07-14-2022 VC REG-A with attachments_Revised
VILLAGE OF NORTH PALM BEACH
REGULAR SESSION AGENDA – REVISED
VILLAGE HALL COUNCIL CHAMBERS THURSDAY, JULY 14, 2022
501 U.S. HIGHWAY 1 7:00 PM
Deborah Searcy David B. Norris Susan Bickel Darryl C. Aubrey Mark Mullinix
Mayor Vice Mayor President Pro Tem Councilmember Councilmember
Andrew D. Lukasik Leonard G. Rubin Jessica Green
Village Manager Village Attorney Village Clerk
INSTRUCTIONS FOR “WATCH LIVE” MEETING
To watch the meeting live please go to our website page (link provided below) and click the “Watch
Live” link provided on the webpage:
https://www.village-npb.org/CivicAlerts.aspx?AID=496
ROLL CALL
INVOCATION - MAYOR
PLEDGE OF ALLEGIANCE - VICE MAYOR
AWARDS AND RECOGNITION
APPROVAL OF MINUTES
COUNCIL BUSINESS MATTERS
STATEMENTS FROM THE PUBLIC, PETITIONS AND COMMUNICATIONS
Members of the public may address the Council concerning items on the Consent Agenda or any non agenda item
under Statements from the Public. Time Limit: 3 minutes
Members of the public who wish to speak on any item listed on the Regular Session or Workshop Session Agenda
will be called on when the issue comes up for discussion. Time Limit: 3 minutes
Anyone wishing to speak should complete a Public Comment Card (on the table at back of Council Chambers) and
submit it to the Village Clerk prior to the beginning of the meeting.
DECLARATION OF EX PARTE COMMUNICATIONS
Regular Session Agenda, July 14, 2022 Page 2 of 3
PUBLIC HEARINGS AND QUASI-JUDICIAL MATTERS
1. PUBLIC HEARING AND 2ND READING OF ORDINANCE 2022-12 – CODE AMENDMENT – THREE
TIER ASSESSMENT STRUCTURE FOR SINGLE-FAMILY RESIDENTIAL PROPERTIES
Consider a motion to adopt and enact on second reading Ordinance 2022-12 amending Chapter
30, "Stormwater Management Utility," of the Village Code of Ordinances by amending Section 30-
6, "Stormwater Management Utility Assessments," to create three tiers for assessments imposed
against improved single-family residential properties.
2. PUBLIC HEARING AND 2ND READING OF ORDINANCE 2022-13 – CODE AMENDMENT
– MEETINGS AND GATHERINGS AT PARKS, PLAYGROUNDS AND RECREATION Consider a
motion to adopt and enact on second reading Ordinance 2022-13 amending Division 2, "Permit," of
Article II, “Meetings and Gatherings,” of Chapter 20, “Parks, Playgrounds and Recreation,” of the
Village Code of Ordinances by amending Section 20-31, "Permit Required," to increase the permit
requirement threshold to twenty-five persons.
CONSENT AGENDA
The Consent Agenda is for the purpose of expediting issues of a routine or pro-forma nature. Councilmembers
may remove any item from the Consent Agenda, which would automatically convey that item to the Regular
Agenda for separate discussion and vote.
3. RESOLUTION – Appointing Acting Village Manager Chuck Huff as the Village’s Representative to
the Governing Board of the Seacoast Utility Authority.
4. Receive for file Minutes of the Audit Committee meeting held 4/6/22.
5. Receive for file Minutes of the Environmental Committee meeting 5/2/22.
6. Receive for file Minutes of the Recreation Advisory Board meeting held 5/10/22.
7. Receive for file Minutes of the Library Advisory Board meeting held 5/19/22.
8. Receive for file Minutes of the Audit Committee meeting held 6/22/22.
OTHER VILLAGE BUSINESS MATTERS
9. RESOLUTION – ONLINE PERMITTING, PLANNING, CODE ENFORCEMENT AND LICENSING
SOFTWARE SOLUTION Consider a motion to adopt a resolution accepting a proposal from ICC
Community Development Solutions, LLC, for an Online Permitting, Planning, Code Enforcement and
Licensing Software Solution at a total cost in the first year of $99,983; and authorizing execution of
the Contract.
10. RESOLUTION – FISCAL YEAR 2023 PROPERTY, CASUALTY AND WORKERS
COMPENSATION INSURANCE Consider a motion to adopt a resolution accepting a proposal
from First Florida Insurance Brokers to provide property, casualty and workers’ compensation
insurance through Public Risk Management for Fiscal Year 2023 at a total estimated annual cost of
$822,407; and authorizing Village Administration to take all actions necessary to implement such coverage.
11. RESOLUTION - LANE REPURPOSING FOR U.S. HIGHWAY ONE Consider a motion to adopt a
resolution approving Lane Repurposing for U.S. Highway One and the submittal of an application
for formal review of the Lane Repurposing Project by the Florida Department of Transportation;
and directing staff to pursue grant funding sources.
12. DISCUSSION – Code Amendments for Proposed Concepts for Twin Cities Mall Site.
Regular Session Agenda, July 14, 2022 Page 3 of 3
COUNCIL AND ADMINISTRATION MATTERS
MAYOR AND COUNCIL MATTERS/REPORTS
VILLAGE MANAGER MATTERS/REPORTS
REPORTS (SPECIAL COMMITTEES AND ADVISORY BOARDS)
ADJOURNMENT
If a person decides to appeal any decision by the Village Council with respect to any matter considered at the Village Counci l meeting,
he will need a record of the proceedings, and for such purpose he may need to ensure that a verbatim record of the proceedings is made,
which record includes the testimony and evidence upon which the appeal is to be based (F.S. 286.0105).
In accordance with the Americans with Disabilities Act, any person who may require special accommodation to participate in this meeting
should contact the Village Clerk’s office at 841-3355 at least 72 hours prior to the meeting date.
This agenda represents the tentative agenda for the scheduled meeting of the Village Council. Due to the nature of governmental duties
and responsibilities, the Village Council reserves the right to make additions to, or deletions from, the items contained in this agenda.
VILLAGE OF NORTH PALM BEACH
VILLAGE MANAGER’S OFFICE
TO: Honorable Mayor and Members of the Village Council
FROM: Andrew D. Lukasik, Village Manager
DATE: July 14, 2022
SUBJECT: Ordinance 2nd Reading - Amendment of the Stormwater Utility Ordinance to include a
Three Tiered Utility Assessment for Single Family Residential Properties.
Due to concerns about the condition of the Village’s aging stormwater system and the lack of funding
available to address such concerns, the Village Council determined that it was necessary to establish a
dedicated funding stream to address stormwater system needs. To that end, on July 8, 2021, the Village
Council created a Stormwater Management Utility and a Stormwater Management Utility Fund and
provided for the adoption of Stormwater Management Utility Assessments, to be levied by future
Resolution against real property in the Village. Further, on September 8, 2021, the Village Council
established a non-ad valorem assessment roll to fund stormwater system improvements.
During the September 8, 2021 hearing to establish the non-ad valorem assessment roll, the Village
Council received comments from residents who questioned the equity of using a flat rate for all single
family residential properties. Specifically, residents questioned the use of a flat fee for the single-family
residential class when there are large and small parcels as well as greater amounts of pervious and
impervious surfaces throughout the Village’s residential neighborhoods. Village Council directed staff to
reevaluate the fee levied on the single-family stormwater customer class to address the concerns raised
by residents during the hearing.
On February 24, 2022, the Village Council approved an agreement with Hazen & Sawyer to develop
options that will make distinctions between single-family parcels within the Village’s stormwater
assessment roll. On May 26, 2022, Hazen & Sawyer presented options regarding the stormwater utility
rate methodology to produce greater equity amongst the Single Family Residential rate class. After
discussion, the Village Council concurred with the recommendation to implement a three tier rate system
based upon parcel size as described below:
SFR Class
Tier 11 3,380
5,550 0.61 $7.78 $56.86
101
$5,743
Tier 22
5,357
5,550 0.97 $7.78 $90.11
2,159
$194,553
Tier 33
8,509
5,550 1.53 $7.78 $143.14
277
$39,651
Estimated Scenario 3 Revenue
$239,946
This SFR class fee structure maintains a stormwater utility rate that is almost the same as the rate
charged in FY2022 for most Single Family Residential property owners, but allows a reduction or increase
for those outliers with smaller or larger parcels respectively. Additionally, the revenue generated by this
1 Parcel area is less than or equal to 7,079 ft2.
2 Parcel area is greater than 7,079 ft2 but less than 15,475 ft2.
3 Parcel area is greater than 15,475 ft2.
proposed rate structure will only be $3,000 more than in FY2022 and does not result in an increase in
administrative burden.
At its June 30, 2022 meeting, the Village Council unanimously adopted the Ordinance on first
reading without modification.
Recommendation:
Village staff recommends adoption of an Ordinance on second and final reading amending the
Stormwater Utility Ordinance to include a Three-Tiered Utility Assessment for Single Family Residential
Properties.
Page 1 of 3
ORDINANCE NO. _____ 1
2
AN ORDINANCE OF THE VILLAGE COUNCIL OF THE VILLAGE OF NORTH 3
PALM BEACH, FLORIDA, AMENDING CHAPTER 30, “STORMWATER 4
MANAGEMENT UTILITY,” OF THE VILLAGE CODE OF ORDINANCES BY 5
AMENDING SECTION 30-6, “STORMWATER MANAGEMENT UTILITY 6
ASSESSMENTS,” TO CREATE THREE TIERS FOR ASSESSMENTS IMPOSED 7
AGAINST IMPROVED SINGLE-FAMILY RESIDENTIAL PROPERTIES; 8
PROVIDING FOR CODIFICATION; PROVIDING FOR SEVERAB ILITY; 9
PROVIDING FOR CONFLICTS; AND PROVIDING FOR AN EFFECTIVE DATE. 10
11
WHEREAS, through the adoption of Ordinance No. 2021-09 on July 8, 2021, the Village Council 12
established a stormwater utility and provided for the collection of utility assessments against all 13
developed property within the Village to fund the functions of the utilit y, including, but not limited to, 14
the maintenance, planning, design, construction, regulation and inspection of stormwater facilities; and 15
16
WHEREAS, Section 30-6 of the Village Code currently establishes the method of calculating the rate to 17
be assessed against individual properties based on land use type and assesses each improved single-18
family residential property one equivalent residential unit (ERU) at a rate determined by resolution of 19
the Village Council; and 20
21
WHEREAS, due to concerns regarding the perceived inequity of a single assessment for all improved 22
single-family residential properties, the Village requested that its stormwater consultant investigate the 23
variation of impervious area within the residential single-family classification and develop scenarios to 24
more equitabl y assess such properties; and 25
26
WHEREAS, having reviewed the results of the study, the Village Council wishes to adopt a three -tier 27
assessment structure for single-family residential properties based on the total parcel area and determines 28
that the adoption of this Ordinance is in the best interests of the residents of the Village of North Palm 29
Beach. 30
31
NOW THEREFORE, BE IT ORDAINED BY THE VILLAGE COUNCIL OF THE VILLAGE OF 32
NORTH PALM BEACH as follows: 33
34
Section 1. The foregoing recitals are ratified as true and correct and are incorporated herein. 35
36
Section 2. The Village Council hereby amends Chapter 30, “Stormwater Management Utility,” of 37
the Village Code of Ordinances to read as follows (additional language is underlined and deleted 38
language is stricken through): 39
40
* * * 41
42
Sec. 30-6. Stormwater Management Utility Assessments. 43
44
(a) Stormwater management utility assessments are as currently established 45
or as hereafter adopted by resolution of the Village Council from time to time to pay the 46
costs of the stormwater management services provided by the Utility including, but not 47
Page 2 of 3
limited to, administration, planning, design, permitting, construction, maintenance, 1
regulation, inspection, and enforcement activities. 2
3
(b) Stormwater management utility assessments shall be based on the cost of 4
providing stormwater management services to types of property uses within the Village. 5
The Village Council may revise the schedule of stormwater rates from time to time to 6
reflect changes in the cost of providing such services. 7
8
(c) The rates for the stormwater management utility assessments shall be 9
according to the following types of land uses: 10
11
Type of Land
Use Monthly Rate Annual Rate
Single-family
Residential
(Parcel area is
less than or
equal to 7,079
sq.ft.)
(1.00 0.61
ERU) x (per
ERU rate1)
(1.00 0.61
ERU) x (per
ERU rate) x 12
Single-family
Residential
(Parcel area is
greater than
7,079 sq.ft.
but less than
15,475 sq.ft.)
(0.97 ERU) x
(per ERU
rate1)
(0.97 ERU) x
(per ERU rate)
x 12
Single-family
Residential
(Parcel area is
equal to or
greater than
15,475 sq.ft.)
(1.53 ERU) x
(per ERU
rate1)
(1.53 ERU) x
(per ERU rate)
x 12
Condominium
(0.22 ERU per
residential
unit) x (per
ERU rate)
(0.22 ERU per
residential
unit) x (per
ERU rate) x 12
Multifamily
Residential
(1.00 ERU) x
(parcel IA /
5,550 sq.ft.) x
(per ERU rate)
(1.00 ERU) x
(parcel IA /
5,550 sq.ft.) x
(per ERU rate)
x 12
Nonresidential (1.00 ERU) x
(parcel IA /
(1.00 ERU) x
(parcel IA /
5,550 sq.ft.) x
Page 3 of 3
5,550 sq.ft.) x
(per ERU rate)
(per ERU rate)
x 12
1
1The ERU rate shall be established by separate resolution. 2
3
(d) Stormwater management assessments shall apply to all properties within 4
the Village that are benefited by the stormwater utility including those properties which 5
are owned or occupied by a nonexempt governmental or nonprofit entity which are 6
otherwise tax-exempt for ad valorem tax purposes. Public right-of-way and bodies of 7
water are exempt from the application of stormwater management utility assessments. 8
Public schools are exempt from stormwater management utility assessments pursuant to 9
ruling of the Circuit Court for the Fifteenth Judicial Circuit (Palm Beach County) in the 10
case of The School Board of Palm Beach County v. City of West Palm Beach. 11
12
* * * 13
14
Section 3. The provisions of this Ordinance shall become and be made a part of the Code of the 15
Village of North Palm Beach, Florida. 16
17
Section 4. If any section, paragraph, sentence, clause, phrase or word of this Ordinance is for any 18
reason held by a court of competent jurisdiction to be unconstitutional, inoperative or void, such holding 19
shall not affect the remainder of this Ordinance. 20
21
Section 5. All ordinances or parts of ordinances and resolutions or parts of resolutions in conflict 22
herewith are hereby repealed to the extent of such conflict. 23
24
Section 6. This Ordinance shall take effect immediately upon adoption. 25
26
PLACED ON FIRST READING THIS ______ DAY OF ________________, 2022. 27
28
PLACED ON SECOND, FINAL READING AND PASSED THIS _____ DAY OF ___________, 2022. 29
30
31
(Village Seal) 32
MAYOR 33
34
ATTEST: 35
36
37
VILLAGE CLERK 38
39
APPROVED AS TO FORM AND 40
LEGAL SUFFICIENCY: 41
42
43
VILLAGE ATTORNEY 44
Single-Family Residential Property Class
Evaluation
The Village has asked Hazen to further investigate the variation of
impervious area within the Single Family Residential (SFR)
classification and the possible correlation with other property attributes.
The purpose of this is to evaluate the potential of improving rate
structure equity by increasing granularity in this property classification.
This investigation comes in response to the SFR rate structure assigning
all properties (in the SFR classification) the same stormwater
assessment based on one equivalent residential unit (the origin of which
is the average impervious area of a statistically significant sample of
hand-measured SFR parcels).
Table of Contents
Introduction ..................................................................................................................... 2
Methodology .................................................................................................................... 2
Analysis ........................................................................................................................... 3
Parcel Area ............................................................................................................................................ 3
Total Living Area ................................................................................................................................... 4
Impervious Area .................................................................................................................................... 5
Scenarios ........................................................................................................................ 6
North Palm Beach Village Council Page 2 of 7
SFR Property Class Evaluation
Introduction
In 2021 the Village of North Palm Beach (the Village), after conducting both a feasibility study and a
stormwater utility management study, established and implemented a non-ad valorem assessment to
operate and maintain its stormwater utility services. While the initial feasibility and rate studies analyzed
the distribution of properties and their impervious area by customer class, analysis of property diversity
was not conducted within the classes. Due to the rate structure established, single-family residential (SFR)
properties were assessed one (1) equivalent residential unit (ERU). This ERU was developed by
calculating the average impervious area (IA) based on a statistically significant sample of randomly
selected and individually measured SFR parcels (132 out of 2,537).
Through the public notification and hearing process the Village learned of some concern regarding the
perceived equity of the constant assessment for SFR properties. Previous to the non-ad valorem
assessment, the Village funded stormwater utility needs from general fund revenues (largely ad-valorem
taxes). This method of revenue generation was based on the value of the property, whereas a non-ad
valorem assessment does not differentiate based on property value but some other measurement, in this
case IA, relevant to the levy. This task will evaluate and summarize different measures of variation
within the SFR customer class relevant to a parcel’s impact on the stormwater system. This project is not
scoped to manually measure all SFR properties within the Village, rather to investigate the variation of
SFR property attributes (lot area, living area, etc.) as they relate to a statistically significant sample of
manually measured impervious areas (IA) within the SFR property class.
Methodology
As a statistically significant portion of the SFR properties were measured as part of the development of
the ERU value in the Feasibility Study, these values were used in conjunction with Palm Beach County
Property Appraiser (PBCPA) data and parcel GIS shapefiles for the 2021 tax year obtained from the
Florida Department of Revenue (FDOR) website. These data were reviewed to determine if any of the
collected metrics could relate to a SFR parcel’s stormwater utility usage. In consultation with the Village
the following variables, presented in order of increasing administrative complexity and cost, were
selected for further examination and potential SFR ERU scenarios:
Parcel Area
Living Area
Impervious Area
Each variable above was selected for its potential correlation with impervious area overall and evaluated
using scatter plots and correlation. SFR parcels with measured IA were matched to their respective parcel
area and total living area for correlation analysis to confirm the positive correlation assumption. Summary
statistics and correlations were developed in Microsoft Excel using the Data Analysis add-in.
North Palm Beach Village Council Page 3 of 7
SFR Property Class Evaluation
Once summary statistics were collected on the population (all SFR parcels), they were used to group the
statistically significant samples of measured IA and their respective parcel areas or living areas into
potential ERU distribution scenarios. These groups were determined by averaging the measured IA of the
sample parcels within each potential parcel area or living area grouping as decided after analysis.
Analysis
Summary statistics were produced to determine how closely the means and standard deviations matched
between population and the measured IA sample parcels. Variables (parcel area, living area) were
matched to their IA sample parcels, Table 1 shows summary statistics for the IA sample, SFR parcel size
below:
Table 1: SFR Property Class Summary Statistics (ft2)
Metric Mean Median Max Min
Std.
Deviation
Sample
Size
Impervious Area Sample 5,550 5,061 13,393 2,146 2,118 132
SFR Parcel Size (sample) 11,460 10,800 40,487 3,748 4,290 132
SFR Parcel Size (all) 11,276 10,306 53,718 3,704 4,197 2,537
Within the SFR property class, IA varies greatly within the sample with a minimum of 2,146 and a
maximum of 13,393 square feet (ft2) respectively. In addition to statistical significance, summary
statistics between sample size and all SFR parcels were compared to ensure a representative sample. The
smallest lots within the Village are approximately 3,700 square feet, but the average IA for the Village
based on the sample is approximately 5,550 ft2.
Parcel Area
Parcel Area is the area in square feet of a SFR parcel. It was assumed that parcel area would correlate
positively with IA. The assumption was confirmed by plotting parcel areas with their respective matching
measured IA values in Figure 1:
North Palm Beach Village Council Page 4 of 7
SFR Property Class Evaluation
Figure 1: SFR Parcel Area and IA
Parcel area shows a strong positive correlation with IA. This approach to creating multiple tiers is also the
least administratively burdensome because it utilizes data which is already a part of the PBCPA data
collection process and can be automatically included in future tax rolls without any additional effort.
Parcel area rarely changes and when it does, it will be updated by the property appraiser without any
additional effort from the Village.
A cluster of SFR parcels within the sample skew towards the lower end (bottom left of blot) of the
spectrum when it comes to IA as compared to total parcel square footage. This indicates that some
alternative tier scenarios could be appropriately more equitable, particularly related to owners of smaller
SFR properties. Any such scenarios should be developed with consideration of total revenue collected.
Total Living Area
Total living area measures the livable area of a property. Total living area was obtained by summing the
living area data set by parcel ID and joining it with the measured IA sample in GIS. Matches are
approximate due to available data. Figure 2 shows a scatter plot with IA on the y-axis and total living area
on the x-axis. While it is positively correlated with SFR IA, it is not as strong of a relationship as shown
by parcel area in the preceding analysis based on parcel area.
0
2000
4000
6000
8000
10000
12000
14000
16000
0 5000 10000 15000 20000 25000 30000 35000 40000 45000Impervious Area (ft2)Parcel Area (ft2)
North Palm Beach Village Council Page 5 of 7
SFR Property Class Evaluation
Figure 2: SFR Total Living Area and IA
It was also observed that it is possible to have a greater total living area than parcel area, which makes it
hard to argue it is not counting space twice in buildings with multiple stories. Living area only measures
the habitable area of a dwelling interior and may include vertical area (ex. two-story houses). Vertical
living area could overrepresent the relationship to IA. Driveways, paved patios, garages and pool
enclosures, which constitute a large portion of SFR property IA, are also excluded from the living area
metric.
Advantages to this measurement include that it encompasses all livable area within a parcel, including
potential extra buildings or development on the parcel. Disadvantages include that it will need to be
updated annually to account for changes in property owner development in order to maintain consistency.
Living area by parcel is not readily available and requires extra data processing to sum living area by
parcel number and match it to the appropriate parcel location in GIS for quality assurance.
Impervious Area
Determining each parcel’s unique IA is the most equitable way to determine a parcel’s contribution to the
stormwater utility system. Unfortunately, it is the most administratively burdensome and cost prohibitive.
In order to implement a SFR stormwater assessment based on unique IA, every SFR parcel would need to
be measured manually and updated annually. This includes the verification of IA against aerial imagery
(or updating through building permit processes) to ensure properties adding or removing IA by way of
permitted or unpermitted renovations or development are assessed correctly. This annual update also
includes the repetition of the public notification process should parcels’ rates change from the previous
year. In addition, each property would have an individual/unique assessment rate which could spark
debate among neighbors who perceive their impacts to be similar.
0
2000
4000
6000
8000
10000
12000
14000
16000
0 10000 20000 30000 40000 50000 60000 70000Impervious Area (ft2)Total Living Area (ft2)
North Palm Beach Village Council Page 6 of 7
SFR Property Class Evaluation
Scenarios
While there is a correlation between total living area and IA, and unique IA is the most equitable option,
they are not the most efficient when administrative burden and cost are considered. That said, there are
other ways that this analysis can be applied to alleviate some of the perceived inequity. Given existing
data, the most efficient way to group SFR parcels, other than by using a single ERU based on a
statistically significant sample, is to group parcels statistically based on parcel area. It is impossible for a
parcel to contain more IA than the parcel area, which may explain why the correlation between total
living area and IA is positive but much weaker than the correlation between parcel area and IA. Due to
weak correlation and the high administrative burden, living area was ruled out as a potential metric for
grouping IA in favor of parcel area. Two potential parcel area driven scenarios are outlined below in
addition to the scenario of measuring all SFR IA:
Scenario 1: Manually Measured SFR IA
o All SFR parcels are measured individually. This approach is not recommended based on
the previously discussed administrative difficulties.
Scenario 2: Parcel Area Driven Two-tier SFR
o Small Tier – All parcels with less than or equal to mean (less than or equal to 11,277 ft2)
SFR parcel area are assigned an ERU that is equal to the average IA of measured sample
parcels falling within the Small Tier divided by the ERU Unit (5,550 ft2).
o Large Tier - All parcels with greater than mean (greater than 11,277 ft2) SFR parcel area
are assigned an ERU that is equal to the average IA of measured sample parcels falling
within the Large Tier divided by the ERU Unit (5,550 ft2).
Scenario 3: Parcel Area Driven Three-tier SFR
o Small Tier - All lots with less than or equal to mean SFR parcel area minus one standard
deviation (less than or equal to 7,079 ft2) are assigned an ERU that is equal to the average
IA of measured sample parcels falling within the Small Tier divided by the ERU Unit
(5,550 ft2).
o Medium Tier - All lots within plus or minus one standard deviation of mean (greater than
7,079 ft2 but less than 15,475 ft2) SFR parcel area are assigned an ERU that is equal to
the average IA of measured sample parcels falling within the Medium Tier divided by the
ERU Unit (5,550 ft2).
o Large Tier - All lots greater than plus one standard deviation (greater than or equal to
15,475 ft2) of mean SFR parcel area are assigned an ERU that is equal to the average IA
of measured sample parcels falling within the Large Tier divided by the ERU Unit (5,550
ft2).
North Palm Beach Village Council Page 7 of 7
SFR Property Class Evaluation
Table 2 below shows that the impact of reevaluating the ERU to match the average IA of the tiers
described above redistributes the estimated annual revenue. While Scenario 2 would cause a revenue
shortfall of $3,780 annually compared to the Current Scenario, Scenario 3 would increase annual revenue
by $3,092.
Table 2: Parcel Area Driven Scenario Revenue Estimates with Added Tiers (ft2)
Scenario Tier
Average
IA
ERU
Unit (ft2)
ERU
(Average
IA/ERU)
Rate
per
ERU
Annual
Cost per
Parcel
Parcel
Count
Estimated
Annual
Revenue
Current
Scenario N/A 5,550 5,550 1.00 $7.78 $93.36
2,537
$236,854
Estimated Current Scenario Revenue
$236,854
Scenario 2 Tier 11
4,525
5,550 0.82 $7.78 $76.12
1,604
$122,095
Tier 22
7,071
5,550 1.27 $7.78 $118.95
933
$110,979
Estimated Scenario 2 Revenue
$233,074
Scenario 3
Tier 13 3,380
5,550 0.61 $7.78 $56.86
101
$5,743
Tier 24
5,357
5,550 0.97 $7.78 $90.11
2,159
$194,553
Tier 35
8,509
5,550 1.53 $7.78 $143.14
277
$39,651
Estimated Scenario 3 Revenue
$239,946
1 Parcel area is less than or equal to 11,277 ft2.
2 Parcel area is greater than 11,277 ft2.
3 Parcel area is less than or equal to 7,079 ft2.
4 Parcel area is greater than 7,079 ft2 but less than 15,475 ft2.
5 Parcel area is greater than 15,475 ft2.
Stormwater Utility Assessment Rate Structure
•Created multiple property classifications
•Largest classification is SFR
•All SFR parcels currently assessed at rate of one ERU
•One ERU = 5,550 SF Impervious Area
•Village desires more granular approach to improve equity
1
North Palm Beach Parcel Distribution
by General Property Use Class
Options considered for improved equity
2
1.Measure impervious area of all SFR parcels
(eliminated based on administrative burden)
2.Create two or more “Tiers” based on parcels’
runoff impact
•Tiers based on correlation of Parcel Area to
Impervious Area
•Tiers based on correlation of Living Area to
Impervious Area
Results based on Parcel Area Tier Development
3
Scenario Tier Average IA Parcel Area Size
ERU
(Average IA/ERU)
Annual
Cost per Parcel
Parcel Count Estimated Annual Revenue
Current Scenario N/A 5,550 N/A 1.00 $93.36 2,537 $236,854
Estimated Current Scenario Revenue $236,854
Scenario 2 Tier 1 4,525 ≤ 11,277 ft2 0.82 $76.12 1,604 $122,095
Tier 2 7,071 > 11,277 ft2 1.27 $118.95 933 $110,979
Estimated Scenario 2 Revenue $233,074
Scenario 3
Tier 1 3,380 ≤7,079 ft2 0.61 $56.86 101 $5,743
Tier 2 5,357
> 7,079 ft2
but
≤15,475 ft2 0.97 $90.11 2,159 $194,553
Tier 3 8,509 > 15,475 ft2 1.53 $143.14 277 $39,651
Estimated Scenario 3 Revenue $239,946
ERU = 5,550 sf
Rate per ERU = $7.78
VILLAGE OF NORTH PALM BEACH
VILLAGE ATTORNEY’S OFFICE
TO: Honorable Mayor and Council
THRU: Andrew D. Lukasik, Village Manager
FROM: Leonard G. Rubin, Village Attorney
DATE: July 14, 2022
SUBJECT: ORDINANCE 2nd Reading – Amending Article II, “Meetings and Gatherings,” of Chapter
20, “Parks, Playgrounds and Recreation,” of the Village Code of Ordinances to increase
the permit requirement threshold for Village parks to 25 persons
At its meeting on June 9, 2022, the Village Council briefly discussed the Village Code requirement for
permits within Village park and recreation areas. Section 20-31 of the Village Code of Ordinances
currently provides as follows:
If a meeting, gathering or other assemblage for a common purpose, cause, activity or
reason, in any park or recreation area, will involve an attendance of over ten (10) persons
and is not a part of a scheduled program or activity either sponsored or officially
recognized by the village, or participation or attendance in a sports event at a n
appropriately designated park area, the person responsible for or in charge of such
meeting or gathering shall obtain a permit from the recreation director before participating
or engaging in such activity in a park area.
The purpose of this requirement is to regulate the use of Village parks so as to ensure that large,
organized activities do not impair the ability of Village residents and other members of the public from
utilizing the Village’s recreational facilities. Because smaller groups of ten to twenty persons are unlikely
to negatively impact access to the parks, Village Staff recommended that the threshold for the permit
requirement be raised to gatherings of over twenty persons.
At its June 30, 2022 meeting, the Village Council approved the Ordinance on first reading;
however, the Council amended the proposed Ordinance to require a permit for gatherings of over
twenty-five (25) persons (in lieu of twenty (20) persons).
There is no immediate fiscal impact.
The attached Ordinance has been prepared by this office and reviewed for legal sufficiency.
Recommendation:
Village Staff requests Council consideration and approval on second reading of the attached
Ordinance amending Section 20-31 of the Village Code of Ordinances to increase the permit
threshold for Village parks and recreation areas to gatherings of more than twenty-five (25)
persons.
Page 1 of 3
ORDINANCE NO. _____ 1
2
AN ORDINANCE OF THE VILLAGE COUNCIL OF THE VILLAGE OF NORTH 3
PALM BEACH, FLORIDA, AMENDING DIVISION 2, “PERMIT,” OF ARTICLE II, 4
“MEETINGS AND GATHERINGS,” OF CHAPTER 20, “PARKS, PLAYGROUNDS 5
AND RECREATION,” OF THE VILLAGE CODE OF ORDINANCES BY 6
AMENDING SECTION 20-31, “PERMIT REQUIRED,” TO INCREASE THE 7
PERMIT REQUIREMENT THRESHOLD TO TWENTY-FIVE PERSONS; 8
PROVIDING FOR CODIFICATION; PROVIDING FOR SEVERABILITY; 9
PROVIDING FOR CONFLICTS; AND PROVIDING FOR AN EFFECTIVE DATE. 10
11
WHEREAS, Section 20-31 of the Village Code of Ordinances currently requires that any gathering of 12
over ten persons within a Village park or recreation area that is not part of a scheduled program or activity 13
requires the organizer to obtain a permit; and 14
15
WHEREAS, the Village Council wishes to increase the permit threshold to gatherings of over twenty-16
five persons and determines that the adoption of this Ordinance is in the best interest of the residents of 17
the Village of North Palm Beach. 18
19
NOW THEREFORE, BE IT ORDAINED BY THE VILLAGE COUNCIL OF THE VILLAGE OF 20
NORTH PALM BEACH as follows: 21
22
Section 1. The foregoing recitals are ratified as true and correct and are incorporated herein. 23
24
Section 2. The Village Council hereby amends Article II, “Meetings and Gatherings,” of Chapter 25
20, “Parks, Playgrounds and Recreation,” of the Village Code of Ordinances by amending Division 2, 26
“Permit,” to read as follows (additional language is underlined and deleted language is stricken through): 27
28
DIVISION 2. PERMIT 29
30
Sec. 20-31. Required. 31
32
If a meeting, gathering or other assemblage for a common purpose, cause, activity 33
or reason, in any park or recreation area, will involve an attendance of over ten (10) 34
twenty-five (25) persons and is not a part of a scheduled program or activity either 35
sponsored or officially recognized by the village, or participation or attendance in a sports 36
event at an appropriately designated park area, the person responsible for or in charge of 37
such meeting or gathering shall obtain a permit from the recreation director before 38
participating or engaging in such activity in a park area. 39
40
Sec. 20-32. Form. 41
42
The permit required by section 20-31 shall be in such form as may be established 43
by the recreation director. 44
45
46
Page 2 of 3
Sec. 20-33. Application. 1
2
An application for a permit required by section 20-31 shall contain the following 3
items: 4
5
(1) The name and address of the applicant. 6
7
(2) The name and address of the person, corporation or association sponsoring 8
the activity, if any. 9
10
(3) The day and hours for which the permit is desired. 11
12
(4) The park or portion thereof for which such permit is desired. 13
14
(5) An estimate of the anticipated attendance. 15
16
(6) Any other information which the recreation director shall find reasonably 17
necessary to a fair determination as to whether a permit should be issued. 18
19
Sec. 20-34. Standards for issuance. 20
21
The recreation director or the village manager shall issue a permit under this 22
division when he finds: 23
24
(1) That the proposed activity or use of the park will not unreasonably 25
interfere with or detract from the general public enjoyment of the park. 26
27
(2) That the proposed activity or use will not unreasonably interfere with or 28
detract from the promotion of public health, welfare, safety and recreation. 29
30
(3) That the proposed activity or use is not reasonably anticipated to incite 31
violence, crime or disorderly conduct. 32
33
(4) That the proposed activity will not entail unusual, extraordinary or 34
burdensome expense or police operation by the village. 35
36
(5) That the facilities desired have not been reserved for other use at the day 37
and hour required in the application. 38
39
Sec. 20-35. Appeal from refusal to issue. 40
41
(a) Within five (5) days after receipt of an application, the recreation director 42
or village manager shall apprise an applicant, in writing, of his reasons for refusing a 43
permit required by this division. 44
45
(b) Any aggrieved person shall have the right to appeal, in writing, within five 46
(5) days to the village council, which shall consider the application under the standards 47
Page 3 of 3
set forth in section 20-34 and sustain or overrule the recreation director's or village 1
manager's decision within seven (7) days. 2
3
(c) The decision of the village council shall be final. 4
5
Sec. 20-36. Revocation. 6
7
The recreation director may revoke a permit required by this division upon a 8
finding of a violation of any rule, ordinances or provision of this Code, or upon good 9
cause shown. 10
11
Section 3. The provisions of this Ordinance shall become and be made a part of the Code of the 12
Village of North Palm Beach, Florida. 13
14
Section 4. If any section, paragraph, sentence, clause, phrase or word of this Ordinance is for any 15
reason held by a court of competent jurisdiction to be unconstitutional, inoperative or void, such holding 16
shall not affect the remainder of this Ordinance. 17
18
Section 5. All ordinances or parts of ordinances and resolutions or parts of resolutions in conflict 19
herewith are hereby repealed to the extent of such conflict. 20
21
Section 6. This Ordinance shall take effect immediately upon adoption. 22
23
PLACED ON FIRST READING THIS ______ DAY OF ________________, 2022. 24
25
PLACED ON SECOND, FINAL READING AND PASSED THIS _____ DAY OF ___________, 2022. 26
27
28
(Village Seal) 29
MAYOR 30
31
32
ATTEST: 33
34
35
VILLAGE CLERK 36
37
APPROVED AS TO FORM AND 38
LEGAL SUFFICIENCY: 39
40
41
VILLAGE ATTORNEY 42
VILLAGE OF NORTH PALM BEACH
PUBLIC WORKS DEPARTMENT
TO: Honorable Mayor and Council
THRU: Andrew Lukasik, Village Manager
DATE: July 14, 2022
FROM: Chuck Huff, Director Public Works
SUBJECT: RESOLUTION – Village Appointment to the Seacoast Utility Authority Board
Village Manager Andrew Lukasik has resigned his position with the Village effective July 25, 2022. A
result of his resignation, Mr. Lukasik also resigned from the Seacoast Utility Authority Board effective
May 27, 2022.
In accordance with the Interlocal Agreement establishing the Seacoast Utility Authority, Board members
serve, unless earlier removed, terms of four years in duration or until such time as the Authority’s
Governing Board Member’s replacement has been appointed.
Seacoast’s Executive Director Rim Bishop has asked that the Council formally appoint the Village’s
representative by resolution. Historically, this position has been held by the Village Manager or an
elected official. However, the Village Council is not precluded from appointing a Village resident or
some other person to service in the capacity should it choose to do so.
The Village Attorney has prepared the attached Resolution appointing Director of Public Works/Acting
Village Manager Chuck Huff as the Village’s representative to the Seacoast Utility Authority Governing
Board effective upon adoption. The Resolution has been reviewed for legal sufficiency.
Recommendation:
Village Staff requests Council’s consideration and approval of the attached Resolution
appointing Public Works Director/Acting Village Manager Chuck Huff as the Village’s
representative to the Seacoast Utility Authority Governing Board in accordance with the
Interlocal Agreement establishing the Authority.
RESOLUTION 2022-_____
A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF NORTH
PALM BEACH, FLORIDA, APPOINTING ACTING VILLAGE MANAGER
CHUCK HUFF AS THE VILLAGE' S REPRESENTATIVE TO THE GOVERNING
BOARD OF THE SEACOAST UTILITY AUTHORITY; PROVIDING THAT
COMPENSATION DESIGNATED BY THE BOARD SHALL BE PAYABLE TO
THE VILLAGE; PROVIDING FOR CONFLICTS; AND PROVIDING FOR AN
EFFECTIVE DATE.
WHEREAS, a vacancy exists on the Governing Board of the Seacoast Utility Authority by reason of
the resignation of Village Manager Andrew D. Lukasik, who served as the Village’s representative
on the Board; and
WHEREAS, Paragraph 2(C) of the Interlocal Agreement establishing the Seacoast Utility Authority
provides that Board Members shall serve, unless earlier removed, terms of four (4) years in duration or
until such time as the Authority’s Governing Board Member’s replacement has been appointed.
NOW, THEREFORE, BE IT RESOLVED BY THE VILLAGE COUNCIL OF THE VILLAGE OF
NORTH PALM BEACH, FLORIDA as follows:
Section 1. The foregoing recitals are ratified as true and incorporated herein.
Section 2. The Village Council hereby appoints Director of Public Works/Acting Village
Manager Chuck Huff as the Village’s representative on the Governing Board of the Seacoast Utility
Authority.
Section 3. Chuck Huff shall serve as the Village representative to the Seacoast Utility Authority
until such time as the Village Council appoints a replacement.
Section 4. All compensation designated by the Governing Board of the Seacoast Utility Authority
for the Village’s representative shall be payable directly to the Village.
Section 5. All resolutions or parts of resolution in conflict with this Resolution are hereby
repealed to the extent of such conflict.
Section 6. This Resolution shall be effective immediately upon adoption
PASSED AND ADOPTED THIS ____ DAY OF ____________, 2022.
(Village Seal)
MAYOR
ATTEST:
VILLAGE CLERK
DRAFT
VILLAGE OF NORTH PALM BEACH
AUDIT COMMITTEE
MEETING MINUTES- APRIL 6, 2022
Attending:
Committee Village
Ed Katz David Norris-Vice Mayor
Don Kazimir Samia Janjua- Finance Director
Suzanne Mehregan Guest
Marie Silvani Steven Alexander- PFM Asset Management
Dave Talley
Tom Magill-Chairman
Not Present
Tom Andres- Prior notice received.
ITEMS DISCUSSED.
1. Minutes of March 7 meeting were approved,
2. Mr. Alexander gave a detailed analysis of current economic conditions.
This included the outlook for future Federal Reserve Interest changes. He
outlined the impact of any changes on the NPB funds under PFM
management. (~$9 million) He noted that the performance of the NPB
funds closely matched overall the debt security. He also noted that our
investment profile is similar to other communities of similar size. He
discouraged any investment of Village funds in equity markets.
The Committee continues to recommend no change in Investment Policy.
Our thanks to Mr. Alexander for his presentation.
Meeting adjourned at 6:35 pm.
Tom Magill- Chairman
1
THE VILLAGE OF
NORTH PALM BEACH
Village Manager’s Office
“THE BEST PLACE TO LIVE UNDER THE SUN”
Environmental Committee Meeting
MINUTES
Anchorage Park
Monday, May 2, 2022
6:00 pm
1. Call to Order: Chairperson Karen Marcus called the meeting to order at 6:10 pm.
2. Roll Call:
Present: Karen Marcus, Mary Phillips, Ellen Allen, Shawn Woods, Camille Carroll
Absent: Kendra Zellner, Lisa Interlandi
Also Present: Andy Lukasik, Village Manager; Ken Hern, Streets & Storm Water
Manager; Zak Sherman, Director of Leisure Services; Rick Giordano, Precision Landscape
3. Public Comments:
a. Chris Ryder, 118 Dory Road S.:
i. Anchorage Park – Chris read a previous resolution which stated that any north
canal work should be performed by a design professional. Questioned the
Village’s decisions regarding the shoreline and dry storage. Questioned whether
the existence of Mangroves adversely effects property values.
ii. Lakeside Park – Chris read a study which stated that the northern berm is
relatively unarmored from potential wave action and should be designed similar
to the seven-foot-high southern section of berm. Commented that any capital
improvements to the park should be recommended by the Recreation Board.
iii. Lozman Floating Dock – Chris stated that this issue should be addressed by the
Waterways Board not the Environmental Committee.
b. Deborah Cross – 2560 Pepperwood Circle S.:
i. Commented that the trees and shrubs on Prosperity Farms Road are dying. She
has seen Precision staff weed whacking and spraying around the trees and
bushes which is most likely damaging the roots.
ii. The committee agreed that some of the swale shrubs will need to be replaced.
Going forward, perhaps we could utilize more native pollinator landscaping.
4. The Minutes of the April 11, 2022 regular meeting were approved.
2
5. Projects/Program Updates/Discussion:
a. Anchorage Park Dry Storage:
i. Zak Sherman provided an update to the plan.
ii. Rick Giordano, Precision Landscape stated that the existing shoreline lacks
adequate soil to support the new planting plan.
iii. Andy Lukasik stated that the landscape architect will need to determine
shoreline erosion and ensure there is enough soil to accomplish the new planting
plan.
iv. The committee agreed that they would like to make the space as aesthetically
pleasing as possible considering the green space that is given.
v. Andy Lukasik stated that the final recommendations will be presented to Council
at one of the June Council meetings.
b. Landscaping Maintenance:
i. The committee stated that Precision staff are blowing the cut grass into the
streets which is prohibited.
ii. Rick Giordano stated that he is retraining staff to blow the grass back into the
median/beds.
iii. Rick and Ed Cunningham are working on a brochure to educate lawn care
companies about not blowing the grass into the street.
iv. Rick stated that the herbicide they use is only filtering down approx. ½ inch.
v. Chairperson Marcus suggested perhaps an ordinance could be established to
address offenders.
c. Community Greening - Roadway Island Discussions:
i. Ellen Allen suggested utilizing drought tolerant coastal plants and/or pine trees
with no sod.
ii. Ellen will provide additional plant recommendations at the next meeting.
d. Current Village Swale Tree Permitting Process - Andy Lukasik suggested the committee
prioritize areas to be addressed for recommendation to Council.
e. Tree canopy:
i. Tree Canopy Assessment - Ken Hern stated that he received approval to move
forward with PlanIT Geo. An initial report will be presented at the next meeting.
ii. Tree Planting Parties – Ken Hern stated that we are still researching funding.
f. Fire Tree Road Fence:
i. Ken Hern stated that the fence has been installed.
ii. Resident Deborah Cross commented that the fence is too difficult to open when
riding a bike.
g. Water Quality Initiatives:
i. RFQ for the Village’s Storm Water Master Plan – Ken Hern stated that Hazen and
Sawyer was selected by the committee and the contract will be presented to
Council for approval on May 12.
ii. Litta Traps – Ken Hern will provide an update at the next meeting.
iii. Street Sweeping – the committee suggested commercial business owners be
responsible for maintaining their own parking lot/area.
3
iv. Natural Shoreline Protection – no update at this time.
v. Cul-de-sac Island Improvements - Ken Hern stated that we will start on Fairhaven
with installation of pervious landscaping.
vi. Anchorage Park Oyster Beds:
1. Lisa Interlandi emailed the committee information on living dock oyster
beds called “oyster mats”.
2. Committee Questions/Comments:
a. Where can we hang them?
b. Durability?
c. Perhaps Mayor Searcy would like to try installing them at Mac
Arthur Beach State Park?
d. Discussion will continue at the next meeting.
h. Grant Opportunities:
i. Sea Level Rise – no update at this time.
ii. Studies and Assessments – no update at this time.
i. Lakeside Park:
i. Plant Species Signage:
1. Ken Hern stated that several have already been installed.
2. The committee suggested QR codes be added to the signage to provide
additional information.
ii. Berm Protection – no update at this time.
j. Living Cleaner to Make the Village Greener:
i. Green Restaurant Association Certification – Ken Hern will provide an update at
the next meeting.
ii. FPL Charging Stations – Ken Hern stated that this is still in engineering.
iii. Business Promotion for Sustainability Practices:
1. Draft House – Ken Hern stated that we are still trying to obtain
information.
2. Sprouty Pie/Lolly’s Pantry/Vegan Pizza – Chairperson Marcus requested
Ed Cunningham contact them for inclusion in the June newsletter.
iv. Speaker Series:
1. Farmer's Table garden patio on Saturday, May 14th at 10:00 am.
2. Solid Waste Manager Marc Holloway will talk about the changes to the
recycling pickup schedule and answer questions.
k. Items for Discussion at June 6 Meeting:
i. Village Modeling – “Practice What We Preach” - Village Staff and Facilities should
stop using plastics and Styrofoam (water bottles/utensils/cups).
ii. Unused Food Initiatives – Zero Waste Food Resolution:
a. Restaurants.
b. Schools.
iii. Climate Literacy Education for Residents.
iv. New Construction – Green Building Plans.
v. 4th of July – Drones? – Ken Hern stated that it’s too late for this year however,
discussion can take place for the 2023 event.
4
6. Next meetings: the next meeting will be on June 6, 2022 at 6:00 pm in the Anchorage Park
building.
7. Adjournment: the meeting adjourned at 7:18 pm.
Village of North Palm Beach
Recreation Advisory Board Minutes
May 10, 2022 at 7:00 p.m.
Anchorage Park
Chairman Bob Bell (X) Vice Chair Don Grill (X)
Member Maria Cassidy (X) Member Paul Beach (X)
Member Stephen Heiman (X) Member Rita Budnyk (X)
Member Mia St John (X) Recreation Stephen Poh ( )
Council Rep. _______________ ( ) Leisure Services Zak Sherman (X)
Call to Order:
Called to order by chair at 7PM.
Roll Call:
All board members present. Council member not in attendance.
Approval of Minutes:
1st by Don Grill; second by Stephen Heiman.
Public Comment:
Chris Ryder: Dory Rd. Requested emails from Rec Board. Shocking. Discussed
scope of 2GHO. North Canal at Anchorage. Lakeside Park dune. Unarmored shoreline.
Need defense against storm. Can expect flood waters 9ft tall. Current design
accommodates 5ft flood waters. Anchorage storage area: concerns about turning a large
truck with a trailer (turn radius may be too small) near south storage area and boat ramp
while construction to north side is going on). Concerns need to be addressed prior to
construction starting.
