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02/27/2023Monday, February 27, 2023 9:00 AM City of Clearwater Main Library - Council Chambers 100 N. Osceola Avenue Clearwater, FL 33755 Main Library - Council Chambers Council Work Session Work Session Agenda February 27, 2023Council Work Session Work Session Agenda 1. Call to Order 2. Presentations Police Oaths2. 1 3. Human Resources Cultural Assessment Presentation - Kaleidoscope Group (WSO)3.1 Approve agreement for Executive Search Firm Services between the City of Clearwater and GovHR USA for city manager recruiting services, pursuant to Clearwater Code of Ordinances Sec. 2.561(5), Small Purchases, and authorize the appropriate officials to execute same. (consent) 3.2 4. Police Department Approve an Event License Agreement between Jones Lang LaSalle Americas, Inc, in its capacity as agent for the owner of the premises known as Countryside Mall, located at 27001 US Highway 19 North, Clearwater, Florida, and the City of Clearwater Police Department for the purpose of hosting a Shred-A-Thon and Operation Medicine Cabinet event on April 22, 2023, located at the Countryside Mall and authorize the appropriate officials to execute same. (consent) 4.1 Amend the Clearwater Code of Ordinances, Section 28.10, establishing a vehicle safety zone for Bread and Roses Woman’s Health Center at 1560 South Highland Avenue and pass Ordinance 9665-23 on first reading. 4.2 5. Fire Department Authorize a purchase order to Municipal Emergency Services (MES) of Pinellas Park, FL, for Personal Protective Equipment for Clearwater Fire and Rescue (CFR) personnel in an amount of $271,060 for term March 2, 2023 through July 31, 2023, pursuant to Clearwater Code of Ordinances Section 2.563 (1)(c), Piggyback, and authorize the appropriate officials to execute the same. 5.1 6. Planning Approve the annexation, initial Future Land Use Map designation of Residential Low (RL) and initial Zoning Atlas designation of Low Medium Density Residential (LMDR) District for 2635 Woodring Drive and pass Ordinances 9659-23, 9660-23, and 9661-23 on second reading. (ANX2021-11018) 6.1 Page 2 City of Clearwater Printed on 2/23/2023 February 27, 2023Council Work Session Work Session Agenda 7. Information Technology Approve a purchase order to PowerNet, Inc. of Cincinnati, OH for software and telephony licensing, maintenance services and professional services for a three-year term beginning April 1, 2023 through March 31, 2026, in the not to exceed amount of $808,597.42 pursuant to RFP 06-23, and authorize the appropriate officials to execute same. (consent) 7.1 8. Public Utilities Provide direction regarding consolidating the three Water Reclamation Facilities as recommended in the WRF Master Plan. 8.1 9. City Clerk Appoint Marquita Humphrey to the Clearwater Housing Authority Board, as the public housing recipient representative, with a term to expire March 2, 2027. (consent) 9.1 Appoint Robert Kenne to the Municipal Code Enforcement Board to fill an unexpired term through October 31, 2024. (consent) 9.2 Appoint Charlene Harrison, as the Creative Pinellas representative, to the Public Art and Design Board to fill the remainder of an unexpired term through February 29, 2024. (consent) 9.3 Appoint an individual to the Community Development Board to fill an unexpired term through February 29, 2024 and an individual with a term to expire March 2, 2027. 9.4 Appoint an individual to the Library Board with a term to expire March 2, 2027. 9.5 Appoint an individual to the Airpark Advisory Board to fill the remainder of an unexpired term through April 30, 2025. 9.6 10. City Attorney Create a City Council rule relating to the receipt and acknowledgement of citizen comments submitted electronically and adopt Resolution 23-04. 10.1 11. City Manager Verbal Reports 12. City Attorney Verbal Reports 13. Council Discussion Item Page 3 City of Clearwater Printed on 2/23/2023 February 27, 2023Council Work Session Work Session Agenda City Council Salaries - Councilmember Teixeira13.1 Clearwater Historical Society Agreement - Councilmember Allbritton13.2 14. New Business (items not on the agenda may be brought up asking they be scheduled for subsequent meetings or work sessions in accordance with Rule 1, Paragraph 2). 15. Closing Comments by Mayor 16. Adjourn 17. Presentation(s) for Council Meeting Youth Arts Month Proclamation 2023 - Clearwater Arts Alliance, Inc. Co-Presidents, Roberta Klar and Beth Daniels. 17.1 Irish American Heritage Month 2023 Proclamation17.2 Page 4 City of Clearwater Printed on 2/23/2023 Cover Memo City of Clearwater Main Library - Council Chambers 100 N. Osceola Avenue Clearwater, FL 33755 File Number: ID#22-1477 Agenda Date: 2/27/2023 Status: Agenda ReadyVersion: 1 File Type: PresentationIn Control: Council Work Session Agenda Number: 2. 1 SUBJECT/RECOMMENDATION: Police Oaths SUMMARY: APPROPRIATION CODE AND AMOUNT: USE OF RESERVE FUNDS: Page 1 City of Clearwater Printed on 2/23/2023 Cover Memo City of Clearwater Main Library - Council Chambers 100 N. Osceola Avenue Clearwater, FL 33755 File Number: ID#23-0080 Agenda Date: 2/27/2023 Status: Agenda ReadyVersion: 1 File Type: Action ItemIn Control: Human Resources Agenda Number: 3.1 SUBJECT/RECOMMENDATION: Cultural Assessment Presentation - Kaleidoscope Group (WSO) SUMMARY: Page 1 City of Clearwater Printed on 2/23/2023 © THE KALEIDOSCOPE GROUP. CONFIDENTIAL AND PROPRIETARY. DO NOT DISTRIBUTE. DIVERSITY, EQUITY & INCLUSION INDEPENDENT ASSESSMENT FINDINGS CITY COUNCIL EXECUTIVE SUMMARY PRESENTATION February 13, 2023Presented by: The Kaleidoscope Group, LLCChristina Georgas, COODr. Jessie Lee, Executive Consultant Challenge how we think and operate to meet the changing needs and desires of our community, partners, and employees. Better reflect the communities we serve today and tomorrow across all staffing levels and functions. Provide exceptional service to all communities, specifically underserved populations. Improve work products and ideas from a diverse workforce. Reinvigorate a positive, supportive culture which minimizes risk from making mistakes and effectively manages conflict among employees and/or with the community. Be a workplace destination for all staff to walk their path to success so the pipeline of talent is robust and engaged. Leverage DEI as a competitive advantage to elevate the brand, mission, and impact both internally and externally. Tell a compelling story that everyone can relate to and contribute. 2 FIRST, THE CASE WAS MADE: HOW DEI CAN SUPPORT CITY ADVANCEMENT AND SUCCESS © The Kaleidoscope Group, LLC. All rights reserved. No duplication without written permission. 3 The City of Clearwater is committed to providing opportunities to all walks of life to empower our employees and their goals by creating a thriving community of shared voices and diverse thought. VISION OF SUCCESSA DEI Vision of Success for the City of Clearwater serves as your North Star. It connects DEI to City values and mission and demonstrates clear commitment. And most importantly, your Vision of Success serves to guide city leaders and employees in decision making from smaller choices to your long-term strategic plan. THEN A VISION OF SUCCESS WAS DEVELOPED © The Kaleidoscope Group, LLC. All rights reserved. No duplication without written permission. Note: The Vision of Success Session was held on May 3, 2022, with city Senior Leaders. 4 DEI ASSESSMENT OBJECTIVES The next step was to assess the culture, workforce representation, and people practices to connect the dots between the current challenges the city faces, your DEI Vision of Success, and how DEI can support positive impact. Specifically, the assessment’s OBJECTIVES were to identify strengths and opportunities that can be used to provide data-driven recommendations on actions that will… Ensure a safe space where all can feel respected and have a sense of belonging Promote an organizational culture which embraces diversity,equity, inclusion, and belonging Champion inclusive practices Make intentional decisions through equitable lenses regarding recruiting, hiring, and retention © The Kaleidoscope Group, LLC. All rights reserved. No duplication without written permission. 5 DEI ASSESSMENT AREAS OF FOCUS HR DATA ANALYTICS TALENT MANAGEMENT REVIEW DEI SURVEY FOCUS GROUPS AND INTERVIEWS DIVERSITY EQUITY INCLUSION Over 32 Interviews with Leaders across 18 departments –align on priorities and needs, understand leadership perspective on current state of DEI DEI Survey –June 2022,entire employee population with a 70% completion rate Focus Groups –August 2022, conducted 22 focus groups including 100+ individuals from seven departments and demographic groups Talent Management Review -review of approximately 40 documents, city website, and 6 interviews with HR stakeholders EEO Investigations –a total of 174 were reviewed HR Workforce Data Analytics –analyzed ATS and HRIS data to measure representation across the talent management cycle KEY ACTIVITIES (FEBRUARY –AUGUST 2022) © The Kaleidoscope Group, LLC. All rights reserved. No duplication without written permission. Note: The city department structure has changed since the assessment was completed. THERE IS CONSIDERABLE DISPARITY IN SCORES FROM THE 2021 ENGAGEMENT SURVEY CONDUCTED BY THE UNIVERSITY OF SOUTH FLORIDA 6 38% 44% 54% 60% 71% 78% 84% 85% 89% 92% I rarely experience stress at work. Overall morale among city employees is high Morale is generally good among employees in my department. Clearwater has a positive work environment. I would encourage others to work for the City of Clearwater. My values match with the values of the city. The City of Clearwater is a good place to work. I find meaning in my job. I like my job with the City of Clearwater My job is important to the mission of the city. No definition of morale was found in review of the University of South Florida report provided by Clearwater © The Kaleidoscope Group, LLC. All rights reserved. No duplication without written permission. Source: November 2021 Engagement Survey conducted by the University of South Florida. 671 responses were received. DEI SURVEY FINDINGS PROVIDE A MORE DETAILED PERSPECTIVE ON THE ORGANIZATIONAL CULTURE 7© The Kaleidoscope Group, LLC. All rights reserved. No duplication without written permission. 8 •Connection and commitment to city mission and values •Employees are proud to work at the City of Clearwater •Most employees like their jobs •Many employees appreciate the camaraderie and teamwork they share with coworkers from all different backgrounds •DEI is intentionally considered within many key talent management practices •DEI infrastructure in place represents the city’s commitment to the work •The City Manager and Leaders view DEI as a key driver for effectiveness, sustainability, and success •Sponsored events and efforts across many areas of the city is a sign of the city’s appreciation of its diverse talent and community KEY STRENGTHS SUPPORTING DEI SUCCESS © The Kaleidoscope Group, LLC. All rights reserved. No duplication without written permission. •Lack of representation for key groups (e.g., women and Hispanic/Latinx) in many departments and some roles, as compared to local cohort* availability •Limited Office of Diversity and Equity Services (ODES) resources with accountabilities for both EEOC complaints and DEI initiatives negatively impact the team themselves and outcomes •Need consistent performance reviews for all with clear, fair measures and manager development •Challenges related to equity and inclusion negatively impact organizational culture and create a pervasive lack of trust •Senior Leaders and Management have perceptions of critical DEI issues at the city that differ considerably from Supervisors and Individual Contributors 9 KEY AREAS OF OPPORTUNITY FOR DEI IMPROVEMENT REPRESENTATION ODES SUPPORT CULTURE TRUST *US Census Data 2020 for civilian labor force 16+ years of age. County cohort comprised of Hernando, Hillsborough, Manatee, Pasco, Pinellas, Polk, and Sarasota counties. © The Kaleidoscope Group, LLC. All rights reserved. No duplication without written permission. © The Kaleidoscope Group, LLC. All rights reserved. No duplication without written permission.10 REPRESENTATION •Promote DEI •Attract More Hispanic/Latinx, Asian, and Female Candidates •Create Specific Additional Hiring Measures •Increase Management and Senior Leadership Representation PERFORMANCE FEEDBACK •Develop Regular Performance Appraisal Process •Provide Training For People Managers •Establish Clear Communications For Performance Expectations •Support Equitable Promotion PEOPLE DATA •Apply More Rigor to HR Data Management •Leverage the Data You Have •Increase Employee Voice with Data Insights ORGANIZATIONAL CULTURE •Formally Recognize the Cultural Issues •Increase Accountability for DEI •Develop the Ability to Have a Voice •Provide Additional Supports for Inclusion and Belonging LEADERSHIP •Reinforce Message about Commitment •Establish Accountabilities and Ensure Transparency •Develop Leader Awareness and Skills OVERVIEW OF KEY FOCUS AREAS FOR IMPROVEMENT © The Kaleidoscope Group, LLC. All rights reserved. No duplication without written permission.11 OFFICE OF DIVERSITY & EQUITY SERVICES •ODES Resourcing and Infrastructure •ODES Strategic Responsibilities DIVERSITY LEADERSHIP COMMITTEE •Include All Five DEI Strategic Focus Areas Included In City DEI Strategic Blueprint •DLC Reboot DEI SUPPORT •Inclusive Communication •DEI Education •Build DEI Brand •Expand Support OVERVIEW OF KEY FOCUS AREAS FOR IMPROVEMENT CONTINUED Clearwater Next Steps for DEI •Share Assessment Findings with Leaders and Staff •Complete the DEI Strategic Roadmap: •DEI Strategic Framework •Department DEI Action Plans developed by Leaders based on Assessment •DEI Education Roadmap •DEI Measurement Scorecard •Integrate the DEI Strategy to Overall Strategic Plan •Communication Plan •Relaunch the Diversity Leadership Committee © The Kaleidoscope Group, LLC. All rights reserved. No duplication without written permission.12 © THE KALEIDOSCOPE GROUP. CONFIDENTIAL AND PROPRIETARY. DO NOT DISTRIBUTE. Q&A © THE KALEIDOSCOPE GROUP. CONFIDENTIAL AND PROPRIETARY. DO NOT DISTRIBUTE. DIVERSITY, EQUITY & INCLUSION INDEPENDENT ASSESSMENT FINDINGS CITY COUNCIL EXECUTIVE SUMMARY PRESENTATION February 13, 2023Presented by: The Kaleidoscope Group, LLCChristina Georgas, COODr. Jessie Lee, Executive Consultant Cover Memo City of Clearwater Main Library - Council Chambers 100 N. Osceola Avenue Clearwater, FL 33755 File Number: ID#23-0079 Agenda Date: 2/27/2023 Status: Agenda ReadyVersion: 1 File Type: Action ItemIn Control: Human Resources Agenda Number: 3.2 SUBJECT/RECOMMENDATION: Approve agreement for Executive Search Firm Services between the City of Clearwater and GovHR USA for city manager recruiting services, pursuant to Clearwater Code of Ordinances Sec. 2.561(5), Small Purchases, and authorize the appropriate officials to execute same. (consent) SUMMARY: In January 2023, an informal request for responses for executive recruiting services was issued to five firms. Two qualified responses were received and evaluated by HR staff. GovHR USA was selected to serve as the executive recruitment firm to handle the recruitment of the City Manager. This agreement includes the following: development of a position profile, advertising, and candidate outreach, applicant screening and assessment; recommendation of semi-finalists; comprehensive background and reference checks; onsite interviews, and negotiation assistance. The $26,500.00 authorization is an all-inclusive professional fee, and the timeline from kickoff to candidate appointment is estimated to be 14 weeks. In addition to professional fees, travel will be billed as incurred, with prior approval from the City. APPROPRIATION CODE AND AMOUNT: Funds are available in cost code 0109902-530100, professional services, to fund this contract. USE OF RESERVE FUNDS: N/A Page 1 City of Clearwater Printed on 2/23/2023 THE CITY OF CLEARWATER, FLORIDA Request for Proposal City Manager Recruitment & Selection January 19, 2023 630 Dundee Road Suite 225 Northbrook, IL 60062 Primary Contact Person: Laurie Pederson Director of Administrative Services 847-380-3198 LPederson@GovHRusa.com 2 Table of Contents Tab 1 - Cover Letter....................................................................................................................................... 3 Tab 2 – Experience of Firm and Project Personnel ....................................................................................... 5 Our Team ...................................................................................................................................................... 5 Tab 3 - Project Methodology, Approach and Timeline ................................................................................. 7 Phase I: Position Assessment, Position Announcement & Brochure........................................................ 7 Phase II: Advertising, Candidate Recruitment & Outreach ....................................................................... 7 Phase III: Candidate Evaluation & Screening ............................................................................................ 8 Phase IV: Presentation of Recommended Candidates ............................................................................. 8 Phase V: Interviewing Process & Background Screening .......................................................................... 8 Phase VI: Appointment of Candidate ........................................................................................................ 9 Project Timeline .......................................................................................................................................... 10 Commitment to Diversity, Equity & Inclusion in Recruitments .................................................................. 10 The GovHR Guarantee ................................................................................................................................ 11 Optional Services ........................................................................................................................................ 11 Tab 4 - References....................................................................................................................................... 12 Tab 5 – Cost of Service ................................................................................................................................ 14 Contract Signature Page ............................................................................................................................. 15 Tab 6 - Forms .............................................................................................................................................. 16 Attachments Consultant Biographies Client Lists 3 Tab 1 - Cover Letter January 19, 2023 Ms. Billie Kirkpatrick Human Resources Department City of Clearwater, Florida Dear Ms. Kirkpatrick and Members of the City Council: Thank you for the opportunity to provide you with a proposal for the City Manager recruitment and selection process for the City of Clearwater. GovHR USA (“GovHR”) prides itself on a tailored, personal approach to executive recruitment and selection, able to adapt to your specific requirements for the position. GovHR understands that the City wants to engage the services of an experienced executive recruitment firm to assist it conducting a nationwide search for its next City Manager. The firm must have demonstrated success in identifying executives for organizations of similar size and scope. The recruitment firm will meet with designated stakeholders to gather input regarding ideal candidates for the position, and will work in conjunction with the City Council to develop a recruitment strategy and timeline; conduct a nationwide search to attract candidates from diverse backgrounds through appropriate advertising, outreach and other connections; conduct background screenings, resume reviews and reference checks of potential candidates; recommend candidates and assist with interviews; and assist in negotiations and job offer to the most qualified candidate. GovHR is a public management consulting firm serving municipal clients and other public-sector entities on a national basis. Our headquarters offices are in Northbrook, Illinois. We are a certified Female Business Enterprise and work exclusively in the public sector. We have 21 full-time and 8 permanent part-time employees including 6 full-time recruiters and 26 additional project consultants. Our employees and project consultants are located across the country, giving us a national presence. GovHR offers customized executive recruitment services and completes other management studies and consulting projects for communities. GovHR Senior Vice President Lee Szymborski will be responsible for your recruitment and selection process, and he will be assisted by GovHR Vice President and Florida resident Jim Dinneen. Biographies for the consultants are attached to this proposal, and Mr. Symborski’s contact information is: Lee Szymborski Senior Vice President GovHR USA LLC Telephone: 847-380-3240 LSzymborski@govhrusa.com Mr. Szymborski and Mr. Dinneen will work diligently to ensure that they adhere to the timeline agreed upon with the City at the start of the recruitment process. We believe we have provided you with a comprehensive proposal; however, if you would like a service that you do not see, let us know. Please contact Laurie Pederson, Director of Administrative Services, 847-380-3198, if you have questions 4 regarding our proposal or need additional information. We look forward to hearing from you and hope to have the opportunity to work with you on this important recruitment. Sincerely, Judith Schmittgens Corporate Secretary and Compliance Manager 5 Tab 2 – Experience of Firm and Project Personnel GovHR is a public management consulting firm serving local government clients and other public-sector entities across the country. The firm was originally formed as Voorhees Associates in 2009 and changed its name to GovHR USA in 2013. Our headquarters are in Northbrook, Illinois. We are a certified Female Business Enterprise in the State of Illinois and work exclusively in the public and non-profit sectors. GovHR offers customized executive recruitment services, management studies and consulting projects for local government and organizations who work with local government. GovHR has 21 full-time and 8 permanent part-time employees including 6 full-time recruiters and 26 additional project consultants who are based in Arizona, Colorado, Florida, Georgia, Illinois, Indiana, Massachusetts, Michigan, Minnesota, Ohio, Tennessee, Texas and Wisconsin, giving us a national presence. Additionally, GovTempsUSA, GovHR’s subsidiary, provides interim staffing solutions to keep operations moving during the recruitment process. Our consultants are experienced executive recruiters who have conducted over 1,000 recruitments, working with cities, counties, special districts, and other governmental entities of all sizes throughout the country. In addition, we have held leadership positions within local government, giving us an understanding of the complexities and challenges facing today’s public sector leaders. GovHR has conducted more than 250 executive Manager recruitments (City Manager, County Administrator, Chief Executive Officer, etc.) since the firm’s inception in 2009. A list of these recruitments for the past 3 years is included with this proposal, and a complete list of clients is available on our website at www.govhrusa.com. We have also included a list of GovHR recruitments in the State of Florida. Our Team GovHR Senior Vice President Lee Szymborski will be responsible for your recruitment and selection process, and he will be assisted by GovHR Vice President and local Florida resident Jim Dinneen. GovHR Chief Executive Officer Joellen Cademartori will also act as an Advisor to Mr. Szymborski and Mr. Dinneen and assist them as needed with outreach and candidate evaluation. Biographies for the Consultant Team are attached to this proposal, and Mr. Szymborski’s contact information is: Lee Szymborski, Senior Vice President GovHR USA LLC Mequon, Wisconsin Telephone: 847-380-3240 LSzymborski@GovHRusa.com 6 Mr. Szymborski is a former City Administrator for the City of Mequon, Wisconsin. He has conducted more than 90 executive recruitments since joining GovHR in 2013. Mr. Szymborski recently completed the City Manager of Whitewater, Wisconsin. He is currently working on several recruitments, including the Director of Public Works for University City, Missouri; the County Administrator and the Finance Director for Sheboygan County, Wisconsin; the Public Works Director for Waukesha, Wisconsin; the Metro Transit Director for Wausau, Wisconsin; and the Police Chief for Plymouth, Wisconsin. These recruitments are in varying stages of completion, and Mr. Szymborski has the time required to conduct the search process for Clearwater’s City Manager. Mr. Dinneen joined GovHR in 2019, after serving 40 years in the public sector, including 12 years as the County Manager of Volusia County. has been a Vice President with GovHR since January 2019. Since joining the GovHR team, he has applied his knowledge and experience from working within the public sector to help our clients recruit and appoint the best possible candidates for their open positions. Due to his level of experience in working within the government sector in the state of Florida, Mr. Dinneen is well versed in Florida’s Veterans Preference Law, Sunshine Law and Public Records Law and the Project Manager will lean on his knowledge and experience to better assist with this recruitment. Ms. Cademartori has conducted more than 70 executive recruitments, including several City Managers, Town Managers, and Executive Directors. She has also conducted several executive recruitments in Florida, including the Chief Executive Officer for the Hillsborough Area Regional Transit Authority; the Assistant County Administrator and several Director positions for Pinellas County, and the Chief Technology Officer for Pinellas Park. Client lists for each of the consultants are located on our website at www.govhrusa.com. It is anticipated that Mr. Symborski and Mr. Dinneen will divide the consultant tasks evenly throughout the process (approximately 40 hours each), and that Ms. Cademartori will devote approximately 10 – 15 hours on outreach, evaluation and consultation. The Consultant Team will be assisted by a home office Recruitment Coordinator and a Reference Specialist, who will spend approximately 50 hours on administrative tasks. A Partner from Start to Finish: We are your partners in this important process. You are welcome to review all the resumes we receive, and we will share our honest assessment of the candidates. Our goal is your complete satisfaction. We can strategize with you on a variety of approaches for meeting your recruiting needs, including evaluation of internal candidates, identification of non-traditional candidates who meet your recruitment requirements, succession planning and mentoring options. We are committed to working with you until you find the candidate that is the best fit for your position. 7 Tab 3 - Project Methodology, Approach and Timeline A typical recruitment and selection process takes approximately 175 hours to conduct. At least 50 hours of this time is administrative, including advertisement placement, reference interviews, and due diligence on candidates. We believe our experience and ability to professionally administer your recruitment will provide you with a diverse pool of highly qualified candidates for your position search. GovHR clients are informed of the progress of their recruitment throughout the entire process. We are always available by mobile phone or email should you have a question or need information about the recruitment. Phase I: Position Assessment, Position Announcement & Brochure GovHR treats each executive recruitment as a transparent partnership with our client. We believe in engaging with stakeholders early in each recruitment process to fully understand the challenges and opportunities inherent in the position. Understanding the organizational culture is critical to a successful recruitment. We gain this insight and information through meetings (one on one and small groups), surveys and a review of relevant information. This information is reflected in a polished marketing piece that showcases the organization and the area it serves. Information Gathering: ➢ One-on-one or group interviews with stakeholders identified by the client. ➢ GovHR can establish a dedicated email address for feedback from stakeholders or the community. ➢ Community forums (In-person or via video) can be used to gather input and feedback. ➢ Surveys can be used for department personnel and/or the community to gather feedback. ➢ Conversations/interviews with department heads. A combination of the above items can be used to fully understand community and organizational needs and expectations for the position (this proposal includes 12 hours of meetings – additional meetings can be added for a fee of $125/hours plus actual expenses if incurred. Dedicated email address and one organizational survey are included. Community Survey can be conducted for $2,500. Community Forums can be conducted as an optional service. Development of a Position Announcement to be placed on websites and social media. Development of a thorough Recruitment Brochure for client review and approval. Agreement on a detailed Recruitment Timetable – a typical recruitment takes between 90 to 120 days from the time you sign the contract to appointment of the finalist candidate. Phase II: Advertising, Candidate Recruitment & Outreach We make extensive use of social media as well as traditional outreach methods to ensure a diverse and highly qualified pool of candidates. In addition, our website is well known in the local government industry – we typically have 14,000+ visits monthly to our website and career center. Additionally, our weekly jobs listings are sent to over 7,000 subscribers. Phase II will include the following: ➢ GovHR consultants will personally identify and contact potential candidates. ➢ Develop a database of potential candidates from across the country unique to the position and to the Client, focusing on: 8 o Leadership and management skills o Size of organization o Experience in addressing challenges and opportunities also outlined in Phase I o The database will range from several hundred to thousands of names and an email blast will be sent to each potential candidate. ➢ Placement of the Position Announcement in appropriate professional online publications: o Public sector publications & websites (approximately 20 online sources) o Social media: LinkedIn (over 20,000 connections), Facebook, Instagram and Twitter o GovHR will provide you with a list of advertising options for approval Phase III: Candidate Evaluation & Screening Phase III will include the following steps: ➢ Review and evaluation of candidates’ credentials considering the criteria outlined in the Recruitment Brochure ➢ Candidates will be narrowed down to those candidates that meet the qualification criteria ➢ Candidate evaluation process: o Completion of a questionnaire explaining prior work experience o Live Video Interview (45 minutes to 1 hour) conducted by consultant with each finalist candidate o References provided by the candidate are contacted o Internet/Social Media search conducted on each finalist candidate All résumés will be acknowledged and inquiries from candidates will be personally handled by GovHR, ensuring that the Client’s process is professional and well regarded by all who participate. Phase IV: Presentation of Recommended Candidates Phase IV will include the following steps: ➢ GovHR will prepare a Recruitment Report presenting the credentials of those candidates most qualified for the position. ➢ GovHR will provide an electronic recruitment portfolio which contains the candidates’ materials along with a “mini” résumé for each candidate so that each candidate’s credentials are presented in a uniform way. ➢ Client will receive a log of all applicants and may review résumés if requested. ➢ Report will arrive in advance of the Recruitment Report Presentation. GovHR will spend approximately 2 hours with the Client reviewing the recruitment report and providing additional information on the candidates. Phase V: Interviewing Process & Background Screening Phase V will include the following steps: GovHR will: ➢ Develop the first and second round interview questions for your review and comment ➢ Coordinate candidate travel and accommodations 9 ➢ Provide you with an electronic file that includes: o Candidates’ credentials o Set of questions with room for interviewers to make notes o Evaluation sheets to assist interviewers in assessing the candidate’s skills and abilities Background screening will be conducted along with additional references contacted: GovHR USA Background Screening ✓ Social Security Trace & Verification ✓ County/Statewide Criminal ✓ U.S. Federal Criminal Search ✓ Civil Search ✓ Enhanced Verified National Criminal - National Sex Offender Registry - Most Wanted Lists FBI, DEA, ATF, Interpol - OFAC Terrorist Database Search - OIG, GSA, SAM, FDA - All felonies and misdemeanors reported to the National Database ✓ Bankruptcy, Leans and Judgements ✓ Motor Vehicle Record ✓ Education Verification – All Degrees Earned Optional: Credit Report – Transunion with score (based on position and state laws) Optional: Professional License Verification Drug Screen Employment Verification GovHR will work with you to develop an interview schedule for the candidates, coordinating travel and accommodations. GovHR consultants will be present for all the interviews, serving as a resource and facilitator. GovHR will coordinate a 2-Step Interview process. The first round interviews will include four to five candidates. The second round interviews will include two or three candidates. GovHR will supply interview questions and an evaluation form. In addition to a structured interview, the schedule can incorporate: ➢ Tour of Client facilities ➢ Interviews with senior staff ➢ One-on-one interviews with Council Members ➢ Interview process involving community members Phase VI: Appointment of Candidate ➢ GovHR will assist you as much as you request with the salary and benefit negotiations and drafting of an employment agreement, if appropriate. ➢ GovHR will notify all applicants of the final appointment, providing professional background information on the successful candidate. 