HomeMy WebLinkAboutDocumentation_Regular_Tab 04_2/8/2024 Agenda Item #4.
Regular Council
STAFF MEMO
Meeting: Regular Council - Feb 08 2024
Staff Contact: Jeremy Allen, Village Manager Department: Manager
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. AirGas Account Application-Utilities,$0.00 B. Dive Rescue International Host Agreement-
Fire Rescue, see agreement for details C. Fastenal Credit Application and Guaranty Agreement-
Utilities, $0.00 D. FPL LED Streetlight Installation Agreement-Public Works, see agreement for details
E. Sports Tyme Facility Use Agreement-Parks & Recreation, $21,300.00 F. Total Caring, Inc. Training
Site Agreement-Fire Dept, see agreement for details
. -
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. AirGas Account Application-Utilities,$0.00
B. Dive Rescue International Host Agreement-Fire Rescue, see agreement for details
C. Fastenal Credit Application and Guaranty Agreement-Utilities, $0.00
D. FPL LED Streetlight Installation Agreement-Public Works, see agreement for details
E. Sports Tyme Facility Use Agreement-Parks & Recreation, $21,300.00
F. Total Caring, Inc. Training Site Agreement-Fire Dept, see agreement for details
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 • •
BUDGET AMOUNT N/A AMOUNT AVAILABLE N/A EXPENDITURE AMOUNT: N/A
FUNDING SOURCES: 6 Items, each with IS THIS A PIGGYBACK:
individual costs ❑ Yes ❑ N/A
DID YOU OBTAIN 3 QUOTES?
❑ Yes ❑ N/A
Page 27 of 590
Agenda Item #4.
COMMENTS/EXPLANATION ON SELECTIONN/A
AirGas Account Application-Utilities NT
Dive Rescue Internation Host Agreeement - Fire Dept NT
Fastenal Credit Application and Guaranty Agreement-Utilities NT
FPL LED Streetlight Installation Agreement-Public Works NT
Sports Tyme Facility Use Agreement-Parks & Recreation.adaNT
Total Caring, Inc. Training Site Agreement-Fire DeptNT
Page 28 of 590
Agenda Item #4.
Village of Tequesta
345 Tequesta Drive 561-768-0700
Tequesta, FL 33469 www.tequesta.org
Date: January 18, 2024
To: Jeremy Allen,Village Manager,
Through: Marjorie G Craig, PE, Director, Utilities Department
From: David Tinoco, Water Distribution and Stormwater Superintendent
Re: Consider Approval of Credit Account Application with Airgas, Inc.
The Village of Tequesta Utilities Department (UD) recommends approval to establish a credit
account with Airgas to purchase oxygen and acetylene on an as needed basis.The Utilities
Department utilizes a torch to cut corroded nuts and bolts when replacing fire hydrants and system
valves, the torch uses oxygen and acetylene.
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
Page 29 of 590
1 AN
tTlAfi qutlif9,:r i s'tti .
affiliates
Account Application Approved By:
$Amount:
111"11'd Account#:
Salesman#:
Branch:
Territory:
Date approved:
❑Individual ❑Partnership ❑Corporation Individual Information
' Name: Villaoe of Teouesta Local Government
* Billing Address: 136 Bridge Road Employer:
Length of Employment(#yrs):
'City: Tequesta 'State: FL 'zip: 33469 Employer Phone#:( ) DOB:
"Phone#: 561-YL0482 _ Fax Last 4 Digits of Social Security #:
*Mobile#: 5�362-0257- Other#: Do you own your primary residence? ❑Yes ❑No
* Shipping Name: same Landlords Name:
* Shipping Address: same Have you ever filed for bankruptcy? ❑Yes ❑No
If yes,what type of bankruptcy? Date Filed:
*City: 'State: 'Zip: Nearest Relative(not living with you):
*Phone#: Fax#:U Phone Number:
*County,Parish or Province: Palm Beach County Corporation/Partnership:General Information
* Is Ship To Location w/in City Limits? Yes
Number of Locations(Non-administrative): Buyer Name: Village of Tequesta
Web Address:www.teguesta.org DUNS#: 06384094 Buyer Phone#(� - #Years in Business: 66
Parent Company Name: village of Tequesta $Credit Limit Requested:
Parent Company DUNS#: Check One if Applicable: ❑COD w/Lease ❑COD w/Rent
$Credit Limit Requested: Type of Business: Government
Check One if Applicable: ❑COD w/Lease ❑COD w/Rent Annual Sales S: Number of employees: 99
" Email Address: jjenkins@tequesta.org Controller Name:
Purchasing Information Controller Phone#: (�
Purchasing Contact Name: Jesse Jenkins Accounts Payable Contact Name: Janet McCorkle
Purchasing Contact Phone#: 56( 1-262y257 Accounts Payable Contact Phone#: 56( 1-76Y0482
Purchasing Contact Email: jjenkins@tequesta.org Accounts Payable Email Address: jmccorkle@tequesta.org
Is a Purchase Order Required? Product o Rental/Lease❑ Has your company ever filed for bankruptcy? ❑Yes ❑No
If yes,when is the purchase order supplied: If yes,what type of bankruptcy? Date Filed:
At time of order❑ At time of delivery❑
Sales Tax Information
Partnership:Partner/Officer Information **indicate either subject to or not subject to Sales Tax
*required unless subject to Sales Tax
+* ❑We are subject to payment of Sales Tax
Name 1: Last 4 digits of SS#1: *+ ❑We are tax-exempt(exemption certificate must be furnished and list items for
Title 1: which you are exempt to receive exemption)
Address 1: *Exemption certificate#: 85-8015833079-7
City: State: Zip: *Tax Contact Name: Janet McCorkle
Name 2: Last 4 digits of SS#2: *Tax Contact Phone#: 561-76 -0482 -
Title 2: *Tax Contact Email: jmccorkle@tequesta.org
Address 2:
Bank Information(All)
City: State: Zip:
Name 3: Last 4 digits of SS#3: Bank Reference Name: TD Bank
Title 3: --. Bank Account#:
Address 3: Phone#:( Fax#:(_)
City: State: Zip:
Trade References(All)
Name: Advantage Bundling Phone# - 866-286-3546 Fax#( - Acct.#•
Address: City: State: Zip:
Name: Terracon Services,Inc. phone# _ 561-743-1079 Fax#( - Acct.#:
Address: City: State: Zip:
Name: Publix Super Market,Inc. Phone# - 877-333-7568 Fax#( - Acct.#:
Address: city: State: zip:
Page 30 of 590
Airgas,Inc.,on behalf of its subsidiaries and affiliates
Agenda Item #4. Terms of Sale
Terms of Sale refers to the terms and conditions contained herein and on Seller's website at www.airEas.com. "Seller" refers to Airgas, Inc., on behalf of its
subsidiaries and affiliates. "Buyer"refers to the applicant in the account application to which these Terms of Sale are affixed. Each sale of Goods or services by an
Airgas company shall be governed by the Terms of Sale. Each contract for the sale of Goods or services between Seller and Buyer("Contract")shall include the
Terms of Sale, together with any other terms describing the Goods or services being sold,their price,delivery terms,and all other special provisions. "Goods"refers to
any items of tangible personal property described in any Contract,or otherwise provided by Seller to Buyer.
1. Delivery. Seller may deliver the Goods or ship the Goods by a carrier of Seller's selection, F.O.B. shipping point to the Buyer's address in the Contract, unless the
Contract provides otherwise. Delivery date(s) are determined from the date of each Contract and are estimates of approximate dates of delivery, not a guarantee of a
particular day of delivery.
2. Buyers Delay of Acceptance. O'Buyer delays acceptance of the Goods when delivered or ready for shipment, Buyer shall forthwith pay to Seller the full
price of the Goods and shall also pay Seller such warehousing and pier charges and other expenses as Seller may incur as a result of Buyers delay.
3. Terms of Payment. Unless otherwise specified in a Contract, Buyer shall make payment in full within 30 days after the date of Seller's invoice. A late payment
charge of 1.5%on the unpaid, past due balance, will be assessed monthly (minimum two dollars (S2.00), or the maximum lawful rate allowable in the state
where the Goods are delivered, whichever is less. If a Contract provides for payment other than cash immediately or cash on delivery(COD),Buyer represents
that the goods are being purchased for business, commercial or agricultural purposes and not for personal, household, or family use. Buyer
represents and warrants that Buyer is and shall remain solvent until Seller receives payment in full for the goods. Buyer shall be in default
hereunder and Seller may cancel any Contract without liability to Buyer upon Buyer's failure to make payment as required herein or upon Buyer's
failure to comply with any of the terms and conditions contained herein or upon the institution of any voluntary or involuntary bankruptcy,
insolvency, receivership or debtor relief processing by or against Buyer or upon Buyer's making of an assignment for the benefit of creditors. If
Seller employs any collection agency or attorney to collect any amount due Seller,and/or to repossess any goods, Buyer shall pay all collection fees,attorneys'
fees, and court costs, in addition to the amount otherwise unpaid. Seller may bring suit for the collection of any such amount in any jurisdiction or venue
Seller may select.
4. Taxes. Any taxes imposed by federal, state, or other governmental authority on the sale or use of Goods or the sale or performance of services by an Airgas
company shall be paid by Buyer in addition to the purchase price.
