HomeMy WebLinkAboutDocumentation_Regular_Tab 08_01/09/2014 � VILLAGE OF TEQUESTA
AGENDA ITEM TRANSMITTAL FORM
1. VILLAGE COUNCIL MEETING:
Meeting Date: Meeting Type: Regular Ordinance #: �� �ick here to enter text
January 9, 2014
Consent Agenda: No Resolution #: C!ick here tc enter tex�.
Originating Department: Manager
2. AGENDA ITEM TITLE: (Wording form the SUBJECT line of your staff report)
1. Authorizing CRS MAX Consultant, Inc. to perform services relative to the 5 Year
Community Rating Systems (CRS) Compliance Audit, allowing Village of Tequesta
resident to received discounted flood insurance premiums.
3. BUDGET / FINANCIAL IMPACT:
Account #: 001-180-534.300 Amount of this item:
$9,000.00
Current Budgeted Amount Available: Amount Remaining after item:
$0
$0
Budget Transfer Required: No Appropriate Fund Balance: Yes
4. EXECUTIVE SUMMARY OF MAJOR ISSUES: (This is a snap shot description of the agenda item)
Authorizing CRS MAX Consultant, Inc. to perform services relative to the 5 Year Community
Rating Systems (CRS) Compliance Audit, allowing Village of Tequesta resident to received
discounted flood insurance premiums.
5. APPROVALS:
Dept. Head: Finance Director: ❑ Reviewed for Financial
Sufficiency
� No Financial Impact
Attorney: (for legal sufficiency) Yes ❑ No ❑
Viltage Manager:
• SUBMIT FOR COUNCIL DISCUSSION: � �`� y��k"l
• APPROVE ITEM: ❑ �� � � ��
• DENYITEM: �
Form amended 08/26/08
Village of Tequesta Date: 1/9/2014
Purchase Order Requisition Date Purchase Order is Req'd: ASAP
(Not a Purchase Order) Departmenfi Buildin De artrnent
Req. #:
Quotes Received: 3 (See Attached) Recommended Vendor. Vendor #:
Vendors B1ds CRS Max Consultants, Inc.
1 CRS Max Consultants, Inc. * $9,000.00 Address: 3331 NW 71 st Street
2 Lux Consultin LLC $8,000.00 City: Ca;onut Creek
3 NZ Consultants, Inc. $22,000.00 State & Trp: Florida 33073
Comments:
*CRS Max has lon histo of workin with ISO/CRS S ialists, who are alr�d Imowl� eable in the new manual
which includes u rules and ulatlons, and ca le of m�tin the March 2014 com le�on d�dline. CRS ha�
rovid� this s�ervice to other local urisdicaitons with succe�s in obtainin favorable ratin a Their ro
i9 a flat fee with a not to exceed amourrt.
Manuf./ Available Balance
Item Descri tion Part# Unit Price Total Cost Account # Finance Use Onl
2013 CRS Com liance $ 9,000.00 $ 9,000.00 001-180-534.300
5 Year Audit $ -
$ -
$ -
$ -
$ -
$ -
$ -
$ -
$ -
Total: $ 9,000.00
Finance/Administrative U� Only:
De artrnent Head Si nature: Date:
Finance Si nature: Date:
Villa e Mana er A roval: Date:
Villa e Council roval: Resolution #: Date:
PO#: Processed By: Date:
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Memo
To: Michael Couzzo, Jr.
Village Manager
Frorri Buck Evans, Building Official
Date: 12/30/2013
Re: Community Rating Systems/CRS 5 Year Compliance Audit
In follow up to the required Community Rating System 5 Year Audit which allows the Village of
Tequesta to receive reduced flood insurance premiums, the following recommendation is provided.
After reviewing all proposals received, CRS Max Consulting, Inc. in my opinion would provide
the services the Village of Tequesta requires in order to complete the necessary compliance
requirements.
The Village of Tequesta currentty has a deadline of March, 2014 to have this project
completed as per the deadline imposed by the CRS Specialist. In my interviews with different
venders I feel as though CRS Max would be able to meet this deadline as this is their specialty.
There is a new manual with updated rules and regulations that CRS Max is fully aware of and
current with. In my conversations with other venders there would be a learning curve to
understand the new regulations. I feel as though this would be a hindrance in meeting the March
deadline.
