02-08-2024 VC REG-A with attachments
VILLAGE OF NORTH PALM BEACH
REGULAR SESSION AGENDA
VILLAGE HALL COUNCIL CHAMBERS THURSDAY, FEBRUARY 08, 2024
501 U.S. HIGHWAY 1 7:00 PM
Susan Bickel Deborah Searcy Judy Pierman Karen Marcus Vacant
Mayor Vice Mayor President Pro Tem Councilmember Councilmember
Chuck Huff 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
ADDITIONS, DELETIONS, AND MODIFICATIONS TO THE AGENDA
AWARDS AND RECOGNITION
1. Proclamation - 211 Awareness Week
APPROVAL OF MINUTES
2. Minutes of the Regular Session held January 25, 2024
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.
Regular Session Agenda, February 08, 2024 Page 2 of 2
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 – Approving a Contract with EMS Management and Consultants, Inc. for
Ambulance Billing Services at an estimated service cost to exceed $25,000.
4. RESOLUTION – Approving the purchase of Police Department Radio Equipment and Accessories
from Communications International, Inc. at a total cost of $43,840.36; and authorizing the Village
Manager to take all actions necessary to effectuate the purchase.
5. Receive for file Minutes of the Development Review Committee Meeting held 11/8/23.
6. Receive for file Minutes of the Business Advisory Board Meeting held 12/19/23.
7. Receive for file Minutes of the Library Advisory Board meeting held 11/28/23.
8. Receive for file Minutes of the Golf Advisory Board meeting held 11/13/23.
9. Receive for file Minutes of the Development Review Committee meeting held 1/10/23.
DECLARATION OF EX PARTE COMMUNICATIONS
PUBLIC HEARINGS AND QUASI-JUDICIAL MATTERS
10. PUBLIC HEARING AND 2ND READING OF ORDINANCE 2024-03 – MAJOR PUD AMENDMENT
Consider a motion to adopt and enact on second reading Ordinance 2024-03 amending Ordinance
No. 2017-07 approving a Commercial Planned Unit Development on approximately 2.72 acres of
real property located on the west side of U.S. Highway One north of Ebbtide Drive and South of
Lighthouse Drive to approve an additional sign waiver for the commercial outparcel building.
OTHER VILLAGE BUSINESS MATTERS
11. RESOLUTION – AUDIT COMMITTEE APPOINTMENT Consider a motion to adopt a resolution
appointing a resident member to the Audit Committee.
12. RESOLUTION – WATERWAYS ADVISORY BOARD APPOINTMENTS Consider a motion to adopt
a resolution appointing resident members to the Waterways Advisory Board.
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.
DRAFT MINUTES OF THE REGULAR SESSION
VILLAGE COUNCIL OF NORTH PALM BEACH, FLORIDA
JANUARY 25, 2024
Present: Susan Bickel, Mayor
Deborah Searcy, Vice Mayor
Judy Pierman, President Pro Tem
Karen Marcus, Councilmember
Chuck Huff, Village Manager
Len Rubin, Village Attorney
Jessica Green, Village Clerk
ROLL CALL
Mayor Bickel called the meeting to order at 7:00 p.m. All members of Council were present. All
members of staff were present.
INVOCATION AND PLEDGE OF ALLEGIANCE
Mayor Bickel gave the invocation and Vice Mayor Searcy led the public in the Pledge.
APPROVAL OF MINUTES
The Minutes of the Regular Session held January 11, 2024 were approved as written.
STATEMENTS FROM THE PUBLIC
Mary Phillips, 525 Ebbtide Drive, announced the Hot Cars and Chili event at Anchorage Park on
Saturday, January 27 and stated that the Friends of the Library will be selling beverages to raise
funds for the Library. Ms. Phillips also announced that their Annual Book Sale would be taking
place the following week from Tuesday through Saturday. Ms. Phillips further gave information
on how to join the Friends of the Library.
Chris Ryder, 118 Dory Road S, discussed the Village Organizational Chart and the chain of
command as it related to communications between elected officials, advisory board members and
Village staff. Mr. Ryder discussed his concerns related to an increase in compensation to Chen
Moore and Associates, Inc. for the periodic review of the Village’s Comprehensive Plan. Mr.
Ryder further discussed concerns regarding past and future changes to the Comprehensive Plan.
Orlando Puyol, 149 Ebbtide Drive, discussed and expressed his concerns regarding the dredging
of the canal between Ebbtide Drive and Atlantic Road and the stormwater fees paid by residents
to fund the project. Mr. Puyol expressed his concerns regarding the timing of installation of
pickleball courts within the Village and gave his recommendations of where to install the new
pickleball courts.
Draft Minutes of the Village Council Regular Session held January 25, 2024 Page 2 of 7
STATEMENTS FROM THE PUBLIC continued
Ron Okolichany, 417 Northlake Drive, expressed his concern that a meeting was scheduled
between the Village’s candidates for election to the Village Council and the developer of the
proposed project at the Twin Cities Mall site.
CONSENT AGENDA APPROVED
Councilmember Marcus moved to approve the Consent Agenda. President Pro Tem Pierman
seconded the motion, which passed unanimously. The following items were approved:
Resolution approving the purchase of Twelve Cicso Network Switches from SHI International
Corporation at a total amount not to exceed $49,070.28.
Resolution approving a Contract award to Florida Sidewalk Solutions LLC for repair of
sidewalk trip hazards at a total amount not to exceed $36,635.63; and authorizing execution
of the Contract.
Receive for file Minutes of the Business Advisory Board meeting held 9/19/23.
Receive for file Minutes of the Business Advisory Board meeting held 10/17/23.
Receive for file Minutes of the Environmental Committee meeting held 11/6/23.
Receive for file Minutes of the Planning, Zoning and Adjustment Board meeting held 11/14/23.
Receive for file Minutes of the Recreation Advisory Board meeting held 12/12/23.
No ex-parte communication was declared by Councilmembers for the following:
PUBLIC HEARINGS AND QUASI-JUDICIAL MATTERS
ORDINANCE 2024-03 MAJOR PUD AMENDMENT
A motion was made by Councilmember Marcus and seconded by Vice-Mayor Searcy to adopt on
first reading Ordinance 2024-03 entitled:
AN ORDINANCE OF THE VILLAGE COUNCIL OF THE VILLAGE OF NORTH PALM
BEACH, FLORIDA, AMENDING ORDINANCE NO. 2017-07 APPROVING A
COMMERCIAL PLANNED UNIT DEVELOPMENT ON APPROXIMATELY 2.72 ACRES OF
REAL PROPERTY LOCATED ON THE WEST SIDE OF U.S. HIGHWAY ONE NORTH OF
EBBTIDE DRIVE AND SOUTH OF LIGHTHOUSE DRIVE TO APPROVE AN ADDITIONAL
SIGN WAIVER FOR THE COMMERCIAL OUTPARCEL BUILDING; PROVIDING FOR
CONFLICTS; PROVIDING FOR SEVERABILITY; AND PROVIDING FOR AN EFFECTIVE DATE.
Community Development Director Caryn Gardner-Young stated that a representative of Cotleur
& Hearing would provide a presentation on behalf of the applicant.
Zach Ciciera of Cotleur & Hearing began a presentation on the proposed Major PUD Amendment
regarding the DeSano Pizzeria located at 635 U.S. Highway 1. Mr. Ciciera discussed and showed
renderings of the site plan and proposed signage for DeSano Pizzeria.
Draft Minutes of the Village Council Regular Session held January 25, 2024 Page 3 of 7
ORDINANCE 2024-03 MAJOR PUD AMENDMENT continued
Mrs. Gardner-Young explained the purpose of the Major Planned Unit Development amendment
and stated that staff was recommending approval.
Vice Mayor Searcy asked that revisions to the Village’s sign code be made a priority.
Discussion ensued between Councilmembers and Mr. Ciciera regarding details of the proposed signage.
Orlando Puyol, 149 Ebbtide Drive, expressed concern that the application for the proposed signage
came to Council instead of the Planning, Zoning and Adjustment Board. Mr. Puyol expressed
concerns regarding the possibility of additional proposed signage at the Memory Care Center
Planned Unit Development.
Mrs. Gardner-Young explained that the Village code required that the major amendment go before
the Village Council. Mrs. Gardner-Young stated that there was no proposed additional signage at
the Memory Care Center location.
Thereafter, the motion to adopt on first reading Ordinance 2024-03 passed unanimously.
PUBLIC HEARING AND 2ND READING OF ORDINANCE 2024-01 ADOPTING
ADMINISTRATIVE AMENDMENTS OF THE FLORIDA BUILDING CODE TO VILLAGE CODE
A motion was made by Councilmember Marcus and seconded by Vice Mayor Searcy to adopt and
enact on second reading Ordinance 2024-01 entitled:
AN ORDINANCE OF THE VILLAGE COUNCIL OF THE VILLAGE OF NORTH PALM
BEACH, FLORIDA, ADOPTING ADMINISTRATIVE AMENDMENTS TO THE 8TH (2023)
EDITION OF THE FLORIDA BUILDING CODE; PROVIDING FOR SEVERABILITY;
PROVIDING FOR CONFLICTS; AND PROVIDING FOR AN EFFECTIVE DATE.
Community Development Director Caryn Gardner-Young explained that the purpose of the
ordinance was an administrative function that needed to take place every three (3) years wherein
every municipality and county is required to adopt updates and amendments to their building code
in order to match the updates and amendments of the Florida Building Code.
Mayor Bickel opened the public hearing on Ordinance 2024-01.
There being no comments from the public, Mayor Bickel closed the public hearing.
Thereafter, the motion to adopt and enact on second reading Ordinance 2024-01 passed
unanimously.
PUBLIC HEARING AND 2ND READING OF ORDINANCE 2024-02 CODE AMENDMENT –
VOLUME AND MASSING REGULATIONS FOR SINGLE-FAMILY DWELLINGS
A motion was made by Councilmember Marcus and seconded by Vice Mayor Searcy to adopt and
enact on second reading Ordinance 2024-02 entitled:
Draft Minutes of the Village Council Regular Session held January 25, 2024 Page 4 of 7
PUBLIC HEARING AND 2ND READING OF ORDINANCE 2024-02 CODE AMENDMENT –
VOLUME AND MASSING REGULATIONS FOR SINGLE-FAMILY DWELLINGS continued
AN ORDINANCE OF THE VILLAGE COUNCIL OF THE VILLAGE OF NORTH PALM
BEACH, FLORIDA, AMENDING APPENDIX C (CHAPTER 45), “ZONING,” OF THE
VILLAGE CODE OF ORDINANCES TO READOPT CERTAIN REGULATIONS RELATING
TO THE VOLUME AND MASSING OF SINGLE-FAMILY DWELLINGS; AMENDING
SECTION 45-27, “R-1 SINGLE-FAMILY DWELLING DISTRICT,” TO REQUIRE
ADDITIONAL SETBACKS FOR SECOND STORIES, LIMIT THE FLOOR AREA OF THE
SECOND STORY, AND PROHIBIT BLANK WALLS; PROVIDING FOR CODIFICATION;
PROVIDING FOR SEVERABILITY; PROVIDING FOR CONFLICTS; PROVIDING FOR AN
EFFECTIVE DATE; AND FOR OTHER PURPOSES.
Community Development Director Caryn Gardner-Young began a presentation that explained the
history of the revisions that were made to the volume and massing regulations for single-family
dwellings in the Village’s code. Mrs. Gardner-Young discussed and explained the proposed new
language based on recommendations made by Council at the first hearing of the ordinance.
Mayor Bickel opened the public hearing on Ordinance 2024-02.
Mayor Bickel read into the record a public comment received from Benjamin Schreier, 137 Cruiser
Road South. In his comment, Mr. Schreier expressed his concerns regarding the re-adopting of
the ordinance pertaining to volume and massing for single-family homes eight (8) months earlier
than what was previously specified by Council.
Orlando Puyol, 149 Ebbtide Drive, expressed his concerns with the proposed revisions to the
ordinance pertaining to volume and massing for single-family homes and recommended
architectural reviews and further revisions before finalizing the ordinance.
Jill Asplundh, 518 Corsair Drive, stated that she went under contract for her new home in July of
2023 and began working with an architect. The architect designed the home according to the
Village’s code requirements at that time. Ms. Asplundh stated that the plans were 95% complete
and they were one month away from submitting a building permit application. Ms. Asplundh
stated that she had just became aware of the proposed code revisions from watc hing the last
Council meeting on January 11th and asked Council to grant an extension to residents who were
close to completing their plans on new residential homes.
Gregory Sean Foster, 4149 Burns Road, expressed concern that the proposed ordinance would
immediately go into effect after it passes on second reading.
Ron Okolichany, 417 Northlake Drive, expressed appreciation to Council for re-adopting the
volume and massing regulations for single-family residential homes.
There being no further comments from the public, Mayor Bickel closed the public hearing.
Discussion ensued between Councilmembers, Mr. Rubin and staff regarding options for extending
the timeline for residents who were close to completion on plans and were ready to submit
applications for building permits.
Draft Minutes of the Village Council Regular Session held January 25, 2024 Page 5 of 7
PUBLIC HEARING AND 2ND READING OF ORDINANCE 2024-02 CODE AMENDMENT –
VOLUME AND MASSING REGULATIONS FOR SINGLE-FAMILY DWELLINGS continued
Discussion ensued between Councilmembers and Mrs. Gardner-Young regarding required wall
treatment features and other proposed revisions to the code.
Further discussion ensued between Councilmembers, Mr. Rubin and Mrs. Gardner-Young
regarding options for extending the timeline for residents who were close to completion on plans
and were ready to submit applications for building permits and the possibility of having an
architect review and make further revisions to the code in the future.
Mr. Rubin noted the recommended revisions to the code for second reading.
Councilmember Marcus made a motion to amend the Ordinance to become effective on February
9, 2024. Vice Mayor Searcy seconded the motion.
Thereafter the motion to adopt and enact on second reading Ordinance 2024-02 as amended passed
unanimously.
RESOLUTION 2024-06 – ANNOUNCING THE VILLAGE GENERAL ELECTION
A motion was made by President Pro Tem Pierman and seconded by Councilmember Marcus to
adopt Resolution 2024-06 entitled: A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF NORTH PALM
BEACH, FLORIDA, ANNOUNCING THE DATE OF THE VILLAGE GENERAL ELECTION,
ANNEXATION REFERENDUM ELECTION, AND RUN OFF ELECTION, IF NECESSARY;
DESIGNATING VOTING LOCATIONS; REQUESTING THAT THE SUPERVISOR OF
ELECTIONS CONDUCT THE ELECTION; AUTHORIZING THE SUPERVISOR OF
ELECTIONS TO CERTIFY THE ACCURACY OF THE TABULATION EQUIPMENT AND
HANDLE, CERTIFY AND CANVASS ALL BALLOTS, INCLUDING ABSENTEE BALLOTS;
DESIGNATING THE CANVASSING BOARD; AND PROVIDING FOR AN EFFECTIVE DATE.
Village Clerk Jessica Green explained that the resolution was customarily adopted each year in
order to announce the Village’s General Election. The resolution announces Village’s election on
March 19, 2024 an Annexation Referendum, declares the offices to be filled, requests the
Supervisor of Elections to conduct the election and delegates certain duties to the Supervisor. The
resolution further designates all canvassing duties to the County Canvassing Board.
Thereafter the motion to adopt Resolution 2024-06 passed unanimously.
RESOLUTION 2024-07 – DELL LAPTOPS PURCHASE FO POLICE DEPARTMENT
A motion was made by Vice Mayor Searcy and seconded by Councilmember Marcus to adopt
Resolution 2024-07 entitled: A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF NORTH PALM
BEACH, FLORIDA APPROVING THE PURCHASE OF THIRTY-FIVE DELL LAPTOP
COMPUTERS AND RELATED EQUIPMENT PURSUANT TO PRICING ESTABLISHED BY
STATE CONTRACT; AND PROVIDING FOR AN EFFECTIVE DATE.
Draft Minutes of the Village Council Regular Session held January 25, 2024 Page 6 of 7
RESOLUTION 2024-07 – DELL LAPTOPS PURCHASE FO POLICE DEPARTMENT continued
Information Technology Director Michael Applegate explained that the purpose of the resolution
was to purchase thirty-five (35) new Dell laptops for the Police Department. The Police
Department’s laptops were over five (5) years old and needed replacement.
Thereafter the motion to adopt Resolution 2024-07 passed unanimously.
RESOLUTION 2024-08 – BLANKET PURCHASE ORDER INCREASE FOR SIDEWALK REPAIR
A motion was made by Councilmember Marcus and seconded by Vice Mayor Searcy to adopt
Resolution 2024-08 entitled: A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF NORTH PALM
BEACH, FLORIDA INCREASING THE BLANKET PURCHASE ORDER WITH FLYING
SCOT INC. FOR SIDEWALK REPAIR UTILIZING PRICIN G ESTABLISHED IN AN
EXISTING CITY OF PALM BEACH GARDENS CONTRACT FROM $100,000 TO $200,000;
PROVIDING FOR CONFLICTS; AND PROVIDING FOR AN EFFECTIVE DATE.
Field Operations Manager Marc Holloway explained that the purpose of the resolution was to
continue with sidewalk repairs throughout the Village. Additional funding was needed in order to
address more locations in need of repair.
Chris Ryder, 118 Dory Road South, asked if any efforts have been made to recoup sidewalk repair
costs from homeowners who may be responsible for the damages to the sidewalks.
Orlando Puyol, 149 Ebbtide Drive, explained that reinforcement steel was necessary to keep
sidewalks intact and last longer.
Councilmember Marcus asked how Mr. Holloway determined which sidewalks to repair.
Mr. Holloway explained that he and staff locate sidewalks in need of repair by using a combination
of resident complaints and checking neighborhoods to identify sidewalks that need repair
systematically each year.
Discussion ensued between Councilmember Marcus, Mr. Holloway and Mr. Huff regarding how costs
were mitigated for sidewalk repairs, how trees that were damaging the sidewalks were addressed
and how parking on sidewalks violations were enforced.
Thereafter the motion to adopt Resolution 2024-08 passed unanimously.
MAYOR AND COUNCIL MATTERS/REPORTS
Vice Mayor Searcy encouraged residents to attend the Annual Book Sale at the Village Library.
Councilmember Marcus announced that Hot Cars and Chili was taking place on Saturday, January
27 and encouraged residents to attend.
Councilmember Marcus expressed her concerns that the Recreation Department had lost children to sports
programs in Palm Beach Gardens.
Draft Minutes of the Village Council Regular Session held January 25, 2024 Page 7 of 7
MAYOR AND COUNCIL MATTERS/REPORTS continued
Councilmember Marcus stated that coaching was now outsourced and recommended that the
Recreation Department and the Recreation Advisory Board recommend a plan to reach out to the
community to get volunteer coaches who were residents of the Village.
Vice Mayor Searcy stated that both of her children were in Village sports programs and that the
outsourced programs have been the most successful. Vice Mayor Searcy stated that although
outsourcing was successful for some of the sports programs, she agreed that the Recreation
Advisory Board could research other options.
Mayor Bickel stated that outsourcing could work for some programs and not others and the
Recreation Advisory Board could look into those options.
Councilmember Marcus stated that the Recreation Department had a database of previous residents
who had children involved in sports programs and residents who were volunteer coaches.
Councilmember Marcus recommended updating or rebuilding the database to make it current.
Mayor Bickel recommended offering the same agreement the Village has with Lake Park for sports
programs to Juno Beach as well.
President Pro Tem Pierman stated that Arbor Day Celebration was a fantastic event and announced
that the Meet the Candidates event would be taking place on Wednesday, February 28. The event
is sponsored by the American Association of University Women.
VILLAGE MANAGER MATTERS/REPORTS
Mr. Huff gave an update on the proposed installation of pickleball courts within the Village.
Discussion ensued between Mr. Huff and Councilmembers regarding the proposed locations for
new pickleball courts.
Mayor Bickel recommended that Council think about where the new pickleball courts could be
installed in the Village and to bring back their ideas to the next Council meeting on February 8.
Mr. Huff stated that he understood Mr. Okolichany’s concerns regarding the developer for the
Twin Cities Mall site request for meeting with Village Council candidates. Mr. Huff explained
that developers on past projects have met with Councilmembers and Planning Commission
members one on one. Mr. Huff announced that the developer for the Twin Cities Mall site would
be having a meeting to meet with residents to discuss his proposed plans at the Community Center
on Monday, January 29.
ADJOURNMENT
There being no further business to come before the Council, the meeting was adjourned at 8:36 p.m.
VILLAGE OF NORTH PALM BEACH
FIRE RESCUE DEPARTMENT
TO: The Honorable Mayor and Members of the Village Council
THRU: Chuck Huff, Village Manager
FROM: J. D. Armstrong, Fire Chief
DATE: February 8, 2024
SUBJECT: RESOLUTION – Contract for Ambulance Billing Services through EMS Management and Consultants, Inc.
The Fire Rescue Department has been receiving Ambulance Billing services through DigiTech, and
predecessors under various names, since 2010. The Department has been paying at a rate of 6.95%
net of collected billing and $11.00 per Medicare collection since the inception. DigiTech has informed
the Department of its intent to change this agreement to a minimum flat charge of $6,250.00 per
month regardless of collected revenues. This is more than is collected in some months and the
Department found the proposed change unacceptable. DigiTech has been unwilling to negotiate an
alternate fee schedule.
With these facts in play, Fire Rescue has researched alternate billing services. After checking with a
number of ambulance billing service providers, the Fire Rescue Department is recommending
contracting ambulance billing services through EMS Management and Consultants, Inc. The
company comes highly recommended by their clients with whom we have spoken.
EMS Management and Consultants, Inc. are offering a contract for ambulance billing services
charging 4.75% net of collected billing and a flat fee of $8.50 per Medicare billing collected. As these
fees come directly from revenues there is no impact on the budget.
The attached Resolution has been prepared and/or reviewed by the Village Attorney for legal
sufficiency.
Recommendation:
Village Staff recommends Council consideration and approval of the attached Resolution
approving a Contract for ambulance billing services with EMS Management and
Consultants, Inc. and authorizing the Village Manager to execute the Contract in
accordance with Village policies and procedures.
RESOLUTION 2024-____
A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF
NORTH PALM BEACH, FLORIDA, APPROVING A CONTRACT WITH EMS
MANAGEMENT AND CONSULTANTS, INC. FOR AMBULANCE BILLING
SERVICES; AUTHORIZING THE VILLAGE MANAGER TO EXECUTE THE
CONTRACT; AND PROVIDING FOR AN EFFECTIVE DATE.
WHEREAS, the Fire Rescue Department requested approval of a Contract with EMS Management
and Consultants, Inc. for ambulance billing services; and
WHEREAS, while the expense will be offset by revenues, Village Council approval is required
because the amount paid to EMS Management and Consultants, Inc. for its services is estimated
to exceed $25,000; and
WHEREAS, the Village Council determines that the execution of a Contract with EMS
Management and Consultants, Inc., including the waiver of any conflicting purchasing policies
and procedures, is in the best interests of the residents and property owners of the Village of North
Palm Beach.
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 and are incorporated herein.
Section 2. The Village Council hereby approves a Contract for ambulance billing services
with EMS Management and Consultants, Inc., a copy of which is attached hereto and incorporated
herein, and authorizes the Village Manager to execute the Contract on behalf of the Village.
Section 3. This Resolution shall become effective immediately upon adoption.
PASSED AND ADOPTED THIS DAY OF , 2024.
(Village Seal)
MAYOR
ATTEST:
VILLAGE CLERK
31822782v2
BILLING SERVICES AGREEMENT
THIS BILLING SERVICES AGREEMENT (hereinafter “Agreement”), is entered into this
______ day of _____________ 20__, between EMS MANAGEMENT & CONSULTANTS,
INC. (hereinafter “EMS|MC”) and the VILLAGE OF NORTH PALM BEACH, (hereinafter
“Client”).
WITNESSETH:
WHEREAS, EMS|MC is an ambulance billing service company with experience in
providing medical billing and collection services to medical transport providers, including
fire and rescue and emergency medical service (EMS) providers; and
WHEREAS, Client is a Florida municipal corporation with a Fire Rescue
Department engaged in the business of providing emergency medical services, and
billable medical transportation services; and
WHEREAS, Client wishes to retain EMS|MC to provide medical billing, collection
and related services as set forth in this Agreement.
NOW, THEREFORE, in consideration of the mutual agreements described below
and other good and valuable consideration, the receipt and sufficiency of which are
acknowledged, the parties agree as follows:
1. ENGAGEMENT.
a. During the term of this Agreement, EMS|MC shall provide routine billing, bill
processing and fee collection services reasonably required and customary for service
providers of similar size and situation to Client (the “Revenue Cycle Management
Services” or “RCM Services”). The RCM Services shall include: (1) preparing and
submitting initial and secondary claims and bills for Client to insurers and others
responsible for payment; (2) performing reasonable and diligent routine collection efforts
to secure payments from primary and secondary payers and patients or other entities,
(as EMS|MC, in its sole discretion deems appropriate); (3) issuing up to three patient
statements for all unpaid balances; and (4) referring accounts which have not been
collected during EMS|MC normal billing cycle to an outside collection agency if so directed
by Client.
b. Collectively, the RCM Services that EMS|MC provides to Client shall be
referred to as the “Services”.
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31822782v9
2. EMS|MC Responsibilities.
a. EMS|MC will provide the RCM Services in material compliance with all
applicable state and federal laws and regulations.
b. EMS|MC will submit all “Completed Claims” to the applicable third-party
payer. A “Completed Claim” is a claim for emergency medical services and billable
medical transportation services that (i) is received by EMS|MC and supported by an ePCR
record that contains all necessary and accurate information; (ii) has been reviewed and
any identified issues sent to Client for remediation have been rectified; (iii) is for a patient
encounter that has been electronically signed off by Client in the ePCR; (iv) has been
reviewed by Client and deemed ready for billing; and (v) is not subject to a billing hold.
EMS|MC will not have any responsibility for any adverse impact to Client that may result
from any delay of Client in completing claims.
c. Accounts with outstanding balances after the insurance and/or third-party
payer has determined benefits due will be billed by EMS|MC to the patient. EMS|MC will
send up to three patient statements to the patient or responsible party, except as to those
accounts on which an insurance carrier or third-party payer has accepted responsibility
to pay. Once Client has submitted all necessary information, EMS|MC will bill all
uninsured patients directly.
d. Within ten (10) business days of the last business day of the month,
EMS|MC will provide to Client a month end report, which shall include an account analysis
report, aging report and accounts receivables reconciliation report for the previous month.
Deposit reports will be provided daily.
e. During the term of this Agreement, EMS|MC shall maintain, provide
appropriate storage and data back-up for all billing records pertaining to the RCM
Services provided by EMS|MC hereunder. Upon at least five (5) business days’ prior
written notice, EMS|MC shall make such records accessible to Client during EMS|MC
business hours. Upon termination of this Agreement, trip data pertaining to the RCM
Services shall be returned to Client. Notwithstanding anything to the contrary herein,
Client acknowledges and agrees that EMS|MC is not a custodian of clinical records nor a
clinical records repository. Client is responsible for maintaining all clinical records in
accordance with Section 3(d).
f. EMS|MC shall notify Client of (i) all patient complaints about clinical services
within five (5) business days of receipt; (ii) all patient complaints about billing within ten
(10) business days of receipt; and (iii) all notices of audit, requests for medical records or
other contacts or inquiries out of the normal course of business from repres entatives of
Medicare, Medicaid or private payers with which Client contracts or any law enforcement
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31822782v9
or government agency ("Payer Inquiries") within ten (10) business days of receipt, unless
such agency prohibits EMS|MC from disclosing its inquiry to Client.
g. EMS|MC will reasonably assist Client in responding to Payer Inquiries which
occur in the normal course of Client’s business and arise from EMS|MC’s provision of the
Services. If EMS|MC, in its sole discretion, determines that (i) Client is excessively
utilizing EMS|MC’s assistance in responding to Payer Inquiries, (ii) a Payer Inquiry is
outside the normal course of Client’s business; or (iii) a Payer Inquiry does not arise from
the Services provided by EMS|MC, EMS|MC may charge Client, and Client shall pay, for
any assistance provided by EMS|MC at EMS|MC’s then current hourly rates.
h. EMS|MC is appointed as the agent of Client under this Agreement solely for
the express purposes of this Agreement relating to billing and receiving payments and
mail, receiving and storing documents, and communicating with hospitals and other
entities to facilitate its duties. EMS|MC will have no authority to pledge credit, contract,
or otherwise act on behalf of Client except as expressly set forth herein.
i. As to all payments received from Medicare, Medicaid and other government
funded programs, the parties specifically acknowledge that EMS|MC will only prepare
claims for Client and will not negotiate checks payable or divert electronic fund transfers
to Client from Medicare, Medicaid or any other government funded program. All Medicare,
Medicaid and any other government funded program payments, including all electronic
fund transfers, will be deposited directly into a bank account designated by Client to
receive such payments and as to such account only Client, through its officers and
directors, shall have access.
j. The Services provided by EMS|MC to Client under this Agreement are
conditioned on Client’s fulfillment of the responsibilities set forth in this Agreement.
k. EMS|MC shall have no responsibility to provide any of the following
services:
i. Determining the accuracy or truthfulness of documentation and
information provided by Client;
ii. Providing services outside the EMS|MC billing system;
iii. Submitting any claim that EMS|MC believes to be inaccurate or
fraudulent; or
iv. Providing any service not expressly required of EMS|MC by this
Agreement.
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l. For Client’s service dates that occurred prior to the mutually agreed go live
date for the Services, Client agrees and understands that EMS|MC is not responsible for
any services including, but not limited to, submitting claims or managing any denials,
refunds or patient calls. As between Client and EMS|MC, Client is fully responsible for
the proper billing and accounting of any remaining balances related to service dates that
occurred prior to such go live date.
3. RESPONSIBILITIES OF CLIENT. The following responsibilities of Client
are a condition of EMS|MC’s services under this Agreement, and EMS|MC shall have no
obligation to provide the Services to the extent that Client has not fulfilled these
responsibilities:
a. Client will pay all amounts owed to EMS|MC under this Agreement.
b. Client will implement standard commercially reasonable actions and
processes as may be requested by EMS|MC from time-to-time to allow EMS|MC to
properly and efficiently provide the RCM Services. These actions and processes include,
but are not limited to, the following:
i. Providing EMS|MC with complete and accurate demographic and
charge information necessary for the processing of professional and/or
technical component billing to third parties and/or patients including ,
without limitation, the following: patient identification (name, address,
phone number, birth date, gender); guarantor identification and address;
insurance information; report of services; special claim forms; pre -
authorization numbers; and such additional information as is requested
by EMS|MC;
ii. Providing EMS|MC with complete and accurate medical record
documentation for each incident or patient service rendered for
reimbursement, which is necessary to ensure proper billing and secure
claim payment;
iii. Providing EMS|MC, in a timely manner, with Patient Care Reports
(PCRs) that thoroughly detail the patient’s full medical condition at the
time of service and include a chronological narrative of all services and
treatment rendered;
iv. Obtaining authorizations and signatures on all required forms, including
consent to treat, assignment of benefits, release of information and
claims;
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v. Obtaining physician certification statements (PCS) forms for all non-
emergency transports and other similar medical necessity forms or prior
authorization statements as deemed necessary by the payer;
vi. Obtaining or executing all forms or documentation required by Medicare,
Medicaid, CHAMPUS, and any other payer or insurance carriers to allow
EMS|MC to carry out its billing and other duties under this Agreement;
and
vii. Implementing reasonable and customary charges for complete,
compliant billing.
c. Client represents and warrants that the PCR and any and all associated
medical records, forms and certification statements provided to EMS|MC are true and
accurate and contain only factual information observed and documented by the attending
field technician during the course of the treatment and transport.
d. Client shall maintain Client’s own files with all original or source documents,
as required by law, and only provide to EMS|MC copies of such documents. Client
acknowledges that EMS|MC is not the agent of Client for storage of source
documentation.
e. Client will provide EMS|MC with a copy of any existing billing policy manuals
or guidelines, Medicare or Medicaid reports, or any other record or document related to
services or billing of Client’s accounts.
f. Client will report to EMS|MC within ten (10) business days of payments
received directly by Client, and promptly notify EMS|MC of any cases requiring special
handling or billing. Client shall advise EMS|MC of any Payer Inquiries within ten (10)
business days of receipt.
g. Client shall ensure that any refunds posted by EMS|MC are actually issued
and paid to the patient, insurer, or other payer as appropriate.
h. Client agrees to provide EMS|MC with administrative access to the ePCR
system or similar access in order to run reports and review documents and attachments
to better service Client’s account.
i. Client shall provide EMS|MC with access to its facilities and personnel for
the purpose of providing on-site and/or online training to such personnel. Client shall
cooperate with EMS|MC and facilitate any training that EMS|MC wishes to provide.
j. Client shall complete EMS|MC’s online training course within 90 days of the
contract start date and all new hires will complete EMS|MC’s online documentation
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training within 90 days of hire date. Newly developed training materials by EMS|MC
should be mutually agreed upon by the parties to be required training.
k. Client shall comply with all applicable federal, state, and local laws, rules,
regulations, and other legal requirements that in any way affect this Agreement or the
duties and responsibilities of the parties hereunder.
4. EMS|MC WEB PORTALS.
a. EMS|MC shall provide Client and those individuals appointed by Client
(“Users”) with access to EMS|MC Web Portals (the “Portals”), which shall be subject to
the applicable Terms of Use found on the Portals. To be appointed as a User, the
individual must be an employee of Client or otherwise approved by Client and EMS|MC.
Client is responsible for all activity of Users and others accessing or using the Portals
through or on behalf of Client including, but not limited to, ensuring that Users do not
share credentials for accessing the Portals. Client is also responsible for (i) identifying
individuals who Client determines should be Users; (ii) determining and notifying EMS|MC
of each User’s rights; (iii) monitoring Users’ access to and use of the Portals; (iv) acting
upon any suspected or unauthorized access of information through the Portals; (v)
ensuring each User’s compliance with this Agreement and the Terms of Use governing
the use of the Portals; and (vi) notifying EMS|MC to deactivate a User account whenever
a User’s employment, contract or affiliation with Client is terminated or Client otherwise
desires to suspend or curtail a User’s access to and use of the Portals. Client agrees to
follow best practices to ensure compliance with this provision.
b. Client acknowledges that EMS|MC may suspend or terminate any User's
access to the Portals (i) for noncompliance with this Agreement or the applicable Terms
of Use; (ii) if such User poses a threat to the security or integrity of the Portals or
information available therein; (iii) upon termination of Client; or (iv) upon notice of
suspension or termination of such User by Client. Client may suspend or terminate a
User's access to the Portals at any time.
5. COMPENSATION OF EMS|MC.
a. Client shall pay a fee for the Services of EMS|MC hereunder, on a monthly
basis, in an amount equal to 4.75% percent of “Net Collections” and $8.50 per Medicaid
Claim, as defined below (the “RCM Fee”). Net Collections shall mean all cash and check
amounts including electronic fund transfers (EFTs) received by EMS|MC from payers,
patients, attorney’s offices, court settlements, collection agencies, government
institutions, debt set-off programs, group health insurance plans, private payments, credit
cards, healthcare facilities or any person or entity submitting funds on a patient’s account,
or any amounts paid directly to Client with or without the knowledge of EMS|MC that are
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paid, tendered, received or collected each month for Client’s transports, less refunds
processed or any other necessary ad justments to those amounts. Price adjustments for
such services shall be allowed at the completion of each contract year. Price adjustments
shall not exceed the change in the average of the Consumer Price Index (CPI) for all
Urban Consumers, Not Seasonally Adjusted, Area: U.S. city average, Item: All item, Base
Period: 1982-84=100 over the twelve months prior.
b. The RCM Fee is referred to as the "Compensation".
c. EMS|MC shall submit an invoice to Client by the tenth (10th) day of each
month for the Compensation due to EMS|MC for the previous calendar month. The
Compensation amount reflected on the invoice shall be paid in full by the 20 th day of the
month in which the invoice is first presented to Client (the “Payment Date”). Such amount
shall be paid without offset unless the calculation of the amount is disputed in good faith,
in which case Client shall pay the undisputed amount and shall provide EMS|MC with
detailed written notice of the basis for the disputed portion no later than the Payment
Date. Any invoices not disputed in writing by the Payment Date shall be deemed
“undisputed” for all purposes of the Agreement. All invoices are to be paid directly from
Client’s banking institution to EMS|MC via paper check, direct deposit or ACH draft
initiated by EMS|MC into EMS|MC’s bank account.
d. A one-time late fee of 5% shall be added to any invoices that remain unpaid
by the 5th day of the calendar month following the Payment Date. Interest shall begin to
accrue on all unpaid balances starting thirty (30) days after the presentment of said
invoice for any unpaid balances at the rate of 1½% per month or the highest rate allowed
under applicable law, whichever is lower. Client shall be responsible for all costs of
collection incurred by EMS|MC or others in attempting to collect any amounts due from
Client under this Agreement, including, but not limited to, reasonable attorney fees.
e. In the event of a material change to applicable law, the billing process
and/or scope of Services provided in this Agreement or a material difference in any of the
patient demographics provided by the Client and set forth in Exhibit A, EMS|MC reserves
the right to negotiate a fee change with Client and amend this Agreement accordingly or
terminate this Agreement.
f. EMS|MC may, in its sole discretion, immediately cease to provide Services
for Client should the outstanding balance owed to EMS|MC become in arrears . Claims
processing will not resume until all outstanding balances are paid in full or arrangements
approved by EMS|MC have been made to wholly resolve any outstanding balances.
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6. TERM OF AGREEMENT.
a. This Agreement shall be effective commencing on __________ and shall
thereafter continue through __________ (“Initial Term”). This Agreement shall be binding
upon the parties hereto and their respective successors, assigns, and transferees. The
Agreement shall automatically renew on the same terms and conditions as stated herein,
for successive one (1) year terms (each a “Renewal Term”), unless either party gives
written notice of intent not to renew at least 60 days before expiration of any term.
Notwithstanding anything herein to the contrary, this Agreement may be terminated under
the provisions provided below. (The Initial Term and any Renewal Terms are referred to
as the “Term”.)
b. Termination for Cause. Notwithstanding Section 6(a), either party may
terminate this Agreement if the other party materially breaches this Agreement, unless (i)
the breaching party cures the breach within 10 days following receipt of notice describing
the breach in reasonable detail, or (ii) with respect to a breach which may not reasonably
be cured within a 10-day period, the breaching party commences, is diligently pursuing
cure of, and cures the breach as soon as practical following receipt of notice describing
the breach in reasonable detail.
c. Immediate Termination. Either party may terminate this Agreement
immediately as a result of the following:
i. Failure of Client to make timely payments due under this Agreement;
ii. Injury to any customer, independent contractor, employee or agent of
the other party hereto arising from the gross negligence or willful
misconduct of a party;
iii. Harassment of any employee or contractor of a party or commitment of
any act by a party which creates an offensive work environment; or
iv. Commitment of any unethical or immoral act which harms the other party
or could have the effect of harming the other party.
7. RESPONSIBILITIES UPON TERMINATION.
a. Subject to Client’s payment of all amounts due hereunder, upon any
termination of this Agreement, and during the period of any notice of termination, EMS|MC
will make available to Client or its authorized representatives data from the billing system
regarding open accounts in an electronic format, and will otherwise reasonably cooperate
and assist in any transition of the Services to Client, or its successor billing agent. Upon
request, EMS|MC will provide to Client trip data associated with the claims submitted by
EMS|MC on behalf of Client pursuant to this Agreement. EMS|MC shall retain financial
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and billing records not tendered or returned to Client on termination hereof for at least ten
(10) years following the date of service.
b. Following termination of this Agreement, for a period of ninety (90) days (the
“Wind Down”), EMS|MC will continue its billing and collection efforts as to those accounts
with dates of services prior to termination, subject to the terms and condit ions of this
Agreement including, but not limited to, Section 5. Client will continue to provide EMS|MC
with copies of checks and payments on those accounts which were filed by EMS|MC
under this Agreement. EMS|MC shall have no further responsibilities as to such accounts
after the Wind Down; however, EMS|MC shall be entitled to compensation as provided in
Section 5(a) for such amounts filed by EMS|MC, regardless of whether such amounts are
collected by Client during or after the Wind Down period. During the Wind Down and for
up to twelve months following termination of this Agreement , EMS|MC shall continue to
make the Portals available to Client, subject the applicable Terms of Use.