J. Title to Equipment. Title to all rental equipment shall remain in Seller's name. Buyer shall not cover, modify, remove or otherwise disturb any
identification or other indicia of Sel ler's ownership on any rental equipment.
6. Securityfor Goods. Until Buyer pays Seller in full for any Goods purchased,title to the Goods shall remain in Sellers name and Seller shall have a purchase
money security interest in the Goods. If Buyer shall default in any payments,Seller shall have all the rights as holder of such title or as such secured party under the
Uniform Commercial Code and/or any other law then in force;and Seller may,in addition,retain as rental any payments received by Seller on account of the purchase
price of the Goods,whether Buyer's default shall have occurred before or after delivery. If Seller repossesses the Goods,Seller may resell the Goods after 10 days'
prior written notice to Buyer.Seller may file one or more financing statements to perfect such security interests. if necessary, Buyer shall execute such financing
statements upon the request of Seller.
7. Warranty. All products,other items of sale,cylinders and other containers furnished by an Airgas company shall conform to the description thereof published by the
manufacturer at the time of sale and will meet Sellers purity specifications for all gas products. SELLER SPECIFICALLY DISCLAIMS ANY OTHER EXPRESS OR
IMPLIED STANDARDS, GUARANTEES, OR WARRANTIES, INCLUDING ANY WARRANTIES OF MERCHANTABILITY, FiTNESS FOR A
PARTICULAR PURPOSE OR NON-INFRINGEMENT AND ANY WARRANTIES THAT MAY BE ALLEGED TO ARISE AS A RESULT OF CUSTOM OR
USAGE.
8. Limitation of Liability. SELLER SHALL BE LiABLE ONLY FOR THE REPAIR OR REPLACEMENT OF DEFECTIVE GAS CYLINDERS AND
PRODUCTS, INCLUDING THE REPLACEMENT OF GASES THAT DO NOT MEET iTS PURITY SPECIFICATIONS WITH GASES THAT DO MEET
SUCH SPECIFICATIONS. BUYER KNOWINGLY AND FULLY ASSUMES THE RISKS OF TRANSPORTING AND USING COMPRESSED GASES.
SELLER SHALL NOT BE LIABLE FOR ANY DIRECT (EXCEPT AS EXPRESSLY PROVIDED HEREIN), INDIRECT, SPECIAL, INCIDENTAL,
CONSEQUENTIAL AND/OR PUNITIVE DAMAGES,ARISING OR ALLEGED TO ARISE OUT OF OR IN CONNECTION WITH iTS PERFORMANCE OF
ANY OBLIGATIONS OR ANY PRODUCT, OTHER ITEMS OF SALE,OR EQUIPMENT SOLD OR LEASED BY SELLER,WHETHER SUCH DAMAGE
RESULTS FROM ANY NEGLIGENT ACT OR OMISSION OR IS RELATED TO STRICT LIABILITY,OR OTHERWISE.
9. Period of Limitation gjAction. No action shall be brought by Buyer for any breach of Contract orotherwise in connection with any Goods or services provided or to be
provided by Seller more than one year after the cause of action therefore accrues.
10. Force Majeure. Service and deliveries by Seller are subject to and contingent upon floods,strike or other labor disturbances,fire,accidents,war,delays of carriers,
inability to obtain raw materials,failures of normal sources of supply,restraints of govemment(whether or not it later proves to be invalid),or any other similar or dissimilar
cause beyond Seller's reasonable control. Seller shall advise Buyer in writing of the reason for and anticipated length of any such delay. if any such cause affects only a part
of Seller's capacity to perform,Seller will allocate production and deliveries among its customers in a fair and reasonable manner.
11. Amendments;Entire Agreement;No l ariatious Permitted. The Terms of Sale and any Contract executed by Buyer and Seller represent the entire agreement of Buyer
and Seller with respect to the sale or rental of Goods and services and supersede all prior agreements,promises,conditions,arrangements,communications,representations
and warranties,including,but not limited to,any purchase order,acceptance or other document of Buyer,even if the same is signed or acted upon by Seller. The Terms of
Sale and any Contract may be agreed to,amended or supplemented only in a writing executed by authorized representatives of Buyer and Seller. No person other than an
authorized representative of Seller has any authority to agree on Seller's behalf to any terms of sale not set forth herein or in a Contract.
The undersigned Buyer,to induce Airgas, Inc., on behalf of its subsidiaries and affiliates,to open an account for Buyer,and in consideration of each sale of Goods
which Seller hereafter makes to Buyer,hereby agrees as follows: (1)All such sales shall be governed by the Airgas Terms of Sale; (2) Buyer has examined and
understands such Terms of Sale; (3) Seller shall have the right to make such investigation of Buyer as Seller may deem appropriate in its discretion, which
shall include,without limitation,checking credit,business and personal references; and(4)Seller shall have no obligation to extend credit to Buyer,and Seller
may,in its discretion,terminate,at anytime,any credit theretofore extended by Sel ler to Buyer.
Jeremy Allen dgiWlyslgmdbyire yAllen
Buyer Signature: Date:2023.1zonrlsla9-os'ao' Date: 12/7/23
Buyer Name(Printed): Jeremy Allen Buyer Title: Village Manager
Witness Name: Witness Title:
Notice: The Federal Equal Credit Opportunity Act prohibits creditorsJi-om discriminating against credit applicants on the basis ofrace, color, religion, national
origin,sex, marital status,age(provided the applicant has the capacity to enter into a binding contract);because all or part of th a applicant's income derives front
airy public assistance program;or because the applicant has, in good faith, exercised any right render the Consumer Credit Protection Act. The federal agency that
administers compliance with the law concerning this credit is the Federal Trade Commission, Division of Credit Practices, 6e and Penns lvania Avenue, NW,
Washington,DC20580. Wage 31 of 590
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) 768-0440, OR AT
Imcwilliams@teguesta.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 32 of 590
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 ("WX"), Web Accessibility Initiative ("WAI"), available at
www.w3.org/TR/WCAG/."
Page 33 of 590
Agenda Item #4.
OP
RES
VILLAGE OF TEQUESTA
TEQUESTA FIRE-RESCUE
MEMORANDUM
FILE NO. Admin. 24-12
DATE: January 17, 2024
TO: Jeremy Allen, Village Manager
FROM: Chief James Trub: eern
SUBJECT: Host Agreement Dive Rescue International and Tequesta Fire
Rescue
Please find attached Host Agreements between Dive Rescue International and
Tequesta Fire Rescue for Swiftwater Rescue Combo Sessions to be held April 22-26,
2024. The preferred class size is 20 participants. Both parties agree to abide by the
terms and conditions of the agreement. The final date when the class may be canceled
with no financial obligation to Dive Rescue International is April 1 , 2024. The associated
fees are as follows:
• Tuition per student per course: $900
• Upon the registration of 15 paid participants, the hosting agency may enroll up
to 5 participants at no charge.
• A minimum of 10 paid tuitions will be required for this course to proceed as
scheduled.
Page 34 of 590
Agenda Item #4.
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HOSTAGREEMENT
This is an agreement made on January 16,2024 between Dive Rescue International and Tequesta Fire Rescue.
We agree,and our agencies agree,to be the host for the training course entitled Swiftwater Rescue Combo to
be held in Tequesta,FL on April 22-26,2024.
I understand Dive Rescue International will provide the following:
Qualified Instructor or Instructors.
v Registration of students and collection of tuition.
Instructor fees,travel,and expenses.
Custom training materials and/or textbooks.
•'r Specialized training equipment as required for the course.
Customized brochure,marketing material and support.
Screening of participants to ensure membership with a public safety agency.
Instructor transportation to and from the airport and during his/her stay.
Certificate of Completion awarded to students performing at an acceptable level.
4 A one-time 10% discount for equipment purchased from Dive Rescue International. This
purchase must be made within 90 days of the class and applies to current retail prices.
Host responsibilities:
Complete and return all paperwork.
i• Act as a contact for inquiries concerning local information.
Promote and publicize the course to other public safety agencies.
Arrange for all instructional facilities which include classroom,audio/visual equipment,and training
sites,as outlined in the Program Information Guide.
I understand that the preferred class size for the Swiftwater Rescue Combo course is 20 participants.
The tuition for this course is$900(US Funds) per student. A minimum of 10 students is required for this
class to proceed as scheduled.
I understand that if I cancel the scheduled courses by April 1,2024,1 will have no financial obligation to
Dive Rescue International. However,if cancellation is made after this date, I agree to compensate Dive
Rescue International for any non-refundable preparation,shipping or travel expenses.
I have carefully read this statement and understand and accept my obligations as the host.
Am()AIJ4 L"L( A^" 1/2—
Amanda Mitchell Aglery-�'4
thorized R sentative
Training Program Coordinator
Dive Rescue International A\\W
Print Name
` Z \jIk��� I k"ter
Date Print Title
�35I `aLA
Date
Page 35 of 590
Agenda Item #4.
{tom
MF_
HOST SITE INFORMATION FORM
Complete this form and return to Dive Rescue international: Fax;(970)482-0893 or Email:training@diverescueinti.com.
