HomeMy WebLinkAboutDocumentation_Regular_Tab 04_10/12/2023Agenda Item #4.
Regular Council
STAFF MEMO
Meeting: Regular Council - Oct 12 2023
Staff Contact: Jeremy Allen, Village Manager Department: Manager
TITLE
Consider 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. Handtevy Pediatric Emergency Standards,Inc.QuoteQ09645-Fire Department,
$3,990.00. B. Sprint T-Mobile Md7 Capital Site License Second Amendment Agreement-Public Works,
$N/A. C. TAW Annual Generator Maintenance Service Agreement-Public Works, $3,500.00 D. Zoll
Expertcare Extended Warranty & Preventative Maintenance Contract-Fire Department, $3,926.97.
SUMMARY:
Consider 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. Handtevy Pediatric Emergency Standards, Inc. Quote Q09645-Fire Department, $3,990.00.
B. Sprint T-Mobile Md7 Capital Site License Second Amendment Agreement-Public Works, $N/A.
C. TAW Annual Generator Maintenance Service Agreement-Public Works, $3,500.00
D. Zoll Expertcare Extended Warranty & Preventative Maintenance Contract-Fire Department,
$3,926.97.
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.
BUDGET INFORMATION:
BUDGET AMOUNT NA AMOUNT AVAILABLE NA EXPENDITURE AMOUNT: NA
FUNDING SOURCES: NA IS THIS A PIGGYBACK:
Yes N/A
DID YOU OBTAIN 3 QUOTES?
Yes N/A
COMMENTS/EXPLANATION ON SELECTION 5 Items,each with individual costs
POTENTIAL MOTION / DIRECTION REQUESTED:
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Agenda Item #4.
This agenda item is respectfully submitted for your review and approval.
ATTACHMENTS:
Handtevy Pediatric Emergency Standards, Inc. Quote Q09645-Fire Dept
Sprint T-Mobile Md7 Capital -Public Works
TAW Annual Generator Maint Service Agreement-Public Works
Zoll Expertcare Extended Warranty & Preventative Maintenance Contract-Fire Dept
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Agenda Item #4.
Village of Tequesta
Village Clerk’s Office
Agreement Transmittal Form
Attach the Agreement Transmittal Form to the top of ALL agreements including agreements that
go to Council for approval AND agreements the manager signs(under $75,000). Agreements
are processed and imaged immediately following the council meeting, therefore should be
signed by the entity you are entering into agreement with PRIOR to coming to the Clerk’s
or Manager’s Office. Please complete the form in its entirety.
DEPARTMENT AND STAFF
Judy Jones
CONTACT (who do we contact
with questions):
NAME OF VENDOR:
Pediatric Emergency Standards, Inc.
PROJECT NAME/TITLE OF
Handtevy Medication Management Software quote
AGREEMENT:
COUNCIL APPROVAL DATE:
10/12/2023
ORDINANCE/RESOLUTION
N/A
NUMBER:
IS THIS A CAPITAL PROJECT:
Yes
Capital projects require a longer
No
retention period.
DOLLAR AMOUNT:
$3,990.00
AGREEMENT TERM END DATE
(Required to be filled in):
If the agreement DOES NOThave
10/20/2024
an end date, please assign it an
end date for imaging and
disposition purposes.
NUMBER OF AGREEMENTS TO
1
BE SIGNED (did you place sign
her tabs in the proper signature
locations?)
SPECIAL INSTRUCTIONS FOR
CLERK’S OFFICE:
Updated: 6/28/2023
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PUBLIC RECORDS. In accordance with Sec. 119.0701, CƌƚƩźķğ {ƷğƷǒƷĻƭ, 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
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, CƌƚƩźķğ {ƷğƷǒƷĻƭ. A CONTRACTOR
who fails to provide the public records to the Village, or fails to make them available for
inspection or copying, wit
pursuant to Sec. 119.0701, CƌƚƩźķğ {ƷğƷǒƷĻƭ, and other penalties under Sec. 119.10, CƌƚƩźķğ
{ƷğƷǒƷĻƭ. 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
cust
technology systems.
IF CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER
RELATING TO THIS AGREEMENT, PLEASE CONTACT THE VILLAGE CLERK, RECORDS
CUSTODIAN FOR THE VILLAGE, AT (561) 768-0440, OR AT
lmcwilliams@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
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.
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to comply with the requirements of Title II of the
by ensuring that the Con
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 ("W3C"), Web Accessibility Initiative ("WAI"), available at
www.w3.org/TR/WCAG/
Page 31 of 384
Agenda Item #4.
Village of Tequesta
Village Clerk’s Office
Agreement Transmittal Form
The Agreement Transmittal form is to be attached to the top of ALL agreements including
agreements that go to Council for approval and agreements you need the manager to sign (under
$75,000).
All documents approved by Council requiring signature(s) should be sent to the Village Clerk’s
Office prior to the meeting date. Please be sure to have the signature of the entity you are entering
the agreement with already completed – prior to the Council Meeting and attach “sign here” tabs
where signatures are required.