Notwithstanding the foregoing, in the event EMS|MC terminated this Agreement pursuant
to Sections 6(b) or 6(c), EMS|MC shall have no obligation to provide any Services after
the date of termination.
8. EXCLUSIVITY AND MISCELLANEOUS BILLING POLICIES.
a. During the term of this Agreement, EMS|MC shall be Client’s exclusive
provider of the RCM Services. Client may not directly file, submit or invoice for any
medical or medical transportation services rendered while this Agreement is in effect.
b. In addition, Client agrees not to collect or accept payment for services from
any patient unless the service requested does not meet coverage requirements under
any insurance program in which the patient is enrolled or the patient is uninsured.
Payments received directly by Client for these services must be reported t o EMS|MC as
provided in Section 3(f) hereof and shall be treated as Net Collections for purposes of
Section 5(a) hereof.
c. In compliance with CMS regulations, Medicare patients will not be charged
by Client a higher rate or amount for identical covered services charged to other insurers
or patients. Accordingly, only one fee schedule shall exist and be used in determining
charges for all patients regardless of insurance coverage.
d. EMS|MC reserves the right not to submit a claim for reimbursement on any
patient in which the PCR and/or associated medical records are incomplete or appear to
be inaccurate or do not contain enough information to substantiate or justify
reimbursement. This includes missing patient demographic infor mation, insurance
information, Physician Certification Statements (PCS) or any required crew and/or patient
signatures, or otherwise contradictory medical information.
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e. Client shall implement and maintain a working compliance plan
(“Compliance Plan”) in accordance with the most current guidelines of the U.S.
Department of Health and Human Services (“HHS”). The Compliance Plan must include,
but not be limited to, formal written policies and procedures and standards of conduct,
designation of a compliance officer, quality assurance policy and effective training and
education programs.
f. In accordance with the HHS Office of Inspector General (“OIG”) Compliance
Program Guidance for Third-Party Medical Billing Companies, EMS|MC is obligated to
report misconduct to the government, if EMS|MC discovers credible evidence of Client’s
continued misconduct or flagrant, fraudulent or abusive conduct. In the event of such
evidence, EMS|MC has the right to (a) refrain from submitting any false or inappropriate
claims, (b) terminate this Agreement and/or (c) report the misconduct to the appropriate
authorities.
9. NON-INTERFERENCE/NON-SOLICITATION OF EMS|MC EMPLOYEES.
Client understands and agrees that the relationship between EMS|MC and each of its
employees constitutes a valuable asset of EMS|MC. Accordingly, Client agrees that both
during the term of this Agreement and for a period beginning on the date of termination
of this Agreement, whatever the reason, and ending three (3) years after the date of
termination of this Agreement (the “Restricted Period”), Client shall not, without
EMS|MC’s prior written consent, directly or indirectly, solicit or recruit for employment;
attempt to solicit or recruit for employment; or attempt to hire or accept as an employee,
consultant, contractor, or otherwise, or accept any work from EMS|MC’s employees with
whom Client had material contact during the term of this Agreement, in any position where
Client would receive from such employees the same or similar services that EMS|MC
performed for Client during the term of this Agreement. Client also agrees during the
Restricted Period not to unlawfully urge, encourage, induce, or attempt to urge,
encourage, or induce any employee of EMS|MC to terminate his or her employment with
EMS|MC. Client has caref ully read and considered the provisions of Section 9 hereof,
and having done so, agrees that the restrictions set forth in such section (including, but
not limited to, the time period) are fair and reasonable and are reasonably required for
the protection of the legitimate interests of EMS|MC, its officers, directors, shareholders,
and employees.
10. PRIVACY.
a. Confidentiality. The Parties acknowledge that they will each provide to the
other Confidential Information as part of carrying out the terms of this Ag reement.
EMS|MC and Client will be both a Receiving Party and a Disclosing Party at different
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times. The Receiving Party agrees that it will not (i) use any such Confidential Information
in any way, except for the exercise of its rights and performance of its obligations under
this Agreement, or (ii) disclose any such Confidential Information to any third party, other
than furnishing such Confidential Information to its employees, consultants, and
subcontractors, who are subject to the safeguards and conf identiality obligations
contained in this Agreement and who require access to the Confidential Information in the
performance of the obligations under this Agreement. In the event that the Receiving
Party is required by applicable law to make any disclosure of any of the Disclosing Party’s
Confidential Information, by subpoena, judicial or administrative order or otherwise, the
Receiving Party will first give written notice of such requirement to the Disclosing Party,
and will permit the Disclosing Party to intervene in any relevant proceedings to protect its
interests in the Confidential Information, and provide full cooperation and assistance to
the Disclosing Party in seeking to obtain such protection, at the Disclosing Party’s sole
expense. “Confidential Information” means the provisions of the Agreement (including,
but not limited to, the financial terms herein) and any information disclosed by a Party (the
“Disclosing Party”) to the other Party (the “Receiving Party”). Information will not be
deemed Confidential Information hereunder if the Receiving Party can prove by
documentary evidence that such information: (a) was known to the Receiving Party prior
to receipt from the Disclosing Party directly or indirectly from a source other than one
having an obligation of confidentiality to the Disclosing Party; (b) becomes known
(independently of disclosure by the Disclosing Party) to the Receiving Party directly or
indirectly from a source other than one having an obligation of confidentiality to the
Disclosing Party; (c) becomes publicly known or otherwise ceases to be secret or
confidential, except through a breach of this Agreement by the Receiving Party; or (d) is
independently developed by the Receiving Party without the use of any Confidential
Information of the Disclosing Party.
b. HIPAA Compliance. The parties agree to comply with the Business
Associate Addendum, attached hereto and incorporated by reference herein as
Attachment 1, documenting the assurances and other requirements respecting the use
and disclosure of Protected Health Information. It is Client’s responsibility to ensure that
it obtains all appropriate and necessary authorizations and consents to use or disclose
any individually identifiable health information in compliance with all federal and state
privacy laws, rules and regulations, including but not limited to the Health Insurance
Portability and Accountability Act. In the event that this Agreement is, or activities
permitted or required by this Agreement are, inconsistent with or do not satisfy the
requirements of any applicable privacy or security law, rule or regulation, the parties shall
take any reasonably necessary action to remedy such inconsistency.
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11. DISCLAIMERS, LIMITATIONS OF LIABILITY AND DISPUTE RESOLUTION
a. Each Party acknowledges that the liability limitations and warranty
disclaimers in the Agreement are independent of any remedies hereunder and shall apply
regardless of whether any remedy fails of its essential purpose. Client acknowledges that
the limitations of liability set forth in this Agreement are integral to the amount of
consideration offered and charged in connection with the Services and that, were
EMS|MC to assume any further liability other than as provided in the Agreement, such
consideration would of necessity be set substantially higher.
b. EMS|MC and Client acknowledge and agree that despite their best efforts,
billing errors may occur from time to tim e. Each party will promptly notify the other party
of the discovery of a billing error. EMS|MC’s sole obligation in the event of a billing error
will be to correct the error by making appropriate changes to the information in its system,
posting a refund if appropriate, and re-billing the underlying claim if permissible.
c. Except for any express warranty provided herein or in the applicable exhibit,
the services are provided on an "as is," “as available” basis. Client agrees that use of the
services is at client’s sole risk; and, to the maximum extent permitted by law, EMS|MC
expressly disclaims any and all other express or implied warranties with respect to the
services including, but not limited to, warranties of merchantability, fitness for a particular
purpose, title, non-infringement or warranties alleged to arise as a result of custom and
usage.
d. A “Claim” is defined as any claim or other matter in dispute between
EMS|MC and Client that arises from or relates in any way to this Agreement or to the
Services, or data provided by EMS|MC hereunder, regardless of whether such claim or
matter is denominated as a contract claim, tort claim, warranty claim, indemnity claim,
statutory claim, arbitration demand, or otherwise.
e. To the fullest extent allowed by law, the total liability of EMS|MC to Client
regarding any and all Claims shall be capped at, and shall in no event exceed, the total
fees paid by Client to EMS|MC under this Agreement in the twelve (12) months prior to
the event giving rise to the Claim (the “Liability Cap”). All amounts that may be potentially
awarded against EMS|MC in connection with a Claim are included in and subject to the
Liability Cap and shall not cause the Liability Cap to be exceeded, including, without
limitation, all direct compensatory damages, interest, costs, expenses, and attorneys’
fees. Provided, however, that nothing in the foregoing shall be construed as an admission
of liability by EMS|MC in any amount or as a waiver or compromise of any other defense
that may be available to EMS|MC regarding any Claim.
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f. To the fullest extent allowed by law, and notwithstanding any statute of
limitations, statute of repose, or other legal time limit to the contrary, no Claim shall be
brought by Client against EMS|MC after the earlier of the following to occur (the “Claim
Time Limit”): (i) the time period for bringing an action under any applicable state or federal
statute of limitations; or (ii) one (1) year after the date upon which Client discovered, or
should have discovered, the facts giving rise to an alleged claim;. Any Claim not brought
within the Claim Time Limit is waived. The Claim Time Limit applies, without limitation,
to any Claim
g. Client agrees that any Claim Client may have against EMS|MC, including
EMS|MC’s past or present employees or agents, shall be brought individually and Client
shall not join such Claim with claims of any other person or entity or bring, join or
participate in a class action against EMS|MC.
h. To the fullest extent allowed by law, EMS|MC and Client waive claims
against each other for consequential, indirect, incidental, special, punitive, exemplary,
and treble damages, and for any other damages in excess of direct, compensatory
damages including, but not limited to, loss of profits, loss of data, or loss of business,
regardless of whether such claim or matter is denominated as a contract claim, tort claim,
warranty claim, indemnity claim, statutory claim, arbitration demand, or otherwise , even
if a party has been apprised of the possibility or likelihood of such damages occurring (the
“Non-Direct Damages Waiver”).
i. Subject to the Liability Cap, the Claim Time Limit and the Non-Direct
Damages Waiver, EMS|MC agrees to indemnify, hold harmless, and defend Client , with
reasonably acceptable counsel, from and against any fines, penalties, damages, and
judgments that Client becomes legally obligated to pay to a third party proximately caused
by EMS|MC’s negligence or intentional acts or omissions. Provided, however, that this
indemnity is subject to the following further conditions and limitations: (i) Client must
provide prompt written notice to EMS|MC of the matter for which indemnity is or may be
sought, within such time that no right of EMS|MC is prejudiced, and in no event no later
than thirty (30) days after Client first becomes aware of the facts that give rise or may
give rise to a right of indemnity; (ii) Client must allow EMS|MC the opportunity to direct
and control the defense and handling of the matter for which indemnity is or may be
sought; (iii) Client must not agree to any settlement or other voluntary resolution of a
matter for which indemnity is or may be sought without EMS|MC‘s express consent; and
(iv) Client shall not seek or be entitled to indemnif y for amounts that Client reimburses or
refunds to Medicaid, Medicare, any governmental entity, any insurer, or any other payer
as a result of medical services or medical transportation services for which Client should
not have received payment in the first place under applicable rules, re gulations, standards
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and policies. Client waives all rights of indemnity against EMS|MC not in accordance with
this subsection.
j. In any court proceeding regarding any Claim, the prevailing party shall be
entitled to recover from the non-prevailing party the reasonable costs and expenses
incurred by the prevailing party in connection with such proceeding, including, without
limitation, the reasonable attorneys’ fees, arbitration or court filing fees, arbitrator
compensation, expert witness charges, court reporter charges, and document
reproduction charges incurred by the prevailing party. .
12. GENERAL.
a. Status of Parties. Nothing contained in this Agreement shall be construed
as establishing a partnership or joint venture relationship between EMS|MC and Client,
or as establishing an agency relationship beyond EMS|MC’s service as a billing and
collection agent of Client under the express terms of this Agreement. EMS|MC and its
employees and representatives shall have no legal authority to bind Client.
b. Assignment. Neither this Agreement nor any rights or obligations hereunder
shall be assigned by either party without prior written consent of the other party, except
that this Agreement may be assigned without consent to the survivor in any merger or
other business combination including either party, or to the purchaser of all or
substantially all of the assets of either party.
c. Binding Effect. This Agreement shall inure to the benefit of and be binding
upon the parties hereto and their respective successors, assigns (where permitted), and
transferees.
d. Notices. All notices required or permitted by this Agreement shall be in
writing and shall be deemed to have been given: (i) on the day received, if personally
delivered; (ii) on the day received if sent by a recognized overnight delivery service,
according to the courier’s record of delivery; and (iii) on the 5th (fifth) calendar day after
the date mailed by certified or registered mail. Such notices shall be addressed as
follows:
Client:
Village of North Palm Beach
Village Manager
500 U.S. Highway One
North Palm Beach, FL 33408
EMS|MC:
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EMS Management & Consultants, Inc.
Chief Executive Officer
2540 Empire Drive
Suite 100
Winston-Salem, NC 27103
Either party may change its address for notices under this Agreement by giving
written notice of such change to the other party in accordance with the terms of this
section.
e. Governing Law. This Agreement and the rights and obligations of the
parties hereunder shall be construed in accordance with and governed by the laws of the
State of Florida.
f. Integration of Terms. This instrument together with all attachments, exhibits
and schedules constitutes the entire agreement between the parties, and supersedes all
prior negotiations, commitments, representations and undertakings of the parties with
respect to its subject matter. Without limiting the foregoing, this Agreement supersedes
and takes precedence over any inconsistent terms contained in any Request for Proposal
(“RFP”) from Client and any response to that RFP from EMS|MC.
g. Amendment and Waiver. This Agreement may be amended or modified only
by an instrument signed by all of the parties. A waiver of any provision of this Agreement
must be in writing, designated as such, and signed by the party against whom
enforcement of the waiver is sought. The waiver of a breach of any provision of this
Agreement shall not operate or be construed a s a waiver of any subsequent or other
breach thereof.
h. Severability. If any provision of this Agreement shall not be valid for any
reason, such provision shall be entirely severable from, and shall have no effect upon,
the remainder of this Agreement. Any such invalid provision shall be subject to partial
enforcement to the extent necessary to protect the interest of the parties hereto.
i. Force Majeure. With the exception of Client’s payment obligation, a Party
will not be in breach or liable for any delay of its performance of this Agreement caused
by natural disasters or other unexpected or unusual circumstances reasonably beyond
its control.
j. Third Party Beneficiaries. There are no third-party beneficiaries to this
Agreement.
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k. Counterparts. This Agreement may be executed in multiple counterparts
by a duly authorized representative of each party.
l. Survival. All terms which by their nature survive termination shall survive
termination or expiration of the Agreement including, but not limited to, Sections 3(c), 3(f)
– (h), 5(a), 5(c), 7, 9 – 12.
m. Inspector General. EMS|MC 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 the Agreement and in furtherance thereof, may demand and obtain
records and testimony from EMS|MC and its subcontractors. EMS|MC understands and
agrees that in addition to all other remedies and consequences provided by law, the
failure of EMS|MC or its subcontractors to fully cooperate with the Inspector General
when requested may be deemed by the Village to be a material breach of the Agreement
justifying termination.
n. Public Records. As required by Section 119.0701, Florida Statutes,
EMS|MC 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 Agreement term and
following completion of the Agreement if EMS|MC does not transfer the records to the
Village; (4) Upon completion of the Agreement, transfer, at no cost, to the Village all public
records in possession of EMS|MC or keep and maintain public records required by the
Village to perform the services. If EMS|MC transfers all public records to the Village
upon completion of the Agreement, EMS|MC shall destroy any duplicate public records
that are exempt or confidential and exempt from public records disclosure requirements.
If EMS|MC keeps and maintains public records upon completion of the Agreement,
EMS|MC 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.
IF EMS|MC HAS QUESTIONS REGARDING THE APPLICATION OF
CHAPTER 119, FLORIDA STATUTES, TO EMS|MC ’S DUTY TO PROVIDE
PUBLIC RECORDS RELATING TO THIS AGREEMENT, CONTACT THE
CUSTODIAN OF PUBLIC RECORDS AT: (561) 841-3355;
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NPBCLERK@VILLAGE-NPB.ORG; OR 501 U.S. HIGHWAY ONE, NORTH
PALM BEACH, FL 33408.
o. E-Verify. Pursuant to Section 448.095(2), Florida Statutes, EMS|MC shall:
(a) register and use the E-Verify system to verify the work authorization of newly hired
employees and require all subcontractors (providing services or receiving funds under
this Agreement) to register and use the E-Verify system to verify the work authorization
status of the subcontractor’s newly hired employees; (b) secure an affidavit from all
subcontractors (providing services or receiving funding under this Agreement) stating that
the subcontractor does not employ, contract with, or subcontract with unauthorized aliens;
(c) maintain copies of all subcontractor affidavits for the duration of the Agreement; (d)
comply fully with Section 448.095, Florida Statutes; (e) be aware that a violation of Section
448.09, Florida Statutes, shall be grounds for termination of this Agreement; and (f) be
aware that if Village terminates this Agreement under Section 448.095(2)(c), Florida
Statutes, EMS|MC may not be awarded a public contract for at least one year after the
date on which the Agreement is terminated.
IN WITNESS WHEREOF, the undersigned have caused this Agreement to be duly
executed on the later of the dates set forth below.
Each person whose signature appears hereon represents, warrants and guarantees that
he/she has been duly authorized and has full authority to execute this Agreement on
behalf of the party on whose behalf this Agreement is executed.
EMS|MC: CLIENT:
EMS Management & Consultants, Inc. Village of North Palm Beach
By: ____________________________ By: ____________________________
Print Name: _____________________ Print Name: ______________________
Title: ___________________________ Title: ___________________________
Date: ___________________________ Date: __________________________
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Exhibit A
Exhibit A
Patient Demographics Provided by Client
1. Projected annual billable trip volume: 1,011
2. Payor mix:
a. Medicare – 56.97%
b. Medicaid – 6.43%
c. Insurance – 18.99%
d. Self Pay – 17.61%
3. Run mix:
a. ALSE – 59.2%
b. BLSE – 39.4%
c. ALS2 – 1.4%
4. Average Loaded mileage: 3.9
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Attachment 1
Business Associate Addendum
This Business Associate Addendum (the “Addendum”) is made effective the ____ day of ____________
2023, by and between Village of North Palm Beach, hereinafter referred to as “Covered Entity,” and EMS
Management & Consultants, Inc., hereinafter referred to as “Business Associate” (individually, a “Party”
and collectively, the “Parties”).
WITNESSETH:
WHEREAS, the Parties wish to enter into a Business Associate Addendum to ensure compliance
with the Privacy and Security Rules of the Health Insurance Portability and Accountability Act of 1996
(“HIPAA Privacy and Security Rules”) (45 C.F.R. Parts 160 and 164); and
WHEREAS, the Health Information Technology for Economic and Clinical Health (“HITECH”)
Act of the American Recovery and Reinvestment Act of 2009, Pub. L. 111-5, modified the HIPAA Privacy
and Security Rules (hereinafter, all references to the “HIPAA Privacy and Security Rules” include all
amendments thereto set forth in the HITECH Act and any accompanying regulations); and
WHEREAS, the Parties have entered into a Billing Services Agreement (the “Agreement”)
whereby Business Associate will provide certain services to Covered Entity and, pursuant to such
Agreement, Business Associate may be considered a “business associate” of Covered Entity as defined in
the HIPAA Privacy and Security Rules; and
WHEREAS, Business Associate may have access to Protected Health Information or Electronic
Protected Health Information (as defined below) in fulfilling its responsibilities under the Agreement; and
WHEREAS, Covered Entity wishes to comply with the HIPAA Privacy and Security Rules, and
Business Associate wishes to honor its obligations as a Business Associate to Covered Entity.
THEREFORE, in consideration of the Parties’ continuing obligations under the Agreement, and for other
good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged, the Parties
agree to the provisions of this Addendum.
I. DEFINITIONS
Except as otherwise defined herein, any and all capitalized terms in this Addendum shall have the
definitions set forth in the HIPAA Privacy and Security Rules. In the event of an inconsistency between the
provisions of this Addendum and mandatory provisions of the HIPAA Privacy and Security Rules, as
amended, the HIPAA Privacy and Security Rules in effect at the time shall control. Where provisions of
this Addendum are different than those mandated by the HIPAA Privacy and Security Rules, but are
nonetheless permitted by the HIPAA Privacy and Security Rules, the provisions of this Addendum shall
control.
The term “Breach” means the unauthorized acquisition, access, use, or disclosure of protected health
information which compromises the security or privacy of such information, except where an unauthorized
person to whom such information is disclosed would not reasonably have been able to retain such
information. The term “Breach” does not include: (1) any unintentional acquisition, access, or use of
protected health information by any employee or individual acting under the authority of a covered entity
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31822782v9
or business associate if (a) such acquisition, access, or use was made in good faith and within the course
and scope of the employment or other professional relationship of such employee or individual,
respectively, with the covered entity or business associate, and (b) such information is not further acquired,
accessed, used, or disclosed by any person; or (2) any inadvertent disclosure from an individual who is
otherwise authorized to access protected health information at a facility operated by a covered entity or
business associate to another similarly situated individual at same facility; and (3) any such information
received as a result of such disclosure is not further acquired, accessed, used, or disclosed without
authorization by any person.
The term “Electronic Health Record” means an electronic record of health-related information on an
individual that is created, gathered, managed, and consulted by authorized health care clinicians and staff.
The term “HIPAA Privacy and Security Rules” refers to 45 C.F.R. Parts 160 and 164 as currently in effect
or hereafter amended.
The term “Protected Health Information” means individually identifiable health information as defined in
45 C.F.R § 160.103, limited to the information Business Associate receives from, or creates, maintains,
transmits, or receives on behalf of, Covered Entity.
The term “Electronic Protected Health Information” means Protected Health Information which is
transmitted by or maintained in Electronic Media (as now or hereafter defined in the HIPAA Privacy and
Security Rules).
The term “Secretary” means the Secretary of the Department of Health and Human Services.
The term “Unsecured Protected Health Information” means Protected Health Information that is not
rendered unusable, unreadable, or indecipherable to unauthorized individuals through the use of a
technology or methodology specified by the Secretary in guidance published in the Federal Register at 74
Fed. Reg. 19006 on April 27, 2009 and in annual guidance published thereafter.
II. PERMITTED USES AND DISCLOSURES BY BUSINESS ASSOCIATE
a. Business Associate may use or disclose Protected Health Information to perform functions,
activities, or services for, or on behalf of, Covered Entity as specified in the Agreement or this Addendum,
provided that such use or disclosure would not violate the HIPAA Privacy and Security Rules if done by
Covered Entity. Until such time as the Secretary issues regulations pursuant to the HITECH Act specifying
what constitutes “minimum necessary” for purposes of the HIPAA Privacy and Security Rules, Business
Associate shall, to the extent practicable, disclose only Protected Health Information that is contained in a
limited data set (as defined in Section 164.514(e)(2) of the HIPAA Privacy and Security Rules), unless the
person or entity to whom Business Associate is making the disclosure requires certain direct identifiers in
order to accomplish the intended purpose of the disclosure, in which event Business Associate may disclose
only the minimum necessary amount of Protected Health Information to accomplish the intended purpose
of the disclosure.
b. Business Associate may use Protected Health Information in its possession for its proper
management and administration and to fulfill any present or future legal responsibilities of Business
Associate, provided that such uses are permitted under state and federal confidentiality laws.
c. Business Associate may disclose Protected Health Information in its possession to third parti es
for the purposes of its proper management and administration or to fulfill any present or future legal
responsibilities of Business Associate, provided that:
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1. the disclosures are required by law; or
2. Business Associate obtains reasonable assurances from the third parties to whom the
Protected Health Information is disclosed that the information will remain confidential and be used or
further disclosed only as required by law or for the purpose for which it was disclosed to the third party,
and that such third parties will notify Business Associate of any instances of which they are aware in which
the confidentiality of the information has been breached.
d. Until such time as the Secretary issues regulations pursuant to the HITECH Act specifying what
constitutes “minimum necessary” for purposes of the HIPAA Privacy and Security Rules, Business
Associate shall, to the extent practicable, access, use, and request only Protected Health Information that is
contained in a limited data set (as defined in Section 164.514(e)(2) of the HIPAA Privacy and Security
Rules), unless Business Associate requires certain direct identifiers in order to accomplish the intended
purpose of the access, use, or request, in which event Business Associate may access, use, or request only
the minimum necessary amount of Protected Health Information to accomplish the intended purpose of the
access, use, or request. Covered Entity shall determine what quantum of information constitutes the
“minimum necessary” amount for Business Associate to accomplish its intended purposes.
e. Business Associate may use Protected Health Information to de-identify such information in
accordance with 45 C.F.R. § 164.514(b) for Business Associate’s own business purposes or in connection
with the services provided pursuant to the Agreement or to provide Data Aggregation services to Customer
as permitted by 45 C.F.R. 164.504(e)(2)(i)(b). Once the Protected Health Information has been de-
identified or aggregated, it is no longer considered Protected Health Information governed by this
Addendum.
III. OBLIGATIONS AND ACTIVITIES OF BUSINESS ASSOCIATE
a. Business Associate acknowledges and agrees that all Protected Health Information that is created
or received by Covered Entity and disclosed or made available in any form, including paper record, oral
communication, audio recording, and electronic display by Covered Entity or its operating units to Business
Associate or is created or received by Business Associate on Covered Entity’s behalf shall be subject to this
Addendum.
b. Business Associate agrees to not use or further disclose Protected Health Information other than
as permitted or required by the Agreement, this Addendum or as required by law.
c. Business Associate agrees to use appropriate safeguards to prevent use or disclosure of Protected
Health Information other than as provided for by this Addendum. Specifically, Business Associate will:
1. implement the administrative, physical, and technical safeguards set forth in Sections
164.308, 164.310, and 164.312 of the HIPAA Privacy and Security Rules that reasonably and appropriately
protect the confidentiality, integrity, and availability of any Protected Health Information that it creates,
receives, maintains, or transmits on behalf of Covered Entity, and, in accordance with Section 164.316 of
the HIPAA Privacy and Security Rules, implement and maintain reasonable and appropriate policies and
procedures to enable it to comply with the requirements outlined in Sections 164.308, 164.310, and
164.312; and
2. report to Covered Entity any use or disclosure of Protected Health Information not
provided for by this Addendum of which Business Associate becomes aware. Business Associate shall
report to Covered Entity any Security Incident of which it becomes aware. Notice is deemed to have been
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given for unsuccessful Security Incidents, such as (i) “pings” on an information system firewall; (ii) port
scans; (iii) attempts to log on to an information system or enter a database with an invalid password or user
name; (iv) denial-of-service attacks that do not result in a server being taken offline; or (v) malware (e.g.,
a worms or a virus) that does not result in unauthorized access, use, disclosure, modification or destruction
of Protected Health Information.
d. Business Associate agrees to ensure that any agent, including a subcontractor, to whom it
provides Protected Health Information received from, or created or received by Business Associate on
behalf of Covered Entity, agrees to the same restrictions and conditions that apply through this Addendum
to Business Associate with respect to such information.
e. Business Associate agrees to comply with any requests for restrictions on certain disclosures of
Protected Health Information to which Covered Entity has agreed in accordance with Section 164.522 of
the HIPAA Privacy and Security Rules and of which Business Associate has been notified by Covered
Entity. In addition, and notwithstanding the provisions of Section 164.522 (a)(1)(ii), Business Associate
agrees to comply with an individual’s request to restrict disclosure of Protected Health Information to a
health plan for purposes of carrying out payment or health care operations if the Protected Health
Information pertains solely to a health care item or service for which Covered Entity has been paid by in
full by the individual or the individual’s representative.
f. At the request of the Covered Entity and in a reasonable time and manner, not to extend ten (10)
business days, Business Associate agrees to make available Protected Health Information required for
Covered Entity to respond to an individual’s request for access to his or her Protected Health Information
in accordance with Section 164.524 of the HIPAA Privacy and Security Rules. If Business Associate
maintains Protected Health Information electronically, it agrees to make such Protected Health Infor mation
available electronically to the applicable individual or to a person or entity specifically designated by such
individual, upon such individual’s request.
g. At the request of Covered Entity and in a reasonable time and manner, Business Associate agrees
to make available Protected Health Information required for amendment by Covered Entity in accordance
with the requirements of Section 164.526 of the HIPAA Privacy and Security Rules.
h. Business Associate agrees to document any disclosures of and make Protected Health
Information available for purposes of accounting of disclosures, as required by Section 164.528 of the
HIPAA Privacy and Security Rules.
i. Business Associate agrees that it will make its internal practices, books, and records r elating to
the use and disclosure of Protected Health Information received from, or created or received by Business
Associate on behalf of, Covered Entity, available to the Secretary for the purpose of determining Covered
Entity’s compliance with the HIPAA Privacy and Security Rules, in a time and manner designated by the
Secretary, subject to attorney-client and other applicable privileges.
j. Business Associate agrees that, while present at any Covered Entity facility and/or when
accessing Covered Entity’s computer network(s), it and all of its employees, agents, representatives and
subcontractors will at all times comply with any network access and other security practices, procedures
and/or policies established by Covered Entity including, without limitation, those established pursuant to
the HIPAA Privacy and Security Rules.
k. Business Associate agrees that it will not directly or indirectly receive remuneration in exchange
for any Protected Health Information of an individual without the written authorization of the individual or
the individual’s representative, except where the purpose of the exchange is:
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1. for public health activities as described in Section 164.512(b) of the Privacy and Security
Rules;
2. for research as described in Sections 164.501 and 164.512(i) of the Privacy and Security
Rules, and the price charged reflects the costs of preparation and transmittal of the data for such purpose;
3. for treatment of the individual, subject to any further regulation promulgated by the
Secretary to prevent inappropriate access, use, or disclosure of Protected Health Information;
4. for the sale, transfer, merger, or consolidation of all or part of Business Associate and
due diligence related to that activity;
5. for an activity that Business Associate undertakes on behalf of and at the specific request
of Covered Entity;
6. to provide an individual with a copy of the individual’s Protected Health Information
pursuant to Section 164.524 of the Privacy and Security Rules; or
7. other exchanges that the Secretary determines in regulations to be similarly necessary
and appropriate as those described in this Section III.k.
l. Business Associate agrees that it will not directly or indirectl y receive remuneration for any
written communication that encourages an individual to purchase or use a product or service without first
obtaining the written authorization of the individual or the individual’s representative, unless:
1. such payment is for a communication regarding a drug or biologic currently prescribed
for the individual and is reasonable in amount (as defined by the Secretary); or
2. the communication is made on behalf of Covered Entity and is consistent with the terms
of this Addendum.
m. Business Associate agrees that if it uses or discloses patients’ Protected Health Information for
marketing purposes, it will obtain such patients’ authorization before making any such use or disclosure.
n. Business Associate agrees to implement a reasonable system for discovery of breaches and
method of risk analysis of breaches to meet the requirements of HIPAA, The HITECH Act, and the HIPAA
Regulations, and shall be solely responsible for the methodology, policies, and procedures implemented by
Business Associate.
o. State Privacy Laws. Business Associate shall understand and comply with state privacy laws to
the extent that state privacy laws are not preempted by HIPAA or The HITECH Act.
IV. BUSINESS ASSOCIATE’S MITIGATION AND BREACH NOTIFICATION
OBLIGATIONS
a. Business Associate agrees to mitigate, to the extent practicable, any harmful effect that is known
to Business Associate of a use or disclosure of Protected Health Information by Business Associate in
violation of the requirements of this Addendum.
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b. Following the discovery of a Breach of Unsecured Protected Health Information, Business
Associate shall notify Covered Entity of such Breach without unreasonable delay and in no case later than
forty-five (45) calendar days after discovery of the Breach. A Breach shall be treated as discovered by
Business Associate as of the first day on which such Breach is known to Business Associate or, through the
exercise of reasonable diligence, would have been known to Business Associate.
c. Notwithstanding the provisions of Section IV.b., above, if a law enforcement official states to
Business Associate that notification of a Breach would impede a criminal investigation or cause damage to
national security, then:
1. if the statement is in writing and specifies the time for which a delay is required, Business
Associate shall delay such notification for the time period specified by the official; or
2. if the statement is made orally, Business Associate shall document the statement,
including the identity of the official making it, and delay such notification for no longer than thirty (30)
days from the date of the oral statement unless the official submits a written statement during that time.
Following the period of time specified by the official, Business Associate shall promptly deliver a copy of
the official’s statement to Covered Entity.
d. The Breach notification provided shall include, to the extent possible:
1. the identification of each individual whose Unsecured Protected Health Information has
been, or is reasonably believed by Business Associate to have been, accessed, acquired, used, or disclosed
during the Breach;
2. a brief description of what happened, including the date of the Breach and the dat e of
discovery of the Breach, if known;
3. a description of the types of Unsecured Protected Health Information that were involved
in the Breach, if known (such as whether full name, social security number, date of birth, home
address, account number, diagnosis, disability code, or other types of information were involved);
4. any steps individuals should take to protect themselves from potential harm resulting
from the Breach; and
5. a brief description of what Business Associate is doing to investigate the Breach, to
mitigate harm to individuals, and to protect against any further Breaches.
e. Business Associate shall provide the information specified in Section IV.d., above, to Covered
Entity at the time of the Breach notification if possible or promptly thereafter as information becomes
available. Business Associate shall not delay notification to Covered Entity that a Breach has occurred in
order to collect the information described in Section IV.d. and shall provide such information to Covered
Entity even if the information becomes available after the forty-five (45)-day period provided for initial
Breach notification.
V. OBLIGATIONS OF COVERED ENTITY
a. Upon request of Business Associate, Covered Entity shall provide Business Associate with the
notice of privacy practices that Covered Entity produces in accordance with Section 164.520 of the HIPAA
Privacy and Security Rules.
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b. Covered Entity shall provide Business Associate with any changes in, or revocation of,
permission by an individual to use or disclose Protected Health Information, if such changes affect Business
Associate’s permitted or required uses and disclosures.
c. Covered Entity shall notify Business Associate of any restriction to the use or disclosure of
Protected Health Information to which Covered Entity has agreed in accordance with Section 164.522 of
the HIPAA Privacy and Security Rules, and Covered Entity shall inform Business Associate of the
termination of any such restriction, and the effect that such termination shall have, if any, upon Business
Associate’s use and disclosure of such Protected Health Information.
VI. TERM AND TERMINATION
a. Term. The Term of this Addendum shall be effective as of the date first written above, and shall
terminate upon the later of the following events: (i) in accordance with Section VII.c., when all of the
Protected Health Information provided by Covered Entity to Business Associate or created or received by
Business Associate on behalf of Covered Entity is destroyed or returned to Covered Entity or, if such return
or destruction is infeasible, when protections are extended to such information; or (ii) upon the expiration
or termination of the Agreement.
b. Termination for Cause. Upon Covered Entity’s knowledge of a material breach of this
Addendum by Business Associate and Business Associate’s failure to cure such breach within thirty (30)
days of receiving notice of same from Covered Entity, Covered Entity shall have the right to terminate this
Addendum and the Agreement.
c. Effect of Termination.
1. Except as provided in paragraph 2. of this subsection, upon termination of this
Addendum, the Agreement or upon request of Covered Entity, whichever occurs first, Business Associate
shall return or destroy all Protected Health Information received from Covered Entity, or created or received
by Business Associate on behalf of Covered Entity. This provision shall apply to Protected Health
Information that is in the possession of subcontractors or agents of Business Associate. Neither Business
Associate nor its subcontractors or agents shall retain copies of the Protected Health Information.
2. In the event that Business Associate determines that returning or destroying the Protected
Health Information is infeasible, Business Associate shall provide to Covered Entity notification of the
conditions that make return or destruction infeasible and shall extend the protections of this Addendum to
such Protected Health Information and limit further uses and disclosures of such Protected Health
Information to those purposes that make the return or destruction infeasible, for so long as Business
Associate maintains such Protected Health Information.
VII. MISCELLANEOUS
a. No Rights in Third Parties. Except as expressly stated herein, the Parties to this Addendum do
not intend to create any rights in any third parties.
b. Survival. The obligations of Business Associate under Section VII(c) of this Addendum shall
survive the expiration, termination, or cancellation of this Addendum, the Agreement, and/or the business
relationship of the parties, and shall continue to bind Business Associate, its agents, employees, contractors,
successors, and assigns as set forth herein.
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c. Amendment. This Addendum may be amended or modified only in a writing signed by the
Parties. The Parties agree that they will negotiate amendments to this Addendum to conform to any changes
in the HIPAA Privacy and Security Rules as are necessary for Covered Entity to comply with the current
requirements of the HIPAA Privacy and Security Rules. In addition, in the event that either Party believes
in good faith that any provision of this Addendum fails to comply with the then-current requirements of the
HIPAA Privacy and Security Rules or any other applicable legislation, then such Party shall notify the other
Party of its belief in writing. For a period of up to thirty (30) days, the Parties shall address in good faith
such concern and amend the terms of this Addendum, if necessary to bring it into compliance. If, after such
thirty (30)-day period, the Addendum fails to comply with the HIPAA Privacy and Security Rules or any
other applicable legislation, then either Party has the right to terminate this Addendum and the Agreement
upon written notice to the other party.
d. Independent Contractor. None of the provisions of this Addendum are intended to create, nor
will they be deemed to create, any relationship between the Parties other tha n that of independent parties
contracting with each other solely for the purposes of effecting the provisions of this Addendum and any
other agreements between the Parties evidencing their business relationship.
e. Interpretation. Any ambiguity in this Addendum shall be resolved in favor of a meaning that
permits Covered Entity to comply with the HIPAA Privacy and Security Rules.
f. Certain Provisions Not Effective in Certain Circumstances. The provisions of this Addendum
relating to the HIPAA Security Rule shall not apply to Business Associate if Business Associate does not
receive any Electronic Protected Health Information from or on behalf of Covered Entity.
g. Ownership of Information. Covered Entity holds all right, title, and interest in and to the PHI
and Business Associate does not hold and will not acquire by virtue of this Addendum or by virtue of
providing goods or services to Covered Entity, any right, title, or interest in or to the PHI or any portion
thereof.
h. Entire Agreement. This Addendum is incorporated into, modifies and amends the Agreement,
inclusive of all other prior amendments or modifications to such Agreement. The terms and provisions of
this Addendum shall control to the extent they are contrary, contradictory or inconsistent with the terms of
the Agreement. Otherwise, the terms and provisions of the Agreement shall remain in full force and effect
and apply to this Addendum.
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IN WITNESS WHEREOF, the Parties have executed this Addendum as of the day and year written above.
Each person whose signature appears hereon represents, warrants and guarantees that he/she has
been duly authorized and has full authority to execute this Agreement on behalf of the party on
whose behalf this Agreement is executed.
Business Associate: Covered Entity:
EMS Management & Consultants, Inc. Village of North Palm Beach
By: _________________________________ By: _________________________________
Print: ________________________________ Print: ________________________________
Title: ________________________________ Title: ________________________________
Date: _____________________________ Date: _____________________________
VILLAGE OF NORTH PALM BEACH
POLICE DEPARTMENT
TO: The Honorable Mayor and Members of the Village Council
THRU: Chuck Huff, Village Manager
FROM: Rick Jenkins, Police Chief
DATE: February 8, 2024
SUBJECT: RESOLUTION – Approving the purchase of Police Radio Equipment and Accessories from Communications International, Inc. at a total cost of $43,840.36 utilizing pricing established in an existing Hillsborough Sheriff’s Office contract.
Village Staff is recommending Village Council consideration and adoption of a Resolution approving
the purchase of Police Radio Equipment and Accessories. The purchase includes radios for police
vehicles, portable radio equipment, installation, parts, repairs, and maintenance.
Background:
The Police Department utilizes police radio equipment as a means of receiving and transmitting
assignments, summoning for assistance, broadcasting emergency messages, and coordinating field
activities.
Purchasing:
The attached quote is based on pricing per Hillsborough County Sheriff’s Office (HCSO) Contract
15-20.
As this purchase exceeds $25,000.00 and is less than $50,000, the Village’s purchasing policies
and procedures require approval by the Village Council on the consent agenda. There are
adequate funds in the budget to cover this purchase. This is not a capital purchase and does
not require the use of CIP funds.
