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Home My WebLink AboutDocumentation_Regular_Tab 03_1/14/2021Agenda Item #3. Regular Council STAFF MEMO Meeting: Regular Council - Jan 14 2021 Staff Contact: Jeremy Allen, Village Manager Department: 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. ENCO Advantage Billing Services Proposal -Utilities, $8,457.60; The ENCO Advantage Billing Services Proposal is on file in the Utilities Department. Please contact Janet McCorkle at 561-768- 0482 to view the file. 2. Geophysical Survey Systems, Inc. Quote 22699-Utilities, $14,020.50; The Geophysical Survey Systems, Inc. quote is on file in the Utilities Department. Please contact Janet McCorkle at 561-768-0482 to view the file. 3. GFA International Demolition Level Asbestos Survey Proposal -Parks and Recreation, $1,250.00; The GFA International Demolition Level Asbestos Survey Proposal is on file in the Parks and Recreation Department. Please contact Greg Corbitt at 561-768- 0473 to view the file. 4. GFA International Lead Based Paint Survey Agreement -Parks and Recreation, $2,875.00; The GFA International Lead Based Paint Survey Agreement is on file in the Parks and Recreation Department. Please contact Greg Corbitt at 561-768-0473 to view the file. 5. Metro Fire Protection Monitoring Agreement/Public Safety Facility -Public Works, $529.65 upgrade and annual recurring service charge $540.00; The Metro Fire Protection Monitoring Agreement is on file in the Public Works Department. Please contact Janet McCorkle at 561-768-0482 to view the file. 6. Miracle Recreation Equipment Agreement -Parks and Recreation, $6,043.50; The Miracle Recreation Equipment Agreement is on file in the Parks & Recreation Department. Please contact Greg Corbitt at 561-768-0473 to view the file. 7. Verizon GPS Agreement (2 vehicles) -Public Works, $130.00 transfer fee and a monthly recurring cost $18.95 per vehicle; The Verizon GPS Agreement is on file in the Public Works Department. Please contact Janet McCorkle at 561-768-0482 to view the file. 8. VMMM 390 Tequesta Drive Lease Agreement -Parks and Recreation, $1,500.00 per month; The VMMM 390 Tequesta Drive Lease Agreement is on file in the Parks and Recreation Department. Please contact Greg Corbitt at 561-768-0473 to view the file. 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. ENCO Advantage Billing Services Proposal -Utilities, $8,457.60; The ENCO Advantage Billing Services Proposal is on file in the Utilities Department. Please contact Janet McCorkle at 561-768- 0482 to view the file. 2. Geophysical Survey Systems, Inc. Quote 22699-Utilities, $14,020.50; The Geophysical Survey Systems, Inc. quote is on file in the Utilities Department. Please contact Janet McCorkle at 561-768-0482 to view the file. 3. GFA International Demolition Level Asbestos Survey Proposal -Parks and Recreation, $1,250.00; The GFA International Demolition Level Asbestos Survey Proposal is on file in the Parks and Recreation Department. Please contact Greg Corbitt at 561-768- 0473 to view the file. 4. GFA International Lead Based Paint Survey Agreement -Parks and Recreation, $2,875.00; The GFA International Lead Based Paint Survey Agreement is on file in the Parks and Recreation Department. Please contact Greg Corbitt at 561-768-0473 to view the file. 5. Metro Fire Protection Monitoring Agreement/Public Safety Facility -Public Works, $529.65 upgrade and annual recurring service charge $540.00; The Metro Fire Protection Monitoring Agreement is on Page 20 of 394 Agenda Item #3. file in the Public Works Department. Please contact Janet McCorkle at 561-768-0482 to view the file. 6. Miracle Recreation Equipment Agreement -Parks and Recreation, $6,043.50; The Miracle Recreation Equipment Agreement is on file in the Parks &Recreation Department. Please contact Greg Corbitt at 561-768-0473 to view the file. 7. Verizon GPS Agreement (2 vehicles) -Public Works, $130.00 transfer fee and a monthly recurring cost $18.95 per vehicle; The Verizon GPS Agreement is on file in the Public Works Department. Please contact Janet McCorkle at 561-768-0482 to view the file. 8. VMMM 390 Tequesta Drive Lease Agreement -Parks and Recreation, $1,500.00 