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Home My WebLink AboutDocumentation_Regular_Tab 04_4/08/2021Agenda Item #4. Regular Council STAFF MEMO ' t .4 Meeting: Regular Council -Apr 08 2021 Staff Contact: Jeremy Allen, Village Manager Department: Manager 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. Consort Display Group Quotation -Public Works, $2,278.00 (The Consort Display Group Quotation is on file in the Public Works Department for review. Please contact Janet McCorkle at 561-768-0482 to view the file). 2. Dive Rescue International Host Agreement -Fire Department, $400.00 per student/ with 15 paid registrations 5 free. (The Dive Rescue International Agreement is on file in the Fire Department for review. Please contact Tessa McKay at 561-768-0559 to view the file). 3. Inland Grading, Inc. Swale Restoration Project -Utilities, $14,805.00 (The Inland Grading, Inc. Proposal is on file in the Utilities Department for review. Please contact Janet McCorkle at 561-768-0482 to view the file). 4. Kimley-Horn Tequesta Bridge Sidewalk Repair Work Authorization -Public Works, $5,300.00. 5. Metro Fire Protection Services Estimate -Public Works, $1,063.35 (The Metro Fire Protection Services Estimate is on file in the Public Works Department for review. Please contact Janet McCorkle at 561-768-0482 to view the file). 6. Sea Glass Development Estoppel Certificate -Utilities, (The Sea Glass Development Estoppel Certificate is on file in the Utilities Department for review. Please contact Janet McCorkle at 561-768-0482 to view the file). 7. Solid Waste Authority Credit Application -Public Works, (The Solid Waste Authority Credit Application is on file in the Public Works Department for review. Please contact Janet McCorkle at 561-768-0482 to view the file). 8. Universal Engineering Sciences Proposal -Parks and Recreation, $5,257.00 (The Universal Engineering Sciences Proposal is on file in the Parks and Recreation Department for review. Please contact Greg Corbitt at 561-768-0473 to view the file). 9. Zoll Extended Warranty &Preventive Maintenance Contract -Fire Department, $2,244.38 (The Zoll Extended Warranty & Preventive Maintenance Contract is on file in the Fire Department for review. Please contact Tessa McKay at 561-768-0559 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. Consort Display Group Quotation -Public Works, $2,278.00 (The Consort Display Group Quotation is on file in the Public Works Department for review. Please contact Janet McCorkle at 561-768-0482 to view the file). 2. Dive Rescue International Host Agreement -Fire Department, $400-00 per student/ with 15 paid registrations 5 free. (The Dive Rescue International Agreement is on file in the Fire Department for review. Please contact Tessa McKay at 561-768-0559 to view the file). 3. Inland Grading, Inc. Swale Restoration Project -Utilities, $14,805.00 (The Inland Grading, Inc. Proposal is on file in the Utilities Department for review. Please contact Janet McCorkle at 561-768- 0482 to view the file). Page 26 of 406 Agenda Item #4. 4. Kimley-Horn Tequesta Bridge Sidewalk Repair Work Authorization -Public Works, $5,300.00. 5. Metro Fire Protection Services Estimate -Public Works, $1,063.35 (The Metro Fire Protection Services Estimate is on file in the Public Works Department for review. Please contact Janet McCorkle at 561-768-0482 to view the file). 6. Sea Glass Development Estoppel Certificate -Utilities, (The Sea Glass Development Estoppel Certificate is on file in the Utilities Department for review. Please contact Janet McCorkle at 561-768- 0482 to view the file). 7. Solid Waste Authority Credit Application -Public Works, (The Solid Waste Authority Credit Application is on file in the Public Works Department for review. Please contact Janet McCorkle at 561-768-0482 to view the file). 8. Universal Engineering Sciences Proposal -Parks and Recreation, $5,257.00 (The Universal Engineering Sciences Proposal is on file in the Parks and Recreation Department for review. Please contact Greg Corbitt at 561-768-0473 to view the file). 