Course title:Swiftwater Rescue Combo
Date:April 22-26,2OZ4
Please provide all information as you want it to appear on the Program Flyer. —t— I
Host Agency Name 1�l.Gs-`q Ire 1 t-SW C-Course Location(City/State or Province): t e L eS TR
Shipping Address: �� I,L S T �" - Ce
-1 -_� V 7
Billing Contact Name: ( 'lYl OS Billing Contact Phone Number: SW- JC1�� S�3 1 L
Billing Contact E-mail Address: 0 Billing address: '5 1 _e4(t� DrT�'Q_f-(L
°YS 3 3
Location of the First Day of Course: [� G
Building/Department G ,S��A 11�C. i4C ' {gtreet;
City/State/Zip: ;�V�CnljP 1 n y 5LOW `lass begins at(time): 8:00 AM
Contact Person(Please List Two):
Name 1: _obC lY 1 t' 1 OST�1�O Work Phone:5(��o S�& 7�
Cell Phone: 5(Q I J 51a - $��1 Email Address:]OS /p O� v
Name 2: � oh��� _ Work Phone: S(�( (�$ O SS
Cell Phone: Email Address:�1 U(�e r 0 C
Lodging Recommendations: -- � r
Name: L.�i. �u��J LK �'�� Y C ffi;Tu cress: 3L� f 1sN-C.1r'I'r ayi5 334 `l
Hotel Phone: SDI" 5-75' 7jQQ I ____ Group Room Rates(if applicable):
Rates good through(date): M(Ilk Group Rate Listed Under:
Airport Destination for Instructor: 1 I'k Drive time to airport: 350 ill K1ul Cs
Rental Equipment Recommendation; 1" f t
Other Public Safety Departments(within 100 mile radius)who may be interested in atten�irag
Age ame: Address: �r.
Contact Name(if known): ne/Email:
Other Public Safety Departments(within 10 a radius)who m egrested In attending:
Agency Name: Address:_
Contact Name(if knol'Of'__ Phone/Email:
Page 36 of 590
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) 768-0440, OR AT
Imcwilliams@teguesta.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 37 of 590
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 ("WAI"), available at
www.w3.org/TR/WCAG/."
Page 38 of 590
Agenda Item #4.
Village of Tequesta
345 Tequesta Drive 561-768-0700
Tequesta, FL 33469 www.tequesta.org
r�
STAFF MEMO
Date: December 29, 2023
To: Jeremy Allen,Village Manager
From: Nate Litteral,Water Plant Manager, Utilities Department
Through: Marjorie G Craig, PE, Director, Utilities Department
Re: Consider Approval of Fastenal Company Credit Account Application
The Utilities Department recommends approval of a credit account application from Fastenal, a
company that provides industrial hardware and supplies that are resistant to harsh or corrosive
environments that can be found at the water treatment plant.
Some of the conditions that require specialty hardware and supplies include the proximity to saltwater,
water treatment plant chemicals, wind,vibration, and other industrial environments in which the water
plant exists.
CC: Jeff Snyder, Director, Finance Department
MGC/mgc/nl
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
Page 39 of 590
Agenda Item #4. FLWE1/RBFL
7656 Byron Dr
Riviera Beach, FL
FA 33404
SMMa
Ph:334-566-3278
INDUSTRIAL&CONSTRUCTIONSUPPLIES 11/29/2023
CREDIT APPLICATION AND GUARANTY AGREEMENT Date
APPLICANT: Village of Tequesta Years in Business 66
Tax Exempt? ❑ No @ Yes ID# 59-6044081 If yes;Please includecopyof tax exemptcertificate.
❑ Corporation ❑ Partnership ❑ Individual/Sole proprietor Other Government
❑ Contractor ❑ Manufacturer ❑ Maintenance and Repair ❑ Other
Annual Revenue(figures)❑Low 5 ❑ high 5❑ Low 6❑.Nbd 6❑ High 6❑ 7+ Number of Employees
345 Tequesta Drive Tequesta FL 33469
Business Address City State 71p
( 561 ) 768-0700 (_) jmccorkle@tequesta.org
Phone Fax Account Payable Email Address(required)
136 Bridge Road Tequesta FL 33469
Mailing Address City State Zip
Phone Fax Contact Name
901 Old Dixie Highway Tequesta FL 33469
Shipping Address(if other than business address) City State Gp
(--&L) 768-262-1044 (_) .Bien Rivas
Phone Fax Contact Name
PRINCIPALS:
?dame of Principal Position Address Phone
Name of Principal Position Address Phone
Has the Applicant,or any principal,ever filed for bankruptcy? When?
FINANCE:
Bank Account Number Type
Address Phone Fax
REFERENCES:
I, TD Bank
Business Name Phone Fax
2. Advantage Bundling ( 866) 286-3546 (_)
Business Name Phone Fax
3, Terracon Services, Inc. ( 561) 743-1079 (_)
Business Name Phone Fax
Terms: Fastenal credit terms are Net 30 days from receipt of invoice. Fastenal reserves the right to charge interest at the rate of 18%per annum(1.5%
monthly)or at the highest rate available under applicable law,to any account balance exceeding 30 days Net. Statements and invoices will be paid in
accordance with terms set forth by Fastenal. Guarantee:It is filly understood and agreed that upon approval of this application orreapplication and in
consideration of credit being extended,the undersigned Principal(s)will unconditionally,individually,and jointly and severally guarantee fall payment
of the purchase price of goods and merchandise so delivered. It is understood and agreed that the purchaser will pay,to the extent permitted under
applicable law,all reasonable collection fees, attorney k es, and court costs incurred by Fastenal in connection with any collection action.
Certification:I/We certify that all information on this application is correct and the listed bank and references are authorized to release appropriate
information to Fastenal,which will be held in confidence, necessary fir credit approval and that an authorized officer, owner,partner or representative
has signed this application.
By signing below,I/we acknowledge and agree to the foregoing conditions.
The following are authorized to purchase: Applicant:JeremyAllen
Jeremy Allen Digitally2023 ed by1.291 :47:45ererny Allen
05'0
Juan Rivas By: Y Datr.2023.1I.1911:47:45.0590'
Nate Litteral Title:Village Manager Date:11/29/2023
Joe O'Connor Principal:
All employees authorized to purchase Credit amount requested: S
TO BE COi11PLETED BY BRANCH PERSONNEL
SIC CODE Branch Manager
Page 40 of 590
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) 768-0440, OR AT
Imcwilliams@teguesta.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 41 of 590
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 ("WX"), Web Accessibility Initiative ("WAI"), available at
www.w3.org/TR/WCAG/."
Page 42 of 590
Agenda Item #4.
Village of Tequesta
345 Tequesta Drive 561-768-0700
Tequesta, FL 33469 www.tequesta.org
Tequesta Public Works Department Memorandum
To: Jeremy Allen, Village Manager
From: Douglas M. Chambers, Director Public Works
Subject: Florida Power and Light LED Streetlight Installation and Agreement
Date: January 18, 2024
The Public Works Department coordinated with Palm Beach County the installation of sidewalk between
Riverside Oaks and Tequesta Pines. Tequesta Residents can now walk safely to and from the bus stop
with their children.
At nighttime,this area is extremely dark. In light of a recent car accident in this area,Tequesta Pines and
Riverside Oaks homeowners association requested the addition of street lighting in this area.
The Public Works Department presents the attached FPL Led street lighting agreement for the
installation of two (2) 18' Black Granville LED post streetlights.This post light is a modern version of the
standard streetlights throughout the Village.
There is an initial one (I)-time contribution fee of$137.06 and a monthly recurring usage, equipment
and maintenance fee of$94.79.
Funding is budgeted and available in the Street lighting account 001-210-543.301
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
Page 43 of 590
Agenda Item #4.
FPL Account Number:8409822114
FPL FPL Work Request Number:_
LED LIGHTING AGREEMENT
In accordance with the following terms and conditions,Village of Tequesta (hereinafter called the Customer),requests on this 30th day of
December,2023,from FLORIDA POWER&LIGHT COMPANY(hereinafter called FPL), a corporation organized and existing under the
laws of the State of Florida, the following installation or modification of lighting facilities at(general boundaries)V/O 1 N.Riverside Drive and
Pine Tree Trail W,located in Tequesta,Florida.
(a) Installation and/or removal of FPL-owned facilities described as follows:
Color # #
Fixture Description(1) Watts Lumens Temperature Installed Removed
Black Granville LED 60 7811 3000 2
(1) Catalog of available fixtures and the assigned billing tier for each can be viewed atwww.fpl.com/led
1
Page 44 of 590
Agenda Item #4.
Pole Description # #
Installed Removed
Black Washington Post Top 18' 2
(b) Installation and/or removal of FPL-owned additional lighting facilities where a cost estimate for these facilities will be determined
based on the job scope,and the Additional Lighting Charges factor applied to determine the monthly rate.
(c) Modification to existing facilities other than described above or additional notes (explain fully):WE ARE TO INSTALL 2 NEW 18'
BLACK WASHINGTON ONCRETE POLES WITH 60W BLACK GRANVILLE FIXTURES.
2
Page 45 of 590
Agenda Item #4.
That,for and in consideration of the covenants set forth herein,the parties hereto covenant and agree as follows:
FPL AGREES:
1. To install or modify the lighting facilities described and identified above(hereinafter called the Lighting System),furnish to the Customer theelectric
energy necessary for the operation of the Lighting System, and furnish such other services as are specified in this Agreement,all in
accordance with the terms of FPL's currently effective lighting rate schedule on file at the Florida Public Service Commission(FPSC)or any
successive lighting rate schedule approved by the FPSC.