per month; The VMMM 390 Tequesta Drive Lease Agreement is on file in the Parks and Recreation Department. Please contact Greg Corbitt at 561-768-0473 to view the file. BUDGETED AMOUNT: AVAILABLE AMOUNT: EXPENDITURE AMOUNT: 8 items each with individual costs Additional Budgetary Information: Funding Source(s): This agenda item is respectfully submitted for your review and approval. ENCO Advantage Billing Services Proposal -Utilities Memo Geophysical Survey Systems, Inc. Quote 22699-Utilities GFA Int'I Demolition Level Asbestos Survey Proposal Memo GFA Int'I Lead Based Paint Survey Agreement Memo Metro Fire Protection Monitoring PSF-Public Works Memo Miracle Recreation Equipment Agreement -Parks & Recreatio Verizon GPS Agreement -Public Works Memo VMMM 390 Tequesta Dr. Lease Agreement -Parks & Recreation Page 21 of 394 Agenda Item #3. Village of Tequesta 345 requwo,a Drive s61'768'0700 raquesta' FL 33*ee www.tequ*mo.uro To- Jeremy Allen —Village Manager Through: Matthew &4atthevvHammond — Utilities Director Vr , From: Dennis Rick — Utility Billing & Customer Service Manager Date: December DecernberZ2,ZO2O Re: Utility Bill Printing Service Three quotes were requested from qualified vendors for the Utility Bill Printing Service. The service required from each vendor includes: pre-print #10 window envelope with logo, print bill (Zsided)'fold, and deliver tmUSPS,and provide postage report from the USPS.Each quote was evaluated on an annual cost basis and includes the required postage as postage rates varied among quoted options. The summary of annual costs is presented below and the detailed breakdown isincluded esAttachment A' Vendor Total Total Annual N otes Annual Cost less Cost postage Bulldog Marketing $40,860.33 $13,668.33 Bills generated through BS&A and sent to vendor, USPS First Class metered postage required ENCO Utility $35.,649.60 $8..457.60 Bills generated through BS&A and sent to vendor, Services (Option 1) USPS First Class postage required ENCO Utility $30,470.91 $%315.54 Bills generated by vendor, USPS Commercial pricing Services (Option 2) required Minuteman Press $390934.17 $12,742.17 Bills generated through BS&A and sent to vendor, USPS First Class postage reqUired After evaluation of the submitted proposals, the utilities staff recommends awarding the utility bill printing services to EN[O Utility Services for the Village's Utility Bill Printing Service based on the total annual cost savings and strength ofservices offered. Vice -Mayor Kyle Stone Mayor Abby Brennan Council Member Laurie Brandon Council Member Frank C/Annbra Council Member Bruce Prince Village Manager Jeremy Allen Page 22 of 394 Agenda Item #3. V'1911age 345Tequesta Drive Tequesta' FL 33469 To: Through: Fronn: Date: Re: of Te uestpl JerernyAUen—VUlegeManager 5s1'�eo-o7oo www.tequesm.org MatthevvHarnrnond—UtiUtiesDimector A r David Tlnoco —Superintendent Water Distribution and 5tornnvvater December O,ZOZD Purchase ofGround Penetrating Radar (GPR) for Utility Locates Recommendation ofAward Prior to fiscal year 2021, it was identified the need to purchase a Ground Penetrating Radar to precisely and timely locate utility lines before utility repairs and in response toSunshine8ll request for locates. Quotes were requested from qualified vendors for the purchase of a Ground Penetrating Radar resulting in quotes received from three qualified vendors, Geophysical Survey Systems, Inc, Vermeer Southeast and Green Equipment Company. Each quote was reviewed by Utilities staff for adequacy and the tabulation ofquotes isbelow: FVendor Model Quotes Notes Geophysical UtilityScan System, enhanced $14.020.50 Demo completed. Survey Systems, system with rugged tablet, Inc Hyperstacking 350 MHz, integrated cart Vermeer USRadar Q-Series, Getac F110 $14,895 Demo completed. Southeast tablet, Single Frequency 500 MHz Green R100-10-0150 — Sensors & $14,481 Non -responsive to Equipment Software LMX1OO Portable GPR multiple demo requests. Company Disqualified After evaluation of the submitted proposals, utilities staff recommends the purchase of a Ground Penetrating Radar from Geophysical Survey Systems, Inc. Geophysical Survey Systems pricing, responsiveness, service and knowledge were best throughout the evaluation process. The Fiscal Year 21 Utilities Enterprise Fund budget includes $15,000 for the Ground Penetrating Radar Purchase. Vice -Mayor Kyle Stone Mayor Abby Brennan Council Member Laurie Brandon Village Manager Jeremy Allen Page 23 of 394 Agenda Item #3. i- 7 �* x CAV .