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09-08-2021 CC Agenda
'mk:* SE.BASTL HOME OF PELICAN ISLAND SEBASTIAN CITY COUNCIL REGULAR MEETING AGENDA WEDNESDAY, SEPTEMBER 8, 2021 - 6:00 P.M. CITY COUNCIL CHAMBERS 1225 MAIN STREET, SEBASTIAN, FLORIDA ALL AGENDA ITEMS MAYBE INSPECTED IN THE OFFICE OF THE CITY CLERK OR ON THE CITY'S WEBSITE 1. CALL TO ORDER 2. INVOCATION 3. PLEDGE OF ALLEGIANCE - Led by Council Member Jones 4. ROLL CALL 5. AGENDA MODIFICATIONS Modifications for additions require a unanimous vote of City Council 6. PROCLAMATIONS, AWARDS, BRIEF ANNOUNCEMENTS Presentations of proclamations, certificates and awards, and brief timely announcements by Council and Staff. No public input or actions under this heading. A. Proclamation - Suicide Awareness and Prevention Month - September - Accepted by Milo Thornton, Director - New Horizons of the Treasure Coast and Okeechobee B. Proclamation - Constitution Week - September 17 - 23 - Accepted by Dr. Holly Hamilton, Treasure Coast Society Children of the American Revolution & Pelican Island Chapter, Daughters of the American Revolution C. Proclamation - Inflammatory Breast Cancer Awareness Month - October - Accepted by Dr. Holly Hamilton pgs 7-14 D. Presentation by Gehring Group, City Insurance Consultants; Employee Health, Dental, Vision Insurance for FY21/22 Brief Announcements: Saturday September 11th - 20th Anniversary 9-11 Remembrance Ceremony at the Veteran's Memorial in Riverview Park — 8:30am 7. PUBLIC INPUT The heading on Regular Meeting agendas "Public Input" provides an opportunity for individuals to bring NEW INFORMATION OR REQUESTS TO CITY COUNCIL NOT OTHERWISE ON THE PREPARED AGENDA. Individuals are asked to attempt to resolve matters with staff prior to meetings. Individuals are asked to provide copies of materials for Council one week prior to the meeting if they intend to refer to specific material. City Council will not debate an issue during Public Input but may by consensus direct a Charter Officer in regard to the item if necessary or place a requested item on a future agenda. 1 of 267 8. CONSENT AGENDA All items on the consent agenda are considered routine and will be enacted by one motion. There will be no separate discussion of consent agenda items unless a member of City Council so requests; in which event, the item will be removed and acted upon separately. If a member of the public wishes to provide input on a consent agenda item, he/she should request a Council Member to remove the item for discussion prior to start of the meeting or by raising his/her hand to be recognized. pgs 15-17 A. Approval of Minutes — August 10, 2021 Regular City Council Meeting pgs 18-21 B. Approval of Minutes — August 25, 2021 Regular City Council Meeting pgs 7-14 C. Formal Approval of Employee Group Health, Dental and Vision Insurance Policies for the Year Beginning October 1, 2021 (Transmittal, Summary, PPT) pgs 22-31 D. Approve Continuing Engineering Services Agreement #2 from Kimley-Horn and Associates, Inc. (KHA) Agreement for a Boundary and Topographic Survey of the Riverview Park Event Complex in the Amount of $42,800 (Transmittal, CSA #2, KHA Proposal) pgs 32-33 E. Approve Change Order #1 Under the Continuing Engineering Services Agreement with Schulke, Bittle & Stoddard, LLC for Additional Construction Administration Review of the Working Waterfront Parking Lot Improvements in the Amount of $3,622.17 (Transmittal, CO#1) pgs 34-47 F. Approve the Piggyback Purchase of Playground Improvements for Blossom Park and George Street Park from the Manatee County Contract #21-0053-M and the Omni Co -Operative Contract in the Total Amount of $71,575.78 (Transmittal, Quotes & Designs) pgs 48-50 G. Approve Alcoholic Beverages for the Rivas Family Event at the Community Center on Saturday, September 11, 2021 from 8:00 a.m. to 1:00 p.m. — Permittee DOB Verified (Transmittal, Application, Receipt) pgs 51-53 H. Approve the Sebastian Police Department's Community Night Out Road Closure and Use of Mobile Stage Request at Riverview Park on October 14, 2021 from 5:00 p.m. to 7:00 p.m. (Transmittal, Application, Map) pgs 54-57 I. Approve Sebastian River High School Homecoming Parade Road Closure and Use of Mobile Stage at Riverview Park on October 20, 2021 at 6:00 p.m. (Transmittal, Application, Agreement) pgs 58-59 J. Approve Wreaths Across America Special Event at the Sebastian Municipal Cemetery and Veterans' Memorial Park on December 18, 2021 (Transmittal, Application) 9. COMMITTEE REPORTS & APPOINTMENTS City committee reports and Council Member regional committee reports. No public input or action except for City committee member nominations and appointments under this heading. 10. PUBLIC HEARINGS - None 2 of 267 11. UNFINISHED BUSINESS pgs 60-80 A. Presentation of Draft FY 2021-22 Budget and Capital Program (Transmittal, PPT) Draft Budget Available at: httr)s://www.citvofsebastian.orq/DocumentCenter/View/1345/20210818 Draft FY22 Budget?bidld 12. NEW BUSINESS pgs 81-88 A. Resolution No. R-21-16 - Children's Trust District, a Dependent Special Taxing District of the Board of County Commissioners of the Indian River County (Transmittal, R-21-16, F.S.125.01(5)(a)) A RESOLUTION OF THE CITY OF SEBASTIAN, INDIAN RIVER COUNTY, FLORIDA, PURSUANT TO SECTION 125.01(5)(a), FLORIDA STATUTES, GRANTING APPROVAL TO THE INCLUSION OF THE INCORPORATED AREAS OF THE CITY OF SEBASTIAN WITHIN THE PROPOSED CHILDREN'S TRUST DISTRICT, A DEPENDENT SPECIAL TAXING DISTRICT OF THE BOARD OF COUNTY COMMISSIONERS OF INDIAN RIVER COUNTY, FLORIDA; PROVIDING FOR SEVERABILITY; PROVIDING FOR SCRIVENER'S ERRORS; AND PROVIDING FOR AN EFFECTIVE DATE. B. City of Sebastian Integrated Pest Management Plan for the Citv's Stormwater Convevance Svstem i. Presentation by Leisure Services Director, Brian Benton, CPRP and Environmental Planner, Kimberly Haigler Draft Plan Available at: https://www.citvofsebastian.orq/DocumentCenter/View/l 355/SW-IPM-Plan-DRAFT-9121 pgs 89-92 ii. Resolution No. R-21-14 — Adopting the Integrated Pest Management (IPM) Plan for the City of Sebastian Stormwater Conveyance (Transmittal, R-21-14) A RESOLUTION OF THE CITY OF SEBASTIAN, INDIAN RIVER COUNTY, FLORIDA, SUPPORTING THE "INTEGRATED PEST MANAGEMENT (IPM) PLAN FOR THE CITY'S STORMWATER CONVEYANCE SYSTEM" TO BE IMPLEMENTED INTO CITY POLICY; PROVIDING FOR SCRIVENER'S ERRORS; PROVIDING FOR EFFECTIVE DATE. iii. Certificates of Appreciation to Integrated Pest Management Plan Subcommittee Members pgs 93-153 C. Award RFP #21-07 Compensation and Benefit Study and Analysis to Evergreen Solutions, LLC in the Amount of $22,500 and Authorize the City Manager to Execute the Appropriate Documents (Transmittal, Bid Tab, Review, Proposal, Agreement) pgs 154-198 D. Approve Property, Casualty, Liability and Workers' Compensation Insurance Coverage from Florida Municipal Insurance Trust for a Total Estimated Annual Premium of $517,238 and Authorize the City Manager to Execute the Appropriate Documents (Transmittal, Proposal) 3 of 267 pgs 199-205 E. Approve a Sole Source Contract with RingCentral for VoIP Equipment to Replace the Current Telephone System in the Amount of $16,720 and Authorize the City Manager to Execute a 48 Month Licensing Agreement with RingCentral in the Aggregate Amount of $124,467.84 (Transmittal, Order Form, Overview, Sole Source Certificate) pgs 206-208 F. Approve a Sole Source Contract with DOF Creations, LLC to Purchase Four (4) Fortinet Switches at Cost of $21,314.88 (Transmittal, Quote, Sole Source Certificate) pgs 209-267 G. Award Bid #21-09 Professional Janitorial Services and Bid #21-10 Public Restroom Cleaning Services to Cleanspace, Inc. in the Annual Amount of $109,260.68 and Authorize the City Manager to Execute a Work Services Agreement Between Cleanspace and the City of Sebastian (Transmittal, Bids, Agreement) 13. CITY ATTORNEY MATTERS 14. CITY MANAGER MATTERS 15. CITY CLERK MATTERS 16. CITY COUNCIL MATTERS A. Council Member Nunn B. Mayor Dodd C. Vice Mayor Hill D. Council Member Jones E. Council Member McPartlan 17. ADJOURN (All meetings shall adjourn at 9:30 pm unless extended for up to one half hour by a majority vote of City Council) NO STENOGRAPHIC RECORD BY A CERTIFIED COURT REPORTER WILL BE MADE OF THE FOREGOING MEETING. ANY PERSON WHO DECIDES TO APPEAL ANY DECISION MADE BY THE CITY COUNCIL, BOARD OR AGENCY WITH RESPECT TO ANY MATTER CONSIDERED AT THIS MEETING OR HEARING WILL NEED TO ENSURE THAT A VERBATIM RECORD OF THE PROCEEDINGS IS MADE, WHICH RECORD INCLUDES THE TESTIMONY AND EVIDENCE UPON WHICH THE APPEAL IS TO BE HEARD. (F.S.286.0105) IN COMPLIANCE WITH THE AMERICAN WITH DISABILITIES ACT (ADA) OF 1990, ANYONE WHO NEEDS A SPECIAL ACCOMMODATION FOR THIS MEETING SHOULD CONTACT THE CITY'S SEATING ADA COORDINATOR AT 388-8226 —ADA@ CITYOFSEBA S TIAN. ORG AT LEAST 48 HOURS IN ADVANCE OF THIS MEETING. HEARING ASSISTANCE HEADPHONES ARE AVAILABLE IN THE COUNCIL CHAMBERS FOR ALL GOVERNMENT MEETINGS. 4 of 267 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ZOOM INFORMATION Please click the link below to join the webinar: https:Hus02web.zoom. us/j/85122505647 Or One tap mobile: US: +13017158592, 85122505647# or +13126266799, 85122505647# Or Telephone: Dial (for higher quality, dial a number based on your current location): US: +1 301 715 8592 or +1 312 626 6799 or +1 929 436 2866 or +1 253 215 8782 or +1 346 248 7799 or +1 669 900 6833 Webinar ID: 851 2250 5647 International numbers available: htti)s://usO2web.zoom.us/u/kbQhhhuHO4 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Upcoming Council Meetings: Monday, September 13, 2021 • Special Meeting and First Public Hearing on Millage and Budget in Council Chambers — 6pm Wednesday, September 22, 2021 • Regular City Council Meeting in Council Chambers — 6pm Wednesday, September 29, 2021 • Special Meeting and Final Public Hearing on Millage and Budget / Approval of CRA Budget in Council Chambers — 6pm . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 of 267 PROCEDURES FOR PUBLIC INPUT IN ACCORDANCE WITH RESOLUTION NO. R-20-34 Reqular Citv Council Meetinqs Public input is ALLOWED under the heading: Consent Agenda Public Hearings Unfinished Business New Business Public Input Public Input is NOT ALLOWED under the headings: • Proclamations, Awards, Brief Announcements (except for individuals giving or accepting proclamations or awards); • Committee Reports and Appointments (except for committee members giving reports and applicants being interviewed for committee appointments); City Council Matters Charter Officer Matters Council may, by majority vote, call upon an individual to provide input if desired. Workshops and Special Meetinqs Public input is limited to the item on the agenda Time Limit Input on agenda items where public input is permitted on agendas is FIVE MINUTES; however, City Council may extend or terminate an individual's time by majority vote of Council members present. Input Directed to Chair Speakers shall address the City Council IMMEDIATELY PRIOR TO CITY COUNCIL DELIBERATION of the agenda item and ALL INPUT SHALL BE DIRECTED TO THE CHAIR, unless answering a question of a member of City Council or City staff. Individuals shall not address City Council after commencement of City Council deliberation on an agenda item after public input has concluded, providing, however, the Mayor and members of City Council may recall an individual to provide additional information or to answer questions. Certain Remarks Prohibited Personal, impertinent, and slanderous remarks, political campaigning, and applauding are not permitted and may result in expulsion from the meeting. The Chair shall make determinations on such remarks, subject to the repeal provisions below. Appealinq Decisions of Chair Any member of Council may appeal the decision of the Chair to the entire Council. A majority vote of City Council shall overrule any decision of the Chair. Public Input Headinq on Aqenda The heading on Regular Meeting agendas "Public Input" provides an opportunity for individuals to bring NEW INFORMATION OR REQUESTS TO CITY COUNCIL NOT OTHERWISE ON THE PREPARED AGENDA. Individuals are asked to attempt to resolve matters with staff prior to meetings. Individuals are asked to provide copies of material for Council one week prior to the meeting if they intend to refer to specific material. City Council will not debate an issue during Public Input but may by consensus direct a Charter Officer in regard to the item if necessary or place a requested item on a future agenda. 6 of 267 afta SE-V HOME OF PELICAN ISLAND CITY COUNCIL AGENDA TRANSMITTAL FORM COUNCIL MEETING DATE: August 25, 2021 AGENDA ITEM TITLE: Formal Approval of Employee Group Health, Dental and Vision Insurance Policies for the Year Beginning October 1, 2021. RECOMMENDATION: Approve Extension of Employee Group Insurance Policies. BACKGROUND: The City's Insurance Broker, the Gehring Group, will present information supporting renewal of our current providers of employee group insurance policies under the Presentation section of this agenda. This follows negotiations conducted with the current insurance companies on the costs of renewal premiums. The recommendation is for approval to renew the current policies with the Florida Blue Options Program for Health Insurance and with Humana for Dental and Vision. There is a 4.5% increase in premiums for Health Insurance, which is the majority of the costs. The City and Employees will see an increase in the Health Insurance Premiums. There is no increase to premiums for Dental and Vision insurance. The Life Insurance premium is increasing by 5.8%. Them is a $49,481 increase from last year's combined annual premium. Staff is pleased with amount of premiums for the renewals and recommends approval. IF AGENDA ITEM REQUIRES EXPENDITURE OF FUNDS: Total Cost to the City is $1,637,935 Appropriation Required: None, this is within amounts provided in the Draft 2022 Annual Budget. ATTACHMENT - Cost Summary of Current Programs as Compared to Negotiated Renewal. PowerPoint Presentation Administrative Services Department Rev' w:'1 City Attorney Review: Procurement Division Review, if applicable: City Manager authorization Date: :�Y- 7 of 267 Employee Benefits October 11 2021 Renewal SE13A�$TL'NN HOME OF PELICAN ISLAND Presented By: GEHRING GROUP EMPLOYEE BENEFITS ! RISK MANAGEMENT Items for Discussion: 1. Employee Benefit Program Summary 2. Industry Overview 3. 2021-2022 Renewal Process 4. Recommendation of Renewal 5. Questions GEHRING GROUP EMPLOYEE BENEFITS I RISK MAN AO EMENT Employee Benefit Program Summary • Medical Insurance Currently with Florida Blue High Deductible Health Plan (HDHP) o $1,500 Employee Only / $3,000 Family Deductible o $4,500 Employee Only / $9,000 Family Out of Pocket Max * City funded Health Reimbursement Account — City funds $2,500 for Employee Only / $5,000 for Family Coverage • Dental and Vision Insurance Currently with Humana • Life, Long Term Disability, and Employee Assistance Program Currently with Lincoln Financial Group C GEHRING GROUP EMPLD"EE UtNt FITS RISK WANAGEMENT Industry Overview • ACA — Patient Centered Research Institute Fee $2.66 per member/year for 2021-22 Plan Year (was $2.54 last plan year) • 2021 Medical inflation at 6%-8% increase and Prescription Inflation at • Carriers factoring in additional load to rates due to COVID and anticipated increases in utilization. Can account for 2%-4% increase to medical premium. • No Surprises Act - Effective for health insurance plan years beginning January 1, 2022. Limits patient payment responsibility for certain unavoidable out -of -network services, prohibits providers and facilities from balance billing patients for those services C GEHRING GROUP EMPLOYEE BENEFITS 1 RISK MANAGEMEw' 2021 =2022 Renewal Process * Medical Insurance: Florida Blue initially proposed 17.9% increase — Gehring Group (GG) negotiated to 4.5% increase with no plan changes • Dental Insurance: — Humana proposed 6% increase on Base and Buy -Up plans — GG negotiated this down to no increase in rates with no plan changes Vision Insurance: — Humana proposed 6% increase GG negotiated this down to no increase in rates with no plan changes - Life, Long Term Disability, and Employee Assistance Program Lincoln proposed 5.8% increase to Basic Life rates ($305) and 5.7% increase to LTD rates ($1,102) No increase to Voluntary Life or EAP with no plan changes GEHRIN41NAG e GGROUP E 2021 w2022 Recommendation • Accept Florida Blue's medical renewal at 4.5% overall decrease — The City currently has high claimants with ongoing conditions. Changing carriers could cause a disruption in ongoing treatment. — The City switched from United Healthcare to Florida Blue in 2017. At the time, United Healthcare was proposing a 21.8°% increase. Since switching to Florida Blue, the City's average increase has been 2.4% • Accept Humana Is dental renewal at no increase guaranteed for 12 months • Accept Humana's vision renewal of no increase guaranteed for 24 months • Accept Lincoln's renewal of 5.8% increase on Basic Life, 5.7% on LTD and 0% on other lines of coverage. Guaranteed for 24 months (, C GEHRING GROUP BENEFITS EMPLOVEE R Questions? L C; GEHRING GROUP / EMPLOYEE BENEFITS RISK MANAGEMEN" kill �'f SESAS"nAN HOME OF PELICAN ISLAND SEBASTIAN CITY COUNCIL REGULAR MEETING MINUTES TUESDAY, AUGUST 10, 2021 — 6:00 P.M. CITY COUNCIL CHAMBERS 1225 MAIN STREET, SEBASTIAN, FLORIDA Mayor Dodd called the regular City Council meeting to order at 6:00 p.m. 2. A moment of silence was held. 3. Vice Mayor Hill led the Pledge of Allegiance. !�ZolowT_ 1111 Mayor Ed Dodd Vice Mayor Jim Hill Council Member Fred Jones Council Member Bob McPartlan Council Member Chris Nunn Staff Present: City Manager Paul Carlisle City Clerk Jeanette Williams Administrative Services Director/CFO Ken Killgore Police Chief Dan Acosta Police Captain Tim Wood 5. AGENDA MODIFICATIONS - None 6. PROCLAMATIONS, AWARDS, BRIEF ANNOUNCEMENTS 21.068 A. Presentation of Certificate of Completion to Council Member Nunn for the Institute for Elected Municipal Officials Trainina Sponsored by John Scott Dailev Florida Institute of Government and Florida Leaaue of Cities Mayor Dodd presented the certificate to Council Member Nunn for his recenilly completed training. Council Member Nunn said he was grateful to have attended the three day course where he learned more about the State of Florida, how cities work and the whole intricate process. Brief Announcements: August 13 — Sebastian River Area Chamber of Commerce Grill Out Night — Polynesian is the Theme, Coconut is the Fruit! - 5:30 pm - 8:00 pm Mayor Dodd announced the Chamber event. 7. PUBLIC INPUT - None 15 of 267 Regular City Council Meeting August 10, 2021 Page 2 8. CONSENT AGENDA A. Approval of Minutes -- July 28, 2021 Regular City Council Meeting 21.104 B. Approve Alcoholic Beverages for the Dexter Family Event at the Community Center on August 29, 2021 from 10:00 a.m. to 2:00 p.m. — Permittee DOB Verified (Transmittal, Application, Receipt) 21.105 C. Approve Alcoholic Beverages for the Carver Family Event at the Community Center on September 18, 2021 from 4:30 p.m, to 10:30 p.m. — Permittee DOB Verified (Transmittal, Application, Receipt) 21.106 D. Approve Alcoholic Beverages for the Creamer Family Event at the Yacht Club on October 2, 2021 from 5:00 p.m. to 11:00 p.m. — Permittee DOB Verified (Transmittal, Application, Receipt) MOTION by Council Member McPartlan and SECOND by Council Member Jones -to approve consent agenda items A-D passed with a unanimous voice vote. (5-0) 9. COMMITTEE REPORTS & APPOINTMENTS - None 10. PUBLIC HEARINGS - None 11, UNFINISHED BUSINESS - None 12. NEW BUSINESS 21.107 A. Award the Invitation to Bid (#21-08) Rebid of CDBG Housing Rehabilitation Project for Six Single -Family Home Units to Island Harbor Custom Builders, KIB Construction Corp., and De La Hoz Builders. Inc. in Amount Not to Exceed $101,676.00 (Transmittal, Bid Tab, Exhibits A-D) The City Manager said this was part of the CDBG funding for housing rehabilitation of six homes and asked Council for approval. MOTION by Vice Mayor Hill and SECOND by Council Member McPartlan to award the invitation to bid #21-08 for the CDBG Housing Rehabilitation Project. Vice Mayor Hill said it would help the people living in the homes and the community at large. Council Member McPartlan suggested putting the rehabilitation on Channel 25 while it is happening to advertise there are funds available as well as veterans' funds from the Veterans Council of Indian River County. Roll tali: Council Member Jones - aye Council Member McPartlan - aye Council Member Nunn - aye Mayor Dodd -aye Vice Mayor Hill - aye 16 of 267 Regular City Council Meeting August 10, 2021 Page 3 Motion carried. 5-0 13. CITY ATTORNEY MATTERS - absent 14, CITY MANAGER MATTERS The City Manager said the COVID spike was here and asked everyone to take precautions to protect themselves. He also said Sheriff Flowers has been meeting with the cities to plan a joint memorial of the 9111 20'h anniversary at the Veterans Memorial Island Sanctuary and he asked Council for their thoughts on participating. Council Member McPartlan suggested that at the 25'h anniversary, the memorial be held in Sebastian to move the event around. There was no objection to his suggestion. 15. CITY CLERK MATTERS - None 16. CITY COUNCIL MATTERS A. Council Member McPartlan said the COVI❑ virus was still out there; he lost a colleague last night and heard a 24 year old individual had also died. He said he didn't want to tell people how to live their lives but he asked everyone to be careful. B. Council Member Nunn asked everyone to think about their neighbors and sary hello to your family, and have a good weekend. C. Mayor Dodd announced there is now an automatic door at City Hall to allow those that need assistance access to the building. He also displayed a brochure (see attached) outlining a county -wide eviction mediation program that will provide $10,500 in back rent to landlords so that tenants may stay in their homes. He said more information was available on the County's website or by calling 1-877-HEART95. D. Vice Mayor Hill thanked City staff, the Police Department, and Charter Officers for the hard work they do to provide such an amazing place to live. E. Council Member Jones said he echoed Vice Mayor Hill's comments. He noted his namesake is out in the Caribbean (Tropical Storm Fred) and he hoped it would stay tropical storm strength and miss Florida all together. The City Manager stated the first 2021 Redistricting Plan meeting would be held August 17 in the County Commission chambers at 9:00 a.m. and invited the public to attend. 17. Being no further business, Mayor Dodd adjourned the Regular City Council meeting at 6:17 p.m. Approved at the August 25, 2021 Regular City Council meeting. Mayor Ed Dodd ATTEST. Jeanette Williams, City Clerk 17 of 267 ill i'iF HOME OF PELICAN ISLAND SEBASTIAN CITY COUNCIL REGULAR MEETING MINUTES WEDNESDAY, AUGUST 25, 2021 — 6:00 P.M. CITY COUNCIL CHAMBERS 1225 MAIN STREET, SEBASTIAN, FLORIDA 1. Council Member McPartlan called the Regular City Council meeting to order at 6:00 p.m. 2. A moment of silence was held to reflect all that is going on in the world and country. 3. The Pledge of Allegiance was recited. 4. Roll Call Mayor Ed Dodd (via Zoom) Council Member Fred Jones Council Member Bob McPartlan Council Member Chris Nunn (via Zoom) Absent Vice Mayor Jim Hill — excused Staff Present: City Manager Paul Carlisle City Attorney Manny Anon, Jr. City Clerk Jeanette Williams Police Lieutenant Constantine Savvidis 5_ AGENDA MODIFICATIONS Council Member McPartlan explained that since three Council Members were not physically present, they would not be able to vote on any of the agenda items. The items would be carried forward to the September 81h agenda. 6. PROCLAMATIONS. AWARDS, BRIEF ANNOUNCEMENTS 21.108 A. Proclamation - Hunger Awareness Month — Sertember 2021 — Accented by Sherry Siegfried. Director of Client Services. Treasure Coast Communitv Food Bank Council Member McPartlan read and presented the proclamation to Ms. Siegfried and her assistant, Tristan; and Marie with Feeding America who invited the public to visit httpsalstoghunger.orq/ham for more information. 18 of 267 Regular City Council Meeting August 25, 2021 Page 2 Brief Announcements: Council Member McPartlan announced that due to the higher COVID numbers, the 201h Anniversary Commemoration of the September 11, 2001 Terrorist Attack that was scheduled to be held at the Veterans Memorial Island in Vero Beach would be cancelled; but the City of Sebastian would be holding our own remembrance ceremony at the Veterans Memorial in Riverview Park at 8:30 a.m. 21.109 B. Presentation by Gehrinca Grow, Citv Insurance Consultants; Emplovee Health, Dental, Vision Insurance for FY21122 This item would be carried forward to the September 81h Council meeting. 7. PUBLIC INPUT - None 8. CONSENT AGENDA A. Approval of Minutes — August 10, 2021 Regular City Council Meeting 21.109 B. Formal Approval of Employee Group Health, Dental and Vision Insurance Policies for the Year Beginning October 1, 2021 (Transmittal, Summary, PPT) 21.110 C. Approve the Sebastian Police Department's Community Night Out Road Closure and Use of Mobile Stage Request at Riverview Park on October 14, 2021 from 5:00 p.m. to 7:00 p.m. (Transmittal, Application, Map) 21.111 D. Approve Sebastian River High School Homecoming Parade Road Closure and Use of Mobile Stage at Riverview Park on October 20, 2021 at 6:00 p.m. (Transmittal, Application, Agreement) 21.112 E. Approve Wreaths Across America Special Event at the Sebastian Municipal Cemetery and Veterans' Memorial Park on December 18, 2021 (Transmittal, Application) These items would be carried forward to the September 8'h Council meeting. 9. COMMITTEE REPORTS & APPOINTMENTS - None 10. PUBLIC HEARINGS - None 11. UNFINISHED BUSINESS 21.023 A. Presentation of Draft FY 2021-22 Budget and Capital Program (Transmittal, PPT) (Draft Budget Available at: htti)s://www.citvofsebastian.orclDocumentCenter/View/1345/20210818 Draft FY22 Budget?bidld This item would be carried forward to the September Bch Council meeting. 19 of 267 Regular City Council Meeting August 25, 2021 Page 3 12. NEW BUSINESS 21.101 A. Resolution No. R-21-16 - Children's Trust District, a Dependent Special Taxing District of the Board of County Commissioners of the Indian River Countv (Transmittal, R-21-16, F.S.125.01(5)(a)) A RESOLUTION OF THE CITY OF SEBASTIAN, INDIAN RIVER COUNTY, FLORIDA, PURSUANT TO SECTION 125.01(5)(2), FLORIDA STATUTES, GRANTING APPROVAL TO THE INCLUSION OF THE INCORPORATED AREAS OF THE CITY OF SEBASTIAN WITHIN THE PROPOSED CHILDREN'S TRUST DISTRICT, A DEPENDENT SPECIAL TAXING DISTRICT OF THE BOARD OF COUNTY COMMISSIONERS OF INDIAN RIVER COUNTY, FLORIDA; PROVIDING FOR SEVERABILITY; PROVIDING FOR SCRIVENER'S ERRORS; AND PROVIDING FOR AN EFFECTIVE DATE. This item would be carried forward to the September 8'h Council meeting. 21.113 B. Approve Continuinq Enclineerinq Services Aareement #2 from Kimlev-Horn and Associates. Inc. (KHA) for Boundary and Tormaraohic Survev of the Riverview Park Event Complex in the Amount of $42.800 (Transmittal. CSA #2. KH.A Proposal) This item would be carried forward to the September 81h Council meeting. 21.114 C. 2022 Legislative Priorities for Presentation at the September 8, 2021 Indian River County Deleqation Meetina (Transmittal. Draft) 6: d8 pm The City Manager said he included in their agenda backup a short list of what the City has presented in the past and he requested Council input. Council Member MCPartlan briefly cited the list and it was the consensus of Council to submit the City Manager's list at the Indian River County Delegation meeting. 13. CITY ATTORNEY MATTERS - None 14. CITY MANAGER MATTERS - None 15. CITY CLERK MATTERS - None 16. CITY COUNCIL MATTERS A. Council Member Nunn - None B. Mayor Dodd apologized for not being at the meeting to take care of business as he needed to be in COVID quarantine for the next five days. C. Vice Mayor Hill - Absent D. Council Member Jones - None E. Council Member McPartlan said the Delta variant is out there, he asked the public be careful and do what they could to stay safe. 20 of 267 Regular City Council Meeting August 25, 2021 Page 4 17. Being no further business Council Member McPartlan adjourned the regular meeting at 6:11 p.m. Approved at the September 8, 2021 Regular City Council meeting. Mayor Ed Dodd ATTEST. Jeanette Williams, City Clerk 21 of 267 CITY Lf SEBASTLAtN HOME Of PELICAN ISLAND CITY COUNCIL AGENDA TRANSMITTAL Council Meetina Date: August 25, 2021 Aaenda Item Title: Approve Continuing Engineering Services from Kimley-Horn and Associates, Inc. (KHA) for baseline survey of the Riverview Park Event Complex Recommendation: The Community Development and Leisure Services Department recommend approval of the KHA Consultant Services Agreement (CSA) #2. Backaround: Riverview Park and the entire Riverfront Event Complex is an important economic and community feature to the City of Sebastian. For many years the community has expressed concern regarding preservation of the tree canopy within Riverview Park. Funding has been budgeted for assessment and improvements to Riverview Park for the preservation of this canopy and the best utilization of the entire Riverfront Event Complex. After careful study of this area, including an assessment of the tree canopy and sidewalk improvements, staff has determined that a baseline survey of the complex should be pursued in order to determine the best utilization of the entire area in order to alleviate future impacts to the canopy including drainage, parking, and event layout. Staff recommends consideration of the attached proposal from KHA, one of the City's continuing Services engineers. If Agenda Item Reauires Expenditure of Funds: Budgeted Amount: $135,000 Total Cost: $42,800 Funds to Be Utilized for Appropriation: DST Attachments: 1. CSA #2 2. KHA Proposal Administrative Services Department Revie i I � City Attorney Review: Procurement Division Review, if alpficabi City Manager Authorization Date:�i7/fir 22 of 267 KIMLEY-HORN AND ASSOCIATES, INC. 445 247H Street, Suite 200 Work Authorization No: CSA - #2 Proiect Title: Riverview Park Event Complex Survey IT IS AGREED to undertake the following work in accordance with the provisions of the Kimley-Horn and Associate's Master Agreement entitled Non -Exclusive Engineering Consulting Services Agreement — Citywide, dated February 2, 2021. Description of Assignment: Kimley-Horn will prepare a Topographic Survey. The work/project will include: 1. The Topographic Survey of the portion of Riverview Park lying east of US Highway 1, south of Sebastian Blvd., north of Harrison St, and west of Indian River Drive. The Topographic survey will also include the City property lying east of Indian River Drive and south of the easterly extension of Sebastian Boulevard. 2. Aboveground improvements will be field located and shown on the survey. Rim and invert elevations of the accessible storm and sanitary sewer structures will be obtained. Surface evidence of underground utilities will be located. Elevations will be shown on an approximate 50' grid throughout the site. All elevations will be referenced to the North American Vertical Datum of 1988 (NAVD 88). The right of way lines for Sebastian Boulevard, Harrison Street and US Highway 1 will be shown. The edge of water line along the west shore of the Indian River will be located. Locating the mean highwater line establishing the eastern boundary to the lagoon, is not included in this scope. The Topographic Survey will be performed in accordance with the Standards of Practice set forth in Chapter 5J-17 of the Florida Administrative Code. 3. Pricing Description Quantity Contracted Unit TOTALS Price Topographic Survey $42,800.00 4. Deliverables Provided to the City (surveys, plans, etc.) f Description a. Topographic Survey Quantity Basic of Compensation/Period of Services: The above referenced description for CSA #2 will be performed for a fee in the amount of $42,800.00. AGREED: VENDO : Date: Peter Van ens, Senior Vice President Kimley-Horn and Associates, Inc. Attest: Jeanette Williams, MMC, City Clerk CITY OF SEBASTIAN: Date: Paul E. Carlisle City Manager Approved as to Form and Content for Reliance by the City of Sebastian only: Manny Anon Jr., Esq., City Attorney 23 of 267 Kimley>»Horn August 18, 2021 Ms. Lisa Frazier Community Development Director City of Sebastian 1225 Main Street Sebastian, FL 32958 Re: Riverview Park Event Complex Survey Sebastian, Florida Dear Ms. Frazier: Kimley-Horn and Associates, Inc. ("Kimley-Horn" or "the Consultant") is pleased to submit this letter agreement (the "Agreement") to the City of Sebastian ("City" or "the Client") for consulting services associated with the Riverview Park Event Complex ("the Project"). Our project understanding, scope of services, schedule, and fee estimate are provided below. PROJECT UNDERSTANDING It is our understanding the City of Sebastian requests survey information for a project at Riverview Park. The city desires to establish a base map for future Riverview Park Event Complex improvements. Riverview Park is located east of US Hwy 1 and west of the Indian river near the intersection of US Hwy 1 and Harrison Street in the City of Sebastian. Our scope of services defined below is based on this understanding: SCOPE OF SERVICES Task 1 — Boundary and T000araohic Survev Kimley-Horn will prepare a Topographic Survey of the portion of Riverview Park lying east of US Highway 1, south of Sebastian Blvd., north of Harrison St, and west of Indian River Drive. The Topographic survey will also include the City property lying east of Indian River Drive and south of the easterly extension of Sebastian Boulevard. (as shown on the attached exhibit) Aboveground improvements will be field located and shown on the survey. Rim and invert elevations of the accessible storm and sanitary sewer structures will be obtained. Surface evidence of underground utilities will be located. Elevations will be shown on an approximate 50' grid throughout the site. All elevations will be referenced to the North American Vertical Datum of 1988 (NAVD 88). The right of way lines for Sebastian Boulevard, Harrison Street and US Highway 1 will be shown. The edge of water line along the west shore of the Indian River will be located. Locating the mean high- water line establishing the eastern boundary to the lagoon, is not included in this scope. The Topographic Survey will be performed in accordance with the Standards of Practice set forth in Chapter 5J-17 of the Florida Administrative Code. kirriley horn 'com 24 of 267 Kim{ey>Morn Page ADDITIONAL SERVICES Any services not specifically provided for in the above scope may be performed as additional services and billed at our hourly rates per the Agreement and upon authorization from the City. Additional services we can provide include, but are not limited to, the following: • Site Planning • Landscape Design • Preparation of Civil Plans • Permitting • Construction Phase Services • Opinions of Probably Cost • Signage and wayfinding design and permitting • Decorative fountains and 1 or water feature design and engineering • Site visits • 3-D modeling and visualization packages • Arboricultural services • Traffic studies or traffic planning reports • Roadway Engineering Services, Maintenance of Traffic Plans • Structural and Electrical Engineering • Value Engineering services • Material testing services • LEED certification services • Planning assistance for variances, zoning, and ROW vacates Environmental Services and Geotechnical reports • Design and engineering of overhead structures, playgrounds, or other structural elements INFORMATION PROVIDED BY THE CLIENT The following information, upon which the consultant may rely, will be provided to Kimley-Horn by the Client or its representative: • Existing plans and surveys on file at the City of Sebastian for Riverview Park • Previous public comments, surveys, and feedback related to proposed site improvements SCHEDULE Consultant shall provide the services described in the above scope as expeditiously as practical to meet a mutually agreed upon schedule with the Client. FEE AND BILLING Kimley-Horn will perform the services in Tasks 1 through 2 for a lump sum outlined below. In addition to the lump sum labor fee, direct reimbursable expenses such as express delivery services, fees, travel, and other direct expenses will be billed at 1.15 times the cost, All permitting, application, and similar project fees will be paid directly by the Client. Task 1........................................................Topographic Survey $42,800 25 of 267 Kimley>Morn Fees and expenses will be invoiced monthly based, as applicable, upon the percentage of services completed or actual services performed, plus expenses incurred as of the invoice date. Payment will be due within 25 days of your receipt of the invoice. Kimley-Horn, in an effort to expedite invoices and reduce paper waste, offers its clients the option to receive electronic invoices. These invoices come via email in an Adobe PDF format. We can also provide a paper copy via regular mail if requested. Please select a billing method from the choices below: Please email all invoices to Please copy CLOSURE In addition to the matters set forth herein, our Agreement shall include and be subject to, and only to, the terms and conditions in the attached Standard Provisions, which are incorporated by reference. As used in the Standard Provisions, the term "the Consultant" shall refer to Kimley-Horn and Associates, Inc., and the term "the Client" shall refer to City of Sebastian. If you concur in all the foregoing and wish to direct us to proceed with the services, please have authorized persons execute both copies of this Agreement in the spaces provided below, retain one copy, and return the other to our office for further processing. Fees and times stated in this Agreement are valid for sixty (60) days after the date of this letter. We appreciate the opportunity to provide these services to you. Please do not hesitate to contact me if you have any questions. Very truly yours, KIMLEY-HORN AND ASSOCIATES, INC. By: Sara Battles, P.E. Scott Mingonet,A,,CP Project Manager Senior Vice P Attachment — Standard Provisions 26 of 267 Kimley j)) Horn Agreed to this day of 2021. CITY OF SEBASTIAN A Municipality By: (Print or Type Name) (Email Address) Attest: (Print or Type Name) City Manager , Secretary/Assistant Secretary Pn,e , 27 of 267 Kimley>Morn paot- - KIMLEY-HORN AND ASSOCIATES, INC. STANDARD PROVISIONS (1) Consultant's Scope of Services and Additional Services. The Consultant will perform only the services specifically described in this Agreement. If requested by the Client and agreed to by the Consultant, the Consultant will perform Additional Services, which shall be governed by these provisions. Unless otherwise agreed to in writing, the Client shall pay the Consultant for any Additional Services an amount based upon the Consultant's then -current hourly rates plus an amount to cover certain direct expenses including telecommunications, in-house reproduction, postage, supplies, project related computer time, and local mileage. Other direct expenses will be billed at 1.15 times cost. (2) Client's Responsibilities. In addition to other responsibilities herein or imposed by law, the Client shall: (a) Designate in writing a person to act as its representative, such person having complete authority to transmit instructions, receive information, and make or interpret the Client's decisions. (b) Provide all information and criteria as to the Client's requirements, objectives, and expectations for the project and all standards of development, design, or construction. (c) Provide the Consultant all available studies, plans, or other documents pertaining to the project, such as surveys, engineering data, environmental information, etc., all of which the Consultant may rely upon. (d) Arrange for access to the site and other property as required for the Consultant to provide its services. (e) Review all documents or reports presented by the Consultant and communicate decisions pertaining thereto within a reasonable time so as not to delay the Consultant. (f) Furnish approvals and permits from governmental authorities having jurisdiction over the project and approvals and consents from other parties as may be necessary. (g) Obtain any independent accounting, legal, insurance, cost estimating and feasibility services required by Client. (h) Give prompt written notice to the Consultant whenever the Client becomes aware of any development that affects the Consultant's services or any defect or noncompliance in any aspect of the project. (3) Period of Services. Unless otherwise stated herein, the Consultant will begin work after receipt of a properly executed copy of this Agreement. This Agreement assumes conditions permitting continuous and orderly progress through completion of the services. Times for performance shall be extended as necessary for delays or suspensions due to circumstances that the Consultant does not control. If such delay or suspension extends for more than six months. Consultant's compensation shall be renegotiated. (4) Method of Payment. Client shall pay Consultant as follows: (a) Invoices will be submitted periodically for services performed and expenses incurred. Payment of each invoice will be due within 60 days of receipt. The Client shall also pay any applicable sales tax. All retainers will be held by the Consultant and applied against the final invoice. Interest will be added to accounts not paid within 60 days at the maximum rate allowed by law. If the Client fails to make any payment due under this or any other agreement within 60 days after the Consultant's transmittal of its invoice, the Consultant may, after giving notice to the Client, suspend services and withhold deliverables until all amounts due are paid. (b) If the Client relies on payment or proceeds from a third party to pay Consultant and Client does not pay Consultant's invoice within 60 days of receipt, Consultant may communicate directly with such third party to secure payment, (c) If the Client objects to an invoice, it must advise the Consultant in writing giving its reasons within 14 days of receipt of the invoice or the Client's objections will be waived, and the invoice shall conclusively be deemed due and owing. If the Client objects to only a portion of the invoice, payment for all other portions remains due. (d) If the Consultant initiates legal proceedings to collect payment, it may recover, in addition to all amounts due, its reasonable attorneys' fees, reasonable experts' fees, and other expenses related to the proceedings. Such expenses shall include the cost, at the Consultant's normal hourly billing rates, of the time devoted to such proceedings by its employees. (e) The Client agrees that the payment to the Consultant is not subject to any contingency or condition. The Consultant may negotiate payment of any check tendered by the Client, even if the words "in full satisfaction" or words intended to have similar effect appear on the check without such negotiation being an accord and satisfaction of any disputed debt and without prejudicing any right of the Consultant to collect additional amounts from the Client. (5) Use of Documents. All documents and data prepared by the Consultant are related exclusively to the services described in this Agreement, and may be used only if the Client has satisfied all of its obligations under this Agreement. They are not intended or represented to be suitable for use or reuse by the Client or others on extensions of this project or on any other project. Any modifications by the Client to any of the Consultant's documents, or any reuse of the documents without written authorization by the Consultant will be at the Client's 28 of 267 Kimsey )) Horn sole risk and without liability to the Consultant, and the Client shall indemnify, defend and hold the Consultant harmless from all claims, damages, losses and expenses, including but not limited to attorneys' fees, resulting therefrom. The Consultant's electronic files and source code remain the property of the Consultant and shall be provided to the Client only if expressly provided for in this Agreement. Any electronic files not containing an electronic seal are provided only for the convenience of the Client, and use of them is at the Client's sole risk. In the case of any defects in the electronic files or any discrepancies between them and the hardcopy of the documents prepared by the Consultant, the hardcopy shall govern. (6) Opinions of Cost. Because the Consultant does not control the cost of labor, materials, equipment or services furnished by others, methods of determining prices, or competitive bidding or market conditions, any opinions rendered as to costs, including but not limited to the costs of construction and materials, are made solely based on its judgment as a professional familiar with the industry. The Consultant cannot and does not guarantee that proposals, bids or actual costs will not vary from its opinions of cost. If the Client wishes greater assurance as to the amount of any cost, it shall employ an independent cost estimator. Consultant's services required to bring costs within any limitation established by the Client will be paid for as Additional Services. (7) Termination. The obligation to provide further services under this Agreement may be terminated by either party upon seven days' written notice in the event of substantial failure by the other party to perform in accordance with the terms hereof, or upon thirty days' written notice for the convenience of the terminating party. The Consultant shall be paid for all services rendered and expenses incurred to the effective date of termination, and other reasonable expenses incurred by the Consultant as a result of such termination. (8) Standard of Care. The standard of care applicable to Consultant's services will be the degree of care and skill ordinarily exercised by consultants performing the same or similar services in the same locality at the time the services are provided. No warranty, express or implied, is made or intended by the Consultant's performance of services, and it is agreed that the Consultant is not a fiduciary with respect to the Client. (9) LIMITATION OF LIABILITY. In recognition of the relative risks and benefits of the Project to the Client and the Consultant, the risks are allocated such that, to the fullest extent allowed by law, and notwithstanding any other provisions of this Agreement or the existence of applicable insurance coverage, that the total liability, in the aggregate, of the Consultant and the Consultant's officers, directors, employees, agents, and subconsultants to the Client or to anyone claiming by, through or under the Client, for any and all claims, losses, costs or damages whatsoever arising out of or in any way related to the services under this Agreement from any causes, including but not limited to, the negligence, professional errors or omissions, strict liability or breach of contract or any warranty, express or implied, of the Consultant or the Consultant's officers, directors, employees, agents, and subconsultants, shall not exceed twice the total compensation received by the Consultant under this Agreement or $50,000, whichever is greater. Higher limits of liability may be negotiated for additional fee. This Section 9 is intended solely to limit the remedies available to the Client or those claiming by or through the Client, and nothing in this Section 9 shall require the Client to indemnify the Consultant. (10) Mutual Waiver of Consequential Damages. In no event shall either party be liable to the other for any consequential, incidental, punitive, or indirect damages including but not limited to loss of income or loss of profits. (11) Construction Costs. Under no circumstances shall the Consultant be liable for extra costs or other consequences due to unknown conditions or related to the failure of contractors to perform work in accordance with the plans and specifications. Consultant shall have no liability whatsoever for any costs arising out of the Client's decision to obtain bids or proceed with construction before the Consultant has issued final, fully -approved plans and specifications. The Client acknowledges that all preliminary plans are subject to substantial revision until plans are fully approved and all permits obtained. (12) Certifications. All requests for the Consultant to execute certificates, lender consents, or other third -party reliance letters must be submitted to the Consultant at least 14 days prior to the requested date of execution. The Consultant shall not be required to execute certificates, consents, or third -party reliance letters that are inaccurate, that relate to facts of which the Consultant does not have actual knowledge, or that would cause the Consultant to violate applicable rules of professional responsibility. (13) Dispute Resolution. All claims by the Client arising out of this Agreement or its breach shall be submitted first to mediation in accordance with the American Arbitration Association as a condition precedent to litigation. (14) Hazardous Substances and Conditions. Consultant shall not be a custodian, transporter, handler, arranger, contractor, or remediator with respect to hazardous substances and conditions. Consultant's services 29 of 267 Kimley>>> Horn will be limited to analysis, recommendations, and reporting, including, when agreed to, plans and specifications for isolation, removal, or remediation. The Consultant will notify the Client of unanticipated hazardous substances or conditions of which the Consultant actually becomes aware. The Consultant may stop affected portions of its services until the hazardous substance or condition is eliminated. (15) Construction Phase Services. (a) If the Consultant prepares construction documents and the Consultant is not retained to make periodic site visits, the Client assumes all responsibility for interpretation of the documents and for construction observation, and the Client waives any claims against the Consultant in any way connected thereto. (b) The Consultant shall have no responsibility for any contractor's means, methods, techniques, equipment choice and usage, sequence, schedule, safety programs, or safety practices, nor shall Consultant have any authority or responsibility to stop or direct the work of any contractor. The Consultant's visits will be for the purpose of endeavoring to provide the Client a greater degree of confidence that the completed work of its contractors will generally conform to the construction documents prepared by the Consultant. Consultant neither guarantees the performance of contractors, nor assumes responsibility for any contractor's failure to perform its work in accordance with the contract documents. (c) The Consultant is not responsible for any duties assigned to it in the construction contract that are not expressly provided for in this Agreement. The Client agrees that each contract with any contractor shall state that the contractor shall be solely responsible for job site safety and its means and methods; that the contractor shall indemnify the Client and the Consultant for all claims and liability arising out of job site accidents; and that the Client and the Consultant shall be made additional insureds under the contractor's general liability insurance policy. (16) No Third -Party Beneficiaries; Assignment and Subcontracting, This Agreement gives no rights or benefits to anyone other than the Client and the Consultant, and all duties and responsibilities undertaken pursuant to this Agreement will be for the sole benefit of the Client and the Consultant. The Client shall not assignor transfer any rights under or interest in this Agreement, or any claim arising out of the performance of services by Consultant, without the written consent of the Consultant. The Consultant reserves the right to augment its staff with subconsultants as it deems appropriate due to project logistics, schedules, or market conditions. If the Consultant exercises this right, the Consultant will maintain the agreed -upon billing rates for services identified in the contract, regardless of whether the services are provided by in-house employees, contract employees, or independent subconsultants. (17) Confidentiality. The Client consents to the use and dissemination by the Consultant of photographs of the project and to the use by the Consultant of facts, data and information obtained by the Consultant in the performance of its services. if, however, any facts, data or information are specifically identified in writing by the Client as confidential, the Consultant shall use reasonable care to maintain the confidentiality of that material. (18) Miscellaneous Provisions. This Agreement is to be governed by the law of the State of Florida. This Agreement contains the entire and fully integrated agreement between the parties and supersedes all prior and contemporaneous negotiations, representations, agreements or understandings, whether written or oral. Except as provided in Section 1, this Agreement can be supplemented or amended only by a written document executed by both parties. Any conflicting or additional terms on any purchase order issued by the Client shall be void and are hereby expressly rejected by the Consultant. Any provision in this Agreement that is unenforceable shall be ineffective to the extent of such unenforceability without invalidating the remaining provisions. The non- enforcement of any provision by either party shall not constitute a waiver of that provision nor shall it affect the enforceability of that provision or of the remainder of this Agreement. (19) PURSUANT TO FS 558.0035, EMPLOYEES OF CONSULTANT MAY NOT BE HELD INDIVIDUALLY LIABLE FOR DAMAGES RESULTING FROM NEGLIGENCE UNDER THIS AGREEMENT. Rev 10120 C= 445 240 Street, suite 200; Vero Beach, FIL 32960 772-794-4100 30 of 267 Air� r C01jno/l II4e$t. l � Co N� oAlE p� p ,4 l$ ��, gate: L q G�NQA � a � enda ltem Septemher RANS Title: P4'T rAL 8, 2p,�1 Approve Sack eCo�mendati�yn. lm ovservic�s d during ©rder for a ar4una' The menu construGti nhul�f eittle and add- plans anCe nd City and F Tfie omm�'nity pevel©pn l`orkin, Stood tw erd �L� for original nal Charges additional l Np require ng W 'ent perf epart rfront Park�d ditional Contract vanC 1 nd there fonesfngact Over th,. roontr adminnents,is�u to field provem nt uctiont recommendsront ap r ny dot If q re9uire ppro the ;/o I evieW, anges whi ro eot has p oval of Co #1 oteen d 9eterend,4mo Re uirQs gal by Clty Coup , 1 l kTh Kittle �s o amendn° pleted in Funds to � $�,, 2,22 9,600 g enditure of Fund to proceed with � ee LC the F.alizQhd Utili s. arnehdme�� to ��e AttaG�n,ents red for Appropr�ation, D, 1. CO #1 �scretionarya/es TeX es / Administrative service Pr+tyAttorney Review, s department Revie ocur _ w t 0� sign Revi.,.. 