THE CUSTOMER AGREES:
2. To pay a monthly fee for fixtures and poles in accordance to the Lighting tariff,and additional lighting charge in the amount of$2647
These charges may be adjusted subject to review and approval by the FPSC.
3. To pay Contribution in Aid of Construction(CIAC)in the amount of$137.06 prior to FPL's initiating the requested installation or
modification.
4. To pay the monthly maintenance and energy charges in accordance to the Lighting tariff.These charges may be adjusted subject to reviewand
approval by the FPSC.
5. To purchase from FPL all the electric energy used for the operation of the Lighting System.
6. To be responsible for paying, when due, all bills rendered by FPL pursuant to FPL's currently effective lighting rate schedule on file at the
FPSC or any successive lighting rate schedule approved by the FPSC, for facilities and service provided in accordance with this
agreement.
7. To provide access,suitable construction drawings showing the location of existing and proposed structures,and appropriate plats necessaryfor
planning the design and completing the construction of FPL facilities associated with the Lighting System.
8. To have sole responsibility to ensure lighting, poles, luminaires and fixtures are in compliance with any applicable municipal or county
ordinances governing the size,wattage, lumens or general aesthetics.
9. For new FPL-owned lighting systems,to provide final grading to specifications, perform any clearing if needed, compacting, removal ofstumps
or other obstructions that conflict with construction, identification of all non-FPL underground facilities within or near pole or trench locations,
drainage of rights-of-way or good and sufficient easements required by FPL to accommodate the lighting facilities.
10. For FPL-owned fixtures on customer-owned systems:
a. To perform repairs or correct code violations on their existing lighting infrastructure.Notification to FPL is required once site is ready.
b. To repair or replace their electrical infrastructure in order to provide service to the Lighting System for daily operations or in a catastrophic
event.
c. In the event the light is not operating correctly,Customer agrees to check voltage at the service point feeding the lighting circuit prior to
submitting the request for FPL to repair thefixture.
IT IS MUTUALLY AGREED THAT:
11. Modifications to the facilities provided by FPL under this agreement,other than for maintenance,may only be made through the execution of
an additional lighting agreement delineating the modifications to be accomplished. Modification of FPL lighting facilities isdefined as the
following:
a. the addition of lighting facilities:
b. the removal of lighting facilities;and
c. the removal of lighting facilities and the replacement of such facilities with new facilities and/or additional facilities.
Modifications will be subject to the costs identified in FPL's currently effective lighting rate schedule on file at the FPSC, or any
successive schedule approved by the FPSC.
12. FPL will, at the request of the Customer, relocate the lighting facilities covered by this agreement, if provided sufficient rights-of-way or
easements to do so and locations requested are consistent with clear zone right-of-way setback requirements. The Customer shall be
responsible for the payment of all costs associated with any such Customer-requested relocation of FPL lighting facilities. Paymentshall be
made by the Customer in advance of any relocation.
Lighting facilities will only be installed in locations that meet all applicable clearzone right-of-way setback requirements.
13. FPL may, at any time, substitute for any fixture installed hereunder another equivalent fixture which shall be of similar
illuminating capacity and efficiency.
3
Page 46 of 590
Agenda Item #4.
14. This Agreement shall be for a term of ten (10) years from the date of Initiation of service, and, except as provided below, shall extend
thereafter for further successive periods of five(5)years from the expiration of the initial ten (10)year term or from the expiration of any
extension thereof.The date of initiation of service shall be defined as the date the first lights are energized and billing begins,not the date of
this Agreement.This Agreement shall be extended automatically beyond the Initial ten(10)year term or any extension thereof,urdess either
party shall have given written notice to the other of its desire to terminate this Agreement The written notice shall be by certified mail and
shall be given not less than ninety(90)days before the expiration of the initial ten(10)year term,or any extension thereof.
15. In the event lighting faalities covered by this agreement are removed,either at the request of the Customer or through temuination orbreach
of this Agreement, the Customer shall be responsible for paying to FPL an amount equal to the original installed cost of thefaWities
provided by FPL under this agreement less any salvage value and any depreciation (based on current depreciation ratesapproved by
the FPSC)plus removal cost.
16. Should the Customer fall to pay any bills due and rendered pursuant to this agreement or otherwise fall to perform the obligations
contained in this Agreerent,said obligations being material and going to the essence of this Agreement, FPL may cease to supplyelectric
energy or service until the Customer has paid the bills due and rendered or has fully cured such other breach of this Agreement,Any failure
of FPL to exercise its rights hereunder shall not be a waiver of its rights.It Is understood,however,that suchdisconfinuance of the supplying
of electric energy or service shall not oonsbtute a breach of this Agreement by FPL,nor shall it relieve the Customer ofthe obligation to perform
any of the terms and conditions of this Agreement
17. The obligation to furnish or purchase service shall be excused at any time that either party is prevented from complying with this
Agreement by strikes, lockouts,fires, riots, acts of God,the public enemy, or by cause or causes not under the control of the party thus
prevented from compliance,and FPL shail not have the obligation to furnish service if it is prevented from complying with this Agreementby
reason of any partial, temporary or entire shut-down of service which,in the sole opinion of FPL, is reasonably necessary for the purpose
of repairing or making more efficient all or any part of its generating or other electrical equipment
18. This Agreement supersedes all previous Agreements or representations,either written,oral,or otherwise between the Customer andFPL,
with respect to the facilities referenced herein and constitutes the entire Agreement between the parties,This Agreement does not create any
rights or provide any remedies to third parties or create any additional duly,obligation or undertakings by FPL to third parties.
19. In the event of the sale of the real property upon which the facilities are installed,upon the written consent of FPL,this Agreement may be
assigned by the Customer to the Purchaser. No assignment shall relieve the Customer from Its obligations hereunder until such obligations
have been assumed by the assignee and agreed to by FPL.
20. This Agreement shall inure to the benefit of and be binding upon the successors and assigns of the Customer and FPL.
21_ The lighting facilities shall remain the property of FPL in perpetuity.
22. This Agreement is subject to FPUs Electric Tariff,including,but not limited to,the General Rules and Regulations for Electric Service andthe
Rules of the FPSC, as they are now written,or as they may be hereafter revised, amended or supplemented. In the event of any conflict
between the terms of this Agreement and the provisions of the FPL Electric Tariff or the FPSC Rules,the provisions of the Electric Tariff and
FPSC Rules shall control,as they are now written,or as they may be hereafter revised,amended or supplemented.
IN WITNESS WHEREOF,the parties hereby caused this Agreement to be executed in triplicate by their duly authorized representatives to be
effective as of the day and year first written above.
Charges and Terms Accepted:
VILLAGE OF TEOUESTA FLORIDA POWER&LIGHT COMPANY
Customer(Print or type name of Organization)
B Jeremy Allen Datc. 024.0 .0316:ned by 4:59.0remy '0 B a
y, Date:2024.01.03 16:44:59.OS'00' y.
Signature(Authorized Representative) (signal )
Gladys A..Reyes
(Print or type name) (Print or type name)
Title: Title:SLED Lfahtina Solutions RerxesentAve
4
Page 47 of 590
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) 768-0440, OR AT
Imcwilliams@teguesta.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 48 of 590
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 ("WX"), Web Accessibility Initiative ("WAI"), available at
www.w3.org/TR/WCAG/."
Page 49 of 590
Agenda Item #4.
Village of Tequesta
345 Tequesta Drive 561-768-0700
Tequesta, FL 33469 www.tequesta.org
i
TO: Council Members
Jeremy Allen, Village Manger
FROM: Greg Corbitt, Parks & Recreation Director
DATE: February 8, 2024
SUBJECT: Sports Tyme Summer Camp Facility Use Agreement
Please find attached Facility Use Agreement between the Village of Tequesta Parks &
Recreation Department and Sports Tyme Summer Camp. The agreement permits the renter to
use the Recreation Center gymnasium for 9 weeks, starting June 1, 2024 through August 9, 2024
for$21,300.00. Sports Tyme Summer Camp will meet from 8 am to 5:30 pm Monday through
Friday with campers ranging in age from 5 to 11 years old.
This document may be reproduced upon request in an alternative format by contacting the Village
Clerk's Office at 561-768-0440 or by completing our accessibility form: https://bit.ly/3mnfeU4
Page 50 of 590
Agenda Item #4.
^ARKS
s'n
VILLAGE OF TEQUESTA PARKS AND RECREATION DEPARTMENT
FACILITY USE AGREEMENT
THIS AGREEMENT FOR use of the Village of Tequesta Rec Center
Gymnasium and Constitution Park ("Agreement") is entered into and effective this 3
day of Ah , 20 yy- (the "Effective Date"), by and between the VILLAGE OF
TEQUESTA, a Florida municipal corporation with offices located at 345 Tequesta Drive,
Tequesta,Florida 33469,organized and existing in accordance with the laws of the State of Florida,
hereinafter the "Village"; and I n c, , with offices located at
4Z-�' ` i�(,l( S(� (��- _ ( ',�Ohd;EL. 'S� 7Lj hereinafter the "Renter" and
collectively with the Village, the "Parties".