%- Memorandum To: Debra Telfrin From: Greg Corbitt, Director Of Parks & Recreation Date: January 5, 2021 Subject: Consent Agenda Item — GFA International Inc. Agreement with GFA International Inc. — Village of Tequesta Community Center — Proposal for Demolition Level Asbestos Containing Materials Building Survey The amount is $1,250.00 This item is budgeted in the current FY. Page 24 of 394 Agenda Item #3. i- 7 �* x CAV .%- Memorandum To: Debra Telfrin From: Greg Corbitt, Director Of Parks & Recreation Date: January 5, 2021 Subject: Consent Agenda Item — GFA International Inc. Agreement with GFA International Inc. — Village of Tequesta Community Center — Lead Based Paint Survey The amount is $2,875.00 This item is budgeted in the current FY. Page 25 of 394 Agenda Item #3. Village 345 Tequesta Drive Tequesta, FL 33469 of Tequesta .M Tecluesta Public Works Department Memorandum To: Jeremy Allen, Village Manager From: Douglas M. Chambers, Director Public Works Subject: Metro Fire Protection Monitoring Date: December 29, 2020 5 61-768-0700 www.tequesta.org This Agenda item references an agreement to install a Fire Protection Monitoring System in the Public Safety Facility. Previously, Fire Protection Monitoring was provided by the Village of Tequesta Dispatch employees. 911 Dispatch services has moved to Palm Beach Gardens. A 24-hour Monitoring system will be installed in the Public Safety Facility by Metro Fire Protection Services. Metro -Fire will upgrade the existing Fire Alarm Panel to include a wireless communicator for 24 hour monitoring. The cost to upgrade the fire alarm panel is $529-65. Additionally, there will be an Annual recurring service charge of $540-00. Funding for these services is available in Building Repair and Maintenance Account, 001-210-546.303. Douglas Chambers Director Vice -Mayor Kristi Johnson Mayor Abby Brennan Council Member Vince Arena Council Member Laurie Brandon Village Manager Jeremy Allen Council Member Kyle Stone Page 26 of 394 Agenda Item #3. i- 7 �* x CAV .%- Memorandum To: Debra Telfrin From: Greg Corbitt, Director Of Parks & Recreation Date: January 5, 2021 Subject: Consent Agenda Item — Miracle Recreation Equip. Co. Agreement with Miracle Recreation Equip. Co to repair Playground Equipment at Constitution Park. The amount is $6,043.50. This item is budgeted in the current FY. Page 27 of 394 Agenda Item #3. Village 345 Tequesta Drive Tequesta, FL 33469 Tequesta Public Works Department Memorandum To: Jeremy Allen, Village Manager From: Douglas M. Chambers, Director Public Works Subject: Verizon GPS Agreement Date: December 29, 2020 561-768-0700 www.tequesta.org This Agenda item references an agreement with Verizon Connect to install a Global Positioning System (GPS) in the 2 new Dodge Durango"s purchased by the Police Department. The Global Positioning Devices will be transferred from 2 Police Ford Explorers that will be sold. The Global Positioning Devices provide real time data for the fleets daily operations. The cost to transfer the devices is $130.00. Additionally, there is a monthly recurring cost of $18.95 for each vehicle. Funding is available in Vehicle Repair and Maintenance, account 001-175-546.302 Douglas Chambers Director Department of Public Works Vice -Mayor Kristi Johnson Mayor Abby Brennan Council Member Vince Arena Council Member Laurie Brandon Village Manager Jeremy Allen Council Member Kyle Stone Page 28 of 394 Agenda Item #3. i- 7 �* x CAV .%- Memorandum To: Debra Telfrin From: Greg Corbitt, Director Of Parks & Recreation Date: January 5, 2021 Subject: Consent Agenda Item — VMMM 390 Tequesta Dr. LLC Lease Agreement Lease Agreement between VMMM 390 Tequesta Dr., LLC and the Village Of Tequesta for temp office space for Parks & Recreation Dept. while new building is being built. The amount is $1,500 per month. This item is budgeted in the current FY. Page 29 of 394