve at the will of the Village. Interim firefighters can be relieved of duty at any time for any reason or no reason. Interim firefighters will receive a copy of the Village Empbyee Handbook and the Fire- Rescue Departmerrt's Policy and Procedure Manual at the time of initial employment. Interim firefighters are responsible for compliance with General Personnel Policies and Standards of Conduct as set forth in the Village Employee Handbook. However, other than rights and benefits spec�cally listed in this Agreement, interim firefighters are not entitled to any rights or benefits set forth in the Vllage's Employee Hand600k, including, but not limited to, any grievance procedure rights. Section 3. Term This Agreement shall commence as of the date hereof and shall remain in effect for a period of three (3) years. This Agreement can be renewed for an additional three (3) year term by mutual consent of both parties. No modifications, changes or amendments to any provision of this Agreement can be implemented without express written agreement being executed by both parties. Employee agrees that he is an at-will employee and will serve at the pleasure of the �Ilage Manager and/or Fire Chief. Nothing in this Agreement shall prevent, limit or otherwise interfere with the right of the �Ilage Manager or Fire Chief to teRninate the services of the Employee. Employee agrees that he has no property rights in employment with the Village and does not have the right to file a grievance concerning any of the terms or conditions of this Agreement or otherwise. 1 Nothing in this Agreement shall prevent or othervvise interfere with the right of the Employee to resign his employment with the Village, subject to the provisions with Section 4 (Termination). Section 4. Termination In the event that Employee is terminated before the expiration of the aforesaid term of employment for reasons other than moral turpitude, the Village agrees to pay the Employee for any accnied sick leave and vaca6on benefits in accordance with the provisions of the Village Employee Handbook applicable to full time Vllage employees. The Empl� will also be eligible for his portion of the Education Assistance Funds (defined bebw) that he has eamed, for a period of time up to iwelve (12) months from his date of termination. Education Assistance Funds not utilized within this twelve (12) month time frame shall be forfeited to the Village. If Employee is terminafied for moral turpitude, he shall forfeit his accrued sidc leave, vacation pay and education assistance funds. If the Employee voluntarily resigns from the position of interim firefighter prior to the expiration of this agreement, Empbyee shall forfeit all accrued sick leave, vacation pay and education assistance funds to the Village as liquidated damages. Section 5. Salary The vllage will compensate Employee at the prevailing minimum wage for all hours wo�lced during his normal workweek. The normal workweek for Fire Department empbyees is forty-eight hours. This is based on working one hundred and forty-four (144) hours in a twenty-one (21) day cycle. The Village reserves the right to adjust the normal workweek hours as needed and in accordance with the Fair Labor Standards Act. Employee will occasionally be needed to work extra hours. The Village provides compensation for extra hours worked at a rate of one and one-half (1-1/2) 6mes the normal hourly rate of pay for all hours wo�lced in excess of the normal wo�lc cycle. For the purpose of computing hours woriced, annual leave, sidc leave and time lost due to an on-duty injury shall be considered time worked. Employee is entitled to receive any across the board increases granted to the non- unionized firefighters by the Village and his hourly rate of pay will be adjusted accordingly. Section 6. Benefi�s a. Vacation: Employee will receive two weeks of paid vacation for each year Employee is employed under this interim program. At the successful completion of Employee's twelve-month probationary period Employee is entitled to use Employee's vacation leave in accordance with the policies goveming such 2 usage. However, Employee will not be compensated for time off, if granted, during Employee's probationary period. b. Sick leave: Employee is entitled to Sick Leave benefits as applied to full time Village employees and in accordance with the policies goveming such. c. Holiday Pay: The Village will provide Holiday Pay to Employee as they would to full time employees and in accordance with the policies goveming such. d. Health and Life Insurance: Interim Firefighters are eligible for �Ilage sponsored health care benefits. This coverage will be identical to the coverage plan offered