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HomeMy WebLinkAboutDocumentation_Regular_Tab 04_9/8/2022Agenda Item #4. Regular Council STAFF MEMO Meeting: Regular Council - Sep 08 2022 Staff Contact: Jeremy Allen, Village Manager Department: Manager 11 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.) A. Business Flare Foot Traffic Analysis Scope of Work -Village Manager, $8,500.00. 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.) A. Business Flare Foot Traffic Analysis Scope of Work -Village Manager, $8,500-00. 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. PROJECT NAME: BUDGET: $8,500-00 ENCUMBERED: $0 Proposed: Projected Remaining: $8;500.00 $0 This agenda item is respectfully submitted for your review and approval. Business Flare Foot Traffic Analysis Scope of Work Memo -Village Manager Page 40 of 537 Agenda Item #4. •�f4 . ,..y �•44 Memorandum To: Honorable Mayor and Village Council From: Jeremy Allen, Village Manager Date: August 25, 2022 Subject: Business Flare Foot Traffic Analysis Scope of Work Please find attached the Business Flare Foot Traffic Trends- Independent Baseline Assessment and Monitoring Scope of Work for the Village of Tequesta. The assessment will evaluate customer and employee trends for the businesses and residents of the Village, to identify baseline trends prior to the closing of the US 1 Bridge and to provide periodic updates to the baseline during the term of the bridge closure. Funding is budgeted and available in account 001-231-549.335-90003. Thank you. Page 41 of 537 Agenda Item #4. Jeremy Allen '414 Village Manager Village of Tequesta, Florida BUSINESS Via Email toiallen@tequesta.org FLARED Dear Mr. Allen - it is my pleasure to provide the following proposed scope of work to provide the Village with foot traffic analy-tics services to develop a foot traffic assessment for the Village that evaluates the customer and employee foot traffic trends for the businesses and residents of the Village, to identify baseline trends prior to the closing of the US I bridge and to provide periodic updates to the baseline during the term of the bridge closure, as more specifically described in the following scope of work. Scope of Work Tequesta Customer Foot Traffic Trends - Independent Baseline Assessment and Monitoring BusinessHare will evaluate weekly foot traffic trends beginning in 20-19 (pre-pandernic through the most recent period for which data is available (generally up to 10-14 days prior). The evaluation will include review of fa pre - pandemic basel ine (2019) and a basell ne for the stabilized post -pandemic recovery period — the period in which foot traffic to the Village's businesses returned to a stabilized level, taking into consideration seasonality. a. Evaluate customer foot traffic trends to independent businesses including but not limited to Pubiix, Rocky's Marshall F s and West Marine and to the Village's main shopping centers and commercial areas. This assess rn ent will include a review of trends regarding day of week and time of day visits, main routes to and from the destination including their first and last stop, customer home and work location (block group), and their favorite places for shopping, entertainment, dining and services. b. Evaluate local employee foot traffic trends including home location and main routes to and from work, places stopped to and from work, and day of week and time of day travel to and from work. c. Evaluate Village resident foot traffic trends including work location, time of day to and from work, main routes a n d places stopped to a n d from work. This review will also include identification of favorite places for shopping, entertainment and dining within and outside of the Village. d. BusinessFlare will conduct a data discovery meeting with the Village to review the information that has been gathered and the key initial findings and identify specific areas for further research. e. The analysis will include identification of the share of customers/workers/residents impacted through identification of the share of each that use USI as well as those that use the alternate routes when engaging in commerce, economic and employment activity. The analysis will include estimates of the potential loss and gain of business due to the closure through an assessment of competitor locations www.BusinessFlare.net 1175 NE 125," Street, Suite 601, North Miami, FL 33161 1 786-671-2074 Kevin@BusinessFIare.net Page 42 of 537 Agenda Item #4. with