WITNESSETH
The Village and the Renter, in consideration of the mutual covenants contained herein and
for other good and valuable consideration, the receipt and sufficiency of which is hereby
acknowledged by both Parties, hereby agree as follows:
1. FACILITY INFORMATION AND FEES: The Parties hereby agree to enter into this
Agreement whereby the Village will allow Renter to occupy certain areas in the Village Rec Center
Gymnasium and Constitution Park as further described below, for the purposes of operating a
Summer Camp-type program. The Facility is located at 399 Seabrook Road, Tequesta, FL 33469
("Facility"). Renter agrees to pay the weekly fee of$a.xy 01-0.590 fw for Facility use during
session operations, totaling $at 1900.00 for C� weeks ("Fee"). Renter agrees to make
payments to the Village by check,with half of the Fee due prior to the first day of facility use, and
the other half due on the Monday of the last week of the camp program. If Facility space is needed
for training or orientation dates for staff, that will be covered by a separate agreement.
2. USE OF FACILITY: The Facility shall be used for the purpose stated in the Agreement
and as further described in the Renter's proposal, attached as Exhibit "A." Renter shall comply
with all local, state, and federal laws related to its program and use of the Facility. The gymnasium
is a secure location in the building and requires a key fob to enter. Only Village staff have access
Page 51 of 590
Agenda Item #4.
Dover Road. Renter shall provide a drop off/pick up plan detailing policies and procedures
including time schedules for camp drop off and pick up. This plan must include instruction to
parents of camp participants that parking in an approved parking space is required during pick-up
time. This plan shall be signed by Renter and attached to and incorporated into the agreement as
"Exhibit E".
3. CAMP RULES,REGULATIONS,AND TRAININGS: All Renter's camp staff
("Camp Staff') are required to pass a level 2 background check. Any Camp Staff that fail said
background check are prohibited from working at the Facility under this Agreement. A list or
description of all staff qualifications, trainings, and prescreening is attached as Exhibit "F." A
description of camp rules and regulations will be provided to the Village Recreation Supervisor.
Renter shall develop and maintain an"Emergency Action Plan" with policies and procedures for
how to respond to medical emergencies including ensuring that at least one onsite staff member
maintains access to camp participant medical and emergency contact information in the event of
an on-site medical emergency. Such plan shall be signed by Renter and attached to and
incorporated into this agreement as "Exhibit G". At all times Renter will ensure these rules and
regulations are followed. Renter agrees to provide Village residents priority registration,including
early registration and reduced cost registration. Camp attendees will be dropped off and picked
up in a car line style. Camp Staff will be responsible for the security and safety of the youth at all
times during this process and must have a staff member available to walk the youth into the
building at drop off time. Parents are prohibited from entering the Facility at this time,and it is the
responsibility of the Camp Staff to enforce this rule. All Camp Staff will park in the parking lot
across the street from the Facility on Seabrook Road.
4. TERM; TERMINATION; NOTICE: This Agreement shall be for a term of
q wm s , commencing onlOhe+ a.20° 4 and ending on (-M q i ),QA9 .
This Agreement may be terminated without cause by either party upon 60 days written notice to
the other party.This Agreement may be terminated for cause for(i)either party's failure to comply
with the material terms of this Agreement, or(ii) any representation, guarantee, or warranty made
by the other party in this Agreement or any of its exhibits proving to have been incorrect or false
in any material respect when made. In the event that either party wishes to terminate this
Agreement for cause, that party must give the other party written notice of the alleged cause for
termination and seven(77) days to cure the alleged cause for termination.
3
Page 52 of 590
Agenda Item #4:
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.
10. E-VERIFY ELIGIBILITY: The Contractor warrants and represents that it is in
compliance with Section 448.095,Florida Statutes, as may be amended. No later than January 1,
2021, the Contractor shall: (1) register with and use the E-Verify System (E-Verify.gov) to
electronically verify the employment eligibility of all newly hired workers; and(2) verify that all
of the Contractor's subconsultants performing the duties and obligations of this Agreement are
registered with and use the E-Verify System to electronically verify the employment eligibility of
all newly hired workers. The Contractor shall obtain from each of its subconsultants an affidavit
stating that the subconsultant does not employ,contract with,or subcontract with an Unauthorized
Alien,as that term is defined in Section 448.095(1)(k),Florida Statutes, as may be amended. The
Contractor shall maintain a copy of any such affidavit from a subconsultant for, at a minimum,the
duration of the subcontract and any extension thereof. This provision shall not supersede any
provision of this Agreement which requires a longer retention period. The Village shall terminate
this Agreement if it has a good faith belief that the Contractor has knowingly violated Section
448.09(1),Florida Statutes, as may be amended. If the Contractor has a good faith belief that the
Contractor's subconsultant has knowingly violated Section 448.09(1),Florida Statutes, as may be
amended, the Village shall notify the Contractor to terminate its contract with the subconsultant
and the Contractor shall immediately terminate its contract with the subconsultant. In the event of
such contract termination, the Contractor shall be liable for any additional costs incurred by the
Village as a result of the termination.
11. SCRUTINIZED COMPANIES: For Contracts under $1M, the Contractor certifies that
it is not on the Scrutinized Companies that Boycott Israel List created pursuant to Section
215.4725, Florida Statutes, and that it is not engaged in a boycott of Israel. The Village may
terminate this Agreement at the Village's option if the Contractor is found to have submitted a
false certification as provided under Section 287.135(5), Florida Statutes, if the Contractor has
been placed on the Scrutinized Companies that Boycott Israel List created pursuant to Section
215.4725,Florida Statutes, or if Contractor is engaged in a boycott of Israel. For Contracts over
$1M, the Contractor certifies that it is not on the Scrutinized Companies with Activities in Sudan
5
Page 53 of 590
Agenda Item #4.
duplicate public records that are exempt or confidential and exempt from public records disclosure
requirements. If the Renter keeps and maintains public records upon completion of the Agreement,
the Renter 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 THE RENTER HAS QUESTIONS REGARDING THE APPLICATION OF
CHAPTER 1199 FLORIDA STATUTES, TO THE RENTER'S DUTY TO
PROVIDE PUBLIC RECORDS RELATING TO THIS CONTRACT,
PLEASE CONTACT THE VILLAGE CLERK, RECORDS CUSTODIAN
FOR THE VILLAGE, AT (561) 768-0685, OR AT lmcwilliams(&,teguesta.org,
OR AT 345 TEQUESTA DRIVE, TEQUESTA, FLORIDA 33469.
15. HEADINGS: The headings contained in this Agreement are provided for convenience
only and shall not be considered in construing, interpreting or enforcing this Agreement.
16. SEVERABILITY: The invalidity or unenforceability of any provision of this
Agreement shall not affect the validity or enforceability or any other provision of this
Agreement and this Agreement shall be construed and enforced in all respects as if the invalid
or unenforceable provision is not contained herein.
17. WAIVER: No waiver by the Village of any provision of this Agreement shall be
deemed to be a waiver of any other provisions hereof or of any subsequent breach by the Renter
of the same, or any other provision or the enforcement hereof. The Village's consent to or
approval of any act requiring the Village's consent or approval of any act by the Renter shall
not be deemed to render unnecessary the obtaining of the Village's consent to or approval of
any subsequent consent or approval of, whether or not similar to the act so consented or
approved.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the
date and year first above written.
WITNESSES: [ ]
c
7
Page 54 of 590
Agenda Item #4.
By:
(Corporate Seal)
VILLAGE OF TEQUESTA
r
�e f
ATTEST: By: Greg Corbitt,IParks and Recreation Director
Recreation Supervisor
Page 55 of 590
Agenda Item #4.
Attest: Village of Tequesta
,_ y
Date: � � G� Date:
Jeremy
Y YY1 pr1 DigitaIly signed by Jeremy Allen
11)I y J 1 1 A I I C 1 1 Date:2024.01.1 1 08:39:44
� -OS'00'
Lori McWilliams, MMC Jeremy Allen, Village Manager
Village Clerk
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(Village Sell :iNcoR��� 'D=
RATED
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Name of Company 5(x-y�turc,�_ (1nL
(Project Name) �,1Yr1v' ��Ulti�
Date: S �C1h ZyL`1
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Name of person at company responsible for signing title
Page 56 of 590
Agenda-Item #4.
Exhibit
Page 57 of 590
Agenda Item #4.
,,ON PAkK
�p S
� O Lc p \
� - O
a 2
,q 2
t
9�KSa kecaE.p �
Activity Proposal Form
Camps
Your Name '._,�l ��
Company Name (� - ��
Contact Phone Number
Contact E Mail ��Gti —C l e7-Ln a 1,
Title of Camp
Description of Camp:
Preferred Start Date
Preferred end date
Preferred room
Times camp will meet
Ages of campers l
Page 58 of 590
Agenda Item #4.
Exhibit 6
Page 59 of 590
Agenda Item #4.
Exhibit B-Playrground Supervision Plan
Sportstyme staff will do a head count before exiting the TRC gym and as they re-enter the TRC gym.The
Sportstyme Director will also do periodic head counts and remind the staff of the importance of head
counts.
C<
Page 60 of 590
Agenda Item #4.
Playground Supervision
All coach protocols will be followed by Sportstyme coaches whether inside or outside.A sight line needs
to be maintained at all times with the individual coaches play groups.All coaches need to maintain a
headcount of their individual group. In case of inclement weather,the group will be moved to a safe
place immediately.
Page 61 of 590
Agenda Item #4.
Exhibit C
Page 62 of 590
Agenda, Item #4.