to non-unionized employees. Life insurance is provided, but only to the extent that is required by law. e. Retirement benefits: Employee is not eligible for Retirement Benefits. f. Education Aasistance: Employee may eam up to a maximum of$5,000.00 per year for education assistance ("Education Assistance Funds"). Education Assistance Funds are eamed at a rate of $1,250.00 per thr�ee months of employment. Therefore, if Employee wortcs one three-month quarter under this program Employee is entitled to use the $1,250.00 eamed during the next quarter, or any 6me during Employee's employment, and up to iwelve (12) months after the expiration of this contract. Education Assistance Funds can be used for any tuition costs, book expenses or lab fees associated with Employee's higher education. There are no, restrictions on the type of courses that the Employee can attend as these funds are to be considered Employee's money and Employee can use it for any course.s, technical education or any type of degree Employee desires. If the Employee is not State of Florida certfied as a Firefighter and/or Emergency Medical Technician upon execudon of this Ag�eement, the Village will advance Education Assistance Funds to pay for the.se certifications for the Employee. Once Employee is eligible to earn the Educationa! Assistance Funds, the Vlllage will utllize these funds to r+eimburse the Village for the all costs associated with obtaining the Firefighter and/or Emeigency Medical Technician certifications. After the Village is reimbursed, the empbyee may then eam and utilize Education Assistance Funds for the purposes set forth above. g. Exchange of time: Interim firefighters are eligible to exchange time with other employees as long it is in accordance with department guidelines. This procedure is for situations that cannot be scheduled around Employee's shift worlc, for the attendance of classes or for events that Employee has no control over. 3 h. Incentive Pay: Based on the department needs, the Fire Chief will determine whether or not a certified Interim Fire Fighter shall receive the Dive pay and the State Certified Inspector pay. Section 7. ApplicaWe Law and Waiver of Jury Trial. This Agreement shall be govemed by and oonstrued pursuant to the laws of the State of Florida. Employee irrevocably submits to the jurisdidion of such oourts and waives any objedion it may have to either the jurisdiction or venue of such courts. Furthe�, Employee waive.s trial by jury ff litigation is filed to enforce any terms af this Agreement. Venue shaq be Palm Beach County, Florida. Section 8. Severability. If any terms or part of this Agreement shall be determined to be invalid, illegal, or une�orceable in whole or in part by a court of competent jurisdiction, the validity of the remaining part of such term or the validit�r of any other term or provision of this Agreement shall �ot in any way be afFected. All provisions of this Agreement shall be construed to be valid and enforceable to the full extent permitted by law. Section 9. Acknowledgment By signature below, Employee acknowledges that he has read this Agreement and has rec�ived a copy of the Village Employee Handbook and the Fire-Rescue DepartmenYs Policy and Procedure Manual, and agrees to accept the teRns of Interim Employment described herein. � U !b � Interim Employee Signature Date � 1��3!�l8 Departrnent Head Signature Date � �� � Huma esou in' tor Date �� �� Manager ignature Date 4 PUBLIC RECORDS. In accordance with Sec. 119.0701, Florida Statutes, CONTRACTOR must keep and maintain this Agreement and any other records associated therewith and that are associated with the perFormance of the work described in the Proposal or Bid. Upon request from the Village's custodian of public records, CONTRACTOR must provide the Village with copies of requested records, or allow such records to be inspected or copied, within a reasonable time in accordance with access and cost requirements of Chapter 119,F/orida S[atutes. A CONTRACTOR who fails to provide the public records to the Village, or fails to make them available fo� inspection or copying, within a reasonable time may be subject to attorney's fees and costs pursuant to Sec. 119.0701, Florida Statuies, and other penalties under Sec. 119.10, Florida Statutes. Further,CONTRACTOR shall ensure that any exempt or confidential records associated with this Agreement or associated with the performance of the work described in the Proposal or Bid are not disclosed except as authorized by law for the duration of the Agreement term,and following completion of the Agreement if the CONTRACTOR does not transfer the records to the Village. Finally, upon completion of the