Directors Report:
Accomplishments
Ongoing projects
Programs and events
Lakeside Park:
Berm
o Signage for the plants that Katharine previously planted at the north walkover were installed the other
day by Katharine and Stephen. The signs list the names of the plants.
o Although Katharine turned in a proposal for work on the south walkover recently, she is not doing any
new work to berm right now.
o Zak reached out to Charlie Isiminger to get his opinion on the berm. We do not have a contract with
Charlie; it was more of a personal, informal opinion. He felt that berm has proved pretty stable over the
years and that it will always naturally recuperate. Felt that leaving it alone is best.
We are also seeking more formal opinions from others as well.
Bob: that is the same info John gave me based on UF info.
Sea grape tree uprooted
o Precision plans to dig up tree and straighten it out. Stephen also spoke to Precision about adding more
sea grapes. Precision suggested 40 of them in 3 gallon pots. This was also an Environmental Committee
request.
Precision
o Precision trimmed some branches overhanging the new berm work at the north walkover.
Split rail fence
o Still waiting on fencing to arrive so we can address 3 trouble areas: plan to rearrange split rail fence so
vehicles don’t drive over Dr. Higgin’s property to enter park; installing split rail fence at end of driveway
of 706 Lakeside Circle to prevent vehicles from driving into park; and adding another portion of fence to
block people from driving over bushes/wheel stop into park from the north trail entrance on Lakeside
Dr. Ordering more split rail for Anchorage as well as part of same order.
Basketball Court
o Plans to fix or change the court will get added to CIP for 2027.
New Cameras
o IT ordered four more of the new Verkada system cameras for Lakeside Park. These will go in the parking
lot. The cameras allow remote access into the Park 24/7 and allow any staff to pull video from any PC.
o Bob: is this reactive or proactive?
o Zak: both.
o Rita: How far back do the cameras go?
o Zak: (wasn’t sure offhand at first. Zak texted IT and they said 30, maybe more).
o Maria: asked about who will be monitoring them.
o Zak: police mainly, but staff any can view them from a staff PC
Park Ranger
o Golf cart is still on track to arrive in June. It will be delivered to us when ready.
o Staff is currently interviewing for the open Ranger position.
o Will eventually get a second part time ranger.
Anchorage Park:
New Playground
o Council approved new playground (Option A: ARC) at April 28 council meeting.
o The ARC design is the one with the zip line and sail shade.
o ADA swings will come in blue. (originally, the renderings showed red).
o Playground has been ordered and has an estimated delivery date of 4-5 months.
o In terms of the online survey, residents chose ARC by a margin of 204 to 104 (62.01% to 31.61%). 21
respondents (6.38%) said either option was acceptable.
o Once the new playground is in, we’ll most likely add some new seating.
o Hopefully it will be in before touch-a-truck
Piers
o Recent uptick in complaints regarding fishing activity at piers.
o People leaving hooks, line, and fish guts.
o Incident where a ray was badly injured by fisherman.
Dry Storage
o 90% plans are essentially completed.
Trail adjacent dry storage on north side
o All County removed cracked section, removed roots, and reasphalted trail.
New bollard
o New bollard is in. Plan to install in middle of trail so vehicles cannot pull into park area on north side by
sand volleyball courts.
Volley ball courts
o Just a note about the lights: Lights switch on automatically from 6-9PM. At times, people have turned
them off manually (the switches are on the lights). If they do get switched off, it takes 10 minutes for the
lights to come back on once the switch is turned on.
Dog Park
o Fountain has been fixed in big dog park.
o Plan to resod dog park.
o Dog parks were also sprayed for pests.
Precision
o Precision removed moss/vines from trees.
o Still waiting on them to replace 2 dead oaks, treat 2 oaks, and remove 1 dead palm.
Carpet cleaning
o Carpet was cleaned after Easter.
Anchorage Drive Parking spaces
o Parking spaces repaved; project not finished yet though. Still need striping and wheel stops secured.
We may also need to add a bollard or two on the north trail side.
Signage
o Plan to add signs at each park entrance: north trail and south trail. These will be like the ones at
Lakeside that include verbiage on golf carts, leash laws, etc.
Waitlist software
o Downloaded free trial. We have 30 days to test it out.
o See Attached screenshot. So far, it looks like it can do everything we’d like it to.
Marina:
Dock boxes
o One resident expressed interest in dock boxes. The one that the resident liked is a little too big for the
space. We need something a little smaller. Plus, they were about $900 each. Becky is looking into other
options.
Community Center:
Stop the Bleed Kit Installed near AED in lobby area
Main field
o The fields at the Community Center are mostly closed for maintenance through July 10. Signs are
posted. One or two gates are still open for access.
T-Mobile
o Still waiting on T-Mobile for reimbursement for damage done to fields in December.
Playground
o We are tentatively scheduled for late July. Vender said he will keep us updated with the delivery and let
us know if anything changes.
Spring Basketball League
o Still going strong! Only positive feedback so far. Next year, I think Perseverance would like to use
Saturdays as well.
Precision
o Precision removed moss/vines from trees.
Summer Camp
o Trips/buses booked
o 8 wk camp from June 6 through July 29 for 8-14 yr olds.
o Currently interviewing for camp counselors (hiring up to 9)
o 40 spots were opened for registration initially. Now that buses are confirmed, that number will be
bumped up to 45. Some people got put on a waitlist, so Mia will call them first to register them.
o 4 out of the 8 weeks are full and 2 out of the 4 weeks have less than 10 spots available.
o Many parents calling and asking if admission is included to the parks/adventures. All admissions are
included, but some days they may need to send money for their kids to purchase lunch. When Mia
sends out the weekly email for each specific week, it will have a detailed list of which days the kids will
need what.
o We are also adopting an agreement with the Town of Lake Park that will allow their residents to register
for camp at the Village resident rate of $225 per week. A similar agreement was approved in 2016. They
normally host summer camp, but this year they are having trouble hiring a new Recreation Supervisor to
oversee the program.
o Tennis is also having a summer camp, for ages 5-14. June 13 – August 5.
For more info, https://www.village-npb.org/510/Tennis-Summer-Camp
o Don: anything for younger kids?
o Zak: brainstorming for next year.
o Maria: we are interested to see how many do trips?
o Board would like staff to track cancelations (if parents cancel because they don’t want their kids to go on
a certain trip).
Staffing
o New Recreation Supervisor Jimmy Lovett III began work on April 25 and worked at Anchorage for 2
weeks.
o He’ll be full time at the Community Center starting May 9.
Stage
o Working with PW to see if we can add some lighting under the stage to better manage our storage in a
safer manner.
Gym Scoreboard
o Had a few issue during one of the games. A control panel wasn’t working correctly. Staff reached out to
get it repaired.
Osborne Park:
Baseball Field
o Added signage on front gates letting people know baseball field is closed on Sundays until noon. That
was in keeping with a prior agreement with the church, so baseballs don’t hit churchgoing vehicles
during morning services.
Basketball Court
o Stephen recently order the new goals (posts, backboards) for the courts.
o Reasphalting job goes to Council on May 12 (it’s over $25k).
o Once asphalt is done, we’ll paint, then install backboards/hoops.
Bottle filler stations
o Still waiting on Public Works to finish installation of bottle filler station at the racquetball court. Needs
new plumbing and electrical. The new one by the baseball field is working fine.
Community Garden
o Arbor Day celebration on April 29 with Mayor Searcy and Garden Co-Pres Lynda Grant, among others.
Outdoor restrooms
o Doors have been ordered; just waiting for them to arrive.
Veterans Park:
Nothing new to report
Special Events:
Bus Trip:
o Mystery Trip
April 21 from 8-5 p.m.
Bill and Co. went to Melbourne for a Tour of the Rosetter House, a Vintage Homestead that is
run by the historical society.
Address: 1320 Highland Ave, Melbourne, FL 32935
After the tour, the crew had lunch at a place called the Mansion.
Special events
o Jack Jacobs
Musical performance April 8, 6:30 p.m. at Library
Jack Jacobs, local singer, came to the library and entertained the public with his wonderful
singing and lineup of classic songs.
20 members of the public came for the one-hour show and everyone would love to attend
another performance with Jack.
o Books & Bites – Karen White
April 12, 11:00 AM- 1:00 PM at the Country Club
Author Karen White gave a wonderful presentation and PowerPoint for our Book and Bites
program at the Country Club
Everyone thoroughly enjoyed the food and the beautiful ballroom
April’s Friends of the Library Easter themed basket raffle contained a $100 gift card to Farmer’s
Table and was drawn at the Books and Bites program by author Karen White
Congratulations to Jayne Barkdull!
The Friends also gifted $30,000 to the library to go toward the upcoming upstairs remodel!
o Annual Art Show
April 13, 5:30-7:00 p.m. at Library
This was the makeup date due to the original date being rained out
o Annual Egg Hunts
Flashlight egg hunt Friday, April 15 (ages 8+)
Had about 350 people come
Annual egg hunt Saturday, April 16 (ages 0-7)
o Arbor Day
April 29 at 6 p.m. at Osborne Park community garden
Upcoming Events:
o Trivia Night at Anchorage Park geared toward adults
May 21 from 6:30-8:30 p.m.
See attached flyer!
o 4th of July
There will be a pool party.
Recreation staff will be handling fireworks, porta potties, and 2 tents.
o Fishing tournament: registration forms ready. 16th tournament/17th year
Library:
Summer Reading
o Summer pages are up!
o https://www.village-npb.org/861/Summer-Reading-2022
o This year’s theme is Oceans of Possibilities
o Cock-a-Doodle-Doo Reptile Show on July 9th
o Jurassic Parts is being locked in for about 5 programs that would accommodate both private groups and
the public
o Take-away craft kits are being purchased
o Speaking with our usual preschools for private storytimes
o Teen summer programming will be focused on assisting teens get community service hours by
volunteering to help with our programs and keeping the library neat and tidy.
o Free cold lunch will be served in the Obert Meeting Room from 12:30-1:30 every Wednesday and Friday.
Facilities
o Downstairs carpets cleaned April 10.
o 3 self-checkout stations have been installed at the library.
They were part of an ARPA grant purchase through the State.
o Getting quote from Saffold for possible drain at library near side doors to prevent buildup of water
during heavy rain storms.
Staffing
o Interviewing for three new library clerks
Other Programming
o Knit and Crochet continues to meet every Monday for an average of 10 people
o Yoga in the Park average 11 people each Friday morning.
o Great Courses Lectures
30 people so far this month have attended a Great Courses Lecture
People have been learning about the history of India
o Book Club
13 members of the book club met to discuss the author’s latest book before her arrival at our
Books & Bites event on April 12
o AARP Tax Aide
AARP has concluded tax aide for the 2022 tax season on April 15th
Over 400 people were helped at the Library between February 2nd and April 15th
Next year’s plan will include having a dedicated AARP volunteer help make phone appointments
and to get all taxpayers in and out in 1 hour 25 minutes’ timeframe
Over 300 e-filed (326)
13 paper returns filed
71 people served with questions and answers
Overdue fines
o Library Advisory Board voted to get rid of overdue fines.
New Business:
Dock boxes (marina)
Don thinks boxes should be on other side (east side of dock).
Staff should survey renters first. Rec Board should visit the dock to see best placement. Report
results of survey to Rec Board. Treat dock boxes like memorial benches for budgeting
purposes.
Piers (appropriate place to fish?)
Built specifically for fishing. Originally was supposed to be 3 piers. Been having some issues
with people fishing and making a mess. Maybe put signage out (to tell people to clean up).
Maybe install cutting board.
FY23 Budget
It’s in budget to redo fountain at tennis court. Might add a spigot so staff can hook up a
hose to wash off pier. Zak also went through other budget proposals, such as hiring a 2nd
part-time ranger. Request to change up Heritage Day. Maybe different types of bands?
Rentals: greenspace fee? Per hr/day?
Zak: charge a fee to rent greenspace? For example, our only option now is to rent a pavilion.
What if a large gathering doesn’t need a pavilion but just wanted to set up on the grass for a
couple hours? In other words, it would be a large planned activity that requires a permit.
Charge hourly or daily fee? Need signage at pavilions as well letting people know they need
permit for large gatherings and must see staff.
Old Business:
Dry Storage Project update
Want to take to Council June 9. Oak will be relocated. No Clusia anymore. Maintenance path
will be maintained behind fence. Removal of invasives. Replant. Ficuses staying. Possibly
phased removal of ficuses. Various hedging around fence. 30 and 40ft spaces. Environmental
committee concerned whether we have enough space between canal and maintenance path to
plant all we want to plant. 2GHO believes we have enough space. Will underground wires.
Will add light posts. Currently only one post with two lights; will add up to 14.
Bob: what kind of lights? Brightness?
Zak: 20ft high. 3k kelvin. Lights shouldn’t interfere with resident’s quality of life. Don’t have
lighting plans yet. Village can pay off in 10yrs.
Bob: need to address turning radius before we start.
Zak: 47% increase in rental fees would amount to $1,200 per year times 136 spaces. Should we
differentiate between the smaller-larger spaces, like we do now?
Board: Yes.
Zak: Automated waitlist. Control in hands of residents. Residents can enter and submit own
info to get a spot on the lists. To be removed, they would have to call. You’ll be notified as you
move up the list. Software costs $250 per year.
Rita: we should still keep paper trail while we are beginning to use program.
Chris talked about the proposed planting of mangroves. 1,500 mangroves in the N. canal.
Currently, 2 mangroves. What is the intent of adding 1,500 mangroves?
Zak: 2GHO will reassess planting proposals once items are cut/sprayed.
Chris: we are spending money to ensure that canal will never see a boat.
Member Comments:
Adjournment:
Paul made motion to adjourn. Second by [couldn’t catch name of second]. All were
in favor.
Adjourned at 8:33pm.
VILLAGE OF NORTH PALM BEACH
LIBRARY ADVISORY BOARED MEETING MINUTES
MAY 19, 2022
CALL TO ORDER
Chairperson Christine DelGuzzi called the meeting to order at 7:00 PM.
ROLL CALL
Present: Julie Morrell, Library Manager
Christine DelGuzzi, Chairperson
Phyllis Wissner, Vice Chairperson
Bonnie Jenkins, Secretary (by phone)
Tina Chippas, Member
Carolyn Kost, Member (by phone)
Brad Avakian, Member - Excused
Leslie Metz, Member - Excused
Darryl Aubrey, Council Member
APPROVAL OF MINUTES
Minutes for the April 26, 2022 meeting were approved after a motion made by Phyllis Wissner and
seconded by Tina Chippas.
LIBRARIAN’S REPORT
Library Manager Julie Morrell reported the following:
Facilities:
o Issue with paper towels being flushed down toilets causing clogs; staff checking
restrooms hourly and monitoring cameras. Unknown exactly who is doing this.
Replacing paper towels with hand blowers is being priced and considered.
o Staff are showing patrons how to use the new self-checkout machines, which are easier
to use and with a variety of options than what was previously available.
o Final decision were made on the upstairs remodel, which should go before Council on
May 27th.
Staff:
o One new library clerk is processing and will start at the end of May or early June.
o Two additional clerk positions remain open and will be posted until filled.
o Julie, Megan, and Zak will be attending the Florida Library Conference next week.
Children’s Programming
o Two story times continue each week averaging 22 parents and children. Additional story
times and a time for toddlers are being added.
o Summer Programming, Oceans of Possibilities has been finalized:
Cock-a-Doodle-Doo Reptile Show on July 9th;
Jurassic Parts will present approximately five programs for both private groups
and the public;
Virtual programming through Page Turner Adventure is also being offered.
o The Library will again be participating in the Palm Beach County School District Free
Teen Programming:
o S.O.F.T.
Program continues to be filled (30 positions).
Average daily attendance for this month has been nine.
o Library is now advertising for teen volunteers to help with the summer program:
Must be 13 – 17 years old and complete an application
Team graphic novel book club for the summer; participants in all four book clubs
could win a karaoke microphone.
Adult Programming:
o Knit and Crochet continues on Mondays.
o Friday Yoga in the Park with Mi Sun continues to average 12 people and a dog.
o Great Courses Lectures continued;
A History of India - attended by approximately 21 patrons so far.
Topic continues through July 26th.
o Library staff will assist at the upcoming Trivia Night at Anchorage Park on May 21st.
o Prizes include gift cards to Cod n’ Capers, Crumbl Cooki8e, and the Furniture Store
Friends of the Library:
o Last meeting of the year was held May 9th.
Circulation continues to increase overall
OLD BUSINESS
None
NEW BUSINESS
None
QUESTIONS AND ANSWERS
None
ADJOURNMENT
Tina Chippas motioned to adjourn the meeting. Phyllis Wissner seconded the motion and the meeting
adjourned at 7:19pm.
The next meeting will be Tuesday, June 28, 2022, at 7:00pm in the Obert Room.
Respectfully submitted by Bonnie Jenkins
Village of North Palm Beach
Audit Committee Minutes – June 22, 2022
Attending Committee Members Village Attendance
Don Kazimir Samia Janjua, Finance Director
Marie Silvani Chuck Huff, Public Works Director
Dave Talley Darryl Aubrey, Council Member
Tom Andres
Not Present Committee Members
Tom Magill
Suzanne Mehregan
Ed Katz
The North Palm Beach Audit Committee Meeting was called to order at 5:30 pm. A motion to approve the April 6,
2022, minutes was made by Tom Andres and seconded by Don Kazimir, all approved.
Sami Janjua, Finance Director asked that we review financial results later.
The quarterly PFM report was received and reviewed by the committee members. Marie Silvani presented a brief
review of the report showing change from the previous quarter.
There was no new business.
The meeting adjourned at 5:45 with a motion made by Dave Talley and seconded by Don Kazimir.
At this time Darryl Aubrey, Council Member asked that Samia review the “draft” Request for Proposal that all
members had received. Samia stated she would like to place the ad for proposals by July 1. She asked if any
committee members had concerns or comments regarding this draft to please present to her no later than Friday
June 24. She will email the committee members a schedule of dates concerning the proposal process. Sami would
like the ad to be placed on July 1 there is 20 days for proposals to be received. The Audit Committee should plan
on a meeting the first week of August to review the proposals received and chose the top three. Those would be
presented to the Council. It was suggested by Darryl Aubrey that all Audit Committee members be invited to
participate in the process of reviewing and rating. All approved. Once an auditor is chosen a contract date will be
set on October 1, 2022.
Respectfully submitted,
Marie Silvani
VILLAGE OF NORTH PALM BEACH
INFORMATION TECHNOLOGY
TO: Honorable Mayor and Council
THRU: Andrew D. Lukasik, Village Manager
FROM: Michael Applegate, IT Director
DATE: July 14, 2022
SUBJECT: RESOLUTION – Community Development Software Purchase
On May 6th, 2022, the Village issued a Request for Proposals for an Online Permitting, Planning, Code
Enforcement and Licensing Software Solution. This solicitation was advertised in the Palm Beach Post,
and was posted both on the Village web site and on DemandStar, where it received wide distribution.
The Village received nine proposals in response to the RFP. Based on the criteria set forth in the RFP,
the Village’s Evaluation Committee ranked the proposals in the following order:
Company Rank
Annual
Maintenance
(year 2) Total (year 1)
ICC 1 $13,549 $99,983
Maintstar 2 $26,500 $129,000
Sages Networks 3 $61,916 $107,860
Centralsquare 4 $33,800 $210,620
OpenGov 5 $54,175 $117,725
Tyler Technologies 6 $53,703 $323,508
Brightly Software 7 $21,053.38 $193,253.20
Redmark Technologies 8 $36,338.40 $195,055
GovBuilt 9 $34,320 $182,831
As a result of this process, the highest ranked vendor, ICC Community Development Solutions, LLC, has
met with Village Staff and completed the pricing and scope for this project which includes: A Citizen Self
Service Portal, Code Enforcement, Licensing and Planning Modules for a total cost of $99,983, and an
annual maintenance cost of $13,549 starting in year two.
ICC Community Development Solutions has over 58 years’ experience working with local governments
addressing organization and publishing of code and ordinance information including providing
Community Development Software Solutions, managing records and automating business processes.
ICC currently works with over 200 customers supporting Community Development Solutions and has
completed numerous integrations with our Munis Financial System. Additionally, ICC directly integrates
with our Laserfiche document management system for simplified record keeping. ICC has been in
business since 2004 and based on their excellent references and software demonstrations, Village staff
is confident of their ability to perform the required services.
Account Information:
Fund Department Account
Number Account Description Amount
American
Rescue Plan Act
(ARPA)
ARPA Expense Q5541-66415 Computer Hardware &
Software $99,983
Recommendation:
Village Staff recommends Council consideration and approval of the attached Resolution
awarding the Contract for Online Permitting, Planning, Code Enforcement and Licensing Software
Solution to ICC Community Development Solutions, LLC at a cost of $99,983 for the first year,
with funds expended from Account Q5541-66415 (ARPA Expense – Computer Hardware &
Software), and authorizing the Mayor and Village Clerk to execute the Contract in accordance with
Village policies and procedures.
RESOLUTION 2022-
A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF
NORTH PALM BEACH, FLORIDA, ACCEPTING A PROPOSAL FROM ICC
COMMUNITY DEVELOPMENT SOLUTIONS, LLC, FOR AN ONLINE
PERMITTING, PLANNING, CODE ENFORCEMENT AND LICENSING
SOFTWARE SOLUTION AND AUTHORIZING THE MAYOR AND VILLAGE
CLERK TO EXECUTE A CONTRACT FOR SUCH SERVICES; AND
PROVIDING FOR AN EFFECTIVE DATE.
WHEREAS, Village Staff issued a Request for Proposals for an Online Permitting, Planning, Code
Enforcement and Licensing Software Solution; and
WHEREAS, the Village received nine proposals in response to the RFP, and the Evaluation
Committee recommended accepting the lowest cost, highest rank proposal submitted by ICC
Community Development Solutions, LLC; and
WHEREAS, the Village Council determines that the adoption of this Resolution is in the best
interests of the Village and its residents.
NOW, THEREFORE, BE IT RESOLVED BY THE VILLAGE COUNCIL OF NORTH PALM
BEACH, FLORIDA, as follows:
Section 1. The foregoing “whereas” clauses are hereby ratified and incorporated herein.
Section 2. The Village Council hereby accepts the proposal submitted by ICC Community
Development Solutions, LLC for an Online Permitting, Planning, Code Enforcement and
Licensing Software Solution at a total cost in the first year of $99,983.00, with funds expended
from Account No. Q5541-66415 (ARPA Expense – Computer Hardware and Software). The
Village Council further authorizes the Mayor and Village Clerk to execute a contract relating to
such services, a copy of which is attached hereto and incorporated herein.
Section 3. This Resolution shall take effect immediately upon adoption.
PASSED AND ADOPTED THIS _____ DAY OF ___________________, 2022.
(Village Seal)
MAYOR
ATTEST:
VILLAGE CLERK
Page 1
CONTRACT
This Contract is made as of the _____ day of ____________, 2022, by and between the Village
of North Palm Beach, a municipal corporation organized and existing under the laws of the State
of Florida, hereinafter referred to as VILLAGE, and ICC COMMUNITY DEVELOPMENT
SOLUTIONS, LLC, a limited liability company authorized to do business in the State of Florida,
hereinafter referred to as VENDOR, whose Federal Employer I.D. No. is 81-4343415.
In consideration of the promises and mutual covenants herein contained, it is hereby agreed that
VENDOR shall provide to the VILLAGE all goods and services requested pursuant to the
Request for Proposals for an Online Permitting, Planning, Code Enforcement and Licensing
Solution pursuant to the terms and conditions of this Contract.
SECTION 1: SCOPE OF SERVICES OF THE VENDOR.
The Scope of Work for an Online Permitting, Planning, Code Enforcement and Licensing
Solution is in accordance with the Request for Proposals (“RFP”) issued by the VILLAGE. The
RFP, along with VENDOR’s proposal submitted in response to the RFP (“Proposal”), are hereby
incorporated herein by reference.
SECTION 2: TERM OF CONTRACT.
A. This Contract shall be for an initial term of three (3) years from the date first written
above unless earlier terminated in accordance with the terms and conditions stated herein. The
initial term of this Contract shall automatically extend for one-year terms unless either party
notifies the other party at least ninety (90) days prior to the end of the initial term or any renewal
term that it does not desire to have the Contract automatically extend.
B. Unless otherwise specified in the Proposal, VENDOR shall not be entitled to an increase
in the agreed to compensation in this Contract or payment or compensation of any kind from the
VILLAGE for direct, indirect, consequential, impact or other costs, expenses or damages.
SECTION 3: VILLAGE’S REPRESENTATIVE.
Unless otherwise specified by the VILLAGE, the VILLAGE’s representative shall be the
Director of Community Development or in his or her absence, the Director of Information
Technology.
SECTION 4: COMPENSATION AND METHOD OF PAYMENT.
A. The VILLAGE agrees to compensate the VENDOR for the Online Permitting,
Planning, Code Enforcement and Licensing Solution and for which Purchase Orders are
issued in accordance with the Proposal.
B. VENDOR shall submit an invoice(s) to the VILLAGE for said compensation on the date
and time mutually agreed upon by the VILLAGE and VENDOR. All invoice(s) received from
VENDOR pursuant to this Contract will be reviewed and approved by the VILLAGE’s
representative, indicating that goods and services have been provided and rendered in conformity
with the Contract and then will be sent to the Finance Department for payment. Invoices will
Page 2
normally be paid within thirty (30) days following the VILLAGE representative’s approval.
C. Work undertaken or expenses incurred that exceeds an amount set forth in this Contract
without prior written authorization from the VILLAGE shall be the liability of the VENDOR.
D. VENDOR waives consequential or incidental damages for claims, disputes or other
matters in question arising out of or relating to this Contract.
E. In order for both parties herein to close their books and records, VENDOR will clearly
state “final invoice” on the VENDOR’s final/last billing to the VILLAGE. This certifies that all
goods and services have been properly performed and all charges have been invoiced to the
VILLAGE. Since this account will thereupon be closed, any and other further charges if not
properly included in this final invoice are waived by the VENDOR. The VILLAGE will not be
liable for any invoice from the VENDOR submitted thirty (30) days after the p rovision of all
goods and services.
F. If the VILLAGE disputes any invoice or part of an invoice, VILLAGE shall notify
VENDOR of such dispute within fifteen (15) days of receipt of the invoice. VILLAGE reserves
the right to off-set, reduce or withhold any payment to VENDOR in accordance with the terms
and conditions of this Contract.
SECTION 5: INDEMNIFICATION.
A. VENDOR shall indemnify and save harmless and defend the VILLAGE, its agents,
servants, and employees from and against any and all claims, liability, losses, and/or cause of
action which may arise from any negligent act or omission of the VENDOR, its agents, servants,
or employees in the performance of services under this Contract.
B. VENDOR further agrees to indemnify, save harmless and defend the VILLAGE, its
agents, servants and employees from and against any claim, demand or cause of action of
whatsoever kind or nature arising out of any conduct or misconduct of the VENDOR its agents,
servants, or employees not included in the paragraph above and for which the VILLAGE, its
agents, servants or employees are alleged to be liable.
C. Nothing contained in this Contract shall create a contractual relationship with or a cause
of action in favor of a third party against either the VILLAGE or VENDOR, nor shall this
Contract be construed a waiver of sovereign immunity beyond the waiver provided in § 768.28,
Florida Statutes.
SECTION 6: PERSONNEL.
A. VENDOR represents that it has, or will secure at its own expense, all necessary personnel
required to perform the services under this Contract.
B. All of the services required hereunder shall be performed by the VENDOR or under its
supervision, and all personnel engaged in performing the services shall be fully qualified and, if
required, authorized or permitted under state and local law to perform such services.
Page 3
C. All of the VENDOR’s personnel (and all sub-contractors OR sub-consultants) while on
VILLAGE premises, will comply with all VILLAGE requirements governing conduct, safety,
and security.
SECTION 7: TERMINATION.
This Contract may be cancelled by the VENDOR upon thirty (30) days prior written notice to
the VILLAGE’s representative in the event of substantial failure by the VILLAGE to perform in
accordance with the terms of this Contract through no fault of the VENDOR. It may also be
terminated, in whole or in part, by the VILLAGE without cause upon thirty (30) days written
notice to the VENDOR. The VILLAGE may also terminate this Contract with written notice of
cause to the VENDOR, who fails to cure such cause within ten (10) days of the receipt of the
VILLAGE’s notice. Unless the VENDOR is in breach of this Cont ract, the VENDOR shall be
paid for services rendered to the VILLAGE’s satisfaction through the date of termination. After
receipt of a Termination Notice and except as otherwise directed by the VILLAGE, the VENDOR
shall:
A. Stop work on the date and to the extent specified;
B. Terminate and settle all orders and subcontracts relating to the performance of the
terminated work;
C. Transfer all work in progress, completed work, and other materials related to the
terminated work to the VILLAGE; and
D. Continue and complete all parts of the work that have not been terminated.
SECTION 8: FEDERAL AND STATE TAX.
The VILLAGE is exempt from payment of Florida State Sales and Use Tax. Unless purchased
directly by the VILLAGE, the VENDOR shall not be exempted from paying sales tax to its
suppliers for materials used to fill contractual obligations with the VILLAGE, nor is the
VENDOR authorized to use the VILLAGE’s Tax Exemption Number in securing such materials.
SECTION 9: INSURANCE.
A. Prior to commencing any work, the VENDOR shall provide certificates evidencing
insurance coverage as required hereunder. All insurance policies shall be issued by companies
authorized to do business under the laws of the State of Florida. The Certificates shall clearly
indicate that the VENDOR has obtained insurance of the type, amount, and classification as
required for strict compliance with this Section and that no material change or cancellation of the
insurance shall be effective without thirty (30) days’ prior written notice to the VILLAGE’s
representative. Failure to comply with the foregoing requirements shall not relieve the VENDOR
of its liability and obligations under this Contract.
B. The parties to this Contract shall carry Workers’ Compensation Insurance and
Employer’s Liability Insurance for all employees as required by Florida Statutes. In the event
that a party does not carry Workers’ Compensation Insurance and chooses not to obtain same,
then such party shall in accordance with Section 440.05, Florida Statutes, apply for and obtain
an exemption authorized by the Department of Insurance and shall provide a copy of such
exemption to the VILLAGE.
Page 4
C. VENDOR shall maintain, during the life of this Contract, Professional Liability/Error &
Omission Insurance/Third Party Crime Coverage to include money and securities, forgery or
alteration and employee dishonesty in the minimum amount of $1,000,000 per occurrence.
D. All insurance, other than Worker’s Compensation, to be maintained by the VENDOR
shall specifically include the VILLAGE as an Additional Insured.
SECTION 10: SUCCESSORS AND ASSIGNS.
The VILLAGE and VENDOR each binds itself and its partners, successors, executors,
administrators, and assigns to the other party of this Contract and to the partners, successors,
executors, administrators and assigns of such other party, in respect to all covenants of this
Contract. Except as above, neither the VILLAGE nor the VENDOR shall assign, sublet, convey
or transfer its interest in this Contract without the written consent of the other. Nothing herein
shall be construed as creating any personal liability on the part of any officer or agent of the
VILLAGE which may be a party hereto, nor shall it be construed as giving any rights or benefits
hereunder to anyone other than the VILLAGE and the VENDOR.
SECTION 11: GOVERNING LAW, VENUE AND REMEDIES.
This Contract shall be governed by the laws of the State of Florida. Any and all legal action
necessary to enforce the Contract will be held in Palm Beach County. No remedy herein
conferred upon any party is intended to be exclusive of any other remedy, and each and every
such remedy shall be cumulative and shall be in addition to every other remedy given hereunder
or now or hereafter existing at law or in equity or by statute or otherwise. No single or partial
exercise by any party of any right, power, or remedy hereunder shall preclude any other or further
exercise thereof. The VILLAGE and VENDOR knowingly, voluntarily, and intentionally
waive any right they may have to trial by jury with respect to any litigation arising out of
or in connection with this Contract.
SECTION 12: INDEPENDENT CONTRACTOR RELATIONSHIP.
The VENDOR is, and shall be, in the performance of all Services under this Contract, an
independent contractor and not an employee, agent, or servant of the VILLAGE. All persons
engaged in any of the Services performed pursuant to this Contract shall at all times, and in all
places, be subject to the VENDOR’S sole direction, supervision, and control. VENDOR shall
exercise control over the means and manner in which it and its employees perform the Services.
SECTION 13: ACCESS AND AUDITS.
The VENDOR shall maintain adequate records to justify all charges, expenses, and costs incurred
in estimating and performing the Services for at least three (3) years after completion of this
Contract. The VILLAGE shall have access to such books, records, and documents as required in
this section for the purpose of inspection or audit during normal business hours, at the
VENDOR’s place of business. In no circumstances will VENDOR be required to disclose any
confidential or proprietary information regarding its products and service costs.
Page 5
SECTION 14: NONDISCRIMINATION.
The VENDOR warrants and represents that all of its employees are treated equally during
employment without regard to race, color, religion, disability, sex, age, national origin, ancestry,
marital status, or sexual orientation.
SECTION 15: ENFORCEMENT COSTS.
If any legal action or other proceeding is brought for the enforcement of this Contract, or because
of an alleged dispute, breach, default or misrepresentation in connection with any provisions of
this Contract, the successful or prevailing party or parties shall be entitled to recover reasonable
attorney’s fees, court costs and all expenses (including taxes) even if not taxable as court
awarded costs (including, without limitation, all such fees, costs and expenses incident to
appeals), incurred in that action or proceeding, in addition to any other relief to which such party
or parties may be entitled.
SECTION 16: AUTHORITY TO PRACTICE.
VENDOR hereby represents and warrants that it has and will continue to maintain all licenses
and approvals required to conduct its business and provide the Work under this Contract, and
that it will at all times conduct its business and provide the Work under th is Contract in a
reputable manner. Proof of such licenses and approvals shall be submitted to the VILLAGE’s
representative upon request.
SECTION 17: SEVERABILITY.
If any term or provision of this Contract, or the application thereof to any person or circumstances
shall, to any extent, be held invalid or unenforceable, to remainder of this Contract, or the
application of such terms or provision, to persons or circumstances other than those as to which
it is held invalid or unenforceable, shall not be affected, and every other term and provision of
this Contract shall be deemed valid and enforceable to the extent permitted by law.
SECTION 18: MODIFICATIONS OF WORK.
A. The VILLAGE reserves the right to make changes in the work, including alterations,
reductions therein or additions thereto. Upon receipt by the VENDOR of the VILLAGE’s
notification of a contemplated change, the VENDOR shall, in writing: (1) provide a detailed
estimate for the increase or decrease in cost due to the contemplated change, (2) notify the
VILLAGE of any estimated change in the completion date, and (3) advise the VILLAGE if the
contemplated change shall affect the VENDOR’s ability to meet the completion dates or
schedules of this Contract.
B. If the VILLAGE so instructs in writing, the VENDOR shall suspend work on that portion
of the work affected by the contemplated change, pending the VILLAGE’s decision to proceed
with the change.
C. If the VILLAGE elects to make the change, the VILLAGE shall initiate a Change to the
Purchase Order and the VENDOR shall not commence work on any such change until such
revised Purchase Order is received.
Page 6
SECTION 19: PROTECTION OF WORK AND PROPERTY.
A. VENDOR shall continuously maintain adequate protection of all work from damage, and
shall protect the VILLAGE’s property from injury or loss arising in connection with the Contract.
Except for any such damage, injury, or loss, except that which may be directly du e to errors
caused by the VILLAGE or employees of the VILLAGE, the VENDOR shall provide any
necessary materials to maintain such protection.
B. VENDOR will also take every necessary precaution to ensure the safety of the VILLAGE,
public and other guests and invitees thereof at or near the areas where work is being accomplished
during and throughout the completion of all work.
SECTION 20: WARRANTY/GUARANTY.
VENDOR warrants that its goods and services under this Contract will be free of defects in
materials and workmanship for a period of one year or longer in accordance with Manufacturer’s
Warranty following the provision of said goods and services.
SECTION 21: COMPLIANCE WITH LAWS.
VENDOR shall, in performing the services contemplated by this Contract, faithfully observe and
comply with all federal, state and local laws, ordinances and regulations that are applicable to the
services to be rendered under this Contract.
SECTION 22: NOTICE. All notices required in this Contract shall be sent by certified mail,
return receipt requested, and if sent to the VILLAGE shall be mailed to:
Village of North Palm Beach
Attention: Village Manager
501 U.S. Highway One
North Palm Beach, FL 33408
and if sent to the VENDOR shall be mailed to:
ICC Community Development Solutions
Attention: Lynn Martin, Chief Operating Officer
781 Elmgrove Road
Rochester, NY 14624
SECTION 23: ENTIRETY OF CONTRACTUAL AGREEMENT.
The VILLAGE and the VENDOR agree that this Contract sets forth the entire agreement between
the parties, and that there are no promises or understandings other than those stated herein. None
of the provisions, terms and conditions contained in this Contract may be added to, modified,
superseded or otherwise altered, except by written instrument executed by the parties hereto. In
the event of a conflict between this Contract and the VILLAGE’s Request for Proposal and the
VENDOR’s proposal, this Contract shall take precedence with the VILLAGE’s Request for
Proposal taking precedence over the VENDOR’s proposal. All such documents shall be read in
a manner so as to avoid a conflict.
Page 7
SECTION 24: WAIVER.
Failure of a party to enforce or exercise any of its right(s) under this Contract shall not be
deemed a waiver of that parties’ right to enforce or exercise said right(s) at any time thereafter.
SECTION 25: PREPARATION.
This Contract shall not be construed more strongly against either party regardless of who was
more responsible for its preparation.
SECTION 26: SURVIVABILITY.
Any provision of this Contract which is of a continuing nature or imposes an obligation which
extends beyond the term of this Contract shall survive its expiration or earlier termination.
SECTION 27: WAIVER OF SUBROGATION.
VENDOR hereby waives any and all rights to Subrogation against the VILLAGE, its officers,
employees and agents for each required policy. When required by the insurer, or should a policy
condition not permit an insured to enter into a pre-loss agreement to waive subrogation without
an endorsement, then VENDOR shall agree to notify the insurer and request the policy be
endorsed with a Waiver of Transfer of Rights of Recovery Against Others, or its equivalent. This
Waiver of Subrogation requirement shall not apply to any policy, which a condition to the policy
specifically prohibits such an endorsement, or voids coverage should VENDOR enter into such
an agreement on a pre-loss basis.
SECTION 28: INSPECTOR GENERAL.
VENDOR is aware that the Inspector General of Palm Beach County has the authority to
investigate and audit matters relating to the negotiation and performance of this Contract and in
furtherance thereof, may demand and obtain records and testimony from VENDOR. VENDOR
understands and agrees that in addition to all other remedies and consequences provided by law,
the failure of VENDOR to fully cooperate with the Inspector General when requested may be
deemed by the VILLAGE to be a material breach of this Contract justifying its termination.
SECTION 29: ADDITIONAL SERVICES;
If during the contractual period covered by the agreement, additional services are needed, the
VENDOR may, at the option of the Village Council, be engaged to perform these services under
the terms of the contract.
SECTION 30: PUBLIC RECORDS.
IF VENDOR 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 AT: (561) 841-3355; NPBCLERK@VILLAGE-NPB.ORG; OR 501 U.S.
HIGHWAY ONE, NORTH PALM BEACH, FL 33408.
Page 8
In performing services pursuant to this Contract, VENDOR shall comply with all relevant
provisions of Chapter 119, Florida Statutes. As required by Section 119.0701, Florida Statutes,
VENDOR shall:
1. Keep and maintain public records required by the VILLAGE to perform the service.
2. Upon request from the VILLAGE’s custodian of public records, provide the VILLAGE
with a copy 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 in Chapter 119, Florida
Statutes, or as otherwise provided by law.
3. Ensure that 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 VENDOR does not
transfer the records to the VILLAGE.
4. Upon completion of the Contract, transfer, at no cost, to the VILLAGE all public records
in possession of VENDOR or keep and maintain public records required by the VILLAGE to
perform the services. If VENDOR transfers all public records to the VILLAGE upon completion
of the Contract, VENDOR shall destroy any duplicate public records that are exempt or
confidential and exempt from public records disclosure requirements. If VENDOR keeps and
maintains public records upon completion of the Contract, VENDOR shall meet all applicable
requirements for retaining public records. All records stored electronically must be provided to
the VILLAGE, upon request from the VILLAGE’s custodian of public records, in a format that
is compatible with the information technology systems of the VILLAGE.
SECTION 31: PROHIBITION AGAINST CONTINGENT FEES.
VENDOR warrants that it has not employed or retained any company or person, other than a
bona fide employee working solely for VENDOR, to solicit or secure this Contract and that
VENDOR has not paid, or agreed to pay, any person, company, corporation, individual or firm,
other than a bona fide employee working solely for VENDOR, any fee, commission, percentage,
gift, or other consideration contingent upon, or resulting from, aware or making of the Contract.
For the breach or violation of this provision, the VILLAGE shall have the right to terminate this
Contract and its sole discretion, without liability, and to deduct from the Contract price, or
otherwise recover, the full amount of such fee, commission, percentage, fit or consideration.
SECTION 32: E-VERIFY
VENDOR warrants and represents that VENDOR and all subcontractors are in compliance with
Section 448.095, Florida Statutes, as may be amended. VENDOR has registered to use, and shall
continue to use, the E-Verify System (E-Verify.gov) to electronically verify the employment
eligibility of newly hired employees and has received an affidavit from each subcontractor stating
that the subcontractor does not employ, contract with or subcontract with unauthorized aliens. If
the VILLAGE has a good faith belief that VENDOR has knowingly violated Section 448.09(1),
Florida Statutes, the VILLAGE shall terminate this Contract pursuant to Section 448.095(2),
Florida Statutes, as may be amended. If the VILLAGE has a good faith belief that a subcontractor
has knowingly violated Section 448.09(1), Florida Statutes, but VENDOR has otherwise
complied, it shall notify VENDOR, and VENDOR shall immediately terminate its contract with
Page 9
the subcontractor.
IN WITNESS WHEREOF, the VILLAGE and VENDOR have made and executed this Contract
as of the day and year first above written.
ICC COMMUNITY DEVELOPMENT SOLUTIONS, LLC
By:
Print Name:
Position:
VILLAGE OF NORTH PALM BEACH
BY: ________________________________
DEBORAH SEARCY
MAYOR
ATTEST:
BY: ________________________________
JESSICA GREEN,
VILLAGE CLERK
APPROVED AS TO FORM AND
LEGAL SUFFICIENCY:
BY: ________________________________
VILLAGE ATTORNEY
REQUEST FOR PROPOSALS FOR
Online Permitting, Planning, Code
Enforcement and Licensing Software
Solution
VILLAGE OF NORTH PALM BEACH
501 U.S. HIGHWAY ONE
NORTH PALM BEACH, FLORIDA 33408-4906
ADVERTISEMENT, INSTRUCTIONS FOR PROPOSAL
SPECIFICATIONS, PROPOSAL FORMS
ADVERTISEMENT
The Village of North Palm Beach, Florida, a Florida municipal corporation located in Palm Beach
County, Florida (“Village”), is accepting proposals for an Online Permitting, Planning, Code
Enforcement and Licensing Software Solution until 2:15 P.M. EST on June 3, 2022, at the Village
Clerk’s Office, Village Hall, 501 U.S. Highway One, North Palm Beach, FL 33408. Proposals received
after the aforementioned date and time will be returned unopened.
The complete Request for Proposals, including all specifications and proposal forms, may be obtained
by bona fide proposers upon application at the Village of North Palm Beach, 501 U.S. Highway One,
North Palm Beach, Florida 33408, from the Village website at: www.village- npb.org.
Sealed proposal envelopes should be marked “Online Permitting, Planning, Code Enforcement and
Licensing Software Solution”. The Village shall evaluate the proposals in accordance with the criteria
set forth in the RFP. The Village anticipates an award to the proposer with the proposal determined by
the Village to be most advantageous in each category or for combined services. The Village may conduct
interviews and/or require presentations as part of the evaluation process. The Village shall not be liable
for any costs incurred by any proposer in connection with its response to this RFP. The Village reserves
the right to reject all RFP submittals, to waive any formalities, to solicit and re-advertise for new RFP
submittals, or to abandon the project in its entirety.
VILLAGE OF NORTH PALM BEACH, FLORIDA
Andrew Lukasik,
Village Manager
Publish: Palm Beach Post
Date: May 6, 2022
Publish: DemandStar
Date: May 6,
2022
RFP Page 1
REQUEST FOR PROPOSALS FOR
Online Permitting, Planning, Code Enforcement and Licensing Software Solution
1. REQUEST FOR PROPOSALS:
The Village of North Palm Beach, Florida, a Florida municipal corporation located in Palm
Beach County (“Village”), is accepting sealed proposals for an Online Permitting, Planning,
Code Enforcement and Licensing Software Solution until 2:15 P.M. EST on June 3, 2022, at
the Village Clerk’s Office, Village Hall, 501 U.S. Highway One, North Palm Beach, FL 33408.
Proposals received after the aforementioned date and time will be returned unopened.
2. PREPARATION OF PROPOSAL:
This Request for Proposals (“RFP”) provides the complete set of terms and conditions,
specifications and proposal forms. The following documents are attached hereto and incorporated
herein by reference.
Scope of Work/Specifications Exhibit “A”
Proposer’s Certification Exhibit “B”
Public Entity Crimes Statement Exhibit “C”
Drug Free Workplace Exhibit “D”
Scrutinized Vendor Certification Exhibit “E”
Standard Village Contract Exhibit “F”
All proposal forms must be completed in full and include a manual signature, in ink, where
applicable. The signature must be of an authorized representative who has the legal ability to bind
the proposing entity in contractual obligations. Unsigned proposals will not be accepted.
All proposal forms must be typed or legibly printed in ink. Use of erasable ink is not
permitted. All corrections made by a proposer to any part of a proposal form must be initialed in
ink. It is a proposer’s sole responsibility to assure that its proposal is complete and delivered at the
proper time and place of the proposal opening. The Village will not be responsible for any expenses
incurred in connection with the preparation and/or delivery of a proposal.
An original of all proposal forms, four (4) copies and one (1) electronic copy, along with
other required information (as stated in Section 8 below), must be submitted in a sealed envelope
to the address provided above via hand-delivery or mail. Faxed or e-mailed proposals are not
acceptable. The face of the sealed envelope shall state “Online Permitting, Planning, Code
Enforcement and Licensing Software Solution” and contain the proposer’s name, return
address, title of the proposal, and the date and time for proposal opening. Proposals not submitted
in a sealed envelope or on the enclosed proposal forms may be rejected.
RFP Page 2
All questions regarding this RFP must be submitted to Michael Applegate, IT Director by e-
mail to mapplegate@village-npb.org no later than seven (7) days prior to the date scheduled for
proposal opening. Responses to questions will be provided as expeditiously as possible, generally
within two (2) business days. If any question requires a response which the Village, in its sole
discretion, determines should be provided to all potential proposers, the Village will issue an official
addendum to this RFP. The Village will endeavor to make sure all potential proposers receive such
addendum by posting the addendum on the Village’s website for the respective proposal solicitation;
however, it is the sole responsibility of every proposer to verify with the Village whether any
addendum has been issued prior to submitting a proposal. The Village will not issue an addendum
five (5) days or less before proposal opening.
3. PROPOSAL EVALUATION AND AWARD:
On the date and time specified in this RFP, the Village will open and announce aloud all
proposals received on time. The evaluation of the proposals will occur soon thereafter. The
proposal opening may be delayed if, at the sole discretion of the Village, it is considered to be in
the Village’s best interests.
The Evaluation Committee shall rank all the firms in order based upon the scoring matrix
in Section 9 of the RFP. The Evaluation Committee may request that the top two (2) ranked firms
make a formal presentation to the Evaluation Committee. The Evaluation Committee will make a
final ranking of the firms following the presentation if needed, based on the evaluation process in
Section 9 of the RFP. Village Administration shall commence negotiations and present one or
more contracts to the Village Council for approval. For illustrative purposes, a copy of the
Village’s standard contract for the purchase of services is attached as Exhibit “F.” To best meet
the needs of the Village, the terms of the Contract may be revised during negotiations.