10 Project Timeline Week 1 Week 2 Week 3 Week 4 Week 5 Week 6 Week 7 Week 8 Week 9 Week 10 Week 11 Week 12 Week 13 Week 14 Phase I Phase II Phase III Phase IV Phase V Phase VI Weeks 1 & 2 Phase 1: Interviews & Brochure Development Weeks 3 thru 6 Phase 2: Advertising, Candidate Recruitment & Outreach Weeks 7 thru 9 Phase 3: Candidate Evaluation & Background Screening Week 10 Phase 4: Presentation of Recommended Candidates Week 11 & 12 Phase 5: Interview Process & Additional Background Screening Weeks 13 & 14 Phase 6: Appointment of Candidate Commitment to Diversity, Equity & Inclusion in Recruitments GovHR has a long-standing commitment to Equity, Diversity and Inclusion in all of our recruitment and selection processes. Since our firm's inception we have supported, with our time and financial resources, organizations that advance women and other underrepresented minorities in local government. These include the National Forum for Black Public Administrators, the Local Government Hispanic Network, The League of Women in Government and CivicPride. GovHR Team Members have moderated and spoken on DEI initiatives at the International City and County Management Association conference and state conferences in Illinois, Michigan, Wisconsin, and North Carolina. Our employees and consultants have undergone Implicit Bias Training and we are frequent speakers on incorporating DEI values into recruitment and selection processes. We have a list of DEI resources on the front page of our website (https://www.govhrusa.com/diversity-equity-and- inclusion-resources/) that can be accessed by anyone who visits our website. GovHR has formally partnered with the National Forum for Black Public Administrators' consulting arm, i4x, in several recruitment and selection processes throughout the country including Toledo, OH, Fort Collins, CO, Ann Arbor, MI, Oakland, MI and Arlington, TX. Our partnership reflects our mutual commitment to advancing DEI values and increasing the diversity of local government leaders at the highest levels of local government organizations. We can provide you with a quote to include i4x in the City’s recruitment process, if desired. 11 The GovHR Guarantee GovHR is committed to assisting our clients until a candidate is appointed to the position. Therefore, no additional professional fee will be incurred if the client does not make a selection from the initial group of recommended candidates and requests additional candidates be developed for interview consideration. If additional advertising beyond the Phase I advertising is requested, client will be billed for actual advertising charges. Reimbursable expenses may be incurred should the recruitment process require consultant travel to the Client. Upon appointment of a candidate, GovHR provides the following guarantee: should the selected and appointed candidate, at the request of the Client or the employee’s own determination, leave the employ of the Client within the first 12 months of appointment, we will, if desired, conduct one additional recruitment for the cost of expenses and announcements only. This request must be made within 6 months of the employee’s departure. Optional Services GovTemps USA Need an Interim? GovTempsUSA, a subsidiary of GovHR USA, specializes in the temporary placement of positions in local government. The firm offers short-term assignments, in addition to long-term and outsourced arrangements. Our placement professionals at GovTempsUSA have typically enjoyed distinguished careers in local government and displayed a commitment to public service throughout their career. Recorded One-Way Video Interview of Candidates Candidates we recommend for your consideration can complete a one-way video interview with 3 to 5 questions that will be recorded and which you can review electronically at your convenience. This can occur prior to making your decision on which candidates to invite for an interview. Cost $100 per candidate. Leadership/Personality Testing GovHR has experience working with a wide variety of leadership and personality assessment tools, depending on the qualities and experiences the client is seeking in their candidates. These include but are not limited to Luminaspark, Caliper, DISC and others. Depending on the evaluation type selected fees can range between $100 to $500 per candidate. 360° Evaluation As a service to the Client, we offer the option to provide you with a proposal for a 360° performance evaluation for the appointed position at six months into his or her employment. This evaluation will include seeking feedback from both elected officials and department directors, along with any other stakeholder the Client feels would be relevant and beneficial. This input will be obtained on a confidential basis with comments known only to the consultant. If you are interested in this option, GovHR will prepare a proposal for this service. 12 Tab 4 - References We are a proven leader in public sector consulting. More than one-third of the organizations served by GovHR are repeat clients. Our team provides a growing pool of highly qualified candidates who are well- suited to handle the challenges and expectations of professional positions in local government and the not-for-profit sector. The following references can speak to the quality of service provided by GovHR. Pinellas County, FL (Assistant County Administrator, 2020) - Joellen Cademartori (Director of Building & Development Review Services, 2022) - Joellen Cademartori & Joan Walko (Director of Office Management and Budget, 2021) - Joellen Cademartori (Human Resources Director, 2020) - Joellen Cademartori (Deputy County Administrator, 2019) – Heidi Voorhees Barry Burton, County Administrator 315 Court Street Clearwater, FL 33756 727-464-3485 bburton@pinellascounty.org Jill Silverboard, Deputy County Administrator jsilverboard@co.pinellas.fl.us Deerfield Beach, FL (Assistant City Manager, 2022) - James Dinneen (Purchasing Manager, 2022) - James Dinneen (Job Cancelled) (Director of Parks and Recreation, 2021) - Chuck Balling & James Dinneen Dave Santucci, City Manager 1 150 NE 2nd Avenue Deerfield Beach, FL 33441 954-480-4263 dsantucci@deerfield-beach.com Lakeland FL (City Manager, 2020) – Heidi Voorhees Bill Mutz, Mayor 228 S. Massachusetts Ave. Lakeland, FL 33801 863-834-6000 Bill.Mutz@lakelandgov.net Beaver Dam, WI (City Administrator, 2022) - Lee Szymborski Rebecca Glewen, Mayor 205 S. Lincoln Ave Beaver Dam, WI 53916 920-887-4600 ext. 398 rglewen@ci.beaverdam.wi.gov Zach Zopp, Council President zzopp@ci.beaverdam.wi.gov 13 Oak Creek, WI (Human Resources Manager, 2022) - Lee Szymborski (Neighborhood Preservation Officer - Professional Outreach, 2021) - Lee Szymborski (Assistant City Administrator/Comptroller, 2020) - Lee Szymborski (Assistant Comptroller - Professional Outreach, 2019) - Sarah McKee (Design Engineer - Professional Outreach, 2019) - Sarah McKee (Zoning Administrator - Professional Outreach, 2019) - Sarah McKee (HR Manager, 2018) – Lee Szymborski (City Administrator, 2016) – Lee Szymborski Andrew Vickers, City Administrator 8040 S. 6th Street Oak Creek, WI 53154 avickers@oakcreekwi.org Plymouth, WI (City Administrator/Utilities Manager, 2022) - Lee Szymborski Don Pohlman, Mayor 128 Smith Street Plymouth, WI 53073 920-893-1471 DPohlman@plymouthwi.gov Leah Federwisch, HR Specialist 920-893-1471 LFederwisch@plymouthwi.gov 14 Tab 5 – Cost of Service Summary of Costs: Full Scope Price Recruitment Fee: $22,500 Recruitment Expenses: (not to exceed) Expenses include candidate due diligence efforts $1,500 Advertising: Advertising costs over $2,500 will be placed only with client approval. If less than $2,500, Client is billed only for actual cost. $2,500 Total: $26,500* *Consultant travel expenses are not included in the price proposal. If the consultant is requested to travel to the client, travel costs will be estimated at time of request. Only actual expenses will be billed to the client for reimbursement to GovHR. Possible in-person meetings could include: 1. Recruitment brochure interview process 2. Presentation of recommended candidates 3. Interview Process Any additional consultant visits requested by the Client (beyond the three visits listed above) will be billed at $125/hour; $500 for a half day and $950 for a full day. The additional visits may also result in an increase in the travel expenses and those expenses will be billed to the client. This fee does not include travel and accommodations for candidates interviewed. Payment for Fees & Services Professional fees and expenses will be invoiced as follows: 1st Invoice upon acceptance of proposal: 40% of the Recruitment Fee 2nd Invoice upon recommendation of candidates: 40% of the Recruitment Fee & expenses incurred to date Final Invoice upon completion: 20% of the Recruitment Fee plus all remaining expenses Payment of invoices is due within thirty (30) days of receipt (unless the client advises that its normal payment procedures require 60 days.) 15 Contract Signature Page We believe we have provided you with a comprehensive proposal; however, if you would like a service that you do not see in our proposal, please let us know. We can most likely accommodate your request. This proposal will remain in effect for a period of six months from the date of the proposal. We look forward to working with you on this recruitment and selection process! The City of Clearwater agrees to retain GovHR USA, LLC (“GovHR”) to conduct a City Manager Recruitment in accordance with its proposal dated January 19, 2023. All terms and conditions as set forth in the City of Clearwater, Florida – Purchase Order Terms and Conditions(https://www.myclearwater.com/files/sharedassets/public/finance/documents/city_of_clear water_terms_and_conditions.pdf) are incorporate by reference and form a basis for this Agreement. ACCEPTED: Countersigned: CITY OF CLEARWATER, FLORIDA By: __________________________ Jennifer Poirrier Interim City Manager Approved as to form: Attest: ________________________________ ____________________________________ Owen Kohler Rosemarie Call Lead Assistant City Attorney City Clerk GovHR USA, LLC By: ____________________________________ Title: ___________________________________ Date: ___________________________________ Corporate Secretary February 16, 2023 16 Tab 6 - Forms 3 b. Describe the experience in conducting similar projects for each of the individuals assigned to the engagement including their education. c. Describe the organization of the project team, detailing the level of involvement, field of expertise and estimated hours for each member of the team. d.Describe what support, if any, you anticipate for this project from the City of Clearwater. TTAB 3 - Project Methodology, Approach and Timeline (30 points). a. Describe your approach to performing the contracted work including all tasks, deliverables and staffing. b. Provide a detailed timeline. TABB 44 –– Referencess (300 points).. A minimum of three (3) references, preferably from other public entities in similar size to the City of Clearwater, within the past three (3) years, for whom the proposer has provided search/recruitment services to. Of the references provided, one (1) must include placement of one (1) executive level candidate within a public entity within the past two (2) years. Each reference must the name of the entity, date of services, position(s), address, contact person, telephone number, and email address. TABB 55 - Costt off Servicee (100 points).. The cost portion of the proposal should include the following elements: a. Show fee as a lump sum amount and include all direct and related expenses (travel, per diem, reproduction, etc.). b. Include a breakdown of tasks, hours, classification and direct expenses. TABB 66 – Forms.. a. Exhibit C_E-Verify form b. Certification form, page 3 of this request for proposal Certificationn form:: By signing and submitting this proposal, the Vendor certifies that s/he has read, understands, and is in compliance with the specifications, Terms and Conditions at City of Clearwater Terms and Conditions, and attachment(s) provided. Vendor certifies that s/he will provide the materials or services specified in compliance with all applicable laws. The signatory is an officer or duly authorized agent of the Vendor with full power and authority to submit binding offers for the goods or services as specified herein. Companyy Name:___________________________________________________________________________________ Address:_______________________________________ City:______________________ State:______ Zip:_____________ Signature:_______________________________________________ Title:_______________________________________ Printedd name:____________________________________________ Date:______________________________________ Contactt phone:_________________________________ Contactt e-mail:________________________________________ GovHR USA ___________________________________________________________________________________________________________________________ ammmmmmmmmmeeeeeee: Laurie Pederson, Director of Administrative Services lpederson@govhrusa.com Judith Schmittgens, Corporate Secretary January 19, 2023 Corporate Secretary 630 Dundee Rd., #225 Northbrook IL 60062 847-380-3240 Exhibit C E-VERIFY ELIGIBILITY FORM VERIFICATION OF EMPLOYMENT ELIGIBILITY FORM PER FLORIDA STATUTE 448.095, CONTRACTORS AND SUBCONTRACTORS MUST REGISTER WITH AND USE THE E-VERIFY SYSTEM TO VERIFY THE WORK AUTHORIZATION STATUS OF ALL NEWLY HIRED EMPLOYEES. THIS FORM MUST BE COMPLETED AND SUBMITTED WITH THE BID/PROPOSAL. FAILURE TO SUBMIT THIS FORM AS REQUIRED MAY DEEM YOUR SUBMITTAL NONRESPONSIVE. The affiant, by virtue of the signature below, certifies that: 1. The Contractor and its Subcontractors are aware of the requirements of Florida Statute 448.095. 2. The Contractor and its Subcontractors are registered with and using the E-Verify system to verify the work authorization status of newly hired employees. 3.The Contractor will not enter into a contract with any Subcontractor unless each party to the contract registers with and uses the E-Verify system. 4. The Subcontractor will provide the Contractor with an affidavit stating that the Subcontractor does not employ, contract with, or subcontract with unauthorized alien. 5. The Contractor must maintain a copy of such affidavit. 6.The City may terminate this Contract on the good faith belief that the Contractor or its Subcontractors knowingly violated Florida Statutes 448.09(1) or 448.095(2)(c). 7.If this Contract is terminated pursuant to Florida Statute 448.095(2)(c), the Contractor may not be awarded a public contract for at least 1 year after the date on which this Contract was terminated. 8.The Contractor is liable for any additional cost incurred by the City as a result of the termination of this Contract. __________________________________________ Authorized Signature __________________________________________ Printed Name __________________________________________ Title __________________________________________ Name of Entity/Corporation STATE OF _____________________ COUNTY OF ___________________ The foregoing instrument was acknowledged before me by means of ☐ physical presence or ☐ online notarization on, this _____ day of _________________, 20____, by _______________________________ (name of person whose signature is being notarized) as the ________________________ (title) of ______________________________________(name of corporation/entity), personally known ______, or produced _________________________ (type of identification) as identification, and who did/did not take an oath. ____________________________________ Notary Public ____________________________________ Printed Name My Commission Expires: __________________ NOTARY SEAL ABOVE Judith Schmittgens Corporate Secretary GovHR USA Illinois Lake 19th January 23 Judith Schmittgens Corporate Secretary XXXXXXXXXXX XXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXX Julie Snyder 1/25/2025 LEE SZYMBORSKI Lee Szymborski is a Senior Vice President with GovHR USA, working on both executive search and general management consulting assignments. He has more than 33 years of experience in local government administration. Mr. Szymborski’s experience spans both Wisconsin and Illinois communities. Mr. Szymborski served more than 15 years as City Administrator in Mequon, Wisconsin. Mequon is a full service city with $30 million in combined budgets, and more than 170 employees serving 23,000 residents. He also worked for the City of Wauwatosa and Milwaukee County. In Illinois, he served for 12 years as Assistant Village Manager in Buffalo Grove. Mr. Szymborski’s track record points to a results-oriented approach to municipal government management. That is demonstrated by his work including the purchase of a $14 M private water utility that has seen its customer base increase under city ownership (Mequon); reorganizing city departments and reducing workforce costs in an organizationally sensitive manner (Mequon); spearheading a 10- community oversight committee to secure the startup of commuter rail service (Metra) on the WI Central railway (Buffalo Grove); and re- purposing TIF funds to provide incentives that secured a $16 M mixed-use development in Mequon’s Town Center. He is additionally skilled in budgeting, personnel administration, community engagement efforts and strategic planning. Lee’s experience in recruiting key staff extends back to his management roles in both Buffalo Grove and Mequon. In Buffalo Grove, he handled all aspects of recruiting the management team. During his time in Mequon, Mr. Szymborski recruited all members of the City’s management team. His recent searches include City Manager, City Administrator and department head positions for communities throughout the Midwest and East Coast. He has done management studies and strategic plans for several Wisconsin, Illinois and Missouri communities, professional associations and councils of government. He has also been part of GovHR USA’s classification and compensation studies in several Wisconsin, Illinois, Minnesota and Massachusetts communities. PROFESSIONAL EDUCATION •Master of Science degree in Urban Affairs, University of Wisconsin - Milwaukee •Bachelor of Arts in Political Science, University of Wisconsin – Milwaukee PROFESSIONAL DEVELOPMENT AND SPEAKING ENGAGEMENTS •Speaker at state City Management Association meetings in Wisconsin, Illinois and Missouri •Former Adjunct Instructor at Upper Iowa University - Milwaukee Center and Concordia University Wisconsin •Published articles in Public Management Magazine, Milwaukee Journal Sentinel AWARDS •Mequon – Thiensville Chamber of Commerce’s Distinguished Service Award MEMBERSHIPS AND AFFILIATIONS •Mequon Police and Fire Commission •Mequon-Thiensville Sunrise Rotary Club •Board of Directors for the Mequon Nature Preserve •International City/County Management Association •Wisconsin City/County Management Association •Former President Illinois Association of Municipal Management Assistants •Former President Mequon-Thiensville Sunrise Rotary Club PROFESSIONAL BACKGROUND Over 33 Years of Experience in Local Government Administration • City Administrator, Mequon, WI 1999-2014 • Assistant Village Manager, Buffalo Grove, IL 1987-1999 •Milwaukee County and City of Wauwatosa, WI 1980-1986 P: 847.380.3240 www.govhrusa.com JAMES DINNEEN James Dinneen’s career spans over 43 years in the public sector which includes 23 plus years as a City or County Manager, the last 12 years managing in Florida. In addition, he has over 26 years in executive leadership roles in Public Works, Solid Waste, Transportation, Budgeting, and Planning. In 2006, he became the County Manager of Volusia County, Florida, where he successfully provided crucial leadership until his retirement in 2018. He was tasked to restructure for greater efficiency an organization of 4,000 employees. This reorganization became even more critical and complicated as the U.S. economy entered the Great Recession of 2007-2014. During his tenure of 12 years, he accomplished the following: Implemented major tax reductions starting in 2007 while ensuring service stability saving citizens of over $200 million while reducing the workforce by 500 full time positions. Developed and implemented a plan known as “Go to Zero” that achieved zero debt in the General Fund in 2018, completed the consolidation of emergency dispatch services county-wide and managed over $500 million in infrastructure construction. Implemented a county-wide emergency transport system (EVAC), developed a county diversity, equity and inclusion (DEI) strategic masterplan, implemented a Green Volusia program, developed a county dynamic masterplan which won a 2018 NACO award. Prior to his career in Florida, Mr. Dinneen spent 18 years in Dayton, Ohio where he advanced from Planner to Deputy Public Works/Director of Operations, he became the Director of Montgomery County Ohio’s Department of Solid Waste and Public Works. In 1995, he was promoted to Assistant County Administrator and was responsible for numerous management reorganizations and projects, such as the successful public/private partnership named Riverscape including $23 million worth of public infrastructure creating a regional interactive theme park. Development of a criminal justice and administrative services master plan including a new $30 million juvenile detention center and the implementation of a county wide facility reinvestment and capital depreciation program. In 2002, Mr. Dinneen was recruited back to the City of Dayton, Ohio as its City Manager to streamline the organization and prevent a looming fiscal crisis. During this time he did the following: brought Dayton’s budget under control by aggressive actions that erased a year end deficit of $12 million by eliminating 345 positions, reducing overtime and restricted future hiring. Developed 5 housing and urban redevelopment initiatives defining a new strategy around community anchors, introduced a new Community Oriented Policing Enforcement Program (COPE), exercised leadership in collaboration with regional partners in implementing County-wide dispatching, combining SWAT teams, and emergency management services. Over the course of his long career, Mr. Dinneen has developed in-depth professional expertise in the following skill areas: Community Engagement, Personnel Management, Budgetary/Fiscal Management, Labor Relations/Negotiations, Reorganizations, DEI initiatives, Economic Development, Construction/Capital Project Management, and Strategic Planning. PROFESSIONAL EDUCATION • Master of Arts in Public Administration, University of Dayton, OH • Master of Arts in Urban and Regional Planning, Virginia Tech University, VA • Bachelor of Arts in Anthropology, University of Dayton, OH • Graduate of Senior Executive Program, John F. Kennedy School of Government, Harvard University, MA MEMBERSHIPS AND AFFILIATIONS • International City-County Management Association, Member • Team Volusia Economic Development Corporation, Member • Halifax Urban Ministries, Board Member PROFESSIONAL BACKGROUND Over 42 Years as a Local Government Management Professional • County Manager, Volusia County, FL 2006-2018 • City Manager, Dayton, OH 2002-2006 • Montgomery County, OH Assistant County Administrator 1995-2002 Director Department of Solid Waste 1992-1995 • City of Dayton, OH Deputy Director of Public Works 1985-1992 Superintendent of Fleet Management 1982-1985 Senior Budget Analyst 1978-1982 Department of Planning 1975-1978 P: 847.380.3240 www.govhrusa.com Joellen Cademartori Joellen Cademartori is the chief executive officer and co-owner of GovHR USA and has nearly 30 years of cumulative experience working in the public sector as a municipal leader, and in human resources and management consulting. Joellen’s exceptional communication style has enabled her to develop and maintain strong relationships with her peers, elected and appointed officials, and related local government partners. The public sector human resources and management projects Joellen has worked on have earned her respect in local governments across the country. Due to her commitment and dedication to local government, she is known an industry leader in executive recruiting, interim staffing, in addition to human resources and management consulting work. Throughout her career, Joellen has been privileged to serve on numerous local, state and national committees. A personal and professional highlight for her was being on the International City/County Management Association (ICMA) Executive Board as a representative from the Northeast Region. Joellen regularly speaks in front of groups, and writes about a variety of local government topics, which include organizational analysis, generational diversity, succession planning, performance management, resume development and interviewing skills and techniques. She is dedicated to developing the next generation of managers and remains passionate about excellence in local government. PROFESSIONAL EDUCATION • Master of Public Administration, Northeastern University, Boston, MA • Bachelor of Economics, Worcester State College, MA • Senior Executive institute, Leading, Education & Developing (LEAD) Program, University of Virginia, Weldon Cooper Center for Public Service PROFESSIONAL DEVELOPMENT AND SPEAKING ENGAGEMENTS • Executive Recruiter Panel – Investing in the Next Generation of Leaders, NFBPA – Emerge 2020 • Re-Evaluating Your Employee Evaluation, MMA 2020 • Succession Planning for the Public Sector Webinar, NPELRA 2020 • What Does it Take – Landing Leadership Positions, ICMA 2019 • Achieving Your Leadership Potential Thinking Strategically About the Next Steps in Your Career, NFBPA 2019 • Succession Planning tips to Achieve Unity Through Diversity, MMA 2019 • Putting Your Best Foot Forward – Interview Skills for Women, including Posture, Presence and Bias, WCMA Women’s Leadership Seminar 2018 • Tips for a Successful Recruitment Process – MMA 2018 • Hire Hard, Manage Easy – Tips for Getting the Best Employees, IPELRA 2018 • Achieving Your Leadership Potential: Thinking Strategically About the Next Steps in Your Career, LGHN 2018 MEMBERSHIPS AND AFFILIATIONS • International City and County Management Association (ICMA), Member • ICMA – Task Force on Deputy/Assistant Managers 2017-2018, Current Member • Illinois City and County Management Association (ILCMA), Current Member • ICMA - Task Force on Women in the Profession 2012 – 2014, Member • ICMA - Conference Planning Committee 2010 – 2011, Chair PROFESSIONAL BACKGROUND 24 Years of Local Government Leadership and Management • Evanston, IL Director of Administrative Services 2009-2011 Director of Human Resources 2007-2009 • Catawba County, NC Assistant County Manager 2004-2007 • Barnstable, MA Assistant Town Manager 2000-2003 • Yarmouth, MA Assistant Town Administrator 1993-2000 • Northborough, MA Assistant Town Administrator 1992-1993 Acting Town Administrator 1991 Administrative Asst. to the Town Admin 1988-1990 • Holden, MA Intern 1987 P: 847.380.3240 www.govhrusa.com Click here to view full biography at GovHRusa.com 847.380.3240 | GovHRusa.com City and County Management (2019 - Present) STATE CLIENT POSITION POPULATION YEAR Alaska Bethel City Manager 6,500 2019 Homer City Manager (Professional Outreach)5,300 2019 Seward City Manager 2,693 2019 Arizona Buckeye City Manager 69,744 2021 Colorado Adams County County Manager 519,572 2022 Englewood City Manager 34,957 2019 Larimer County County Manager 359,066 2022 Connecticut East Hampton Town Manager 13,000 2019 Enfield Town Manager 45,246 2021 Manchester General Manager 59,710 2021 Florida Deerfield Beach Assistant City Manager 80,000 2022 Escambia County County Administrator 321,905 2022 Gainesville Assistant City Manager 133,997 2021 Lakeland City Manager 110,000 2020 Palm Beach Assistant City Manager 85,933 2021 Pinellas County Assistant County Administrator 970,600 2020 Deputy County Administrator/Chief of Staff 970,600 2019 Walton County County Administrator 75,305 2022 Georgia Albany City Manager 77,434 2021 Illinois Centralia City Manager 13,000 2020 Crest Hill City Administrator 21,169 2021 Decatur Deputy City Manager 76,178 2019 Forsyth Village Administrator 3,490 2021 Fox Lake Village Administrator 10,550 2021 Galesburg City Manager 33,706 2022 Geneseo City Administrator (Virtual)6,500 2019 Greenville City Manager 7,000 2021 Homewood Assistant Village Manager (Virtual)19,464 2021 La Grange Village Manager 15,610 2022 La Grange Park Assistant Village Manager 13,579 2020 Lake County County Administrator 703,462 2019 Lake Forest Assistant City Manager (Professional Outreach)19,375 2022 Mundelein Village Administrator 31,385 2020 Niles Village Manager 30,001 2021 North Chicago Chief of Staff 30,020 2021 Northbrook Village Manager 35,000 2021 Oak Brook Village Manager 8,058 2021 Oak Park Assistant Village Manager/Human Resources Director 52,000 2019 847.380.3240 | GovHRusa.com Village Manager 52,000 2021 Orland Park Village Manager 60,000 2019 Palos Heights City Administrator (Virtual)12,480 2021 Peoria Assistant City Manager 115234 2021 Pingree Grove Village Manager 10,000 2020 Plainfield Village Administrator 41,734 2021 Princeton City Manager 7,700 2019 River Forest Village Administrator 11,635 2021 Rock Island City Manager 39,684 2021 Savoy Village Administrator (Virtual)8,607 2020 Schaumburg Township Township Administrator (Virtual)140,000 2021 St. Clair Shores Assistant City Manager (Professional Outreach)59,984 2021 Sycamore City Manager (Professional Outreach)18,557 2021 Tazewell County County Administrator 135,394 2022 Vernon Hills Village Manager 25,911 2021 Villa Park Assistant Village Manager (Virtual)22,038 2021 Village Manager 22,038 2022 Washington City Administrator 15,700 2021 Wauconda Village Administrator 14,125 2021 Willowbrook Village Administrator 8,967 2019 Winnetka Assistant Village Manager 12,417 2019 Indiana St. John Town Manager (Professional Outreach)18,047 2020 Iowa Indianola City Manager 15,833 2022 Knoxville City Manager 7,300 2021 Marion Deputy City Manager 30,000 2022 Muscatine City Administrator 23,819 2020 Windsor Heights City Administrator 4,860 2019 Kentucky Paducah City Manager 24,850 2021 Paris City Manager 9,846 2021 Maine Bangor City Manager 33,039 2021 Maryland Sykesville Town Manager 3,941 2019 Westminster City Administrator 18,522 2021 Massachusetts Brookline Assistant Town Administrator - Finance (Virtual)58,732 2022 Williamstown Town Manager 7,806 2021 Michigan Charlotte City Manager 9,100 2020 Clawson City Manager 11,946 2021 Eastpointe City Manager 32,673 2019 Ferndale City Manager 20,428 2019 Kalamazoo County County Administrator 265,066 2022 Lincoln Park City Manager 36,665 2019 Ottawa County County Administrator 296,200 2021 Rochester City Manager 13,017 2022 Royal Oak City Manager 59,112 2020 Royal Oak Township Township Manager 2,600 2021 Troy Assistant City Manager 83,181 2019 Minnesota Becker City Administrator 4,874 2021 847.380.3240 | GovHRusa.com Buffalo Assistant City Administrator 15,855 2021 Hibbing City Administrator 15,855 2021 Minnetonka City Manager 53,953 2022 St. Louis Park City Manager 48,662 2021 Waconia City Administrator 13,500 2021 Missouri Ballwin City Administrator 30,181 2020 Cape Girardeau City Manager 38,000 2020 University City Assistant City Manager 35,172 2020 Assistant to the City Manager/Director of Human Resources 35,172 2020 Warrensburg City Manager 20,200 2021 Webster Groves City Manager 22,800 2020 Wildwood City Manager 35,524 2019 Nevada Boulder City City Manager 16,207 2021 New Hampshire Portsmouth City Manager 21,796 2019 New York Long Beach Deputy City Manager (Virtual)33,275 2021 2022 Mamaroneck (Town)Town Administrator 29,156 2021 Scarsdale Village Manager 17,837 2021 North Carolina Fayetteville Assistant City Manager 210,000 2022 North Dakota Minot City Manager 45,700 2020 Pennsylvania Centre County County Administrator 158,172 2022 Ferguson Township Township Manager 18,300 2022 Texas Austin Assistant City Manager 885,000 Total McKinney Assistant City Manager 191,645 2019 Missouri City Assistant City Manager 74,139 2019 City Manager 74,139 2021 Vermont Winooski City Manager 7,997 2022 Virginia Chesapeake City Manager 245,000 2019 Portsmouth City Manager 96,000 2020 Salem City Manager 25,643 2019 Virginia Beach City Manager 442,707 2019 Washington Burien City Manager 52,066 2022 Duvall City Administrator (POS)8,090 2021 Yakima Assistant City Manager 97,000 2021 West Virginia Bridgeport City Manager 8,582 2019 2021 Wisconsin Adams County County Manager/Administrative Coordinator 20,220 2021 Baraboo City Administrator 12,048 2019 Bayside Assistant Village Manager 4,400 2019 Beaver Dam City Administrator 16,291 2021 Beloit (Town)Town Administrator 7,083 2020 Franklin Director of Administration 36,155 2019 Harrison Village Manager 13,185 2021 Monroe City Administrator 10,827 2020 Plymouth City Administrator/Utilities Manager 8,540 2020 847.380.3240 | GovHRusa.com Port Washington Assistant City Administrator/Human Resources Director 11,250 2022 Whitewater City Manager 14,300 2022 _*RY+5XVDFRP Y]gQG< YQI[j Qhj /00 "0 +$/0$" +$+1 0$" 9. Y]gQG< Y<EPk< ]k[js ]kgj/IgpQEIhQgIEj]g¥6Qgjk<Y¦ ÃÇÄÅÊÇ ÃÁÂÉ kZ<[.Ih]kgEIhQgIEj]g ÃÇÄÅÊÇ ÃÁÂÈ g]q<gG ]k[js <EQYQjQIh!