DEPARTMENT AND STAFF
PublicWorks
CONTACT:
Doug Chambers/Janet McCorkle
VENDOR:
Sprint/T-Mobile
COUNCIL APPROVAL DATE:
September 14, 2023
ORDINANCE/RESOLUTION
NUMBER:
TITLE OF AGREEMENT:
Site License Second Amendment
n/A
N/A
AGREEMENT TERM END
01/09/2035
DATE (Required to be filled
in):
NUMBER OF DOCUMENTS
N/A
TO BE SIGNED:
SPECIAL INSTRUCTIONS
FOR CLERKS’S OFFICE:
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Tequesta Public Works Department Memorandum
To: Jeremy Allen, Village Manager
From: Douglas M. Chambers, Director Public Works
Subject: Water Treatment Plant Communication Tower Sprint Agreement
Date: September 28, 2023
The Following agenda item is a second amendment to the original license agreement with
Sprint/T-Mobile.
Sprint/T-Mobile leases space on the communication tower at the water treatment plant.
Per the terms of this amendment, the Village of Tequesta consents to T-Mobile/MD7 relocating
three (3) existing antennas on the communication tower at the water treatment plant.
There is no cost to the Village related to this change.
Doug Chambers
Director
Department of Public Works
This document may be reproduced upon request in an alternative format by contacting the Village
Clerk’s Office at 561-768-0440 or by completing our accessibility form: https://bit.ly/3mnfeU4
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PUBLIC RECORDS. In accordance with Sec. 119.0701, CƌƚƩźķğ {ƷğƷǒƷĻƭ, 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
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, CƌƚƩźķğ {ƷğƷǒƷĻƭ. A CONTRACTOR
who fails to provide the public records to the Village, or fails to make them available for
inspection or copying, wit
pursuant to Sec. 119.0701, CƌƚƩźķğ {ƷğƷǒƷĻƭ, and other penalties under Sec. 119.10, CƌƚƩźķğ
{ƷğƷǒƷĻƭ. 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
cust
technology systems.
IF CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER
RELATING TO THIS AGREEMENT, PLEASE CONTACT THE VILLAGE CLERK, RECORDS
CUSTODIAN FOR THE VILLAGE, AT (561) 768-0440, OR AT
lmcwilliams@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
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 38 of 384
Agenda Item #4.
to comply with the requirements of Title II of the
by ensuring that the Con
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 ("W3C"), Web Accessibility Initiative ("WAI"), available at
www.w3.org/TR/WCAG/
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Agenda Item #4.
Village of Tequesta
Village Clerk’s Office
Agreement Transmittal Form
The Agreement Transmittal form is to be attached to the top of ALL agreements including
agreements that go to Council for approval and agreements you need the manager to sign (under
$75,000).
All documents approved by Council requiring signature(s) should be sent to the Village Clerk’s
Office prior to the meeting date. Please be sure to have the signature of the entity you are entering
the agreement with already completed – prior to the Council Meeting and attach “sign here” tabs
where signatures are required.
DEPARTMENT AND STAFF
PublicWorks
CONTACT:
Doug Chambers/Janet McCorkle
VENDOR:
TAW Power Systems
COUNCIL APPROVAL DATE:
October 12, 2023
ORDINANCE/RESOLUTION
NUMBER:
TITLE OF AGREEMENT:
TAW Periodic Maintenance Agreement – Engine and
Generator Systems
n/A
N/A
AGREEMENT TERM END
Effective from date of execution 10/12/2023 until either
DATE (Required to be filled
party gives thirty days written notice.
in):
NUMBER OF DOCUMENTS
N/A
TO BE SIGNED:
SPECIAL INSTRUCTIONS
FOR CLERKS’S OFFICE:
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Tequesta Public Works Department Memorandum
To: Jeremy Allen, Village Manager
From: Douglas M. Chambers, Director Public Works
Subject: TAW Annual Service Agreement for Public Safety Standby Generator
Date: September 26, 2023
The Following agenda item is an Annual Service Agreement with Tampa Armature Works (TAW)
for the Emergency Generator located at the Public Safety Facility.
TAW is the sole source vendor for Kohler Generators.
TAW will provide quarterly maintenance to include a load bank test on the system.
This agreement also includes labor rates for emergency repairs.
The annual cost is for these services is $3,005.00.
Funds for these services are budgeted in Fiscal year 2024 and available in the Building Repair
and Maintenance account 001-210-546.303
Doug Chambers
Director
Department of Public Works
This document may be reproduced upon request in an alternative format by contacting the Village
Clerk’s Office at 561-768-0440 or by completing our accessibility form: https://bit.ly/3mnfeU4
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PUBLIC RECORDS. In accordance with Sec. 119.0701, CƌƚƩźķğ {ƷğƷǒƷĻƭ, 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
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, CƌƚƩźķğ {ƷğƷǒƷĻƭ. A CONTRACTOR
who fails to provide the public records to the Village, or fails to make them available for
inspection or copying, wit
pursuant to Sec. 119.0701, CƌƚƩźķğ {ƷğƷǒƷĻƭ, and other penalties under Sec. 119.10, CƌƚƩźķğ
{ƷğƷǒƷĻƭ. 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
cust
technology systems.
IF CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER
RELATING TO THIS AGREEMENT, PLEASE CONTACT THE VILLAGE CLERK, RECORDS
CUSTODIAN FOR THE VILLAGE, AT (561) 768-0440, OR AT
lmcwilliams@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
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 60 of 384
Agenda Item #4.
to comply with the requirements of Title II of the
by ensuring that the Con
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 ("W3C"), Web Accessibility Initiative ("WAI"), available at
www.w3.org/TR/WCAG/
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