The Village, in its sole discretion, reserves the right to waive all technicalities or
irregularities, to reject any or all proposals or any part of a proposal, to award to a single
proposer or to divide the award between proposers, and to re-solicit this RFP or any part of
this RFP. The Village further reserves the right, in its sole discretion, to award a contract to
the proposer (or proposers) whose proposal best serves the interests of the Village.
4. REGULATIONS, PERMITS AND FEES:
Where applicable, the selected proposer will be required to obtain at its own expense all
permits, inspections, business tax receipts and/or licenses, if any, required to provide the required
services to the Village under this RFP. The selected proposer must comply with all applicable
federal, state and local laws and regulations.
5. PUBLIC ENTITY CRIMES:
In accordance with section 287.133, Florida Statutes, any person or affiliate who has been
placed on the convicted vendor list following a conviction for a public entity crime may not submit
a bid, proposal, or reply on a contract to provide any goods or services to a public entity; may not
submit a bid, proposal, or reply on a contract with a public entity for the construction or repair of
a public building or public work; may not submit bids, proposals, or replies on leases of real
property to a public entity; may not be awarded or perform work as a contractor, supplier,
RFP Page 3
subcontractor, or consultant under a contract with any public entity; and may not transact business
with any public entity in excess of $25,000 for a period of thirty-six (36) months following the
date of being placed on the convicted vendor list.
A public entity crimes statement must be completed and signed by an authorized
representative and be included with the proposal. A copy of the public entity crimes statement is
attached to this RFP as Exhibit “C”.
6. PUBLIC RECORDS:
Upon award recommendation or thirty days after opening, whichever is earlier, all
proposals and information submitted with each proposal become “public record” and shall be
subject to public disclosure consistent with Chapter 119, Florida Statutes (“Public Records Law”).
In order to be exempt from disclosure, a proposer must invoke the exemptions to disclosure
provided by law in its proposal by providing the specific statutory authority for the claimed
exemption, identifying the data or other materials to be protected, and stating the reasons why such
exclusion from public disclosure is necessary.
7. PROPOSER’S CERTIFICATIONS:
Each proposer submitting a proposal acknowledges, agrees and certifies as follows:
A. The proposer and its proposal are subject to all terms and conditions specified
herein with no exceptions unless authorized in writing by the Village;
B. The proposal constitutes an offer to the Village, which shall remain open,
irrevocable and unchanged for one hundred and twenty (120) days after proposal
opening;
C. The proposer has not given, offered nor intends to give or offer any economic
opportunity, future employment, favor or gratuity of any kind to any employee of
the Village in connection with this RFP;
D. The proposer has not divulged or discussed its proposal with other proposers;
E. The proposal is made based on independent determination of the proposer without
collusion with other proposers in an effort to restrict competition;
F. The proposer has not made any attempt to induce any potential proposer from
submitting or declining to submit a proposal in response to this RFP;
G. The proposer is financially solvent and sufficiently experienced and competent to
provide all goods and/or services required in this RFP;
RFP Page 4
H. The proposer shall indemnify, defend and hold harmless the Village, its officers,
employees and agents from any and all claims, damages, causes of action or liability
related to or arising from this RFP;
I. Proposer certifies that neither Proposer nor any of Proposer’s principals have been
convicted of a felony or any crime involving fraud.
J. Proposer certifies that Proposer and any parent corporations, affiliates, subsidiaries,
members, shareholders, partners, officers, directors or executives thereof are not
presently debarred, proposed for debarment or declared ineligible to bid or
participate in competitive procurement by any Federal, State, or Local Government
agency and are not listed on the Florida convicted vendor list.
K. Proposer certifies the compensation and hourly rates and other expenses or costs to
be compensated under the contract are accurate, complete and current. Proposer
certifies at the time of contracting and during the preceding twelve (12) month
period that charges are no higher than those charged to the Proposer’s other
customers for the same or substantially similar service(s) in the Southeast Region of
the United States.
L. No member of the proposer’s ownership, management or staff has any vested
interest in or employment relationship with the Village; and
M. All information provided in the proposal is true and correct in all respects.
If any proposer fails to meet the foregoing certifications, said failure will constitute grounds for
rejecting the proposal.
8. PROPOSAL FORMAT AND SUBMITTAL REQUIREMENTS:
Each proposal shall be submitted in a clear, concise format, on 8½ x 11 paper. Each proposal
set shall contain all information requested herein to be considered for award. Omission of required
information may be cause for disqualification. Each proposal shall consist of the following:
A. Title Page.
B. Table of Contents.
C. Cover Letter of Transmittal (no more than two pages):
The Cover Letter of Transmittal shall summarize in a brief and concise statement
the proposer’s qualifications and the key points of the proposal and shall be signed
by an official authorized to bind the proposer and who shall be responsible for
committing the firm’s resources to this project. The Cover Letter shall also contain
the following:
RFP Page 5
(1) Indicate if proposal is for all areas or specialized areas of this request.
(2) A statement that the proposer is licensed in the State of Florida and qualified
to provide all services offered in response to this RFP.
(3) A statement that, if selected by the Village, the proposer understands the
work to be done, commits to perform the work within the time period, is
able to and will comply with all applicable laws, rules, regulations and
ordinances of the Village, Palm Beach County, the State of Florida and the
United States.
D. Statement of Qualifications.
The Statement of Qualifications shall provide a narrative of the firm’s qualifications
for the proposed services, and shall, at a minimum, contain the following
information:
(1) Contact Information: The name, address, email address and phone number
of the contact person who will be available to respond to any questions and/or
schedule interviews during the course of this RFP solicitation process.
(2) Provide a profile of the firm, including the history of the firm, enterprise
structure, ownership interest, and the length of the firm’s existence. Provide
a list of subsidiary or affiliated companies in which the principals have a
financial interest.
(3) Describe the firm’s qualifications to provide the Online Permitting, Planning and Zoning, Code Enforcement and Licensing Software Solution being proposed.
(4) State whether or not the firm is in compliance with the insurance
requirements as described herein regarding minimum coverage. Proof of
compliance will be required once a consultant is selected.
(5) Indicate whether or not your firm has a conflict of interest with regard to any
other work performed by the proposer for the Village of North Palm Beach.
RFP Page 10
E. Experience of Person who will be assigned to the Project.
(1) Identify the project manager and/or team who will handle the project and
provide their resume.
F. Scope of Services Provided.
(1) Describe the approach your company will take to provide Online Permitting,
Planning, Code Enforcement and Licensing Software Solution, including all
tasks described in the scope of services.
(2) Describe how you will work with Village departments to implement the
software modules. (3) What differentiates your software from other providers?
(4) Provide a brief description of how you will transition the information
regarding the operation and maintenance of the systems to the IT
Department at the end of your service to the Village.
G. References.
Provide a list of clients that the firm has provided Online Permitting, Planning, Code Enforcement and Licensing Software Solution to of comparable size and complexity
during the past five (5) years. Include the Name of the Company, a brief description of
the services provided and a contact person along with their email and phone number.
H. Cost of Services
Provide a fixed fee for your firm to provide software modules that include:
1. Planning and Zoning
2. Code Enforcement and Licensing
3. GIS
4. Online Permitting
5. Business Tax
6. Annual Maintenance and Support Services
I. Proposer’s Certification (Exhibit B).
RFP Page 10
J. Public Entity Crimes Statement (Exhibit C).
K. Confirmation of Drug Free Workplace (Exhibit D).
L. Scrutinized Vendor Certification (Exhibit E).
M. Conflict of Interest Disclosure.
The proposer shall disclose with its proposal the name(s) of any officer, director,
agent, employee or immediate family member (spouse, parent, sibling, and child) who
is also an employee or officer of the Village. Furthermore, all proposers shall disclose
the name of any Village employee or officer who, either directly or indirectly, owns a
material interest in the proposer’s company, firm or group or in that of any of its
affiliates. If no such conflict of interests exists, the proposer should clearly state this
in its proposal.
9. SELECTION/EVALUATION PROCESS:
The Village shall utilize an evaluation process for competitive selection.
I. Step One (Initial Evaluation):
Proposals that are complete and responsive shall be evaluated by the Village’s
Evaluation Committee.
Each Evaluation Committee member shall independently evaluate each proposal
based on the categories set forth below. Points shall be assigned using the
following matrix:
Maximum Points Category
30 Qualifications of Proposer
15 Experience of Person who will be assigned to the Village’s Account
25 Scope of Services Provided
15 Client References
15 Cost of Services
Maximum Number of Points: 100
The scores assigned to the proposal by each Committee member for each
category shall be totaled and averaged. Based on the total average score, the
proposers submitting the top two proposals shall advance to the “short list” and
may be invited to make a presentation to the Evaluation Committee.
Evaluation Scoring Scale:
60 Point Scale
RFP Page 10
Superior Response: 40 – 60 Points
Good Response: 20 – 39 Points
Fair Response: 10 – 20 Points
Failed Response: 0 – 9 Points
30 Point Scale
Superior Response: 20 – 30 Points
Good Response: 10 – 19 Points
RFP Page 10
Fair Response: 5 – 9 Points
Failed Response: 0 – 4 Points
15 Point Scale
Superior Response: 11 – 15 Points
Good Response: 7 – 10 Points
Fair Response: 3 – 6 Points
Failed Response: 0 – 2 Points
RFP Page 11
The Village expressly reserves the right to modify the procedures set forth herein
for the selection/evaluation process.
RFP Page 12
10. NEGOTIATION
At the conclusion of the competitive selection process, the Village Manager or his or her
designee shall commence negotiations with the firms in order of ranking. At the conclusion of
negotiations, the resulting contract(s) shall be presented to the Village Council for approval.
11. CONE OF SILENCE
This Request for Proposals is expressly subject to the Cone of Silence provisions of Section
2-355 of the Palm Beach County Code of Ordinances. Any contract resulting from this RFP
entered into in violation of the cone of silence provisions shall render the transaction voidable.
Exhibit “A” Page 1
RFP EXHIBIT “A”
SCOPE OF WORK/SPECIFICATIONS
The Village of North Palm Beach Community Development Department currently issues 2,500-
3,000 permits annually and uses the Building Permit module in Tyler Munis software. Address,
parcel and owner information is generated from the Palm Beach County Property Appraiser data.
The Village seeks the services of a qualified and experienced vendor to provide a software solution
for use in the following areas of the Village: building permitting, mobile inspections, impact fee
management, planning, code enforcement, mobile code enforcement, business tax receipt, customer
web interface and site plan review. The Village would like to purchase and begin implementation
on or before October 1, 2022, subject to Village Council approval. The proposal submitted and the
purchase order, if issued, shall be in complete accordance with, without limitation, this request for
proposal, Village of North Palm Beach specification entitled, “Online Permitting, Planning, Code
Enforcement and Licensing Software Solution”, all codes, specifications and requirements
referenced therein. The purpose is to have a seamless system that will be user friendly and will
integrate with current Village systems.
Services
Services shall include, but not be limited to the following:
Licensing and installation of the selected software program(s) on the prescribed number of computer
stations for the department (14 licenses). Implementation is to include project management, set up,
export/import data, data migration (comprised of project permit and inspection fees) and conversion
from Tyler Munis system (SQL database); Forms, reports (at a minimum the attached reports shall
be addressed in the proposal), files configuration, integration with the Village owned GIS layers and
training of Village employees.
The cost proposal shall break out these services, and any other being proposed in task format for
purpose of determining successful delivery and subsequent payment. Additionally, the cost proposal
shall provide the costs for annual hosting and support services for a ten-year period. When providing
this estimate, it is anticipated that the contract will include support services for five (5) years with
one-year renewal options.
The on-line permitting solution shall at a minimum do the following:
• Integrate with the Village’s current financial accounting, Tyler Technologies Munis
applications, including Tyler Cashiering.
• Work with the Village’s current credit card payment processing program, or propose a
different credit card payment solution.
• Allow citizens and/or contractors to be able to apply, check status, download permits and
submit plans online for obtaining a permit.
• Provide a Plan Review Process that will allow inspectors to sign off on submitted plans, to
accept/reject/add notes to plans electronically.
• Have the ability to over-lay corrected plans to compare to plans that were rejected to show
corrections.
• Send notifications to citizen or contractor that reference issues with permit request or status
of the submitted permit.
Exhibit “A” Page 2
• Provide workflows for permit processing and/or plans review.
• Allow citizens to see all fees paid and unpaid that are associated with their application.
• Allow citizens and contractors to request and schedule inspections and track status.
• Retrieve and review plans in the field.
• Access information in “real time” utilizing laptops in vehicles.
• Inquire into all activity on a project, including inspections, in the field.
• Access contractor information in the field.
• Print information in the field.
• Provide Alerts/Reminders, tracking of red, yellow tags and stop work orders.
• Print red tags from vehicles in the field.
• Retrieve all data that has been input for permits, by type; commercial or residential, job value,
surcharge fees, etc., in report form/ Ad-hoc reporting.
• Text or e-mail automated inspection requests that will be processed to correct inspector, 24
hours a day.
• Provide system sent e-mail or text alerts for expiring permits, prior to expiration date.
• Access information and all permits that have been issued to a contractor from one location.
• Show alerts and holds for: license or insurance expiration or revocation, red tags not paid,
stop work orders, duplicate permits (not closed), etc.
• Report information for permitting and payment for Building Department only……not to
include all fees from all other departments.
• Provide alerts when a commercial business that continues to operate during a remodel fails
to get their final inspection.
• Show flood zone mapping, integrated into the system; or availability to access while in the
system serving customers.
• Provide customers access to records to see that they have red tags, triple fee permitting
because of work without permit, etc.
Code Enforcement’s functional objectives for a software platform should include:
• Intuitive user interface
• Efficient (fast, easy) data entry
• Source information identifying how the action was initiated, i.e., Code Enforcement Officer,
Citizen Complaint, etc.
• A mobile workflow to be used with mobile devices in the field (via internet or mobile app
on iPad) that mirrors desktop application and its functions
• Automatic parcel information retrieval from Palm Beach County Property Appraiser
•
• Inspection notification and workflows (Cases will have a specific action required.
Applications should flag cases due for follow up action daily and notify the affected inspector
each day.)
• Automatic scheduling desired
• Easy queries and searches by any data field
• Violations table which can be amended as new ordinances are passed, language changed
• Custom and standard reporting
• Flexible report configurations
• Capacity for user-modifications by trained system administrator without programming skills
• Creation and tracking of modifiable letters and forms which can include inserted attached
photos
Exhibit “A” Page 3
• Multiple document attachment capability
• Code enforcement case tracking from beginning to end including complaint log, billing and
hearings
• Image management
• File attachment
• Audit Log records
• Online citizen access
• Property owner registration for vacant properties
• International Property Maintenance Code
• Perform SQL queries on the data as needed utilizing an open database format.
Code Enforcement Scope
I. Case management- Software platform will allow code enforcement inspectors a
solution to manage cases of various code enforcement processes:
• Automatic generation of workflow based upon code enforcement process
type.
• Choice of parcel data and owner lookup through GIS integration (tax records,
maps) and previous case lookup tables.
• Capacity to edit owner information and add/list multiple owners and
occupants.
• Automatically add “lookup information” to case.
• Automatically assign case numbers to new cases (Not optional).
• Automatic inspection and re-inspection scheduling with reminders
automatically sent.
• Ability to create daily and weekly task lists for code enforcement activities.
• Provide revisable drop-down lists to assign pertinent information to cases.
• Provide databases of inspections with spatial attribute data and other
information required. Software should record X and Y information at time of
creation.
• Provide easy access to previous case history. It is desirable that closed cases
and associated case information are able to be viewed on the map or a quick
search.
II. Letter Generation and Management – Software platform will provide code
enforcement inspectors an automated solution to generate and manage various code
enforcement letters:
• Automatic generation of various preformatted code enforcement letters based
upon case types with case content insertion including photos.
• Automatic content insertion of case information into letters.
• Letter editing capability via Microsoft Word or simple editor.
• Ability to reprint previously sent letters and to maintain a copy for the case
record.
• Ability to update owner and parties of interest letters and reprint letters while
maintaining previous case history.
• Ability to enter certified letter information and verify that cases have been
properly served.
Exhibit “A” Page 4
Exhibit “A” Page 5
• Ability to create letter formats in pdf and other email friendly formats.
• Ability to store letters in print queue for batch printing jobs.
• Letter templates easily modified and created by internal staff.
• Capability of electronic signatures on letters.
III. Parcel Data Lookup – Software platform will allow code enforcement officers a
solution to access and manage constantly changing property information:
• Automatically look up owner information from parcel database when new
case is entered into system.
• Ability to edit and update parcel data then create a new data record to be
stored in an update lookup table.
• Automatically looks up various parcel attribute data such as land use and
others.
• Automatically import additional owner information mailing information into
system from text file. This includes taxpayer, mortgage company, water
billing info, etc. Demonstrate how it will link.
IV. Reporting – Software platform will allow code enforcement inspectors and
management team a solution to generate various code enforcement reports:
• Ability to create listings of overdue letters and inspections.
• Ability to create and run standard reports along with customized reports.
• Ability for internal staff to write custom reports.
• Ability to create graphical charts and graphs summarizing code enforcement
information.
• Ability to export query information to Excel.
• Ability to email reports in PDF format.
• Map queried case information.
• Scheduled reports for automatic delivery via e-mail.
V. Photo and Document management – Software platform will allow code
enforcement inspectors a solution to manage photos and other documents associated
with cases:
• Ability to upload and associate videos, photos, etc with code cases and
violations.
• Unlimited file size support.
• Unlimited number of photos per case.
• Simultaneous upload of multiple photos.
• Ability to upload scanned and other documents to code cases and violations.
• Ability to add notes regarding imported documents.
• Ability to incorporate documents into case reports and letters.
• Secure cloud storage of uploaded case documents.
• Ability to upload pictures during field use.
• Ability to support general documents accessible outside of a case, i.e., code
book PDF, etc.
VI. GIS Integration and Embedded map - System will allow code enforcement officers
Exhibit “A” Page 6
a solution to incorporate and map existing GIS data. System should have a GIS Map
component included in the software. System should also include the following:
• Validation of address for new case processes.
• Owner address lookups.
• Query parcel information by owner name.
• Auto-populate information into cases based upon geographical location
utilizing integrated GIS layers such as code enforcement areas, flood zones,
etc.
• Automatically assign cases to code enforcement officers based on
geographical location.
• Ability to utilize GPS on a tablet in the field to create cases from the map.
• Ability to add notes on the map or to each parcel that is not related to a
specific case.
• Ability to hover over GIS information and see relevant fields in popup.
VII. On-line Citizen Access - System will allow citizens to file complaints and track
status:
• Filing complaints on-line.
• Easy access for citizens to track status of complaints.
• Capability for citizens to upload photos, videos, etc.
• Ability to notify inspectors of on-line complaints filed by citizens.
VIII. Public Nuisance Abatement – System will provide the code enforcement with a
solution to manage enforcement and remediation of public nuisance cases:
• Automatic scheduling of property inspections and re-inspections.
• Contractor Information and costs.
• Creation of invoices and other documentation required for lien/billing
process.
Data Migration - Ability to migrate information from the internal database currently in use
by code enforcement.
General Questions to be answered by Respondents:
• What are Minimum Bandwidth Requirements?
• What are Maximum Bandwidth Requirements?
• How many sites do you have for emergency backup/data recovery in case the main
server goes down? Where is the backup located?
• How frequently do maintenance periods occur? If there is downtime, how long does
the downtime last (on average?) At what time of the day/week does scheduled
maintenance normally occur?
• What kind of software uptime do you guarantee?
• If the contract is terminated, will the Village have access to download our data for
our own use? What other options does the vendor supply for the client in-order to
obtain the data? (i.e., transferring data to an external hard drive and shipped to the
Exhibit “A” Page 7
client)
• What is the timeline for implementation after receipt of order?
• How are software upgrades handled? Are they included in the annual maintenance
agreement?
The Village requests on-site training, however web training may be substituted if needed.
Tentative RFP Schedule (subject to change at the discretion of the Village):
May 6, 2022 Public Advertisement of RFP.
June 3, 2022 Proposals due by 2:15 PM
June 13, 2022 Evaluation Committee Review of RFP’s (Step 1)
July 14, 2022 Contract(s) Recommendation to Council
RFP EXHIBIT “B” PROPOSER’S CERTIFICATION
SUBMIT ONE ORIGINAL, FOUR (4) COPIES AND ONE ELECTRONIC
COPY OF YOUR PROPOSAL TO:
Village of North Palm Beach
Village Clerk’s Office
501 U.S. Highway One,
North Palm Beach, FL 33408
RFP TITLE: Online Permitting, Planning, Code Enforcement and Licensing Software
Solution
Proposal must be received PRIOR TO 2 :15 P.M. on June 3, 2022, at which time
Proposals will be opened.
Proposer’s Name:
(Please specify if a corporation, partnership, other entity or individual)
Fed. ID# or SSN:
Address:
Telephone No.: Fax Number:
E-mail Address:
Contact representative:
The undersigned authorized representative of the Proposer agrees to all terms and conditions stated
in the RFP, and proposes and agrees that if this proposal is accepted by the Village, the Proposer
will enter a contract with the Village incorporating the terms of the standard Village contract to
provide the services as stated in this proposal and in accordance with the terms and conditions of
this RFP. No proposal may be withdrawn for a period of one hundred and twenty (120) days
following the opening of the proposals. The Proposer further acknowledges and affirms the
certifications set forth in Section 7 of the RFP.
PROPOSER REPRESENTATIVE WITH AUTHORITY TO BIND CONTRACT
Authorized Representative’s Signature Date
________________________________________ ____________________
Name Position
Attest By:
_______________________________ [Corporate Seal]
Secretary
Exhibit “C” Page 1
RFP EXHIBIT “C”
PUBLIC ENTITY CRIMES STATEMENT
UNDER § 287.133, FLORIDA STATUTES
1. This sworn statement is submitted to the Village of North Palm Beach, Florida
by
(print individual's name and title)
for
(print name of entity submitting)
whose business address is
and (if applicable) its Federal Employer Identification Number (FEIN) is:
(If the entity has no FEIN, include the Social Security Number of the Individual
signing this sworn statement: )
2. I understand that a "public entity crime" as defined in Paragraph 287.133(1)(g), Florida Statutes,
means a violation of any state or federal law by a person with respect to and directly related to the
transaction of business with any public entity or with an agency or political subdivision of any other state
or of the United States, including, but not limited to, any bid or contract for goods or services to be provided
to any public entity or an agency or political subdivision or any other state or of the United States and
involving antitrust, fraud, theft, bribery, collusion, racketeering, conspiracy, or material misrepresentation.
3. I understand that "convicted" or "conviction" as defined in Paragraph 287.133(1)(b), Florida
Statutes, means a finding of guilt or a conviction of a public entity crime, with or without an adjudication
of guilt, in any federal or state trial court of record relating to charges brought by indictment or information
after July 1, 1989, as a result of jury verdict, nonjury trial, or entry of a plea of guilty or nolo contendere.
4. I understand that an "affiliate" as defined in Paragraph 287.133(1)(a), Florida Statutes, means:
a. A predecessor or successor of a person convicted of a public entity crime; or
b. An entity under the control any natural person who is active in the management of the
entity and who has been convicted of a public entity crime. The term “affiliate" includes
those officers, directors, executives, partners, shareholders, employees, members, and
agents who are active in the management of an affiliate. The ownership by one person of
shares constituting a controlling interest in another person or a pooling of equipment or
income among persons when not for fair market value under an arm's length agreement,
shall be a prima facie case that one person controls another person. A person who
knowingly enters into a joint venture with a person who has been convicted of a public
entity crime in Florida during the preceding 36 months shall be considered an affiliate.
5. I understand that a "person" as defined in Paragraph 287.133(1)(e), Florida Statutes, means any
natural person or entity organized under the laws of any state or of the United States with the legal power
Exhibit “C” Page 2
to enter into binding contract and which bids or applies to bid on contracts for the provision of goods or
services let by a public entity, or which otherwise transacts or applies to transact business with a public
entity. The term "person" includes those officers, directors, executives, partners, shareholders, employees,
members, and agents who are active in management of an entity.
6. Based on information and belief, the statement which I have marked below is true in relation to the
entity submitting this sworn statement. (indicate which statement applies.)
Neither the entity submitting this sworn statement, nor any of its officers, directors, executives,
partners, shareholders, employees, members, or agents who are active in the management of the entity, nor
any affiliate of the entity has been charged with and convicted of a public entity crime subsequent to July
1, 1989.
The entity submitting this sworn statement, or one or more of its officers, directors, executives,
partners, shareholders, employees, members, or agents who are active in the management of the entity, or
an affiliate of the entity has been charged with and convicted of a public entity crime subsequent to July 1,
1989.
The entity submitting this sworn statement, or one or more of its officers, directors, executives,
partners, shareholders, employees, members, or agents who are active in the management of the entity, or
an affiliate of the entity has been charged with and convicted of a public entity crime subsequent to July 1,
1989. However, there has been a subsequent proceeding before a Hearing Officer of the State of Florida,
Division of Administrative Hearings and the Final Order entered by the Hearing Officer determined that it
was not in the public interest to place the entity submitting this sworn statement on the convicted vendor
list. (attach a copy of the final order)
I UNDERSTAND THAT THE SUBMISSION OF THIS FORM TO THE CONTRACTING
OFFICER FOR THE PUBLIC ENTITY IDENTIFIED IN PARAGRAPH 1 (ONE) ABOVE IS FOR
THAT PUBLIC ENTITY ONLY AND, THAT HIS FORM IS VALID THROUGH DECEMBER 31
OF THE CALENDAR YEAR IN WHICH IT IS FILED. I ALSO UNDERSTAND THAT I AM
REQUIRED TO INFORM THE PUBLIC ENTITY PRIOR TO ENTERING INTO A CONTRACT
IN EXCESS OF THE THRESHOLD AMOUNT PROVIDED IN SECTION 287.017, FLORIDA
STATUTES FOR CATEGORY TWO OF ANY CHANGE IN THE INFORMATION CONTAINED
IN THIS FORM.
(Signature)
The foregoing document was sworn and subscribed before me this day of
, 20__ by , who is personally known to me or produced
as identification.
Notary Public
My Commission Expires:
Exhibit “D”
RFP EXHIBIT “D”
CONFIRMATION OF DRUG-FREE WORKPLACE
In accordance with Section 287.087, Florida Statutes, whenever two or more Proposals are
equal with respect to price, quality, and service which are received by any political subdivision for
the procurement of commodities or contractual services, a proposal received from a business that
certifies that it has implemented a drug-free workplace program shall be given preference in the
award process. In order to have a drug-free workplace program, a business shall:
(1) Publish a statement notifying employees that the unlawful manufacture,
distribution, dispensing, possession, or use of a controlled substance is prohibited in the workplace
and specifying the actions that will be taken against employees for violation of such prohibition.
(2) Inform employees about the dangers of drug abuse in the workplace, the business's
policy of maintaining a drug-free workplace, any available drug counseling, rehabilitation, and
employee assistance programs, and the penalties that may be imposed upon employees for drug
abuse violations.
(3) Give each employee engaged in providing the commodities or contractual services
that are under proposal a copy of the statement specified in subsection (1).
(4) In the statement specified in subsection (1), notify the employees that, as a
condition of working on the commodities or contractual services that are under proposal, the
employee will abide by the terms of the statement and will notify the employer of any conviction
of, or plea of guilty or nolo contendere to, any violation of chapter 893 or of any controlled substance
law of the United States or any state, for a violation occurring in the workplace no later than 5 days
after such conviction.
(5) Impose a sanction on, or require the satisfactory participation in a drug abuse
assistance or rehabilitation program if such is available in the employee's community by, any
employee who is so convicted.
(6) Make a good faith effort to continue to maintain a drug-free workplace through
implementation of this section.
As the person authorized to sign this statement on behalf of ,
I certify that complies fully with the above requirements.
Authorized Representative’s Signature Date
Name Position
Exhibit “E” Page 1
RFP EXHIBIT “E”
SCRUTINIZED VENDOR CERTIFICATION
PURSUANT TO SECTION 287.135, FLORIDA STATUTES
This sworn statement is submitted to the Village of North Palm Beach, Florida
by _____________________________________________________________________
(print individual's name and title)
for _____________________________________________________________________
(print name of entity submitting sworn statement)
whose business address is___________________________________________________
________________________________________________________________________
and (if applicable) its Federal Employer Identification Number (FEIN) is:_____________
(If the entity has no FEIN, include the Social Security Number of the Individual
signing this sworn statement: _______________________)
1. I hereby certify that the above-named entity:
A. Does not participate in the boycott of Israel; and
B. Is not on the Scrutinized Companies that Boycott Israel List.
2. If the Contract for goods and services is for more than $1,000,000, I hereby certify that the
above-named entity:
A. Is not on the Scrutinized Companies with Activities in Sudan List; and
B. Is not on the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector
List; and
C. Has not engaged in business operations in Cuba or Syria.
Section 287.135, Florida Statutes, prohibits the Village from: (1) contracting with companies for goods
or services in any amount if at the time of bidding on, submitting a proposal for, or entering into or
renewing a contract if the company is on the Scrutinized Companies that Boycott Israel List, created
pursuant to Section 215.4725, Florida Statutes, or is engaged in a boycott of Israel; and (2) contracting
with companies, for goods or services over $1,000,000 that are on the Scrutinized Companies with
Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy
Sector List created pursuant to Section 215.473, Florida Statutes or is engaged in business operations
in Cuba or Syria.
Exhibit “E” Page 2
As the person authorized to sign on behalf of the above-named entity, I hereby certify that the statements
set forth above are true and that pursuant to Section 287.135, Florida Statutes, the submission of a false
certification may subject the company to civil penalties, attorney’s fees and/or costs. I further
understand that any contract with the Village for goods or services may be terminated at the option of
the Village if the company has been found to have submitted a false certification.
(Signature)
The foregoing document was sworn and subscribed before me this ______ day of
______________, 20___ by ______________________, who is personally known to me or produced
______________________ as identification.
____________________________
Notary Public
My Commission Expires:
Exhibit “E” Page 1
REQUEST FOR PROPOSAL
EXHIBIT “F”
STANDARD VILLAGE CONTRACT
This Contract is made as of the _____ day of ____________, 2022, by and between the Village
of North Palm Beach, a municipal corporation organized and existing under the laws of the State
of Florida, hereinafter referred to as VILLAGE, and __________________________, a
corporation authorized to do business in the State of Florida, hereinafter referred to as VENDOR,
whose Federal Employer I.D. No. is __________________.
In consideration of the promises and mutual covenants herein contained, it is hereby agreed that
VENDOR shall provide to the VILLAGE all goods and services requested pursuant to the
Request for Proposals for an Online Permitting, Planning, Code Enforcement and Licensing
Solution pursuant to the terms and conditions of this Contract.
SECTION 1: SCOPE OF SERVICES OF THE VENDOR.
The Scope of Work for Online Permitting, Planning, Code Enforcement and Licensing
Software Solution is in accordance with the RFP document.
SECTION 2: TERM OF CONTRACT.
A. This Contract shall be for an initial term of five (5) years from the date first written above
unless earlier terminated in accordance with the terms and conditions stated herein. The initial
term of this Contract shall automatically extend for one-year terms unless either party notifies
the other party at least ninety (90) days prior to the end of the initial term or any renewal term
that it does not desire to have the Contract automatically extend.
B. VENDOR shall not be entitled to an increase in the agreed to compensation in this
Contract or payment or compensation of any kind from the VILLAGE for direct, indirect,
consequential, impact or other costs, expenses or damages.
SECTION 3: VILLAGE’S REPRESENTATIVE.
Unless otherwise specified by the VILLAGE, the VILLAGE’s representative shall be the
Director of IT. The Director of IT shall have the right at all reasonable times during the term of
this Contract to inspect or otherwise evaluate the work being performed thereunder and the
premises in which it is being performed.
SECTION 4: COMPENSATION AND METHOD OF PAYMENT.
A. The VILLAGE agrees to compensate the VENDOR for Online Permitting, Planning, Code
Enforcement and Licensing Software Solution and for which Purchase Orders are issued in
accordance with VENDOR’s proposal.
B. VENDOR shall submit an invoice(s) to the VILLAGE for said compensation on the date
and time mutually agreed upon by the VILLAGE and VENDOR. All invoice(s) received from
VENDOR pursuant to this Contract will be reviewed and approved by the VILLAGE’s
representative, indicating that goods and services have been provided and rendered in conformity
Exhibit “E” Page 2
with the Contract and then will be sent to the Finance Department for payment. Invoices will
normally be paid within thirty (30) days following the VILLAGE representative’s approval.
C. Work undertaken or expenses incurred that exceeds an amount set forth in this Contract
without prior written authorization from the VILLAGE shall be the liability of the VENDOR.
D. VENDOR waives consequential or incidental damages for claims, disputes or other
matters in question arising out of or relating to this Contract.
E. In order for both parties herein to close their books and records, VENDOR will clearly
state “final invoice” on the VENDOR’s final/last billing to the VILLAGE. This certifies that all
goods and services have been properly performed and all charges have been invoiced to the
VILLAGE. Since this account will thereupon be closed, any and other further charges if not
properly included in this final invoice are waived by the VENDOR. The VILLAGE will not be
liable for any invoice from the VENDOR submitted thirty (30) days after the provision of all
goods and services.
F. If the VILLAGE disputes any invoice or part of an invoice, VILLAGE shall notify
VENDOR of such dispute within fifteen (15) days of receipt of the invoice. VILLAGE reserves
the right to off-set, reduce or withhold any payment to VENDOR in accordance with the terms
and conditions of this Contract.
SECTION 5: INDEMNIFICATION.
A. VENDOR shall indemnify and save harmless and defend the VILLAGE, its agents,
servants, and employees from and against any and all claims, liability, losses, and/or cause of
action which may arise from any negligent act or omission of the VENDOR, its agents, servants,
or employees in the performance of services under this Contract.
B. VENDOR further agrees to indemnify, save harmless and defend the VILLAGE, its
agents, servants and employees from and against any claim, demand or cause of action of
whatsoever kind or nature arising out of any conduct or misconduct of the VENDOR its agents,
servants, or employees not included in the paragraph above and for which the VILLAGE, its
agents, servants or employees are alleged to be liable.
C. Nothing contained in this Contract shall create a contractual relationship with or a cause
of action in favor of a third party against either the VILLAGE or VENDOR, nor shall this
Contract be construed a waiver of sovereign immunity beyond the waiver provided in § 768.28,
Florida Statutes.
SECTION 6: PERSONNEL.
A. VENDOR represents that it has, or will secure at its own expense, all necessary personnel
required to perform the services under this Contract.
B. All of the services required hereunder shall be performed by the VENDOR or under its
supervision, and all personnel engaged in performing the services shall be fully qualified and, if
required, authorized or permitted under state and local law to perform such services.
Exhibit “E” Page 3
C. All of the VENDOR’s personnel (and all sub-contractors OR sub-consultants) while on
VILLAGE premises, will comply with all VILLAGE requirements governing conduct, safety,
and security.
SECTION 7: TERMINATION.
This Contract may be cancelled by the VENDOR upon thirty (30) days prior written notice to
the VILLAGE’s representative in the event of substantial failure by the VILLAGE to perform in
accordance with the terms of this Contract through no fault of the VENDOR. It may also be
terminated, in whole or in part, by the VILLAGE without cause upon thirty (30) days written
notice to the VENDOR. The VILLAGE may also terminate this Contract with written notice of
cause to the VENDOR, who fails to cure such cause within ten (10) days of the receipt of the
VILLAGE’s notice. Unless the VENDOR is in breach of this Contract, the VENDOR shall be
paid for services rendered to the VILLAGE’s satisfaction through the date of termination. After
receipt of a Termination Notice and except as otherwise directed by the VILLAGE, the VENDOR
shall:
A. Stop work on the date and to the extent specified;
B. Terminate and settle all orders and subcontracts relating to the performance of the
terminated work;
C. Transfer all work in progress, completed work, and other materials related to the
terminated work to the VILLAGE; and
D. Continue and complete all parts of the work that have not been terminated.
SECTION 8: FEDERAL AND STATE TAX.
The VILLAGE is exempt from payment of Florida State Sales and Use Tax. Unless purchased
directly by the VILLAGE, the VENDOR shall not be exempted from paying sales tax to its
suppliers for materials used to fill contractual obligations with the VILLAGE, nor is the
VENDOR authorized to use the VILLAGE’s Tax Exemption Number in securing such materials.
SECTION 9: INSURANCE.
A. Prior to commencing any work, the VENDOR shall provide certificates evidencing
insurance coverage as required hereunder. All insurance policies shall be issued by companies
authorized to do business under the laws of the State of Florida. The Certificates shall clearly
indicate that the VENDOR has obtained insurance of the type, amount, and classification as
required for strict compliance with this Section and that no material change or cancellation of the
insurance shall be effective without thirty (30) days’ prior written notice to the VILLAGE’s
representative. Failure to comply with the foregoing requirements shall not relieve the VENDOR
of its liability and obligations under this Contract.
B. The parties to this Contract shall carry Workers’ Compensation Insurance and
Employer’s Liability Insurance for all employees as required by Florida Statutes. In the event
that a party does not carry Workers’ Compensation Insurance and chooses not to obtain same,
then such party shall in accordance with Section 440.05, Florida Statutes, apply for and obtain
an exemption authorized by the Department of Insurance and shall provide a copy of such
exemption to the VILLAGE.
Exhibit “E” Page 4
C. VENDOR shall maintain, during the life of this Contract, Professional Liability/Error &
Omission Insurance/3rd Party Crime Coverage to include money & securities, forgery or
alteration and employee dishonesty in the minimum amount of $1,000,000 per occurrence.
D. All insurance, other than Worker’s Compensation, to be maintained by the VENDOR
shall specifically include the VILLAGE as an Additional Insured.
SECTION 10: SUCCESSORS AND ASSIGNS.
The VILLAGE and VENDOR each binds itself and its partners, successors, executors,
administrators, and assigns to the other party of this Contract and to the partners, successors,
executors, administrators and assigns of such other party, in respect to all covenants of this
Contract. Except as above, neither the VILLAGE nor the VENDOR shall assign, sublet, convey
or transfer its interest in this Contract without the written consent of the other. Nothing herein
shall be construed as creating any personal liability on the part of any officer or agent of the
VILLAGE which may be a party hereto, nor shall it be construed as giving any rights or benefits
hereunder to anyone other than the VILLAGE and the VENDOR.
SECTION 11: GOVERNING LAW, VENUE AND REMEDIES.
This Contract shall be governed by the laws of the State of Florida. Any and all legal action
necessary to enforce the Contract will be held in Palm Beach County. No remedy herein
conferred upon any party is intended to be exclusive of any other remedy, and each and every
such remedy shall be cumulative and shall be in addition to every other remedy given hereunder
or now or hereafter existing at law or in equity or by statute or otherwise. No single or partial
exercise by any party of any right, power, or remedy hereunder shall preclude any other or further
exercise thereof. The VILLAGE and VENDOR knowingly, voluntarily, and intentionally
waive any right they may have to trial by jury with respect to any litigation arising out of
or in connection with this Contract.
SECTION 12: INDEPENDENT CONTRACTOR RELATIONSHIP.
The VENDOR is, and shall be, in the performance of all Services under this Contract, an
independent contractor and not an employee, agent, or servant of the VILLAGE. All persons
engaged in any of the Services performed pursuant to this Contract shall at all times, and in all
places, be subject to the VENDOR’S sole direction, supervision, and control. VENDOR shall
exercise control over the means and manner in which it and its employees perform the Services.
SECTION 13: ACCESS AND AUDITS.
The VENDOR shall maintain adequate records to justify all charges, expenses, and costs incurred
in estimating and performing the Services for at least three (3) years after completion of this
Contract. The VILLAGE shall have access to such books, records, and documents as required in
this section for the purpose of inspection or audit during normal business hours, at the
VENDOR’s place of business. In no circumstances will VENDOR be required to disclose any
confidential or proprietary information regarding its products and service costs.
Exhibit “E” Page 5
SECTION 14: NONDISCRIMINATION.
The VENDOR warrants and represents that all of its employees are treated equally during
employment without regard to race, color, religion, disability, sex, age, national origin, ancestry,
marital status, or sexual orientation.
SECTION 15: ENFORCEMENT COSTS.
If any legal action or other proceeding is brought for the enforcement of this Contract, or because
of an alleged dispute, breach, default or misrepresentation in connection with any provisions of
this Contract, the successful or prevailing party or parties shall be entitled to recover reasonable
attorney’s fees, court costs and all expenses (including taxes) even if not taxable as court
awarded costs (including, without limitation, all such fees, costs and expenses incident to
appeals), incurred in that action or proceeding, in addition to any other relief to which such party
or parties may be entitled.
SECTION 16: AUTHORITY TO PRACTICE.
VENDOR hereby represents and warrants that it has and will continue to maintain all licenses
and approvals required to conduct its business and provide the Work under this Contract, and
that it will at all times conduct its business and provide the Work under this Contract in a
reputable manner. Proof of such licenses and approvals shall be submitted to the VILLAGE’s
representative upon request.
SECTION 17: SEVERABILITY.
If any term or provision of this Contract, or the application thereof to any person or circumstances
shall, to any extent, be held invalid or unenforceable, to remainder of this Contract, or the
application of such terms or provision, to persons or circumstances other than those as to which
it is held invalid or unenforceable, shall not be affected, and every other term and provision of
this Contract shall be deemed valid and enforceable to the extent permitted by law.
SECTION 18: MODIFICATIONS OF WORK.
A. The VILLAGE reserves the right to make changes in the work, including alterations,
reductions therein or additions thereto. Upon receipt by the VENDOR of the VILLAGE’s
notification of a contemplated change, the VENDOR shall, in writing: (1) provide a detailed
estimate for the increase or decrease in cost due to the contemplated change, (2) notify the
VILLAGE of any estimated change in the completion date, and (3) advise the VILLAGE if the
contemplated change shall affect the VENDOR’s ability to meet the completion dates or
schedules of this Contract.
B. If the VILLAGE so instructs in writing, the VENDOR shall suspend work on that portion
of the work affected by the contemplated change, pending the VILLAGE’s decision to proceed
with the change.
C. If the VILLAGE elects to make the change, the VILLAGE shall initiate a Change to the
Purchase Order and the VENDOR shall not commence work on any such change until such
revised Purchase Order is received.
Exhibit “E” Page 6
SECTION 19: PROTECTION OF WORK AND PROPERTY.
A. VENDOR shall continuously maintain adequate protection of all work from damage, and
shall protect the VILLAGE’s property from injury or loss arising in connection with the Contract.
Except for any such damage, injury, or loss, except that which may be directly due to errors
caused by the VILLAGE or employees of the VILLAGE, the VENDOR shall provide any
necessary materials to maintain such protection.
B. VENDOR will also take every necessary precaution to ensure the safety of the VILLAGE,
public and other guests and invitees thereof at or near the areas where work is being accomplished
during and throughout the completion of all work.
SECTION 20: WARRANTY/GUARANTY.
VENDOR warrants that its goods and services under this Contract will be free of defects in
materials and workmanship for a period of one year or longer in accordance with Manufacturer’s
Warranty following the provision of said goods and services.
SECTION 21: COMPLIANCE WITH LAWS.
VENDOR shall, in performing the services contemplated by this Contract, faithfully observe and
comply with all federal, state and local laws, ordinances and regulations that are applicable to the
services to be rendered under this Contract.
SECTION 22: NOTICE. All notices required in this Contract shall be sent by certified mail,
return receipt requested, and if sent to the VILLAGE shall be mailed to:
Village of North Palm Beach Village Manager
501 U.S. Highway One
North Palm Beach, FL 33408
and if sent to the VENDOR shall be mailed to:
SECTION 23: ENTIRETY OF CONTRACTUAL AGREEMENT.
The VILLAGE and the VENDOR agree that this Contract sets forth the entire agreement between
the parties, and that there are no promises or understandings other than those stated herein. None
of the provisions, terms and conditions contained in this Contract may be added to, modified,
superseded or otherwise altered, except by written instrument executed by the parties hereto. In
the event of a conflict between this Contract and the VILLAGE’s Request for Proposal and the
VENDOR’s proposal, this Contract shall take precedence with the VILLAGE’s Request for
Proposal taking precedence over the VENDOR’s proposal. All such documents shall be read in
a manner so as to avoid a conflict.
Exhibit “E” Page 7
SECTION 24: WAIVER.
Failure of a party to enforce or exercise any of its right(s) under this Contract shall not be
deemed a waiver of that parties’ right to enforce or exercise said right(s) at any time thereafter.
SECTION 25: PREPARATION.
This Contract shall not be construed more strongly against either party regardless of who was
more responsible for its preparation.
SECTION 26: SURVIVABILITY.
Any provision of this Contract which is of a continuing nature or imposes an obligation which
extends beyond the term of this Contract shall survive its expiration or earlier termination.
SECTION 27: WAIVER OF SUBROGATION.
VENDOR hereby waives any and all rights to Subrogation against the VILLAGE, its officers,
employees and agents for each required policy. When required by the insurer, or should a policy
condition not permit an insured to enter into a pre-loss agreement to waive subrogation without
an endorsement, then VENDOR shall agree to notify the insurer and request the policy be
endorsed with a Waiver of Transfer of Rights of Recovery Against Others, or its equivalent. This
Waiver of Subrogation requirement shall not apply to any policy, which a condition to the policy
specifically prohibits such an endorsement, or voids coverage should VENDOR enter into such
an agreement on a pre-loss basis.
SECTION 28: INSPECTOR GENERAL.
VENDOR is aware that the Inspector General of Palm Beach County has the authority to
investigate and audit matters relating to the negotiation and performance of this Contract and in
furtherance thereof, may demand and obtain records and testimony from VENDOR. VENDOR
understands and agrees that in addition to all other remedies and consequences provided by law,
the failure of VENDOR to fully cooperate with the Inspector General when requested may be
deemed by the VILLAGE to be a material breach of this Contract justifying its termination.
SECTION 29: ADDITIONAL SERVICES;
If during the contractual period covered by the agreement, additional services are needed, the
VENDOR may, at the option of the Village Council, be engaged to perform these services under the
terms of the contract.
SECTION 30: PUBLIC RECORDS.
IF VENDOR 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 AT: (561) 841-3355;
NPBCLERK@VILLAGE-NPB.ORG; OR 501 U.S. HIGHWAY ONE, NORTH
Exhibit “E” Page 8
PALM BEACH, FL 33408.
In performing services pursuant to this Contract, VENDOR shall comply with all relevant
provisions of Chapter 119, Florida Statutes. As required by Section 119.0701, Florida Statutes,
VENDOR shall:
1. Keep and maintain public records required by the VILLAGE to perform the service.
2. Upon request from the VILLAGE’s custodian of public records, provide the VILLAGE
with a copy 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 in Chapter 119, Florida
Statutes, or as otherwise provided by law.
3. Ensure that 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 VENDOR does not
transfer the records to the VILLAGE.
4. Upon completion of the Contract, transfer, at no cost, to the VILLAGE all public records
in possession of VENDOR or keep and maintain public records required by the VILLAGE to
perform the services. If VENDOR transfers all public records to the VILLAGE upon completion
of the Contract, VENDOR shall destroy any duplicate public records that are exempt or
confidential and exempt from public records disclosure requirements. If VENDOR keeps and
maintains public records upon completion of the Contract, VENDOR shall meet all applicable
requirements for retaining public records. All records stored electronically must be provided to
the VILLAGE, upon request from the VILLAGE’s custodian of public records, in a format that
is compatible with the information technology systems of the VILLAGE.
SECTION 31: PROHIBITION AGAINST CONTINGENT FEES.