Agreement, CONTRACTOR shall transfer, at no cost to the Village, all public records in possession of the CONTRACTOR, or keep and maintain public records required by the Village. If the CONTRACTOR transfers all public records to the Village upon completion of the Agreement,the CONTRACTOR shall destroy any duplicate puhlic records that are exempt or confidential and exempt from public records disclosure requirements. If the CONTRACTOR keeps and maintains public records upon completion of the Agreement, the CONTRACTOR shall meet all applicable requirements for retaining public records. Records that are stored electronically must be provided to the VILLAGE, upon request from the Village's custodian of public records, in a format that is compatible with the Village's information technology systems. IF CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119, FLORIDA STATUTES,TO CONTRACTOR'S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS AGREEMENT, PLEASE CONTACT THE VILLAGE CLERK, RECORDS CUSTODIAN FOR THE VILLAGE, AT (561) 768-0685, OR AT Imcwilliams@tequesta.or�, OR AT 345 TEQUESTA DRIVE, TEQUESTA, FLORIDA 33469. Palm Beach County Inspector General Pursuant to Article XII of the Palm Beach County Charter,the Office of the Inspector General has jurisdiction to investigate municipal matters, review and audit municipal contracts and other transactions, and make reports and recommendations to municipal governing bodies based on such audits,reviews,or investigations.All parties doing business with the Village shall fully cooperate with the inspector general in the exercise of the inspector general's functions, authority, and power.The inspector general has the power to take sworn statements, require the production of records, and to audit, monitor, investigate and inspect the activities of the Village, as well as contractors and lobbyists of the Village in order to detect,deter, prevent, and eradicate fraud,waste,mismanagement, misconduct,and abuses. v�ofT��. P�s&Re�ion ent Dar,e: 10/30/18 To: James Weinand, Acting Village Manager Cc: Debra A. Telfrin, E,acecutive Assistant From: Greg Corbitt, Director of Parks & Recreation RE: Thermal Seal Roof Systems Please place the following proposal on the December 2018 Council Meeting Constant Agenda. The following proposal from PRIDE is Picnic Tables in the amount of $966.73. Quoted By: Customer Service �; PRIDE Lumber Products Questions,lnfortna�on or Commerrts �"-"'" 13825 NE 258th Lane PRIDE RAIFORD,FL 32083 T�Ph°^e ...............:(813)890-6554 - Fax ......................:(813)890-2116 ... .. ... E-mail ...................:customerservice�pride-enterprises.org PRIDE Enterpnses Quotation 223 Morrison Road Number .................:SQ_075156-7 BRANDON,FL 33511 Date .....................:9l27/2018 Page ....................: 1 of 1 Sales order ..............: Village of Te�esta Requisition ..............: Your ref. .................: VERIFY DELIVERY ADDRESS Our ref. ..................:ZJackson 399 Seabrook Rd. Quotation deadline ......:10/26/2018 TEQUESTA,FL 33469 � Payment .................Net 30 days Greg Corbit! 581-768-0473 gcorbitt�tequesta.org Item number Description �uantity Unit Unit price Disc.pct. Discount AmouM 14167200NA Picnic Tabie,Wood,6 3.00 EA 155.0000 465.00 Ft,Standard,Tops and Seats 14167201NA Picnic Table,Wood,6 1.00 EA 185.0000 185•00 Ft,ADA,Tops and Seats 141FORKLIFT FORKLIFTCHARGE 1.00 EA 75.0000 75.00 CFreight Freight Charc,�es 1.00 EA 241.7300 241.73 To retum By Fax,sign the attached quote and indicate mett►od of payment and send to:813-890-2116 Quote Accepted By: Method Of Paymerrt: _P.O.(Provide Copy) _Credft Card _Check To retixn by emaii,attach quote,indicate method of payment�d state that you want to place the order. Please ensure to add your ship to address information or we carmot process your order. Then send to:LumberproductsQpride-enterprises.arg. Quote is good for 30 days. '"•If thls is�Ariba Order,it must match line by line."' ���^A�"� Sales balance Total discount Misc.charges Sales tax Round-off Total 966.73 0.00 0.00 0.00 0.00 966.73 USD TRIAL MODE-a valid license will remove this message.See the keywords property of this PDF tor morB mfDrtnabon PUBLIC RECORDS. In accordance with Sec. 119.0701, Florida Stotutes, CONTRACTOR must keep and maintain this Agreement and any other records associated therewith and that are associated with the perFormance of the work described in the Proposal or Bid. Upon request from the Village's custodian of public records, CONTRACTOR must provide the Village with copies of requested records, or allow such records to be inspected or copied, within a reasonable time in accordance with access and cost requirements of Chapter 