32 Of 267 arvCF SEBASYi HOME OF PELICAN INLAND CITY OF SEBASTIAN CHANGE ORDER FORM CHANGE ORDER #: I PURCHASE ORDF,R #: 00908677-00 CONTRACTOR: Schulke, Bittle & Stoddard, LI,C ADDRESS: 1717 Indian River Blvd, Suite 201 Vero Beach, FL 32%0 PROJECT NAME: Working Waterfront Parking Lot PROJECT M A1920 CONTACT NAME: Joe Schulke CONTRACT DATE: I I30I2019 By the signature affixed below, both the City and the Contractor agree to (lie changes as stipulated herein. UpDn proper execution of this docuinent, the Contractor is hereby notified to commence work. All changes stated below are hereby incorporated and made a part of the Contract identified alcove, and all the terms and conditions of said Contract are enjoined and in full force while executing the change(s) stipulated as follows: DESCRIPTION: Construction does. Cons"etion Administration A) CONTRACT PRICE PRIOR TO THIS CHANGE S 0,600.00 NET INCREASE (DECREASE) RESULTING PROM TI lIS CHANGE S 3,622.17 NEW CONTRACT PRICE INCLUDING THIS CHANGE ORDER S 31222.17 B) CONTRACT TIME PRIOR TO THIS CHANCE (NUMBER OF DAYS) NET INCREASE (DECREASE-) RESULTING FROM THJS CHANGE (NUMBrk OF DAYS) NE`,V COMPLETION DATE INCLUDING TINS CHANGE AOREEt COry 1RACTO Cl. I S Ill $E8Ap: -f� _ Date: Dst4: Ai�thorhad tit; nature auIhurized tyM�_anager A. I rova)s Bti- City of Selnstbw Staff: City Manager Authortzation — cumulative amount less than 15% of contract price or $15,000 single change order. City Connell Audiorl afiott — cumulative amount c%eeeds 151/6 of the contract price or $15,000 single change order. llvlteh ag Date Z U 4 ) CITY m- SF'BASTIA f t=sir'manaKir Date 1.raject Manager as toe»ginecring Adminlstretive Servieeeu as to budget City Attorney as tolegol Jeanette Williams, Ciev Clerk !Procurement Manager AP�as to purchadng 33 of 267 CMLlf ZW HOME Of PELICAN ISLAND CITY COUNCIL AGENDA TRANSMITTAL Council Meetina Date: September 8, 2021 Title & Recommendation: Approve Purchase of Playground Improvements at Blossom Party; and George Street Park, "Piggyback" Manatee County Piggyback Contract # 21- 0053-MR and Omni Co -Operative Contract, in the total amount of $71,575.78. Background: The Leisure Services Department recommends Council APPROVE the purchase of playground improvement equipment for equipment that has extended beyond manufacturer useful life. Improvement of this equipment is imperative to ensure that our playgrounds remain compliant and to reduce annual maintenance repairs due to wear and tear on the equipment. The Parks and Recreation Advisory Committee selected these 2 designs from a total of 6 designs for each playground for recommendation for approval by the City Council. PLAYGROUND MANUFACTURER George Street Park Playworld Blossom Park Gametime COST VENDOR SELECTION METHOD Playmore $35,000.00 Recreational Products Dominica *36,575.78 Recreation Products Inc. TOTAL I $71,575.78 Manatee County Piggyback OMNIA Co -Operative "Piggybacking" and use of Co -Operative contracts guarantees that pricing and contract terms remain the same while the contract is active; this includes any contract extensions or renewals. In accordance with the City's Ordinance Section 2-10(c)(2), the procurement procedures carried out by the awarding agency are equivalent to that of Sebastian's procurement process Pricing from other cooperatives, piggybacks and! local vendors were considered. The recommended vendors were chosen by the Parks and Recreation Advisory Committee as the best playgrounds for these facilities. If Aqenda Item Reauires Expenditure of Funds. Budgeted Amount: $72,000.00 Total Cost: $71,575.78 Funds to Be Utilized for Appropriation: Recreation Impact Fee Fund Attachments: 1. Quote & Design for George Street Park 2. Quote & Design for Blossom Park Administrative Services Department view: City Attorney Review: Procurement Division Reviev(+, if applicable: T City Manage, Authorization Date: ' / �;; c v 34 of 267 �.AY -A0 ii Recreational Products &Services 10271 Deer Run Farms Road, Suite 1 Fort Myers, FL 33966 (239) 791-2400 (239) 791-2401 fax (888) 886-3757 toll free www.playmoreonline.com Client: City of Sebastian 1225 Main St, Sebastian FL 32958 Contact: Brian Benton Phone: 772-473-0454 Fax: Sales Rep: Anne Kennedy -Krieger Terms: Net 30 Item Description 1 Equipment 350-1741 350-1741 Discount School District of Manatee County 21-0053-MR Discount 2nd Half Sale, Expires 12/I5/21 Discount Courtesy Discount 2 Freight Freight Playworld Freight Discount 2nd Half Sale, Expires 12/15/21 3 Installation PSI Installation Installation of Playworld Equipment per Manatee Contract QUOTATION 08130121 Job Number: 15140 Phase: Opt 1 Rev B Revision: Job: George Street Park 1270 George Street Park Sebastian FL 32958 Email: Bbenton@cityofsebastiian.org Quantity Cost Subtotal 1 $33,689.00 $33,689.00 -1 $I,684.45 -$1,684.45 -1 $6,737.55 46,737.55 -1 $508.46 4508.46 Subtotal: 524, 758.54 1 $5,745.00 $5,745.00 -1 $5,745.00-$5,745.00 Subtotal: I S10,241.46 S10,241.46 Subtotal: $10,241.46 Grand Totals: $35,000.00 Notes: Permitting Costs/Fees ($2000) Signed & Sealed Engineered Drawings ($1250) are not included. No charge for shop drawings. Page 1 35 of 267 _1AY__A0 i E Miter a "uui a Jiai Recreational Products & Services 10271 Deer Run Farms Road. Suite 1 Fort Myers, FL 33966 (239)791-2400 (239) 791-2401 fax (888) 886-3757 tall free www.playmoreonline.com Client: City of Sebastian 1225 Main St. Sebastian FL 32958 QUOTATION 08/30/2021 Job Number:15140 Phase: Opt 1 Rev B Revision: Jab: George Street Park 1270 George Street Park Sebastian FL 32958 General Terms: Acceptance by a signature, purchase order, or contract based on this proposal indicates that you are in full agreement with all terms and conditions of this proposal, induding the following: + Prices are valid for 30 days, unless otherwise noted After 30 days, prices are subject to change without notice. • Sales Tax will be charged unless a valid Sales Tax Exemption Certificate is presented with order. • Specify all colors and options in writing. Any discrepancies that arise due to oral selections will be the responsibility of the customer. • If the customer is installing equipment, all equipment is to be installed per manufacturers instructions and applicable guidelines. • Installation, site work, permits. engineering, etc. are not included unless noted Building Permits: Building permits are the responsibility of the owner_ If a building permit is required for your project, the following options are available. • Add 5%(minimum $1,500) to the quotabonlcontmot price. Playmore Recreational Products and Services will cover the costs of all the building permit fees and expeditor fees. • Playmore Recreational Products and Services can assist the customer in obtaining their own permiL Customer is responsible for all fees directly to the permitting agency andlor the expediting company_ NOTE — All zoning, planning, environmental, etc. permits and approvals are the responsibility of others as well as any required site plans. If signed and sealed engineered drawings are needed for the installation of equipment, this will be included on the proposal. If it is omitted and later discovered necessary, the costwitl be the responsibility ofthe customer. Standard Services Include: • Shipping NotificatiorJReceivingInstructions • Pre -Installation On -Site Meeting • Underground Utility Check (Sunshine State One Call) • Accept Delivery and Unload Equipment Of site is ready.) • Moving New Equipment at Job Site • Layout of Equipment Installation of Equipment and Matenals per Manufacturers Instructions • Trash Clean Up (Leave on site.) • Post -Installation Walk Through • Maintenance Explanation Customer Responsibilities (unless otherwise noted in the applicable quotation/contract): • Trash Disposal — Dumpsters or Off Site Disposal. • Accept Delivery and Unload Equipment (If site is not ready.). $500.00 Charge will apply if Customer wants Installers to Unload. • Provide Area for Storage and Staging. Secure Site and Equipment. Some Optional Responsibilities (Must be clearly outlined in the applicable quotationlcontract): • Removal of Existing Equipment. • Site Preparation, Grading, Drainage Systems, etc. • Engineered Drawings for Purchased Equipment. • Other Permits or Engineered Drawings 0 e. zoning permits, environmental permits, site surveys, etc.) Any other responsibilities must be clearly outlined in the applicable quotationlcontract. General Notes AccessA-tilitie& Access must be provided to the installation area for heavy trucks and equipment Access of equipment and personnel is the obligation of the customer to provide until the project is fully completed We will take every precaution to avoid damage. however any damage caused by the normal installaton of our product, such as to sod, concrete sidewalks, private underground utilities, etc., will be the responsibility of the customer, as will any additional costs associated with limiting damage, such as providing plywood over sod for access_ If access is not reasonably close to the jobsite, arty additional costs incurred due to having to transport materials andlar supplies will be the responsibility of the customer. RocklForeign Object Clause. Most installations require digging of holes and footing equipment in concrete below finished grade. Removal of existing ground covers such as asphalt, concrete, tan bark, sand, pea gravel, wood fiber, rubber matting, poured -in -place rubber surfacing, or any other material that interferes or delays the digging of holes, is the responsibility of others, unless otherwise noted If excessive underground obstructions such as rocks, coral, asphalt, concrete, pipes, drainage systems, root systems, water, or any other unknown obstructions are discovered, charges will be added to the original proposal. Playground Surfacing. All playground equipment is to be installed over safety Surfacing per CPSC guidelines and ASTM standards. I f the customer contracts for something contrary to the guidelines, they are accepting all responsibility for any liability and future litigaticn that may arise. Acceptance Signature: X Page 2 of 2 Date. P.O.# 36 of 267 (Gamewme) h PL!rn CCRi= r. ,., , GameTrme clo Dominica Recreation Products, Inc. P.O. Box 520700 Longwood, FL 32752.0701) 800-432-0162 ` 407.331-0101 Fax:407.331.4720 www.playdrp.com Blossom Street Park - Design Option 1 07/ 1912021 Quote it 102777-01-01 City of Sebastian Ship to Zip 32958 Alin; Brian Benton 1225 Main Street Sebastian. FL 32958-8697 Phone- 772-226-7057 bbenton@Gityofsebastian.org DescriptionQuantity Part # 31 4850 GameTime • 8" Playcurb Pkg 557 00 $1,767.00 1 4854 GameTme - Accessible Playcurb S395.00 $395.00 1 RDU GameTrme - Custom PdmeTime System- $29.943,16 $29.9113.16 with 14' Square Shade ages 2 - 12 1 32C5 GameTrme - Spinning Sensory Wave Seat S1,161 00 S 1.161 00 1 INSTALL 5-S1ar Plus - Five Star Plus Playground Installation Services- 58,965.00 58,985 00 Performed by a Certified Installer, includes meeting and unloading delivery truck, signed completion forms, site walkihrough, 90 day site revisit by installation foreman, and 3-Year Labor Warranty! 1 Sealed 5-Star Plus - Signed/Sealed FBG 2020 7lh Ed Building Code Drawings 5995.00 $995.00 1 Permits 5-Star Plus - Building Permits- S1.250.00 S1.250 00 Estimated Costs of Permits plus Time if actual permit fees are significantly higher or lower, feat invoice will be adjusted accordingly Includes tiro visits to the permit office, if additional time spent acquiring permits, final invoice to be adjusted_ Site Plans are to be provided by the owrior for the permit application, Contract: OMN1A Sub Total $44,4!36.16 Discount ($9,537.78) Freight $1.617.40 Comments Removal of existing surfacing. concrete, play equipmeni and footers by others New safety surfacing by owner. Add option of fcaijoval and disposal of eKlsting ettn,timent an7 PIF 'Removal f dispasof of equipment $2 150- OD Re'no%al r disposal of PIG 9 3 975 00 Re'"V&r 01 cot, -relP'Svh ba:t S 4 r 5� ' This quote was prepared by Gina Wilson. Vice President t Senior Project Manager. For questions or to order please call - 800-432-0162 ext. 101 gin w@gmiletime.com All pricing in accordance with Omnla Partners I U.S. Communities Contract #2017001134. All terms in the Omnia Partners I U.S Communities Contract lake precedence over terms shown below For more information on the Omnia Partners t U S Communities contract please visit Oinnia Partners Public Seclor GareTime Page 1 of 3 40 of 267 Gary�r�Time� i C-ORE [m.,. - GameTime cJo Dominica Recreation Products. Inc P.O Box 520700 Longwood, FL 32752-0700 600.432.0162'407-331.0101 Fax: 407.331-472 D www.playdrp.com Blossom Street Park - Design Option 1 07/1912021 Quote #102777-01.01 Permits are not Included In cost, unless spocificatly listed in pricing. If permits are required SignedrSealed drawings are usually needed and are also not included unless specifically listed in pricing Any costs rot muncipat permits, paid by installer, will be charged back to the owner. Adding permits to any job will Increase the length of completion, expect total time to be about 120 days, after receipt of Site Plan from owner/cuslomer (this is not due to manufacturing but ralher the permil process at the muncipality level), It is expected that the owner will provide approved situ plans of the area for the permit office, and will help and assist in the securing of all required approvals before assembly of equipment can begin. Installer cannot provide site plans. The permit process can not begin until the site plans are available. If additional permitting requirements are needed during the process. those will be added and billed accordingly, i.e. soil density lest. formed foolers. etc Payment Terms: Governmental Purchase Order. Purchases in excess of $1,000,00 to be supported by your written purchase order made out to GamoTime. Net 30 days subject to approval by GameTime Credit Manager. A compteted Credit Application and Bank Reference Authorization, must be received with the order. The decision on credit is the sole discretion of GameTimelPlayCore. A 1.5% per month finance charge will be imposed on all past due accounts Multiple Invofces: Invoices will be generated upon services rendered. When equipment ships it will be invoiced seperately from installation aodfor other services. Terris are Net 30 for each individual invoice. This Quotation is subject to policies in the current GameTime Park and Playground Catalog and the following terms and conditions. Our quotation is based on shipment of all items at one time to a single destination. unless noted, and changes are subject to price adjustment Pricing: Firm for 60 days from date of quotation. Shipment: F.O B, factory. order shall ship within 45 days after Gametime's receipt and acceptance of your purchase order, color selections, approved submittals. and receipt of payment. Taxes: State and local taxes will be added at time of Invoicing, if not already included. unless a tax exempt certificate is provided at the lime of order entry. Exclusions: Unless specifically discussed, this quolatlon excludes all silework and landscaping; removal of existing equipment; acceptance of equipment and off-loading; storage of goods prior to Installation: security of equipment (on site and at nighl); equipment assembly and installation; safety surfacing; borders; drainage; signed/sealed drawings; or permits Installation Terms: Shall be by a Certified Installer The installer is an indepedenl installer and not part of PlayCore, GameTime. nor Dominica Recreation Products. If playground equipment. installer will be NPSI and Factory Trained and Certified. Unless otherwise noted. installation is based on a standard installation consistent with GameTime installation sheets and In suitable soil wdh a sub -base that will allow proper playground Installation. Drainage is not part of our scope of work unless othenvise noted Customer shall be responsible for scheduling and coordination with the installer. Site should be level and alloy for unrestricted access of trucks and machinery. Customer shall also provide a staging and construction area. Installer not responsible for sod replacement or damage to access path and staging area. Customer shall be responsible for unknown conditions such as buried utilities, Iree slumps, rock, or any concealed materials or conditions that may result in additional labor or rnalerial costs. Customer will be billed hourly or per job directly by the installer for any additional costs that were not previously Included. ORDER INFORMATION Bill To: Contact. Address: Address: City, Slate, Zip. Te l: Fax' SALES TAX EXEMPTION CERTIFICATE #. Ship To: Contact: Address; Address: City. State. Zip: Tel. Fax (PLEASE PROVIDE A COPY OF CERTIFICATE) 14 0 0 1 Page 2 of 3 cram Ito 41 of 267 GameTime 07/1912021 GarrieTimie CIO Dominica ( P.0 Box 52070D Recreation Products Inc Qilo[e R102777-(11 .01 Longwood, FL 32752-0700 A P�n corm L- 800-432-0162 ' 407-331-0101 Fax: 407-331-4720 www.playdrp.com Blossom Street Park — Design Option 1 Acceotanco of cuo a Ion: Accepted By (printed) P.O No Signature: Title Date. Phone', E-flail: Purchase Arnount: $36,575.78 Page 3 of 3 4-00 1 4 C101 CTQI:1111} 42 of 267 aft (1( E.BAST HOME OF PELICAN ISLAND CITY COUNCIL AGENDA TRANSMITTAL Council Meetinq Date: September 8, 2021 Aqenda Item Title: Alcohol Beverage Approval Recommendation: Approve alcoholic beverages for the Rivas Family Bridal Shower at the Community Center. Background: Mary Rivas is seeking Council approval to serve alcoholic beverages at the Community Center on Saturday, September 11th, 2021 from 8:00am to 1:00pm. Staff has verified applicant's date of birth. They are expecting less than 50 people If Agenda Item Requires Exaenditure of Funds: NIA Budgeted Amount: Total Cost: Funds to Be Utilized for Appropriation: Attachments: 1. Rental Permit Application 2. Payment Receipt Administrative Services Department Review: NIA City Attorney Review: NIA Procurement Division Review, if applicable: N/A City Manager Authorization Date: �/_?o 41 ,� �- "Z// 48 of 267 01) It SEBASTIA HOME OF PELICAN ISLAND CITY OF SEBASTIAN FACILITY RENTAL PERMIT APPLICATION 1225 Main Street Sebastian, FL 32968 Parks Phone: (772) 228-7054 FAX: (772) 388-8249 ' For emergency purposes ONLY, please dial 772.473,0454* Date:'S12�;121 lCommunity Center Name of P&rnittee (permits may only be issued to an adult) H1-fq 1_U N I S of\," ft'.-J, Physical Address XIATj I ANI E city State R I DA L _ 1-I lD E-E Reason for Rental —Type of Function ❑ Yacht Club Name of Organization (if applicable) Mailing Address (if different) Zip Phone E-Mail F 0�-IA i (J Anticipated Number of Attendees (if more than 75 attendees, police services are required by R-10-15) qh Ikc)2 I EA fQ - h M Requested Date Time: From To Please answer the following yes or no: 1) Are you a resident of Sebastian? y 2) Will there be an admission charge or door charge? NO 3) Will alcoholic beverages be served? Y �S H (IL If yes, please provide govt. issued ID proof of age �iCl�C4 Date of Birth Verified by i. 1- 1� �r the undersigned, acknowledge that I am the applicant or authorized agent of the above referenced rganization, that I am aware of the provisions of the City of Sebastian Codes and Resolutions in respect to this application and use of City facilities for which I have applied and agree to abide by all rules and regulations set out for use of City facilities. I understand that the $250.00 security deposit will be refunded if the building is left clean and undamaged, however, failure to clean the facilities immediately after the use, or causing any damage„to the facility will result in forfeiture, in part or full, of the security deposit. Sig ature o Applicant 49 of 267 CITY OF SEBASTIAN LEISURE SERVICES RECEIPT Name 'MOL-0 JCash -.0 Z)LA Date 2�-Check # 'j Credit Amount Paid 14. 001001 208001 Sales Tax 001001 220000 Security Deposit 2,r6 ILI) 0 001501 362100 Taxable Rent 001501 362150 Non -Taxable Rent 001501 342100 Police Security Services 001501 366150 Brick Pavers 001501 366000 Memorial Benches 001501 369400 Reimbursement Services eck v.p kpj o � tip Urbp P _ry c ---- : It_ I 0 ye. Total Paid4clI'K Initials White - Dept. of Origin - Yellow - Admin. Svcs. - Pink - Applicant 50 of 267 Mcf SEBAST�_ V HOME OF PELICAN ISLAND CITY COUNCIL AGENDA TRANSMITTAL Council Meetinq Date: August 25, 2021 Aqenda Item Title: Sebastian Police Department Community Night Out Recommendation: Approve Park Usage, Road Closure and Usage of the Mobile Stage (without fee) for the Sebastian Police Department Community Night Out Backqround: Sebastian Police Department is requesting Council approval for park usage, road closures and usage of the mobile stage (without fee) for the 2021 Sebastian Community Night Out event. The event will take place on Thursday, October 14 h from 5:00pm to 7:00pm. The road closures will begin at 3:00pm and last until the event ends and it is safe to resume normal traffic. The road closures necessary are: 1. Sebastian Blvd from US 1 to Indian River Drive 2, Harrison Street, east of the Splash Pad parking entry to Indian River Drive 3. Indian River Drive, from Coolidge Street to the entry of Sportsman's Lodge, If Aqenda Item Reauires Expenditure of Funds: Budgeted Amount: NIA Total Cost: $1,000 to cover staff costs for road closures, event setup/cleanup and Police Department staffing Funds to Be Utilized for Appropriation: Departmental Overtime Staffing Accounts Attachments: 1. Park Permit Application 2. Road Closure Map Administrative Services Department R iew: 1 Af City Attorney Review: Procurement Division Review, if appiica�e: City Manager Authorization: Date: 51 of 267 Lm SET!. qw�W`� HOME OF PELICAN ISLAND CITY OF SEBASTIAN PARK USE PERMIT APPLICATION 1225 Main Street, Sebastian, Ill32958 Parks Phone: (772) 228-7054 Fax: (772) 388-8249 *For emergency purposes ONLY, plecrse:41012.473.0454* NO PERSON SHALL DRIVE OR PARK ANY UNAUTHORIZED VEHICLE ON ANY AREA WITHIN ANY PARK OR RECREATIONAL AREA EXCEPT DESIGNATED PARK ROADS OR PARKING AREAS. ORD. 74-4.DRIVING OR PARKING ANY UNAUTHORIZED VEHICLE IN THE PARK AREA WILL RESULT IN FORFEITURE OF THE SECURITY DEPOSIT. Please check appropriate gox(es): - _Park Event (75 to 300 anticipated attendees) / Special Event (301 or more anticipated attendees) rent $100 Security Deposit - $100 t plus 6.5% tax - $106.50 5200a Security Deposit - $200 rent plus 6.5%tax - $213.00 Will event require road closures "Must provide detailed site plans with application 'lf requesting road ctosures,+lude road cto5ure plan. "Special Evens and Alcohol Beverage Request regtare City Counclt Approval. Date: 09 /n31-;� (i a _ �L€n. r,,5 ., r� a-�: Cam, Ic�l; c? l Jb%�or f,�na2n Name of Permittee (permits miy only be issued to an adult) Name of 6r9anization (if applicable) Physical Address Mailing Address if Different City State Zip Phone E-Mai! / Cq , Dr Requested Date(s) ! Rain Date (if applicable) Time From - o t Anticipated Number of Attendees Reason for Rental =Type of FunctidZl �— Will there be any sale of goods Yes No__ ��// _ (If yes, please describe type of goods on back) Will there be food or other v dors? Yes No__ (If yes, please list name, address of each on back with description and schematic of structures (tents, etc.) to be erected or otherwise assembled on back. (May require Health Dept. or Fire Dept. permit) the undersigned, acknowledge that I am the applicant or authorized agent of the above referenced organization. I am aware of the prov€stions the City of Sebastian Codes in respect to this application and use of City facilities for which I have applied for a permit for a Park Event or Special Event. I have been provided with the general rules prescribed by the City and agree to the terms thereof. Park Use Permit Application Rev 1.2021 Signature of Applicant 52 of 267 SEB .AST N -T� HOME OF PELICAN ISLAND CITY COUNCIL AGENDA TRANSMITTAL Council Meetina Date: August 25, 2021 Aaenda Item Title: Sebastian River High School Homecoming Parade Recommendation: Approve road closures, use of Riverview Park and use of the mobile stage (without fee) for the 2021 Homecoming Parade Backaround: Sebastian River High School (SRHS) is requesting Council approval for road closures, use of Riverview Park and use of the mobile stage (without fee) for the 2021 Homecoming Parade. The date for the Parade is Wednesday October 20th, 2021 and will start at 6:OOPM. The road closures necessary are: 1. Indian River Drive; Jefferson Street to Harrison Street, 4PM to line up floats into the Main Street Boat Ramp Parking Lot, until the parade leaves the area at 6PM. Street intersections along the route will be reopened as the parade progresses from North to South. 2. Main Street from US 1 to Indian River Drive; from 4PM until the parade completely leaves the area. 3. Sebastian Boulevard from the Speedway entrance to Indian River Drive; 4PM to the end of the event. 4. Close Main Street Boat Ramp and parking lot at 11 FIM on October 191h, reopen boat ram once the parade clears the boat ramp parking lot on October 20 ". Variable message boards will be placed on US1 and Main Street, at both Boat Ramps and parking lots to notify boaters of the closures. Parade staging will be at the Main Street Boat Ramp parking lot. If Aaenda Item Reauires Expenditure of Funds: Budgeted Amount: NIA Total Cost: $750 to cover staff costs for road closures Funds to Be Utilized for Appropriation: General Fund Departmental Overtime Attachments: 1. Park Permit Application 2. Mobile Stage Hold Harmless Agreement Administrative Services Department Review, I City Attorney Review: f Procurement Division Review, if applicable: nI City Manager Authorization Date: �( ��� /fir 54 of 267 On L* SE" HOME OF PELICAN [SLAND CITY OF SEBASTIAN PARK USE PERMIT APPLICATION 1225 Main Street, Sebastian, FL 32958 Parks Phone: (772) 228-7054 Fax: (772) 3SM249 *For emergency purposes QNLY please dial 772.473.0454* NO PERSON SHALL DRIVE OR PARK ANY UNAUTHORIZED VEHICLE ON ANY AREA WITHIN ANY PARK OR RECREATIONAL AREA EXCEPT DESIGNATED PARK ROADS OR PARKING AREAS. ORD. 74-4.DRIVING OR PARKING ANY UNAUTHORIZED VEHICLE IN THE PARK AREA WILL RESULT IN FORFEITURE OF THE SECURITY DEPOSIT.. Please check appropriate box(es): park Event (75 to 300 anticipated attendees) Special Event (301 or more anticipated attendees) $100 Security Deposit - $100 rent plus 6.5%tax - $106.% $200 Security Deposit - $200 rent plus 6.5% tax - $213.00 YC.s Will event require road closures 'Must provide detailed site plan with appilcation. *if requesting road closures, include road closure plan. *Special Events and Alcohol Beverage Request require City Council Approval. Date: �SL 11b / zl r In [ t? vvj S I�b 1��x4� Z�„�I' �t � �C Name of Permittee (permits may only be sued to an adult) Name of Organization (if applicable) qoD ( )hay- I- ij -t4 PhysicalAddress �(V 1�P 1 )-`L`S�Cu� C—C 32GI�U City State Zip x j zo Requested Date(s) Time From -To Reason for Rental = Type/Of Function SPIAN�_+✓ Mailing Address if Different 11 y --7 7 Z_) I - yl7C (_hi IsiiPykee-. Co r'V"t.ryv f ia_ a•t'(w'°"Y�rcrsch,c;s. ``Phone E-Mail Rain Date (if applicable) [, vG}v Anticipated Number of Attendees Will there be any sale of goods? (If Yes, please describe type of goods on back) Yes �__ (lvi� _ Will there be food or other ven ors? Yes— No (If yes, please list name, address of each on back with descnptlan and schem erected or otherwise assembled on back. (May require Health Dept. or Fire Dept, permit) I, �is5hn/mow �tifYvtY`k� the undersigned, acknowledge that I am the applicant or authorized agent of th abo aware of the provisions of the City of Sebastian codes in respect to this appii -.a d use of City facilities for a ich Park Event or Special Event. I have been provided with the general rules pres ' ed b the C n agree to the to s 1l Signatur of Applicant Park Use PetTnit Application Rev 1.2021 structures (tents, etc.) to be organization. I am for a permit for a 55 of 267 CITY OF SEBASTIAN PARK USE PERMIT APPLICATION List Any Vendor Information on this page INAME ADDRESS t. A7S �r I I 1 I I l I 4 4 I I TYPE eul OFFICE USE ONLY: SPECIAL CONDITIONS IMPOSED BY CITY MANAGER OR CITY COUNCIL: Park Use Permit Application Rev 1.2021 2 56 of 267 rnv of 41,65 HOME OF PELICAN ISLAND Leisure Services Department 1225 Main Street, Sebastian, FL 32958 Phone:772.228.7057 Fax:772.388.8249 INDEMNIFICATION AND HOLD HARMLESS AGREEMENT FOR USE OF MOBILE STAGE The (renter/lessee) Name:n,�i�i�"".N� Address: 9t1�t �'( I' ill"Ot City: se-�s'bc'n - State: �— Zip Code Shall indemnify and hold the City of Sebastian, 1225 Main Street, Sebastian, FL 32958 harmless from any and all personal injury or property damage claims, liabilities, losses or causes of action whicharise out of he use and t contractors, agents, its Tamil of the property by the (renter/lessee), y, a sac ates employees, customers and attendees. Agreed to this / e" day of CITY OF SEBASTIAN. Signed: Print name: RENTER/LESSW�' Signed: Print Name: nh' nry.Yni/7 S 20 � 57 of 267 LM Of { HOME OF PELICAN ISLAND CITY COUNCIL AGENDA TRANSMITTAL Council Meetinq Date: August 25, 2021 Aqenda Item Title: Wreaths Across America Special Event Approval Recommendation: Staff recommends approval of the Wreaths Across America Event Backqround: Wreaths Across America would like to lay wreaths in honor of our veterans in the Sebastian Cemetary and then have a ceremony at the Veteran's Memorial on Saturday, December 18, 2021 If Agenda Item Requires Exuenditure of Funds: Budgeted Amount: NIA Total Cost: NIA Funds to Be Utilized for Appropriation: NIA Attachments: 1. Park Use Permit Application Administrative Services Department Revi w: City Y Attorne Review: Procurement Division Review, if applicable: City Manager Authorization Dater 58 of 267 LIR Cf HOME OF PELICAN ISLAND CITY OF SEBASTIAN PARK USE PERMIT APPLICATION 1225 Main Street, Sebastian, FL 32958 Parks Phone: (772) 228-7054 Fax: (772) 388-8249 *For emergency purposes ONLY, please dial 772.473.0454* NO PERSON SHALL DRIVE OR PARK ANY UNAUTHORIZED VEHICLE ON ANY AREA WITHIN ANY PARK OR RECREATIONAL AREA EXCEPT DESIGNATED PARK ROADS OR PARKING AREAS. ORD. 74-4.DRIVING OR PARKING ANY UNAUTHORIZED VEHICLE IN THE PARK AREA WILL RESULT IN FORFEITURE OF THE SECURITY DEPOSIT. Please check appropriate box(es): Park Event (75 to 300 anticipated attendees) Speciai Event (301 or more anticipated attendees) $100 Security Deposit - $100 rent plus 6.5% tax - $106.S0 $200 Security Deposit - $200 rent plus 6.S% tax - $213.00 Will event require road Closures 'Must provide detailed site plan with application. *If requesting road closures, include road closure plan. `Special Events and Alcohol Beverage Request require City Council Approval. Date:— �/� 20 -P- / Name of Permiittee (permits may only be issued to an adult) Name of Organization (if applicable) -f- Physical Address Mailing Address if Different City state Zip Phone E-Mail Gc� i2`/V �v2I Requested Date(s) Rain Date (if applicable) Time From -To Anticipated Number of Attendees Reason for Rental = Type of Function Will there be any safe of goods? Yes No 1 (If yes, please describe type of goods on back) Wiil there be food or other vendors? Yes No V (If yes, please list name, address of each on back with description and schematic of structures (tents, (tc.) to be erected or otherwise assembled on back. (May require Health Dept. or Fire Dept. permit) I, /7 'G -.,. ,r Lr,• , , the undersigned, acknowledge that I am the applicant or authorized agent of the above referenced organization. I am aware of the provisions of the City of Sebastian Codes in respect to this application and use of City facilities for which I have applied for a permit for a Park Event or Special Event. I have been provided with the general rules prescribed by I. e City and agree to the terms thereof gignature of Applicant Special E vent/Park Use Application Rev 01,2021 59 of 267 CF CRct ! HOMEOFPELICAN ISLAND CITY COUNCIL AGENDA TRANSMITTAL FORM COUNCIL MEETING DATE: August 25, 2021 AGENDA ITEM TITLE: Presentation of Draft FY 2021-22 Budget and Capital Program RECOMMENDATION: Discuss Any Concerns in Advance of the Formal Public Hearings. BACKGROUND: City Council was provided a briefing on the General Fund Budget at the July 28, 2021 Meeting. Staff recommended and City Council approved setting the proposed millage at 3.1514. At this time, the City Council will be updated on changes to the General Fund budget and briefed on the budgets for Other Funds and the Capital Improvement Program. The Draft General Fund Budget is balanced with the rolled -back rate of 3.0043. Further negotiations on employee group insurance resulted in a lower premium increase but the main reason we are able to balance is a large increase in State Revenue Sharing payments based on projections recently provided by the State. A contingency for wage increases is included and dependent on the results of negotiations that are not yet finalized. Funding for road reconstruction/repair is being deferred pending an update to the Road Assessment Study and to allow time for the associated stormwater work to be achieved. Discretionary sales taxes are applied to computer upgrades and police vehicles, plus major capital items, including the Public Works Compound, slip lining/pipe replacements, matching funds for a canal restoration grant and square hangars at the Airport. The Riverfront CRA Fund continues to fund special events, sign grants and payment of about half the landscaping contract. CRA funds will also be used toward the Harrison Street Park Plaza. Recreation Impact Fees are used for park amenities and improvements. The Stormwater Utility Fund covers adding two employees, replacing equipment, work associated with roadway improvements, the balance of the landscaping contract. and matching funds for a grant for work on the Concha Dam. Golf Course projected expenses exceed revenues by $18,709 due to necessary capital expenses. Expenses include the amortized annual loan repayment to the Building Fund and a payment on the General Fund loans. The Airport and Building Budgets are balanced. The Airport Fund includes the amortized annual repayment of the loans from the Discretionary Sales Tax Fund. The Building Fund is budgeting for contractual assistance with building inspections to help with that workload and for modifications to the front counter. The Budget Review Advisory Committee approved the rolled -back millage, the Draft Budget and the Capital Improvement Program. The Parks and Recreation Committee supported the budgeted uses of Recreation Impact Fees and the Capital Improvement Plan is being presented to the Planning and Zoning Commission on August 19th. We hope the City Council will discuss any concerns or pose any questions in advance of the formal public hearings scheduled as Special Meetings on September 20th and September 29=h. A vote on the budget recommendation is not necessary at this meeting. Attachments: 1. Power Point Presentation by Ken Killgore, Administrative Services Director/CFO 2. Draft Budget and Capital Improvement Plan is Available on the City Website. Administrative Services Department ev" w: --�� ,., City Attorney Review: Procurement Division Review, if pplica le: City Manag r Authorization: Date: 7�%1 bU of 2b/ 2022 Budget and Capital Program Proposed 2022 Budget and Capital Program Wednesday, August 25, 2021 Prepared By: Ken Kiilgore Administrative Services Director/CFO 1 2022 Budget and Capital Program o Summary of General Fund Budget. o Property Values and Millage. o Enterprise and Other Funds. o Capital Improvement Program. o Closing Comments. Z General Fund Personnel Additions/Deletions o Three Full-time Additions MIS — Help Desk Tech./Admin. Asst. Police — Crime Analyst Leisure Services — Events Coord./MWIII o No Full-time Deletions o No Part-time Changes W 0 N d') v 9 A Draft FY2022 General Fund Budget Versus Amended FY2021 Budget $ 489,997 Personnel Costs 1011,755 Operating Expenditures 5,669 Capital Spending (379,462) Transfers to Other Funds $ 217,959 Increase in Budget —1.6% Excluding Transfers — 4.6% Increase all Personnel Up $489,997 0 3%for Wages/Benefits Contingency. o Health Insurance Premiums Up 4.5%d 0 3 Additional Full -Time Employees. MIS Help Desk Technician/Admin. Asst. Police Crime Analyst. Leisure Services Events Coord./MWIII. Operating Up $101,355; Transfers Down $379,462; Balanced at 3.0043 o Most of Increase in Operating Accounts is the $72,000 Projected Election Costs. o $379,462 for Yacht Club Seawall Repairs is Most of Interfund Transfers Decrease. o General Fund is Balanced Assuming the Rolled -back Rate of 3.0043. o State Published Amount of Revenue - Sharing Payment Will be 25% Higher. 2 Property Values and Millage: ASSESSED VALUES TAXABLE VALUES TAXES 3.1514 Versus 3.0043 1. 04% On Homestead: 3.1514 3.0043 $200,000 $202,080 $150,000 $152,080 $473 $457 10% On Others: 3.1514 3.0043 $200,000 $220,000 $200,000 $220,000 $630 $661 CHANGE (3.4%) - 4.9% ($16) $31 ASSESSED VALUES $250,000 $252,600 $250,000 $275,000 TAXABLE VALUES $200,000 $202,600 $250,000 $275,000 TAXES $630 $609 $788 $826 CHANGE (3.3%) - 4.8% ($21) $38 .................................................................................................................... ASSESSED VALUES $300,000 $303,120 $300,000 $330,000 TAXABLE VALUES $250,000 $253,120 $3007000 $330,000 TAXES $788 $760 $945 $991 CHANGE (3.6%) - 4.9% ($28) $46 7 CO 0 N d� v Enterprise Funds: Golf Course oSame $30,,000 from Restaurant Lease; Same $1061135 Airport Rent; $36,085 Payment on $700,000 Loan from the Building Fund; and $35,000 toward General Fund Loans. o Expecting Additional Year on Golf Carts. o Revenue $18,709 Short Due to $25,000 of Work on Parking Lot and Ditch #15. �3 Enterprise Funds: Airport o Property Rental Revenue is Covering Operating Cost and DST Loan Payments. o DST Funds for Grant Matching: Square Hangars in 2022; Runway 05/23 in 2024; Shade Hangars, Golf Apron Utilities, Taxiway Golf and Airport Road West in 2025. o Airport Funds for Grant Matching: Security Cameras, Runway 10-28 Markings, Taxiway Alpha Aprons and Taxiway Golf Apron m Design in 2023; Taxiway Alpha Aprons in 2025; co 0 and Aircraft Wash Rack 2026. N J 9 Enterprise Funds: Building o Continuing Open Building Inspector Slot. o Contracting to Cover Inspections. o Budgeting to Modify Front Counter. o Expecting $36,085 Principal and Interest Payment on Golf Course Loan. o Revenues Covering All Expenses. 10 Special Revenue and Other Funds: Special Revenue Funds o Local Option Gas Tax: Collections 6.3% Higher than Prior Year. $100,000 Allocated for Sidewalks. $4,870 Allocated for Traffic Analyzers. Holding Off on Road Improvements,, Pending Update to Road Assessment Study. $242,801 for Payment on Notes. $358,000 Outstanding 9/30/2021. Matures 12/01/22. 11 Special Revenue and Other Funds: Special Revenue Funds o Discretionary Sales Tax: Collections 13.1% Higher than Same Months of the Prior Year. Allocations to MIS and Police Vehicles. Funding Balance of GMP Contract on Construction of Public Works Compound. Stormwater Slip Lining/Pipe Replacements and Matching Funds for Canal Restoration. N Construction of Two Square Hangars. O N M v 12 Special Revenue and Other Funds: Special Revenue Funds o Riverfront CRA Fund: Working Waterfront Deck, Landscaping and Historical Signage. Special Events, Sign Grants, CRA Manager. No New Sewer Connection Grant Funds. About Y2of Landscaping Contract. $225,000 To Harrison Street Park Plaza. W State Mandate Requires Separate Audit. 0 N W V 13 Special Revenue and Other Funds: Special Revenue Funds o Recreation Impact Fee Fund: Fully Allocating the Available Collections. Unspecified Improvements ($5K per Zone). Additional Park Signage. Barber Street Backstops. Playground Improvements ($50,000 to Easy Street and $50,000 to Filbert Park). 0 Approved by Parks and Recreation Board N on July 26, 2021. J 14 Special Revenue and Other Funds: Special Revenue Funds o Stormwater Utility Fund: Adding Two Maintenance Worker Positions. Fees Cover Operational Cost and Some Equipment Replacements. $115,000 Roadway Swales/Culverts Work and $1001000 to Match Grant for Work on Concha Dam in 2022. � Future Funds to Roadway Swales/Culverts; Tulip and Bayfront Road Crossings; and to 0 Stabilizing Ocean Cove Slopes. N m J 15 Special Revenue and Other Funds: Special Revenue Funds o Law Enforcement Forfeiture Fund: Used Only for Unbudgeted Items. Specific Items Need City Council Approval. Current Balance is $321818. o Parking In Lieu Of Fund: Expecting $70,287 Year End 2021 Balance. $9,600 on 807 Indian River Drive Adds $1,140/Year for 10 Years. $6,400 on 1623 US#1 Adds $1,788/Year Over 48 Months. 16 O N M v Special Revenue and Other Funds: Special Revenue/Trust Funds o Cemetery Trust Fund: Y2of Sales Expendable on Expansions or Cost Incidental to Adding Future Sites. oFunding Columbarium Niches in 2025. Y2of Sales on Operations and Maintenance. oAllocation for Signage, Fencing and Grounds Improvements. o$90K Transfer to General Fund in 2022. 0$605,656 Expected 2021 Balance for Perpetual Maintenance. 17 Special Revenue and Other Funds: Debt Service Funds o Stormwater Utility Debt Service: Includes Required Bank Note Payments Which are Paid by Discretionary Sales Tax. $3951000 Outstanding as of 9/30/21. Final Maturity on 5/01/22. Only Need to Fund $233,403 in FY2022. Capital Improvement Program o $54.2 Million Over 6 Years. $20.2 Next Fiscal Year. $5.7 Million This o Largest Items for Next Fiscal Year: Million Year. $51,3341024 Public Works Compound. $11,,500,000 Canal Restoration. $400,000 Concha Dam Wall. $720,000 Construction of Square Hangars. o $11,876,000 to be Funded by Grants. o Going to P & Z Board on August 19th, 19 Closing Comments o Staff is Recommending the 3.0043 Rolled -back Rate as the Final Millage. o Only Unsettled Issue is Labor Negotiations (Have 3% Contingency). o First Public Hearing on Millage and Budget Will be at Special Meeting on Monday September 13th, o Final Public Hearing is Also a Special o Meeting on Wednesday September 29th, N V 'r CIn �* SE13AST!AN HOME OF PELICAN ISLAND CITY COUNCIL AGENDA TRANSMITTAL COUNCIL MEETING DATE: August 25, 2021 AGENDA ITEM TITLE: Review and consider Resolution No. R-21-16 for the proposed Children's Trust of Indian River County. RECOMMENDATION: City Council adopt Resolution R-21-16 BACKGROUND: On April 29, 2021, Indian River County Board of County Commissioners determined that the most practicable method by which to dedicate the Children's Trust millage would be to establish a special dependent district. In order to establish a special district countywide, per section 125.01(5) (a), Florida Statutes, the special district would be subject to the approval of the governing body of the incorporated area affected. Thus, the City of Sebastian City Council would need to approve the special district by resolution in order to have the millage rate applicable in the incorporated areas of the City of Sebastian, if approved by referendum. On July 28, 2021, City Council provided staff direction to proceed with the drafting of the resolution for final consideration by the council of the proposed Children's Trust of Indian River County. ATTACHMENTS: Resolution No R-21-16 F.S. 125.01 (5) (a) IF AGENDA ITEM REQUIRES EXPENDITURE OF FUNDS: Budgeted Amount: NIA Total Cost: NIA Funds to Be Utilized for Appropriation: NIA Administrative Services Department Review -.-I City Attorney Review: Procurement Division Review, if applicable: City Manager Authorization. - Date: / j -2/42� r 81 of 267 RESOLUTION NO. R-21-16 A RESOLUTION OF THE CITY OF SEBASTIAN, INDIAN RIVER COUNTY, FLORIDA, PURSUANT TO SECTION 125.01(5) (a), FLORIDA STATUTES, GRANTING APPROVAL TO THE INCLUSION OF THE INCORPORATED AREAS OF THE CITY OF SEBASTIAN WITHIN THE PROPOSED CHILDREN'S TRUST DISTRICT, A DEPENDENT SPECIAL TAXING DISTRICT OF THE BOARD OF COUNTY CONINUSSIONERS OF INDIAN RIVER COUNTY, FLORIDA; PROVIDING FOR SEVERABILITY; PROVIDING FOR SCRIVENER'S ERRORS; AND PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, in order to establish a special district countywide, IAW Section 125.01(5) (a), Florida Statutes, the special district would be subject to the approval of the governing body of the incorporated area affected. Thus, the City of Sebastian City Council will need to approve the special district in order to have the rnillage rate applicable in the incorporated areas of the City of Sebastian, if approved by referendum. WHEREAS, Indian River County's children need enhanced services; and WHEREAS, the City Council has taken action to formally recommend to the Indian River County Board of County Commissioners to hold a referendum on the creation of the Children's Trust District with the authority to levy an ad valorem tax to support authorized Children's Trust; and WHEREAS, investing in developmental and educational resources for children and families will provide measurable returns for our community; and WHEREAS, the City Council of the City of Sebastian determines that it is in the best interests of the health and well-being of our children and broader community to be included in the Children's Trust District, subject to the approval by the voters of Indian River County. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEBASTAIN, INDIAN RIVER COUNTY, FLORIDA, THAT: Section 1. APPROVAL. The City Council of the City of Sebastian, Indian River County, Florida, hereby approves the inclusion of the incorporated area of the City of Sebastian within the proposed Children's Trust District, a dependent special taxing district, subject to the approval by the voters of the Indian River County, Section 2. SEVERABILITY. In the event a court of competent jurisdiction shall hold or determine that any part of this resolution is invalid or unconstitutional, the remainder of the resolution shall not be affected and it shall be presumed that the City Council of the City of Sebastian did not intend to enact such invalid or unconstitutional provision. It shall further be 82 of 267 assumed that the City Council would have enacted the remainder of this resolution without said invalid and unconstitutional provision thereby causing said remainder to remain in full force and effect. Section 4. SCRIVENER'S ERRORS. Sections of this resolution may be renumbered or re -lettered and corrections of typographical errors which do not affect the intent may be authorized by the City Manager, or the City Manager's designee, without need of further action of the City Council by filing a corrected copy of same with the City Clerk. Section 3. EFFECTIVE DATE. This resolution shall take effect immediately upon its adoption. This Resolution was heard on the 25t" day of August, 2021, at which time it was moved for adoption by Council Member , seconded by Council Member , and adopted by the following vote: Mayor Ed Dodd Vice Mayor Jim Hill Council Member Fred Jones Council Member Chris Nunn Council Member Bob McPartlan CITY OF SEBASTIAN, FLORIDA ATTEST: By: Jeanette Williams Ed Dodd City Clerk Mayor Approved as to form and legal Sufficiency: Manny Anon, Jr. City Attorney 83 of 267 125.01 Powers and duties (1) The legislative and governing body of a county shall have the power to carry on county government. To the extent not inconsistent with general or special law, this power includes, but is not restricted to, the power to: (a) Adopt its own rules of procedure, select its officers, and set the time and place of its official meetings. (b) Provide for the prosecution and defense of legal causes in behalf of the county or state and retain counsel and set their compensation. (c) Provide and maintain county buildings. (d) Provide fire protection, including the enforcement of the Florida Fire Prevention Code, as provided in ss. 633.206 and 633.208, and adopt and enforce local technical amendments to the Florida Fire Prevention Code as provided in those sections and pursuant to s. 633.202, (e) Provide hospitals, ambulance service, and health and welfare programs. (f) Provide parks, preserves, playgrounds, recreation areas, libraries, museums, historical commissions, and other recreation and cultural facilities and programs. (g) Prepare and enforce comprehensive plans for the development of the county. (h) Establish, coordinate, and enforce zoning and such business regulations as are necessary for the protection of the public. (i) Adopt, by reference or in full, and enforce housing and related technical codes and regulations. 0) Establish and administer programs of housing, slum clearance, community redevelopment, conservation, flood and beach erosion control, air pollution control, and navigation and drainage and cooperate with governmental agencies and private enterprises in the development and operation of such programs. (k)1. Provide and regulate waste and sewage collection and disposal, water and alternative water supplies, including, but not limited to, reclaimed water and water from aquifer storage and recovery and desalination systems, and conservation programs. 2. The governing body of a county may require that any person within the county demonstrate the existence of some arrangement or contract by which such person will dispose of solid waste in a manner consistent with county ordinance or state or federal law. For any person who will produce special wastes or biomedical waste, as the same may be defined by state or federal law or county ordinance, the county may require satisfactory proof of a contract or similar arrangement by which such special or biomedical wastes will be collected by a qualified and duly licensed collector and disposed of in accordance with the laws of Florida or the Federal Government. (1) Provide and operate air, water, rail, and bus terminals; port facilities; and public transportation systems. 