Funding:
Department Account Number Account Description Amount
Police A5711-34660 R & M P.A. Comm. Systems $43,840.36
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
approving the purchase of Police Radio Equipment and Accessories from Communications
International, Inc. pursuant to pricing established in the HCSO contract 15-20 at a total cost
of $43,840.36, with funds expended from Account No. A5711-34660 - R & M P.A. Comm.
Systems, in accordance with Village policies and procedures.
RESOLUTION 2024-
A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF
NORTH PALM BEACH, FLORIDA, APPROVING THE PURCHASE OF
POLICE DEPARTMENT RADIO EQUIPMENT AND ACCESSORIES FROM
COMMUNICATIONS INTERNATIONAL, INC. PURSUANT TO PRICING
ESTABLISHED IN AN EXISTING HILLSBOROUGH COUNTY SHERIFF’S
OFFICE CONTRACT; AND PROVIDING FOR AN EFFECTIVE DATE.
WHEREAS, the Police Department requested the purchase of portable radio equipment and
accessories, including installation, from Communications International, Inc. pursuant to pricing
established in an existing Hillsborough County Sheriff’s Office Contract (ITB No. 15-20); 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 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 approves the purchase of portable radio equipment and
accessories, including installation, from Communications International, Inc. pursuant to pricing
established in an existing Hillsborough County Sheriff’s Office Contract (ITB No. 15-20) at a total
cost of $43,840.36, with funds expended from Account No. A5711-34660 (Police Department –
R & M P.A. Communication Systems). The Village Council further authorizes the Village
Manager to take all actions necessary to effectuate the purchase.
Section 3. This Resolution shall take effect immediately upon its adoption.
PASSED AND ADOPTED THIS ____DAY OF ____________, 2024.
(Village Seal)
MAYOR
ATTEST:
VILLAGE CLERK
Terms N30
Salesperson Mikkie Etienne
Phone (561) 688-0330
E-mail metienne@ask4ci.com
Communications International, Inc.
2150 15th Ave
VERO BEACH, FL 32960
Bill to
North Palm Beach Police Department
Attn: Elizabeth Kimani
560 N. U.S. 1
NORTH PALM BEACH, FL 33408
Delivery address
North Palm Beach Police Department
Attn: Elizabeth Kimani
560 N. U.S. 1
NORTH PALM BEACH, FL 33408
FY-24 New equipment + installations
*Pricing per HCSO Contract 15 - 20*
**No single piece of equipment or part is valued at $5,000 or more.**
Order Acceptance - Please sign below
Signature
Printed name
Date
By signing this quotation and/or submitting a purchase order pursuant to this quotation you acknowledge that you have read and agree to be bound by
Communications International, Inc.’s terms and conditions of sale, service, and technical support. Orders may be subject to shipping & handling
charges. All warranties are manufacturer’s warranties. Terms and Conditions: www.ask4ci.com/termsandconditions
Not an Invoice – Do Not Pay
Pre-tax Total $43,840.36
This quotation does not include tax
Applicable taxes will be calculated during invoicing
This proposal does not reflect (include) material/labor cost escalations beyond a standard inflationary rate (SIR) of 6.5%. We reserve the right to
recover cost impacts above (SIR).
Equipment will be invoiced upon delivery.
Item Description Quantity Price
Line
Discount Net Price Extended Price
QO0029023 - (1) XG-75 Scan Portable 1.00 3,113.15 0%3,113.15 3,113.15
QO00290026 - (2) Standard Installs - Patrol
Console
1.00 10,042.32 0%10,042.32 10,042.32
QO0029080 - (3) Transcievers + Features 1.00 10,524.66 0%10,524.66 10,524.66
QO0028989 - (3) Mobile Installs - Low Profile 1.00 15,160.23 0%15,160.23 15,160.23
Parts, Repairs & Maintenance 1.00 5,000.00 0%5,000.00 5,000.00
Quotation Page 1 of 1
Date 01/26/2024
02/09/2024Expiration date
Quotation ID QO0029517
COMMUNICATIONS
An Employee Owned Company
INTERNATIONAL
Hillsborough County Sheriff’s Office
INVITATION TO BID No. 15-20
800 MHz ENHANCED DIGITAL SIMULCAST
SYSTEM (EDACS) and 700 MHz DIGITAL P25
COMMUNICATIONS SYSTEMS
JANUARY, 2020
Photos:Wikipedia
Table of Contents
LETTER OF INTENT 1
TABLE OF CONTENTS 6
PART A – GENERAL TERMS & CONDITIONS 6
21. SIGNATURE OF ACKNOWLEDGMENT 10
PART B – SPECIAL PROVISIONS 11
PART C – SPECIFICATIONS 21
PART D – BID RESPONSE 40
1. EXCEPTIONS 40
2. PRICING 41
3. WARRANTY 42
4. VENDOR ORDER INSTRUCTIONS 42
5. BID CONTACT INFORMATION 43
6. AFFIRMATION AND DECLARATION 44
BID CHECKLIST 46
Ci COMPANY PROFILE AND QUALIFICATIONS 46
ATTACHMENT M - LIST OF LICENSES AND QUALIFICATIONS 49
Ci REFERENCES 46
APPENDIX I - VENDOR PACKET 62
VENDOR APPLICATION 62
W9 63
DIRECT DEPOSIT AUTHORIZATION FORM 64
BUSINESS TAX RECEIPT 66
CERTIFICATE OF INSURANCE 67
EXHIBIT A - D.2 PRICING FORM 68
D.2.1 MICROWAVE SYSTEMS ANNUAL ALIGNMENT AND PREVENTATIVE
MAINTENANCE SERVICECS 68
D.2.2 EAST SYSTEM 800 MHz EDACS TRUNKED SIMULCAST SYSTEM ANNUAL
ALIGNMENT AND PREVENTATIVE MAINTENANCE SERVICES
D.2.3 WEST SYSTEM 800 MHz EDACS SIMULCAST SYSTEM ANNUAL ALIGNMENT AND
PREVENTATIVE MAINTENANCE SERVICES
D.2.4 EAST SYSTEM P25 TRUNKED SIMULCAST SYSTEM ANNUAL ALIGNMENT AND
PREVENTATIVE MAINTENANCE SERVICES
D.2.5 WEST SYSTEM P25 TRUNKED SIMULCAST SYSTEM ANNUAL ALIGNMENT AND
PREVENTATIVE MAINTENANCE SERVICES
D.2.6 MUTUAL AID SYSTEM 800 MHz CONVENTIONAL SYSTEM ANNUAL ALIGNMENT
AND PREVENTATIVE SERVICES
D.2.7 OTHER SYSTEM COMPONENTS ANNUAL ALIGNMENT AND PREVENTATIVE
SERVICES
D.2.8 ORIENT ROAD JAIL AND FALKENBURG ROAD JAIL UHF/DMR AND ACCESSORIES
D.2.9 OTHER SYSTEM SERVICES
D.2.10 PROFESSIONAL SERVICES FOR SUPPORT OF COMMUNICATIONS SYSTEMS
D.2.11 NEW PARTS AND COMPONENTS
D.2.12 NEW EQUIPMENT AND ACCESSORIES
D.2.13 OTHER SERVICES, OPTIONS, ACCESSORIES
D.2.14 REPLACEMENT SPARE PARTS (REFURBISHED or EXCHANGED) & PARTS FOR
REPAIR TO INCLUDE ITEMS REQUIRING MANUFACTURE OR DEPOT REPAIR
D.2.15 ADDITIONAL COMPONENTS AND SERVICES
D.2.16 FLAT RATE REPAIRS INCLUDING PARTS
D.2.17 COMMUNICATIONS TOWER STRUCTURE BID PROPOSAL
D.2.18 UPS SYSTEMS, DC POWER SYSTEMS AND BATTERY SYSTEMS BID PROPOSAL
INVITATION TO BID No. 15-20
800 MHz ENHANCED DIGITAL SIMULCAST
SYSTEM (EDACS) and 700 MHz DIGITAL P25
COMMUNICATIONS SYSTEMS
DECEMBER 20, 2020
15-20: COMMUNICATIONS SYSTEMS
INSTRUCTIONS TO BIDDERS - 2 -
Hillsborough County Sheriff's Office
Sheriff's Operations Center, Financial Services Division – Purchasing Section
2008 East 8th Avenue
Tampa, FL 33605
Heather Brewer, Buyer : (
813) 247-0028 HBrewer@TeamHCSO.com
INSTRUCTIONS TO BIDDERS
Included herein are GENERAL TERMS & CONDITIONS (PART A), SPECIAL PROVISIONS (PART
B), SPECIFICATIONS (PART C) and BID RESPONSE (PART D), which together with all attachments,
constitute the entire "Bid Package". Said Bid Package must be the basis upon which all bids are offered
and must be kept together and returned, intact, by the time and at the place specified herein. The Bidder
must manually sign the GENERAL TERMS AND CONDITIONS (PART A) and BID RESPONSE
PART D). Any questions concerning this Invitation to Bid (Bid) should be directed to the Buyer whose
name appears above.
When awarded, the Bid Package becomes the "Contract Document". The Bidder's signature on the BID
RESPONSE (Part D), constitutes Bidder's agreement to the terms therein. The signature on the Bid
Package must be that of an Officer of the Company, or an individual authorized to commit the Company
to a legal and binding Contract. READ THE ENTIRE BID PACKAGE CAREFULLY BEFORE
SIGNING.
NOTICE TO BIDDERS
WHEN SUBMITTING A SEALED BID PACKAGE, CLEARLY MARK THE PACKAGE
AS A BID DOCUMENT ON THE OUTSIDE OF THE ENVELOPE OR BOX.
INCLUDE THE BID NUMBER AND THE DATE AND TIME OF THE BID OPENING.
15-20: COMMUNICATIONS SYSTEMS
TABLE OF CONTENTS - 3 -
TABLE OF CONTENTS PAGE
Instruction to Bidders 2
DATES, TIMES & PLACES – MEETINGS & DEADLINES 4
PART A – General Terms & Conditions 5
SIGNATURE OF ACKNOWLEDGMENT 9
PART B – Special Provisions 10
PART C – Specifications 20
PART D – Bid Response 40
SIGNATURE OF AFFIRMATION & DECLARATION 43
Statement of No Bid 44
Bid Checklist 45
Package Label 46
Listing of Attachments 47
APPENDIX I – Vendor Packet (Application, W9, Direct Deposit) Attached
EXHIBT A - D.2 Attached
PROPOSED SCHEDULE OF EVENTS DATE
Bid Advertised / Posted to HCSO and OSD Websites December 20, 2020
DEADLINE TO SUBMIT BID January 4, 2021
Award Notification Target Date January 22, 2021
15-20: COMMUNICATIONS SYSTEMS
DATES, TIMES & PLACES - 4 -
HILLSBOROUGH COUNTY SHERIFF'S OFFICE
2008 EAST 8TH AVENUE
TAMPA, FLORIDA 33605
SUBJECT: INVITATION TO BID 15-20
BID TITLE: 800 MHZ ENHANCED DIGITAL SIMULCAST SYSTEM (EDACS) AND 700 MHZ
DIGITAL P25 COMMUNICATIONS SYSTEMS
OPENING DATE & TIME: January 4, 2021 at 3:00 PM
PLACE: Hillsborough County Sheriff's Office
Sheriff's Operations Center
Financial Services Division - Purchasing Section
2008 East 8th Avenue
Tampa, FL 33605
Bids will be received until the time and date shown and will be read aloud immediately thereafter at the
Place" indicated. A video recording of the Bid opening will then be posted to the Hillsborough County
Sheriff’s Office (HCSO) website https://TeamHCSO.com/Purchasing.
Bid Overview: The purpose of this Invitation to Bid (Bid) is to describe the requirements of Chad
Chronister, The Sheriff of Hillsborough County, a Constitutional Officer of the State of Florida ("HCSO")
for microwave systems (to include Antenna and Tower, as well as UPS and DC systems); 700/800 MHz,
EDACS and P25 trunked and conventional simulcast systems, preventive maintenance, maintenance,
equipment, repairs, parts, and services. Services and repairs would include, but not be limited to base station
equipment, simulcast common control equipment, voting equipment, mobile equipment and portable
equipment which will include all accessories and system support equipment. Future P25 systems,
Conventional systems, and equipment are to be included in this Agreement.
THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK
15-20: COMMUNICATIONS SYSTEMS
PART A – GENERAL TERMS & CONDITIONS - 5 -
PART A – GENERAL TERMS & CONDITIONS:
1.BIDS: Must be contained in a SEALED envelope addressed to: Hillsborough County Sheriff’s
Office, Sheriff’s Operations Center, Financial Services Division – Purchasing Section, 2008
East 8th Avenue, Tampa, Florida 33605. To prevent inadvertent opening, the Bid must be
marked as a BID DOCUMENT (including the Bid number, date, and time of Bid opening) on
the outside of the envelope.
If our specifications, when included, are not returned with your Bid, and no specific reference
is made to them in your BID RESPONSE (PART D), it will be assumed that all specifications
will be met. When materials, sketches, cuts, descriptive literature, company's or manufacturer's
specifications which accompany the BID RESPONSE (PART D), contain information that can
be construed or is intended to be a deviation from our specifications, such deviation must be
specifically referenced in your BID RESPONSE (PART D).
2.BID DELIVERY: The responsibility for getting the Bid to the HCSO on or before the stated
time and date will be solely and strictly the responsibility of the Bidder. The HCSO will in no
way be responsible for delays caused by the United States Postal Service, other courier service,
other method of delivery, or a delay caused by any other occurrence. The Bidder shall be
responsible for reading very carefully and understanding completely the requirements in the
specifications. Bids will not be accepted after the time specified for receipt. Such bids shall be
returned to the Bidder with the notation "This Bid was received after the time designated for the
receipt and opening of bids".
3.ON-LINE DOCUMENTS: The HCSO publishes all procurement-related documents on its
website at https://TeamHCSO.com/Purchasing for the convenience of vendors desiring to do
business with the HCSO and to save tax dollars. This service is public record and the HCSO is
responsible only for documents as published. Any modifications or alterations to the original
document language may be cause for rejection of a bid.
4.TIME FOR CONSIDERATION: By virtue of bidding the Bidder warrants that all prices quoted
in the response shall remain in effect for an evaluation period of 60 calendar days from the date
of the bid opening unless otherwise stated. Bidders will not be allowed to withdraw or modify
their Bids after the opening date and time.
5.PRICES: All bids submitted must show the net bid price after any and all discounts allowable
have been deducted. Prices quoted are to be F.O.B. Destination. All prices shall include
freight (to include manufacturer to distributor), packaging, and any other similar fees. The
HCSO is exempt from all state sales, use, transportation, and excise taxes. The HCSO will
issue tax exemption certificates to the Awarded Bidder.
The Bidder's attention is directed to the laws of the State of Florida including, but not limited
to, Chapter 212, Florida Statutes, which applies to all transactions resulting from this Bid,
and that all applicable taxes and fees shall be deemed to have been included in the BID
RESPONSE (PART D) as part of the materials cost, when applicable.
15-20: COMMUNICATIONS SYSTEMS
PART A – GENERAL TERMS & CONDITIONS - 6 -
6.BID ERRORS: When errors are found in the extension of bid prices, the unit price will govern.
Bids having erasures or corrections must be initialed in ink by the Bidder.
7.CONDITION OF MATERIALS AND PACKAGING: Unless otherwise indicated, it is
understood and agreed that any commodity offered or shipped on this Bid shall be NEW and in
FIRST CLASS CONDITION or FIRST QUALITY, that all containers shall be NEW and
suitable for storage or shipment, and that prices include standard commercial packaging for the
items shipped.
8.CLAIMS: The Awarded Bidder will immediately replace missing or damaged items and will be
responsible for making any and all claims against carriers.
9.WHEN TO MAKE DELIVERY: Deliveries resulting from this Bid are to be made during the
normal working hours of the HCSO. It is the Bidder's responsibility to obtain this information.
10.INFORMATION AND DESCRIPTIVE LITERATURE: Bidders must furnish all information
requested in the Bid. If specified, each Bidder must submit samples, cuts, sketches, descriptive
literature, and/or complete specifications covering the products offered. Reference to literature
submitted with previous responses will not satisfy this provision. Bids which do not comply
with these requirements will be subject to rejection.
11.BID SUBMITTAL COSTS: Submittal of a Bid is solely at the cost of the Bidder and the
HCSO in no way is liable or obligates itself for any cost incurred by the Bidder in preparing the
Bid Package.
12.NO BID: If you do not wish to submit a response to this Bid, please return the STATEMENT
OF NON-PARTICIPATION found in this Bid Package. This “No Bid” information is helpful
to the process and assures the HCSO you wish to remain on the HCSO Vendor List.
13.COMPLIANCE WITH OCCUPATIONAL SAFETY AND HEALTH ACT (OSHA): The
Bidder certifies that all material/items contained in their response meet all OSHA requirements.
14.LAWS, STATUTES, AND ORDINANCES: The terms and conditions of the Bid and the
resulting Agreement shall be construed in accordance with the laws, statutes, and ordinances of
the state of Florida and of Hillsborough County. Where such regulations are referenced, they
shall be interpreted to apply to this Bid and to the resulting Agreement. While the Sheriff is not
bound by Chapter 287, Florida Statutes, in the spirit of fair dealing and just opportunity, the
HCSO endeavors to meet the directives and business practices articulated in the Chapter.
The Proposer’s attention is directed to the fact that all applicable Federal, State and local laws,
ordinances, codes, rules and regulations shall apply to the contract throughout and they will be
deemed to be included in the contract the same as though herein written. Florida law will govern
all questions concerning implementation and execution of this contract and shall also be
controlling in any cause of action brought pursuant to this contract.
15.ACCEPTANCE AND REJECTION: The HCSO reserves the right to reject any or all bids, for
cause, to waive irregularities, if any, and to accept the Bid (or Bids) which, in the judgment of
the Sheriff, are in the best interest of the HCSO. The HCSO reserves the right to evaluate, add,
15-20: COMMUNICATIONS SYSTEMS
PART A – GENERAL TERMS & CONDITIONS - 7 -
and/or reject any items from any bid options or resulting contract(s) when deemed to be in the
best interest of the HCSO.
16.APPROPRIATION OF FUNDS: The HCSO, as an entity of local government, is subject to the
appropriation of funds by the Hillsborough County Board of County Commissioners in an
amount sufficient to allow continuation of its performance in accordance with the terms and
conditions of any contract entered into as a result of this Bid for each and every fiscal year
following the fiscal year in which this Contract is executed and entered into, and for which the
Contract shall remain in effect. The HCSO shall, upon receipt of notice that sufficient funds
are not available to continue its full and faithful performance under the Contract, provide
prompt written notice of such event and, effective 30 calendar days after the giving of such
notice, or upon the expiration of the period of time for which funds were appropriated,
whichever occurs first, be thereafter released of all further obligations in any way related to
such Contract.
17.PROTESTS: Any prospective Bidder who disputes the reasonableness or appropriateness of the
notice of award, or notice of rejection, for any or all Bids must submit a notice of protest in
writing within 72 hours (excluding HCSO holidays, Saturdays and Sundays) of the notice of
award to the HCSO Purchasing Section by registered mail or hand delivery for which a receipt
shall be provided.
A.The HCSO will have five (5) business days upon receipt of the notice to review and
consider the protest as written. The Buyer will coordinate the review process with the
parties involved and may request additional information from the Bidder or request a
meeting to gain further clarification of the issues. Upon completion of this review
process, the Buyer will make a recommendation to the Chief Financial Officer (CFO).
B.The CFO may concur with the recommendation or arrive at a separate decision. The
decision of the CFO will be communicated to the Bidder in writing. This decision, and
the basis upon which it was made, will be communicated to the Bidder within five (5)
business days following the receipt of the recommendation from the Purchasing
Section. A single appeal of the CFO’s decision is available by submitting a notice in
writing within 72 hours (excluding HCSO holidays, Saturdays and Sundays) requesting
a management review of the decision. Final decision of an appeal will be made by the
Sheriff.
18.PUBLIC ENTITY CRIMES: Pursuant to §§287.132-133, Fla. Stats., the HCSO, as a public
entity, may not accept any bid, proposal or reply from, award any contract to, or transact any
business in excess of the threshold amount provided in §287.017, Fla. Stat., for Category Two
35,000) with any person or affiliate on the convicted vendor list for a period of 36 months
from the date that the person or affiliate was placed on the convicted vendor list, unless that
person or affiliate has been removed from the list pursuant to §287.133 (3)(f), Fla. Stat. If you
submit a response to this Bid, you are certifying that §§287.132-.133, Fla. Stats. does not
restrict your submission.
19.PUBLIC RECORDS: Any material submitted in response to this Bid will become a public
document pursuant to §119.07, Fla. Stat. This includes material which the respondent might
consider to be confidential or a trade secret. Any claim of confidentiality is waived upon
15 • COMMUNICATIONS SYSTEMS
submission, effective after opening pursuant to §119.07, Fla. Stat. The Bidder agrees to
comply with §119.0701, Fla. Stat. regarding maintenance and provision of access to all public
records generated by this Contract with the HCSO.
The HCSO requires that, at the conclusion of the selection process, the contents of all bids be
placed in the public domain and be open to inspection by interested parties. Any restrictions on
the use of data contained within a bid must be clearly stated in the Bid itself. Proprietary
information submitted in response to the Bid will be handled in accordance with applicable
Florida Statutes.
If the Bidder has questions regarding the application of Chapter 119,
Florida Statutes, to the Bidder's duty to provide public records relating to
this Contract, contact the custodian of public records at: Hillsborough
County Sheriff's Office, Sheriff's Operations Center, ATTN: Records
Section, 1900 East 9th Avenue, Tampa, Florida 33605, Phone (813) 247-8210
or email at IS?@> HCSORecords@HCSO.Tampa.FL.US
20. SPECIFICATIONS: The requirements for this Bid include furnishing the services specified in
PART C, SPECIFICATIONS. The sites and locations related HCSO's communications systems
are listed in ATTACHMENT A.
Chad Chronister,
The Sheriff of Hillsborough County,
a Constitutional Officer of the State of Florida
By: :7,?-=-12
Cliristina R. Porter, CPA
Chief Financial Officer
PART A -GENERAL TERMS & CONDITIONS -8 -
21.SIGNATUR E OF ACKNOWLEDGMENT:
15-20: COMMUNICATIONS SYSTEMS
The General Terms & Conditions outlined above are acknowledged. Our Bid is attached.
Communications International, Inc.
Company Name
Mike Stork Chief Operating Officer
Print Name Title
12/21/2020
Signature of Company Officer Date
NOTE:THIS PAGE MUST BE RETURNED WITH YOUR BID AFTER COMPLETING PARAGRAPH
21.EACH BID, AND ANY CLARIFICATIONS TO THAT BID, AS WELL AS ALL AMENDMENTS
OR ADDENDA TO THIS DOCUMENT SHALL BE SIGNED BY AN OFFICER OF THE COMP ANY
OR A DESIGNATED AGENT EMPOWERED TO BIND THE COMP ANY IN CONTRACT.
EXCEPTIONS TO THE SPECIFICATIONS, IF ANY, MAY BE NOTED IN THE BID RESPONSE,
EXCEPTIONS (PART D, PARAGRAPH 1).
SIGNATURE OF ACKNOWLEDGMENT - 9 -
15-20: COMMUNICATIONS SYSTEMS
PART B – SPECIAL PROVISIONS - 10 -
PART B – SPECIAL PROVISIONS:
1.COMMUNICATION BETWEEN PARTIES: All questions in regard to this Bid are to be
directed, in writing, to Buyer: Heather Brewer at HBrewer@TeamHCSO.com, or by fax
at (813) 242-1851. No communication is allowed, either directly or indirectly, with any other
HCSO employee in regard to this Bid prior to the notice of award.
In the interest of public access, all documents relating to this Bid will be posted to the HCSO
website at https://TeamHCSO.com/Purchasing. This will include Q & A responses,
amendments, addenda, etc. Posting documents to the HCSO website is considered the official
method of notification regardless of other notification methods the Buyer utilizes for
convenience of the parties involved.
4.THE VENDOR PACKET: APPENDIX I must be returned with your Bid Response along with
copies of Hillsborough County Business Tax Receipt, other local government, or state business
license(s).
5.BIDDER QUALIFICATIONS:
A.Local Facility Requirements: Bidders will be required to furnish evidence in writing
that they maintain permanent places of business within Hillsborough County, Florida.
The HCSO reserves the right to inspect the Bidder's place of business and equipment
prior to award of any contract, for determining ability to meet terms and conditions as
set forth herein.
i)A secure full-service repair facility must be provided within a 25-mile radius
from 2310 N Falkenburg Road, Tampa, Florida 33619.
ii)The local facility must be equipped to provide repair of communications
equipment and a special area for staging of system equipment. That facility shall
be equipped with a training classroom or other area possibly combined with the
staging area for conducting on-site training for communications equipment and
systems.
iii)The facility shall be equipped with drive-in bays for servicing mobile radio
equipment and performance of mobile equipment installations.
iv)The facility shall be equipped with secure storage rooms or areas for the security
and protection of equipment that is waiting to be delivered, installed or repaired.
v)The Awarded Bidder shall have proper tools, gauges, equipment and vehicles to
successfully perform work as required. All equipment necessary to perform
work under this contract which requires certification with the State of Florida,
shall be current. The HCSO reserves the right to require an inspection or
demonstration of the materials and/or equipment to be utilized on HCSO
equipment at any time, either prior to or after the award of this contract. Any
exceptions should be noted in BID Response Section PART D. The Awarded
Bidder will also work with the HCSO to critique existing preventive
maintenance procedures and forms as well as to assist with development of any
procedures not included in its documentation.
15-20: COMMUNICATIONS SYSTEMS
PART B – SPECIAL PROVISIONS - 11 -
B.Business Qualifications: Bidders shall have engaged in business in the Hillsborough
County area for a period of not less than the past five (5) years and shall provide
references upon request and have adequate equipment, finances and personnel to furnish
the item or service offered satisfactorily and expeditiously. Bidders shall be L3Harris
Corporation authorized sales and service centers for the Hillsborough County, Florida
area, due to the proprietary nature of the communications system equipment, software,
software support, warranty support and specialized training required.
C.Personnel Qualifications:
Bidder shall employ only qualified operators and workmen who are skilled in
the performance of the type of work in consideration. Employees working on
HCSO premises, within its facilities and/or on its communications equipment
may be subject to background checks. Personal references may also be required.
a.) Technicians must have L3Harris (M/A-Com) certification for EDACS
and P25 Simulcast Equipment and Systems with five years’ experience
in the maintenance of L3Harris (M/A-Com) EDACS and P25 Simulcast
Equipment and Systems.
b.) The Awarded Bidder must have capable and experienced personnel to
properly diagnose and complete repairs. The Awarded Bidder shall
provide proof of training certificates acquired by its employees
demonstrating the quality level of their expertise and training.
D.Engineering Qualifications and Services: The Bidder must be capable of providing
system engineering services for Radio Frequency (RF) System design, RF coverage
design and calculations with current RF coverage modeling tools. The Bidder must also
be capable of providing Engineered system drawings and / or documentation for both
proposed and as-built system replacements or upgrades. The Bidder must have technical
personnel who possess either five years of experience with L3Harris microwave
equipment, Nokia microwave and Intraplex Multiplex experience or certification.
E.Turnkey System Implementation: The Bidder must be capable of providing turnkey
system implementation and integration solutions.
F.Professional Services: In addition to the Engineering Servicing listed above, the Bidder
must be capable of providing professional services that would include, but not limited to
the following:
i.) System Engineering
ii.) Project Management
iii.) Site Management
iv.) Site Engineering
v.) Site Permitting
vi.) Vehicle Installers
vii.) FCC License Application preparation and processing.
15-20: COMMUNICATIONS SYSTEMS
PART B – SPECIAL PROVISIONS - 12 -
6.SUBCONTRACTING:
The successful Proposer may not sublet or subcontract any of the contractual obligations
concerning this bid matter except as provided for in the written contract between the HCSO and
Awarded Bidder. This statement prohibits subcontracting overall management obligations
pertaining to the work and requires the Awarded Bidder to retain ultimate liability for all
contractual obligations.
7.CERTIFICATE OF INSURANCE:
A.Worker’s Compensation Insurance: The Awarded Bidder shall take out and maintain
during the life of this Contract, Worker’s Compensation Insurance for all of its
employees connected with the work of this project and, in case any work is sublet, the
Awarded Bidder shall require the Subcontractor similarly to provide Worker’s
Compensation Insurance for all the Latter’s employees unless such employees are
covered by the protection afforded by the Awarded Bidder. Such insurance shall comply
fully with the Florida Worker’s Compensation Law. In case any hazardous work under
this contract at the site of the project is not protected under the Worker’s Compensation
statute, the Awarded Bidder shall provide, and cause each Subcontractor to provide
adequate insurance, satisfactory to the HCSO, for the protection of its employees not
otherwise protected.
B.Contractors Public Liability and Property Damage Insurance: The Awarded Bidder shall
take out and maintain during the life of this Contract, Comprehensive General Liability
Insurance (including operations, completed operations, products, contractual, and
owners and contractors protective liability) and Comprehensive Automobile Liability
Insurance and shall protect itself from claims for damage for personal injury, including
accidental death, as well as claims for property damage which may arise from
operations under this Contract whether such operations be by itself or by anyone
directly or indirectly employed by him, and the amounts of such insurance shall be the
minimum limits as follows:
i.) Comprehensive General $300,000 bodily injury and property
damage combined single limit.
ii.) Automobile $300,000 bodily injury and property
damage combined single limit.
C.Professional Liability Insurance: The Awarded Bidder shall take out at its own expense,
during the life of this Contract, Professional Liability Insurance in the amounts of:
i.) $500,000 per occurrence; and
ii.) $1,000,000 aggregate.
The policy(ies) shall show Chad Chronister, Sheriff as additional named insured; include the
severability of interest provision; provide that all liability coverage required under contract are
primary to any liability insurance carried or any self-insured programs of the Sheriff.
The Awarded Bidder shall not commence any work in connection with this Contract until he
15-20: COMMUNICATIONS SYSTEMS
PART B – SPECIAL PROVISIONS - 13 -
has obtained and provided copies of same to the HCSO, nor shall the Awarded Bidder allow
any Subcontractors to commence work on his subcontract until all similar insurance required of
the Subcontractor has been so obtained and approved. All insurance policies shall be with
insurers qualified and doing business in Florida. Sixty (60) calendar days’ notice of
cancellation, non-renewal, or change in the insurance coverage is a requirement.
8.TEST DATA: Forms for annual preventive maintenance shall be presented to the HCSO for
approval prior to the commencement of any services. The test data forms shall be consistent in
the layout for ease of review and analysis. Sample test data forms are included are included as
part of this RFP for information purposes only and are not necessarily the only forms required
for the recording of test data associated with the system alignments and preventive
maintenance.
A.At least 10 days prior to the commencement of the Annual Preventative Maintenance
work, the Awarded Bidder shall present the HCSO with the complete alignment and
testing procedures for each type of equipment included in the annual PM for review and
approval. Also, 10 days prior to the commencement of the Annual Preventive
Maintenance work the Awarded Bidder shall present the HCSO with a schedule for
review and approval.
B.Wi thin 30 days of completion of the system alignment and preventive maintenance, the
Awarded Bidder shall provide three (3) sets of test data in hard cover 3-Ring
Notebooks. The notebooks shall include a table of contents and associated tabs for each
communications site which shall include the completed test data forms for the
respective equipment at each site. The Awarded Bidder shall also provide three (3) sets
of test data electronically on CD in Word, Excel, PDF or a combination of these files.
C.The Certificates of Calibration for the test equipment used for the alignment and testing
of the systems shall be included in the notebooks and CD diskette with the test data
forms.
D.The Annual Preventative Maintenance Document shall include Tabs that include the
following information relevant to the communications systems:
i.) Calibration Certificates
ii.) L3Harris Security Update Management Service (SUMS)
iii.) Software Release Notes
iv.) Site Equipment Problem Notes and Recommendations
v.) Alignment and Test Procedures Utilized for PM & Testing
9.PERFORMANCE BOND AND LABOR AND MATERIALS PAYMENT BOND: Prior to
execution of the Agreement, the Awarded Bidder shall furnish bonds covering the faithful
performance of the Contract and the payment of all obligations arising thereunder in such form
and amount as listed hereunder. Premiums for Bonds shall be paid by the Awarded Bidder.
A.Surety Company Requirements: The Surety Company shall be licensed to transact surety
business in Florida, shall be certified to issue the total amount of the bond on any one risk,
and shall be otherwise acceptable to the HCSO.
15-20: COMMUNICATIONS SYSTEMS
PART B – SPECIAL PROVISIONS - 14 -
B.Time of Delivery and Form of Bonds: The Awarded Bidder shall deliver the required
bonds to the Hillsborough County Sheriff no later than the date of execution of the
Contract.
C.Bonds: "Performance and Payment Bond" shall be for $25,000.00 in behalf of the
Hillsborough County Sheriff. The bonds shall be written on the Surety Company's
standard form.
D.The Awa rded Bidder shall require the Attorney-In-Fact who executes the required bonds
on behalf of the Surety Company to affix to the bond a certified and current copy of his
Power of Attorney, indicating monetary limit of such power.
E.Alternative Forms of Security: In lieu of the bond required by this section, the Awarded
Bidder may file with the HCSO, an alternative form of security that shall be in the form of
cash, money order, certified check, cashier's check, or irrevocable letter of credit. Such
alternative forms of security shall be for the same purpose and shall be subject to the same
conditions as those applicable to the bond required by this section. The determination of
the value of such alternative forms of security shall be made by the HCSO.
F.Release of Bonds: Bonds will be released after all conditions of the contract have been
met, final acceptance given, and all inspections have been satisfied and a statement of
warranty and release of lien has been issued.
10.BRAND NAMES: The information listed for the equipment and/or materials requestedisprovidedtoestablishastandardofquality. The HCSO will not allow substitutions to thebrandname, model number, or the configuration of the requested equipment or serviceunlessauthorizedinwriting. All items not specifically mentioned but which are standardfactoryitemsshallbeincluded. Manufacturer's specification sheets shall be furnished with theBidResponse. Any violation of such procedure will be considered cause for rejection of theBidResponse.
11.CONFLICT OF INTEREST: The Bidder agrees to disclose any organizational conflict of
interest, perceived or real, for evaluation of HCSO’s compliance with §112.313, Fla. Stat.
regarding standards of conduct for public officers, employees of agencies, and local
government attorneys.
No HCSO employee acting in an official capacity, as a purchasing agent, or public officer, shall
either directly or indirectly purchase, rent, or lease any realty, goods, or services for HCSO
from any business entity of which the officer, partner, director, or proprietor, or in which such
officer or employee or the officer’s or employee’s spouse or child, or any combination thereof,
has a material (>5%) interest. An officer or employee is also prohibited from having an
employment or contractual relationship that creates a continuing or recurring conflict between
their private interest and the performance of their HCSO public duties.
12.AWARD: Award shall be made to the most responsible and responsive Bidder, meeting
specifications, price and other factors and shall be made on an ALL-OR-NONE TOTAL
OFFER basis.
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PART B – SPECIAL PROVISIONS - 15 -
A.Notification of Award will be sent to the Bidder receiving the Award. Bid results will be
published on the HCSO website: https://TeamHCSO.com/Purchasing.
B.In the event two (2) or more Bidders have submitted the best bid, preference may be
given in the award in the following order. First, to the Bidder who has his/her principal
place of business in Hillsborough County; second, to the Bidder who has a place of
business in Hillsborough County; and third, if the Bidders involved are all located
inside/outside Hillsborough County, the toss of a coin will be used to break the tie.
13.BID OPENING: The Bid opening will not be open to the public. Bids will be received until the
time and date shown and will be read aloud immediately thereafter at the "Place" indicated. A
video recording of the Bid opening will then be posted to the HCSO website
https://TeamHCSO.com/Purchasing.
A. Bids must be received by the HCSO Purchasing Section no later than the time and date
shown within this Bid document. Bidders mailing their Bid Packages should allow for
normal mail time to ensure receipt by HCSO prior to the time and date fixed for the
acceptance of the bids. Bids or unsolicited amendments to bids, received by the HCSO
after the acceptance date will not be considered and will be returned unopened marked
This Bid was received after the time designated for the receipt and opening of bids".
B.The HCSO reserves the right to postpone the date for receipt and opening of bids or
other deadlines and will make a reasonable effort to give at least five (5) calendar days’
notice of any such postponement to each prospective Bidder.
14.CONTRACT PERIOD: The Contract shall be effective for five (5) years from the date of
award. By written mutual consent between the HCSO and the Vendor, the Contract may be
extended on an annual basis for up to five (5) additional two-year periods.
15.ESCALATION/DE-ESCALATION: The HCSO will allow an escalation/de-escalation
provision in this Bid. The escalation/de-escalation will be allowed provided the Awarded
Bidder(s) notify the HCSO’s Financial Services Division of the pending increase or decrease a
minimum of 60 calendar days prior to the end of each two (2) year period for which the Bid
was awarded. Said notification shall consist of manufacturer’s proof of increase and shall
include each individual item, the amount of increase/decrease, and the applicable Bid Item
Number. Failure to comply with these instructions shall be grounds for disallowance of the
escalation/de-escalation clause as stated herein.
16.ADDITION/DELETION: The HCSO reserves the right to add or delete any items from this Bid
or resulting Contract(s) when deemed to be in the best interest of the HCSO. Any additions or
deletions to the Bid will be considered amendments. Any additions or deletions to the Contract
will constitute a Change Order and must be executed in writing and approved by the CFO. The
Change Order will consist of a memo to the CFO describing the justification for the item
addition accompanied by the Awarded Bidder’s written, fixed price quote for each item to be
added. If approved by the CFO, the item will be added to the Contract and recorded on the
original Bid tabulation/price sheet.
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PART B – SPECIAL PROVISIONS - 16 -
17.CANCELATION: When deemed to be in the best interest of the HCSO, any contract(s)
resulting from this Bid may be canceled by the following means:
10 calendar days’ written notice with cause, or;
30 calendar days’ written notice without cause.
If it becomes necessary to terminate the Contract without cause, all items and/or materials
provided through the date of receipt of written notice of cancelation may be invoiced to the
HCSO, and will be considered for payment providing documentation of said expenses are
forwarded with the request for payment. An award may be made to the next best responsive
Bid and responsible Bidder based on evaluation, or articles specified may be purchased on the
open market similar to those so terminated.
18.ASSIGNMENT: The Awarded Bidder will not assign, transfer, convey, or otherwise dispose of
this contract or any part thereof, or of its right title or interest therein or its power to execute
this contract or any amendment or modification hereto, to any other person, company or
corporation, without prior written consent of the HCSO. Sale of a majority of corporate stocks,
filing for bankruptcy or reorganization shall be considered an assignment.
19.DEFAULT: The Contract may be canceled or nullified by the CFO in whole, or in part, by
written notice of default to the Awarded Bidder(s) upon non-performance or violation of
Contract terms. An award may be made to the next best responsive Bid and responsible Bidder
based on evaluation, or articles specified may be purchased on the open market similar to those
so terminated. Failure of the Awarded Bidder to deliver materials, or items within the time
stipulated in this Bid, unless extended in writing by the Financial Services Division, shall
constitute Contract default. Awarded Bidders who default on contracts may be removed from
the HCSO Vendor List and determined ineligible for future contracts at the discretion of the
CFO.
20.NEXT BEST BIDDER: In the event of a default by the Awarded Bidder, or cancelation by
HCSO, the HCSO reserves the right to utilize the next best responsive Bid and responsible
Bidder. In the event of this occurrence, the new Awarded Bidder shall be required to provide
the Bid items at the prices as contained in their BID RESPONSE (PART D), for the remainder
of the award period.
21.LOCATIONS: The requirements for this Bid Package include furnishing the services specified
herein including, but not limited to the sites and locations listed in Attachment “A.” The
HCSO reserves the right to add or delete equipment, sites and locations to be serviced under
this agreement. If services under contract cannot be fulfilled within the time frame of this
requirement, the HCSO’s Financial Services Division shall to be notified, in writing, thus
permitting the HCSO to obtain the required materials/items and/or exercise its options as stated
herein.
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PART B – SPECIAL PROVISIONS - 17 -
22.WARRANTY:
A.The Awarded Bidder will warrant all workmanship for a period of no less than one (1)
year.
B.The Awarded Bidder will warrant services performed to be in direct compliance with all
Federal, State, and local laws, ordinances, codes, rules and regulations that in any manner
affect this work.