In addition, CRS Max has clients in local jurisdictions who have highly recommended
them. One of their clients has one of the highest ratings in the state of Florida. They also have
had a long history of working with ISO/CRS Specialists. Their proposal is a flat fee for
compliance consulting services without any extra miscellaneous charges as other venders have
proposed.
It is my recommendation, CRS Max, Inc. should perform the work required to bring the Village of
Tequesta into compliance.
Thank you.
�
�
'�' - VILLAGE OF TEQUESTA
, <''^ Planning and Zoning Department
To: Mr. Michael Couzzo, Village Manager
From: Nilsa Zacarias, AICP, Planning and Zoning Director ��
Date: 12.30.13 �--"' •
Ref.: Community Rating System (CRS) Program
The Community Rating System (CkS) is a national program developed by the Federal Emergency felaragement
Agency (FEMA). The National Fload Insurance Program (NFIP) provides federally backed flood insurance within
communities that enac; and enforce floodplain r2gu�atians. To be covered by a flood insurance pvlicy a praperty
must be in a community that participat�s in the PJFIP. To qualify for the NFIP, a community adopts and enforc2s a
floodplain management ordinance to regulate development in flood hazard areas.
The CRS Program recognizes, encourages and rewards communities [hat go beyond the minimum required by the
NFIP. Under the CRS, the flood insu� ar.ce premiums of a community`s residents and businesses are �iiscou�ted.
A community receives a CRS classification based upon the total credit for activities such as Public Information;
Mapping and Regulations; Flocd Dama;e Reduction; and Warning and Resporse. Th� Village of Tequesto is part
of the CRS Program, "Class 8" which allows residents to receive 536 discount of their flood insurance.
A requirement of the CRS Program is to file a yearly recertification that reports required activities. As a CRS
Coordinator for 2D12, ! fille� elf required infQrmction and provided the annual re�ort to il�rs. Heidi Liles, !SO/CRS
Specialist. Please see attached e-mail confirming that 2012 Recertification process was successf!ell� a�com�lished
and the Village remained in gr•od standiny ir thE CRS Program.
Every five (5; year the CR PfC?�f3^'. reqaires an ir,-depth• cycle verification rep��rt. ThQ cyr.�e eierificat�on is basjd
on the 2013 CRS Coordir.ator's �ar.ua! �,�nich pro��ides detailed clarification of ali requirer.�ents and proceciures.
For the Five Year Verificatian R��c�rt, the CRS Coordinator needs to prepare and provide c�ecurner,taiion that
supports continue im�IQmentation of each act�vitv:
Activity 230- Veriiic��t?on
Activity 320- Elevation Cerf;fic:�±��;
Activity 320- Map Inform�iion Se:vi�es
Activity 330- Outre.�ch Projects
Activity 350-Flood p�o�e�..tic�: � Inf�3rrr:ation
�ctivity 420- �per SF;ac� �r_°,r�;v:_azic�n
F�ctivity 430- Hig�ier f;e�,�;l-,to+��� �ia►;d 3rds
Activity 440-Flood Daia f4lGintenance
Activity 450- Stormwater !49�rane���ent
Activity 501- Repetitive Loss
Activity 510- Floodpla�n ManagAment Plan�ina
Activity 540- Drainage S�j �l1 �v�Ginte��ar�ce
Activity 610- Flood V�larnin€, Pro_e,ram
Mrs. Heic�i Liles CRSJ-`5� Sp� �i�ris�, n��.s bee�r :n c;�ntact �viih the 4'i!!a_qe oJ 'r'et,u�sra t�> i;�ific�;e r:ie FI`lC Yeri�
Verification Report. Alse, please no±ice that my current responsibilities as Plann:ng and Zoning Director d�es not
irclude the CRS Pr�ograrn (per 2i7i3 Conira�il. Fiease {et mE knaw if there is anythi�,g e�se ! �dii fac:ilitaie iu +��tov�
forward this important Villabe initiative.
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tacarias� IYilsa �
�rom: Liles, Heidi [HLiles�ve�sk.com]
3er�t: Friday, November 02, 201211:06 AM
'fo: Zacarias, Nilsa
SubJect: Tequesta CRS '
Dear CRS Coordinator:
1"his is to acknowledge that I received the 2012 Communifiy Rating System (CRS)
F�ecerti ication for fihe Village of Tequesta. B revie�red the Activity Worksheets (AW) -
214 and enclosed documentation and everything app�ared to be in order. This
completes the Recertificatio� pro��s� for 2012 and your communiiy remains in good
standing in the CRS Program for the next year.