84 of 267 (m) Provide and regulate arterial, toll, and other roads, bridges, tunnels, and related facilities; eliminate grade crossings; regulate the placement of signs, lights, and other structures within the right- of-way limits of the county road system; provide and regulate parking facilities; and develop and enforce plans for the control of traffic and parking. Revenues derived from the operation of toll roads, bridges, tunnels, and related facilities may, after provision has been made for the payment of operation and maintenance expenses of such toll facilities and any debt service on indebtedness incurred with respect thereto, be utilized for the payment of costs related to any other transportation facilities within the county, including the purchase of rights -of -way; the construction, reconstruction, operation, maintenance, and repair of such transportation facilities; and the payment of indebtedness incurred with respect to such transportation facilities. (n) License and regulate taxis, jitneys, limousines for hire, rental cars, and other passenger vehicles for hire that operate in the unincorporated areas of the county; except that any constitutional charter county as defined in s. 125.011(1) shall on July 1, 1988, have been authorized to have issued a number of permits to operate taxis which is no less than the ratio of one permit for each 1,000 residents of said county, and any such new permits issued after June 4, 1988, shall be issued by lottery among individuals with such experience as a taxi driver as the county may determine. (o) Establish and enforce regulations for the sale of alcoholic beverages in the unincorporated areas of the county pursuant to general law. (p) Enter into agreements with other governmental agencies within or outside the boundaries of the county for joint performance, or performance by one unit in behalf of the other, of any of either agency's authorized functions. (q) Establish, and subsequently merge or abolish those created hereunder, municipal service taxing or benefit units for any part or all of the unincorporated area of the county, within which may be provided fire protection; law enforcement; beach erosion control; recreation service and facilities; water; alternative water supplies, including, but not limited to, reclaimed water and water from aquifer storage and recovery and desalination systems; streets; sidewalks; street lighting; garbage and trash collection and disposal; waste and sewage collection and disposal; drainage; transportation; indigent health care services; mental health care services; and other essential facilities and municipal services from funds derived from service charges, special assessments, or taxes within such unit only. Subject to the consent by ordinance of the governing body of the affected municipality given either annually or for a term of years, the boundaries of a municipal service taxing or benefit unit may include all or part of the boundaries of a municipality. if ad valorem taxes are levied to provide essential facilities and municipal services within the unit, the millage levied on any parcel of property for municipal purposes by all municipal service taxing units and the municipality may not exceed 10 mills. This paragraph authorizes all counties to levy additional taxes, within the limits fixed for municipal purposes, within such municipal service taxing units under the authority of the second sentence of s. 9(b), Art. VIl of the State Constitution. (r) Levy and collect taxes, both for county purposes and for the providing of municipal services within any municipal service taxing unit, and special assessments; borrow and expend money; and issue bonds, revenue certificates, and other obligations of indebtedness, which power shall be exercised in such manner, and subject to such limitations, as may be provided by general law. There shall be no referendum required for the levy by a county of ad valorem taxes, both for county purposes and for the 85 of 267 providing of municipal services within any municipal service taxing unit. Notwithstanding any other provision of law, a county may not levy special assessments for the provision of fire protection services on lands classified as agricultural lands under s. 193.461 unless the land contains a residential dwelling or nonresidential farm building, with the exception of an agricultural pole barn, provided the nonresidential farm building exceeds a just value of $10,000. Such special assessments must be based solely on the special benefit accruing to that portion of the land consisting of the residential dwelling and curtilage, and qualifying nonresidential farm buildings. As used in this paragraph, the term "agricultural pole barn" means a nonresidential farm building in which 70 percent or more of the perimeter wails are permanently open and allow free ingress and egress. (s) Make investigations of county affairs; inquire into accounts, records, and transactions of any county department, office, or officer; and, for these purposes, require reports from any county officer or employee and the production of official records. (t) Adopt ordinances and resolutions necessary for the exercise of its powers and prescribe fines and penalties for the violation of ordinances in accordance with law. (u) Create civil service systems and boards. (v) Require every county official to submit to it annually, at such time as it may specify, a copy of the official's operating budget for the succeeding fiscal year. (w) Perform any other acts not inconsistent with law, which acts are in the common interest of the people of the county, and exercise all powers and privileges not specifically prohibited by law. (x) Employ an independent certified public accounting firm to audit any funds, accounts, and financial records of the county and its agencies and governmental subdivisions. Entities that are funded wholly or in part by the county, at the discretion of the county, may be required by the county to conduct a performance audit paid for by the county. An entity shall not be considered as funded by the county by virtue of the fact that such entity utilizes the county to collect taxes, assessments, fees, or other revenue. If an independent special district receives county funds pursuant to a contract or interlocal agreement for the purposes of funding, in whole or in part, a discrete program of the district, only that program may be required by the county to undergo a performance audit. Not fewer than five copies of each complete audit report, with accompanying documents, shall be filed with the clerk of the circuit court and maintained there for public inspection. The clerk shall thereupon forward one complete copy of the audit report with accompanying documents to the Auditor General. (y) Place questions or propositions on the ballot at any primary election, general election, or otherwise called special election, when agreed to by a majority vote of the total membership of the legislative and governing body, so as to obtain an expression of elector sentiment with respect to matters of substantial concern within the county. No special election may be called for the purpose of conducting a straw ballot. Any election costs, as defined in s. 97.021, associated with any ballot question or election called specifically at the request of a district or for the creation of a district shall be paid by the district either in whole or in part as the case may warrant. (z) Approve or disapprove the issuance of industrial development bonds authorized by law for entities within its geographic jurisdiction. 86 of 267 (aa) Use ad valorem tax revenues to purchase any or all interests in land for the protection of natural floodplains, marshes, or estuaries; for use as wilderness or wildlife management areas; for restoration of altered ecosystems; or for preservation of significant archaeological or historic sites. (bb) Enforce the Florida Building Code, as provided in s. 553.80, and adopt and enforce local technical amendments to the Florida Building Code, pursuant to s. 553.73(4)(b) and (c). (cc) Prohibit a business entity, other than a county tourism promotion agency, from using names as specified ins. 125.0104(9)(e) when representing itself to the public as an entity representing tourism interests of the county levying the local option tourist development tax under s. 125.0104. (2) The board of county commissioners shall be the governing body of any municipal service taxing or benefit unit created pursuant to paragraph (1)(q). (3)(a) The enumeration of powers herein may not be deemed exclusive or restrictive, but is deemed to incorporate all implied powers necessary or incident to carrying out such powers enumerated, including, specifically, authority to employ personnel, expend funds, enter into contractual obligations, and purchase or lease and sell or exchange real or personal property. The authority to employ personnel includes, but is not limited to, the authority to determine benefits available to different types of personnel. Such benefits may include, but are not limited to, insurance coverage and paid leave. The provisions of chapter 121 govern the participation of county employees in the Florida Retirement System. (b) The provisions of this section shall be liberally construed in order to effectively carry out the purpose of this section and to secure for the counties the broad exercise of home rule powers authorized by the State Constitution. (4) The legislative and governing body of a county shall not have the power to regulate the taking or possession of saltwater fish, as defined in s. 379.101, with respect to the method of taking, size, number, season, or species. However, this subsection does not prohibit a county from prohibiting, for reasons of protecting the public health, safety, or welfare, saltwater fishing from real property owned by that county, nor does it prohibit the imposition of excise taxes by county ordinance. (5)(a) To an extent not inconsistent with general or special law, the governing body of a county shall have the power to establish, and subsequently merge or abolish those created hereunder, special districts to include both incorporated and unincorporated areas subject to the approval of the governing body of the incorporated area affected, within which may be provided municipal services and facilities from funds derived from service charges, special assessments, or taxes within such district only. Such ordinance may be subsequently amended by the same procedure as the original enactment. (b) The governing body of such special district shall be composed of county commissioners and may include elected officials of the governing body of an incorporated area included in the boundaries of the special district, with the basis of apportionment being set forth in the ordinance creating the special district. (c) It is declared to be the intent of the Legislature that this subsection is the authorization for the levy by a special district of any millage designated in the ordinance creating such a special district or amendment thereto and approved by vote of the electors under the authority of the first sentence of s. 87 of 267 9(b), Art. VII of the State Constitution. It is the further intent of the Legislature that a special district created under this subsection include both unincorporated and incorporated areas of a county and that such special district may not be used to provide services in the unincorporated area only. (6)(a) The governing body of a municipality or municipalities by resolution, or the citizens of a municipality or county by petition of 10 percent of the qualified electors of such unit, may identify a service or program rendered specially for the benefit of the property or residents in unincorporated areas and financed from countywide revenues and petition the board of county commissioners to develop an appropriate mechanism to finance such activity for the ensuing fiscal year, which may be by taxes, special assessments, or service charges levied or imposed solely upon residents or property in the unincorporated area, by the establishment of a municipal service taxing or benefit unit pursuant to paragraph (1)(q), or by remitting the identified cost of service paid from revenues required to be expended on a countywide basis to the municipality or municipalities, within 6 months of the adoption of the county budget, in the proportion that the amount of county ad valorem taxes collected within such municipality or municipalities bears to the total amount of countywide ad valorem taxes collected by the county, or by any other method prescribed by state law. (b) The hoard of county commissioners shall, within 90 days, file a response to such petition, which response shall either reflect action to develop appropriate mechanisms or shall reject such petition and state findings of fact demonstrating that the service does not specially benefit the property or residents of the unincorporated areas. (7) No county revenues, except those derived specifically from or on behalf of a municipal service taxing unit, special district, unincorporated area, service area, or program area, shall be used to fund any service or project provided by the county when no real and substantial benefit accrues to the property or residents within a municipality or municipalities. History.-s. 1, ch. 1882, 1872; s. 1, ch. 3039, 1877; IRS 578; GS 769; s. 1, ch. 6842, 1915; RGS 1475; CGL 2153; s. 1, ch. 59-436; s. 1, ch. 69-265; ss. 1, 2, 6, ch. 71-14; s. 2, ch. 73-208; s. 1, ch. 73-272; s. 1, ch. 74- 150; ss. 1, 2, 4, ch. 74-191; s. 1, ch. 75-63; s. 1, ch. 77-33; s. 1, ch, 79-87; s. 1, ch. 80-407; s. 1, ch. 83-1; s. 17, ch. 83-271; s. 12, ch. 84-330; s. 2, ch. 87-92; s. 1, ch. 87-263; s. 9, ch. 87-363; s. 2, ch. 88-163; s. 18, ch. 88-286; s. 2, ch. 89-273; s. 1, ch. 90-175; s. 1, ch. 90-332; s. 1, ch. 91-238; s. 1, ch. 92-90; s. 1, ch. 93- 207; s. 41, ch. 94-224; s. 31, ch. 94-237; s. 1, ch. 94-332; s. 1433, ch. 95-147; s. 1, ch. 95-323; s. 41, ch. 96-397; s. 42, ch. 97-13; s. 2, ch. 2000-141; s. 34, ch. 2001-186; s. 36, ch. 2001-266; s. 3, ch, 2001-372; s. 20, ch. 2002-281; s. 1, ch. 2003-78; ss. 27, 28, ch. 2003-415; s. 184, ch. 2008-247; s. 2, ch. 2011-143; s. 122, ch. 2013-183; s. 1, ch. 2014-7; s. 1, ch. 2016-89. 88 of 267 om_* SE—_� HOME OF PELICAN ISLAND CITY COUNCIL AGENDA TRANSMITTAL Council Meetinq Date: September 8, 2021 Agenda Item Title: Resolution R-21-14 supporting the Integrated Pest Management Plan for the City's Stormwater Conveyance System Recommendation: Move to approve Resolution R-21-14 Background: In November of 2019, the City Council voted to pass a moratorium on all pesticide usage within the City. That was followed by two public Integrated Pest Management (IPM) Workshops on January 15th and 23rd of 2020. The IPM Sub -Committee was created in February, 2020 by request of the City Council, to assist Cit� staff in the development of an IPM Program for the City. On October 14 , 2020, The City Council voted unanimously to approve R-20-12, officially adopting the Sub -Committee's IPM Plan for the City's Parks and Properties. The IPM Sub -Committee has now coordinated with staff to develop an IPM Plan for the City's Stormwater Conveyance System. With City Council's support, it is the intent of the Stormwater Department to implement this plan into the department's standard operating procedures. If Aqenda Item Requires Expenditure of Funds: Budgeted Amount: NA Total Cost: NA Funds to Be Utilized for Appropriation: NA Attachments: 1. Resolution R-21-14 2. IPM Plan for the City's Stormwater Conveyance System Administrative Services Departm t Revi� 1 City Attorney Review - Procurement Division R view, d applrc e: City Manager Authorization: Date: q / /,Z/ 89 of 267 RESOLUTION NO.R-21-14 A RESOLUTION OF THE CITY OF SEBASTIAN, INDIAN RIVER COUNTY, FLORIDA, SUPPORTING THE "INTEGRATED PEST MANAGEMENT (IPM) PLAN FOR THE CITY'S STORMWATER CONVEYANCE SYSTEM" TO BE IMPLEMENTED INTO CITY POLICY; PROVIDING FOR SCRIVENER''S ERRORS; PROVIDING FOR EFFECTIVE DATE. WHEREAS, City Council believes that a commitment to the environment is integral to a thriving and livable community; are in support of the "Sustainable Sebastian" Initiative (R- 19-30), and are committed to keeping sustainability in mind while supporting the ecological, economic, and social needs of our community, and WHEREAS, the Stormwater Integrated Pest Management (IPM) Sub -Committee was created in November, 2020 by request of the City Council, to assist City staff in the development of an IPM Plan for the City's stormwatcr conveyance system, and WHEREAS, The "Florida Aquatic Plant Management Act," Section 369.22, Florida Statute recognizes that the uncontrolled growth of noxious aquatic vegetation in the waters of Florida poses a variety of environmental, health, safety, and economic problems and charges the owners of the waters with the implementation of a "maintenance control program" to decrease the growth and spread of noxious aquatic plants, and WHEREAS, the control of noxious aquatic vegetation is required in order to maintain an effective stormwater conveyance system which provides for the movement, storage, and treatment of the City's stormwater. WHEREAS, to adopt an integrated pest management policy is to promote the most sustainable noxious aquatic plant management methods, based on planning and prevention; which aim to minimize risks to human and environmental health by promoting biological, physical, mechanical, and cultural plant control methods, and through the limited use of chemicals, while also remaining economically feasible. 90 of 267 NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEBASTIAN, INDIAN RIVER COUNTY, FLORIDA, as follows: SECTION 1. SUPPORT FOR THE "IPMPLAN FOR THE CITY'S STORMWA TER CONVEYANCE SYSTEM". The City Council hereby is in support of the "IPM Plan for the City's Stormwater Conveyance System", which shall be implemented into City policy and regularly reviewed, by the Leisure Services Director, Stormwater Director, IPM Coordinator, IPM Sub -Committee, and City Council to ensure that the four following goals are being achieved to the maximum extent practicable: • Protect environmental resources by reducing the amount of pollutants entering surface and ground water, minimizing effects on native plants, animals and habitats • Ensure effective, economic plant management within city -maintained waters and waterways, while minimizing health risks to the public, City staff, and the environment • Promote the transparency of the City's aquatic plant management activities • Increase public awareness of IPM methods and benefits SECTION 2. CONFLICT. All resolutions or parts of resolutions in conflict herewith are hereby repealed. SECTION 3. SCRIVENER'S ERRORS. Sections of this resolution may be renumbered or re -lettered and corrections of typographical errors which do not affect the intent may be authorized by the City Manager, or the City Manager's designee, without need of further action of the City Council by filing a corrected copy of same with the City Clerk. SECTION 4. EFFECTIVE DATE. This resolution shall take effect immediately upon its adoption. 91 of 267 The foregoing Resolution was moved for adoption by Councilmember . The motion was seconded by Councilmember and, upon being put into a vote, the vote was as follows: Mayor Ed Dodd Vice Mayor Jinn Hill Councilmember Bob McPartlan Councilmember Christopher Nunn Councilmember Fred Jones The Mayor thereupon declared this Resolution duly passed and adopted this Sth day of September, 2 02 1. CITY OF SEBASTIAN, FLORIDA By: Ed Dodd, Mayor ATTEST: Jeanette Williams, MMC City Clerk Approved as to Form and Content for Reliance by the City of Sebastian Only: Manny Anon, Jr., City Attomey 92 of 267 City LV SEMSTIANJ HOME OF PELICAN ISLAND CITY COUNCIL AGENDA TRANSMITTAL FORM COUNCIL MEETING DATE: August 25, 2021 AGENDA ITEM TITLE: Award Request for Proposal (RFP #21-07) Compensation and Benefit Study and Analysis and Authorization for City Manager to Execute a Service Agreement with Evergreen Solutions, LLC. RECOMMENDATION: Staff recommends that the Council AWARD RFP #21-07 Compensation and Benefit Study and Analysis to Evergreen Solutions, LLC, the lowest, responsive and responsible Bidder. BACKGROUND: The Administrative Services Division, Human Resources Department, requests Council's approval to award RFP #21-07 and authorize the City Manager to execute a Service Agreement with Evergreen Solutions, LLC. The RFP was published July 9, 2021 with the proposals opened August 16, 2021. One proposal was submitted. A responsive checklist was completed by the Human Resources Department and the bid submission was reviewed by user departments for responsibility leading to the recommendation to award RFP #21-07 to Evergreen Solutions, LLC for conducting a compensation and benefit study and analysis for all non-exempt and exempt personnel. IF AGENDA ITEM REQUIRES EXPENDITURE OF FUNDS: Total Cost to the City is $22,500 Appropriation Required: Amount Budgeted: $60,000 Source: General Fund ATTACHMENT: 1. Bid Tabulation 2. Responsiveness Review 3. Cost Proposal 4. Agreement Administrative Servic City Attorney Review: Procurement Division e s Departm t Revie Re iew, if applicable ' Z_ City Manager Authorization: Date: y03 OT Lb, tin CV SEELASTLkN ORAL PRESENTATIONS SCORES Evaluation Meeting: August 23, 2021 HOME OF PELICAN ISLAND RFP #21-07 COMPENSATION AND BENEFIT STUDY AND ANALYSIS 0 W � m N- m � N O O ZS C fc O Z Op U Co U lCalegory a s L to z © 1.-: a FIRM. Evergreen Solutions, LLC. The years of experience of the Proposer's staff with compiling, 1 studying, analyzing and recommending a Compensation and 20 20 i8 20 18 Absent 19.00 Benefit Package and Job Descriptions Team Qualifications - Review the qualifications of the Team. Review their experience to completing the tasks to be 2 performed. Review how thorough their work approach will be In 30 obtaining Information, scheduling employee Interviews, writing job descriptions and presenting the final products. Workload & Scheduling - The schedule is demanding - 60 days 3 to complete once awarded. What is in their pipeline since the 20 project is due in 60 days? How will they plan for Interviews of emolovees? 3 lReferences 15 4 Cost Proposal 15 Totals 100 Legal Ad: 07/11/2021 Published: 7/9/2021 to 7/16/2021 Bid Opening: 08/16/2021 Planholders: Broadcast List: Proposals Received: Evergreen 30 28 25 28 Absent 27.75 20 18 20 18 Absent 19.00 10 10 10 12 Absent 1040 15 15 15 15 Absent 15.00 95 89 90 91 91.25 94 of 267 Cm OF SEBASTIAN RESPONSIVENESS REVIEW NOASE OF PIUCAN BLAW DUE DATE.: 12IM201 G RFR $;77-0 COMPENSATION ltNn REKEM- S"MDY AND A[+M YSIS 'AEOU REWNTS ' u � V BIDDER TAB 6 - Required Forms Em p"n Fr.pp.at Ct—kim Y Att6tai5 Conran Adans.den shw Y 2826 Aenurglon Green GK.. TaLahusee, AW—n Lit Y M 323M TOTAL IPrcPpa.Y.Oi.d..w.Ow.ttawlr. Y �T2,son.D'J w jY.Pdc. P.tfonn.nc. Ackrmwl". Y Y Y Y Y Y Y Y Y Y IDr.v4—w..kpt.p. Y IPtdtk E" Crk... Y jxenr.gwh. Atfd..it Y s .d Y.Wd C nr-- Y E-V.Hfy ►efriw.dp.m..n Y b.bwrrtr.ctat Ll v1 g Fans Y ►rppwal Clraldtn AtS�e;: Catd.d IMom..tt.. tltra! Ittd.t LW TOTAL Pmpd..ry Ditpk u D.caeiprewlr. Y.W. P.Aam.— ArtlwwW {Drop-Fn. wt�W.a Pttepc Entity CtNda Ixoncod,.ht. Afridnp 12-n -Aad Yrnda C.,nO.Ow it-Varpy AeNm.n.dpwn.te �1144 vaptdr L3.UV Fans fPrvp4..t ch.ckpat klatrn.dda il..a I �Cagan Kol-- Litt I IPrapp..r'. DYct..t.. Du.gbnn.ln Y.rdpt P.rt.r — Actne..f.d Dr of— wtttkpt.t. = Fubti. E.nty Grin.. xo"olkaf.. AtRd.At 4cnKrA d V.nda C.nW..4'm E-Y.rtty A.k.pwt.dp.m.rd p.rbeawknm LikF.j Fmm i Prpp." Ctt.ckfat C.rc.n kddrr..rion V...t Lki fPrapeaW. 01400— 06.wk--W. IY.rdar P.0ar—A.L-4.d k �Dru�Fr.. Wpriiplw. = I4tlbtip ENdy Grins.. jHa,Colt-i . Atfidrt l ISrrwkdnd Y.rw.r C.K tc.0— IE V.nry Ack—lodpw..rd �Sd+cwwacla L1.d� fart .sl Ali Prp ,chKkl6t 1ccrd.ct trd.m.tlpn 6MN R.r.r.rx. Litt ]Prncwr i Dl.ctpay. C�..timrrirr Y...da P.rlpm..na Atiriowid. z Dryp.Fne WarkpLrs P.Wl Er" Gnm.t xer.rLopWtw M.d.wr 6-4Wr dY.nda C.,W—tka E•Y.rity Aekrowt.dp.rn.rt iant.vt.r Li.xnp Finns 95 of 267 A Cost Proposal to Conduct a Compensation and Benefits Study for the City of Sebastian, FL RFP #21-07 eveigm--rn soludons, t LC August 16, 2021 96 of 267 Cost Proposal Evergreen Solutions, LLC is pleased to present our proposed cost to conduct a Compensation and Benefits Study for the City of Sebastian. We are committed to providing the highest quality consulting services to our client partners for a reasonable price. Our firm is fortunate that our overhead is minimal and our expenses are reasonable so we can pass that cost savings on to our clients. Our total, not -to -exceed, fixed cost to complete all tasks identified in our detailed work plan in Section 2.3 is included on the attached "Cost Proposal Form". Our cost is all inclusive, and includes travel costs (meals and lodging), transportation, fringe benefits, indirect costs (overhead), clerical support, and all other out-of-pocket expenses. Our preferred payment schedule is as follows- 4 25% - upon completion of Tasks 1 — 2 9 25% - upon completion of Tasks 3 -- 4 • 25% - upon completion of Tasks 5 — 6 • 25% - upon completion of Tasks 7 — 1 I We are willing to negotiate the time, scope, and cost of the basic tasks, or any other options that the City of Sebastian wishes to identify. Evergreen Solutions federal employer identification numbtr is 20- 1833438. Evergreen Solutions, T.rr Page i 97 of 267 Exhibit A ma J RFP #21-07 FORM - H HO1'1EOFMEUC""UMrCOMPENSATION AND BENEFITS STUDY, ANALYSIS and RECOMMENDATIONS COST PROPOSAL Cost shah be submitted as a lump sum price. The lump sum price shall include but not limited to, costs for a comprehensive compensation and benefit study, analysis, and recommendations. The deliverables will be three new wage structures to include the Amendment 2 minimum wage Increase (Non-exempt Personnel, Exempt Personnel and Swom Officers), a new benefil price package(s), new position descriptions and a 5 Year Wage Program. The lump sum price will be discussed and negotiated for the project following authorization from City Council, hollowing negotiation, the Consulting Firm will provide a schedule of values to the City of Sebastian for approval. The total of the Schedule of Values will be the lump sum contract amount. NOTE: Anv submitted bid amount exeeedinq the maximum budqet amount shell be deemed non- responsive. In accordance with Flodde State Stature 267,055 (5), Consultants Competitive Negotiations Act (CCNA), the proposed lump sum price will be negotiated with the most qualified firm for professional services at compensation which the City determines is fair, competitive, and reasonable in order to reach an agreed upon fee, terms and conditions. This negotiation will be conducted for no more than three (3) weeks, with the top ranked firm. If the City is unable to negotiate a satisfactory contract Mth the firm considered to be the most qualified at a price the agency determines to be fair, competitive, and reasonable, negotiations with that firm must be formally terminated, IAW F.S. 287.055 (5). The agency shall then undertake negotiations with the second most qualified firm. Id. ITEM DESCRIPT04 COST Lump sum to provide the services associated with RFP 21-07 , The lump sum cost listed above shall remain in full force and effect for a period of ninety (90) days after the time proposals are due. During this time, Proposer will not revoke or cancel this proposal or withdraw from the competition. The Proposer further attests that the Cost Proposal herein proposed represents and includes the entirety of the work, fees, profit, overhead, general requirements, general conditions, etc., of the project per the RFP documents. Bidders Name: iJ� ''%:iJ► (i leii�� i ��i Signature: Date: Print Name: tJl� �' 1�. Title:lr �� Failure to fuiiv cornolats and Lhls InfannattoJr Shoat may rasult In refection of the submittal Page 29 of 36 98 of 267 COMPENSATION AND BENEFITS STUDY CONTRACT This Agreement is entered into by the parties this day of 1. Parties: City of Sebastian, a municipal corporation of the State of Florida, (City). and Evergreen Solutions, LLC. (Consultant). 2. Designated Contact Person as to Cam: Cynthia Watson (PROJECT MANAGER) Human Resources Director 1225 Main Street Sebastian, Florida 32958 Phone: 772-388-8222 Email: cwatson@cityofsebastian.org .2021. 3. Designated Contact Person as to Consultant: Dr. Jeffrey Ling, President Evergreen Solutions, LLC 2878 Remington Green Circle Tallahassee, FL 32308 Phone: 850-383-0111 Email: Jeff@ ConsultEvergreen.com 4. Intent. City of Sebastian is engaging the services of the Consultant to conduct a comprehensive evaluation study, and analysis of the City's Compensation and Benefit Program and provide recommendations. The deliverables will be three (3) new wage structures to include non-exempt personnel, exempt personnel and sworn officers, position descriptions, and benefit packages(s) that will address retention, recruitment and promote the City of Sebastian for the next five (5) years. 5. Services. Consultant shall provide services, in accordance with the proposal submitted on August 16, 2021 and incorporated herein to the City's RFP ##21-07, Compensation and Benefits Study and Analvsis. If City identifies any additional Services to be provided by Consultant that are not covered under the original Agreement, such additional services shall be made a part of this Agreement by a written Amendment. 6. Agreement Document. In resolving conflicts, errors, discrepancies, and disputes concerning the scope of services or other rights or obligations of the parties, precedence shall be given in the following order (1) a fully executed Amendment to this Agreement, (2) provisions of this Agreement, (3) provisions of the Request for Qualifications, (4) provisions of Consultant's Proposal Submission, (5) provisions of the Purchase Order, and (6) provisions contained in any governmental regulation incorporated herein by reference. There are no understandings or agreements except as herein expressly stated. 1. Exhibit "A" — Proposal submitted by Consultant 2. Exhibit "B" — RFP #21-07 Solicitation Documents, including any addenda, plans and specifications Term and Completion Time. The duration of the Agreement shall be for a ninety (90) day period, estimated to begin on October 1, 2021, or earlier September 13, 2021 upon mutual agreement of the Parties and attached hereto. Compensation: The total, not -to -exceed, fixed cost to complete all tasks identified in Evergreens Solutions detailed work plan in Section 2.3, as outlined in Exhibit "A", the proposal submitted by the Consultant, Evergreen Solutions, is all inclusive, and includes travel costs (meals and lodging), transportation, fringe benefits, indirect costs (overhead), clerical support, and all other out-of- pocket expenses. The total to provide the services associated with RFP #21-07, Compensation and Benefits Study and Analysis: $22,500.00 RFP #21-07, Compensation and Benefits Study and Analysis Pa e 1 Draft: 5, 3:00, 09-01-21 99 of 2�67 Compensation/Payment Schedule, detailed in Section 2.3, in Exhibit "A" proposal by Consultant, Evergreen Solutions, is as follows: - 25% upon completion of Tasks 1 — 2 - 25%fl upon completion of Tasks 3 — 4 - 25% upon completion of Tasks 5 — 6 - 25% upon completion of Tasks 7 -11 9. Compensation: If, as the actual work progresses, the Consultant has reason to believe that the cost for the task will be greater than estimated, the Consultant shall notify the City in writing to that effect, giving the revised estimate of such cost for said work and, upon acceptance or denial by the City in its sole discretion shall put forth its findings in writing, if approved the revised estimate shall become the estimated cost which the Consultant will use in good faith effort not to exceed. NOTE: The City shall not be obligated to reimburse the Consultant for cost incurred in excess of the estimated costs set forth above. Completed work must be inspected and accepted by the City of Sebastian's designated Project Manager. Cynthia Watson, Human Resources Director. Payments shall be made in accordance with the Florida Prompt Payment Act, Section 218, Florida Statues. NOTE: The City reserves the right to request additional information or documentation to detail items on payment request. 10. COVID-19 Disclaimer. Due to the public health and safety concerns relating to the COVID-19 Virus, the City may, in their sole discretion, unilaterally alter the Term or other terms of the Agreement(s) or purchase order(s) to ensure the safety and welfare of the City residents and employees. No prior written notice shall be necessary to modify the Term pursuant to this paragraph. Unless otherwise explicitly stated, all other provisions of the Agreement or Purchase Order shall be binding upon the parties. 11. Notices. All notices between City and Consultant, as required under the Agreement, shall be by telephone, facsimile, e-mail, mail, or by personal delivery to the respective designated contact person identified above. Either designated recipient may notify the other, in writing, if someone else is designated to receive notice. 12. Modification of Agreement. The Agreement may only be modified or amended upon mutual written agreement of City and Consultant. No oral agreements or representations shall be valid or binding upon City or Consultant. No alteration or modification of the Agreement terms, including substitution of product, shall be valid or binding against City. Consultant may not unilaterally modify the terms of the Agreement by affixing additional terms by incorporating such terms onto Consultant's documents forwarded by Consultant to City for payment. City's acceptance of product or processing of documentation on forms furnished by Consultant to City for approval or payment shall not constitute acceptance of the proposed modification to terms and conditions if any. 13. City's Project Manager. City shall designate a Project Manager, Cynthia Watson, Human Resources Director. All work done by the Consultant shall be subject to the review, inspection and acceptance of the Project Manager and the City. Any and all technical questions which may arise as to the quality, completeness and acceptability of work performed, or work to be performed, interpretation of plans/specifications and all technical questions as to the acceptable fulfillment of the Agreement on the part of the Consultant shall be referred to the City Manager who will resolve such questions. All work shall be subject at all times to inspection and review by the Project Manager and the City. 14. Change Orders. City may at any time, as the need arises, order changes within the scope of the services without invalidating the Agreement. If such changes result in an increase or decrease in the Bid Price(s), or in the time required for performance of the Services, an equitable adjustment shall be authorized by the City in its sole discretion by way of a Change Order. THIS SPACE INTENTIONALLY LEFT BLANK RFP #21-07, Compensation and Benefits Study and Analysis Page 2 Draft: 5, 3:00, 09-01-21 100 of 2B7 15. Indemnification and Hold Harmless. The Consultant shall indemnify and hold the City harmless from any and all personal injury or property damage claims, liabilities, losses or causes of action which may arise out of the use and occupancy of the property by the Consultant, its family, associates, consultants, agents, employees, customers and attendees. Nothing in this agreement shall be construed as the City waiving its sovereign immunity pursuant to §768.28, et seq., Florida Statutes, or any other sovereign or governmental immunity. The selected Consultant shall pay all claims and losses in connection therewith, and shall investigate and defend all claims, suits, or actions of any kind or nature in the name of the City, where applicable, including appellate proceedings, and shall pay all costs, judgments, and attorney's fees which may be incurred thereon. The selected Consultant expressly understands and agrees that any insurance protection required by this agreement or otherwise provided by the selected Consultant shall in no way limit the responsibility to indemnify, keep and save harmless, and defend the City or its officers, employees, agents, and instrumentalities as herein provided. This section shall survive beyond the expiration or termination of this Agreement. 16. Termination of Agreement. Either party may terminate this Agreement by giving the other parity thirty (30) days written notice. If either party defaults in the performance of this Agreement or materially breaches any of its provisions, the non -defaulting party may, at its option, terminate this Agreement by giving written notification thereof to the defaulting party. In the event of termination, City will be responsible for compensating Consultant only for those Services satisfactorily completed or partially completed up to the date of termination. Consultant shall not be entitled to compensation for loss of anticipated profit. 17. Licenses and Certifications. Consultants, or its sub-consultant(s), shall possess and maintain during the term of this Agreement any and all licenses required to perform the Services covered under this Agreement, as stipulated by the State of Florida and The City of Sebastian. 18. Public Records: Consultant will keep and maintain public records required by the City to perform the service. If Consultant has questions regarding the application of Chapter 119, Florida Statutes, to the duty to provide public records relating to this agreement, contact Jeanette Williams, Custodian of Public Records, at (772)388-8215, iwilliams6b)citvofsebastian.orq or 1225 Main Street, Sebastian, FL 32958. 19. Warranties: 19.1 Warranty of Ability to Perform. Consultant warrants that, to the best of its knowledge, theme are no pending or threatened actions, proceedings, investigations, or any other legal or financial conditions, that would in any way prohibit, restrain, or diminish Consultant's ability to satisfy its obligations under the Agreement. 19.2 Warranty of Standard Care. In the performance of professional services, Consultant will use that degree of care and skill ordinarily exercised by other similar professionals in the field under similar conditions in similar localities. Consultant will use due care in performing its Services and will have due regard for acceptable professional standards and principles. Consultant's standard of care shall not be altered by the application, interpretation, or construction of any other provision of this Agreement. If any of the Services performed by Consultant do not comply with the foregoing warranties and City notifies Consultant of such, then Consultant shall (at its sole expense) promptly re -execute the nonconforming Services. All such re -performed Services shall be performed on a mutually agreed schedule. Consultant shall and does hereby assign to City the benefits of any of Consultant's sub - consultant's or sub -consultant's warranties. Such assignment shall not relieve Consultant of its warranty obligations for performance or standard of care to City under this Agreement. 19.3 Warranty of Title. Title to any work product furnished or completed by Consultant under the Agreement shall become the intellectual property of the City to the extent of the payments made for such by City, or on the date that City accepts the completed Services of Consultant. When title passes to City in accordance with the Agreement, Consultant warrants that the work product furnished will be free and clear of all security interests, liens and encumbrances or claims of any party. RFP #21-07, Compensation and Benefits Study and Analysis P Draft:5, 3:00, 09-01-21 101 of-W 20. InSUranCe. During the term of the Agreement, Consultant, at its sole expense, shall provide insurance of such a type and with such terms and limits as noted below. Providing and maintaining adequate insurance coverage is a material obligation of Consultant. Consultant shall provide City a certificate(s) of insurance, evidencing such coverage. It is the Consultant's responsibility to ensure that the City has current Certificate(s) of Insurance at all times during the duration of the agreement, including renewal terms. 20.1 Minimum Insurance Requirements. The coverage's, limits or endorsements required herein protect the primary interests of City, and these coverage's, limits or endorsements shall in no way be required to be relied upon when assessing the extent or determining appropriate types and limits of coverage to protect Consultant against any loss exposures, whether as a result of the Project or otherwise. The requirements contained herein, as well as City's review or acknowledgement, is not intended to and shall not in any manner limit or qualify the liabilities and obligations assumed by Consultant under this Agreement. General Liability Insurance Not less than $1,000,000 Combined Single Limit per each occurrence. Professional Liability Not less than $500,000 per each occurrence, covering any damages (Error & Omissions) caused by an error, omission or any negligent acts. Automobile Liability Not less than $500,000 Combined Single Limit In accordance with Florida Statutes 440, maintain worker's Worker's Compensation compensation insurance to the extent required by law for all their employees to be engaged in work under this Agreement. 20.2 Other Insurance Provisions: 20.2.1 City of Sebastian, its council members, officers, employees and agents are to be covered as an Additional Named Insured on all policies except Worker's Compensation. The coverage shall contain no special limitation on the scope of protection afforded to the City, its council members, officers, employees and agents. Consultant shall provide a Certificate of Insurance to City with a thirty (30) day notice of cancellation and/or changes in policy language, and ten (10) day notice if cancellation is for nonpayment of premium. The certificate shall indicate if coverage is provided under a "claims made" or "occurrence" form. 20.2.2 For all policies of insurance: Consultant and its insurance carrier waive all subrogation rights against City for all losses or damages that occur during the agreement and for any events occurring during the agreement period, whether the suit is brought during the agreement period or not. The City requires General Liability policies to be endorsed with CG 24 04 Waiver of Transfer of Rights of Recovery Against Others to Us or similar endorsement, and a WC 00 0313 Waiver of Our Right to Recover from Others for Workers Compensation coverage. THIS SPACE INTENTIONALLY LEFT BLANK RF'P #21-07, Compensation and Benefits Study and Analysis Page 4 Draft: 5, 3:00, 09-01-21 102 of 267 21. Additional Terms and Conditions (alphabetically listed): 21.1 Assignment. Neither City nor Consultant shall sell, assign or transfer any of its rights, duties or obligations under the Agreement without the prior written consent of the other Party. In the event of any assignment, Consultant remains secondarily liable for performance of the Agreement, unless City expressly waives such secondary liability. 21.2 Bankruptcy or Insolvency. Consultant shall promptly notify City in writing of the filing of any voluntary or involuntary petition for bankruptcy and/or of any insolvency of Consultant or any of its sub -consultants who are involved in the provision of the Services under this Agreement. 21.3 Compliance with Laws. Consultant shall comply with all laws, rules, codes, ordinances, and licensing requirements that are applicable to the conduct of its business, including those of Local, State and Federal agencies having jurisdiction and authority. These laws, shall include, but not be limited to, Chapter 287 of the Florida Statutes, the Uniform Commercial Code, the Immigration and Nationalization Act, must use the E-Verfy system, the Americans with Disabilities Act, the United States Occupational Safety and Health Act, the United States Environmental Protection Agency, the State of Florida Department of Environmental Protection, and all prohibitions against discrimination on the basis of race, religion, sex, creed, national origin, handicap, marital status, sexual orientation, gender identity or expression or veteran's status. Violation of such laws shall be grounds for termination of the Agreement. 21.4 Conflict of Interest. Consultant covenants that it presently has no interest and shall not acquire any interest which would conflict in any manner of degree with the performance of the Services covered under this Agreement. Furthermore, Consultant warrants that it has not employed or retained 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, 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 or making of this Agreement. Consultant, and its sub -consultants at any tier, certify that they have not entered into any agreement, sub - agreement, or arrangement in connection with the Project covered under this Agreement, or of any property included or planned to be included in the Project, in which any membE:r, officer, of employee of Consultant or its sub -consultants, during its tenure, or for two years thereafter, has any interest, direct or indirect. 21.5 Correction of Services. Consultant (where applicable) shall promptly remove from the premises all Services rejected by City for failure to comply with the Agreement, whether incorporated into the Project or not, and Consultant shall promptly replace and re -execute the Services in accordance with the Agreement, without additional expense to City, and shall bear the expense of making good all Services of other consultant's work destroyed or damaged by such removal or replacement. All removal and replacement of Services shall be done at Consultant's expense. If Consultant does not take action to remove such rejected Services within ten (10) calendar days after receipt of written notice from City, City may remove such Services on their own and store the materials at the expense of Consultant. 21.6 City Funds are Subject to Appropriations. If sufficient funding is not available for Consultant to complete the Services, City reserves the right to modify the terms and conditions of the Agreement to change the Scope of Services to reduce the cost to match any available funding. If such modifications to the Scope of Services are not feasible, or if funding has been totally exhausted prior to Consultant's completion of its Services, the Agreement shall be terminated an terms reasonably acceptable to both parties. Additionally, in accordance with Section 216.347, Florida Statutes, and as provided herein, Consultant may not expend any City funds for the purpose of lobbying the legislature, or local, state or federal agencies. 21.7 Debarment. Consultant certifies to the best of their knowledge and belief, that they and their principals 1) are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by any Municipal, City, State or Federal department or agency, 2) have not, within a three-year period preceding execution of this Agreement, been convicted of or had a civil judgment rendered against them for RFP #21-07, Compensation and Benefits Study and Analysis 103 R , Draft:5, 3:00, 09-01-21 commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, State or local) transaction or agreement under a public transaction; violation of Federal or State antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records; making false statements; or receiving stolen property, 3) are not presently indicted for or otherwise criminally or civilly charged by a governmental entity (Federal, State or local) with commission of any of the offenses enumerated above, 4) have not within a three-year period preceding execution of this Agreement had one or more public transactions (Federal, State or local) terminated for cause or default, and 5) will advise City immediately if their status changes and will provide an explanation for the change in status. By signing this agreement Consultant and their Sub - Consultants acknowledge and affirm the above statements are true. 21.8 Discriminatory Vendor. Consultant certifies that they are not subject to Section 287.134 (2)(a) which specifies that an entity or affiliate who has been placed on the discriminatory vendor list may not submit a bid/bid on a agreement to provide any goods or services to a public entity, may not submit a Bid/Bid on a agreement with a public entity for the construction or repair of a public building or public work, may not be awarded or perform work as a consultant, supplier, sub -consultant, or consultant under a agreement with any public entity, and may not transact business with public entity. By signing this agreement Consultant and their Sub -Consultants acknowledge and affirm the above statements are true 21.9 Dispute Resolution. For any dispute concerning performance of the Agreement, which includes without limitation controversies based upon breach of agreement, mistake, misrepresentation, or other cause for agreement modification or rescission, City shall attempt to reach a mutual agreement as to the settlement and resolution of the dispute with Consultant. Should a mutual agreement not be reached, City shall render a decision and reduce such to writing and serve a copy on Consultant. The decision shall be final and conclusive. 21.10 Documentation, All tracings, plans, specifications, maps, computer files and/or reports prepared or obtained under this Agreement, as well as all data collected, together with summaries and charts derived there from, will be considered works made for hire and will become the property of City upon expiration or termination of the Agreement without restriction or limitation on their use. Upon delivery to City of said document(s), City will become the custodian thereof in accordance with Chapter 119, Florida Statutes. Consultant will not copyright any material and products or patent any invention developed under this Agreement. Copies of these documents are not to be sold or distributed to third parties without the written consent of City. 21.11 Drug Free Workplace: Consultant certifies that it has in place a Drug -Free Workplace Program in accordance with the Drug -Free Workplace Act of 1988 (41 U.S.C. 702-706). Refer to Form F submitted with Bid. 21.12 Electronic Signature(s). Consultant, if and by offering an electronic signature in any form whatsoever, will accept and agree to be bound by said electronic signature to all terms and conditions of this Agreement. Further, a duplicate or copy of the Agreement that contains a duplicated or non -original signature will be treated the same as an original, signed copy of this original Agreement for all purposes. 21 A 3 Employees, Sub -consultants and Agents. All Consultant employees, sub -consultants, and agents performing any of the Services under the Agreement shall be properly trained to meet or exceed any specified training qualifications. Upon request, Consultant shall furnish a copy of certification or other proof of qualification. All employees, sub -consultants, and agents of Consultant must comply with all security and administrative requirements of City. City may conduct, and Consultant shall cooperate in, a security background check or otherwise assess any employee, sub -consultant, and agent of Consultant. City may refuse access to, or require replacement of, any of Consultant's employee, sub -consultant and agent for cause, including, but not limited to, technical or training qualifications, quality of services, change in security status, or non-compliance with City's security or other requirements. Such refusal shall not relieve Consultant of its obligation to perform all Services in compliance with the Agreement. City may reject and bar from any facility for cause any of Consultant's employees, sub -consultants, or agents. City shall have the right to review and approve any 104 of 267 RFP #21-07, Compensation and Benefits Studv and Analvsis Pate 6 sub -consultant used by Consultant. Consultant shall be fully responsible to City for the acts and omissions of its sub -consultants, and persons directly or indirectly employed by them. it is Consultant's responsibility to ensure that their sub -consultants are properly licensed to do business in the State of Florida and City of Sebastian, as required by law. All workmen must have sufficient knowledge, skill and experience to properly perform the work assigned to them. All workmen must have proper FDOT safety vest or safety shirts during any mowing, staging of MOT or clean-up operation. 