VENDOR warrants that it has not employed or retained any company or person, other than a
bona fide employee working solely for VENDOR, to solicit or secure this Contract and that
VENDOR has not paid, or agreed to pay, any person, company, corporation, individual or firm,
other than a bona fide employee working solely for VENDOR, any fee, commission, percentage,
gift, or other consideration contingent upon, or resulting from, aware or making of the Contract.
For the breach or violation of this provision, the VILLAGE shall have the right to terminate this
Contract and its sole discretion, without liability, and to deduct from the Contract price, or
otherwise recover, the full amount of such fee, commission, percentage, fit or consideration.
SECTION 32: E-VERIFY
VENDOR warrants and represents that VENDOR and all subcontractors are in compliance with
Section 448.095, Florida Statutes, as may be amended. VENDOR has registered to use, and shall
continue to use, the E-Verify System (E-Verify.gov) to electronically verify the employment
eligibility of newly hired employees and has received an affidavit from each subcontractor stating
that the subcontractor does not employ, contract with or subcontract with unauthorized aliens. If
the VILLAGE has a good faith belief that VENDOR has knowingly violated Section 448.09(1),
Florida Statutes, the VILLAGE shall terminate this Contract pursuant to Section 448.095(2),
Florida Statutes, as may be amended. If the VILLAGE has a good faith belief that a subcontractor
Exhibit “E” Page 9
has knowingly violated Section 448.09(1), Florida Statutes, but VENDOR has otherwise
complied, it shall notify VENDOR, and VENDOR shall immediately terminate its contract with
the subcontractor.
IN WITNESS WHEREOF, the VILLAGE and VENDOR have made and executed this Contract
as of the day and year first above written.
VENDOR
By:
Print Name:
Position:
VILLAGE OF NORTH PALM BEACH
BY: ________________________________
DEBRA SEARCY
MAYOR
ATTEST:
BY: ________________________________
JESSICA GREEN,
VILLAGE CLERK
APPROVED AS TO FORM AND
LEGAL SUFFICIENCY:
BY: ________________________________
VILLAGE ATTORNEY
Land Mangement Software
Permits, Planning and Zoning and Code Enforcement
Electronic Plan Review
Inspections - Building, Code and Fire
Business Licensing
Public Web Portal
Query and Reporting Tools
28 Hammond
Irvine • CA • 92618
800 • 255 • 5678 phone
949 • 458 • 7626 fax
eric@maintstar.com
Permitting Software
Village of North Palm Beach
RFP 2022-LR
Permitting Software
Due Date: June 6, 2022 2:15 PM EST
Village of North Palm Beach - FL
u Section B - Table of Contents 2
u Section C - Transmittal 3
u Section D - Statement of Qualifications 5
MaintStar Company Profile 6
Finance and Stability 6
MaintStar Qualifications Statement 7
MaintStar - Recent Similar Projects 7
MaintStar Technical Competence 8
No Conflict of Interest Statement and Insurance Compliance 8
u Section E - Project Team 9
u Section F1 - Mainstar LMS - Software Proposed 17
MaintStar LMS - Advantages 18
MaintStar LMS - Solution Overview 19
Highlights 19
Project and Land Management 20
Permitting Operations 20
Planning and Zoning Operations 21
Code Enforcement Operations 21
Business Licensing Operations 22
MaintStar LMS - Shared Resources 22
u Section F2 - MaintStar LMS Reporting 23
u Section F3 - Response to Specifications 30
Minimum Requirements 31
MaintStar Point-by-Point Response to Specifications 31
General Questions 45
u Section F4 - Project Plan and Implementation 46
Project Methodology and Plan 47
Project Management 48
MaintStar Team Responsibilities 48
Customer Responsibilities 49
Project Management Tool 49
Village of North Palm - Project Estimates 50
Project Tasks and Responsibilities 50
Village of North Palm - Project Estimates 51
Village of North Palm - Project Plan Outline 51
u Section F5 - Project Schedule 52
u Section G - References 53
u Section H - Cost of Services 55
MaintStar First Year Investment 56
All Inclusive Single Annual Recurring Fee 57
Payment Milestones 57
Optional Integrations 57
u Section J - M - Return Forms 59
Section I - Proposer’s Certificate (Exhibit B) 60
Section J - Public Entity Crimes Statement (Exhibit C) 61
Section K - Confirmation of Drug-Free Workplace (Exhibit D) 63
Section L - Scruntized Vendor Certification (Exhibit E) 65
Section M - Conflict of Interest Disclosure 66
MaintStar - Certificate of Insurance 67
u Supplemental Materials 68
u MaintStar Hosting Services and Security Measures 69
MaintStar Vendor Hosted - Network Diagram 70
Minimum RTO and RPO 72
Business Continuity and Disaster Recovery 72
RFP 2022-LR - Permitting Software
Respectfully Submitted,
Eric Sabato
Vice President of Sales and Authorized Corporate Officer
MaintStar
Land Management and Public Works Products
800 • 255 • 5675 office
714 • 883 • 8851 mobile
949 • 458 • 7626 fax
eric@maintstar.com
RFP Document Received Understood and Ack
RFP 2022-LR - Original Release 05/06/2022
RFP 2022-LR - Addenda 1 - Question and Answer 05/09/2022
Mr. Lukasik:
On behalf of MaintStar, I am pleased to provide the following response to the Village of North Palm Beach for your
consideration. MaintStar offers one of the newest, most advanced Land Management Solutions available today. MaintStar
currently supports 4 clients in Florida and is licensed to perform contracts in Florida.
MaintStar, if selected by the Village, the proposer understands the work to be done, commits to perform the work within
the time period, is able to and will comply with all applicable laws, rules, regulations and ordinances of the Village, Palm
Beach County, the State of Florida and the United States.
MaintStar offers MS as a perpetual enterprise license price - there are no license fees for adding users. A single recurring
annual fee includes all ongoing services: hosting, support, and online training. MaintStar is the manufacturer, services
provider, meets all requirements and services and is sole contractor for this project. This proposal is good for 180 days.
MaintStar LMS is built on the latest web browser environment and offers both ESRI/GIS and MS Office advanced
integrations as standard. MaintStar offers dedicated customer environments (never shared or multi-tenant) for each client -
each with customized security and IT specifications.
Every effort is made to provide a complete and accurate response. However, if any questions arise with any part of this
response, please feel free to contact me directly. Note: Following this letter is MaintStar’s Certificate from The State of
California as a Corporation in Good Standing. MaintStar has no pending litigation and has not defaulted on a contract since
its inception (1984).
June 1, 2022
Village of North Palm Beach
501 U.S. Highway One
North Palm Beach, FL 33408-4906
Attn: Andrew Lukasik, Village Manager
RE: RFP 2022-LR - Permitting Software
28 Hammond, UnitDIrvine • CA • 92618
800 • 255 • 5675 phone
949 • 458 • 7626faxwww.maintstar.com
page 4
u Section D - Statement of Qualifications
Village of North Palm Beach - FL
RFP 2022-LR -Permitting Software
MaintStar Company Profile
MaintStar Vendor Profile
Years in Business Since 1984, 37 Years
Corporate Ownership Incorporated - State of California Good Standing
Number of Employs 38 Employs
Location
Support Center
MaintStar - Corporate Office
28 Hammond Unit D
Irvine CA 92618
Local Officer &
Point of Contact
Eric Sabato, Vice President of Sales
28 Hammond Unit D, Irvine, CA 92618
800-255-5675 o. 714-883-8851 c.
eric@maintstar.com
Company Background 36 years - Servicing State/Local government in Public Works and Community Develop-
Product Ownership 100 % - No Licensed Technology
100 % - In House Developed
Company Focus
Industries Served
Nationwide - Local City and County Government
Water Districts
Port Authorities
Key Customers Alameda County - CA
Orange County - CA
Baltimore County - MD
Hillsborough County - FL
State of Wyoming DOT - WY
State of Kansas DOT - KS
DUNS 18-6024766
Fed Tax ID (EIN)33-0151817
Total Clients > 200
Awards Microsoft® CityNext™
Key Partners Microsoft® - Business Software
Microsoft® CityNext™ - Government Specific Technologies
ESRI® - GIS Location Mapping
Finance and Stability
MaintStar Bank Reference
Institution Bank of America - Laguna Beach Branch
Contact Judy Jeong
Phone 626-817-0224
Duns 18-6024766
FY 2020 Revenues > $ 17m
FY 2020 Net Profit as % Sales > 12%
Debt MaintStar has zero debt.
Statement on Litigation No Litigation.
page 6
MaintStar Qualifications Statement
Established in 1984, MaintStar enjoys 38 year track record of supplying and supporting state and local government
software systems, specifically for Community Development Land Management and Public Works Enterprise Asset
Management. MaintStar has deployed and supports over 200 similar agencies to Village of North Palm Beach in the United
States.
Experts - MaintStar brings 38 years of experience in Permitting and Land Management solutions for State/Local
Government, Utilities, and Port Authorities.
Domain Knowledge - MaintStar applications have years of providing the exact same solutions, features, and
requirements detailed in this solicitation - and the company has the necessary previous experience.
References - Maintstar includes three references to demonstrate system performance and services satisfaction.
Additionally see similar projects below.
Single Source Primary Contractor - MaintStar is the sole and primary contractor for this project and does not
require a sub-contractor for any specialized work on this contract. MaintStar is the single point of contact for any
issue on this project.
Technical Competency - MaintStar brings a rich pool of people, knowledge and expertise to this project
through decades of experience in implementing Permitting and Land Management solutions in water
and waster water utilities. MaintStar team averages 14 years of specific Permitting and Land Management
experience. They execute a well-planned approach for your implementation.
Highly Experienced Staffing/Personnel - The MaintStar team brings 12 years of average company tenure and
15 years of average domain experience to this project. MaintStar is an EEO employer and adheres to all Fair Wage
practices.
Product Advantage - Third generation design with the advantage of the “lessons learned” in design and
architecture. Including the knowledge to select the most appropriate technology for performance, life cycle,
and return on investment.
Perpetual, Enterprise Site License - No Annual Subscription or Named User Licensing Fee.
Once the agency buys the license - there are no additional fees to add users or use annually.
Premier AWS GovCloud Hosting Solution - No Multi-Tenancy, Unique Test and Production
Environments, and Premier Security Measures applied.
Modern Architecture - React JS, MS SQL 2019, RESTful Web Services API
MaintStar - Recent Similar Projects
MaintStar Similar Experience - Land Management Installations
Agency Population/Served General Description
Palm Springs FL 24,900 Permitting, Code Enforcement, Planning, Licensing
City of La Mesa CA 59,900 Permitting, Code Enforcement, Planning, Licensing, EPR
Plant City FL 38,700 Permitting, Code Enforcement, Planning, Licensing, EPR
Mesa County CO 154,210 Permitting, Planning, Code Enforcement
City of Waukegon IL 87,800 Permitting, Code Enforcement, Business Licensing
State of Kansas KS 3.7 million Permitting, ROW Permits, Utility Permits, Inspections
page 7
MaintStar Technical Competence
MaintStar Technical Experience
Sub-Contracting None. MaintStar is the Developer, Implementor and On-Going Service Provider
Third Party Software None. MaintStar can provide complete Land Management via this solution.
Team Competence Software Development - In House
Database Optimization - In House
Project Manager - In House
Documentation Development - In House
Project Coordination - In House
Business Analyst - In House
System Integrations
Standard/Included
Experience
ESRI - GIS (note: Open GIS Architecture)
Microsoft Office and Exchange Integration
MS SQL Reports v6
ePlanSoft EPR
CardConnect PCI Credit Card, ACH and PayPal Payment Processing
Previous Client Integration
Experience
Tyler Eden Cashiering
Tyler Munis Financial
ePlanSoft EPC an EPR Plan Review
Microsoft CRM Dynamics®
Selectron Automated ACD
Paymentech (now JPM Chase) Credit Card, ACH and PayPal Payment Processing
Previous
Database Conversions
Tidemark Permitting
Accela Permits Plus
Tyler Eden Permitting
Access and MS SQL Agency Created Database Conversion
No Conflict of Interest Statement and Insurance Compliance
MaintStar Statements
Village of North Palm Beach
RFP - 2022-LR
Specifications & Standard Contract
MaintStar LMS is in full compliance with all specifications in contained in
this RFP response. MaintStar agrees to the terms and conditions contained
in the Standard Village Contract - Exhibit F.
Village of North Palm Beach
RFP - 2022-LR
Insurance Requirements
MaintStar complies to the insurance requirements. A full Certificate of
Insurance is provide on page XX.
Village of North Palm Beach
RFP - 2022-LR
Conflict of Interest
MaintStar attests by submission of this proposal and by signature below,
any individual who will perform work on behalf of MaintStar on this project
is not employed by the Village of North Palm Beach or is engaged in any
business relationship with the Village of North Palm Beach.
Eric Sabato, Vice President of Sales and Authorized Corporate Officer
page 8
Village of North Palm Beach - FL
RFP 2022-LR -Permitting Software
u Section E - Project Team
The Project Team
The MaintStar Team
Sales Manager Eric Sabato, Vice President of Sales
800.255.5675
714.883.8851 c.
eric@maintstar.com
Project Manager Tony Sheppard, Project Manager
800.255.5675 x203 o.
tony@maintstar.com
GIS/Database Engineer Victor Reinhart, Director GIS Development
714.309.7362 c.
victor@maintstar.com
Training Manager David McElroy, Director of Training, Project Manager
714.585.0712 c.
david@maintstar.com
Project Sponser Olga Aznabakiyeva, Project Coordinator
415.658.1322 c.
olga@maintstar.com
Technical Support Long Nguyen, Senior Technical Support
800.255.5675 x205 o.
long@maintstar.com
Configuration
Custom Development
Integrations
Vladimir Buskin, Chief Architect
949.426.5618 c..
vladimir@maintstar.com
Victor Reinhart, Integration Documentation and Testing
Gennady Kuteykin, Programming Specialist (Integrations)
Escalation Dimitry Poretsky, President
800.255.5675 x202 o.
dp1@maintstar.com
25YEARS
20YEARS
16YEARS
14YEARS
5YEARS
4YEARS
5YEARS
37YEARS
page 10
Team Resumes
Project Team Tony Sheppard - Project Manager
Work History MaintStar - 4 years
Tony serves as a project manager for MaintStar Enterprise Asset Management (EAMS) and Land
Management (LMS) systems. With exceptional experience in the public sector service, Tony
has the experience to work with customers to analyze and optimize efforts and processes to
maximize their investments in MaintStar products.
Tony brings twenty years of Information Technology management experience in the
government, healthcare, and manufacturing sectors. First responder and public works agencies
gain from Tony’s more than ten years of leadership and technology support in the public sector.
Tony specializes in leveraging MaintStar applications to exceed requirements and expectations,
leading to a list of successful enterprise deployments.
Experience Tony brings a consistent record delivering enterprise-class technologies and technology
leadership to the County of Ventura Public Works. Familiar with the interworkings of both
technology and government he is the bridge for public utilities, field-based operations, and
maintenance staff, executive-level decision-makers. A passion for process improvement is the
ideal trait for a Project Manager.
Served as Project Manager and led a team for a GIS centric, cloud-based asset management and
work order system involving multiple stakeholders, decision makers and subject matter experts.
Project focused on integration with timekeeping software, accuracy of data input, field-based
mapping, workflow and automation development and significant end user training.
Built resiliency and continuity of operations with cloud-based Software as a Service (SaaS).
Developed GIS resources using Geocortex supporting 80 data layers critical to the needs of
internal and external customers.
Deployed Citizen Relationship Management (CRM) system providing online access to
government resources with over 700 monthly citizen interactions. Using automated workflows,
citizen needs are automatically routed to designated staff.
Developed SharePoint applications to automate and track purchase requisitions, invoicing,
training compliance, contact management, document approvals, staffing changes, and others.
2017 Ventura County Public Works Agency Employee of the Quarter
2020 Ventura County Public Works Agency Manager of the Year Award
2020 Ventura County Management Council Innovation Award
Project Experience County of Ventura, CA Alameda County, CA
City of New Ulm, NM Alaska Communications
Seminole County, FL
Education Associates Degree, Moorpark College
American Military University Bachelor’s Degree, Management of Information Systems
page 11
GIS & DBA Engineer Victor Reinhart - System Application Engineer and Database Administrator
Work History MaintStar - 25 years
As a Interface Applications Developer, Database Administrator and Developer, and ArcGIS
Certification, Victor brings wealth of knowledge and experience to the project. Victor is
innovative, an excellent communicator, and inspires our TEAM (Together Everyone Achieves
More) attitude at MaintStar.
Experience MaintStar to ESRI GIS, Bentley and other OGC interfaces on mapping and Geo-systems. ArcMap,
ArcGIS Server, ArcSDE.
MaintStar to CardConnect - PCI Compliant CC processing
MaintStar to Microsoft Dynamics CRM
MaintStar to Tyler Accounting and Cashiering
MaintStar to Sungard HTE Work Order System
Various APIs including US Postal Office, Oracle ERP, and specialized MS Office requests. These
include auto-postal and address validation systems.
Database conversion lead and development - Oracle and MS SQL. Legacy conversion and
ongoing migration to new platforms.
Security experience at Windows and UNIX platforms. Domain Controller setup, management,
and ongoing support. Firewall and Remote VPN setup and support.
Programming
Languages
SQL, C#, C, C++, PHP, JavaScript, JQuery, Powerscript, Perl, Python, PowerScript, DataStage, IBM
Assembler, ASP, COBOL.
Web Services RESTFUL, SOAP, JSON
Project Experience Orange County, CA MVCP (Haverhill Cooperative Purchasing), MA
County of Ventura, CA County of Santa Clara, CA
Hillsborough County, FL City of Winter Gardens, FL
Alameda County, CA City of Culver City, CA
Village of Lansing, IL
County of Baltimore, MD
State of Wyoming, WY
Education University of California, Los Angeles, 1984
Bachelor of Science Engineering with honors.
Continues to remain current on technology through the UCLA Extension Program
page 12
PM & Training David McElroy - Project Manager & System Implementation Engineer
Work History MaintStar - 20 years
As a Project Manager, David practices effective communication to find more cost effective
and easier solutions to complex issues. He simultaneously coordinates various departmental
resources to execute contracted deadlines utilizing critical thinking, strategic planning
and problem solving. He has an extensive knowledge of MaintStar, report writing, and the
community development industry, and works closely with his clients to optimize their processes
within MaintStar. David’s technical expertise and experience working with people from a variety
of professional, persona, and international backgrounds ensure a successful project from start to
finish.
Project Roles Ensures an on-time delivery of completed system
Manages “scope creep” by effectively holding weekly/daily discussions with client
Understands and manages client expectations
Recommends business process decisions to client whenever reasonable
Possesses a thorough knowledge of our software and a thorough understanding for configuring
the system during each project
Effectively facilitates regular status meeting with the Project Team
Ensures project documents are complete, current, and appropriately documented by reviewing
deliverables prepared by team before passing off to client
Manages daily operational aspects of a project, scope and client interaction
Identifies necessary resources to complete projects and communicates with Technical Staff,
Data Conversion, Software, Engineers, and Trainers to assign tasks to available resources while
meeting the business needs of each client
Experience David excels at one on one and group trainings. He has supervised and conducted all major
training operations for MaintStar over the past 20 years. Some installations include the following:
Project Experience County of Adams, CO County of Clark, WA
County of Ventura, CA County of Santa Clara, CA
Hillsborough County, FL City of Alameda, CA
County of Washoe, NV City of Winter Gardens, FL
County of Contra Costa, CA
County of Baltimore, MD
Education David has an MBA degree with over 20 years of EAM system experience, and will handle
implementation and training.
page 13
Project Team Olga Aznabakiyeva - Project Coordinator
Work History MaintStar - 5 years
Olga Aznabakiyeva serves as the main contact for the project. She will coordinate weekly
progress meetings including sending out Agendas and Minutes of Meetings. She will act as the
primary communication conduit during the project. She will collect data from the customer
such as User IDs, Forms, Codes, Land Management Data to be sure that data is properly
distributed to the engineering team for import into the system. She will also setup Ad Hoc
meetings to configure Record/Permit Types and establish screen layouts, dropdown values and
overall screen layouts and appearence.
Project Roles Effectively facilitates regular status meeting with the Project Team and customer.
Distribute customer supplied resources to the appropriate Project Team member (forms, import
data, user loading, minor configuration of system parameters).
Replication or creation of customer forms or reports for input into system.
Work independently, while successfully meeting time lines and project objectives
Possess and execute comprehensive documentation practices
Create and configure system record types to meet the ongoing changes customers encounter
through out the life use of Land Management Systems.
Assist Project Managers with the implementation of software during new client installations
Effectively prioritize and operate pro actively
Mental dexterity to grasp new ideas and integrate them into desired results
Experience Olga has over 5 years computer science experience in HTML and CSS web technologies and
design in addition to communications and project management qualifications and experience.
She has worked on over 8 installations and another 6 installations in Forms layout and design
and reports layout and design.
Project Experience State of Wyoming DOT State of Kansas DOT
Village of Hazel Crest, IL City of Plant City, FL
Village of Dolton, IL
City of Rio Vista, CA
Alameda County, CA
Village of Lansing, IL
Education Bachelor of Science – Philosophy. Trained in MIcrosoft RDL - Report and Form Development,
JasperSoft - Report and Form Development. HTML Web Development certified. Asana and
Microsoft Project Certification
page 14
Engineering Team Vladimir Buskin - Systems Engineer
Work History MaintStar - 14 years
Vladimir Buskin is the primary engineering lead on all engineering aspects of the system
deployment. This includes:
1. Integration to new applications or application environments.
2. Testing and confirmation integration meets customer requirements.
3. Assure system is meeting customer requirements from a functional perspective.
4. Discover and development alternatives to improve use and reliability of system
Project Roles System Deployment, Integration and Interface Testing and Product Engineering
System architecture and Development Environment Decisions
Experience Development:
ASP net 2.0, SQL server, Oracle 10g.
Web Services
JavaScript, JQuery C# ASP.net - 10 years;
Java 5 - 2 years;
SQL, T-SQL, PL/SQL; - 12 years;
Node.js – 2 years;
NHibernate – 8 years;
HTML, CSS, JSON, XML, Ajax - 10 years;
Webpack, React.JS, Redux, Angular – 2 years;
JQuery, YUI – 7 years;
ArcGIS, Leaflet, GeoJSON, Spatial SQL – 7 years;
Crystal Reports – 4 years.
Databases and Tools:
MS SQL Server (full cycle of database development);
T-SQL; MySQL; MS Access; Oracle 8i-10g, PL/Sql; Crystal report;
Fast report; SubVersion; CVS; Mantis (bug tracking system).
IDEs:
MS Visual Studio, IntelliJ 6 IDEA 6, WebStorm, Atom.
Project Experience State of Wyoming DOT Village of Lansing, IL
Village of Hazel Crest, IL
Village of Dolton, IL
City of Rio Vista, CA
Alameda County, CA
Education Informatics and Computer Engineering Department
MBS - Computer Sciences - Software Developer
page 15
Support Team Long Nguyen - Senior Technical Support Engineer
Work History MaintStar - 16 years
Long Nguyen serves as one of the main contacts for all technical support questions and assists
with data conversions, implementations, and report writing. He provides client support and
technical issue resolution via e-mail, phone and on-line mediums. Additionally, Long helps with
configuration of the various interfaces that are needed to connect to the database. He identifies
issues, corrects and advises as needed on operational issues.
Project Roles Provide training to clients in the use of system and applications
Configure software to connect to internet application servers
Identify and correct or advise, on operational issues in various computer systems
Work independently, while successfully meeting time lines and project objectives
Possess and execute comprehensive documentation practices
Create and maintain detailed records using MaintStar’s problem resolution tracking system to
report and ultimately conclude outstanding support requests from clients
Assist Project Managers with the implementation of software during new client installations
Effectively prioritize and operate pro actively
Mental dexterity to grasp new ideas and integrate them into desired results
Experience Long has over 16 years of computer related work that is geared to municipalities and public
agencies. His broad exposure to many types of systems during his tenure, offers a well-rounded
view for creating optimal implementations. Long is uniquely qualified to provide the highest
level of support to our clients.
Project Experience City of Pleasanton, CA City of Fremont, CA
City of Thousand Oaks, CA City of Timmons, Canada
City of Fairfield, CA City of San Bruno, CA
City of El Paso, TX City of Culver City, CA
Memphis Light, Gas & Water, TN
City of Reno, NV
Education University of California, Santa Barbara, 2000
Bachelor of Science – Computer Science, emphasis in Programming Methodology, and Internet
Information Services
page 16
u Section F1 - Mainstar LMS - Software Proposed
Village of North Palm Beach - FL
RFP 2022-LR -Permitting Software
MaintStar LMS - Advantages
Cost Advantages
Perpetual Enterprise License NO PER USER FEE - NO ON GOING SUBSCRIPTION FEE. When your agency adds users, there are no
fees.
Single Annual Recurring Fee MaintStar bundles Hosting, Maintenance, On Going Training and Upgrades into a single annual
fee. Since the license is site enterprise adding users over time incurs NO COST.
Standard Default integrations MaintStar LMS offers ESRI GIS and Microsoft Exchange 365 integrations at no charge/standard.
Not only will you save dollars, the connection to these systems takes 2 days.
Premier Hosting Solution
Geo-Diverse Replicated Data MaintStar hosts with AWS EC2 S3 GovCloud. The same hosting solution as the FBI, CIA and other
Federal Government agencies use. This offers the most robust, reliable, and secure solution
available on the cloud. Full details are provided in a Cloud Hosting Section.
The data speed and performance on AWS EC2 S3 GovCloud is greater, and the historical up
time is better than .99995% over the last five years.
No Multi-Tenancy Not all Cloud Hosting solutions are the same. Cloud Hosting allows many vendors to take
shortcuts’ to increase revenue at considerable sacrifice to the customer. The first shortcut
is to house many customers on the same server, operating system, and database.
Housing multiple customers on the same software are known as multi-tenancy. When
customers are multi-tenant - they all share the same database, they are all upgrade on
the same day, and their system is not truly unique and custom.
True Land Management - Not Just a Permitting System
Real Land Management
Database
MaintStar LMS offers a full relational five table Land Management Database. Parcels, Situs
Addresses, Structures, Establishments, and Owners of Records are in dedicated in tables and have
a many-to-many relationship. This offers full lookup and association for each property in you
community. Not all code and permitting systems are NOT Land Management Solutions.
Power of Land Management - If an National corporation has a franchise in your community -
the Establishment table will provide a lookup of the local contacts, national contacts, and full
Establishment information and licensing at your staff’s fingertips.
Full Codes Database MaintStar LMS offers a full relational codes database. This allows several codes sources
Municodes, ICC Codes, IMPC codes have dedicated onboard codes dictionaries that your team
may take advantage of.
Licensed Professional Database All contractors all available on line for lookup, contact information, all current applications and
credential validation are easy to lookup in the office or in the field.
CRM Database Full contact relationship table. All contacts at your fingertips.
Built for Customization
Screen Customization MaintStar LMS is a Commercial-Off-The-Shelf system with a dedicated Administration User
Interface that provides full customization of the system. No two MaintStar LMS systems look the
same. Agencies can customize screens, data fields, online user help, dropdown lists, standardized
comments, checklists and all land management automation.
Features Users Want
On Board Workflow Engine Full on board workflow automation to reduce manual labor and automate your operation.
On Board Reporting Engine Full on board reporting engine for standard, custom, instant and ad hoc (build from scratch)
reports.
On Board Notifications Engine Full on board text, email, inbox task and update information. Most advanced user inbox and task
monitor features.
Geo-Spatial Controls Assign by GIS area, Create city areas fast for any parameter required, fast and easy with no GIS
database impact.
page 18
MaintStar LMS - Solution Overview
MaintStar’s LMS Land Management Solution is the leading browser-based enterprise Land Management System to assist
the public sector in managing a more efficient, streamlined, and community-friendly enterprise operation.
MaintStar designs LMS to automate and centrally connect the critical operation of land use planning and project review,
permitting, code enforcement, inspections, licensing and regulatory management, infrastructure management, community
member requests, and more.
Highlights
The Leading GIS-Centric Application
MaintStar partners with ESRI technology and actively maintains support for the latest versions of the ArcGIS platform.
Over ninety percent of our deployments take advantage of our ESRI GIS integration and a GIS-centric approach to Land
Management with a visual and efficient approach to processing community development activities. The great news is ESRI
integration is standard with MaintStar LMS and deploys in days.
On-Board Workflow Automation
MaintStar workflow automation manages all aspects of the application, review, issuance, and enforcement life-cycle.
An enterprise workflow approach allows for the most advanced automation of business processes, including assistance
with today and tomorrow’s regulation issues. Configuration and automation of workflow scenarios are fast and easy with
MaintStar’s approach.
Agency Customization
MaintStar LMS is a Commercial-Off-The-Shelf (COTS) solution with built-in administrative customizing tools and controls.
The application architecture includes Screen Customization, Workflow Automation Engine, Notifications Engine, User
Defined Fields, User Defined Lists, Color Themes, and Images/Logos that specifically configure the application for each
agency deployment. Our customers benefit from a reliable time-proven solution that offers all the features, requirements,
and look-and-feel that meet agency expectations.
Community Engagement Portal
Today community engagement is central in government services. MaintStar offers a configurable web portal for
applications, status, document uploads, and fees payments. Our deployment team is capable of optimizing the portal to
best meet agency needs, and with screen customization, the look and feel will match that of the agency.
Staff and Plan Reviews
Mobile Inspections
Surveys, Sign Postings
Fees and Payments
Permits
Planning and Zoning
Code Enforcement
Reporting
Forms, Letters, Notifications
Time Tracking
Receipts, Finance Reports
MODULES TASKS AND ACTIVITIES OUTPUT
Codes
Property Relation
Parcel
Address
Owner of Record
Structures
Establishments
ESRI ArcGIS
Multi-Layer, Multi-Services GIS
Land Management DB
First Class Land Management
Licensing
Community Portal Community Portal Community Portal
MaintStar
Workflow Automation
page 19
Project and Land Management
From smaller projects to large-scale land development, MaintStar LMS allows your department to manage and keep all
records and activities constantly accessible for the project. With a straightforward user interface and hierarchal layout users
will have fast access to status, parameters, and specific data for any development and building project. With MaintStar all
conditions for each project are easily kept in accordance with local ordinances and regulations.
Group related permits, plans, and code enforcement activity into one Project. Manage and view the
status of the overall project, along with being able to see key details of associated records and easily
access full record history.
Track time spent on the project that can be used for reporting and/or to calculate fees.
Create parent and child project hierarchies to manage critical relationships between multiple
projects.
Enhanced search capabilities allowing users to search by both current and historic project names.
View all associated records in a list view, GIS view, or timeline view using MaintStar’s user friendly
interface. Timeline provides users with a visual display of the project’s history and progress and easy click
to view navigation.
Permitting Operations
Permitting operations are more efficient and easier to manage with MaintStar LMS. MaintStar streamlines permit processing
with either fixed configuration for simple building projects or workflow automation for complex projects. With MaintStar’s
adaptability, there is no limit to the type of permits processed (from film permits, residential/commercial construction, or
highway and interstate work) MaintStar offers a solution.
Applications with document (plans) and fees submittal
Staff reviews and plan reviews
Onboard electronic plan reviews
Electronic notifications, alerts and task reminders
Inspections and virtual inspections with audits
Inspection and building activities calendar interface
E-Signatures
Forms generation - permit, inspection cards, Certificate of Occupancy, corrections or conditions reports
Government or State permit reporting
Permanent record attachment to the property/land database upon completion
Record and documents archival
Community members, contractors, and developers can apply via the MaintStar Community Portal or Over-the-Counter. Full
support for parent and child permits is standard and just as easy to process and manage.
page 20
Planning and Zoning Operations
Planning operations are generally more complex and benefit from MaintStar’s three-view user interface - map view,
timeline view, or list view. Workflow automation plays a critical role in PZ operations and MaintStar’s onboard workflow
engine assists. Support for all potential decision trees, status points (with or without manual override), and drill down is
available. With Land Management lookup and search, the relationship between land planning and application has never
been more efficient.
Applications with document (plans) and fees submittal
Validation against existing or Future Land Use Management (FLUM)
Pre-Application and staff reviews
Onboard electronic plan reviews
Electronic notifications and updates
Inspections, surveys, sign posting and follow-up field activities
E-Signatures
Forms generation - PZ forms, recommendations reports, public hearing agenda, conditions reports
County or State permit reporting
Permanent record attachment to the property/land database upon completion
Parcel genealogy
Record and documents archival
The PZ Module in MaintStar includes a dedicated calendar interface for public hearings, agendas, and appeals. Planning
team members can view planning events without filtering permitting related activities. Community members, contractors,
and developers can apply via the MaintStar Community Portal or Over-the-Counter. Seamless integration between PZ
activities and project management is natural.
Code Enforcement Operations
MaintStar’s Code Enforcement module benefits from onboard code language table and lookups. Field personnel can carry
codes on their mobile device within the MaintStar application and copy and paste directly into violations forms. Code
activity posts to Land Management so other business units (permitting, planning) will have visual access to code issues on
a particular parcel or address.
Code violation reporting via portal (anonymous or not), counter or mobile device
Jurisdictional validation with link to land management data
GIS-centric display view and reporting of violations
Electronic notifications and updates
Inspections and field notifications
E-Signatures
Forms generation - citations, notifications, lien notices
Property tagging
Appeals and liens processing
Record and documents archival
page 21
Business Licensing Operations
MaintStar LMS includes comprehensive Business Licensing processing. MaintStar LMS features system-wide checklist
associations. Convenient for licensing applications, where a checklist provides applicants with a sequence and list of
steps necessary to submit their application. MaintStar offers support for the full range of licensing requirements such as
establishment licensing (including child licenses), short-term rental licensing, and food and health licensing requiring
periodic inspections.
MaintStar LMS - Shared Resources
MaintStar LMS Community Engagement Portal
MaintStar LMS brings “City Hall” to the public through the Internet. This “City Hall” never closes, freeing staff and technicians
from counter services. MaintStar offers rich community engagement and encourages online applications with a friendly,
easy-to-use community portal. The portal offers two primary functions; (1) accept applications (permitting, planning,
licenses, report code violations), and (2) offer community members a Map view of current community development
activities. The public portal shares the customization features of MaintStar, assuring agencies the public portal resembles
the agency’s look and feel and processes applications the agency designates.
MaintStar LMS Electronic Plan Review
MaintStar LMS offers optional on-board Electronic Plan Review (EPR). MaintStar EPR provides collaborative plan review,
generates corrections reports, and keeps all activity neatly attached to the building or planning application. MaintStar EPR
is a best-of-class plan review solution with versioning, per page stamping, slip-sheeting, and time tracking of the review.
Applicants can update plans and upload new versions via the community portal.
MaintStar Electronic Plan Review is a native onboard solution - no third party. All land management documents and activity
tracking is unified in the same premier cloud-hosting solution and application.
Applications including documents and fees submittal
Staff reviews
Electronic notifications, alerts and task reminders
E-Signatures
GIS-centric display view of establishments and zoning validation of business type application
Forms generation - license, inspections, citation, and health cards
Public health inspections and follow-up inspections
Automatic licensing renewal
Government or State license reporting
Permanent record attachment to the property/land database upon completion
Record and documents archival
MaintStar LMS Dashboards and Reporting
MaintStar LMS offers extensive dashboards and reporting. MaintStar LMS reporting features, standard, custom, instant, and
ad hoc reporting. Exporting reports into business applications is convenient since LMS supports XLS, DOC, and PDF file
formats.
page 22
u Section F2 - MaintStar LMS Reporting
Village of North Palm Beach - FL
RFP 2022-LR -Permitting Software
MaintStar Dashboards
In today’s fast paced world, real time reporting of key performance indicators is valuable to optimize business operations.
Receiving this information visually, and to quickly adjust parameters to identify under and over performing areas, has created
the need for Visual Dashboards. MaintStar recognizes the importance of Dashboards as vital part of business decision making.
We elected to engineer and build our own dedicated Dashboard product which connects to all our management software
products.
MaintStar Technology
MaintStar Dashboard’s are engineered and manufactured by MaintStar, not licensed from a third party. This brings many
advantages to our customers:
The Comprehensive Reporting Solutions
MaintStar LMS offers a comprehensive user-centric reporting solution
MaintStar LMS features a powerful onboard reports engine founded on the latest technology. MaintStar reporting engine
is based on 2019 technology, including databases. Software libraries, and software development kits. The solution is web
based, and a hosted cloud based solution, will reduce your IT resource costs.
MaintStar LMS features a powerful onboard reports engine. For realtime reporting and department observation the system
offers KPI Dashboards. Users may set up and configure dashboards widgets the provide insight to Community Development
activity in real time. For digital and paper reports the system has four reporting modes; (1) Standard Reports - common CD
reports MaintStar loads into all systems, (2) Custom Reports - standard reports that users edit and save, (3) Instant Reports
search reports created from map or list search and queries users create and save, and (4) Ad Hoc full custom reports using an
exclusive four step wizard interface.
Reduced per seat costs
Dashboards talk to our databases natively - for faster product operation - better mobile performance
Uniform software versions and simultaneously software upgrade and features releases
Most intimate product understanding with a faster time to resolution support
KPI DASHBOARDS
STANDARD REPORTS
CUSTOM REPORTS
INSTANT REPORTS
AD HOC REPORTS
REPORTS MANAGER
Users Edit and Save
Users Create and
Edit and Save
Users Create and
Edit and Save
Users Create and
Edit and Save
MaintStar Created
1. Report Select from Manager
2. Select Chart and Chart Type
3. Preview Report
4. Output (Printer, PDF, XLS, DOC)
Print Export
page 24
MaintStar Dashboards are designed easily by users based on their unique needs. Use the chart editor to customize each dashboard widget.
Elegant Real Time KPI Dashboards
MaintStar has developed real-time Dashboards offering true KPI based reporting on Community Development activities.
Easy to customize (see below) with fast quick response times, there is no better solution for monitoring your operations in
real time. MaintStar has engineered and integrated both applications - LMS and the Dashboards. Since the same engineers
developed both applications inter-system communication and operation is fast and precise.
Time based data can be set
here as well using mouse and
drop and drag ease.
Set your time range here.
User can click on any
parameter to get a drill
down study report.
Customize the widget
appearance by clicking
settings here.
List of items in reporting
data.
Dashboards can be
configured for each element
in the LMS system
page 25
Standard Reports - LMS
Activity Reports Recent Permits
Recent Permit Applications by Date/Time
Recent Inspections
Inspections by Inspector by Date/Time
Unscheduled Inspections
Inspections by Type
Closed Activities Report
Activities By Type
Permit Detail Reports Permit Reports By Type/Department
Permit Approval Cycle
Plan Review Reports Application Approval Cycle
Plan Review Reports by Status
Applications for Plan Review
Code Enforcement Code Enforcement Reports
Code Enforcement by Violation
Licensing Licenses by Type/Department
Licenses Approval Cycle
Licenses
Parcel Reports Parcel Status Reports
Parcels by Area/Location
Parcel Report by Zone
Parcels Report
Citizen Reports External User by Type (Citizen versus Contractor)
Citizens
Citizens by Activity
Requests Reports
Request Approval Cycle
Case Reports Records or Project Reports
Records
Financial Reports Revenues by Activity
Transactional Balances
Fees by Type/Department
Revenue by Payment Type
Invoice
Lease Fees
Utility
Unbalanced Accounts
Standard Reports - Popular Reports
MaintStar LMS has hundreds of standard reports. Below is a listing of the most popular reports. Remember, reports may
be easily customized, saved with a new name and used as often as desired. Reports may be auto-distributed, by email and
based on scheduled time and day of week. Scheduled reports are easily identified by clock icon next to the report. Reports
are stored in categories by the report manager.
page 26
Sample Report - Recent Permits
MaintStar LMS features many standard reports, each can be adjusted by setting criteria or filtering to meet a particular need.
The standard Recent Permits report is shown below. In this example, no additional filtering has been applied and the type of
chart selected is a “simple pie”. Notice the agency logo is automatically placed on the report, and colors are assigned to the
respective permit type. Once the user is pleased with the Report Preview; the user can select the output format and print.
Recent Permits
Criteria: Application Date: 4/1/2019 to 7/1/2019
Page 1 of 8
Permit #Status File Applicant Valuation Fees Due Fees Paid Description
Building
PM16-0560 In Process FL16-1042 Permit Preferred Window & Door 2856 3 WINDOW
PM16-0559 In Process FL16-0981 Permit DEJ’s Construction 13800 KITCHEN
16+10+10+8+5+4+4+5+3+12+2+10+9+2Residential - Building
Residential - Demolition
Residential - Remodel
Residential - Pool
Residential - Utilities
Residential - Exterior
Residential - Roofing
Residential - Chimney
Residential - HVAC
Residential - Sprinkler
Residential - Fire
Commercial - Building
Commercial - Demolition
Commercial - Remodel
Commercial - Pool
Commercial - Utilities
Commercial - Exterior
Commercial - Roofing
Commercial - Chimney
Commercial - HVAC
Commercial - Sprinkler
Commercial - Fire
Accompanying Chart Type.
Customize the Report Title.
Accompanying Chart Type.
Customize the Report Title.
page 27
Recent Inspections - Group by Inspector
Criteria: Application Date: 4/1/2019 to 7/1/2019
Page 1 of 28
Activity #Address File Created Scheduled At
TJ Grossi
Inspection
Occupancy
IN15-2072 3659 192ND, Pleasant Valley CA 90438 FL15-4708 Permit 10/22/2015 12:22:52 PM 10/22/2015 12:22:52 PM
IN15-2125 18507 COUNTRY LN, Pleasant Valley CA 90438 FL15-4859 Permit 10/30/2015 11:07:58 AM 10/30/2015 11:07:58 AM
20+5+10+12+53ZoranSavic
TJ Grossi
Charles Johnson
Robert Alderden
Mark McPherson
Sample Report - Recent Inspections (Filter by Inspector)
This popular standard report is shown below with an additional filter select - “by inspector”. Alternatively, this same report can
be generated with a filter on - by “inspection type”. In either case, the user selects an appropriate chart type (in this sample the
pie chart is selected). Users can then preview, print, email, or export the report in any one of the popular formats. As a bonus
all MaintStar standard reports may be scheduled for automatic generation and delivery directly to selected users.
page 28
MaintStar LMS offers many standard reports,all organized neatly by category and available to authorized users. Here the
Inspections by Inspector, was set for the Activity Year 2015 (Calendar Year 2015). The standard report feature a simple graphic
Simple Column) followed by an itemized list. Agency logo is automatically placed, and colors are assigned to the respective
inspector.
This same standard report can be easily modified to run as Inspection Activity for the week, month or day. Additionally a filter
can be applied to run it for a department or Inspection Type (i.e., Electrical Residential Inspection). Note: the complete report
is 198 page long, and we represent the first page above.
Annual Inspections By Inspector
Criteria: Inspection Activity Year 2019
Page 1 of 198
Activity Address File Created Scheduled At
Zoran Savic
Inspection
Electric Residential
IN13-0038 18107 LORENZ, Pleasant Valley, CA 90438 FL13-0040 Permit 11/8/2013 8:54:26 AM 1
IN14-0020 2451 RIDGE ROAD, Pleasant Valley, CA 90438 FL13-0236 Permit 1/5/2014 7:13:52 AM 1/16/2014 9:00:00 AM
IN14-0022 18017 PARK, Pleasant Valley, CA 90438 FL14-0064 Permit 1/15/2014 11:14:36 AM 1/24/2013 9:00:00 AM
IN14-0028 3454 RANDOLPH, Pleasant Valley, CA 90438 FL14-0044 Permit 1/17/2014 6:53:33 AM 1/17/2014 11:00:00 AM
IN14-0031 17933 TORRENCE, Pleasant Valley, CA 90438 FL14-0009 Permit 1/18/2014 1:39:34 PM 1/8/2013 8:54:26 AM
Inspection
Zoran Savic TJ Grossi Charles Johnson Robert Alderden MarkMcPhersonnumber0500
1000
1500
2000
2500
3000
Sample Report - Inspections by Inspector (Filter by Date/Time)
This same standard report can be easily modified to run as Inspection Activity for the week, month or day. Additionally a filter
can be applied to run it for a department or Inspection Type (i.e., Electrical Residential Inspection). Note: the complete report
is 198 page long, and we represent the first page above.
page 29
Village of North Palm Beach - FL
RFP 2022-LR -Permitting Software
u Section F3 - Response to Specifications
MaintStar Point-by-Point Response to Specifications
Minimum Requirements
Integrate with the Village’s current financial accounting, Tyler Technologies Munis applications, including Tyler
Cashiering.
MaintStar has previous experience integrating with Tyler Munis (see our reference and customer Plant City - Florida).
The price proposal herein includes the Tyler Munis integration as an option.
Work with the Village’s current credit card payment processing program, or propose a different credit card payment
solution.
MaintStar LMS includes standard credit card processing with CardConnect (PCI-DSS certified) as no cost standard. The
option to use another PCI-DSS certified payment processor is proposed as an optional costs.
Allow citizens and/or contractors to be able to apply, check status, download permits and submit plans online for
obtaining a permit.
MaintStar LMS includes a Public Portal which allows citizens and contractors to apply for permits, licenses and report
code violations. The portal also allows applicants (1) pay application fees, (2) upload plans and files, (3) request
inspections, (4) download permit forms, inspection results, receipts and other agency forms. The Portal allows the
agency to post information documents and FAQs.
Provide a Plan Review Process that will allow inspectors to sign off on submitted plans, to accept/reject/add notes to
plans electronically.
MaintStar LMS offers full flexibility on plan review workflow configuration. This can be configured to allow inspectors
to sign-off/approve submitted plans.
Have the ability to over-lay corrected plans to compare to plans that were rejected to show corrections.
MaintStar is proposing either integration to BlueBeam (the village’s existing plan review solution) or option to
upgrade to MaintStar EPR. If the village elects to stay with BlueBeam all the existing BlueBeam features will remain.
MaintStar EPR offers over-lay and side-by-side plan review comparisons. MaintStar EPR includes automated
corrections reports, full version tracking, and page-by-page stamping as well.
Send notifications to citizen or contractor that reference issues with permit request or status of the submitted permit.
MaintStar LMS supports email and text notifications to the applicants, additionally applicants and contractors may
obtain status to the application on the Public Portal, including inspections results.
Provide workflows for permit processing and/or plans review.
MaintStar LMS features an onboard workflow automation engine. The tool allows automated workflow processing
with automatic notifications (text, email, task inbox), case routing, activity assignment and status changes.
Allow citizens to see all fees paid and unpaid that are associated with their application.
MaintStar LMS Public Portal allows for fees payments, receipt download, check status and confirm that fees are paid.
Fee processing is PCI-DSS compliant and certified as such.
page 31
Allow citizens and contractors to request and schedule inspections and track status.
MaintStar LMS Public Portal allows applicants and contractors to request and schedule inspections and well as check
application status. Case managers may post messages for the applicant/contractors as well.
Retrieve and review plans in the field.
MaintStar LMS allows for plan viewing on mobile devices in the field. Some recommendation on devices resolution
and size is made in the Cloud Hosting Services Section.
Access information in “real time” utilizing laptops in vehicles.
MaintStar LMS offers laptop use in the field with the identical functionality the user experiences in the office.
Inquire into all activity on a project, including inspections, in the field.
MaintStar LMS allows inspectors to “carry the office” into the field. All the functionality they experience from the office
is available in the field. This included completion of inspections and ability to post or email the results at completion.
Access contractor information in the field.
MaintStar LMS allows inspectors and field personal to see contractor for a particular permit/project and they can see
all the contractor details, validate licensing, full contact information and email or messaging.
Print information in the field.
MaintStar LMS mobile devices and field personnel may print in the field when connected to a supporter printer.
Provide Alerts/Reminders, tracking of red, yellow tags and stop work orders.
MaintStar LMS supports tracking of red, yellow and stop work orders accordingly (see our reference and customer
Plant City - Florida). Staff will receive an alert and notification via preferred method (text, email,
Print red tags from vehicles in the field.
