HomeMy WebLinkAboutDocumentation_Regular_Tab 04_12/12/2019
Agenda Item #4.
Regular Council
STAFF MEMO
Meeting: Regular Council - Dec 12 2019
Staff Contact: Jeremy Allen, Village Manager Department: Manager
TITLE
Approval of Contracts Signed by Manager Under $25,000 (Per Village Ordinance we are presenting
the following agreements, proposals, commitments and memorandum of understanding to Council.)
SUMMARY:
Approval of Contracts Signed by Manager Under $25,000 (Per Village Ordinance we are presenting
the following agreements, proposals, commitments and memorandum of understanding to Council.)
1. DemandStar Service Agreement-Village Clerk, $N/A; 2. Mock Roos Stormwater CIP Projects Work
Authorization-Utilities, $23,000.00; $3. Public Affairs Consultants Authority To Present, Fee And Cost
Annual Agreement, $2,000 per month; 4. Temporary Construction Access and Use Agreement-374
Riverside Dr. and 474 Tequesta Dr.-Village Manager, $N/A
POTENTIAL MOTION / DIRECTION REQUESTED:
This agenda item is respectfully submitted for your review and approval.
ATTACHMENTS:
DemandStar Service Agreement-Village Clerk
Public Affairs Consultants Authority Agreement-Village Manager
Mock Roos Stormwater CIP Projects Work Authorization-Utilities
Temporary Construction Access and Use Agreement 374 Riverside Dr. & 474 Tequesta Dr.1ada
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Memorandum
To: Honorable Mayor and Village Council
From: Jeremy Allen, Village Manager
Date: November 26, 2019
Subject: Public Affairs Consultants Authority To Present, Fee And Cost Agreement
____________________________________________________________________________________
This agenda item is a yearly agreement to retain Public Affairs Consultants to provide services mutually
determined to be necessary to conduct a public affairs program for the Village of Tequesta. This
program includes but is not limited to representation before the Florida Legislature, its committees, and
staff as well as appropriate state agencies.
The annual agreement renews automatically for a successive annual term each October 1, unless and
until either party gives notice as stated in the agreement. The monthly fee for services is $2,000.00,
with reasonable expenses not to exceed $2,000.00 per annual agreement term.
Funding for these services is available in Account #001-160-534.300.
Thank you.
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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, Florida 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 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 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) 768-0440, OR AT
lmcwilliams@tequesta.org, OR AT 345 TEQUESTA DRIVE, TEQUESTA, FLORIDA
33469.
Pursuant to Article XIIof 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.
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“The Village of Tequesta strives to be an inclusive environment. As such, it is the Village’s policy
to comply with the requirements of Title II of the American with Disabilities Act of 1990 (“ADA”)
by ensuring that the Contractor’s \[ agreement /bid documents and specifications \] are accessible
to individuals with disabilities. To comply with the ADA, the Contractor shall provide a written
statement indicating that all \[ agreement /bid documents and specifications\], from Contractor,
including files, images, graphics, text, audio, video, and multimedia, shall be provided in a format
that ultimately conforms to the Level AA Success Criteria and Conformance Requirements of the
Web Content Accessibility Guidelines 2.0 (Dec. 11, 2008) ("WCAG 2.0 Level AA"), published by
the World Wide Web Consortium ("W3C"), Web Accessibility Initiative ("WAI"), available at
www.w3.org/TR/WCAG/.”
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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, Florida 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 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 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) 768-0440, OR AT
lmcwilliams@tequesta.org, OR AT 345 TEQUESTA DRIVE, TEQUESTA, FLORIDA
33469.
Pursuant to Article XIIof 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.
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Agenda Item #4.
“The Village of Tequesta strives to be an inclusive environment. As such, it is the Village’s policy
to comply with the requirements of Title II of the American with Disabilities Act of 1990 (“ADA”)
by ensuring that the Contractor’s \[ agreement /bid documents and specifications \] are accessible
to individuals with disabilities. To comply with the ADA, the Contractor shall provide a written
statement indicating that all \[ agreement /bid documents and specifications\], from Contractor,
including files, images, graphics, text, audio, video, and multimedia, shall be provided in a format
that ultimately conforms to the Level AA Success Criteria and Conformance Requirements of the
Web Content Accessibility Guidelines 2.0 (Dec. 11, 2008) ("WCAG 2.0 Level AA"), published by
the World Wide Web Consortium ("W3C"), Web Accessibility Initiative ("WAI"), available at
www.w3.org/TR/WCAG/.”