Exhibit C-Restroom Supervision Plan
Sportstyme Staff will monitor all restroom breaks when campers exit the TRC for bathroom breaks. Staff
will step outside while the camper is using the outside restroom or stand in the doorway of the door
exiting the TRC gym in order to maintain visual contact.
c
c�
Page 63 of 590
Agenda Item #4.
Exhibit D
Page 64 of 590
Agenda Item #4.
Exhibit D-Heat Advisory Plan
Sportstyme staff will monitor the weather conditions and provide as many water and inside breaks as
needed to maintain our'safe,fun,and secure" motto.
Page 65 of 590
Agenda Item #4.
Exhibit E
Page 66 of 590
Agenda Item #4.
Exhibit E-Drop off Pick up Plan
Parents will be notified at Monday am drop off that if they have chosen the late stay option they must
park in a TRC parking spot and enter through the Sportstyme door on the side of the building for late
stay pick up.
Page 67 of 590
Agenda Item #4.
Exhibit F
Page 68 of 590
Agenda Item #4.
Exhibit F-List of staff qualifications,trainings, and pre-screening
All staff must be 16 years of age, apply online, be interviewed and hired after interviewing. They must
be fingerprinted and subsequently background checked. They must attend pre-camp training session
with program director.
Page 69 of 590
Agenda Item #4.
Exhibit G
Page 70 of 590
Agenda Item #4.
Exhibit G-Emergency Action Plan
The Sportstyme Director or Director on Duty will have access at all times to the emergency contact
information for Sportstyme parents. If 911 is called the TRC staff and emergency contact will be notified
as soon as possible.
Page 71 of 590
asanea Item rca.
SP�RTs �me
COACH HANDBOOK
Agenda Item #4.
How to read this handbook
As you read this handbook, you'll come across sections labeled Mandatory. Mandatories are very
important to the program because they help fulfill our duties and safety standards as childcare providers.
Aside from Mandatories, you'll also find our Best Practices. Best Practices are suggestions rather than
requirements. Every year, we collect and expand our best practices based on coach surveys and feedback.
Please set aside 15-20 minutes to read this entire handbook in one sitting. The end of this handbook
includes a detachable "cheat sheet" to help you retain and quickly review what you have learned.
Legal Disclaimers
All rights reserved. The material in this handbook may not be shared, reproduced, or distributed, in whole or
in part, without the prior written permission of SportsTyme Affiliated Inc.
Nothing contained in this handbook is intended to, nor does it create a contract of employment for any specific
duration. Employment can be terminated with or without cause and with or without notice at any time at the
option of either you or the company. No employee of the company has the authority to enter into any
agreement for employment for any specified period of time or to make any agreement contrary to the foregoing.
2
Page 73 of 590
Agenda Item #4.
Curriculum (CR)
The goal of our curriculum is to create a
relaxing environment where kids can gain
confidence, learn new sports, and make
friends. As coaches, we are responsible for
implementing this curriculum by consistently �r
applying the Mandatories laid out in this �;x4
section.
CR. 1 Electronic Device Policy for Campers
Mandatory
Campers may bring cell phones and other personal electronics to camp: however, they can only use them
during specific parts of the day- open gym, snack, and lunch breaks.
Campers who abuse this privilege by using their devices during structured activities, or using them for
inappropriate behavior, will have their privileges revoked.
How You Will Demonstrate Compliance
• Campers can only use electronic devices during specific parts of the day- open gym, snack, and
lunch breaks.
CR. 2 Rules of Respect
Mandatory
"Do unto others as you would have them do unto you." At SportsTyme, the Golden Rule informs our Rules of
Respect. The Rules of Respect are as follows:
• Respect Each Other
• Respect the Coaches
• Respect the Equipment
• Respect the Environment
By reciting the Rules of Respect every day, we communicate our expectations to campers and reinforce
those expectations.
How You Will Demonstrate Compliance
• Memorize and recite the Rules of Respect with campers every morning.
3
Page 74 of 590
Agenda Item #4.
CR. 3 Discipline Procedure — "3 Strike Rule"
Mandatory
When a child breaks a Rule of Respect, we follow our discipline procedure to ensure that bad behavior does
not continue.
Every camper receives a wristband at the start of the day, which they must wear until they leave. The
wristbands keep parents informed by showing them at-a-glance how their child is behaving at camp.
1 , The first time a child breaks a Rule of Respect,
they get an "X" on their wristband.
2. The second time a child breaks a Rule of
Respect, they get their wristband taken away. K
3. The third time a child breaks a Rule of
Respect, the coach fills out a Behavior Report
Form (see CR. 4) and gives it to the director.
Best Practices
After marking a wristband with an "X," or taking it
away from a camper, ask the group which Rule of
Respect was broken. By doing this, we achieve two
things:
1. We reinforce learning by having campers recite the rule.
2. We show the campers that breaking a Rule of Respect has real consequences.
How You Will Demonstrate Compliance
• Consistently enforce the 3 Strike Rule among campers by carrying a pen or sharpie,
4
Page 75 of 590
Agenda Item #4,
���� /1 [���i~��/'��� ��������rf F—���yTl
����, �� Behavior Report Form
/ /
Mandatory
|fa child displays 8 repeated pattern of misbehavior hv getting their wristband taken away, a Behavior Report
is filled out and given to the director. Ask your director where forms are located,
BEHAVIOR REPORT
Coach
Best Practices
Filling out Behavior Report Forms is never fun, but it is necessary. If you have a child in your group who is
consistently misbehaving and the parents never find out about it, you are at fault, not the child. If you f||| this
form out, give it tn your director dssoon as possib|n, and they will make suns it makes it home.
How You Will Demonstrate Compliance
* Fill out Behavior Report Forms when needed and give them to your director.
Page 78Of5QO
Agenda Item #4.
CR. 5 Religious / Sensitive Topics
Mandatory
SportsTyme is a Christian program, and we are immensely proud of that fact; however, specific topics are
better left for the home or church. Coaches cannot conduct alter-calls or discuss things such as heaven or
hell. The devotional curriculum is the responsibility of our camp directors.
Furthermore, Coaches need to be proactive about shutting down other sensitive discussions. Kids are curious
by nature and are prone to bring up topics such as smoking, drugs, tattoos, body piercings, sexuality, dating,
politics, death, divorce, and the personal lives of staff members, Discussions like these have no place at
camp.
How You Will Demonstrate Compliance
• Stop campers from engaging in sensitive/inappropriate discussions,
CR. 6 Zero-tolerance Policy
Most camper misbehavior is addressed using our wristband system. However, SportsTyme has a zero-
tolerance policy for the following misconduct. If a camper does any of the following, notify your director
immediately.
• A camper physically harms another camper or coach.
• A camper uses profane language or curses.
• A camper, or group of campers, demonstrates a pattern of bullying.
Our zero-tolerance policy is designed to quickly address the worst kind of misbehavior to create a safe and
reputable environment.
How You Will Demonstrate Compliance
• Notify your director immediately if a camper physically harms someone, uses profane speech, or
bullies.
6
Page 77 of 590
Agenda Item #4.
Code of Conduct (CC)
At SportsTyme, we teach our campers a philosophy of respect, but we can't champion that philosophy
unless we practice it ourselves. We must create a working environment where mutual respect can grow and
flourish. This section will highlight what it means to be a responsible team member.
CC. 1 Availability & Hours
Mandatory
Work schedules are managed by the director using an online platform called 'When I Work.' You must check
upcoming camp dates on the SportsTyme website and submit for time-off you might need before the season
starts. Time-off requests submitted after the season starts are subject to director approval,
• View camp dates by location:
http://sporLsi.ymecamQs.com/camp-info/
• How-to: Request Time-off on PC/MAC:
h[LQs://hellQ.wheniwork.com/articles/requesting-
time-off-computer/
• How-to: Request Time-off on Android:
hi:LpsT//hel//help.whcniwork.com/articles/requesling--
time-off-android/
• How-to: Request Time-off on iPhone:
hops://hclQ.wheniwork.com/articles/requesting_
time-off-!Qhone-ipad/
How You Will Demonstrate Compliance
• Submit time-off requests via When I Work for director approval.
Page 78 of 590
Agenda Item #4.
CC. 2 Basic Clock-in/Clock-out Etiquette
Mandatory
Check When I Work and adhere to the schedule by arriving on time for your shift each day. Inform the
director before leaving at the end of each shift if they are still on campus.
How You Will Demonstrate Compliance
• Arrive for work on time and notify the director before leaving at the end of each shift if they are on
campus.
CC. 3 Break Time
Mandatory
Every coach working a full shift (8.5 hours) must take a 30-minute break each day. This break is unpaid, so
you are welcome to come and go from the campus as you please, Ask your director when your break is
scheduled.
How You Will Demonstrate Compliance
• Know when your 30-minute break is scheduled,
CC. 4 Electronic Device Policy for Staff
Mandatory
WARNING: Bring electronics to camp at your own risk. You and you alone will be responsible for damages,
replacements, or repairs, Coaches who bring their cellphone to camp must also abide by the rules outlined
below:
✓ The only time a coach can use a phone within eyesight of a camper or parent is if he or she is using
it for something directly camp-related.
✓ The only time a coach can use their phone for recreation is during their allotted 30-minute break
(see CC. 3).
How You Will Demonstrate Compliance
• Only use a phone within eyesight of a child/parent if it is for something directly camp-related.