21.14 Environmental Issues. All notifications regarding environmental issues or requirements shall be sent immediately to City's Contact Person. Unless directed otherwise by City, Consultant is not to contact any local, state or federal governmental agencies concerning environmental issues involving the Project Site. 21.15 Equal Employment Opportunity. Consultant shall not discriminate on the basis of race, color, sex, age, national origin, religion, and disability or handicap in accordance with the Provisions of: Title VI of the Civil Rights Act of 1964 (42 U.S.C. § 2000 et seg.), Title VII of the Civil Rights Act of 1968 (42 U.S.C. § 3601 et sue.), Florida Civil Rights Act of 1992 (§ 760.10 et sec.), Title 41 CFR Part 60 for compliance with Executive Orders 11246 and 11375, Title 49 CFR 23 and Title 49 CFR 26 for Disadvantaged Business Enterprises, Age Discrimination Act of 1975 (42 U.S.C. § 6101, et_ seg.), Title 49 CFR 21 and Title 49 CFR 23, Nondiscrimination on the basis of handicap, Title 49 CFR 27, Americans with Disabilities Act of 1990 (42 U.S.C. 12102, et. seq.), Federal Fair Labor Standards Act (29 U.S.C. § 201, et seg.), and any other Federal and State discrimination statutes. Consultant shall furnish pertinent information regarding its employment policies and practices as well as those of their proposed sub -consultants as the State of Florida Department of Transportation, the Secretary of Labor, or City may require. The above shall be required of any sub -consultant hired by Consultant. All Equal Employment Opportunity requirements shall be included in all non- exempt sub -agreements entered into by Consultant. Sub -agreements entered into by Consultant shall also include all other applicable labor provisions. No sub -agreement shall be awarded to any non -complying sub -consultant. Additionally, Consultant shall insert in its sub -agreements a clause requiring sub -consultants to include these provisions in any lower tier sub -agreements that may in turn be made. Consultant shall comply with all state Iamis and local ordinances. 21.16 E-Verification System. Consultant shall comply with the Executive order No. 12989 as amended, and Executive Order No. 11-116, and agrees to utilize the U.S. Department of Homeland Security's E-Verify system, httgsale-verifv.uscis.aovlemr), to verify the employment eligibility of: (1) all persons employed by Consultant during the agreement term to perform any duties within Florida, and; (2) all persons, including sub -consultants, assigned by Consultant to perform work pursuant to this Agreement. Consultants meeting the terms and conditions of the E-Verify System are deemed to be in compliance with this provision. 21.17 Force Majeure Event. Neither party shall be considered to be in default in the performance of its obligations under this Agreement, except obligations to make payments with respect to amounts already accrued, to the extent that performance of any such obligations is prevented or delayed by any cause, existing or future, which is beyond the reasonable control, and not a result of the fault or negligence of, the affected party (a "Force Majeure Event"). If a party is prevented or delayed in the performance of any such obligations by a Force Majeure Event, such party shall immediately provide notice to the other party of the circumstances preventing or delaying performance and the expected duration thereof. Such notice shall be confirmed in writing as soon as reasonably possible. The party so affected by a Force Majeure Event shall endeavor, to the extent reasonable, to remove the obstacles which prevent performance and shall resume performance of its obligations as soon as reasonably practicable. A Force Majeure Event shall include, but not be limited to acts of civil or military authority (including courts or regulatory agencies), act of God (excluding normal or seasonal weather conditions), war, riot, or insurrection, inability to obtain required permits or licenses, hurricanes and severe floods. 21.18 Governing Law and Venue. The Agreement shall be governed in accordance with the laws of the State of Florida. In the event of litigation with respect to the obligation of the parties to the Agreement, the jurisdiction and venue of such action shall be an appropriate State Court in Indian River County, Florida. 105 of 267 RFP #21-07. Compensation and Benefits Studv and Analvsis Paee 7 21.19 Governmental Restrictions. If Consultant believes that any governmental restrictions have been imposed that require alteration of the materials used, the quality, workmanship or performance of the Services offered under the Agreement, Consultant shall immediately notify City in writing, indicating the specific restriction. City reserves the right and the complete discretion to accept any such alteration or to cancel the Agreement at no further expense to City. 21.20 Immigration and Nationality Act: Consultant shall comply with all immigration laws as outlined in 8 USC § 1324a - Unlawful emolovment of aliens. City will not intentionally award City agreements to any Consultant who knowingly employs unauthorized Alien workers. Any violation of the employment provisions outlined in the Immigration and Nationality Act throughout the term of any Agreement with City may result in immediate termination of the Agreement. City will consider the employment of unauthorized aliens a violation of Section 274A (e) of the Immigration and Nationality Act. Such violation will be cause for unilateral cancellation of the Agreement, by City, if Consultant knowingly employs unauthorized aliens. 21.21 Inspection, Performance, Supervision. City reserves the right to inspect the Services provided by Consultant, whether partially or fully completed, at any time, as deemed appropriate by City for the purpose of ensuring Consultant's performance under the Agreement. Such inspections performed by City, shall not be construed as a final approval of Consultant's Service, and shall not relieve Consultant from its obligations under the Agreement. City reserves the right to inspect, at any reasonable time with prior notice, Consultant's facilities to assess conformity of the provision of the Services with the Agreement requirements. City reserves the right to investigate or inspect, at any time, whether the provision of the Services complies with the Agreement requirements. Consultant shall at all times during the Agreement term remain responsive and responsible. Consultant must be prepared, if requested by City, to present evidence of experience, ability, and financial standing, as well as a statement as to capacity of Consultant for the performance of the provision of the Services covered under the Agreement. This paragraph shall not mean or imply that it is obligatory upon City to make an investigation either before or after award of the Agreement, but should City elect to do so, Consultant is not relieved from fulfilling all Agreement requirements. Consultant shall supervise and direct the performance of its Services and shall be solely responsible for the means, methods, techniques, sequences, and safety of construction and operations. Consultant will employ and maintain at the Project Site a qualified supervisor or superintendent who shall have been designated in writing by Consultant as the Consultant's representative at the Project Site. The supervisor or superintendent shall have full authority to act on behalf of Consultant and all communications given to the supervisor or superintendent shall be as binding as if given directly to Consultant. The supervisor or superintendent shall be present on the Project Site at all times as required to perform adequate supervision and coordination of the Consultant's Services. 21.22 Lawful Claims and Demands. Should any outstanding claims by sub -consultants or suppliers incurred in the performance of the Services materialize after City has made Payment to Consultant, Consultant will indemnify and save City harmless from such claims. Acceptance by Consultant of payment shall be and shall operate as a release to City of all claims and all liabilities to Consultant, other than claims in stated amounts as may be specifically excepted by Consultant for things done or furnished in connection with the provision of the Services, and for every act and neglect of City and others relating to or arising out of the provision of the Services covered under this Agreement. Any payment, whether final or otherwise, shall not release Consultant or his sureties from any obligations under the Agreement. 21.23 Lobbying. Consultant shall not, in connection with the Agreement, directly or indirectly (1) offer, confer, or agree to confer any pecuniary benefit on anyone as consideration for any City officer or employee's decision, opinion, recommendation, vote, other exercise of discretion, or violation of a known legal duty, or (2) offer, give, or agree to give to anyone any gratuity for the benefit of, or at the direction or request of, any City officer or employee. For purposes of clause (2), "gratuity" means any payment of more than nominal monetary value in the form of cash, travel, entertainment, gifts, meals, lodging, loans, subscriptions, advances, deposits of money, Services, employment, or agreements of any kind. 106 of 267 RFP #21-07. Compensation and Benefits Studv and Analvsis Paee 8 21.24 Non -Collusion. Consultant agrees that neither it, nor any of its officers, partners, agents or employees have entered into any agreement, participated in any collusion, or otherwise taken any action which is in restraint of a free competitive solicitation in connection with this Agreement, and that Consultant intends to do the work with its own bona fide employees or sub -consultants and has not provided a response for the benefit of another consultant. Furthermore, Consultant certifies that its affiliates, subsidiaries, directors, officers, and employees are not currently under investigation by any governmental authority and have not in the last ten (10) years been convicted or found liable for any act prohibited by law in any jurisdiction, involving conspiracy or collusion with respect to submitting a response on any public agreement. 21.25 Non -Funding Clause. In the event sufficient budgeted funds are not available or depleted, City shall notify Consultant of such occurrence and agreement shall terminate without penalty or expense to the City. 21.26 Non -Performance Clause. The Consultant recognizes that due to the nature of the services to be performed under this Agreement, it is essential that the Work be completed in a timely manner in accordance with the schedules approved by the City. Non- performance/deficiencies as identified by the City to the Consultant shall be addressed 1. Verbally 2. Written Notice. If the deficiency has not been corrected to the satisfaction of the City within the time frame provided, the City may have the work performed by either its internal personnel or a third party and charge the cost against payments due the Consultant. Repeated deficiencies may result in the termination of this Agreement. 21.27 Permits. The Consultant (where applicable) shall apply for all required building permits from City of Sebastian and is responsible for any associated fees. 21.28 Project Site Conditions. Consultant shall be deemed to have examined Project Site(s), if applicable and to have secured full knowledge of all conditions under which the Services are to be executed and completed. 21.29 Protection of Persons. Consultant will be responsible for the safety of its employees and the employees of its sub -consultants, during the provision of the Services. Consultant will be responsible for initiating, maintaining and supervising all safety programs in connection with the provision of the Services in accordance with applicable safety standards and regulations, as promulgated by the United States Occupational Safety and Health Act. Consultant shall report promptly to City any accident or unusual occurrence during performance of the Services, including personal injury or death to any Consultant employee, sub -consultant employee or any member of the public, or any damage to any of City's property, the Project Site, or adjacent property. 21.30 Public Entity Crime. A person or affiliate who has been placed on the convicted vendor Ilst following a conviction for a public entity crime may not submit a bid, bid, or reply on a agreement to provide any goods or services to a public entity; may not submit a bid, bid, or reply on a agreement with a public entity for the construction or repair of a public building or public work; may not submit bids, bids, or replies on leases of real property to a public entity; may not be awarded or perform work as a consultant, supplier, sub -consultant, or consultant under a agreement with any public entity; and may not transact business with any public entity in excess of the threshold amount provided in s. 287.017, Florida Statutes for CATEGORY TWO for a period of 36 months following the date of being placed on the convicted vendor list. 21.31 Relationship. Consultant is an independent consultant to City in the provision of the Services under this Agreement and is not an employee, agent, joint -venture, or partner of City. 21.32 Remedies. If any event of default occurs, City shall have the right, at the option of City, to pursue all remedies available at law or equity, including the termination of this Agreement and all rights of Consultant hereunder. Notwithstanding City's termination of the Agreement, Consultant shall remain liable to City for all claims for damages, costs or attorney's fees arising prior to such termination. 21.33 Schedules, Reports and Records. Consultant shall submit to City cost schedules, progress schedules, estimates, records, reports, and any other data, as related to the provision of the 107 of 267 RFP #21-07. Compensation and Benefits Studv and Analysis Page 9 Services covered under the Agreement. Furthermore, City reserves the right to inspect and audit Consultant's books and records relating to the Agreement, when deemed appropriate by City. All schedules, reports and records of Consultant, as they relate to the Agreement, shall be retained by Consultant for a period of three (3) years from the date of final payment under the Agreement. 21.34 Security and Confidentiality. Consultant shall comply fully with all security procedures of City in the performance of the Agreement. Consultant shall not divulge to third parties any information obtained by Consultant or its agents, distributors, resellers, sub -consultants, officers or employees in the course of the provision of the Services without the written consent of City. However, Consultant shall be permitted to release information to third parties if such information is publicly available through no fault of Consultant, information that Consultant developed independently without relying on City's information, or information that is otherwise obtainable under State and Federal law as a public record. To insure confidentiality, Consultant shall take appropriate measures as to its personnel, agents, and sub -consultants. The warranties of this paragraph shall survive the Agreement. 21.35 Severability. if a court deems any provision of the Agreement void or unenforceable, that provision shall be enforced only to the extent that it is not in violation of law or is not otherwise unenforceable and all other provisions shall remain in full force and effect. 21.36 Survival. All express representations, waivers, indemnifications, and limitations of liability included in this Agreement will survive completion or termination of the Agreement for any reason. 21.37 Taxes. Consultant shall pay all sales, consumer, use and other similar taxes required to be paid by Consultant in accordance with the laws and regulations of the State of Florida which are applicable to the provision of the Services under the Agreement. City will not pay for any personal property taxes levied on Consultant or for any taxes levied on Consultant's employees' wages. City is a political subdivision of the State of Florida and holds a State of Florida Sales Tax Exemption Certificate (No. 85-8012621778C-1). All purchases made by City directly from a dealer, distributor or manufacturer for materials, equipment or supplies ("direct purchase") instead of through the Consultant are exempt from sales, consumer, use and other similar taxes. 22. Waiver. The delay or failure by City to exercise or enforce any of its rights under this Agreement shall not constitute or be deemed a waiver of City's right thereafter to enforce those rights, nor shall any single or partial exercise of any such right preclude the City of any other or further exercise thereof or the exercise of any other right. 23. Authority. Each person signing the Agreement warrants that he or she is duly authorized to do so and to bind the respective party to the Agreement. IN WITNESS WHEREOF, the parties hereto have caused these presents to be executed, the day and year noted above. ATTEST (SEAL): Jeanette Williams, MMC CITY CLERK Approved as to form and legality for reliance by the City of Sebastian only: Manny Anon, Jr. CITY ATTORNEY THE CITY OF SEBASTIAN, FLORIDA: BY: Paul E. Carlisle, CITY MANAGER EVERGREEN SOLUTIONS, LLC M. Dr. Jeffrey Ling PRESIDENT 108 of 267 RFP #21-07, Compensation and Benefits Studv and Analvsis Pate 10 Exhibit B A Cost Proposal to Conduct a Compensation and Benefits Study for the City of Sebastian, FL RFP #21-07 Evergreen Solutions. LLC August 16, 2021 109 of 267 Cost Proposal Evergreen Solutions, LLC is pleased to present our proposed cost to conduct a Compensation and Benefits Study for the City of Sebastian. We are committed to providing the highest quality consulting services to our client partners for a reasonable price. Our firm is fortunate that our overhead is minimal and our expenses are reasonable so we can pass that cost savings on to our clients. Our total, not -to -exceed, fixed cost to complete all tasks identified in our detailed work plan in Section 2.3 is included on the attached "Cost Proposal Form". Our cost is all inclusive, and includes travel costs (meals and lodging), transportation, fringe benefits, indirect costs (overhead), clerical support, and all other out-of-pocket expenses. Our preferred payment schedule is as follows: • 25% - upon completion of Tasks 1 — 2 • 25% - upon completion of Tasks 3 — 4 25% - upon completion of Tasks 5 — 6 • 25% - upon completion of Tasks 7 — 11 We are willing to negotiate the time, scope, and cost of the basic tasks, or any other options that the City of Sebastian wishes to identify. Evergreen Solutions federal employer identification number is 20- 1833438. 4 Evergreen Solutions LLC Page x 9 e 110 of 267 onto ORM RFP #21-07' HOME OFPECAN ISL"rCOMPENSATION AND BENEFITS STUDY, ANALYSIS and RECOMMENDATIONS COST PROPOSAL, Cost shall be submitted as a lump sum price. The lump sum price shall include but not limited to, costs for a comprehensive compensation and benefit study, analysis, and recommendations. The deliverables will be three new wage structures to include the Amendment 2 minimum wage increase (Non-exempt Personnel, Exempt Personnel and Sworn Officers), a new benefit price package(s), new position descriptions and a 5 Year Wage Program. The lump sum price will be discussed and negotiated for the project following authorization from City Council, Fallowing negotiation, the Consulting Firm will provide a schedule of values to the City of Sebastian for approval. The total of the Schedule of Values will be the lump sum contract amount_ NOTE: Anv submitted bid amount exceeding the maximum budqet amount shall be deemed non- resmonsive. In accordance with Florida State Statute 287.055 (5), Consultants Competitive Negotiations Act (CCNA), the proposed lump sum price will be negotiated with the most qualified firm for professional services at compensation which the City determines is fair, competitive, and reasonable in order to reach an agreed upon fee, terms and conditions. This negotiation will be conducted for no more than three (3) weeks, with the top ranked firm. If the City is unable to negotiate a satisfactory contract with the firm considered to be the most qualified at a price the agency determines to be fair, competitive, and reasonable, negotiations with that firm must be formally terminated, IAW F.S. 28T055 (5). The agency shall then undertake negotiations with the second most qualified firm. Id. ITEM DESCRIPTION I COST Lump sum to provide the services associated with RFP 21-07 The lump sum cost listed above shall remain in full force and effect for a period of ninety (90) days after the time proposals are due. During this time, Proposer will not revoke or cancel this proposal or withdraw from the competition. The Proposer further attests that the Cost Proposal herein proposed represents and includes the entirety of the work, fees, profit, overhead, general requirements, general conditions, etc., of the project per the RFP documents. Bidders Name, 8k) Lucry Signature: Date: Print Name' �� � Title. Failure to fully complete and suhir►4mhls Information Shoot may result in relectton of the submittal Page 29 of 36 111 of 267 A Proposal to Conduct a Compensation and Benefits Study for the City of Sebastian, FL RFP #21-07 IMM10h, ORIGINAL Evergreen Solotions LLC August 16, 2021 112 of 267 Evergreen Solutions, LLC 2878 Remington Green Circle -Tallahassee, Florida 32308 850.383.01 1 1 - fax 850.383.151 1 August 12, 2021 Ms. Cynthia Watson Human Resources Director City of Sebastian Dear Ms. Watson: Evergreen Solutions, LLC is pleased to submit a proposal to conduct a Compensation and Benefits Study for the City of Sebastian. Our response is based on our review of your Request for Proposals (RFP #21-07), our understanding of the Florida labor market, our experience working with hundreds of local governments and other public sector organizations, and our knowledge of best practices in human resources management. We believe we are best suited to provide the services being requested by the City of Sebastian as we have conducted more than 600 similar studies throughout the country, including many in the State of Florida. Evergreen was formed in 2004 in Florida to provide an alternative to traditional consulting practices, we provide an innovative and effective option by focusing on clients needing partners and not simply another service provider. Evergreen Solutions is a female -owned business, certified as a W/MBE in many states across the country, including the State of Florida. As a national firm, Evergreen Solutions continues to grow and our territory now includes clients in 46 states. In the State of Florida, Evergreen has conducted more than 200 compensation and/or benefits studies for local governments and other public sector organizations. The following is a list of just some of the Florida local government clients that our consultant team has worked with, or is currently on contract to work with, that involved services similar in scope to the services being requested: City of Ft. Myers; City of North Port; City of Ocala; City of Gainesville; City of St. Cloud; City of High Springs; City of Bushnell; City of Bunnell; City of Temple Terrace; City of Orlando; City of Winter Park; City of Kissimmee; City of Orange City; City of Lake City; City of Alachua; City of Deltona; City of Cocoa; City of Holly Hill; City of Daytona Beach; City of Plantation; City of Palm Bay; City of Palm Beach Gardens; City of Dania Beach; City of Tamarac; City of North Miami Beach; City of Hollywood; City of Sunny Isles Beach; City of Key West; City of Bartow; City of West Melbourne; City of Melbourne; City of Daytona Beach Shores; City of Holly Hill; City of Maitland; City of St. Petersburg; City of Dunedin; City of Jacksonville Beach; City of Jacksonville; City of Jacksonville Beach; City of Alachua; City of Parkland; City of Sunrise; City of Coral Springs; City of Sarasota; City of Panama City; City of Panama City Beach; City of Destin; City of Fort Walton Beach; City of Pensacola; Monroe County; Palm Beach County; Highlands County; Charlotte County; Collier County; Sarasota County; Miami -Dade County; Pinellas County; Manatee County; Martin County; Seminole County; Sumter County; Orange County; Brevard County; Flagler County; Lake County; Alachua County; Hernando County; Osceola County; Citrus County; Bay County; Santa Rosa County; Gadsden County; Gulf County; Miami Shores Village; Village of North Palm Beach; Village of Pinecrest; Village of Islamorada; Town of Lake Park; Town of Surfside; Town of Jupiter; Town of Cutler Bay; Town of Davie; Town of Longboat Key; Town of Lady Lake; Town of Orange Park, FL; Town of Palm Beach; Town of Hilliard; and many others. Information regarding the services provided to some of these local governments can be found in Section 1.2 of our proposal. www.ConsulrEvergreen.corn 113 of 267 Evergreen Solutions is able to fully comprehend the challenges and goals of the City of Sebastian because of our vast understanding of local government human resources, and the fact that we possess the necessary experience and qualifications. Our team has significant expertise in conducting compensation and benefits studies for local governments and other public sector organizations, as evidenced in Section 1.3 of our proposal. Detailed resumes are available upon request. Some of the human resource services Evergreen Solutions has focused on include: compensation and benefits studies; classification studies; performance management studies; recruitment, hiring, and retention studies; workload analyses; HR department reviews; organizational assessments; strategic and workforce planning; and staffing studies. Through our experiences in conducting this wide range of projects, we have gained the knowledge of every aspect of the management and operations involved in local government human resources management. As a result, our team understands how critical a compensation system is to the overall operation of a proficient and progressive municipality. We have developed helpful methods and tools that assist clients in implementing and maintaining our study recommendations. Evergreen Solution's approach to conducting a compensation and benefits study draws not only from extensive human resources work with local government clients, but also from direct feedback of our past clients. In essence, we offer you tools that are innovative as well as those that have been proven to work in real places with real people. Some of the key facets of our approach identified in Section 2 of our proposal include: Major emphasis is placed on communication as the key to a successful study as well as its implementation. Our Team understands that compensation by its very nature creates anxiety in staff and managers alike. In order to ensure a successful study process and "buy -in" at implementation, administrators, department heads, and employees need to be involved in the process. Our communication plan is a critical component of any study and to ensure our clients are informed of statuses or potential challenges, we provide continuous communication through the use of regular meetings and written progress reports. • Our methodology utilizes the latest technology in order to reduce the cost to our client partners and enhance wider participation by offering of our tools in an electronic format. In essence, every step of the process can be completed on the Web. • We understand that one size does not fit all. Some consultants provide the same overall solution to every client. We take great pride in providing a variety of alternatives that allow our client partners to select the solution that best meets their business and human capital needs. As President of Evergreen Solutions, I am authorized to commit our firm contractually to this engagement. We have met all minimum requirements outlined in the RFP. There is no pending litigation against the firm. Our taxpayer identification number is 20-1833428. We appreciate this opportunity and commit to you our best effort if selected for this engagement. If you have any questions, please contact me at (850) 383-0111 or via email at Jeff0)C_0nSu1tEver2recn.com. Most of the work performed for this study will be at 2878 Remington Green Circle, Tallahassee, Florida 32308. Sincerely, ?41�r Dr. Jeffrey Ling, President Evergreen Solutions, LLC 114 Table of Contents 1. Qualifications...................................................................................................................1 1.1 Finn's Qualifications...—.............................................................................................1 1.2 Select Relevant Experience......................................................................................... 3 1.3 Team's Qualifications...............................................................................................16 2. Workload and Scheduling............................................................................................18 2.1 Workload....................................................................................................................18 2.2 Approach....................................................................................................................19 2.3 Detailed Work Plan...................................................................................................19 2.4 Project Schedule........................................................................................................25 3. References......................................................................................................................25 4. Required Forms............................................................................................................25 _;� *-r Evergreen Solutions, LLC 115 of 267 RESPONSE TO REQUEST FOR PROPOSALS Evergreen is well qualified to conduct a Compensation and Benefits Study for the City of Sebastian as Evergreen has provided similar consulting work to hundreds of local governments and other public sector clients throughout the country, including many in the State of Florida. As required in the Request for Proposals (RFP), we have limited our response to no more than 30 pages. 1. Qualifications Evergreen Solutions, LLC is well qualified to perform the work being requested by the City of Sebastian as we have conducted more than 600 similar studies throughout the country. In this Section, we provide you with our firm's background and qualifications, a list of similar studies we have conducted in the State of Florida, and the qualifications of our proposed project team. 1.1 Firm's Oualifications Evergreen Solutions, LLC is a national, multidisciplinary, public sector management consulting firm, which specializes in working with Iocal governments across the nation. We provide a unique approach, rather than the "consulting as usual" approach, by partnering with our clients to find innovative, real world solutions to public management. Our philosophy is based on an understanding that there is not a "one size that fits all" solution to compensation management. Our approach is built on working collaboratively with all parties to make sound, implementation -focused recommendations. Evergreen Solutions is a limited liability company that was formed in 2004 to provide a modern, practical alternative to the typical consulting options. Evergreen Solutions is a female -owned business, certified as a W/MBE in many states and municipalities across the country, including Florida. Evergreen is also licensed to transact business in the State of Florida (#FLO1000073478). Evergreen is located at 2878 Remington Green Circle, Tallahassee, Florida 32308. Evergreen employs 14 full-time and two part-time employees who provide a variety of services including, but not limited to: compensation and benefits studies; classification studies; performance appraisal reviews; workload analyses; staffing studies; disparity studies; HR department audits; organizational assessments; performance reviews; training assessments; and strategic planning. We invite you to browse our Web site at www.Consu]tEvergreen.com or visit us on Facebook at www.facebook.com or Linkedin at www.linkedin.coni for more information about our services, staff, and past experience. Find us on; im facebooL Linked Collectively, the members of the Evergreen Solutions Team have: extensive experience in conducting comprehensive compensation and benefits studies and analyses to local governments throughout the country, including more than 200 in the State of Florida; comprehensive experience in all components vital to the successful completion of this engagement; knowledge of relevant Florida statutes and regulations as well as federal regulations; objectivity and flexibility due to the fact that we have no vested interests; and specialized analytical tools that we bring to the project. Clients nationwide have been successfully implementing recommendations from our team of professional consultants for decades. Evergreen has contracted with public sector, quasi -governmental, and non-profit organizations in 46 states throughout the country. Exhibit 1 includes a list of some of the public sector clients that Evergreen has worked with, or is currently on contract to work with, that involved services similar in scope to the services being requested by the City of Marco Island. Evergreen has also worked with many school districts and institutions of higher education in Florida. _;41 Evergreen Solutions, LLC Page Y 116 of 267 City of Alachua City of Tallahassee Collier County Sheriffs Office City of Bartow City of Tamarac Flagler County Sheriff's Office City of Bunnell City of Temple Terrace Lake County Sheriff's Office City of Bushnell City of Venice Leon County Sheriffs Office City of Cape Coral City of West Melbourne Manatee County Sheriff's Office City of Clermont City of Winter Park Monroe County Sheriffs Office City of Cocoa City of Sunrise Nassau County Sheriffs Office City of Coral Springs City ofZephyrhills Okaloosa County Sheriffs Office City of Dania Beach Alachua County Pasco County Sheriffs Office City of Daytona Beach Bay County Volusia County Sheriff's Office City of Daytona Beach Shores Brevard County Walton County Sheriffs Office City of Delray Beach Charlotte County Florida Sheriff's Association City of Deltona Citrus County Florida Association of Counties City of Destin Collier County Florida League of Cities City of Doral Escambia County FL Association of Court Clerks/Comptrollem City of Dunedin Flagler County FL Public Human Resource Association City of Fort Myers Gulf County Board of Bar Examiners City of Fort Walton Beach Hernando County The Florida Bar City of Green Cove Springs Highlands County Hillsborough County Clerk of Court/Comptrollers City of Groveland Lake County Ft. Pierce Utilities Authority City of High Springs Leon County Keys Energy Services City of Holly Hill Manatee County Kissimmee Utility Authority City of Hollywood Martin County Utilities Commission of New Smyrna Beach City of Holmes Beach Miami -Dade County Florida Keys Aqueduct Authority City of Indian Harbour Beach Miami Shores Village Sarasota Bay Estuary Program City of Key West Monroe County Toho Water Authority City of Jacksonville Osceola County Tampa Bay Water City of Jacksonville Beach Palm Beach County Peace River Manasota Reg. Water Supply Auth. City of Kissimmee Pinellas County St. Johns River Water Management District City of Lake City Santa Rosa County Southwest Florida Water Management District City of Largo Sarasota County South Florida Water Management District City of Maitland Seminole County Loxahatchec River District City of Marathon Sumter County Solid Waste Authority of Palm Beach County City of Melbourne Wakulla County CareerSource Pinellas City of Miramar Town of Belleair CareerSource Northeast Florida City of New Smyrna Beach Town of Cutler Bay Worknet Pinellas City of North Miami Beach Town of Davie Association for Institutional Research City of North Port Town of Hilliard Florida Telecommunications Relay, Inc. City of Ocala Town of Juno Beach Orange County Library System City of Orange City Town of Jupiter Pinellas Housing Authority City of Orlando Town of Lade Lake Manatee County Clerk's Office City of Palm Bay Town of Lake Park Leon County Clerk of the Circuit Court & Comptrollers City of Palm Beach Gardens Town of Longboat Key Gadsden County Property Appraiser's Office City of Panama City Town of Medley Brevard County Property Appraiser's Office City of Panama City Beach Town of Palm Beach Saint Lucie County Property Appraiser's Office City of Parkland Town of Ponce Inlet Brevard County Tax Collector City of Pensacola Town of Orange Park Health Care District of Palm Beach County City of Plant City Town of Surfside Glades General Hospital City of Plantation Village of Islamorada Hillsborough Area Transit Authority City of Punta Gorda Village of North Palm Beach Orlando -Orange County Expressway Authority City of Sarasota Village of Pinecrest Sarasota -Manatee County Airport City of Sebring Alachua County Sheriff's Office Northwest Florida Beaches International Airport City of St. Cloud Bay County Sheriff's Office Early Learning Coalition City of St. Petersburg Clay County Sheriff's Office Juvenile Welfare Board City of Sunny Isles Beach Evergreen Solutions, LLC Page 2 117 of 267 1.2 Select Relevant Experience Because Evergreen has conducted more than 600 studies similar in scope to the services being requested by the City of Sebastian, we include in this section only a sample of some of local government work in the State of Florida. Compensation and Classification Study - City of Daytona Beach Shores Evergreen Solutions was retained by the City of Daytona Beach Shores to conduct a Compensation and Classification Study that included a staffing analysis and the development of a Performance Appraisal System. Evergreen's consultants assessed the conditions within the City's current compensation and classification systems and provided a summary. The Job Assessment Tool (JAT) and Management Issues Tool (MIT) was used to build a projected classification plan and develop preliminary recommendations. Evergreen prepared and conducted a customized market salary survey and provided an external assessment summary, as well as a staffing analysis. Comparison data from a representative group of comparable targets were included in the analysis. A final report was developed, outlining the methodology and results of the study, including all market research and recommendations. Recommendations were also developed for future Compensation Administration and updating and creating new job descriptions. Classification, Compensation, and Benefits Study - Town of Jupiter Evergreen Solutions was retained by the Town of Jupiter to conduct a classification, compensation, and benefits study of its workforce. Evergreen's consultants reviewed the effectiveness of the Town's current salary and benefits plan as it related to the market competitiveness for attracting and retaining quality employees. Evergreen conducted a job analysis for ensuring proper classification and internal equity. Employees participated in focus groups, interviews, and a job analysis was conducted to determine the best classifications for the work performed. Pay ranges were analyzed in the public and private sector to determine the appropriate pay levels for all included jobs. Recommendations were provided to improve the fairness and equity in the current system. Job 02ssl&2tion and Compensation Study - City of Melbourne Evergreen Solutions was retained by the City of Melbourne to conduct a Job Classification and Compensation Study. Evergreen reviewed the City's salary and benefit structure and assist in updating information on essential job functions, responsibilities, required knowledge, skills and abilities, and physical demands of each position. Evergreen examined all job descriptions to include a review of position FLSA designations; essential functions; minimum qualifications, license requirements, working conditions, etc.., provided recommended updates and/or changes, established criterion for the selection of survey participants with City staff members, prepared a survey to send to the participants, and prepared recommendations based on the results. Evergreen addressed compression/equity issues between pay grades and classifications and established an equitable classification methodology and salary ranges to provide for the recruitment and retention of qualified staff as well as the equitable relationships of one job to another within the organization. Recommendations were provided to classify/reclassify positions as appropriate. In addition, a recommendation was made for a new compensation plan that is fair and equitable in order to attract, motivate, and retain a quality workforce. Evergreen provided three (3) separate proposed pay plan structures based on salary scales that are 90%, 100% and 110% of the surveyed labor market. Classification and Compensation Study - City of West Melbourne Evergreen Solutions was retained by the City of West Melbourne to conduct a Classification and Compensation Study. The objectives of the study were to: conduct and implement a total compensation structure to include benefits for the City's workforce to provide both internal and external equity; establish a classification system that accurately describes the duties, knowledge, skills, abilities and minimum qualifications required for each job class; revise job descriptions based on the job analysis; and develop a maintenance program for the recommended changes to the classification and compensation plan. _;4r," Evergreen Solutions, LLC Page 3 118 of 267 Evergreen conducted a wage and benefit survey among competing jurisdictions as well as public and private organizations to determine competitive wages in the appropriate labor market(s). We also compared the collective bargaining agreement for police to selected peer organizations. Using the survey results, Evergreen assigned each job to a pay grade with a view toward achieving proper internal relationships among classes and making salary ranges competitive with relevant markets with consideration of the budgetary impact to the City. Classification and Compensation Study - City of New Smyrna Beach Evergreen Solutions was retained by the City of New Smyma Beach to conduct a Classification and Compensation Study. Evergreen's consultants conducted a comprehensive evaluation of the City's Pay Plan and compensation policies as they related to all City position classifications and provided recommendations to classify/reclassify positions and provided updates to job descriptions. Evergreen further conducted a comprehensive compensation survey to include salaries, wages, supplemental pay, and benefits of like cities considered as the appropriate labor market within the State of Florida. Based upon results of the survey, Evergreen recommended revised a salary classification and compensation plan for the City Commission's consideration. Based upon the recommended classification grades, and existing salaries, Evergreen's consultant recommended proper placement within proposed classifications, and recommended appropriate "equity adjustments". In the end, Evergreen developed and recommended an implementation plan for adoption of the proposed classification plan and salary adjustments to include an estimated fiscal impact, with options for a multi -year implementation. Salary Survey - City of Palm Bay Evergreen Solutions was engaged with the City of Palm Bay to conduct a Salary Survey comparing the salaries of select positions in the building department to what peers were paying in the market for those positions. Compensation and Benefits Study - City of Temple Terrace Evergreen Solutions was again retained by the City of Temple Terrace to conduct a Compensation and Benefits Study. Note: Evergreen previously conducted a salary survey for the City. Compensation, Classification, and Benefits Study - City of Palm Beach Gardens The City of Palm Beach Gardens entered into a contract with Evergreen to conduct a comprehensive Compensation and Classification Study to assess the city's internal and external equity. The City had established track record of regular studies of this nature and seeks up-to-date competitive salary and benefits information from both the private and public sector. A salary survey of peer organizations in the local and regional market, to include benefits and total compensation, was conducted to ascertain the City's relative market position. The City maintained the objective of being among the compensation leaders in Palm Beach County, and regular evaluation of this kind was essential in achieving this progressive goal. The study included a complete classification analysis using Evergreen Solutions' Job Assessment Tool job valuation methodology in addition to a statistical assessment of current conditions. The study concluded with a series of findings and recommendations in a written report that was designed to identify and recommend resolution of any inequities in the system and, if necessary, update the existing classification structure. The City had gone through a considerable reduction in force, which had caused many responsibilities to be shuffled. Benchmark Compensation Study - City of Plantation Evergreen Solutions was retained by the City of Plantation to conduct a Benchmark Compensation Study and develop a city-wide compensation plan for the City, taking into account internal and external equity. Evergreen developed recommendations and guidelines for the continued administration and maintenance of the compensation structure, including recommendations and guidelines related to how employees will move through the pay structure/system as a Evergreen Solutions, LLC Page. 4 119 of 267 result of transfers, promotions, demotions and employees whose base pay is at the maximum of their pay range in their positions; including proposal for the proper mix of pay, how often to adjust pay scales and survey the market, and how to keep the system fair and competitive over time. Note: Evergreen was again hired in 2021 to conduct a Job Classification and Compensation Study. This project is still ongoing. Job Classification and Compensation Study - City of Sunrise Evergreen Solutions was engaged with the City of Sunrise to conduct a Job Classification and Compensation Study of its 1,200 employees. The City is at the geographic center of the tri-county metropolitan area comprised of Miami - Dade, Broward and Palm Beach Counties and has a reputation for strong financial management, aggressive economic development, outstanding police and fire rescue services, leadership on regional issues, and support for its public schools. Evergreen conducted a comprehensive evaluation of the City's current classification structure and related policies and practices as well as a comparative analysis of position classifications to determine relative work within the organization and for the establishment of appropriate pay grades. Evergreen worked with the City to identify the proposed labor market and benchmark classes and public and private agencies/markets that were similarly situated to the City to include in the salary survey. A comprehensive total compensation and benefits survey was distributed to comparable peers that not only assessed job titles but also accounted for actual corresponding job duties and responsibilities. Evergreen further conducted interviews with employees in single position classifications, a representative sample of employees in multiple position classifications, and appropriate management personnel in order to validate the information pertaining to job duties. Information was obtained from employees through the distribution of a job assessment tool Evergreen used the information obtained from the JAT to perform a job analysis to verify and validate information with existing job descriptions to determine if classifications were correctly allocated in an organizational hierarchy. In the end, Evergreen summarized the methodology, techniques, and data used to develop the proposed compensation and classification plan and provided recommendations for a classification and compensation structure that reflected the City's overall classification and compensation strategies. Evergreen further recommended pay grades, grade pricing and salary ranges for all existing and proposed classifications. Compensation Study - City of Hollywood The City Hollywood retained Evergreen to conduct a compensation study of all non -represented employees and then again for AFSCME employees (i.e., approximately 66 Professional and Supervisory employees in 38 different job classifications). A job -task analysis/job audit was conducted to determine whether classifications were correctly placed in the organizational hierarchy and whether individual job positions were classified correctly. Evergreen reviewed job descriptions using the Job Assessment Tool job valuation methodology and conducted a statistical assessment of current conditions to ensure compliance with federal and state laws including proper designation of classifications as "exempt" vs. "non-exempt". Evergreen conducted a comprehensive survey to ensure that the City of Hollywood's compensation plan was equitable and competitive in its total compensation package relative to internal factors and external markets (The City's goal was to be in the top 25% in salary). Evergreen's consultants reviewed existing salaries to determine proper placement within proposed classifications, and recommend appropriate "equity adjustments" as needed, based upon the results of the salary survey and the recommended pay plan. Evergreen concluded the study with recommendations designed to alleviate any strains on the current compensation and classification system. Evergreen further recommended procedures, policies, and methods to maintain an on-, going Classification & Compensations Plan that was performance based, fair and competitive. In addition, Evergreen's consultants developed policies and procedures for developing and maintaining a career track/progression/ retention program and reviewed existing performance appraisal system in order to make recommendations to integrate the performance appraisal system with new Classification & Compensation Plan. Evergreen Solutions LLC Page 9 � S 5 120 of 267 Pay and Classification Study - City of Doral Evergreen Solutions was engaged with the City of Doral to conduct a Pay and Classification Study. Employees participated in focus groups, interviews, and a job analysis was conducted to determine the best classifications for the work performed. In addition, salaries were analyzed in the public and private sector to determine the appropriate salary for all included jobs. Recommendations were provided to improve the fairness and equity in the current classification and compensation system. Note: Evergreen was previously hired to conduct a Compensation, Classification, and Value Engineering Study. Compensation Study - City of North Miami Beach Evergreen Solutions was retained by the City of North Miami Beach to conduct a compensation study. Evergreen consultants reviewed pay ranges in the public and private sector to determine the appropriate pay levels for all included jobs (up to 60 benchmarks). Recommendations were provided to improve the fairness and equity within the City. Evergreen provided City staff with the necessary training and materials so that an understanding of the methodology —and how to