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Home My WebLink AboutDocumentation_Regular_Tab 15_5/13/2021Agenda Item #15. Regular Council STAFF MEMO Meeting: Regular Council - May 13 2021 Staff Contact: Gus Medina, Police Chief Department: Police Al� I RESOLUTION NO 23-21, A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF TEQUESTA, FLORIDA, INCREASING THE FISCAL YEAR 2020/2021 SPECIAL LAW ENFORCEMENT FUND #605 BUDGET BY APPROPRIATING FUND BALANCE IN THE AMOUNT OF $14)744.00 TO FUND THE PURCHASE OF A POWERDMS SUBSCRIPTION FOR THREE YEARS Fffm�� This is a resolution to increase the Fiscal Year 202012021 Special Law Enforcement Fund budget by appropriating fund balance in the amount of $14, 744.00 to fund the purchase of a PowerDMS subscription for the next three years. To achieve Florida State Accreditation, PowerDMS must be in use by the Tequesta Police Department. 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. POTENTIAL MOTION / DIRECTION REQUESTED: Q-124936 PowerDMS Tequesta Police Department (FL) Resolution for PowerDMS Public Records Addendum ada Page 413 of 496 Agenda Item #15. PovverDMSt 800.749.5104 f 407.210.0113 www.powerdms.com 101 S. Garland Ave, Ste 300 Orlando, FL 32801 Service Order Account Number: A-4166 Order #: Q-1 24936 Customer: Tequesta Police Department (FL) Order Date: 6/17/2021 Sales Rep: Cierra Decraene Valid Until: 4/30/2021 Subscription Start Date: 6/17/2021 Subscription Term (months): 36 Customer Contact Billing Contact: Tequesta Police Department (FL) Billing Contact Email: jmcgrew@tequesta.org Jim McGrew Phone: 5617680522 Address: 357 Tequesta Drive Tequesta, FL 33469 Fax: tequesta, FL 33469 Payment Term: Net 30 Notes: PO Number: 9 d, W.11 ;Zi Item Type Qty Total PowerDMS Pro Base Recurring 1 $4,000.00 Capture signatures to ensure acknowledgement of crucial content, and generate reports based on user activity. Create workflows to simplify content updates and approvals. View content changes side -by -side. PowerDMS Pro License Recurring 22 $550.00 Per user license for PowerDMS Pro PowerDMS Training Recurring 22 $220.00 Develop courses from your content to train employees, and create tests and exams to ensure understanding. Assign, track and award certificates. Onboarding Package I Services 1 1 $0.00 This package ensures a smooth implementation and successful ongoing use of PowerDMS. This package includes Implementation Management: Led by a designated Implementation Specialist, guiding administrators through predetermined milestones to lead to a successful product launch, Project Management, Document and User Import and Site Configuration. YEAR-1 TOTAL: 1 $4)770.00 Ird:F11111M Item Type Qty Total PowerDMS Pro Base Recurring 1 $4,120.00 Capture signatures to ensure acknowledgement of crucial content and generate reports based on user activity. Create workflows to simplify content updates and approvals. View content changes side -by -side. PowerDMS Pro License Recurring 22 $566.50 Per user license for PowerDMS Pro PowerDMS Training Recurring 22 $226.60 Develop courses from your content to train employees, and create tests and exams to ensure understanding. Assign, track and award certificates. YEAR-2 TOTAL: 1 $4,913.10 Page 1 of 2 Page 414 of 496 Agenda Item #15. vv t 800.749.5104 f 407.210.0113 www.powerdms.com 101 S. Garland Ave, Ste 300 Orlando, FL 32801 Service order YEAR-3 Item Type Qty Total PowerDMS Pro Base Recurring 1 $4,243.60 Capture signatures to ensure acknowledgement of crucial content, and generate reports based on user activity. Create workflows to simplify content updates and approvals. View content changes side -by -side. PowerDMS Pro License Recurring 22 $583.50 Per user license for PowerDMS Pro PowerDMS Training Recurring 22 $233.40 Develop courses from your content to train employees, and create tests and exams to ensure understanding. Assign, track and award certificates. YEAR-3 TOTAL: $5,060.50 Subscription Term Total $14,743.60 Payment Terms All invoices issued hereunder are due upon the invoice due date. The fees labeled "Year 1 Taal" shall be invoiced immediately, and if the Subscription Term is for a period longer than one year, the fees for future years shall be invoiced annually in advance of each 12 month period of the Subscription Term, but regardless of the billing cycle, Customer is responsible for the fees for the entire Subscription Term. The fees set forth in this Service order are exclusive of all applicable taxes, levies, or duties imposed by taxing authorities and Customer shall be responsible for payment of any such applicable taxes, levies, or duties. All payment obligations are non -cancellable, and all fees paid are non-refundable. Terris & Conditions Unless otherwise agreed in a written agreement between PowerDMS and Customer, this Service order and the services to be furnished pursuant to this Service Order are subject to the terms and conditions set forth here: http://www.powerdms.com/terms-and-conditions/. The Effective Date (as defined in the terms and conditions) shall be the date set forth below. Accepted and Agreed By Authorized Representative of: Tequesta Police Department (FL) Signature: Printed Name: Title: Date THE INFORMATION AND PRICING CONTAINED IN THIS SERVICE ORDER IS STRICTLY CONFIDENTIAL Page 2of2 Page 415 of 496 Agenda Item #15. RESOLUTION NO 23-21 A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF TEQUESTA, FLORIDA, INCREASING THE FISCAL YEAR 2020/2021 SPECIAL LAW ENFORCEMENT FUND #605 BUDGET BY APPROPRIATING FUND BALANCE IN THE AMOUNT OF $149744.00 TO FUND THE PURCHASE OF A POWERDMS SUBSCRIPTION FOR THREE YEARS; PROVIDING AN EFFECTIVE DATE; AND FOR OTHER PURPOSES. WHEREAS, the Village of Tequesta is funding the purchase of PowerDMS subscriptions for three years, valued at $14,744.00; WHEREAS, the Village of Tequesta's Police Chief, has inspected this program for its suitability and confirms that it is not only a good deal financially, but will serve the Police Department well into the future; and WHEREAS, the Chief of Police has determined and verified that the Village's Law Enforcement Trust fund has adequate funds to cover the purchase of this item and that the use of the Village's Law Enforcement Trust federal fund assets to purchase a PoweDMS subscription for three years, is permissible and appropriate pursuant to trust fund asset regulations; and NOW, THEREFORE, BE IT RESOLVED BY THE VILLAGE COUNCIL OF THE VILLAGE OF TEQUESTA, PALM BEACH COUNTY, FLORIDA, AS FOLLOWS: Section 1 Resolution No. 23-21 is hereby adopted by the Village Council of the Village of Tequesta, and thereby approves the requested increase to the Fiscal Year 2020/2021 Special Law Enforcement Fund Budget by appropriating the Fund Balance in the amount of $14,744.00 to fund the purchase of a subscription of PowerDMS for three years. Section 2 This Resolution shall become effective immediately upon passage. Page 416 of 496 Agenda Item #15. 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 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 417 of 496 Agenda Item #15. "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 ("WX"), Web Accessibility Initiative CUM'), available at www.w3.org/TR/WCAG/." Page 418 of 496