the otential to incrg.:_�asea market share and competitor locations with potential customer loss that p may be captured. a. Deliverable: Foot Traffic Analysis Report and Presentation. b. Timeline'. Within 6 weeks of execution of this letter agreement Monitor and update the baseline data on a monthly basis and report the updated trends tc,. the Village at I I least quarterly for the U'Uration of the project. Identify key customer, employee and resident behav'or - changes, id- entifi/ and forecast potential permanent customer behavior changes, and provide recommendations on possible business mitigation actions. a. Deliverable- Quarterly Report on Updated Foot Traffic Trends. I I I �0 Ing g. Continue to monitor the baseline trends on a monthly bas's for a period of six (') months following completion of the bridge replacement and identify and report on actual post construction custorrier behavior changes. a. De-liverable, Final Report on tr,,Iz-lnd before, during and after the completion of the project. j - Fees The fees for this project shall be as follows 1. Tasks a-e: $5,000, to be Invoiced at the time the. deliverable Is submitted to the Village. 2. Task f: $1,000 per quarter, W bP,_ Invoiced at the time each deliverable Is submitted to thk,7-- Village. 3. Task g- $2,500, to be invoiced upon SUbrT lission of the Final Report. This fee Includes attendance at one kick-off meeting with the client, one meeting to present the findings of the IAdditional servil-es requested Foot Traffic Analysis, and one meeting to present the findings of the Final Report. by the Village Shall be billed Cat an hourly rate of $195. Kevin S. Crowder, Founder BusinessHare _r nyAllen Vage Manager �acge of Tequestca, Florida 71.�Iez z Da 41, e 716 La� Date www.BusinessFlare.net 1175 NE 1251" Street, Suite 601, North Miami, FL 33161 1 786-671-2074 14 FLORIDA VETERAN OWNE© BUSINESS Kevin @BusinessHare.net Page 43 of 537 Agenda Item #4. PUBLIC RECORDS. In accordance with Sec. 119.07011 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.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 44 of 537 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 UWAI"), available at www.w3.org/TR/WCAG/." Page 45 of 537 Agenda Item #4. PUBLIC RECORDS. In accordance with Sec. 119.07011 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.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 46 of 537 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 UWAI"), available at www.w3.org/TR/WCAG/." Page 47 of 537 Agenda Item #4. E-Verify Affidavit Bid/Proposal Number: Project Description: In accordance with Section 448.095, F.S., Contractor acknowledges and agrees to utilize the U.S. Department of Homeland Security's E-Verify System to verify the employment eligibility of: 1. All persons employed by the Contractor to perform employment duties within Florida during the term of the contract; and 2. All persons (including SUBCONTRACTORS) assigned by the Contractor to perform work pursuant to the contract. The Contractor acknowledges and agrees that use of the U.S. Department of Homeland Security's E-Verify System during the term of the contract is a condition of the contract with the Village of Tequesta. Contractor further agrees to retain sufficient evidence of their enrollment in the E-Verify System and provide such evidence to the Village of Tequesta upon request. Sufficient evidence shall consist of a printed copy of the completed E-Verify Company Profile page, obtained from hgps://www.e- verify. gov. Contractor also agrees to obtain from each of its subcontractors/sub consultants an affidavit stating that the subcontractor/subconsultant does not employ, contract with, or subcontract with an Unauthorized Alien, as that term is defined in Section 448.095(1)(k), F.S. Contractor further agrees to maintain a copy of any such affidavit from a subcontractor/subconsultant for, at a minimum, the duration of the subcontract and any extension thereof. By affixing your signature below, you hereby affirm that you will comply with all E-Verify requirements. Company name Signature Federal Employer Identification No. Date Print Name Title STATE OF FLORIDA PALM BEACH COUNTY Sworn and subscribed before me by means of ❑ physical presence or ❑ online notarization on this day of 120 by , who is personally known to me or has produced as identification and who did/did not take an oath, in the state and county first mentioned above. Notary Public My Commission Expires: (affix seal) Page 48 of 537