implement, administer, and maintain the recommended compensation systeni—was accomplished. Classification and Compensation Study - City of Sunny Isles Beach Evergreen Solutions was retained by the City of Sunny Isles Beach to conduct a classification and compensation study for all its employees. Employees participated in focus groups, interviews, and a job analysis was conducted to determine the best classifications for the work performed. Pay ranges were analyzed in the public and private sector to determine the appropriate pay levels for all included jobs and recommendations were provided to improve the fairness and equity in the current system. Salary Survey - City of Dania Beach Evergreen Solutions was retained by the City of Dania Beach to conduct a salary survey to compare 40 benchmark positions against municipalities of comparable size within the tri-county area, and to make recommendations to improve the competitiveness of the City in recruiting and retaining qualified staff. Compensation and Benefits Study - Town of Palm Beach Evergreen Solutions was retained by the Town of Palm Beach to conduct a Compensation and Benefits Study. Evergreen conducted a comprehensive market -based survey and analysis of the Town's current salary ranges, retirement benefits and other pay practices to test the Town's competitiveness, as compared to public and private (as applicable) employers in local and regional competing markets. Compensation Study - City of Key West Evergreen Solutions is again engaged with the City of Key West to conduct a Compensation Study. Note: Evergreen previously conducted a compensation study for the City. Compensation and Classification Study - City of North Port Evergreen Solutions was retained by the City of North Port to conduct a Compensation and Classification Study by performing a market study to assess the City's existing compensation and classification plan. The goals for the study were to: assess the current compensation and classification structure; identify and address internal compensation inequities and recommend adjustments to job titles to better fit assigned duties where necessary; review job families/hierarchies throughout the organization; support a market -driven compensation plan and system that is designed to incentivize, recognize and retain its employees; recommend changes to pay plan and classification structure; review the total compensation package (salary plus benefits); recommend how to implement tools and techniques to support an ongoing reclassification process that will enable the organization to maintain its competitive place in the market; and provide findings and recommendations in a comprehensive report. *4-e Evergreen Solutions, LLC Page 6 121 of 267 Classification and Compensation Study - City of Ft. Myers Evergreen Solutions was hired the City of Ft. Myers to conduct a Classification and Compensation Study for all employee groups (i.e., Police Union — Sworn only; Fire Union and General Union and Non -bargaining). The study will include comprehensive classification analysis using Evergreen Solutions' Job Assessment Tool job valuation methodology in addition to a statistical assessment of current conditions. An evaluation of external equity including a salary survey of competing organizations will also be conducted. The project will conclude with a series of findings and recommendations designed to identify and recommend resolution of any inequities in the system and, if necessary, redesign the existing system in place for the City. Classification and Compensation Study - City of Sarasota Evergreen Solutions was retained by the City of Sarasota to conduct a classification and compensation analysis of its workforce. Employees participated in focus groups, interviews, and a job analysis was conducted to determine; the best classifications for the work performed. In addition, pay ranges were analyzed in the public and private sector to determine the appropriate pay levels for all included jobs. Recommendations were provided to improve the fairness and equity in the current system. Market Salary Survey - City of Coral Springs Evergreen Solutions was again hired by the City of Coral Springs to conduct a market salary survey. The City desired the development of a benchmark survey to evaluate the City's placement within the market, recommendations regarding the City's structure and incumbent pay equity changes where appropriate, and a comprehensive review of all the City's pay related policies and practices and recommendations for management's consideration. Note: Evergreen previously provided Employee Compensation Consultant Services to the City. Classification and Compensation Job Classification Analysis - City of St. Petersburg Evergreen Solutions was retained by the City of St. Petersburg to conduct a Job Classification Analysis in order to update and produce approximately 648 legally -compliant job descriptions that would include 6 — S core competencies each. Evergreen's consultants: analyzed all city job descriptions, both full-time and part-time positions, and determined the core competencies for each classification; and revised classifications and competencies that formed the foundation of the City's recruitment, learning management, performance management, and succession planning programs. Evergreen met with HR staff and department heads to discuss roles, competency model options, and project processes and adjusted the competency survey that was used in conjunction with the Job Assessment Tool (JAT) that was administered to a representative sample of the City's 3,150 full- and part-time staff. Evergreen reviewed the work performed by each classification and scored and reviewed supervisory comments for any anomalies or discrepancies discovered. Evergreen created task inventory and job families based on JAT responses and organizational charts and identified the degree of overlap in tasks between jobs in similar job families. From this, Evergreen identified root factors in each task grouping and linked to any underlying behavioral factors. Classification and Compensation Services - City of Dunedin Evergreen Solutions was engaged with the City of Dunedin to provide and Classification and Compensation Services. Evergreen analyzed each position within the City by conducting interviews; evaluating employee position descriptions and duties; interviewing department heads; assessing classifications within positions; and making FLSA determinations. Evergreen presented a proposed classification structure to City management, including a cost analysis for positions that would require adjustments. Evergreen also conducted a comprehensive survey of public and private labor market comparables designed to include salary ranges, and actual salaries to ensure that the City's compensation was equitable and competitive relative to internal factors and external markets. � 7 Evergreen Solutions, LLC Page 7 122 of 267 Salary and Benefits Survey - City of St. Cloud Evergreen Solutions was retained in 2014 by the City of St. Cloud to conduct a Salary and Benefits Survey. Evergreen's consultants reviewed the effectiveness of the City's current salary and benefits plan as it related to the market competitiveness for attracting and retaining quality employees. Pay ranges were analyzed in the public and private sector to determine the appropriate pay levels for all included jobs and recommendations were provided to improve the fairness and equity in the current system. Note: Evergreen was previously hired to conduct a Compensation and Classification Study for the City. Salary Survey and Job Analysis on Selected Positions - City of Kissimmee Evergreen Solutions was hired last year by the City of Kissimmee to conduct a Salary Survey as well as a Job Analysis on selected positions (i.e., Police and Fire). The intent of the study was to compare and contrast the City's current salary structure and levels with those of key competing employers so that a determination could be made regarding the City's competitive position within the marketplace. Note: Evergreen previously conducted a Salary, Benefits, and Classification Study for the City. Classification, Compensation and Other Related Services Study - City of Maitland Evergreen Solutions was retained by the City of Maitland to conduct a comprehensive evaluation of their compensation and classification plans and practices. Employees participated in the project by attending focus groups, participating in interviews, and completing Job Assessment Tool surveys to determine the accuracy and equity of the classification plan. In addition, pay ranges were analyzed in the public and private sector to determine the competitiveness of the City's pay plan for all included jobs. Recommendations were provided to improve the accuracy, fairness and equity of the overall plan. Compensation and Classification Study - City of Deltona Evergreen Solutions was hired by the City of Deltona to conduct a Compensation and Classification Study including all non -sworn positions and provide recommendations for implementation of a revised pay plan. The study included all non -sworn employees and classifications in the City. As part of the study, the Evergreen Solutions Team conducted orientations, focus groups, and interviews with employees and collected Job Assessment Tools (JATs) from employees. Evergreen Solutions consultants conducted a comprehensive salary survey of local and regional employers to assess the market competitiveness of the City. A detailed plan was developed to provide the City with specific steps to implement an equitable and competitive compensation plan. Finally, revised class descriptions were developed using information obtained during the JAT process, and training was provided to City staff to maintain the recommended compensation and classification system. Human Resource Consulting Services (Compensation Study) - City of Orlando Evergreen was retained by the City of Orlando to provide human resources consulting services by conducting a compensation study. Evergreen reviewed the City's compensation system, selected targets and benchmarks for market comparison, conducted a market survey, and developed strategic positioning recommendations to keep the City's compensation plan competitive. Compensation Consulting Services - City of Orlando Evergreen was again retained by the City of Orlando to provide compensation consulting services. Evergreen analyzed the current labor market trends in the Orlando metro area, including the pay increases being offered by Disney between now and 2020; collected information from public entities in the Orlando metro area regarding how they were responding to turnover and talent shortages; examined best practices on implementing wage floors to address local market changes; proposed several alternatives to the City to address local market changes, especially those related to the increase in the minimum wage to S 15 per hour by some private organizations; worked with the 4 Evergreen Solutions LLC Page 8 123 of 267 City HR staff to model and cost different implementation scenarios; and provided a short summary of the analysis and recommendations. Classification and Compensation Study - City of Winter Park Evergreen Solutions assisted the City of Winter Park's Human Resources Department with conducting a comprehensive classification and compensation study for all full-time employees. The project centered on providing the City with a revised system that was characterized by internal and external equity. To ensure internal equity, Evergreen utilized its Job Assessment Tool (JAT) and Management Issues Tool (MIT) to properly classify work performed and highlight issues to be addressed by management. Employees at all levels were also provided a forum to voice concerns with the current system through focus groups. Evergreen also selected benchmarks and peer organizations to survey for wages in comparison to the market. This information was combined with the job analysis to provide a comprehensive solution. The recommended solutions were costed out and presented to the City for review. Compensation Study - City of Bushnell Evergreen Solutions was hired by the City of Bushnell, Florida to assist with a city-wide Compensation Study and to make recommendations for the implementation of a revised pay plan. The study included all employees and classifications in the City. As part of the study, the Evergreen Team conducted focus groups and interviews with all employees, and all employees completed Job Assessment Tools (JATs). Evergreen Solutions consultants conducted a comprehensive salary survey of local and regional employers to assess the market competitiveness of the City. Finally, a detailed plan was developed to provide the City with specific steps to implement an equitable and competitive compensation plan. Classification and Compensation Study - City of Lake City Evergreen Solutions was retained by the City of Lake City to conduct a Classification and Compensation Study. Evergreen's consultants reviewed the City's current classification and compensation plan and identified and recommended a consistent and competitive market position that the City could strive to maintain based on a salary survey results from peer organizations. Evergreen recommended an appropriate salary range for each position in the City based on a review and analysis of the classification plan, the compensation survey results, internal relationships, and external and internal equity. Evergreen further provided recommendations for the ongoing internal administration and maintenance of the proposed compensation and classification plan. Note: Evergreen also completed a second study in 2019 by updating the City's Compensation Plan, Compensation Analysis - City of Orange City Evergreen Solutions was engaged with the City of Orange City to conduct a Compensation Analysis. Evergreen's consultants estimated the City's market position, refined pay plan, and slotted incumbents based on data that was collected from the region. Classification and Compensation Study - City of Cocoa Evergreen Solutions was hired by the City of Cocoa, located in Brevard County, to conduct a Classification and Compensation Study for its 444 employees. Evergreen's consultants performed a comprehensive survey of the City's job classifications, pay structures and benefits and provided recommendations to the City for implementation of the proposed changes in order for the City to maintain internal and external equity. The City's objectives for the study was: to attract and retain qualified workers who will be paid an equitable salary and benefit package; provide fair salaries for all workers of the City; and provide a salary structure that enables the City to maintain a competitive position with other cities and companies within the same geographic area. The City's current Pay and Classification Plan consisted of four different classifications: • General Employees: The current pay structure is set up in pay grades with steps (varying in numbers, up to 16 steps). Evergreen Solutions LL gr C Page 9 124 of 267 • Laborers' International Union of North America (LIUNA): These positions consist of 16 different pay grades with established minimum and maximum pay ranges. • Coastal Florida Police Benevolent Association (PBA): These positions consist of three (3) different pay grades with established minimum and maximum pay ranges. International Association of Firefighters (fAFF): These positions consist of two different pay grades with established minimum and maximum pay ranges. Pay and Classification Study - City of Jacksonville Beach Evergreen was retained by the City of lacksanville to conduct a Pay and Classification Study. Evergreen evaluated the current system, collected and reviewed current environment data, and evaluated and built the projected classification plan. Evergreen Identified a list of market survey benchmarks and conduct a market survey. Evergreen provided the City with the external assessment summary, developed strategic positioning recommendations, and developed and submitted draft and final reports and recommendations for compensation administration. Comprehensive Classification and Compensation Study - City of Panama City Beach Evergreen Solutions was hired by the City of Panama City Beach to conduct a Comprehensive Classification and Compensation Study by reviewing job descriptions, position classification schedules, pay plans, and compensation programs for approximately 255 non -union City employees. Evergreen presented a methodology that accurately and fairly measured compensable factors, allowed proper and equitable cross comparisons of compensable factors for classes, and minimized the appearance of possible prejudices on the part of the City administration. In the end, Evergreen provided written procedures for maintaining pay plans, reviewed general practices, and made recommendations for improvements to the current classification and compensation structure based upon the results of the market and benefit survey and the classification analysis. Further, Evergreen designed and recommended an implementation plan for the updated compensation strategy with the lowest impact to both the minimum and maximum points of the updated pay plan and the greatest gain to positions that fell outside of the updated and designated range. Evergreen also recommended administrative procedures to maintain fairness and competitiveness of the position classification and compensation plan after implementation and recommended final pay schedules with projected costs based on a range of alternative implementation plans. Compensation Study - City of Panama City Beach Evergreen Solutions was again hired by the City of Panama City Beach to conduct a Compensation Study. Evergreen collected relevant data; identified up to 15 targets and 30 classifications for a market salary survey; developed and conducted a salary survey and analyzed results; reviewed up to 10 job descriptions for possible reclassification; provided recommendations for updates/changes to the pay plan, including implementation options, based on market survey results; and prepared and deliver a draft and final report. Comprehensive Classification and Compensation Study - City of Panama City Evergreen was retained by the City of Panama City to conduct a Comprehensive Classification and Compensation Study for 545 non -union positions/employees, including approximately 79 firefighters, 92 police officers, and 5 elected officials in 190 job classifications. Employees participated in focus groups, interviews, and a job analysis to determine the best classifications for the work performed. Pay ranges were analyzed in the public and private sector to determine the appropriate pay levels for all included jobs. Evergreen reviewed the City's current performance evaluation system, tools and procedures, and made recommendations for necessary changes to the system. Recommendations were also provided to improve fairness and equity of all jobs within the City. Select City staff were provided the necessary training and materials so that an understanding of the methodology and how to implement, administer, and maintain the recommended total classification and compensation system were accomplished. Evergreen made recommendations regarding enhancements to the City's current performance evaluation system and provided the City with a performance evaluation tool. Note: Evergreen was again hired by the City of Panama City to conduct a salary survey update. 4_�r_le Evergreen Solutions, LLC Page io 125 of 267 Pay and Classification Study - City of Fort Walton Beach Evergreen Solutions was hired by the City of Fort Walton Beach to conduct a Pay and Classification Study for its 320 employees. Evergreen conducted a job -task analysis/job audit of all employee positions to verify and validate information from existing job descriptions and conducted personal interviews with employees, supervisors, and directors to determine whether classifications were correctly placed in organizational hierarchy and if individual positions were classified correctly. Evergreen conducted a comprehensive survey of public and private labor market comparables designed to include salary ranges, actual salaries, and benefits information to ensure the City of Fort Walton Beach's compensation was equitable and competitive in its total compensation package relative to internal factors and external markets. Evergreen conducted a comparison of existing benefits with market data and comment. Evergreen recommended and implemented a classification system that could be utilized by City staff at the conclusion of the project. To accomplish this Evergreen's consultants: grouped positions based upon duties performed, knowledge, skills and abilities for the position; conducted and analysis that addressed the issue of internal equity; recommended the assignment of each classification to a pay grade; reviewed current job descriptions and revised/updated as necessary; reviewed the City's current assignment of exempt versus non- exempt status as it related to the FLSA and made appropriate recommendations with justification; and provided appropriate adjustments to account for regional cost of living variations. Pay and Classification Study - Martin County Evergreen Solutions was engaged with Martin County to conduct a Pay and Classification Study. Evergreen consultants reviewed the current pay and classification plan, and policies and procedures, to analyze strengths and limitations; determine how well the plan meets organizational objectives and reflects current job content and organizational structure; evaluate the current pay plan structure (i.e. number of pay grades, including recommenced additions, deletions, and/or consolidations, appropriateness of pay range spread from salary minimum to maximum and percentages between salary grades); and recommend a strategy for potential improvements including methodologies and estimated costs for implementation. In addition to conducting a market salary survey of competitive peers, Evergreen conducted a comparison and analysis of the current level of County benefits based on the market. In the end, Evergreen prepared a summary report and made recommendations for a pay and classification plan that detailed the following: ensured equity and competitiveness to attract and retain qualified employees; enabled compensation decision making that was based on valid data and was consistent and defensible across the organization; identified pay compression issues and provided alternative solutions; provided flexibility and responsiveness regarding changes in the County's objectives or structure; and refined job classifications/titles to accurately represent job duties and responsibilities. Classification and Compensation Study - Charlotte County Evergreen Solutions was retained by Charlotte County to conduct a classification and compensation study for approximately 900 full-time and part-time employees in 250 classification specifications. Employees participated in focus groups, interviews, and a job analysis was conducted to determine the best classifications for the work performed. A review of all current classification specifications and job descriptions was made to ensure consistency, compliance with current industry best practices as to form, and compliance with applicable provisions of the Fair Labor Standards Act (FLSA), ADA, PERC (Florida Statute 447.203), and other applicable State and federal laws. A salary survey was conducted within the appropriate public and private job markets to determine current market pay grade assignment and salary structure commensurate with the job assignment. Evergreen offered criteria for a candidate's or an employee's placement within corresponding zones of the pay range. Recommendations were made for resolving pay compression issues that had been created due to 5 — 6 years of wage freezes compounded by 4 Evergreen Solution s, ns, T.I.0 Page: Yi 126 of 267 ever-increasing market competitiveness. Note: Prior to this study, Evergreen was hired by the County to conduct a Market Salary Survey. Compensation Study - Sarasota County Evergreen Solutions was retained by Sarasota County to conduct a Compensation Study. Pay ranges were analyzed in the public and private sector to determine the appropriate pay levels for all included jobs. Recommendations were provided to improve the fairness and equity in the current system. Salary Study - Highlands County Evergreen Solutions was retained by Highlands County to conduct a Salary Study for its workforce. The primary goal of the study was to ensure that the County maintained a sound process that provided a classification and pay structure that was fair, equitable, and systematic with a compensation plan that was comparable with other governmental jurisdictions as well as the private sector. The County desired a pay program that was fair, equitable, and competitive with both public and private employers in the surrounding geographic market area from which the County recruited, and was supportive of the County's compensation philosophy to be competitive with area markets in order to attract, motivate, and retain quality employees. Evergreen's consultants evaluated current pay grades (i.e., number of pay grades, including additions, deletions, and/or consolidations) and recommended a strategy for improvements. Evergreen further developed a classification system that facilitated ongoing compensation analysis and reporting and was based on similarly -situated employees, similar skills, qualifications, responsibilities, and pay, using job family groupings and EEO job categories that comported with EEOC guidelines for government employers. Evergreen reviewed position titles (including supervisory/management) and recommended a titling structure which defined consistent levels of responsibility across the County. Compensation, Classification, and Performance Management Study - Manatee County Evergreen Solutions was hired by Manatee County to assist with a county -wide Compensation and Classification Study. At the time of the study, Manatee County was a growing county with a population of over 300,000 located on the southwestern coast of FL between Pinellas and Sarasota Counties. An appointed County Administrator oversaw 16 departments, with approximately 2,900 employees within approximately 600 classifications and 58 pay ranges/grades. The study included all employees that serve in capacities for the Board of County Commissioners. As part of the review, orientation sessions, focus groups, and interviews were conducted in throughout the county. All employees were asked to complete the Job Assessment Tool (JAT) and job analysis was conducted with the results in order to create a classification plan. A salary survey was issued to local and regional employers to assess competitiveness. Based on the classification and compensation findings, a new pay plan as well as policies and procedures were recommended to the County. Evergreen Solutions helped the County attain their goal of maintaining a sound process providing a classification and pay structure that is fair, equitable, and systematic with a compensation plan comparable with other governmental jurisdictions and the private sector. In addition, Evergreen reviewed the performance management system in place within the County, and provided recommendations for improvement. Note: Evergreen completed a market survey and compensation analysis update in 2012 and also conducted a Compensation and Classification study of the Information Technology Services Department in 2014. Classification and Compensation Study - Pinellas County Evergreen Solutions was retained by Pinellas County to conduct a comprehensive classification and compensation study that included recommendations and suggestions for an implementation and maintenance process that would effectively provide the County with the resources and expertise to further enhance its classification and compensation program. A comprehensive job classification and pay study hadn't been conducted since 2004 so the County believed it was important to invest in a study that would look at both internal and external equity. 4 s Evergreen Everg Solutions LLC Page 12 127 of 267 The objective of the study was be to have a credible classification and compensation plan that: allows positions performing similar work with similar levels of complexity, responsibility, and knowledge, skills and abilities to lie classified appropriately; identifies salaries for assigned duties; outlines promotional opportunities and possible compensation growth; identifies pay differential between individual classifications; and identifies relevant labor markets. Classification and Compensation Study - Palm Beach County Evergreen Solutions was retained by Palm Beach County to conduct a Classification and Compensation Study in order to update the current classification and compensation structure. Evergreen performed the following tasks: conducted a job analysis across the County to ensure job descriptions matched the duties performed by the employee; provided an analysis of all positions— assigning an appropriate salary grade to ensure fairness and equity —and included recommendations for all positions that were found to be above or below the assigned salary grade; and conducted a market compensation analysis of salaries and wages of like or similar jobs of comparable Florida public organizations with similar position and organizational characteristics. Compensation and Classification Study Services - Monroe County Evergreen was retained by Monroe County to conduct a Compensation and Classification Study for 265 non -union employees in 178 classifications as well as 124 union employees in 46 classifications who are represented by the Teamsters bargaining unit. Employees participated in focus groups, interviews, and a job analysis to determine the best classifications for the work performed. Evergreen's consultants compared the County's positions to other similar positions within other County departments to determine the relative value of each position to every other position in the County. Comparisons were made with regard to the actual work being performed and based on the current job description. In addition, positions were compared to other similar positions in other private and public sector organizations throughout the Florida Keys and South Florida. Characteristics such as size of the organization, geographic proximity, economic and budget characteristics, and other appropriate demographic data were taken into consideration when making comparisons. Evergreen's consultants analyzed pay ranges in the public and private sector to determine the appropriate pay and benefit levels for all included jobs. Recommendations were provided to improve fairness and equity of all jobs within the County. Select County staff were provided the necessary training and materials so that an understanding of the methodology and how to implement, administer, and maintain the recommended total classification and compensation system could be accomplished. Note: Evergreen was again hired by Monroe County in September of 2016 to implement a minimum Living Wage of $31,200 year/$15.00 an hour (This will include determination of issues that may arise with supervisory duties or compression of positions; what needs to be done to fix those issues; cost for County implementation with variable options; and publication of analysis). Compensation and Classification Study - Alachua County Evergreen Solutions was engaged with Alachua County to conduct a Compensation and Classification Study of jobs under the Board of County Commissioners, the Sheriff, Tax Collector, Property Appraiser, Supervisor of Elections, and the Library District. Specifically, the County desired the following services to be performed by Evergreen: • develop and administer a job analysis questionnaire for the purpose of having employees state their job duties and qualifications including education, experience, licenses and certificates; working conditions (physical and environmental) and all other pertinent information; • prepare and present to the Board of County Commissioners a report documenting the results of the job analysis by classification and recommendations concerning a classification structure and pay adjustments; Evergreen Solutions, LLC Page' 13 128 of 267 • allocate each employee with regard to the new classification structure; • identify benchmark classifications to be used to determine appropriate markets for salary survey purposes, as well as to determine the position of the county with regard to salaries for comparable jobs in appropriate markets; • administer a salary survey for the purpose of recommending appropriate salaries based on external (market) and internal (equity) considerations; • recommend a salary structure, including the number of pay grades, and pay ranges; • recommend salaries for each classification, as well as recommended salaries for each employee; • provide a classification maintenance plan; • provide guidelines and procedures for administering the resulting classification plan to include the following: Initial placement in the salary range and means for movement through the range; and • train HR and departmental staff on the methodology and maintenance of the recommended classification and pay plan. Compensation Study - Lake County Evergreen Solutions was retained by Lake County to conduct and furnish a comprehensive compensation survey for Lake County government itself, and for select positions at Lake Emergency Medical Services, Inc. Evergreen made recommendations for improvements and modifications to the current compensation and overall pay structure, including number of pay grades, and appropriate pay ranges (minimum, maximum, percentage between grades, etc.). The recommendations also included appropriate salary ranges and midpoints for each job classification and recommendations for ranges that lagged, matched, or led the relevant labor market. Evergreen surveyed the relevant labor market for merit pay practices being used and recommended pay administration practices to include consideration of merit pay, alternative reward strategies, including non -monetary rewards and cost savings/efficiency incentives as maybe suitable. Compensation Market Salary Survey - Sumter County Evergreen Solutions was retained by Sumter County to conduct a comprehensive market salary study designed to ascertain the external equity of its compensation plan. The County wanted Evergreen to evaluate its competitiveness with not only the public sector, but the private sector as well. Evergreen employed a methodology that included data from both of these critical markets and took into account the importance of total compensation, including salaries, benefits, and supplements, and provide recommendations for improvements as needed. In addition, Evergreen evaluated the County's classifications to determine whether a functional combination of positions was possible or appropriate, and made administrative recommendations that were designed to assist the County in maintaining the system over time. Salary and Benefits Review - Hernando County Evergreen Solutions was retained by Hernando County to conduct a Salary and Benefits Review of its workforce. Evergreen's consultants reviewed the effectiveness of the County's current salary and benefits plan as it related to the market competitiveness for attracting and retaining quality employees. To accomplish this, Evergreen conducted a comprehensive survey of public and private labor market comparables designed to include salary ranges, pay grade factoring system, actual salaries, and benefits (retirement plans, health and dental insurance) information to ensure the County's compensation was equitable and competitive in its total compensation package relative to internal factors and external markets for substantially similar classifications. f Evergreen Solutions, LLC page 14 129 of 267 Evergreen also conducted a job -task analysis/job audit of all 766 employee positions to verify and validate information from existing job descriptions. Personal interviews with employees, supervisors, and directors were conducted to determine whether classifications were correctly placed in organizational hierarchy and whether individual positions were classified correctly. Pay ranges were analyzed in the public and private sector to determine the appropriate pay levels for all included jobs and recommendations were provided to improve the fairness and equity in the current system. Compensation Management Services - Flagler County Evergreen Solutions was hired by Flagler County to provide Compensation Management services. Evergreen Solutions performed the following: • conducted a salary and benefits survey of coastal county peers; • collected secondary data on the private sector for those classifications that were more impacted by private industry; • analyzed benefits and quality of life data to estimate total compensation for County classifications; • developed a new pay plan based on market findings and slotted all included classifications; • recommended several methods for placing classifications into the new pay plan and estimated the associated cost; • ensured that the adopted pay plan and placement methodology supported a three -level method of employee increases; • developed an implementation strategy for enacting the recommended changes to the pay grades and placement; • provided a written report summarizing the findings and recommendations; and • developed and provided training for a new performance evaluation system. Note: Evergreen was previously hired by the County to conduct a Job CIassification and Pay Study in 2016. Compensation and Benefits Study - Seminole County Evergreen Solutions was hired by Seminole County to assist with a county -wide Compensation and Benefits Study. The study included employees who served in various capacities for the Board of County Commissioners. As part of the review, orientation sessions, focus groups, and interviews were conducted throughout the county, All employees were asked to complete the Job Assessment Tool (JAT) and job analysis was conducted with the results in order to create a classification plan. A salary survey was issued to local and regional employers to assess competitiveness. Based on the classification and compensation findings, a new pay plan as well as policies and procedures were recommended to the County. Note: Evergreen also conducted two other studies for Seminole County (i.e., Compensation and Classification Study and a Performance Evaluation Study). Compensation Study - Osceola County Evergreen Solutions was retained by Osceola County to review its compensation system and structure for areas of improvement. The Evergreen team examined current pay plan's organization, market responsiveness, and adaptability. A detailed report was prepared to that summarized findings and recommendations for improvement. Pay and Classification Study - Bay County Evergreen Solutions was engaged with Bay County in 2015 to conduct a Pay and Classification study. A job analysis was conducted using existing job descriptions to determine the best classifications for the work performed. In addition, a salary survey was conducted in the public sector to determine the appropriate pay ranges for 30 benchmarked positions. Recommendations were provided to improve the fairness and equity in the current classification and compensation system. Note: Evergreen also previously performed a Pay and Classification Study for the County. Evergreen Solutions LL g C Page 15 130 of 267 Compensation Study - Santa Rosa County Evergreen Solutions was retained by Santa Rosa County to conduct a Comprehensive Compensation Study. Evergreen performed the following tasks: established criteria for the selection of survey participants; conducted salary survey prepare an analysis based on the results; established equitable salary ranges to provide for the recruitment and retention of qualified staff, equitable relationships of one job to another within the organization, and addressed compression/equity issues between pay grades and classifications; evaluated existing compensation policies and proposed any recommended changes; and prepared and delivered the final report to the County Commission. 1.3 Team's Oualifications The following paragraphs provide summary resumes of each team member's qualifications and experience related to his or her role in this engagement. Detailed resumes are available upon request. Note: Evergreen designates a Project Director for each HR consulting project. The Project Director, Ms. Nancy Berkley, will work with the Project Principal, Dr. Jeff Ling, regarding the scheduling of the project with the City's designated Project Manager. The Project Director will have the most frequent contact with the City and will assign project activities to the Project Consultants, and will ensure that deliverables are met within specified timelines. Dr. Jeff Ling, CCP— Project Principal. Dr. Ling is President of Evergreen Solutions and has been with the firm since its inception in 2009. He is a Certified Compensation Professional (CCP) with more than 25 years consulting experience in the following areas: human resources management; performance improvement; process analysis; strategic planning; statistical analysis; research methodology; data management; surveys and polling; technology analysis; change management; and risk analysis. He has been instrumental in creating, reviewing, and evaluating the methodology employed by Evergreen Solutions on all human resource engagements. His background and skill set make him uniquely qualified for assessing organizational critical needs and strategy. He is also an expert in policy development and long-term planning. He has served as the Project Principal for over 600 compensation and/or benefits studies for the firm since its inception, including more than 200 in the State of Florida. Dr. Ling holds a Doctorate's Degree in Political Science and has taught courses addressing research methodology, statistical analysis, technological innovations, and political economy at various universities. Ms. Nancy Berkley — Project Director. Ms. Berkley is the Vice -President of Evergreen who has been with the firm eight years. She has over 30 years human resources experience demonstrating a thorough knowledge of multiple HR disciplines including, recruiting and staffing, workforce planning and retention, on -boarding, compensation and benefits, employee and labor relations, employee leave administration, voluntary and in- voluntary employee separations, performance management, employee surveys, organizational design and development, organization effectiveness, employee learning, training, and development, employee records administration and retention, and awards and recognition programs. She has consistently enhanced organizational capability by integrating HR with strategic business planning, development and assessment. She has provided individualized executive coaching and led HR team development and high performance teams. She has led corporate change initiatives and built talent -rich organizations by strengthening people and integrating processes and has directed human resources in high -volume, transactional service organizations and high-level, consulting organizations. She has excellent conflict resolution, negotiation, and influencing skills. Ms. Berkley has directed more than 200 compensation and/or benefits related studies since joining Evergreen, including the following in the State of Florida: Classification and Compensation/Benefits Study for the City of Jacksonville Beach, FL; a Salary Survey for the City of Dania Beach, FL; a Classification, Compensation, and Benefits Study for the Town of Jupiter, FL; a Classification and Compensation Study for the Town of Cutler Bay, FL; a Comprehensive Compensation and Classification Study for the City of Panama City, FL; a Comprehensive Compensation and Classification Study for the City of Panama City Beach, FL; a Compensation Plan Update for the City of Panama City Beach, FL; a Classification and Compensation Study for the City of Destin, FL; a Compensation and Classification Study for Alachua County, FL; Job Audits for the City of Gainesville, FL; a Pay and Classification Study for the City of Fort Walton Beach, FL; a Compensation and Classification Study for the City of North Port, FL; a Compensation Study for the Village of North Palm Beach, FL; a Compensation Study for the City of Hollywood, FL; a Compensation Study for Lake County, FL; a Evergreen Solutions LLC Page 16 131 of 267 Classification, Compensation, and Benefits Study for the Village of Pinecrest, FL; a Pay and Classification Study for Martin County, FL; a Performance Evaluation Study for Lake County, FL; a Compensation and Classification Study for Highlands County, FL; Compensation and Classification Study Services for Monroe County, FL; Compensation Consulting Services for the Town of Longboat Key, FL; Collection and Analysis of Market Data for the Confidential Office Personnel Association, FL; a Compensation and Classification Study for Miami Shores Village, FL; a Classification and Compensation Study for the City of New Smyrna Beach, FL; a Salary Plan Update for the Flagler County Sheriff s Office, FL; a Compensation and Classification Study for the Broward County Housing Authority, FL; a Classification and Compensation Study for Pasco County Sheriff s Office, FL; a Compensation, Classification, and Benefits Study for the Volusia County Sheriff's Office, FL; a Compensation and Benefits Study for Loxahatchee River District, FL; a Pay and Classification Study for the Peace River Manasota Regional Water Supply District, FL; a Classification and Compensation Study for the Englewood Water District„ FL; a Pay Plan, Classification and Compensation Study and Analysis for the Okaloosa Gas District, FL; a Compensation Study for the Brevard County Property Appraiser's Office, FL; a Compensation Study for the Saint Lucie County Property Appraiser's Office, FL; a Salary Survey and Gender Analysis for the Town of Medley, F]L; a Job Classification and Compensation Study for the City of Plantation, FL; Human Resources Consultant Services to the Juvenile Welfare Board, FL; a Pay Plan Market Value Study for the Florida Board of Bar Examiners; a Compensation Study for The Florida Bar; an Executive Director Compensation and Benefits Study for The Florida Bar; a Performance Evaluation Review for The Florida Bar; Human Resources Consulting Services for the Orange County Library System, FL; a Position and Compensation Study for the Florida Keys Aqueduct Authority; a Pay, and Classification Study for the Florida Keys Aqueduct Authority; FLSA Audits and Salary Survey for the South Florida Water Management District; a Compensation Analysis for the Florida Telecommunications Relay, Inc.; an Employee Classification and Compensation Study for Collier County, FL; a Compensation Study for the City of Indian Harbour Beach, FL; and a Job Classification and Compensation Study for the Utilities Commission, City of New Smyrna Beach, FL. Dr. Angele Yazbec — Project Consultant. Dr. Yazbec is a Senior Consultant with Evergreen who has been with the firm three years. She possesses a Pb.D. in Cognitive Psychology from Florida State University, and has a strong background in quantitative and qualitative analysis. She is able to apply her knowledge and skills as a Senior Consultant for Evergreen through various functions including: conducting market research and collecting compensation data, running regression analyses and recommending appropriate pay grades, and editing job descriptions. She has served on the Evergreen Team for more than 100 compensation and/or benefits related studies in the State of Florida, including: a Classification and Compensation/Benefits Study for the City of Jacksonville Beach, FL; a Job Classification and Compensation Study for the City of Plantation, FL; Human Resources Consultant Services to the Juvenile Welfare Board, FL; a Compensation, Classification, and Benefits Study for the Volusia County Sheriffs Office, FL; a Compensation Study for the Brevard County Property Appraiser's Office, FL; a Compensation Study for the Saint Lucie County Property Appraiser's Office, FL; a Compensation Study for the City of Orlando, FL; a Comprehensive Compensation Study for The Florida Bar; any Executive Director Compensation and Benefits Study for The Florida Bar; a Performance Evaluation Review for The Florida Bar; a Compensation and Benefits Study for Loxahatchee River District, FL; a Pay and Classification Study for the Peace River Manasota Regional Water Supply District, FL; a Classification and Compensation Study for the Englewood Water District, FL; a Salary Survey and Gender Analysis for the Town of Medley, FL; a Pay Plan Study for Southwest Florida Water Management District, FL; a Pay Plan, Classification and Compensation Study and Analysis for the Okaloosa Gas District, FL; a 360 Degree Review for the City of Groveland, FL; a Classification, Compensation, and Benefits Study for the Village of Pinecrest, FL; a Compensation Study for the; City of Indian Harbour Beach, FL; a Classification and Compensation Study for the City of New Smyrna Beach, FL; an Employee Classification and Compensation Study for Collier County, FL; and a Compensation and Classification Study for the Town of Surfside, FL. Mr. Patrick Higman — Project Consultant. Mr. Higman is a Senior Analyst with. Evergreen who has been with the firm two years. As a former accountant, he regularly worked with local and state public associations by overseeing their reserve accounts, creating financial statements on their behalf, and performing financial analysis. This led him to work regularly with large volumes of data and creating custom reporting for senior leadership from it. With a focus on compensation and classification studies, the abilities and skills he obtained is demonstrated in his work, which includes: aggregating market research, collaborating with internal and external teams to perform surveys, evaluating results, and working with internal teams to assess various compensation packages. He has served on the Evergreen Team for more than 50 compensation and/or benefits related studies in the State of { Evergreen Solutions, LLC Page 17 132 of 267 Florida, including: a Staff Classification and Compensation Study for St. Johns River State College, FL; a Compensation Study for Miami Dade College, FL; a Performance Evaluation Methodology Study for Kissimmee Utility Authority, FL; a Compensation Management Study for Flagler County, FL; an Employee Classification and Compensation Study for Collier County, FL; a Compensation and Classification Study for the Town of Davie, FL; a Classification and Compensation Study for the Town of Cutler Bay, FL; a Classification and Compensation Study for Palm Beach County, FL; a Compensation Study for the City of Indian Harbour Beach, FL; a Compensation and Classification Study for the City of Daytona Beach Shores, FL; a Compensation Study for the City of Pensacola, FL; a Job Classification and Compensation Study for the City of Plantation, FL; Human Resources Consultant Services to the Juvenile Welfare Board, FL; a Compensation Study for the Saint Lucie County Property Appraiser's Office, FL; a Classification and Compensation Study for Pinellas County, FL; a Performance Evaluation Study for the Florida Bar; a Pay Plan, Classification and Compensation Study and Analysis for the Okaloosa Gas District, FL; a Compensation and Classification Study for the Broward County Housing Authority, FL; and a Comprehensive Compensation and Classification Study for the Office of State Courts Administration, FL. Mr. Higman holds an MBA and a Bachelor of Science in Finance from Florida State University. 4 Note: A team of experienced analytical and clerical support staff will contribute to this study, as needed. 2. Workload and Scheduling In this section we provide our workload; our overall approach to the study; a detailed work plan ---identifying the tasks, activities, and milestones necessary to accomplish the deliverables included in the scope of services of the RFP—and a proposed project schedule. 