119,Florida 5ratutes. A CONTRACTOR � who fails to provide the public records to the Village, or fails to make them available for inspedion or copying, within a reasonable time may be subject to attorney's fees and costs pursuant to Sec. 119.0701, Florida Statures, and other penalties under Sec. 119.10, Florida Statutes. Further,CONTRACTOR shall ensure that any exempt or confidential records associated with this Agreement or associated with the performance of the work described in the Proposal or Bid are not disclosed except as authorized by law for the duration of the Agreement term,and following completion of the Agreement if the CONTRACTOR does not transfer the records to the Village. Finally, upon completion of the Agreement, CONTRACTOR shall transfer, at no cost to the Village, all public records in possession of the CONTRACTOR, or keep and maintain public records required by the Village. If the CONTRACTOR transfers all public records to the Vllage upon completion of the Agreement,the CONTRACTOR shall destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. If the CONTRACTOR keeps and maintains public reco�ds upon completion of the Agreement, the CONTRACTOR shall meet all applicable requirements for retaining public records. Records that are stored electronically must be provided to the VILLAGE, upon request from the Village's custodian of public records, in a fo�mat that is compatible with the Village's information technology systems. IF CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119,FLORIDA STATUTES,TO CONTRACTOR'S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS AGREEMENT, PLEASE CONTACT THE VILLAGE CLERK,RECORDS CUSTODIAN FOR THE VILLAGE, AT �561� 768-0685, OR AT Imcwilliams@tequesta.org, OR AT 345 TEQUESTA DRIVE, TEQUESTA, FLORIDA 33469. Palm Beach County Inspector General Pursuant to Article XII of the Palm Beach County Charter,the OfFice of the Inspector General has jurisdiction to investigate municipal matters,review and audit municipal contracts and other transactions,and make reports and recommendations to municipal governing bodies based on such audits, reviews, or investigations.All parties doing business with the Village shall fully cooperate with the inspector general in the exercise of the inspector general's functions, authority, and power.The inspector general has the power to take sworn statements, require the production of records, and to audit,monitor, investigate and inspect the activities of the Village, as well as contractors and lobbyists of the Village in order to detect,deter, prevent, and eradicate fraud,waste, mismanagement, misconduct,and abuses. �:; � COMPREHENSIVE ANALYSIS Village Manager's Office -Administration To: James M. Weinand, Acting Village Manager From: Debra Telfrin, Executive Assistance Date: November 14, 2018 Subject: Southeastern Printing—Winter Smoke Signals Newsletter#11053 I respectfully present the following memorandum to the Village Manager. Southeastern Printing is the selected vendor who will print the 2018 Winter Edition of the Village's Newsletter,The Smoke Signals. Quote#11053 is to prepaze the newsletter for mailing. Quantity prepared to mail is 4700 pieces at a cost of$587.00 Thank you. QUOTATION �� Estimate: 11053 Date: 11/14/2018 southeastern complexity made simple� Customer ID:2633 5tuart 3601 SE Dixie Highway Village Of Tequesta Stuart, FL 34997 345 Tequesta Drive 800.226.8221 Totl-Free Tequesta,FL 33489 772.287.2141 Phone Phone:(561)T68-0700 Fax:(561)T68-0697 772.288.3988 Fax Rep:Eric Ellison 86i M�ami ericeQseprint.com 950 SE 8th Street Hialeah, FL 33010 Descripdon: 305.885.8707 Phone 305.888.9903 Fax 2018 Fall Newsletter-Malling Prxess file indudin eddress standardizatlon,NCOA u ate,CASS certi int.com g pd fy,presort,inkjet address,sort,sack/trey tags,d�� Please Note:Price does not indude additional services such as indicia use,wafer sealing,foreign mail processing etc. Postage is additional. Approx.pre-sort standard$.598 each _ We understand that you will be providing: use mailing list from previous#101640-M Quantity(circle one) 4,700 Price $S87 PRICES REMAIN IN EFFECT FOR 30 DAYS Thank you for fhe opportunity to provide you with this esdmata.Wa look forvva►d to axcaoding your expactadonc. Standard mlMmum lum tlme is 6 businass days from proof approval. Additional chargas may occur rf an accelerated schedule is requested. Thia quotatan is subject to fhe terms and conditiona in our Standard Terrt�a of Sale set forth on the beck side hereof and which are,by reference,made a part hereof.Prices quoted are based on details fumished to our estimating department and are subject to revision if,upon recefpl of copy k is determined that the matarfal deviates from original spedflcatlons.Any such price reWsion will be confirmed before the order is processed.We reserve the right to reject any order upon receipt without liability on our part. All orde►s are subject to underruns or overruns of up to 10°�and the deficiency or excess credited or charged proporUonately. Payment terma: Due in 30 days Please Inftial: The item(s)ordered are for resale and not subject to sales tax. The item(s)ordered are for internal use.Please charge sales tax. Pleaae read,si n and urn place r order: J am�es I�. (��n«nc� Ac.