MaintStar LMS mobile devices and field personnel may print in the field when connected to a supporter printer. This
include Red Tags.
Retrieve all data that has been input for permits, by type; commercial or residential, job value, surcharge fees, etc., in
report form/ Ad-hoc reporting.
MaintStar LMS features an onboard reporting engine and reports manager. Any data field in the system can be
reported on this includes - permit type, permit commercial or residential, job value, surcharge fees, etc.
MaintStar LMS offers four reporting modes; (1) Standard Reports - common reports MaintStar loads into all systems,
2) Custom Reports - standard reports that users edit and save, (3) Instant Reports search reports created from map or
list search and queries users create and save, and (4) Ad Hoc full custom reports using an exclusive four step wizard
interface.
Text or e-mail automated inspection requests that will be processed to correct inspector, 24 hours a day.
MaintStar LMS will forward automated inspection request notifications right after receipt.
page 32
Provide system sent e-mail or text alerts for expiring permits, prior to expiration date.
MaintStar LMS supports alerts and notifications to applicants and staff to notify of approaching permit expiration
date. MaintStar LMS allows agency administrators to set the amount of time prior to expiration in number of days
each permit type can have a different warning notice).
Access information and all permits that have been issued to a contractor from one location.
MaintStar LMS has a Licensed Professionals (contractors) Lookup Panel, when a specific contractor is clicked on
all current permits will be shown in a list in order of application date. The see all from one location user can select
location column.
Show alerts and holds for: license or insurance expiration or revocation, red tags not paid, stop work orders, duplicate
permits (not closed), etc.
MaintStar LMS has an alert and hold icon the displays in the top left corner of the permit summary, users can roll their
cursor over the flag to see the details of way there is an alert or a hold status.
Report information for permitting and payment for Building Department only……not to include all fees from all
other departments.
MaintStar LMS build fees groups for fees type elements. This allows each fee element to be associated to a
department. Reports can be set to read all fee elements for the Building Department and NOT the other department
fees. This is the logic/reason for building fees groups from fees elements.
Provide alerts when a commercial business that continues to operate during a remodel fails to get their final
inspection.
MaintStar LMS can provide a alert if a business operates prior to final inspection. MaintStar LMS has a full
establishment table, that table will have a flag that indicates non-active until the final inspection passes and the flag
in the establishment table changes to active
Show flood zone mapping, integrated into the system; or availability to access while in the system serving customers.
MaintStar LMS is designed to pull meta data from the GIS system into permit records automatically. Applications
that are in a flood zone, the flood zone data will populate into the permit at the time the application is made. The
Public Portal has a map viewer as well - and can advise the application that they are in a flood zone at the time of
application.
Provide customers access to records to see that they have red tags, triple fee permitting because of work without
permit, etc.
MaintStar LMS Public Portal includes a messages banner. This banner will alert the applicant there is an issue with one
of his permits or properties. The user can click on the message banner to see if they have (1) red tags, (2) property or
permit on hold, (3) penalties applied or (4) unpaid fees.
page 33
Code Enforcement
Code Enforcement’s functional objectives for a software platform should include:
Intuitive user interface
MaintStar dedicates 20% of development and engineering resources to design ease of use and products with a fast
learning (intuitive) interface. This is combined with power screen customization that allows MaintStar and Agency to
build an even more intuitive interface based on the unique data and requirements of the Agency.
Efficient (fast, easy) data entry
The general design theme of MaintStar LMS is to automate data entry as much as possible. For example, once a code
violation exists, the inspector can start to type the code violation and the system will read potential violations from
the codes database, and the user can select the appropriate code violation easily and a lot faster.
Source information identifying how the action was initiated, i.e., Code Enforcement Officer, Citizen Complaint, etc.
MaintStar LMS features a history tab and this tracks all changes in a case in chronological order. The first item in the
list will contain the action initiation - who, why and when - via user name, reported problem, date and time stamp.
A mobile workflow to be used with mobile devices in the field (via internet or mobile app on iPad) that mirrors
desktop application and its functions
MaintStar LMS offers all operations on mobile devices users have from a desktop computer in the office.
Automatic parcel information retrieval from Palm Beach County Property Appraiser
MaintStar LMS is a true land management system with full five table land management (parcel, situs address,
structures, owners and establishments). This data can be updated from the Palm Beach County Property Appraiser
on a regular interval (every night) - so this data can be auto-populated into and case (code, permit, license, etc.)
Additionally, staff can cross-reference information - once parcel is populated, the system can pull in structure
information or establishments on site.
Inspection notification and workflows (Cases will have a specific action required. Applications should flag cases due
for follow up action daily and notify the affected
inspector each day.)
MaintStar LMS allows queries and search on any field, supports “wild card” and auto-complete on data entry, and
allows users to save queries for use again in the future.
Automatic scheduling desired
MaintStar LMS is designed to reduce manual operation and use automated process - inspection or plan review
assignment and scheduling. During the deployment planning process the Agency will advise MaintStar team on the
criteria to automate assignment and scheduling and the system will be configured to accommodate.
Custom and standard reporting
MaintStar LMS offers an onboard reporting engine with (1) standard, (2) custom, (3) instant, and (4) ad hoc reporting.
Flexible report configurations
MaintStar LMS Allows users to edit reports with an easy to use 4 step wizard using any data field in the system.
Reports are saved in the user’s Report Manger for easy recall.
page 34
Code Enforcement
Easy queries and searches by any data field
MaintStar LMS allows queries and search on any field, supports “wild card” and auto-complete on data entry, and
allows users to save queries for use again in the future.
Violations table which can be amended as new ordinances are passed, language changed
MaintStar LMS includes a full codes/ordinances database. As changes are made in code language, the records in the
library can be updated. This process works by dating the language and when subsequent date is found the update is
insert into the library and the old code language is identified as not current. It remains to support older code cases
either active or closed in case records need to be reviewed or audited.
Multiple libraries are supported (ICC, Munis, State of Florida, etc.).
Capacity for user-modifications by trained system administrator without programming skills
MaintStar LMS is designed with administration user interface to allow local system administrators to perform user-
modifications or system-modifications without reliance on MaintStar staff. Admin training is provided in a separate
training course (session).
Creation and tracking of modifiable letters and forms which can include inserted attached photos
MaintStar LMS contains a “Letters Manager” where letters can be written and saved for use for specific occasions. The
letters are HTML based and automatically populate address information, owner information, as well as paste photos
and map images.
Multiple document attachment capability
MaintStar LMS allows multiple document attachment, and does not have a limit on the number of attachments. In
the event a case needs a full case file - all correspondence, pictures and attachments can be concatenated into a
single case file’.
Code enforcement case tracking from beginning to end including complaint log, billing and hearings
MaintStar LMS is designed to manage and track code enforcement from first report to complaint log, billing and
hearings and or liens.
Image Management
MaintStar LMS maintains all images in a panel in chronological order for the case. If inspectors have location services
on when the take pictures, the location of the photo can be seen on the map viewer.
File Attachment
MaintStar LMS maintains all document file attachments in a panel in chronological order for the case.
Audit Log Records
MaintStar LMS maintains a history log for all events on the case. These are maintained under the history tab in
tabular format with the user name - action - date/time of the action.
page 35
Code Enforcement
Online citizen access
MaintStar LMS offers a Public Portal for public access to report, follow -up with status, on code enforcement. Home
owners with a violation may pay penalties and report on violation corrections.
Property owner registration for vacant properties
MaintStar LMS Public Portal supports owner registration of vacant properties. This validated against owners of
record, and can be cross-referenced with all land management data elements - parcels, situs addresses, structures
and establishments.
International Property Maintenance Code
MaintStar LMS has a code database and the IPMC may be uploaded into the system for looked up, referenced, and
copy codes into case records all on their mobile device.
Perform SQL queries on the data as needed utilizing an open database format.
MaintStar LMS allows users to create a search and query on any data in the system. The queries may be saved in the
users saved searches for recall later. Users may also use a search or query to generate an “instant report”. They may
add a chart to the search results and print or save this as a report for future use.
It should be noted the queries directly in SQL syntax cannot be performed in the MaintStar LMS interface.
page 36
Code Enforcement Scope
I.Case Management - Software platform will allow code enforcement inspectors a solution to manage cases of various
code enforcement processes:
Automatic generation of workflow based upon code enforcement process type.
MaintStar LMS features an onboard workflow automation engine. MaintStar deployment team will
configure this work to meet the Agency requirements. Agency system administrator will receive training to
support any future changes, or MaintStar support can update with the support agreement.
Choice of parcel data and owner lookup through GIS integration (tax records, maps) and previous case
lookup tables.
MaintStar LMS offers full bi-directional integration with GIS. Parcel and owner date can push to code cases
1) via the map, or (2) from the data base by key-in (with auto-complete),. or (3) via a existing open case
record.
Capacity to edit owner information and add/list multiple owners and occupants.
MaintStar LMS fully supports editing of owner information if the user has privileges, also the owner of
record data supports many to one relationships so multiple owners can be associated to a parcel/property.
Automatically add “lookup information” to case.
MaintStar LMS allows users to push lookup information into the case record. For example, MaintStar has a
Contact Management System, and if a contact needs to be looked up and pushed into case this is as easy as
lookup and click add to “case contacts”.
Automatically assign case numbers to new cases (Not optional).
MaintStar LMS automatically adds case numbers and the format can be configured by MaintStar for the
Agency at deployment.
Automatic inspection and re-inspection scheduling with reminders automatically sent.
MaintStar LMS can automate inspection scheduling and re-inspection based on the time to remedy.
Ability to create daily and weekly task lists for code enforcement activities.
MaintStar LMS features a task viewer for each viewer, along with a task inbox. Task viewer provides
reminders of all tasks due and new incoming tasks are in the inbox for acknowledgment.
Provide revisable drop-down lists to assign pertinent information to cases.
MaintStar LMS offers User Defined Lists as well as Standard Comments Lists. These can be edited and
updated by users with appropriate privileges. Also Standard Comments Lists can be set for manual entry as
an option.
Provide databases of inspections with spatial attribute data and other information required. Software
should record X and Y information at time of creation.
MaintStar LMS tracks GIS coordinates for each case. In fact, this is the method for code cases on property
that is not parceled yet or ROW permitting on unparceled land. GIS coordinates can be automatically
obtained form mobile device location services.
page 37
Code Enforcement Scope
II.Letter Generation and Management – Software platform will provide code enforcement inspectors an automated
solution to generate and manage various code enforcement letters:
Automatic generation of various preformatted code enforcement letters based upon case types with case
content insertion including photos.
MaintStar LMS letter manager allows pre-formatted letters to be created and stored into categories or
associated to case types. All letters can support data merging, image merging and hyper links to web sites.
Automatic content insertion of case information into letters.
MaintStar LMS populates the letters with data from the case file.
Letter editing capability via Microsoft Word or simple editor.
MaintStar LMS allows for editing in the letter manager. Letters can be export in Microsoft Word, Adobe PDF,
or sent directly to printer. Letters are attached to the case file for a record along with date/time sent.
Ability to reprint previously sent letters and to maintain a copy for the case
MaintStar LMS attaches the letter to the case file along with the date/time sent.
Ability to update owner and parties of interest letters and reprint letters while maintaining previous case
history.
MaintStar LMS allows update to contact information in the file and can resend letters automatically with
the updated information. Note, the second version of letter with time/date stamp will also be attached to
the file for a permanent record.
Ability to enter certified letter information and verify that cases have been properly served.
MaintStar LMS allows letter tracking and certification number to be entered in the letter description for a
permanent record.
Ability to create letter formats in pdf and other email friendly formats.
MaintStar LMS can generate letters in Microsoft Word or Adobe PDF.
Ability to store letters in print queue for batch printing jobs.
MaintStar LMS can create a batch and run letters as a batch (background task).
Letter templates easily modified and created by internal staff.
MaintStar LMS letter manager is easy to navigate and training is provided to allows Village staff to edit and
create new letters easily.
Capability of electronic signatures on letters.
MaintStar LMS letter manager supports electronic signatures.
page 38
Parcel Data Lookup
III.Parcel Data Lookup – Software platform will allow code enforcement officers a solution to access and manage constantly
changing property information:
Automatically look up owner information from parcel database when new case is entered into system.
MaintStar LMS offers an advanced land management database. Users can click on parcel and see cross
reference of the owner of record, situs address, structures and if any establishments (licensed business are
on the parcel).
Ability to edit and update parcel data then create a new data record to be stored in an update lookup table.
MaintStar LMS allows users with adequate security privilege to update parcel information. The new and
original parcel information is retained. The system maintains an entire history of the parcel data through all
edits.
Automatically looks up various parcel attribute data such as land use and others.
MaintStar LMS parcel table is very complete by default...
APN or PIN, Zoning, Owner Entity, Parcel Type, Status, Subdivision, Tract, Lot, Legal Description, Section,
Taxpayer, Range Township, Block, Census Tract, Area, Land Value, Improved Value, Except State, Book, Page,
Map.
Any additionally required fields can be added as a User Defined Field (UDF).
These are then associated to the data in the Owner of Record, Situs Address, Structures and Establishment
Tables for a complete lookup capability of the property.
Automatically import additional owner information mailing information into system from text file. This
includes taxpayer, mortgage company, water billing info, etc. Demonstrate how it will link.
MaintStar LMS allows for data import from a CSV (comma separated text file). The mortgage company and
water billing data fields can be added to the parcel file as UDFs during the deployment process.
page 39
Reporting
III.Reporting – Software platform will allow code enforcement inspectors and management team a solution to generate
various code enforcement reports:
Ability to create listings of overdue letters and inspections.
MaintStar LMS offers standard reports for overdue inspections and may create a overdue letters report
meeting the Village requirements during deployment.
Ability to create and run standard reports along with customized reports.
MaintStar LMS offers four reporting modes; (1) Standard Reports - common reports MaintStar loads into all
systems, (2) Custom Reports - standard reports that users edit and save, (3) Instant Reports search reports
created from map or list search and queries users create and save, and (4) Ad Hoc full custom reports using
an exclusive four step wizard interface.
Ability for internal staff to write custom reports.
MaintStar LMS offers an Ad Hoc report writer in the reports engine. This allows internal staff to create their
own reports using a four step wizard interface - no SQL database skills are required.
Ability to create graphical charts and graphs summarizing code
MaintStar LMS reporting engine offers charts. Users may select a chart type (pie, donut, vertical bar,
horizontal bar, etc.) and use preview to see the chart wit selected prior to print and save.
Ability to export query information to Excel.
MaintStar LMS reporting engine allows export to XLS, DOC, PDF and CSV.
Ability to email reports in PDF format.
MaintStar LMS allows manual email of reports in PDF format. The reporting engine allows users to
schedule and send PDF reports automatically on a regular interval.
Map queried case information.
MaintStar LMS allows all report results may be viewed on map. Alternatively users can draw or select an
area on the map as click from the dropdown (permits, code cases, inspections, etc.), and a list report will be
generated.
Scheduled reports for automatic delivery via e-mail.
MaintStar LMS reporting engine allows users to schedule and send PDF reports automatically on a regular
interval.
page 40
Photo and Document Management
V.Photo and Document management – Software platform will allow code enforcement inspectors a solution to manage
photos and other documents associated with cases:
Ability to upload and associate videos, photos, etc with code cases and violations.
MaintStar LMS allows any type of file to be attached to code cases and violations. This includes photos,
videos, documents and scanned documents.
Unlimited file size support.
MaintStar LMS can support unlimited file size. Administrators can set a size limit to avoid attachment of files
that are too large, or loading files that are not actually photos.
Unlimited number of photos per case.
MaintStar LMS has no limit on the number of photos that can be attached to a case.
Simultaneous upload of multiple photos.
MaintStar LMS allows either single or multiple files upload in a single action.
Ability to upload scanned and other documents to code cases and violations.
MaintStar LMS allows upload of scanned documents. Note, any type of file may be attached to a case.
Ability to add notes regarding imported documents.
MaintStar LMS allows uses to add notes. Notes can be internal only, or external and internal only. This
indicates whether the note is visible only to internal users or available to all users.
Ability to incorporate documents into case reports and letters.
MaintStar LMS can concat (attach) documents to case reports and letters. This is common for public
hearings where case managers wish to create either a complete single report of all correspondence for a
file. Users select a check for each document to add to the report or letter and the selected items will be
concatenated (attached).
Secure cloud storage of uploaded case documents.
MaintStar LMS offers Amazon Web Services (AWS) GovCloud. The hosting services provide 2 terabytes of
storage standard. This may be expanded if need for a small fee with no impact on production or operation.
Ability to upload pictures during field use.
MaintStar LMS allows very user friendly picture or video attachment. When the inspector clicks on “Add To
File”, the mobile device will provide a dialog window to select from Photos, Videos or Camera.
Ability to support general documents accessible outside of a case, i.e., code book PDF, etc.
MaintStar LMS allows users to read documents outside of the case, such as the codes book. However,
it contains a codes database with lookup and codes may be incorporated into the land management
database. This allows code language to be automatically inserted into cases and letters if desired.
page 41
GIS Integration and Embedded Map
VI.GIS Integration and Embedded map - System will allow code enforcement officers a solution to incorporate and map
existing GIS data. System should have a GIS Map component included in the software. System should also include the
following:
Validation of address for new case processes.
MaintStar LMS can generate the case from the map or manual entry. Generation from the map will provide
the situs address from the GIS system (or can crosswalk the GIS coordinates to the MaintStar LMS land
management table and pull situs address and parcel)
Owner address lookups.
MaintStar LMS features land management lookups for parcel, situs addresses, structures, owners of records
and establishments.
Query parcel information by owner name.
MaintStar LMS allows full cross reference search of owner of records and display parcel and visa versa, full
search of parcel with owner of record.
Auto-populate information into cases based upon geographical location utilizing integrated GIS layers such
as code enforcement areas, flood zones, etc.
MaintStar LMS will auto -populate GIS data into the case record contained GIS. For example, starting a
case based on parcel or situs address will auto populate into the record - flood zones, zoning, and city
designated areas (historical, etc.) into the case.
Automatically assign cases to code enforcement officers based on geographical location.
MaintStar LMS support city areas where the system can designate a city area to be assigned to inspectors
or enforcement officers.
Ability to utilize GPS on a tablet in the field to create cases from the map.
MaintStar LMS allows GIS viewer and all GIS features on their mobile device.
Ability to add notes on the map or to each parcel that is not related to a specific case.
MaintStar LMS allows users to append data to a parcel or a specific location on the map. It performs this
using a dedicated MaintStar GIS layer that will have no impact to the core GIS database.
Ability to hover over GIS information and see relevant fields in popup.
MaintStar LMS GIS view allows for rollover to see GIS data headers, right click on the object will display the
full GIS data available for the object.
See the GIS Foldout for Baker County FL, where right click on Parcel - a context window displays all GIS data
for the parcel.
page 42
On-line Citizen Access
VII.On-line Citizen Access - System will allow citizens to file complaints and track status:
Filing complaints on-line.
MaintStar LMS supports reporting code violation issues through the Public Portal. These may be reported
anonymously or with an public user account (required to get update notices via email0
Easy access for citizens to track status of complaints.
MaintStar LMS Public Portal allows anonymous users to track status via a map interface and click on the
case pointer on the map. Users filing the compliant through a public user account may receive status
updated via email or their portal account.
Capability for citizens to upload photos, videos, etc.
MaintStar LMS allows anonymous or registered user filing complaints may upload a photos/videos related
to the case. If location services are active on the device generating the photo/video, MaintStar LMS will
also provide the location of the photo/video on the map.
Public Nuisance Abatement
VIII.Public Nuisance Abatement – System will provide the code enforcement with a solution to manage enforcement and
remediation of public nuisance cases:
Automatic scheduling of property inspections and re-inspections.
MaintStar LMS offers two methods of automated scheduling of inspections - (1) via hard configuration or
through workflow engine automation. Inspections may be assigned by geo-area, availability, specialty, or a
combination of these factors.
Contractor Information and costs.
MaintStar LMS has a dedicated Licensed Professionals data table for full contractor search, lookup and full
contact and information retrieval. Village contracted professional costs may be kept in this data table as
well.
Creation of invoices and other documentation required for lien/billing process.
MaintStar LMS design offers the creation of fees and matching invoices for code and public nuisance
abatement. These are conveniently visible under the Fees/Invoices tab on the case. If there are multiple
invoices, they will be listed in chronological order.
page 43
Data Migration
Data Migration - Ability to migrate information from the internal database currently in use by code enforcement.
MaintStar is proposing database ETL (extract, transform, load) migration. The illustration below details the data
migration process below. Please see the project time line GANTT chart on page for data migration in the project
schema
Tyler Munis
Table 1
Field 1
Field 2
Field ..Table 2
Field 1
Field 2
Field ..Table 3
Field 1
Field 2
Field ..
Pilot
Table A
Field 1
Field 2
Field ..Table B
Field 1
Field 2
Field ..Table C
Field 1
Field 2
Field ..
Data Crosswalk
Extract, Transform, Load
SQL
Scripts
Target Schema
Table A
Field 1
Field 2
Field ..Table B
Field 1
Field 2
Field ..Table C
Field 1
Field 2
Field ..
MaintStar LMS
Table A
Field 1
Field 2
Field ..Table B
Field 1
Field 2
Field ..Table C
Field 1
Field 2
Field ..
Test/Validate Final Acceptance
Database Migration Process
page 44
What are Minimum Bandwidth Requirements?
This varies with the user’s operation. General users can operate nicely with 2-5 Mbps. Plan Review users will require
more bandwidth due to extensive graphics and comparison operations - 8-15 Mbps
What are Maximum Bandwidth Requirements?
Their would be very little added benefit for general users beyond 6 Mbps, or Plan Review users beyond 15 Mbps.
How many sites do you have for emergency backup/data recovery in case the main server goes down? Where is the
backup located?
MaintStar LMS uses Amazon Web Servers EC2 S3 GovCloud. This is a geo-diverse replicated hosting service. This
means data is replicated in two data centers - one in Hayward, California and one in Ashburn, Virginia - this allows for
continued service in the event a disaster is experience in a large region.
How frequently do maintenance periods occur? If there is downtime, how long does the downtime last (on average?)
At what time of the day/week does scheduled maintenance normally occur?
MaintStar LMS has very few down periods. IN the event a down period impacting service is required MaintStar will
contact the customer in advance and schedule the event. These are usually performed 12 AM - 1AM on a weekend
evening (local customer time).
What kind of software uptime do you guarantee?
MaintStar’s SLA offers .995% up tie guarantee on the SLA. If the system does not provide this a credit will be issued
against the annual hosting/support fee. Historically the AWS GovCloud has provided .999995 % up time. It has been
unavailable only 17 minutes in the last 5.5 years.
If the contract is terminated, will the Village have access to download our data for our own use? What other options
does the vendor supply for the client in-order to obtain the data? (i.e., transferring data to an external hard drive and
shipped to the client)
MaintStar SLA provides 30 day or less delivery to customer all data upon contract termination. Note: the SLA also
provides for regular delivery (up to 6 times per year) of a database backup for customer storage and retention.
What is the timeline for implementation after receipt of order?
MaintStar is estimate 4 months.
How are software upgrades handled? Are they included in the annual maintenance agreement?
MaintStar include software upgrades as part of the single annual recurring fee.
General Questions
page 45
Village of North Palm Beach - FL
RFP 2022-LR -Permitting Software
u Section F4 - Project Plan and Implementation
Project Methodology and Plan
MaintStar LMS deployment follows a well-structured methodology. MaintStar’s approach to the Land Management
deployment projects follows nine (9) phases with concurrent operations for integrations (custom and default) and data
ETL. The Project Schematic below illustrates the project from a high-level - including all components. MaintStar project
management includes true project governance (schedule, function, and quality responsibility). This schematic color
scheme matches the GANTT TimeLine and Project Organization charts in this section.
Management Commitment and Time and Resource Allocations
It is important that proper expectations are set from the beginning. Both teams have definitive time (response burden) and
management responsibilities during the project implementation, training, and testing. MaintStar works closely with the
customer team members during the entire process. Managing projects for over thirty years we discover the most important
key to success is consistent team participation and communications.
PROJECT PLANUSER
EXPERIENCE APPLICATION
TYPES USER DEFINED FIELDS/
LISTS PROJECT
SCHEMATIC AGENCY
IMPLEMENTATION Milestone
1 PROJECT PLAN
DISCUSSIONS EST. DEV.
ENVIRONMENT Milestone
2 Milestone
3 USER
TRAINING FINAL TEST - PUSH TO
PROD.RECORDS/RISK/
IMPACT ISSUES/CHANGE
REQUESTS PROGRESS
MONITOR Asana
PM
Portal MaintStar
LMS
Sandbox
VALIDATION PROCESS
WORKFLOWS Milestone
4 GO-LIVE
SUPPORT GIS and MS INTEGRATIONS DATA
ETL PROJECT
GOVERNANCE CUSTOM
INTEGRATIONS page
Project Management
The illustration below shows the project team organization. The Project Manager and Coordinator at MaintStar and
the Project Manager for the Village of North Palm communicate to establish schedules and agendas for the weekly
conferences. The primary mission of the MaintStar Project Coordinator is to organize meetings with the Village of North
Palm Project Manager to bring Department Leads or Vested Parties as their participation is required.
PROJECT MANAGER
Village of North Palm
DEPT LEADS
VESTED PARTIES
PROJECT MANAGER PROJECT COORDINATOR
MaintStar
GIS AND DATABASE ENG.
DEPLOYMENT ENG.
INTEGRATIONS ENG.
DEDICATED SUPPORT ENG.
Building
Planning
Code
Licensing
Financial
IT
Supervision
MaintStar Team Responsibilities
Village of North Palm - Community Development and Regulation Software - Tasks and Responsibilities
Task Team Member
Project Kick-Off
Coordinate Conferences
Olga Aznabakiyeva, Project Coordinator
Project Plan Tony Sheppard, Project Manager
Standard Integrations
GIS Integration
MS Exchange Integration
Victor Reinhart, GIS and Database Engineering
Deployment
Milestone 1 - Records/Cases
MIlestone 2 - User Defined Fields and Lists
Milestone 3 - User Interface Customization
MIlestone 4 - Workflow Process
Vladimir Buskin, Deployment Engineer
Olga Aznabakiyeva, Project Coordinator
Database ETL Victor Reinhart, GIS and Database Engineering
Custom Integrations
Workday/VUEWorks/Neighborly
MicroSoft BI/Selectron IVR
Utility Billing
Kadrick Everson, Integration Engineering
Maria Dolgareva, Integration Engineering Development Module
Training and Go-Live Planning David McElroy, Director of Training
Go-Live and Ongoing Support Long Nguyen, Senior Technical Support and DSE
page 48
Customer Responsibilities
Specific responsibility of the customer related to the implementation and data ETL efforts include the following:
Provide a consistent Project Manager for the duration of the project.
Researching and compiling electronic data from your existing sources.
Providing this data in electronic to MaintStar Project team or post on Asana PM Tool.
Scheduling staff time for review of transformed data.
Be available for telephonic or text support for MaintStar regarding data transformation via Asana, email or
telephone.
With this understanding in place we will conduct a detailed review of the setup configuration for the Village for the
day-to-day ease of configuration input as well as generating daily, monthly, quarterly reports. Beyond these reports we
have a collaborative Project Management Tool, Asana PM which allows for Village visibility into project and team member
progress at any given time of day.
Asana Collaborative Cloud-Based Project Management - Real Time GANTT and Project Dependencies
MaintStar uses a collaborative Project Management Tool to enhance communications, deliverables, and the productivity
of the weekly conference calls. The Asana Project Management system is a web-based collaborative Project Management
System. Both teams will have access to the project folders, contribute comments, upload deliverables, and visibility into
the project at any time of the day. Asana is a crucial part of project governance as the project system of record, with 7 x 24
available team members can communicate through Asana and web conferences are far more productive.
Project Management Tool
page 49
Village of North Palm - Project Estimates
Project Management team at MaintStar has initially analyzed the Village of North Palm project and developed the following
estimation of man-hours for each party. In this manner, each participant has a understanding of the project scope.
Village of North Palm - Project Management Hour Summary
Item Village - Hours MaintStar - Hours
Project Management 80 135
Configuration/Customization 110 200
General Implementation 140 340
Historical Data Conversion 30 80
Training/Administration 60 80
Go Live Support/Testing 20 40
Total Estimated 440 person/hours 875 person/hours
Project Tasks and Responsibilities
Village of North Palm - Tasks and Responsibilities
Task Team Member
Project Kick-Off
Coordinate Conferences
Olga Aznabakiyeva, Project Coordinator
Project Plan Tony Sheppard, Project Manager
Standard Integrations
GIS Integration
MS Exchange Integration
Victor Reinhart, GIS Development
Deployment
Milestone 1 - Records/Cases
MIlestone 2 - User Defined Fields and Lists
Milestone 3 - User Interface Customization
MIlestone 4 - Workflow Process
Vladimir Buskin, Deployment Engineer
Olga Aznabakiyeva, Project Coordinator
Database ETL Victor Reinhart, GIS Development
Custom Integrations
Tyler Munis Financials and Payment Process
BlueBeam Electronic Plan Review
Kadrick Everson, Integration Engineering
Training and Go-Live Planning David McElroy, Director of Training
Go-Live and Ongoing Support Long Nguyen, Senior Technical Support and DSE
page 50
Village of North Palm - Project Plan Outline
Village of North Palm - Land Management, Permitting Software - Project Management
Pre-Project Planning Initial Task Plan
Regular Calls with Village PM and Village Community Development Team Members
Delivery of Documentation and Test/Quality Plan - Village Workflow Forms
Review Goals and Objectives of Project
Project Kick-Off High Level Project Overview
Finalize and Document Task Group and Task Objectives
Release Plans and Schedules - Finalize Workflow Automation
Resource Commitment Requirements
Training Sessions
see Training Section)
Admin Training
Supervisor Training
Post Training Feedback
Configuration and Support Configuration Planning Document (MIlestone 1)
Implement System Configuration
Iterative Review of Configuration and Progress
Data ETL Initial Data Conversion Planning Meeting
Delivery of Initial Design Screen Customization
Mapping existing fields to application fields
Develop Data Conversion Plan - Include Roles Responsibilities
Conversion Plan Implementation
Perform Testing of Data Conversion
Go / No Go Live Decision (Milestone 2)
End User Training Sessions Customize End User Training Program
Go-Live Planning Schedule Go Live
Final Data Conversion Final Data Conversion Test and Evaluation
Go / No Go Live Decision (Milestone 3)
Post Go-Live Support Review and Hand-Off Session
Village of North Palm - Project Estimates
Project Management team at MaintStar has initially analyzed the Village of North Palm project and developed the following
estimation of man-hours for each party. In this manner, each participant has a understanding of the project scope.
Village of North Palm - Community Development Case System - Project Management Hour Summary
Item Village - Hours MaintStar - Hours
Project Management 80 140
Configuration/Customization 120 240
General Implementation 160 320
Historical Data Conversion 60 100
Training/Administration 80 100
Go Live Support/Testing 20 40
Total Estimated 520 person/hours 940 person/hours
page 51
Schedule
Village of North Palm Beach - FL
Online Permitting, Planning, Code Enforcement, Licensing Solution
Aug 2022 Sep 2022 Oct 2022 Nov 2022 Dec 2022 Jan 2023
Phase 2 - Permitting, Planning, Code Enforcement, Licensing Solution
Planning Phase •
Create Setup Checklist
Document Workflows, Users, Security Rights
Gather Items on Setup Checklist
Setup Initial MaintStar LMS Installation
Walk Through MaintStar LMS Setup (Iterative)
Practice, Test, Use MaintStar LMS Outside of Meetings
Database Create and/or Migrate Asset Data •
Data Collect
Data ETL
Test Database Validate
Configuration and Validation •
Record Types and Forms
Work Fows, Fees, Codes
Reports
System Interfaces •
ESRI GIS Interface (MaintStar Standard Integration)
MS Exchange/Office (MaintStar Standard Integration)
Tyler Munis and Payment Processing Integration
BlueBeam Electronic Plan Review
Training Land Management •
Preliminary Admin/Supervisor Training
End User and Go Live Training
Go Live Land Management •
Push Sandbox Data to Production
Production Goes Live
Post Production Assistance
Planning Data Conversion Deployment Integration Integration Opt.Training Go Live
GANTT Legend
Page 52
Project Schedule - GANTT Chart - Implementaton and Deployment Plan
ESTIMATEThis schedule and chart is an estimate based on a Project Start of Aug 2022. The estimated completion with Training and Go Live starting in December 2022. MaintStar is basing these time lines on the requirements, scope of work contained and over 30 years of similar
project experience. These may change with scope of work changes, final project plan definitions, and prompt receipt of deliverables and direction from Village of North Palm Beach.
This scope includes two data validation intervals (for accuracy and high validation), along with requested system Integrations. MaintStar will assign a six person deployment team, this allows for parallel work operations (database population, system configuration, and
integration overlap).
System Environments Proposed to Village of North Palm Beach - (1) Sandbox + (1) Production.
u Section G - References
Village of North Palm Beach - FL
RFP 2022-LR -Permitting Software
References - Comparable Projects
MaintStar References
Reference Name (1)City of Plant City - FL (population 38,000)
Contact Ken Andrel - IT Manager
Address 302 W Reynolds Street
Plant City • FL • 33563
Phone 813 • 659 • 4200 x4288 phone
Email kandrel@plantcitygov.com
Installation Date/Duration 2019 - 6 months
System Scope/Services Permits
Licenses
Inspections
Electronic Plan Review
GIS/ESRI Integration
Code Enforcement
Contractor Registrations
Public Facing Portal
SaaS Cloud Provided Solution + Five years support
Reference Name (2)City of Rio Vista - CA (population 9,000)
Contact Judi Craner, Permitting Supervisor
Address One Main Street
Rio Vista • CA • 94571
Phone 707 • 374 • 6447
Email jcraner@ci.rio-vista.ca.us
Installation Date/Duration 2018 - 6 months
System Scope/Services Permits
Licenses
Inspections
Code Enforcement
Contractor Registrations
Public Facing Portal
SaaS Cloud Provided Solution + Five years support
Reference Name (3)City of La Mesa - CA (population 58,000)
Contact Christopher Gonzales - LMS Program Manager
Address 8130 Allison Avenue
La Mesa • CA • 91942
Phone 619 • 667 • 1192 phone
Email cgonzales@cityoflamesa.org
Installation Date/Duration 2019 - 6 months
System Scope/Services Permits
Inspections
Planning & Zoning
Public Facing Portal
Electronic Plan Review
Electronic Plan Review
Microsoft Office Integration
GIS/ESRI Integration
SaaS Cloud Provided Solution + Five years support
page 54
u Section H - Cost of Services
Village of North Palm Beach - FL
RFP 2022-LR -Permitting Software
MaintStar First Year Investment
Village of North Palm FL - Software License
Software Licensing MaintStar LMS - Vendor Hosted Land Management
Enterprise Site Software License Fee
Unlimited Admin, Supervisor and User Count
Permitting
Planning & Zoning
Code Enforcement
Public Web Portal - Citizen Request
45,000.00
Total Software Licensing Costs $ 45,000.00
Village of North Palm FL - Implementation*
Professional Services MaintStar LMS - Vendor Hosted Land Management
Project Management $ 15,000.00
Configuration and Implementation
System Setup/Config, Data Input, Forms, Notifications
0.00
Data ETL
Database Extract, Transform, and Load
20,000.00
On Site Training/Go Live Assistance
5 Days - Training and Implementation Support
14,500.00
Total Professional Services Costs $ 49,500.00
Portal Implementation is 100 Man/Hours, additional hours may be purchased separately.
Report Development is 30 Man/Hours, additional hours may be purchased separately.
Licensed Agency Codes data presented in CSV format. System Forms presented in WORD or PDF formats only.
Two Rounds of Data Conversion provided (Legacy Community Development, Fees and Formulas, Land Data, etc.).
Historical Data Cleanup if requested by the city will be charged and invoiced at $ 155.00 per hour.
Village of North Palm FL - Agency Integration*
Interface Development Services MaintStar LMS - Vendor Hosted Land Management
ESRI ARcGIS
Multiple layer, GIS Service - Bi-Direction
Standard Interface
Microsoft Exchange/Office 365
Business Software Integration
Standard Interface
Tyler Munis Financial System
Financial System Integration
15,000.00
Card Payment Processor
PCI-DSS ComplInat Processor Integration
4,500.00
BlueBeam Studio or Revu
Electronic Plan Review
15,000.00
Total Agency Interface Costs $ 34,500.00
Any fees from Third Parties for professional services are not included, and are negotiated and paid by the agency.
Village of North Palm FL - Total First Year Pricing
Total First Year Outlay MaintStar LMS - Vendor Hosted Land Management
MaintStar LMS Total First Year Costs $ 129,000.00
page 56
1 Includes all hosting, support and licensing and ongoing training for new staff on two environments. CPI calculated approximately 6.5 % per annum.
Payment Milestones
All Inclusive Single Annual Recurring Fee
Village of North Palm FL - Hosting, Support Services, Upgrades and Training Refresh*
Total First Year Outlay MaintStar LMS - Vendor Hosted Land Management
Year 1 Annual Recurring Included
Year 2 Annual Recurring $ 26,500.00
Year 3 Annual Recurring $ 28,250.00
Year 4 Annual Recurring $ 30,050.00
Year 5 Annual Recurring $ 32,000.00
Year 6 Annual Recurring $ 34,000.00
Year 7 Annual Recurring $ 36,250.00
Year 8 Annual Recurring $ 38,750.00
Year 9 Annual Recurring $ 41,000.00
Year 10 Annual Recurring $ 44,000.00
10 Year Annual Recurring Total $ 310,800.00
First Year System Cost (previous page)$ 129,000.00
Total Ten Year System and Support Costs $ 439,800.00
Includes two environments - test and production. CPI calculated at ~ 6.5% per annum.
Village of North Palm FL - Payment Milestones
Milestone MaintStar LMS - Vendor Hosted Land Management
Project Commencement
License Fees $ 45,000.00
Sandbox Signoff - Push to Production
Professional Services, Integration, and Training $ 84,000.00
Recurring Annual Fee
Due on Anniversary See Above
Village of North Palm FL - Integration Option
Integration Services Integrations
Laserfiche
Document Management System
15,000.00
Total Optional Integration Costs $ 15,000.00
Optional Integrations
page 57
Notes:
These services are generally priced hourly. Hours are proposed for each project.
Travel is Not Specifically Priced (NSP) and are quoted in accordance to costs and expenses.
6 Training classes are complete with training guides and student documentation.
7 Electronic copies of all documentation is included for city distribution
MaintStar Professional Services Hour Rates
Project Management $ 250.00 hour
Project Planning/Requirements $ 150.00 hour
Interface Design $ 150.00 hour
Data Migration and Conversion $ 150.00 hour
Testing and Acceptance $ 130.00 hour
Post-Production Support $ 130.00 hour
Travel and Expenses N.S.P.
On Site Implementation Assistance (40 Hours Minimum)$ 250.00 hour/$ 2000.00 Per Day
On Site Go-Live Assistance (40 Hours Minimum)$ 250.00 hour/$ 2000.00 Per Day
Software Development Services (Per Man Hour)$ 200.00 hour
MaintStar Support Hourly Rates Schedule - For Reference Only
page 58
u Section J - M - Return Forms
Village of North Palm Beach - FL
RFP 2022-LR -Permitting Software
RFP EXHIBIT “B” PROPOSER’S CERTIFICATION
SUBMIT ONE ORIGINAL, FOUR (4) COPIES AND ONE ELECTRONIC
COPY OF YOUR PROPOSAL TO:
Village of North Palm Beach
Village Clerk’s Office
501 U.S. Highway One,
North Palm Beach, FL 33408
RFP TITLE:Online Permitting, Planning, Code Enforcement and Licensing Software
Solution
Proposal must be received PRIOR TO 2 :15 P.M. on June 6, 2022,at which time
Proposals will be opened.
Proposer’s Name:
Please specify if a corporation, partnership, other entity or individual)
Fed. ID# or SSN:
Address:
Telephone No.:Fax Number:
E-mail Address:
Contact representative:
The undersigned authorized representative of the Proposer agrees to all terms and conditions stated
in the RFP,and proposes and agrees that if this proposal is accepted by the Village,the Proposer
will enter a contract with the Village incorporating the terms of the standard Village contract to
provide the services as stated in this proposal and in accordance with the terms and conditions of
this RFP.No proposal may be withdrawn for a period of one hundred and twenty (120)days
following the opening of the proposals.The Proposer further acknowledges and affirms the
certifications set forth in Section 7 of the RFP.
PROPOSER REPRESENTATIVE WITH AUTHORITY TO BIND CONTRACT
Authorized Representative’s Signature Date
Name Position
Attest By:
Corporate Seal]
Secretary
28 Hammond, Unit D • Irvine, CA 92618
6/1/2022
MaintStar, Inc.
eric@maintstar.com
714-883-8851
Eric Sabato
33-0151817
Vice President of Sales
949-458-7560
Eric Sabato
page 60
Exhibit “C” Page 1
RFP EXHIBIT “C”
PUBLIC ENTITY CRIMES
STATEMENT UNDER §287.133,
FLORIDA STATUTES
1.This sworn statement is submitted to the Village of North Palm Beach,Florida
by
print individual's name and title)
for
print name of entity submitting)
whose business address is
and (if applicable) its Federal Employer Identification Number (FEIN) is:
If the entity has no FEIN,include the Social Security Number of the Individual
signing this sworn statement:)
2.I understand that a "public entity crime"as defined in Paragraph 287.133(1)(g),Florida Statutes,
means a violation of any state or federal law by a person with respect to and directly related to the
transaction of business with any public entity or with an agency or political subdivision of any other state
or of the United States,including,but not limited to,any bid or contract for goods or services to be
provided to any public entity or an agency or political subdivision or any other state or of the United
States and involving antitrust,fraud,theft,bribery,collusion,racketeering,conspiracy,or material
misrepresentation.
3.I understand that "convicted"or "conviction"as defined in Paragraph 287.133(1)(b),Florida
Statutes,means a finding of guilt or a conviction of a public entity crime,with or without an adjudication
of guilt,in any federal or state trial court of record relating to charges brought by indictment or
information after July 1,1989,as a result of jury verdict,nonjury trial,or entry of a plea of guilty or nolo
contendere.
4.I understand that an "affiliate"as defined in Paragraph 287.133(1)(a),Florida Statutes, means:
a.A predecessor or successor of a person convicted of a public entity crime;or
b.An entity under the control any natural person who is active in the management of the
entity and who has been convicted of a public entity crime.The term “affiliate"includes
those officers,directors,executives,partners,shareholders,employees,members,and
agents who are active in the management of an affiliate.The ownership by one person of
shares constituting a controlling interest in another person or a pooling of equipment or
income among persons when not for fair market value under an arm's length agreement,
shall be a prima facie case that one person controls another person.A person who
knowingly enters into a joint venture with a person who has been convicted of a public
entity crime in Florida during the preceding 36 months shall be considered an affiliate.
5.I understand that a "person"as defined in Paragraph 287.133(1)(e),Florida Statutes,means any
natural person or entity organized under the laws of any state or of the United States with the legal power
Eric Sabato
MaintStar, Inc.
28 Hammond, Unit D • Irvine, CA 92618
33-0151817
page 61
Exhibit “C” Page 2
to enter into binding contract and which bids or applies to bid on contracts for the provision of goods or
services let by a public entity,or which otherwise transacts or applies to transact business with a public
entity.The term "person"includes those officers,directors,executives,partners,shareholders,employees,
members, and agents who are active in management of an entity.
6.Based on information and belief,the statement which I have marked below is true in relation to
the entity submitting this sworn statement.(indicate which statement applies.)
Neither the entity submitting this sworn statement,nor any of its officers,directors,executives,
partners,shareholders,employees,members,or agents who are active in the management of the entity,
nor any affiliate of the entity has been charged with and convicted of a public entity crime subsequent to
July 1,1989.
The entity submitting this sworn statement,or one or more of its officers,directors,executives,
partners,shareholders,employees,members,or agents who are active in the management of the entity,or
an affiliate of the entity has been charged with and convicted of a public entity crime subsequent to July
1,1989.
The entity submitting this sworn statement,or one or more of its officers,directors,executives,
partners,shareholders,employees,members,or agents who are active in the management of the entity,or
an affiliate of the entity has been charged with and convicted of a public entity crime subsequent to July
1,1989.However,there has been a subsequent proceeding before a Hearing Officer of the State of
Florida,Division of Administrative Hearings and the Final Order entered by the Hearing Officer
determined that it was not in the public interest to place the entity submitting this sworn statement on the
convicted vendor list.(attach a copy of the final order)
I UNDERSTAND THAT THE SUBMISSION OF THIS FORM TO THE CONTRACTING
OFFICER FOR THE PUBLIC ENTITY IDENTIFIED IN PARAGRAPH 1 (ONE)ABOVE IS
FOR THAT PUBLIC ENTITY ONLY AND,THAT HIS FORM IS VALID THROUGH
DECEMBER 31 OF THE CALENDAR YEAR IN WHICH IT IS FILED.I ALSO UNDERSTAND
THAT I AM REQUIRED TO INFORM THE PUBLIC ENTITY PRIOR TO ENTERING INTO A
CONTRACT IN EXCESS OF THE THRESHOLD AMOUNT PROVIDED IN SECTION 287.017,
FLORIDA STATUTES FOR CATEGORY TWO OF ANY CHANGE IN THE INFORMATION
CONTAINED IN THIS FORM.
Signature)
The foregoing document was sworn and subscribed before me this day of
20__by ,who is personally known to me or produced
as identification.
Notary Public
My Commission Expires:
page 62
Exhibit “D”
RFP EXHIBIT “D”
CONFIRMATION OF DRUG-FREE WORKPLACE
In accordance with Section 287.087,Florida Statutes,whenever two or more Proposals
are equal with respect to price,quality,and service which are received by any political
subdivision for the procurement of commodities or contractual services,a proposal received from
a business that certifies that it has implemented a drug-free workplace program shall be given
preference in the award process.In order to have a drug-free workplace program,a business
shall:
1)Publish a statement notifying employees that the unlawful manufacture,
distribution,dispensing,possession,or use of a controlled substance is prohibited in the workplace
and specifying the actions that will be taken against employees for violation of such prohibition.
2)Inform employees about the dangers of drug abuse in the workplace,the
business's policy of maintaining a drug-free workplace,any available drug counseling,
rehabilitation,and employee assistance programs,and the penalties that may be imposed upon
employees for drug abuse violations.
3)Give each employee engaged in providing the commodities or contractual
services that are under proposal a copy of the statement specified in subsection (1).
4)In the statement specified in subsection (1),notify the employees that,as a
condition of working on the commodities or contractual services that are under proposal,the
employee will abide by the terms of the statement and will notify the employer of any conviction
of,or plea of guilty or nolo contendere to,any violation of chapter 893 or of any controlled
substance law of the United States or any state,for a violation occurring in the workplace no later
than 5 days after such conviction.
5)Impose a sanction on,or require the satisfactory participation in a drug abuse
assistance or rehabilitation program if such is available in the employee's community by,any
employee who is so convicted.
6)Make a good faith effort to continue to maintain a drug-free workplace through
implementation of this section.
As the person authorized to sign this statement on behalf of ,
I certify that complies fully with the above requirements.
Authorized Representative’s Signature Date
Name Position
MaintStar, Inc.
MaintStar, Inc.
Vice President ofSalesEricSabato
6/1/2022
page 63
Exhibit “E” Page 2
As the person authorized to sign on behalf of the above-named entity,I hereby certify that the
statements set forth above are true and that pursuant to Section 287.135,Florida Statutes,the
submission of a false certification may subject the company to civil penalties,attorney’s fees and/or
costs.I further understand that any contract with the Village for goods or services may be terminated
at the option of the Village if the company has been found to have submitted a false certification.