2.1 Workload Should Evergreen Solutions be awarded this contract by the City of Sebastian, we give you our word that our consultants will be available to staff whenever they are needed during the course of the project to answer any questions regarding project deliverables. We are committed to do the very best job we can for you so that once the project is completed your staff will feel that we have given them the highest quality of service in a timely fashion. The projects that Evergreen is currently on contract to complete in Florida are listed below. Note: The majority of these projects are either in the final stages of completion and/or are being directed by other Evergreen consultant teams as Evergreen has four teams who work on all HR consulting projects. • Town of Belleair, FL — Pay and Compensation Study • Town of Hilliard, FL — Classification and Compensation Study • Village of Pinecrest, FL — Classification, Compensation and Benefits Study • Collier County, FL — Classification and Compensation Study • Okaloosa Gas District, FL - Pay Plan, Classification and Compensation Study and Analysis • City of Plantation, FL — Job Classification and Compensation Study • Wakulla County Board of Commissioners, FL — Classification and Compensation Study • City of Key West, FL — Compensation Study Evergreen Solutions, LLC Page 18 133 of 267 2.2 Aonroach Evergreen Solutions is uniquely qualified to conduct a Compensation and Benefits Study for the City of Sebastian as our team includes recognized experts in local government human resources management and understands that there is not a "one size fits all" solution to compensation management. Our approach is built on working collaboratively with all parties to make sound, implementation -focused recommendations. Specifically, we have developed a methodology that: focuses on market competitiveness; is based on the organization's compensation philosophy; recognizes that compensation is comprised of more than just base pay levels; reflects changes in recent compensation strategies; designs custom solutions that take into account they diversity of needs present in the organization and allows you to select the components and options that best meet your overall needs; and produces a structure that improves the organization's ability to recruit, reward, motivate, and retain talent in a competitive environment that includes both public and private sector employers. We will work closely with City's Project Manager (CPM), City Manager, Department Heads, and the Human Resources Department throughout the process to ensure constant communication of issues, concerns, and potential outcomes. We work closely with your staff to gain a solid understanding of your current operational realities, challenges, and desired outcomes. Moreover, Evergreen will work with you to balance your need to meet your performance goals while carefully managing the organization's resources. Evergreen realizes that we will need to tailor our approach to fit the operating, fiscal, and competitive needs of the City. 2.3 Detailed Work Plan In this section we include the detailed work plan that Evergreen Solutions proposes to use to conduct the Compensation and Benefits Study and Analysis for the City of Sebastian. Evergreen understands that the City hcu approximately 100 classifications that will be reviewed in this study. Our work plan consists of 11 work tasks: • Task 1: Project initiation • Task 2: Evaluate the Current System • Task 3: Collect and Review Current Environment Data • Task 4: Evaluate and Build Projected Classification Plan • Task 5: Identify List of Market Survey Benchmarks and Identify Approved List of Targets • Task 6: Conduct Market Salary and Benefits Survey and Provide External Assessment Summary • Task 7: Develop Strategic Positioning Recommendations • Task 8: Conduct Solution Analysis • Task 9: Develop and Submit Draft and Final Reports • Task 10: Develop Recommendations for Compensation Administration • Task 11: Provide Revised Class Descriptions and FLSA Determinations Task 1.0 - Proiect Initiation TASK GOALS: Finalize the project plan with the City of Sebastian; gather all pertinent data; finalize any remaining contractual negotiations; and establish an agreeable final timeline for all project milestones and deliverables. TASK ACTIVITIES 1.1 Discuss with the City's Project Manager (CPM), City Manager, and any other select staff, the following objectives: understand the City's mission; review our proposed methodology, approach, and project work plan to identify any necessary revisions and to assess any concerns; reach agreement on a schedule for the project including all assignments and project milestones/deliverables; and establish an agreeable communication schedule. Evergreen Solutions, LLC Page 1y 134 of 267 1.2 Identify potential challenges and opportunities for the study. Discuss the strategic direction of the City and some of the short- and long-term priorities. This activity serves as the basis for assessing where the City is going and what type of pay plan will reinforce current and future goals. 1.3 Obtain relevant materials from the City, including: • any previous projects, research, evaluations, or other studies that may be relevant to this project; • organizational charts for the departments and divisions, along with related responsibility descriptions; • current position and classification descriptions, salary schedule(s), benefits information, and classification system; and • personnel policies and procedures, and the step placement policies. 1.4 Review and edit the project work plan and submit a schedule for the completion of each project task. 1.5 Provide weekly progress reports to the CPM. KEY PROJECT MILESTONES: Comprehensive project management plan and comprehensive database of City employees Task 2.0 — Evaluate the Current Svstem TASK GOAL: Conduct a comprehensive preliminary evaluation of the City's existing compensation plan. TASK ACTIVITIES 2.1 Obtain and review the existing pay structure and look for potential problems to be resolved. 2.2 Determine the strengths and weaknesses of the current pay plan(s) and structure. 2.3 Identify and discuss with the CPM any pay compression issues that may exist and provide recommendations for improvements. 2.4 Complete an assessment of current conditions that details the pros and cons of the current system for the City as well as highlights areas for potential improvement in the final adopted solution. KEY PROJECT MILESTONES: Review of existing compensation plan(s) and structure and assessment of current conditions Task 3.0 - Collect and Review Current Environmental Data TASK GOALS: Conduct statistical and anecdotal research into the current environment within the City and guide subsequent analytical tasks. TASK ACTIVITIES 3.1 Schedule and conduct employee orientation sessions. 3.2 Meet with department heads to obtain relevant information and statistical/anecdotal data on specific compensation issues and policies. Obtain insight into perceived current compensation system strengths and weaknesses. 4*1 Evergreen Solutions, LLC page 20 135 of 267 3.3 Hold focus groups with a sample of employees to obtain additional relevant information and statistical/anecdotal data on specific compensation issues and policies. 3.4 Work with the CPM to administer the JATs and MITs. Our staff utilizes a web -based tool for data collection, but we can provide paper copies as well as those for classifications without computers or Internet access. We will seek approval from the CPM before distribution of the JATIMIT questionnaire. 3.5 Review any data provided by the City that may provide additional relevant insight. KEY PROJECT MILESTONES: JAT and NOT distribution; department head interviews; and employee focus groups and orientation sessions Task 4.0 — Evaluate and Build Proiected Classification Plan TASK GOALS: Identify the classification of existing positions utilizing Evergreen's job evaluation system; review JAT responses; and characterize internal equity relationships within the City. TASK ACTIVITIES 4.1 Review all draft class specifications with the CPM. 4.2 Review the work performed by each classification and score. Include an evaluation of supervisory comments. 4.3 Review JAT scores and identify the classification of positions. 4.4 Schedule and conduct additional follow up with employees for jobs where uncertainty exists over data obtained from the JATs. 4.5 Develop preliminary recommendations for the classification structure. The classification system designed at this point would be based solely on internal equity relationships and would be guided by the JAT scores for each classification. Essentially, a structure of classifications would be established, and classifications with similar scoring would be grouped into pay grades. Spacing between jobs would be determined, and each classification would be assigned to a pay grade. The final decision on the minimums and maximums of the pay grades would be determined after the market data has been collected. 4.6 Review recommendations with the CPM. KEY PROJECT MILESTONES: JAT scores by class; recommended classification changes; and preliminary job structure based on internal equity Task 5.0 - Identifv List of Market Survev Benchmarks and Aboroved List of Targets TASK GOALS: Reach an appropriate number and identify the proper benchmark positions for the external labor market assessment and identify and develop a comprehensive list of targets for conducting a successful external labor market assessment. TASK ACTIVITIES 5.1 Identify, from the initial review, a list of classifications (benchmarks) to include in the labor market survey. Note: Evergreen will work with the CPM to select up to 70 classifications to use as benchmarks for the market salary survey. 5.2 Finalize the list of benchmark positions with the CPM. Evergreen Solutions LL g C Page 21 136 of 267 5.3 For each employee group, review with the CPM peer organizations that must be included in the survey. Note: Evergreen will use the following 22 targets for the market salary and benefits survey as requested: Cities of Clermont, DeLand, Fellsmere, Fort Pierce, Key West, Melbourne, New Smyrna Beach, Palm Bay, Rockledge, St. Port Lucie, Stuart, Tarpon Springs, Temple Terrace, Vero Beach, West Melbourne, Winter Haven, Winter Springs, and Counties of Indian River, Brevard, Martin, Seminole, and the Town of Palm Beach. 5.4 Review survey methodology with CPM and refine survey methodology prior to distribution of survey. 5.5 After approval of survey methodology, develop contact list of peer organizations and notify peers of impending survey. KEY PROJECT MILESTONES: Preliminary list of benchmark positions; final list of benchmark positions for the external labor market assessment; initial list of survey peers; final list of survey peers and contacts; and survey methodology Task 6.0 — Conduct Market Salary and Benefits Survev and Provide External Assessment Summary TASK GOALS: Conduct the external labor market salary survey; conduct a benefits survey; and provide a summary of the salary and benefits survey results to the CPM for review. TASK ACTIVITIES 6.1 Prepare a customized external labor market salary survey for the CPM's approval. Discuss questions and categories to include in the market survey with the CPM. Note: One question will include the employer cost for benefits. 6.2 Develop a listing of the current benefits provided by the City for comparisons with peer organizations. 6.3 Using the list of City provided benefits (i.e., cash supplements, certification pay, auto allowance, standby pay, pension plan contributions, training pay (police, etc.), on -call pay, education tuition, social security, clothing allowance, shoe allowance, certifications, longevity shift differential, etc., and major benefits offerings not provided by the City develop a list of benefits to include in the external labor market survey. 6.4 Prepare benefits survey to be included with salary survey developed in Task 6.0. 6.5 Contact the targets for electronic completion of the survey. Provide paper copies by fax, if requested. 6.6 Conduct necessary follow-up through e-mails, faxes, and phone tails. 6.7 Collect and enter survey results into Evergreen Solutions' electronic data analysis tools. 6.8 Validate all data submitted. 6.9 Develop summary report of external labor market salary and benefits assessment results. 6.10 Submit summary report of external labor market salary and benefits assessment results to CPM. KEY PROJECT MILESTONES: Market survey instrument; benefits survey instrument; and summary report of external labor market salary and benefits assessment results -7 Evergreen Solutions, LLr.0 Page 22 137 of 267 Task 7.0 — Develoa Strategic Positioning Recommendations TASK GOALS: Assess the appropriateness of the City's current compensation philosophy and develop a plan for all employees, providing issue areas and preliminary recommendations for strategic improvement. TASK ACTIVITIES 7.1 Identify the compensation philosophy and accompanying thresholds. 7.2 Using the market salary and benefits data collected in Task 6.0 and the classification data reviewed in Task 4.0, determine the proper pay plan including number of grades, steps, and ranges. 7.3 Identify highly competitive positions within the City and customize recommendations for compensation where required. 7.4 Produce a pay plan(s) that best meets the needs of the City from an intemal and external equity standpoint. KEY PROJECT MILESTONES: Proposed compensation strategic direction, taking into account internal and external equity and plan for addressing unique, highly competitive positions Task 8.0 — Conduct Solution Analvsis TASK GOALS: Conduct analysis comparing .TAT values; survey results for the benchmark positions; and produce several possible solutions for implementation. TASK ACTIVITIES 8.1 Conduct regression analysis or other appropriate techniques to properly slot each classification into the proposed pay plan. 8.2 Place all classifications into pay grades based on Task Activity 8.1. Sort alphabetically by job class title, in descending order by range, and by old class title and new class specifications. 8.3 Create implementation solutions for consideration that take into account the current position of the City as well as the findings from the classification and compensation analysis. Identify and prepare a range of compensation policy alternatives. 8.4 Discuss with the CPM potential solutions. 8.5 Determine and document the best solution to meet the City's needs in the short-term and long-term. KEY PROJECT MILESTONES: Initial regression analysis; potential solutions; and documented final solution Task 9.0 — Develop and Submit Draft and Final Reoorts TASK GOALS: Develop and submit a draft and final report of the Compensation and Benefits Study to the City of Sebastian and present the final report. TASK ACTIVITIES 9.1 Produce a comprehensive draft report that captures the results of each previous step. The report will include a description of the recommended classification and compensation plan and will include an implementation plan. Evergreen Solutions, LLC Page 2g 138 of 267 9.2 Submit the comprehensive draft report to the CPM for review and approval. 9.3 Make edits and submit necessary copies of the final report to the CPM. 9.4 Present the final report to the City Manager, Department Heads, relevant bargaining groups, and the City Council. 9.5 Develop a communication plan for sharing study results with City employees. 9.6 Develop implementation database to communicate the process and progress of this project to the CPM. 9.7 Develop a plan for maintaining recommendations over time. KEY PROJECT MILESTONES: Draft and final reports; final presentation; communication plan; and implementation and maintenance database Task 10.0 — DeveloD Recommendations for Compensation Administration TASK GOALS: Develop recommendations for the continued administration by City staff to sustain the recommended classification and compensation structure and provide training to Human Resources Department. TASK ACTIVITIES 10.1 Develop recommendations and guidelines for the continued administration and maintenance of the classification and compensation structure, including recommendations and guidelines related to: how employees will move through the pay structure/system as a result of transfers, promotions, or demotions; how to pay employees whose base pay has reached the maximum of their pay range or value of their position; the proper mix of pay; how often to adjust pay scales and survey the market; the timing of implementation; and how to keep the system fair and competitive over time. 10.2 Recommend recruitment/retention strategies, where appropriate. 10.3 Present recommendations to the CPM for review. 10.4 Provide training to Human Resources staff to ensure that staff can conduct audits/adjustments consistent with study methods until the next formal study is conducted using Evergreen's JobForce Manager tool that will enable Human Resources staff to estimate future pay plan changes, update market information, make determinations on reclassifications, and create new jobs — allowing for streamlining, and an increase in fairness and transparency of regular compensation and classification tasks after solution implementation. KEY PROJECT MILESTONES: Recommendations for compensation administration and recommendations for recruitment/retention policies and training Task 11.0 — Provide Revised Class Descriptions and FLSA Determinations TASK GOALS: Update existing class descriptions; create new class descriptions as needed, ensuring FLSA, EEO/ADA requirement satisfaction; provide final version of all class descriptions/specifications in electronic format (i.e., MS Word) after approval by the CPM and Human Resources Director. TASK ACTIVITIES 11.1 Assess current class descriptions for form, content, validity, and ADA compliance. 11.2 Discuss new class description format with the CPM and the Human Resources Director. Evergreen Solutions LLC Page 24 139 of 267 1 1.3 Revise classification descriptions based on data gathered from the JAT process. 11.4 Create new class descriptions for new classifications, as needed. Provide complete listing of the allocation of job classes to salary range assignments. 11.5 Make FLSA determinations based on work performed and federal requirements. 11.6 Recommend a systematic, regular process for reviewing job descriptions. KEY PROJECT MILESTONES: Updated class descriptions; new class descriptions as needed; and FLSA determinations 2.4 Proiect Schedule Evergreen Solutions possesses the ability, staff, skills, and tools to conduct the Compensation and Benefits Study for the City of Sebastian in 60 days from the project start date and the execution of a contact, as requested in the RFP. This assumes a tentative start date of October 1, 2021, and a completion date of November 30, 2021. Our proposed project schedule can be modified in any way to best meet the City's needs. 3. References As required in the RFP, we have provided you with the following three references that we feel demonstrate the breadth and quality of the work our team has recently performed as it relates to the services being requested by the City of Sebastian. Additional references are available upon request. As required, we have attached reference letters from at least two of our references. The third reference, City of Orlando, has a policy that they can't send out reference letters but they can provide a verbal reference if contacted. Compensation and Classification Study City of Clermont, FL Contact information: Susan Dauderis, Interim City Manager, (352) 241-7358, SDauderisC&,Clermontfl.orc Compensation and Benefits Survey Flagler County, FL Contact Information: Pamela Wu, Human Resources Director, (386) 313-4007, PWu(a&l.aalercountv.org Compensation Consulting City of Orlando, FL Contact Information: Ana Palenzuela, Compensation and Benefits Manager, (407) 246-2057, ana.oalenzuela(alcitvoforlando.net 4. Reauired Forms Attached is the Proposal Checklist, Forms A, B, C, D, E, F, G, H, and 1, and a certificate of insurance naming the City of Sebastian as a certificate holder. 4- Evergreen Solutions, LLC Page! 25 140 of 267 r Sin C. Dauderi s Itterim My Manager of April 7. 2021 To Whom It May Concern, It is my pleasure to recommend Evergreen Solutions, LLC, as a trusted consultant for compem�ation and classification studies. The city lead the pleasure of working, with Evergreen in 2017 for a Significant compensation and classification study and we were completely satisfied with their performance. Evergmen's consulting tiervicei were reliable and professional. We worked closely with Mirfini 131,'isTahi, Seminar Consultant. and he was ftrough and attienEive to the cKys reeds and questions. Evergreens was Wiident and completed the stwdy in a timely manner. wiffn deadlines. and within budget. WE were overall pfeai�ed with EvErgreen Solutions. LLC. and would utifixe their serves again. l am happy to recommend Evergreen. Should you have any specific questsortis, „Tease d® not hesitate to ca,ntaci ;tie at 352.241-73.51l, Sincerely, Susan C. Dauderis Interim City Manager 686 VV Moantrese ISlreet Gssrmoeii. FL 34 i 11 . wwvL Cer rttl`k. goy 141 of 267 Human Resources 1769 E. Moody Blvd, Bldg 2 Bunnell, FL 32110 April 13, 2021 To whom it may concern: FLAGLER COUNTY www.flalilercounty.orq Rhone: (386)313-4007 Fax: (386)313-4107 F1_ORIOA , . — ,,, . I , . As the Human Resources Director for Flagier County Board of County Commissioners, it is my pleasure to recommend the services of Evergreen Solutions, LLC. In 2020, Flagler County entered into a contract with Evergreen Solutions, LLC to conduct a custom salary survey to determine if our employees were receiving fair and competitive wages and to provide us with a good sense of what the overall market looked like. The task of conducting a salary survey is tedious and very time consuming, but working with Evergreen Solutions allowed us to receive accurate, relevant and timely compensation survey results while staying within budget. Evergreen Solutions had a team of highly skilled professionals that provided us with strong compensation data that we were able to use to create our organizations compensation structure. Setting salaries at the correct level remains critical to an organization's ability to attract and retain employees and survey research ensures the right compensation investment. Evergreen Solutions, LLC exceeded our expectations and I highly recommend their services without any hesitation or reservation, Respectfully, Q a"," lt-,� Pamela Wu Human Resources Director Andy Dance Greg Hansen David Sullivan � Joe Mullins Donald O'Brien, Jr. District 1 District 2 District 3 District 4 District 5 142 of 267 urea RFP #21-07 HME°F°EUCAA'smrCOMPENSATION AND BENEFITS STUDY, ANALYSIS and RECOMMENDATIONS SECTION 5 — REQUIRED FORMS PROPOSAL CHECKLIST Please use the following checklist as a reference to confirm all requirements are met in your RFP Proposal. The bid shall be limited to no more than thirty (30) pages (NOT including required forms). Any responses exceeding thirty (30) oaaes. NOT including the required forms, will be considered non- responsive and not considered for award. tF Cover Letter (Refer to Section 2.1) Table of Contents (Refer to Section 2.2) QUALIFICATIONS Firm Qualifications (Referto Section 2.3) -' Team Qualifications (Refer to Section 2.4) WORKLOAD & SCHEDULING Workload (Refer to Section 2.5) Intended Schedule & Approach (Refer to Section 2.6) REFERENCES ` - ` Reference Letters (Refer to Section 2.7) COST ✓ Cost Proposal (Refer to Section 2.8) REQUIRED FORMS (Refer to Sections 2.9, 5 and Appendix 1) Contact Information Sheet — FORM A Addenda Acknowledgment —FORM B Sub-Consultant/Contractor List —FORM C Proposer's Disclosure — FORM D E-Verify Acknowledgement — FORM E Notifications Affidavit — FORM F Minority, Women and Disabled -Owned Business Concern Representation —FORM G Wes. Cost Proposal — FORM H s Solicitation Information Form — FORM - —1 Proof of Insurance (Refer to Section 2.10) _. Please be advised that this checklist should not be interpreted as a comprehensive list of all information required by this Solicitation from prospective Bidders. it simply serves as a reference or guide for the most significant documents to be Included in the bid and should be enhanced as deemed necessary. It is solely the Bidder's responsibility to read and understand all requirements and adhere to all issued Addenda. Page 21 of 36 143 of 267 i,FR RFP #21-07 rlc-uF orvrl"ANMATOMPENSATION AND BENEFITS STUDY, ANALYSIS and RECOMMENDATIONS CONTACT INFORMATION SHEET DUE DATE: Bids due on or before 4:00 PM EST on i Monday, August 16, 2021 Etectronic Q.ubmfdrirmti O"A' A Vendorl-ink.com (Registration Required) Check Addenda for revised due dates before submitting your Bid. Late Bids will not be accepted. FORM A SOLICITATION NO. RELEASE DATE; CONTACT: #21-07 7l912021 Cynthia Watson, MPAIR, PHR Human Resources Director (772) 3BB-8222 cwatson cityofsebasVan.orq__® SOLICITATION TITLE: COMPENSATION AND BENEFIT STUDY, ANALYSIS AND NEW PROGRAM(S)AND P 1 ,•, r: �� .. •••�• •, Ca�laml Tar b#o-9f;. N^n"Nrunh-a ! l Firms Name and Doing Iness As", if applicable: �7 -1l l��G.Ir yl_ L.L i Address: City�+i-�/IGL��Q_ State: Zip Code:Z i Telephone No: O]S,0- Fax No: -- - �--- - 4 E•Mail Address of Authorized Representative: t 1 COY%S 0 ! Y_U K "MINIMUM REQUIREMENTS Firms that do not meet the minimum requirements as determined by the City, at its sole discretion, will be deemed non -responsive and not considered for award (refer to page 5. Section 1.2) By placing a checkmark next to each requirement, Proposer is confirming the requirement is met. iia'Efave a staffed office in Ronda; and Veft—registered with the State of Florida, Division of corporations to do business in Florida; and registered with the United States Department of Homeland Security E-Ver4 system in accordance with Section 446.095 Florida Statutes; and nr&um of ten (10) years' experience in compensation and benefrl analysis; and Ltijorienced and qualified team of prafessio4s capable of performing the required services; and ;Ir7red and meeting insurance requirements applicable to perform the services BIDIPROPO SAL CERTIFICATION I certify that I have carefully examined the ITB document and associated documents, including Addenda, accompanying or made a part of this solicitation. I further certify that all information contained in this bid is truthful to the best of my knowledge and belief and that I am duly authorized to submit this bid on behalf of the company named above and that the company is ready, Wiling, and able to perform if awarded. Punted Na a Title Signature r' Date The CityAreserves theright to reject any and ail proposals, or to accept any proposal or portion thereof deemed to be In the best Interest of the City, and to waive any non -substantial irregularities. Failure to fully connolete and submit this Information Sheet may result In resection of the submittal. Page 22 of 36 144 of 267 ma S T - RFP #2I-07 FORM HME of PELICAN isunCOMPENSATION AND BENEFITS STUDY, ANALYSIS and RECOMMENDATIONS ADDENDA ACKNOWLEDGEMENT Proposer's Name: �Uj� 0yr. Phone #: RFP Title' 1 Compensation and Benefits Study and Analysis RFP #: 21-07 Proposer shall indicate below all Addenda received. Acknowledgement confirms receipt and understanding of issued Addenda. Proposer understands that failure to acknowledge any addenda issued may cause their proposal to be considered non -responsive. To confirm the number of addenda (if any), Proposer may contact the Human Resources Department at (772) 388-8222. ADDENDDUM # 4 9 10 DATE RECEIVED 7,3124 No Addenda was rec ' ed in connection with this solicitation. Signature: Title: 161-20 Print Na e: �- �it --- Date: - -- - - ...... 7 y' Failure to fuliv complete, sign and submit this Form may result in reiection of the submittal. Page 23 of 36 145 of 267 Q1Y@ RFP #2 I -07 FORM x - - — - - C HDPA6FPELICAN15LANb-OMPENSATION AND BENEFITS STUDY, ANALYSIS and RECOMMENDATIONS SUB-CONSULTANT/CONTRACTOR LIST Proposer's Name: ���Phone #: �� 3 a RFP Title: Compensation and Benefit Study, and Analysis RFP #: 21-07 NOTE: List all sub-contractorsiconsultants. If sub -consultants will not be used on this agreement, check the box below. Form must be submitted with your proposal. Use additional sheets if necessary. The City's selection of the awarded Proposer will be based, in part, on the qualifications and capabilities of their defined sub -consultants, which acts as a substantial inducement and material consideration in the selection. Unilateral changes of sub -consultants anytime during the process, and after award, will not be authorized unless specifically approved in writing by the City. The City reserves the right to reject any Proposals if the Proposer names sub -consultants who have previously failed in the proper performance of an award, or failed to deliver on time contracts of a similar nature, or who is not in a position to perform under this award. Company j Name 2 3 4, 5 6 Work To Be Performed Contact Telephone Person Number 211�I affirm that Sub-contractorlconsultants will not be used to complete projects under this agreement. Signature: Title: Print Nara" • IJ �C _ - - Date: Failure to fully complete. sion and submit this Form mar; result in rejection of the submittal. Page 24 of 36 146 of 267 - RFP #21-07 FORM tioMr OF rtiuuw Hsu"COMPENSATION AND BENEFITS STUDY, ANALYSIS and RECOMMENDATIONS PROPOSER'S DISCLOSURE FORM The undersigned certifies under oath the truth and correctness of all statements and ail answers to questions made hereinafter. Additional sheets may be attached if required. Proposer's !Name: Address: _ - Contact Person: -- Title: Phone No.:� . d - Email Address; ev�� -- Federal Identification No.: U This Business is:)A Corporation — -- Proposer's License No., Ifannllcable: L-0 +Attach certificate of status, competency, and/or state registration (1) Has your firm or any of its officers, received a reprimand of any nature or been suspended by the Department of Professional Regulations or any her reg ory agency or professional association within the last five (5) years? YES H NO' (2) Has your firm, or any member of your firm, been declared in default, terminated or removed from a contract or job related to the seour firm rovides in the regular course of business within the last five (5) years? YES rvicesNO' (3) Has your firm had against it or filed any request for equitable adjustment, contract claims, bid protest, or litigation in the past five (5) years that is related to the services your firm provides in the regular course of business? YES NOFJ.- (4) Describe each affiliation or business relationship with an employee, board member, elected official(s) or an immediate family member of any such person of the City of Sebastian. If none, write NONE. �r (5) Describe ANY other affiliation or business relationship that may cause a conflict of interest. If none, write NONE. If yes, state the nature of the request for equitable adjustment, contract claim, litigation, or protest, and state a brief description of the case, the outcome or status of the suit and the monetary amounts or extended contract time involved. +r++sir++r+r+++++r+rri+++++rr,r*xs+:r,�*+++rrrrrr+xr+r+++r+..sr*tr+arrr►,r►rs*rrr++,r++:rrxxsxwx+r*�,rr.rrrrrrrr+r:+rrr+sr•+a. 1 hereby ce, - that all statements made are true and I agree and understand that any misstatement or misrepresenta ` n or falsificati of facts shall be cause for forfeiture of rights for further consideration of this proposal fo the .City of ,S b stran. � Llb Signature Datt�— Failure to fully connDlete. sign and submit this Disclosure may result in refection of the submittal Page 25 of 36 147 of 267 II f • t: tFfloridw' �a e artment E . of State �I I certify from the records of this office that EVERGREEN SOLUTIONS, LLC is a limited liability company organized under the laws of the State of Florida, j filed on October 8, 2004. The document number of this limited liability company is L04000073478. I further certify that said limited liability company has paid all fees due this office through December 31, 2021, that its most recent annual report was filed on January 7, 2021, and that its status is active. Given under my hand and the Great Seal of the State of Florida at Tallahassee, the Capital, this the Second day of June, 2021 f ASecrel ry ,o f Stale Tracking Number. 9170629204CU To authenticate this certificate,visit the following site,enter this number, and then follow the instructions displayed. https://services.sunbiz.org/Filings/CertifcateOfStatus/CertificateAuthentication i; I .I 'I E III 148 of 267 SF-gV FORM HoMeoFPEuckN1$L r_0MPENSATI0N AND 13ENEFITS STUDY, ANALYSIS and RECOMMENDATIONS E-VERIFY ACKNOWLEDGMENT Effective January 1, 2021, public and private employers, contractors and subcontractors will be required to register with, and use the Employment Eligibility Verification System (E-Verify) to verify the work authorization status of all newly hired employees. The E-Verify system can be obtained at the U.S. Department of Homeland Security website: htto:i/www/dhs.gov/E-Veri y. "Contractor" means a person or entity that has entered or is attempting to enter into a contract with a public employer to provide labor, supplies, or services to such employer in exchange for salary, wages, or other remuneration (also referred to as Vendor or Consultant). "Subcontractor means a person or entity that provides labor, supplies, or services to or for a contractor or another subcontractor in exchange for salary, wages, or other remuneration (also referred to as Sub - Vendor or Sub -Consultant). Vendor/Consultant/Contractor acknowledges and agrees to utilize the U.S. Department of Homeland Security's E-Verify System to verify the employment eligibility of: • All persons employed by Vendor/Consultant/Contractor during the term of the contract, (including assigned sub-vendors/sub-consultantstsub-contractors), to perform employment duties within Florida and any work in pursuant to the contract with the City. By entering into a contract with the City, the Proposal/Contractor/Consultant becomes obligated to comply with the provisions of Section 2. Section 448.095, Fla. Stat., "Employment Eligibility," as amended from time to time. This includes, but is not limited to, utilization of the E-Verify System to verify the work authorization status of all newly hired employees, and requiring all subcontractors to provide an affidavit attesting that the subcontractor does not employ, contract with, or subcontract with, an unauthorized alien. The contractor shall maintain a copy of such affidavit for the duration of the contract. Failure to comply will lead to termination of resulting contract, or if a subcontractor knowingly violates the statute, the subcontract must be terminated immediately. Any challenge to termination under this provision must be filed in the Circuit Court of Indian River County, Florida no later than 20 calendar days after the date of termination. if the resulting contract is terminated for a violation of the statute by the Contractor, the Contractor may not be awarded a public contract for a period of 1 year after the date of termination. I hereby acknowledge and agree that use of the U.S. Department of Homeland Security's E-Verify System during the term of the contract is a condition of the resulting contract with the City of Sebastian. Company Name: E0 "r �6) _ Authorized Name: Signature: -i� State of County of This instrument was acknowledged before me on r (Date) t�otary blic- ig ature v Title: Date: _ r 1 0 12,J tt*******a*t****************kor* **#*t**t******* and submit this Affidavit may result in rejection of the submit, Page 26 of 36 149 of 267 SAYW S ' - RFP #21-07 FORM ... HCIMFpFPELICAN�iaN'tOMPENSATION AND BENEFITS STUDY, ANALYSIS and RECOMMENDATIONS NOTIFICATIONS AFFIDAVIT Print Authorize Name) (Title) ( �j of ,N i C '5 - (dompany Name) affirm that I read and understand, as well as accept all requirements and regulations listed in sections 4.27 — 4.35 of the above referenced solicitation document to include the following notifications: • Conflict of Interest • No Lobbying • No Collusion • Immigration Laws • Drug -Free Workplace • Public Entity Crimes • Debarment and Suspension • Scrutinized Vendor • Performance Evaluation Signature: / --- I' - Date: _ 0 f OL1 .......................... ...-------------------------------_--..__.__-_._ State of 1 County of The foregoing Affidavit was acknowledged before me on 4 g g 9 ota ubiic Signat e 'IGa s (DATE). Failure to fully complete. slap and submit this Affidavit may result in refection of the submittal Page 27 of 36 150 of 267 ann 4WBAM r RFP #21-07 FORM ._...; .. *T" G HOME OF PWCM tSLMtOMPENSATION AND BENEFITS STUDY, ANALYSIS and RECOMMENDATIONS MINORITY, WOMEN and DISABLED -OWNED BUSINESS CONCERN REPRESENTATION Minority -Owned Business: a minority -owned business concern means a business concern that: (1) is at least 51 percent unconditionally owned by one or more individuals who ate considered to be a member of a minority group, or a publicly owned business having at least 51 percent of its stock unconditionally owned by one or more members of a minority group; and (2) has its management and daily business controlled and operated by one or more such individuals. Individuals who certify that they are members of minority groups (African Americans, Hispanic Americans, Native Americans, Asian -Pacific Americans, Asian -Indian Americans, and other minorities) are to be considered minority -owned enterprises. Women -Owned Business: a business that is at least 51 percent owned by a woman or women who also control and operate it, Disabled Owned Business: a business that is at least 51 percent owned by a person or persons with severe physical or mental disabilities, which substantially limits one or more of the person's major life activities and which person or persons control, and operate such business. "Control" in this referenced context means exercising the power to make policy decisions. "Operate" means being actively involved in the day- today management of the business. The City of Sebastian shall rely on written representations of concerns regarding their status as minority/women/disabled- owned businesses. Proposer agrees to submit information regarding the minority ownership of its subcontractors on request. COMPLETE THE SECTION BELOW AND RETURN TMS FORM WITH BID. FAILURF. TO DO SO MAY RENDER THE OFFEROR'S BID UNACCEPTABLE. A. Representation. The Proposer represents that it is(), is not() a minority -owned business concern. B. Representation. The Proposer represents that it is(), is not() a women -owned business concern. C. Representation. The Proposer represents that it is (),is not() a disabled -owned business concern. Please Check Atznrovriate Box/Boxes ❑ African American (AFRAM) ❑ Caucasian (CAUL) Native American (NAAM) Hispanic American (HSP) ❑ Asian -Pacific American (ASIAP) ❑ Asian Indian (ASIAI) American Other, please identify, roman Owned (W) Disabled Owned (D) The Proposer has '1 has not - used the following procedures in searching for and obtaining suppliers atdsubcontractors: • Place Minority -Owned Businesses on solicitation lists. • Ensure that Minority -Owned are solicited whenever they are potential sources. • Consider contracting with consortia of Minority -Owned Businesses when an intended contract is too large for any one such firm to handle on its own or, if economically feasible, divide larger requirements into smaller transactions for which such organizations might compete. • Make information on contracting opportunities available and establish delivery schedules that encourage participation by Minority Owned Businesses. • Use the services and assistance of the SBA and Department of Commerce Minority Business Development Agency, as appropriate. Company r r ' ?A � T (�%Qt+- (�Y_- COAtl City ! State 2 9_9 CO-) 0 141,J •Ca&- Phone# Email Addt t�rel—rVA P — p r' /Signature of Company Official Print Name Data c Page 28 of 36 151 of 267 affoF TIAN s 1i ln_� - RFP #21-07 1 FORM HOME or PEuc""'r" °"COMPENSATION AND BENEFITS STUDY, ANALYSIS and RECOMMENDATIONS SOLICITATION INFORMATION FORM Please submit this form to assist us in learning more about how our solicitation opportunities are most often found. Company's Name: Company Address: Phone No: . Please tell us.how you found out this Request for Proposals was releasedlavailable (mark all that applies): Indian River Press Journal (TCPalm) DemandStar/Onvia City of Sebastian Web Site Other (please specify below) Page 30 of 36 152 of 267 EVERSOL-01 MSTOK CERTIFICATE OF LIABILITY INSURANCE GATE(INMIOOIYYYYi 811012021 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING ENSURER(S), AUTHORV-ED j REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder Is an ADDITIONAL INSURED, the poiicy(les) must have ADDTIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder In lieu of such endorsement(s). Y PRODUCER CONTACT Hub International Florida IAJCNo. ExtI; (850) 386-1111 (A/C, Noi:(850) 385-9827 1117 Thomasville Road - Tallahassee FL 32303 �ss ' INSURER{SI AFFORDING COVERAGE HAIL N INSURER A: Cincinnati Indemnity Company 23280 INSURED INSURER 8:Hartford Casualty Insurance Company 29424 Evergreen Solutions, LLC INSURER c : Twin City Fire Insurance Company 29459 2878 Remington Green Circle INSURER 0 : Tallahassee, FL 32308 INSURER E INSURER F :-- COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: _ THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FORTHE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS, INSR AODL SUBR POLICY EFF POLICY EXP UNITS I TYPE OF INSURANCE LNSD W_V4'...._.. POLICY NUMBER lVIAri)AIYYYYri fW A431).A'VYYz -- - 1,000,000 A X COMMERCIAL GENERAL L"Il-fry EACH OCCURRENCE 5 CLAws-mA.DE I X i OCCUR X ENP0586601 811712020 8/1712023 DAMAGE TO RENTED 1,000,000 PREMISES IEa ocaurence! 5 GEN.L AGGREGATE LIMIT APPLIES PER- X POLICY D PRa a LOC OTHER: - _.— A AUTOMOBILE LIABILITY ANY AUTO EBA0586601 OWNED SCHEDULED AUTOS ONLY AUTOS EEpp AUTOS ONLY x A(D1T05 ONS FAX UMBRELLA "AD X OCCUR - I EXCESS LIAe CLAIMS -MADE ENP0586601 I DED RETENTION f I B WORKERS COMPENSATION AND EMPLOYERS' LiASILITY YIN 21WECABBIMO IMgOf EXCLU�EO? EGJTIVE �� N f A pp�FI� R1M (Mandatary9' NHy 11 yes, describe under ` FSCRIPT)ON O f7PEEjtATIDNs below -Frofessiona(L(a6 21PG0258846 C Professional Liab 21PGO258846 MED ExP IAnr one F-raon, $ 10,000 PERSONAL 8 ADV INJURY S 1,000,DO0 GENERAL AGGREGATE 2,000,11300 PRODUCTS - COMPIOP AGG S 2,000'000 5 S COMBINED SINGLE LIMIT IEa si=jdentl 1,OOD,000 S 811712021 8/17/2022 BODILY INJURY (Potpersonl $ BODILY INJURY (Per ascldenl $ PROPERTY DAMAGE Pal scoldentl $ 5 , 2,000,001 EACH OCCURRENCE B11712020 811712023 AGGREGATE 2,000,001 X PER -.._... OTH- STAT,,TE ER 1 D12412020 1012412021 E.L. EACH ACCIDENT F 1,000,00 1,000,06I E.L. DISEASE - EA EMPLOYEE $ 1,000,00i E.L. DISEASE- POLICY LIMITS 8M712021 8/17/2022 Per Claim 1,000,00 8/17/2021 8/17/2022 Aggregate 1,000,00 DESCRIPTfON OF OPERATIONS I LOCATIONS 1 VEHICLES IACORD 101. Addltlonai RemaTks Schedule. maybe attached If more space Is requlred) City of Sebastian is listed as an additional insured for general liability CERTIFICATE HDLDER City of Sebastian 1225 Main Street Sebastian, FL 32958 ACORD 25 (2016103) CANCELLATION _ SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. AUUTTHORORLQ�EDDIREPRESENTATIVE 1988-2015 ACORD CORPORATION. All rights reserved. The ACORD name and logo are registered marks of ACORD 153 of 267 CITYOF SE�T�V HOME OF PELICAN ISLAND CITY COUNCIL AGENDA TRANSMITTAL FORM COUNCIL MEETING DATE- September 8, 2021 AGENDA ITEM TITLE: Approval of the Proposal for Property and Casualty Insurance Coverage from Florida Municipal Insurance Trust (FMIT) for a Total Estimated Annual Premium of $517,238. RECOMMENDATION: Staff recommends that the Proposal from Florida Municipal Insurance Trust (FMIT) be approved. BACKGROUND: There are three main insurers that offer comprehensive insurance coverage to local governments in the State of Florida. These forms of risk pools were created in the late 1970's due to the commercial insurance market pulling out of the local government industry. Proposals were received from Preferred Governmental Insurance Trust (PGIT) for an annual total of $591,113 and the Florida Municipal Insurance Trust (FMIT) for the annual total of $517,238. The third provider is Public Risk Management of Florida (PRM) but they missE!d the submittal deadline due to an oversight on their part. PGIT has been used the past four years and we felt we should test the marketplace. Similarly, we previously used FMIT and achieved significant savings when we changed to PGIT. FMIT provides insurance coverages to the majority of local governments in Florida. PGIT's current proposal was 2% less than our premiums this past year. The FMIT proposal is 14% less than this past year. When compared to the budgeted amount for all funds, the FMIT proposal will be $128,772 below budget. One component of the decrease is that the City has reduced employee claims, which results in a reduction of the State published experience factor on workers compensation. The experience factor is now 1.09 versus the 1.27 of last year. Staff is considering possible increases to our levels of insurance coverage with these savings. IF AGENDA ITEM REQUIRES EXPENDITURE OF FUNDS: Budgeted Amount: $646,010 Total FMIT Cost: $517,238 Appropriation Required: NIA r71ir=[SI:I►'1l:I►1111 1. FMIT Proposal Administrative Services Department R iew: i City Attorney Review: / Procurement Division Review, if applicable: ` r City Managethoririzattion: Date: e731 /.t f 154 of 267 City of Sebastian Property and Casualty Insurance Coverage ,w FMIT FLORIDA MUNICIPAL INSURANCE 7RUS7 Proposal Represented by: John Ligon, Account Executive PO Box 538135 Orlando FL 32853-8135 Phone: 386.479.3129 Email: jligon@flcities.corn August 6, 2021 ELECTRONIC COPY PROTECTING THE COMMUNITIES ! IME 155 of 267 MIT FLORIDA MUNICIPAL INSURANCE TRUST August 6, 2021 Mr. Ken Killgore Administrative Services Director City of Sebastian 1225 Main Street Sebastian FL 32958 RE: Property & Casualty Insurance Coverage Proposal Dea r M r. Killgore: Protecting the Communities We Col! Home The Florida Municipal Insurance Trust (FMIT) is pleased to submit this proposal to the City of Sebastian. We appreciate the opportunity to work with you this past year on your property and casualty insurance coverages, and we look forward to once again providing the City of Sebastian with coverage, services and solutions for your property and casualty needs. We understand cities. thaYs why "municipal' is in our name. We are the Florida Municipal Insurance Trust. Throughout our 44 years, the FMIT has continued to be a benchmark - setting, market leader among municipal -focused risk pools not only throughout Florida, but across the country. The Florida League of Cities (the League), administrator of the Florida Municipal Insurance Trust (FMIT), is your state-wide advocacy association for the cities, towns and villages of Florida. The League established its first insurance program in 1977 to provide workers' compensation coverage and services to municipalities when the commercial insurance market pulled out of the local government industry. Early success of that program led to the establishment of Trusts for the liability, property and health lines of coverage. This firmly established the Florida League of Cities as an early leader of these services in Florida. The FMIT, governed by elected municipal officials, is a non -assessable local government risk - sharing pool. This translates to no additional or hidden costs, such as runoff claims or administrative costs. Other competing risk pools in the state may charge these types of costs to you upon exiting their programs, even after your coverage period is over with them. Other competing risk pools include a large share of counties, schools and special districts, which is why you read the term "public entity" throughout their proposal. We are the Florida League of Cities and we concentrate on tailoring our products and services to fit cities, not just "public entities". And, over 250 Florida municipalities have recognized this city -centric focus, which is why FMIT dominates the Florida municipal insurance marketplace. Po Box 538135 Phone. 407.425.9142 yy,. Orlando, FL 32853-8135 Fax: 407.425.9378 ,;y insurance.flclti �s.com 156 of 267 The League administers every facet of the FMIT's operations —from claims handling to underwriting —and offers unmatched claims -paying ability based on the League's commitment to service excellence and the Trust's financial strength. The Florida League of Cities Department of Insurance Services has more than 100 employees, which includes expert staff who specialize in trust services, risk and safety management, property and liability claims, workers' compensation claims and underwriting. Again, there are many reasons the vast majority of cities have chosen to insure with the MIT for over 40 years. As you read through our proposal, we are confident you will recognize the FMIT Difference - through our strong financial position, unmatched customer service, robust risk and safety management programs, and superior coverages, limits and deductible structures. We hope to be able to service the City of Sebastian insurance needs over the coming policy year. Please contact me if you have any questions or need additional information. Thank you for your consideration. Sincerely, John Ligon Account Executive Florida League of Cities, Inc. Phone: 386.479.3129 Email: jligon@flcities.com . i-IVI IT Protecting the Communities We Calf Home 157 of 267 Florida Municipal Market Share E ■ Florida Municipal insurance Trust [FMIT) W Preferred Governmental Insurance Trust [PGIT) Public Risk Management (PRMI Self -insured "Statewide analysis conducted by the Florida League of Cities in January 2021. FMIT has been consistently serving municipalities for over four decades, which is why we are also the most financially sound risk pool in the state. The FMIT's financial strength is unparalleled in the State of Florida with total assets of approximately $522 million and a surplus of approximately $198 million (as of FMIT's most recently audited financial statements at September 30, 2020). Further to FMIT's financial strength, FMIT has a Premium -to -Surplus ratio of 0.97 - which means that FMIT has $1.00 of surplus "cushion" for every $0.97 in premium. This ratio is a common ratio used by the Insurance Regulatory Information Systems (IRIS) to measure an insurer's financial strength. Surplus provides a cushion for absorbing losses, and this ratio measures the adequacy of the cushion. The higher the ratio, the more risk the insurer bears in relation to surplus (thus, "the lower, the better"). We have seen this ratio inaccurately inverted to show Surplus -to -Premium values, which should be interpreted as "the higher, the better". (as of September 30, 2020) Preferred Governmental Insurance Trust (PGIT) (as of September 30, 2020) Public Risk Management (PRM) (as of September 30, 2019) FMIT „o..... .......