<Q[jI[<[EIQgIEj]g ÂÊÆÅÁÁÁ ÃÁÃÂ g]q<gG ]k[js+kDYQE /EP]]Yh PQINQgI$NNQEQ<Y !kYjQ ÃÁÃÂ g]q<gG ]k[js/PIgQNN°h $NNQEI QgIEj]g]N[N]gZ<jQ][0IEP[]Y]Os ÂÊÁÁÁÁÁ ÃÁÃÃ IIgNQIYGI<EP hhQhj<[j Qjs!<[<OIg ÉÁÁÁÁ ÃÁÃÃ hhQhj<[j/I[Q]g/IgpQEIhQgIEj]g ÉÁÁÁÁ ÃÁÂÇ QgIEj]g]N+<gXh<[G.IEgI<jQ][ ÉÁÁÁÁ ÃÁÃÂ +kgEP<hQ[O!<[<OIg ÉÁÁÁÁ ÃÁÃÃ Ik[Q<X/dgQ[Oh Q[<[EIQgIEj]g ÈÁÁÁ ÃÁÃÃ hE<ZDQ< ]k[js ]k[jsGZQ[Qhjg<j]g ÄÃÂÊÁÆ ÃÁÃÃ <Q[IhpQYYI hhQhj<[j Qjs!<[<OIg ÂÄÄÊÊÈ ÃÁÃÂ QgIEj]gId<gjZI[j]N/khj<Q[<DYI IpIY]dZI[j ÂÄÄÊÊÈ ÃÁÃÂ QgI PQIN ÂÄÄÊÊÈ ÃÁÃÁ QYYhD]g]kOPgI<.IOQ][<Y 0g<[hQjkjP]gQjs PQINrIEkjQpI$NNQEIg ÂÆÁÁÁÁÁ ÃÁÃÁ <XIY<[G Qjs!<[<OIg ÂÂÁÁÁÁ ÃÁÃÁ <gO] hhQhj<[j Qjs!<[<OIg ÉÃÃÅÅ ÃÁÂÉ QgIEj]g]N+kDYQE7]gXh ÉÃÃÅÅ ÃÁÂÉ !<gQ][ ]k[js ]k[jsGZQ[Qhjg<j]g ÄÄÈÄÇÃ ÃÁÂÆ $gY<[G] QgI PQIN ÄÁÈÆÈÄ ÃÁÃÂ +kDYQE7]gXhQgIEj]g ÄÁÈÆÈÄ ÃÁÃÃ +<YZI<EP hhQhj<[j Qjs!<[<OIg ÉÆÊÄÄ ÃÁÃÂ +<hE] ]k[js ]k[jsGZQ[Qhjg<j]g ÅÈÆÆÁÃ ÃÁÂÇ +Q[IYY<h ]k[js hhQhj<[j ]k[jsGZQ[Qhjg<j]g ÊÈÁÇÁÁ ÃÁÃÁ Idkjs ]k[jsGZQ[Qhjg<j]g PQIN]N /j<NN ÊÈÁÇÁÁ ÃÁÂÊ QgIEj]g]NkQYGQ[O²IpIY]dZI[j .IpQIq/IgpQEIh ÊÈÁÇÁÁ ÃÁÃÃ QgIEj]g]NkZ<[.Ih]kgEIh ÊÈÁÇÁÁ ÃÁÃÁ QgIEj]g]N$NNQEI]N!<[<OIZI[j<[G kGOIj ÊÈÁÇÁÁ ÃÁÃÂ +Q[IYY<h+<gX PQIN0IEP[]Y]Os$NNQEIg ÆÃÂÄÈ ÃÁÂÊ .QpQIg<I<EP ]ZZk[Qjs .IGIpIY]dZI[jOI[Es rIEkjQpIQgIEj]g ÄÆÁÁÁ ÃÁÃÁ 0<Zd<<s7<jIg PQIN/EQI[EI$NNQEIg !kYjQ ÃÁÃÂ QgIEj]g]N[N]gZ<jQ][0IEP[]Y]Os !kYjQ ÃÁÃÂ kZ<[.Ih]kgEIhQgIEj]g !kYjQ ÃÁÃÃ 7<Yj][ ]k[js ]k[jsGZQ[Qhjg<j]g ÈÆÄÁÆ ÃÁÃÃ Cover Memo City of Clearwater Main Library - Council Chambers 100 N. Osceola Avenue Clearwater, FL 33755 File Number: ID#23-0105 Agenda Date: 2/27/2023 Status: Agenda ReadyVersion: 1 File Type: Action ItemIn Control: Police Department Agenda Number: 4.1 SUBJECT/RECOMMENDATION: Approve an Event License Agreement between Jones Lang LaSalle Americas, Inc, in its capacity as agent for the owner of the premises known as Countryside Mall, located at 27001 US Highway 19 North, Clearwater, Florida, and the City of Clearwater Police Department for the purpose of hosting a Shred-A-Thon and Operation Medicine Cabinet event on April 22, 2023, located at the Countryside Mall and authorize the appropriate officials to execute same. (consent) SUMMARY: Jones Lang LaSalle Americas, Inc and the Clearwater Police Department have entered into a cooperative agreement to allow the police department access to use the property at Countryside Mall during the Shred-A-Thon and Operation Medicine Cabinet event on April 22, 2023. The property manager requests the Clearwater Police Department (CPD) agree to the terms and conditions outlined in the Event License Agreement between Jones Lang LaSalle Americas, Inc, and CPD. Additionally, the property manager requests CPD hold harmless Jones Lang LaSalle Americas, Inc. from and against any and all loss liability, damage, cost or expense arising out of or related to CPD’s use of the property. Nothing in the agreement, however, shall be deemed a waiver of the limitations on liability contained in Section 768.28, Florida Statutes, or the doctrine of sovereign immunity. There are no costs associated with this Event License Agreement. Page 1 City of Clearwater Printed on 2/23/2023 Cover Memo City of Clearwater Main Library - Council Chambers 100 N. Osceola Avenue Clearwater, FL 33755 File Number: 9665-23 Agenda Date: 2/27/2023 Status: Agenda ReadyVersion: 1 File Type: OrdinanceIn Control: Police Department Agenda Number: 4.2 SUBJECT/RECOMMENDATION: Amend the Clearwater Code of Ordinances, Section 28.10, establishing a vehicle safety zone for Bread and Roses Woman’s Health Center at 1560 South Highland Avenue and pass Ordinance 9665-23 on first reading. SUMMARY: The police department has been consistently called upon to respond to Bread and Roses Woman’s Health Center at 1560 South Highland Avenue to mediate continuing and recently escalating confrontation between individuals seeking medical services, including abortions, volunteer escorts for individuals seeking those medical services, and protestors. The confrontations have resulted in the department having to respond or dedicate its finite resources to the health center to maintain order, address confrontations, and maintain public safety. The police department has observed protestors repeatedly crossing the driveway of the health center and impeding ingress and egress of vehicle traffic and getting within close proximity of driving cars with the intent to frighten and intimidate the vehicle occupants. Since the driveway to the health center is located on the public right-of-way, trespassing individuals engaged in such behavior is not a remedy available by law. The police department seeks to amend Clearwater Code of Ordinances, Section 28.10, to establish a five-foot vehicle safety zone that will protect the public in a way that allows for citizens to exercise free speech and for citizens to safely ingress and egress the health center. The vehicle safety zone proposed is a five-foot buffer that will extend north and south of the concrete driveway. The vehicle safety zone would be in place Monday through Saturday, from 7:00 A.M. to 6:00 P.M. The Court upheld the creation of a content-neutral buffer zone in Bruni V. City of Pittsburgh, 941 F. 3d 73 (3rd Cir. 2019) and the City may create a buffer zone when the City demonstrates a substantial or important governmental interest in a narrowly tailored way or in a way that does not substantially burden more speech than necessary. The proposed buffer zone preserves the protestors’ ability to make their views known, seen, and heard by persons entering and exiting the clinic. Page 1 City of Clearwater Printed on 2/23/2023 1 Ordinance No. 9665-23 ORDINANCE NO. 9665-23 AN ORDINANCE OF THE CITY OF CLEARWATER, FLORIDA, RELATING TO MEDICAL CLINIC SAFETY; AMENDING THE CODE OF ORDINANCES CHAPTER 28. – STREETS, SIDEWALKS, OTHER PUBLIC PLACES, SECTION –28.10; ESTABLISHING A VEHICULAR SAFETY ZONE, CREATING CIVIL PENALTIES, AND DESCRIBING CITATION PROCEDURES; PROVIDING AN EFFECTIVE DATE. WHEREAS, the Clearwater City Council recognizes that access to health care facilities for the purpose of obtaining medical treatment is important for residents and visitors to the City; and WHEREAS, the exercise of a person's right to protest or counsel against certain medical procedures is a First Amendment activity that must be balanced against another person's right to obtain medical and treatment in a manner authorized by Florida law; and WHEREAS, On June 24, 2022, the Supreme Court released the decision Dobbs v. Jackson Woman’s Health Organization, holding that the United States Constitution confers no constitutional right to abortion services, but said rights, if any, may be authorized or guaranteed by individual states; and WHEREAS, after the release of the decision, the Clearwater Police Department began seeing a rise in aggression and confrontation between individuals seeking abortions, volunteer escorts for the women seeking abortions, and protesters; and WHEREAS, the Clearwater Police Department has been consistently called upon to respond to Bread and Roses Woman’s Health Center located at 1560 S. Highland Ave., Clearwater, FL 33756 to mediate continuing and now escalating confrontation between those individuals and associated groups; and WHEREAS, the Clearwater Police Department has specifically observed pedestrian protesters entering and repeatedly crossing the driveway of the health center, so as to impede vehicular ingress and egress; and WHEREAS, occupants of said vehicles are then accosted by the same groups of individuals, frightening and intimidating the occupants even though they have every legal right to enter the clinic; and WHEREAS, these confrontations have created an increased need for dedicated appropriation of the Clearwater Police Department’s finite resources, which are being provided to this one property, to the neglect of law enforcement needs throughout the rest of the patrol district in which the facility is located; and 2 Ordinance No. 9665-23 WHEREAS, targeted trespass warnings to individuals impeding vehicular ingress and egress is not a remedy available by law because the driveway is located on the public right-of-way; and WHEREAS, targeted arrests for resisting an officer without violence are impractical because the protesters will temporarily comply with an officer’s instructions whenever told to vacate the driveway and allow vehicular access, but the protesters re-enter or continue crossing the driveway after the officer leaves the scene and Florida law prohibits officers from arresting the violator(s) for misdemeanor crimes not committed in the officer’s presence; and WHEREAS, the City wants to protect the public in a way that complies with both Florida law and the First Amendment; and WHEREAS, the City is familiar with the Court’s ruling in Bruni v. City of Pittsburgh, 941 F.3d 73 (3rd Cir. 2019), in which the Court upheld the City of Pittsburgh’s creation of a buffer zone when that City faced similar concerns; and WHEREAS, the Court determined that the creation of content-neutral buffer zones is subject to intermediate scrutiny; and WHEREAS, the City of Clearwater has determined that a five-foot buffer zone surrounding the driveway is sufficient to resolve the current difficulties; and WHEREAS, this buffer zone will ensure the safety of protesters and patients alike, by allowing safe vehicular ingress and egress to and from the clinic; and WHEREAS, this buffer zone preserves the protesters’ ability to make their views known, seen, and heard by persons entering and exiting the clinic, as shown in the pictures and diagrams attached to this ordinance as Exhibit A; now therefore BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF CLEARWATER, FLORIDA; Section 1: Sec. 28.10, Clearwater Code of Ordinances is hereby amended to read as follows: Section 28.10– VEHICLE SAFETY ZONE FOR BREAD AND ROSES WOMAN’S HEALTH CENTER LOCATED AT 1560 S. HIGHLAND AVENUE. (1) VEHICULAR SAFETY ZONE. No pedestrian as defined in Florida Statute 316.003(56), or person riding a bicycle as defined in Florida Statute 316.003(4), or person operating any other non-motorized vehicle, shall enter into or cross any portion of the vehicular driveway located at the western entrance to the clinic, or enter that portion of the sidewalk or swale located within five (5) feet north or south of the concrete driveway. This restriction shall be in effect only from Monday through Saturday, beginning 7:00am and ending 6:00pm each day. 3 Ordinance No. 9665-23 This section shall not apply to police and public safety officers, fire and rescue personnel, or other emergency workers in the course of their official business, or to authorized security personnel employees or agents of the hospital, medical office or clinic engaged in assisting patients and other persons to enter or exit the Clinic. (2) PENALTY. Any person, firm, or corporation who pleads guilty or nolo contendere, or is convicted of violating of this section shall be guilty of a Class III civil infraction pursuant to Section 1.12 of this Code of Ordinances. Section 2. This ordinance shall take effect immediately upon adoption. PASSED ON FIRST READING _____________________ PASSED ON SECOND AND FINAL _____________________ READING AND ADOPTED ___________________________ Frank V. Hibbard Mayor Approved as to form: Attest: __________________________ ____________________________ David Margolis Rosemarie Call City Attorney City Clerk 1 Communication Center Data Date Purpose of Call 1/8/2022 9:05 EXTRA DUTY DETAILS 1/15/2022 8:47 EXTRA DUTY DETAILS 1/20/2022 14:56 ASSIST OTHER AGENCY 1/22/2022 9:04 EXTRA DUTY DETAILS 1/29/2022 9:04 EXTRA DUTY DETAILS 2/5/2022 9:07 EXTRA DUTY DETAILS 2/12/2022 8:44 EXTRA DUTY DETAILS 2/26/2022 8:52 EXTRA DUTY DETAILS 3/5/2022 8:59 EXTRA DUTY DETAILS 3/12/2022 8:32 EXTRA DUTY DETAILS 3/19/2022 8:58 EXTRA DUTY DETAILS 3/26/2022 8:53 EXTRA DUTY DETAILS 3/29/2022 9:53 PROTEST/DEMONSTRATION 4/2/2022 9:05 EXTRA DUTY DETAILS 4/9/2022 8:27 EXTRA DUTY DETAILS 4/12/2022 10:34 PROTEST/DEMONSTRATION 4/16/2022 8:58 EXTRA DUTY DETAILS 4/23/2022 9:00 EXTRA DUTY DETAILS 4/23/2022 10:35 BATTERY-N/I/P 4/30/2022 8:54 EXTRA DUTY DETAILS 5/5/2022 13:43 SUPPLEMENTS ACISS/LERS 5/7/2022 9:01 EXTRA DUTY DETAILS 5/14/2022 8:09 EXTRA DUTY DETAILS 5/21/2022 8:24 EXTRA DUTY DETAILS 5/28/2022 8:53 EXTRA DUTY DETAILS 6/4/2022 8:49 EXTRA DUTY DETAILS 6/18/2022 9:00 EXTRA DUTY DETAILS 6/25/2022 8:44 EXTRA DUTY DETAILS 7/2/2022 9:12 SPECIAL DETAIL 7/2/2022 10:49 EXTRA DUTY DETAILS 7/9/2022 8:47 EXTRA DUTY DETAILS 7/9/2022 9:31 ASSIST OTHER AGENCY 7/16/2022 8:56 EXTRA DUTY DETAILS 7/23/2022 9:06 EXTRA DUTY DETAILS 7/30/2022 8:53 EXTRA DUTY DETAILS 8/6/2022 8:32 EXTRA DUTY DETAILS 8/13/2022 9:03 EXTRA DUTY DETAILS 8/20/2022 9:07 EXTRA DUTY DETAILS 2 8/27/2022 9:03 EXTRA DUTY DETAILS 9/3/2022 8:54 EXTRA DUTY DETAILS 9/9/2022 11:57 BATTERY-N/I/P 9/10/2022 9:38 EXTRA DUTY DETAILS 9/17/2022 9:10 EXTRA DUTY DETAILS 9/24/2022 9:16 EXTRA DUTY DETAILS 10/1/2022 8:19 EXTRA DUTY DETAILS 10/1/2022 11:34 ORDINANCE VIOLATION 10/8/2022 9:16 ASSIST CITIZEN 10/8/2022 10:15 PROTEST/DEMONSTRATION 10/8/2022 11:05 DISTURBANCE/DISORDERLY-I/P 10/15/2022 8:05 EXTRA DUTY DETAILS 10/20/2022 9:44 PARK WALK AND TALK 10/22/2022 8:31 EXTRA DUTY DETAILS 10/22/2022 9:55 PROTEST/DEMONSTRATION 11/5/2022 8:19 EXTRA DUTY DETAILS 11/5/2022 9:16 PROTEST/DEMONSTRATION 11/12/2022 10:20 BATTERY-N/I/P 11/18/2022 17:14 ACCIDENT NO INJURIES 11/19/2022 8:08 EXTRA DUTY DETAILS 11/19/2022 10:47 NOISE 11/19/2022 11:29 CRIMINAL MISCHIEF I/P 11/26/2022 9:12 PROTEST/DEMONSTRATION 11/26/2022 10:44 PROTEST/DEMONSTRATION 12/3/2022 8:25 EXTRA DUTY DETAILS 12/10/2022 8:24 EXTRA DUTY DETAILS 12/17/2022 8:25 EXTRA DUTY DETAILS 12/17/2022 9:05 DISTURBANCE/DISORDERLY-I/P 12/17/2022 10:12 PARK WALK AND TALK 12/17/2022 10:13 ORDINANCE VIOLATION 12/31/2022 10:58 DISTURBANCE/DISORDERLY-I/P 12/31/2022 11:10 DIRECTED PATROL 1/7/2023 8:25 EXTRA DUTY DETAILS 1/7/2023 9:50 SUSP. PERSON-I/P 1/7/2023 10:10 DIRECTED PATROL BREAD & ROSES WELL WOMAN’S CENTER – 1560 South Highland Avenue 5-foot Marking BREAD & ROSES WELL WOMAN’S CENTER – 1560 South Highland Avenue 5-foot Marking BREAD & ROSES WELL WOMAN’S CENTER – 1560 South Highland Avenue 5-foot Marking BREAD & ROSES WELL WOMAN’S CENTER – 1560 South Highland Avenue 5-foot Marking The following link provides a collection of police body-worn camera footage from Bread & Roses Well Woman’s Center at 1560 S Highland Avenue. https://youtu.be/DBDn8gbWlNU Cover Memo City of Clearwater Main Library - Council Chambers 100 N. Osceola Avenue Clearwater, FL 33755 File Number: ID#23-0153 Agenda Date: 2/27/2023 Status: Agenda ReadyVersion: 1 File Type: Action ItemIn Control: Fire Department Agenda Number: 5.1 SUBJECT/RECOMMENDATION: Authorize a purchase order to Municipal Emergency Services (MES) of Pinellas Park, FL, for Personal Protective Equipment for Clearwater Fire and Rescue (CFR) personnel in an amount of $271,060 for term March 2, 2023 through July 31, 2023, pursuant to Clearwater Code of Ordinances Section 2.563 (1)(c), Piggyback, and authorize the appropriate officials to execute the same. SUMMARY: CIP project 91261 outfits firefighters with personal protective equipment (PPE). PPE provides a high degree of protection for firefighters, along with providing many safety features members will use during an emergency response. Per National Fire Protection Association Standard 1851, PPE gear has a ten-year shelf life. Currently CFR issues one set of gear and then a second set five years later. CFR is implementing the purchase of two sets for all new hires and continuing the replacement of current employees. Approximately 11.27% of this purchase is funded by Pinellas County as approved in the fiscal year 2022/23 CFR budget by the County Commission. This reimbursement is a portion of the annual County Fire Protection Tax revenues received in the general fund as this equipment serves unincorporated residents of the Clearwater Fire and Rescue District. This is a piggyback off of Lake County Contract No. 22-730G, Fire Equipment, Parts, Supplies and Service valid through July 31, 2023, with option to renew. APPROPRIATION CODE AND AMOUNT: Funds are available in CIP project 315-91261, Personal Protective Equipment, to fund the balance of this purchase order. Funding for future years will be requested in the annual budget process. USE OF RESERVE FUNDS: NA Page 1 City of Clearwater Printed on 2/23/2023 November 22, 2022 Chief Scott Ehlers Clearwater Fire Department 610 Franklin Street Clearwater, FL 33756 Dear Chief Ehlers, The FY22/23 Clearwater Fire District budget has been approved by the County Commission as follows: The FY22/23 split is 88.73% incorporated and 11.27% unincorporated. The FY22/23 Aid to Government Agencies will be: $2,457,962.32 This is based on applying the 11.27% unincorporated split against the lower of the district budget request of $21,809,781 or the city approved budget of $24,703,300 (net of other revenue sources). The monthly payment amount will be: $ 204,830.19 The FY22/23 Major Capital balance will be: $1,029,710 Major capital will be reimbursed at the unincorporated % based upon completion and receipt of formal request. If you have any questions, please feel free to contact me at 582-2026, or by e-mail at jpmiller@pinellas.gov Sincerely, Jason Miller, Fire Finance Manager Financial Services cc: Jodie Sechler, Division Director, Ambulance Billing & Financial Svcs Craig Hare, Division Director, EMS and Fire Administration Anne Lawler, Manager Financial Acctg, CCC Finance Division Monica Mitchell, Assistant Finance Director, City of Clearwater 3789 62nd Avenue North Pinellas Park, FL 33781 Quote Quote #QT1652982 Date QT1652982 Page 1 of 1 Bill To Clearwater Fire Rescue 1140 Court St Clearwater FL 33756-5704 United States Expires Sales Rep Bessler, Alexander G Shipping Method FedEx Ground Customer CLEARWATER FIRE DEPARTMENT (FL) Customer # C68946 Ship To Clearwater Fire Rescue 1716D Belcher Rd. Clearwater FL 33765 United States Item Alt. Item #Units Description QTY Unit Price Amount HFRP Tail Coat FLCLEA00313 HFRP Tail Coat Outer Shell: PBI Peak 5 - Black Thermal Liner: Titanium SL2 Moisture Barrier: Stedair 4000 Additional discount provided 1 $2,617.38 $2,617.38 Custom HFRP Pro Fit Pant FLCLEA00313 Custom HFRP Pro Fit Pant Outer Shell: PBI Peak 5 - Black Thermal Liner: Titanium SL2 Moisture Barrier: Stedair 4000 Additional discount provided 1 $2,310.95 $2,310.95 SHIPPING INCLUDED Subtotal $4,928.33 Shipping Cost $0.00 Tax Total $0.00 Total $4,928.33 This Quotation is subject to any applicable sales tax and shipping & handling charges that may apply. Tax and shipping charges are considered estimated and will be recalculated at the time of shipment to ensure they take into account the most current information. All returns must be processed within 30 days of receipt and require a return authorization number and are subject to a restocking fee. Custom orders are not returnable. Effective tax rate will be applicable at the time of invoice. FLCLEA00317 List price: $3,401.91 Lake County price: 10% off list ($3,061.72) FLCLEA00318 List price: $2,985.90 Lake County price: 10% off list ($2,687.31) 02/02/2023 05/25/2023 PRICING PER LAKE COUNTY CONTRACT 22-730G PROCUREMENT SERVICES –DIVISION OFOFFICE OFMANAGEMENT AND BUDGET SERVICES P.O. BOX7800• 315 W.MAINST.,TAVARES, FL32778•P352.343.9839• F352.343.9473 Board of County Commissioners • www.lakecountyfl.gov MODIFICATION OF CONTRACT Modification Number:One (1) Effective Date: 9/13/2022 Contract Number: 22-730G Title:Fire Equipment, Supplies, and Services Effective Date: 08/01/2022 Contracting Officer: Gretchen Bechtel, CPPB E-mail: gretchen.bechtel@lakecountyfl.gov Telephone Number: 352-343-9765 Contractor Name and Address: Name: Municipal Emergency Services, Inc Address: 12 Turnberry Ln, 2nd Floor City: Sandy Hook, CT 06482 ATTENTION: jrobinson@mesfire.com; rmclester@mesfire.com Issued By:Procurement Services Lake County Administration Building 315 W. Main St., Suite 441 Tavares, Florida 32778-7800 INSTRUCTIONS: Contractor shall sign Signature Block showing acceptance of the below written modification and return this form to Procurement Services within ten (10) days after receipt. Once fully executed, a copy of this modification will be returned to the Contractor to attach to the original Contract. DESCRIPTION OF MODIFICATION: Contract modification to add the highlighted manufacturers and pricing per the attached. CONTRACTOR SIGNATURE BLOCK Signature: _______________________________________ Print Name: ______________________________________ Title: ____________________________________________ Date: ____________________________________________ E-mail: ___________________________________________ Secondary E-mail: __________________________________ LAKE COUNTY SIGNATURE BLOCK Signature: Print Name: Title: Date: Distribution: Original – Bid FileCopy – ContractorContracting Officer Jamie Robinson Regional Vice President 9/13/22 jrobinson@mesfire.com ATTACHMENT 2A - PRICING SHEET 22-730 FIRE EQUIPMENT, SUPPLIES, AND SERVICES ITEM # 1 2a 2b 2c Labor for Equipment Repair (not under warranty)$0.00 per hour 2d Pickup or delivery services offered?Yes 2e Pick up / delivery fee for Equipment $0.00 per call 0 0 0 3 MANUFACTURER Hourly Service Rate Factory Authorized Service Center? YES/NO Hurst ED/EWXT/E3 service - per tool $250.00 Yes Hurst High Pressure service - per tool $140.00 Yes Hurst Low Pressure service - per tool $140.00 Yes Hurst High Pressure pump service - per pump $525.00 Yes Hurst Low Pressure pump service - per pump $525.00 Yes Hurst extension hose - flush $125.00 Yes Hurst extension hose - visual inspection $50.00 Yes Hurst cord reel - flush $175.00 Yes Hurst cord reel - visual inspection $50.00 Yes Hurst non warranty repairs - labor rate per hour $160.00 Yes Lift bag set inspection (1 regulator, 1 controller, hoses) $100.00 Yes LIST MANUFACTURER SUPPORTED. Municipal Emergency Servcies SAVE AND SUBMIT AS AN EXCEL FILE www.mesfire.com Lake County is exempt from all taxes (Federal, State, Local). A Tax Exemption Certificate will be furnished upon request for any direct purchasing. Contractor will be responsible for payment of taxes on all materials purchased by the Contractor for the project. 3789 62 Ave North Pinellas Park FL 33781 Jamie Robinson SHOP LOCATION The following information is required for price redetermination consideration. Assuming prices quoted include costs for vehicles, maintenance, repair, insurance, fuel, wages, insurances, other employee benefits, materials, overhead, operating expenses, etc., what percentage of the rate is directly attributed to the cost of fuel? Which does the firm use: Diesel fuel or Gasoline? Assuming prices quoted include costs for vehicles, maintenance, repair, insurance, fuel, wages, materials, overhead, operating expenses, etc., what percentage of the rate is directly attributed to the cost of wages? Assuming prices quoted include costs for vehicles, maintenance, fuel, wages, insurances, other employee benefits, materials, overhead, operating expenses, etc., what percentage of the rate is directly attributed to the cost of materials? ATTACHMENT 2A - PRICING SHEET 22-730 FIRE EQUIPMENT, SUPPLIES, AND SERVICES Lift bag service per bag (visual inspection, hydrostatic test)$65.00 Yes Compressor service per hour $110.00 Yes Scott Safety non warranty repairs - labor rate per hour $90.00 Yes SCBA cylinder hydrostatic testing $40.00 Yes Mask fit testing - per person $35.00 Yes Mask fit testing - per day $1,500.00 Yes SCBA flow testing $55.00 Yes ANY Service Call - per trip $45.00 Yes ATTACHMENT 2B - PRICING SHEET 22-730 FIRE EQUIPMENT, SUPPLIES, AND SERVICES FIRM'S WEBSITE: Warehouse Location(s): MANUFACTURER Percent Off List In Stock / Lead Time Freight Included WEBSITE 3M Company 15% No 5.11 20% No Able 2 Sho Me 10%No Action 25% No AH Stock 10% No Ajax 5%No Akron Brass 20% No Alcolite (Sam Carbis) 10% No Amerex List+10%No American Firewear 15% No Anchor Industries 10% No Angus 20%No Ansul Foam 15% No Avon Manufacturing 5% No B&B Enterprises 15%No Bates (Wolverine) 10% No Bayco/NightStick 10% No Black Diamond 15%No Blackinton 10% No Blauer List No Boston Leather 20%No Bullard - helmets 20% No Bullard - other 10% No CET Pumps 15%No Chemguard 10% No Circul Air List No CMC Rescue 10%No Code 3 20% No Collins Dynamics (Rom Corp) 22% No Email:Jrobinson@mesfire.com Emergency Phone: 727-686-0020 List manufacturer brands supported. Municipal Emergency Services SAVE AND SUBMIT AS AN EXCEL FILE www.mesfire.com 3789 62nd Avenue North Pinellas Park, FL 33781 AZ, CA, CO, CT, IL, IN, MD, MI, NC, NE, NY, TX, WA Contact Information For Emergency/Disaster Services (24/7) Name: Jamie Robinson ATTACHMENT 2B - PRICING SHEET 22-730 FIRE EQUIPMENT, SUPPLIES, AND SERVICES Council Tools 20%No Crew Boss 20% No Danner/LaCrosse 5% No Decon Systems (Saunaray)List No Dicke Tool 15% No Dragonfire (J Scott Solutions) 20% No DuPont 5%No Dutyman 5% No Eastern Fire Equipment Services 5% No Edison 20%No Edwards & Cromwell 10% No Edwards MFG 10% No Elbeco 5%No Elkhart Brass 20% No Energizer List No Ergodyne 20%No ESS 20% No Euramco 15% No EVAC Systems 5%No Fechheimer/Flying Cross 5% No Federal Signal Corp 20% No Fire Hooks Unlimited List+10%No Fire Innovations 10% No Fire Research (FRC) 15% No Fire Soaps 5%No Fire Wipes 5% No Firecom 5% No Firecraft - gloves 10%No Firecraft - Sensit 5% No Fire-Dex 10% No First Tactical 10%No Flamefighter 20% No Fol-Da-Tank 20% No Foxfire 10%No FoxFury 10% No Fresh Gear 5% No FSI North America List No Gemtor 20% No GH Armor Per NASPO No Glassmaster Wehr 15%No Grace Industries List No Groves/Ready Rack List No Hale Fire Pumps List No Hammerhead (Gear Keeper) 15% No Hannay Reels 10% No Harrington 25%No Hebert List No Hero Wipes 5% No Hero's Pride 5%No HexArmor 15% No Homeland 6 (H6 Tactical) 10% No Honeywell - boots 10%No Honeywell - helmets & parts 10% No ATTACHMENT 2B - PRICING SHEET 22-730 FIRE EQUIPMENT, SUPPLIES, AND SERVICES Honeywell Analytics List+5%No Honeywell/Morning Pride - PPE 10% No Hot Shields 5% No Hotstick List No Humat List No Hurst 5% No Husky 25%No Hydra Shield 12% No Industrial Scientific - accessories List No Industrial Scientific - monitors 10%No J-Tek/CMJ manufacturing List No Justrite 20% No Kappler List No Kochek 25% No Koehler Mfg 20% No Kroll 10%No Kussmaul List No Lakeland 10% No Leatherhead Tools 20%No Lightning X 10% No Lion Uniforms 10% No Little Giant 5%No Mag Instruments 10% No Majestic Hoods 20% No Majestic Hoods - Gore List No Makita List No Matex 15% No Mechanix Gloves 10%No Mustang Survival 10% No Natale (Circle D) 15% No National Foam 5%No National River Supply (NRS) 10% No Norco Gas List No NUPLA 15%No OHD List No Pacific Helmets 5% No Pacific Reflex 15%No Paul Conway Shields 10% No Pelican List+10% No Performance Advantage Company (PAC)10%No Petzl 20% No PGI 5% No Pigeon Mountain Industries (PMI)10%No Plastix Plus 5% No PMI Rope 10% No Point Blank Per NASPO No Propper 5% No Protective Industrial Products (PIP) 10% No R&B Fabricators 10%No Radians 10% No RAE Systems 5% No Redback Boots 15%No Rescue 42 5% No ATTACHMENT 2B - PRICING SHEET 22-730 FIRE EQUIPMENT, SUPPLIES, AND SERVICES Rescue Technology 5%No RevolveAir List No Rice Hydro 10% No Ringers List No RIT Safety Solutions 10% No Rock N Rescue 10% No Royce Shields 5%No Salomon 10% No Samuel Broome 5% No San Mar 10%No Savox List No SCBAS 15% No Scott Safety- gas detection 5%No Scott Safety- SCBA and parts List No Scott Safety- thermal imager parts List No Scott Safety- thermal imagers 5%No Scotty Firefighter 15% No Seek Thermal 5% No Sensible Mounts 15%No Shelby Gloves List No Silent Partner