Signature)
The foregoing document was sworn and subscribed before me this ______day of
20___by ______________________,who is personally known to me or produced
as identification.
Notary Public
My Commission Expires:
page 64
Exhibit “E” Page 1
RFP EXHIBIT “E”
SCRUTINIZED VENDOR CERTIFICATION
PURSUANT TO SECTION 287.135, FLORIDA STATUTES
This sworn statement is submitted to the Village of North Palm Beach, Florida
by _____________________________________________________________________
print individual's name and title)
for _____________________________________________________________________
print name of entity submitting sworn statement)
whose business address is___________________________________________________
and (if applicable) its Federal Employer Identification Number (FEIN) is:_____________
If the entity has no FEIN, include the Social Security Number of the Individual
signing this sworn statement: _______________________)
1.I hereby certify that the above-named entity:
A.Does not participate in the boycott of Israel; and
B.Is not on the Scrutinized Companies that Boycott Israel List.
2.If the Contract for goods and services is for more than $1,000,000,I hereby certify that the
above-named entity:
A.Is not on the Scrutinized Companies with Activities in Sudan List; and
B.Is not on the Scrutinized Companies with Activities in the Iran Petroleum Energy
Sector List; and
C.Has not engaged in business operations in Cuba or Syria.
Section 287.135,Florida Statutes,prohibits the Village from:(1)contracting with companies for
goods or services in any amount if at the time of bidding on,submitting a proposal for,or entering
into or renewing a contract if the company is on the Scrutinized Companies that Boycott Israel List,
created pursuant to Section 215.4725,Florida Statutes,or is engaged in a boycott of Israel;and (2)
contracting with companies,for goods or services over $1,000,000 that are on the Scrutinized
Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran
Petroleum Energy Sector List created pursuant to Section 215.473,Florida Statutes or is engaged in
business operations in Cuba or Syria.
26 Hammond Unit D • Irvine, CA 92618
MaintStar, Inc.
Vice President ofSalesEricSabato
33-0151817
page 65
Statement of No Conflict of Interest
MaintStar attests by submission of this proposal and by signature below, any individual who will
perform work on behalf of MaintStar on this project is not employed by the Village of North Palm
Beach or is engaged in any business relationship with the Village of North Palm Beach.
Eric Sabato, Vice President of Sales and Authorized Corporate Officer
page 66
ANY PROPRIETOR/PARTNER/EXECUTIVEOFFICER/MEMBER EXCLUDED?
INSR ADDLSUBRLTRINSDWVD
PRODUCER CONTACTNAME:
FAXPHONE(
A/C, No):(A/C, No, Ext):
E-MAILADDRESS:
INSURER A :
INSURED INSURER B :
INSURER C :
INSURER D :
INSURER E :
INSURER F :
POLICY NUMBER POLICY EFF POLICYEXPTYPEOFINSURANCE LIMITS(MM/DD/YYYY)(MM/DD/YYYY)
AUTOMOBILE LIABILITY
UMBRELLA LIAB
EXCESS LIAB
WORKERSCOMPENSATIONANDEMPLOYERS' LIABILITY
DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required)
AUTHORIZED REPRESENTATIVE
EACH OCCURRENCE $
DAMAGE TORENTEDCLAIMS-MADE OCCUR $PREMISES (Ea occurrence)
MED EXP (Any one person)$
PERSONAL & ADV INJURY $
GEN'L AGGREGATE LIMIT APPLIES PER:GENERAL AGGREGATE $
PRO-POLICY LOC PRODUCTS - COMP/OPAGGJECT
OTHER:$
COMBINED SINGLE LIMIT $(
Ea accident)
ANY AUTO BODILY INJURY (Per person)$
OWNED SCHEDULED
BODILY INJURY (Per accident)$AUTOS ONLY AUTOS
HIRED NON-OWNED PROPERTY DAMAGE $
AUTOS ONLY AUTOS ONLY (Per accident)
OCCUR EACH OCCURRENCE
CLAIMS-MADE AGGREGATE $
DED RETENTION $
PER OTH-
STATUTE ER
E.L. EACH ACCIDENT
E.L. DISEASE - EA EMPLOYEE $
If yes, describe under
E.L. DISEASE - POLICYLIMITDESCRIPTIONOFOPERATIONSbelow
INSURER(S) AFFORDING COVERAGE NAIC #
COMMERCIAL GENERAL LIABILITY
Y / N
N / A(
Mandatory in NH)
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE
THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVEREDINACCORDANCEWITHTHEPOLICYPROVISIONS.
THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD
INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS
CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS,
EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS
CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES
BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED
REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER.
IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed.
If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statementonthiscertificatedoesnotconferrightstothecertificateholderinlieuofsuchendorsement(s).
COVERAGES CERTIFICATE NUMBER:REVISION NUMBER:
CERTIFICATE HOLDER CANCELLATION
1988-2015 ACORD CORPORATION. All rights reserved.ACORD 25 (2016/03)
CERTIFICATE OF LIABILITY INSURANCE DATE (MM/DD/YYYY)
The ACORD name and logo are registered marks of ACORD
7/21/2021
License # 0757776
562) 674-2527 (951) 231-2572
20281
Maintstar, Inc.
28 Hammond Unit D
Irvine, CA 92618
37540
A 2,000,000
35790788WCE 8/15/2021 8/15/2022 2,000,000
10,000
1,000,000
2,000,000
2,000,000
1,000,000A
73517904 8/15/2021 8/15/2022
B E&O Incl Cyber V1C0EB210601 7/15/2021 Claims Made 2,000,000
For Information Purposes Only.
For Insured's Purposes Only
MAININC-04 SMEDEIROS
HUB International Insurance Services Inc.
6 CenterpointeDriveSuite350LaPalma, CA 90623
Karen Dempsey
cal.cpu@hubinternational.com
Federal Insurance Company
Beazley Insurance Company
7/15/2022
X
X
X
X X
page67page67
u Supplemental Materials
Village of North Palm Beach - FL
RFP 2022-LR -Permitting Software
MaintStar Cloud Hosting and Security Measures
Hosted Services Plans
Topology and Security
the ultimate civic smart software
INTEGRATION
MOBILITY
CONSUMER PORTAL
RT DASHBOARDS
MaintStar Vendor Hosted - Network Diagram
Crucial factors in business continuity is redundancy. MaintStar has secured redundant AWS server facilities for higher
system availability, reliability and speed. Additionally, these locations are geo-diverse to prevent loss of service due to a
location dependent disaster. These locations are Hayward CA and Ashburn VA - see graphic below.
This is the same Cloud Hosting platform in use by the most secure US Government facilities - FBI, CIA, etc.
Redundant and Geo-Diverse Facilities
HAYWARD -CA ASHBURN - VA
MAINTSTAR CLIENT•No Single Point Failure
Geo-Diverse - No Locale Vulnerability
Unique Database
Unique Server Instances
NIST 800-171 Compliance
CNSS 1253 Compliance
FedRAMP
99.9% or Better Availability
Faster Network Speed - Less GeoIP Complexity
WEB SERVER A
WEB SERVER B
APP SERVER A
APP SERVER B
EC Instance 2 - AshburnVAINTERNETGATEWAY
INTERNETGATEWAYCELLULARPROVIDER
AGENCY NETWORK
S3 HOSTING
ZONE
WEB SERVER A
WEB SERVER B
APP SERVER A
APP SERVER B
EC Instance 1 - Hayward CA
EC2 LOAD
BALANCER
S3 BUCKET RDS SERVER EC2 ELASTICACHE
INTERNET GATEWAY
AWS
CLOUDFRONT
MAINTSTAR NETWORK
SUPPORT SERVICES
AWS EC2 S3 GovCloud
WWW
VILLAGE OF NORTH PALM
MAINTSTAR
DEPLOYMENT TEAM
MaintStar does not multi-tenant customers - your data resides on its own server and operating system. Every customer has
dedicated server environments (test and production), Operating System, and database. This security advantage speaks for
itself.
Every client has a unique database, server environments and customization settings. Lesser systems ask clients to share
database (less secure), share servers (less reliable), and share customization (less scalable and unique to agency)
MaintStar Does Not Multi-Tenant Customers
MaintStar Offers a Premier Cloud Hosting Platform
MaintStar EAMS is a Premier Hosted Cloud Solution.
Not all Cloud Hosting solutions are the same. Cloud Hosting allows many vendors to take ‘shortcuts’ to increase revenue at
considerable sacrifice to the customer. The first shortcut is to house many customers on the same server, operating system,
and database. Housing multiple customers on the same software are known as multi-tenancy.
Multi-tenancy allows vendors to save considerable costs and increase revenues with a significant loss to customer system
performance. Not only does this compromise security, but also it forces customers to update in unison. Multi-tenancy also
impacts scalability and complicates support. Since each customer has unique application customizations, user-defined
data fields, and lists, these eventually add up and burden the system, and scalability and support ease are lost.
MaintStar avoids this providing each client with dedicated servers, dedicated sandbox and production environments, and
databases. Please see our Cloud Services document to understand the server performance offered, storage offered, and
security measures applied. MaintStar Cloud solution offers sub-second RPOs and RTOs of minutes.
The MaintStar cloud servers are in Geo-diverse locations in Virgina and Northern California, offering resiliency no agency
back-room solution could provide.
MaintStar SLA guarantees .995% uptime/availability. If the customer experiences less than this a table of credit is applied
based on the uptime delivered.
The solution provided historically has far exceeded the SLA guarantee. MaintStar customers have experience .99998%
availability over the last five years. This represents total unavailability of 17 minutes over the last five years. The last period of
unavailability on this platform was 2018.
Latest SOC v3 available on request.
AWS EC2 S3 GovCoud Hosting Technology
page 71
MaintStar has selected Amazon Web Services as it primary provider for Cloud IT Infrastructure. This same solution has been
selected by thousands of private companies around the world to host it’s secure data, as well as the United States Govern-
ment including departments containing data of the utmost national security.
Amazon routinely provides a security audit by a third independent party, and the results of those audits are made publicly
available on their website. If MaintStar is selected as a prime candidate for this opportunity we will provide the complete
AWS SOC v3 report and the results of the latest security audit.
MaintStar uses the following security services/measures:
AWS CloudHSM
AWS CloudHSM is a service that allows customers to use dedicated hardware security module (HSM) appliances within the
AWS cloud. AWS CloudHSM allows customers to store and use encryption keys within HSM appliances in AWS data centers.
AWS Identity and Access Management (IAM)
The AWS Identity and Access Management service enables customers to securely control access to AWS services and
resources for their users. Using AWS IAM, customers can create and manage AWS users and groups and use permissions to
allow and deny their access to AWS resources.
AWS Key Management Service (KMS)
AWS Key Management Service allows customers to create and control the encryption keys used to encrypt their data, and
uses hardware security modules (HSMs) to protect the security of their keys.
AWS Shield
AWS Shield is a managed Distributed Denial of Service (DDoS) protection service that safeguards web applications running
on AWS. AWS Shield provides constant detection and automatic in-line mitigations that minimize application downtime
and latency.
AWS Web Application Firewall (WAF)
AWS Web Application Firewall is a web application firewall that helps protect customer web applications from common
web exploits that could affect application availability, compromise security, or consume excessive resources.
Security Measures Applied
Minimum RTO and RPO
Unlike snapshot-based solutions that update target locations at distinct, infrequent intervals, CloudEndure uses Continuous
Data Protection, enabling sub-second Recovery Point Objectives (RPOs). Highly automated machine conversion and
orchestration enable Recovery Time Objectives (RTOs) of minutes.
Business Continuity and Disaster Recovery
MaintStar has selected Amazon Web Services as it primary provider based on providing the utmost reliability, availability
and speed of data. Since MaintStar has selected AWS, no data has been loss, and total downtime in the 10 years has been
15 minutes.
The Customer owns their data - standard language assures return of customers data within 30 days of contract termination.
MaintStar provides for regular database backups and data reports in the standard MaintStar Maintenance SLA with copies
sent to the customer for storage on their own IT facilities locally.
Standard Customer Data Provisions In MaintStar SLA
page 72
MaintStar Hosted Solutions
Plan RackSpace Amazon Web Services Microsoft Azure
Silver 2 Virtual CPUs
8 GB memory
1 TB Storage
SQL Server 2019
2 Virtual CPUs
8 GB memory
1 TB Storage
SQL Server 2019
AWS Shield Standard
2 Virtual CPUs
8 GB memory
1 TB Storage
SQL Server 2019
Gold 8 Virtual CPUs
32 GB memory
2 TB Storage
SQL Server 2019
8 Virtual CPUs
32 GB memory
2 TB Storage
SQL Server 2019
AWS Shield Standard
8 Virtual CPUs
32 GB memory
2 TB Storage
SQL Server 2019
Platinum 40 Virtual CPUs
160 GB memory
4 TB Storage
SQL Server 2019
40 Virtual CPUs
160 GB memory
4 TB Storage
SQL Server 2019
AWS Shield Standard
40 Virtual CPUs
160 GB memory
4 TB Storage
SQL Server 2019
Cloud Hosted Services Performance and Solutions
MaintStar Hosted Options
Item RackSpace Amazon Web Services Microsoft Azure
Storage
Additional 1 TB Storage Additional 1 TB Storage Additional 1 TB Storage
Memory
Additional 32 GB memory Additional 32 GB memory Additional 32 GB memory
Network
1,000 Mbps Dedicated 1,000 Mbps Dedicated 1,000 Mbps Dedicated
While Amazon Web Services is our primary partner, we can offer RackSpace and Microsoft Azure platforms as well. In all
cases agencies will have a multiple environment solution, Sandbox for testing and training and a protected Production
environment.
As Proposed for
Village of North Palm Beach x 2 (sandbox, production)
page 73
Universal Compatibility
2020 MaintStar Product Support and Implementation Team maintains and supports the information contained in the document.
Last modified: 11. 11.2020 by VR,
User Workstation Recommendations - < 250K Population Hosted SaaS Installed Systems
The following recommendations are for users that are NOT engaged in drawings review or complex reporting.
OS - Win OS 7 or greater
Internet Browsers - Edge, Chrome, Firefox, Safari or Opera
Memory - 4Gb or greater
Processor - Intel i5 dual core or greater
Monitor - 1920 x 1080 resolution
The following recommendations are for users engaged intensive drawing review activities or complex reporting.
OS - Win OS 7 or greater
Internet Browsers - Edge, Chrome, Firefox, Safari or Opera
Memory - 8Gb or greater
Processor - Intel i7 dual core or greater
Monitor - 2560 x 1440 resolution x 2
The following recommendations are for Inspectors engaged in field operations.
Supported Device - Apple iPad/iPhone, Android Galaxy Tablet/SmartPhone, Windows Surface
Internet Browsers - Edge, Chrome, Firefox, Safari or Opera
Device Space/Memory - >32 Gb
Tablet Display - 9.3 inch display or greater
Mobile Application - MaintStar EAMS Mobile for Disconnected Mode
Mobile and Field User Recommendations - < 250K Population Hosted SaaS Installed Systems
CHROME FIREFOX SAFARI OPERA
Architecture - Development
Microservices Architecture - No Legacy or Inherited Code
Development - ReactJS, MSSQL
Javascript in some scripting and other minor areas
SQL based database support MS SQL
EDGE
page 74
Online Permitting, Planning,
Code Enforcement and Licensing Software Solution
Village of North Palm Beach, FL
Response to RFP
Submitted by:
Sages Networks Inc.
50 Hurt Plaza SE, Suite 1446
Atlanta, GA 30303
Tel: 404-892-6184 x 101 / 678-471-7392
Email: hkrishna@sagesnetworks.com
Fax: 404-596-8649
Village of North Palm Beach - Online Permitting, Planning,
Code Enforcement and Licensing Software Solution
2
B. Table of Contents
C. Cover Letter of Transmittal 3
D. Statement of Qualifications 5
Relevant Experience 6
City of Boynton Beach FL 6
Jacksonville Electric Authority [JEA] FL 6
City of Marietta GA 7
Fayette County GA 7
Hartsfield Jackson Atlanta International Airport 7
Pitkin County CO 8
City of South Fulton GA 8
City of Atlanta GA 9
E. Experience of Person who will be assigned to the Project 10
Resumes 10
F. Scope of Services Provided 12
Approach & Proposed Solution 12
What differentiates SagesGov from other solutions? 12
A few screenshots of the SagesGov solution 16
Details about the SagesGov solution 17
Responses to Village of Palm Beach Requirements 19
Online Permitting 19
Code Enforcement 21
General Questions 28
F Implementation Schedule 30
Startup 30
Implementation 31
System Configuration, Data migration & Integration 31
Configured SaaS Solution Ready for Test 31
Training 32
Go-Live and Stabilization 32
G. References 33
H. Cost of Services 40
Required Documents 42
I. Proposer’s Certification (Exhibit B). J. Public Entity Crimes Statement (Exhibit C) K.
Confirmation of Drug Free Workplace (Exhibit D) L. Scrutinized Vendor Certification (Exhibit E)
M. Conflict of Interest Disclosure 42
Village of North Palm Beach - Online Permitting, Planning,
Code Enforcement and Licensing Software Solution
3
C. Cover Letter of Transmittal
Mr. Michael Applegate,
IT Director
Village of North Palm Beach
501 U.S. Highway One
North Palm Beach, Florida 33408-4906
Dear Mr. Applegate,
We understand that the Village of North Palm Beach would like to replace its current Software system and in the
process upgrade to an Online Permitting, Planning, Code Enforcement and Licensing software system that offers
new capabilities and handles future requirements and growth. Our product SagesGov has been designed and built
from scratch to solve problems for planning, zoning, building, business licensing and code enforcement departments
for jurisdictions like the Village of North Palm Beach. We have worked very closely with Building Officials,
Permit Technicians, Plan Reviewers, Inspectors and Code Enforcement offers to design and build SagesGov that
addresses the specific needs of Planning, Zoning, Code Enforcement and Building departments.
We are aware that we must migrate data into SagesGov and integrate with several back-end systems. With that in
mind we have architected our cloud-based Software-as-a-Service (SaaS) solution to be hosted on Microsoft Azure
and integrate with ESRI/GIS, and financial systems using multiple integration approaches (ex. via REST Web
Services, via APIs / SDKs, via batch file-based integration, etc.) to help jurisdictions like the Village of North Palm
Beach staff and citizens experience a seamless solution.
Our proposal addresses Village of North Palm Beach’s RFP for an Online Permitting, Planning,
Code Enforcement and Licensing Software System. Our solution, SagesGov, will allow the Village of North Palm
Beach to accomplish these key outcomes:
● Allow Village of North Palm Beach to utilize an integrated electronic plan review, online permitting,
mobile inspections, business licensing and code enforcement solution that allows the City’s customers to
submit, track, manage applications, drawings, and supporting documents from a single online location.
● Integrate with Palm Beach County’s GIS (ESRI) REST endpoint to validate addresses/parcels and visualize
GIS details. Integrate with Tyler Munis systems to make it a complete end-to-end solution for the Village of
North Palm Beach.
● Migrate data from the current Tyler Munis as needed.
● Provide a single source of truth and a 360-degree integrated view of all functions in Planning, Zoning,
Building, Inspections, Fire, Business License and Code Enforcement departments via our customizable
cloud-based software SagesGov.
● Utilize powerful workflow features to route plans to appropriate staff for review and perform electronic
reviews of plans, drawings and supporting documents as needed. Issue Permits, perform inspections, issue
certificates of occupancy, issue business licenses, perform code enforcement inspections, issue notices of
violation all via a fully featured mobile inspections application. Provide Permit tracking; Detailed Audit
Trail; automatic Email notifications and more.
● Provide a comprehensive solution to the Code Enforcement department to create cases from the field by
geolocation, select code violations, take pictures, upload pictures, issue Notices of Violation, use a code
enforcement case tracker and schedule follow up on inspections all within a few minutes.
Village of North Palm Beach - Online Permitting, Planning,
Code Enforcement and Licensing Software Solution
5
D. Statement of Qualifications
(1) Contact Information:
Mr. Harish Krishna
50 Hurt Plaza, #1446
Atlanta, GA 30303
678-471-7392
hkrishna@sagesnetworks.com
(2) Profile of Sages Networks Inc.
Our company Sages Networks Inc. was founded in Atlanta, GA in the year 2000. For the past 22+ years our
company has been providing software and services to the public sector in the areas of Electronic Plan Review,
Planning, Zoning, Online Permitting, Mobile Inspections, Code Enforcement and Business Licensing software
solutions for various customers in the United States including Hartsfield Jackson Atlanta International Airport,
City of Atlanta GA, City of Marietta GA, City of South Fulton GA, Fayette County GA, Henry County GA
City of Boynton Beach FL, Jacksonville Electric city (JEA) FL, Northeast Ohio Regional Sewer District OH,
Greene County OH, City of Valdosta GA, and Pitkin County CO. The Village of North Palm Beach and its
representatives may contact our customers for references of performance.
(3) Sages Networks Qualifications to provide the Online Permitting, Planning and Zoning, Code
Enforcement and Licensing Software Solution being proposed.
Sages Networks has been successful in developing software solutions and services in the areas of Electronic Plan
Review, Online Permitting, Mobile Inspections, Code Enforcement and Business License. Our company’s focus
over the last 22+ years on the domains of planning, zoning, permitting, inspections, business licenses and code
enforcement has helped us gain deep knowledge and skills in this area. We work closely with Building Officials,
Permit Technicians, Inspectors and Plan Reviewers with the same level of detail as we do with I.T / GIS
departments in the City/County/Regulatory agency where we implement SagesGov. This has also helped us with
developing best practices and implementation techniques that have allowed us to deliver every project on time
and on budget for all our customers throughout the United States.
Configurability was the primary principle upon which the SagesGov product was based. And we hear
constantly from the jurisdictions who use SagesGov today about how configurable, simple, and intuitive it
is. Each Workflow has very rich configuration possibilities. What that really means is that our solution
can be made, for the most part, to conform to the Village of North Palm Beach’s processes instead of
requiring your staff to change how you do things today.
(4) Compliance with the insurance requirements
This is to confirm that Sages Networks Inc. is in compliance with insurance requirements as described
by the Village of North Palm Beach for this project. We will provide certification as required by the
Village of North Palm Beach
(5) Conflict of interest statement
Sages Networks Inc. confirms that there is no conflict of interest in any work performed by the
company for the Village of North Palm Beach.
Village of North Palm Beach - Online Permitting, Planning,
Code Enforcement and Licensing Software Solution
6
Relevant Experience
We believe in employing a very hands-on approach to project implementation. From our experience, meaningful
implementations can be achieved only by engaging with the issues at hand at the right depth and level of detail. Our
approach involves conducting rich discussions in the language used by your organization’s staff (Application
Forms, Electronic Plan Review, Submittals, Planning, Rezoning, Variances, Permits, Revisions, Review Cycles,
Markups, Comments, Checklists, Fees, Mobile Inspections, Business Licenses, Code Enforcement Complaints,
Notice of Violations etc.) and then mapping decisions that are taken via those discussions to building
blocks/functional components in the SagesGov system. Our leadership style uses an Iterative/Agile approach to
implement solutions.
Here some specific experiences of our implementation relevant to the Village of North Palm Beach:
City of Boynton Beach FL
The City of Boynton Beach selected Sages Networks after a nationwide RFP. The City of Boynton Beach (BBFL)
had multiple systems, paper-based applications, PDF applications that were used by their community development
department. Like the Village of North Palm Beach, they had reached the end of their technology life cycle with their
current systems and were looking for a major upgrade. The key requirements of the city were to integrate with their
ESRI GIS system, integrated with their back-end ERP system and use the Palm Beach County Universal County
Wide Permit application form and process. After the kickoff meeting in Oct 2020 our team worked very closely
with the Building, Community Development, and IT departments at the City of Boynton Beach to take them live
with SagesGov on May 26th, 2021, in record time. Our team understands the Palm Beach County application
process very well as we were involved in all stages of this implementation at the City of Boynton Beach.
Specifically, we worked with the City of Boynton Beach staff throughout the requirement process using our
unique requirements template approach, setup and configured SagesGov Residential, Commercial, Revision
processes, application forms, checklists, predefined comments, automatic emails, business rules,
requirements to upload certain files based on the application and more. Our team integrated SagesGov with the
City of Boynton Beach’s ArcGIS online using REST based web services, we integrated with Central Square
(Naviline) using their REST web services and provided staff and citizens an integrated end-to-end solution. Once
the system setup, configuration and integration were completed we released SagesGov for the City of Boynton
Beach on our QA website for User Acceptance Testing (UAT). Our team supported the City of Boynton Beach
throughout the UAT process and then we scheduled training for city Staff. Following the training we conducted a
workshop for contractors.
Jacksonville Electric Authority [JEA] FL
This jurisdiction serves the counties of Duval, Clay, St. Johns, and Nassau counties in Florida. JEA selected
SagesGov after a nationwide RFP in 2019. Their requirement was complete digitization and automation of the
plan review, permitting and inspections process. The Sages team delivered this project and went live with
SagesGov at the JEA in summer 2020 in the middle of the pandemic. The automation includes streamlining the
workflow, automation and tracking for Service Availability Letters, Commercial and Residential Service requests,
Plan Submittal, As-Built Submittals, and various other regulatory compliance workflows at the JEA. Here is a link
to the JEA SagesGov page: https://www.jea.com/engineering_and_construction/sagesgov/
Here is an email from the GIS BA / Lead for the SagesGov: Electronic Plan Review and Document
Digitization project at the JEA:
Village of North Palm Beach - Online Permitting, Planning,
Code Enforcement and Licensing Software Solution
7
City of Marietta GA
The City of Marietta selected Sages Networks after a nationwide RFP for their Electronic Document Review
system, Permitting and Mobile Inspections. In April 2017 after the kickoff meeting, our team worked closely with
staff at various departments at the City of Marietta in the following areas: understanding the customers’ needs with
application and drawing file submission; intake and routing rules based on the application form being submitted,
created prerequisite checklists for applicants, intake checklists and review checklists for staff to help with their daily
work. Along with working with users from Planning, Zoning, Building, Fire, Public Works, Power, Water, and
other departments. The Sages team worked with Marietta I.T and GIS departments to determine integration points
for Integrations with Marietta’s SunGard (Naviline) backend permitting system and their ESRI ArcGIS
service for geocoding. Our team translated Marietta’s business and I.T requirements and it all came together in the
configuration and setup of the SagesGov solution for the village. After the setup was complete, we worked with
Marietta’s staff to ensure that user acceptance testing was done to the city’s satisfaction. The next step was user
training. Sages provided hand-on training for City intake staff, permit technicians, plan reviewers on the use
of SagesGov with Bluebeam Revu. Finally, we worked with the City of Marietta on a Go Live plan and the
SagesGov Electronic Plan Review solution was launched successfully in August 2017. Following EPR go-live we
migrated the city’s Permitting and Mobile Inspections to SagesGov from their current ERP system.
Fayette County GA
The first phase of the project (Phase 1) with Fayette County, GA involved the implementation of the SagesGov
Electronic Plan Review, Permitting and Inspections solution. After successful completion of Phase 1 the county
decided to replace the Tyler EnerGov Permitting and Inspections system with SagesGov Permitting and Inspections
in Phase 2 of the project. We successfully migrated Tyler EnerGov Permitting and Inspections data over to
SagesGov. We have continued expanding the SagesGov platform at Fayette County. Following the Department of
Building Safety, we have provided automation for Planning and Zoning, Environmental Management
Division, Fire Marshal's office and Fayette Water have all switched to using SagesGov software.
Hartsfield Jackson Atlanta International Airport
As the world's busiest, our airport, located right next to the Village of North Palm Beach, serves the metro Atlanta
population of over 6 million people, and plays a critical role in transportation throughout the United States. The City
of Atlanta DOA, Planning and Development selected SagesGov for the Electronic drawing submission, review,
comments, responses, and project tracking tool. With close to 90 plan reviewers and 1000s of external users, the
SagesGov cloud based Electronic Plan Review solution plays a mission critical role at Hartsfield Jackson. Projects
submitted include large Capital projects such as parking decks, concourse renovations, fire stations, to Tenant
(Airlines) submittals. All concessionaires at the Airport are required to Submit their project for review through
SagesGov. One of the key capabilities of the SagesGov solution is to split a large project workflow into smaller
Village of North Palm Beach - Online Permitting, Planning,
Code Enforcement and Licensing Software Solution
8
project submissions such as 30%, 60%, 90% and Final Submittal. These projects are all linked to one and other and
provide the Airport quick access to drawings and comments from a single online location. All Airside, Landside,
Tenant and Concessioners development activity at Hartsfield Jackson Atlanta International Airport is being
processed in SagesGov software for design review and approval.
Pitkin County CO
Our company Sages Networks was selected after multiple attempts by the County to find a suitable vendor for their
requirements. The Sages team migrated data from 11 different databases into SagesGov including migrating
data from the Software system. We worked with the County on their Eden database analysis and database cleanup
process. Over the years the County had many different databases in MS Access, SmartSheets etc., that the Sages
team had to reconcile with the Eden permitting database. The County also uses Laserfiche for document archival.
The Sages team successfully integrated SagesGov with Laserfiche using the Laserfiche SDK to provide a
complete end-to-end solution from submission, routing, plan review, markup, permit issuance, inspections,
certificate of occupancy to archival. Besides Eden and Laserfiche, the Sage team also provided Pitkin County
integrations with Bluebeam Studio API, DocuSign for Electronic Signature, Forte Payments Gateway to
collect fees online, Tyler Munis and ESRI ArcGIS online for Address and Parcel validation.
SagesGov Pitkin County Implementation: https://www.youtube.com/watch?v=_imB9nup4nk&t=867s
City of South Fulton GA
The City of South Fulton selected SagesGov after a nationwide RFP search for a Community Development
software system to handle all the planning and development activity in this booming City in Fulton County. Our
team worked with various departments at the city and starting in Fall 2019 just before the pandemic. We worked at
various levels with the city to determine their requirements using our best practices and templates. As the
requirements were being finalized, the pandemic hit in March 2020 and the City IT director requested us to go live
as soon as possible. Sages was prepared to work remotely when the pandemic hit and our implementation team
sprang into action, setup, configured, and integrated the SagesGov solution for the City of South Fulton in record
time. We integrated SagesGov with ESRI ArcGIS, Tyler Munis. SeeClickFix and Forte Payments for the City. We
followed the software development lifecycle through the project with User Acceptance Testing (UAT), trained staff
and external users and went live during the pandemic.
The City of South Fulton has seen huge benefits by going paperless and contactless using SagesGov software that
went live right in the middle of the pandemic. Here are some statistics:
Number of Permits issued in 2019 at the City of South Fulton (Before using SagesGov system)
(Per Press release from the City Community Development director below)
1957
Number of Permit issued in 2021 with SagesGov software at the City of South Fulton
(30% increase in Permits issued, during the Pandemic)
2549
Number of Projects Submitted in 2021 with SagesGov software at the City of South Fulton
(During the Pandemic)
3509
Total Fees Collected in 2021 with SagesGov-Forte Payment Gateway solution at the City of
South Fulton
(During the Pandemic)
$3,814,168.54
Village of North Palm Beach - Online Permitting, Planning,
Code Enforcement and Licensing Software Solution
9
City of Atlanta GA
The City of Atlanta had made multiple attempts in the past to automate their plan review and permitting
process and had failed. There were huge cost overruns in previous attempts and / or the selected
software system did not meet the City’s requirements. After two previous failed implementations, the
City of Atlanta, Department of City Planning selected SagesGov for the Electronic Document
Review Project after an exhaustive nationwide search via the RFP process. We worked and
continue to work with various departments such as Office of Zoning, Office of Buildings, Department
of Watershed management, Traffic, Arborist, Site, Atlanta Fire Department, Atlanta Information
Management, and many others during the implementation process. The city had very complex
Village of North Palm Beach - Online Permitting, Planning,
Code Enforcement and Licensing Software Solution
10
integration requirements with their backend Accela system. Our team built the integration with
Accela using their Construct API to provide City staff and applicants with a seamless end-to-end
permitting experience. We also integrated with ESRI ArcGIS for address and parcel validation.
SagesGov currently is live at the City of Atlanta for light-commercial multifamily townhomes and
apartment projects. Here is an email from the Project Manager for the EDR project at the City of
Atlanta:
E. Experience of Person who will be assigned to the Project
Our company, Sages Networks Inc. has selected Harish Krishna and Mr. Nandan Naik to implement the SagesGov
solution for the Village of North Palm Beach. Mr. Krishna and Mr. Naik will work closely with the Village of
North Palm Beach’s implementation team and Engineering, Configuration and QA teams inside our company to
ensure the smooth implementation of the solution.
Resumes
Harish Krishna’s Resume
Name Harish Krishna
Title Project Manager
Professional Background
Harish Krishna is the President of Sages Networks Inc. He will provide the
executive oversight for the solution our company will provide to the
Village of North Palm Beach. He has thirty (32+) years of overall
experience developing and implementing Software Solutions. Of his
overall experience, the past nineteen (21+) years have been specifically
focused on helping City and County governments by providing solutions
for their Permits, Plan Review, and Inspection software needs. His subject
matter expertise can be verified through references and blog articles he has
authored on our website.
Link: http://blog.sagesnetworks.com/author/harishkrishna/
Current &
Past Relevant Employment
President of Sages Networks - 21 Years - 2000 to present
Village of North Palm Beach - Online Permitting, Planning,
Code Enforcement and Licensing Software Solution
11
Education Bachelor of Science in Engineering
List of Relevant projects
City of South Fulton GA - Electronic Plan Review, Permitting, Mobile
Inspections, Business Licenses and Code Enforcement
Role: Project Manager
Project Completion Date: April 2020 and January 2021
City of Boynton Beach FL - Electronic Plan Review, Permitting and Mobile
Inspections
Role: Project Manager
Project Completion Date: May 2021 and January 2022
City of Atlanta GA - Electronic Plan Review
Role: Project Manager
Project Completion Date: December 2021
Pitkin County CO – Electronic Plan Review, Permitting, Mobile Inspections
and Code Enforcement. Data migration from Eden and other databases
integration with Laserfiche
Role: Project Manager
Project Completion Date: Aug 2020
Nandan Naik’s Resume
Name Nandan Naik
Title Solution Architect
Professional Background
Nandan Naik will be the Solution Architect for our solution for the Village
of North Palm Beach. He has a master’s degree in Computer Science from
Columbia University in New York and a bachelor’s degree in Computer
Science from Georgia Tech. He has fifteen (20) years of experience
building software solutions of which eleven (16) have been providing
solutions to Cities and Counties. His expertise in both Software and The
Town/County Planning, Permitting, Inspections and Code Enforcement
domain can be verified through references and blog articles he has authored
on our website. Link: http://blog.sagesnetworks.com/author/nandannaik/
Current &
Past Relevant Employment
- Software Engineer at Sages Networks - 17 years - 2006 to present
- Programmer Analyst at Datapoint Systems - 2 years - 2004 to 2006
Education
Master of Science in Computer Science - Columbia University - New York
Bachelor of Science in Computer Science - Georgia Tech - Atlanta
List of Relevant projects
Jacksonville Electric Authority (JEA) – FL Electronic Plan Review,
Permitting, Inspections and Digitization
Role: Solution Architect
Project Completion Date: Aug 2020
Village of North Palm Beach - Online Permitting, Planning,
Code Enforcement and Licensing Software Solution
12
City of South Fulton GA – Electronic Plan Review, Permitting, Mobile
Inspections, Code Enforcement and Business Licensing
Role: Solution Architect
Project Completion Date: April 2020 and January 2021
City of Boynton Beach FL - Electronic Plan Review, Permitting and Mobile
Inspections
Role: Solution Architect
Project Completion Date: May 2021 and January 2022
Our company specializes in the provision of Electronic Plan Review, Permitting, Mobile Inspections, Licensing and
Code Enforcement software solutions to cities, counties, and regulatory agencies. Numerous implementations of
these solutions for customers of different types (cities, counties, utilities, agencies, etc.) and sizes (from large to
small) gives us a deep bench of experienced resources that can be quickly brought into any implementation.
F. Scope of Services Provided
Approach & Proposed Solution
The strongest capability of our company is the power, flexibility and quality built into our SagesGov Software
Product as means of delivering extremely effective and efficient solutions in the areas of Planning, Permitting,
Inspections, Licensing and Code Enforcement. We have distilled 22+ years of experience as a company and the
decades of experience shared among our team members to build this product. We are very proud of what we have
been able to accomplish and continue to add features to the SagesGov platform with the goal to make this the
absolute best Planning, Permitting, Inspections, Code Enforcements and Business Licensing solution in the
industry.
Our company’s core capabilities include a comprehensive spectrum of services to cater to the Electronic Plan
Review, Permitting, Mobile Inspections, Business Licensing and Code Enforcement needs of cities, counties,
utilities, airports, and other regulatory agencies. Our company is a one-stop-shop for the full range of services for
this project including Business Process Analysis, Business Process Reengineering, Business Process Automation,
Data Conversion, Solution Architecture, Solution Development, Solution Implementation, Training, Go-Live
Support, to Maintenance and Upgrades of software modules and systems. Based on our best-in-class project
management, implementation experience, data migration and software development skills we are confident that our
team has the capacity and capability to successfully deliver a comprehensive Online Permitting, Planning,
Code Enforcement and Licensing software system to the Village of North Palm Beach on time and budget.
What differentiates SagesGov from other solutions?
Feature What that means to the Village of North Palm
Beach
Full Submission automation with forms specific to the
Village of North Palm Beach.
Receive submissions with application forms that look
like the paper application forms the village already uses
today.
Village of North Palm Beach - Online Permitting, Planning,
Code Enforcement and Licensing Software Solution
13
Rich application forms. Collect rich data from customers and ensure that the
data filled out by customers on the form is valid and of
high quality
Ex. Cost of Construction is a number, Square Footage
is a number, Construction Type is chosen from a
predefined list, etc.
Upload of drawing/plan files and upload of all
supporting documents.
Receive all plans and supporting documents
electronically from customers. No more lugging
around, distributing, keeping track of, storing and
management of heavy rolls of plans. Reclaim real
estate by getting rid of your plan storage room.
Enforcement of prerequisites checklists Allow Staff to save time and effort by ensuring that
customers cannot submit their applications to the
village unless they meet appropriate prerequisites.
Integration with GIS and other systems to ensure
submittal constraints are met and relevant GIS and
other data is consolidated.
Allow Staff to be more efficient by making the system
ensure that the address/parcel is valid and by making
the system retrieve and bubble up relevant information
from the GIS system for the project.
Make certain file types of mandatory during
submission.
Ex., require a site plan to be uploaded for certain work
types.
Allow Staff to save time by ensuring that all required
files are uploaded by the customer when they start
processing the customer’s submission.
Improve turn-around times and customer service for the
village’s customers by ensuring that all information
needed from customers is collected upfront (instead of
Staff waiting for missing information before the
submission can be worked on).
Configure rules for "Auto-Adding" review agencies,
fees, permit types and inspection types based on
application data.
Ex. Route plan review to the Fire Marshal if the
application has “Sprinklered” selected as "yes".
Allow Staff to be more efficient and improve turn-
around times for customers by allowing the system to
make automated decisions.
Instead of staff having to decide which review
disciplines to send a submission to, or which fees are
applicable, etc. the system automatically brings in
appropriate record types into a project/case depending
on the data captured from the customer and the rules
that have been defined.
Store all Plan Review markup and comments made on
the PDF drawing in the SagesGov cloud.
This means no more managing comments in excel files
or looking for the latest version of drawings etc.
The system manages the versions of the files that
pertain to each Review Cycle. Reviews can be done
concurrently on the same project/case. The system
burns in markups/comments/stamps into appropriate
Village of North Palm Beach - Online Permitting, Planning,
Code Enforcement and Licensing Software Solution
14
files when the review cycle is completed.
Cascade rules, conditions, and holds on a project from
the early planning stages all the way to construction.
This feature allows the village to bring consistency into
each application/submission that they process in
SagesGov. By relying on the system to automatically
apply appropriate conditions and holds based on the
parcel or the relationship between projects/cases, the
village can ensure that nothing is missed due to human
error.
Predefined comments tool that allows you to define
plan review comments from any building code
reference.
This is a big time-saving tool for the City’s Reviewers
since comments from the appropriate Code Book can
be stored in SagesGov and can be applied for a review
via a single click.
SagesGov Inspection App on iOS and Android with the
capability to take pictures, enter comments, capture
signatures, and reject inspections with a choice of re-
inspection fees.
Inspections results from the field instantaneously sync
up with the main SagesGov system allowing both staff
and customers to be notified.
Pictures captured on the device allow customers to
accurately address the identified deficiencies.
Time and labor efficiencies can be realized via
Predefined comments that allow Inspectors to choose
pre-configured code book comments instead of typing
things out when providing inspection comments.
Inspectors can decide if re-inspection fees must be
collected. Alternatively, the system can automatically
calculate re-inspection fees if the inspection performed
was not a first-time inspection.
SagesGov Inspections App comes with a local database
on the device.
This means that Inspectors do not need to have a
connection to the cell tower when capturing their
inspection results. The mobile application saves the
information entered by the inspector and automatically
syncs up that information with the main SagesGov
application when cell connectivity is available.
Inspectors can indicate arrival time on site. This is a huge time saver for both the City’s Inspectors
and also the City’s Customers. It also allows the
village to provide a high level of customer service.
When the Inspector indicates their arrival time, the
system can send an email to the
contractor/developer/homeowner so that they can
prepare to be on-site to meet the inspector.
Contractor can put in inspection notes such as
"Lockbox code 3345" while scheduling the inspection.
This feature connects the customer and the City’s
inspector and allows the City’s Inspectors to perform
the inspections smoothly and efficiently.
Village of North Palm Beach - Online Permitting, Planning,
Code Enforcement and Licensing Software Solution
15
Automation based on business rules for every action in
SagesGov.
Ex. auto approve review cycles, auto issue permits (for
epermits), auto place holds (when a revision is
submitted), auto remove holds (when certain fees are
paid) and more.
By making things automated the village can save on
time/labor costs and at the same time turn around
customer applications faster and provide better service.
Configure dependency rules for "pre-action" and "post-
action" actions for all entities. Ex. Do not allow
scheduling a Building Final Inspection when a Framing
Inspection is required. Add a Re-Inspection Fee record
when an inspection is disapproved.
By putting automated checks like these in place, the
village can bring a level of consistency into every
application/submission that it processes.
Display Alerts on the header bar when the parcel has
Fees due or open permits on them.
By bubbling up relevant alerts/information to staff in
the project/case header bar, the system allows staff to
make the right decisions for a project/case and helps
improve the quality of output each Staff user generates.
Create as many tabs or data forms as needed. These
data forms can contain as many data fields as needed
and can be made department specific.
Allows the City to precisely specify the kinds of
information that the village wishes to capture from its
customers and from staff depending on the type/kinds
of submission.
Extremely configurable solution. Maintain application
forms, data fields, data types, file types, mark fields as
required, configure business rules, configure pre and
post action rules, manage users & roles, configure
email, letters, approval documents, permit documents,
inspection ticket, prerequisite checklists, intake
checklists, review checklists and pre-defined
comments. Define complex fee calculation formulas
and if needed we can make the application forms
behave dynamically (Ex. Show certain data
fields/questions to the user when a question is answered
a certain way).
An extremely configurable system means that the
village does NOT need to change its processes or
change the way staff currently do things. The system
adapts to how the village functions instead of making
the village adapt the way it works to the system.
Village of North Palm Beach - Online Permitting, Planning,
Code Enforcement and Licensing Software Solution
16
A few screenshots of the SagesGov solution
Electronic Application, Plans, supporting docs Submission Integrated with ArcGIS Online for verification and Maps.
Electronic Plan Review Using Bluebeam Revu – Markups and comments stored on plan and in SagesGov Web application
SagesGov Mobile Inspections App for iOS and Android smartphones and tablets
Village of North Palm Beach - Online Permitting, Planning,
Code Enforcement and Licensing Software Solution
17
Details about the SagesGov solution
Database
1. Our product SagesGov is hosted on Microsoft Azure and uses all the latest products and technologies
available on the Windows stack. We use SQL Azure database and have built our product using Microsoft
.NET.
2. Data can be imported into SagesGov using our standard data migration tool. Data from current Village of
North Palm Beach systems can be exported to a format that we will share with the village, and this can be
imported into SagesGov.
3. For Data export, we have a very powerful Search feature that will allow the village to Search and export
data as needed into Excel spreadsheets. We also have the capability of exporting all the files that were
uploaded to SagesGov. In addition, we have an optional FTP module that transfers completed Zip files
via a secure FTP to the Village of North Palm Beach’s IT network. Additionally, we have a powerful ad-
hoc reporting environment which allows the authoring and execution of Custom Reports using Microsoft
Report Builder and SQL Server Reporting Services (SSRS). Data in reports authored in the reporting
environment can be exported into Excel, PDF, Word, or other formats.
Users
1. Users: There are two types of users in SagesGov. External Users (free access) and City Staff users (paid
subscription). We have covered the cost breakdown in our detailed cost proposal.
2. Support: SagesGov support is available from 8:00am to 5:00pm from Monday to Friday. Our technical
staff constantly monitor the performance and health of the SagesGov Software-as-a-Service. Fixes to
bugs and technical issues that are part of the common/shared aspect of the offering will be fixed at no
charge to the Village of North Palm Beach. Any issues /questions /clarifications /support tickets that
arise outside of the technical support described above is addressed through a paid Functional Support
package purchased by the Village of North Palm Beach. Costs for the Functional Support package have
also been included in our cost proposal.
3. Upgrades: We release new features/enhancements and bug fixes to SagesGov multiple times a year.
There is no charge to the village for these upgrades. Our deployment is usually late in the evenings or on
the weekends. We will notify the village 1 week ahead of the release and following the release our
company will provide detailed release notes.
Scalability
SagesGov is hosted on the Microsoft Azure cloud, and this allows us to scale up based on Village of North
Palm Beach’s current demands and future growth. From a functionality standpoint, one of the biggest
strengths of the SagesGov solution is the level of configurability and the ease with which City Staff can make
changes and tweaks on their own. The level of flexibility that our solution allows means that our solution can
accommodate the necessary changes to adapt to the village’s growth.
Being able to leverage Microsoft Azure for the operational aspects of the solution means that our company can
focus on building rich capabilities and scalable features that cater specifically to the needs of Cities and Counties
as it relates to Electronic Plan Review, Permitting, Inspections, Code Enforcement and Licensing.
Performance
The SagesGov platform handles 1000s of users (external and staff) submitting & managing 100s of Project / Case
Village of North Palm Beach - Online Permitting, Planning,
Code Enforcement and Licensing Software Solution
18
applications, large drawing files and using the system everyday with ease. There will be no negative impact on the
performance for the Village of North Palm Beach to handle additional users or additional processes.
Training
Training: Our team realizes the importance of training on the success of every implementation. We have been
very successful in many implementations with a train-the-trainer approach. With this approach, a core team of
people at the Village of North Palm Beach will be comprehensively trained on all aspects of using and
configuring the system. They can then become the subject matter experts internally and help others in the
organization. Alternatively, we can also directly train end-users of the system at the Village of North Palm
Beach. We also have follow-up training after several weeks of use. We offer training sessions based on role: (a)
Intake Staff Training (b) Plan Reviewer and Inspector Training (c)System Admin training (d) External user
Training. We also provide comprehensive training manuals for each participant. These training guides will be
made as per the final configuration for the Village of North Palm Beach.