«,.... $259 million $90 million $112 million 1.24• $42 million $12 million $32 million 2.67 Protecting the Communities We Coll Home 158 of 267 SIEELASTSr�� � 1 Broker Contact Jonathan Jailed, VP Sales Leader Acentria Public Risk - ronathan.ielladRaacentria.com ++oue of riucnra lii ND 407-864-1983 All questions must be completed or proposal may be Supplemental Questions: deemed Non -Compliant. Property Insurance Program: Blanket Limit In quote: $34,736,497 Total Insured Values (TIV's) If the blanket limit quoted differs from the RFP specifications, please specify items removed or added to account for the Total Insured Value shown in the proposal Limit equals RFP limlts and amounts. Is the Property Insurance Program using a limit dedicated to the City or is it shared by all Trust Members? Limit is dedicated to the City. Not shared. It Shared Limit - Total Program Limit for Named Storm N/A Is this Limit Per Ckcurrence or Aggregate N/A Total Program Limit for All Other Perils N/A $5,000,000 per -occurrence excess limit per Member. Total Program Limit for Flood $150,000,000 total program shared aggregate. Sub -Limit for A&VZones? None Number of Property Insurance Members In the Trust 361 Deductibles: Named Storm Percentage: 3% Named Storm per Location or per Item: 3% per scheduled item. If Named Storm deductible is per location, are Business Income/Extra Expense limits add to the deductible? N/A Flood OeductWes: A & V Zones Excess of the National Flood Insurance Program (NFIP). B, C and X Zones City's All Other Perils (AOP) deductible of $1,000 Inland Marine Deductibles: $1,000 items valued $25,001- $50,000. Items $50,000 - $100,DOD have minimum of $1,000 deductible. Items greater than $100,000 have minimum of $2,000 deductible or 2%of the item's scheduled limit, Deductible for scheduled items whichever is greater. Limit of Coverage and deductible for blanket For items $25,000 or less, the blanket limit is $1,000,000 covered items and specify limit of coverage and deductible is $500. Is storm surge included under Named Storm or the Flood limits and deductibles? Included under the Named Storm limit and deductible. 159 of 267 Other Property Insurance questions: Wind Driven Rain Is there coverage in a Named Storm for Wind Driven Rain damage without damage to exterior of building? Yes. Property Damage Mitigation Coverage. The limit is $500,000 per -occurrence with a $D deductible, unless it is determined to be a flood loss. If yes, what is the limit and deductible? Then, the flood deductible will apply. Mitigation/Storm Preparation FMIT members have access to our disaster preparedness, response and recovery program through our partnership with SynergyNO5. This program is at no additional cost to the member. Plus, there is the Is there coverage for storm preparation Property Damage Mitigation Coverage that provides a costs for a named storm or any coverage for limit of $500,000 per -occurrence with a $0 deductible, immediate response costs outside of unless it is determined to be a flood loss. Then, the deductibles? flood deductible will apply. Appraisals: Is an appraisal provided? Yes, it is an Asset Survey. There is no cost to our members for the Asset Survey Is this member cost or paid by the Trust? services. How often is it updated? Every 3 to 5 years. Does the update include physical inspection or is it revalued without inspection? The update includes physical inspection. General Liability Insurance Program: Per Occurrence Limit: $2,000,000 There are no aggregate limits in the FMIT Liability Aggregate Limit: program except for Cyber Liability. Does the Trust have an aggregate limit that No. There are no aggregate limits in the FMIT Liability would apply to all members? program except for Cyber Liability. If yes, how many members of the liability program? N/A If yes, does this limit apply to all liability lines (General liability, Law Enforcement, PuNic Officials and Employment Practices)? N/A Deductible: $0 Are defense costs outside the limit of coverage or do defense costs erode the per occurrence limit? Defense costs are outside the limit of coverage. If defense costs erode the per occurrence limit, was this disclosed in the proposal? l N/A. Defense costs are outside the limit of coverage. Law Enforcement Liability Program: Per Occurrence Limit: $2,000,000 There are no aggregate limits in the FMIT Liability Aggregate Limit: program except for Cyber Liability. Deductible: $0 Occurrence or Claims Made form? FMIT Liability program is on Occurrence form. 160 of 267 Are defense costs outside the limit of coverage or do defense costs erode the per occurrence limit? Defense costs are outside the limit of coverage. If defense costs erode the per occurrence limit, was this disclosed in the proposal? (Y/Nj N/A. Defense costs are outside the limit of coverage. If claims made form - what are the terms and cost of the extended reporting period upon termination? N/A. FMIT Liability program is on Occurrence form. Public Officials liability Program: Per Occurrence Limit: $2,000,000 There are no aggregate limits in the FMIT Liability Aggregate Limit: program except for Cyber Liability. Deductible: $0 Occurrence or Claims Made form? FMIT Liability program is on Occurrenceform. If claims made farm - what are the terms and cost of the extended reporting period upon termination? N/A. FMIT Liability program is on Occurrence form. Are defense costs outside the limit of coverage or do defense costs erode the per occurrence limit? Defense costs are outside the limit of coverage. If defense costs erode the per occurrence limit, was this disclosed in the proposal? {Y/Nj N/A. Defense casts are outside the Ilmit of coverage. If claims made form - what are the terms and cost of the extended reporting period upon termination? N/A. FMIT Liability program is on Occurrence form. Employment Practices Liability Program: Per Occurrence Limit: $2,000,000 There are no aggregate limits in the FMIT Liability Aggregate Limit: program except for Cyber Liability. Deductible: $0 Occurrence or Claims Made form? FMIT Liability program is on Occurrence form. If claims made form - what are the terms and cost of the extended reporting period upon termination? N/A. FMIT Liability program is on Occurrence form. Are defense costs outside the limit of coverage or do defense costs erode the per occurrence limit? Defense costs are outside the limit of coverage. If defense costs erode the per occurrence limit, was this disclosed in the proposal? (Y/Nf N/A. Defense costs are outside the limit of coverage. If claims made form - what are the terms and cost of the extended reporting period upon termination? N/A. FMIT Liability program is on Occurrence form. 161 of 267 The Florida Municipal Insurance Trust has an exclusive Employment Law Advisor program that offers access to a Florlda-based attorney with significant public -sector Please describe any risk management employment law experience. And, the best part Is there assistance provided to member with regards Is no cost to members of the FMIT, We can help with a to employment practices liability claims wide range of employment -related matters. Business Automobile Insurance Program: Per Occurrence Limit: Aggregate Limit: Deductible; $2,000,000 There are no aggregate limits in the FMIT Liability program except for Cyber Liability. $0 Coverage is provided for owned autos that are scheduled. There is also Hired & Non -Owned Liability coverage. For vehicles valued at less than $100,000 that a member requests to be added to its auto schedule, there w5l be no additional premium for the current Is liability coverage provided for all owned policy period if the vehicle is acquired after the autos or restricted to scheduled autos? inception date of the current policy. Occurrence or Claims Made form? FMIT Liability program is on Occurrence form. Are defense costs outside the limit of Coverage or do defense costs erode the per occurrence limit? Defense costs are outside the limit of coverage. If defense costs erode the per occurrence limit, was this disclosed in the proposal? (Y/N) N/A. Defense costs are outside the limit of coverage. Other Considerations Are the By Laws or Trust Agreements provided in the response (Y/N) Are the Trust financials that include the period of 2019-2020 included in the response? **Note that failure to include the 2019- 2020 financials shall cause the response to be deemed non -responsive ** Does the Trust or By -Laws require additional act -sons by the City in order to receive bids and/or terminate coverage at a future date? (Y/N) Please provide descr§ptlon of required actions if yes? Were these required actions disclosed in the proposal? Yes- Members' obligations in polity forms. FMIT 9/30/2020 audited financial statements included. No N/A N/A Are there any other fees that would be applicable upon the City's decision to terminate the coverage at a future date - including any administrative fees, claims runoff fees or other miscellaneous fees? No If yes, please provide an estimate of these fees based on the current information provided in this RFP and provide a per unit cost estimate N/A Were these future fees disclosed in the proposal? N/A ***END*** 162 of 267 COVERAGE PROPOSAL FOR s r PROPOSED EFFECTIVE DATE: OCTOBER 1, 2021 ADMINISTERED AND PREPARED BY: DEPARTMENT OF INSURANCE SERVICES OFTHE FLORIDA LEAGUE OF CITIES, INC. PO BOX 538135.ORLANDO FL32853-8135 "THE FLORIDA MUNICIPAL INSURANCE TRUST PROMISE" The FMIT will provide exceptional coverages and service for your insurance r Yourbusiness is importanttous. We will make every effort to match any competitor's pricing for s exposures, coverages, terms and conditions contingent on the arimLy of the competitor to verify that its rates are established by an independent actuary and its reinsurance structure is currently in place. The competitor's reinsurers) must have an AM Best rating of an A or better, as the FMIT prides itself on not only the financial solvency of the Trust itself but also of the reinsurance partners with whom we do business. EMIT FLORIDA MUNICIPAL INSURANCE TRUST This proposal remains in effect until October 1, 2021. Aspecimen agreement is attached. This proposal contains a brief, general description of coverages. It is not intended to describe or cover all the terms, limits, conditions and exclusions of the agreement. The FMIT agreement language will supersede any differences between the agreement and th isproposalsumm ary. PROTECTING THE COMMUNITIES WE CALL HOME 163 of 267 FLORIDA MUNAL F M I T IMSU A' CE TRUST Prnrechng the Communities WP Coll Home Proposal for 2021-2022 City of Sebastian PROPERTY COVERAGE Limit Blanket Real & Personal Property $34,736,497 An Asset Valuation will be provided at no charge. Insured assets adjusted due to valuation will be endorsed onto the policy. Additional premium or return premium will be included on the next installment billing. Electronic Data Processing: Equipment: included in Contents Software: Included in Contents Equipment Breakdown: Included in Contents Agreed Amount Valuation Basis: Replacement Cost Coverage Form: Speciai Deductibles: $1,000 Per Occurrence - Real & Personal Property, Other Property Named Storm Deductible is 3% of the scheduled Building, Personal Property, Other Property (including property in the open) and Business Income. The percentages are calculated using the Schedule of Values on file with FMIT. The Named Storm deductible is calculated separately and applied individually to each Building, Personal Property, Other Property and Business Income per occurrence. Business Income waiting period is 72 hours. Piers, wharves, docks, boardwalks and bridges are wind excluded with cause of loss — Basic Form applied. See options page for wind quote if applicable. Antennas, towers and similar structures, including but not limited to transmitting and receiving, over $100,000 are wind excluded. 1 164 of 267 PROPERTY COVERAGE EXTENSIONS: Excess Flood Coverage $5.000.000 Flood Zones A & V deductible is excess of NFIP ($500,000 per building) Other Flood Zones - AOP deductible or other flood limits purchased, whichever is greater, per occurrence Terrorism $5.000,000 Newly Acquired or Constructed Property $2,000,000 Extra Expense $1,000,000 Newly Acquired Business Personal Property $500,000 Business Income $500,000 Valuable Papers & Records $500,000 Accounts Receivable $500,000 Property Damage Mitigation Coverage (Named Storm) $500,000 Unintentional Errors & Omissions $250.000 Electronic Data Processing Equipment (Software) $250,000 Personal Property Off Premises $:250,000 Property In Transit $250,000 Off Premises Power Failure $100,000 Pollutant Clean Up & Removal $100,000 Preservation of Property $100,000 Service Interruption Coverage $100.000 Leasehold interest $100,000 Personal Property of Others $50,000 Fungus Clean Up & Removal $25,000 Debris Removal 25% of Loss Building Ordinance Coverage, Including Demolition 25% of Loss Recertification of Equipment/Fire Extinguisher Recharge $2501Day Police Dogs & Horses Death in line of duty '315,000 Annual Maximum $30,000 Antiques & Objects of Art Per Item $15,000 Annual Maximum $250,000 Arson Reward $5,000 Non -Scheduled Property in the Open $350,000 2 165 of 267 INLAND MARINE COVERAGE: SCHEDULED INLAND MARINE EQUIPMENT - Items over $25.000 Limit: $2,168,643 Deductible: $1,000 Items valued $25,001-$50,000 Items $50,000 - $100,000 have minimum of $1,000 deductible Items greater than $100,000 have minimum of $2,000 deductible or 2% of the item's scheduled limit, whichever is greater. BLANKET INLAND MARINE EQUIPMENT - Items $25,000 or Less Limit: $1,000,000 Deductible: $500 Blanket Inland Marine coverage is defined as: Coverage for all unscheduled Inland Marine equipment, Emergency Portable Equipment and Communications Equipment valued at $25,000 or less is subject to $500 deductible. (Note: All Watercraft must be scheduled.) Coverage Basis: Actual Cash Value Deductible: Applies per occurrence INLAND MARINE COVERAGE EXTENSIONS: i Rental Reimbursement for Contractors Equipment for Covered Loss $5,000 Limited Contractor's Equipment Replacement Cost $250,000 ➢ Installation Floater- Member's Building Materials $100,000 3 166 of 267 EQUIPMENT BREAKDOWN COVERAGE Subject to any applicable limits on the Property, Allied Lines and Crime Declarations, the Equipment Breakdown Limit is the most we will pay for loss or damage arising from any "one accident." These coverages apply to all locations covered on the policy, unless otherwise specified, I. Coverages Limits Equipment Breakdown Subject to the Real and Personal Property Limit described in proposal or $50,000,000, whichever is less. Business Income Subject to the Business Income Limit described in proposal. Extra Expense Subject to the Extra Expense Limit described in proposal. Expediting Expense $1,000,000 Hazardous Substances $500,000 Spoilage $500,000 Data Restoration $500,000 "Fungus," Wet Rot, Dry Rot And Bacteria $25,000 Service Interruption' Subject to Business Income, Extra Expense, and Spoilage Limits Water Damage Included in Property Coverage. II. Deductibles Direct Coverages Subject to the Real and Personal Property deductible described in proposal, Indirect Coverages Subject to the Time Element deductible described in proposal. Ill. Other Conditions 'Unless the interruption exceeds 24 hours, we will not pay for any loss under Service Interruption. "Covered equipment" does not include "electrical generating equipment"; however, this exclusion does not apply to emergency generators. 167 of 267 4 GENERAL LIABILITY COVERAGE Comprehensive General Liability Limits Limit Per Occurrence: $2,000,000 Annual Aggregate: Unlimited Deductible: $0 Public Officials E & 01 Employment Limits Practices Liability Limit Per Occurrence: $2,000,000 Annual Aggregate: Unlimited Deductible: $0 Law Enforcement Liability Limits Limit Per Occurrence: $2,000,000 Annual Aggregate: Unlimited Deductible: $0 FMIT Advantage: For Members that choose a deductible - Members are only responsible for the deductible if a judgment or settlement occurs. Legal expenses are outside the deductible and paid solely by the Trust for General Liability. 168 of 267 ADDITIONAL BENEFITS: Defense Costs paid in addition to policy limits Premises Operations Prod uctslCompieted Operations Contractual Liability (Designated Contracts Only) Owners & Contractors' Protective Liability Personal Injury Liability Host Liquor Liability Incidental Medical Malpractice Liability Watercraft Liability Fire Legal Liability - Maximum $500,000 in any one Trust Year Broad Form Property Damage - Maximum $500,000 in any one Trust Year Advertising Injury Liability Skate Facility Liability Employment Practices Liability Free Legal Advise For Employment Related Matters Employee Benefits Program Administration Liability Extra Contractual Legal Expense - $100,000 Aggregate Limit (EEOC, Florida Commission on Human Relations, Ethics) Sewerline Backup and Initial Cleanup Expense - $10,000 per affected propertyl$200,000 Aggregate Limit Crisis Intervention FIR Helpline - Full Legal Support and Online Services HerbicidelPesticide Spraying Limit is the General Liability limit or $1,000,000 aggregate per fund year, whichever is the lesser amount. Bert Harris Act/Inverse Condemnation - $300,000 Limit Per Occurrence/Aggregate. Limit includes Defense Costs. Deductible is $5,000 or the policy deductible, whichever is greater. Cyber Coverages including Privacy, Network Security and Data Breach. Fraudulent Instructions and Electronic Crime. $1,000,000 Annual Aggregate. Claims Made. Cyber Risk Management Tools Web Site. 169 of 267 6 AUTOMOBILE COVERAGE Limits Comprehensive Automobile Liability $2,000,000 Deductible: $0 Personal Injury Protection Deductibie: Automobile Physical Damage Comprehensive Coverage $10,000 $0 $1,000 Deductible Collision Coverage $1,000 Deductible Note: "Vehicles with $0 value on schedule provided were not included in the quote for API)." Coverage Includes: ➢ Hired & Non -Owned Liability Rental Reimbursement - scheduled vehicles ➢ Lease Differential - scheduled vehicles ➢ Limited Replacement Cost - owned private passenger vehicles, SUVs, Pickup Trucks `r Member's Personal Effects FMIT Advantage: For Members that choose a deductible - Members are only responsible for the deductible if a judgment or settlement occurs. Legal expenses are outside the deductible and paid solely by the Trust for Automobile Liability. 170 of 267 CRIME & BOND COVERAGE Limits Bond Coverage: Employee Theft - Per Loss $250,000 Deductible: $1,000 Faithful Performance - Per Loss $250,000 Deductible: $1,000 Finance Director $250,D00 Deductible: $0 Crime Coverage: Theft of Money & Securities - Loss Inside $250,000 Deductible: $1,000 Robbery or Safe Burglary of Other Property $250,000 Deductible: $1,000 Outside the Premises $250,000 Deductible: $1,000 Computer and Funds Transfer Fraud $250,000 Deductible: $1,000 Forgery or Alteration $250,000 Deductible: $1,000 Money Orders and Counterfeit Money $250,000 Deductible: $1,000 e 171 of 267 WORKERS' COMPENSATION PAYROLLS Limit Workers' Compensation Statutory Employers Liability$1,000,000 1 $ 1,000, 000 1 $ 1,000,000 CODE DESCRIPTION PAYROLL 5509 STREET OR ROAD MAINTENANCE 796,500 7403 AIRCRAFT OR HELICOPTER OPERATION 34,250 7720 POLICE OFFICERS 2,934,650 8380 AUTOMOBILE SERVICE OR REPAIR 14<I,250 8810 CLERICAL 2,439,900 8820 ATTORNEY - ALL EMPLOYEES 127,500 9015 BUILDINGS -OPERATION BY OWNER 124,750 9060 CLUB - COUNTRY, GOLF, FISHING 356,000 9102 PARK NOC 593,000 9220 CEMETERY OPERATION 68,500 9410 MUNICIPAL, TOWNSHIP, COUNTY EMPLOYEES NOC 732,000 TOTAL PAYROLL $8,350,300 Deductible: $0 Experience Modification Factor: 1011I2021 1.09 Safety Credit: yes Drug Free Credit: yes Premium calculation includes 5% Drugfree Credit and 2% Safety Credit - Requires receipt of approved applications. Payrolls and WC premium, including any applicable incentive credits, are subject to Final Audit. 172 of 267 9 PREMIUM SUMMARY Coverage Line Blanket Real & Personal Property FMIT Disaster Preparedness and Recovery Program Inland Marine Equipment Breakdown Coverage Crime & Bond Coverage General Liability Coverage Public Officials E&O / Employment Practices Liability Law Enforcement Liability Automobile Coverage Workers' Compensation Coverage Total Premium Service Fee Total FMIT Premium GRAND TOTAL PREMIUM Annual Premium $119,520 INCLUDED INCLUDED INCLUDED INCLUDED $20,673 $33,343 $29,014 $33,792 $227,895 $4.64,238 $53,000 $617,2381 $517,238 (Note: Coverage summaries provided herein are intended as an outline of coverage only and are necessarily brief_ In the event of loss, all terms, conditions, and exclusions of actual Agreement and/or Policies will apply. Please Read the following Important Notes, The premiums quoted above are priced according to the coverage lines presented. Any change or deletion of coverages may result in re -pricing of remaining coverage lines. 173 of 267 10 INTEREST FREE INSTALLMENT PLAN First Installment Second Installment Third Installment Fourth Installment 25% minimum due 25% minimum due 25% minimum due 25% minimum due October 1, 2021 January 1, 2022 April 1, 2022 July 1, 2022 Payment will be forwarded to the Florida League of Cities in Tallahassee 174 of 267 11 JOHN P. LIGON Account Executive - East Territory With the FMITsince 1997 Markets insurance offered by the FM IT and assists members Brevard with FMIT insurance coverage. Serves as the primary contact for service needs of the member and day-to-day communication. Flagler Indian River More than 35 years of experience in the insurance industry. Osceola Holds the State of Florida insurance licenses for general lines, and life and health; Risk Management for Public Entities Putnam certification. St. Lucie Volusia MEDLEY JOHNSON Underwriter - East Territory With the FMIT since 2011. Assists with quotes, renewals, new business, policies, endorsements, certificates of insurance and audits. More than 15 years of property and casualty insurance experience. EVAN MACCLELLAN Risk and Safety Consultant - Central East Florida With the FMIT since 2013, Provides risk and safety management service, analysis, evaluation and claims review. Works with members to identify and address potential hazards and risks, and create a safer environment to protect member employees and assets. More than 20 years of risk management experience. Holds personal protective equipment technician, confined space entry technician and safety auditor certifications; certified driver instructor and American Red Cross CPR, first aid and AED instructor. EMIT FLORIDA MUNICIPAL INSURANCE TRUST PROTECTING THE COMMUNITIES W OML 175 of 267 Association Programs Matter Your insurance provider should be more than just a company that collects premium. Insurance is not a commodity, and not all insurance programs are created equally. Our excellent reputation is built on TRUST. It's in our name, and it's in our DNA. With core values rooted in Home Rule, Integrity, Public Service and Excellence, our member -focused mission drives every aspect of our programs. We are LOYAL. and treat you like family. Longtime members continue to say that our in-house, personal service is what makes us unique. We recognize that each municipality is different, We take the time to get to know you and your needs. COLLABORATION is key. We work with you to implement tailored risk and safety management programs and innovative coverage options to protect your community. Our CONNECTION to the Florida League of Cities is what sets us apart. The League administers the Florida Municipoi Insurance Trust. In the 1970s, the private insurance market walked away from Florida's local governments. At the request of elected municipal officials, the League stepped in to fill the void. MIT FLORIDA MUNICIPAL INSURANCE TRUST THE FMIT DIFFERENCE Superior Financial Strength X Mission -Driven Culture X City -Specific Property Coverages X Personal, In -House Service X World -Class Disaster Recovery X No Annual Aggregate Limits on Professional Liability Coverages X Property Damage Mitigation Coverage (PDMC) V X 40+ Year History V X Financial Support to Local/ Regional Leagues X Integrated Risk and Safety Management Professionals X FMIT Employment Law Advisor (ELA) X 176 of 267 lip". Advantages of Financial Strength FMIT's superior financial strength is highlighted by approximately $198 million in surplus and more than 530 members. This strong foundation provides many advantages. We have a long track record of investing in our members, lncluding: Stabilized rates when competitors are forced to be more reactive. Investing in world -class disaster recovery technology. Aggressively fighting fraud. QDistributing millions of dollars in safety grants. Q The flexibility to pay claims promptly. Creating new policy coverages quickly to adapt to member needs when other insurance providers may not offer a solution. EMIT FLORIDA MUNICIPAL INSURANCE TRUST PROTECTING THE COMMUNITIES WE CALL HOME 177 of 267 Coverage Designed for You In addition to the options and limits outlined in the Request for Proposal, the following list shows specific coverages that increase the value and effectiveness of FMIT coverage and reduce your total cost of risk management. WIND -DRIVEN RAIN PROPERTY COVERAGE Following a hurricane, many other insurance carriers and risk pools deny claims due to Wind -Driven Rain Property losses. The FMIT covers them. PROPERTY DAMAGE MITIGATION COVERAGE The FMIT provides immediate stabilization services (such as water extraction and remediation services) through its disaster recovery partnership. Our goal is to bring your buildings operational and return you to business -as -usual as quickly and efficiently as possible. DEDICATED PROPERTY LIMITS The property limit in your policy is dedicated solely to you and is not shared among the membership. FAVORABLE NAMED STORM DEDUCTIBLES The FMIT applies each member's Named Storm Deductible (NSD) percentage to each individually scheduled asset. We do not apply the NSD percentage based on an aggregate of all scheduled assets at a location (e.g., address). ACTIVE ASSAILANT COVERAGE The FMIT provides pre- and past -crisis management service and coverage to protect against losses sustained in the aftermath of an active assailant or hostage event. NO ANNUAL AGGREGATE LIMITS ON PROFESSIONAL LIABILITY COVERAGES The FMIT continues to offer per -occurrence limits on professional liability coverages (Public Officials Liability, Errors & Omissions Liability, Employment Practices Liability) with no annual aggregate limit. AND MORE. The FMIT was built for local governments. We look forward to serving as your partner. J� MIT FLORIDA MUNICIPAL INSURANCE TRUST PRO'r ac iiW4�i 178 of 267 Synergy — FMIT'S Exclusive Disaster Preparedness, Response & Recovery Program We have been tested by major hurricanes and can confidently claim that our disaster recovery program is second to none. Unlike our competitors, we provide a recovery response and build back program that is fully managed in-house. In contrast, a competing risk pool offers a list of vendors depending on your region of the state. When disaster strikers, your City would bear the burden of managing and coordinating the recovery response between third -party vendors and any reinsurance partners that would be present after a major loss event. That is a cumbersome responsibility after experiencing a loss. Our goal is to handle all the background details quickly and efficiently, so you can focus on recovery efforts within your community without having to worry about the build back that is inevitable after a loss. We accomplish this by being the only carrier that offers: Direct Access — FMIT member has direct access to Synergy staff. We make contact prior to the event to ensure you have a partner on -site ready to assist. • Vendor Choice — Any vendor can be used within your area. Our team will work with you and your recommendations for contractors that are best suited for the job and your local economy. Our structure allows flexibility for your municipality. • No Hidden Fees— Other insurance carriers include additional fees for dedicated complex projects, costing; you money that you did not have budgeted. The FMIT will manage these projects at no additional cost to you We do more than just protect the communities we call home, we support the community you call home. Direct Member Repair Program • Complete Loss Recovery 0*ASSIat ID • Aligned with FMIT Policy and i APPr•ald rwNwn s. FEMA Requirements • Controls Claim Costs FMIT - FAQ RIVA MUNIC IP•l 1NR U•ANCf TPUiT Online Claims Management ' • Integrated with TrackDown Stores All Project Scope Data • Accessed by ReinsjFLC[Member compk, N-4 r SIPIRIesCIUTI•ns FMIT FLORIDA MUNICIPAL INSURANCE TRUST ` Comprehensive Asset Surveys • 5-year Cycie / 40-50 Per Year Captures Complete Exposures • Informed Placement Decisions Mobile Data Capture Platform • Android/iOS Devices i • Field Data Capture i • Damage Assessments TraCkDOWn Daily Reports INTELLIGENT ASSET MANAGEMENT • Time & Expenses heal -Time Project Reporting ;If Data Sent to Member & FMIT PROTEC`a irk _. 179 of 267 Following two catastrophic hurricanes, Irma and Michael, we can confidently soy that, by every measure, our disaster recovery program leads the industry. After years of development, this world -class member service, provided as part of the FMIT's property insurance coverage, proved that it can pass the ultimate test. We assisted members during their most vulnerable moments through expedited mitigation and recovery services that reduced millions of dollars of out-of-pocket costs. From fires to floods to hurricanes, the EMIT helps you return to normal in record time. We leverage decades of recovery experience combined with cutting -edge technology to provide: Critical incident communications both pre and post event. Rapid damage assessments immediately after a catastrophe. Building stabilization services that maintain operations and reduce claim costs. In conjunction with our generous property coverage provisions, the FMIT's disaster recovery program provides for the deployment of resources such as emergency generators, fuel, temporary lighting, portable buildings and support facilities, emergency communications support and more. Watch our YouTube videos to see footage from YouTube Channel: Florida League of Cities our recovery efforts Playlist: FMIT following Hurricane Irma and Michael. EMIT FLORIDA MUNICIPAL INSURANCE TRUST PROTECTING THE COMMUNITIES WE CALL HOME 180 of 267 We are your boots on the ground when you need us most. PERSONNEL STAGED PRE -EVENT Most insurance providers send their teams in days or weeks after the storm. The FMIT is the only one to offer complimentary ride -out personnel to members before the storm to have someone on the ground immediately after disaster strikes. This unparalleled level of support allows the FMIT to have direct on -site contact with our member when needed the most. PRE -STORM REVIEW OF FMIT PROCEDURES Entering a catastrophe with the knowledge of how your insurance provider will respond is the first step to successful response and recovery. FMIT members will know how damages will be assessed, stabilized, repaired and, most importantly, funded. FMIT ride-outteams are there before the event to answer questions and establish expectations as to how the event will unfofd and the FMIT's roles/responsibilities in providing support after the event. POST -STORM RAPID DAMAGE ASSESSMENTS FMIT Critical Incident Response Teams (CIRTs) are there to support your damage assessment needs. CIRT personnel will mobilize with your teams to review damages and capture assessments. While most insurance companies are still waiting by the phone for members to perform their own assessments, compile a list of damages and contact them to report damages, FMIT CIRT personnel are in the field working alongside you. These assessments identify and quantify damages and are immediately sent to the FMIT and your teams for review. IMMEDIATE MOBILIZATION OF RESOURCES The true value of our CIRT teams is realized when you experience damage to your buildings. Domage assessments completed by our CIRTteams are immediately reviewed by FIVINFL.0 response teams who analyze the damages and immediately deploy resources to help stabilize covered buildings. This results in the elimination of secondary damages, which is a major cause of increased claim costs, saving the member and FMIT significant time and money. ONSITE RECOVERY PROJECT MANAGEMENT Following stabilization of your covered buildings, CIRT team members can take on the role of project manager for covered assets requiring build -back operations. They assist with the identification of project scopes and work with your team to competitively procure the products and services necessary to rebuild your community according to your procedures. Project managers oversee the work and monitor progress, completing daily reports that are sent to your team so you are always up to speed on project milestones. FMIT FLORIDA MUNICIPAL INSURANCE TRUST PROTECTING THE COMMUNITIES WE CALL HOME 181 of 267 ASSET ID — ASSET SURVEY AND INSPECTION SERVICES The first rule of insured property risk management is "knowing what you own." The FMIT's Asset ID program provides its members with a no -cost comprehensive review of scheduled and newly identified assets. Surveys capture asset dimensions, construction data, photos and GPS coordinates. This program saves members up to tens of thousands of dollars every three to five years in appraisal costs. Members are also protected from potential co-insurance penalties due to underinsuring their assets. 0 FMIT ALERTS The FMIT Alert Notification System helps you prepare for impending weather events by providing alert information directlyto your inbox, social media and cellphone. The alerts include pre -event information, such as projected storm path and intensity data, to help you make advanced preparation decisions. Alerts also include post -event communications to help you maximize FMIT support after a storm. SIMPLICITY simpliClTY is the claim and property asset tracking application that is exclusive to FMIT members. It supports your insurance and FEMA Public Assistance (PA) needs. Through in- depth asset and recovery data, sample drafts of resolutions, training tracks and real-time damage assessment tools, FMIT's simpliClTY system helps you maximize all available funding opportunities while complying with documentation requirements to avoid future threats of FEMA de -obligation. FMIT TURNKEY RECOVERY Property claims can be a huge financial burden on net cash flow. To help minimize this burden, the FMIT Turnkey Recovery Program takes the liability, exposure and hassle out of response and recovery. The program eliminates upfront out-of-pocket expense associated with an insured property loss and expedites the overall claim and ,recovery process. It also provides real-time project management and reporting at no additional cost. FEMA PUBLIC ASSISTANCE AND AUDIT SUPPORT The information gathered by FMIT during the damage assessments and estimates related to each asset is stored and available to the member and FMIT. This data can be used to complete FEMA damage inventory spreadsheets, project worksheets and FEMA cost -estimating documents. The FMIT was the only insurance trust in Florida to assist its members with their FEMA audits. 'MIT FLORIDA MUNICIPAL INSURANCE TRUST PROTECTING THE i;0MiVJUN17IE6 WE •_;ALIT. HOME 182 of 267 Dedicated Risk & Safety Management Services Our dedicated risk and safety management services are provided to our members (you) at no additional cost. The Florida Municipal Insurance Trust (FMIT) was created by municipalities for municipalities to provide tailored municipal insurance coverage and services; municipal is in FMIT's name. FMIT is your association's insurance provider, so we are not paid by commission, unlike our competitors who charge commission for their services. The Florida League of Cities (the League) administers every facet of the FMIT's operations — from claims handling to underwriting — and offers unmatched claims -paying ability and equity returns for its membership. The Florida League of Cities Department of Insurance Services has more than 100 employees, which includes expert staff who specialize in trust services, risk and safety management, property and liability claims, workers' compensation claims and underwriting. The Florida League of Cities administers ALL insurance operations in-house. This allows for direct communications between departments and provides you with a dedicated service team. All employees the City interacts with are FLC employees. As an extension of your staff, our professional risk and safety management team will work with the City to identify and address potential hazards and risks. Together, we create a safer environment to protect your assets (especially your employees!) and save you money. With a wide array of resources exclusively for members, the FMIT is your go-ta resource for risk, safety and health training — both online and on -site. We also offer financial assistance and incentives through our Safety Grant and Data Recovery Grant Programs. And, our newest value-added program, the Safety Excellence Initiative (SEI), offers a turnkey roadmap to implement or improve safety management systems. Evan MacClellan will be your Risk & Safety Consultant and will assist the City's staff with the below tasks and more. • On -site visits to the City take place quarterly and more often as needed. • Review current losses with your staff to better determine training needs. • Discuss your assets. We use statistical trends or patterns to find the locations, materials, machines, equipment, tools and operations that cause the highest frequency or largest severity of loss. Our methods include: Field Surveys, Technical Assistance, Safety Analysis, Loss Analysis • Evaluate all available information, including analysis findings, site visits, historical loss data, etc. This gives your entity a target or targets to concentrate on, ultimately reducing or eliminating future loss from the same root cause Schedule time to inspect any key areas where attention is needed. • Develop and implement an action plan, At this time, we evaluate your current programs and provide constructive assistance through traditional risk management. IF Review FMIT special services and programs such as Safety Grants, Data Recovery Grant program, Employment Law Advisor (ELA) program, Safety Excellence Initiative (SEI), online learning, and the FMIT Member Dashboard. • Continue to discuss learning opportunities, such as our ongoing Human Resources and Risk & Safety Management seminars provided regionally by FLC staff. Also, through our online FMIT Learning Library, members have access to past webinars hosted by the FMIT for viewing at your convenience. Plus, the FMIT offers online and streaming courses to members at no charge with no viewing limit. Throughout COVID, we hosted a number of webinars in an effort to keep our membership current and up to date with all the risk management changes in the workplace. In addition, prior to each hurricane season, we host symposiums to prepare our members for the storm season ahead. The following contains information about our risk and safety management products and services that will be available to the City at no additional cost. :.. M IT FLORIDA MUNICIPAL INSURANCE T•y$T PROTECTING THE COMMUNITIES WE CALL HOME 183 of 267 As an extension of your staff, our Risk and Safety Management team works with you to identify and address potential hazards and risks. Together, we create a safer environment to protect your assets (especially your employees!) and save you money. A partnership for safer communities Our Risk and Safety Management team professionals are local. They are only a phone call, text or email away. THREE SIMPLE'OPT-IN' STEPS 1. ANALYSIS: As a first step, a member of our team will travel to your entity to meet with you and discuss your assets. They use statistical trends or patterns to find the locations, materials, machines, equipment, tools and operations that cause the highest frequency or largest severity of loss. Our - methods include: Field Surveys. Technical Assistance. Safety Analysis. Loss Analysis. 2. EVALUATION: Next, we evaluate all available information, including analysis findings, site visits, historical loss dato, etc. This gives your entity a target or targets to concentrate on, ultimately reducing or eliminating future loss from the same root cause. 3. ACTION PLAN: Finally, we work with you to develop and implement an action plan. At this time, we evaluate your current programs and provide constructive assistance through traditional risk management. EMIT FLORIDA MUNICIPAL INSURANCE TRUST PROTECTING THE COMMUNITIES W � j0fiL 184 of 267 Helping you fund equipment and initiatives We provide generous matching safety grants to help you purchase safety and health resources. In fact, we offer more safety grants than any other risk pool in Florida. SAFETY GRANT EXAMPLES Purchasing items that address current loss trends. Repairing sidewalks, Purchasing new equipment. Funding specialized training. EMIT FLORIDA MUNICIPAL INSURANCE TRUST PROTECTING THE COMMUNITIES WE CALL HOME 185 of 267 Send your employees to high -quality training The FMIT is your go -to resource for risk, safety and health training. We offer everything from MOT (maintenance of traffic) to ergonomics to CPR and beyond. OUR CLASSES ARE CONVENIENT, CUSTOMIZED AND COST EFFECTIVE. CONVENIENT: Offered at member locations, regional locations and online. In addjtjon to timely webinars, we also offer a streaming video library. Many of our videos are available in Spanish. CUSTOMIZED: We offer core subject areas and emerging topics. Our most popular topics include: Life of a Workers' Compensation Claim. Risk and Safety Tools and Solutions. Americans with Disabilities Act Website Compliance . COST EFFECTIVE: Most training is offered at no cost. FMIT FLORIDA MUNICIPAL INSURANCE TRUST PROTECTING 1 Y3'i '_ l J1 •i d'' = i'. w ,. - 186 of 267 The Florida Municipal Safety Excellence Initiative is a voluntary safety accreditation program available to members of the Florida Municipal Insurance Trust. Its goal is to provide each participating organization the knowledge and tools needed to easily develop and implement an effective safety management system. A well -implemented safety management system will lead to a reduction in losses, injuries and illnesses. ACCREDITATION Our dedicated risk and safety team will help members implement the various safety management processes. Once accredited, members will be eligible for exclusive benefits, including: A Certificate of Safety Excellence (CSE). Peer recognition. Access to the Safety Leadership Certificate program. Additional safety grant funds. Other financial incentives. There are five separate accreditation paths based on organization size and the type of public services provided. Members can choose from: Large Entity Certificate of Safety Excellence. Small Entity Certificate of Safety Excellence. Office Only Certificate of Safety Excellence. Law Enforcement Certificate of Safety Excellence. Fire Department Certificate of Safety Excellence. The FMIT webslte offers a wealth of resources to assist you with the process every step of the way. FLORIDA MUNICIPAL INSURANCE TRUST PROTECTING '14M. �>�� �a':_;��J�:+�,, �,.�x ',r'?'-� -•a-;. HOME 187 of 267 Protecting your organization's sensitive data is always a priority. Cyber criminals are becoming increasingly more sophisticated and many organizations are not able to proactively prevent or detect data breaches due to limited human and financial resources. Cyber Solutions offers a robust selection of resources and training materials to help Florida Municipal insurance Trust general liability policyholders successfully prepare for, investigate and respond to privacy or security breaches. BREACH PREVENTION It onlytakes one click to bring down an entire network. Cyber Solutions offers turnkeytraining programs for your employees, inciuding incident response planning, risk and vulnerability assessments, on -demand webinars, tabletop exercises and timeiy information on the latest trends and developments in cybersecurity. When a potential incident arises, finding out what may have been breached is the first step to recovery. With powerful forensic tools like the Information Security Incident Response Guide, Cyber Solutions provides a wealth of resources to assist an organization fn investigating suspected and confirmed data incidents. DEDICATED RESPONSE TEAM Our team of cybersecurity experts are at the ready to triage and assess the severity of a data breach incident, while coordinating the range of resources and services you may need to meet legal requirements and maintain consumer confidence. PRIVACY BUILDER Successfully managing your data security risks requires more than just effective incident response. Our Privacy Buildertoolkit is designed to heip you build your internal data privacy and security program. This scalable, module -based program will meet you where you are in your privacy program development and help you grow from that starting point. FMIT FLORIDA MUNICIPAL INSURANCE TRUST PROTECTING THE COMMUNITIES WE CALL HOME 188 of 267 Access to Employment Law Attorneys at The Florida Municipal Insurance Trust's exclusive Employment Law Advisor program offers access to a Florida -based attorney with significant public -sector employment lave experience. And, the best part is there is no cost to members of the FMIT. We can help with a wide range of employment -related matters, including: Hiring. Discipline, Promotion/Demotion. Transfer. Reassignment, Layoff. Termination. ADA Compliance. Complaints of Discrimination, Harassment, Unfair Treatment and Retaliation. MIT FLORIDA MUNICIPAL INSURANCE TRUST Help is only a phone call away. FMIT members can speak with an attorney Monday through Friday, 9:00 a.m, to 5:00 p.m., by calling (888) 368-FMIT (3648). PROTECTING THE COMMUNITIES W- 189 of 267 The Florida Municipal Insurance Trust offers several ways to connect with us and your fellow members. Be sure to take advantage of these resources to stay up to date on the latest Trust news and continue your education through our online learning opportunities. This member -focused newsletter features news, updates and stories from members like you who have successfully used FMIT coverages and services to benefit their communities. The Member Services Exclusive newsletter is delivered to your inbox every four to six weeks. The Florida Municipal Insurance Trust Community Connection is an online forum where members can connect in a virtual space to share best practices, innovative solutions, success stories and lessons learned. It's also a great place to crowdsource questions and find out how other communities handle issues like the ones you face with your residents and employees. The Community Connection is exclusively for FM1T members and is just one of the manyvalue- added resources available to your organization when you join the FMIT family. The Florida Municipal Insurance Trust offers a variety of webinars and online learning courses at no cost to our members. After the live broadcast, our webinars are housed in the FMIT Learning Library where they con be viewed or -demand at any time. Additionally, the FMIT offers online learning courses to members at no charge with no viewing limit. These offerings include digital courses from LocalGovU/Praetorian Digital, streaming video and PowerPoint presentations on a wide variety of risk and safety management topics. w FMIT PLORIDA MUNICIPAL INSURANCE TRUST PROTECTING THE COMMUNITIES WE CALL HOME 190 of 267 FMIT's Special Investigation Unit (SIU) and Subrogation Services Special Investigation Unit In an effort to reduce fraudulent claims against the Florida Municipal Insurance Trust (FMIT), we created the Special Investigation Unit (SIU) in 1999. Using the latest technology and member input to investigate suspicious claims, the SIU's efforts have resulted in criminal prosecutions, reduced settlement amounts and modified physician and judge's orders. Since the inception of this program, more than 70 arrests related to fraudulent claims have been made, resulting in estimated cost savings to FMIT of more than $8.3 million and more than $2.1 million in court -ordered restitution.. These are real dollars returned to the FMIT which, in turn, lowers the cost of members' insurance premiums. Subrogation Services Our subrogation services protect you and the FMIT from paying for losses that are not your fault. It allows the FNIIT to pursue the person at fault to recover the money paid out for a claim where you are not culpable, resulting in reduced claims expenses and lower insurance premiums to your municipality. In the first six years of this program alone, subrogation services have recovered $6.74 million, which ultimately returns an average of more than $1 million annually to the FMIT and its members. If you carry a deductible on the lines being subrogated, we will pro-rata share based on the amount recovered. This is our member -forward commitment and not something you will get from our competitors. ''I*p FMIT FLORIDA MI)Nf CiFAL INSURANCE TRUST PROTECTING THE COMMUNITIES WE CALL HOME 191 of 267 Fraud is not tolerated. We aggressively investigate, litigate and recover finances on our members' behalf. SPECIAL INVESTIGATION UNIT (SIU) To reduce fraudulent claims against the FMIT, we created the Special Investigation Unit (SIU) in 1999. Using the latest technology and practices to investigate suspicious claims, the SIU's efforts have resulted in criminal prosecutions, reduced settlement amounts, and modified physician and judge's orders. FMIT To date, the SiU's success includes: 0 $8.3 million in cost savings for members. More than $2.1 million restitution ordered. More that) 70 arrests c.,,z� • • counting... FLORIDA MUNICIPAL INSURANCE TRUST PROTECTING THE COMMUNITIES WlV CALL HOME 192 of 267 Below is an example of how we'll typically work with you on a Property or Liability claim: FIRST STEP: Contact us. We're ready to assist 24-7. For your convenience, we offer the following ways to report a claim: Web form. Email. Call. Fax. STEP 2: Our intake staff will capture the claim, perform an initial evaluation and provide a claim number. STEP 3: Claims will be assigned to specialized adjusters based on the type of claim. STEP 4: The adjuster performs a thorough investigation to determine coverage and/or liability. STEP 5: As the claim develops, the adjuster wilt review and adjust her/his evaluation based on all new information learned. Throughout the process, the adjuster will maintain correspondence with you on the status of any on -going claim. STEP b: The adjuster will negotiate a settlement when appropriate on some claims. If a claim is in suit, we will provide a designated defense attorney. We have longstanding relationships with some of the best attorneys in the industry. FINAL STEP: The adjuster will work with you throughout the life of the claim until it comes to a close - MIT FLORIDA MUNICIPAL INSURANCE TRUST PROTECTING THE COMMUNITIES WE CALL HOME 193 of 267 Below is an example of how we'll work with you on a Workers' Compensation claim: FIRST STEP: Contact us. We're ready to assist 24-7. For your convenience, we offer the following ways to report a claim: Web form. Email. Call. Fax. STEP 2: We'll verify your coverage and provide a personal claim number. STEP 3: Our experienced claims supervisor will review your claim and assign it to your dedicated adjuster and nurse. This is when our in-house personal service makes a difference. STEP 4: The nurse will contact the medical facility and injured worker to learn specific details and share them with the supervisor and adjuster. Our average case count for loss time adjusters is 115. This is dramatically lower than other insurance companies and ensures that we provide the personal service you and STEP 5: The adjuster wilt contact you and the injured worker to explain your employees deserve. covered benefits and payment. Sometimes claims aren't covered, and injured workers may file suit. If this occurs, we provide a designated defense attorney to review the case and seek resolution. We have longstanding relationships with some of the best attorneys in the industry. STEP 6: Once benefits are administered, our team will file the appropriate paperwork and electronic data interchange (EDI) transaction with the Florida Division of Workers' Compensation. STEP 7: The adjuster will continue to monitor the injured worker's case file to ensure they receive proper care and assist with reentry to the workplace. FINAL STEP: Once the injured worker returns to work, the adjuster will close the claim. FMIT FLORIDA MUNICIPAL INSURANCE TRUST PROTECTING THE COMMUNITIES 1ME 194 of 267 FLORIDA DEPARTMENT OF FINANCIAL SERVICES JOHN P RESTON LIGON License Number : AI55595 Resident Insurance License + 0215 - LIFE INCL VAR ANNUITY & HEALTH .0220 - GENERAL LINES (PROP & CAS) Issue Date 10/07/1985 08/01/1986 010, Please dote' A licensee may only transact insurance with an active appointment by an eligible insurer or employer. If you are acting as a surplus lines agent, public adjuster, or N reinsurance intermediary managerlbroker, you should have an appointment recorded in your own name an file with the Daparimant. if you are unsure of your license .Tjmrny PatroniS status you should contact the Florida Department of Financial Services immediately, This license will expire if more than 48 months elapse without an appointment for -ti;fF;;�1 nfF;— each class of insurance listed. If such expiration occurs, the individual will be required to re -qualify as a first-time applicant. If this license was obtained by passing a �.