Technologies List No Simulaids List No SM Smith 5% No Snap Tite/All-American/Firequip 10% No Solutions Safety (Citrosqueeze)5%No South Park 20% No Spiewak 5% No Stallion Air List No Statpacks 10% No Steck 10% No Sterling Rope 15%No Streamlight 15% No Supervac 5% No Survival Armor Per NASPO No Target Solutions List No Task Force Tips (TFT) 5% No Task Force Tips- Blitzfire/G-Force Series List No Team Equipment List No Team Wendy List No Teledyne 5%No Telelite 5% No Tempest - VS series batteries & access. List+5% No Tempest/Leader Fans 10%No Thorogood/Weinbrenner boots 15% No TNT Tools 10% No Topps List+10%No True North 10% No Tru-Spec 10% No Turtle Plastics List No Tyco 10% No UltraTec Special Effects 15% No Under Armour 5%No Underwater Kinetics List No ATTACHMENT 2B - PRICING SHEET 22-730 FIRE EQUIPMENT, SUPPLIES, AND SERVICES Various mfgs - compressor service parts 5%No Veridian - PPE 25% No Veridian- gloves, hoods, accessories 10% No Vetter List No VF Imagewear 5% No Vizcon List No Warthog 5%No Waterous List No Weldon 25% No Whelen Engineering 15%No Williams Foam List No Workrite 10% No Yates 5%No Zephyr List No Ziamatic/Zico List No Cover Memo City of Clearwater Main Library - Council Chambers 100 N. Osceola Avenue Clearwater, FL 33755 File Number: ANX2021-11018a Agenda Date: 2/27/2023 Status: Agenda ReadyVersion: 1 File Type: Planning CaseIn Control: Planning & Development Agenda Number: 6.1 SUBJECT/RECOMMENDATION: Approve the annexation, initial Future Land Use Map designation of Residential Low (RL) and initial Zoning Atlas designation of Low Medium Density Residential (LMDR) District for 2635 Woodring Drive and pass Ordinances 9659-23, 9660-23, and 9661-23 on second reading. (ANX2021-11018) SUMMARY: This voluntary annexation request was passed on first reading on March 17, 2022 and involves a 0.201-acre property consisting of one parcel located on the southeast corner of Carlton and Woodring Drives. The property is in an enclave and is contiguous to existing city boundaries to the west and south. Second reading of this annexation request was delayed because the applicant was constructing a single-family dwelling on this parcel under the county’s jurisdiction. The construction has been completed and a certificate of occupancy issued so second reading can now take place. A Future Land Use Map designation of Residential Low (RL) and a Zoning Atlas designation of Low Medium Density Residential (LMDR) were approved for the property on first reading. Due to the amount of time that has lapsed since that hearing, new ordinance numbers have been assigned to reflect the current year (previous Ordinance numbers: 9537-22, 9538-22 and 9539-22), so a third and final reading will also be scheduled at the March 16, 2023 meeting. APPROPRIATION CODE AND AMOUNT: N/A USE OF RESERVE FUNDS: N/A Page 1 City of Clearwater Printed on 2/23/2023 Ordinance No. 9659-23 ORDINANCE NO. 9659-23 AN ORDINANCE OF THE CITY OF CLEARWATER, FLORIDA, ANNEXING CERTAIN REAL PROPERTY LOCATED ON THE SOUTHEAST CORNER OF WOODRING AND CARLTON DRIVES, WHOSE POST OFFICE ADDRESS IS 2635 WOODRING DRIVE, CLEARWATER, FLORIDA 33759 INTO THE CORPORATE LIMITS OF THE CITY, AND REDEFINING THE BOUNDARY LINES OF THE CITY TO INCLUDE SAID ADDITION; PROVIDING AN EFFECTIVE DATE. WHEREAS, the owner of the real property described herein and depicted on the map attached hereto as Exhibit “A” has petitioned the City of Clearwater to annex the property into the City pursuant to Section 171.044, Florida Statutes, and the City has complied with all applicable requirements of Florida law in connection with this ordinance; now, therefore, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF CLEARWATER, FLORIDA: Section 1. The following described property is hereby annexed into the City of Clearwater and the boundary lines of the City are redefined accordingly: Lot 1, Block “C”, Carlton Terrace, according to the map or plat thereof as recorded in Plat Book 41, Page 16, of the Public Records of Pinellas County, Florida; (ANX2021-11018) The map attached as Exhibit “A” is hereby incorporated by reference. Section 2. The provisions of this ordinance are found and determined to be consistent with the City of Clearwater Comprehensive Plan. The City Council hereby accepts the dedication of all easements, parks, rights-of-way and other dedications to the public, which have heretofore been made by plat, deed or user within the annexed property. The City Engineer, the City Clerk and the Community Development Coordinator are directed to include and show the property described herein upon the official maps and records of the City. Section 3. This ordinance shall take effect immediately upon adoption. The City Clerk shall file certified copies of this ordinance, including the map attached hereto, with the Clerk of the Circuit Court and with the County Administrator of Pinellas County, Florida, within 7 days after adoption, and shall file a certified copy with the Florida Department of State within 30 days after adoption. Ordinance No. 9659-23 PASSED ON FIRST READING (AS ORDINANCE 9537-22) PASSED ON SECOND READING PASSED ON THIRD AND FINAL READING AND ADOPTED Frank V. Hibbard Mayor Approved as to form: Matthew J. Mytych, Esq. Senior Assistant City Attorney Attest: Rosemarie Call, MPA, MMC City Clerk Exhibit “A” PROPOSED ANNEXATION Owner(s): Elizabeth Bautista Case: ANX2021-11018 Site: 2635 Woodring Drive Property Size(Acres): ROW (Acres): 0.201 Land Use Zoning PIN:05-29-16-13536-003-0010 From: Residential Low (RL) R-3 Single Family Residential Atlas Page: 264A To: Residential Low (RL) Low Medium Density Residential (LMDR) 26500013536 B C D E 1 2 3 4 5 6 7 8 9 10 11 12 1 2 3 4 5 6 7 8 9 10 11 123 4 5 6 7 8 910111213141516 1 2 3 4 5 6 7 10 11 12 13 14 15 16 1 2 3 4 5 6 7 10 11 12 13 14 15 16 1 2 3 4 5 6 7 32/01 1.04 3.28 32/02 32/021 254 62.01110270 17030 474.82480.59300 300 30 1701 111 AC(C) AC(C) SOUTH DR CARLTON DR AUDREY DR WOODRING DR CARDINAL DR 1836 1819 1830 2624265418312636 26661865 26601843 1860 1825 264126421842 263426451818 1854 2647267526481848 18362612 26521813 1824 26641815 26651866 1837 267226651837 26711831261823837 23611 1831 1812 1825 1821 1813 1812 1825 1806 1824 1806 1836 1807 265926531807 1830 1837 1818 26461806 267426351812 1830 1819 1807 1818 1824 26752640265826342670-Not to Scale--Not a Survey-Rev. 11/12/2021 Ordinance No. 9660-23 ORDINANCE NO. 9660-23 AN ORDINANCE OF THE CITY OF CLEARWATER, FLORIDA, AMENDING THE FUTURE LAND USE ELEMENT OF THE COMPREHENSIVE PLAN OF THE CITY, TO DESIGNATE THE LAND USE FOR CERTAIN REAL PROPERTY LOCATED ON THE SOUTHEAST CORNER OF WOODRING AND CARLTON DRIVES, WHOSE POST OFFICE ADDRESS IS 2635 WOODRING DRIVE, CLEARWATER, FLORIDA 33759, UPON ANNEXATION INTO THE CITY OF CLEARWATER, AS RESIDENTIAL LOW (RL); PROVIDING AN EFFECTIVE DATE. WHEREAS, the amendment to the Future Land Use Element of the Comprehensive Plan of the City as set forth in this ordinance is found to be reasonable, proper and appropriate, and is consistent with the City's Comprehensive Plan; now, therefore, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF CLEARWATER, FLORIDA: Section 1. The Future Land Use Element of the Comprehensive Plan of the City of Clearwater is amended by designating the land use category for the hereinafter described property, upon annexation into the City of Clearwater, as follows: Property Land Use Category Lot 1, Block “C”, Carlton Terrace, according to the map or plat thereof as recorded in Plat Book 41, Page 16, of the Public Records of Pinellas County, Florida; Residential Low (RL) (ANX2021-11018) The map attached as Exhibit “A” is hereby incorporated by reference. Section 2. The City Council does hereby certify that this ordinance is consistent with the City’s Comprehensive Plan. Section 3. This ordinance shall take effect immediately upon adoption, contingent upon and subject to the adoption of Ordinance No. 9659-23 Ordinance No. 9660-23 PASSED ON FIRST READING (AS ORDINANCE 9538-22) PASSED ON SECOND READING PASSED ON THIRD AND FINAL READING AND ADOPTED Frank V. Hibbard Mayor Approved as to form: Matthew J. Mytych, Esq. Senior Assistant City Attorney Attest: Rosemarie Call, MPA, MMC City Clerk Exhibit “A” PROPOSED FUTURE LAND USE MAP Owner(s): Elizabeth Bautista Case: ANX2021-11018 Site: 2635 Woodring Drive Property Size(Acres): ROW (Acres): 0.201 Land Use Zoning PIN:05-29-16-13536-003-0010 From: Residential Low (RL) R-3 Single Family Residential Atlas Page: 264A To: Residential Low (RL) Low Medium Density Residential (LMDR) 26500013536 B C D E 1 2 3 4 5 6 7 8 9 10 11 12 1 2 3 4 5 6 7 8 9 10 11 123 4 5 6 7 8 910111213141516 1 2 3 4 5 6 7 10 11 12 13 14 15 16 1 2 3 4 5 6 7 10 11 12 13 14 15 16 1 2 3 4 5 6 7 32/01 1.04 3.28 32/02 32/021 254 62.01110270 17030 474.82480.59300 300 30 1701 111 AC(C) AC(C) SOUTH DR CARLTON DR AUDREY DR WOODRING DR CARDINAL DR 1836 1819 1830 2624265418312636 26661865 26601843 1860 1825 264126421842 263426451818 1854 2647267526481848 18362612 26521813 1824 26641815 26651866 1837 267226651837 26711831261823837 23611 1831 1812 1825 1821 1813 1812 1825 1806 1824 1806 1836 1807 265926531807 1830 1837 1818 26461806 267426351812 1830 1819 1807 1818 1824 26752640265826342670-Not to Scale--Not a Survey-Rev. 11/12/2021 Ordinance No. 9661-23 ORDINANCE NO. 9661-23 AN ORDINANCE OF THE CITY OF CLEARWATER, FLORIDA, AMENDING THE ZONING ATLAS OF THE CITY BY ZONING CERTAIN REAL PROPERTY LOCATED ON THE SOUTHEAST CORNER OF WOODRING AND CARLTON DRIVES, WHOSE POST OFFICE ADDRESS IS 2635 WOODRING DRIVE, CLEARWATER, FLORIDA 33759, UPON ANNEXATION INTO THE CITY OF CLEARWATER, AS LOW MEDIUM DENSITY RESIDENTIAL (LMDR); PROVIDING AN EFFECTIVE DATE. WHEREAS, the assignment of a zoning classification as set forth in this ordinance is found to be reasonable, proper and appropriate, and is consistent with the City's Comprehensive Plan; now, therefore, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF CLEARWATER, FLORIDA: Section 1. The following described property located in Pinellas County, Florida, is hereby zoned as indicated upon annexation into the City of Clearwater, and the Zoning Atlas of the City is amended, as follows: The map attached as Exhibit “A” is hereby incorporated by reference. Section 2. The City Engineer is directed to revise the Zoning Atlas of the City in accordance with the foregoing amendment. Section 3. This ordinance shall take effect immediately upon adoption, contingent upon and subject to the adoption of Ordinance No. 9659-23. Property Zoning District Lot 1, Block “C”, Carlton Terrace, according to the map or plat thereof as recorded in Plat Book 41, Page 16, of the Public Records of Pinellas County, Florida; Low Medium Density Residential (LMDR) (ANX2021-11018) Ordinance No. 9661-23 PASSED ON FIRST READING (AS ORDINANCE 9539-22) PASSED ON SECOND READING PASSED ON THIRD AND FINAL READING AND ADOPTED Frank V. Hibbard Mayor Approved as to form: Matthew J. Mytych, Esq. Senior Assistant City Attorney Attest: Rosemarie Call, MPA, MMC City Clerk Exhibit “A” PROPOSED ZONING MAP Owner(s): Elizabeth Bautista Case: ANX2021-11018 Site: 2635 Woodring Drive Property Size(Acres): ROW (Acres): 0.201 Land Use Zoning PIN:05-29-16-13536-003-0010 From: Residential Low (RL) R-3 Single Family Residential Atlas Page: 264A To: Residential Low (RL) Low Medium Density Residential (LMDR) 26500013536 B C D E 1 2 3 4 5 6 7 8 9 10 11 12 1 2 3 4 5 6 7 8 9 10 11 123 4 5 6 7 8 910111213141516 1 2 3 4 5 6 7 10 11 12 13 14 15 16 1 2 3 4 5 6 7 10 11 12 13 14 15 16 1 2 3 4 5 6 7 32/01 1.04 3.28 32/02 32/021 254 62.01110270 17030 474.82480.59300 300 30 1701 111 AC(C) AC(C) SOUTH DR CARLTON DR AUDREY DR WOODRING DR CARDINAL DR US 19 1836 1819 1830 2624265418312636 26661865 26601843 1860 1825 264126421842 263426451818 1854 2647267526481848 18362612 26521813 1824 26641815 26651866 1837 267226651837 26711831261823837 23611 LMDR LMDR LMDR LMDR LMDR 1831 1812 1825 1821 1813 1812 1825 1806 1824 1806 1836 1807 265926531807 1830 1837 1818 26461806 267426351812 1830 1819 1807 1818 1824 26752640265826342670-Not to Scale--Not a Survey-Rev. 11/12/2021 LOCATION MAP Owner(s): Elizabeth Bautista Case: ANX2021-11018 Site: 2635 Woodring Drive Property Size(Acres): ROW (Acres): 0.201 Land Use Zoning PIN: 05-29-16-13536-003-0010 From : Residential Low (RL) R-3 Single Family Residential Atlas Page: 264A To: Residential Low (RL) Low Medium Density Residential (LMDR) US Hwy 19 NSOUTH DR SUNSET POINT RD E US-19 FRONTAGE RDW US-19 FRONTAGE RDWOODRING DR MORNINGSIDE DR CARLTON DR OWEN DR AUDREY DR MARILYN DR CARDINAL DR HARBOR CIR EVANS DR ^ PROJECT SITE -Not to Scale--Not a Survey-Rev. 11/12/2021 AERIAL PHOTOGRAPH Owner(s): Elizabeth Bautista Case: ANX2021-11018 Site: 2635 Woodring Drive Property Size(Acres): ROW (Acres): 0.201 Land Use Zoning PIN: 05-29-16-13536-003-0010 From : Residential Low (RL) R-3 Single Family Residential Atlas Page: 264A To: Residential Low (RL) Low Medium Density Residential (LMDR) SOUTH DR SOUTH DR CARLTON DR CARLTON DR AUDREY DR AUDREY DR WOODRING DR WOODRING DR CARDINAL DR CARDINAL DR -Not to Scale--Not a Survey-Rev. 11/12/2021 EXISTING SURROUNDING USES MAP Owner(s): Elizabeth Bautista Case: ANX2021-11018 Site: 2635 Woodring Drive Property Size(Acres): ROW (Acres): 0.201 Land Use Zoning PIN: 05-29-16-13536-003-0010 From : Residential Low (RL) R-3 Single Family Residential Atlas Page: 264A To: Residential Low (RL) Low Medium Density Residential (LMDR) 26500013536 B C D E 1 2 3 4 5 6 7 8 9 10 11 12 1 2 3 4 5 6 7 8 9 10 11 123 4 5 6 7 8 910111213141516 1 2 3 4 5 6 7 10 11 12 13 14 15 16 1 2 3 4 5 6 7 10 11 12 13 14 15 16 1 2 3 4 5 6 7 32/01 1.04 3.28 32/02 32/021 254 62.01110270 17030 474.82480.59300 300 30 1701 111 AC(C) AC(C) SOUTH DR CARLTON DR AUDREY DR WOODRING DR CARDINAL DR 1836 1819 1830 2624265418312636 26661865 26601843 1860 1825 264126421842 263426451818 1854 2647267526481848 18362612 26521813 1824 26641815 26651866 1837 267226651837 26711831261823837 23611 1831 1812 1825 1821 1813 1812 1825 1806 1824 1806 1836 1807 265926531807 1830 1837 1818 26461806 267426351812 1830 1819 1807 1818 1824 26752640265826342670-Not to Scale--Not a Survey-Rev. 11/12/2021 Single Family Residential Single Family Residential Single Family Residential Single Family Residential Single Family Residential Vacant ANX2021-11018 Elizabeth Bautista 2635 Woodring Drive View looking south at subject property 2635 Woodring Drive East of the subject property Across the street, to the north of the subject property View looking easterly along Woodring Drive View looking westerly along Woodring Drive Cover Memo City of Clearwater Main Library - Council Chambers 100 N. Osceola Avenue Clearwater, FL 33755 File Number: ID#23-0085 Agenda Date: 2/27/2023 Status: Agenda ReadyVersion: 1 File Type: Action ItemIn Control: Information Technology Agenda Number: 7.1 SUBJECT/RECOMMENDATION: Approve a purchase order to PowerNet, Inc. of Cincinnati, OH for software and telephony licensing, maintenance services and professional services for a three-year term beginning April 1, 2023 through March 31, 2026, in the not to exceed amount of $808,597.42 pursuant to RFP 06-23, and authorize the appropriate officials to execute same. (consent) SUMMARY: The City provides telephone service at over 75 service locations across the City. The City’s legacy phone system is no longer supported by vendors and must be replaced. The project includes the addition of a contact center solution that will be used for all departments needing automatic call distribution solutions in support of their operation ($453,788.40) over the 3-year term. The agreement also includes professional services, voice trunking services, long distance services, system hardware and emergency backup services ($354,809.02). This agreement will cover all software licensing and maintenance for the 3-year contract term. Any licensing expenses in excess of 10% over the total approved amount will be brought to City Council for approval. Such expenses may include changes in user licensing requirements or professional support services over the same term. Vendor selection is in accordance with Sec. 2.561(3), competitive sealed proposals. The City is awarding this purchase order in response to RFP# 06-23. APPROPRIATION CODE AND AMOUNT: Funds are budgeted and available in the Information Technology Admin Services CIP budget (Telecommunications System Upgrade) in the current support year, FY23. Funds for the out years, FY24-FY26, will also be included and charged back to user department in the respective Information Technology Admin Services budgets. Page 1 City of Clearwater Printed on 2/23/2023 TOTAL RANKING 100 RC KH DM DP AS AVG RC KH DM DP AS AVG RC KH DM DP AS AVG RC KH DM DP AS AVG RC KH DM DP AS AVG points 1 Newgentek 5 1 10 5 10 6.2 5 1 10 1 1 3.6 5 1 10 1 15 6.4 5 1 10 5 10 6.2 5 1 10 8 15 7.8 30.20 4 2 NWN Corporation 10 20 18 10 15 14.6 15 20 19 4 10 13.6 5 20 16 1 18 12 10 20 15 15 12 14.4 5 12 12 8 10 9.4 64.00 3 3 PNG Telecommunications 15 20 19 14 18 17.2 15 20 20 20 13 17.6 15 20 18 16 18 17.4 15 20 18 12 17 16.4 15 18 18 17 17 17 85.60 1 4 TTEC Government Solutions 15 19 17 16 18 17 10 15 17 15 9 13.2 10 19 16 17 12 14.8 15 19 16 13 14 15.4 10 10 11 16 16 12.6 73.00 2 EVALUATION SCORING SUMMARY Demonstrated Experience of Company and Project Personnel (Tab 2) 20 points References (Tab 3) 20 points 20 points Project Plan/Approach and Timeline (Tab 4) RFP 06-23, UCaaS Implementation Services Cost of Services (Tab 6) 20 points Long-term Support and Maintenance (Tab 5) 20 pointsRespondents Procurement Division 100 S Myrtle Ave Clearwater FL 33756-5520 PO Box 4748, 33758-4748 727-562-4633 Tel v 07.2021 REQUEST FOR PROPOSALS #06-23 Unified Communication as a Service (UCaaS) Implementation Services November 18, 2022 NOTICE IS HEREBY GIVEN that sealed proposals will be received by the City of Clearwater (City) until 10:00 AM, Local Time, December 20, 2022, to provide Unified Communication as a Service (UCaaS) Implementation Services. Brief Description: The City of Clearwater’s Information Technology Department is seeking qualified vendor(s) to design and implement a Unified Communications solution and contact center to handle all of the City’s incoming and outgoing phone calls, communication, and call center needs. Proposals must be in accordance with the provisions, specifications and instructions set forth herein and will be received by the Procurement Division until the above noted time, when they will be publicly acknowledged and accepted. Proposal packets, any attachments and addenda are available for download at: https://www.myclearwater.com/business/rfp Please read the entire solicitation package and submit the bid in accordance with the instructions. This document (less this invitation and the instructions) and any required response documents, attachments, and submissions will constitute the bid. General, Process or Technical Questions concerning this solicitation should be directed, IN WRITING, to the following Sr. Procurement Analyst: Eryn Berg, CPPB Sr. Procurement Analyst Eryn.Berg@myclearwater.com This Request for Proposals is issued by: Lori Vogel, CPPB Procurement Manager Lori.vogel@myclearwater.com INSTRUCTIONS UCaaS Implementation Services 2 RFP #06-23 i.1 VENDOR QUESTIONS: All questions regarding the contents of this solicitation, and solicitation process (including requests for ADA accommodations), shall be directed solely to the contact listed on Page 1. Questions should be submitted in writing via letter, fax or email. Questions received less than ten (10) calendar days prior to the due date and time may be answered at the discretion of the City. i.2 ADDENDA/CLARIFICATIONS: Any changes to the specifications will be in the form of an addendum. Addenda are posted on the City website no less than seven (7) days prior to the Due Date. Vendors are cautioned to check the Purchasing Website for addenda and clarifications prior to submitting their proposal. The City cannot be held responsible if a vendor fails to receive any addenda issued. The City shall not be responsible for any oral changes to these specifications made by any employees or officer of the City. Failure to acknowledge receipt of an addendum may result in disqualification of a proposal. i.3 VENDOR CONFERENCE / SITE VISIT: Yes No Mandatory Attendance: Yes No Date and Time: n/a Location: n/a If so designated above, attendance is mandatory as a condition of submitting a proposal. The conference/site visit provides interested parties an opportunity to discuss the City's needs, inspect the site and ask questions. During any site visit you must fully acquaint yourself with the conditions as they exist and the character of the operations to be conducted under the resulting contract. i.4 DUE DATE & TIME FOR SUBMISSION AND OPENING: Date: December 20, 2022 Time: 10:00 AM (Local Time) The City will open all proposals properly and timely submitted and will record the names and other information specified by law and rule. All proposals become the property of the City and will not be returned except in the case of a late submission. Respondent names, as read at the bid opening, will be posted on the City website. Once a notice of intent to award is posted or 30 days from day of opening elapses, whichever occurs earlier, proposals are available for inspection by contacting the Procurement Division. i.5 PROPOSAL FIRM TIME: 90 Days from Opening Proposal shall remain firm and unaltered after opening for the number of days shown above. The City may accept the proposal, subject to successful contract negotiations, at any time during this time. i.6 PROPOSAL SECURITY: Yes $ 0.00 No If so designated above, a proposal security in the amount specified must be submitted with the proposal. The security may be submitted in any one of the following forms: an executed surety bond issued by a firm licensed and registered to transact such business with the State of Florida; cash; certified check, or cashier's check payable to the City of Clearwater (personal or company checks are not acceptable); certificate of deposit or any other form of deposit issued by a financial institution and acceptable to the City. Such proposal security shall be forfeited to the City of Clearwater should the proposer selected fail to execute a contract when requested. PERFORMANCE SECURITY: Yes $ 0.00 No If required herein, the Contractor, simultaneously with the execution of the Contract, will be required to furnish a performance security. The security may be submitted in one-year increments and in any one of the following forms: an executed surety bond issued by a firm licensed and registered to transact such business with the State of Florida; cash; certified check, cashier's check or money order payable to the City of Clearwater (personal and company checks are not acceptable); certificate of deposit or any other form of deposit issued by a financial institution and acceptable to INSTRUCTIONS UCaaS Implementation Services 3 RFP #06-23 the City. If the Contractor fails or refuses to fully comply with the terms and conditions of the contract, the City shall have the right to use all or such part of said security as may be necessary to reimburse the City for loss sustained by reason of such breach. The balance of said security, if any, will be returned to Contractor upon the expiration or termination of the contract. i.7 SUBMIT PROPOSALS TO: It is recommended that proposals are submitted electronically through our bids website at https://www.myclearwater.com/business/rfp. Proposers may mail or hand-deliver proposals to the address below. E-mail or fax submissions will not be accepted. Use label at the end of this solicitation package City of Clearwater Attn: Procurement Division 100 S Myrtle Ave, 3rd Fl, Clearwater FL 33756-5520 or PO Box 4748, Clearwater FL 33758-4748 Proposals will be received at this address. Proposers may mail or hand-deliver proposals; e-mail or fax submissions will not be accepted. No responsibility will attach to the City of Clearwater, its employees or agents for premature opening of a proposal that is not properly addressed and identified. i.8 LATE PROPOSALS. The proposer assumes responsibility for having the proposal delivered on time at the place specified. All proposals received after the date and time specified shall not be considered and will be returned unopened to the proposer. The proposer assumes the risk of any delay in the mail or in handling of the mail by employees of the City of Clearwater, or any private courier, regardless whether sent by mail or by means of personal delivery. It shall not be sufficient to show that you mailed or commenced delivery before the due date and time. All times are Clearwater, Florida local times. The proposer agrees to accept the time stamp in the City’s Procurement Office as the official time. i.9 LOBBYING; LOBBYING NO-CONTACT PERIOD; QUESTIONS REGARDING SOLICITATION. From the time a competitive solicitation is posted until such time as the contract is awarded by the city or the solicitation is cancelled, all bidders, offerors, respondents, including their employees, representatives, and other individuals acting on their behalf, shall be prohibited from lobbying city officers, city employees, and evaluation committee members. Violation of this section may result in rejection/disqualification from award of the contract arising out of the competitive solicitation. All questions regarding the competitive solicitation must be directed to the procurement manager or designee, who will respond in writing and post such response to ensure that all respondents receive the same information during the No-Contact Period. The penalty for violating the No-Contact Period may include suspension or debarment i.10 COMMENCEMENT OF WORK. If proposer begins any billable work prior to the City’s final approval and execution of the contract, proposer does so at its own risk. i.11 RESPONSIBILITY TO READ AND UNDERSTAND. Failure to read, examine and understand the solicitation will not excuse any failure to comply with the requirements of the solicitation or any resulting contract, nor shall such failure be a basis for claiming additional compensation. If a vendor suspects an error, omission or discrepancy in this solicitation, the vendor must immediately and in any case not later than (seven (7) business days in advance of the due date notify the contact on page one (1). The City is not responsible for and will not pay any costs associated with the preparation and submission of the proposal. Proposers are cautioned to verify their proposals before submission, as amendments to or withdrawal of proposals submitted after time specified for INSTRUCTIONS UCaaS Implementation Services 4 RFP #06-23 opening of proposals may not be considered. The City will not be responsible for any proposer errors or omissions. i.12 FORM AND CONTENT OF PROPOSALS. Unless otherwise instructed or allowed, proposals shall be submitted on the forms provided. An original and the designated number of copies of each proposal are required. Proposals, including modifications, must be submitted in ink, typed, or printed form and signed by an authorized representative. Please line through and initial rather than erase changes. If the proposal is not properly signed or if any changes are not initialed, it may be considered non-responsive. In the event of a disparity between the unit price and the extended price, the unit price shall prevail unless obviously in error, as determined by the City. The City may require that an electronic copy of the proposal be submitted. The proposal must provide all information requested and must address all points. The City does not encourage exceptions. The City is not required to grant exceptions and depending on the exception, the City may reject the proposal. i.13 SPECIFICATIONS. Technical specifications define the minimum acceptable standard. When the specification calls for “Brand Name or Equal,” the brand name product is acceptable. Other products will be considered upon showing the other product meets stated specifications and is equivalent to the brand product in terms of quality, performance and desired characteristics. Minor differences that do not affect the suitability of the supply or service for the City’s needs may be accepted. Burden of proof that the product meets the minimum standards or is equal to the brand name product is on the proposer. The City reserves the right to reject proposals that the City deems unacceptable. i.14 MODIFICATION / WITHDRAWAL OF PROPOSAL. Written requests to modify or withdraw the proposal received by the City prior to the scheduled opening time will be accepted and will be corrected after opening. No oral requests will be allowed. Requests must be addressed and labeled in the same manner as the proposal and marked as a MODIFICATION or WITHDRAWAL of the proposal. Requests for withdrawal after the bid opening will only be granted upon proof of undue hardship and may result in the forfeiture of any proposal security. Any withdrawal after the bid opening shall be allowed solely at the City’s discretion. i.15 DEBARMENT DISCLOSURE. If the vendor submitting a proposal has been debarred, suspended, or otherwise lawfully precluded from participating in any public procurement activity, including being disapproved as a subcontractor with any federal, state, or local government, or if any such preclusion from participation from any public procurement activity is currently pending, the proposer shall include a letter with its proposal identifying the name and address of the governmental unit, the effective date of this suspension or debarment, the duration of the suspension or debarment, and the relevant circumstances relating to the suspension or debarment. If suspension or debarment is currently pending, a detailed description of all relevant circumstances including the details enumerated above must be provided. A proposal from a proposer who is currently debarred, suspended or otherwise lawfully prohibited from any public procurement activity may be rejected. i.16 RESERVATIONS. The City reserves the right to reject any or all proposals or any part thereof; to rebid the solicitation; to reject non-responsive or non-responsible proposals; to reject unbalanced proposals; to reject proposals where the terms, prices, and/or awards are conditioned upon another event; to reject individual proposals for failure to meet any requirement; to award by item, part or portion of an item, group of items, or total; to make multiple awards; to waive minor irregularities, defects, omissions, technicalities or form errors in any proposal. The City may seek clarification of the proposal from proposer at any time, and failure to respond is cause for rejection. Submission of a proposal confers on proposer no right to an award or to a subsequent contract. The City is responsible to make an award that is in the best interest of the City. All decisions on compliance, evaluation, terms and conditions shall be made solely at the City’s discretion and made to favor the City. No binding contract will exist between the proposer and the City until the City executes a written contract or purchase order. i.17 OFFICIAL SOLICITATION DOCUMENT. Changes to the solicitation document made by a proposer may not be acknowledged or accepted by the City. Award or execution of a contract does INSTRUCTIONS UCaaS Implementation Services 5 RFP #06-23 not constitute acceptance of a changed term, condition or specification unless specifically acknowledged and agreed to by the City. The copy maintained and published by the City shall be the official solicitation document. i.18 COPYING OF PROPOSALS. Proposer hereby grants the City permission to copy all parts of its proposal, including without limitation any documents and/or materials copyrighted by the proposer. The City’s right to copy shall be for internal use in evaluating the proposal. i.19 