Thank you for your cooperation in completing annual CRS Recertification form. Plea�e
i�t nne k�ow if y�� hav� g��stion�. �
Regards,
�. P9. �, cF�
ISU/GRS Specialist
2841Nesf Sabal Palm Place
�.c�ngwood, Florida 32779
Phone/Fax 4q7-774-7494
.i�o.
I'�.is ��a.i� is ��ercd�d for the r�cipient only. �fg�au �re not �he irat��.d.e.ed recipie�nt piea.�e disregard, and d.:� t�ot
rsP �� in. fo� a.ny �Ltt��+ose.
.1 F E��C _� �11?i CG tr115 F'IAdi�. . _ : ("�d_.1:_ ,:�.`. - -..0 �U.: x ..
•`�� �s�iF:�ftTAiQT: Co not op2n a:i:a�hnezt.� irorr. y:�rec�.�;niz�cl ser.�ers ��~*
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COMMUNITY RATING SYSTEM (CRS) COMPLIANCE CONSULTANT SERVICES
AND CONTINUING CONSULTANT SERVICES
This is an Agreement made on 2013, between THE VILLAGE
OF TEQUESTA, a political subdivision of the State of Florida, hereinafter referred to as
VILLAGE, and CRS MAX CONSULTANTS, INC., hereinafter referred ' to as
CONSULTANT:
WITNESSETH, in consideration of the mutual terms and conditions, promises,
covenants and payments hereinafter set forth, VILLAGE and CONSULTANT agree as follows:
ARTICLE 1
SCOPE OF SERVICES
VILLAGE intends to utilize CONSULTANT for Community Rating System Compliance
Consultant Services and Continuing Consultant Services when duly authorized by VILLAGE,
through this Agreement.
11 CRS COMPLIANCE AND CONTINUING CONSULTANT SERVICES
The CONSULTANT agrees to provide Compliance Consultant Services for consideration not to
exceed $9,000.00, and to deliver Continuing Consultant Services for one year following the
Compliance for consideration not to exceed $6,000.00, billed monthly, according to the rate
schedule set forth in Article 3. �
The following services to be included in CRS Compliance Consulta.nt Services and
Continuing Consultant Services, as requested by the VILLAGE:
a) Work together with the VILLAGE to prepare for the ISO/CRS Specialist's
Compliance Visit in March 2014. With a commitment of full cooperation by the
VILLAGE staff, this service will entail:
i. A thorough review of the VILLAGE's current CRS program
ii. Identification of documentation requirements
iii. Organization of documentation
iv. Interface with ISO/CRS Specialist as required
v. Accompaniment of stafF during CRS Compliance Visit
vi. Assistance in providing any supplemental documentation required .
following visit
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b) Work together with the VILLAGE to provide Continuing Consultant Services in
the VILLAGE's CRS program for a full year following the Compliance Visit.
Services will include:
i. Review current CRS program
ii. Provide answers to questions perta.ining to the CRS program
iii. Assist with annual CRS recertification
iv. Interface with ISO/CRS Specialist as required
v. Deliver a report analyzing current CRS program and recommending program
enhancements to improve rating
vi. Assist with efforts to improve CITY's CRS classification
1.2 CONSULTANT'S RESPONSIBILITIES
CONSULTANT shall have full responsibility for reviewing, organizing, identifying,
accompanying and working with VILLAGE to implement the Compliance preparation and
Continuing Consultant Services, as described in Section 1.1.
ARTICLE 2
2.1 NOTICE OF MEETING
CONSULTANT agrees to meet with VILLAGE at reasonable times and with reasonable notice
which notice shall include the time and scope of the meeting.
2.2 TERM OF AGREEMENT
This Agreement shall remain in effect from the execution of this contract by both parties through
the Compliance Visit and for twelve months from the date of the Compliance Visit.
2.3 COMMENCEMENT OF WORK AND TIME TO COMPLETE
The Agreement shall take effect upon execution by both parties. The authorized work as
described in the Agreement will commence immediately upon receipt of notice to proceed issued
by the VILLAGE.