C.During the warranted period, the Awarded Bidder will restore or remove and replace
warranted work to its original specified condition in the event of failure. Awarded
Bidder will restore or remove and replace other work which has been damaged by
failure of warranted work, or which must be removed and replaced to gain access to
warranted work. Cost of restoration or removal and replacement of warranted work that
has failed, Awarded Bidder will reinstate the warranty by issuing an addendum to the
original warranty for at least the remaining warranted period. Equipment warranty shall
be for the period extended by the manufacturer.
23.ESTIMATES: Quantities provided are estimates only and are not binding upon the HCSO or
any other of the entities listed above. Quantities given are those of the HCSO only.
Prior to the commencement of the Work, the Awarded Bidder shall provide a written, detailed
estimate for all Work for approval by the HCSO Communications Maintenance Manager,
hereafter referred to as the Section Manager.
Estimates for repairs shall be inclusive of all labor, travel time, shop supplies and materials
including but not limited to the items specified herein. The invoice shall not exceed the written
estimate without prior written approval from the Section Manager.
24.RESPONSE TIME AND TIME FOR COMPLETION: All work or repairs shall be completed
within 48 hours upon receipt of service call, or less following approval of the estimate. The
Awarded Bidder shall respond on-site within 12 hours upon receipt of Emergency Service call.
This covers breakdowns of equipment that could affect the operations of the HCSO. The
Awarded Bidder must include a time of completion and justification for the time extension in
the written estimate. The HCSO reserves the right to use an alternate repair service if the
Awarded Bidder cannot complete the Work within an acceptable time frame.
25.REPLACEMENT PARTS: Parts supplied by the Awarded Bidder for equipment covered under
this Contract shall be as recommended by the respective equipment’s manufacturer or an
acceptable equivalent. Repairs with non OEM parts or improperly used parts are not
acceptable.
26.HCSO PROVIDED PARTS AND MATERIALS: The HCSO may require the Awarded Bidder
to install parts or materials provided by the HCSO. These parts may be new or used. The
Section Manager will coordinate this with the Awarded Bidder as needed. The Awarded Bidder
shall charge the Bid Labor Rate for the installation of these parts.
27.OUTSIDE REPAIRS: Any resulting award shall not be construed to encompass all repairs to
the HCSO systems specified herein. The HCSO reserves the right to have repairs performed by
other providers, if necessary, to keep the HCSO in full operation.
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PART B – SPECIAL PROVISIONS - 18 -
28.HIDDEN DAMAGES: When hidden damages are discovered after the Work or repairs have
commenced, the Awarded Bidder must advise the Section Manager as to the nature and the
extent of the hidden damage and provide a written estimate of additional repairs needed. No
additional Work shall commence until approved by the Section Manager or his designee.
29.EMERGENCY: If and when an emergency requirement should occur, the HCSO reserves the
right to deviate from this Contract and procure the item(s) from the most available source.
30.INVOICING AND PAYMENTS: The Awarded Bidder shall invoice the HCSO as work is
completed. All invoices must have a unique invoice number and include: shipping location,
description and quantity of items shipped or work performed, stock number, unit price the
HCSO purchase order or work order number. All invoices must be approved and signed by the
Section Manager or designee. Payment shall be made in accordance with §215.422, Fla. Stat.
which states the Vendor’s rights and the HCSO’s responsibilities concerning interest penalties
and time limits for payment of invoices. Timely payment of invoices is incumbent upon the
HCSO and in no case shall payment exceed 45 calendar days from date of receipt of a properly
approved application/invoice.
A.Invoices shall be emailed to AccountsPayable@HCSO.Tampa.FL.US.
B.Automated Clearing House (ACH) and HCSO Purchasing Card are the accepted
methods of payment; please inquire at AccountsPayable@HCSO.Tampa.FL.US or(
813) 247-8276.
31.EXCEPTIONS TO BID: All Bid Responses must clearly state with specific detail all deviations
to the requirements imposed upon the Bid by the GENERAL TERMS AND CONDITIONS
PART A), SPECIAL PROVISIONS (PART B), and SPECIFICATIONS (PART C). Such
deviations should be stated upon the BID RESPONSE (PART D), or appended thereto. All
Bidders are hereby advised that the HCSO will only consider Bid Responses that meet the
specifications and other requirements imposed upon them by this Bid. In instances where an
exception is stated upon the BID RESPONSE (PART D), said Bid Response may be subject to
rejection by the HCSO in recognition of the fact that said Bid Response does not meet the exact
requirements imposed upon the Bidder by the GENERAL TERMS AND CONDITIONS
PART A) SPECIAL PROVISIONS (PART B) and SPECIFICATIONS (PART C).
32.INDEMNIFICATION: The Awarded Bidder will indemnify and hold harmless the HCSO and
its employees and agents from and against all liabilities, claims, damages, losses, and expenses,
including attorney’s fees arising out of or resulting from the performance of its Work, provided
that any such liability, claim, damage, loss, or expense is (a) attributable to bodily injury,
sickness, disease or death, or injury to or destruction of tangible property (other than the Work
itself), including the loss of use resulting there from and (b) is cause in whole, or in part, by the
act or omission of the Awarded Bidder, any Subcontractor, anyone directly or indirectly
employed by any of them, or anyone for whose acts any of them may be liable, whether or not
it is caused in whole, or in part, by a party indemnified hereunder.
In any and all claims against the HCSO or any of its agents or employees by any employee of
the Bidder, any Subcontractor, anyone directly or indirectly employed by any of them, or
anyone for whose acts any of them may be liable, the indemnification obligation under the
15-20: COMMUNICATIONS SYSTEMS
PART B – SPECIAL PROVISIONS - 19 -
previous paragraph shall not be limited in any way as to the amount or type of damages,
compensation or benefits payable by or for the Bidder or any Subcontractor under worker’s
compensation acts, disability benefit acts, or other employee benefit acts.
33.GOVERNMENTAL PURCHASING COUNCILS: All bids received on this specification shall
be considered as proposers to members of the Hillsborough County and Tampa Bay Area
Government Purchasing Council. Said members, at their discretion, may utilize this bid. All
agencies will issue their own purchase orders, issue payments, and coordinate the service
locations with the successful proposer as required, particularly those listed below:
Children’s Board of Hillsborough County Hillsborough Community College
City of Belleair Beach Hillsborough County Aviation Authority
City of Clearwater Hillsborough County Board of County
Commissioners
City of Dunedin Hillsborough County Property Appraiser
City of Gulfport Hillsborough County School Board
City of Indian Rocks Beach Hillsborough County Supervisor of Elections
City of Largo Hillsborough County Tax Collector
City of Oldsmar Manatee County Board of Commissioners
City of Pinellas Park Pasco County Schools
City of Plant City Pinellas County Clerk of the Court
City of Safety Harbor Pinellas County Government
City of Saint Pete Beach Pinellas County School Board
City of Saint Petersburg Pinellas County Sheriff
City of Tampa Pinellas Suncoast Transit Authority
City of Tampa Housing Authority Saint Petersburg College
City of Tarpon Springs State Attorney’s Office
City of Temple Terrace Tampa Airport
City of Treasure Island Tampa Bay Water
Clerk of Circuit Court of Hillsborough County Tampa Palms Community Development District
Expressway Authority Tampa Port Authority
Hernando County Tampa Sports Authority
Hillsborough Area Regional Transit Authority Town of Indian Shores
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PART C – SPECIFICATIONS (OVERVIEW) - 20 -
PART C – SPECIFICATIONS:
1.IN GENERAL
The purpose of this Invitation to Bid ( Bid) is to describe the requirements of The Sheriff of
Hillsborough County, a Constitutional Officer of the State of Florida ("HCSO") for microwave
systems (to include Antenna and Tower, as well as UPS and DC systems); 700/800 MHz, EDACS
and P25 trunked and conventional simulcast systems, preventive maintenance, maintenance,
equipment, repairs, parts, and services. Services and repairs would include, but not be limited to
base station equipment, simulcast common control equipment, voting equipment, mobile equipment
and portable equipment which will include all accessories and system support equipment. Future
P25 systems, Conventional systems, and equipment are to be included in this Agreement.
2.SPECIFICATIONS AND SCOPE OF WORK
Overview of Services Required
I.Annual Alignment and Preventive Maintenance Service
a.Microwave System
b.MPLS Network
c.Multiplex Equipment
d. 800 MHz EDACS Trunked Simulcast Station Equipment
i. Simulcast Equipment
ii.Voting Equipment
iii. Transmitter Combiners
iv.Receiver Multicouplers
v.Tower Top Amplfiers
vi. Antenna Systems
e.700 MHz P25 Trunked Simulcast Station Equipment
i. Simulcast Equipment
ii.Transmitter Combiners
iii.Receiver Multicouplers
iv.Tower Top Amplifiers
v. Antenna Systems
f.800 MHz Mutual Aid Conventional Simulcast Equipment
i. Simulcast Equipment
ii.Voting Equipment
iii.Transmitter Combiners
g. Common Control Equipment
h. Console Equipment
i.UHF 450 MHz DMR Radio Equipment and associated accessories at Orient Road Jail
and Falkenburg Road Jail
j.Supply 3 sets of Test Data in Tabbed 3-Ring Notebooks
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PART C – SPECIFICATIONS (OVERVIEW) - 21 -
k.L3Harris Security Update Management Services (SUMS) for P25/EDACS Equipment
and Accessories
II.Professional Services
a.Hourly Rates for Services
b. Hourly Rates for Emergency and Non-Emergency Repairs
III.New Parts & Components
a.Boards, Modules and Parts to support communications systems
IV.New Equipment and Accessories
a.Vendor Equipment for Expansion or Replacement
V.Other Services, Options, Accessories
a. Vendor Services, Options and Accessories as required to support the Sheriff’s Office
communications systems and equipment
VI.Additional Components and Services
a.Component and Services as required supporting the Sheriff’s Office communications
systems and equipment to be fully described.
VII.Replacement Spare Parts, Boards & Modules (Refurbished or Exchanged) and Parts for
Repair to include items requiring manufacturer or depot repair
a.Repair or Exchange of Boards and Modules
b. Supply of replacement parts for repairs requested and authorized by Sheriff’s Office
c.Supply of Refurbished Boards and Modules
VIII.Services and Equipment to Provide Turnkey System Reconfiguration and Upgrades
a.Services and Equipment as required to support the Sheriff’s Office for reconfiguration of
communications systems and upgrade of communications systems or equipment. Types
of Services and Equipment to be fully described.
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PART C – SPECIFICATIONS (MICROWAVE SYSTEMS) - 22 -
Details of Microwave System, 700MHz and 800 MHz Communications System Preventative
Maintenance
Preventive Maintenance, for the purposes of this document is defined as to establish consistent
practices designed to improve the performance and safety of the equipment at HCSO property,
which shall include all alignments, adjustments and recording of all measurements before and after
adjustments. Material, forms, procedures, etc. provided with this document are intended for
reference and to establish the final processes to be agreed upon for the execution of the preventive
maintenance for the various systems. All test data will be recorded in mutually agreed forms and
format.
The alignment and preventive maintenance work is to be performed during mutually agreeable
working hours and schedule. Work is to be performed to minimize the system intrusion and
outages. All outages must be scheduled and coordinated through Communications Maintenance so
that proper notifications may be made to the system users.
The successful Bidder is to supply all necessary and required test equipment, tools, personnel,
transportation and all incidentals for performing the services described in PART C – SCOPE OF
WORK. Any exceptions should be noted in BID Response Section PART D. The Contractor will
also work with the HCSO to critique existing preventive maintenance procedures and forms as
well as to assist with development of any procedures not included in its documentation.
The Awarded Bidder is to provide the outline and work description for preventive maintenance of
the HCSO communications system and subsystems. This outline and work description is intended
to establish the level and type of preventive maintenance that is to be performed. Upon receipt of
outline and work description, the HCSO shall approve the plan within 10 working days or provide
the Awarded Bidder with additional details to be included in the preventive maintenance work for
the microwave systems, 700MHz and 800 MHz Trunked Simulcast systems, 800 MHz
Conventional Simulcast systems, conventional systems, site common equipment, Control Point
simulcast equipment, Voting equipment, Integrated Multisite Controller, Network Switching
Center, Network First Gateway, Remote Console Electronics Controller, Consoles and user
equipment.
I.Microwave System
a.Radio (Nokia Microwave / MDR800 / MPR9500)
i.Transmit
1. Frequency
2.Measure & Adjust Transmit Power Output
3. Voltages
4.Test & Verify Hot Standby (Where Installed)
5.Verify All Alarms
6. Verify Operation of all Cooling Fans in RF and MUX Equipment
ii.Receive
1.Measure RF Signal Levels
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PART C – SPECIFICATIONS (MICROWAVE SYSTEMS) - 23 -
2.Calibrate IF Amplifier Output Levels
3.Calibrate Receiver AGC Alarms
4.Verify All Alarms
5.Test Fade Margin
6.AGC & RSL
b.Multiplex (INTRAPLEX)
i.Check and Set VF Send Levels
ii.Check and Set VF Receive Levels
iii.Check and Set Digital Levels
iv.Verify and Adjust All Attenuator Settings
v.Test and Set all Voltages
vi.Verify All Alarms
vii.Check MUX Loop Switching
1.Check Audio Levels, Phase, Delay, etc.
c.RF Combining System
i.Check Metering Points
ii.Check Alarm Functions
d. Antenna Systems
i.Check Transmission Lines
ii.Check Antenna Systems
e. M/W Antenna System
i.Check Transmission Lines
ii.Check Transmission Lines for Leaks
iii.Check M/W Antennas
f.Dehydrators
i.Perform Checks on Dehydrators
ii. Verify Proper Operation
g.FARSCAN Alarm System
i. Verify Setup of FARSCAN Alarm System
ii.Reconfigure Alarms as Required
iii. Test and Verify All Alarms
II.MPLS Network
a.Voltages
i.Test & Verify Hot Standby (Where Installed)
ii. Verify All Alarms
iii. Verify Operation of all Cooling Fans
III.800 MHz EDACS Simulcast Systems
a.Control Point
i. Simulcast Test Equipment & Radio
1.Check Test Equipment
2.Perform Bench Alignment & Test of FMD Test Radio
ii.Check and Adjust Audio Phase & Amplitude
iii.Check and Adjust Audio & Digital Delays
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PART C – SPECIFICATIONS (MICROWAVE SYSTEMS) - 24 -
b.Test & Alarm Unit
i.Perform Bench Alignment of Test Radios
ii. Verify Proper operation of Test & Alarm Units
c.Voting
i.Analog
1. Check and Adjust Audio Input Levels
2. Check and Adjust Selector Audio Output Levels
3.Check and Set Voter Module Level
4. Check and Set 1950 Hz Status Tone Levels
ii. Digital
5. Check and Adjust Levels
6.Verify Software Version in Each Voter
d.Alarm Laptop Computers
i.Verify Setup and Configuration of Alarm Computers
ii. Verify All Simulcast Alarm Functions
IV.Switch and Console Equipment
a.NSC (Network Switching Center)
i.Check and Set all Input and Output levels
ii.Check Setup of NSC Parameters
b.Network First Gateway
i.Check and Set All Input & Output Levels
ii.Check Setup of NFG Parameters
c.IMC (Integrated Multi-site Controller)
i.Check and Set All Input & Output Levels
ii.Check and Set Levels on All Conventional Interfaces
iii.Check Setup of IMC Manager Parameters
d.RCEC (Remote Console Electronics Controller)
i.Check and Set All Input & Output Levels
ii.Check and Set Levels on All Conventional Interfaces
iii.Check Setup of RCEC Manager Parameters
e.C3 Maestro Consoles
i.Check and Set All Input & Output Levels
f.Symphony Consoles
i.Check and Set All Input and Output Levels
ii.Verify Symphony Software Revisions
g.CSD (Communications System Director)
i.Check and Set All Levels
ii.Check Setup of CSD Parameters
V.700MHz P25 Simulcast Systems
a.Control Point
i. GPS Simulcast Equipment
ii. Verify operation of Network Sentry Alarm Monitoring
iii. Verify proper operation of GPS Simulcast Equipment
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PART C – SPECIFICATIONS (MICROWAVE SYSTEMS) - 25 -
b.MASTR V Module
i. Verify MASTR V Software Revisions
ii.Read and Verify Personality of Each MASTR V
c.Alarm Laptop Computers
i.Verify Setup and Configuration of Alarm Computers
ii. Verify All Simulcast Alarm Functions
VI.EDACS Simulcast System Equipment
a.MASTR III EDACS Stations
i.Transmitter
1. Check and Set Transmit RF Power Output
2. Check and Set Frequency
3. Align TX Synthesizer Modules
4. Check and Set Transmit High Speed Data Deviation
5.Check and Set Transmit Low Speed Data Deviation
6. Check and Set Transmit Audio Deviation
7. Check and Set Line Audio Input Levels
8. Equalize Transmit Power to Bulkhead
9.(After Transmit Combiner Alignment)
ii.Receiver
1.Align Receiver for Optimum Sensitivity
2. Check and Set Line Audio Output Levels
3.Check SINAD Receiver Sensitivity
4. Check and Set Frequency
5. Check Audio Distortion
6. Check and Set Squelch Sensitivity
7. Check IF Bandwidth
iii. SitePro
1.Verify SitePro Software Revisions
2.Read and Verify Personality of each SitePro
b. Control Channel Monitors
i.Perform Bench Alignment of ORION Radios
ii. Verify Proper Operation of Control Channel Monitor Radios
c. Test Radios
i.Perform Bench Alignment of ORION Radios
ii. Verify Proper Operation of Test Radios
d.GPS Simulcast Equipment
e.Verify operation of Network Sentry Alarm Monitoring
f. Verify proper operation of GPS Simulcast Equipment
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PART C – SPECIFICATIONS (MICROWAVE SYSTEMS) - 26 -
VII.Site P25 Simulcast System Equipment
a.MASTR V P25 Stations
i.Transmitter
1. Check and Set Transmit RF Power Output
2. Equalize Transmit Power to Bulkhead
3.(After Transmit Combiner Alignment)
4.Verify Symbol Deviation
ii.Receiver
1.Verify the BIT Error rate
2.TTA Performance
b.GPS Simulcast Equipment
i. Verify operation of Network Sentry Alarm Monitoring
ii. Verify proper operation of GPS Simulcast Equipment
VIII.800 MHz MUTUAL-AID Conventional Simulcast System
a.Control Point
i.Check and Adjust Audio Phase & Amplitude
ii.Check and Adjust Audio Delays
b. Voting
i.Analog
1. Check and Adjust Audio Input Levels
2. Check and Adjust Selector Audio Output Levels
3.Check and Set Voter Module Level
4. Check and Set 1950 Hz Status Tone Levels
c.MASTR III Conventional Stations
i.Transmitter
1. Check and Set Transmit RF Power Output
2. Check and Set Frequency
3. Align TX Synthesizer Modules
4. Check and Set Transmit Audio Deviation
5. Check and Set Line Audio Input Levels
6. Equalize Transmit Power to Bulkhead
7.(After Transmit Combiner Alignment)
ii.Receiver
1.Align Receiver for Optimum Sensitivity
2. Check and Set Line Audio Output Levels
3.Check SINAD Receiver Sensitivity
4. Check and Set Frequency
5. Check Audio Distortion
6. Check and Set Squelch Sensitivity
7. Check IF Bandwidth
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PART C – SPECIFICATIONS (MICROWAVE SYSTEMS) - 27 -
iii.Transmitter Combiners
1.Realign & Optimize all Transmitter Combiners
2.After Optimization of Combiners, Reset TX PA Power Output
iv.Receiver Multicouplers
1. Check Gain of Receiver Multicouplers
2.Record Value of Attenuator (If any)
3.Check Loss of All Splitters
4.Check Loss of All Coax Jumper Cables
v.Tower Top Amplifiers
1. Check Gain of Tower Top Amplifier
2. Check and Record Power Supply Voltage
3. Check and Record Power Supply Current
4. Check All Coax Jumper Cables
vi. 800 MHz Antennas & Transmission Lines
1.Measure and Record Forward and Reflected Power
2.Sweep All Antennas and Transmission Lines with FDR
3. Provide Printouts of Sweeps
vii.GPS Frequency Reference (Spectracom)
1. Check Output Levels of Frequency Standard
2. Check External Antenna Alignment and Adjust for Optimum Signal
IX.Perform Non-Emergency and Emergency Repairs and Service
a.Provide Non-Emergency and Emergency Repairs on the microwave systems, 700MHz
P25 Simulcast System, 800 MHz EDACS simulcast system, 800 MHz conventional
Mutual Aid simulcast system, other conventional systems and associated user equipment
as requested and authorized by the HCSO.
X.Replacement Parts
a. Provide Replacement Parts for the microwave systems, L3Harris 700MHz P25 Simulcast
system, 800 MHz EDACS simulcast system, 800 MHz conventional Mutual Aid
simulcast system, other conventional systems and associated user equipment as requested
and authorized by the HCSO. The Vendor shall use OEM retail parts when available.
XI.Additional Components and Services
a.Vendors are invited to submit offers for additional components and services customary
for the support of the microwave system, 700MHz, 800 MHz trunked simulcast system,
800 MHz conventional simulcast system, conventional systems and associated user
equipment.
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PART C – SPECIFICATIONS (UPS AND DC POWER SYSTEMS MAINTENANCE) - 28 -
TOWER & ANTENNA SYSTEMS MAINTENANCE
The HCSO Communications Maintenance Section is responsible for providing and maintaining
the 700/800 MHz radio system for multiple law enforcement and emergency responders within
Hillsborough County. The microwave and broadband radio systems operate from multiple
telecommunication towers. The awarded Bidder will be responsible for maintaining the towers in
accordance with Federal Communication Commission (FCC) and Federal Aviation Authority
FAA) Code of Federal Regulations (CFR) and any other state, local or governing authority’s
laws, regulations, and policies. It will be the responsibility of the Contractor to be aware of all
laws and regulations and to guarantee that HCSO towers and equipment are maintained in
accordance with those laws and regulations. The Contractor will be responsible for all Antenna
Structure Registrations (ASR) and updates.
Overview of Services Required
I.Communications Towers, Antenna Systems and Tower Lighting
a.Communications Tower Structures
i.Annual Inspection of Tower Structures
b.Antennas and Microwave Dishes
i.Annual Inspection of Antennas and Microwave Dishes
ii.Annual Inventory of Antennas and Microwave Dishes
c.Antenna and Microwave Mounts
i.Annual Inspection of Antenna Mounts
d.Transmission Lines
i.Annual Inspection of Transmission Lines
e.Tower Lights and Lighting Systems
i.Annual Inspection of Tower Lights and Lighting Systems
f. Installation, Removal and Repair Services
i.Installation of Antenna Systems
ii.Removal of Antenna Systems
iii.Installation of Transmission Lines
iv. Removal of Transmission Lines
v.Repair Services
vi.Emergency Response Services
II.Communications Tower Structure Requirements
Communications towers (both guyed and self-supporting) are to be inspected annually for
maintenance purposes and to extend the useful life of the structures and associated
equipment. The inspections are to include tower structures, foundations, anchors, guy wires,
fittings, guy wire tension, tower alignment, paint, obstruction marking, antennas, dishes,
15-20: COMMUNICATIONS SYSTEMS
PART C – SPECIFICATIONS (UPS AND DC POWER SYSTEMS MAINTENANCE) - 29 -
transmission lines, grounding and lighting. Detailed written reports shall be prepared and
submitted along with digital photos notating discrepancies for each communications tower
and associated equipment. Inspections shall include, but not limited to the following
conditions or items:
a.General Tower Structure Condition
i.General Conditions
1. Check for bent members
2. Check legs and bracing members
3. Check for loose members
4.Check for missing members
5.Check if climbing facilities, platforms, catwalks are secure & stable
6. Check for loose and/or missing bolts
7. Check for signs of unusual stress or vibration
ii.Structural Items and members
1.Spot Check a minimum of ten (10) bolts on vertical tower members at
intervals of approximately twenty-five (25) feet apart on all faces of tower.
2. Record the number of bolts and/or nuts found to be missing
3.Record the percentage of bolts that were checked to be loose
4.Inspect structural members for fractures, bends and faulty welds
5. Check the general condition of the stub (bottom) of tower
6. Particular attention to be given to condition of welds at the following points:
a)Guyed tower cantilevered joints above guy level
b) Guy lugs and torque arm lugs
c) Welds on equalizer plate where it connects to the anchor shaft
iii.Anchors and Foundations
1. Check general conditions
2. Check for protection of exposed concrete
3. Check for cracks or deterioration of concrete
4. Check of any signs or indication of movement
5. Check for brush, trees or overgrowth
6.Check if anchors are fenced or protected
7. Check for sufficient slope to ensure proper water shedding
8.Check if anchor head is clear of earth
9. Check for any evidence of anchor bolt corrosion
10. Check guy plates and rods for bends and fractures
11. Inspect concrete tower foundations for cracking, spalling and settling
12. Check guy anchor foundations for cracking, weathering and creepage
13. Check anchor rod condition below earth (12 inches minimum)
14.Check base of self-supporting tower for proper grouting
15. Check drain holes at base for any obstructions
16. Explain any “unsatisfactory” conditions discovered in the written report
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PART C – SPECIFICATIONS (UPS AND DC POWER SYSTEMS MAINTENANCE) - 30 -
iv.Guy Wires and Fittings
1. Check general conditions
2. Check connection points (top and bottom)
3.Check that end fittings are secure
4. Check for rust and corrosion
5. Check for corrosion control
6. Check for vibration
7.Check if dampers are in place and secure (if used)
a)Check all turnbuckles, slippage and above grade
b) Check turnbuckle jam-nut safeties, and cable safeties
c) Inspect guy cable clamps for security and slippage
d)Check shackles, clevises and thimbles
e)Inspect guy wire tails for lashing
f)Visually inspect guy wires with binoculars for broken strands or damaged
insulators
g)Explain any “unsatisfactory” conditions in written report
v.Guy Wire Tension
1.Check all guy wire tension using industry-accepted method
2. Specify the method used for guy tension measurement
3. Compare tensions to manufacturer specifications
4. When tension checks are made record the following:
a)Tension
b)Temperature (in degrees Fahrenheit)
c)Wind direction
d) Wind velocity (in mph)
5.Explain any “unsatisfactory” conditions in written report
vi.Tower Vertical Alignment
1. Check tower vertical alignment using industry-accepted method
2. Specify method used for checking alignment
3.Record measurements in written report
4.Explain any “unsatisfactory” conditions in written report
vii.Insulators (if applicable)
1. Check general condition
2. Record type and location of insulators used
3. Check for cracked, broken or damaged insulators
4. Check condition of isolation transformer
5.Check setting of spark gaps
6. Make list of manufacturer, type, and part numbers for future replacement
7.Explain any “unsatisfactory” conditions in written report
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PART C – SPECIFICATIONS (UPS AND DC POWER SYSTEMS MAINTENANCE) - 31 -
viii.Paint and Obstruction Marking
1. Check general paint conditions
2. Check condition of paint and if tower needs to be repainted
3. Check for paint spatter near surrounding area of tower
4. Check paint and marking for compliance aviation regulations
5. Check for percentage of paint that may be peeling, flaking or fading
6. Check for the visual effectiveness of the paint and markings
7.Explain any “unsatisfactory” conditions in written report
ix.Surface Condition
1. Check all tower surfaces for rust and corrosion
2.Check cable-bridge, mounting brackets, side arms, clamps, hanger bolts, etc.
for rust and corrosion
3.Check for accumulation of water in members
a) Check and clear all drain holes
4. Inspect for signs of galvanic action
5.Explain any “unsatisfactory” conditions in written report
x.Electrical and Lighting Systems
1. Check general condition of electrical and lighting systems
2.Check that all lights are illuminated and working properly
3. Check that strobe lights are properly flashing
4. Check photoelectric controls for proper operation
5. Verify that flasher and strobe units are operational
6. Check for cracked or broken beacon and sidelight globes
7.Check beacon closure bolt
8. Check sidelight gasket condition
9. Check beacon and sidelight socket condition
10.Check internal wiring of beacon
11. Check that drain holes are open and clean
12. Inspect conduit, conduit clamps and junction box condition
13. Check overall condition of electrical system connections
14.Explain any “unsatisfactory” conditions in written report
xi.Antennas and Dishes
1. Record the description of the antennas and dishes
2. Check and record general condition of antennas
3. Check for misalignment or physical damage
4.Check antennas, dishes and radomes for damage, deterioration and shifting
5. Check all antenna and dish mounts for loose or missing bolts
6.Check stiff-arms for loose or missing bolts and make sure they are secure
7. Specify in written report any antenna and dish mounting bolts that need to be
re-tightened
8.Explain any “unsatisfactory” conditions in written report
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PART C – SPECIFICATIONS (UPS AND DC POWER SYSTEMS MAINTENANCE) - 32 -
xii.Transmission Lines and Waveguide
1. Inspect coax connections to all VHF, UHF and 700/800 MHz antennas
2. Check all jumper cables and connections
3. Check for proper weatherproofing of connectors
4.Inspect waveguide connections to microwave dishes
5.Check all pressurized waveguide connections for leaks
6. Check waveguide flex jumpers for cracks, leaks and deterioration
7. Check of loose or missing waveguide or coaxial cable hangers, supports,
restrainers or wraplock
8.Where wrap-lock is used for securing elliptical waveguide or transmission
lines, check the protective covering under the wraplock for chafing
9.Check that elliptical waveguide hangers or supports are spaced no more than
four (4) feet apart
10. Check waveguide and transmission lines for cracks, excessive bends, dents,
abrasions, or other damage
11.Check transmission lines for proper attachment and weatherproofing of
grounding kits
12. Check transmission lines for proper number and location of grounding kits
13. Explain any “unsatisfactory” conditions in written report
xiii.Tower Top Amplifiers
1. Check general condition of enclosures
2. Inspect exterior of painted box for rust and corrosion
3. Inspect connections for proper weatherproofing
4. Check that ground conductor is connected between grounding stud and tower
structure
5. Check grounding connections for corrosion
6. Check ground cable terminals
7. Inspect mounting brackets and hardware for rust and corrosion
8. Open enclosure door and inspect the interior for intrusion of water. Securely
close and tighten latches after inspection
9. Explain any “unsatisfactory” conditions in written report
xiv. Grounding
1.Check general grounding conditions
2. Check for loose ground straps or ground conductors
3. Check tower for proper grounding techniques
4. Check if lightning rod is installed and mounted properly
5. Check above grade cad-weld ground connections for secure connection to
tower members
6.Check cad-welds for protective corrosion resistant coatings (Zinc enriched
paint)
7. Check condition of all ground wires and clamps
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PART C – SPECIFICATIONS (UPS AND DC POWER SYSTEMS MAINTENANCE) - 33 -
8. Check that ground conductors are securely attached to tower members and
guys
9.Check transmission lines for proper attachment and weatherproofing of
grounding kits
10. Check transmission lines for proper number and location of grounding kits
11.Record the ground system resistance utilizing the clamp-on meter method
12.Explain any “unsatisfactory” conditions in written report
xv.Tower Assembly Profiling
1. Antennas, dishes and transmission lines (each)
a)Frequency
b) Elevation
c)Type
d)Size
e)Flex Jumper Part No. and Length
f)Tower leg
g)Gain
h) Model Number
i)Manufacturer
j)Connectors and hangers
k)Obstruction Lights
l) Prepare plot plan (with orientations to North)
2. Include appurtenances in inventory (side arms, walkways, platforms, sensors,
obstruction lights, etc.)
a)Elevation
b)Arrangement
c)Tower assembly profiling report shall be provided in table form while
listing all of the parameters contained in paragraph xv. Appurtenances,
antennas, dishes etc., will be numbered in the table as well. The table will
also be provided to the HCSO in an Excel spreadsheet format on USB
Drive. Drawings are to be provided and reflect the item number of the
appurtenances, location on the tower hangers)
xvi. Tower Dismantling and Removal
1.Dismantling and removal of existing self-supporting tower structures
a)Proper disposal of all tower material dismantled
b)Deliver antennas, microwave dishes and mounting hardware to the HCSO,
if requested
2. Dismantling and removal of existing guyed tower structures
a)Proper disposal of all tower material dismantled
b) Deliver antennas, microwave dishes and mounting hardware to the HCSO,
if requested
xvii.Coaxial Cable and Elliptical Waveguide Hangar Replacement
1.Removal of coaxial cable and elliptical waveguide “Snap-in” Hangers
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PART C – SPECIFICATIONS (UPS AND DC POWER SYSTEMS MAINTENANCE) - 34 -
2.Replace coaxial cable and elliptical waveguide with “Bolt-on” Hangers
3. Hangers and mounting hardware will normally be supplied by the HCSO
III.Service, Materials and Exceptions
The successful Bidder is to supply all necessary and required test equipment, tools,
personnel, transportation and all incidentals for performing the services described in PART
C – SCOPE OF WORK. Any exceptions should be noted in BID Response Section PART D.
The Contractor will also work with the HCSO to critique existing preventive maintenance
procedures and forms as well as to assist with development of any procedures not included
in its documentation.
IV.Service Calls
a.Response Time
i.Emergency: The Contractor shall respond within twelve (12) hours upon receipt of
Service call. This covers breakdowns of equipment that could affect the operations
of the HCSO.
i.Non-Emergency: The Contractor shall respond within forty-eight (48) hours upon
receipt of service call. This covers problems on equipment not considered to be
critical to the operations of the HCSO.
ii.Failure to Respond: If the Contractor does not respond within the specified time
frame outlined above, this may be cause for contract dismissal or default.
1.Personnel Availability
Service or repair personnel shall be available, on call, twenty-four (24)
hours per day, seven (7) days per week.
2. Parts supplied by the Contractor for equipment covered under this
Contract shall be as recommended by the respective equipment’s
manufacturer or an acceptable equivalent. Repairs with non OEM parts or
improperly used parts are not acceptable.
The HCSO may elect to supply certain items such as antennas for
installation or replacement.
V.Communications Antenna, Tower Repairs and Preventative Maintenance
Repairs: All repairs and/or service executed on any equipment covered under this BID shall
be made with the express knowledge or in the presence of HCSO Communications
Maintenance personnel. The Contractor shall stock (or have quick access to) replacement
bulbs for the tower lighting systems. The Contractor shall furnish replacement bulbs for the
tower lighting systems. The Contractor will be reimbursed for the bulbs.
Preventive Maintenance: The minimum requirement shall be in accordance with Technical
Specifications and with the equipment manufacturer’s recommendations.
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PART C – SPECIFICATIONS (UPS AND DC POWER SYSTEMS MAINTENANCE) - 35 -
UPS AND DC POWER SYSTEMS SCHEDULED MAINTENANCE AND SERVICE
OVERVIEW OF SERVICES REQUIRED
The HCSO Communications Maintenance Section is responsible for the radio systems and
equipment which provide critical operational support to law enforcement. The Work will
include scheduled maintenance, repairs and services to the UPS, DC power and battery
systems and equipment. These services include but are not limited to inspecting, verifying,
aligning, adjusting and recording of all measurements before and after adjustments.
Information, forms and procedures provided in this BID are intended for reference and a
basis for establishing final processes with the awarded Contractor.
The scheduled maintenance services are to be performed during mutually agreeable working
hours. The Work is to be performed to minimize system intrusion and outages. All planned
outages must be scheduled through the Communications Maintenance Section Manager so
that proper notifications may be made to the system users.
The successful proposer is to supply all necessary and required test equipment, tools, personnel,
transportation, and all incidentals for performing the scheduled maintenance services described in
the Technical Specifications.
The following is an outline of the alignment, scheduled maintenance, repairs, parts, replacement
equipment and services for the HCSO UPS systems, DC power systems and battery systems. This
outline is intended to establish the level and type of scheduled maintenance required, but not
necessarily to identify every detail of the scheduled maintenance. It also includes the supply of
boards, modules, repairs and services associated with the maintenance of UPS systems, DC power
systems and battery systems.
The requirements for this request for proposal include furnishing the services specified herein,
including, but not limited to, the sites and locations identified in Attachment N. The HCSO
reserves the right to add or delete equipment, sites and locations to be serviced under this
agreement.
1.Alignment and Scheduled Maintenance Service
a.Toshiba UPS Systems
i.Inspect Components
ii.Check Input Voltage (each phase)
iii.Check Loading (each phase)
iv.Check and Set Output Voltage (each phase)
v.Check all aluminum Electrolytic Capacitors
vi.Check all power fuses and circuit breakers
vii.Check and clean all UPS cooling fans
viii.Monitor UPS cooling fans for bearing noise and vibration
ix. Clean Inside and Outside of UPS Systems
x. Check and Set Output Frequency
15-20: COMMUNICATIONS SYSTEMS
PART C – SPECIFICATIONS (UPS AND DC POWER SYSTEMS MAINTENANCE) - 36 -
xi. Check and Set Charging Float Voltage
xii.Check Internal Bypass Switch Operation
xiii.Check External Bypass Switch Operation
xiv.Check All Internal Alarm Functions
xv.Check All External Alarm Functions
xvi. Check and Record all Display Readings
xvii.Batteries
1.Visually inspect all UPS batteries
2. Check for leakage
3. Check for corrosion
4.Check cases for cracks or distortions
5.Check battery temperature at the negative terminal
6.Measure and record the system float charging voltage
7.Measure and record the individual unit’s float charging voltage
8. Measure and record the individual unit’s voltage under load for a minimum of
60 minutes
9. On UPS at all locations, measure and record the individual unit’s voltage under
load until the low battery voltage alarm sounds
10.Perform 10-second high rate load test on individual batteries
11. Test battery voltage for purpose of trending the battery over time
12.Re-torque all inter-battery and power connection hardware
13.Perform inter-battery connector checks
b.PCP DC Power Systems
i.Measure Voltages
ii.Set Voltages
iii.Inspect Components
iv. Check Fans
v.Charger Systems
1. Check all Digital Display or Analog Readouts
2. Check Forced Paralleling of Chargers
3.Check and Set Equalizer Timer Setting
4. Check and Set Equalizer Voltage Output
5. Check and Set Float Voltage Output
6.Measure System Voltage at Terminals
7.Measure Voltage/Load at Power Board Meter
8. Measure Continuity of Trays or Racks to Ground
9.Measure Voltage to Ground
10.Check Fuses and Breakers
11. Check AC Power Failure Alarm
12.Check and Clean Fans - Check Fans for bearing noise and vibration
13. Check and Torque all Connections
14. Clean Chargers inside and outside
15.Check Distribution Breaker Trip
15-20: COMMUNICATIONS SYSTEMS
PART C – SPECIFICATIONS (UPS AND DC POWER SYSTEMS MAINTENANCE) - 37 -
16.Check High Voltage Shutdown Voltage
17. Perform Same Checks on Redundant Chargers
18. Check and Set Load Sharing
c.Batteries
i.Measure and Record Battery String Float Voltage
ii.Measure and Record Individual Cell Float Voltages
iii.Measure Battery String Load Voltage
iv.Measure and record the individual units Voltage under load for minimum 60
minutes
v. Measure and Record Individual Cell Load Voltages
vi.Measure and Record Float Current
vii.Measure and Record Float Voltage
viii.Measure Actual Load Current
ix.Estimate Backup Time based on Actual Load Current
x.Verify Connector/Cable Sizing is Adequate for Actual Load
xi. 100% Check for Corrosion on Connections and Links
xii.Clean Batteries, Frame and Area
xiii.Visually Inspect Cables and Wire Trays
d.GNB Batteries (or other manufacturers)
i.Check and Set Float Voltage
ii.Voltage Under Load and Time
iii. Visual Inspection of Batteries
e.Supply three (3) sets of Test Data in Tabbed 3-Ring Binders
f.Professional Services
i. Hourly Rates for Services
ii.Hourly Rates for Emergency and Non-Emergency Repairs
g.Replacement Boards, Modules and Parts
i.Repair or Exchange of Boards and Modules
ii.Supply of replacement parts for repairs requested and authorized by the HCSO
iii.Supply of Refurbished Boards and Modules
iv. Must have an adequate stock of replacement parts or a method of obtaining such
parts in a timely manner
h.Replacement Equipment and Batteries
i.Pricing for Replacement Equipment
1.UPS Equipment
2. DC Power Equipment and Power Panels
3.Batteries
15-20: COMMUNICATIONS SYSTEMS
PART C – SPECIFICATIONS (UPS AND DC POWER SYSTEMS MAINTENANCE) - 38 -
ii. Perform Non-Emergency and Emergency Repairs and Service:
Provide non-emergency and emergency repairs on the UPS Systems, DC Power
Systems and Battery Systems as requested and authorized by the HCSO.
i.Parts and Components:
Provide replacement parts for the UPS Systems, DC Power Systems and Battery Systems
and associated equipment as requested and authorized by the HCSO. The Contractor
shall be reimbursed for Parts required to perform repairs requested and authorized by the
HCSO.
j.Replacement or Additional Equipment
Due to the age of the UPS and DC Power equipment and the possible unavailability of
replacement parts, Proposers are requested to include pricing for equivalent UPS equipment, DC
Power equipment and Batteries. The pricing may be based on current manufacturer’s list pricing
less a specified discount, or special items that are not reflected in a manufacturer’s list pricing
shall stipulate actual cost (including shipping and handling) plus a percentage markup. Pricing
shall be listed in the Proposal Response (EXHIBIT A – D.2).
k.Additional Equipment, Components and Services
Bidders are invited to submit offers for additional components and services customary
for support of the UPS System, DC Power Systems and Battery Systems and associated
equipment.