-�,n� �u�u er' Signa e Print Name Title/ ate Page 1 of 1 PUBLIC RECORDS. In accordance with Sec. 119.0701, Florida Statutes, CONTRACTOR must keep and maintain this Agreement and any other records associated therewith and that are associated with the performance of the work described in the Proposal or Bid. Upon request from the Village's custodian of public records, CONTRACTOR must provide the Village with copies of requested records, or allow such records to be inspected or copied, within a �easonable time in accordance with access and cost requirements of Chapter 119,Florida Statutes. A CONTRACTOR who fails to provide the public records to the Village, or fails to make them available for inspection or copyi�g, within a reasonable time may be subject to attorney's fees and costs pursuant to Sec. 119.0701, Florida Statutes, and other penalties under Sec. 119.10, Florida Statutes. Further, CONTRACTOR shall ensure that any exempt or confidential records associated with this Agreement or associated with the performance of the work described in the Proposal or Bid are not disclosed except as authorized by law for the duration of the Agreement term,and following completion of the Agreement if the CONTRACTOR does not transfer the records to the Village. Finally, upon completion of the Agreement, CONTRACTOR shall transfer, at no cost to the Village, all public records in possession of the CONTRACTOR, or keep and maintain public records required by the Village. If the CONTRACTOR transfers all public records to the Village upon completion of the Agreement,the CONTRACTOR shall destroy any duplicate public records that are exempt or confidential and exempt from public records disclosu�e requirements. If the CONTRACTOR keeps and maintains public records upon completion of the Agreement, the CONTRACTOR shall meet atl applicable requirements for retaining public records. Records that are stored electronically must be provided to the VILLAGE, upon request from the Village's custodian of public records, in a format that is compatible with the Village's information technology systems. IF CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119, FLORIDA STATUTES,TO CONTRACTOR'S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS AGREEMENT, PLEASE CONTACT THE VILLAGE CLERK, RECORDS CUSTODIAN FOR THE VILLAGE, AT (561) 768-0685, OR AT Imcwilliams@tequesta.or�, OR AT 345 TEQUESTA DRIVE, TEQUESTA, FLORIDA 33469. Palm Beach County Inspedor General Pursuant to Article XII of the Palm Beach County Charter,the Office of the Inspector General has jurisdidion to investigate municipal matters, review and audit municipal contracts and other transactions, and make reports and recommendations to municipal governing bodies based on such audits, reviews, or investigations. All parties doing business with the Village shal) fully cooperate with the inspector general in the exercise of the inspector generaPs functions, authority, and power.The inspector general has the power to take sworn statements, require the production of records, and to audit, monitor, investigate and inspect the activities of the Village, as well as contractors and lobbyists of the Village in order to detect, deter, prevent, and eradicate fraud, waste, mismanagement, misconduct, and abuses. . COMPREHENSIVE ANALYSIS Village Manager's Office -Administration To: James M. Weinand,Acting Village Manager From: Debra Telfrin, Executive Assistance Date: November 14, 2018 Subject: Southeastern Printing—Winter Smoke Signals Newsletter,#13406 I respectfully present the following memorandum to the Village Manager. Southeastem Printing is the selected vendor to print the 2018 Winter Edition of the Village's Newsletter,The Smoke Signals. Estimate#13406 is to prepare and print the newsletter. Quantity printed for this edition is 4900 pieces at a cost of$1,882.00 Thank you. QUOTATION �� Estimate: 13406 Date: 11/14/2018 southeastern complexity made simple` Customer ID:2833 Stuart 3601 SE Dixie Highway VNlage Of Tequesta Stuart, FL 34997 345 Tequesta Dfire 800.226.8221 Toll-FreP Tequesta,FL 33469 772.287.2141 Phane Phone:(561)768-0700 Fax:(561)76&0697 772.288.3988 