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2.4 OWNER FU1tNISHED SERVICES
It is understood and agreed that VILLAGE will furnish:
a. The reasonable services of its officials and staff to assist CONSULTANT in
obtaining background information to perfortn its duties.
b. To assist CONSLTLTANT in proper and timely performance of its duties,
reasonable access to existing records of VILLAGE, where available, including,
but not limited to, previous reports.
c. To grant to CONSULTANT access to VILLAGE records of Repetitive Loss
Properties and Insurance Services Office/Community Rating System (ISO/CRS)
Specialist.
d. VILLAGE shall give prompt written notice to CONSULTANT whenever
VILLAGE observes or otherwise becomes aware of any development which
affects the scope or timing of CONSULTANT's services or any defect in the
work of the CONSULTANT.
ARTICLE 3
COMPENSATION AND METHOD OF PAYMENT
3.1 COMPENSATION
The VILLAGE agrees to pay CONSULTANT as compensation for its services provided under
the terms of this Agreement amounts calculated in accordance with the following schedule:
Compliance Consultant Services $ 9,000.00 �- S� e-� C��2 �'���'� ''°�
Continuing Consultant Services WQ -� � �
Total �-$��
�# ,aeoo< °` c9� /�- 3�6����
Total compensation to CONSULTANT includes all labor expenses, travel expenses, materials /3
and any ancillary costs borne by the CONSULTANT; total compensation shall not exceed this
amount.
3.1.1 There will not be any fees charged to VILLAGE by CONSULTANT for travel time.
3.1.2 Should VILLAGE specifically request copies of documents above and beyond those
required for full completion of tasks, the copies will be furnished to VILLAGE at the following
cost:
Cost for printing 8'/2" X 11" and 8'/Z" X 14":
Black and white $0.20/page (each side)
Color $0.80/page (each side)
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3.1.3 Billing and payment for work pertaining to the Compliance shall be made on the ,
following monthly basis:
$3,000 Monthly payment preceding and including Compliance Visit (3 months)
3.1.4 Billing and payment for work pertaining to the Continuing Consultant Services shall be
made on the following monthly basis:
$500 Monthly payment (Tota.l annual cost: $6,000)
3.2 METHOD OF BILLING AND PAYMENT
3.2.1 Payment shall be due within 30 days after date of invoice, provided the invoice is
accepted for payment. Payment shall be made only for approved invoices. The VILLAGE
retains the right to delay or withhold payment for services, which have not been accepted by the
VILLAGE.
3.2.2 Invoices shall be submitted on a monthly basis or as otherwise agreed by the VILLAGE
and CONSULTANT.
ARTICLE 4
MISCELLANEOUS PROVISIONS
4.1 BOOKS OF ACCOUNT
CONSULTANT will maintain books and accounts of all expenses charged to VILLAGE. Said
books shall be available at all reasonable times for examination by VILLAGE or authorized
agent at the corporate office of CONSULTANT,
4.2 INSURANCE
CONSULTANT will maintain insurance in accordance with sta.te and VILLAGE requirements.
Copies of said insurance policy will be supplied to VILLAGE by insurance carrier or by
CONSULTANT as requested. VILLAGE shall be notified in writing of any changes in insurance
coverage 10 days in advance of any change. VILLAGE shall be named an Additional Insured on
the Certificate of Insurance except for the Professional Liability Insurance Policy.
4.3 DOCUMENTS
CONSULTANT will furnish VILLAGE the agreed upon copies of all reports, records and
documents prepared for VILLAGE. All documents furnished by CONSLTLTANT pursuant to
this Agreement are instruments of CONSULTANT'S services in respect to the assigned projects.
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However, it is expressly understood that the VILLAGE shall ha.ve title to all documents
submitted to VILLAGE under this Agreement.
4.4 TERMINATION OR ABANDONMENT
Either party may terminate this agreement without cause upon giving thirty (30) days written
notice. Contractor will be paid for all work performed prior to termination.
4.5 SUCCESSORS AND ASSIGNS
All of the terms, conditions and provisions hereof shall inure to the benefit of and be binding
upon the parties hereto and their respective successors and assigns provided, however, that no
assignment of the Agreement shall be made without written consent of the parties to the
Agreement.