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15-20: COMMUNICATIONS SYSTEMS
PART D – BID RESPONSE - 39 -
PART D – BID RESPONSE
The undersigned understands that this Bid Package must be signed in ink and that an unsigned Bid
Package will be considered nonresponsive and subject to rejection by the HCSO. The undersigned must
be an Officer of the Company or a designated agent empowered to bind the Company in Contract.
SUBJECT TO DEVIATIONS STATED BELOW, THE UNDERSIGNED, BY THE SIGNATURE
EVIDENCED, REPRESENTS THAT THE BIDDER ACCEPTS THE TERMS, CONDITIONS,
PROVISIONS, MANDATES, AND OTHER CONDITIONS OF THE FOREGOING GENERAL
TERMS AND CONDITIONS (PART A), SPECIAL PROVISIONS (PART B), AND SPECIFICATIONS (
PART C), SAID DOCUMENTS BEING THE STRICT BASIS UPON WHICH THE SAID BIDDER
MAKES THIS BID.
USE INK ONLY * * *
ALL THE FOLLOWING INFORMATION MUST BE HEREUPON GIVEN FOR THIS
BID PACKAGE TO BE CONSIDERED BY THE HCSO
EXCEPTIONS TO BID: ANY REPRESENTATION (BELOW) OR EXCEPTION(S) MAY CAUSE
THIS BID PACKAGE TO BE REJECTED BY THE HCSO. ALL BIDDERS SHOULD
CAREFULLY READ PARAGRAPH 19 OF THE SPECIAL PROVISIONS (PART B).
1.EXCEPTIONS: The following represents every deviation (itemized by number) to theforegoingGENERALTERMSANDCONDITIONS (PART A), SPECIAL PROVISIONS (PART B), andSPECIFICATIONS (PART C) upon which this Bid Package is based, to wit:
Communications International, Inc. does not take any exceptions to Part A, B or C of this proposal.
15-20: COMMUNICATIONS SYSTEMS
PART D – BID RESPONSE - 40 -
2.PRICING
A.The undersigned has carefully examined the Bid Package and all conditions affecting the
cost of the item(s) required by the HCSO.
B.The undersigned certifies that any exceptions to the Bid specifications are noted in theBIDRESPONSE (PART D). All specifications not noted thereon are as requested. Theundersignedalsounderstandsthatanyexceptionspresentedaftertheawardmaybecauseforcancelationofaward.
C.We hereby propose to furnish the below described item(s) in accordance with theBidPackage, except as noted on attached Exceptions Form (Part D, Paragraph 1, Exceptions):
D.See fillable response EXHIBIT A - D.2 which includes the following:
D.2.1 MICROWAVE SYSTEMS ANNUAL ALIGNMENT ANDPREVENTATIVEMAINTENANCESERVICECS
D.2.2 EAST SYSTEM 800 MHz EDACS TRUNKED SIMULCASTSYSTEMANNUALALIGNMENTANDPREVENTATIVEMAINTENANCESERVICES
D.2.3 WEST SYSTEM 800 MHz EDACS SIMULCAST SYSTEM ANNUAL
ALIGNMENT AND PREVENTATIVE MAINTENANCE SERVICES
D.2.4 EAST SYSTEM P25 TRUNKED SIMULCAST SYSTEMANNUALALIGNMENTANDPREVENTATIVEMAINTENANCESERVICES
D.2.5 WEST SYSTEM P25 TRUNKED SIMULCAST SYSTEMANNUALALIGNMENTANDPREVENTATIVEMAINTENANCESERVICES
D.2.6 MUTUAL AID SYSTEM 800 MHz CONVENTIONAL SYSTEMANNUALALIGNMENTANDPREVENTATIVESERVICES
D.2.7 OTHER SYSTEM COMPONENTS ANNUAL ALIGNMENTANDPREVENTATIVESERVICES
D.2.8 ORIENT ROAD JAIL AND FALKENBURG ROAD JAIL UHF/DMRANDACCESSORIES
D.2.9 OTHER SYSTEM SERVICES
D.2.10 PROFESSIONAL SERVICES FOR SUPPORT OFCOMMUNICATIONSSYSTEMS
D.2.11 NEW PARTS AND COMPONENTS
D.2.12 NEW EQUIPMENT AND ACCESSORIES
D.2.13 OTHER SERVICES, OPTIONS, ACCESSORIES
D.2.14 REPLACEMENT SPARE PARTS (REFURBISHED or EXCHANGED) &
PARTS FOR REPAIR TO INCLUDE ITEMS REQUIRING MANUFACTUREORDEPOTREPAIR
D.2.15 ADDITIONAL COMPONENTS AND SERVICES
D.2.16 FLAT RATE REPAIRS INCLUDING PARTS
D.2.17 COMMUNICATIONS TOWER STRUCTURE BID PROPOSAL
D.2.18 UPS SYSTEMS, DC POWER SYSTEMS AND BATTERY SYSTEMSBIDPROPOSAL
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PART D – BID RESPONSE - 41 -
3.WARRANTY
Please identify warranty information to include type and period of warranty. A copy of the
warranty shall be furnished with the BID RESPONSE (PART D).
4.VENDOR ORDER INSTRUCTIONS: Describe the preferred method of contact to request order.
Print the information below.):
Contact Name & Title:
Address:
City: ______________________ State: ____________ Zip Code: _________________________
Company Web Address : ________________________________________________________
Joe Ioco, Director of Customer Service
7792 Professional Place
Tampa FL 33637
813 887-1888 813 480-1475
jioco@ask4ci.com
www.ask4ci.com
15-20: COMMUNICATIONS SYSTEMS
PART D – BID RESPONSE - 42 -
5.BID CONTACT INFORMATION
Provide the contact information for the individual submitting this bid response.
Please print the information below)
Company Name:
Contact Name & Title:
Address:
Office :________________ Mobile Fax
Email
Describe the preferred method of contact for questions regarding this bid submission.
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Communications International, Inc.
Joe Ioco, Director of Customer Service
7792 Professional Place, Tampa, FL 33637
813-887-1888 813-480-1475
6.AFFIRMATION AND DECLARATION
15-20: COMMUN/CATIONS SYSTEMS
At this present time, we understand all requirements and warrant that as a serious Bidder we will
comply with all the stipulations included in the Bid Package. The undersigned must be an
Officer of the Company or a designated agent empowered to bind the Company in Contract.
The below named Bidder affirms and declares:
That Bidder is of lawful age and that no other person, firm, or corporation has any interest in this
Bid offered to be entered into;
That this Bid is made without any understanding, agreement, or connection with any other person,
firm, or corporation making a bid forthe same purpose, and is in all respects fair and without
collusion or fraud;
That the Bidder is not in arrears to Hillsborough County or the HCSO upon debt or contract and is
not a defaulter, as surety or otherwise, upon any obligation to the HCSO;
That no officer, employee, or person whose salary is payable in whole, or in part, from HCSO, is,
shall be, or become interested, directly or indirectly, surety or otherwise in this Bid Response; in
the performance of the Contract; in the supplies, materials, equipment, and Work or labor to which
they relate; or in any portion of the profits thereof.
The undersigned agrees that this Bid shall remain open for 60 days following the opening of Bids.
Respectfully submitted by,
Company Name: Communications International, Inc.
Mike Stork 12/20/2020
Print Signer's Name Date
Chief Operating Officer
Signature of Company Officer Title
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PART D -BID RESPONSE - 43 -
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PART D – BID RESPONSE (BID CHECKLIST) - 44 -
STATEMENT OF NO BID
If, for any reason, you are unable or unwilling to quote at this time, please complete the following and
return by e-mail to HBrewer@TeamHCSO.com or by fax at (813) 242-1851. Your choices or
comments below will assist us in properly notifying you of future opportunities.
We, the undersigned, have declined to respond to Bid 4-20 for the following reason(s):
SPECIFICATIONS NATURE OF AWARD
Specifications are too "tight" (i.e., limited
to one brand or manufacturer)
Insufficient time was provided for
response
Unable to meet specifications _____ Product or an equivalent is not offered
Specifications are unclear _____ Other
Please provide an explanation:
We request to:
remain on HCSO’s list for future solicitations in this service category.
be removed from HCSO’s list for future solicitations in this service category.
Company Name: ____________________________________________________________________
Officer Name: _________________________________________ Title: ________________________
Address: ___________________________________________________________________________
City: _________________________ State: _____________ Zip Code: _________________________
Signature of Officer: _______________________________________ Date: _____________________
15-20: COMMUNICATIONS SYSTEMS
PART D – BID RESPONSE (BID CHECKLIST) - 45 -
BID CHECKLIST
Company Name: ___________________________________________________
Include this checklist as a cover page with your Bid Package:
ONE (1) ORIGINAL AND TWO (2) COPIES of the entire Bid.
SIGNATURES required Parts A and C.
Any Addenda or Amendments (Signatures required).
Completed Part C including pricing and signature page.
Appendix I, Vendor Packet to include completed Vendor Application, W9, BusinessTaxReceiptandDirectDepositAuthorizationForm.
Professional Licenses (if applicable).
Manufacturer literature and warranty information.
Communications International, Inc.
X
X
X
X
X
X
X
15-20: COMMUNICATIONS SYSTEMS
PART D – BID RESPONSE (ATTACHMENT LIST) - 46 -
Below is an example of the information required on the OUTSIDE of your Bid Package.
You may use this as a label if you wish.
HILLSBOROUGH COUNTY SHERIFF’S OFFICE
SHERIFF’S OPERATIONS CENTER
ATTN: FINANCIAL SERVICES DIVISION – PURCHASING SECTION
2008 EAST 8TH AVE
TAMPA FL 33605
BID PACKAGE SUBMITTAL
From: _____________________
BID # 15-20
700/800 MHz EDACS and P25 COMMUNICATIONS
SYSTEMS
OPENING DATE/TIME:
JANUARY 4, 2021 at 3:00 PM
15-20: COMMUNICATIONS SYSTEMS
PART D – BID RESPONSE (LETTER OF INTENT) - 47 -
ATTACHMENTS LIST
ANTENNA AND TOWER SYSTEMS
1.Attachment “A”Excel List of Sites and Locations
2.Attachment “B”Word List of Sites and Equipment
3.Attachment “C” Word 700/800 MHz EDACs and P25 System Test & Alignment
Procedures
4.Attachment “D”Word Microwave System Test & Alignment Procedures
5.Attachment “E”PDF Microwave System Diagram
6.Attachment “F&F1” Excel Microwave Test Data Forms
7.Attachment “G&G1” Excel 700/800 MHz EDACS and P25 System Test Data Forms
8.Attachment “H&H1” Excel 700/800 MHz and P25 Test Data Forms
9.Attachment “I”Excel Test Unit Data
10.Attachment “J”PDF Antenna Sweep
11.Attachment “K”PDF Transmit Combiner Sweep
ANTENNA AND TOWER SYSTEMS
12.Attachment “L”Excel List of Sites and Locations
13.Attachment “M”Word List of Licenses and Qualifications
UPS and DC POWER SYSTEMS
14.Attachment “N”Excel Site Locations and Equipment
15.Attachment “O”Excel UPS Systems Test Data Forms
16.Attachment “P”Excel Battery Test Data Forms
17.Attachment “Q”Word Toshiba UPS System Specifications
18.Attachment “R”Word Eltek DC Power Systems Specifications
19.Attachment “S”Word Eltek/PCP Mini Power System Specifications
BID 15-20: 700/800 MHz EDACS and P25 COMMUNICATIONS SYSTEM
ATTACHMENT M
ATTACHMENT “M”
Tower Maintenance
Certifications and Licenses
Responses must include the following information at a minimum:
Number of Crews
Experience of each crew member
Qualifications and Certifications of Personnel
HILLSBOROUGH COUNTY SHERIFF’S OFFICE
INVITATION TO BID No. 15-20
800 MHz ENHANCED DIGITAL SIMULCAST SYSTEM (EDACS) and 700 MHz DIGITAL P25 COMMUNICATIONS SYSTEMS JANUARY 2021
Statement of Qualifications Personnel - List of Ci Personnel
Last Name First Name Title Description
Bannon Chris Programs Manager Project Management Professional (PMP)
Microwave Fundamentals
Radio 101
Civils
LMR Spectrum Overview
GPS Simulcast
RF Interference
Site Grounding
Harris Dispatch Overview
Harris IP for LMR 101
Information Assurance Overview 2012
Terminals Overview
Consoles
Harris EDACS System Overview Course
Harris P25 System Overview Course
Harris IP Networks 101
System Solution Design
Data and Broadband
Harris Active Directory on the VIDA Architecture
Harris Regional Network Manager (RNM) Overview
Harris Unified Administration System (UAS) Overview
Level 4 CJIS Security Training
Core Solution Manager and process owner ISO 9001:2015
Blair Dick Site Manager Harris C3 Maestro Dispatch Console Operation (EDACS Mode)
Harris P25 System Overview Course
Harris C3 Maestro Dispatch Console Operation (P25)
Harris P25 Project Manager Certification
Harris EDACS Project Manager Certification
Harris Simulcast Project Manager Certification
Harris OpenSky Project Manager Certification
Harris M7300 Scan Model Radio Course (EDACS)
Harris M7300 System Model Radio Course (EDACS)
Harris VIP Console Operation Course (OpenSky)
Harris VIP Console Operation Course (P25)
Microwave Fundamentals
Licenses and Qualifications
HILLSBOROUGH COUNTY SHERIFF’S OFFICE
INVITATION TO BID No. 15-20
800 MHz ENHANCED DIGITAL SIMULCAST SYSTEM (EDACS) and 700 MHz DIGITAL P25 COMMUNICATIONS SYSTEMS JANUARY 2021
Last Name First Name Title Description
Civils
RF Interference
Eupen Coax Training Course
Level 1 CJIS Security Training
Harris Grounding Tips and Tricks
Harris Mobile Radio Installation Overview
Blankenship Andy
Dir. Of Proj.
Engineering Mobile Data Training CDPD, Dataradio, EDACS and Cerulean
Com-Net Ericsson Introduction to Simulcast Maintenance
Training
Com-Net Ericsson Trunked System Master Technician Training
Interconnecting Cisco Network Devices (ICSD)
Level 4 CJIS Security Training
Colon Enain Installer I Level 4 CJIS Security Training
Courel Jorge Maintenance Tech I Harris XL-200P Radio Maintenance
Level 4 CJIS Security Training
Crow Kasey Project Manager ALU Certification Evaluation
Harris P25 System Maintenance
Harris P25 System Administration Course
Project Management Professional (PMP)
Level 4 CJIS Security Training
Harris Grounding Tips and Tricks
Harris Mobile Radio Installation Overview
Draper Lance Installer I FCC General Radiotelephone Operator License
Level 4 CJIS Security Training
Durrance Bill Sr. System Engineer FCC General Radiotelephone Operator License
Harris Active Directory Overview Course
Harris Regional Network Manager (RNM) Overview
Harris Unified Administration System (UAS) Overview
Harris Symphony Dispatch Console Operation Course
Harris Symphony R6 SIP Features Handoff
Harris Advanced Access Control (AAC)
Harris Grounding Tips and Tricks
Harris Mobile Radio Installation Overview
Harris SUMS Tips and Troubleshooting
Level 4 CJIS Security Training
Harris Activity Warehouse Overview
Harris BeOn and BeyOnd
Harris BeOn FY15 Q4 and FY16 Q1 New Release
Harris SR10A.3 Upgrade Process
Harris Symphony R7 Handoff
HILLSBOROUGH COUNTY SHERIFF’S OFFICE
INVITATION TO BID No. 15-20
800 MHz ENHANCED DIGITAL SIMULCAST SYSTEM (EDACS) and 700 MHz DIGITAL P25 COMMUNICATIONS SYSTEMS JANUARY 2021
Last Name First Name Title Description
Harris XG-75P Radio Maintenance Tutorial
Harris Over-the-Air Programming (OTAP) Overview
Harris Over The Air Rekeying (OTAR) Overview
Harris-Tait Portfolio Restructuring
Harris-Tait Powered Product Overview
Harris Radio Personality Manager (RPM)
Harris Radio Personality Manager 2 (RPM2)
Harris Radio Personality Manager 2 (RPM2) - R3 Handoff
Harris Radio Personality Manager 2 (RPM2) - R4 Handoff
Harris Radio Personality Manager 2 (RPM2) - R5 Handoff
Harris Radio Personality Manager 2 (RPM2) - R7 Handoff
Harris Radio Programming Overview
Harris Tait - Introduction to DMR
Harris Tait - Introduction to DMR Technician Topics
Harris XG-75P Scan Model Operation Course
Harris XG-75P System Model Operation Course
Harris How Does that LTE Stuff Work
Harris Red Hat Linux 6 - Tips and Troubleshooting
Harris RFC-2544 Backhaul Characterization Testing using the
Accedian Test Set
Erickson Arthur Maintenance Tech II RF Test and Troubleshooting
Harris EDACS System Overview Course
Harris EDACS Field Technician Certification
Harris OpenSky Field Technician Certification
Harris C3 Maestro Dispatch Console Operation (EDACS Mode)
Harris C3 Maestro Dispatch Console Operation (P25)
Harris M7300 Scan Model Radio Course (EDACS)
Harris Simulcast Field Technician Certification
Level 4 CJIS Security Training
Fisher Steve System Engineer IV Ericsson Inc. - Prism Master Stations
Com-Net Ericsson Simulcast System Maintenance Training
Harris Grounding and Surge Suppression Training
Alcatel 1630 SX Sonet Operations and Maintenance
Interconnecting Cisco Network Devices (ICSD)
M/A-COM RAPTR, Digital Radio and Networking Training
M/A-COM Falcon Training
Level 4 CJIS Security Training
Franklin Ben Installer I Harris C3 Maestro Dispatch Console Operation (EDACS Mode)
Harris C3 Maestro Dispatch Console Operation (P25)
Harris EDACS System Overview Course
HILLSBOROUGH COUNTY SHERIFF’S OFFICE
INVITATION TO BID No. 15-20
800 MHz ENHANCED DIGITAL SIMULCAST SYSTEM (EDACS) and 700 MHz DIGITAL P25 COMMUNICATIONS SYSTEMS JANUARY 2021
Last Name First Name Title Description
Harris P25 System Overview Course
Harris M7300 Scan Model Radio Course (EDACS)
Harris M7300 System Model Radio Course (EDACS)
Harris Jaguar 725M System Model Radio Course (EDACS)
Harris Grounding & Surge Suppression Training
Level 4 CJIS Security Training
Guarino Jason Site Manager
ISEI 10-Hour OSHA Outreach Training Course for the
Construction Industry
ISEI 10-Hour OSHA Hazard Recognition Training for the
Construction Industry Course
Eupen Coax Training Course
Level 4 CJIS Security Training
Harris Grounding Tips and Tricks
Harris Mobile Radio Installation Overview
Henrickson James System Tech I FCC License
Microwave Networks Proteus MX
Harris P25 System Maintenance
ETA International Certification Maintenance Form
Level 4 CJIS Security Training
Hewett Steve System Engineer III Harris Farinon Division - Urbanet 2 & 10
Ericsson Inc. RAPTR v5.0 for Ericsson Engineers
Com-Net Ericsson Introduction to Simulcast Maintenance
Training
Com-Net Ericsson Trunked System Master Technician Training
ISEI 10-Hour OSHA Hazard Recognition Training for General
Industry
Level 2 CJIS Security Training
Higdon Kevin System Tech I FCC General Radiotelephone Operator License
RF Fundamentals Decibels Module 2
RF Fundamentals Modulation Module 3
RF Fundamentals Radio Frequency Module 1
RF Fundamentals Antennas Module 5
RF Fundamentals Coaxial Cables Module 6
RF Fundamentals Components Module 7
RF Fundamentals Microwave Module 9
RF Fundamentals Propagation Module 8
RF Fundamentals RF Impairment Module 4
Level 4 CJIS Security Training
Harris P25 Overview for Radio Operators
Harris Radio Programming Overview
Harris VIP Console Operation Course
Harris Advanced Access Control (AAC)
HILLSBOROUGH COUNTY SHERIFF’S OFFICE
INVITATION TO BID No. 15-20
800 MHz ENHANCED DIGITAL SIMULCAST SYSTEM (EDACS) and 700 MHz DIGITAL P25 COMMUNICATIONS SYSTEMS JANUARY 2021
Last Name First Name Title Description
Harris Mobile Radio Installation Overview
Harris-Tait Powered Product Overview
Harris Radio Personality Manager (RPM)
Harris XL-200P Radio Operation Course
Harris XG-75P Radio Maintenance Tutorial
Harris XG-75P Scan Model Operation Course
Harris XG-75P System Model Operation Course
Harris CH721 Scan Model Radio Operation
Harris CH721 System Model Radio Operation
Harris XG-25M Mobile Radio Operation Course
Harris Radio Personality Manager 2 (RPM2)
Harris Radio Personality Manager 2 (RPM2) - R3 Handoff
Harris Radio Personality Manager 2 (RPM2) - R4 Handoff
Harris Radio Personality Manager 2 (RPM2) - R5 Handoff
Harris Radio Personality Manager 2 (RPM2) - R7 Handoff
Harris Tait - Introduction to DMR
Harris Tait - Introduction to DMR Technician Topics
Harris Symphony Dispatch Console Operation Course
Harris Active Directory Overview Course
Harris BeOn and BeyOnd
Harris Grounding Tips and Tricks
Harris Symphony R6 SIP Features Handoff
Harris Symphony R7 Handoff
Harris Unified Administration System (UAS) Overview
Harris SR10A.3 Upgrade Process
Harris Activity Warehouse Overview
Harris Over-the-Air Programming (OTAP) Overview
Harris Over The Air Rekeying (OTAR) Overview
Harris Regional Network Manager (RNM) Overview
Harris SUMS Tips and Troubleshooting
Kluver Bryce System Installer II Eupen Coax Training Course
ISEI 10-Hour OSHA Hazard Recognition Training for General
Industry
Level 1 CJIS Security Training
Harris Grounding Tips and Tricks
Harris Mobile Radio Installation Overview
Lopez David System Engineer I Harris BeOn and BeyOnd
Harris CH721 Scan Model Radio Operation
Harris CH721 System Model Radio Operation
Harris XG-25M Mobile Radio Operation Course
HILLSBOROUGH COUNTY SHERIFF’S OFFICE
INVITATION TO BID No. 15-20
800 MHz ENHANCED DIGITAL SIMULCAST SYSTEM (EDACS) and 700 MHz DIGITAL P25 COMMUNICATIONS SYSTEMS JANUARY 2021
Last Name First Name Title Description
Harris XG-75P Scan Model Operation Course
Harris XG-75P System Model Operation Course
Harris P25 Overview for Radio Operators
Harris XL-200P Radio Operation Course
Harris Radio Personality Manager 2 (RPM2) - R3 Handoff
Harris Activity Warehouse Overview
ISSI Configuration & Operation
Harris Over-the-Air Programming (OTAP) Overview
Harris Over The Air Rekeying (OTAR) Overview
Harris SR10A.3 Upgrade Process
Harris Symphony R7 Handoff
Harris Radio Personality Manager 2 (RPM2) - R4 Handoff
Harris Radio Personality Manager 2 (RPM2) - R5 Handoff
Harris Radio Personality Manager 2 (RPM2) - R7 Handoff
Harris SUMS Tips and Troubleshooting
Harris-Tait Powered Product Overview
Harris Radio Programming Overview
Harris Tait - Introduction to DMR Technician Topics
Level 4 CJIS Security Training
Mobley Gregory Maintenance Tech I FCC General Radiotelephone Operator License
RF Fundamentals Decibels Module 2
RF Fundamentals Modulation Module 3
RF Fundamentals Radio Frequency Module 1
RF Fundamentals Antennas Module 5
RF Fundamentals Coaxial Cables Module 6
RF Fundamentals RF Impairment Module 4
RF Fundamentals Components Module 7
RF Fundamentals Microwave Module 9
RF Fundamentals Propagation Module 8
Level 4 CJIS Security Training
Osmolski Melissa Project Manager Level 4 CJIS Security Training
Harris Grounding Tips and Tricks
Harris Mobile Radio Installation Overview
Price Jeff Maintenance Tech III Harris BeOn and BeyOnd
Harris XL-200P Radio Operation Course
Harris Advanced Access Control (AAC)
Harris Radio Personality Manager 2 (RPM2)
Harris Radio Personality Manager 2 (RPM2) - R4 Handoff
Harris VIP Console Operation Course
Harris XL-185P Radio Operation Course
HILLSBOROUGH COUNTY SHERIFF’S OFFICE
INVITATION TO BID No. 15-20
800 MHz ENHANCED DIGITAL SIMULCAST SYSTEM (EDACS) and 700 MHz DIGITAL P25 COMMUNICATIONS SYSTEMS JANUARY 2021
Last Name First Name Title Description
Anritsu RF Fundamentals: Decibels: Module 2
Anritsu RF Fundamentals: Radio Frequency: Module 1
Anritsu RF Fundamentals: Antennas: Module 5
Anritsu RF Fundamentals: Modulation: Module 3
Anritsu RF Fundamentals: RF Impairment: Module 4
Harris XL-200P Radio Maintenance
Level 4 CJIS Security Training
Harris CH721 Scan Model Radio Operation
Harris CH721 System Model Radio Operation
Harris Mobile Radio Installation Overview
Harris P25 Overview for Radio Operators
Harris Radio Personality Manager (RPM)
Harris Radio Personality Manager 2 (RPM2) - R3 Handoff
Harris Radio Personality Manager 2 (RPM2) - R5 Handoff
Harris Radio Personality Manager 2 (RPM2) - R7 Handoff
Harris Radio Programming Overview
Harris XG-25M Mobile Radio Operation Course
Harris XG-25P System Model Operation Course
Harris XG-75P Radio Maintenance Tutorial
Harris XG-75P Scan Model Operation Course
Harris XG-75P System Model Operation Course
Rozza Paul System Installer I Harris Grounding Tips and Tricks
Harris Mobile Radio Installation Overview
Snow Trevor System Installer III Level 4 CJIS Security Training
ISEI 10-Hour OSHA Hazard Recognition Training for General
Industry
Harris Grounding Tips and Tricks
Harris Mobile Radio Installation Overview
St. Pierre Matt System Engineer II
Com-Net Ericsson Introduction to Simulcast Maintenance
Training
Com-Net Ericsson Trunked System Master Technician Training
Interconnecting Cisco Network Devices (ICSD)
Level 4 CJIS Security Training
Stanley Mark
VP Business
Development Core Solution Manager and process owner ISO 9001:2015
Level 4 CJIS Security Training
Stillwaggon Corey System Installer II Eupen Coax Training Course
ISEI 10-Hour OSHA Hazard Recognition Training for General
Industry
Level 2 CJIS Security Training
Harris Grounding Tips and Tricks
Harris Mobile Radio Installation Overview
HILLSBOROUGH COUNTY SHERIFF’S OFFICE
INVITATION TO BID No. 15-20
800 MHz ENHANCED DIGITAL SIMULCAST SYSTEM (EDACS) and 700 MHz DIGITAL P25 COMMUNICATIONS SYSTEMS JANUARY 2021
Last Name First Name Title Description
Harris Symphony Dispatch Console Operation Course
Torres Jose System Installer I
ISEI 10-Hour OSHA Hazard Recognition Training for General
Industry
Level 1 CJIS Security Training
Harris Grounding Tips and Tricks
Harris Mobile Radio Installation Overview
Tran Hoa System Engineer I FCC General Radiotelephone Operator License
M/A COM Field Tech Core Modules
M/A-COM Field Tech EDACS Single/Multisite
M/A COM Field Tech OpenSky
M/A COM Field Tech P25
M/A COM Field VIDA Network
M/A COM Field Simulcast
Harris C3 Maestro Dispatch Console Operation (EDACS Mode)
Harris C3 Maestro Dispatch Console Operation (P25)
Harris VIP Console Operation Course (P25)
Harris EDACS System Overview Course
Harris P25 System Overview Course
Harris VIP Console Operation Course (OpenSky)
Harris Jaguar 725M System Model Radio Course (EDACS)
Harris M7300 Scan Model Radio Course (EDACS)
Harris M7300 System Model Radio Course (EDACS)
Harris Simulcast Field Technician Certification
Harris EDACS Field Engineer Certification
Harris EDACS Field Technician Certification
Harris OpenSky Field Technician Certification
Harris OpenSky Field Engineer Certification
Harris P25 Field Technician Certification
Harris Simulcast Field Engineer Certification
Harris VIDA Field Technician Certification
Harris P25 Field Engineer Certification
Harris Sales Certification
Harris VIDA Field Engineer Certification
Harris EDACS Proposal Engineer Certification
Harris VIDA Proposal Engineer Certification
Harris Simulcast Proposal Engineer Certification
Harris OpenSky Proposal Engineer Certification
Harris P25 Proposal Engineer Certification
Harris Corp. NetworkFirst Operation & Administration Training
Harris Grounding & Surge Suppression Training
HILLSBOROUGH COUNTY SHERIFF’S OFFICE
INVITATION TO BID No. 15-20
800 MHz ENHANCED DIGITAL SIMULCAST SYSTEM (EDACS) and 700 MHz DIGITAL P25 COMMUNICATIONS SYSTEMS JANUARY 2021
Last Name First Name Title Description
Eupen Coax Training Course
Harris P25 System Maintenance
Harris Unified Administration System (UAS) Overview
Harris Regional Network Manager (RNM) Overview
Level 4 CJIS Security Training
Villanti Chris System Tech III FCC General Radiotelephone Operator License
ISSI Configuration & Operation
Level 4 CJIS Security Training
PCTEL SeeHawk Touch Public Safety Testing Methods training
course
Zrallack Joe System Engineer I Introduction to Trunked System Maintenance Training
Harris Simulcast System Maintenance Training
Cisco Certified Network Associate (CCNA)
ISSI Configuration & Operation
Level 4 CJIS Security Training
Tower Services:
L & S has been in the tower business since 1992 and was founded by three men with backgrounds in electrical,
mechanical, fabrication, and RF engineering. We’ve successfully completed jobs in just about all facets of the
tower industry (We don’t do the cell phone market.). However, our focus has always been county and state RF
infrastructure.
We currently support three crews, and the man-power per crew is dictated by the SOW.
Don Barber
Former electrical contractor
Four years in the windmill industry and 30 years in the RF tower industry.
Don has 40 years of electrical exp. including an AS in industrial electricity with experience in troubleshooting
and wiring of wind turbine towers, communication towers, design / construction of buildings, as well as business
management.
Zond certified climber in 1989
Comtrain certified since 6/2009
UTS Annual Renewed Climber Certification
OSHA 10 Hour Construction Program [2011 Rev 2]
Safety Council Lock Out/Tag Out cert
Mark Shropshire
Former fabricator and heavy equipment owner operator
30 years in the RF tower industry
Mark has 43 years of mechanical experience comprising of gas and diesel applications, aluminum and iron
construction with all facets of the construction industry, heavy equipment operation & repair, as well as tower and
radio communication.
Comtrain certified climber since 6/2009
ERI train the trainer cert since 2003 (ability to perform in-house climber certifications)
UTS Annual Renewed Climber Certification
HILLSBOROUGH COUNTY SHERIFF’S OFFICE
INVITATION TO BID No. 15-20
800 MHz ENHANCED DIGITAL SIMULCAST SYSTEM (EDACS) and 700 MHz DIGITAL P25 COMMUNICATIONS SYSTEMS JANUARY 2021
OSHA 10 Hour Construction Program [2011 Rev 2]
Safety Council Lock Out/Tag Out cert
Jim Grossman
Licensed broadcast engineer
34 years in the RF tower industry
Jim is in his 46th year as a licensed broadcast engineer with 25 years in the wireless / land communications
and has been an engineer for 99.3 WLRQ, 1350 AM, & WCIF in Melbourne, as well as others.
UTS Annual Renewed Climber Certification
Don Ames
Former electrical contractor
20 years in the RF tower industry
Comtrain certified climber since 11/2013
UTS Annual Renewed Climber Certification
OSHA 10 Hour Construction Program [2011 Rev 2]
Safety Council Lock Out/Tag Out cert
Kyle Shropshire
20 years in the RF tower industry
Comtrain certified since 6/2009
Tower Safety train the trainer cert since 2018 (ability to perform in-house certifications)
UTS Annual Renewed Climber Certification
OSHA 10 Hour Construction Program [2011 Rev 2]
Safety Council Lock Out/Tag Out cert
Peter Shropshire
9 years in the RF tower industry
Comtrain certified since 11/2013
UTS Annual Renewed Climber Certification
Mike Kumher
12 years in the RF tower industry
Comtrain certified climber since 6/2009
UTS Annual Renewed Climber Certification
OSHA 10 Hour Construction Program [2011 Rev 2]
TJ Shropshire
25 years in the RF tower industry
Comtrain certified climber since 6/2009
UTS Annual Renewed Climber Certification
OSHA 10 Hour Construction Program [2011 Rev 2]
Myja Shropshire
1.5 years in the RF tower industry
UTS Certified Tower Climber
HILLSBOROUGH COUNTY SHERIFF’S OFFICE
INVITATION TO BID No. 15-20
800 MHz ENHANCED DIGITAL SIMULCAST SYSTEM (EDACS) and 700 MHz DIGITAL P25 COMMUNICATIONS SYSTEMS JANUARY 2021
Electrical Service:
Rick Kuzmick
VP General Manager - 28yrs with Computer Power Systems, Inc.
Master Electrician – State Certified E.C.# 13004902
3421 State Rd 419, Winter Springs, FL
rickk@cpsfl.com
Office: 407-327-7373
Cell: 407-619-4172
Thomas Harding
Electrical Department Mgr - 10yrs with Computer Power Systems, Inc.
Journeymen Electrical License # ELJ0002965
3421 State Rd 419, Winter Springs, FL
thomash@cpsfl.com
Office: 407-327-7373
Cell: 407-949-4218
Ismail “JR” Fernandez
Co-Electrical Manager - 8yrs with Computer Power Systems, Inc.
Journeymen Electrical License # JE757
3421 State Rd 419, Winter Springs, FL
juniorf@cpsfl.com
Office: 407-327-7373
Cell: 321-363-2394
UPS Service:
Jeff Brule
UPS Service Department Mgr - 32yrs with Computer Power Systems, Inc.
3421 State Rd 419, Winter Springs, FL
jb@cpsfl.com
Office: 407-327-7373
Cell: 407-619-4174
Nick Brown
8yrs experience
email: nickb@cpsfl.com
Home Location: Orange City, FL
David Simpson III
4yrs experience
email: davids@cpsfl.com
Home Location: Winter Park, FL
Kelvi Aucaquizhpi
3yr experience
email: kelvia@cpsfl.com
Home Location : Orlando, FL
Justin Mock
2yr experience
email: JustinM@cpsfl.com
Home Location: Orlando, FL
Vendor Application Form
To establish your business as a YHQGRU to the Hillsborough County Sheriff’s Office
provide the following documentation along with this completed application:
6HQG Fompleted forms to purchasing@hcso.tampa.fl.us or fax to 813-242-1826.
Refer to the +&62 Purchasing page at https://teamhcso.com for additional information.
Business Name (Ds shown on your invoice): ___________________________________________________________________
Federal Tax ID No. ________________________________OR Social Security No. _________________________________
Owner’s Name as per IRS records, if reporting under SS# ___________B_____________________________________________
SALES CONTACT
BBBBBBBBBBBBBBBBBBBBBBBBBBB_____
Email: _________________________________
Name:
Cell Phone: __
Office Phone:
ACCOUNTING CONTACT
Name:BB_______________________________________
Phone: ____________________ Fax: _________________
Email: ___________________________BB_____________
To receive electronic payments please complete WKH
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the +&62 Purchasing page DW https://teamhcso.com
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Hillsborough County Sheriff’s Office
2008 E. 8th Avenue, Tampa, Florida 33605
https://teamhcso.com
Purchasing 6HFWLRQ
Phone 813-247-8034
purchasing@hcso.tampa.fl.us
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Tax Status:
Veteran Owned
3
HSCO FSD USE ONLY:
Vendor ABN Assigned:____________ Search Type: V LV USS Other__________ RMT #:___________
ACH Payments Active: Yes No Tax Status: C N P X 1099 Reporting Code: A1 A3 A6 A7 AC
HCSO Staff Requesting Vendor ABN:_____________________________________ ABN: _____________________
Completed by:________________ABN:__________Date:________ Verified by:________________ABN:_________Date:_______
WomenOwnedMinorityOwnedSmallBusinessOwner
Services Visa Accepted: YesNoBusinessType: Commodity
Office Phone:____________________ Fax:____________________ Website:_____________________________________
Physical Address:_____________________________City:_________________State:__________________Zip Code:________
Mailing Address: _____________________________City:_________________State:__________________Zip Code:________
Remit Address (for payment by check):__________________City:_____________State:____________Zip Code: ________
Procurement Code Category (see PC List):#____________________________________________________________________
Additional Information:___________________________________________________________________________________
C-Corp S-Corp Individual/Sole Proprietor (1099)
Convictions, Suspensions, or Federal Exclusions: Yes No If Yes, please explain: ________________________________________
Communications International, Inc.
59-1885709
4
4 4
772-569-5355 772-257-6083 www.ask4ci.com
4450 US Hwy 1 Vero Beach FL 32967
4450 US Hwy 1 Vero Beach Fl 32967
4450 US Hwy 1 Vero Beach FL 32967
Joe Ioco
813-887-1888
813-480-1475
jioco@ask4ci.com
Susan Almerez
772-978-4116 772-257-6083
salmerez@ask4ci.com
W-9 Request for Taxpayer
Rev.October2018) Identification Number and Certification
Department of the Treasury
Intemal Revenue Serw;e > Go to www.irs.govlFormW9 for instructions and the latest information.
1 Name (as shown on your income tax return). Name is required on this line: do not leave this line blank.
Give Form to the
requester. Do not
send to the IRS.
Communications International Inc
2 Business name/disregarded entity name, if different from above
oa3CfOhlleOcwklnagppseroVperniabteoxbeosxforfederaltaxclassificationofthepersonwhosenameisenteredonline1. Checkonlyoneofthe
i n Individual/sole oroorietor Or € C Corporation [Z S CorDoration [] Partnershio a Trust/estate€ Individual/sole proprietor or € C COr40ration [' S Corporation [] Partnership
single-member LLC
4 Exemptions (codes apply only to
certain entities, not individuals; see
instructions on page 3):
CIO
l
rri
Exempt payee code (if any) 5
2] Limited liability company. Enter the tax classification (C=C corporation, S=S corporation, P=Partnership) k
NO!e: CMeCk Fle appropr:aie 50X :n +Fle line a50Ve fOrtFle +aX class:f:cai:on Of +Flesingle-member OWner. Do not check Exemption f(@H FATCA 7Bp0djl1g
LLC if the LLC is classified as a single-member LLC that is disregarded from the owner unless the owner of the LLC is
another LLC that is not disregarded from the owner for u.s. federal tax purposes. Otherwise, a single-member LLC that code ('fany)
is disregarded from the owner should check the appropriate box for the tax classification of its owner.
g Other (see instructions) k
5 Address (number, street, and apt. or suite no.) See instructions.
Appllesto acrounlsnalnlalned oulsldelhe u Sl
Requester's name and address (optional)
4450 US Hwy 1
6 City, state, and ZIP code
Vero Beach FL 32967
7 List account number(s) here (optional)
gJ[ Taxpayer Identification Number (TIN)
Enter your TIN in the appropriate box. The TIN provided must match the name given on line 1 to avoid
backup withholding. For individuals, this is generally your social security number (SSN). However, for a
resident alien, sole proprietor, or disregarded entity, see the instructions for Part I, later. For other
entities, it is your employer identification number (EIN). If you do not have a number, see How to get a
TIN, later.