CONTRACTOR ETHICS. It is the intention of the City to promote courtesy, fairness, impartiality, integrity, service, professionalism, economy, and government by law in the Procurement process. The responsibility for implementing this policy rests with each individual who participates in the Procurement process, including Respondents and Contractors. To achieve this purpose, it is essential that Respondents and Contractors doing business with the City also observe the ethical standards prescribed herein. It shall be a breach of ethical standards to: a. Exert any effort to influence any City employee or agent to breach the standards of ethical conduct. b. Intentionally invoice any amount greater than provided in Contract or to invoice for Materials or Services not provided. c. Intentionally offer or provide sub-standard Materials or Services or to intentionally not comply with any term, condition, specification or other requirement of a City Contract. i.20 GIFTS. The City will accept no gifts, gratuities or advertising products from proposers or prospective proposers and affiliates. The City may request product samples from vendors for product evaluation. i.21 RIGHT TO PROTEST. Pursuant to Section 2.562(3), Clearwater Code of Ordinances, a bidder who submitted a response to a competitive solicitation and was not selected may appeal the decision through the bid protest procedures, a copy of which shall be available in the Procurement Division. A protesting bidder must include a fee of one percent of the amount of the bid or proposed contract to offset the City’s additional expenses related to the protest. This fee shall not exceed $5,000.00 nor be less than $50.00. Full refund will be provided should the protest be upheld. No partial refunds will be made. ADDRESS PROTESTS TO: City of Clearwater - Procurement Division 100 So Myrtle Ave, 3rd Fl Clearwater FL 33756-5520 or PO Box 4748 Clearwater FL 33758-4748 INSTRUCTIONS – EVALUATION UCaaS Implementation Services 6 RFP #06-23 i.22 EVALUATION PROCESS. Proposals will be reviewed by a screening committee comprised of City employees. The City staff may or may not initiate discussions with proposers for clarification purposes. Clarification is not an opportunity to change the proposal. Proposers shall not initiate discussions with any City employee or official. i.23 CRITERIA FOR EVALUATION AND AWARD. The City evaluates three (3) categories of information: responsiveness, responsibility, the technical proposal/price. All proposals must meet the following responsiveness and responsibility criteria. a) Responsiveness. The City will determine whether the proposal complies with the instructions for submitting proposals including completeness of proposal which encompasses the inclusion of all required attachments and submissions. The City must reject any proposals that are submitted late. Failure to meet other requirements may result in rejection. b) Responsibility. The City will determine whether the proposer is one with whom it can or should do business. Factors that the City may evaluate to determine "responsibility" include, but are not limited to: excessively high or low priced proposals, past performance, references (including those found outside the proposal), compliance with applicable laws, proposer's record of performance and integrity- e.g. has the proposer been delinquent or unfaithful to any contract with the City, whether the proposer is qualified legally to contract with the City, financial stability and the perceived ability to perform completely as specified. A proposer must at all times have financial resources sufficient, in the opinion of the City, to ensure performance of the contract and must provide proof upon request. City staff may also use Dun & Bradstreet and/or any generally available industry information. The City reserves the right to inspect and review proposer’s facilities, equipment and personnel and those of any identified subcontractors. The City will determine whether any failure to supply information, or the quality of the information, will result in rejection. c) Technical Proposal. The City will determine how well proposals meet its requirements in terms of the response to the specifications and how well the offer addresses the needs of the project. The City will rank offers using a point ranking system (unless otherwise specified) as an aid in conducting the evaluation. d) If less than three (3) responsive proposals are received, at the City’s sole discretion, the proposals may be evaluated using simple comparative analysis instead of any announced method of evaluation, subject to meeting administrative and responsibility requirements. For this RFP, the criteria that will be evaluated and their relative weights are: Evaluation Criteria (pgs. 23-24) Points Demonstrated Experience of Company and Project Personnel (Tab 2) 20 References (Tab 3) 20 Project Plan/Approach and Timeline (Tab 4) 20 Long-term Support and Maintenance (Tab 5) 20 Cost of Services (Tab 6) 20 i.24 SHORT-LISTING. The City at its sole discretion may create a short-list of the highest ranked proposals based on evaluation against the evaluation criteria. Short-listed proposers may be invited to give presentations and/or interviews. Upon conclusion of any presentations/interviews, the City will finalize the ranking of shortlisted firms. i.25 PRESENTATIONS/INTERVIEWS Presentations and/or interviews may be requested at the City’s discretion. The location for these presentations and/or interviews will be determined by the City and may be held virtually. i.26 BEST & FINAL OFFERS. The City may request best & final offers if deemed necessary, and will determine the scope and subject of any best & final request. However, the proposer should not INSTRUCTIONS – EVALUATION UCaaS Implementation Services 7 RFP #06-23 expect that the City will ask for best & finals and should submit their best offer based on the terms and conditions set forth in this solicitation. i.27 COST JUSTIFICATION. In the event only one response is received, the City may require that the proposer submit a cost proposal in sufficient detail for the City to perform a cost/price analysis to determine if the proposal price is fair and reasonable. i.28 CONTRACT NEGOTIATIONS AND ACCEPTANCE. Proposer must be prepared for the City to accept the proposal as submitted. If proposer fails to sign all documents necessary to successfully execute the final contract within a reasonable time as specified, or negotiations do not result in an acceptable agreement, the City may reject proposal or revoke the award, and may begin negotiations with another proposer. Final contract terms must be approved or signed by the appropriately authorized City official(s). No binding contract will exist between the proposer and the City until the City executes a written contract or purchase order. i.29 NOTICE OF INTENT TO AWARD. Notices of the City’s intent to award a Contract are posted to Purchasing’s website. It is the proposer’s responsibility to check the City of Clearwater’s website at https://www.myclearwater.com/business/rfp to view relevant RFP information and notices. i.30 RFP TIMELINE. Dates are tentative and subject to change. Release RFP: 11/18/2022 Advertise Tampa Bay Times: 11/23/2022 Responses due: 12/19/2022 Review proposals: Week of December 19, 2022 Presentations (if requested): Week of January 2, 2023 Award recommendation: Week of January 2, 2023 Council authorization: January 2023 Contract begins: January 2023 STANDARD TERMS AND CONDITIONS UCaaS Implementation Services 8 RFP #06-23 S.1 DEFINITIONS. Uses of the following terms are interchangeable as referenced: “vendor, contractor, supplier, proposer, company, parties, persons”, “purchase order, PO, contract, agreement”, “city, Clearwater, agency, requestor, parties”, “bid, proposal, response, quote”. S.2 INDEPENDENT CONTRACTOR. It is expressly understood that the relationship of Contractor to the City will be that of an independent contractor. Contractor and all persons employed by Contractor, either directly or indirectly, are Contractor’s employees, not City employees. Accordingly, Contractor and Contractor’s employees are not entitled to any benefits provided to City employees including, but not limited to, health benefits, enrollment in a retirement system, paid time off or other rights afforded City employees. Contractor employees will not be regarded as City employees or agents for any purpose, including the payment of unemployment or workers’ compensation. If any Contractor employees or subcontractors assert a claim for wages or other employment benefits against the City, Contractor will defend, indemnify and hold harmless the City from all such claims. S.3 SUBCONTRACTING. Contractor may not subcontract work under this Agreement without the express written permission of the City. If Contractor has received authorization to subcontract work, it is agreed that all subcontractors performing work under the Agreement must comply with its provisions. Further, all agreements between Contractor and its subcontractors must provide that the terms and conditions of this Agreement be incorporated therein. S.4 ASSIGNMENT. This Agreement may not be assigned either in whole or in part without first receiving the City’s written consent. Any attempted assignment, either in whole or in part, without such consent will be null and void and in such event the City will have the right at its option to terminate the Agreement. No granting of consent to any assignment will relieve Contractor from any of its obligations and liabilities under the Agreement. S.5 SUCCESSORS AND ASSIGNS, BINDING EFFECT. This Agreement will be binding upon and inure to the benefit of the parties and their respective permitted successors and assigns. S.6 NO THIRD PARTY BENEFICIARIES. This Agreement is intended for the exclusive benefit of the parties. Nothing set forth in this Agreement is intended to create, or will create, any benefits, rights, or responsibilities in any third parties. S.7 NON- EXCLUSIVITY. The City, in its sole discretion, reserves the right to request the materials or services set forth herein from other sources when deemed necessary and appropriate. No exclusive rights are encompassed through this Agreement. S.8 AMENDMENTS. There will be no oral changes to this Agreement. This Agreement can only be modified in a writing signed by both parties. No charge for extra work or material will be allowed unless approved in writing, in advance, by the City and Contractor. S.9 TIME OF THE ESSENCE. Time is of the essence to the performance of the parties’ obligations under this Agreement. S.10 COMPLIANCE WITH APPLICABLE LAWS. a. General. Contractor must procure all permits and licenses, and pay all charges and fees necessary and incidental to the lawful conduct of business. Contractor must stay fully informed of existing and future federal, state, and local laws, ordinances, and regulations that in any manner affect the fulfillment of this Agreement and must comply with the same at its own expense. Contractor bears full responsibility for training, safety, and providing necessary equipment for all Contractor personnel to achieve throughout the term of the Agreement. Upon request, Contractor will demonstrate to the City's satisfaction any programs, procedures, and other activities used to ensure compliance. b. Drug-Free Workplace. Contractor is hereby advised that the City has adopted a policy establishing a drug-free workplace for itself and those doing business with the City to ensure the safety and health of all persons working on City contracts and projects. Contractor will require a drug-free workplace for all Contractor personnel working under this Agreement. Specifically, all Contractor personnel who are working under this Agreement must be notified STANDARD TERMS AND CONDITIONS UCaaS Implementation Services 9 RFP #06-23 in writing by Contractor that they are prohibited from the manufacture, distribution, dispensation, possession, or unlawful use of a controlled substance in the workplace. Contractor agrees to prohibit the use of intoxicating substances by all Contractor personnel, and will ensure that Contractor personnel do not use or possess illegal drugs while in the course of performing their duties. c. Federal and State Immigration Laws. Contractor agrees to comply with the Immigration Reform and Control Act of 1986 (IRCA) in performance under this Agreement and to permit the City and its agents to inspect applicable personnel records to verify such compliance as permitted by law. Contractor will ensure and keep appropriate records to demonstrate that all Contractor personnel have a legal right to live and work in the United States. (i) As applicable to Contractor, under this provision, Contractor hereby warrants to the City that Contractor and each of its subcontractors will comply with, and are contractually obligated to comply with, all federal immigration laws and regulations that relate to their employees (hereinafter “Contractor Immigration Warranty”). (ii) A breach of the Contractor Immigration Warranty will constitute as a material breach of this Agreement and will subject Contractor to penalties up to and including termination of this Agreement at the sole discretion of the City. (iii) The City retains the legal right to inspect the papers of all Contractor personnel who provide services under this Agreement to ensure that Contractor or its subcontractors are complying with the Contractor Immigration Warranty. Contractor agrees to assist the City in regard to any such inspections. (iv) The City may, at its sole discretion, conduct random verification of the employment records of Contractor and any subcontractor to ensure compliance with the Contractor Immigration Warranty. Contractor agrees to assist the City in regard to any random verification performed. (v) Neither Contractor nor any subcontractor will be deemed to have materially breached the Contractor Immigration Warranty if Contractor or subcontractor establishes that it has complied with the employment verification provisions prescribed by Sections 274A and 274B of the Federal Immigration and Nationality Act. d. Nondiscrimination. Contractor represents and warrants that it does not discriminate against any employee or applicant for employment or person to whom it provides services because of race, color, religion, sex, national origin, or disability, and represents and warrants that it complies with all applicable federal, state, and local laws and executive orders regarding employment. Contractor and Contractor’s personnel will comply with applicable provisions of Title VII of the U.S. Civil Rights Act of 1964, as amended, Section 504 of the Federal Rehabilitation Act, the Americans with Disabilities Act (42 U.S.C. § 12101 et seq.), and applicable rules in performance under this Agreement. S.11 SALES/USE TAX, OTHER TAXES. a. Contractor is responsible for the payment of all taxes including federal, state, and local taxes related to or arising out of Contractor’s services under this Agreement, including by way of illustration but not limitation, federal and state income tax, Social Security tax, unemployment insurance taxes, and any other taxes or business license fees as required. If any taxing authority should deem Contractor or Contractor employees an employee of the City, or should otherwise claim the City is liable for the payment of taxes that are Contractor’s responsibility under this Agreement, Contractor will indemnify the City for any tax liability, interest, and penalties imposed upon the City. b. The City is exempt from paying state and local sales/use taxes and certain federal excise taxes and will furnish an exemption certificate upon request. STANDARD TERMS AND CONDITIONS UCaaS Implementation Services 10 RFP #06-23 S.12 AMOUNTS DUE THE CITY. Contractor must be current and remain current in all obligations due to the City during the performance of services under the Agreement. Payments to Contractor may be offset by any delinquent amounts due the City or fees and charges owed to the City. S.13 OPENNESS OF PROCUREMENT PROCESS. Written competitive proposals, replies, oral presentations, meetings where vendors answer questions, other submissions, correspondence, and all records made thereof, as well as negotiations or meetings where negotiation strategies are discussed, conducted pursuant to this RFP, shall be handled in compliance with Chapters 119 and 286, Florida Statutes. Proposals or replies received by the City pursuant to this RFP are exempt from public disclosure until such time that the City provides notice of an intended decision or until 30 days after opening the proposals, whichever is earlier. If the City rejects all proposals or replies pursuant to this RFP and provides notice of its intent to reissue the RFP, then the rejected proposals or replies remain exempt from public disclosure until such time that the City provides notice of an intended decision concerning the reissued RFP or until the City withdraws the reissued RFP. A proposal or reply shall not be exempt from public disclosure longer than 12 months after the initial City notice rejecting all proposals or replies. Oral presentations, meetings where vendors answer questions, or meetings convened by City staff to discuss negotiation strategies, if any, shall be closed to the public (and other proposers) in compliance with Chapter 286 Florida Statutes. A complete recording shall be made of such closed meeting. The recording of, and any records presented at, the exempt meeting shall be available to the public when the City provides notice of an intended decision or until 30 days after opening proposals or final replies, whichever occurs first. If the City rejects all proposals or replies pursuant to this RFP and provides notice of its intent to reissue the RFP, then the recording and any records presented at the exempt meeting remain exempt from public disclosure until such time that the City provides notice of an intended decision concerning the reissued RFP or until the City withdraws the reissued RFP. A recording and any records presented at an exempt meeting shall not be exempt from public disclosure longer than 12 months after the initial City notice rejecting all proposals or replies. In addition to all other contract requirements as provided by law, the contractor executing this agreement agrees to comply with public records law. IF THE CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE CONTRACTOR’S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS CONTRACT, CONTACT THE CUSTODIAN OF PUBLIC RECORDS, Rosemarie Call, phone: 727-562-4092 or Rosemarie.Call@myclearwater.com, 600 Cleveland Street, Suite 600, Clearwater, FL 33755. The contractor’s agreement to comply with public records law applies specifically to: a) Keep and maintain public records required by the City of Clearwater (hereinafter “public agency”) to perform the service being provided by the contractor hereunder. b) Upon request from the public agency’s custodian of public records, provide the public agency with a copy of the requested records or allow the records to be inspected or copied within a reasonable time at a cost that does not exceed the cost provided for in Chapter 119, Florida Statutes, as may be amended from time to time, or as otherwise provided by law. c) Ensure that the public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law for the duration of the contract term and following completion of the contract if the contractor does not transfer the records to the public agency. STANDARD TERMS AND CONDITIONS UCaaS Implementation Services 11 RFP #06-23 d) Upon completion of the contract, transfer, at no cost, to the public agency all public records in possession of the contractor or keep and maintain public records required by the public agency to perform the service. If the contractor transfers all public records to the public agency upon completion of the contract, the contractor shall destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. If the contractor keeps and maintains public records upon completion of the contract, the contractor shall meet all applicable requirements for retaining public records. All records stored electronically must be provided to the public agency, upon request from the public agency’s custodian of public records, in a format that is compatible with the information technology systems of the public agency. e) A request to inspect or copy public records relating to a public agency’s contract for services must be made directly to the public agency. If the public agency does not possess the requested records, the public agency shall immediately notify the contractor of the request and the contractor must provide the records to the public agency or allow the records to be inspected or copied within a reasonable time. f) The contractor hereby acknowledges and agrees that if the contractor does not comply with the public agency’s request for records, the public agency shall enforce the contract provisions in accordance with the contract. g) A contractor who fails to provide the public records to the public agency within a reasonable time may be subject to penalties under Section 119.10, Florida Statutes. h) If a civil action is filed against a contractor to compel production of public records relating to a public agency’s contract for services, the court shall assess and award against the contractor the reasonable costs of enforcement, including reasonable attorney fees, if: 1. The court determines that the contractor unlawfully refused to comply with the public records request within a reasonable time; and 2. At least eight (8) business days before filing the action, the plaintiff provided written notice of the public records request, including a statement that the contractor has not complied with the request, to the public agency and to the contractor. i) A notice complies with subparagraph (h)2. if it is sent to the public agency’s custodian of public records and to the contractor at the contractor’s address listed on its contract with the public agency or to the contractor’s registered agent. Such notices must be sent by common carrier delivery service or by registered, Global Express Guaranteed, or certified mail, with postage or shipping paid by the sender and with evidence of delivery, which may be in an electronic format. A contractor who complies with a public records request within 8 business days after the notice is sent is not liable for the reasonable costs of enforcement. S.14 AUDITS AND RECORDS. Contractor must preserve the records related to this Agreement for five (5) years after completion of the Agreement. The City or its authorized agent reserves the right to inspect any records related to the performance of work specified herein. In addition, the City may inspect any and all payroll, billing or other relevant records kept by Contractor in relation to the Agreement. Contractor will permit such inspections and audits during normal business hours and upon reasonable notice by the City. The audit of records may occur at Contractor’s place of business or at City offices, as determined by the City. S.15 BACKGROUND CHECK. The City may conduct criminal, driver history, and all other requested background checks of Contractor personnel who would perform services under the Agreement or who will have access to the City’s information, data, or facilities in accordance with the City’s current STANDARD TERMS AND CONDITIONS UCaaS Implementation Services 12 RFP #06-23 background check policies. Any officer, employee, or agent that fails the background check must be replaced immediately for any reasonable cause not prohibited by law. S.16 SECURITY CLEARANCE AND REMOVAL OF CONTRACTOR PERSONNEL. The City will have final authority, based on security reasons: (i) to determine when security clearance of Contractor personnel is required; (ii) to determine the nature of the security clearance, up to and including fingerprinting Contractor personnel; and (iii) to determine whether or not any individual or entity may provide services under this Agreement. If the City objects to any Contractor personnel for any reasonable cause not prohibited by law, then Contractor will, upon notice from the City, remove any such individual from performance of services under this Agreement. S.17 DEFAULT. a. A party will be in default if that party: (i) Is or becomes insolvent or is a party to any voluntary bankruptcy or receivership proceeding, makes an assignment for a creditor, or there is any similar action that affects Contractor’s capability to perform under the Agreement; (ii) Is the subject of a petition for involuntary bankruptcy not removed within sixty (60) calendar days; (iii) Conducts business in an unethical manner or in an illegal manner; or (iv) Fails to carry out any term, promise, or condition of the Agreement. b. Contractor will be in default of this Agreement if Contractor is debarred from participating in City procurements and solicitations in accordance with Section 27 of the City’s Purchasing and Procedures Manual. c. Notice and Opportunity to Cure. In the event a party is in default then the other party may, at its option and at any time, provide written notice to the defaulting party of the default. The defaulting party will have thirty (30) days from receipt of the notice to cure the default; the thirty (30) day cure period may be extended by mutual agreement of the parties, but no cure period may exceed ninety (90) days. A default notice will be deemed to be sufficient if it is reasonably calculated to provide notice of the nature and extent of such default. Failure of the non- defaulting party to provide notice of the default does not waive any rights under the Agreement. d. Anticipatory Repudiation. Whenever the City in good faith has reason to question Contractor’s intent or ability to perform, the City may demand that Contractor give a written assurance of its intent and ability to perform. In the event that the demand is made and no written assurance is given within five (5) calendar days, the City may treat this failure as an anticipatory repudiation of the Agreement. S.18 REMEDIES. The remedies set forth in this Agreement are not exclusive. Election of one remedy will not preclude the use of other remedies. In the event of default: a. The non-defaulting party may terminate the Agreement, and the termination will be effective immediately or at such other date as specified by the terminating party. b. The City may purchase the services required under the Agreement from the open market, complete required work itself, or have it completed at the expense of Contractor. If the cost of obtaining substitute services exceeds the contract price, the City may recover the excess cost by: (i) requiring immediate reimbursement to the City; (ii) deduction from an unpaid balance due to Contractor; (iii) collection against the proposal and/or performance security, if any; (iv) collection against liquidated damages (if applicable); or (v) a combination of the aforementioned remedies or other remedies as provided by law. Costs includes any and all, fees, and expenses incurred in obtaining substitute services and expended in obtaining reimbursement, including, but not limited to, administrative expenses, attorneys’ fees, and costs. STANDARD TERMS AND CONDITIONS UCaaS Implementation Services 13 RFP #06-23 c. The non-defaulting party will have all other rights granted under this Agreement and all rights at law or in equity that may be available to it. d. Neither party will be liable for incidental, special, or consequential damages. S.19 CONTINUATION DURING DISPUTES. Contractor agrees that during any dispute between the parties, Contractor will continue to perform its obligations until the dispute is settled, instructed to cease performance by the City, enjoined or prohibited by judicial action, or otherwise required or obligated to cease performance by other provisions in this Agreement. S.20 TERMINATION FOR CONVENIENCE. The City reserves the right to terminate this Agreement in part or in whole upon thirty (30) calendar days’ written notice. S.21 CONFLICT OF INTEREST F.S. Section 112. Pursuant to F.S. Section 112, the City may cancel this Agreement after its execution, without penalty or further obligation, if any person significantly involved in initiating, securing, drafting, or creating the Agreement for the City becomes an employee or agent of Contractor. S.22 TERMINATION FOR NON-APPROPRIATION AND MODIFICATION FOR BUDGETARY CONSTRAINT. The City is a governmental agency which relies upon the appropriation of funds by its governing body to satisfy its obligations. If the City reasonably determines that it does not have funds to meet its obligations under this Agreement, the City will have the right to terminate the Agreement without penalty on the last day of the fiscal period for which funds were legally available. In the event of such termination, the City agrees to provide written notice of its intent to terminate thirty (30) calendar days prior to the stated termination date. S.23 PAYMENT TO CONTRACTOR UPON TERMINATION. Upon termination of this Agreement, Contractor will be entitled only to payment for those services performed up to the date of termination, and any authorized expenses already incurred up to such date of termination. The City will make final payment within thirty (30) calendar days after the City has both completed its appraisal of the materials and services provided and received Contractor’s properly prepared final invoice. S.24 NON-WAIVER OF RIGHTS. There will be no waiver of any provision of this agreement unless approved in writing and signed by the waiving party. Failure or delay to exercise any rights or remedies provided herein or by law or in equity, or the acceptance of, or payment for, any services hereunder, will not release the other party of any of the warranties or other obligations of the Agreement and will not be deemed a waiver of any such rights or remedies. S.25 INDEMNIFICATION/LIABILITY. a. To the fullest extent permitted by law, Contractor agrees to defend, indemnify, and hold the City, its officers, agents, and employees, harmless from and against any and all liabilities, demands, claims, suits, losses, damages, causes of action, fines or judgments, including costs, attorneys’, witnesses’, and expert witnesses’ fees, and expenses incident thereto, relating to, arising out of, or resulting from: (i) the services provided by Contractor personnel under this Agreement; (ii) any negligent acts, errors, mistakes or omissions by Contractor or Contractor personnel; and (iii) Contractor or Contractor personnel’s failure to comply with or fulfill the obligations established by this Agreement. b. Contractor will update the City during the course of the litigation to timely notify the City of any issues that may involve the independent negligence of the City that is not covered by this indemnification. c. The City assumes no liability for actions of Contractor and will not indemnify or hold Contractor or any third party harmless for claims based on this Agreement or use of Contractor-provided supplies or services. S.26 WARRANTY. Contractor warrants that the services and materials will conform to the requirements of the Agreement. Additionally, Contractor warrants that all services will be performed in a good, workman-like and professional manner. The City’s acceptance of service or materials provided by Contractor will not relieve Contractor from its obligations under this warranty. If any materials or STANDARD TERMS AND CONDITIONS UCaaS Implementation Services 14 RFP #06-23 services are of a substandard or unsatisfactory manner as determined by the City, Contractor, at no additional charge to the City, will provide materials or redo such services until in accordance