Support: All support issues should be sent to us via email. Our Technical support team will triage these issues
and respond. Depending on the severity of the issue We use ZenDesk to track all issues in SagesGov. Emails can
be sent to support@sagesgov.com
Security
SagesGov has multiple levels of security. Physical / Data center security comes with the Microsoft Azure cloud
platform where we have hosted SagesGov. All data at rest is encrypted in the SQL Azure database and we
use HTTPS end-to-end for all communications. In addition, the SagesGov application is a role-based
application, and all users are granted privileges based on their roles. This allows the City’s system administrators
to control security to various sections of the application depending on role and need of the user. In addition, all
external users can be made to register for a user account prior to logging into SagesGov. This allows the Village
of North Palm Beach to check the legitimacy of the person registering and if they are eligible to do business with
the Village of North Palm Beach. We have a detailed audit trail of all actions that are performed on a project /
case. This allows the Village of North Palm Beach to check the history and easily research a project / case. For
jurisdictions that desire SSO we also offer integrated SAML based authentication using Azure Active Directory.
Uptime
All work performed by Sages Networks Inc. shall be performed in a workmanlike and professional manner, to the
full satisfaction of the City, and shall conform to all prevailing industry and professional standards. After go-live
we provide a 30-day stabilization period where we will make minor changes to the system at no charge to the
village within the framework of the signed off requirements document.
Village of North Palm Beach - Online Permitting, Planning,
Code Enforcement and Licensing Software Solution
19
Responses to Village of Palm Beach Requirements
Online Permitting
Village of North Palm Beach Requirement Sages Response
Integrate with the Village’s current financial
accounting, Tyler Technologies Munis
applications, including Tyler Cashiering.
Will comply
Work with the Village’s current credit card
payment processing program or propose a different
credit card payment solution.
Will comply. We are proposing SagesGov integrated with
Forte Payments Gateway for credit card payment processing.
Allow citizens and/or contractors to be able to
apply, check status, download permits and submit
plans online for obtaining a permit.
Will comply. SagesGov provides comprehensive online
submission of application forms, plans, supporting
documents, fees, checklists etc. Citizens and contractors can
check the status of projects and download permits, check
history and more online.
Provide a Plan Review Process that will allow
inspectors to sign off on submitted plans, to
accept/reject/add notes to plans electronically.
Will comply. SagesGov is integrated with Bluebeam Revu
for Electronic Plan Review. Comments made on plans are
stored in the SagesGov cloud application. plan reviewers /
inspectors can redline, markup, comments and use
measurements to quickly review, accept or reject plans. We
support concurrent plan review and multiple review cycles.
Once all plans are approved, they are stamped electronically,
and we burn-in those markups and comments in the drawing
files for permitting and inspections.
Have the ability to overlay corrected plans to
compare to plans that were rejected to show
corrections.
Will comply. After drawings are marked up by reviewers
and require corrections, SagesGov allows the application to
upload revised drawings and replace drawings from the
previous review cycle. SagesGov keeps track of previous
and revised drawings and allows comparison and overlay of
drawings using our integrated Bluebeam Revu solution.
Send notifications to citizen or contractor that
reference issues with permit request or status of the
submitted permit.
Will comply.
Provide workflows for permit processing and/or
plans review.
Will comply. SagesGov has a comprehensive workflow
tracking system. Your jurisdiction can customize the
workflow to align with your current processes. Rules can be
defined for pre-action and post-action events. Automatic
email notifications can be configured at various points in the
workflow to provide real time information to all
stakeholders in the project / case.
Allow citizens to see all fees paid and unpaid that
are associated with their application.
Will comply.
Village of North Palm Beach - Online Permitting, Planning,
Code Enforcement and Licensing Software Solution
20
Allow citizens and contractors to request and
schedule inspections and track status.
Will comply. SagesGov has a comprehensive inspections
module. You can define inspection sequencing rules to make
sure predecessor inspections are completed prior to final
inspections. You can have cut off time and configure the
number of days out an inspection can be scheduled. Citizens
and contractors can schedule inspections and track the
progress online.
Retrieve and review plans in the field. Will comply. Using our integrated SagesGov Mobile App
your inspectors will see all drawings that were approved
using SagesGov electronic plan review, thereby eliminating
the need to carry rolls of approved drawings in their trucks.
Access information in “real time” utilizing laptops
in vehicles.
Will comply. Our offering comes with a Mobile App that
runs on iOS, Android or Windows smartphone / tablet
devices.
Inquire into all activity on a project,
including inspections, in the field.
Will comply.
Access contractor information in the
field.
Will comply.
Print information in the field. Will comply.
Provide Alerts/Reminders, tracking of red, yellow
tags and stop work orders.
Will comply.
Print red tags from vehicles in the
field.
Will comply.
Retrieve all data that has been input for permits, by
type; commercial or residential, job value,
surcharge fees, etc., in report form/ Ad-hoc
reporting.
Will comply.
Text or e-mail automated inspection requests that
will be processed to correct inspector, 24
hours a day.
Will comply.
Provide system sent e-mail or text alerts for
expiring permits, prior to expiration date.
Will comply. SagesGov has a comprehensive email
notification mechanism. You can configure emails based on
workflow events or when statuses change. Emails prior to
permit expiration can be configured to be sent prior to
expiration date. We have a feature that extends the permit
expiration date when certain types of inspections are
scheduled and performed.
Access information and all permits that have been
issued to a contractor from one location.
Will comply.
Village of North Palm Beach - Online Permitting, Planning,
Code Enforcement and Licensing Software Solution
21
Show alerts and holds for: license or insurance
expiration or revocation, red tags not paid, stop
work orders, duplicate permits (not closed), etc.
Will comply.
Report information for permitting and payment for
Building Department only......not to include all fees
from all other departments.
Will comply. Various Fees can be configured in SagesGov.
Fee amounts can be calculated based on various fields on the
application form such as cost of construction, permit type,
square footage etc. You can have Fee by department and
include only those relevant to the project by rules. All Fees
can be mapped to GL accounts and will be part of the flat
file upload into Tyler Munis at the end of the day.
Provide alerts when a commercial business that
continues to operate during a remodel fails to get
their final inspection.
Will comply.
Show flood zone mapping, integrated into the
system; or availability to access while in the
system serving customers.
Will comply.
Provide customers access to records to see that
they have red tags, triple fee permitting because of
work without a permit, etc.
Will comply.
Code Enforcement
Village of North Palm Beach Requirement Sages Response
Intuitive user interface Will comply. The SagesGov Mobile App user interface has
been developed working closely with inspectors in the field.
CE Cases can be created in the field based on geo location
by tapping a map or by entering an address. We can also
integrate with the property assessor’s database to get owner
information. CE Officers can create a new case using their
location, selecting pre-defined code violations, taking
pictures, and generating an inspection report with code
violations, pictures and time stamps all in less than a
minute.
Efficient (fast, easy) data entry Will comply.
Source information identifying how the action was
initiated, i.e., Code Enforcement Officer, Citizen
Complaint, etc.
Will comply. We have multiple mechanisms to report
cases. CE officers can report cases from the field and do the
inspection all at once. Office staff can use the web
application to create cases. We are also integrated with 3rd
party Code Enforcement creation tools such as SeeClickFix
to bring down cases from their system using Web Services.
Village of North Palm Beach - Online Permitting, Planning,
Code Enforcement and Licensing Software Solution
22
A mobile workflow to be used with mobile devices
in the field (via internet or mobile app on iPad) that
mirrors desktop application and its functions.
Will comply. SagesGov Mobile App on iOS, Android and
Windows smartphones and tablets has identical features of
the SagesGov web application. In addition, the App comes
with a database on the mobile device that lets your staff
work in an offline mode.
Automatic parcel information retrieval from Palm
Beach County Property Appraiser.
Will comply.
Inspection notification and workflows (Cases will
have a specific action required.
Will comply.
Applications should flag cases due for follow up
action daily and notify the affected inspector each
day.)
Will comply. Using the SagesGov mobile App, CE officers
will be able specify if a case needs a follow up inspection
and we can default the date to 2 weeks. The officer can
change the date as needed. SagesGov automatically creates
a follow up inspection, schedules and assigns it to the
inspector for the date requested.
Automatic scheduling desired. Will comply.
Easy queries and searches by any data field. Will comply.
Violations table which can be amended as new
ordinances are passed, language changed.
Will comply.
Custom and standard reporting. Will comply. SagesGov comes with several standard
reports. For custom reports we use SQL Server Reporting
Services (SSRS).
Flexible report configurations. Will comply. SagesGov has powerful Search capabilities
besides standard and custom reports. Custom saved
searches can be created by any user and exported to excel at
any time. In addition, reports can be run at scheduled times
and emailed as needed.
Capacity for user-modifications by trained system
administrator without programming skills
Will comply.
Creation and tracking of modifiable letters and
forms which can include inserted attached
photos
Will comply. SagesGov has a powerful documents or
letters module. You can define templates with dynamic
content that pulls in information from sections of the
project/case such as application forms, data forms, project
status, dates etc. This allows for powerful letter definitions.
Once a letter has been generated, it can be reviewed prior to
being published. We use a MS word-like editor that runs
inside the browser.
Multiple document attachment capability
Will comply.
Village of North Palm Beach - Online Permitting, Planning,
Code Enforcement and Licensing Software Solution
23
Code enforcement case tracking from beginning to
end including complaint log, billing and
hearings
Will comply. SagesGov has a case tracker that can be
customized to match your tracking criterion. From the time
a case is opened to a court decision, and close out your staff
can easily update the status of the case as it flow through
the SagesGov system.
Image management Will comply.
File attachment Will comply.
Audit Log records Will comply. SagesGov has a detailed audit trail of all
actions that have taken place on a case. We keep track of
the person who performed the action, the date it was
performed, any document that was generated like NOV etc.,
comments that were entered and emails if any that were
sent as part of that action.
Online citizen access Will comply.
Property owner registration for vacant properties Will comply.
International Property Maintenance Code Will comply.
Perform SQL queries on the data as needed utilizing
an open database format.
Will comply. SagesGov is hosted on Microsoft Azure and
uses a SQL Server database. You can create SSRS reports
using SQL queries to extract data from the SagesGov
database.
I. Case management- Software platform will allow
code enforcement inspectors a
solution to manage cases of various code
enforcement processes:
Will comply.
• Automatic generation of workflow based upon
code enforcement process type.
Will comply.
• Choice of parcel data and owner lookup through
GIS integration (tax records, maps) and previous
case lookup tables.
Will comply.
• Capacity to edit owner information and add/list
multiple owners and occupants.
Will comply.
• Automatically add “lookup information” to the
case.
Will comply.
• Automatically assign case numbers to new cases
(Not optional).
Will comply.
Village of North Palm Beach - Online Permitting, Planning,
Code Enforcement and Licensing Software Solution
24
• Automatic inspection and re-inspection scheduling
with reminders automatically sent.
Will comply.
• Ability to create daily and weekly task lists for
code enforcement activities.
Will comply.
• Provide revisable drop-down lists to assign
pertinent information to cases.
Will comply.
• Provide databases of inspections with spatial
attribute data and other information required.
Software should record X and Y information at time
of creation.
Will comply.
• Provide easy access to previous case history. It is
desirable that closed cases and associated case
information are able to be viewed on the map or a
quick search
Will comply.
II. Letter Generation and Management – Software
platform will provide code enforcement inspectors
an automated solution to generate and manage
various code enforcement letters:
• Automatic generation of various preformatted code
enforcement letters based upon case types with case
content insertion including photos.
Will comply.
• Automatic content insertion of case information
into letters.
Will comply.
• Letter editing capability via Microsoft Word or
simple editor.
Will comply.
• Ability to reprint previously sent letters and to
maintain a copy for the case record.
Will comply.
• Ability to update owner and parties of interest
letters and reprint letters while maintaining previous
case history.
Will comply. This will require that staff has to reopen the
document or NOV, change owner and reissue the
document. We keep track of these activities in our audit
trail.
• Ability to enter certified letter information and
verify that cases have been properly served.
Will comply.
Ability to create letter formats in pdf and other
email friendly formats.
Will comply.
• Ability to store letters in print queue for batch
printing jobs.
For printing we recommend using the capabilities in
desktop computers to queue print jobs.
Village of North Palm Beach - Online Permitting, Planning,
Code Enforcement and Licensing Software Solution
25
• Letter templates easily modified and created by
internal staff.
Will comply.
• Capability of electronic signatures on letters. Will comply. SagesGov is integrated with DocuSign. This
is an add on module.
III. Parcel Data Lookup – Software platform will
allow code enforcement officers a
solution to access and manage constantly changing
property information:
• Automatically look up owner information from
parcel database when new case is entered into
system.
Will comply.
Ability to edit and update parcel data then create a
new data record to be stored in an update lookup
table.
SagesGov uses REST based web services to validate
addresses and obtain owner / parcel data. We do not store
parcel data in our database. By going to the source of Parcel
data, we are always sure of the latest parcel data even if it is
constantly changing.
• Automatically looks up various parcel attribute
data such as land use and others.
Will comply.
Automatically import additional owner information
mailing information into the system from text file.
This includes taxpayer, mortgage company, water
billing info, etc. Demonstrate how it will link.
SagesGov uses REST based web services to validate
addresses and obtain owner / parcel data. We do not store
parcel data in our database. By going to the source of Parcel
data, we are always sure of the latest parcel data even if it is
constantly changing.
Village of North Palm Beach Requirement Sages Response
IV. Reporting – Software platform will allow code
enforcement inspectors and
management team a solution to generate various code
enforcement reports:
Ability to create listings of overdue letters and
inspections.
Will comply.
Ability to create and run standard reports along with
customized reports.
Will comply.
Ability for internal staff to write custom reports. Will comply. SagesGov supports SQL Server
Reporting Services (SSRS) for custom reports. Staff
can use this Microsoft tool to write custom reports.
Ability to create graphical charts and graphs
summarizing code enforcement information.
Will comply.
Village of North Palm Beach - Online Permitting, Planning,
Code Enforcement and Licensing Software Solution
26
Ability to export query information to Excel. Will comply.
Ability to email reports in PDF format. Will comply.
• Map queried case information. Will comply.
• Scheduled reports for automatic delivery via e-mail. Will comply.
V. Photo and Document management – Software
platform will allow code enforcement inspectors a
solution to manage photos and other documents
associated with cases:
• Ability to upload and associate videos, photos, etc. with
code cases and violations.
Will comply. Please note that the ability to upload
videos into cases is currently not available. If this
ability is important for the Village, we are willing to
revisit this and discuss building this feature as part of
our product roadmap.
• Unlimited file size support. Each file uploaded for a project/case must be less than
500 MB in size. In our experience, 500 MB size limit
for a file is more than sufficient. Additionally,
allowing files larger than this does not deliver an
optimal experience for users of the system - large files
are very unwieldy to work with and require significant
bandwidth/machine infrastructure for each staff user
(whether they are in their offices or out in the field on
their mobile devices/phones).
• Unlimited number of photos per case. Will comply.
• Simultaneous upload of multiple photos. Will comply.
• Ability to upload scanned and other documents to code
cases and violations.
Will comply.
• Ability to add notes regarding imported documents. Will comply.
• Ability to incorporate documents into case reports and
letters.
Will comply. SagesGov allows documents to be
uploaded to a case. These documents can be made
available in the final zip file generated for each case. If
the Village is looking into inject content from other
documents into reports/letters that are generated in
SagesGov, our system allows a copy-paste of the
desired content into designated areas of the application.
Once the content has been captured this way, it can be
made part of reports/letters.
• Secure cloud storage of uploaded case documents. Will comply.
• Ability to upload pictures during field use. Will comply.
Village of North Palm Beach - Online Permitting, Planning,
Code Enforcement and Licensing Software Solution
27
• Ability to support general documents accessible outside
of a case, i.e., code book PDF, etc.
Will comply.
VI. GIS Integration and Embedded map - System will
allow code enforcement
officers a solution to incorporate and map existing GIS
data. System should have a
GIS Map component included in the software. System
should also include the
following:
• Validation of address for new case processes.
• Owner address lookups.
• Query parcel information by owner name.
• Auto-populate information into cases based upon
geographical location
utilizing integrated GIS layers such as code enforcement
areas, flood zones, etc.
• Automatically assign cases to code enforcement
officers based on geographical location.
• Ability to utilize GPS on a tablet in the field to create
cases from the map.
• Ability to add notes on the map or to each parcel that is
not related to a specific case.
• Ability to hover over GIS information and see relevant
fields in popup.
Will comply. Most of the features requested in the list
on the left-hand-side are available in SagesGov. The
following features in the list are not available today:
- Ability to add notes on the map or to each parcel
that is not related to a specific case.
- Query Parcel Information by Owner Name
(Note: The same information can, however, be
obtained via a slightly different mechanism -
users can click the parcel on a map and will be
able to visualize Owner and other relevant
information about that parcel)
Also, please note that the list of features requested here
will depend very heavily on what kind of data is
available in either the Village’s GIS system or Palm
Beach County’s GIS system.
VII. On-line Citizen Access - System will allow citizens
to file complaints and track
status:
• Filing complaints on-line.
• Easy access for citizens to track status of complaints.
• Capability for citizens to upload photos, videos, etc.
• Ability to notify inspectors of on-line complaints filed
by citizens.
Will comply. Please note that the ability to upload
videos into cases is currently not available. If this
ability is important for the Village, we are willing to
revisit this and discuss building this feature as part of
our product roadmap.
VIII. Public Nuisance Abatement – System will provide
the code enforcement with a
solution to manage enforcement and remediation of
public nuisance cases:
• Automatic scheduling of property inspections and re-
inspections.
• Contractor Information and costs.
• Creation of invoices and other documentation required
for the lien/billing process.
Will comply.
Data Migration - Ability to migrate information from the
internal database currently in use by code enforcement.
We have a standard data loader that can be used to load
code enforcement data into SagesGov. However, this is
something that we provide as a service to ensure that
data integrity is maintained during the migration
process.
Village of North Palm Beach - Online Permitting, Planning,
Code Enforcement and Licensing Software Solution
28
General Questions
Village of North Palm Beach Requirement Sages Response
What are Minimum Bandwidth Requirements? Assuming a total of around 20 users in the Village, we
recommend the bandwidth to be at least 200 MBPS
What are Maximum Bandwidth Requirements? None
How many sites do you have for emergency backup
/data recovery in case the main server goes down?
Where is the backup located?
Our product SagesGov is hosted on Microsoft Azure
and uses all the latest products and technologies
available on the Windows stack. We use SQL Azure
database and have built our product using Microsoft
.NET.
Data can be imported into SagesGov using our standard
data migration tool. Data from current Village of North
Palm Beach systems can be exported to a format that
we will share with the village, and this can be imported
into SagesGov.
For Data export, we have a very powerful Search
feature that will allow the village to Search and export
data as needed into Excel spreadsheets. We also have
the capability of exporting all the files that were
uploaded to SagesGov. In addition, we have an optional
FTP module that transfers completed Zip files via a
secure FTP to the Village of North Palm Beach’s IT
network. Additionally, we have a powerful ad-hoc
reporting environment which allows the authoring and
execution of Custom Reports using Microsoft Report
Builder and SQL Server Reporting Services (SSRS).
Data in reports authored in the reporting environment
can be exported into Excel, PDF, Word, or other
formats.
How frequently do maintenance periods occur? If there
is downtime, how long does the downtime last (on
average?) At what time of the day/week does scheduled
maintenance normally occur?
For the SagesGov web application, maintenance
involving bug fixes and/or performance improvements
is usually performed once a month on the last Thursday
of the month. For the SagesGov Field Assistant mobile
application, maintenance is usually performed once per
quarter. All scheduled maintenance activities are
performed outside business hours to minimize impact
on users. In a lot of instances, maintenance does not
involve downtime. When scheduled downtime is
necessary, the duration for the downtime is usually
averages 1 hour.
What kind of software uptime do you guarantee? We target an uptime of 99% for our services.
Village of North Palm Beach - Online Permitting, Planning,
Code Enforcement and Licensing Software Solution
29
However, we would like to note that our track record
has been much higher than 99%.
If the contract is terminated, will the Village have access
to download our data for our own use? What other
options does the vendor supply for the client in-order to
obtain the data? (i.e., transferring data to an external hard
drive and shipped to the client)
Should the contract be terminated, the Village will have
access to your data. We can transfer the data to a cloud
drive / online location for download or we can ship a
thumb drive to the Village.
What is the timeline for implementation after receipt of
order?
We usually kick off the project/implementation within
a week of receiving the order. We have proposed a 6
month go-live timeline/schedule. This includes
requirement gathering, setup/configuration, data
migration, integration, training, user acceptance testing,
go-live planning, go-live and stabilization.
How are software upgrades handled? Are they included
in the annual maintenance agreement?
We usually issue two software upgrades a year which
includes new features and performance improvements.
Any upgrades made to our standard offerings are
automatically made available to the Village (and all
other customers) without any additional cost.
The Village requests on-site training, however web
training may be substituted if needed.
We highly recommend a remote training model. We
have seen that the remote training model has been
extremely effective and has been a very cost-efficient
and judicious use of everyone’s time. Remote training
has been included in the current cost proposal. If the
Village still desires us to perform training on-site, we
will be glad to provide an estimate based on the
duration of the training.
Village of North Palm Beach - Online Permitting, Planning,
Code Enforcement and Licensing Software Solution
30
F Implementation Schedule
Please see below the schedule of work for the Village of North Palm Beach.
Stage 1 - Finalize Business Processes requirements for Permitting and Inspections software.
Stage 2a – Setup SagesGov product for the village and work on ESRI and Tyler Munis Integration.
Stage 2b – Configure Workflows, Applications, Emails and Checklists in SagesGov
Stage 2c – Data Migration from Legacy systems, Configure Roles and Users in SagesGov.
Stage 3a – End-to-end Testing and Integration testing.
Stage 3b - Setup and install Bluebeam Revu tool on Reviewers machines.
Stage 4 - Training
Stage 5 - UAT
Stage 6 - Go-Live
Stage 7 - Post Go-Live Support
Table 1: Estimated start and finish for each step
Stage Month 1 Month 2 Month 3 Month 4 Month 5 Month 6 Month 7
1
2a
2b
2c
3a
3b
4
5
6
7
*** Please note that the cost proposal is based on a 6-month engagement from kick-off to go-live.
Dedicated Project Manager and Core team resources are available from our company during this 6-
month period. SaaS Subscription billing will start at the end of the 12-week period.
Startup
The implementation of the software will be initiated with a Kick-off meeting. This meeting will be with all the
stakeholders at the village and in our company. The initial meeting will serve to introduce our team to the village’s
stakeholders and vice-versa. Our company will also do a high-level presentation of the project plan and cover key
aspects of our implementation methodology. Our company will discuss the Scope of Work which would have been
mutually established and agreed to by that point in time. This meeting will serve to introduce the Project Manager
from our company to the village and will also serve to meet the village’s Project Manager. Once we go past the
general kick-off meeting, we expect subsequent meetings to involve smaller groups of people and consist of
breakout sessions with a focus on accomplishing specific goals.
Village of North Palm Beach - Online Permitting, Planning,
Code Enforcement and Licensing Software Solution
31
Implementation
We will establish a mutually agreed-upon project plan and identify specific tasks and resources necessary to deliver
items in the Statement of Work. This will include a hierarchical work breakdown structure, including task
dependencies, schedules, deliverables, and resource assignments.
Our implementation plan for providing the services to the Village of North Palm Beach will include bi-weekly
meetings. Each meeting will cover the progress made by our team over the past two weeks and goals for the week
ahead. Meeting minutes will be maintained and emailed to the Project Manager at the village and to all relevant
stakeholders. Any issues identified over the course of the week will be addressed during the meeting and forwarded
to the Project Manager as required. Project’s status reports (biweekly) will provide clear ongoing communication to
stakeholders concerning the state of the project.
System Configuration, Data migration & Integration
As a first step, our experienced project team will work with you to understand the current Business Processes at the
Village of North Palm Beach. We will provide a requirements template to help the village finalize its requirements.
We will also work with your subject matter experts and business analysts to finalize your workflow requirements.
Our experience allows us to recommend to the village best practices we have established and implemented at other
agencies, cities, and counties through our solutions. You stand to benefit from the knowledge that we bring of what
has worked well in situations like yours. After evaluating our recommendations in the unique context of your
business processes, you can make the decision to modify your workflows in the manner and to the extent you see
fit. The deliverable for this stage of the project will include documenting the requirements gathered from the
village’s stakeholders of the Business Processes that are to be modeled in the SagesGov system.
In the second step we will provide Professional Services to integrate with the village’s ESRI system and Tyler
Munis systems. We will work with the village’s Business Users and IT/Software Engineering team to determine the
specifics for this integration.
In the third step, we will provide Professional Services to set up the village’s Business Processes in the SagesGov
product. We will also set up the Roles in your organization, set up accounts for Staff Users, and assign appropriate
roles to each staff user. Additionally, this step will involve configuring the templates for Emails/Notifications that
will be sent by the system, Documents/Letters generated at key points in the lifecycle of a project/case and
Checklists/Predefined comments that can be made available to Reviewers at key points in time.
We will configure SagesGov jointly with the village ‘s IT/Power Users/Administrators so that they become very
familiar with the powerful yet easy-to-use admin features of the SagesGov product. This joint activity will allow
the village to depend on its IT/Administrators when it needs to perform any additional configurations in the
SagesGov product in the future.
We understand that the Village of North Palm Beach would like to migrate data from its current legacy systems.
Our team will work with the village throughout the data migration process. We have a data loader tool that we
would like to propose to the Village of North Palm Beach. This will allow the village to export data from its current
database in the format that works for our data import tool. This approach saves the village time and money with
data migration.
Configured SaaS Solution Ready for Test
The fourth step of the implementation focuses on allowing the village’s users to test and ensure that the SagesGov
solution has been configured with the correct Business Processes, Roles and Users etc.
Village of North Palm Beach - Online Permitting, Planning,
Code Enforcement and Licensing Software Solution
32
The Village of North Palm Beach users will be able to access the SagesGov website via modern browsers (Chrome,
Edge, Firefox, or Safari). The SagesGov website works in conjunction with the Bluebeam Revu Tool that will be
installed on town Staff Users’ desktops. We will work with the village's IT team by providing them the package for
the installation and providing them with the information regarding CPU, Memory and Network specifications
necessary for the Bluebeam Revu tool to work. We expect the installation of Bluebeam Revu Tool itself to be done
by the village’s IT department in accordance with city policies.
Training
Sages Networks will develop a training plan that includes the following Training Classes, Training
Schedule, Training Roles & Responsibilities, Training Environment, Training Material and Training
Log to track completion of Training. Sages Networks will provide relevant training material based on
the village’s configuration of the SagesGov solution. Training material will include participant
workbooks and e-learning guides.
Go-Live and Stabilization
Steps for a successful go-live:
a. The SagesGov solution will be made available to the village to perform User Acceptance
Testing (UAT). UAT will be performed by the village and all issues identified will be
addressed (issues will either be resolved, or a consensus will be reached among the village’s and
our company’s team members that resolution of issues will either be deferred to a later date or
considered not necessary based on the non-critical nature of the issue or based on the
availability of workarounds etc.).
b. The final configuration of the SagesGov solution for the village will be loaded into the
production environment by our team.
c. We will run the final round of data migration from the village’s legacy permitting system.
d. The city will have performed a marketing campaign to let its customers know about the
SagesGov solution and the date that the solution will go-live.
e. Our company will provide the village’s IT team with the link to the village’s portal page in the
SagesGov solution. On the day of the go-live the village’s IT team will place the link to the
SagesGov solution on the village’s website. This link will allow the village’s customers to
navigate to the correct portal page in the SagesGov system.
f. In tandem with the link to the portal page being placed on the village’s website, we will activate
the village’s portal page in the SagesGov system.
Contingency Plan/Backout Strategy: If the go-live must be delayed, the following steps will be taken
to ensure that the situation is handled in an orderly manner:
a. The City’s IT team must remove the link that they placed on the village’s website to the
village’s portal page in the SagesGov solution. This will prevent new users from erroneously
navigating to the village’s SagesGov portal page.
b. Our company will disable/inactivate the City’s Portal page on the SagesGov system.
c. A message will need to be placed by the City’s IT team on the village’s website to keep the
village’s customers in the loop regarding the delay.
d. The city must reach out to its customers who were previously sent marketing messages
regarding the go-live and let them know of the delay.
Village of North Palm Beach - Online Permitting, Planning,
Code Enforcement and Licensing Software Solution
33
G. References
Jurisdiction Contact
Boynton Beach FL Adam Temple , MBA, CFM
Director of Development
Development Administration
100 E. Ocean Ave, Boynton Beach, Florida 33435
561-742-6121
TempleA@bbfl.us
Jacksonville Electric Authority, FL Deanna Davis, P.E.
Manager, Development
Direct: 904-665-8451
davidl@jea.com
City of Marietta GA Mark Rice, CBO MCP
Director of Public Works
City of Marietta
(770) 794-5651
mrice2@mariettaga.gov
Fayette County GA Steven P. Tafoya – MCP, CBO
Director / Building Official
Fayette County Department of Building Safety
140 Stonewall Avenue West, Suite 201
Office: 770-305-5127 Fax: 770-305-5212
stafoya@fayettecountyga.gov
Pitkin County CO Alex Sanchez
Community Development Analyst
Pitkin County Community Development
W: 970-920-5525 | C: 970-355-5068
Alex.Sanchez@pitkincounty.com
Village of North Palm Beach - Online Permitting, Planning,
Code Enforcement and Licensing Software Solution
34
https://www.bocaratontribune.com/bocaratonnews/2022/03/city-of-boynton-beach-successfully-
completes-implementation-of-new-e-permitting-and-inspection-software/
Village of North Palm Beach - Online Permitting, Planning,
Code Enforcement and Licensing Software Solution
35
Village of North Palm Beach - Online Permitting, Planning,
Code Enforcement and Licensing Software Solution
36
Village of North Palm Beach - Online Permitting, Planning,
Code Enforcement and Licensing Software Solution
37
Village of North Palm Beach - Online Permitting, Planning,
Code Enforcement and Licensing Software Solution
38
This is from the presentation to the City of Boynton Beach Council in 2022
Village of North Palm Beach - Online Permitting, Planning,
Code Enforcement and Licensing Software Solution
39
Customer Testimonial - Southeast Florida
Village of North Palm Beach - Online Permitting, Planning,
Code Enforcement and Licensing Software Solution
40
H. Cost of Services
Table 1: Annual Subscription Costs: SagesGov Electronic Plan Review, Permitting, Business License and
Mobile Inspections software for Building, Code Enforcement, Fire and Zoning
Item Description Quantity Unit
Price
Line
Total
1
SagesGov Plan Reviewer Subscription that includes the
following modules:
● Public Portal, Role based system, Online Submission of drawing
files, supporting documents, Intake, Routing, Electronic Plan
Review, Markup Management, integrated with Bluebeam Revu,
Markup, Comparison, Overlay, Checklists, Predefined Comments,
Meetings, Notices, Emails & Alerts, assign coordinators, Assign
Reviewers, Manage Reviewer workloads, Custom application
and data forms, auto add Reviews, Generate custom plan review
reports, History, Search, User Dashboards, Standard Reports and
Administration module.
● Technical Support, Maintenance & Upgrades
6 Regular
users
$2880 per
user /
year
$17,280
/ year
for 6
Users
2
SagesGov Field Assistant –Permit Tech, Code Enforcement,
Mobile Inspections Subscription that includes the following
modules:
● Public Portal, Role based system, Licenses, Permits and
Certificates, Mobile Application for Android and iOS devices such
as iPad and smartphones, Inspection App has store and forward
database (does not need internet connection always) Inspection
dependency rules, Auto Add Inspections, Auto Roll Inspections,
Business Rules for Scheduling such as cut off time, weekends etc.
Inspections actions such as schedule, reschedule, cancel, roll,
approve, disapprove, approve as noted, roll, auto-add re-
inspection fees and transfer inspections. Custom application and
data forms, History, Search, User Dashboards, Standard Reports
and Administration module
● Technical Support, Maintenance & Upgrades
12 Regular
users
$1728 per
user /
year
$20,736
/ year
for 12
Users
3
Functional Support after Go Live
(minor configuration changes to application forms, emails,
workflows, plan routing rules, checklists, how-to questions, login
questions, file upload questions etc.)
5 hours /
month
$1000 /
month
$12,000
/ year
4 External User License:
● Citizens, Designers, Architects, Builders and Engineers Unlimited $0 $0
5
GIS Integration: Integration with ESRI ArcGIS online for address
validation (geocoding) and loading map in SagesGov maps tab
using ESRI REST Web services. Note: We would like to integrate
with Palm Beach County’s GIS directly rather than via a land file.
Hence, we need a GIS feature layer exposed to us by the county
which we can query.
1 Module $2,250 /
year
$2,250 /
year
6 Forte Payment Gateway Integration: This is for online Fee
payment using SagesGov - Forte. 1 Module $1,950 /
year
$1950 /
year
7
Tyler Munis Integration using a flat file upload approach.
SagesGov will map Fees to GL codes and generate a file containing
all Fees collected for the day that staff can import into Tyler Munis.
1 Module $2350 /
year
$2350 /
year
Village of North Palm Beach - Online Permitting, Planning,
Code Enforcement and Licensing Software Solution
41
8
Data Migration: Data Migration from current Munis system to
SagesGov using the standard template provided by SagesGov and
using our standard data loader (cost prorated cost over 5 years)
1 $5350 /
year
$5350 /
year
Total: $61,961 per year for 18 Users
Annual Subscription start 12-weeks from kick off
Table 2: What is included in the SagesGov Annual Subscription?
Cost of Hardware, Server Software, Database software and Hosting Costs in the Microsoft Azure Cloud.
Cost of Storing Drawing files and project documents.
Cost of Personnel to manage Azure Cloud Infrastructure such as Servers, Network, Hardware, Storage and keep them
up to date.
Costs to handle software development, upgrades and patches to the SagesGov product every 6 months.
Cost of Personnel to Manage backup and disaster recovery in the Azure Cloud.
Costs of Rent, Power, Air Conditioning and other Microsoft data center costs pertaining to the Azure Cloud.
Table 3: One Time Professional Services Costs: Initial Setup, Configuration,
Data Migration, Training, UAT & Go Live
Item Description Quantity Unit Price Line Total
1 Service: SagesGov Base Setup and Configuration, Disciplines, File
Type, Users and Roles 1 $7500 $7,500
2
Service: Setup Workflow processes, Application forms, Emails,
Alerts and Notices for COA, Checklists, Plan Review Reports,
Permit document, Inspection ticket & CO report
4 $4500 /
process $18,000
3
Training: SagesGov & Bluebeam Revu Training 4 hours per
session. [With a maximum of 12 users per session] We use the
train-the-trainer model that makes Village of North Palm Beach staff
proficient in SagesGov and they can then teach other members of your
Village.
2 sessions $1750 /
session $3,500
4
Professional Services during requirements gathering, workflow
analysis, translating requirements into technical specs, project
management, UAT support & go live
60 hours $200 / hour $12,000
6
Travel: 3-day onsite visit to Village of Palm Beach, includes airfare
from ATL, travel, government rate lodging and boarding per
person.
1 trip $1,650 / trip $1,650
7 Product: Bluebeam Revu Standard Edition - For each Plan
Reviewers desktop 6 Licenses $549 / seat $3,294
8 Data Migration from Munis - Please see prorated cost over 5
years in Table 1
Total $45,944 (one time)
Table 4: Software Subscription, Technical Support, Maintenance,
Functional Support & Professional Services for 5 years
Year Software Subscription,
Technical Support and Maintenance Functional Support Professional
Services Total
1 $49,916 $12,000 $45,944 $107,860
2 $49,916 $12,000 $61,916
3 $49,916 $12,000 $61,916
4 $49,916 $12,000 $61,916
5 $49,916 $12,000 $61,916
Village of North Palm Beach - Online Permitting, Planning,
Code Enforcement and Licensing Software Solution
42
Table 4: Optional Modules and Other Professional Services
Item Description Quantity Unit
Price
Line
Total
1
Additional Training over a period of 1 year: This includes:
Instructor led Hands on Training; Follow up training after Go
Live; Hands on training in Live scenarios; Workshop for
Citizens & Builders; Multiple Training Paths based on Role.
TBD $250 /
hour TBD
2
Professional Services
5-50 hours additional professional services - $225 / hour
51-100 hours additional professional services - $200 / hour
101-150 hours additional professional services - $175 / hour
151+ hours and above - $150 / hour
TBD TBD TBD
3 Bluebeam Revu Annual Maintenance 6 seats $105 /
seat $630
Required Documents
I. Proposer’s Certification (Exhibit B). J. Public Entity Crimes Statement (Exhibit C) K. Confirmation of
Drug Free Workplace (Exhibit D) L. Scrutinized Vendor Certification (Exhibit E) M. Conflict of Interest
Disclosure
VILLAGE OF NORTH PALM BEACH
HUMAN RESOURCES DEPARTMENT
TO: Honorable Mayor and Council
THRU: Andrew D. Lukasik, Village Manager
FROM: Renee Govig, Director of Human Resources & Risk Management
DATE: July 14, 2022
SUBJECT: RESOLUTION – Property, Casualty and Workers’ Compensation Insurance for Fiscal Year 2021
The Village’s property and casualty coverage, as well as its workers’ compensation insurance
coverage, is set to expire on September 30, 2022. The current providers for each coverage are
listed below:
Coverage Current Provider Agent / Broker
Property & Casualty Public Risk Management of Florida
(PRM)
First Florida Insurance
Brokers (FFIB)
Workers’
Compensation
Public Risk Management of Florida
(PRM)
First Florida Insurance
Brokers (FFIB)
The Village Requested that Gehring Group obtain quotes for all lines of coverage (property,
casualty, workers’ compensation) for Fiscal Year 2023. The Village also requested a like proposal
from FFIB.
The Village did not receive quotes from the Gehring Group for these lines of coverage. FFIB
submitted a proposal that minimizes cost to the Village; however, it requires that the Village accept
the proposal prior to July 30, 2022 so that the rates can be locked in. A cost summary is provided
in the table below:
FY 2022 FY 2023 (*)
Coverage Provider Cost Provider Cost
Property & Casualty PRM $399,135 PRM $445,915
Positional Bonds FFIB $1,348 FFIB $1,415
Fuel Tank Storage FFIB $872 FFIB $913
Workers’ Compensation PRM $344,613 PRM $374,164
Total $745,968 $822,407
(*) The Fiscal Year 2023 costs for the positional bonds and fuel storage tank policies are estimated
only.
The attached Resolution has been prepared and/or reviewed for legal sufficiency by the Village
Attorney.
Recommendation:
Village Staff requests Council consideration and approval of the attached Resolution
accepting the proposal submitted by First Florida Insurance Brokers to provide Property,
Casualty and Workers’ Compensation Insurance coverage to the Village through Public
Risk Management of Florida for Fiscal Year 2023, authorizing the Village Administration to
take all actions necessary to implement such coverage, and approving a waiver f rom the
Village’s purchasing policies and procedures as they relate to the procurement of
insurance coverage.
RESOLUTION 2022-
A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF NORTH
PALM BEACH, FLORIDA, ACCEPTING A PROPOSAL FROM FIRST FLORIDA
INSURANCE BROKERS TO PROVIDE PROPERTY, CASUALTY AND WORKERS’
COMPENSATION INSURANCE THROUGH PUBLIC RISK MANAGEMENT OF
FLORIDA AND AUTHORIZING VILLAGE ADMINISTRATION TO TAKE ALL
ACTIONS NECESSARY TO IMPLEMENT SUCH COVERAGE; PROVIDING FOR
CONFLICTS; AND PROVIDING FOR AN EFFECTIVE DATE.
WHEREAS, the Village is currently a member of the Public Risk Management of Florida risk
management and self-insurance pool for property and casualty coverage, as well as workers’
compensation coverage; and
WHEREAS, Village Staff received a proposal from First Florida Insurance Brokers (“FFIB”) for
property, casualty and workers’ compensation insurance through Public Risk Management of Florida
for Fiscal Year 2023; and
WHEREAS, the Village Council determines that the adoption of this Resolution, including the waiver
of any conflicting purchasing policies and procedures, is in the best interests of the Village and its
residents.
NOW, THEREFORE, BE IT RESOLVED BY THE VILLAGE COUNCIL OF NORTH PALM
BEACH, FLORIDA as follows:
Section 1. The foregoing recitals are hereby ratified and incorporated herein.
Section 2. The Village Council hereby accepts the proposal submitted by First Florida Insurance
Brokers for property, casualty and workers’ compensation insurance through Public Risk Management
of Florida for Fiscal Year 2023 at a total estimated annual cost of $822,407.00. The Village Council
further authorizes and directs Village Administration to take all actions necessary to implement such
coverage.
Section 3. All resolutions or parts of resolutions in conflict herewith are hereby repealed to the extent
of such conflict.
Section 4. This Resolution shall take effect immediately upon adoption.
PASSED AND ADOPTED THIS _____ DAY OF ________________, 2022.
(Village Seal)
MAYOR
ATTEST:
VILLAGE CLERK
VILLAGE OF NORTH PALM BEACH
PROPERTY ♦ PROPERTY TERRORISM & SABOTAGE ♦ ACTIVE SHOOTER &
MALICIOUS ATTACK ♦ CRIME ♦ AUTO LIABILITY ♦ GENERAL LIABILITY♦
WORKERS COMPENSATION ♦PUBLIC OFFICIALS/E&O LIABILITY
ANCILLARY COVERAGES
RENEWAL INSURANCE PROPOSAL
OCTOBER 1, 2022 TO OCTOBER 1, 2023
Creating Unique Risk Solut ions
THIS DOCUMENT IN ITS ENTIRETY IS CONFIDENTIAL &
PRIVILEGED PROPRIETARY DOCUMENTATION
NOT PUBLIC RECORD.
Maggie Boykin, ARM -P
Vice President, Property & Casualty
Prepared By:
Kristin Chambers, AAI
Account Manager
100 SOUTH ASHLEY DRIVE
SUITE 250
TAMPA, FL 33602
813-902-3502 – PHONE
813-223-3932 – FAX
Page | 1
VILLAGE OF NORTH PALM BEACH
PROPERTY & CASUALTY RENEWAL PROPOSAL
OCTOBER 1, 2022 TO OCTOBER 1, 2023
Creating Unique Risk Solution s
TABLE OF CONTENTS
TAB SUBJECT PAGE
NUMBER
1 NAMED INSURED 2
2 PROPERTY PROPOSAL 3
3 PROPERTY TERRORISM & SABOTAGE PROPOSAL 7
4 ACTIVE SHOOTER & MALICIOUS ATTACK PROPOSAL 8
5 CRIME PROPOSAL 9
6 BOILER & MACHINERY PROPOSAL 10
7
LIABILITY INSURANCE PROPOSAL
▪ GENERAL LIABILITY
▪ PUBLIC OFFICIALS/EMPLOYMENT PRACTICES LIABILITY
▪ AUTO LIABILITY
▪ EXCESS LIABILITY
11
12
13
14
8 WORKERS’ COMPENSATION 15
9 CYBER LIABILITY COVERAGE 16
10
OPTIONAL COVERAGES
▪ POLLUTION & REMEDIATION LEGAL LIABILITY
▪ AIRPORT OWNERS & OPERATORS LIABILITY
17
18
11 EXPOSURE COMPARISON 19
12 PRICING AND BINDING AUTHORITY 20
Page | 2
VILLAGE OF NORTH PALM BEACH
PROPERTY & CASUALTY RENEWAL PROPOSAL
OCTOBER 1, 2022 TO OCTOBER 1, 2023
Creating Unique Risk Solution s
NAMED INSURED
NAMED INSURED AND MAILING ADDRESS
Village of North Palm Beach
501 US Highway One
North Palm Beach, FL 33408
This proposal contains most terms, conditions, limits and deductibles provided under the program. However, refer to the PRM
Coverage Document for specific and complete terms and conditions.
PREPARED BY
100 SOUTH ASHLEY, SUITE 250
TAMPA , FL 33602
PHONE: (813) 902-3502
FAX: (813)223 -3932
TOLL FREE: (866) 404-7637
Page | 3
VILLAGE OF NORTH PALM BEACH
PROPERTY & CASUALTY RENEWAL PROPOSAL
OCTOBER 1, 2022 TO OCTOBER 1, 2023
Creating Unique Risk Solution s
PROPERTY PROPOSAL
PROPERTY
EXPIRING
10/01/21 TO 10/01/22
RENEWAL
10/01/22 TO 10/01/23
COMPANY PUBLIC RISK MANAGEMENT OF FLORIDA PUBLIC RISK MANAGEMENT OF FLORIDA
TOTAL INSURED VALUES $55,648,554 $59,204,504
DEDUCTIBLES
ALL OTHER PERILS , EXCEPT: $1,000
ALL OTHER FLOOD – PER UNIT $1,000
FLOOD – ZONES A&V EXCESS OF NFIP
WHETHER PURCHASED OR NOT
NAMED WINDSTORM PER UN IT VALUES SHALL APPLY 5%
VALUATION
PROPERTY REPLACEMENT COST
INLAND MARINE REPLACEMENT COST
AUTO PHYSICAL DAMAGE ACTUAL CASH VALUE
BUSINESS INCOME ACTUAL LOSS SUSTAINED
COINSURANCE NONE
ASSOCIATION LIMITS
ALL PERILS , COVERAGES AND INSUREDS /MEMBERS
COMBINED – PER OCCURRENCE
SUBJECT TO THE FOLLO WING SUB -LIMITS :
$250,000,000
ASSOCIATION SUB-LIMITS [NOT ALL INCLUSIVE]
FLOOD – PER OCCURRE NCE ANNUAL AGGREGATE $50,000,000
FLOOD SUBLIMIT – ANNUAL AGGREGATE
▪ CONTRACTORS E QUIPMENT
▪ FINE ARTS
▪ L ICE NSED VEHICLES
▪ UNLICENSED VEHICLES
$5,000,000
FLOOD SUBLIMIT
▪ P ER OCCURRENCE
▪ M ISCELLANEOUS UNNAMED LOCATIONS
$10,000,000
EARTHQUAKE SHOCK LIMI T
▪ P ER OCCURRENCE & ANNUAL AGGREGAT E $50,000,000
WIND/HAIL LIMIT PER OCCURRENCE N AMED
WINDSTORM $100,000,000
AUTO PHYSICAL DAMAGE
▪ O N AND OFF PREMISES
▪ O FF THE ROAD
INCLUDED
$10,000,000
ABOVE PROPERTY PROGRAM/PREMIUM QUOTATION SUBJECT TO CHANGE, RE-RATE AND/OR CARRIER WITHDRAWAL IN THE EVENT OF A
CATASTROPHIC LOSS OCCURRING PRIOR TO OCTOBER 1, 2022 AND/OR BINDING OF PROGRAM.