8
Page 79 of 590
Agenda Item #4.
CC. 5 Dress Code & What to Bring
Mandatory
Coaches must wear a SportsTyme shirt, close-toed
shoes, and shorts every day, Use common sense
when choosing clothing appropriate to a childcare j
setting,
Coaches who want to get wet on water day should
bring their bathing suits, but they must arrive at
camp wearing their SportsTyme shirts.
Best Practices
We recommend bringing a whistle to camp. Why?
Because a coach who utilizes a whistle correctly never has to raise their voice.
For example, before starting your first activity on Monday, let your group know that whenever they hear the
whistle blown three times, everyone needs to freeze. Suddenly, getting quiet is a fun game. Practice this
game a few times until your group gets the idea,
How You Will Demonstrate Compliance
• Adhere to the dress code.
CC. 6 Staff-to-Staff Communication
Mandatory
For the safety of our children and fellow staff members, all coaches must carry a two-way radio while on
campus (provided). Radios keep the team in constant contact for the day-to-day stuff and emergencies.
Camp emergencies include, but aren't limited to;
• Missing Child
• Camp Intruder
• Severe Weather
• Major Injury or Medical Issue
How You Will Demonstrate Compliance
• Always carry a two-way radio.
9
Page 80 of 590
Agenda Item #4.
CC. 7 Staff-to-Parent Communication
Mandatory
If a parent needs to be contacted(emergency or not), please alert your director. Unless your director gives
you explicit instructions to the contrary, contacting a parent is their responsibility,
How You Will Demonstrate Compliance
• Do not contact a parent without permission from the director.
CC. 8 Equal Distribution of Workload
Mandatory
Coaches need to support fellow staff members by sharing the workload. Coaches need to share
responsibilities, so no one coach carries the team,
Best Practices
If you find yourself melting into the background while other coaches take the lead, be more proactive by
offering help. Conversely, if you continually take the lead, you should step back and encourage your fellow
coaches into more active roles.
How You Will Demonstrate Compliance
• Support fellow staff members so work feels equally distributed,
CC. 9 Staff Write-up Procedure
Mandatory
Each coach's responsibility is to ensure they are fulfilling the mandatories outlined in this handbook. Any staff
member who is not meeting their responsibility to the team is subject to a write-up. A write-up usually comes
from a director after a verbal warning. A formal write-up may become grounds for dismissal, especially if the
pattern of misconduct continues.
How You Will Demonstrate Compliance
• Uphold the Coach Handbook and fulfill camp duties to avoid a write-up.
10
Page 81 of 590
Agenda Item #4.
CC. 10 Coach Participation
Mandatory
Coaches need to engage during structured and unstructured activities. Kids need guidance and should not be
left alone to figure things out independently.
• Coaches should play alongside campers, not sit on the sidelines, including structured and
unstructured time, such as open gym,
• If a child is sitting out, go out of your way to make them feel welcome and included. Make things
fun for campers, which is particularly important during open gym.
Best Practices
While it is true that the director sets the activity
schedule, coaches have a lot of control over how
each activity gets played. The best coaches can
sense when campers are not engaged, and they
use their creativity to put a spin on things, For
example, tell campers that the first person to
make a basket in basketball wins candy. Or put a
M
spin on a soccer game by pitting the boys
against the girls (with the coach playing on the
�a
weaker team). The only limit to an activity is your
imagination!
How You Will Demonstrate Compliance
• Do not sit unless campers are sitting, and actively engage with campers during structured and
unstructured time.
CC. 11 Sexual Harassment
Mandatory
If you or a fellow team member is the target of sexual harassment, we want to know about it. Contact your
camp director or the camp owners directly to submit your complaint. You can choose to remain anonymous.
How You Will Demonstrate Compliance
• Submit sexual harassment complaints to either the director or camp owners.
11
Page 82 of 590
Agenda Item #4.
Safety Policies and Procedures (SP)
Safety is our top priority.
SP. 1 Headcounts
Mandatory
Once coaches are assigned a group, they are responsible for ensuring that no child wanders off without
supervision. All coaches must take a headcount to establish the number of kids in their group and then
recount their kids before each activity.
If you perform a headcount and find you are missing a child, please stay with your group and contact your
director for assistance.
How You Will Demonstrate Compliance
• Perform a group headcount at the start of the day and again before each activity.
SP. 2 Hydration
Mandatory
Keep your group hydrated. Coaches need to encourage campers to
bring their water bottles to each activity by having structured water
breaks throughout the day.
How You Will Demonstrate Compliance
• Have campers take regular water breaks.
�rw.
1
i�
Page 83 of 590
Agenda Item #4.
SP. 3 Bathroom Procedure
Mandatory
When monitoring bathroom breaks, coaches must ensure that privacy is always maintained. If kids misbehave
in the bathroom, call them outside and deal with it there, Never accompany a camper to the bathroom alone
(see SP. 4). IV kids should have a volunteer or coach escort them to the bathroom,
Best Practices
If you lead a group of IV kids (5-8), take regular bathroom breaks- preferably between each activity. Younger
children are less attuned to their bodies, but a child says they must go right away, take their word for it. It is
better not to risk an accident.
For older campers (9-13), you do not need to take regular bathroom breaks. If an older camper needs to go
immediately, you may send them using the buddy system, Make sure campers are not gone too long. Kids
like to cause trouble in the bathrooms, where they know adults are not watching. Call your director if you
need assistance,
How You Will Demonstrate Compliance
• Make sure privacy is maintained for campers while monitoring bathroom breaks.
SP. 4 One-on-One Policy
Mandatory
Coaches should never place themselves in a situation where they are one-on-one with a camper. If a coach
needs to address a camper one-on-one, they need to make sure it is within eyeshot of another coach or
group.
Best Practices
If you need to escort a child to the bathroom or somewhere other people won't be around, ask the child to
bring a friend or two with them. As always, call your director if you need assistance.
How You Will Demonstrate Compliance
• Never create a situation where you are entirely alone with a camper.
13
Page 84 of 590
Agenda Item #4.
SP. 5 Safety Certifications
Mandatory
Every staff member must obtain their certifications and keep those certifications current; otherwise, they will
not be allowed to coach at SportsTyme.
• First-Aid Certification
• CPR/AED Certification
How You Will Demonstrate Compliance
• Obtain certification in First-Aid/CPR/AED and keep it current,
Page 85 of 590
Agenda Item #4.
Emergency and Medical Procedures (EM)
Knowing our emergency and medical procedures will help keep you, your kids, and your team prepared for
the unexpected.
E M . 1 Intruder & Active Threats
Mandatory
It is everyone's responsibility to stay vigilant for potential intruders and active threats,
How You Will Demonstrate Compliance
• Identify adult visitors who are not accompanied by a coach and contact the director about any
suspicious activity occurring on or around campus.
EM . 2 Injuries/Illness
Mandatory
Coaches can and should treat campers for minor scratches, bumps, and bruises, Coaches are encouraged to
use their best judgment and training in healthcare matters and always use caution. Do not attempt anything
outside our scope to handle. Ask the director where first-aid kits are located and do not hesitate to ask for
assistance.
SportsTyme does not retain an on-site nurse. In the event of a significant injury, coaches should do
everything to aid and assist. Coaches should use their best judgment and contact emergency services if they
believe that time is of the essence. Coaches also need to contact the camp director as soon as possible. In
the event of any injury or illness, coaches must complete an Accident-Injury Form (see EM. 3).
How You Will Demonstrate Compliance
• Use your best judgment and training to aid and assist with injuries/illness.
15
Page 86 of 590
Agenda Item #4.
EM . 3 Accident-Injury Report Form
Mandatory
For injuries big or small, fill out an Accident-Injury Report Form, Also, if a child gets hit by another child, fill
out a form. It is better if a parent hears of an incident from us directly. The director knows where these forms
are located, Give completed forms back to the director so they can send them home.
ACCIGEnr—injURY REPORT .
C:arn�ter:'��arrc: ,
CoaClt N;, e:
1',h�iti, ir.,itu�� 'l l4r�c•�s; ,.t - ::.. t; ;; ,_...
t3-,at& !cite of lrtlur�%I1ltics : I
Place o 11;•UiZ: °
i" nal i
r
frc•atilleilt Iry n:
C«ach �1LT12ttilr�: '�
e.-,Ir-i:ef i�. n:,.
:t m _nrk _flier'._,i.
How You Will Demonstrate Compliance
• For injuries big or small, fill out an Accident-Injury Report Form and give it to the director.
16
Page 87 of 590
Agenda Item #4.
EM . 4 Weather and Natural Disasters
Mandatory
If weather conditions and the like become a concern during camp, please contact the director. In the event of
a thunderstorm or other more extreme weather event, calmly move your group to safety first, then contact
the director. Safe locations include a cafeteria or gym (away from windows).
How You Will Demonstrate Compliance
• Keep campers safe from bad weather conditions by moving them to safety and contacting the
director.
17
Page 88 of 590
Agenda Item #4.
Coach Handbook Cheat Sheet
Curriculum
• CR. 1 Campers can only use electronic devices during specific parts of the day-open gym, snack, and lunch
breaks.
• CR. 2 Memorize and recite the Rules of Respect with campers every morning,
• CR. 3 Consistently enforce the 3 Strike Rule among campers by carrying a pen or sharpie.