Note: If the account is in more than one name, see the instructions for line 1. Also see What Name and
Number To Give the Requester for guidelines on.whose number to enter.
M Certification
Under penalties of pe2ury, I certify that:
Social security number
Employer identification number
1 8 8' 5 :1 8 8' 5 :
1. The number shown on this form is my cortect taxpayer identification number (orl am waiting for a number to be issued to me); and
2. I am not su5ject to backup withholding because: (a) I am exempt from backup withholding, or (b) I have not been notified by the Internal Revenue
Service ( IRS) that I am su51ect to backup withholding as a result of a failure to report all interest or dividends, or (c) the IRS has notified me that I am
no longer sublect to backup withholding; and
3. I am a L1.S. citizen or other u.s. perSOn (defined below); and
4. The FATCA code(s) entered on this form (if any) indicating that I am exempt from FATCA reporting is correct.
Future developments. For the latest information about developments
related to Form W-9 and its instructions, such as legislation enacted
after they were published, go to www.irs.gov/FormW9.
Purpose of Form
An individual or entity (Form W-9 requester) who is required to file an
information return with the IRS must obtain your correct taxpayer
identification number (TIN) which may be your social security number
SSN), individual taxpayer identification number (ITIN), adoption
taxpayer identification number (ATIN), or employer identification number
EIN), to report on an information return the amount paid to you, or other
amount reportable on an information return. Examples of information
returns include, but are not limited to, the following.
@ Form 1 099-INT (interest earned or paid)
Form 1 099-MISC (various types of income, prizes, awards, or gross
proceeds)
@Form 1 099-B (stock or mutual fund sales and certain other
transactions by brokers)
Form 1 099-S (proceeds from real estate transactions)
Form 1 099-K (merchant card and third party network transactions)
Form 1098 (home mortgage interest), 1 098-E (student loan interest),
1 098-T (tuition)
Form 1 099-C (canceled debt)
Form 1 099-A (acquisition or abandonment of secured properky)
Use Form W-9 only if you are a u.s. perSOn (including a resident
alien), to provide your correct TIN.
If you do not return Form W-9 to the requester wrth a TIN, you mrght
be sub)ect to backup withholding. See What is backup withholding,
later.
Cat. No.10231X Form w-g (Rev. 10-2018)
HILLSBOROUGH COUNTY
SHERIFF'S OFFICE
CHAD CHRONISTER, SHERIFF
Direct Deposit Payment Authorization Form
Please complete this form if you would like to receive payments through the Automatic
Clearing House System (ACH) in lieu of a check. Upon deployment, payees will be notified
via e-mail that a payment has been sent to their financial institution. Please note that it may
take up to two weeks from receipt of this form by the Hillsborough County Sherifrs
Office for initial setup and pre-noting through the ACH System.
Payee Information:
Communications International Inc. 59-1885709PayeeName (Entity Name or Name oflndividual) SSN orEIN
ar@ask4ci.com 772-569-5355E-mail address Phone Number
Financial Institution Information:
Bank Name: Bank United
Address: 222 Lakeview Ave, Ste 900 West Palm Beach FL 33401
Routing Transit Number (9 digits): 267090594 ..=., ------------------
Account Number: 9853970475 = ------------------------
Checking Account-Attach a blank voided check here
D Savings Account -Attach a blank voided deposit slip here
Payee Certification:
Please return completed form and blank voided check to the following address or email:
Hillsborough County Sheriffs Office
ATTN: Accounts Payable
2008 East 8th Avenue
Tampa, Florida 33605
accountspayable@hcso.tampa.fl.us
FSD Rev 10/17
FSD Use Only Vendor ABN: ___ _ RMT#: ___ _
Entered by: ABN: Date: ----------------
Verified by: ABN: Date: ------------_____ ,
Communications International Inc.
DESCRIPTION INVOICE DATE INVOICE AMOUNT DISCOUNT TAKEN
CHECK NO.PAYEE DISCOUNTS TAKEN
REFERENCE NO.
3543
AMOUNT PAID
CHECK DATE CHECK AMOUNT
Communications International Inc.
44!50 LIS Hwy 1
Vero Beach. FL 32967
PAY
TO THE
ORDER
OF:
63-905
AMOUNT
DATE
3543
Required over $10,QOO
AUTHORIZED SIGNATURE
DESCRIPTION INVOICE DATE INVOICE AMOUNT [)ISCOLINT TAKEN
CHECK NO.PAYEE DISCOUNTS TAKEN
REFERENCE NO.
3543
AMOUNT PAID
CHECK DATE CHECK AMOUNT
PRO € UCT SSLM275 uSE WITH 91564 ENVELOPE Deluxe (,orporation 1-800-328-0304 or www.deluxe.com/shop PRINTE € IN U S A
F45B28 STKDK07 (14/)n/I)nlRnQl4Q 41in
2020 -2021 HILLSBOROUGH COUNTY BUSINESS TAX RECEIPT
OCC. CODE
380.000028 RETAIL SALES
EXPIRES SEPTEMBER 30, 2021
Receipt Fee
Hazardous Waste Surcharge
Law Library Fee
30.00
O.CIO
COMMUNICATIONS INTL INC
BUSINESS7792 PROFESSIONAL PL
TAMPA,FL 33637
2020 -2021
COMMUNICATIONS INTL INC
q%5 4450 N HWY 1
MAILING VERO BEACH, FL 32961
ADDRESS Paid 19-0-383661
07/07/2020 30.00
BUSINESS TAX RECEIPT
HAS HEREBY PAID A PRMLEGE TAX TO ENGACiE
IN BLISINES8. PROFESSION, OR OCCUPATION aPECIFlED HEREON
DOuG BELDEN, TAX COLLECTOR
813- 635-5200
THIS BECOMES A TAX RECEIPT WHEN VALIDATED.
See below
COMMUINT8
2/27/2020
Cindy Staley
Commercial Lines - (813) 639-3000 813.320.0107 (877) 302 4034
USI Insurance Services LLC cindy.staley@usi.com
2502 N. Rocky Point Drive, Suite 400
Tampa, FL 33607 Old Republic Insurance Company 24147
Aspen American Insurance Company 43460
Communications International, Inc.
4450 US Highway 1
Vero Beach, FL 32967
14842684
XA MWZY31249720 1,000,00003/01/2020 03/01/2021
X 500,000
10,000
1,000,000
2,000,000
X 2,000,000
A MWTB31249620 03/01/2020 03/01/2021 1,000,000
X
XXB CX007QX20 03/01/2020 03/01/2021 1,000,000
1,000,000
A MWC31249820 03/01/2020 03/01/2021 X
1,000,000
N
1,000,000
1,000,000
Hillsborough County Sheriff’s Office, FL
Attn: Purchasing
2008 E. 8th Ave.
Tampa, FL 33605
Site Name Microwave
Radio
Site
Total
78th Street **6 $2,760.00
Tampa Gen. Hosp.2 $552.00
Pinecrest #1 & #2**2 $1,472.00
Hurrah 1 $736.00
Bullfrog Creek *3 $920.00
Wimauma 1 $920.00
District IV HQ 1 $736.00
SOC **2 $1,472.00
EDOC **10 $3,496.00
Fire Station 10 1 $552.00
Fire Station 20*1 $736.00
Gunn Highway*2 $920.00
Cork Knight*1 $736.00
Taylor Road **2 $1,104.00
Plant City 1 $552.00
78th Street to EDOC Include in 78st. $0.00
78th Street to SOC Include in 78st. $0.00
PSOC*2 $736.00
Herring St 1 $552.00
TIA 1 $552.00
Fire Station 15 1 $552.00
Morris Bridge 1 $552.00
Pinellas ISSI 1 $552.00
Tampa VA 1 $552.00
Temple Terrace 1 $552.00
Himes WT 1 $552.00
22,816.00
HCSO Test Bed - $552.00
HCSO Radio Shop - $552.00
D 2.1 - MICROWAVE SYSTEMS ANNUAL ALIGNMENT AND
PREVENTIVE MAINTENACE SERVICES
PART D-1
System Total
Sites with multiple microwave terminals
Sites with multiple microwave terminals and multiple multiplex shelves
List any additional equipment charges not included in the above rates:
D 2.1 MICROWAVE SYSTEMS Confidential - BID 15-20 - EXHIBIT A Page 1 of 25
Site Name
800 MHz
EDACS
Station
Equipment
Simulcast
Equipment
Voting
Equipment
Antenna Systems
TX Combiners RX
M/C TTA Amps
Site Total
78th Street $2,760.00 $2,898.00 $1,380.00 $920.00 $7,958.00
Bullfrog Creek $2,760.00 $2,898.00 $1,380.00 $644.00 $7,682.00
Taylor Road $2,760.00 $2,898.00 $1,380.00 $644.00 $7,682.00
Pinecrest #1 $2,760.00 $2,898.00 $1,380.00 $644.00 $7,682.00
Pinecrest #2 $2,760.00 $2,898.00 $1,380.00 $644.00 $7,682.00
Plant City $2,760.00 $2,898.00 $1,380.00 $644.00 $7,682.00
Wimauma $2,760.00 $2,898.00 $1,380.00 $644.00 $7,682.00
EDOC (East)$2,760.00 $2,898.00 $1,380.00 $644.00 $7,682.00
D4 HQ $2,760.00 $2,898.00 $1,380.00 $644.00 $7,682.00
Cork Knight $2,760.00 $2,898.00 $1,380.00 $644.00 $7,682.00
Gunn Hwy (RX Only)$4,002.00 $184.00 $1,380.00 $276.00 $5,842.00
Hurrah (RX Only)$4,002.00 $184.00 $1,380.00 $276.00 $5,842.00
88,780.00
D 2.2 EAST SYSTEM 800 MHz EDACS TRUNKED SIMULCAST
SYSTEM ANNUAL ALIGNMENT AND PREVENTIVE MAINTENACE
PART D-2System Total
List any additional equipment charges not included in the above rates:
Services based on a 15 channel site
D 2.2 EAST SYSTEM 800 MHz EDACS Confidential - BID 15-20 - EXHIBIT A Page 2 of 25
Site Name
800 MHz
EDACS
Station
Equipment
Simulcast
Equipment
Voting
Equipment
Antenna Systems
TX Combiners RX
M/C TTA Amps
Site Total
Tampa Gen. Hosp.$3,680.00 $3,864.00 $1,840.00 $644.00 $10,028.00
Gunn Highway $3,680.00 $3,864.00 $1,840.00 $644.00 $10,028.00
Fire Station 10 $3,680.00 $3,864.00 $1,840.00 $644.00 $10,028.00
Fire Station 20 $3,680.00 $3,864.00 $1,840.00 $644.00 $10,028.00
Taylor Road (West)$3,680.00 $3,864.00 $1,840.00 $644.00 $10,028.00
EDOC (West)$3,680.00 $3,864.00 $1,840.00 $920.00 $10,304.00
Himes $3,680.00 $3,864.00 $1,840.00 $644.00 $10,028.00
70,472.00
D 2.3 - WEST SYSTEM 800 MHz EDACS TRUNKED SIMULCAST
SYSTEM ANNUAL ALIGNMENT AND PREVENTIVE MAINTENACE
SERVICES
Services based on a 20 channel site
PART D-3
List any additional equipment charges not included in the above rates:
D 2.3 - WEST SYSTEM 800 MHz EDACS Confidential BID 15-20 - EXHIBIT A Page 3 of 25
Site Name P25 Station
Equipment
Simulcast
Equipment
Antenna Systems TX
Combiners RX M/C TTA
Amps
Site Total
Bullfrog Creek $5,520.00 $1,932.00 $368.00 $7,820.00
Taylor Road $5,520.00 $1,932.00 $368.00 $7,820.00
Pinecrest #1 $5,520.00 $1,932.00 $368.00 $7,820.00
Wimauma $5,520.00 $1,932.00 $368.00 $7,820.00
Herring St $5,520.00 $1,932.00 $368.00 $7,820.00
D4 HQ $5,520.00 $1,932.00 $368.00 $7,820.00
Cork Knight $5,520.00 $1,932.00 $368.00 $7,820.00
Hurrah $5,520.00 $1,932.00 $368.00 $7,820.00
62,560.00
D 2.4 - EAST SYSTEM P25 TRUNKED SIMULCAST SYSTEM
ANNUAL ALIGNMENT AND PREVENTIVE MAINTENACE
SERVICES
PART D-4
System Total
List any additional equipment charges not included
in the above rates:
Services based on a10 Channel Site
D 2.4 - EAST SYSTEM P25 SYSTEM Confidential - BID 15-20 - EXHIBIT A Page 4 of 25
Site Name P25 Station
Equipment
Simulcast
Equipment
Antenna Systems TX
Combiners RX M/C TTA
Amps
Site Total
Tampa Gen. Hosp.$5,520.00 $1,932.00 $368.00 $7,820.00
Gunn Highway $5,520.00 $1,932.00 $368.00 $7,820.00
Temple Terrace $5,520.00 $1,932.00 $368.00 $7,820.00
Fire Station 20 $5,520.00 $1,932.00 $368.00 $7,820.00
TIA $5,520.00 $1,932.00 $368.00 $7,820.00
EDOC (West)$5,520.00 $1,932.00 $368.00 $7,820.00
78th Street $5,520.00 $1,932.00 $368.00 $7,820.00
Morris Bridge $5,520.00 $1,932.00 $368.00 $7,820.00
Fire Station 15 $5,520.00 $1,932.00 $368.00 $7,820.00
Tampa VA $5,520.00 $1,932.00 $368.00 $7,820.00
78,200.00
D 2.5 - WEST SYSTEM P25 TRUNKED SIMULCAST SYSTEM
ANNUAL ALIGNMENT AND PREVENTIVE MAINTENACE
SERVICES
PART D-5 System Total
List any additional equipment charges not included in the above rates:
Services based on a 10 channel site
2 Channel Aircraft Site -P25 Station Equipment: $736.00 /Antenna Systems: $368.00 /Site Total: $1104.00
D 2.5 - WEST SYSTEM P25 SYSTEM Confidential - BID 15-20 - EXHIBIT A Page 5 of 25
800 MHz
EDACS
Station
Equipment
Simulcast
Equipment
Voting
Equipment
Antenna Systems
TX Combiners RX
M/C TTA Amps
Site Total
552.00 $552.00 $368.00 $92.00 $1,564.00
552.00 $552.00 $368.00 $92.00 $1,564.00
552.00 $552.00 $368.00 $92.00 $1,564.00
552.00 $552.00 $368.00 $92.00 $1,564.00
552.00 $552.00 $368.00 $92.00 $1,564.00
552.00 $552.00 $368.00 $92.00 $1,564.00
552.00 $552.00 $368.00 $92.00 $1,564.00
552.00 $552.00 $368.00 $92.00 $1,564.00
552.00 $552.00 $368.00 $92.00 $1,564.00
14,076.00PARTD-6
System Total
List any additional equipment charges not included in the above rates:
Gunn Highway
EDOC
Cork Knight
Fire Station 20
Hurrah (RX Only)
D4 HQ (RX Only)
D 2.6 - MUTUAL AID SYSTEM 800 MHz CONVENTIONAL SYSTEM
ANNUAL ALIGNMENT AND PREVENTIVE SERVICES
78th Street
Site Name
Wimauma
Pinecrest
D 2.6 - MUTUAL AID SYSTEM Confidential - BID 15-20 - EXHIBIT A Page 6 of 25
Site Name
Integrated
Multisite
Controller &
Common
Equipment
Remote
Console
Electronics
Controller &
Common
Equipment
Consoles
Network
Switching
Center &
Network
First
Gateway
EDACS
Data
gateway
TRIM-PC
CAD-Link
IMC
Manager &
RCEC
Manager
Site Total
78th Street $552.00 $552.00
SOC $7,360.00 $8,740.00 $17,440.00 $920.00 $1,472.00 $ 35,932.00
EDOC $2,208.00 $736.00 $2,944.00
PSOC $0.00
Pinebrooke $552.00 $552.00
39,980.00
D 2.7 - OTHER SYSTEM COMPONENTS ANNUAL ALIGNMENT AND
PREVENTIVE SERVICES
Control point for P25 East at PSOC: $736.00
Control Point for P25 West at EDOC: $736.00
PART D-7 System Total
List any additional equipment charges not included in the above rates:
D 2.7 - OTHER SYSTEM COMPONENTS Confidential - BID 15-20 - EXHIBIT A Page 7 of 25
Site Name
Base
Station
Equipment
Transmit
Combiner
Receiver
Multicoupler
Server/
Networking
Equipment
Logging
Recorder Consoles Site Total
Orient Road Jail $690.00 $552.00 $1,472.00 $3,036.00 $1,840.00 $7,590.00
Falkenburg Road Jail $690.00 $552.00 $1,472.00 $3,036.00 $1,840.00 $7,590.00
15,180.00
D 2.8 - ORIENT ROAD JAIL AND FALKENBURG ROAD JAIL UHF/DMR
AND ACCESSORIES
PART D-8 System Total
List any additional equipment charges not included in the above rates:
D 2.8 - ORJ FRJ Confidential - BID 15-20 - EXHIBIT A Page 8 of 25
Service [Note]Total
Software Services, Upgrades & Labor $145,933.00
Sweep Backup Radio, Antennas SOC Price Per Radio $138.00
Sweep Backup Radio, Antennas PSOC Price Per Radio $138.00
Downtown TPA, Courthouse BDA/Zetron $2,990.00
Herring St/ Plant City Courthouse County System Price Per Radio $138.00
Sweep Backup Radio Antennas Alternate
Dispatch Pinebrooke Bldg.
Price Per Radio $138.00
Eye on Crime Bldg Price Per Radio $138.00
Annual Testing of Two- Way Radio
Communication Enhancement Systems Quote based on current contract pricing
BDAs/DAS Installs Quote based on current contract pricing
Site Assessments Initial Assessments * $1,968.00
Annual Public Safety Radio Penetration BDA
Inspection and Maintenance Quote based on current contract pricing
Site Assessments Final Assessments *$2,922.00
Annual Public Safety Radio Penetration BDA
Inspection and Maintenance Quote based on current contract pricing
L3Harris / Exacom / Zetron software and firmware upgrades and labor based on todays rate
Zetron Console at ORJ: $8909.00
Exacom Loggging Recorder at SOC: $11,942.00
PART D-9 System Total
D 2.9 - OTHER SYSTEM SERVICES
List any additional equipment charges not included in the above rates:
Exacom Logging Recorder at ORJ: $2218.00
Exacom Logging Recorder at FRJ: $2779.00
D 2.9 - Other System Services Confidential - BID 15-20 - EXHIBIT A Page 9 of 25
Description of
Professional Services Total
System Technician $108.00
Maintenance Technician $108.00
Maintenance Bench Technician $108.00
RF Engineer $135.00
IT Engineer $150.00
System Installer $92.00
Vehicle Equipment Installer $92.00
Cabler $92.00
Support Staff $92.00
Project Manager $150.00
Site Manager $135.00
Emergency Service Rate $295.00 Plus 1.5 of Rate
Travel Time Actual
Expenses Actual plus 20%
Lodging Actual
Per Diem
HCSO SOP 247 Rate)HCSO SOP 247 Rate
D 2.10 - PROFESSIONAL SERVICES FOR SUPPORT OF
COMMUNICATIONS SYSTEMS
Emergency Service Rate is a "HCSO request for service" after hours or on a Holiday
Non regular service hours) a Flat Rate of $295 per call out plus the technician's service rate x1.5 of
the hourly rate.
Regular Service Hours: Monday - Friday 8 AM to 5 PM Except Holidays
List any additional equipment charges not included in the above rates:
PART D-10 System Total
R/L Repair Technician - $92.00
R/L Certification Technician - $92.00
D 2.10 - Professional Services Confidential - BID 15-20 - EXHIBIT A Page 10 of 25
Manufacturer Type of Parts/Components % Discount
From List Price
Applied Concepts Radar/Lidar Parts & Components 20%
ADRF BDA 10%
Anixter System/BDA/DAS Components 10%
DB Spectra System Equipment 10%
Decatur Radar Parts & Components 5%
Decko Link /Axxel BDA 5%
EF Johnson Radio & Accessories 10%
Endura Chargers 15%
Exacom Logging recorders 15%
Federal Signal AVL, Paging, Lights, Sirens 10%
Fiplex BDA 10%
Firecom Radio Accessories 10%
Gamber Johnson Radio Mounts & Accessories 10%
ICOM Radio & Accessories 15%
Impact Radio Accessories 10%
Jotto Desk Radio Mounts & Accessories 10%
Kenwood Radio & Accessories 15%
Kustom Signal Radar/Laser Parts & Components 15%
L3Harris System/Terminal Parts 25%
L3Harris Intraplex System Parts 10%
L3Harris Microwave Microwave & Network Equipment 10%
Laser Tech Radar/Laser Parts & Components 5%
MPH Industries Radar/Laser Parts & Components 5%
Mutualink Systems 5%
Omnitronics Consoles 5%
Otto Radio Accessories 15%
Polyphaser System Parts 10%
Setcom Headset/Radio Parts 10%
Spectracom Net Clocks 5%
Stone Mountain Radio Accessories 10%
Tait Radios 20%
Tessco System Parts 10%
TX-RX (BIRD)System Parts 10%
Westell BDA/DAS 10%
Whelen Radio Mounts & Accessories 10%
Zetron Dispatch 10%
D 2.11 - NEW PARTS & COMPONENTS
PRICING BASED ON MANUFACTURERS PUBLISHED LIST PRICE LESS DISCOUNT
D 2.11 - NEW PARTS COMPONENTS Confidential - BID 15-20 - EXHIBIT A 11 of 25
D 2.11 - NEW PARTS & COMPONENTS
Manufacturer Type of Parts/Components % Markup
above Cost
Alcatel (Nokia) System Parts 20%
American Signal Signboards 20%
Aviat Microwave Systems System Equipment 20%
Bendix King Radio & Accessories 20%
Catalyst VOIP/System Integration 20%
Cimmeron Radio & Accessories 20%
Dell Computers/Servers/Monitors 20%
DX Radio Radio & Accessories 20%
ELO Monitors 20%
Eltek/Delta DC Power Systems 20%
Eluma Tower Tower 20%
ICT DC Power Supplies 20%
IDA Radio & Accessories 20%
Lyncole System Grounding 20%
MCM Asset management software 20%
Microwave Networks (MNI) Microwave & Network Equipment 20%
Motorola Radio & Accessories 20%
Nokia System Equipment 20%
Nuvico CCTV 20%
Panasonic Accessories 20%
Rohn Products System Parts 20%
Sonetics Headset 20%
Sound Off Signal Emergency lighting 20%
Specialty Console Furniture Dispatch Furniture 20%
Toshiba UPS System 20%
Trip-lite System Parts 20%
TX-RX Antenna System Components 20%
Watson Consoles Dispatch Furniture 20%
Xybix Console furniture 20%
PRICING BASED ON ACTUAL COST PLUS MARKUP
Manufacturers not listed above will be considered as Cost plus Markup 20%
List any additional equipment charges not included in the above rates:
D 2.11 - NEW PARTS COMPONENTS Confidential - BID 15-20 - EXHIBIT A 12 of 25
D 2.12 - NEW EQUIPMENT & ACCESSORIES
PRICING BASED ON MANUFACTURERS PUBLISHED LIST PRICE LESS DISCOUNT
Manufacturer Type of Parts/Components % Discount
From List Price
A.W. Enterprises Radio Accessories 20%
ACT Radio Accessories 10%
ADRF BDA/DAS Equipment 10%
Advance Tec Radio Accessories 10%
Andrew System Equipment 10%
Anixter System/BDA/DAS Equipment 10%
CAVcom Hazmat Radio Equipment 5%
Ci Branded Batteries Radio Accessories 10%
Ci Branded Products Radio Accessories 10%
DB Spectra System Equipment 10%
Decko Link (AXELL)BDA 5%
EF Johnson Radio & Accessories 15%
Eforce CAD 5%
Endura Radio Accessories 15%
Eupen Cable and Connectors 10%
Exacom Dispatch Logging Equipment 15%
Federal Signal AVL, Paging, Lights, Sirens 15%
Fiplex BDA/DAS Equipment 10%
Firecom Radio Accessories 10%
Gamber Johnson Radio Mounts & Accessories 10%
Havis Radio Mounts & Accessories 10%
Honeywell Batteries/Chargers 2%
ICOM Radio & Accessories 15%
Impact Radio Accessories 10%
Infinity Gear Radio Accessories 10%
I-Tech Radio Accessories 10%
Jotto Desk Radio Mounts & Accessories 10%
Kenwood Radio & Accessories 15%
Kustom Signal Safety Products, Camera 10%
L3Harris Mobile, Portable Radios and Accessories 28%
L3Harris Base Station Equipment & Accessories 25%
L3Harris System Equipment & Components 25%
L3Harris Features, Encryption and Software Services 5%
L3Harris Microwave Microwave 10%
Larson Radio Accessories 10%
Lind Radio Mounts & Accessories 10%
Midland Radio & Accessories 10%
Mobotix Camera 5%
New Communication Solutions Radio Accessories 10%
Omnitronics Dispatch Equipment 5%
D 2.12 - New Equipment Accessories Confidential - BID 15-20 - EXHIBIT A 13 of 25
D 2.12 - NEW EQUIPMENT & ACCESSORIES
PRICING BASED ON MANUFACTURERS PUBLISHED LIST PRICE LESS DISCOUNT
Manufacturer Type of Parts/Components % Discount
From List Price
Otto Radio Accessories 15%
Plantronics Radio Accessories 5%
Portaclip Radio Accessories 5%
Power Products Radio Accessories 15%
Pryme Gear Radio Accessories 5%
PVP Radio Accessories 5%
Pyramid Repeaters 15%
Raytheon JPS Inter-op Communications 5%
RFS Antenna 15%
Samlex Power Supplies 10%
Setcom Radio Accessories 10%
Spectracom/Orolia Net Clocks/NTP devices 5%
Stone Mountain Radio Accessories 10%
Tait Radio & Accessories 20%
Telex Console 10%
Tessco Radio Accessories 10%
TX - RX (BIRD)Duplexer 10%
Unication Pagers 5%
Vertex Standard Radio & Accessories 10%
Westell BDA/DAS Equipment 10%
Whelen Radio Mounts & Accessories 15%
Zetron Dispatch Equipment 10%
Manufacturer Type of Parts/Components % Markup
above Cost
Code 3 Emergency lighting 20%
Alcatel (Nokia) System Parts 20%
American Signal Signboards 20%
Aviat Microwave Systems System Equipment 20%
Bendix King Radio & Accessories 20%
Catalyst VOIP/System Integration 20%
Cimmeron Radio & Accessories 20%
David Clark Headsets 20%
Dell Computers/Servers/Monitors 20%
DX Radio Radio & Accessories 20%
ELO Monitors 20%
Eltek/Delta DC Power Systems 20%
PRICING BASED ON ACTUAL COST PLUS MARKUP
D 2.12 - New Equipment Accessories Confidential - BID 15-20 - EXHIBIT A 14 of 25
D 2.12 - NEW EQUIPMENT & ACCESSORIES
Manufacturer Type of Parts/Components % Markup
above Cost
Eluma Tower Tower 20%
Federal Signal AVL, Paging, Lights, Sirens 20%
ICT DC Power Supplies 20%
IDA Radio & Accessories 20%
Lyncole System Grounding 20%
MCM Asset management software 20%
Microwave Networks (MNI) Microwave & Network Equipment 20%
Motorola Radio & Accessories 20%
Nokia System Equipment 20%
Nuvico CCTV 20%
Panasonic Accessories 20%
Rohn Products System Parts 20%
Sigtronics Headset 20%
Sonetics Headset 20%
Sound Off Signal Emergency lighting 20%
Specialty Console Furniture Dispatch Furniture 20%
Toshiba UPS System 20%
Trip-lite System Parts 20%
TX-RX Antenna System Components 20%
Watson Consoles Dispatch Furniture 20%
Xybix Console furniture 20%
PRICING BASED ON ACTUAL COST PLUS MARKUP
Manufacturers not listed above will be considered as Cost plus Markup 20 %
List any additional equipment charges not included in the above rates:
D 2.12 - New Equipment Accessories Confidential - BID 15-20 - EXHIBIT A 15 of 25
Manufacturer Type of Service/Options/Accessories % Discount From List Price
Freedom Service Monitors 5%
Janus Potswaps - Software/Hardware 5%
Manufacturer Type of Service/Options/Accessories Fixed Pricing
Ci Terminal*$65.00
Ci Annual Maintenance Agreement - includes PM*$180.00
Ci Extended Warranty - Through 5 years*$630.00
Ci Front (Dash) Mount Radio Installaion $184.00
Ci Remote (Trunk) Mount Radio Installaion $258.00
Ci Front (Dash) Mount Radio Removal $92.00
Ci Front (Dash) Mount Radio Removal $92.00
Ci Control Station Installation $920.00
Ci Dual Control Adder $138.00
Ci Fire Truck Adder $460.00
Ci Ambulance Adder $460.00
Ci Motorcycle Adder $184.00
Ci Marine Adder $460.00
Ci Heavy Building Adder $552.00
Ci AVL/Mobile Data Equipment Install $258.00
Ci In-Car Charger Install $92.00
Ci Radio Programming $46.00
Ci SCADA Site PM $216.00
Ci Radios)$46.00
Ci L3Harris Firmware Updates $46.00
Ci BeOn System Administration (Per Hour)$108.00
Ci Code plug development (Per Hour)$150.00
Ci Interference Testing Quote based on current contract
Ci BDA Annual Maintainance Quote based on current contract
Ci BDA Radio Penetration Assessments Quote based on current contract
Ci Public Safety Radio Penetration Testing Quote based on current contract
Ci RCDD BDA/DAS Design Quote based on current contract
Manufacturer Type of Services/Options/Accessories % Markup above Cost
ADRF Return/Repair or Exchange of Equipment 20%
Alcatel (Nokia) & Infinity Return/Repair or Exchange of Equipment 20%
All Dehydrators Return/Repair or Exchange of Equipment 20%
Cisco Return/Repair or Exchange of Equipment 20%
DB Spectra Return/Repair or Exchange of Equipment 20%
Elo Return/Repair or Exchange of Equipment 20%
Fiplex Return/Repair or Exchange of Equipment 20%
Harris Intraplex Return/Repair or Exchange of Equipment 20%
L3Harris Return/Repair or Exchange of Equipment 20%
Toshiba Return/Repair or Exchange of Equipment 20%
TXRX Return/Repair or Exchange of Equipment 20%
Radar/Laser Equipment Return/Repair or Exchange of Equipment 20%
In-production Equipment & Accessories
D 2.13 - OTHER SERVICES, OPTIONS, ACCESSORIES
PRICING BASED ON MANUFACTURERS PUBLISHED LIST PRICE LESS DISCOUNT
PRICING BASED ON ACTUAL COST PLUS MARKUP
Manufacturers not listed above will be considered as Cost plus Markup 20 %
D 2.13 - Other Services, Options, Acc. Confidential - BID 15-20 - EXHIBIT A Page 16 of 25
Manufacturer Type of Parts/Components % Discount
From List Price
L3Harris Mobile and Portable Radios parts - New 28%
L3Harris Harris System Equipment - New 25%
TAIT Mobile and Portable Radios parts - New 25%
TAIT TAIT System Equipment - New 25%
Manufacturer Type of Parts/Components % Markup
above Cost
ADRF Return/Repair or Exchange of Equipment 20%
Alcatel (Nokia) & Infinity Return/Repair or Exchange of Equipment 20%
All Dehydrators Return/Repair or Exchange of Equipment 20%
Cisco Return/Repair or Exchange of Equipment 20%
DB Spectra Return/Repair or Exchange of Equipment 20%
Elo Return/Repair or Exchange of Equipment 20%
Fiplex Return/Repair or Exchange of Equipment 20%
Harris Intraplex Return/Repair or Exchange of Equipment 20%
L3Harris Return/Repair or Exchange of Equipment 20%
Toshiba Return/Repair or Exchange of Equipment 20%
TXRX Return/Repair or Exchange of Equipment 20%
Radar/Laser Equipment Return/Repair or Exchange of Equipment 20%
In-production Equipment & Accessories
D 2.14 - REPLACEMENT SPARE PARTS (REFURBISHED or
EXCHANGED) & PARTS FOR REPAIR
PRICING BASED ON MANUFACTURERS PUBLISHED LIST PRICE LESS DISCOUNT
PRICING BASED ON ACTUAL COST PLUS MARKUP
Manufacturers not listed above will be considered as Cost plus Markup 20 %
List any additional equipment charges not included in the above rates:
D 2.14 - Replacement Spare Parts Confidential - BID 15-20 - EXHIBIT A Page 17 of 25
DESCRIPTION OF ADDITIONAL COMPONENTS Fixed Pricing
Ci - Annual Preventive Radio Maintenance-Terminal*$65.00
Ci - Annual Maintenance Agreement - includes PM*$180.00
Ci - Extended Warranty - Through First 5 years*$630.00
DESCRIPTION OF ADDITIONAL SERVICES % Markup above Cost
FCC License Consulting 20%
Land Development 20%
Permits 20%
Soil Samples 20%
P.E. Seals 20%
Tower Designs 20%
Tower Designs 20%
Shelter Foundation 20%
Shelter 20%
Fencing 20%
Landscaping & Irrigation 20%
Tower Construction 20%
UPS 20%
Power Generator 20%
Air Conditioner 20%
Other System Components/Equipment 20%
DC Power Systems & Batteries 20%
System Design 20%
Antenna Installations 20%
High Pole Lights Maintenance 20%
Parking Lot Lights and Lobby Lights Maintenance 20%
CCTV Camera Replacement/Maintenance 20%
System Support Services & Equipment
A) Generator 20%
B) HVAC 20%
C) Electrical 20%
D) Tower 20%
E) General 20%
F) Lawn Maintenance 20%
G) Civil Work 20%
H) Grounding 20%
Maintenance Quarterly, Semi Annual & Annual
A) Shelter Maintenance 20%
B) Janitorial Services Maintenance 20%
C) Heating and Air Conditioning 20%
D) Emergency Generator Inspection 20%
E) DC Plant and Batteries 20%
F) UPS 20%
Ci Maintenance and extended warranty on L3Harris current models.
List any additional equipment charges not included in the above rates:
D 2.15 ADDITIONAL COMPONENTS AND SERVICES (MUST
BE FULLY DESCRIPED/EXPLAINED)
D 2.15 - Additional Components Services Confidential - BID 15-20 - EXHIBIT A Page 18 of 25
TYPES OF SERVICES / EQUIPMENT COST Plus %
L3Harris Flat Rate Repair - Terminals 20%
L3Harris Flat Rate Repair - System Components 20%
TAIT Flat Rate Repair - System/Radios 20%
ADRF 20%
Alcatel (Nokia) & Infinity 20%
All Dehydrators 20%
Cisco 20%
DB Spectra 20%
Elo 20%
Harris Intraplex 20%
L3Harris 20%
TXRX 20%
Radar/Laser Equipment 20%
No Trouble Found - $92.00
Diagnostic Fee - $92.00
Manufacturers not listed above will be considered as Cost plus Markup 20 %
D 2.16 - FLAT RATE REPAIRS INCLUDING PARTS
Services for System upgrades will be quoted on a case by case basis.
List any additional equipment charges not included in the above rates:
Additional Rates for all service repairs;
Uneconomical to repair - $184.00
D 2.16 - Flat Rate Repairs Including Parts Confidential - BID 15-20 - EXHIBIT A Page 19 of 25
Line #Description of Work Price UOM
1 Annual Inspection as listed in Part C - Specifications and Scope of Work $6.75 ft
2 Profiling of Tower Structure and appurtenances (including antennas and
transmission lines)$9.45 ft
3 Profiling of Tower Structure and appurtenances when performed in conjunction
with an annual tower inspection $6.60 ft
4 Painting of Self-Supporting Tower Structures (in accordance with FAA
Requirements)$27.50 ft
5 Painting of Guyed Tower Structures (In accordance with FAA Requirements)$17.60 ft
6 Dismantle, Removal and Disposal of existing SelfSupporting Towers $99.00 ft
7 Dismantle, Removal and Disposal of existing Guyed Towers $88.00 ft
8 Tower Lighting System (Inspection and Repairs as may be required)$6.50 ft
9 Antenna and/or transmission line (Inspection and Repairs as may be required)$5.75 ft
10 Replacement of Jumper Cables $5.50 ft
11 Install Antenna with 7/8" Transmission line to include installation of mounting
brackets, hangers and hardware $7.00 ft
12 Install Antenna with 1-5/8" Transmission Line to include installation of mounting
brackets, hangers and hardware $7.50 ft
13 Install 1/2" Transmission Line to include hangers and hardware $6.50 ft
14 Install 7/8" Transmission Line to include hangers and hardware $7.00 ft
15 Install 1-5/8" Transmission Line to include hangers and hardware $7.50 ft
16 Antenna Removal and Replacement $6.50 ft
17 Antenna Removal Only $6.00 ft
18 1/2" Transmission Line and Connector Removal and Replacement $6.50 ft
19 7/8" Transmission Line and Connector Removal and Replacement $7.00 ft
20 1-5/8" Transmission Line and Connector Removal and Replacement $7.25 ft
21 1/2" Transmission Line Removal only to include hangers $6.50 ft
22 7/8" Transmission Line Removal only to include hangers $7.00 ft
23 1-5/8" Transmission Line Removal only to include hangers $7.25 ft
24 1/2" Connector Removal and Replacement $5.50 ft
25 7/8" Connector Removal and Replacement $5.50 ft
26 1-5/8" Connector Removal and Replacement $5.50 ft
27 1-5/8" Connector Removal and Replacement $5.50 ft
28 Tower Top amplifier Installation to include installation of Mounting brackets and
hardware $5.50 ft
29 Tower Top Amplifier Removal and Installation $92.00 Man Hr
D 2.17 - Communications Tower Structure and Antenna System
Maintenance Requirements
D 2.17 - Communications Tower Structure Confidential - BID 15-20 - EXHIBIT A Page 20 of 25
Line #Description of Work Price UOM
30 Install 6 ft. Microwave Dish with Pressurized Waveguide Transmission Line to
include mounting brackets, hangers, Hardware and Pressurization $9.00 ft
31 Removal of 6 ft. Microwave Dish with Pressurized Waveguide Transmission Line
to include mounting brackets, hangers, Hardware and Pressurization $9.00 ft
32 Microwave Feed Horn Removal and Replacement $6.50 ft
33 Microwave Feed Horn Removal Only $6.35 ft
34 Microwave Dish Optimization (Specify number of Personnel)$92.00 Man Hr
35 Sweeping of Transmission lines to include copy of Sweep Documentation $250.00 Line
36 Sweeping of Transmission lines to include copy of Sweep Documentation when
performed in conjunction with another task listed in the price schedule $150.00 Line
Miscellaneous Tower, Antenna, Transmission Line work
Provide hourly rates below for various personnel
Technician $92.00 Man Hr
Site Manager $135.00 Man Hr
Project Manager $150.00 Man Hr
38 Flat Rate Travel - Round Trip $200.00
39 Flat Rate Travel - Emergency Call Out $400.00
40 List any additional equipment charges not included in the above rates 20%Cost Plus
Hillsborough County Sheriff's Office reserves the right to request hourly rate proposals for any of the above
proposed services.
NOTE TO PROPOSER: When work is required on towers or antennas that are located on rooftops, the
price per foot shall apply only to the tower or antenna structure itself. The measurement will begin at the
base of the tower or antenna, not at ground level.