9. Zoll Extended Warranty &Preventive Maintenance Contract -Fire Department, $2,244-38 (The Zoll Extended Warranty &Preventive Maintenance Contract is on file in the Fire Department for review. Please contact Tessa McKay at 561-768-0559 to view the file). This document and any attachments may be reproduced upon request in an alternative format by completing our Accessibility Feedback Form, sending an e-mail to the Village Clerk or calling 561-768-0443. This agenda item is respectfully submitted for your review and approval Memo Dive Rescue International Agreements -Fire Department.ada Memo Consort Display Group Quotation -Public Works Memo Metro Fire Protection Services Estimate -Public Works Kimley Horn Tequesta Bridge Sidewalk Repair Work Authorization -Public Works Memo Inland Grading, Inc. Swale Restoration Project-Utilities.ada Memo Sea Glass Development Estoppel Certificate-Utilities.ada Memo Solid Waste Authority Credit Applicaton-Public Works Memo Universal Engineering Sciences Proposal -Parks and Recreation Memo Zoll Maintenance Agreement.ada Page 27 of 406 Agenda Item #4. V*illage of T 345 Tequesta Drive 561-768-0700 Tequesta, FL 33469 www.tequesta.org To: Jeremy Allen, Village Manager From: James Trube, Fire Chief Date: April 8, 2021 Re: Host Agreement between the Dive Rescue International and Tequesta Fire Rescue Please find attached Host Agreements between Dive Rescue International and Tequesta Fire Rescue for Flood and Moving Water course held May 10-12, 2021 and Swift Water Rescue Course June 7-9, 2021. Each course must have a minimum of 10 participants. Both parties agree to abide by the terms and conditions of the agreement. The associated fees are as follows: • Tuition per student per course: $400 • Upon receipt of the 15 paid registrations, the hosting department may enroll up to 5 participants at no charge. Vice -Mayor Kyle Stone Mayor Abby Brennan Council Member Frank D'Ambra Council Member Laurie Brandon Council Member Bruce Prince Village Manager Jeremy Allen Agenda Item #4. Village 345 Tequesta Drive Tequesta, FL 33469 x1f Tequesta v'6t3F repor �v 6 �► Tequesta Public Works Department Memorandum To: Jeremy Allen, Village Manager From: Douglas M. Chambers, Director Public Works Subject: Consort Display Group Date: March 26, 2021 561-768-0700 www.tequesta.org This Agenda item references a quotation for the purchase of banner brackets and accessories for the decorative street light poles on the US1 corridor. The streetlight poles were designed to hang banners on the backside of the pole. Adding the additional banner brackets will allow the banners to be hung on the front side of the pole under the umbrella dome lighting. This small enhancement will allow the banners to be more visible on the US1 corridor. Funding for the brackets and accessories are available in the Public Works Budget, Department 210, Costs: $2,278-00. 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 29 of 406 Agenda Item #4. Village 345 Tequesta Drive Tequesta, FL 33469 x1f Tequesta v'6t3F repor �v 6 �► Tequesta Public Works Department Memorandum To: Jeremy Allen, Village Manager From: Douglas M. Chambers, Director Public Works Subject: Metro Fire Protection Services Estimate Date: March 26, 2021 561-768-0700 www.tequesta.org This Agenda item references asignature-required estimate from Metro Fire Protection Services for miscellaneous repairs to the Fire Sprinkler System in the Public Services Facility. The total cost for repairs is $1,063.35 and budgeted in Fiscal Year 2021 in 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 406 Agenda Item #4. Village 345 Tequesta Drive Tequesta, FL 33469 x1f Tequesta v'6t3F repor �v 6 �► Tequesta Public Works Department Memorandum To: Jeremy Allen, Village Manager From: Douglas M. Chambers, Director Public Works 561-768-0700 www.tequesta.org Subject: Kimley Horn and Associates Tequesta Bridge Sidewalk Replacement Date: March 24, 2021 This Agenda item references utilizing Kimley Horn and Associates for Professional Engineering Construction Services for the replacement of approximately 285 cubic yards of Concrete sidewalk on Tequesta Bridge. Kimley Horn and Associates are the engineer of record and have provided plans to replace the damaged sidewalk. The Village Council approved