with this Agreement and to the City’s reasonable satisfaction. Unless otherwise agreed, Contractor warrants that materials will be new, unused, of most current manufacture and not discontinued, will be free of defects in materials and workmanship, will be provided in accordance with manufacturer's standard warranty for at least one (1) year unless otherwise specified, and will perform in accordance with manufacturer's published specifications. S.27 THE CITY’S RIGHT TO RECOVER AGAINST THIRD PARTIES. Contractor will do nothing to prejudice the City’s right to recover against third parties for any loss, destruction, or damage to City property, and will at the City’s request and expense, furnish to the City reasonable assistance and cooperation, including assistance in the prosecution or defense of suit and the execution of instruments of assignment in favor of the City in obtaining recovery. S.28 NO GUARANTEE OF WORK. Contractor acknowledges and agrees that it is not entitled to deliver any specific amount of materials or services or any materials or services at all under this Agreement and acknowledges and agrees that the materials or services will be requested by the City on an as needed basis at the sole discretion of the City. Any document referencing quantities or performance frequencies represent the City's best estimate of current requirements, but will not bind the City to purchase, accept, or pay for materials or services which exceed its actual needs. S.29 OWNERSHIP. All deliverables, services, and information provided by Contractor or the City pursuant to this Agreement (whether electronically or manually generated) including without limitation, reports, test plans, and survey results, graphics, and technical tables, originally prepared in the performance of this Agreement, are the property of the City and will not be used or released by Contractor or any other person except with prior written permission by the City. S.30 USE OF NAME. Contractor will not use the name of the City of Clearwater in any advertising or publicity without obtaining the prior written consent of the City. S.31 PROHIBITED ACTS. Pursuant to Florida Constitution Article II Section 8, a current or former public officer or employee within the last two (2) years shall not represent another organization before the City on any matter for which the officer or employee was directly concerned and personally participated in during their service or employment or over which they had a substantial or material administrative discretion. S.32 FOB DESTINATION FREIGHT PREPAID AND ALLOWED. All deliveries will be FOB destination freight prepaid and allowed unless otherwise agreed. S.33 RISK OF LOSS. Contractor agrees to bear all risks of loss, injury, or destruction of goods or equipment incidental to providing these services and such loss, injury, or destruction will not release Contractor from any obligation hereunder. S.34 SAFEGUARDING CITY PROPERTY. Contractor will be responsible for any damage to City real property or damage or loss of City personal property when such property is the responsibility of or in the custody of Contractor or its employees. S.35 WARRANTY OF RIGHTS. Contractor warrants it has title to, or the right to allow the City to use, the materials and services being provided and that the City may use same without suit, trouble or hindrance from Contractor or third parties. S.36 PROPRIETARY RIGHTS INDEMNIFICATION. Without limiting the foregoing, Contractor will without limitation, at its expense defend the City against all claims asserted by any person that anything provided by Contractor infringes a patent, copyright, trade secret or other intellectual property right and must, without limitation, pay the costs, damages and attorneys' fees awarded against the City in any such action, or pay any settlement of such action or claim. Each party agrees to notify the other promptly of any matters to which this provision may apply and to cooperate with each other in connection with such defense or settlement. If a preliminary or final judgment is obtained against the City’s use or operation of the items provided by Contractor hereunder or any part thereof by reason of any alleged infringement, Contractor will, at its expense and without STANDARD TERMS AND CONDITIONS UCaaS Implementation Services 15 RFP #06-23 limitation, either: (a) modify the item so that it becomes non-infringing; (b) procure for the City the right to continue to use the item; (c) substitute for the infringing item other item(s) having at least equivalent capability; or (d) refund to the City an amount equal to the price paid, less reasonable usage, from the time of installation acceptance through cessation of use, which amount will be calculated on a useful life not less than five (5) years, plus any additional costs the City may incur to acquire substitute supplies or services. S.37 CONTRACT ADMINISTRATION. The contract will be administered by the Procurement Division and/or an authorized representative from the using department. All questions regarding the contract will be referred to the Procurement Division for resolution. Supplements may be written to the contract for the addition or deletion of services. S.38 FORCE MAJEURE. Failure by either party to perform its duties and obligations will be excused by unforeseeable circumstances beyond its reasonable control, including acts of nature, acts of the public enemy, riots, fire, explosion, legislation, and governmental regulation. The party whose performance is so affected will within five (5) calendar days of the unforeseeable circumstance notify the other party of all pertinent facts and identify the force majeure event. The party whose performance is so affected must also take all reasonable steps, promptly and diligently, to prevent such causes if it is feasible to do so, or to minimize or eliminate the effect thereof. The delivery or performance date will be extended for a period equal to the time lost by reason of delay, plus such additional time as may be reasonably necessary to overcome the effect of the delay, provided however, under no circumstances will delays caused by a force majeure extend beyond one hundred-twenty (120) calendar days from the scheduled delivery or completion date of a task unless agreed upon by the parties. S.39 COOPERATIVE USE OF CONTRACT. The City has entered into various cooperative purchasing agreements with other Florida government agencies, including the Tampa Bay Area Purchasing Cooperative. Under a Cooperative Purchasing Agreement, any contract may be extended for use by other municipalities, school districts and government agencies with the approval of Contractor. Any such usage by other entities must be in accordance with the statutes, codes, ordinances, charter and/or procurement rules and regulations of the respective government agency. Orders placed by other agencies and payment thereof will be the sole responsibility of that agency. The City is not responsible for any disputes arising out of transactions made by others. S.40 FUEL CHARGES AND PRICE INCREASES. No fuel surcharges will be accepted. No price increases will be accepted without proper request by Contractor and response by the City’s Procurement Division. S.41 NOTICES. All notices to be given pursuant to this Agreement must be delivered to the parties at their respective addresses. Notices may be (i) personally delivered; (ii) sent via certified or registered mail, postage prepaid; (iii) sent via overnight courier; or (iv) sent via facsimile. If provided by personal delivery, receipt will be deemed effective upon delivery. If sent via certified or registered mail, receipt will be deemed effective three (3) calendar days after being deposited in the United States mail. If sent via overnight courier or facsimile, receipt will be deemed effective two (2) calendar days after the sending thereof. S.42 GOVERNING LAW, VENUE. This Agreement is governed by the laws of the State of Florida. The exclusive venue selected for any proceeding or suit in law or equity arising from or incident to this Agreement will be Pinellas County, Florida. S.43 INTEGRATION CLAUSE. This Agreement, including all attachments and exhibits hereto, supersede all prior oral or written agreements, if any, between the parties and constitutes the entire agreement between the parties with respect to the work to be performed. S.44 PROVISIONS REQUIRED BY LAW. Any provision required by law to be in this Agreement is a part of this Agreement as if fully stated in it. S.45 SEVERABILITY. If any provision of this Agreement is declared void or unenforceable, such provision will be severed from this Agreement, which will otherwise remain in full force and effect. The parties will negotiate diligently in good faith for such amendment(s) of this Agreement as may STANDARD TERMS AND CONDITIONS UCaaS Implementation Services 16 RFP #06-23 be necessary to achieve the original intent of this Agreement, notwithstanding such invalidity or unenforceability. S.46 SURVIVING PROVISIONS. Notwithstanding any completion, termination, or other expiration of this Agreement, all provisions which, by the terms of reasonable interpretation thereof, set forth rights and obligations that extend beyond completion, termination, or other expiration of this Agreement, will survive and remain in full force and effect. Except as specifically provided in this Agreement, completion, termination, or other expiration of this Agreement will not release any party from any liability or obligation arising prior to the date of termination. DETAILED SPECIFICATIONS UCaaS Implementation Services 17 RFP #06-23 1. INTRODUCTION. The City of Clearwater (City) is a coastal community on the West Coast of Florida and the third largest city in the Tampa Bay region with an estimated 119,208 residents. Clearwater Beach is an international tourist destination that brings millions of tourists to Pinellas County annually and was selected as the “Number One Beach in America” in the 2018 and 2019 TripAdvisor Travelers’ Choice Awards and regularly ranks as a top vacation destination in both domestic and international publications. An ideal year-round destination for travelers of all ages and interests, Clearwater boasts miles of pristine “sugar sand” beaches, provides a wide variety of casual and fine dining options, and is home to Philadelphia Phillies Spring Training and Clearwater Threshers Minor League Baseball. Clearwater Marine Aquarium remains a consistent draw for visitors and is nationally recognized for its groundbreaking work in marine rescue, rehabilitation, and release. The City of Clearwater is committed to ensuring that we have a sustainable city through green measures focusing on our economy, environment, and community. 2. SCOPE OF SERVICES. The City of Clearwater is seeking qualified vendors to work with Information Technology (I.T.) staff and multiple service department stakeholders to implement a Unified Communications solution and contact center. The City is moving to a cloud based Unified Communications solution environment capable of handling the City’s incoming and outgoing phone calls, communication, and call center needs. All key features need to be native to the identified solution environments. Vendors must demonstrate expertise in gathering information, designing, implementing, and supporting a reliable solution while maintaining the highest security and resiliency requirements possible. Design implementations must be capable of integrating with the City’s primary customer service applications and facilitate seamless compatibility across communication platforms and media. 3. CURRENT ENVIRONMENT. a. Organizational Overview: i. A diverse and dynamic full-service organization serving 119,208 residents and over one (1) million regional visitors annually ii. Approximately 1850 employees iii. 20+ distinct service operations iv. 72 occupied service locations b. Hardware Overview: i. Avaya Communications Server 1000 o Approximately 1961 Stations. (Analog, time-division multiplexing [TDM] and voice over internet protocol [VoIP]) o Seven (7) primary rate interface (PRI) channels (With 1050 direct inward dialing numbers [DIDs]) o Two (2) point-to-point connections (PTP) (Both Services the 911 Vesta System With 100 DIDs) o 25 plain old telephone service (POTS) lines o Ten (10) Sites ii. Call Pilot Manager o 44 Voice Channels o 1000 End Users Mailboxes o 2400 Hours of Storage o 88 Menu Services o Remote Notification iii. Avaya Contact Center DETAILED SPECIFICATIONS UCaaS Implementation Services 18 RFP #06-23 o Three (3) Call Centers o 50 Agents/10 Supervisors o Advanced Reporting o Real time displays of queues iv. Crystal Quality o Voice Call Recording Automatic Call Distribution (ACD) Agents only v. Tapit Manager o Call Detail Recording vi. Overhead Paging o Valcom various sites o Bogen various sites vii. Polycom Analog Conference Phones viii. Headsets o Wireless USB Polycom o GN Netcom c. Software Features Overview and Current PBX Features and Functions: ➢ Reference Attachment A – AVAYA Communications Server 1000 Features. d. Data Network Overview: i. The City owns and maintains its own fiber optic infrastructure, providing connectivity to most of its 72 occupied service locations. The fiber optic network’s ring topology provides multiple pathways and overall resilience. The City has a few remote sites where fiber optic connectivity is not feasible. Wide Area Network (WAN) access is provided by either wireless connections or point-to-point Spectrum service. The City operates two (2) geographically separate data centers. Four (4) internet service providers furnish internet connectivity, one (1) of which is dedicated to Police services. The City utilizes Cisco hardware for all core, edge switching and virtualization. e. Microsoft Office 365 Overview i. 152 Office 365 F3 Government Community Cloud licenses ii. 700 Office 365 G1 Government Community Cloud licenses iii. 833 Office 365 G3 Government Community Cloud licenses 4. CALL CENTER DESIGN REQUIREMENTS. a. Vendor must facilitate structured discovery of business requirements for the functional design of Genesys Call Center configuration (with discussion of design alternatives). This scope must include: i. Realtime Call and Wait Time Reporting ii. Call Recording iii. Session Monitoring iv. Experience/Journey Mapping (Customers and Users) v. Caller Account Integration with Cayenta Utility Billing System 5. TECHNICAL SPECIFICATIONS, ARCHITECTURE AND SERVICE REQUIREMENTS. a. Vendor must facilitate structured discovery process for the identification of functional business requirements, processes, and design alternatives for both the general MS Teams environment and Genesys Call Center design options. b. Vendor must provide a clear description of proposed solution design and architecture explaining the following information: DETAILED SPECIFICATIONS UCaaS Implementation Services 19 RFP #06-23 i. Software Licensing (options) ii. Active Directory Integration iii. Microsoft Office 365 Integration (voicemail to email; voicemail to text) iv. Microsoft Teams Integration v. System Analytics Tools and Reporting vi. Single Sign On vii. Upgrades and Patching viii. Network Requirements/Topology ➢ Failover and Survivability ➢ Realtime Monitoring Capabilities ➢ Bandwidth Requirements (voice/video/call center) ➢ Desktop Requirements (hardware/software) ➢ Data Generation/Storage Requirements ➢ Potential Hosting Sites/Services (US only) c. Vendor must provide thorough documentation of implemented design functions and features, including training documentation. d. Vendor must be capable of provisioning and maintaining session border controllers both in a cloud environment and on-premises and can function as a carrier, or service provider, if the proposed solution design requires it. 6. DEVICE REQUIREMENTS. Vendor must provide required handsets/headsets: a. Poly CCX Series 350, 400, 500/505 and 600 b. Poly Headsets, USB, Wireless, or Bluetooth 7. SECURITY REQUIREMENTS & STANDARDS. a. End-to-End Call Encryption b. Criminal Justice Information Services Division (CJIS) & Florida Department of Law Enforcement (FDLE) Compliance c. System Audit Trail Features d. Call Recording 8. PROJECT IMPLEMENTATION. Vendor must provide a clear strategy and process for the following: a. Project Methodology and Implementation Process b. Scope, Limitation, Dependencies and Assumptions c. Change Management Procedure and User Adoption d. Quality Assurance and Testing Strategy e. Number Porting Process f. User Communication and Change Management Plan g. Estimated Project Timeline h. Issue Documentation and Escalation Procedure i. Training Strategy and Documentation by User Role 9. MINIMUM QUALIFICATIONS. Vendors responding to this RFP shall have a minimum of five (5) years’ experience installing and configuring cloud based UCaaS. A minimum of three (3) references, for which similar services have been provided, is required under Response Elements, Tab 3, References, page 23, of this RFP. 10. INSURANCE REQUIREMENTS. To be reviewed by Risk Manager. The Vendor shall, at its own cost and expense, acquire and maintain (and cause any subcontractors, representatives or agents to acquire and maintain) during the term with the City, sufficient insurance to adequately protect the respective interest of the parties. Coverage shall be obtained with a carrier having an AM Best Rating of A-VII or better. In addition, the City has the right to review the Contractor’s deductible or DETAILED SPECIFICATIONS UCaaS Implementation Services 20 RFP #06-23 self-insured retention and to require that it be reduced or eliminated. Specifically the Vendor must carry the following minimum types and amounts of insurance on an occurrence basis or in the case of coverage that cannot be obtained on an occurrence basis, then coverage can be obtained on a claims-made basis with a minimum three (3) year tail following the termination or expiration of this Agreement: a. Commercial General Liability Insurance coverage, including but not limited to, premises operations, products/completed operations, products liability, contractual liability, advertising injury, personal injury, death, and property damage in the minimum amount of $1,000,000 (one million dollars) per occurrence and $2,000,000 (two million dollars) general aggregate. b. Commercial Automobile Liability Insurance coverage for any owned, non-owned, hired or borrowed automobile is required in the minimum amount of $1,000,000 (one million dollars) combined single limit. c. Professional Liability/Malpractice/Errors or Omissions Insurance coverage appropriate for the type of business engaged in by the Respondent with minimum limits of $2,000,000 (two million dollars) per occurrence. If a claims made form of coverage is provided, the retroactive date of coverage shall be no later than the inception date of claims made coverage, unless the prior policy was extended indefinitely to cover prior acts. Coverage shall be extended beyond the policy year either by a supplemental extended reporting period (SERP) of as great a duration as available, and with no less coverage and with reinstated aggregate limits, or by requiring that any new policy provide a retroactive date no later than the inception date of claims made coverage. d. Cyber Liability coverage in an adequate amount to meet or exceed the requirements, including notification and monitoring, under Florida Statute 501.171. e. Unless waived by the State of Florida and proof of waiver is provided to the City, statutory Workers’ Compensation Insurance coverage in accordance with the laws of the State of Florida, and Employer’s Liability Insurance in the minimum amount of $1,000,000 (one million dollars) each employee each accident, $1,000,000 (one million dollars) each employee by disease, and $1,000,000 (one million dollars) disease policy limit. Coverage should include Voluntary Compensation, Jones Act, and U.S. Longshoremen’s and Harbor Worker’s Act coverage where applicable. Coverage must be applicable to employees, contractors, subcontractors, and volunteers, if any. The above insurance limits may be achieved by a combination of primary and umbrella/excess liability policies. Other Insurance Provisions. a. Prior to the execution of this Agreement, and then annually upon the anniversary date(s) of the insurance policy’s renewal date(s) for as long as this Agreement remains in effect, the Vendor will furnish the City with a Certificate of Insurance(s) (using appropriate ACORD certificate, SIGNED by the Issuer, and with applicable endorsements) evidencing all of the coverage set forth above and naming the City as an “Additional Insured” on the Commercial General Liability Insurance and the Commercial Automobile Liability Insurance. In addition when requested in writing from the City, Vendor will provide the City with certified copies of all applicable policies. The address where such certificates and certified policies shall be sent or delivered is as follows: City of Clearwater Attn: Procurement Division, RFP #06-23 DETAILED SPECIFICATIONS UCaaS Implementation Services 21 RFP #06-23 P.O. Box 4748 Clearwater, FL 33758-4748 b. Vendor shall provide thirty (30) days written notice of any cancellation, non-renewal, termination, material change or reduction in coverage. c. Vendor’s insurance as outlined above shall be primary and non-contributory coverage for Vendor’s negligence. d. Vendor reserves the right to appoint legal counsel to provide for the Vendor’s defense, for any and all claims that may arise related to Agreement, work performed under this Agreement, or to Vendor’s design, equipment, or service. Vendor agrees that the City shall not be liable to reimburse Vendor for any legal fees or costs as a result of Vendor providing its defense as contemplated herein. The stipulated limits of coverage above shall not be construed as a limitation of any potential liability to the City, and City’s failure to request evidence of this insurance shall not be construed as a waiver of Vendor’s (or any contractors’, subcontractors’, representatives’ or agents’) obligation to provide the insurance coverage specified. MILESTONES UCaaS Implementation Services 22 RFP #06-23 1. ANTICIPATED BEGINNING AND END DATE OF INITIAL TERM. January 2023- December 2023 If the commencement of performance is delayed because the City does not execute the contract on the start date, the City may adjust the start date, end date and milestones to reflect the delayed execution. 2. EXTENSION. The City reserves the right to extend the term of this contract, provided however, that the City shall give written notice of its intentions to extend this contract no later than thirty (30) days prior to the expiration date of the contract. 3. RENEWAL. At the end of the initial term of this contract, the City may initiate renewal(s) as provided herein. The decision to renew a contract rests solely with the City. The City will give written notice of its intention to renew the contract no later than thirty (30) days prior to the expiration. Two (2), one (1) years renewal is possible at the City’s option. 4. PRICES. All pricing shall be firm for the initial term of one (1) year except where otherwise provided by the specifications, and include all transportation, insurance and warranty costs. The City shall not be invoiced at prices higher than those stated in any contract resulting from this proposal. a. The Contractor certifies that the prices offered are no higher than the lowest price the Contractor charges other buyers for similar quantities under similar conditions. The Contractor further agrees that any reductions in the price of the goods or services covered by this proposal and occurring after award will apply to the undelivered balance. The Contractor shall promptly notify the City of such price reductions. b. During the sixty (60) day period prior to the renewal anniversary of the contract effective date, the Contractor may submit a written request that the City increase the prices in an amount for no more than the twelve month change in the Consumer Price Index for All Urban Consumers (CPI-U), US City Average, All Items, Not Seasonally Adjusted as published by the U.S. Department of Labor, Bureau of Labor Statistics (http://www.bls.gov/cpi/home.htm). The City shall review the request for adjustment and respond in writing; such response and approval shall not be unreasonably withheld. c. At the end of the initial term, pricing may be adjusted for amounts other than inflation based on mutual agreement of the parties after review of appropriate documentation. Renewal prices shall be firm. d. No fuel surcharges will be accepted. RESPONSE ELEMENTS UCaaS Implementation Services 23 RFP #06-23 1. PROPOSAL SUBMISSION. It is recommended that responses are submitted electronically through our bids website at https://www.myclearwater.com/business/rfp. For responses mailed and/or hand-delivered, firm must submit one (1) signed original (identified as ORIGINAL) response, five (5) copies of the response and one (1) copy in an electronic format, on a disc or thumb drive, in a sealed container using the label provided at the end of this solicitation. NOTE: If submitting proposals electronically, copies are not required. 2. PROPOSAL FORMAT (the following should be included and referenced with index tabs) NOTE: Every proposal received by the City will be considered a public record pursuant to Chapter 119, Florida Statutes. Any response marked confidential may be deemed non- responsive to this RFP. Table of Contents: Identify contents by tab and page number TAB 1 - Letter of Transmittal. A brief letter of transmittal should be submitted that includes the following information: a. The proposer’s understanding of the work to be performed. b. A positive commitment to perform the service within the time period specified. c. The names of key persons, representatives, project managers who will be the main contacts for the City regarding this project. TAB 2 – Demonstrated Experience of Company and Project Personnel. A statement of qualifications, abilities, experience and expertise in providing the requested services. The following information should be included: a. Company background including history of company, quality and range of experience and services outlined, organizational structure, and product strategy. b. A description of what qualifies your company, financial and otherwise, to provide the City with these services for the required period of time, provide appropriate staffing, provide necessary resources and show a history of demonstrated competence. c. An assessment of the proposer’s abilities to meet and satisfy the needs of the City, taking into consideration the requested services, additional services and/or expertise offered that exceed the requirements, or the vendor’s inability to meet some of the requirements of the specifications. d. Identification of senior and technical staff to be assigned to the City. Staff named in the proposal may not be substituted without permission of the City. Resumes, including relevant experience may be included. TAB 3 – References. A minimum of three (3) references for whom you have provided similar services designing, installing and implementing cloud-based Unified Communication as a Service within the past five (5) years. Include the name of entity, description of services provided, contact person’s name, phone number, e-mail address, mailing address, type of service provided, and dates the services were provided TAB 4 – Project Plan/ Approach and Timeline. The following information should be included: a. A written description of your intended project approach to design, implement and install a customizable UCaaS. This shall specifically address all items in 8. Project Implementation, above. b. Include a proposed schedule indicating when components of the process will be completed. TAB 5 - Long-Term Support and Maintenance. The following information should be included: a. Warranty Information, if applicable b. A detailed description of support and maintenance services. RESPONSE ELEMENTS UCaaS Implementation Services 24 RFP #06-23 TAB 6 - Cost of Services. The following information should be included: a. Total cost to design, implement and install a customizable UCaaS to include training. b. Support and maintenance for initial three (3) years following installation and implementation. c. Support and maintenance for minimum of five (5) years following the initial three (3) year period. TAB 7 - Other Forms. The following forms should be completed and signed: a. Exceptions/Additional Materials/Addenda form b. Vendor Information form c. Vendor Certification of Proposal form d. Scrutinized Companies form(s) as required e. E-Verify Eligibility form f. W-9 Form. Include a current W-9 form (http://www.irs.gov/pub/irs-pdf/fw9.pdf) EXCEPTIONS / ADDITIONAL MATERIAL / ADDENDA UCaaS Implementation Services 25 RFP #06-23 Proposers shall indicate any and all exceptions taken to the provisions or specifications in this solicitation document. Exceptions that surface elsewhere and that do not also appear under this section shall be considered invalid and void and of no contractual significance. Exceptions (mark one): **Special Note – Any material exceptions taken to the City’s Terms and Conditions may render a Proposal non-responsive. No exceptions Exceptions taken (describe--attach additional pages if needed) Additional Materials submitted (mark one): No additional materials have been included with this proposal Additional Materials attached (describe--attach additional pages if needed) Acknowledgement of addenda issued for this solicitation: Prior to submitting a response to this solicitation, it is the vendor’s responsibility to confirm if any addenda have been issued. Addenda Number Initial to acknowledge receipt Vendor Name Date: VENDOR INFORMATION UCaaS Implementation Services 26 RFP #06-23 Company Legal/Corporate Name: Doing Business As (if different than above): Address: City: State: Zip: - Phone: Fax: E-Mail Address: Website: DUNS # Remit to Address (if different than above): Order from Address (if different from above): Address: Address: City: State: Zip: City: State: Zip: Contact for Questions about this proposal: Name: Fax: Phone: E-Mail Address: Day-to-Day Project Contact (if awarded): Name: Fax: Phone: E-Mail Address: Certified Small Business Certifying Agency: Certified Minority, Woman or Disadvantaged Business Enterprise Certifying Agency: Provide supporting documentation for your certification, if applicable. VENDOR CERTIFICATION OF PROPOSAL UCaaS Implementation Services 27 RFP #06-23 By signing and submitting this Proposal, the Vendor certifies that: a) It is under no legal prohibition to contract with the City of Clearwater. b) It has read, understands, and is in compliance with the specifications, terms and conditions stated herein, as well as its attachments, and any referenced documents. c) It has no known, undisclosed conflicts of interest. d) The prices offered were independently developed without consultation or collusion with any of the other respondents or potential respondents or any other anti-competitive practices. e) No offer of gifts, payments or other consideration were made to any City employee, officer, elected official, or consultant who has or may have had a role in the procurement process for the services and or goods/materials covered by this contract. f) It understands the City of Clearwater may copy all parts of this response, including without limitation any documents and/or materials copyrighted by the respondent, for internal use in evaluating respondent’s offer, or in response to a public records request under Florida’s public records law (F.S. 119) or other applicable law, subpoena, or other judicial process. g) Respondent hereby warrants to the City that the respondent and