37
Invoiced Hourly rates to be based upon time spent on site)
D 2.17 - Communications Tower Structure Confidential - BID 15-20 - EXHIBIT A Page 21 of 25
Site Name UPS System DC Power
System
Battery
System
Site Total
78th Street $4,066.00 $275.00 N/A $4,341.00
Bullfrog Creek $2,623.00 $275.00 N/A $2,898.00
Taylor Road $2,623.00 $275.00 N/A $2,898.00
Pinecrest $2,623.00 $275.00 N/A $2,898.00
Plant City $2,623.00 $275.00 N/A $2,898.00
Wimauma $2,623.00 $275.00 N/A $2,898.00
Himes Avenue $2,623.00 $275.00 N/A $2,898.00
EDOC $4,065.00 $275.00 N/A $4,340.00
EDOC (Backup Radio)$0.00 $0.00 $0.00
D4 HQ $1,860.00 $275.00 N/A $2,135.00
Hurrah $1,860.00 $275.00 N/A $2,135.00
Tampa Gen. Hosp.$2,623.00 $275.00 N/A $2,898.00
Gunn Highway $2,623.00 $275.00 N/A $2,898.00
Fire Station 10 $2,623.00 $275.00 N/A $2,898.00
Fire Station 20 $2,623.00 $275.00 N/A $2,898.00
Cork Knight $2,623.00 $275.00 N/A $2,898.00
SOC $4,065.00 $275.00 N/A $4,340.00
SOC (Backup Radio)N/A N/A $0.00
ORJ 18 KVA $2,623.00 N/A N/A $2,623.00
ORJ 1.5 KVA $1,152.00 N/A N/A $1,152.00
ORJ 1.0 KVA $1,152.00 N/A N/A $1,152.00
Video Downlink $840.00 N/A N/A $840.00
Radio Shop $840.00 $275.00 $0.00 $1,115.00
Spare $840.00 N/A N/A $840.00
Herring St $2,436.00 $275.00 N/A $2,711.00
Morris Bridge $2,436.00 $275.00 N/A $2,711.00
Fire Station 15 $2,436.00 $275.00 N/A $2,711.00
Tampa VA $2,436.00 $275.00 N/A $2,711.00
Falkenburg Rd Jail $840.00 $275.00 N/A $1,115.00
Taylor Rd (Old)$2,623.00 $275.00 N/A $2,898.00
Pinebrooke $840.00 N/A N/A $840.00
TIA $2,436.00 $275.00 N/A $2,711.00
Temple Terrace – Fire Station 1 $2,436.00 $275.00 N/A $2,711.00
78,010.00
D 2.18 - UPS Systems, DC Power Systems and Battery Systems RFP
Proposal
TOTAL PART D-18
List any additional equipment charges not included in the above rates:
D 2.18 Confidential Page 22of 24
Manufacturer Type of Parts/
Components
List Price % Discount
From List
Price
HCSO
Price
N/A
Manufacturer
Type of Parts/
Components List Price
Markup
Above Cost HCSO
Price
Toshiba International Replacement Parts 20%
Eltek/Delta DC Power Systems 20%
ICT DC Power Systems 20%
Lyncole System Grounding 20%
Trip-lite DC Power Systems 20%
Aviat Microwave Systems Replacement Parts 20%
Microwave Networks (MNI) Replacement Parts 20%
Alcatel (Nokia) Replacement Parts 20%
Infinity Replacement Parts 20%
Professional Services for Support of UPS Systems, DC Power
Systems and Battery Systems
Description of Professional Services Hourly Rate or Rate
Maintenance Bench Technician
Power Engineer
System Technician
Maintenance Technician
108.00
108.00
108.00
184.00
Travel Time
Expenses
System Installer
Emergency Service Rate
108.00
330.00
200.00
Cost plus markup
Regular Services Hours:
List any additional equipment charges not included in the above rates:
Electrician $92.00/hr
UPS Service Technican $184.00/hr
Lodging
Per Diem (HCSO SOP 247 Rate)
Cost plus markup
HCSO SOP 247 Rate
PRICING BASED ON MANUFACTURERS PUBLISHED LIST PRICE LESS DISCOUNT
Pricing Based on Actual Cost Plus Markup
Parts and Components
D 2.18 Confidential Page 23of 24
Manufacturer Type of Parts/
Components
List Price % Discount
From List
Price
HCSO
Price
N/A
Manufacturer
Type of Parts/
Components List Price
Markup
Above Cost HCSO
Price
Toshiba International Replacement Parts 20%
Eltek/Delta DC Power Systems 20%
ICT DC Power Systems 20%
Lyncole System Grounding 20%
Trip-lite DC Power Systems 20%
Aviat Microwave Systems Replacement Parts 20%
Microwave Networks (MNI) Replacement Parts 20%
Alcatel (Nokia) Replacement Parts 20%
Infinity Replacement Parts 20%
Professional Services for Support of UPS Systems, DC Power
Systems and Battery Systems
Description of Professional Services Hourly Rate or Rate
Maintenance Bench Technician
Power Engineer
System Technician
Maintenance Technician
108.00
108.00
108.00
184.00
Travel Time
Expenses
System Installer
Emergency Service Rate
108.00
330.00
200.00
Cost plus markup
Regular Services Hours:
List any additional equipment charges not included in the above rates:
Electrician $92.00/hr
UPS Service Technican $184.00/hr
Lodging
Per Diem (HCSO SOP 247 Rate)
Cost plus markup
HCSO SOP 247 Rate
PRICING BASED ON MANUFACTURERS PUBLISHED LIST PRICE LESS DISCOUNT
Pricing Based on Actual Cost Plus Markup
Parts and Components
D 2.18 Confidential Page 23of 24
Site Name UPS System DC Power
System
Battery
System Site Total
78th Street $4,066.00 $275.00 $4,341.00
Bullfrog Creek $2,623.00 $275.00 $2,898.00
Taylor Road $2,623.00 $275.00 $2,898.00
Pinecrest $2,623.00 $275.00 $2,898.00
Plant City $2,623.00 $275.00 $2,898.00
Wimauma $2,623.00 $275.00 $2,898.00
Himes Avenue $2,623.00 $275.00 $2,898.00
EDOC $4,065.00 $275.00 $4,340.00
EDOC (Backup Radio)$0.00 $0.00 $0.00
D4 HQ $1,860.00 $275.00 $2,135.00
Hurrah $1,860.00 $275.00 $2,135.00
Tampa Gen. Hosp.$2,623.00 $275.00 $2,898.00
Gunn Highway $2,623.00 $275.00 $2,898.00
Fire Station 10 $2,623.00 $275.00 $2,898.00
Fire Station 20 $2,623.00 $275.00 $2,898.00
Cork Knight $2,623.00 $275.00 $2,898.00
SOC $4,065.00 $275.00 $4,340.00
SOC (Backup Radio)N/A N/A $0.00
ORJ 18 KVA $2,623.00 N/A N/A $2,623.00
ORJ 1.5 KVA $1,152.00 N/A N/A $1,152.00
ORJ 1.0 KVA $1,152.00 N/A N/A $1,152.00
Video Downlink $840.00 N/A N/A $840.00
Radio Shop $840.00 $275.00 $0.00 $1,115.00
Spare $840.00 N/A N/A $840.00
Herring St $2,436.00 $275.00 $2,711.00
Morris Bridge $2,436.00 $275.00 $2,711.00
Fire Station 15 $2,436.00 $275.00 $2,711.00
Tampa VA $2,436.00 $275.00 $2,711.00
Falkenburg Rd Jail $840.00 $275.00 $1,115.00
Taylor Rd (Old)$2,623.00 $275.00 $2,898.00
Pinebrooke $840.00 N/A N/A $840.00
TIA $2,436.00 $275.00 $2,711.00
Temple Terrace – Fire Station 1 $2,436.00 $275.00 $2,711.00
78,010.00
D 2.18 - UPS Systems, DC Power Systems and Battery Systems RFP
Proposal
TOTAL PART D-18
List any additional equipment charges not included in the above rates:
D 2.18 Confidential Page 1of 3
Manufacturer Type of Parts/
Components
List Price % Discount
From List
HCSO
Price
N/A
Manufacturer
Type of Parts/
Components List Price
Markup
Above Cost HCSO
Price
Toshiba International Replacement Parts 20%
Eltek/Delta DC Power Systems 20%
ICT DC Power Systems 20%
Lyncole System Grounding 20%
Trip-lite DC Power Systems 20%
Aviat Microwave Systems Replacement Parts 20%
Microwave Networks (MNI) Replacement Parts 20%
Alcatel (Nokia) Replacement Parts 20%
Infinity Replacement Parts 20%
Professional Services for Support of UPS Systems, DC Power
Systems and Battery Systems
Description of Professional Services Hourly Rate or Rate
Maintenance Bench Technician
Power Engineer
System Technician
Maintenance Technician
108.00
108.00
108.00
184.00
Travel Time
Expenses
System Installer
Emergency Service Rate
108.00
330.00
200.00
Cost plus markup
Regular Services Hours:
List any additional equipment charges not included in the above rates:
Electrician $92.00/hr
UPS Service Technican $184.00/hr
Lodging
Per Diem (HCSO SOP 247 Rate)
Cost plus markup
HCSO SOP 247 Rate
PRICING BASED ON MANUFACTURERS PUBLISHED LIST PRICE LESS DISCOUNT
Pricing Based on Actual Cost Plus Markup
Parts and Components
D 2.18 Confidential Page 2of 3
Manufacturer Type of Parts/
Components
List Price % Discount
From List
HCSO
Price
N/A
Manufacturer Type of Parts/
Components List Price % Markup
above Cost
HCSO
Price
Toshiba International Replacement Parts 20%
Eltek/Delta DC Power Systems 20%
ICT DC Power Systems 20%
Lyncole System Grounding 20%
Trip-lite DC Power Systems 20%
Aviat Microwave Systems Replacement Parts 20%
Microwave Networks (MNI) Replacement Parts 20%
Alcatel (Nokia) Replacement Parts 20%
Infinity Replacement Parts 20%
Manufacturer Type of Parts/
Components List Price %
Discount
From List
HCSO
Price
N/A
Manufacturer Type of Parts/
Components
List Price % Markup
above Cost
HCSO
Price
ElteklPCP Rectifiers - DC Rectifiers DC Power Systems 20%
Newmar Power - DC Systems DC Power Systems 20%
Eltek/PCP - DC Plant Components DC Power Systems 20%
Toshiba - UPS Components DC Power Systems 20%
Pricing based on Actual Cost Plus Markup
Replacement Equipment Pricing based on Manufacturers Published List Price Less Discount
Other Services, Options, Accessories
Replacement or Additional Equipment
Replacement or Additional Equipment Pricing based on Actual Cost Plus Markup
Pricing based on Manufacturers Published List Price Less Discount
D 2.18 Confidential Page 3of 3
TERMINAL
MANAGED SERVICES
Keep Your Radios Operating
at Peak Performance
PARTNER
The L3Harris Terminal Service Partner tier gives
you training, online access to technical knowledge
and on-call technicians. We provide proactive
maintenance and repairs, so you can confidently
focus on other aspects of your operation. The Terminal
Service Partner Tier enhances the Assist Tier Technical
Support to the Premium (24/7/365) level and provides
licensed XL radio software SMS updates.
Annual Preventive Maintenance and Tune Up
L3Harris technicians perform annual maintenance,
including scheduled tests, inspections and alignment
on a customers’ terminals to optimize performance
and recommend repairs or replacements as needed.
This service also ensures that terminals meet L3Harris
specifications and FCC regulations.
L3Harris Training University (HTU), Virtual and
Classroom Training
Training is important to maintain and enhance the skills
of personnel who have the responsibility to operate,
program and/or maintain terminals. HTU and virtual
training, optionally available in the Partner tier, give your
team knowledge and confidence. Traditional classroom
training is available at our L3Harris Technical Training
Center in Lynchburg, Virginia or at your facility.
ASSIST
If your team is staffed to maintain terminal devices,
your organization may only need a few key services.
The L3Harris Terminal Service Assist tier includes
the following capabilities to keep end-user devices
operating at peak performance.
Preferred Technical Support
Knowledgeable, experienced Product Specialists and
System Engineers provide tech support for product
operations, programming, maintenance and troubleshoot/
repair processes. Phone and online support resources are
available during work hours—8:00 AM-5:00 PM EST. Calls
are logged in our state-of-the-art call tracking system and
resolutions are categorized in an evergreen knowledge base.
Standard Repair Services
We support all L3Harris portable and mobile radios
performing operational checks to identify any problems and
the necessary repairs. This cost-effective, flat-rate program1
completes repairs in approximately ten business days.
Software Managed Services (SMS)
Keeping terminal and system infrastructure software
up-to-date is vital to maintaining the value of your investments.
The Assist SMS for terminals provides issue resolution releases
of XL radio software. Releases may also contain improvements
and enhancements for current generation radio software. They
also unlock new product capabilities and licensed features as
they become available.2
MAXIMUM RELIABILITY,
LONGER LIFESPANS
Choose from three tiers of support
for your critical terminal devices
Handheld and mobile radio devices are the critical link
at the edge of your network, helping team members stay
connected, productive and safe.
To maximize the reliability and lifespan of your XL portable
and mobile devices, L3Harris offers services such as
comprehensive maintenance, software refreshes and
repair services in three cost-effective tiers.
1 Pricing applies to units that are defective through normal wear and usage.
2 Some additional features may require additional purchase.
MANAGED
Because terminal device reliability is key to effective
field communications, the L3Harris Terminal Service
Managed tier helps keep your team’s equipment ready…
and gives you maximum peace of mind. The Terminal
Service Managed Tier includes services from the other
two tiers with the following changes or additions:
Expedited Repair Services
We support all L3Harris portable and mobile radios and
perform operational checks to identify any problems and the
repairs required. As part of the Managed tier, our standard
process is expedited so your equipment can be back in the field
fast. This cost-effective, flat-rate repair service1 completes
repairs in approximately five business days.
Software Managed Service (SMS) Installation
L3Harris technicians will manage the installation of new
terminal software. As part of this service, we:
1. Provide an installation schedule and approximate
completion time
2. Install the software needed for your radios
to continue functioning at peak performance
3. Provide a Summary Report of actions
On-Site Training
L3Harris provides three days of customized on-site training for
up to ten people at your facility on your schedule. The scope
of training is determined by you and your L3Harris Training
Manager and focuses on terminal product operation,
programming and/or maintenance topics.
Fleet Database Updates for New Terminals (UAS)
When a new agency joins a system with a large number of
radios and talkgroups, L3Harris engineers can bring users
online quickly. Once you define the fleet structure and Unit
IDs, we access the administration application to complete the
addition of the records.
On-Site Radio Programming (RPM2)
When a new system is deployed or a large number of additional
radios must be activated on an existing system, L3Harris
technicians program your radios on-site to bring the users online
rapidly. For customers with smaller quantities of radios to be
programmed, we work with you to define the most efficient
process, which may include bringing or shipping radios to a
service location.
ON-DEMAND SERVICES
Each tier of support provides you the
option to access On-Demand Services as
needed. If a situation arises that’s not part
of your original scope of work, L3Harris will
respond quickly and provide a quote for
services. On-Demand Services may include:
Installation or removal of mobile radio
equipment after the initial installation
Repair of radio equipment damaged by
vandalism, abuse or physical neglect
Rapid reprogramming or deployment of
additional radios due to an unplanned
event, such as a hurricane
Terminal Managed Services
2019 L3Harris Technologies, Inc. | 07/2019 BR1865B
Non-export controlled information
L3Harris Technologies is an agile global aerospace and defense technology innovator, delivering end-to-end
solutions that meet customers’ mission-critical needs. The company provides advanced defense and commercial
technologies across air, land, sea, space and cyber domains.
COMPARE
Here’s a look at the services included in each tier. Get the support and confidence you need by keeping your
terminal devices at peak performance. Talk to us about L3Harris Terminal Managed Services today.
Assist Partner Managed
Preferred Technical Support PTS
Standard Repair Services
Software Managed Services (SMS)
Premium Technical Support PTS
Annual Preventive Maintenance and Tune Up
HTU, Virtual and Classroom Training Available option
Expedited Repair Services
SMS Installation
On-Site Training
Fleet Database Updates for New terminals (UAS)
On-site Radio Programming (RPM2)
On-Demand Services Available option Available option Available option
Enhanced and custom services available
Communication Systems Segment
221 Jefferson Ridge Parkway
Lynchburg, VA 24501
1-800-368-3277
Communication Systems Segment
1680 University Avenue
Rochester, NY 14610
1-585-244-5830
A.L3Harris Technologies, Inc., a Delaware Corporation, through its Communication Systems Segment
hereinafter “Seller”) warrants to the original purchaser for use (hereinafter “Buyer”) that Equipment
manufactured by or for the Seller shall be free from defects in material and workmanship and shall conform
to its published specifications. With respect to all non-Seller Equipment, Seller gives no warranty, and only
the warranty, if any, given by the manufacturer shall apply. Rechargeable batteries are excluded from this
warranty and are warranted under a separate Rechargeable Battery Warranty (ECR-7048).
B.Seller’s obligations set forth in Paragraph C below shall apply only to failures to meet the above warranties
occurring within the following periods of time from date of sale to the Buyer and are conditioned on Buyer’s
giving written notice to Seller within thirty (30) days of such occurrence:
1.for fuses and non-rechargeable batteries, operable on arrival only
2.for service parts, ninety (90) days
3.for mobile and portable radios (“Subscriber Units”), twenty-four (24) months
4.for Unity ® model Subscriber Units, thirty-six (36) months
5.for radio accessories, one (1) year
6.for all other equipment of Seller’s manufacture, one (1) year
C.During the Warranty Period, if Hardware fails to meet the foregoing warranties, Seller shall, at its option,
correct the failure by: (1) repairing defective or damaged parts or Hardware, or (2) making available any
necessary repaired or replacement parts, or (3) by providing new or refurbished parts or new or refurbished
equipment. Seller will be responsible for shipping charges incurred in returning repaired parts, replacement
parts, or hardware to Buyer. All warranty work must be conducted during normal business hours at Seller’s
place of business. Any repaired or replacement parts or Hardware furnished hereunder shall be warranted for
the remaining unexpired portion the original Warranty Period of that part or Hardware. The original Warranty
Period shall not be extended. Where such failure cannot be corrected by Seller’s commercially reasonable
efforts, Seller will refund to Buyer the fees paid for the parts or Hardware less depreciation.
D.Seller’s obligations under Paragraph C shall not apply to any Equipment, or part thereof, which (i) has been
modified or otherwise altered other than pursuant to Seller’s written instructions or written approval or, (ii) is
normally consumed in operation or, (iii) has a normal life inherently shorter than the warranty periods specified
in Paragraph B, or (iv) is not properly stored, installed, used, maintained or repaired, or, (v) has been subjected
to any other kind of misuse or detrimental exposure, or has been involved in an accident.
E.The preceding paragraphs set forth the exclusive remedies for claims based upon defects in or nonconformity
of the Equipment, whether the claim is in contract, warranty, tort (including negligence), strict liability or
otherwise, and however instituted. Upon the expiration of the warranty period, all such liability shall terminate.
The foregoing warranties are exclusive and in lieu of all other warranties, whether oral, written, expressed,
implied or statutory. NO IMPLIED OR STATUTORY WARRANTIES OF MERCHANTABILITY OR FITNESS FOR
PARTICULAR PURPOSE SHALL APPLY. IN NO EVENT SHALL THE SELLER BE LIABLE FOR ANY INCIDENTAL,
CONSEQUENTIAL, SPECIAL, INDIRECT OR EXEMPLARY DAMAGES.
THIS WARRANTY APPLIES ONLY WITHIN THE UNITED STATES.
2020 L3HARRIS TECHNOLOGIES, INC. ALL RIGHTS RESERVED. ECR-7047X 02/20 WWW.L3HARRIS.COM
U.S. EQUIPMENT WARRANTY
A. L3Harris Technologies, Inc., a Delaware Corporation, through its Communication Systems Segment
hereinafter “Seller”) warrants to the original purchaser for use (hereinafter “Buyer”) that nickel-cadmium,
nickel-metal hydride, lithium-ion, and lithium-polymer batteries supplied by Seller shall be free from defects in
material and workmanship, and shall conform to its published specifications for a period of twelve (12) months
from the date of purchase.
B. For purposes of this warranty, batteries shall be deemed defective if, while complying with L3Harris’ white
paper: ECR-7367 Harris NiCd, NiMH, and Li-Ion Battery User’s Guide , (1) the measured capacity of the battery
is less than 80% of its rated value, or (2) the battery develops leakage.
C. If any battery fails to meet the foregoing warranty, Seller shall correct the failure by issuing a replacement
battery upon receipt of the defective battery at an Authorized Service Center (ASC) or Seller factory (for
OpenSky® Equipment only).
D. Replacement batteries shall be warranted only for the remaining unexpired warranty period of the original
battery. This warranty becomes void if:
1. The battery has been subjected to any kind of misuse, detrimental exposure, or has been involved in an
accident.
2. The battery is used in equipment or service other than the radio equipment for which it is specified.
E. The preceding paragraphs set forth the exclusive remedies for claims based upon defects in or non-conformity
of any battery, whether the claim is in contract, warranty, tort (including negligence), strict liability or
otherwise, and however instituted. Upon the expiration of the warranty period, all such liability shall terminate.
The foregoing warranties are exclusive and in lieu of all other warranties, whether oral, written, expressed,
implied or statutory. NO IMPLIED OR STATUTORY WARRANTIES OF MERCHANTABILITY OR FITNESS FOR
PARTICULAR PURPOSE SHALL APPLY. IN NO EVENT SHALL THE COMPANY BE LIABLE FOR ANY INCIDENTAL,
CONSEQUENTIAL, SPECIAL, INDIRECT OR EXEMPLARY DAMAGES.
THIS WARRANTY APPLIES ONLY WITHIN THE UNITED STATES.
To obtain the name and address of an Authorized Service Center (ASC), ask your salesperson, or call one of the factory
number(s) printed at the bottom of this page.
To obtain a copy of the white paper ECR-7367 Harris NiCd, NiMH, and Li-Ion Battery User’s Guide, visit the
L3Harris PSPC Info Center > White Papers (https://premier.pspc.l3harris.com), or email PSPC Customer Care
at pspc_custfocus@l3harris.com.
U.S. RECHARGEABLE
BATTERY WARRANTY
Communication Systems Segment
221 Jefferson Ridge Parkway
Lynchburg, VA 24501
1-800-368-3277
Communication Systems Segment
1680 University Avenue
Rochester, NY 14610
1-585-244-5830
2020 L3HARRIS TECHNOLOGIES, INC. ALL RIGHTS RESERVED. ECR-7048F 02/20 WWW.L3HARRIS.COM
ADVANCED RF TECHNOLOGIES: WARRANTY AND REPAIR POLICY
1.1 General Warranty
Each active product manufactured by Advanced RF Technologies, Inc. (“ADRF”) carries a Standard Warranty period of two (2)
years unless indicated otherwise on the package or in the acknowledgment of the purchase order.
Passive components carry a Standard Warranty period of one (1) year unless indicated otherwise on the package or in the
acknowledgment of the purchase order.
1.2 Limitations of Warranty
Your exclusive remedy for any defective product is limited to the repair or replacement of the defective product. ADRF may
elect which remedy or combination of remedies to provide in its sole discretion. ADRF shall have a reasonable time after
determining that a defective product exists to repair or replace the problem unit. ADRF Standard Warranty applies to repaired
or replaced products for the balance of the applicable period of the original warranty or ninety days from the date of shipment
of a repaired or replaced product, whichever is longer.
1.3 Limitation of Damages
The liability for any defective product shall in no event exceed the purchase price for the defective product.
1.4 No Consequential Damages
ADRF has no liability for general, consequential, incidental or special damages.
1.5 Additional Limitation on Warranty
ADRF Standard Warranty does not cover products which have been received improperly packaged, altered, or physically
damaged. For example, broken warranty seal, labels exhibiting tampering, physically abused enclosure, broken pins on
connectors, any modifications made without ADRF authorization, will void all warranty.
1.6 Return Material Authorization (RMA)
No product may be returned directly to ADRF without first getting an approval from ADRF. If it is determined that the product
may be defective, you will be given an RMA number and instructions on how to return the product. An unauthorized return,
i.e., one for which an RMA number has not been issued, will be returned to you at your expense. Authorized returns are to be
shipped to the address on the RMA in an approved shipping container. You will be given our courier information. It is
suggested that the original box and packaging materials should be kept if an occasion arises where a defective product needs to
be shipped back to ADRF. To request an RMA, please call (800) 313-9345 or send an email to techsupport@adrftech.com.
1.7 Restocking
No product may be returned directly to ADRF without first getting an approval from ADRF and the purchase amount must
exceed $100. Returned units are subject to a 20% restocking fee. Products must be returned within 90 day of the purchase
date ( at your expense) through trackable means such as UPS or FedEx. Product must be in original condition, original product
packaging, unopened, unmodified, and unused. To request an RMA, please call (800) 313-9345 or send an email to
techsupport@adrftech.com.
VILLAGE OF NORTH PALM BEACH
DEVELOPMENT REVIEW COMMITTEE
REGULAR MEETING MINUTES
WEDNESDAY, NOVEMBER 8, 2023
Present: Scott Wood, Building Official
Jamie Mount, Assistant Public Works Director
George Lopez, NPB Police
Kimberly Cawley, Senior Fire Inspector
Caryn Gardner-Young, Community Service Director
I. CALL TO ORDER
Caryn Gardner-Young called the meeting to order at 2:02 p.m.
II. DELETIONS, ADDITIONS, OR MODIFICATIONS TO THE AGENDA
1. Additions:
a) Special Events Language
b) DRC Process
III. NEW BUSINESS
1. PALM BEACH HOLIDAY BOAT PARADE VIP VIEWING PARTY
The applicant, a representative from MIAPBC & Via Productions presented a brief
description of the event and a site plan that shows the entrance, seating area, tent location
and dimensions, and restrooms.
DRC MEMBERS DISCUSSED THE FOLLOWING:
a) The Fire Inspector requested that a tagged and mounted fire extinguisher be provided,
along with a current crowd manager certification. Additionally, the site plan needs to
be updated to reflect the elimination of Bells’ To Go Food Truck. The cul-de-sac
must be kept clear for public safety equipment and fire vehicles to turn around.
b) A building permit must be obtained for the installation of the Hospitality tent and any
tent over 900 square feet.
c) The Building Official advised that any electrical supply and/or temporary cords must
be in accordance with industry standards.
d) The applicant is to coordinate with the Police Department to ensure that the necessary
parking and traffic control is provided for the event.
e) Sponsor signage will be allowed on the tents, and directional signage will be
permitted only on the day of the event.
f) The site must be returned to its original condition immediately after the event.
The Village of North Palm Beach November 8, 2023
Development Review Committee Minutes Page 2 of 3
g) The applicant will provide the Community Development with copies of parking
agreements for off-site locations prior to the event. Barricades will be placed at the
appropriate locations to ensure separation between conflicting activities.
2. STORMHOUSE BREWING TWO YEAR ANNIVERSARY
The applicant provided an overview of the event and explained the site plan.
DRC MEMBERS DISCUSSED THE FOLLOWING:
a) Food vendors will be required to possess the appropriate permit to cook and sell
food.
b) The food truck listed on the application will provide licenses, inspections,
certifications applicable to the event.
c) Alcohol sales and consumption will be confined in a fenced area with restricted
entry only to individuals above the legal drinking age. The applicant will be
responsible for assigning personnel at the sales area to verify identification.
d) The applicant will coordinate with the Police Department to ensure the necessary
parking and traffic control is provided for the event. Directional signs will be
permitted only on the day of the event.
e) The applicant will provide the Community Development notices and/or affidavit
stating that all businesses within the subject property have been provided notice of
the event.
f) The site will be returned to its original condition immediately after the event.
3. HOLIDAY TREE LIGHTING
The applicant presented the site plan.
DRC MEMBERS DISCUSSED THE FOLLOWING:
a) The Fire Inspector inquired about the need for Fire and Rescue support at the
event. The applicant felt that rescue services will be available and stationed in a
designated area.
4. SANTA’S TROLLEY RIDES
The applicant presented the site plan.
DRC MEMBERS DISCUSSED THE FOLLOWING:
a) The Fire Inspector requested tent permits and fire certificates for the event. It is
important to reiterate that cooking is not allowed under the tents. The location of
generators should be displayed on the site map and positioned away from the
public. LP tanks and fire extinguishers should also be indicated on the site plan.
The area behind the food tents should be blocked off. Additionally, if cooking
occurs, tents should be placed at least 10 feet apart.
b) The Village requested insurance for DJ and lighting services, Jupiter Bounce, and
the Petting Zoo.
The Village of North Palm Beach November 8, 2023
Development Review Committee Minutes Page 3 of 3
c) The Building Official recommended keeping extension cords away from
walkways.
IV. DISCUSSION ITEMS
None.
V. CONCLUDING REMARKS
None.
VI. ADJOURNMENT
Caryn Gardner-Young adjourned the meeting at 3:10 PM.
THE VILLAGE OF NORTH PALM BEACH
BUSINESS ADVISORY BOARD
MEETING MINUTES
TUESDAY, DECEMBER 19, 2023
1. CALL TO ORDER
David Talley called the meeting to order at 5:30 p.m.
2. ROLL CALL
Present: Adam Jones, Nathan Kennedy, Ronald Lantz, David Talley, Nina Balgar
Absent: Veronica Frehm, Marshall Gillespie
Staff: Caryn Gardner-Young, Community Development Director
Ed Cunningham, Communications Manager
3. APPROVAL OF MINUTES
3.1. SEPTEMBER 19, 2023
Ronald Lantz motioned to approve the September 19, 2023 minutes, seconded by
Nathan Kennedy. The motion passed unanimously (5-0).
3.2. OCTOBER 17, 2023
Ronald Lantz motioned to approve the October 19, 2023 minutes, seconded by
Adam Jones. The motion passed unanimously (5-0).
4. PUBLIC COMMENTS
None
5. OLD BUSINESS
5.1. MOBILE FOOD TRUCK TEXT AMENDMENT
Ms. Gardner-Young recounted the purpose of the text amendment. Discussion
continued.
Ms. Talley suggested adding a definition of a public restroom.
Ms. Gardner-Young added a condition for selling alcoholic beverages through a
Special Event/Temporary Use Permit approval by the Community Development
Department.
Ronald Lantz motioned to approve the language as presented with a definition of a
public restroom and adding language that if the Village Council or Planning,
Zoning and Adjustment Board previously approved a mobile food truck, these
regulations would not apply, seconded by Adam Jones. The motion passed
unanimously (5-0).
The Village of North Palm Beach December 19, 2023
Business Advisory Board Minutes Page 2 of 2
5.2. RESTAURANT GUIDE
The members discussed the idea of having a Village restaurant guide. However,
they noted there is a list of businesses already on the Village’s website. Also, if
someone is looking for a restaurant, it is more resourceful to use Google than going
to the Village’s website.
5.3. NEW BUSINESS IN NEWSLETTER
Mr. Cunningham suggested showing things that are good for the Village in the
newsletter, such as a good business environment, rather than just advertising a
business. If a new business opens, there could be a “Welcome to the Village” ad
using generic and simple language. All board members thought it was a good idea.
6. NEW BUSINESS
6.1. SPECIAL EVENTS ZONING TEXT AMENDMENT
Ms. Gardner-Young explained the Village’s existing Code of Ordinance has only
one paragraph that references special events and carnivals. The purpose of the
proposed language is to add requirements and limitations and clarify what a
special event is.
Ronald Lantz motioned to let the Planning, Zoning, and Adjustment Board review
and provide recommendations to the Council rather than the Business Advisory
Board providing guidance, seconded by Nathan Kennedy. The motion passed
unanimously (5-0).
7. MEMBER COMMENTS
Mr. Talley requested an update on La Bamba matters. Ms. Gardner-Young told the board
what transpired at the Planning, Zoning and Adjustment Board meeting.
Ms. Balgar requested an update on the 200 Yacht Club. Ms. Gardner-Young responded
by announcing they received the Planning, Zoning and Adjustment Board approval with
conditions.
8. STAFF COMMENTS
Ms. Gardner-Young shared details about the upcoming Meet and Greet event on January
23, 2024. The Village staff will update the board members about their terms in January. It
was also announced that starting from January 2024, all permit and inspection
applications will be submitted electronically.
9. ADJOURNMENT
Ronald Lantz motioned to adjourn, seconded by Nathan Kennedy. The meeting
adjourned at 7:00 p.m. The next meeting is scheduled for January 16, 2024.
VILLAGE OF NORTH PALM BEACH
LIBRARY ADVISORY BOARD MEETING MINUTES
DATE: November 28th, 2023
CALL TO ORDER Chair Bonnie Jenkins called the meeting to order at 7:00 PM.
ROLL CALL Present at the meeting were:
Bonnie Jenkins, Chair
Phyllis Listener, Member
Carolyn Cost, Member
Leslie Metz, Member
Tina Chippis, Member
Brad Avakian, Secretary
Christine DelGuzzi, Member
Julie Morrell, Library Manager
APPROVAL OF MINUTES The minutes from the last month's meeting were reviewed. A motion to accept
the minutes was made and seconded. The motion passed unanimously.
MANAGER’S REPORT - Julie Morrell
Children’s Programming:
Story times held four times a week, averaging 27 attendees.
Junior League Saturday storytimes resumed.
TCS classes are actively visiting and checking out books, with most students now on
their second visit.
Children’s Arts & Crafts every Thursday at 3 PM, averaging about 16 attendees.
Children’s Art Appreciation every third Friday, also with an average of 16 participants.
Tween Crafts continuing every Wednesday at 3 PM, with about 16 attendees aged 7 to
12.
Snack Attack Programs on the first and third Tuesdays of the month, with about 20
children per session. Upcoming session to include making snowman pancakes, a new
venture for the team.
Teen Programming:
Teen volunteers assisting after school and were particularly helpful at the Halloween
festival, including decorating and managing fair games.
Adult Programming:
Regular activities such as Knit and Crochet, Great Courses, and Adult Film Series
ongoing.
Book Club had a successful discussion on "The Secret Life of Sunflowers" by Marta
Molnar.
Craft program introduced a Mason jar candle holder project, attended by 17 people.
Senior Appreciation Bingo continued to attract participation.
Friends of the Library:
Fall raffle drawing conducted, with a Holiday Bake Sale and boutique scheduled for
December 2nd.
Special Events:
Halloween Festival preparations ongoing, with notable contributions from community
members and staff.
Discussion on the success of the event and considerations for future festivals' locations
for better control and safety.
Statistics:
Total circulation is slightly down, with an increase in e-circulation, particularly in
audiobooks.
NEW BUSINESS
A motion was made and approved to cancel the meeting scheduled for December 26th.
OLD BUSINESS
No old business to discuss.
MEMBER COMMENTS
Introduction of new clerk, Riley O’Keefe, and sharing of personal anecdotes and connections
with her.
STAFF COMMENTS
Brief staff updates, including the introduction of the new clerk.
ADJOURNMENT The meeting was adjourned at 7:21 PM.
VILLAGE OF NORTH PALM BEACH
GOLF ADVISORY BOARD
Minutes of November 13, 2023
I. CALL TO ORDER
A. The meeting was called to order by Chairman Steve Mathison at 6:00 p.m.
II. ROLL CALL
A. Board: Present Absent
Stephen Mathison – Chairman X
Rich Pizzolato – Vice Chairman X
Curtis Witters – Secretary X
Landon Wells – Member X
Orlando Puyol – Member X
Sandra Felis – Member X
Karen O’Connell – Member X
B. Staff Members:
Allan Bowman, Director of Golf X
Beth Davis, General Manager X
Lenore Dingle, Membership Coordinator X
C. Council Members:
Darryl Aubrey
Susan Bickel
Mark Mullinix
David Norris X
Deborah Searcy
NPB Golf Advisory Board Minutes of November 13, 2023
2
D. Public Present:
III. APPROVAL OF MEETING MINUTES
Minutes of the August 14 and October 9, 2023 GAB Meetings were approved 7-0.
IV. ADMINISTRATIVE REPORTS
Golf Report. Allan Bowman, Director of Golf, delivered his report.
Allan referred to the rounds report prepared by Rich Pizzolato. While October rounds
were down, in part due to weather, revenue was up. The revenue per round played is
up by 10% from October of 2022. Total revenue for the course is up by 5% over last
year. Golf fees are up. Range revenue is up. Merchandise sales are up to $5,000 for
the year.
Allan told the Board he like to limit outside outings at the course to four per year.
The Village issued a RFP for the new maintenance services contract and the bid
opening is December 20th. The current contract expires September 30, 2024.
A clock will be installed on the driving range in January.
We are waiting on the posts and the netting for the barrier being installed between the
driving range and the 10th fairway.
The pond stabilization plantings have gone well and Allan told the Board that he is
pleased. 500 pickle weed plants and 500 spike rush plants have been installed. Allan
pointed out that our ponds have different levels of salinity, which requires different
plants.
Planning for the environmental center is still in process, as we decide how to schedule
and build the project.
NPB Golf Advisory Board Minutes of November 13, 2023
3
Our golf cart lease is due for renewal, and we are looking at new carts with lithium
batteries. Lithium battery carts are 300 pounds lighter acid battery carts. Lithium also
bring savings in electricity.
The club plans to try out food and beverage service at the driving range during the
evening. We will offer service and music for two nights in January and February and
one night in March.
The country club is planning beginning an e newsletter for the club on a monthly
basis beginning in January, providing information on golf, tennis, the pool, and the
restaurant.
Our annual balloon sale in the pro shop will take place on December 6th.
We will have a member mixer on December 6th, as well.
IV. DISCUSSION TOPICS
V. ADJOURNMENT
The meeting was adjourned at 6:45 p.m.
The next meeting set for December 11, 2023 will be cancelled and we will meet
on January 8th.
Minutes by Curtis L. Witters, Secretary.
VILLAGE OF NORTH PALM BEACH
DEVELOPMENT REVIEW COMMITTEE
REGULAR MEETING MINUTES
WEDNESDAY, JANUARY 10, 2024
Present: Scott Wood, Building Official
Jamie Mount, Assistant Public Works Director
George Lopez, NPB Police
Kimberly Cawley, Senior Fire Inspector
Caryn Gardner-Young, Community Development Director
I. CALL TO ORDER
Caryn Gardner-Young called the meeting to order at 2:04 p.m.
II. DELETIONS, ADDITIONS, OR MODIFICATIONS TO THE AGENDA
None.
III. NEW BUSINESS
1. SPECIAL EVENTS
Garden Fest 2024
The applicant, a representative of the City’s Leisure Services Department, presented a brief
description of the event, including the route for the bike parade, signage, volunteers, and
activities, as well as a site plan that shows the entrance, seating area, tent location and
dimensions, and restrooms.
DRC MEMBERS DISCUSSED THE FOLLOWING:
a) Event staff and volunteers will manage trash collection and removal, and there is no
need for additional dumpsters.
Hot Cars & Chili 2024
The applicant, a representative of the City’s Leisure Services Department, presented a brief
description of the event and a site plan that shows the entrance, seating area, vendor
locations and dimensions.
DRC MEMBERS DISCUSSED THE FOLLOWING:
a) The Fire Inspector advised that cooking under the tent would require appropriate
rating and a fire extinguisher, and the area surrounding the tent needs to be clear of
any cords or trip hazards.
b) Event organizers are to conduct water tests on electrical connections the day of the
event.
The Village of North Palm Beach January 10, 2024
Development Review Committee Minutes Page 2 of 3
c) Generators and electrical cords will not impact pedestrian traffic or create tripping
hazards.
d) Event staff and volunteers will manage trash collection and removal, and there is no
need for additional dumpsters.
e) The Fire Inspector asked for a status update on the hydrant planned for Anchorage
Park. Discussion ensued regarding procurement, location, engineering, and scope.
2. TEXT AMENDMENT
Mobile Food Truck Zoning Text Amendment
Ms. Gardner-Young presented an overview of the text amendment, including the document
with comments from the Business Advisory Board and the Village Attorney's review.
DRC MEMBERS DISCUSSED THE FOLLOWING:
a) Staff will consider whether insurance requirements should be specifically outlined in
the amendment.
b) The food truck regulations will be superseded by the Special Events permit in
situations where multiple food trucks are involved.
c) Concerns were raised regarding compliance with requirements for permission to be
on a site and fire inspections.
Special Events Zoning Text Amendment
Ms. Gardner-Young provided an overview of the text amendment. She explained the intent
was to update the Special Events application to match.
DRC MEMBERS DISCUSSED THE FOLLOWING:
a) The timeline for application, exceptions to the timeline, and the distinction between
rentals through Leisure Services and Special Events.
