HomeMy WebLinkAboutDocumentation_Regular_Tab 05_3/11/2021Agenda Item #5.
Regular Council
STAFF MEMO
Meeting: Regular Council -Mar 11 2021
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.)
1. BS&A HR Module Contract Change Order -Finance Department, $2,000.00 (The BS&A HR Module
Contract Change Order is on file in the Utilities Department for review. Please contact Hugh Dunkley
at 561-768-0420 to view the file). 2. Jupiter Plumbing Services Proposal -Public Works, $382.35 (The
Jupiter Plumbing Services Proposal is on file in the Public Works Department for review. Please
contact Janet McCorkle at 561-768-0482 to view the file). 3. Kimley-Horn Country Club Drive
Sidewalk Replacement Project Phase II -Public Works, $24,800.00 (The Kimley-Horn Country Club
Drive Sidewalk Replacement Project Phase II is on file in the Public Works Department for review.
Please contact Janet McCorkle at 561-768-0482 to view the file). 4. Kirby AG Services Swale
Restoration Project Proposal -Water Distribution & Stormwater, $13,200.00 (The Kirby AG Services
Swale Restoration Project Proposal is on file in the Utilities Department for review. Please contact
Janet McCorkle at 561-768-0482 to view the file). 5.NHC Master Service Agreement Addendum -IT,
$112.30 monthly charges-2 additional lines (The NHC Master Service Agreement Addendum is on file
in the IT Department for review. Please contact Brad Gomberg at 561-768-0554 to view the file). 6.
Southeastern Printing Quote 40556-Administration, $2,923-00 (The Southeastern Printing Quote is on
file in the Administration Department for review. Please contact Debra Telfrin at 561-768-0465 to view
the file). 7. Southeastern Printing Quote 40557-Administration, $590.00 (The Southeastern Printing
Quote is on file in the Administration Department for review. Please contact Debra Telfrin at 561-768-
0465 to view the file). 8. Transportation Control Systems Credit Application -Public Works $N/A (The
Transportation Control Systems Credit Application is on file in the Public Works Department for
review. Please contact Janet McCorkle at 561-768-0482 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. BS&A HR Module Contract Change Order -Finance Department, $2,000.00 (The BS&A HR Module
Contract Change Order is on file in the Utilities Department for review. Please contact Hugh Dunkley
at 561-768-0420 to view the file).
2. Jupiter Plumbing Services Proposal -Public Works, $382.35 (The Jupiter Plumbing Services
Proposal is on file in the Public Works Department for review. Please contact Janet McCorkle at 561-
768-0482 to view the file).
3. Kimley-Horn Country Club Drive Sidewalk Replacement Project Phase II -Public Works, $24,800.00
(The Kimley-Horn Country Club Drive Sidewalk Replacement Project Phase II is on file in the Public
Works Department for review. Please contact Janet McCorkle at 561-768-0482 to view the file).
Page 27 of 184
Agenda Item #5.
4. Kirby AG Services Swale Restoration Project Proposal -Water Distribution & Stormwater,
$13,200.00 (The Kirby AG Services Swale Restoration Project Proposal is on file in the Utilities
Department for review. Please contact Janet McCorkle at 561-768-0482 to view the file).
5.NHC Master Service Agreement Addendum -IT, $112.30 monthly charges-2 additional lines (The
NHC Master Service Agreement Addendum is on file in the IT Department for review. Please contact
Brad Gomberg at 561-768-0554 to view the file).
6. Southeastern Printing Quote 40556-Administration, $2,923.00 (The Southeastern Printing Quote is
on file in the Administration Department for review. Please contact Debra Telfrin at 561-768-0465 to
view the file).
7. Southeastern Printing Quote 40557-Administration, $590.00 (The Southeastern Printing Quote is
on file in the Administration Department for review. Please contact Debra Telfrin at 561-768-0465 to
view the file).
8. Transportation Control Systems Credit Application -Public Works $N/A (The Transportation Control
Systems Credit Application is on file in the Public Works Department for review. Please contact Janet
McCorkle at 561-768-0482 to view the file).