Fa� Rep:Eric Ellison 86e �"����n' erice�seprint.com 950 SE 8th Street Hialeah, FL 33010 ps��p�o�, 305.885.8707 Phon� 305.888.9903 Fax 2018 Newsletter(No Inaert) Flat size-22 x 17,fdds to 11 x 17 and soft-folds to 8.5 x 11 masthead out. seprint.tom Printing-4cp/4cp,bleeds Stock-80#MacGregor Gloss Text Trim,fold.send to SEP Mailing Dept.to mail 4,689,balance delivers to dient. We unde►stand that you rv�l be providing: Output files from Dropbox sent from Phil Gienn,forvvarded to Helen Quantity(circte one) 4,900 Pri�g $�ggp PRICES REMAIN IN EFFECT FOR 30 OAYS Thank you for the opportunity to provida you with thia estfmata.Wa look forward to axceading your expactadons. Standard mioimum tum tlme is 6 business days from proof approval. Additlonal charges may occur if an accelerated schedule is requested. This quoWtion is subject to the terms and conditions in our Standard Terms of Sab aet forth on the badc side hereof and which are,by reference,made a part hereof.Prices quoted are besed on details fumished to our estimating department and are subject ro revision if,upon receipt of copy R is detertnined thet the rnaterfal devietes(rom odginal spedficetlons.Any such price revision will be confirtnad before Ihe order is processed.We reserve fhe right to reject any order upon receipt withoul liability on our part. All orders are subject to underruns or overruns of up to 10°iL and the deficiency or exoesa credited or charged proportionately. Payment terma: Due in 30 days Pkase Initlal: The Item(s)ordered are for resale and not subject to sales tax. The item(s)ordered are for intemal use.Please charge sales tax. Please read,aign and retum to pla ou order: �M� I�. ���e.�►�a nd - Signalure Print Name Title/D te Page 1 of 2 SOUTHEASTERN STANDARD TERMS OF SALE t. This proposal is made and, if accepted by Souttieastem ('PrinteP), order wfll be entered subJect to the folbwing trade customs and any otl�er conditions expressed herein, which are hereby understood ro be binding on both parties. Temis of Mis proposal shall be limited to tl�irty (30) days from date to propo6al. R is to be deariy understood that such tertns constitute the eMire agreament of the paRies, can be amended or altered only pursuant to writing si�ed by both parfles, and in any event not by a�y stipulati�, representetlon or agreemeM not conbined in this contrad, or by pard evdence, and that these terms shall govem the order contrary to p�ior or subseque�t writkgs by Custorner notwithstanding. 2. Ordera regularly errtered pn�ot be cancelled except upon tertns that will compensate Printer against loss. All orders are subjecl to final acceptance by Printer, and it shall not be liable for any �oss w damage resulting from lts reasonable fatlura ro accept orders, ship producb ordered or notify Customer of hs non-acceptar�ce d orders. 3. Experimental work parfomied at the Customer's request, such as, but not limited to sketches, drawings, compositiai, plates, presswork and malerials shell be charged for at arteM rates. 4. Artwork, skeld�es, copy, dummies, and all preparatory work, plates, engravings and otFier manufacWring tools or items aeated or tumished by Printer shail remain its exclusive properly, no use oi Same shall be made nor may any ideas obtained tl�erefrom be used, excepf by written pertnission of Printer and upon compensaHon to be det�mined by Printer. 5. Original artwork, photos, plates, eng►avings and other manufacWring kems when supplfed by Customer are accepted at the Customer's risk and Pdnter shall not be iiable for damage or loss in excess d out-0f-pocket cost for raw materials or value agreed to in writing between Printer and Customer. 6. Aulhw s alteratiais (AA): All changes from original specifications made by Customer shall entitle Printer W additional charges at the wrrent rates for the additional work perfomied. 7. Errors: Printer shall not be liable for ertas if printed matter conforms to flles fumished by Customer. Proofs wiN be submitted if requested by Custortier. Corractions, If any, are to be made therean and retumed with ProoflPrint Authorizatfon form marked 'O.K." or "O.K. writh cortections", and signed by duly aulhorized representative of Custortier. If revised proofs are desired, request must be made when proof retumed. Printer shall not be responsible fir ennrs if work is perfortned as per CustomeYs'O.K." 8. Press: Press proofs ir�cur addidonal charges. Printer shall charge tor addltional press tlme arising irom Customer delay during make-ready press check or for change orders recehred after pb is plated. Because of Me diBerence in equlpment and cw�ditio� between cdor proofing arM the pressroom operatbns, a reasonable variatlon in color be�cabr proofs and the completed Job shall constiWte an acceptaWe delivery. 