4.6 CONFLICT OF INTEREST
CONSULTANT agrees not to accept employment during the time this Agreement is in effect
from any builder, land developer, utility company, or others which might be construed as a
conflict of interest with CONSULTANT's work for the VILLAGE. The CONSULTANT shall
conscientiously avoid a conflict of interest with regard to work for VILLAGE, but when
unavoidable, the CONSULTANT shall forthrightly take the following action:
a. Disclose in writing to VILLAGE the full circumstances of possible conflict of
interest; and
b. Assure in writing that the conflict will in no manner influence his judgment or the
quality of his services to VILLAGE; and
The CONSULTANT shall promptly inform VILLAGE of any business association, interest or
circumstances, which may be influencing his judgment or the quality of his services to
VILLAGE.
The CONSULTANT shall not solicit or accept financial or other valua.ble considerations from
material or equipment suppliers for specifying their products.
The CONSULTANT shall not solicit or accept gratuities directly or indirectly, from contractors,
their agents or other parties dealing with VILLAGE in connection with work for which it is
responsible.
4.7 NOTICES
Whenever either party desires to give notice unto the other, it must be given by written notice,
sent by registered United States mail with return receipt requested, addressed to the party for
whom it is intended, at the place last specified, and the place for giving of notice sha.11 remain
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such until it shall have been changed by written notice in compliance with the previsions of this
paragraph. For the present, the parties designate the following as the respective places for giving
of notice, to-wit:
FOR VILLAGE
Michael R. Couzzo, Jr., Village Manager
345 Tequesta. Drive
Tequesta, FL 33469
FOR CONSULTANT
Cathy King, President
CRS Max Consultants, Inc.
3331 NW 71 Street
Coconut Creek, Florida 33073
4.8 ALL PRIOR AGREEMENTS SUPERSEDED
This document incorporates and includes all prior negotiations, correspondence, agreements or .
understandings between the parties applicable to the matters conta.ined herein. The parties agree
there are not commitments, agreements or understanding between the parties concerning the
subject matter of this Agreement that are not contained in this document. Accordingly, the
parties agree no deviation from the terms shall be predicated upon any prior representations or
agreements between the parties, whether oral or written.
4.9 OBSERVANCE OF LAWS
The CONSULTANT shall keep fully informed of all federal and state laws, all local laws,
ordinances and regulations, and all orders and decrees of bodies or tribunals having jurisdiction
or authority which, in any manner, affect work authorized under the terms of this Agreement.
The CONSULTANT shall at all times observe and comply with all such laws and regulations.
4.10 TRUTH-IN-NEGOTIATION CERTIFICATE
Signature of this Agreement by CONSULTANT shall act as the execution of a truth-in-
negotiation certificate stating that wage rates and other factual unit costs supporting the
compensation of this Agreement are accurate, complete, and current at the time of contracting.
The original contract price and any additions thereto shall be adjusted to exclude any significant
sums by which VILLAGE determines the contract price was increased due to inaccurate,
incomplete, or noncurrent wage rates and other factual unit's costs.
4.11 PROHIBITION AGAINST CONTINGENT FEES
CONSULTANT wanants that it has not employed or reta.ined any company or person, other than
a bona fide employee working solely for CONSULTANT, to solicit or secure this Agreement
and that it has not paid or agreed to pay any person, company, corporation, individual or firm,
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other than a bona fide employee working solely for CONSULTANT any fee, commission,
percentage, gift, or other consideration contingent upon or resulting from the award of making of
this Agreement. For the breach or violation of this provision, VILLAGE shall have the right to
terminate the Agreement without liability at its discretion, to deduct from the contract price, or
otherwise recover the full amount of such fee, commission, percenta.ge, gift or consideration.
ARTICLE 5
EQUAL OPPORTUNITY EMPLOYMENT
CONSULTANT agrees not to discriminate against any employee or applicant for employment
for work under this Agreement because of race, color, religion, sex, age, handicapped status or
national origin.
IN WITNESS WHEREOF, the parties have signed this agreement as of the da.y and
yeax first above written.
VILLAGE OF TEQUESTA
By:
Michael R. Couzzo, Jr., Village Mana.ger
ATTEST:
Lori McWilliams, Village Clerk
CRS MAX CONSULTANTS, INC.
By. ��� �
Cathy L. 'ng, Pr de
Date:
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