this project at the March 2021 Council Meeting. Kimley Horn and Associates will coordinate a pre -construction meeting, site inspections, punch list items, final walk through and provide a letter of acceptance upon completion of the project. The cost for professional construction services is $5,300 and available in The Capital Bridge Improvement Fund 301-315-653.605 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 31 of 406 Agenda Item #4. DocuSign Envelope ID: B 1 B3B88A-992 F-474D-894B-OA095551619E VILLAGE OF TEQUESTA ENGINEERING SERVICES WORK AUTHORIZATION MQUES TA DRIVE BRIDGE SID WA LK REPAIR- CONSTRUCTION SERVICES This Work Authorization authorizes Kimley-Horn and Associates, Inc. to perform work set forth herein and is issued pursuant to The Professional Engineering Services Agreement, between the Village of Tequesta ("Client" or "Village") and Kimley-Horn and Associates, Inc. ("Kimley-Hom" or "Consultant"), dated September 10, 2020 ("Agreement"). All terms and conditions of said Agreement are hereby incorporated and made part of this Work Authorization. PROJECT UNDERSTANDING The Village will be implementing improvements within the along the Tequesta Drive Bridge consisting of replacing the existing sidewalk with a new reinforced concrete sidewalk on east and west approaches, approximately 255 LF total, and limited to the north side of Tequesta Drive. The Village will contract separately with a Contractor through a piggy -back arrangement on to a Palm Beach County contract for the performance of the work. The work will be in accordance with the plans provided to the Village of Tequesta by Kimley-Horn, dated August 2019. The Consultant will perform the following scope of work below, related to the construction of the new sidewalk. SCOPE 1. Attend a pre -construction meeting. 2. Perform up to three (3) Site Inspections to observe the demolition, installation of reinforcement and formwork and concrete pour and provide field reports with supplemental photographs. 3. Perform a final site visit " punch list walk-thru" and document conditions. 4. Provide a Letter of Acceptance ADDITIONAL SERVICES Any services not specifically provided for in the above scope, as well as any changes in the scope requested by the Village, will be considered additional services to this Work Authorization and will be performed based on subsequent Work Authorizations approved prior to performance of the additional services. 1 Page 32 of 406 Agenda Item #4. DocuSign Envelope ID: B1 B3B88A-092F-474D-894B-OA095551619E INFORMATION AND SERVICES PROVIDED BY THE VILLAGE Kimley-Horn assumes that all information provided by the Village can be relied upon in the performance of professional services. The following information shall be provided to Kimley- Horn and/or the following services will be performed by the Village. • Construction Contractor scope of services, schedule, and costs • Access to the Construction Site SCHEDULE For Scope items 1 thru 4, Klmley-Horn will complete the work set forth herein within a mutually agreeable schedule. Coordination with the selected Contractor will be required. A minimum 48 hours (business days) advance notice is required for Kimley-Horn to be on site to observe reinforcement, formwork, and concrete pours. COMPENSATION Kimley-Horn will perform the services described in the Scope of Services (Items 1 thru 4 above) on a lump sum basis for the amount of Five -Thousand Three Hundred Dollars ($5,300.00). Accepted by: Village of Tequesta Kimley-Horn and Associates, Inc. ,,-DocuSigned by: 'j-MA1Sj5%, JerptGy Allen, Village Manager MffF.4a rtZP.E., Sr. Vice President Date: Date- 3/24/2021 Page 33 of 406 Agenda Item #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, 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) 768-04401P OR AT Imcwilliams@tequesta.org, OR AT 345 TEQUESTA DRIVE, TEQUESTA, FLORIDA 33469. 