9. Customers Property: Ad Cuslomer's property that Is stored wilh Printer is at lhe Cusbomer's rlsk, and Printer shall not be Ifable for aay loss a damages theretn caused by fire, theft, water leakage, rodents, insects, w any other cause beyond Printer's oontrol. It is understood that the storage of Customer's properly is solely fa Mre benefit of the Customer. 10. Terms: Unless othervvise arranged for, a deposit of 50% Is requested upon the signing of proposal, 2596 upon dellvery of the job proof, and the balence upon compleGon of Ihis order or upon delivery of fhe first copy or copies. AY accounts rrot paid for wifhin faiy-five (45) days of invace shall be charged interest at the rate of eighteen per cent (78%) per annum. If such rate shall be prechided by bcal law, this such rate shall be the highest rate allowable pursuant to such law. 11. War►anty: PrirHer warrants that its work will meet applicable specifications and other specific product work requirements and will be o( good quality and free from defects in malerial and workmanship. All daims rtwst be made within five (5) days of receipt of goads. �efecGve items must be held for Printer's inspection and retumed to the original F.O.B. pdnt upon request. The foregoing is expressly in lieu o( all other warrarities whatsoever, ettpressed, implled. and sfetutory, induding, withait Nmitatbn, and RnpMed wartanties of iner�hantability and fitness. Upon Custaner's submissiwi of a datrn and iis substantiation, Printer shall at its option either (1) replace its product w wark at either the original F.O.B. point af delivary or (2) refund an equitable portion of Ihe purCfase price determirred by Printer. All wark performed will be done during nortnal working hours of normal working days. The fofegang is Printer's only obligation and Customer's only rerr�edy of breach of warranty, and except for gross negllgence and willful miscorMuct, the foragoing is Cusbomar's only remedy hereunder by way of breach of contract, tort, or otherwise. In no event shall Customer be entitled to inddental or consequential damages. Arry action for breach of tltis propossl must ba cortwnenced wiThin hvo(2)years after the cause of action has oa:urted. 12. Title and Risk of Loss: Title to products which Printer sells to Customer shall pass to Customer upon delivery of the products tn Customer, or to a cartier caisigned to Customer, and PrinMr shaN not be I'rable fw loss M, delay in shipment, or damage of any producls aRer CAIe the►eto has passed. P�irner, however, reteins title for securiry purposes only W all producls urrtA paid for in full in cash and may, at PAnter's optlon, repossess the seme from Customer's default in payment hereunder arul charge Customer w�h any deficiency. It is expressty agreed that Printer shall not be held liable for loss a damage on axount of datays due to strikes, wers, Bres, fbods, accidenfs, govertxnental w municipal laws. rules or regulations, acts of �xovidence, ifs inability to secure specified materials,or other causes beyond Printer's rea.gonable anticipaGon or cantrol. 13. No obscene or ilegal literalure wiN be prinEed by Printer under this caitract, nor shall Printer be liable for any damages arising out of violation d copyright laws or illegal use of trade names or slogans. The Custnmer guarantees the legal property oi all matter aubmitted to Printer for printing and/or publicatron; and will defend and indemrpfy Printer from and a�a�st all daims and reapons�pity arising from the printing and/or pubC�cation oF such metter, induding the legal expenses and disbursemenCs incurred by Printer in connection therewith. 14. UMess othervvise specified,Printer shall use such slyle,type,size and compositlon as,in its dlscretion,seems to be the best interest of Customer. 15. Any and all maNing costs incurted by Printer in the perfortnance of the specifications hereinabove set fortli shal be in add'ttion to the cantract price herelnabove set forth and shall be at the then curtent rales ot the United States Postal Service andlor oommon carrier. 16. Taxes: Custaner shall pay aM exdse or olher faxes, iF any, that may be levied on the products sold under the conlractor upon or in connection with 1he sale or shipment tf�ereof. 17. Delivery Dates: Promised delivery date is contingent upon Customer's meeting its estabtished schedule responsibilities. Printer shall not be responsible for consequentlal d�nages for late deUveries. 18. Prices quoted are based on shaight time xrork. OverGme work caused by Customer's fallure to meat deadllne, a delay in Wming in p►oofs, or other material necessary to complete the wwk within the tlme specified,shell he rhergad for at current overtine rates,over and above the price quoted herein. 