This agenda item is respectfully submitted for your review and approval.
BS&A HR Module Contract Change Order -Finance Dept Memo.ada
Jupiter Plumbing Services Proposal 64886 Memo -Public Works.ada
Kimley Horn Country Club Drork Authorization Memo -Public Works.ada
Kirby AG Services Swale Resoration Project Proposal Memo -Water Distr. & Stormwater.ada
NHC Master Service Agreement Addendum Memo-IT.ada
Southeastern Printing Quote 40556 - Administration Memo.ada
Southeastern Printing Quote 40557 - Administration Memo.ada
Transportation Control System Credit Application Memo -Public Works.ada
Page 28 of 184
Agenda Item #5.
7
'a
i
Apr F
C Memorandum
To: Jeremy Allen, Village Manager
From: Hugh B. Dunkley, Finance Director
Date: February 8, 2021
Subject: BS&A HR Module Implementation
During November, 2020, the Village entered into an agreement with BS&A for a total amount
of $10,485 for implementation of the BS&A Human Resources module. Staff is requesting a
change order in the amount of $2,000 for the reasons cited below.
The implementation of this module began during the week of January 4, 2021. During that
week, the BS&A consultant worked closely with Human Resources and Payroll staff to
determine how best to configure the software, given our current processes. We were able to
perform a soft launch of the software and are now processing personnel action forms through
the module. However, we would like to request funding for additional consultant's time to
perform additional configuration, to continue to evaluate our current processes and to offer
more training to departmental staff, so as to yield the greatest benefit from this software.
Please let me know if you have any questions.
Page 29 of 184
Agenda Item #5.
Village
345 Tequesta Drive
Tequesta, FL 33469
of Tequest
k oar
Tecluesta Public Works Department Memorandum
To: Jeremy Allen, Village Manager
From: Douglas M. Chambers, Director Public Works
Subject: Jupiter Plumbing
Date: February 26, 2021
561-768-0700
www.tequesta.org
This Agenda item references a signature requirement from Jupiter Plumbing
for their proposal to change the faulty outdoor spigot at the Public Safety
Facility.
Funding for this small project is available in account the Building Repair and
Maintenance account 001-210-546-303.
Douglas Chambers
Director
Department of Public Works
Vice -Mayor Kyle Stone Mayor Abby Brennan Council Member Laurie Brandon
Council Member Frank D'Ambra Council Member Bruce Prince
Village Manager Jeremy Allen
Page 30 of 184
Agenda Item #5.
Village
345 Tequesta Drive
Tequesta, FIL 33469
xf Tequesta
Tequesta Public Works Department Memorandum
To: Jeremy Allen, Village Manager
From: Douglas M. Chambers, Director Public Works
561-768-0700
www.tequesta.org
Subject: Country Club Drive Sidewalk Replacement Project Phase 11
Date: February 26, 2021
This Agenda item references a Work Authorization with Kimley Horn and
Associates for Professional Engineering Services.
The Village will be replacing the existing asphalt sidewalk on Country Club
Drive with approximately 3200 linear feet of new concrete.
The project limits are from Eastwinds Circle to Tequesta Drive.
The Consultant will prepare plans for drainage modifications, minor swale
modifications and driveway apron replacements. They will also prepare a
detailed site survey of the five drainage modifications and provide
construction services and inspections as required.
The cost for Professional Engineering Services will not exceed $24,800.
Vice -Mayor Kristi Johnson Mayor Abby Brennan Council Member Vince Arena
Council Member Laurie Brandon Village Manager Jeremy Allen Council Member Kyle Stone
Page 31 of 184
Agenda Item #5.
or
l.'
.Ni �rF
� gat
.'4 _Apr
,.-.'Memorandum
To: Jeremy Allen, Village Manager
Through: Matthew Hammond, Utilities Director
From: David Tinoco, Superintendent Water Distribution and Stormwater
CC: Hugh Dunkley, Finance Director
Date: February 1, 2020
Subject: Swale Restoration Project -Beacon St. and Maple Ave.