• CR. 4 Fill out Behavior Report Forms when needed and give them to your director,
• CR. 5 Stop campers from engaging in sensitive/inappropriate discussions.
• CR. 6 Notify your director immediately if a camper physically harms someone, uses profane speech, or bullies.
Code of Conduct
• CC. 1 Submit time-off requests via When I Work for director approval.
• CC. 2 Arrive for work on time and notify the director before leaving at the end of each shift if they are on
campus.
• CC. 3 Know when your 30-minute break is scheduled.
• CC. 4 Only use a phone within eyesight of a child/parent if it is for something directly camp-related.
• CC. 5 Adhere to the dress code.
• CC. 6 Always carry a two-way radio.
• CC. 7 Do not contact a parent without permission from the director.
• CC. 8 Support fellow staff members so work feels equally distributed.
• CC. 9 Uphold the Coach Handbook and fulfill camp duties to avoid a write-up.
• CC. 10 Do not sit unless campers are sitting, and actively engage with campers during structured and
unstructured time.
• CC. 11 Submit sexual harassment complaints to either the director or camp owners.
Safety Policies and Procedures
• SP. 1 Perform a group headcount at the start of the day and again before each activity.
• SP, 2 Have campers take regular water breaks.
• SP. 3 Make sure privacy is maintained for campers while monitoring bathroom breaks.
• SP. 4 Never create a situation where you are entirely alone with a camper..
• SP. 5 Obtain certification in First-Aid/CPR/AED and keep it current.
Emergency and Medical Procedures
• EM. 1 Identify adult visitors who are not accompanied by a coach and contact the director about any
suspicious activity occurring on or around campus.
• EM. 2 Use your best judgment and training to aid and assist with injuries/illness.
• EM. 3 For injuries big or small, fill out an Accident-Injury Report Form and give it to the director.
• EM, 4 Keep campers safe from bad weather conditions by moving them to safety and contacting the director.
18
Page 89 of 590
Agenda Item #4.
Village of Tequesta
Department of Fire-Rescue Services
e or reQ
357 Tequesta Drive `' , 561-768-0500
Tequesta, FL 33469 At�'�, www.tequesta.org
i9e H%S
James Trube, Fire Chief
To:Jeremy Allen,Village Manager
From:James Trube, Fire Chief 4—'�-�
Date:January 4, 2024
Re:Total Caring Training Site Agreement
Please find attached Training Site Agreement from Total Caring Health Education Staffing to the Village
of Tequesta.The agreement is valid from 1/1/2024-1/1/2025 and may be renewed at the end of that
time period. Both parties agree to abide by the terms and conditions of the proposal and thus,the
agreement has been signed by both parties.The associated fees are as follows:
• Basic Life Support Provider cards: $6.75
• All instructor cards: $8.25
• Advanced Cardiac Life Support cards: $8.25
• Pediatric Advanced Life Support cards: $8.25
• Heartsaver, First Aid Provider cards: $19.95
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
Page 90 of 590
Agenda Item #4.
TotalCaring
Health Education&Staffing,Inc.
Training Site Agreement
This is an agreement between TotalCaring Health Education&Staffing,Inc.with its
principal place of business at 98137 Little Piney Island Point, Fernandina Beach, FL 32034 and The
Village of Tequesta Fire Rescue with its principal place of business at 3S7 Tequesta Drive,
Tequesta, FL 33469.
WHEREAS, the American Heart Association is a nonprofit organization dedicated to fighting heart
disease and stroke and sets guidelines for emergency cardiovascular care("ECC")and ECC training;
WHEREAS, Certified Training Center(TotalCaring, Inc.) provides and manages ECC training
under the guidelines and curriculum of the AHA; and Training Site(Village of Tequesta Fire
Rescue)would like to provide ECC training under same guidelines and curriculum of AHA:
NOW THEREFORE, in consideration of the mutual promises set out herein, the parties hereby
agree as follows:
1. DEFINITIONS:
1.1 AHA Materials: "AHA Materials" shall mean all ECC materials published by the
AHA, including, but not limited to, textbooks, instructors manuals, tests, keys,
evaluation forms, newsletters, course completion cards, and course participation
cards.
1.2 Courses: "Course" or"Courses" shall mean the approved ECC courses listed
below in which course cards will be distributed.
A. Basic Life Support(BLS)
Provider Course(s)
Instructor Course(s)
B. Advanced Cardiac Life Support(ACLS)
Provider Course(s)
Instructor Course(s)
C. Pediatric Advanced Life Support(PALS)
Provider Course(s)
Instructor Course(s)
1.3 Course Cards: "Course Cards" shall mean those cards bearing the AHA
Servicemarks and ECC logo which TS may distribute to students pursuant to
Program Guidelines to indicate that the student participated in or successfully
completed a course.
Page 91 of 590
Agenda Item #4.
1.4 Geographic Territory: The"Geographic Territory" shall mean the State of
Florida.
1.5 Training Site: "Training Site" shall mean persons or organizations engaged or
authorized by CTC to teach courses and for whom CTC will process course
rosters.
1.6 Instructors: "Instructors" shall mean persons engaged or authorized by CTC or
TS to teach courses.
1.7 Program Guidelines: "Program Guidelines" shall mean the then current
Guidelines for Cardiopuhnonary Resuscitation and Emergency Cardiac Care, and
most recent version of the CTC Program Administration Manual, as they may be
amended and/or supplemented by the AHA from time to time. The Program
Guidelines are incorporated herein by reference as if fully set forth at length.
2. RESPONSIBILITIES OF TRAINING SITE:
2.1 Courses: TS shall conduct courses only within geographic territory. TS shall
ensure that all courses taught by TS and/or Instructors conform to requirements of
AHA.
2.2 The TS will support the Chain of Survival initiatives in cooperation with the
AHA in their region and/or community, within available resources as outlined in
Program Guidelines.
2.3 Rosters&Course Completion Cards:
2.3.1 TS shall safeguard Course Cards from unauthorized distribution. It shall
limit the distribution of course cards only to persons who are students of
the TS and/or Instructors who have met the requirements for receipt of
course cards in accordance with Program Guidelines. Only the approved
TS Coordinator may receive course cards from the CTC and will be solely
responsible for control and security of card issuance. This responsibility
may not be assigned or transferred to any other organization or individual,
including Training Sites or Instructors. TS shall insure that only the
appropriate type of course card, as set out in the Program Guidelines, is
issued to each student. The fee for basic life support(BLS) Provider cards
for TS, payable to CTC is $6.75 per card, Heartsaver, First Aid Provider
card fee is $19.95 per card, and the fee for advanced cardiac life support
(ACLS), pediatric advanced life support(PALS) Provider Cards and ALL
instructor cards (BLS, ACLS, PALS)for TS, payable to CTC is $8.25 per
card. (fees do not generate income to the American Heart Association).
2.3.2 TS shall maintain rosters and records for all courses conducted by TS for at
least 3 years after the date the course was conducted.
2.3.3 TS shall submit statistical data and/or reports to the CTC as required
under the Program Guidelines.
3. Reviews:
The CTC may monitor and/or review the TS performance and compliance with
Program guidelines and AHA curriculum at least once each year through a review
of course records, site reviews, and course audits. This shall be in addition to the
monitoring of Instructors as part of their review.
Page 92 of 590
Agenda Item #4.
4. Costs and Fees:
All costs of providing courses and fees charged to students shall be the
responsibility of the TS. The AHA or CTC shall not have any responsibility for
anv costs incurred, or fees charged by TS. The AHA is paid no fees by the CTC or
TS or instructors, and the AHA has no financial interest in the business of the CTC
or TS.
S. Relationship of Parties:
The parties acknowledge and agree that the relationship created by this agreement
is that of independent contractors, each is an independent business entity, and
such, neither party may represent itself as an employee, agent or representative of
the other; nor may it incur any obligations on behalf of the other party; nor are the
parties joint ventures or partners; nor does the relationship created under this
agreement constitute a franchise.
6. Term and Termination:
The term of this agreement shall be for ONE YEAR(usually a one year period—
however covers the entire period between the end of the previous agreement),
beginning on January 1,2024 and ending on January 1,2025 (renewable
annually. It may only be extended by mutual written agreement of the parties.
Each party is Gee to decline to renew or extend the term of this agreement.
Agreements are renewable annually.
This agreement may be terminated by either party if the other party breaches any
term or condition of the Agreement and fails to cure the breach within ten business
days after receipt of written notice describing the breach. TS acknowledges and
agrees that breach includes, but is not limited to, failure by TS to comply with
program and/or curriculum guidelines, and that neither the CTC nor its affiliates
or officers, employees, volunteers or agents shall have any liability for any
resulting termination under this agreement.
This agreement may also be terminated by either party, without cause, upon thirty
(30) days' prior written notice.
AGREED:
TotalCaring ealth Education& Stafl'mg, Inc. Tequesta Representative/ r V 61 a g L r a 9e
BY: BY:
Title: Title: �'`�
Date: _ Date: I l c 1 0
Lastrevised: 1/22, 10/22, 12/23
Dr. Deborah Fisher Terry, DNP, APRN, ANP-BC, AGACNP-BC
Page 93 of 590
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) 768-0440, OR AT
Imcwilliams@teguesta.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 94 of 590
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 ("WAI"), available at
www.w3.org/TR/WCAG/."
Page 95 of 590