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Memorandum
To: Honorable Mayor and Village Council
From: Jeremy Allen, Village Manager
Date: November 26, 2019
Subject: Temporary Construction Access and Use Agreement
373 Riverside Drive & 474 Tequesta Drive
____________________________________________________________________________________
The Sanitary Sewer Service Line between the residences located at 474 Tequesta Drive and 374 Riverside
Drive (constructed in 2009) was improperly tied directly into the sanitary sewer line dedicated to servicing
the residence located at 374 Riverside Drive (constructed in 1989). The sharing of sanitary sewer service
lines between separate single family residences is not permissible per building and sanitary system codes.
Rather, these codes require each residence to have a separate and independently dedicated sanitary
sewer line. With a decade having passed since this construction occurred, it is unknown how this situation
came to be; however, there is no question that it poses a threat to the public health, safety and welfare
in terms of an incorrectly constructed, yet operational, sanitary sewer system.
Working with the current property owners as well as the Loxahatchee River District, Village of Tequesta
administration has developed a joint action plan to rectify this condition in order to protect health, safety
and welfare of those who rely on and utilize the sanitary sewer system located in the Village and operated
by the Loxahatchee River District.
The sanitary sewer service system at the properties in question is a gravity flow system that, as the name
indicates, utilizes gravity to direct raw sewage from the residences to a main manhole in the Riverside
Drive right-of-way.
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The proposed action plan agreed to by all the interested parties contemplates the following:
1. Loxahatchee River District will cut and cap the shared service line at 474 Tequesta Drive. This will
return the service line at 374 Riverside Drive to being independent and dedicated solely to servicing the
residence at 374 Riverside Drive, utilizing the gravity flow system to deliver the raw sewage to the main
manhole in the Riverside Drive right of way.
2. As a result, and due to topography location, the sanitary sewer service line at 474 Tequesta Drive will
no longer be capable of using the gravity flow system to deliver raw sewage from the residence to the
main manhole in the Riverside Drive right-of-way.
3. In order to rectify the unintended creation of this condition, a low-pressure lift station will be installed
on the property at 474 Tequesta Drive. This will provide positive flow to deliver the raw sewage from the
residence at 474 Tequesta Drive to the main manhole in the Riverside Drive right-of-way.
4.To accommodate the operation of the lift station, approximately 110 linear feet of 1-1/2" service pipe
will be installed from the lift station, into the Village's right-of-way adjacent to the Tequesta Drive
pavement, under the existing sidewalk and then under the pavement of the Riverside Drive right-of-way
to the main manhole. Installation will be via direct bore.
Loxahatchee River district will be responsible for the installation of the service pipe, and for maintenance
and operation of the lift station and the entire sewer system.
The Village of Tequesta will be responsible for the purchase and installation of the lift station itself at 474
Tequesta Drive. A temporary construction easement to facilitate the installation work has been obtained.
The cost to of the project will be funded through the Village’s Building Department budget.
Thank you.
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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, Florida 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 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 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) 768-0440, OR AT
lmcwilliams@tequesta.org, OR AT 345 TEQUESTA DRIVE, TEQUESTA, FLORIDA
33469.
Pursuant to Article XIIof 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.
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Agenda Item #4.
“The Village of Tequesta strives to be an inclusive environment. As such, it is the Village’s policy
to comply with the requirements of Title II of the American with Disabilities Act of 1990 (“ADA”)
by ensuring that the Contractor’s \[ agreement /bid documents and specifications \] are accessible
to individuals with disabilities. To comply with the ADA, the Contractor shall provide a written
statement indicating that all \[ agreement /bid documents and specifications\], from Contractor,
including files, images, graphics, text, audio, video, and multimedia, shall be provided in a format
that ultimately conforms to the Level AA Success Criteria and Conformance Requirements of the
Web Content Accessibility Guidelines 2.0 (Dec. 11, 2008) ("WCAG 2.0 Level AA"), published by
the World Wide Web Consortium ("W3C"), Web Accessibility Initiative ("WAI"), available at
www.w3.org/TR/WCAG/.”
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