Recommendation of Award
Prior to Fiscal Year 2021, it was identified the need to improve the drainage at the intersection of Beacon
Street and Maple Avenue due to localized ponding during rain events. To improve the function of the
stormwater system quotes were requested from qualified vendors for services to install approximately
330 feet of bioswale on the southeast corner of the intersection. Note that all quotes included course
gravel, biosoil, and filterfabric provided bythe Village. Quotes were requested from four qualified vendors
with two responding: Kirby AG Service, Inc. and Inland Grading Inc. Each quote was reviewed by Utilities
staff for adequacy and the tabulation of quotes is below:
Vendor
Scope
Quotes
Notes
Kirby AG Services, Inc.
Build ^'330 LF of
$13,200
Inspected job site and has
Infiltration Trench and
been responsive to
Regrade Swale
questions
Inland Grading, Inc.
Build ^'330 LF of
$141805
Inspected job site and has
Infiltration Trench and
been responsive to
Regrade Swale
questions
Jeff Rastrelli Land Grading
Not interested due to
distance
Eddie Huggins Land Grading
Non -Responsive
After evaluation of the submitted proposals, utilities staff recommends the project be awarded to Kirby
AG Service, Inc. The approved Fiscal Year 21 Stormwater Enterprise Fund budget includes $26,000 for
Swale Restoration Projects.
Page 32 of 184
Memo
To: Jeremy Allen —Village Manager
From: Brad Gomberg — IT Director
CC: Honorable Mayor and Village Council
During the migration of voice services to our new provider (New Horizon Communications), we found two
additional analog lines that were missed during the discovery process. These two lines provide primary and
backup voice service for the fire alarm panel in Village Hall and must be re-established. The attached addendum
provides for two additional analog (POTS) lines at Village Hall for this purpose. The lines will be added to our
existing services at our previously contracted rate, adding an additional $112.30 in monthly charges.
Page 33 of 184
Agenda Item #5.
Memorandum
To: Honorable Mayor and Village Council
From: Jeremy Allen, Village Manager, Administration
Date: February 26, 2021
Subject: Southeastern Printing Company Quote # 40556
The attached agenda item is Southeastern Printing Company's Quote# 40556.
Southeastern Printing is the selected vendor to prepare and provide printing services for
the 2021 Winter Edition of the Village of Tequesta's Newsletter, Smoke Signals.
The total cost of services for this item is $2,923.00, printing 3,500 copies of the
publication. Funding for this item was anticipated and is budgeted in General
Government in the line item account number 001-160-549.302 Village Newsletter.
On behalf of the Village Manager and staff, this agenda item is submitted for your
review.
Page 34 of 184
Agenda Item #5.
Memorandum
To: Honorable Mayor and Village Council
From: Jeremy Allen, Village Manager, Administration
Date: February 26, 2021
Subject: Southeastern Printing Company Quote #40557
The attached agenda item is Southeastern Printing Company's Quote 40557.
Southeastern Printing is the selected vendor to prepare and provide printing services for
the 2021 Winter Edition of the Village of Tequesta's Newsletter, Smoke Signals.
The total cost of services for this item is $590.00, printing 2,650 copies of the
publication. Funding for this item was anticipated and is budget
Page 35 of 184
Agenda Item #5.
Village
345 Tequesta Drive
Tequesta, FL 33469
Tequesta Public Works Department Memorandum
To: 3eremy Allen, Village Manager
From: Douglas M. Chambers, Director Public Works
Subject: Transportation Control Systems
Date: February 26, 2021
5151-768-0700
www.tequesta.org
This Agenda item references a Vendor required credit application in order to
purchase products.
Transportation Control Systems is a Florida Department of Transportation
authorized Vendor supplying advanced traffic control products.
The Village is purchasing a solar powered pushbutton station for the
crosswalk at Tecluesta Drive and Point Drive.
Douglas Chambers
Director
Department of Public Works
Vice -Mayor Kyle Stone Mayor Abby Brennan Council Member Laurie Brandon
Council Member Frank D'Arnbra Council Member Bruce Prince
Village Manager Jeremy Allen
Page 36 of 184