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. Page 34 of 406 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 ("WK"), Web Accessibility Initiative CUM'), available at www.w3.org/TR/WCAG/." Page 35 of 406 Agenda Item #4. V'1'11age ofTequesta 345Tequnsxa Drive 561-768-0700 Tequesto^ FL 3346e vxww.tenuesta.org To: Jeremy Allen —Village Manager Through: MatthemvHamnrnond—UtiUtiesDirecior FrornDavidTinoco—SuperintendentVVaterDistribudonandStorrnv«ater C[: Hugh Ounk|ey—Finance Director Date: March 22,2O21 Re- Swale Restoration Project — Beacon St and Maple Ave REVISED Recommendation ofAward 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 330feet ofbioswva|e on the southeast corner ofthe intersection. Note that all quotes included course gravel, biosoi[ and filter fabric 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 $147805 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 eva|uationofthesubrnittedquotesby0rbyAGServicesand|n|andGnadlng thep rojectwaas awarded to Kirby AG Services on February l, 202I. Subsequently, Kirby AG Services was unable to provide the required documents to procure a Village right -of way -permit. As a result, the Vice -Mayor Kyle Stone Mayor Abby Brennan Council Member Laurie Brandon Council Member Frank D'Arnbre Council Member Bruce Prince Page 36 of 406 Agenda Item #4. project is recommended to be awarded to inland Grading, Inc., which has already provided all the required documents to secure a Village right-of-way permit. Note the previously approved purchase order with Kirby AG Service for the work has been cancelled. The approved Fiscal Year 21 Stormwater Enterprise Fund budget includes $26,000 for Swale Restoration Projects. Page 37 of 406 Agenda Item #4. , Memorandum To: Honorable Mayor and Village Council From: Jeremy Allen, Village Manager Date: March 19, 2021 Subject: 1500/1550 S. Beach Road — Sea Glass Development — Estoppel Certificate The enclosed estoppel certificate for the Sea Glass project has been submitted by the Developer for execution by the Village. The certificate, pertaining to the Utility Developer Agreement between the Village and the Developer, has been requested by the Developer's lender as part of their closing documents. The estoppel certificate has been reviewed by the Village attorney's office who does not object its execution by the Village providing the Developer has met their required obligations under the Agreement. I can confirm that these obligations have been met to date relative to the current stage of the project. As a result, your signature on the estoppel certificate and subsequent inclusion of the executed certificate to the Council under Consent at the next Regular Council Meeting is requested. Thank you. Page 38 of 406 Agenda Item #4. Village 345 Tequesta Drive Tequesta, FL 33469 x1f Tequesta v'6t3F repor �v 6 �► Tequesta Public Works Department Memorandum To: Jeremy Allen, Village Manager From: Douglas M. Chambers, Director Public Works Subject: Solid Waste Authority Credit Application Date: March 26, 2021 561-768-0700 www.tequesta.org This Agenda item references the Solid Waste Authority's requirement to complete a Government Credit Application. This extends credit to the Village of Tequesta and allows Village Staff to use the dumpsite without having to pay for services with petty cash. The dumpsite is used for hazardous materials. 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 39 of 406 Agenda Item #4. or Y. �a�y YY J rp ` qk* Memorandum To: Debra Telfrin From: Greg Corbitt, Director of Parks & Recreation Date: March 30, 2021 Subject: Consent Agenda Item — Universal Engineering Sciences Proposal Agreement with Universal Engineering Sciences — Village of Tequesta Community Center — Proposal for Testing & Inspection Services. The amount is $5,257.00 This item is budgeted in the current FY. Page 40 of 406 Agenda Item #4. V"111age 345 Tequesta Drive Tequesta, FL 33469 i To: Jeremy Allen, Village Manager From: James Trube, Fire Chief Date: April 8, 2021 Re: Zoll Maintenance Agreement 51-768-0700 rww.tequesta.org Please find attached agreement between Zoll Medical Corporation and the Village of Tequesta Fire Rescue. ZMC agrees to provide the precision pro -rated service plan-Zoll X series for the price of $2,244.38. The contract dates are from 3/1/2021-9/30/2021. This service is needed to maintain the stretchers for EMS patient transport. 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 41 of 406