each of its subcontractors (“Subcontractors”) will comply with, and are contractually obligated to comply with, all Federal Immigration laws and regulations that relate to their employees. h) Respondent certifies that they are not in violation of section 6(j) of the Federal Export Administration Act and not debarred by any Federal or public agency. i) It will provide the materials or services specified in compliance with all Federal, State, and Local Statutes and Rules if awarded by the City. j) It is current in all obligations due to the City. k) It will accept such terms and conditions in a resulting contract if awarded by the City. l) The signatory is an officer or duly authorized agent of the respondent with full power and authority to submit binding offers for the goods or services as specified herein. ACCEPTED AND AGREED TO: Company Name: Signature: Printed Name: Title: Date: SCRUTINIZED COMPANIES FORMS UCaaS Implementation Services 28 RFP #06-23 SCRUTINIZED COMPANIES AND BUSINESS OPERATIONS WITH CUBA AND SYRIA CERTIFICATION FORM IF YOUR BID/PROPOSAL IS $1,000,000 OR MORE, THIS FORM MUST BE COMPLETED AND SUBMITTED WITH THE BID/PROPOSAL. FAILURE TO SUBMIT THIS FORM AS REQUIRED MAY DEEM YOUR SUBMITTAL NONRESPONSIVE. The affiant, by virtue of the signature below, certifies that: 1. The vendor, company, individual, principal, subsidiary, affiliate, or owner is aware of the requirements of section 287.135, Florida Statutes, regarding companies on the Scrutinized Companies with Activities in Sudan List, the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, or engaging in business operations in Cuba and Syria; and 2. The vendor, company, individual, principal, subsidiary, affiliate, or owner is eligible to participate in this solicitation and is not listed on either the Scrutinized Companies with Activities in Sudan List, the Scrutinized Companies with Activities in the Iran Petroleum Sector List, or engaged in business operations in Cuba and Syria; and 3. Business Operations means, for purposes specifically related to Cuba or Syria, engaging in commerce in any form in Cuba or Syria, including, but not limited to, acquiring, developing, maintaining, owning, selling, possessing, leasing or operating equipment, facilities, personnel, products, services, personal property, real property, military equipment, or any other apparatus of business or commerce; and 4. If awarded the Contract (or Agreement), the vendor, company, individual, principal, subsidiary, affiliate, or owner will immediately notify the City of Clearwater in writing, no later than five (5) calendar days after any of its principals are placed on the Scrutinized Companies with Activities in Sudan List, the Scrutinized Companies with Activities in the Iran Petroleum Sector List, or engaged in business operations in Cuba and Syria. __________________________________________ Authorized Signature __________________________________________ Printed Name __________________________________________ Title __________________________________________ Name of Entity/Corporation STATE OF _____________________ COUNTY OF ___________________ The foregoing instrument was acknowledged before me by means of ☐ physical presence or ☐ online notarization on, this _____ day of _________________, 20____, by _____________________________ (name of person whose signature is being notarized) as the ________________________ (title) of ______________________________________(name of corporation/entity), personally known ______, or produced _________________________ (type of identification) as identification, and who did/did not take an oath. __________________________________________ Notary Public __________________________________________ Printed Name My Commission Expires: __________________ NOTARY SEAL ABOVE SCRUTINIZED COMPANIES FORMS UCaaS Implementation Services 29 RFP #06-23 SCRUTINIZED COMPANIES THAT BOYCOTT ISRAEL LIST CERTIFICATION FORM THIS FORM MUST BE COMPLETED AND SUBMITTED WITH THE BID/PROPOSAL. FAILURE TO SUBMIT THIS FORM AS REQUIRED MAY DEEM YOUR SUBMITTAL NONRESPONSIVE. The affiant, by virtue of the signature below, certifies that: 1. The vendor, company, individual, principal, subsidiary, affiliate, or owner is aware of the requirements of section 287.135, Florida Statutes, regarding companies on the Scrutinized Companies that Boycott Israel List, or engaged in a boycott of Israel; and 2. The vendor, company, individual, principal, subsidiary, affiliate, or owner is eligible to participate in this solicitation and is not listed on the Scrutinized Companies that Boycott Israel List, or engaged in a boycott of Israel; and 3. “Boycott Israel” or “boycott of Israel” means refusing to deal, terminating business activities, or taking other actions to limit commercial relations with Israel, or persons or entities doing business in Israel or in Israeli-controlled territories, in a discriminatory manner. A statement by a company that it is participating in a boycott of Israel, or that it has initiated a boycott in response to a request for a boycott of Israel or in compliance with, or in furtherance of, calls for a boycott of Israel, may be considered as evidence that a company is participating in a boycott of Israel; and 4. If awarded the Contract (or Agreement), the vendor, company, individual, principal, subsidiary, affiliate, or owner will immediately notify the City of Clearwater in writing, no later than five (5) calendar days after any of its principals are placed on the Scrutinized Companies that Boycott Israel List, or engaged in a boycott of Israel. ______________________________________ Authorized Signature ______________________________________ Printed Name ______________________________________ Title ______________________________________ Name of Entity/Corporation STATE OF _____________________ COUNTY OF ___________________ The foregoing instrument was acknowledged before me by means of ☐ physical presence or ☐ online notarization on, this _____ day of _________________, 20____, by _____________________________ (name of person whose signature is being notarized) as the ________________________ (title) of ______________________________________(name of corporation/entity), personally known ______, or produced _________________________ (type of identification) as identification, and who did/did not take an oath. __________________________________________ Notary Public __________________________________________ Printed Name My Commission Expires: __________________ NOTARY SEAL ABOVE E-VERIFY ELIGIBILITY FORM UCaaS Implementation Services 30 RFP #06-23 VERIFICATION OF EMPLOYMENT ELIGIBILITY FORM PER FLORIDA STATUTE 448.095, CONTRACTORS AND SUBCONTRACTORS MUST REGISTER WITH AND USE THE E-VERIFY SYSTEM TO VERIFY THE WORK AUTHORIZATION STATUS OF ALL NEWLY HIRED EMPLOYEES. THIS FORM MUST BE COMPLETED AND SUBMITTED WITH THE BID/PROPOSAL. FAILURE TO SUBMIT THIS FORM AS REQUIRED MAY DEEM YOUR SUBMITTAL NONRESPONSIVE. The affiant, by virtue of the signature below, certifies that: 1. The Contractor and its Subcontractors are aware of the requirements of Florida Statute 448.095. 2. The Contractor and its Subcontractors are registered with and using the E-Verify system to verify the work authorization status of newly hired employees. 3. The Contractor will not enter into a contract with any Subcontractor unless each party to the contract registers with and uses the E-Verify system. 4. The Subcontractor will provide the Contractor with an affidavit stating that the Subcontractor does not employ, contract with, or subcontract with unauthorized alien. 5. The Contractor must maintain a copy of such affidavit. 6. The City may terminate this Contract on the good faith belief that the Contractor or its Subcontractors knowingly violated Florida Statutes 448.09(1) or 448.095(2)(c). 7. If this Contract is terminated pursuant to Florida Statute 448.095(2)(c), the Contractor may not be awarded a public contract for at least 1 year after the date on which this Contract was terminated. 8. The Contractor is liable for any additional cost incurred by the City as a result of the termination of this Contract. __________________________________________ Authorized Signature __________________________________________ Printed Name __________________________________________ Title __________________________________________ Name of Entity/Corporation STATE OF _____________________ COUNTY OF ___________________ The foregoing instrument was acknowledged before me by means of ☐ physical presence or ☐ online notarization on, this _____ day of _________________, 20____, by _______________________________ (name of person whose signature is being notarized) as the ________________________ (title) of ______________________________________(name of corporation/entity), personally known ______, or produced _________________________ (type of identification) as identification, and who did/did not take an oath. ____________________________________ Notary Public ____________________________________ Printed Name My Commission Expires: __________________ NOTARY SEAL ABOVE MAILING LABEL CUT ALONG THE LINE AND AFFIX TO THE FRONT OF YOUR BID CONTAINER UCaaS Implementation Services 31 RFP #06-23 --------------------------------------------------------------------------------- For US Mail ------------------------------------------------------------------------------ SEALED PROPOSAL Submitted by: Company Name: Address: City, State, Zip: RFP #06-23, UCaaS Implementation Services Due Date: December 20, 2022, at 10:00 A.M. City of Clearwater Attn: Procurement Division PO Box 4748 Clearwater FL 33758-4748 --------------------------------------------------------------------------------- For US Mail ------------------------------------------------------------------------------ ---------------------------------------------- For Hand Deliveries, FEDEX, UPS or Other Courier Services ------------------------------------------------ SEALED PROPOSAL Submitted by: Company Name: Address: City, State, Zip: RFP #06-23, UCaaS Implementation Services Due Date: December 20, 2022, at 10:00 A.M. City of Clearwater Attn: Procurement Division 100 S Myrtle Ave 3rd Fl Clearwater FL 33756-5520 ---------------------------------------------- For Hand Deliveries, FEDEX, UPS or Other Courier Services ------------------------------------------------ 1) Newgentek 2) NWN Corporation 5555 W Waters Ave, Ste 610 025 Windward Plaza, Suite 195 Tampa, FL 33634 Alpharetta, GA 30005 813.283.0684 678.892.3700 3) PNG Telecommunications, Inc 4) TTEC Government Solutions, LLC dba Powernet 9197 South Peoria Street 8805 Governors Hill Drive, Suite 250 Englewood, CO 80112 Cincinnati, OH 45249 800.835.3832 904.583.6910 *Certified WBE ADVERTISED: TAMPA BAY TIMES 11/23/2022 POSTED:myclearwater.com 11/18/2022-12/20/2022 Due/Opening: December 20, 2022; 10:00 a.m. REQUEST FOR PROPOSAL No. 06-23 Unified Communication as a Service (Ucaas) Implementation Services Solicitation Response Listing FOR THE CITY OF CLEARWATER Cover Memo City of Clearwater Main Library - Council Chambers 100 N. Osceola Avenue Clearwater, FL 33755 File Number: ID#23-0134 Agenda Date: 2/27/2023 Status: Agenda ReadyVersion: 1 File Type: Action ItemIn Control: Public Utilities Agenda Number: 8.1 SUBJECT/RECOMMENDATION: Provide direction regarding consolidating the three Water Reclamation Facilities as recommended in the WRF Master Plan. SUMMARY: Black & Veatch (consultant) is assisting the City in the evaluation, development, and implementation of a Water Reclamation Facility (WRF) Master Plan (city project #17-0007-UT). Public Utilities has reached a point in the project where it needs direction from City Council to further pursue the Master Plan recommendation to consolidate the three Water Reclamation Facilities from three to one. November 18, 2021, City Council approved a work order to Black & Veatch to develop the WRF Master Plan in the amount of $2,748,098, per Request for Qualifications #07-21. The Master Plan includes conducting a detailed assessment of the three WRF’s vulnerabilities to climate variability and coastal hazards, assessing current and future regulatory compliance, evaluating individual treatment processes, and developing a WRF Master Plan and associated Capital Improvements Plan for the recommended improvements over a 30-year planning horizon. As a result of this assessment, Black & Veatch and the Public Utilities Department are recommending the East WRF and Marshall Street WRF be consolidated into the Northeast WRF. Page 1 City of Clearwater Printed on 2/23/2023 |1CITY OF CLEARWATER City of Clearwater Water Reclamation Facilities (WRF) Master Plan City Project Number: 17-0007-UT February 27, 2023 100 S. Myrtle Ave. | Clearwater, FL 33756 www.myclearwater.com |2CITY OF CLEARWATER PROJECT OBJECTIVE Northeast East Marshall Street To develop a 30-year Master Plan and implementation strategy for the city’s three Water Reclamation Facilities. |3CITY OF CLEARWATER WRF MASTER PLAN GOALS AND OBJECTIVES Service Reliability and Resiliency Financial Responsibility Sustainability Safety Quality |4CITY OF CLEARWATER CONSOLIDATION SCENARIOS No.Scenario Name 1 Maintain Existing WRFs 2 All at NEWRF 3 MSWRF to NEWRF 4 EWRF to NEWRF 5 MSWRF + EWRF to New WRF 6 All at New Regional WRF WRF = Water Reclamation Facility, NEWRF = Northeast WRF, EWRF = East WRF, MSWRF = Marshall Street WRF WRF Lift Station MSWRF EWRF NEWRF P |5CITY OF CLEARWATER EVALUATION CRITERIA Scoring Criteria Weight Definition 1. System Reliability and Resilience 22%Reliability and resilience of the collection and treatment systems. 2. Maintenance Reliability and Resilience 21%Maintenance reliability and resilience of the treatment systems. 3. Ease of Operations 17%Complexity of system configuration. 4. Climate and Environmental Vulnerability 14%Potential impacts by climate hazards, flood events, sea level rise and storm surge. 5. Sustainability (Greenprint 2.0) 11%Energy consumption and greenhouse emissions. 6. Financial Responsibility 9%Net present valve (30-yr horizon Capital, renewal and replacement, operations and maintenance). 7. Public Perception 6%Community concerns and planning and zoning approval process. |6CITY OF CLEARWATEREAST WRF STORM SURGE26.4-ft 15.5-ft ~38-ft Category 5 |7CITY OF CLEARWATERMARSHALL STREET WRF STORM SURGE26.0-ft 14.0-ft ~37.4-ftCategory 5 |8CITY OF CLEARWATER NORTHEAST WRF STORM SURGE 75 70 65 45 50 55 60 Elevation (ft) 75 70 65 45 50 55 60 Storm Surge Not Applicable – Zone X 40 35 40 35 Storm Surge Elevation at East and Marshall StreetCategory 5 |9CITY OF CLEARWATER Preliminary Cost Estimates Class 5 NPV life cycle costs were developed to include: •Capital costs •Land Acquisition •Renewal & Replacement (R&R) •Annual Operations & Maintenance (O&M) •Climate Hardening $495 $399 $431 $462 $460 $394 $51 $111 $-$115 $81 $10 $105 $151 $7 $246 $164 $82 $246 $327 $483 $222 $330 $376 $437 $100 $986 $983 $1,006 $931 $1,299 $1,083 $- $200 $400 $600 $800 $1,000 $1,200 $1,400 $1,600 $1,800 $2,000 $2,200 $2,400 $2,600 1 - Maintain Existing WRFs 2 - All at NEWRF 3 - MSWRF to NEWRF 4 - EWRF to NEWRF 5 - MSWRF+EWRF to New WRF 6 - All to New Regional WRFLife Cycle Costs (Million $)O&M Land Acquisition Capital WRFs Capital Collection Syst.R&R Climate Hardening FINAL RESULTS Existing ConfigurationMSWRF+EWRF to NEWRFMSWRF to NEWRFEWRF to NEWRFMSWRF+EWRF to New WRFAll WRFs to New WRF•Scenario #2 – Consolidating the East WRF and Marshall Street WRF to the Northeast WRF is the highest scored scenario •Scored the highest in 4 of the 7 criteria •Recommendation: Consolidate all flow to the Northeast Water Reclamation Facility. 1.41 2.43 1.81 2.14 2.36 2.37 0.0 0.5 1.0 1.5 2.0 2.5 3.0 #1 #2 #3 #4 #5 #6Average ScoreScenario # CONSOLIDATION DISCUSSION CAUTIONS •Increased consequences if catastrophic failures occur at plant •Higher short-term capital costs •Short-term increase in construction along roadways BENEFITS •Reduced risks due to storm surge •Lower overall costs over the next 30 years •Ability to optimize energy consumption and greenhouse gas reduction •Opportunity to change use of city properties |12CITY OF CLEARWATER QUESTIONS Cover Memo City of Clearwater Main Library - Council Chambers 100 N. Osceola Avenue Clearwater, FL 33755 File Number: ID#23-0103 Agenda Date: 2/27/2023 Status: Agenda ReadyVersion: 1 File Type: Action ItemIn Control: City Clerk Agenda Number: 9.1 SUBJECT/RECOMMENDATION: Appoint Marquita Humphrey to the Clearwater Housing Authority Board, as the public housing recipient representative, with a term to expire March 2, 2027. (consent) SUMMARY: APPOINTMENT WORKSHEET BOARD: Clearwater Housing Authority TERM: 4 years APPOINTED BY: Mayor, Approved by City Council FINANCIAL DISCLOSURE: Required RESIDENCY REQUIREMENT: City of Clearwater, except for the Public Housing Resident SPECIAL QUALIFICATIONS: 1 member shall be a Program Recipient - Clearwater residency not required. 2 members can be Pinellas County residents who are employed within city limits. Clearwater residency not required. Note - The appointment is made by the Mayor and confirmed by City Council. MEMBERS: 5 CHAIR: Caitlein Jammo MEETING DATES: 4th Friday, 9:00 a.m. (Every other month) PLACE: The Vincent Building, 908 Cleveland Street, Clearwater, FL 33755 APPTS. NEEDED: 1 THE FOLLOWING APPOINTMENT IS TO FILL THE PUBLIC HOUSING PROGRAM RECIEPIENT SEAT: CHA is recommending Ms. Marquita Humphrey to be appointed to the public housing recipient seat. 1. Marquita Humphrey - 317 N Highland Ave., 33755 Zip codes current members on board: 2 at 33761 2 at 33770 Page 1 City of Clearwater Printed on 2/23/2023 Cover Memo City of Clearwater Main Library - Council Chambers 100 N. Osceola Avenue Clearwater, FL 33755 File Number: ID#23-0104 Agenda Date: 2/27/2023 Status: Agenda ReadyVersion: 1 File Type: Action ItemIn Control: City Clerk Agenda Number: 9.2 SUBJECT/RECOMMENDATION: Appoint Robert Kenne to the Municipal Code Enforcement Board to fill an unexpired term through October 31, 2024. (consent) SUMMARY: APPOINTMENT WORKSHEET Board: Municipal Code Enforcement Board Term: 3 years Financial DISCLOSURE: Required RESIDENCY REQUIREMENT: City of Clearwater SPECIAL QUALIFICATIONS: Members must be registered voters. Members shall be qualified and experienced in the fields of architecture, business, engineering, construction, or real estate (when possible). MEMBERS: 7 CHAIR: Nicole Bray MEETING DATES: 4th Wednesday of each month at 1:30 p.m. APPTS. NEEDED: 1 THE FOLLOWING ADVISORY BOARD MEMBER HAS RESIGNED AND SEAT NOW REQUIRES A NEW APPOINTEMENT: 1. Nicole Bray -1608 Harvard St. 33755 - Business Owner Original Appointment: 11/5/2020, was serving 1st term Resignation date: 1/20/2023 Absences: 6/22/2022 and 10/26/2022 THE NAME(S) BELOW ARE BEING SUBMITTED FOR CONSIDERATION TO FILL THE ABOVE VACANCY: 1. Robert Kenne - 1469 Jacaranda Circle South, Clearwater 33755 - President/Owner of Bob Kenne Services, Inc. Zip Codes of current members on board: 1 at 33755 1 at 33756 1 at 33759 Page 1 City of Clearwater Printed on 2/23/2023 File Number: ID#23-0104 1 at 33761 2 at 33767 Page 2 City of Clearwater Printed on 2/23/2023 Cover Memo City of Clearwater Main Library - Council Chambers 100 N. Osceola Avenue Clearwater, FL 33755 File Number: ID#23-0123 Agenda Date: 2/27/2023 Status: Agenda ReadyVersion: 1 File Type: Action ItemIn Control: City Clerk Agenda Number: 9.3 SUBJECT/RECOMMENDATION: Appoint Charlene Harrison, as the Creative Pinellas representative, to the Public Art and Design Board to fill the remainder of an unexpired term through February 29, 2024. (consent) SUMMARY: BOARD: Public Art and Design Board TERM: 4 years APPOINTED BY: City Council FINANCIAL DISCLOSURE: Not Required RESIDENCY REQUIREMENT: City of Clearwater resident except for the Clearwater Arts Alliance, Inc., formerly, Clearwater Arts Foundation, and the Creative Pinellas representative MEMBERS: 7 Liaison: Samantha Moullet, Neighborhoods Division Manager CHAIR: MEETING DATE: Quarterly - January, March, June, Sep. TIME/PLACE: 2:00 PM/Chambers APPOINTMENTS NEEDED: 1 THE FOLLOWING ADVISORY BOARD MEMBER HAS RESIGNED AND SEAT NOW REQUIRES REAPPOINTMENT: 1. Danny Olda - 1605 Carroll St., 33755- Creative Pinellas Rep Original Appointment: 2/06/2020 (was serving 1st term through 2/29/2024) Resignation Date: 1/06/2023 THE NAME BELOW IS BEING SUBMITTED FOR CONSIDERATION TO FILL THE VACANCY: 1.Charlene Harrison- 301 2nd Ave. South, St. Petersburg - Creative Pinellas Rep Zip codes of current members: 1 - 33755 1 - 33761 1 - 33764 Page 1 City of Clearwater Printed on 2/23/2023 File Number: ID#23-0123 2 - 33765 1 - 34653 Current Categories: 2 Citizens 1 Teacher/College Adm Asst. 1 Professor/St.Pete College 1 Artist/Art Business Owner 1 Clearwater Arts Alliance, Inc. 1 Creative Pinellas Page 2 City of Clearwater Printed on 2/23/2023 CHARLENE A HARRISON Char.harrison918@gmail.com · linkedin.com/in/charlene-harrison-3476728 · Objective To aspire to work for a company that allows me to utilize my experience and knowledge and become an asset to their organization. Profile Experienced professional with 10+ years of progressive experience in various positions functioning in Client Account Implementation, Staff Training, Customer Service, and Support. Summary of Qualifications Highly motivated Team Lead with excellent communication skills Skilled in Risk Management and Troubleshooting Critical thinking and time management Proficient in all Microsoft Office applications Adept in Workspace, SalesForce, SharePoint, Siebel, and Jira National Association for Professional Background Screening Certification Commissioned Notary SKILLS • Proficient in Word, Excel, and PowerPoint • Attention to detail and research • Managed large groups of people • Critical thinking and problem-solving • Booking and planning • NAPBS Certified • Monday.com • Slack • Onboarding • Background Screening • Training • Education and Employee Verification • Media, tape duplication, camera, production • SMAppy EXPERIENCE APR. 2022 - CURRENT GRANTS & BUSINESS MANAGER • Develops and shares with the team annual grant calendar with key milestones and details to ensure smooth team and community engagement with all grant activities. • Develops detailed calendars for each grant to ensure that all items required for a successful launch and run of the grant program are addressed. • Communicate with team members to ensure that deliverables they may be responsible for are requested timely and delivered as required. 2 • Make sure that all grant public-facing materials (guidelines, FAQs, applications, contracts, etc.) are reviewed and up to date for every grant launch to ensure that all needed documents and processes are in place and correct. • Launches grants. • Creates/oversees the creation of workflows for new grants as they are planned and launched. • Monitors and coordinates all aspects of the grant application and workflow function, including applications, grantee communications, payments, and record keeping. • Reviews grant applications for accuracy and communicate to the applicant and/or staff as necessary to address any shortfalls or concerns. • Identifies and recruits grant panelists to communicate and schedule grant panels. Manages panel meetings and oversees scoring, etc. • Coordinates and oversees the creation, distribution, and compliance of contracts with grant recipients and participants. • Coordinates with team resources to ensure the timely launch of the grant program. • Pays careful attention to detail to ensure that all aspects of the grant program are functioning and that all materials are timely, accurate, and correct. • Communicates with grantees and other stakeholders throughout the application and grant period. • Collects and oversees appropriate documentation for all grant processes. • Manages grant management system. • Oversees all grant payments and documentation. OCT. 2019 – APR. 2022 OFFICE MANAGER, CREATIVE PINELLAS, INC. • Establish and implement logistics processes for events/facilities • Communicate with county facilities management to address facility issues and questions • Schedule the event, marketing, facility, and office calendar • Coordinate with the Creative Pinellas team, partners, and stakeholders to oversee the use of the facilities, payments, scheduling, etc. • Establish and monitor SOPs/ Documentation • Manage office supplies, office equipment needs, etc. • Oversight of organization of common areas • Help with set up and breakdown for meetings and events FINANCE • Accounts payable and accounts receivable for Creative Pinellas • Oversight of accounts payable and receivable for events, facilities, and grants • Budget support • Financial management documentation and reporting • Audit documentation and reporting • Grant documentation, administration, and reporting BOARD AND EXECUTIVE DIRECTOR CARE • Provide administrative support to the ED and Board as needed • Keep minutes • Schedule Board meetings • Keep Boardroom Diary • Maintain, create, and distribute Board documents and materials • Respond to Board queries and requests for communication as appropriate 3 NOV. 2015 – AUG. 2019 SR. OPERATION SUPPORT SPECIALIST, JD PALATINE (JDP) • Act as a liaison between strategic clients • Manage customer relations • Onboarding • Train clients and JDP new hires on the platform • Provide analytical, analysis, and specialized administrative support • Create and modify client accounts • Process background screening cases • Keep records of all customer interactions, as well as actions taken • Support the implementation of process improvements • Provide customer service to external and internal clients • Coordinate and administer systems • Assist other teams as a backup with assigned duties JAN. 2003 – NOV. 2015 SENIOR IMPLEMENTATIONS SPECIALIST, FIRST ADVANTAGE 2010 - 2015 • Collaborate with Project Managers in enterprise client accounts>100k for nationwide background screening company • Formulate timelines and strategies into an implementation plan • Setup and maintain enterprise accounts, including documentation and coordinating resources • Creating client training sessions and ensuring “go-live” dates are met MAJOR ACCOUNT COORDINATOR/IMPLEMENTATION COORDINATOR, FIRST ADVANTAGE 2004 - 2010 • Maintained 100+ multiple platform types of client accounts via account setup and training • Teamed with sales force to develop process improvements and abate technical issues • Forecasted prospects, trends, and vulnerabilities through close client relationship • Team lead with six direct reports, trained new recruits, created schedules, timesheet approval, and team member appraisals NATIONAL CLIENT SERVICES, FIRST ADVANTAGE 2003 • Received inbound/outbound calls on Automatic Call Distributor (ACD) phone line, assisting clients and applicants with all issues and/or concerns • Liaison between the operations department and the client to retrieve information • Assisted with application processing, criminal and verification processes 4 EDUCATION SEPTEMBER, 2016 BACHELOR OF BUSINESS ADMIN, STRAYER UNIVERSITY SEPTEMBER, 2015 ASSOCIATES IN ARTS IN BUSINESS ADMIN, STRAYER UNIVERSITY Cum laude, honor roll list, Alpha Sigma Lambda Iota Eta chapter at Strayer Univ. • • ACTIVITIES Health and Wellness is a passion of mine. I have been on a mission to help find a cure for cancer. Currently, I am in the active role of team lead and on the South St. Petersburg Relay for Life committee board. I have been with this chapter for three years. In addition to Relay for Life, I participate in Zumba events to raise awareness of being healthier. I’ve been active in the following ministries in my church: Family Touch Team, Mead/Production, and Choir Manager for a county-wide choir. Cover Memo City of Clearwater Main Library - Council Chambers 100 N. Osceola Avenue Clearwater, FL 33755 File Number: ID#23-0125 Agenda Date: 2/27/2023 Status: Agenda ReadyVersion: 1 File Type: Action ItemIn Control: City Clerk Agenda Number: 9.4 SUBJECT/RECOMMENDATION: Appoint an individual to the Community Development Board to fill an unexpired term through February 29, 2024 and an individual with a term to expire March 2, 2027. SUMMARY: BOARD: Community Development Board TERM: 4 years APPOINTED BY: City Council FINANCIAL DISCLOSURE: Yes RESIDENCY REQUIREMENT: City of Clearwater MEMBERS: 7 & 1 alternate CHAIRPERSON: Mary Lau MEETING DATES: 3rd Tues., 1:00 p.m. PLACE: Main Library APPTS. NEEDED: 2 SPECIAL QUALIFICATIONS: Board shall include members qualified and experienced in the fields of architecture, planning, landscape architecture, engineering, construction, planning & land use law and real estate. THE FOLLOWING ADVISORY BOARD MEMBERS HAVE RESIGNED OR HAVE AN EXPIRED TERM WHICH NOW REQUIRES NEW APPOINTMENTS: 1.Darrell Flanery - 1836 Venetian Point Dr. Clearwater, 33755 - Professional Engineer Original Appt: 2/18/2016 (was serving 2nd term set to expire 2/29/2024) Resignation Date: 1/27/2023 2.Mary Lau - 215 Windward Passage Clearwater, Fl 33767 - Atty/Mediator/Arbitrator Original Appt: 2/19/15 (currently serving 2nd term set to expire 2/28/2023) THE FOLLOWING APPLICANT IS BEING CONSIDERED TO FILL THESE VACANCIES: 1.Diane Achinelli - 904 Brigadoon Dr., 33759 - Senior Project Administrator 2.Brynn Dauphinais - 3230 Mulberry Dr., 33761 - Planner 3.Andrew Hupp - 745 Bay Esplanade, 33767 - Member Manager Zip Codes of current members: 1 at 33755 Page 1 City of Clearwater Printed on 2/23/2023 File Number: ID#23-0125 1 at 33756 1 at 33761 1 at 33764 4 at 33767 Current categories: General Contractor Professional Engineer Engineer Alt Member Consultant - commercial real estate Attorney/Mediator/Arbitrator Construction and Real Estate Real Estate Broker/Developer Corporate General Counsel Page 2 City of Clearwater Printed on 2/23/2023 Submit Date: Oct 10, 2022 First Name Middle Initial Last Name Email Address Home Address Suite or Apt City State Postal Code Primary Phone Alternate Phone Employer Job Title Advisory Boards Application Profile Length of Residency - please select one. * 1 to 5 years Do you own or represent a business in Clearwater? Yes No Which Boards would you like to apply for? Community Development Board: Submitted Occupation - If retired, enter former occupation. Urban and Regional Planning Have you served or do you serve on a board in Clearwater? Yes No Why do you wish to serve on this board/committee? If seeking reappointment, state why you should be reappointed. I wish to serve on the Parks and Recreation Advisory Board to help bolster the community togetherness of the City of Clearwater. I have 9 years overall of Parks and Recreation employment history with increasing responsibility of working with the advisory board. I am currently in a Planner I role learning more about Comprehensive Planning and future land use. I am a big proponent of placemaking for communities and resiliency not only in the use of land, but also in the residents' hearts. Brynn Dauphinais brynnfrzr@gmail.com 3230 MULBERRY DR CLEARWATER FL 33761 Home: (813) 351-0697 Plan Hillsborough Planner I Brynn Dauphinais Upload a Resume Please attach a copy of your current voter registration within city limits. Please attach a copy of one of the following documents: 1) valid current Florida Driver License issued to an address within city limits, or 2) Declaration of Domicile filed with the city clerk affirming residency within city limits. Date of Birth What personal qualifications can you bring to this board or committee? I have 9 years of recreation programming experience as well as event planning and production. I have written grant proposals and received funding, compiled public input regarding programming desires, and developed Operational and Capital Improvement budgets for a Recreation Divison. I have negotiated agreements with contract programming instructors for recreational programming in the rec center. I am passionate about serving my community and giving back my time and