__�a ..........~ v licensure examination offered by the Florida Department of Financial Services, the licensee is required to comply with continuing education requirements contained in State of Florida 626.2815 or 648.385, Florida S1elules. A licensee may track their continuing education requirements completed or needed in their MyProfile account at htlpsJldiceAdfs.com. To validate the accuracy of this license you may review the individual license record under "Licensee Soarch" on the Florida Department of Financial Services website at http:llwww.MyFloridaCFO.comlDivislonlAgents 2020-2021 irmlCITY OF l% 0 R L A N D 0 PERMITTING SERVICES Local Business Tax Receipt (Formerly known as "Business License " changed per state law HB1269-2006) Business Fume FLORIDA LEAGUE OF CITIES INC P.O. BOX 530065 ORLANDO, FL 32853 Business Owner FLORIDA LEAGUE OF CITIES INC Business Location 125 E COLONIAL DR ORLANDO, FL 00 f IGI_-THIS TAX RECEIPT ONLY EVIDENCES PAYMENT OF THE LOCAL BUSINESS TAX (PURSUANT TO CH.205, FLORIDA STATUTES. IT DOES NOT PERMIT THE HOLDER TO OPERATE IN VIOLATION OF ANY CITY, STATE, OR FEDERAL LAW. CITY PERMITTING MUST BE NOTIFIED OF ANY MATERIAL CHANGE TO THE INFORMATION FOUND HEREIN BELOW. T141S RECEIPT DOES NOT CONSTITUTE AN ENDORSEMENT OR APPROVAL OF THE HOLDER'S SKILL OR COMPETENTLY. Case Number: BUS0021708-001 Issued Date: 08/20/2020 Expiration Date: 09/30/2021 Business type(s): Description Year BUSOFF 9990 BAINES' OFFICE 2021 ' •.....r W VV V 0 ,ILA/LVLV Tax Collector Scott Randolph Local Business Tax Receipt Orange County, Florida This local Business Tax Receipt is in addition to and not in fieu of any other tax required by law or municipal ordinance. Businesses are subject to regulation of zoning, health and other lawful authadtles. This receipt is valid from October 1 through September 30 of rareipt year. Delinquent. penalty Is added October 1. 2020 EXPIRES 9/30/2021 6000 BUSINESS OFFICE $50.00 125 EMPLOYEES �JVVIL Til- TOTALTAX PREVIOUSLY PAID TOTAL $50.00 $50.00 DUE $0.00 ` 125 E COLONIAL pR1;' N � �� ���"� U - ORLANDO, 32801 PAID: $60.00 0098-OOM552 7/24/2020 SITTIG MIKE EX DIRECTOR FLORIDA LEAGUE OF CITIES INC SITTIG MIKE EX MRECTOR 125 E COLONIAL DR ORLANDO FL 32801-1201 This receipt is official when validated by the Tax Collector, 5000-0974117 196 of 267 FLORLEA-01 SVOLZ ACORO" CERTIFICATE OF LIABILITY INSURANCE DATE (MM1DDfYYYY)31112021 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW, THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the poticy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). License # L000563 CQNTACT Graham Demont PRODUCER N tySE Demont Insurance Agency, Inc. PAJC. No, Ezt): (850) 942-7760 (Alec, Nol:(850) 945!-7758 2400 Mahan Dr E-MAIL Tallahassee, FL 32308 ADDREss_ documents@demontinsurance.com I INSURERIS) AFFORDING COVERAGE NAIC N INSURER A: Transportation Insurance Company 20494 INSURED INSURER a: National Fire Insurance Compam of Hanford 20478 Florida Lea ue of Cities IrFC INSURER C : TechnoloQV Insurance Company 42376 301 S Bronough Street I INSURER D ; Tallahassee, FL 32301 I INSURER E INSURER F : COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED, NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRAST OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE FOLIC ES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH 30LICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY 'AID CLAIMS. INSR ADDL'SUBR 1IR TYPE OF INSURANCE INSp WVD POLICY EFF POLICY EXP POLICY NUMBER IMMfDOIYYYYS iMMI➢D!Y`IYYI LIMITS A X COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE $ 1,000,000 CLAIMS -MADE � OCCUR RENTED 6079721683 1127/2021 1/2-1/2022 I PREMIDAMASES PREMISES (Ea occurrence) 1,000,000 $ I 5,000 MED EXP (Anyone person) $ _ I 1,000,000 PERSONAL & ADV INJURY $ _ 2,000,000 GEN'LAGGREGATE LIMIT APPLIESPER: GENERAL AGGREGATE $ POLICY ❑ JE � LOC PRODUCTS - COMPIOP AGG $ 2,000,000I OTHER: $ I B COM13INED SINGLE LIMIT 1,000,000 AUTOMOBILE LIABILITY !ER annidentl $ X ANY AUTO 6079721103 1127/2021 1 /2712022 BODILY INJURY (Per person) $ OWNED SCHEDULED AUTOS ONLY AUTOS I BODILY INJURY(Peraccident) $ HIRED H NON -OWNED AUTOS ONLY AUTOS ONLY PROPERTY DAMAGE (Per accident} $ $ A 15,000,0001 X UMBRELLA LIAR OCCUR EACH OCCURRENCE $ EXCESS LIAR �d CLAIMS -MADE 6079721117 1/27/2021 1/27/2022 AGGREGATE S 15,000,0001 DED I X I RETENTION $ 10,000 $ I C WORKERS COMPENSATION X I STATUTE PER I EERH 1 AND EMPLOYERS' LIABILITY YIN TWC3929639 111/2021 1/112022 I ACCIDENT 1,000,000 $ OFFICEWMEMBER EXCLUUED7 ECUTIVE N 1 A E.L. EACH 1'OQO QQOI I (Mandatory In NH) I E.L. DISEASE - FA. EMPLOYEE $ If yes, describe under 1,000,00DI DESCRIPTION OF OPERATIONS below E.L. DISEASE - POLICY LIMIT $ . DESCRIPTION OF OPERATIONS I LOCATIONS ! VEHICLES (ACORD 10t, Additional Remarks Schedule, may be attached If more space Is required) CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE Far Insurance Purposes Only THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN P y ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORIZED REPRESENTATIVE ACORD 25 (2016103) ©1988-2015 ACORD CORPORATION. All i7 of ghhts reserved. The ACORD name and logo are registered marks of ACORD YYY) DIY CERTIFICATE OF LIABILITY INSURANCE DATE(I 9>:HMIDMMID fY THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER I NAME: CONTACT I Rusty Briante Edgewood Partners Insurance Center IPHONE FAX + 1 American Lane t): 203-658-0511 IAIC. Nol: Greenwich CT 06831-2560 ADoRess: fustv.briante@epicbrokers.com INSURERS) AFFORDING COVERAGE NAIC N INSURER A: Indian Harbor insurance Cc 36940 INSURED FLORLFAG INSURER B : XL Specialty Insurance Co. 37885 Florida League of Cities, Inc. 125 East Colonial Drive I INSURERC: Orlando, FL 32801 I INSURER D INSURER E : INSURER F : COVERAGES CERTIFICATE NUMBER: 1436365112 REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLIC€ES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR ADDL SUER POLICY EFF POLICY EXP LTR TYPE OF INSURANCE tN$n ,wvn POLICY NUMBER (MMIDDIYYYY) IMMIDDIYYYYI LIMITS COMMERCIAL GENERALLIABILITY I CLAIMS -MADE OCCUR GEN'LAGGREGATE LIMITAPPLIES PER: POLICY F7 PRO JECT ❑ LOC OTHER: AUTOMOBILE LIABILITY ANY AUTO OWNED SCHEDULED _ AUTOS ONLY AUTOS HIRED NON -OWNED AUTOS ONLY AUTOS ONLY UMBRELLA LIAB OCCUR EXCESS LI AB H CLAIMS -MADE DED I I RETENTIONS WORKERS COMPENSATION AND EMPLOYERS'LIABILITY YIN ANYPROPRIETO WPARTNEPJEXECU71VE OFFICERIMEMBEREXCLUDED? NIA iMandatory in NH) If yes, describe under DESCRIPTION OF OPERATIONS below A E&O @ B G&O, P1_MDUCIARY ('•� EACH OCCURRENCE $ DAM—= , v r<r:N i ED PREMISES lEa occurrence) $ MED EX? (Anyone person) $ PERSONAL& ADV INJURY $ GENERAL AGGREGATE $ PRODUCTS -GOMPIOPAGG $ $ COMBINED SINGLE LIMIT $ (Ea accident) BODILY INJURY (Per person) S BODILY INJURY (Per accident) S PROPERTYDAMAGE $ €Per accident} EACH OCCURRENCE $ AGGREGATE $ $ PER OTH- STATUTE ER E.L. EACH ACCIDENT $ E.L. DISEASE - EA EMPLOYEE S E.L. DISEASE -POLICY LIMIT $ ELU17023420 10/1/2020 101112021 LIMIT: $5.000.000 ELU17023220 101112020 10/112021 LIMIT, $5,000,000 DESCRIPTION OF OPERATIONS I LOCATIONS f VEHICLES {ACORD 1DI, Additional Remarks Schedule, maybe attached If more space is required) Tie -In Limits Endorsement -with Policy ELU17023220. Tie -In Limits Endorsement -with Policy FLU17023420, CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. EVIDENCE OF INSURANCE AUTH RIZED REPRESENTATIVE 1 �4 © 1988-2015 ACORD CORPORATION. All rights reserved. ACORD 25 (2016103) The ACORD name and logo are registered marks of ACORD 198 of 267 Im Lf SEBASTIAN HOME of PELICAN ISLAND CITY COUNCIL AGENDA TRANSMITTAL Council Meetina Date: September 8'h, 2021 Agenda item Title: Approve a "Sole Source" contract with RingCentral for VoIP equipment to replace the current Telephone system and Authorize the City Manager to Execute a 48 Month Licensing Agreement with RingCentral. Recommendation: Staff recommends approval of the Sole Source purchase of the RingCentral VoIP equipment and monthly service to replace the existing telephone system. Backqround: MIS is looking to replace its current out of date phone system. The RingCentral has the only system that is compatible, provides integration with the 911 system and provides a system with a numerous and beneficial features, such as internet phones, texting, and conferE;ncing capabilities, and is the best options for cloud integration. In accordance with Section 2-10 (c) (3), a contract may be awarded for goods or services without competitive bids when the purchasing officer determines in writing that there is only one practical source for the required item. In this case, RingCentral, is the only source that is compatible. If Agenda Item Requires Exnenditure of Funds: Annual Budgeted Amount: $100,000 Total Costs: 1. Phone hardware, $16,720 2. Annual service fee $31,116.96 ($124467.84 four year contract) 3. Funds to Be Utilized for Appropriation: Discretionary Sales Taxes for Initial Cost General Fund for Monthly Cost Attachments: 1. RingCentral Initial Order Form — MVP Services 2, Project Cost Overview Administrative Services Department Revi �� �. "J . I City Attorney Review: Procurement Division Re iew, i applica le: City Manager Authorization: Date: 199 of 267 RngCpntral INITIAL ORDER FORM - MVP SERVICES This Initial Order Form is a binding agreement between RingCentral, Inc.("RingCentral") and City of Sebastian, ("Customer" or "You") (together the "Parties"), for the purchase of the Services, licenses, and products listed herein. This Initial Order Form is subject to the terms and conditions specified in the applicable Agreement between the Parties. Capitalized terms not defined herein shall have the same meanings as set forth in the applicable Agreement between the Parties. Customer City of Sebastian 1225 Main St Sebastian, FLORIDA 32958 United States Customer UID Service Commitment Period Start Date: Initial Term: 08/31 /2021 48 Months Renewal Term: 0 Months Payment Schedule: Monthly Service Provider RingCentral, Inc. 20 Davis Drive Belmont, CA 94002 United States RingiCentra I RingCentral Inc.. 20 Davis Drive. Belmont. CA 94002, United States CONFIDENTIAL - This document contains information that is the confidential and proprietary property of RingCentral Neither this document nor the information herein may be reproduced, used or distributed to or for the benefit of any third party without the prior written consent nt RingCentral or pursuant to a confidentiatiry agreement. This quote is not binding until accepted in writing by Customer and RingCentral. 200 of 267 RingCentral MVP Services • Services Summary of Service Qty Rate Subtotal Additional Local Number 119 $0.99 $117.81 DigitalLine Unlimited Standard 126 $17.00 $2,142.00 DigitalLine Unlimited Standard $12.50 Compliance and Administrative Cost Recovery Fee e911 Service Fee DigitalLine Basic DigitalLine Basic Compliance and Administrative Cost Recovery Fee e911 Service Fee RingCentral Video Summary of Items) Polycom VVX 250 Business IP Phone Polycom VVX 450 Business IP Phone Polycom 0Bi302 ATA *Amounts are exclusive of applicable Taxes. $3.50 $1.00 23 $14.49 $333.27 $9.99 $3.50 $1.00 1 $0.00 $0.00 Monthly Recurring Services* $2,593.08 Qty Rate Subtotal 68 $120.00 $8,160.00 40 $190.00 $7,600.00 16 $59.99 $959.84 One -Time Total $16,719.84 RingCentral Office is now RingCentral MVP. All references to "RingCentral Office", whether in the Agreement or its attachments, Order Forms or descriptions, mean "RingCentral MVP". RingCentralRingCentral inc.. 20 Davis Drive. Belmont, CA 94002, United Slates CONFIDENTIAL This document contains infomiatinn that is the con(rdenf+al and proprietary property of RingCentral. Neither this document nor the information herein may be reproduced, used oe distributed to or lot the benefit of any third party withow the prior written consent of HingCenfral or pursuant fo a confidentiality agreement. This quote is not binding until accepted in writing by Customer and RingCentral 201 of 267 Cost Center Billing For customers with cost center billing, it is the customer's responsibility to provide cost center allocation information to RingCentral at least 10 days prior to the issuance of the invoice. After the information is received, it will be reflected on future invoices, but will not be adjusted retroactively on past invoices. If purchasing additional services through the administrative portal, it is the customer's responsibility to assign cost centers at the time of purchase; otherwise, those services will not be allocated by cost center on the next invoice. Please note that cost center allocation is not available for certain items, such as minute bundles and credit memos. For additional questions, please contact the RingCentral invoice billing team at BillingSupnort@rinacentral.com. Credit Free Services Credit: Customer will be entitled to receive a one-time credit in the amount of USD 7809.24. This credit will be applied against charges for recurring Services set forth in this Order Form, (and any taxes and fees associated with those Services), included in future invoices issued by RingCentral to Customer for the recurring Services included in this Order Form until the total amount of the credit is used. The Customer will be responsible to pay for any additional services and products, including without limitation, additional lines and extensions, seats, licenses, one-time services, usage base fees and bundles, IP devices, and their associated taxes and fees. This credit is non -transferable and non-refundable, and any unused amount will expire immediately upon termination of your Order Form. Special Terms and Notes 1. Applicable Agreement. This Order Form is subject to the terms and conditions specified in the RingCentral Master Services Agreement (MSA) incorporated into the Region 4 Education Service Center (ESC) Contract # R200902 for Unified Communications as a Service (UCaaS) with RingCentral Inc. Effective: October 1, 2020 at its Appendix B, found at: httDs://public.omniaDartners.com/suooliers/rinacentral/contract-documentation#c38627. and administered by OMNIA Partners for Region 4 ESC. A separately executed MSA is NOT required between Customer and RingCentral. The following Attachments to the MSA are incorporated into and form a part of the MSA applicable to this Order Form: • Exhibit A -- Definitions • Service Attachment A — RingCentral Office • Service Attachment B — Professional Services Agreement • Attachment C — Service Level Agreement for Office Services * Attachment F — Security Addendum 2. Contract Number R200902 must appear on: a. RingCentral quotations; b. Customer's Purchase Order; and c. The RingCentral invoice. 3. Venue and Choice of Law is Florida. 0. RingCentralRingf .-1,w d Inc. 20 Davis Drive Belmont. CA 94002, United Slates CONFIDENTIAL: This document contains information that is the conWenttal and proprietary properly of RingCenrral Neither this document nor the information herein may be reproduced used or distributed to ❑r for the benefit of any third party without the prior written consent of RingCentral or putsuant to a ConfidentfaNy agreement This quote is not binding until accepted in writing by Customer and RingCentral. 202 of 267 IN WITNESS WHEREOF, the Parties have executed this Initial Order Form above through their duly authorized representatives. Customer RingCentral City of Sebastian RingCentral, Inc. By: By: Name: Name: Carson Hostetter Title: Title: SVP, Field Sales Date: Date: .t RinglCentral RingCentral Inc 20 Davis drive, Belmont, CA 94002, United States4 CONFIDENTIAL This document contains information that is the confidential and proprieta� y property of Rin_gCenrrat Neither this document nor the information herein maybe reproduced. used or distributed to or for the benefit of any third party without the prior written consent of RingCentral or pursuant to a confidentiality agreement This quote is not binding until accepted in writing by Customer and RingCentral. 203 of 267 Project Cost Overview TTThe RingCentral pricing is summarized below Item Initial Cost Next 4 Years Total Monthly Service*' - $116,703 $116,703 Phones $16,720 - 16,720 Professional Services 10,058 - 10,058 Other Equipment*2 25,000 - 25,000 $51,778 $116,703 $168,481 Results rounded up to the next dollar *1 The monthly service charge is $2,593.08 for 48 months. However, a credit of $7,809.24 is provided by RingCentral and is applied to the monthly service costs, which reduces the cost over 4 years to $116,703. The costs listed below are currently being paid and will be replaced by this upgrade Vendor Description Monthly Cost Annual Cost AT&T Club Bill $ 587 $ 7,044 DMS Suncom 1,000 12,000 AT&T Cemetery Change 130 1,560 AT&T Signshop Fax 10 120 Verizon OneTalk & Cell Phones 411 4,932 $ 2,138 $25,656 Results rounded up to the next dollar *'`Other Equipment includes the cost of replacing (4) network switches at the cost of S 21,314.88 204 of 267 CM OF SE ;9&1 W HOME OF PELICAN ISLAND EXTRAORDINARY PROCUREMENT CERTIFICATE An Extraordinary Procurement Certificate is required whenever there is intent to have an exception made for an Emergency, Single Source or Sole Source purchase, below $15,000. Should the intended purchase not conform to at least one of the definitions below, refer to Threshold Requirements to determine the process for the purchase. An Emergency purchase is defined as an unexpected turn of events that causes immediate danger to public health, safety and public property; or an interruption of essential governmental services or City operations. A Single Source purchase is defined as the purchase of required good/service from one source because of City standardization, warranty or other distinctive factors (provide details). A Sole Source purchase is defined as having only one practical source for the purchase of the required good/service (attach Sole Source Letterfrom vendor or manufacturer). Fully completed Certificates are subject to review and approval by the Procurement/Contracts Manager and City Manager DATE: 9 — Z Z 1 TO: AAR-ARhrio Hawn. c [41�4 DEPARTMENT HEAD: I� ,e/Y! G t� C L �r c. 2 DEPARTMENT:I'L L S ! TYPE OF PURCHASE: Emergency Single Source o e Source PROPOSED VENDOR: 4�q f K r -z ,mod 1-I" C� l ITEMS OR SERVICES / t REQUIRED: JUSTIFICATION FOR EXCEPTION TO NORMAL PROCUREMENT PROCEDURE: CERTIFICATION OF AVAILABILITY/NECESSITY I hereby certify that I have thoroughly reviewed the facts and circumstances of this requested purchase and that (tl the Department has an urgent need/emergency for the purchase of the goodslservices and the emergency is such that a delay through the use of normal competitive procurement methods to acquire such good /service! would not be in the public's best interest and would be detrimental to the City; I2) due to the City's standardization, warranty or other distinctive factors only one source is available or (3) the supplier of the goodslservices requested is the sole source supplier. Submitted: Date: -/J Department Head Signature Approved: 34, Date: Z ` Z _ r, CPPB, MBA ProcurgnaentlCon/tracts Manager Approved:/ Date: �-21 f _,,Kaul E. Carlisle, City Manager 205 of 267 X , SEB W1 iiosii4Fri[ICA%RAtiL71 CITY COUNCIL AGENDA TRANSMITTAL Council Meetina Date: September 8, 2021 Aqenda Item Title: Approve a "Sole Source" contract with DOF Creations, LLC purchase of (4) Fortinet Switches at cost of 521,314.8E Recommendation: Staff recommends approval of the Sole Source purchase of the (4) network switches. Backaround: Tile MIS division is looking to replace (4) older switches to provide the necessary internal infrastructure updates needed to support the new phone systern. Fortinet, [tie switch manufacturer,determined the appropriate hardware that is required to support the new phone system. Fortinet then "assigned' one of their dealers, DOF Creations, LLC, to provide the hardware and maintain our schedule for the replacement of the switches and the phone system. In accordance with Section 2-10 (c) (3), a contract may be awarded for goods or services without competitive bids when the purchasing officer determines in writing that there is only one practical source for the required item In this case. DOF Creations. LLC, is the only source that the manufacturer approves. If Aqenda Item Reauires Exnendilure of Funds: Budgeted Amount: S100.000 Total Cost: S21,314.88 Funds to Be Utilized for Appropriation: Discretionary Sales Taxes Attachments: 1. Quote at NCPA Pricing from DOF Creations Administrative Services Department Revlewa: f City Attorney Review: Procurement Division Review, faapplicab i City Manage Authorization: Date: � /,L 1 - — 206 of 267 Company Name AOF Creations Prepared By Saeed Gordon Phone (813)486-8931 Email sbgordon@dofcreations.com Company Address 5810 Shelby Oaks Dr. Memphis, TN 38134 US Contact Information Quote Name (Q-21727) City of Sebastian: FortiSwitch Account Name City of Sebastian Florida Expiration Date 11/1/2021 Contract: NCPA 0 1 -97 Bill To Name City of Sebastian Florida Ship To Name City of Sebastian Florida Bill To 1725 Matn St Ship To 1225 Main St Sebastian, Florida 32958 Sebastian, FL 32958 United States US Product Product . . FortiSwitch-448E-FPO E FS-448EFPOE 4.00 $3,103.41 $12,413.64 24x7 FortiCare (FortiSwitch-448E-FPOE) FC-10- S44817- 247-02-60 4.00 $1,803.75 $7,215.00 FS-400 Series License FS-SWLIC- 400 4.00 $193.56 $774.24 Fortinet Transceiver (10GE) FN-TRANSFP+ LR 4.00 $228.00 $912.00 Total Price $21,314.88 Grand Total $21,314.88 207 of 267 CR OF SO HOME OF PELICAN ISLAND EXTRAORDINARY PROCUREMENT CERTIFICATE An Extraordinary Procurement Certificate is required whenever there is intent to have an exception made for an Emergency, Single Source or Sole Source purchase, below $15,000. Should the intended purchase not conform to at least one of the definitions below, refar to Threshold Requirements to determine the process for the purchase. An Emergency purchase is defined as an unexpected turn of events that causes immediate danger to public health, safety and public property; or an interruption of essential governmental services or City operations. A Single Source purchase is defined as the purchase of required good/service from one source because of City standardization, warranty or other distinctive factors (provide details). A Sole Source purchase is defined as having only one practical source for the purchase of the required good/service (attach Sole Source Letter from vendor or manufacturer). Fully completed Certificates are subject to review and approval by the Procurement/Contracts Manager and City Manager DATE: 'j, — Z-, r 'Z 1 TO: Arnr-h'Ia.l� t-Idsel, -r-r-S, M 15A e.% DEPARTMENT HEAD: /L G /7 raj a.' le DEPARTMENT: W TYPE OF PURCHASE: ❑ Emergency ❑ Single Source ole Source PROPOSED VENDOR: !` �/ I o S' ITEMS OR SERVICES REQUIRED; JUSTIFICATION FOR EXCEPTION TO NORMAL PROCUREMENT PROCEDURE: CERTIFICATION OF AVAILABIL ITY/NECESSITY I hereby certify that I have thoroughly reviewed the facts and circumstances ofthis requested purchase and that (1) the Department has an urgent needlemergency for the purchase of the goodsiservices and the emergency is such that a delay through the use of normal competitive procurement methods to acquire such good /service: would not be in the public's best interest and would be detrimental to the City; (2) due to the City's standardization, warranty or other distinctive factors only one sourc* is available or (3) the supplier of�the goodslservices requested is the sole source supplier. Submitted: G �" �i . y Date:/�7`� Department Head Signature r Approved: �� `� Z��` K `�� Date: Z Z r, CPP 3, MBA ProcurementlContracts Manager % Approved: Date: /arul E. Carlisle, City Manager 208 of 267 arr if SEAT" HOME OF PELICAN ISLAND CITY COUNCIL AGENDA TRANSMITTAL Council Meetina Date: September 8, 2021 Agenda Item Title: Award of Bid #21-09 Professional Janitorial Services and Bid 421-10 Public Restroom Cleaning Services to Cleanspace, Inc. Recommendation: The Public Facilities Department recommends awarding Bid #'s 21-09 and 21-10 to Cleanspace, Inc. in the amount of $109,260.68 per year; and authorize the City Manager to execute a Work Services Agreement between Cleanspace, Inc. and the City of Sebastian. Backaround: The contract with City's current Janitorial and Restroom Cleaning Service contractor expires September 31, 2021. Solicitations for a new service contractor were published July 19, 2021. Eleven (11) prospective service providers submitted bids. Cleanspace, Inc. was the low bidder of the combined bids. Note: while High Sources, Inc. submitted a lower bid for Restroom Cleaning Services, because of the better references received for Cleanspace, Inc. and factoring in the advantages of dealing with a single company, both bids are recommended in favor of Cleanspace, Inc. If Agenda Item Reauires Expenditure of Funds: Total Budgeted Amount: $112,000.00 Bid 21-09: $70,676.68 Bid 21-10: $38,584.00 Total: $109,260.68 Source of Funds: City General Fund Attachments: 1) Bid Tabulation 2) Bid #21-09, response from Cleanspace, Inc. 3) Bid #22-10, response from Cleanspace, Inc. 4) Work Services Agreement Administrative Services Department Review: - City Attorney Review: Procurement Division Review, if applicable: City Manager Authorization: Date: 209 of 267 City of Sebastian, Florida Bid Tabulations Bid 21-09 Professional Janitorial Services Bid 21-10 Public Restroorn Cleaning Services Cleanspace, Inc. CL Reynolds, Inc. High Sources, Inc. Jani-King of Orlando W&G Maintenance Corp Xtreme Detail Commercial Cleaning Professional Janitorial Services BID # 21-09 $ 70,67E-68 $ 74,400.00 $ 83,448.00 $ 83,604.00 $ 97,920.00 Public Restroom Cleaning BID 021-10 $ 38,584.00 < $109,260.68 $ 48,000.00 $ 32,928,00 $ 61,152.00 $ 96,756.00 $ 106,260.00 5 96,660.00 National Janitorial Services $ Faster Than Sound, Inc. $ Batallan Enterprises, Inc. $ Management Services Corp $ Faithworlcs Total Ground Maintenance, LLC Total budget is as follows: $109,260.68 118,460.00 No Bid 122,304.00 $ 70,560.00 152,974.32 $ 113,052,00 299,376.00 $ 308,485.80 No Bid $ 83,S80.00 Clemispace, Inc. is the apparent low bidder for Bid 4Z.1-09 * HighSaurces, Inc. is the apparent low bidder for Rid 921-10 € ll Kids ary under;oing review Announcement will be made known to the company being recommended The recommended company will be reviewed by City Council for award. 210 of 267 Clean Space Response PROFESSIONALL SERVICES IF8 #Zi-09 City of Sebastian CI,EANSAddrooll.- PA �CEINC. WNeu C[ean4W Matteis! PROPOSAL FOR PROFESSIONAL JANITORIAL SERVICES ITO #21-09 cnyof 5F HOME OF PELICAN ISLAND Response BID for: City of Sebastian SUBMITTED BY: Clean Space, Inc. 3764 NW 12411 Ave Coral Springs, FL 33065 Matt Giunco, Operations Manager PHONE: 954.880.5188 FAX: 561.239.4072 EMAIL: me(cDcleansoaceonline.com Date of Submittal: August 121", 2021 @ 2:00 pm 211 of 267 t Clean Space Response PROFESSIONALL SERVICES lib M21-09 City of Sebastian August 12th 2021 City of Sebastian Attn: Scott Baker Ref: JANITORIAL SERVICES Dear Scott, Please consider Clean Space, Inc. submittal of PROPOSAL FOR PROFESSIONAL JANITORIAL SERVICES. All required and requested documents are included in this RFP package. Thank you for your consideration. We are not a franchise, we are locally owned and operated, our headquarters is in Coral Springs, Florida. Clean Space is an owner managed business, Clean Space is committed to providing cleaning services that over delivers on its promise of quality and consistent service day after day. Clean Space's Federal Tax ID Number is: 32-0338631 We believe technology is our competitive advantage, we have invested heavily to develop a custom software which keeps all expects of our business as transparent as possible for our customers, some of the items we are able to accomplish using our smart phone app includes: • Cleaners punch In and out thru GPS enabled geo fenced smart phones • Cleaners have access to their dedicated cleaning task list inside of our app, cleaning task lists can also be translated in 5 languages and its custom made per cleaner and location • Supervisors are sent alerts when cleaner is late for a shift • Cleaners can request supplies thru our smart phone app • Supervisors perform Inspections straight from the app, customers receive PDF reports via email containing pictures, comments, and recommendations • Customers may also download the app and use the message board to relay any message, comments, or special requests. Requests thru the app are replied in 10 minutes or less All the functionalities mentioned above are included at no additional charge, we are prepared to fulfill all your facility cleaning needs In an efficient and accountable manner. Sincerely, Matt Giunco Operations Manager Clean Space, Inc. 212 of 267 Clean Space Response PROFESSIONALL SERVICES ITB #21-09 TABLE OF CONTENTS Title Page Letter of Introduction Table of contents Experience Staff Qualifications Services Equipment and Products City of Sebastian 1 2 3 4 7 10 13 C 213 of 267 Clean Space Response ` PROFESSIONALL SERViCF5 ITR 821-09 EXPERIENCE. City of Sebastian Founded in 2011, Clean Space has dedicated its first 10 years in business to perfect the art of cleaning and Its operations. We are not a franchise, we are locally owned and operated, our headquarters are in Coral Springs, Florida. As an owned business, Clean Space is committed to providing cleaning services that over delivers on its promise of quality and consistent service day after day. Clean Space's Federal Tax ID Number is: 32-0338631 We service the most exclusive City Halls, Town Halls and Villages in South Florida, Broward, Collier, Martin County, Indian River County, and Palm Beach. We have over 300+ satisfied customers which include among others, Courthouses, City Parks, Agricultural Extensions Offices, CitvHolls Professional offices, Public Works, Private Properties, Head Start Schools, Department of Transportation Facilities, Museums, Police Departments. Public Libraries, Public Safety Complex, EOC Dispatch, Health Departments, and Schools. Our goal and philosophy are to ensure and delivery a high -quality Janitorial Services in Indian River, Sarasota, Saint Lucie, Martin County, Palm Beach, Broward, and Miami -Dade Counties. As we have learned through our +10 years of experience, and validated through the county's stakeholder interactions, high quality, coordinated, integrated, and person -centered Janitorial Services must be both personal and local. This guiding belief has informed our program and operational design which will feature a distributed operating model. As you will see in the enclosed bid proposal, we will maintaln the facilities throughout the City of Sebastian employing highly engaged, local janitor services, quality management, compliance, member support and provider relations staff. These staff will be hired locally in the local area and dedicated to caring exclusively for the City of Sebastian facilities and meeting the requirements of the contract. In addition, we will establish based, employing well -trained staff service. Our operations will be supported by corporately supplied resources, which provide scale, eliminate redundancy and offer added security and support, which will be critically important in the months leading up to the anticipated start date and throughout the first year of implementation. Our approach to ensuring we meet the specifications of this proposal and Scope of Services entails the features of our plan design and rigorous enterprise project management support leading up to and through the anticipated start date. The team will oversee the timely completion of activities on the implementation plan, ensure cross -team communication, identify issues, and provide weekly project status reportsto ourexecutive leadership team, to whom they are accountable. Following the implementation, we will provide ongoing management and oversight with unmatched rigor. We propose to complete a comprehensive assessment of our compliance with the Request of Proposal of Janitorial and Scope of Services, which will include a detailed analysis of process and outcomes metrics. To supplement this Internal review, ourcompany compliance and audit teams will conduct independent and objective assessments of plan compliance and will establish, monitor, and report on any associated corrective action. This rigor and discipline will ensure that we are meeting the City of Sebastian expectations and goals and, where we may have opportunity for improvement, allow us to quickly Identify and remediate. Clean Space, Inc is very qualified and assures the City of Sebastian that, It will furnish the services requires by City of Sebastlan (as defined in the Scope of Services). Ciean Space, Inc shall furnish all necessary labor, materials, equipment, tools, cleaning solutions, and supervision to thoroughly clean and sanitize all listed building areas. We are prepared to adapt this work schedule to coincide with the needs and requests of the customer provided that such requests do not alter the cost of operations. Clean Space Inc has the one of the best reputations in the industry, for the professionalism, know-how of the industry, courtesy, and reliability. 4 214 of 267 Clean Space Response PROFESSIONALL SERVICES ITB #22.09 City of Sebasll, n Clean Space, Inc provide executive and professional personnel that has prior experience at all locations. They are 100% commitment with this project. We provide staffing that has prior experience and in addition is given training orientation upon hire to ensure, quality of service. We are available 24hrs/7 days a week in case of emergencies. We have trained crews that are responsible for hard floor, carpet, and project cleaning on demand and for project work. We partner with our customers to provide specialized services as needed and can accommodate services to be provided at any time of day. All services are provided by Clean Space W2 employees, no sub- contractors are ever used. Clean Space's operations will be supported by corporately supplied resources, which provide scale, eliminate redunclancy and offer added security and support, which will be critically important in the months leading up to the anticipated start date and throughout the first year of implementation. Our approach to ensuring we meet the specifications of the Proposal. Detailed Requirements- Scope of Services entails the features of our plan design and rigorous enterprise project management support leading up to and through the anticipated start date. The team will oversee the timely completion of activities on the implementation plan, ensure cross -team communication, identify issues, and provide weekly project status reports to our executive leadership team, to whom they are accountable. Following the implementation, we will provide ongoing management and oversight with unmatched rigor. We propose to complete a comprehensive assessment of our compliance with this Proposal. Detailed Requirements- Scope of Services, which will include a detailed analysis of process and outcomes metrics. To supplement this internal review, our company compliance and audit teams will conduct independent and objective assessments of plan compliance and will establish, monitor, and report on any associated corrective action. This rigor and discipline will ensure that we are meeting the City of Dunedin expectations and goals and, where we may have opportunity for improvement, allow us to quickly identify and remediate. Before we start... We will create cleaning schedules for each cleaner at each location and share with client for approval, only then we will train our cleaners in the areas. Clears Space will follow the requested schedule visits per week at specific locations. Clean Space, Inc is prepared to adapt this work schedule to coincide with the needs and requests of the customer provided that such requests do not alter the cost of operations. Invoicing All invoicing will be itemized according to monthly work or for special tasks. Invoicing will be on the last day of the month. Payment policy is net 30 days. Supervision Adequate personnel and supervision will be furnished to ensure quality service. J 215 of 267 e Clean Space Response PROFESSIONALL SERVICES ITe M21-09 HOME OFFICE AND ORGANIZATIONAL CHART CORPORATE HEADQUARTERS LOCAL OFFICE 3764 NW 124th Avenue Coral Springs, FL 33065 Phone: 1.800.499.0116 Fax. 561.239.4072 Email: MG@Cleanspaceonline.com SATELLITE OFFICE 200016TH Av Vero Beach, FL 32960 • Inside In the Courthouse F1 City of Sebastian 6 216 of 267 Clean Space Response PROFESSIONALL SERVICES IT0 021-09 STAFF QUALIFICATIONS City of Sebastian WORK PLAN Clean Space, Inc shall furnish all necessary labor, materials, equipment, tools, cleaning solutions, and supervision to thoroughly clean and sanitize all listed building areas. STARTUP AND PHASE IN SCHEDULE FIRST DAY: We always begin with a deep cleaning of the entire facilities with enough extra crew to reach the level of cleanliness required. This initial deep cleaning is done at no extra charge Startup: Since this project involve a large area of cleaning, we will implement a phase plan, starting with the principal areas, then phasing the rest of the facility within 7 days or less, depending on operational constrain. INSPECTION PROCEDURES. �I The Project Manager will perform unannounced inspections at different times of the day. This practice assures CLEAN SPACE'S high standards and encourages feedback from our customers. All inspections will be done thru our smart phone app called swept, customers will receive detailed PDF inspections For the past 10 years, Clean Space has consistently demonstrated our ability to improve quality of care, Janitorial outcomes, and janitorial care costs for our government partners and those to whom they have entrusted with our care. Our experience and proven success coupled with our approach to meeting the requirements of the contract and delivering high quality care, which are detailed in the enclosed RFP proposal, will improve quality outcomes and efficiencies across the janitorial services delivery system. We look forward to partnering with to coordinate care and provide quality outcomes for the janitorial services in the facilities. Clean Space, Inc provide executive and professional personnel that has prior experience at all locations. They are 100% commitment with this project. We provide staffing that has prior experience and in addition is given training orientation upon hire to ensure, quality of service. We are available 24hrs/7 days a week in case of emergencies. We have trained crews that are responsible for hard floor, carpet, and project cleaning on demand and for project work. We partner with our customers to provide specialized services as needed and can accommodate services to be provided at any time of day. All services are provided by Clean Space W2 employees, no sub- contractors are ever used. Clean Space, Inc is owned by a husband and wife team. Jessica Giunco is president and Matt Giunco is Director of Operations. Jessica Giunco background is in accounting, having worked for accounting departments for fortune 500 companies prior to starting Clean Space. Matt Glunco has 15 years experience in the commercial janitorial industry. Matt has worked his way up from janitorial worker to supervisor to Area Manager to Regional Manager for a national janitorial company prior to opening Clean Space with his wife Jessica Giunco. The staff (Project manager, supervisors and janitors) of Clean Space Inc., are responsible to perform and follow up the scope of services in daily, weekly, monthly and semi -Annual basis as described in this BID package, sign in -out every day through our application, and make sure the facilities are secure and report any incident immediately. the staff designated for Request of Janitorial Services will comply with the Detail Requirements -Scope of Services, 217 of 267 The personnel have the authority to manage the operational performance with the best interest of the City of Sebastian '.I.::•..:: i— :]:::! !'!- ivi" F:.,:-..:.^fi w — - ._/_ _:l!L. n :'.: - !-•• _ -_— — .1::-�J3 w:.. ��u.sa.:..av ii s[i ss—�.a��u s.�_. ii ss...]ii..0 ] �uu[.s [ �_—.itas.s1L - tr_ - ^i+..: �r»r vrvi.vi.i :yell l•.` ul- ays _udily a ail%:`~I� tee] ii'i snir-n€Ip1-Ff. n+... F }Ef7 - :�ER'S RFtI rVIANAGER EAFERiENCF Tho Drn';n .r]nnanor hoc aye ienrn in +4=i� Irt rli�ctn] Ilac±ho ability ±n i,, Zip+hw hoc+nrnritirtc port rrenr.i r.e. eniiimm�nt to be used, provide MSDS, schedule the monthly and semi-annual schedules of cleanings report any incident or concern, e€Jhmit rConr#E in6ragina vvnrk rmmt)inrit)n: Pddrecs with nvi— rr�Ixr any cniijs n inriAnnt me ennn ac nnat6hir% n_ ilaiitil rnntrni walk-,- thrmiah with c,unprvisor on wppkly ha -is and keen a Pond communiratinn with client HP i-, availahlp 24/7 for client and cleaning crew. The,Q#�c?- �Oiesi{}-viDsments-Sa of setc:- ResponsihiiitiP-, of Project Manager-, • : r a s rites n .r.-. _ - " •s __ rsrj._C" lvlk�ina=s _ ll P �__;_ .€3_!hle i-- _]i_-a€r€rso tit +i= �.t,l€fat€ - '-- -. t_+��itr_i :-re ri�r15!_;er ind properly performed. • The Prnjec-t Manager is responsible for all required clorrimentation and for keeping the documentation. updated = il5 sr {{i�Ei:l J'J3:5risL�f =__c �V4 E4iIl :ii•[ ui�iriiyiii-rf t�:!{i: ii {'YI€ �?ESi,rF-'s=liiii 1. tilt i-?ems -:?- E:::Liil'SF€Fl zi !o. :�pi]_cL•c ?i5F F'i i£li f5i9:?SFr. dtUdbbit?ii1Ly twenty-iour (24) itour5 per clay and seven (1) ddy5 per week. • The Project Manae-pr will he interacting with the Atithonty daily if necessary. it-ic i .�j i.L JLr€aiFcj_,.-.� �= El'21F1iIi ?... i-ilarF J=€:F=e'i. {:.tiFTi iii•�= Eteraie 10 €][2 }]C-c€'et €iy ifeii tta f�iiilZe calcJidar, and Oilier connn oo buslne&s software. • The Prnjert Manager is equipped with a motor vehicle to ensure mobility between locations. _ €J-r'� i _ €vi c?n�?aL'fi:i E7 L' F��'=f:i s:_ _=s•.€�` it}IIrF k. FL: '.-.€"t 5 fa_'_:ifi'y' r`iu'?r£<<•{??:-:r...iL11_lcrL !_G[ __ iris i:ss_slri�ti e�i t mutudiiy agreed upon. • Project Manager will be handled directly the problems and/or complaints with the Purchasing; Manager and the LEfi tr_i o___i U! its i"',.it�..L FYidi tr3l<c] ai itJr i.it Ci=:� � � �I'v l_sE.ii �. a Responsible for ensuring that ail' employeP5 are complying, always, with Terrn5, Conditions arld 7peclfications outlined in this Request for Proposal. _.._iLit.: tU�: i....ca is :r, it}v 4. s tf __=F'C: Lfi •L'^:,ii:. Licitij� i.. ss:at2. a it ib dvdtidble Lit bl.rrcdk dnd read Ciigliali. The Project Manager has knowledge of methods used in the cleaning of buildings and the occupotionoi hazards and sojety rules and reguiativns. SUPERVISORS EXPERIENCE. Tile Supeivibui [€rust Ii pt::41, that the jolt exceeiiilig ditvil6s exptCItatior-is also repulE any incident, luck floors, dleLk inventory, follow up the MSDS, the mix and/or use of cleaning }products, report spills to be address as soon as possible, fcrlg,.:v €aII ;sriA c';s:iri ;, €Jiii::si' €3 ; id far ::, alarn:r .- jlirrf �rFy s.t riL:r:rri t� 'a i;ji %t niri.:: F r, kz:i''L: ;::lily `rJ iftCii acfii itic dii{i ii€i'y ULIILr d:aSi il1IILNIts. Ti.0 ul,3orviool•a iidw: C-Xpp .:r If:ricc in. i-lis Indu5ir. y.. n G 218 of 267 Clean Space Response PROFE55IONALL SERVICES ITB 921-09 City Ot seba5tian They have the knowledge of the standard methods, equipment, and supplies used in largescale janitorial activities of the service, have knowledge of the qualities, adaptabilities, and uses of common tools, equipment, and materials used in cleaning and maintenance activities. The Supervisor has knowledge of methods used In the cleaning of buildings and the occupational hazards and safety rules and regulations Clean Space Inc and will comply with the Detail Requirements -Scope of Services. • The Supervisor will be full knowledge of the Contract requirements and cleaning procedures. • Will be report directly to the Contractor's Project Manager. • Will be inspected and coordinate the custodial work with Team Leader. • The Supervisor will be complete a walk-thru after each service to confirm that the defined quality and scope of services performed. • Will be reporting any building and/or infrastructure issues or problems on nightly basis. • All janitorial -related issues will be corrected by the next cleaning visit. Any emergency with the building/infrastructure that require immediate attention must be reported to Dispatch. • The Supervisor will be required to maintain a daily work log. • Any issues and corrections will be directed through the City's contract administrator. • Responsible for the instruction and training of personnel in proper work methods and procedures. • Schedule and coordinate all services and functions as required by the contract and as specified in the Task Schedules with the Contract Administrator. • Responsible for the security of the building including checking all windows and doors at the conclusion of the work in each area. • Check all exterior doors and make sure they are closed and locked. • Special care will be taken to ensure that buildings and rooms are not left unlocked, open, or unattended at any time. • Buildings with alarms will be armed immediately at the conclusion of the work. • Make sure that all personnel are not allowed in the facilities outside of their normal working hours unless they are performing work. • Request to the City's contract administrator all necessary Keys/key cards for the employees designated employees to this contract. • Reported any loss of keys/key cards at the time of each lost key/key card to the City's contract administrator. • Reported immediately to the Project Manager problems dealing with unauthorized or suspicious persons, conditions indicating theft, breaking or vandalism, situations such as: fire, smoke, unusual odors, broken pipes, or floods, and take appropriate safety measures. • Request to the City's contract administrator all necessary Keys/key cards for the employees designated employees to this contract. • Reported any loss of keys/key cards at the time of each lost Ivey/key card to the City's contract administrator. • Reported immediately to the Project Manager problems dealing with unauthorized or suspicious persons, conditions indicating theft, breaking or vandalism, situations such as: fire, smoke, unusual odors, broken pipes, or floods, and take appropriate safety measures. 0 219 of 267 Clean Space Response PROFESSIONALL SERVICES ITR 921-C9 City of Sebastian Proposed Personnels and Staff Qualifications Clean Space guarantees that assigned supervisors and team leader will fully speak, write, and read English and Spanish. Clean Space also confirms that the individuals mentioned below will conduct all required background checks including level 2 background checks. Clean space understands the requirements explain in the Detailed Cleaning Specifications Scope of Services and will comply during the term of the contract. Please see below for proposed organizational chart for this project. Matt Giunco —Operations Manager 1 Tina Hernandez -- Regional Manager 1 Pending to Hire —Supervisor Janitorial Staff SERVICES (Include similar projects) Martin County Parks and Recreations. City of Boynton Beach. Town of Jupiter Town of Juno Beach Village of Indiantown. Town of Cutler Bay. City of Sunny Isle City of South Miami Indian River County (Courthouse and library) Sarasota Public Restrooms and Buildings (Recently award start on July 1211, 2021) City of West Melbourne 10 220 of 267 Clean Space Response PRbFE5510NALL SERVICES ITB 921-09 PROPOSAL REQUIREMTS City of Sebastian Clean Space will begin by walking all locations in order to create our custom cleaning schedule for each custodian. Each custodian will have a customized cleaning schedule which they will have with them at all times inside of our smart phone app, cleaning schedule can be translated in 5 different languages. Each custodian will be responsible for a specific area, they are not allowed to work together, unless requested by customer or supervisor for a special task. Custodians with specific areas and cleaning schedules allows us to weed out any weak cleaner in our team, if problems is always coming from an specific area we know who to talk to therefore give some extra training and If necessary terminate the custodian and start a new one. Our company have a quality control program to assure that the requirements of the contract needs. We customized inspection forms will also be created, they are to be utilized by our supervisors to conduct daily, weekly and biweekly inspections. All inspections will be emailed to facility director or designated contact, they will be in a PDF format and will contain pictures, comments and a overall level of performance, and will be file in the system. The inspections systems will be covering all services stated in the specification of this contract and include all the areas to be inspect on a schedule basis. The systems use by the company name SWEPT will be identify deficiencies in the quality of the performed and can correcting the same. Customer will also be trained on how to utilize our application in order to submit comments, concerns or special requests. Any information sent by customer thru the app will be responded in 10 minutes or less by our onsite team. All locations serviced by our team will have the same approach explained above and they will be training to reported any emergencies, any missing or damaged furnishing or equipment. As soon the company award the contract we are very comminment to send the complete Safety Programs and the Green Clean program that company use such as green products, equipment and procedures will being implemented. (During the transition plan 30 days). PROJECT WORK If we have 30-days from award notice to start-up, the following project key tasks and activities leading up to the start-up and the anticipated duration of these tasks to ensure a smooth start-up at each facility: f. " 221 of 267 Clean Space Response PUBLIC RR CLEANING SERVICES ITB 421-10 DAYS UNTIL START UP TASK/WEEK �NollfreaRon of Award Maeti ng with the client to review the orioritvs lWdlthrougth all Facilities to checklanitorlaI, Rooms Make list of all Materials and Equipments lBegin interview & staff Hire staff for the project and fill out documets Order paper products, chemicals, and eouioments ISartprocess of Background tow for permision to the Client to show each location to thestaff IStartTraining new staff ■ ccordi nx with the Scooe of IAsslgrsed task a nd positions Development contingency plan forslaftina,material, and Set up App I n a It safrs phone for scheduled and assiaments IBeview schedules and tasks ITralningon Site Foci] itim Set up all materials and soul Pments on s ite (Uniforms to the new staff and ID Badxes IPrepare C.O.11 Bonds Phase Plan. Start up Deep Cl ea ning startl ng with the orincloal areas Project Manager wil I be conduct a Quality Inspections Review the Progress of the First Week IAdjustSchedules for the Staff Iidentify Needs City of Sebastian wErlt AFTER 1 2 3 4 Based on the activities scheduled to start the project, some aspects such as contracting, supplies, operational planning and schedule preparation, evaluation of training requirements and unique building -specific requirements are detailed below. Before the start, supplies and equipment will be scheduled for delivery to each building, and cleaning storage areas are established. The cleaning team assigned to each site will receive additional on -site training and orientation. Regional Manager Supervisor Cleaning staff Backup Special Services (Techniclans) Total Staff assigned STAFF WILL BE ASSIGNED TO CITY OF SEBASTIAN Quantity Time project 1 24/7 1 24/7 T Hours need to complete the cleaning 2 As needed Z As needed 13 12 222 of 267