Outdoor Seating Zoning Text Amendment
Ms. Gardner-Young provided an overview of the text amendment.
DRC MEMBERS DISCUSSED THE FOLLOWING:
a) The Fire Inspector advised that any addition of seating requires additional review by
outside agencies. The request form will be attached to the permit.
Signage Text Amendment
Ms. Gardner-Young provided an overview of the text amendment. She advised the City
Attorney had assisted with drafting the language to ensure legal defensibility and noted the
addition of a Master Sign Plan to make the process more business friendly.
DRC MEMBERS DISCUSSED THE FOLLOWING:
a) How to address temporary signage, including leasing advertisements.
The Village of North Palm Beach January 10, 2024
Development Review Committee Minutes Page 3 of 3
b) Considerations of ensuring addresses are not covered by landscaping, difficult to
read, undersized, or vertical.
IV. DISCUSSION ITEMS
Discussion ensued regarding the car wash and potential future text amendments to consider,
including vacation rentals, registration of contractors working in the Village, citation for failure to
hold the appropriate license to work in the Village, and parking management for contractors and
delivery vehicles.
V. CONCLUDING REMARKS
None.
VI. ADJOURNMENT
Caryn Gardner-Young adjourned the meeting at 2:58 PM.
VILLAGE OF NORTH PALM BEACH
COMMUNITY DEVELOPMENT DEPARTMENT
TO: Honorable Mayor and Council
THRU: Chuck Huff, Village Manager
FROM: Caryn Gardner-Young, Community Development Director
DATE: February 8, 2024
SUBJECT: ORDINANCE 2nd Reading– Approving a major amendment to the Memory Care
Commercial Planned Unit Development to provide an additional waiver for the
installation of an 8.7 square foot wall sign on the north façade of the commercial
outparcel building located at 635 U.S. Highway One.
Village staff is seeking Council consideration and approval of an Ordinance amending the Memory Care
CPUD to authorize an additional waiver for the installation of a second wall sign for the Desano’s Pizzeria
on the north façade of the commercial outparcel building. The subject +/-0.27-acre parcel is on the west
side of U.S. Highway 1, south of Lighthouse Drive and north of Ebbtide Drive. The subject parcel is within
the C-MU (Commercial Mixed-Use District) pursuant to the Village Zoning map and has a C (Commercial)
Future Land Use designation in accordance with the Village Future Land Use map. The property address
is 635 U.S. Highway One, North Palm Beach, FL 33408.
Approved in 2017 through the adoption of Ordinance No. 2017-07, the subject 6,000 square-foot building
reserved for restaurant/retail/office use lies within commercial out parcel within the previously approved
Commercial PUD (CPUD) and the adjacent 37,404 square-foot Memory Care facility. Construction of the
subject building was finalized in 2022. However, all applicable permits have been applied for in
preparation for future tenant Desano Pizzeria to occupy the northernmost tenant space. Village Council
has approved a series of five (5) waivers as part of the final CPUD approval, which are as follows:
A. A waiver from Section 27-64 of the Village Code of Ordinances to eliminate trees required for the
north buffer spaced at one (1) for every seventy-five (75) lineal feet of Landscape buffer. No trees
shall be planted within the north landscape buffer adjacent to the courtyard (spacing requirements
will be modified as depicted on the Landscape Plan).
B. A waiver from Section 45-32(E)7 of the Village Code of Ordinances to provide a total of seventy-
eight (78) parking spaces, where one hundred and fifty (150) parking spaces are required.
C. A waiver from Section 45-36(D) of the Village Code of Ordinances to provide for a wall eight (8)
feet in height adjacent to the outdoor courtyard. The Code limits the height of walls and fences to
six (6) feet.
D. A waiver from Section 45-32(D) of the Village Code of Ordinances allows for a front setback of
ten (10) feet for the commercial out parcel building placement. The Code requires a front setback
of fifty (50) feet.
In October 2023, the Village Council approved a minor amendment to the Planned Unit Development
(PUD) to allow for an indoor and outdoor bar area on the north façade, including a six-seat outdoor
seating area.
In December 2023, the Village Council approved another minor amendment to the Planned Unit
Development (PUD) to allow for an outdoor seating area with cover and furniture, to install a building wall
sign on the east façade of the building, and to allow five (5) stacks to penetrate the roof to enable fryers
and ovens to be used on-site.
The applicant is proposing to install an 8.7 square foot building wall sign on the north façade, which is
not permitted by the Zoning Code and requires another waiver for the CPUD. Section 8 of the CPUD
Ordinance provides that “any new signs or modifications to approved signs shall be presented to the
Planning Commission for approval, provided, however, that any changes requiring an additional waiver
shall only be approved by Ordinance.” Consequently, the CPUD Ordinance requires the additional waiver
to be treated as a major modification to the CPUD.
The proposed wall sign is internally lit with a black background and white lettering and located on the
north façade where the outdoor seating area is. The applicant stated that they are unable to obtain
signage on the existing monument sign, which is why they are requesting a sign on the north façade so
that drivers traveling southbound on U.S. Highway 1 will be able to identify the location prior to driving
past it. According to the Zoning Code, a sign is only permitted when fronting streets and the proposed
sign fronts the private driveway. Consequently, the petitioner is requesting an additional waiver to the
Zoning Code.
The request is for an 8.7 square The request is for an 8.7 square f oot internally lit wall sign with a black background and white lettering.
The materials used in the sign have good architectural character and are harmonious with the building
design. The building façade color is white. No bright or brilliant colors are proposed. There is no other
lettering or signage on the north façade , and the proposed sign matches the previous building wall sign
approved by the Village Council.
At its January 2, 2024 meeting, on a motion by Board Member Kennedy and seconded by Board
Member Cross, the Planning, Zoning and Adjustment Board recommended approval (6 -1 with Board
Member Hogarth dissenting) of the Ordinance as presented by Village Staff .
At its January 25, 2024 meeting, on a motion by Councilmember Marcus and seconded by Vice Mayor
Searcy, the Village Council approved the Ordinance on first reading as presented by Village Staff.
The attached Ordinance has been prepared and reviewed by the Village Attorney to ensure its legal
sufficiency.
Recommendation:
Village Staff recommends Village Council consideration and adoption on second and final reading
of the attached Ordinance amending the Memory Care CPUD to provide for an additional waiver
from Section 6-115(C)(2)e of the Village Code to allow for the installation of a second wall sign for
the Desano’s Pizzeria on the north façade of the commercial outparcel building fronting a private
driveway in accordance with Village policies and procedures.
Page 1 of 3
ORDINANCE NO. 2023-___ 1
2
AN ORDINANCE OF THE VILLAGE COUNCIL OF THE VILLAGE OF 3
NORTH PALM BEACH, FLORIDA, AMENDING ORDINANCE NO. 2017-07 4
APPROVING A COMMERCIAL PLANNED UNIT DEVELOPMENT ON 5
APPROXIMATELY 2.72 ACRES OF REAL PROPERTY LOCATED ON THE 6
WEST SIDE OF U.S. HIGHWAY ONE NORTH OF EBBTIDE DRIVE AND 7
SOUTH OF LIGHTHOUSE DRIVE TO APPROVE AN ADDITIONAL SIGN 8
WAIVER FOR THE COMMERCIAL OUTPARCEL BUILDING; PROVIDING 9
FOR CONFLICTS; PROVIDING FOR SEVERABILITY; AND PROVIDING 10
FOR AN EFFECTIVE DATE. 11
12
WHEREAS, through the adoption of Ordinance No. 2017-07 on June 22, 2017, the Village 13
Council approved a Commercial Planned Unit Development (“CPUD”) approximately 2.72 acres 14
in size located on the west side of U.S. Highway One north of Ebbtide Drive and south of 15
Lighthouse Drive; and 16
17
WHEREAS, the approved site plan for the CPUD included a one-story 37,404 square foot Memory 18
Care facility and a commercial outparcel building of up to 6,000 square feet on the Property; and 19
20
WHEREAS, the property owner, ASL NPB, LLC, and one of the tenants of the outparcel building, 21
Desano – North Palm Beach, LLC, have applied for a major amendment to the CPUD for an 22
additional waiver from the Village Code to install a wall sign on the northern façade of the 23
commercial outparcel building; and 24
25
WHEREAS, Section 8 of Ordinance No. 2017 -07 requires that any new signs requiring an 26
additional waiver shall only be approved by Ordinance; and 27
28
WHEREAS, on January 2, 2024, the Village Planning, Zoning and Adjustment Board, sitting as 29
the Local Planning Agency, conducted a public hearing on the application and provided a 30
recommendation to the Village Council; and 31
32
WHEREAS, the Village Council wishes to approve the major modification to the CPUD to allow 33
for an additional waiver to the Village’s land development regulations and determines that the 34
adoption of this Ordinance is in the best interests of the residents of the Village of North Palm 35
Beach. 36
37
NOW, THEREFORE, BE IT ORDAINED BY THE VILLAGE COUNCIL OF THE VILLAGE 38
OF NORTH PALM BEACH, FLORIDA as follows: 39
40
Section 1. The foregoing recitals are ratified as true and correct and are incorporated herein. 41
42
Section 2. The Village Council hereby amends Section 4 of Ordinance No. 2017-07 to add the 43
following additional waiver: 44
45
Page 2 of 3
A waiver from Section 6-115(C)(2)e of the Village Code of Ordinances to allow 1
for a second wall sign for the northern façade of the commercial outparcel building 2
facing a driveway when the Code only allows a second sign if facing multiple street 3
frontages. 4
5
Section 3. The Applicant shall install the additional wall sign in accordance with the most 6
current version of the following plans and specifications on file with the Village’s Community 7
Development Department: 8
9
A. Boundary Survey by Lidberg Land Surveying, Inc. stamp dated December 11, 2023; and 10
11
B. Building and Sign Elevation sheet created by Cotleur & Hearing and stamp dated 12
December 11, 2023. 13
14
Section 4. The Village Council’s approval of this major amendment to the CPUD is subject to 15
the following additional conditions: 16 17 A. A sign building permit is required for the proposed wall sign. 18
19
B. The site plan shall be revised as necessary to reflect all conditions of approval and 20
resubmitted prior to the issuance of a building permit. 21
22
C. Non-compliance with any of the conditions of approval shall result in withholding of the 23
issuance of building permits or a Certificate of Occupancy. 24
25
D. All advertisements and legal addresses on insurance policies and business correspondence 26
shall clearly state that the project is located within the Village of North Palm Beach. 27
28
Section 5. If any section, paragraph, sentence, clause, phrase, or word of this Ordinance is for 29
any reason held by a court of competent jurisdiction to be unconstitutional, inoperative, or void, 30
such holding shall not affect the remainder of this Ordinance. 31
32
Section 6. All ordinances or resolutions in conflict with the provisions of this Ordinance are 33
hereby repealed to the extent of such conflict. 34
35
Section 7. This Ordinance shall take effect immediately upon adoption. 36
37
PLACED ON FIRST READING THIS 25th DAY OF JANUARY, 2024. 38
39
PLACED ON SECOND, FINAL READING AND PASSED THIS ______ DAY OF 40
_____________, 2024. 41
42
43
44
(Village Seal) 45
MAYOR 46
47
Page 3 of 3
ATTEST: 1
2
3
VILLAGE CLERK 4
5
6
APPROVED AS TO FORM AND 7
LEGAL SUFFICIENCY: 8
9
10
11
VILLAGE ATTORNEY 12
PUD-2023-005 Page 1 of 9 635 US Highway 1
PUD-2023-005 Revised:
Date: December 11, 2023
Subject/Agenda Item:
PUD-2023-005 635 US Highway 1
Consideration of Approval: The property owner, ASL NPB, LLC, and the lessee, Desano –
North Palm Beach, LLC, have requested a major modification with a waiver to an existing
Commercial Planned Unit Development (PUD). The modification is for the installation of an
8.7 square foot wall sign on the north façade at 635 U.S. Highway One, which is not permitted
by the Zoning Code but can only be approved as an additional waiver to the PUD.
[X] Recommendation to APPROVE
[ ] Recommendation to DENY
[X] Quasi-Judicial
[ ] Legislative
[ ] Public Hearing
Originating Department:
Planning & Zoning
Project Manager
__________________
Caryn Gardner-Young, AICP
Reviewed By:
Community Development Director
_________________
Caryn Gardner-Young, AICP
Attachments:
Justification Statement dated December 11, 2023
Boundary Survey by Lidberg Land Surveying Inc.
stamped-dated December 11, 2023
Building and Sign Elevation sheet created by Cotleur
& Hearing and stamp-dated December 11, 2023
Public Notice:
[ X] Required
[ ] Not Required
Dates:
Paper:
Mailing
[ X] Required
[ ] Not Required
Notice Distance: 500’
I. Executive Summary
The applicant proposes installing an 8.7 square foot building wall sign on the north façade,
which is precluded by the Village’s Zoning Code but can be approved as a waiver under the
Village’s Planned Unit Development regulations.
COMMUNITY DEVELOPMENT DEPARTMENT REPORT AND RECOMMENDATION
PUD-2023-005 Page 2 of 9 635 US Highway 1
II. Site Data
Existing Use: Vacant
Parcel Control Numbers: 68-43-42-16-34-002-0000
Legal Description: POETS WALK MEMORY CARE TR B K/A FUTURE DEVELOPMENT
Parcel Size: .27 acres
Existing Future Land Use Designation: Commercial
Existing Zoning District: Commercial – Mixed Use (C-MU)
III. Background
The subject parcel is +/-0.27-acres in size and located on the west side of U.S. Highway One,
between Lighthouse Drive and Ebbtide Drive. The parcel falls under the C -MU (Commercial
Mixed-Use Zoning District) as per the Village Zoning map and has a C (Commercial) Future Land
Use designation as per the Village Future Land Use map. The property address is 635 U.S.
Highway One, North Palm Beach, FL 33408.
The Village Council approved the Memory Care Commercial PUD (CPUD) through the adoption
of Ordinance No. 2017-07 on June 22, 2017. The 6,000 square foot commercial outparcel building
is reserved for restaurant, retail, or office uses. The building was constructed in 2022, and all
necessary permits have been applied for in preparation for Desano Pizzeria occupying the
northernmost tenant space. As part of the final CPUD approval, the Village Council approved a
series of five (5) waivers:
A. A waiver from Section 27-64 of the Village Code of Ordinances to remove trees required
for the north buffer spaced at one (1) for every seventy-five (75) lineal feet of landscape
buffer. No trees shall be planted within the north landscape buffer adjacent to the courtyard
(spacing requirements will be modified as depicted on the Landscape Plan).
B. A waiver from Section 45-32(E)7 of the Village Code of Ordinances to provide a total of
seventy-eight (78) parking spaces where one hundred and fifty (150) parking spaces are
required.
Table 1: Surrounding Existing Land Use, Future Land Use, Zoning District:
Direction Existing Land Use Future Land Use Zoning District
North Memory Care Commercial Commercial – Mixed Use (C-MU)
South Atrium Office Condominium Commercial Commercial – Mixed Use (C-MU)
East North Cove Office Building Commercial Commercial – Mixed Use (C-MU)
West Memory Care Commercial Commercial – Mixed Use (C-MU)
PUD-2023-005 Page 3 of 9 635 US Highway 1
C. A waiver from Section 45- 36(D) of the Village Code of Ordinances to provide for a wall
eight (8) feet in height adjacent to the outdoor courtyard. The Code limits the height of
walls and fences to six (6) feet.
D. A waiver from Section 45- 32(D) of the Village Code of Ordinances to allow for a front
setback of ten (10) feet for the commercial out parcel building placement. The Code
requires a front setback of fifty (50) feet.
In October 2023, the Village Council approved a minor amendment to the Planned Unit
Development (PUD) to allow for an indoor and outdoor bar area on the north façade, including a
six-seat outdoor seating area.
In December 2023, the Village Council approved an additional minor amendment to the Planned Unit
Development (PUD) to allow for an outdoor seating area with cover and furniture, to install a
building wall sign on the east façade of the building, and to allow five (5) stacks to penetrate the
roof to enable fryers and ovens to be used on-site.
IV. Applicable Code Provisions:
Section 45.35-1 Planned Unit Development
Section IV Criteria for Appearance D. Building Design
V. Summary of Proposed Site Plan and Appearance Details:
The petitioner's Planned Unit Development Amendment documents consist of the following:
a. Boundary Survey by Lidberg Land Surveying Inc. stamped-dated December 11, 2023
b. Building and Sign Elevation sheet created by Cotleur & Hearing and stamp-dated December
11, 2023
VI. Staff Analysis:
The petition is for the approval of a major Planned Unit Development Amendment. The purpose
of this amendment is to install an 8.7 square foot wall sign on the north façade of the building,
which requires a waiver from Section 6-115(C)(2)e of the Village Code. The proposed sign is
internally lit with a black background and white lettering facing the existing restaurant/Memory
Care driveway from US Highway 1. The applicant stated that they are unable to obtain signage on
the existing monument sign, which is why they are requesting a sign on the north façade so that
drivers traveling southbound on U.S. Highway 1 will be able to identify the location prior to
driving past it. Per the Zoning Code, a sign is only permitted when fronting streets. Since the
proposed sign is fronting the driveway to the facility, it is not permitted. However, the Village’s
PUD regulations allow flexibility, and the petitioner is requesting an additional waiver to the
Village Code.
PUD-2023-005 Page 4 of 9 635 US Highway 1
Standards and Staff Findings:
Section 45.35-1 Planned Unit Development
1. Harmony: The proposed use or uses shall be of such
location, size, and character as to be in
harmony with the appropriate and orderly
development of the zoning district in which
it is situated and shall not be detrimental to
the orderly development of adjacent zoning
districts. The applicant is not proposing a
new use.
2. Traffic/Neighborhood Impacts: The location and size of the proposed use or
uses, the nature and intensity of the principal
use and all access ory uses, the site layout ,
and its relation to streets giving access to it
shall be such that traffic to and from the use
or uses, and the assembly of persons in
connection therewith, will not be hazardous
or inconvenient to the neighborhood nor
conflict with the regular traffic of the
neighborhood. The applicant is not
proposing a new use but improving the
site layout by installing a sign informing
southbound US Highway 1 travelers
where the restaurant is located .
2. Building Modifications: The location and height of buildings, th e
location, nature, and height of walls and
fences, and the nature and extent of the
landscaping of the site shall be such that they
will not hinder or discourage the proper
development and use of adjacent land and
buildings nor impair the value thereof. The
applicant is not proposing adding walls or
wall height to any building or fence except
as previously approved . The proposed
modification will not hinder or discourage
the proper development or use of
adjacent land and buildings nor impair
the value.
2. Density/Open Space: The standards of density and required open
space in the proposed project are at least
equal to those required by this ordinance in
the zoning district in which the proposed
PUD-2023-005 Page 5 of 9 635 US Highway 1
project is to be located, except as may be
permitted for key redevelopment sites
through subsection 45 -35.1.VIII. The
applicant is not impacting density or open
space.
2. Proposed Uses: There shall be no uses within the proposed
project that are not permitted in the zoning
district where the proposed project will be
located. The applicant is not proposing
changes to the original use, and
restaurants are permitted in the C-MU
Zoning District.
Section IV Criteria for Appearance D. Building and Sign Design
1. Wall Sign Materials: Materials used in signs shall have good
architectural character and be harmonious
with the building design and surrounding
landscape. The request is for an 8.7 square
foot internally lit wall sign with a black
background and white lettering. The
building façade color is white. There is no
other lettering or signage on the north
façade. The applicant meets this
requirement.
2. Wall Sign Architecture: Wall signs shall be part of the architectural
concept. Size, color, lettering, location, and
arrangement shall be harmonious with the
building design and compatible with signs
on adjoining buildings. Signs shall have
good proportions. The request is for an 8.7
square foot internally lit wall sign with a
black background and white lettering.
The wall is white, and the sign is to the left
of the side entrance doors . The sign is in
proportion to the restaurant space.
3. Wall Sign Colors: Colors shall be used harmoniously and with
restraint. Excessive brightness and brilliant
colors shall be avoided. Lighting shall be
harmonious with the design. If external spot
or floor lighting is used, it shall be arranged
to shield the light source from view. The
request is for an 8.7 square foot internally
PUD-2023-005 Page 6 of 9 635 US Highway 1
lit wall sign with a black background and
white lettering. The building wall is
white; consequently, the proposed sign
colors are harmonious. There is no
proposed use of bright or brilliant colors.
4. Wall Sign Area: The closest regulations which would pertain
to the proposed sign would be Article V,
Section 6-115 of the Code of Ordinance
dealing with permitted permanent accessory
signs, According to Section 6-115(C)(3)(b)
and (c): An occupant that has building facade
area facing multiple public street frontages
may have one (1) full size wall sign facing a
public street frontage and a one-half (½) size
wall sign facing the other street frontages
which sign is not to exceed 20 square feet .
The main wall sign for Desano Pizzeria,
approved in December, was 42 square feet,
so one-half the size would be 21 square
feet. The proposed sign is 8.7 square feet,
meeting the building wall sign size
limitation.
VII. Staff Recommendation:
Approval of SP-2023-0617 with the following conditions:
1. The most stringent requirements of Exhibit “A” Community Development Department
Report and Recommendation dated December 11, 2023, and strict compliance with the
Exhibits listed below, which are attached hereto and made a part hereof as Exhibit “B.”
a. Boundary Survey by Lidberg Land Surveying Inc. stamped-dated December 11,
2023
b. Building and Sign Elevation sheet created by Cotleur & Hearing and stamp-dated
December 11, 2023
2. A sign building permit is required for the proposed wall sign. (Planning and Zoning)
3. The site plan shall be revised as necessary to reflect all conditions of approval and re-
submitted before the issuance of building permits. (Planning and Zoning)
4. Non-compliance with any of the conditions of approval will result in withholding of the
issuance of building permits or a Certificate of Occupancy. (Planning and Building)
PUD-2023-005 Page 7 of 9 635 US Highway 1
5. All advertisements and legal addresses on insurance policies and business correspondence
shall clearly state that the project is located within the “Village of North Palm Beach.”
(Planning and Zoning)
PLANNING AND ZONING ADJUSTMENT BOARD ACTION – January 2, 2024
On a motion by Board Member Kennedy and seconded by Board Member Cross, the Planning,
Zoning and Adjustment Board recommended approval (6 -1 with Board Member Hogarth
dissenting) for the Ordinance as presented by Village Staff.
VILLAGE COUNCIL ACTION (first reading) – January 25, 2024
On a motion by Councilmember Marcus and seconded by Vice Mayor Searcy, the Village Council
recommended approval (4-0) of the Ordinance as presented by Village Staff.
PUD-2023-005 Page 8 of 9 635 US Highway 1
PUD-2023-005 Page 9 of 9 635 US Highway 1
Exhibit B
Location Map
K:\UST\164243\125-112\20-078-101\20-078-101.DGN 11/22/2022 10:11:14 AMDigitally signed by David C Lidberg DN: c=US, o=LIDBERG LAND SURVEYING, dnQualifier=A01410D0000017D14A5A54C000159A6, cn=David C Lidberg Date: 2022.11.22 10:14:03 -05'00'
DESANO PIZZERIA
Major PUD Amendment
Justification Statement
December 11, 2023
INTRODUCTION | REQUEST
On behalf of the Owner, ASL NPB, LLC., and Applicant, Desano – North Palm Beach LLC, we
are requesting approval of a Waiver/Major PUD Amendment to the approved Commercial
Planned Unit Development per Ordinance No. 2017-07, to permit an 8.7 square-foot accessory
wall sign on the north façade adjacent to a private driveway.
PROJECT CONTACT
All correspondence in connection with this request should be directed to the agents for the
applicant:
AGENT / PLANNER
Cotleur & Hearing
Contact: Donaldson Hearing/Zach Ciciera
1934 Commerce Lane, Suite 1
Jupiter, Florida 33458
Phone: (561) 747-6336 x 135
OWNER
ASL NPB, LLC.
Contact: Douglas Brawn
1615 Forum Place, Suite 200
West Palm Beach, FL 33401
Phone:
APPLICANT / TENANT
Desano – North Palm Beach LLC
Contact: Scott Desano
PO Box 921144
Norcross, GA 30010 UN
LOCATION
The subject +/-0.27-acre parcel is located on the west side of US Highway 1, south of Lighthouse
Drive and north of Ebbtide Drive. The subject parcel is within the C-MU (Commercial Mixed-Use
District) pursuant to the Village Zoning map and C (Commercial) future land use designation
pursuant to the Village Future Land Use map. The property address is 635 US HWY 1, North
Palm Beach, FL 33408.
Desano Pizzeria
Project #: 23-0717
Major PUD Amendment
December 11, 2023
- 2 -
Adjacent
Property
Zoning
District
Future Land Use
Designation
North C-MU C
South C-MU C
East C-MU C
West C-MU C
BACKGROUND
Approved in 2017, the subject 6,000 square foot building reserved for restaurant/retail/office use
lies within the commercial outparcel within the aforementioned CPUD in conjunction with the
adjacent 37,404 square foot Memory Care facility. Construction of the subject building has been
finalized in 2022, however, all applicable permits have been applied for in preparation of future
tenant Desano Pizzeria to occupy the northern most tenant space. A series of five (5) waivers
have been approved by Village Council as part of the final CPUD approval, which are as follows:
A. A waiver from Section 27- 64 of the Village Code of Ordinances to eliminate trees
required for the north buffer spaced at one (1) for every seventy- five (75) lineal feet of
landscape buffer. No trees shall be planted within the north landscape buffer adjacent to
the courtyard (spacing requirements will be modified as depicted on the Landscape Plan).
B. A waiver from Section 45- 32(E)7 of the Village Code of Ordinances to provide a total
of
seventy- eight (78) parking spaces where one hundred and fifty (150) parking spaces
are required.
C. A waiver from Section 45- 36(D) of the Village Code of Ordinances to provide for a wall
eight (8) feet in height adjacent to the outdoor courtyard. The Code limits the height of
walls and fences to six (6) feet.
D. A waiver from Section 45- 32(D) of the Village Code of Ordinances to allow for a front
setback of ten (10) feet for placement of the commercial outparcel building. The Code
requires a front setback of fifty (50) feet.
WAIVERS
The applicant is requesting a waiver to Sec. 6-115.2(c) of the Village Code, to permit an accessory
wall sign on the north façade fronting a private driveway and sidewalk. The proposed sign, as
previously mentioned, is measured at 8.7 square-feet, and designed to be consistent with the
restaurant’s theme and color palette. It should be noted that the applicant is unable to obtain
signage on the existing monument sign, therefore this request is a result of that hardship and will
allow the restaurant appropriate signage along US HWY 1, and is in conformance with maximum
sign area requirements set forth in the Village Code.
Desano Pizzeria
Project #: 23-0717
Major PUD Amendment
December 11, 2023
- 3 -
A. The extent to which the alternate standard proposed by the applicant differs from
the code's standard that would be waived.
Signage – The applicant is proposing a small 8.7 square-foot wall sign on the north façade,
consistent with the primary wall signage and the buildings architecture. The north façade
provides direct access to the restaurant, however, it does not front a public street which is
in conflict with Sec. 6-115.C(2)(c).
B. Whether the granting of the waiver will lead to innovative design in which other
minimum standards are exceeded.
Signage – Granting of this waiver will not lead to alterations of other elements of the site.
C. Whether the request clearly demonstrates the public benefits to be derived.
Signage – The building’s location along US-1 complemented with its shallow setback
creates a necessity for additional signage to alert drivers of the restaurant’s entrance. The
signage proposed on the north façade is minimal, calculated at 8.7 square-feet. It should
be noted that the applicant is unable to present signage on the existing monument sign,
thus creating a hardship.
D. Whether the request furthers the goals of the village master plan, and exemplifies
the architectural, building, and site design techniques desired within the Village's
Appearance Plan.
Signage – Although the requested accessory sign is minimal in size, the design is
harmonious with the building and accents the north façade in an appropriate manner.
E. Any unusual circumstances regarding the property or immediate area, including the
location of power lines, specimen trees, or shade trees.
Signage – There are no unusual circumstances affecting the signage request.
F. The effect of approving or denying the waiver on the development project and on
the surrounding area.
Signage – Approval of this request will not have any significant impact on the surrounding
area and will provide appropriate signage on the north façade. Given the inability to utilize
the existing monument sign for tenant signage, approval of this request will allow DeSano
Pizzeria to display (2) total signs as opposed to only one, consistent with surrounding
commercial businesses.
G. Consistency with the comprehensive plan.
Although there are limited objectives, goals, and policies directly applicable to this request;
the requested waiver and the site in its entirety are consistent with the applicable
provisions set forth in the comprehensive plan and does not create conflict with any
provisions.
Desano Pizzeria
Project #: 23-0717
Major PUD Amendment
December 11, 2023
- 4 -
H. How the proposed waiver provides a public benefit.
Signage – The building’s location along US-1 complemented with its shallow setback
creates a necessity for additional signage. Driver’s traveling southbound on US-1 will not
be within reasonable view of the building’s primary sign on the east façade due to the
current setback of the building. The signage proposed on the north façade is minimal,
calculated at 8.7 square-feet. It should be noted that the applicant is unable to present
signage on the existing monument sign, thus creating a hardship.
CONCLUSION
On behalf of the applicant, we look forward to working with staff to address any comments that
may arise as a result of this request.
VILLAGE OF NORTH PALM BEACH
OFFICE OF THE VILLAGE CLERK
TO: Honorable Mayor and Council
THRU: Chuck Huff, Village Manager
FROM: Jessica Green, Village Clerk
DATE: February 8, 2024
SUBJECT: RESOLUTION – Appointing one resident member to the Audit Committee.
In accordance with Chapter 2, Article 1 of the Village Code of Ordinances, the Village Council may appoint
citizens as members of its Boards to serve at the pleasure of the Council.
Presently, there is one vacant position on the Audit Committee due to the resignation of Suzanne
Mehregan. The opening has been advertised on the Village’s website and Facebook page and in the
newsletter. The Village Clerk’s Office received one (1) application for the vacant position:
Darryl Aubrey
The Application for Appointment form is attached for Council consideration.
The applicant was contacted for an interview with the Council during Item 6A, Statements from the Public.
Selection of the new member will be by a motion to approve or deny appointment of the applicant when
the Resolution comes up for consideration under Other Village Business Matters. The appointed member
will serve the remainder of the three-year term which expires on April 30, 2025.
The attached resolution has been prepared/reviewed by the Village Attorney for legal sufficiency.
There is no fiscal impact.
Recommendation:
Village Staff requests Council consideration and approval of a proposed Resolution appointing
one resident member to the vacant position on the Audit Committee to serve the remainder of the
three-year term expiring on April 30, 2025 in accordance with Village policies and procedures.
RESOLUTION 2024-___
A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF
NORTH PALM BEACH, FLORIDA APPOINTING A RESIDENT MEMBER TO
THE AUDIT COMMITTEE; AND PROVIDING FOR AN EFFECTIVE DATE.
WHEREAS, in accordance with Chapter 2, Article I of the Village Code of Ordinances, the Village
Council may appoint residents of the Village as members of Village advisory boards to serve at the
pleasure of the Village Council, subject to the terms and conditions set forth therein; and
WHEREAS, the Village Council wishes to appoint one resident member to serve on the Audit
Committee to fill a vacant position.
NOW, THEREFORE, BE IT RESOLVED BY THE VILLAGE COUNCIL OF THE VILLAGE OF
NORTH PALM BEACH, FLORIDA, as follows:
Section 1. The following person is hereby appointed to the Audit Committee as indicated
herein:
AUDIT COMMITTEE
____________________________ April 30, 2025
Section 2. The Village Clerk is hereby directed to send a conformed copy of this Resolution
to the member appointed above. Section 3. This Resolution shall be effective immediately upon adoption.
PASSED AND ADOPTED THIS 8TH DAY OF FEBRUARY, 2024.
(Village Seal)
MAYOR
ATTEST:
VILLAGE CLERK
From:noreply@civicplus.com
To:Green Jessica
Subject:Online Form Submittal: Board Application Form
Date:Thursday, January 25, 2024 10:37:12 AM
CAUTION: This email originated from outside your organization. Exercise caution when
opening attachments or clicking links, especially from unknown senders.
Board Application Form
Step 1
Personal Information
Please Note Application for Appointment (PDF)
Date 1/25/2024
First Name Darryl
Last Name Aubrey
Home Address 1100 Marine Way West
Address2 Unit ATH
City North Palm Beacu
State Florida
Zip 33408
Primary Phone Number 5616700396
Email Address DCAUBREY@outlook.com
Village of NPB
Resident
Yes
Residency Year-Round Resident
Length of residency in
NPB
22 years
Registered Voter Yes
Personal Information
Board and Committee Summary of Board and Committee requirements and duties
Information
Board or Committee Audit Committee
Alternate Board or
Committee
Field not completed.
Why are you interested
in serving on this
Board?
I have followed and been interested in Village finances for many
years.
Volunteer experience 17 years on Village council and 20 years in key roles i the Palm
Beach Sail & Power Squadron
Do you currently serve
on a Village Board?
No
Financial Disclosure Form 1
Ethics Training PBC Commission on Ethics
Board/Committee Information
Education and Professional Experience
Occupation Retired Exxon Executive, University Professor, and IBM
Executive
Resume Attached?No
Business Address Field not completed.
Business Phone
Number
Field not completed.
Business Email Field not completed.
Education and/or
Experience
BS in Chemical Engineering, MBA degree and Doctorate in
Management Systems
Areas of Special
Interest or Additional
Information
Financial analysis
Education and Professional Experience
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VILLAGE OF NORTH PALM BEACH
OFFICE OF THE VILLAGE CLERK
TO: Honorable Mayor and Council
THRU: Chuck Huff, Village Manager
FROM: Jessica Green, Village Clerk
DATE: February 8, 2024
SUBJECT: RESOLUTION – Appointing two resident members to the Waterways Advisory Board.
In accordance with Chapter 2, Article 1 of the Village Code of Ordinances, the Village Council may appoint
citizens as members of its Boards to serve at the pleasure of the Council.
Presently, there are two vacant positions on the Waterways Board due to the resignation of Bill Hipple
and the removal of Ed Preti for having three (3) absences. The openings have been advertised on the
Village’s website and Facebook page, as well as in the newsletter. The Village Clerk’s Office received
three (3) applications for the vacant positions:
Edward Crawford
Chris Marchesani
Diane Wimbrow
The Applications for Appointment forms are attached for Council consideration.
The applicants were contacted for an interview with the Council during Item 6A, Statements from the
Public. Selection of the new members will be conducted by ballot when the resolution comes up for
consideration under Other Village Business Matters One appointed member will serve the remainder of
Bill Hipple’s three-year term which expires on April 30, 2025. The other appointed member will serve the
remainder of Ed Preti’s three-year term which expires on April 30, 2024.
The attached resolution has been prepared/reviewed by the Village Attorney for legal sufficiency.
There is no fiscal impact.
Recommendation:
Village Staff requests Council consideration and approval of a proposed Resolution appointing
two resident members to the vacant positions on the Waterways Advisory Board to serve the
remainder of a three-year term expiring on April 30, 2025 and another for the remainder of a three-
year term expiring on April 30, 2024 in accordance with Village policies and procedures.
RESOLUTION 2024-___
A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF
NORTH PALM BEACH, FLORIDA APPOINTING RESIDENT MEMBERS TO
THE WATERWAYS ADVISORY BOARD; AND PROVIDING FOR AN
EFFECTIVE DATE.
WHEREAS, in accordance with Chapter 2, Article I of the Village Code of Ordinances, the Village
Council may appoint residents of the Village as members of Village advisory boards to serve at the
pleasure of the Village Council, subject to the terms and conditions set forth therein; and
WHEREAS, the Village Council wishes to appoint two resident members to serve on the Waterways
Advisory Board to fill vacant positions.
NOW, THEREFORE, BE IT RESOLVED BY THE VILLAGE COUNCIL OF THE VILLAGE OF
NORTH PALM BEACH, FLORIDA, as follows:
Section 1. The following person s are hereby appointed to the Waterways Advisory Board as
indicated herein:
WATERWAYS ADVISORY BOARD
____________________________ April 30, 2024
____________________________ April 30, 2025
Section 2. The Village Clerk is hereby directed to send a conformed copy of this Resolution
to the member appointed above. Section 3. This Resolution shall be effective immediately upon adoption.
PASSED AND ADOPTED THIS 8TH DAY OF FEBRUARY, 2024.
(Village Seal)
MAYOR
ATTEST:
VILLAGE CLERK
From:noreply@civicplus.com
To:Green Jessica
Subject:Online Form Submittal: Board Application Form
Date:Wednesday, January 3, 2024 7:49:10 PM
CAUTION: This email originated from outside your organization. Exercise caution when
opening attachments or clicking links, especially from unknown senders.
Board Application Form
Step 1
Personal Information
Please Note Application for Appointment (PDF)
Date 1/3/2024
First Name Chris
Last Name Marchesani
Home Address 736 Jacana Way
Address2 Field not completed.
City North Palm Beach
State Florida
Zip 33408
Primary Phone Number 5612529666
Email Address chrism@markeemarine.com
Village of NPB
Resident
Yes
Residency Year-Round Resident
Length of residency in
NPB
25 years
Registered Voter Yes
Personal Information
Board and Committee Summary of Board and Committee requirements and duties
Information
Board or Committee Waterways Board
Alternate Board or
Committee
Business Advisory Board
Why are you interested
in serving on this
Board?
To help maintain, preserve and enhance our waterways for all to
enjoy. I’ve lived in North Palm Beach almost my entire life and
have grown up on the water. I currently own a Yacht
Management company servicing North Palm Beach and the
surrounding areas. I would like to use my expertise in the boating
and marine industry to help this board keep our waterways safe,
clean and ready for all to enjoy.
Volunteer experience Field not completed.
Do you currently serve
on a Village Board?
No
Financial Disclosure Form 1
Ethics Training PBC Commission on Ethics
Board/Committee Information
Education and Professional Experience
Occupation Small Business Owner and Sportfishing Captain
Resume Attached?No
Business Address 4900 Dyer Blvd Unit B West Palm Beach, Fl 33407
Business Phone
Number
5612529666
Business Email chrism@markeemarine.com
Education and/or
Experience
OUPV 6 Pack Captains License with 9 years experience
AA Degree from the University of Central Florida
Small Business Owner for 8 years
Areas of Special
Interest or Additional
Information
Field not completed.
Education and Professional Experience
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IT department before
opening.
From:noreply@civicplus.com
To:Green Jessica
Subject:Online Form Submittal: Board Application Form
Date:Wednesday, January 31, 2024 10:59:33 AM
CAUTION: This email originated from outside your organization. Exercise caution when
opening attachments or clicking links, especially from unknown senders.
Board Application Form
Step 1
Personal Information
Please Note Application for Appointment (PDF)
Date 1/31/2024
First Name Diane
Last Name Wimbrow
Home Address 11395 Twelve Oaks Way
Address2 Field not completed.
City North Palm Beach
State Florida
Zip 33408
Primary Phone Number 5613298201
Email Address dianewimbrow@gmail.com
Village of NPB
Resident
Yes
Residency Year-Round Resident
Length of residency in
NPB
3 Years
Registered Voter Yes
Personal Information
Board and Committee Summary of Board and Committee requirements and duties
Information
Board or Committee Waterways Board
Alternate Board or
Committee
Field not completed.
Why are you interested
in serving on this
Board?
My husband and I are lifelong Floridians and avid boaters. I am
interested in preserving the beauty of our waterways and
maintaining the quality of life her in North Palm Beach.
Volunteer experience Board member, Twelve oaks Condo Association
former zoning Board member Palm Beach Shores
former board member Holy Ground PBC
Do you currently serve
on a Village Board?
No
Financial Disclosure Form 1
Ethics Training PBC Commission on Ethics
Board/Committee Information
Education and Professional Experience
Occupation Realtor
Resume Attached?No
Business Address North Palm Beach, FL
Business Phone
Number
561-329-8201
Business Email diane.wimbrow@exprealty.com
Education and/or
Experience
Graduate of University of Florida, BSBA in Finance, Certified
Financial Planner (CFP)
Areas of Special
Interest or Additional
Information
Waterways and habitat preservation
Education and Professional Experience
Email not displaying correctly? View it in your browser.
CAUTION – This email
originated from outside of
the Village. Please do not
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click on any links from
unknown sources or
unexpected email. If you are
uncertain please contact the
IT department before
opening.