expertise. List Community Activities I have planned and executed several large events with the City of Oldsmar including (but not limited to): - USA BMX Gator Nationals - Haunted Happenings Drive Thru Boo - Christmas Wonderland - Celebrate Oldsmar - Breakfast with Santa - Breakfast with the Easter Bunny Question applies to multiple boards Question applies to multiple boards Demographics Some boards and commissions require membership to be racially, politically or geographically proportionate to the general public. The following information helps track our recruitment and diversity efforts. (Optional) Ethnicity Caucasian/Non-Hispanic Gender Female The City of Clearwater strives to promote diversity and provide reasonable accommodations for individuals with disabilities. If you are requesting accommodation, please indicate below: Brynn_Dauphinais_- _Resume_Planner.pdf Centro_de_Votación.pdf 2019.pdf 12/28/1989 Brynn Dauphinais By clicking on "I Agree," below, I affirm that the information above is true and correct, and that I understand and agree to the responsibilities and commitment of time associated with an appointment to a Clearwater advisory board or committee. I Agree All material submitted to the City of Clearwater is subject to the public records law of the State of Florida including Chapter 119, Florida Statutes. Brynn Dauphinais Experience Plan Hillsborough; Planner I September 2022 - Present • Coordinated Strategic Plan updates for the agency • Coordinated Comprehensive Plan updates for four jurisdictions served by the agency City of Oldsmar; Senior Recreation Coordinator October 2021 - September 2022 • Cultivated relationships with the community from all walks of life with an aim to provide support as needed • Co-authored a grant proposal for the Florida Department of Environmental Protection’s Resilient Florida program; received $2.15 million to fund the Water Reclamation Facility replacement project• Resolved issues for customers and instructors through research and collaboration with other agency departments • Assisted in review and design of current processes and procedures within the department as well as with the Innovation Team • Analyzed and researched files and other records for needed information City of Oldsmar; Recreation Supervisor September 2016 - October 2021 • Managed and reported on key performance indicators and metrics for a team of seven• Assisted in the creation of the agency-wide Innovation Team • Developed the annual budget for the Recreation Division with timelines for implementation • Co-authored a grant proposal for the Florida Department of Environmental Protection’s Land and Water Conservation Fund; received $200,000 in state funds to replace the Cypress Forest Spray Park • Compiled data and prepared reports for special research projects as assigned, including demographic data, needs assessments, and surveys Mortgage Contracting Services; Asset Preservation Coordinator October 2015 – September 2016 • Served as point of operations contact for client interactions through a shared email inbox, coordinating workflow with my counterparts • Operated with efficiency under restrictive deadlines for various work orders and client requests • Maintained a professional level of confidentiality regarding the range of homeowner and loan information received • Reviewed incoming work and verified third party notes to ensure all work was completed accurately and in compliance with client specifications and company policies Contact (813) 351-0697 brynnfrzr@gmail.com Skills •Word •Excel •PowerPoint •Adobe Photoshop •Community Programs and Services •Staff Training •Research •Process Improvement •Collaboration •Organization •Customer Service Education University of South Florida - Tampa May 2014 MS in Sport and Entertainment Management December 2013 MBA in Sport Business May 2011 BA in Mass Communications: Advertising Brynn Dauphinais (She/Her) Springfield Falcons; Manager, Client Services August 2014 – July 2015 • Cultivated relationships with all team sponsors, responsible for more than $900,000 in revenue • Executed all aspects of sponsor contracts including, but not limited to, signage, in-game features, and event planning •Facilitated, tracked, and reported on sponsor communications and meetings to ensure coordination of partnership contract tasks and responsibilities Tampa Bay Lightning; Partnership Activation USF Resident August 2013 – July 2014 • Assisted Partnership Activation team with execution of contract elements such as promotions, player meet and greets, and event planning • Coordinated with various departments to ensure contractual elements were executed appropriately • Gathered documentation of sponsor activity during the season for end of year recap presentations • Compiled best practice research and shared amongst the full Partnership Services team and executives Tampa Bay Lightning; Partnership Activation Game Day Intern February – April 2013 •Preformed necessary game day functions to collect partner data to allow Partnership Activation team maneuverability to connect with their clients •Responsible for in-game contests and prizes with time-sensitive deliveries •Performed any necessary special projects including running meet and greets with players Swenson Enterprises; Large Account Manager; Assistant Bid Manager May 2011 – August 2013 •Managed the workload of the largest client requests, generating an average revenue of $10,000 per order •Assisted managing all bid aid requests from other processors, bidding an average of 60 repair jobs per week •Maintained detailed records of all work orders completed by subcontractors throughout the United States •Acted as key point of contact for the property preservation company, CoreLogic Cover Memo City of Clearwater Main Library - Council Chambers 100 N. Osceola Avenue Clearwater, FL 33755 File Number: ID#23-0175 Agenda Date: 2/27/2023 Status: Agenda ReadyVersion: 1 File Type: Action ItemIn Control: City Clerk Agenda Number: 9.5 SUBJECT/RECOMMENDATION: Appoint an individual to the Library Board with a term to expire March 2, 2027. SUMMARY: BOARD: Library Board TERM: 4 years APPOINTED BY: City Council FINANCIAL DISCLOSURE: Not Required STAFF LIAISON: Jennifer Obermair - Library Director RESIDENCY REQUIREMENT: City of Clearwater SPECIAL QUALIFICATIONS: None MEMBERS: 7 CHAIRPERSON: Donna Dennis MEETING DATES: Quarterly PLACE: Main Library APPTS. NEEDED: 1 THE FOLLOWING ADVISORY BOARD MEMBER HAS A TERM WHICH IS EXPIRING AND NOW REQUIRES REAPPOINTMENT OR A NEW APPOINTMENT: 1. Kelly McLeay - 1545 Drew St., 33755 - Registered Nurse Original Appointment: 9/6/2018 (currently serving 1st term through 2/28/23) Absences: 1 on 5/5/2022 Interested in Reappointment: Yes THE NAMES BELOW ARE BEING SUBMITTED FOR CONSIDERATION TO FILL THE VACANCY: 1.Kelly McLeay - 1545 Drew St., 33755 - Registered Nurse 2.Amanda Elend - 1975 Sandra Drive, 33764 - Freelance Writer Zip codes of current members on board: 2 at 33755 1 at 33759 1 at 33763 1 at 33765 1 at 33767 Page 1 City of Clearwater Printed on 2/23/2023 Submit Date: Feb 02, 2023 First Name Middle Initial Last Name Email Address Home Address Suite or Apt City State Postal Code Primary Phone Alternate Phone Employer Job Title Advisory Boards Application Profile Length of Residency - please select one. * 1 to 5 years Do you own or represent a business in Clearwater? Yes No If yes, where is the business located? Do you conduct business with the City? Which Boards would you like to apply for? Library Board: Submitted Occupation - If retired, enter former occupation. Writer Have you served or do you serve on a board in Clearwater? Yes No If yes, please list the name of the board. Why do you wish to serve on this board/committee? If seeking reappointment, state why you should be reappointed. I wish to help support libraries however I can, and I feel this would be the best way to ensure that all citizens have access to the world through the library and library initiatives and events. Amanda L Elend aelend@gmail.com 1975 Sandra Drive Clearwater FL 33764 Home: (727) 744-7764 Self Freelance writer Amanda L Elend Upload a Resume Please attach a copy of one of the following documents: 1) valid current Florida Driver License issued to an address within city limits, or 2) Declaration of Domicile filed with the city clerk affirming residency within city limits. Date of Birth What personal qualifications can you bring to this board or committee? I am a writer, who is ensconced in the writing community. I received my MFA in Writing for Children and Young Adults from VCFA and I make my living as a writer. I am an educator, as well, who knows the power of words and the difference a library can make in a child's life. I was born and raised in Clearwater and have now returned to raise my family in the same community. List Community Activities Volunteer at Plumb Elementary School Participant in multiple clean-up events with Keep Pinellas Beautiful and other organizations Volunteer for the local chapter of the Human Rights Coalition Volunteer for Hope Villages of America Food Bank Question applies to multiple boards Demographics Some boards and commissions require membership to be racially, politically or geographically proportionate to the general public. The following information helps track our recruitment and diversity efforts. (Optional) Ethnicity Caucasian/Non-Hispanic Gender Nonbinary or third gender The City of Clearwater strives to promote diversity and provide reasonable accommodations for individuals with disabilities. If you are requesting accommodation, please indicate below: Content_Writer_Resume_2022.docx 09/13/1982 Amanda L Elend By clicking on "I Agree," below, I affirm that the information above is true and correct, and that I understand and agree to the responsibilities and commitment of time associated with an appointment to a Clearwater advisory board or committee. I Agree All material submitted to the City of Clearwater is subject to the public records law of the State of Florida including Chapter 119, Florida Statutes. Amanda L Elend Amanda Elend WRITER/EDITOR/RESEARCHER aelend@gmail.com www.amandaelend.com www.linkedin.com/in/aelend/ www.onlinesonline.com 727.744.7764 SUMMARY Versatile and highly skilled writer/editor/researcher. Loves working with a team or independently to craft a clear and focused message that hooks an audience or classroom. Passionate, responsible, and efficient. EXPERIENCE 2015-Present FREELANCE Writer/Editor/Researcher • Web show Scriptwriter/Producer (IMDB, Bright Red Pixels, Epstein Becker Green, Countable) • Copywriting, product descriptions, Ographika • Managing Editor, Burn Society Magazine, Phoenix Society • Blogger (Woman’s Day, Cosmopolitan, Good Housekeeping, Scary Mommy, On Lines) • Writer/Researcher, Teen Connect Manual, Phoenix Society • Social Media Management (Florida Center for Instructional Technology, Phoenix Society) • Content Writer, Morning Invest newsletter, Morning Invest • Copywriter/Researcher, “Small Business Rules,” Next New Networks • Full portfolio: www.amandaelend.com 2009-2015 BRIGHT RED PIXELS Head Copywriter • Head Writer and producer for narrative and non-fiction web series for clients including TV.com, AOL.com, and Credit Suisse • Researched materials and gathered assets for web series • Other responsibilities: crafting and pitching one-sheets for new series (branded and non-branded), blogging, copywriting, community management, social media marketing 2007-2009 CBS INTERACTIVE Story Editor • Responsible for copywriting and editing web content, including scripts, blog posts, treatments, pitches, and website copy • Managed a team of six writers • Wrote treatments, pitches, and one-sheets for original web series • Projects included: Wallstrip, MobLogic, Novel Adventures, Heckle U 2007 RUTH ECKERD HALL PACT, INC. Writer/Researcher/Editor • Copywrote and designed for visual exhibits • Edited an original children’s musical • Researched and selected visual content for exhibits in addition to caption copywriting • Wrote, directed, and produced shows for children 2006-2007 LINDAMOOD-BELL Clinician • Taught autistic, dyslexic, and other students with learning challenges • Taught reading proficiency, reading comprehension, and math skills EDUCATION 2019-2021 VERMONT COLLEGE OF FINE ARTS • Master of Fine Arts, Writing for Children and Young Adults 2004-2007 ECKERD COLLEGE • Bachelor of Arts • Double Major: Creative Writing, American Studies VOLUNTEER WORK HOPE INC. • Copywriting/technical writing S.O.U.L. SISTERS LEADERSHIP COLLECTIVE • Social media content/copywriting STREET THEATRE COMPANY • Social media manager PLANNED PARENTHOOD of MIDDLE & EAST TN • Regular volunteer for PPMET, assisting with outreach, mailings, and public events GIRLS ON THE RUN • Assistant coach and running buddy EAST NASHVILLE HOPE EXCHANGE • Reading Buddy for at-risk children WRITEGIRL • Creative writing mentor for teen girls PAUL B. STEPHENS EXCEPTIONAL EDUCATION CENTER • Music teacher for handicapped children 826LA • Tutor and assistant teacher REFERENCES Jeff Marks, Co-founder, Bright Red Pixels – Former boss and current client Phone: 917.399.1172 Email: jeff.marks@brightredpixels.com Lindsay Campbell, Executive Producer of Originals, IMDb – Client Phone: 718.812.2630 Email: lindsaca@imdb.com Natali Morris, Co-founder, Morris Invest – Client Phone: 646.464.2811 Email: natali@morris.net Susan Demers, Dean of Public Policy & Legal Studies, St. Petersburg College – Colleague and mentor Phone: 727.791.2501 Email: Demers.Susan@spcollege.edu Roman Bodnar, Editor, Bright Red Pixels – Colleague Phone: 914.420.3337 Email: roman.bodnar@brightredpixels.com Cover Memo City of Clearwater Main Library - Council Chambers 100 N. Osceola Avenue Clearwater, FL 33755 File Number: ID#23-0108 Agenda Date: 2/27/2023 Status: Agenda ReadyVersion: 1 File Type: Action ItemIn Control: City Clerk Agenda Number: 9.6 SUBJECT/RECOMMENDATION Appoint an individual to the Airpark Advisory Board to fill the remainder of an unexpired term through April 30, 2025. SUMMARY: BOARD: Airpark Advisory Board TERM: 4 Years APPOINTED BY: City Council FINANCIAL DISCLOSURE: Not required RESIDENCY REQUIREMENT: City of Clearwater SPECIAL QUALIFICATIONS: None MEMBERS: 5 + 1 Ex Officio member CHAIRPERSON: Kelli O’Donnell MEETING DATES: Quarterly (1st Wed.) - Feb., May, Aug., Nov. PLACE: Chambers - 3 p.m. APPOINTMENTS NEEDED: 1 THE FOLLOWING ADVISORY BOARD MEMBER HAS RESIGNED AND NOW REQUIRES AN APPOINTMENT FOR AN UNEXPIRED TERM: 1.Greg Art - 2973 Hillcreek Circle South, 33759 Original Appointment: 1/12/2023 (was serving an unexpired term through 4/30/25) Resignation Date: 2/2/2023 THE NAMES BELOW ARE BEING SUBMITTED FOR CONSIDERATION TO FILL THE ABOVE VACANCY: 1.Kevin Boyden - 521 Mandalay Ave., 33767 - Retired, Director of Operations 2.Thomas Crockett - 3239 Hyde Park Dr., 33761 - Retired, Federal Aviation Administration 3.Travis Norton - 310 Kerry Dr., 33765 - Advocacy Manager 4.Dennis Roper - 2745 Enterprise Rd. East, 33759 - Aircraft Airworthiness Inspector Page 1 City of Clearwater Printed on 2/23/2023 File Number: ID#23-0108 Zip codes of current members on board: 1 at 33755 1 at 33759 1 at 33761 1 at 33763 1 at 33764 1 at 33765 Page 2 City of Clearwater Printed on 2/23/2023 Cover Memo City of Clearwater Main Library - Council Chambers 100 N. Osceola Avenue Clearwater, FL 33755 File Number: 23-04 Agenda Date: 2/27/2023 Status: Agenda ReadyVersion: 1 File Type: ResolutionIn Control: City Attorney Agenda Number: 10.1 SUBJECT/RECOMMENDATION: Create a City Council rule relating to the receipt and acknowledgement of citizen comments submitted electronically and adopt Resolution 23-04. SUMMARY: During the Covid-19 pandemic, an informal practice arose in which the City Clerk read each citizen comment that has been submitted electronically prior to the meeting in order to promote citizen engagement during a time when in-person meetings had been suspended. Although in-person meetings have been reinstated, the City Clerk has continued this practice. The current Council rules do not define the process by which comments submitted in advance of public Council meetings are to be received or acknowledged. iLegislate, the electronic system in use, is capable of receiving and categorizing these comments, so this process is no longer necessary. This proposed rule provides that any citizen who submits electronic comments by 5:00pm on the calendar day prior to a Council meeting at which official action is to be taken, when said comments are designated specifically for the next Council meeting, will be acknowledged by name. The Chair shall read the citizen’s name phonetically, unless the citizen has indicated a different pronunciation. The Chair shall not read the citizen’s comment aloud, but shall verbally confirm with the City Clerk that each citizen comment has been received into the record. Page 1 City of Clearwater Printed on 2/23/2023 Resolution No. 23-04 RESOLUTION NO. 23-04 A RESOLUTION OF THE CITY OF CLEARWATER, FLORIDA, CREATING A CITY COUNCIL RULE RELATING TO THE RECEIPT AND ACKNOWLEDGMENT OF CITIZEN COMMENTS SUBMITTED BY ELECTRONIC MEANS; PROVIDING AN EFFECTIVE DATE. WHEREAS, Florida Statute § 286.0114(2) guarantees the public’s right to be heard regarding any proposition brought before the City Council for a vote or official action; and WHEREAS, Council Rule 6 describes the procedure and timing to be utilized for in-person comments; and WHEREAS, Council Rule 1 provides for evening meetings of the City Council, which the City Council has found conducive to maximizing public participation; and WHEREAS, citizen comments are occasionally submitted in advance, by electronic means, rather than the citizen speaking to the Council directly during the Council meeting; and WHEREAS, the current Council rules do not define the process by which said comments are to be received or acknowledged; and WHEREAS, an informal practice has arisen in which the City Clerk reads each citizen’s comments aloud when submitted by electronic means prior to the meeting; and WHEREAS, this practice arose during the COVID-19 pandemic, in an effort to promote citizen engagement during a time when in-person meetings had been suspended; and WHEREAS, the City Council has returned to Thursday evening meetings in person, which can be and often are attended by citizens; and WHEREAS, the City Council utilizes an electronic system called iLegislate that is capable of receiving and categorizing citizen comments submitted by electronic means; now therefore BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF CLEARWATER, FLORIDA: Section 1. Rule 6, Council Rules is hereby amended as follows: ORDER OF BUSINESS (1) The order of business for a regular meeting shall ordinarily be: [GM07-1310-004/283784/1] A. Invocation B. Pledge C. Special recognitions and presentations (Proclamations, service awards, or other special recognitions. Presentations by government agencies or groups providing formal updates to Council will be limited to ten minutes.) D. Minutes of previous meetings E. Citizens to be heard regarding items not on agenda. Any citizen who submits electronic comments by 5:00pm on the calendar day prior to a Council meeting at which official action is to be taken, when said comments are designated specifically for the next Council meeting, will be acknowledged by name. The Chair shall read the citizen’s name phonetically, unless the citizen has indicated a different pronunciation. The Chair shall not read the citizen’s comment aloud, but shall verbally confirm with the City Clerk that each citizen comment has been received into the record. Each person who wishes to address the Council in person shall complete a comment card and submit the card to the City Clerk (right-hand side of dais) before the speaker will be permitted to speak (if the speaker has just arrived or decided to speak, the Chair may allow the card to be filled out after speaking). Individuals will limit their comments to a maximum of three minutes. The speaker’s microphone may be turned off after that time. F. Consent agenda G. Public hearings (not before 6:00 p.m.) Legislative and administrative matters: 1. Presentation of issues by City staff. 2. Statement of case by applicant or representative (5 minutes). 3. Council questions. 4. Comments in support and comments in opposition. See subsection (3) below regarding time limitations for speakers. Comments submitted electronically by 5:00pm on the calendar day prior to the meeting will be acknowledged in the same manner as comments submitted pursuant to Council Rule 6(1)-E. 5. Council questions. 6. Final rebuttal by applicant or representative (5 minutes). 7. Council motion to determine disposition. Quasi-judicial Hearings: 1. Staff states its recommendation and briefly summarizes its reasons for the recommendation and submits record (minutes, staff report, and application) adduced before the Community Development Board (2 minutes). [GM07-1310-004/283784/1] 2. Applicant presents case, including its testimony and exhibits. (15 minutes). 3. Staff presents further evidence. (10 minutes). 4. Public comment. See subsection (3) below regarding time limitations for speakers. Comments submitted electronically by 5:00pm on the calendar day prior to the meeting will be acknowledged in the same manner as comments submitted pursuant to Council Rule 6(1)-E 5. City Council discussion. 6. Applicant may call witnesses in rebuttal (5 minutes). 7. Conclusion by applicant (3 minutes). 8. Decision. Second Reading of Ordinances 1. Public comment. See subsection (3) below regarding time limitations for speakers. All time limits may be extended upon request, and upon approval of request by majority of City Council. H. City Manager reports. *** Section 2. This resolution shall take effect immediately upon adoption. PASSED AND ADOPTED this __th day of March, 2023. ____________________________ Frank Hibbard Mayor Approved as to form: Attest: __________________________ _____________________________ David Margolis Rosemarie Call City Attorney City Clerk Cover Memo City of Clearwater Main Library - Council Chambers 100 N. Osceola Avenue Clearwater, FL 33755 File Number: ID#23-0168 Agenda Date: 2/27/2023 Status: Agenda ReadyVersion: 1 File Type: Council Discussion Item In Control: Council Work Session Agenda Number: 13.1 SUBJECT/RECOMMENDATION: City Council Salaries - Councilmember Teixeira SUMMARY: APPROPRIATION CODE AND AMOUNT: USE OF RESERVE FUNDS: Page 1 City of Clearwater Printed on 2/23/2023 Cover Memo City of Clearwater Main Library - Council Chambers 100 N. Osceola Avenue Clearwater, FL 33755 File Number: ID#23-0195 Agenda Date: 2/27/2023 Status: Agenda ReadyVersion: 1 File Type: Council Discussion Item In Control: Council Work Session Agenda Number: 13.2 SUBJECT/RECOMMENDATION: Clearwater Historical Society Agreement - Councilmember Allbritton SUMMARY: Page 1 City of Clearwater Printed on 2/23/2023 1 CLEARWATER HISTORICAL SOCIETY PARTNERSHIP AND SUPPORT GRANT AGREEMENT THIS PARTNERSHIP AND SUPPORT GRANT AGREEMENT IS MADE AND ENTERED INTO BETWEEN THE CITY of Clearwater, whose address is: 600 Cleveland Street, Suite 600, Attn: City Manager’s Office, Clearwater, FL 33755, (hereafter referred to as “City”), and the Clearwater Historical Society, whose address is: Post Office Box 175, Clearwater, FL 33757 (hereafter referred to as “Society”) and hereafter collectively referred to as “Parties”; WHEREAS, it has been determined to be highly desirable and socially responsible to provide assistance for the facilitation and support of historical and cultural programming; and WHEREAS, the mission of the Society is to educate, collect, preserve, exhibit and promote the people, culture and events of Clearwater’s rich past; WHEREAS, Resolution 15-06 designates the Society as the official historical society for the City; WHEREAS, the Society provides historical and cultural programming to supplement and support initiatives and programs of the City; and WHEREAS, the City desires to partner with, and provide support to, the Society in fulfilling its mission; NOW, THEREFORE, the Parties agree as follows: 1 TERM 1.1 The term of this agreement shall commence December 15, 2022 and continue through December 31, 2025 (“termination date”) unless earlier terminated under the terms of this agreement. 2 1.2 This agreement may be extended for a further three (3) years commencing January 1, 2026 through December 31, 2029. 2 RESPONSIBILITIES OF THE SOCIETY 2.1 The Society will provide historical, cultural, educational, and social events and projects to its members and the public. 2.2 Services rendered through this agreement shall be related to history, culture and education and are provided primarily for the education and enjoyment of residents and visitors of Clearwater. 2.3 The Society will create and maintain financial and accounting records, books, documents, policies, practices, procedures, and any information necessary to reflect fully the financial activities of the Society. The Society will produce such records that may be used by the City to document the proper and prudent stewardship and use of public funds. 2.4 Within thirty (30) days of the close of its fiscal year, the Society agrees to submit to the City a management letter detailing the officers of the Society, by-laws, and/or rules of the Society. 2.5 Within thirty (30) days of the close of its fiscal year, the Society agrees to submit to the City an annual report of activities conducted under the provisions of this agreement. The report is to identify the number of clients served, the type of programs and activities offered. 2.6 The Society agrees that no person will, on the grounds of race, gender, orientation, handicap, national origin, religion, marital status, or political belief, be excluded from participation in, denied 3 the benefits, of, or be otherwise discriminated against as an employee, volunteer, user, or client of the Society. a. The Society agrees to include the requirements to adhere to Title VI and Title VII of the Civil Rights Act of 1964 in all approved sub-contracts. b. In the event of a breach of any of the above non-discrimination covenants, the City shall have the right to terminate this agreement immediately. 2.7 The Society agrees to utilize reasonable opportunities to publicize the support received from the City. The Society further agrees to supply the City with copies of any publication developed in connection with the implementation of programs supported by this agreement. Such publications will state that the program is supported by the City. 3 RESPONSIBILITIES OF THE CITY 3.1 The City agrees to provide the Society with a lump sum grant in the following amounts: $20,000 to be invoiced in December 2022; $25,000 to be invoiced in January 2024; and $30,000 to be invoiced in January 2025; at a total not to exceed $75,000 (seventy-five thousand dollars). a. The funds granted by the City are to be used for the general operating support of the Society in fulfillment of the organization’s mission. b. Any expenditures made using City grant funds must be expended during the Society’s Fiscal Year in which they were received. 4 c. A report of qualifying expenditures must be provided within thirty (30) days of the end of each Society fiscal year, or by December 31, whichever comes first. 3.2 The Cultural Affairs Division will serve as the grant administrator and City liaison for the Society. 3.3 The City agrees to will promote the Society and its events performed under this agreement through normal City communications, such as www.myclearwater.com, the City Facebook page and social media; internal staff communications; flyers; and messages to partner organizations. 4 INDEMNIFICATION 4.1 Subject to Florida Statute 762.28, the Society and its members agree to indemnify and hold free and harmless, assume legal liability for and defend the City, and its officers, employees, agents, and servants, whether they are current or former, from and against any and all actions, claims, liabilities, assertions of liability, losses, costs and expenses, in law or in equity, including but not limited to attorney’s fees at trial and appellate levels, reasonable investigative and discovery costs, court costs, or claims for bodily injury or death of persons and for loss of or damage to property, except as provided for herein, or every kind and nature whatsoever, which in any manner directly or indirectly may arise or be alleged to have arisen or as a result of the duties and obligations as required by this agreement that which has resulted or alleged to have resulted from the negligent acts or omissions or other wrongful conduct of or the infringement of any copyright by the Society. Nothing contained herein is intended to serve as a waiver by the City of its sovereign immunity, to extend the liability of the City beyond the limits set forth in Section 762.28, Florida Statutes, or be construed as consent by the City to the sued by third parties. 5 5 NOTICE 5.1 Any notice required or permitted to be given by the provision of this Agreement shall be conclusively deemed to have been received by a party hereto on the date it is delivered to such party at the address indicated below: City of Clearwater Attn: Cultural Affairs Division 600 Cleveland Street, Suite 600 Clearwater, FL 33755 Clearwater Historical Society Attn: Allison Dolan, President PO Box 175 Clearwater, FL 33757 6 DEFAULT 6.1 Failure or refusal by the Society or its members to perform or do any act herein required shall constitute a default. In the event of a default, in addition to any other remedy available to the City, the City, upon thirty (30) days written notice, may terminate this agreement. Such termination does not waive any other legal remedies available to the City. 7 TERMINATION Either party may terminate this agreement with thirty (30) days written notice without any further obligation. The City may terminate this agreement immediately for failure to adhere to any of the provisions of this agreement as determined by the City in its sole discretion. 6 8 DISCLAIMER OF WARRANTIES This agreement constitutes the entire agreement between the parties on the subject hereof and may not be changed, modified, or discharged except by written amendment duly executed by both parties. No representations or warranties by either party shall be binding unless expressed herein or in a duly executed amendment hereof. 7 In witness thereof, the parties hereto have caused this Clearwater Historical Society Partnership and Support Grant Agreement to be executed on the date and year first written above. Clearwater Historical Society ____________________________________ ____________________________________ Allison Dolan, President Witness CITY OF CLEARWATER, FLORIDA ____________________________________ Jon Jennings City Manager Approved as to form: Attest: ____________________________________ ____________________________________ Owen Kohler Rosemarie Call Assistant City Attorney City Clerk Cover Memo City of Clearwater Main Library - Council Chambers 100 N. Osceola Avenue Clearwater, FL 33755 File Number: ID#23-0116 Agenda Date: 2/27/2023 Status: Agenda ReadyVersion: 1 File Type: Presentation(s) for Council Meeting In Control: Council Work Session Agenda Number: 17.1 SUBJECT/RECOMMENDATION: Youth Arts Month Proclamation 2023 - Clearwater Arts Alliance, Inc. Co-Presidents, Roberta Klar and Beth Daniels. SUMMARY: Page 1 City of Clearwater Printed on 2/23/2023 Cover Memo City of Clearwater Main Library - Council Chambers 100 N. Osceola Avenue Clearwater, FL 33755 File Number: ID#23-0152 Agenda Date: 2/27/2023 Status: Agenda ReadyVersion: 1 File Type: Presentation(s) for Council Meeting In Control: Council Work Session Agenda Number: 17.2 SUBJECT/RECOMMENDATION: Irish American Heritage Month 2023 Proclamation SUMMARY: Page 1 City of Clearwater Printed on 2/23/2023