19. Unless dherwise stated in writing, overtuns or undertuns, not to exceed ten (70%) percent of the amount ordered, shall constitute an acceptable delivery and the exoess or deficiency shall be charged or aedited lo the customer praportlonally. 20. Customer Fumished Materials: My wark requied on files w materials fumished by tlie Customer shall be performed at Customer's risk and billed at curteM markel rates. RasponsibiNly (or quality of material supplled will not be assumed by Primter when Customer fumi�ed such mater(al used in producdon of the printed order. 21. If it becomes necessary to institute suit in any court oi law to eniorce any of the provisions of quotation, including an adion for copection or to enforce any of the sfendards terms for sale,customer agrees ro pey all legel expenses and disbursements incurred by Printer in cannection therewith. 22. In the everri acWal delivery eztends beyond tF� date set forth on Printers acknowledgement of order entry, Printer shaN have the fuRher rigM to revise prices upon the application oi a fractlon, fhe numerator ot whlch shall be the Consumer Price Index at the 6me of actual delivery and the denominator of which shall be such index at tlre proposed Bme ot delivery set forth by the Printer in his adcnowledge to customer of order entry. Based on Trade Customs Adopted bv PrinGnq Industry of America,Inc. Page 2 of 2 PUBLIC RECORDS. in accordance with Sec. 119.0701, Florida Statutes, CONTRACTOR must keep and maintain this Agreement and any other records associated therewith and that are associated with the performance of the work described in the Proposal or Bid. Upon request from the Village's custodian of public records, CONTRACTOR must provide the Village with copies of requested records, or allow such records to be inspected or copied, within a reasonable time in accordance with access and cost requirements of Chapter 119, F/orida Statutes. A CONTRACTOR who fails to provide the public records to the Village, or fails to make them available for inspection or copying, within a reasonable time may be subject to attorney's fees and costs pursuant to Sec. 119.0701, Florida Statutes, and other penalties under Sec. 119.10, Florida Statutes. Further, CONTRACTOR shall ensure that any exempt or confidential records associated with this Agreement or associated with the performance of the work described in the Proposal or Bid are not disclosed except as autho�ized by law for the duration of the Agreement term,and following completion of the Agreement if the CONTRACTOR does not transfer the records to the Village. Finally, upon completion of the Agreement, CONTRACTOR shall transfer, at no cost to the Village, all public records in possession of the CONTRACTOR, or keep and maintain public records required by the Village. If the CONTRACTOR transfers all public records to the Village upon completion of the Agreement,the CONTRACTOR shall destroy any duplicate public records that are exempt or confidential and exempt f�om public records disclosure requirements. If the CONTRACTOR keeps and maintains public records upon completion of the Agreement, the CONTRACTOR shall meet all applicable requirements for retaining public records. Records that are stored electronically must be provided to the VILLAGE, upon request from the Village's custodian of public reco�ds, in a format that is compatible with the Village's information technology systems. IF CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119, FLORIDA STATUTES,TO CONTRACTOR'S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS AGREEMENT, PLEASE CONTACT THE VILLAGE CLERK, RECORDS CUSTODIAN FOR THE VILLAGE, AT (561) 768-0685, OR AT Imcwilliams@tequesta.or�, OR AT 345 TEQUESTA DRIVE, TEQUESTA, FLORIDA 33469. Palm Beach County Inspector General Pursuant to Article XII of the Palm Beach County Charter,the Office of the Inspector General has jurisdiction to investigate municipa) matters, �eview and audit municipal contracts and other transactions, and make reports and recommendations to municipal governing bodies based on such audits, reviews, or investigations. All parties doing business with the Village shall fully cooperate with the inspector general in the exercise of the inspector general's functions, authority, and power.The inspecto�general has the power to take sworn statements, require the production of records, and to audit, monitor, investigate and inspect the activities of the Village, as well as contractors and lobbyists of the Village in order to detect, deter, prevent, and eradicate fraud, waste, mismanagement, misconduct, and abuses.