✓ Per Expiring
Change from Expiring
Page | 4
VILLAGE OF NORTH PALM BEACH
PROPERTY & CASUALTY RENEWAL PROPOSAL
OCTOBER 1, 2022 TO OCTOBER 1, 2023
Creating Unique Risk Solution s
PROPERTY PROPOSAL
PROPERTY
EXPIRING
10/01/21 TO 10/01/22
RENEWAL
10/01/22 TO 10/01/23
COMPANY PUBLIC RISK MANAGEMENT OF FLORIDA PUBLIC RISK MANAGEMENT OF FLORIDA
TOTAL INSURED VALUES $55,648,554 $59,204,504
ASSOCIATION SUB-LIMITS [NOT ALL INCLUSIVE]
ACCIDENTAL CONTAMINATION $250,000/$500,000
ACCOUNT RECEIVABLES INCLUDED
ANIMALS
▪ UNSCHEDULED ANIMALS
$50,000 FOR ANY ONE ANIMAL/
$250,000 PER OCCURRENCE
ASBESTOS CLEAN-UP & REMOVAL (RESULTANT) LIMITED COVERAGE
AUTOMATIC ACQUISITION LIMIT $25,000,000
AUTOMATIC ACQUISITION LIMIT FOR
▪ VEHICLES
▪ SPECIAL FLOOD HAZARD AREAS
$10,000,000
$10,000,000 ANNUAL A GGREG ATE
BUILDI NG ORDINANCE
UNDAMAGED PORTION OF BUILDING INCLUDED
BUSINESS INTERRUPTION $100,000,000
CIVIL AUTHORITY
WITHIN 10 MILES OF INSURED PREMISE 30 DAYS
CLAIM PREPARATION EXPENSE $1,000,000
CONTINGENT BUSINESS INTERRUPTION $5,000,000
EXCEPT TAX INTERRUPTION - EXCLUDED
COURSE OF CONSTRUCTION & ADDITIONS $50,000,000
EXCLUDES FRAME BUILDERS RISK
DEBRIS REMOVAL INCLUDED
DEMOLITION INCLUDED
EARTH MOVEMENT EXCEPT
▪ VEHICLES, CONTRACTORS E QUIPMENT, FINE ARTS
COMBINED
$50,000,0 00 ANNUAL A GGREG ATE
$5,000,000 COMBINED AGGREGATE
ELECTRONIC DATA PROCESSION (EDP) INCLUDED
ERRORS & OMISSIONS $25,000,000
EXPEDITING EXPENSE $50,000,000
EXTENDED PERIOD OF INDEMNITY 180 DAYS
EXTRA EXPENSE $50,000,000
FINE ARTS
▪ UNSC HEDULED FINE ARTS
INCLUDED
$2,500,000
FIRE FIGHTING E XPENSE INCLUDED
FLOOD EXCEPT
▪ SPECIAL FLOOD HAZARD AREAS
▪ VEHICLES, CONTRACTORS E QUIPMENT, FINE ARTS
COMBINE D
$50,000,000
INCLUDED
$5,000,000 COMBINED AGGREGATE
ABOVE PROPERTY PROGRAM/PREMIUM QUOTATION SUBJECT TO CHANGE, RE-RATE AND/OR CARRIER WITHDRAWAL IN THE EVENT OF A
CATASTROPHIC LOSS OCCURRING PRIOR TO OCTOBER 1, 2022 AND/OR BINDING OF PROGRAM.
✓ Per Expiring
Change from Expiring
Page | 5
VILLAGE OF NORTH PALM BEACH
PROPERTY & CASUALTY RENEWAL PROPOSAL
OCTOBER 1, 2022 TO OCTOBER 1, 2023
Creating Unique Risk Solution s
PROPERTY PROPOSAL
PROPERTY
EXPIRING
10/01/21 TO 10/01/22
RENEWAL
10/01/22 TO 10/01/23
COMPANY PUBLIC RISK MANAGEMENT OF FLORIDA PUBLIC RISK MANAGEMENT OF FLORIDA
TOTAL INSURED VALUES $55,648,554 $59,204,504
ASSOCIATION SUB-LIMITS [NOT ALL INCLUSIVE]
IMPROVEMENT & BETTERMENT INCLUDED
INCREASED COST OF CONSTRUCTION $25,000,000
INGRESS & E GRESS
WITHIN 10 MILES OF INSURED PREMISE 30 DAYS
JEWELRY , FURS , & PRECIOUS METALS – SEPARATELY $500,000
LANDSCAPING, TEES, SAND TRAP S, GREENS, ATHLETIC
GREENS EXCEPT
UNSCHEDULED LANDSCAPING, TEES , SAND TRAPS, GREENS,
ATHLETIC GREENS
$5,000,000
$1,000,000
LEASEHOLD INTEREST INCLUDED
MISCELLANEOUS UNNAMED LOCATIONS EXCEPT
SPECIAL FLOOD H AZARD AREAS
$25,000 ,000
$10,000,000 ANNUAL AGGREGATE
MOLD (RESULTANT ) $35,000 AGGREGATE
MONEY AND SECURITIES $2,500,000
O FF P REMISES SE RVICE INTERRUPTION
INCLUDING EXTRA E XPENSE $25,000,000
PERSONA L E FFECTS INCLUDED
PERSONAL PROPERTY OF OTHERS INCLUDED
PERSONAL PROPERTY OUTS IDE THE USA $1,000,000
PROTECTION AND PRESERVATI ON OF PROPERTY INCLUDED
PROPERTY OFF PREMISES INCLUDED
SIGNS INCLUDED
TRANSIT $25,000,000
TUNNELS , BRIDGES, DAMS, CATWALKS – UNSCHEDULED $500,000
VALUABLE PAPERS AND RECORDS INCLUDED
WATE RCRAFT
▪ UP TO 27 FEET, UNSCHEDULED
▪ OVER 27 FEET, SCHEDULED
$250,000 UNSCHEDULED
ALL SCHEDULED INCLUDED
EXCLUSIONS [INCLUDING BUT NOT LIMITED TO]
RUST, WET/DRY ROT, LAND & LAND VALUES, COMMUNICABLE
DISEASE, PROPERTY CYBER & DATA E XCLUSION EXCLUDED
PREMIUM
ANNUAL PREMIUM $209,891 $247,867
$38,165
18.09%
ABOVE PROPERTY PROGRAM/PREMIUM QUOTATION SUBJECT TO CHANGE, RE-RATE AND/OR CARRIER WITHDRAWAL IN THE EVENT OF A
CATASTROPHIC LOSS OCCURRING PRIOR TO OCTOBER 1, 2022 AND/OR BINDING OF PROGRAM.
✓ Per Expiring
Change from Expiring
Page | 6
VILLAGE OF NORTH PALM BEACH
PROPERTY & CASUALTY RENEWAL PROPOSAL
OCTOBER 1, 2022 TO OCTOBER 1, 2023
Creating Unique Risk Solution s
PROPERTY PROPOSAL
RATING EXPOSURES – PROPERTY INFORMATION
TOTAL INSUR ED VALUES EXPIRING
2021-2022
RENEWAL
2022-2023
TOTAL BUILDING VALUES $36,965,748 $38,074,720
TOTAL CONTENT VALUES $4,879,081 $5,025,454
DECLARED /PROP IN OP EN $4,307,988 $4,437,227
EDP E QUIPMENT (HARDWARE) $758,362 $781,113
BUSINES S INTERRUPTION/EXTRA EXPENSE $1,000,000 $1,000,000
EQUIPMENT VALUES $2,065,206 $2,681,561
AUTOMOBILE VALUES – ACTUAL CASH VALUE $2,305,086 $2,254,429
AUTOMOBILE VALUES – REPLACEMENT COST $3,366,963 $4,950,000
RENTAL VALUES $0 $0
MISCELLANEOUS PROPERTY $0 $0
TOTAL INSURABLE VALUES $55,648,554 $59,204,504
*APPRAISAL COSTS ARE INCLUDED WITHIN THE PRM PROGRAM
Page | 7
VILLAGE OF NORTH PALM BEACH
PROPERTY & CASUALTY RENEWAL PROPOSAL
OCTOBER 1, 2022 TO OCTOBER 1, 2023
Creating Unique Risk Solution s
PROPERTY TERRORISM & SABOTAGE PROPOSAL
PROPERTY TERRORISM & S ABOTAGE
EXPIRING
10/01/21 TO 10/01/22
RENEWAL
10/01/22 TO 10/01/23
COMPANY LLOYDS OF LONDON LLOYDS OF LONDON
TERRORISM & SABOTAGE $25,000,000 Per Occurrence
$25,000,000 Aggregate
$25,000,000 Per Occurrence
$25,000,000 Aggregate
DEDUCTIBLE $10,000 $10,000
ASSOCIATION SUB-LIMITS [NOT ALL INCLUSIVE]
BUSINESS INTERRUPTION SUBLIMIT $93,024,718
CIVIL OR MILITARY AUTH ORITY SUBLIMIT $1,000,000 30 DAY(S), & 1 MILE(S)
DEBRIS REMOVAL E XPENSES SUBLIMIT $250,000
DECONTAMINATION COSTS E XCLUDING NCBR SUBLIMIT $250,000
DEMOLITION & INCREASED COST OF CONSTRUCTION
SUBLIMIT $1,000,000
ERRORS & OMISSIONS SUBLIMIT $250,000
ELECTRONIC DATA PROCESSING MEDIA SUBLIMIT $1,000,000
EXTENDED PERIOD OF INDEMNITY SUBLIMIT $0 AND 180 DAY(S)
FINE ART SUBLIMIT $250,000
INGRESS/EGRESS SUBLIMIT $1,000,000, 30 DAY(S) & 1 MILE(S)
PRESERVATION OF PROPERTY SUBLIMIT $250,000
PROFESSIONAL FEES SUBLIMIT $250,000
RELOCATION EXPENSE SUBLIMIT $250,000
SERVICE I NTERRUPTION SUBLIMIT $1,000,000, 30 DAY(S) & 1 MILE(S)
TRANSIT SUBLIMIT $250,000
VALUABLE PAPERS SUBLIMIT $250,000
ACCOUNTS RECEIVABLE SUBLIMI T $250,000
ASBESTOS SUBLIMIT $500,000
COMMISSIONS, PROFITS & ROYALTIES SUBLIMIT $250,000
DELAY IN STARTUP COST SUBLIMIT $250,000
FIRE PROTECTIVE SYSTEMS SUBLIMIT $10,000
GREEN BUILDING ADDITIONAL E XPENSE SUBLIMIT $250,000
KEY & LOCK EXPENSE SUBLIMIT $250,000
LANDSCAPING SUBLIMIT $10,000
LOSS OF ATTRACTION SUBLIMIT $0, 0 DAY(S) & 0 MILE(S)
MISCELLANEOUS UNNAMED LOCATIONS SUBLIMIT $1,000,000 AND 30 DAY(S)
NEWLY ACQUIRED LOCATIONS SUBLIMIT $1,000,000 AND 90 DAY(S)
PROPERTY IN COURSE OF CONSTRUCTION $1,000,000
RENTAL I NCOME SUBLIMIT $93,024,718
SOFT COST SUBLIMIT $10,000
UNLESS OTHERWISE SPECIFIED, ALL SUB-LIMITS LISTED ABOVE APPLY ON A PER OCCURRENCE BASIS AND ARE A PART OF, AND NOT IN ADDITION TO, THE
MUNICIPALITIES TERRORISM AND SABOTAGE LIMIT OF LIABILITY
Page | 8
VILLAGE OF NORTH PALM BEACH
PROPERTY & CASUALTY RENEWAL PROPOSAL
OCTOBER 1, 2022 TO OCTOBER 1, 2023
Creating Unique Risk Solution s
ACTIVE SHOOTER & MALICIOUS ATTACK PROPOSAL
ACTIVE SHOOTER & MALICIOUS ATTACK
EXPIRING
10/01/21 TO 10/01/22
RENEWAL
10/01/22 TO 10/01/23
COMPANY LLOYDS OF LONDON LLOYDS OF LONDON
TERRORISM & SABOTAGE $2,000,000 Per Occurrence
$2,000,000 Aggregate
$2,000,000 Per Occurrence
$2,000,000 Aggregate
DEDUCTIBLE $10,000 $10,000
ASSOCIATION SUB-LIMITS [NOT ALL INCLUSIVE]
ADDITIONAL SECURITY MEASURES SUBLIMIT $250,000
COUNSELING SUBLIMIT $250,000
PUBLIC RELA TIONS COSTS SUBLIMIT $250,000
MISCELLANEOUS CRISIS MANAGEMENT E XPENSES
SUBLIMIT $250,000
WAITING PERIOD 0 HOURS
UNLESS OTHERWISE SPECIFIED, ALL SUB-LIMITS LISTED ABOVE APPLY ON A PER OCCURRENCE BASIS AND ARE A PART OF, AND NOT IN ADDITION TO, THE ACTIVE
SHOOTER AND MALICIOUS ATTACK LIMIT
✓ Per Expiring
Change from Expiring
Page | 9
VILLAGE OF NORTH PALM BEACH
PROPERTY & CASUALTY RENEWAL PROPOSAL
OCTOBER 1, 2022 TO OCTOBER 1, 2023
Creating Unique Risk Solution s
CRIME PROPOSAL
ABOVE PROPERTY PROGRAM/PREMIUM QUOTATION SUBJECT TO CHANGE, RE-RATE AND/OR CARRIER WITHDRAWAL IN THE EVENT OF A
CATASTROPHIC LOSS OCCURRING PRIOR TO OCTOBER 1, 2022 AND/OR BINDING OF PROGRAM.
CRIME
EXPIRING
10/01/21 TO 10/01/22
RENEWAL
10/01/22 TO 10/01/23
COMPANY PUBLIC RISK MANAGEMENT OF FLORIDA PUBLIC RISK MANAGEMENT OF FLORIDA
DEDUCTI BLE $1,000
LIMITS
EMPLOYEE THEFT-PER LOSS COVERAGE $500,000
FORGERY OR ALTERATION $500,000
INSIDE PREMISES -THEFT OF MONEY & SECURITIES $500,000
INSIDE PREMISES -ROBBERY , SAFE BURGLARY -OTHER PROPERTY $500,000
OUTSIDE THE PREMISES $500,000
COMPUTER FRAUD $500,000
FUNDS TRANS FER FRAUD $500,000
MONEY O RDERS AND COUNTERFEIT PAPER CURRENCY $500,000
IMPERSONAT ION FRAUD/SOCIAL E NGINEERING $100,000
CONDITIONS [NOT ALL I NCLUSIVE]
FAITHFUL PERFORMANCE OF DUTY INCLUDED INCLUDED
45 DAY NOTICE OF CANCELLATION/10 DAYS NON-PAYMENT INCLUDED
60 DAY LOSS REPORT REQUIREMENT INCLUDED
NO MINIMUM E ARNED PREMIUM INCLUDED
PREMIUM
ANNUAL P REMIUM INCLUDED IN PROPERTY PREMIUM INCLUDED IN PROPERTY PREMIUM
✓ Per Expiring
Change from Expiring
Page | 10
VILLAGE OF NORTH PALM BEACH
PROPERTY & CASUALTY RENEWAL PROPOSAL
OCTOBER 1, 2022 TO OCTOBER 1, 2023
Creating Unique Risk Solution s
BOILER & MACHINERY PROPOSAL
BOILER & MACHINERY
EXPIRING
10/01/21 TO 10/01/22
RENEWAL
10/01/22 TO 10/01/23
COMPANY TRAVELERS ENERGYMAX 21 TRAVELERS ENERGYMAX 21
NAMED INSURED PUBLIC RISK MANAGEMENT OF FLORIDA PUBLIC RISK MANAGEMENT OF FLORIDA
DEDUCTIBLES
ALL OBJECTS $1,000
TRANSFORMERS 10,000 KVA $10,000
VALUATION
ALL OTHER EQUIPMENT REPAIR AND/OR REPLACEMENT
EQUIPMENT 20 YEARS OR OLDER ACTUAL CASH VALUE
ASSOCIATION LIMITS
LIMIT PER AC CIDENT $50,000,000
ASSOCIATION S UB-LIMITS [NOT ALL INCLUSIVE ]
CONTINGENT BUSINES S INTERRUPTION /EXTRA E XPENSE $250,000
DEMOLIT ION/INCREASED COST $1,000,000
ERRORS IN DESCRIPTION POLICY LIMIT
EXPEDITING EXPENSE POLICY LIMIT
HAZARDOUS SUBSTA NCE $2,000,000
MEDIA $500,000
NEWLY ACQUIRED LOCATION POLICY LIMIT
ORDINANCE OR LAW INCL. DEMOLITION $1,000,000
REFRIGERAN T CONTAMINATION POLICY LIMIT
WATER DAMAGE POLICY LIMIT
MAJOR PERILS EXCLUDED [NOT ALL INCLU SIVE ]
EARTHQUAKE EXCLUDED
EC PERILS EXCLUDED
FLOOD EXCLUDED
FREEZE EXCLUDED
FURNACE EXPLOS ION EXCLUDED
LIGHTNING EXCLUDED
PREMIUM
ANNUAL PREMIUM $3,540 $3,919
$380
10.70 %
ABOVE PROGRAM/PREMIUM QUOTATION SUBJECT TO CHANGE, RE-RATE AND/OR CARRIER WITHDRAWAL IN THE EVENT OF A
CATASTROPHIC LOSS OCCURRING PRIOR TO OCTOBER 1, 2022 AND/OR BINDING OF PROGRAM.
✓ Per Expiring
Change from Expiring
Page | 11
VILLAGE OF NORTH PALM BEACH
PROPERTY & CASUALTY RENEWAL PROPOSAL
OCTOBER 1, 2022 TO OCTOBER 1, 2023
Creating Unique Risk Solution s
GENERAL LIABILITY PROPOSAL
ASSOCIATION AGGREGATE $100,000,000 FOR ALL LIABILITY COVERAGES
*C OMMUNICABLE DISEASE S UB-LIMIT & AGGREGATES APPLIES TO ALL LIABILITY COVERAGES COMBINED
GENERAL LIABILITY
EXPIRING
10/01/21 TO 10/01/22
RENEWAL
10/01/22 TO 10/01/23
COMPANY PUBLIC RISK MANAGEMENT OF FLORIDA PUBLIC RISK MANAGEMENT OF FLORIDA
COVERAG E FORM OCCURRENCE OCCURRENCE
DEDUCTIBLE NIL NIL
LIMIT S
LIMIT OF LIABILITY (INCLUSIVE OF SIR) $2,000,000
COVERAGE [INCLUDING BUT NOT L IMITED TO]
EMPLOYEE BENEFIT LIABILITY INCLUDED
LAW E NFORCEMENT LIABILITY INCLUDED
MISCELLANEOUS PROFESSIONAL INCLUDED
TERMS [INCLUD I NG BUT NOT L IMITED TO]
ASSAULT & BA TTERY INCLUDED
BLANK ET CONTRACTUAL-H OLD H ARMLESS INCLUDED
BODILY INJURY /PROPERTY DAMAGE INCLUDED
EMT/PARAMEDICAL COVERED INCLUDED
FALSE ARREST/IMPRISONMENT INCLUDED
HOST & LIQUOR LIABILITY INCLUDED
INVASION OF RIGHT OF PRIVACY INCLUDED
MALICIOUS PROSECUTION INCLUDED
MENTAL ANGUISH INCLUDED
MENTAL INJURY INCLUDED
PROPERTY IN THE CARE, CUSTODY & CONTROL INCLUDED
COMMUNICABLE DISEASE
$200,000 PER CLAIMANT/$300,000
PER OCC /$300,000 MEMBER
AGG/$3,000,000 POOL AGG.
EXCLUSIONS [INCLUDING BUT NOT LIMITED TO]
AIRCRAFT LIABILITY E XCLUDED
MEDIAL PAYMENTS (NOT LEGA L LIABILITY ) E XCLUDED
PRODUCT RECALL, TAMPERING OR GUARANTEE E XCLUDED
WAR, NUCLEAR HAZARDS E XCLUDED
PREM IUM
ANNUAL PREMIUM $185,704 $206,618
$20,914
11.26% ✓ Per Expiring
Change from Expiring
Page | 12
VILLAGE OF NORTH PALM BEACH
PROPERTY & CASUALTY RENEWAL PROPOSAL
OCTOBER 1, 2022 TO OCTOBER 1, 2023
Creating Unique Risk Solution s
PUBLIC OFFICIALS/EMPLOYMENT PRACTICES LIABILITY PROPOSAL
ASSOCIATION AGGREGATE $100,000,000 FOR ALL LIABILITY COVERAGES
*COMMUNICABLE DISEASE S UB-LIMIT & AGGREGATES APPLIES TO ALL LIABILITY COVERAGES COMBINED
PUBLIC OFFICIALS/EMPLOYMENT PRACTICES LIABILITY
EXPIR ING
10/01/21 TO 10/01/22
RENEWAL
10/01/22 TO 10/01/23
COMPANY PUBLIC RISK MANAGEMENT OF FLORIDA PUBLIC RISK MANAGEMENT OF FLORIDA
COVERAGE FORM OCCURRENCE
RETROACTIVE DATE N/A
DEDUCTIBLE NIL
PUBLIC OFFICIALS LIABILITY
LIMIT OF LIABILITY (INCLUSIVE OF SIR) $2,000,000
ANNUAL AGGREGATE $6,000,000
E MPLOYMENT PRACTICES LIABILITY
LIMIT OF LIABILITY (INCLUSIVE OF SIR) $2,000,000
ANNUAL AGGREGATE $6,000,000
SUB-LIMITS [INCLUDING BUT NO T LIMITED TO ]
BERT HARRIS $300,000/$300,000
INVERSE CONDEMNATION $100,000/$100,000
NON-MONETARY DAMAGES $100,000/$100,000
COVERAGE [INCLUDING BUT NOT LIM I TED TO]
ELECTED OFFICIALS , APPOINTED OFFICERS INCLUDED
ERRORS AND OMISSIONS INCLUDED
MISFEASA NCE, MALFEASANCE & NONFEASANCE INCLUDED
NEGLIGENCE INCLUDED
SEXUAL H ARASSMENT INCLUDED
SEXUAL MISCONDUC T [COVERAGE AVAILABLE] EXCLUDED
WRONGFUL ACTS OF PUBLIC OFFICIALS INCLUDED
COMMUNICABLE DISEASE
$200,000 PER CLAIMANT /$300,000
PER OCC /$300,000 MEMBER
AGG/$3,000,000 P OOL AGG.
PREMIUM
ANNUAL PREMIUM INCLUDED WITHIN THE GL PREMIUM INCLUDED WITHIN THE GL PREMIUM
BOTH PUBLIC OFFICIALS LIABILITY AND EMPLOYMENT PRACTICES LIABILITY IS SUBJECT TO A PER MEMBER COMBINED AGGREGATE OF $6,000,000
✓ Per Expiring
Change from Expiring
Page | 13
VILLAGE OF NORTH PALM BEACH
PROPERTY & CASUALTY RENEWAL PROPOSAL
OCTOBER 1, 2022 TO OCTOBER 1, 2023
Creating Unique Risk Solution s
AUTOMOBILE LIABILITY PROPOSAL
AUTOMOBILE LIABILITY
EXPIRING
10/01/21 TO 10/01/22
RENEWAL
10/01/22 TO 10/01/23
COMPANY PUBLIC RISK MANAGEMENT OF FLORIDA PUBLIC RISK MANAGEMENT OF FLORIDA
COVERAGE FORM OCCURRENCE OCCURRENCE
DEDUCT IBLE NIL NIL
LIMIT S
LIABILIT Y COMBINED SINGLE LIMIT (INCLUSIVE OF SIR) $2,000,00 0
COVERAGE [INCLUDING BUT NOT LI MITED TO]
PERSONAL INJURY PROTECTION STATUTORY
PHYSICAL DAMAGE
▪ COLLISION
▪ COMPRE HENSIVE
EXCLUDED – COVERED UNDER PROPERTY
EXCLUDED – COVERED UNDER PROPERTY
HIRED/BORROWED LIABILITY $2,000,000
HIRED/BORROWED PHYSICAL DAMAGE INCLUDED
NON-OWNED LIABILITY $2,000,000
NON-OWNED PHYSICA L DAMAGE INCLUDED
EXCLUSIONS [INCLUDI NG BUT NOT LIMITED TO ]
AUTO PHYSICAL DAMAGE E XCLUDED – COVERED UNDER
PROPERTY
MEDICAL PAYMENTS E XCLUDED
UNINSURED /UNDERINSURED MOTORIST E XCLUDED
PREMIUM
ANNUAL PREMIUM INCLUDED WITHIN THE GL PREMIUM INCLUDED WITHIN THE GL PREMIUM
ASSOCIATION AGGREGATE $100,000,000 FOR ALL LIABILITY COVERAGES
✓ Per Expiring
Change from Expiring
Page | 14
VILLAGE OF NORTH PALM BEACH
PROPERTY & CASUALTY RENEWAL PROPOSAL
OCTOBER 1, 2022 TO OCTOBER 1, 2023
Creating Unique Risk Solution s
EXCESS LIABILITY PROPOSAL
EXCESS LIABILITY
EXPIRING
10/01/21 TO 10/01/22
RENEWAL
10/01/22 TO 10/01/23
COMPANY PUBLIC RISK
MANAGEMENT OF FLORIDA
PUBLIC RISK
MANAGEMENT OF FLORIDA
COVERAGES INCLUDED
AUTOMOBILE LIABILITY
EMPLOYEE BENEFITS LIABILITY
EMPLOYMENT PRACTICES LIABILITY
ERRORS & OMISSIONS LIABILITY
GENERAL LIABILITY
LAW ENFORCEMENT LIABILITY
EXCLUSIONS [INCLUDING BUT NOT L IMITED TO]
ABUSE OR MOLE STATION
AIRPORT LIABILITY
ASBESTOS
AUTOMOBILE FIRST PARTY COVERAGE
DAMS, L EVEES, DIKES OR RESERVOIRS
EMPLOYE RS’ LIABILITY/WORKERS’ COMPENSATION
FAILURE TO SUPPLY EXCLU SION-UTILITIES
FUNGI OR BACTERIA
NURSING H OME
PROPERTY DAMAGE E XCLUSION-REAL AND/OR PERSONAL PROPERTY
POLLUTION LIABILITY E XCLUSION-HOSTI LE FIRE COVERAGE
SILICA OR DUST
WAR
WHARFINGERS’ LIABILITY
LINE OF COVERAGE LIMIT EXCESS OF
LIMITS
COVERAGE
TRIGG ER
AUTO LIABILITY $3,000,000 $2,000,000 PER ACCIDENT
EMPLOYEE BENEFITS LIABILITY $3,000,000 $2,000,000 PER CLAIM
EMPLOYMENT PRACTICES LIAB $3,000,000 $2,000,000 PER CLAIM
GENERAL LIABILITY INCL UDING
L AW ENFORCEMENT $3,000,000 $2,000,000 PER
OCCURRENCE
M ISCELLANEOUS
PROFESSIONAL $3,000,000 $2,000,000 PER CLAIM
PREMIUM
ANNUAL PREMIUM INCLUDED
WITHIN THE GL PREMIUM
INCLUDED
WITHIN THE GL PREMIUM
ASSOCIATION AGGREGATE $100,000,000 FOR ALL LIABILITY COVERAGES
$3,000,000 COMBINED E XCESS LIABILITY AGGREGATE APPLIES PER MEMBER FOR EMPLOYEE BENEFITS LIABILITY,
PUBLIC OFFICIALS ERRORS & OMISSIONS AND EMPLOYMENT PRACTICES LIABILITY ONLY
Page | 15
VILLAGE OF NORTH PALM BEACH
PROPERTY & CASUALTY RENEWAL PROPOSAL
OCTOBER 1, 2022 TO OCTOBER 1, 2023
Creating Unique Risk Solution s
WORKERS’ COMPENSATION PROPOSAL
WORKERS’ COMPENSATION
E XPIRING
10/01/21 TO 10/01/22
RENEWAL
10/01/22 TO 10/01/23
CARRIER PUBLIC RISK MANAGEMENT PUBLIC RISK MANAGEMENT
DEDUCT IBLE NIL NIL
LIMITS
EXCESS WORKER’S COMPENSA TION
− MEDICAL
− DISABILITY
− DEATH
STATUTORY
EMPLOYERS ’ LIABILITY
− EACH ACCIDENT
− EACH E MPLOYEE FOR DISEASE
$2,000,000
$2,000,000
TERMS & C ONDITIONS [NOT ALL INCLU SIVE ]
BROAD FORM ALL STATES INCLUDED
MARITIME COVERA GE ENDORSEMENT INCLUDED
VOLUNTARY COMPE NSATION E NDORSEMENT INCLUDED
SUBJECT TO
ANNUAL P OLICY AUDIT – PLEASE NOTE THE
10/01/202 2 TO 10/01/2023 WC COVE RAGE
PERIOD WILL BE AUDITED AT A RATE OF .025 4627 PER
DOLLAR OF PAYROLL ON THE TOTAL WC PREMIUM,
BEFORE ANY PARTICIPATION CREDITS
INCLUDE D
DESCRIPTION CLASS CODE 2021 -2022
ESTIMATED PAYROLL
2022-2023
ESTIMATED PAYROLL
IRRIGATION WORKERS 0251 $102,757 $109,513
STREET OR ROAD PAVING 5509 $236,318 $251,856
FIREFIGHTERS & DRIVERS 7704 $2,548,077 $2,715,613
POLICE OFFICERS & DRIVERS 7720 $3,738,811 $3,984,638
AUTOMOBILE SERVICE COMPANIES & EMS PROVIDERS & DRIVERS 8380 $205,318 $218,818
CLERICAL OFFICE EMPLOYEES 8810 $3,139,724 $3,530,153
BUILDINGS OPERATIONS BY OWNER -ALL OTHER EMPLOYEES 9015 $245,455 $261,594
CLUBS – COUNTRY. GOLF, FISHING OR YACHT & CLERICAL 9060 $936,484 $998,058
PARK NOC- ALL EMPLOYEES & DRIVERS 9102 $838,483 $893,613
GARBAGE ASHES OR REFUSE COLLECTION DRIVERS 9403 $961,407 $1,024,619
MUNICIPAL, TOWNSHIP, COUNTY OR STATE EMPLOYEE NOC 9410 $662,561 $706,124
TOTAL PAYROLL $13,669,395 $14,694,600
7.50%
✓ Per Expiring
Change from Expiring
Page | 16
VILLAGE OF NORTH PALM BEACH
PROPERTY & CASUALTY RENEWAL PROPOSAL
OCTOBER 1, 2022 TO OCTOBER 1, 2023
Creating Unique Risk Solution s
CYBER LIABILITY PROPOSAL
CYBER LIABILITY
EXPIRING
10/01/21 TO 10/01/22
RENEWAL
10/01/22 TO 10/01/23
CARRIER GREAT AMERICAN INSURANCE GREAT AMERICAN INSURANCE
NAMED I NSURED PUBLIC RISK MANAGEMENT OF FLORIDA PUBLIC RISK MANAGEMENT OF FLORIDA
COVERAGE FORM CLAIMS MADE CLAIMS MADE
RETROACTIVE DATE 10/01/2016 10/01/2016
DEDUCTIBLE $20,000
LIMITS
LIMIT OF LIABILITY $1,000,000
ANNUAL AGGREGATE $5,000,000 POOL AGGREGATE
COVERAGE (INCLUDING BUT NOT LIMITED TO]
BUSINESS INCOME/EXTRA E XPENSE INCLUDED
CYBER E XTORTION THREATS INCLUDED
MEDIA LIABILITY INCLUDED
PUBLIC RELATIONS EXPENSE INCLUDED
REPLA CEMENT /RESTORATION OF ELECTRONIC DATA INCLUDED
SECURITY BREACH E XPENSE INCLUDED
SECURITY BREACH LIABILITY [INCLUDES REGULATORY
FINES/PENALTIES AND PCI FINES ] INCLUDED
PREMIUM
ANNUAL PREMIUM INCLUDED IN PACKAGE PREMIUM INCLUDED IN PACKAGE PREMIUM
✓ Per Expiring
Change from Expiring
Page | 17
VILLAGE OF NORTH PALM BEACH
PROPERTY & CASUALTY RENEWAL PROPOSAL
OCTOBER 1, 2022 TO OCTOBER 1, 2023
Creating Unique Risk Solution s
OPTION – POLLUTION & REMEDIATION LIABILITY PROPOSAL
NOT CURRENTLY PURCHASED
POLLUTION AND REMEDIATION LEGAL LIABILITY
EXPIRING
10/01/21 TO 10/01/22
RENEWAL
10/01/22 TO 10/01/23
CARRIER INDIAN HARBOR INSURANCE CO. INDIAN HARBOR INSURANCE CO.
NAMED I NSURED PUBLIC RISK MANAGE MENT OF FLORIDA PUBLIC RISK MANAGEMENT OF FLORIDA
COVERAG E FORM CLAIMS MADE CLAIMS MADE
RETROACTIVE DATE 10/01/1998 10/01/1998
SELF-I NSURED R ETENTIO N $25,000 $25,000
LIMITS
LIMIT OF LIABILITY EACH POLLUTION CONDITIO N $1,000,000
TOTAL LIMIT OF LIABILITY ANNUAL AGGREGATE $2,000,000
EMERGENCY REMEDIATION E XPENSE $250,000
EMERGENCY REMEDIATION E XPENSE AGGRE GATE $1,000,000
COVERAGE [INCLUDING BUT NOT LIMITED TO ]
CONTINGENT TRANSPORTATION COVERAGE INCLUDED
LEGAL DEFENSE EXPENSE INCLUDED
ON P REMISES & OFF PREMIS ES REMEDIATION
LEGAL LIABILITY INCLUDED
POLLU TION LEGAL LIABILITY INCLUDED
STORAGE TANKS INCLUDED
✓ Per Expiring
Change from Expiring
Page | 18
VILLAGE OF NORTH PALM BEACH
PROPERTY & CASUALTY RENEWAL PROPOSAL
OCTOBER 1, 2022 TO OCTOBER 1, 2023
Creating Unique Risk Solution s
OPTION – AIRPORT OWNERS & OPERATORS LIABILITY PROPOSAL
NOT CURRENTLY PURCHASED
AIRPORT OWNERS AND OPERATORS LIABILITY
EXPIRING
10/01/21 TO 10/01/22
RENEWAL
10/01/22 TO 10/01/23
CARRIER ACE PROPERTY & CASUALTY
INSURANCE COMPANY
ACE PROPERTY & CASUALTY
INSURANCE COMPANY
NAMED INSURED PUBLIC RISK MANAGEMENT OF FLORIDA PUBLIC RISK MANAGEMENT OF FLORIDA
FAA ID STATE NAME N/A N/A
COVERAGE FORM OCCURRENCE OCCURRENCE
DEDUCTIBLE NIL NIL
LIMITS
LIMIT OF LIABILITY $2,000,000
▪ EXTENDED COVE RAGE -WAR, H I-JACKING & OTHER PERILS
ANNUAL AGGREGATE $2,000,000
▪ FIRE DAMAGE LIMIT ANY ONE FIRE $100,000
▪ HANGARKEEPERS NOT “IN FLIGHT” LIMIT ANY ONE
OCCURRENCE $1,000,000
▪ HANGARKEEPERS NOT “IN FLIGHT” LIMIT ANY ONE AIRCRAFT $1,000,000
▪ MALPRACTICE ANNUAL AGGREGATE $2,000,000
▪ MEDICAL EXPENSE LIMIT ANY ONE PERSON $1,000
▪ NON-OWNED AIRCRAFT LIABILITY $2,000,000
▪ PERSONAL INJURY AND ADVERTISING INJURY ANNUAL
AGGREGATE $2,000,000
▪ PRODUCTS-COMPLETED OPERATIONS ANNUAL AGGREGATE $2,000,000
CONDITIONS [NOT ALL INCLUSIVE]
60 DAYS NOTICE OF CA NCELLATION, NON-RENEWAL OR
REDUCTIO N IN COVERAGE BY INSURER, BUT 10 DAYS NOTICE
FOR NON-PAYMENT OF PREMIUM
Page | 19
VILLAGE OF NORTH PALM BEACH
PROPERTY & CASUALTY RENEWAL PROPOSAL
OCTOBER 1, 2022 TO OCTOBER 1, 2023
Creating Unique Risk Solution s
EXPOSURE COMPARISON
VALUES BASED ON 2022-2023 PRM RENEWAL APPLICATION
EXPOSURE 2021-2022 2022-2023 % CHANGE
PROPERTY TIV $55,648,434 $59,204,504 6.4%
NUMBER OF AUTOMOBILES 97 103 5%
NUMBER OF EMPLOYEE 262 262 0%
PAYROLL $13,669,395 $14,694,600 7.5%
Page | 20
VILLAGE OF NORTH PALM BEACH
PROPERTY & CASUALTY RENEWAL PROPOSAL
OCTOBER 1, 2022 TO OCTOBER 1, 2023
Creating Unique Risk Solution s
PROPOSAL PRICING & BINDING AUTHORITY
After careful consideration of reference proposal dated June 29, 2022,
we accept your insurance program per indicated with and “X” below:
2021/2022 2022/2023 % Change
PRM PROPERTY AND CRIME $209,891 $247,867 18.09%
PRM GL/AL/E&O/LEL & EXCESS LIABILITY $185,704 $206,618 11.26%
PRM BOILER & MACHINERY $3,540 $3,919 10.70%
PRM WORKERS’ COMPENSATION $344,613 $374,164 8.58%
PRM Member Credit $0 (-$12,489)
PREMIUM TOTAL: $743,747 $820,079 10.26%
Agent’s Fee $10,000 $10,000
GRAND TOTAL $753,747 $830,079
Cyber Liability Included Included
PAYMENT PLAN: PRM ALLOWS THEIR MEMBERS TO PAY THEIR TOTAL COSTS IN FOUR (4) QUARTERLY INSTALLMENTS. THE FIRST INSTALLMENT IS
DUE AT INCEPTION AND IS EQUAL TO 25% OF ALL COSTS . THE REMAINING COSTS WILL BE PAID OVER THE NEXT THREE (3) QUARTERS.
THIS WARRANTS THAT YOU HAVE NO KNOWLEDGE OF ANY CLAIM, OR INCIDENT THAT MAY RESULT IN A C LAIM , THAT HAS NOT BEEN REPORTED TO
THE INSURANCE CARRIER.
IT IS UNDERSTOOD AND AGREED THAT R EFERENCED PROPOSAL PROVID ES ONLY A S UMMARY OF THE INSURANCE PROGRAM OPTIONS OFFERE D. THE
ACTUAL POLICIES WILL CONTA IN THE C OMPLETE TERMS , CONDITIONS, DEDUCTIBLES, EXCLUSIONS, ETCETERA. PLEASE REVIEW POLICY LANG UAGE FOR
A FULL UNDERSTANDING OF PURCH ASED PROGRAM .
Member Signature
Date
Print Member Name
*SIGNED BINDING AUTHORITY TO BE RETURNE D BY 07/30/2022
THIS DOCUMENT IN IT’S ENTIRELY IS CONFIDENTIAL & PROPRIETARY IN NATURE - NOT FOR PUBLIC RECORD.
Page 1 of 5
RESOLUTION 2022-
A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF
NORTH PALM BEACH, FLORIDA, APPROVING LANE REPURPOSING FOR
U.S. HIGHWAY ONE AND THE SUBMITTAL OF AN APPLICATION FOR
FORMAL REVIEW OF THE LANE REPURPOSING PROJECT BY THE
FLORIDA DEPARTMENT OF TRANSPORTATION; DIRECTING STAFF TO
PURSUE GRANT FUNDING SOURCES; AND PROVIDING FOR AN
EFFECTIVE DATE.
WHEREAS, U.S. Highway 1 is a historic transportation corridor originally designated as “The
Dixie Highway” as one of the country’s trans-continental railroads in the 1920’s; and
WHEREAS, when the Village of North Palm Beach was incorporated in 1956, U.S. Highway 1
was the primary north/south corridor in Palm Beach County for both local and long-distance travel
by automobiles; and
WHEREAS, U.S. Highway 1 was widened over time from two lanes to six lanes to accommodate
projected traffic demands based on expectations for use for local and long-distance trips; and
WHEREAS, the segment of U.S. Highway 1 south of Northlake Boulevard is a four-lane
configuration and the segment of U.S. Highway 1 north of the Parker Bridge is a four-lane
configuration; and
WHEREAS, properties along U.S. Highway 1 in the Village of North Palm Beach were developed
with a majority of office and commercial uses that created a business district that was successful
for many years but has declined in the past decade; and
WHEREAS, the role of U.S. Highway 1 in the regional transportation network has changed with
the construction of Interstate 95 and Florida’s Turnpike, both of which were designed and function
to carry long-distance trips in the region and state; and
WHEREAS, other office and commercial districts were developed in adjacent and nearby
municipalities such as West Palm Beach and Palm Beach Gardens, which contributed to a rise in
vacancies along U.S. Highway 1 in North Palm Beach; and
WHEREAS, other municipalities in Palm Beach County, including the Village of Tequesta and
the Cities of West Palm Beach, Lake Worth Beach, and Boca Raton, have either completed or are
pursuing lane repurposing of U.S. Highway 1 in their communities that include a reduction in the
number of vehicular travel lanes and the addition of landscaping, streetlighting, bicycle/pedestrian
amenities, transit enhancements, and other complementary features; and
WHEREAS, the Village of North Palm Beach undertook a community charrette process with
extensive public outreach to develop the 2016 Citizens’ Master Plan that contains strategies to
improve the economic conditions, sense of place, and quality of life for Village residents,
businesses, and property owners; and
WHEREAS, a primary strategy in the 2016 Citizens’ Master Plan Report is to reconfigure U.S.
Page 2 of 5
Highway 1 from a six-lane roadway to a four-lane “Complete Street” by repurposing two vehicular
lanes into areas for additional landscaping, streetlighting, bicycle/pedestrian amenities, transit
enhancements, and decorative elements; and
WHEREAS, the Village adopted a form-based commercial zoning code to implement the Citizens’
Master Plan that encourages the introduction of residential and mixed-use buildings on the U.S.
Highway 1 corridor with reduced front setbacks, multi-story buildings, enhanced landscaping and
open spaces, active ground floor spaces, and parking locations away from the corridor; and
WHEREAS, new infill development and redevelopment envisioned in the Village’s form -based
code would be enhanced with a reconfigured U.S. Highway 1 with Complete Street design and
amenities; and
WHEREAS, the Palm Beach Transportation Planning Agency (TPA) adopted a U.S. Highway 1
Multimodal Corridor Study in 2018 to analyze the configuration, function, and design of U.S.
Highway 1 throughout Palm Beach County, with a focus on improving safety and functionality,
enhancing economic development, boosting health measures, and contributing to improved quality
of life; and
WHEREAS, the TPA U.S. Highway 1 Multimodal Corridor Study also recommended the portion
of U.S. Highway 1 in the Village of North Palm Beach be reconfigured from six lanes to four lanes
as a Complete Street with the addition of landscaping, bicycle and pedestrian amenities, and
supporting design elements; and
WHEREAS, the TPA U.S. Highway 1 Multimodal Corridor Study prioritized the North Palm
Beach U.S. Highway 1 lane repurposing as a “Tier One” priority within the study
recommendations, reinforced with the tentative allocation of $5 million in TPA funding to assist
in funding multimodal improvements on the corridor, including but not limited to the potential
roadway configuration, enhanced lighting and landscaping and other design elements; and
WHEREAS, the TPA allocated additional funding to assist in supplemental transportation analyses
of the recommended lane repurposing as well as coordination with other agencies including the
Florida Department of Transportation (FDOT), Palm Beach County, and adjacent municipalities;
and
WHEREAS, additional analyses were undertaken from 2019 through 2022 in coordination with
the TPA and other agencies and concluded that lane repurposing for U.S. Highway 1 in North
Palm Beach is consistent with transportation “best practices;” and
WHEREAS, the potential lane repurposing in the Village of North Palm Beach would maintain
the currently planned configuration from the intersection of Northlake Boulevard to Anchorage
Drive South, which will improve the Northlake Boulevard/U.S. Highway 1 intersection by
lengthening the current westbound turning lane and adding an additional westbound turning lane;
and
WHEREAS, the potential lane repurposing of the “central segment” of U.S. Highway 1 – roughly
0.9 miles between Anchorage Drive North and Anchorage Drive South – would be reconstructed
in a four-lane reconfiguration with the addition of a 5-foot bicycle lane, 7.5-foot landscaping strip
Page 3 of 5
that could accommodate trees and streetlighting, and 12-foot multipurpose path that could
accommodate pedestrians and bicyclists; and
WHEREAS, the potential lane repurposing of the “northern segment” of U.S. Highway 1 – roughly
0.7 miles between Anchorage Drive North and the Parker Bridge – would be maintained in a three-
lane configuration in the northbound direction with additional 4-foot bicycle lanes and a wider
10.5-foot sidewalk and reconstructed in the southbound direction with a two-lane configuration
with the addition of a 5-foot bicycle lane, 7.5-foot landscape strip, and 12-foot multipurpose path;
and
WHEREAS, the potential lane repurposing on the northern segment of U.S. Highway 1 would
greatly enhance bicycle and pedestrian access to the Village of North Palm Beach Country Club;
and
WHEREAS, the potential lane repurposing would allow the Village to pursue designated Golf Cart
Crossings across U.S. Highway 1 at key intersections to enable improved access by golf carts and
low-speed vehicles; and
WHEREAS, the potential lane repurposing would maintain all signalized intersections with the
same number of lanes and with the addition of right-hand turn-only lanes that will improve safety,
traffic flows through intersections, and resident access to local streets; and
WHEREAS, the potential lane repurposing will allow the Village to more equitably balance
transportation access among varying transportation users, enhancing the desirability of bicycle and
pedestrian activity, and improving the interconnectivity of the Village’s commercial district; and
WHEREAS, the potential lane repurposing will enable the Village to install shade trees and other
landscaping and streetlighting elements on both sides of the corridor, which will provide traffic
calming and visual cues for drivers, especially cut-through traffic, to reduce speeding on a
reconfigured roadway “right-sized” for posted travel speeds; and
WHEREAS, if the Village’s redevelopment efforts envisioned in the Citizens’ Master Plan were
completely realized by 2040 with the potential addition of 250,000 square feet of new
office/commercial space, 600 new dwelling units, and the redevelopment of an additional 250,000
square feet of currently underperforming office/commercial space and if the Village’s annual
growth rate were to increase from the historic 0.8% to 1.25%, the U.S. Highway 1 lane repurposing
traffic study indicates the impact to a driver traveling peak direction/peak season (e.g., afternoon
northbound commute in January) to be only 13.7-second delay with a four-lane configuration
versus the current six-lane configuration; and
WHEREAS, the potential lane repurposing would create additional stormwater treatment area for
the installation of baffle boxes that could be further complemented by bioswales and rain gardens
to improve stormwater quality prior to its discharge into Lake Worth, thereby providing an
environmental enhancement to Village residents and property owners that could be funded through
agency grant dollars; and
WHEREAS, the addition of multipurpose paths, landscaping, and streetlighting possible through
a lane repurposing would improve the environment for new mixed-use development along the
corridor, which could generate additional ad valorem and other revenues to the Village; and
Page 4 of 5
WHEREAS, FDOT District IV has reviewed the Village’s U.S. Highway 1 Lane Repurposing
Application and has found it to be technically sufficient and appropriate for final review by the
FDOT Central Office; and
WHEREAS, if the Village’s U.S. Highway 1 Lane Repurposing Application is found to be
technically sufficient by the FDOT Central Office, the Village would be eligible to pursue up to
$5 million in future grant funding from the Palm Beach TPA through its grant programs or other
project funding through TPA appropriations; and
WHEREAS, Village Council action is required to authorize the transmittal of the U.S. Highway 1
Lane Repurposing Application to FDOT Central Office for final review; and
WHEREAS, the Village Council determines that the adoption of this Resolution benefits the public
health, safety and welfare.
NOW, THEREFORE, BE IT RESOLVED BY THE VILLAGE COUNCIL OF NORTH PALM
BEACH, FLORIDA as follows:
Section 1. The foregoing recitals are hereby ratified and incorporated herein.
Section 2. The Village Council determines that a lane repurposing project on U.S. Highway
One in the Village will allow the Village to implement its Comprehensive Plan, Citizens’ Master
Plan and Form-Based Commercial Code and create a setting with enhanced landscaping, bicycle
and pedestrian amenities, transit enhancements and other supporting design elements. If approved
by FDOT, the U.S. Highway One lane repurposing, as designed, would enable the Village to
pursue project funding through grants and other appropriations from the Palm Beach
Transportation Planning Agency and other various governmental agencies.
Section 3. The Village Council approves the submittal of a formal lane repurposing
application to FDOT for the approval of the U.S. Highway 1 Lane Repurposing Project in the
Village of North Palm Beach and requests formal review by FDOT District IV and Central Office,
as required for the implementation of the project.
Section 4. The Village Council further directs staff to begin pursuing grant funding and other
appropriations from the Palm Beach TPA and other agencies to implement this project.
Section 5. This Resolution shall be effective immediately upon adoption.
PASSED AND ADOPTED THIS _____ DAY OF ________________, 2022.
(Village Seal)
MAYOR
ATTEST:
VILLAGE CLERK
Page 5 of 5