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July 16 2013 Min & Ex 9 92 JULY 16,2013-REGULAR MEETING -PAGE 12 OF 16 AGENDA COUNCIL ACTION-DISCUSSION•VOTE IX. NEW BUSINESS CONTINUED. E. Consider approval of a Workers'Compensation Supplemental VOTE Payment Extension continued. KIRK-ABSENT MAXWELL-YEA O'CONNOR-YEA WATFORD-YEA WILLIAMS-YEA MOTION CARRIED. F. Motion to approve implementation of The Compliance Engine web- Council Member O'Connor moved to approve implementation of The Compliance Engine(TCE)web-based system based system as a management tool for Life Safety Inspections- as a management tool for Life Safety Inspections;seconded by Council Member Maxwell. Fire Chief Smith and Bryan Schultz,Brycer,LLC(Exhibit 9) Mr.Bryan Schuiltz of Brycer,LLC.,was in attendance to respond to questions regarding,TCE,which is a web-based 1 software system that manages State required reports submitted by contractors on Life Safety Inspection issues such as fire extinguishers,fire sprinkler systems,fire alarms,commercial hood extinguishing systems and fire pumps.Fire Chief Smith will be advised electronically as inspections are completed by the certified fire protection contractors,of the businesses that are deficient and those who are in compliance.Currently the City does not have a submittal procedure in place,therefore each contractor submits the reports through various methods and on different forms, which then requires staff to spend a significant amount of time reviewing the reports.By creating a streamline submittal procedure,the Fire Department Staff will be able to be pro-active in following up on those businesses in violation. Discussion ensued,the software program is at no cost to the City,but will require a contract with the company in order to provide the service.Attorney Cook had not reviewed the proposed contract as of meeting time. Council Member Williams moved to amend the motion,to bring the proposed Contract back to the Council, upon approval of the City Attorney;second by Council Member O'Connor. VOTE ON MOTION TO AMEND KIRK-ABSENT MAXWELL-YEA O'CONNOR-YEA WATFORD•YEA WILLIAMS-YEA MOTION To AMEND CARRIED, VOTE ON MOTION AS AMENDED KIRK-ABSENT MAXWELL•YEA O'CONNOR-YEA WATFORD-YEA WILLIAMS-YEA MOTION CARRIED As AMENDED. G. Presentation of Chamber of Commerce Midyear Status Review- Mr.Terry Burroughs,President of the Chamber of Commerce of Okeechobee County,presented a Mid-Year Review Terry Burroughs(Exhibit 10). on the Chambers current accomplishments for organizational achievements:they now have154 members;developed a Leadership Okeechobee Program; the Business Advocacy Program has been effective; relocated to the old Chamber building; and with the City's approval, sub-let office space to Okeechobee Main Street and State Representative Pigman. y - k Exhibit 9 City of Okeechobee July my 16, 2013 I) Fire 1 epartrne t �1915a 10 July 2013 The Compliance Engine is a management tool for Life Safety Inspections. It manages reports given by contractors on Life Safety Inspection issues such as fire extinguishers, fire sprinkler systems, fire alarms, commercial hood extinguishing systems, and fire pumps. The Compliance Engine (TCE) is a web-based system connecting Authorities Having Jurisdiction (AHJ), commercial entities, and third party inspection companies delivering fire and life safety inspection reports in a completely streamlined and efficient manner. n COMPLIANT. TCE affords AHJs a platform to realize 100%compliance with adopted fire and life safety codes. i1 PRODUCTIVE. In a time of constrained budgets, TCE will afford AHJs the ability to focus on deficient buildings, reducing administrative work and improving utilization of fire department manpower. fl SIMPLE. All with a click you receive a profile of your jurisdiction's life safety apparatuses by premise, readable uniform reports sorted compliant or deficient, automated notification letters and deficiency tracking affording you time to achieve your goals of a safer community. The contractor's will be charged $10.00 annually for inspection reports per address. Example: Fire Alarm Report, Fire Sprinkler System Reports, Fire Pump Reports, and Commercial Hood Extinguishing Systems. The Compliance Engine has been in use for 2 1/2 years and is being used in 7 states. Martin County FL was the first county in FL to adopt the use of the Compliance Engine. Martin County has gone through legal and also requests for proposals for similar products before choosing the Compliance Engine. The contract between Martin County and Brycer was finalized on January 7th, 2013 and final implementation for all contractors to report to the new system was put in place May 1st, 2013. Many of the contractors serving Martin County also serve Okeechobee County. Okeechobee County and City of Okeechobee Jurisdictions have been in communication with Brycer for more than a year looking into the benefits of the system to our community. As inspections are completed by the certified fire protection contractors Okeechobee City Fire Department will be advised electronically of the businesses that are deficient and those who are in compliance with state and local fire safety regulations. When a local business is deficient, notification will make it faster and easier for us to have the deficiency addressed and corrected. Should the board approve entering into this agreement, we will need to prepare a resolution for adoption at a later meeting that will formally enact use of The Compliance Engine. Staff will have some preliminary work prior to approval of the resolution in order to formally engage The Compliance Engine. Staff would recommend approval of the contract agreement with Brycer LLC-The Compliance Engine using Martin County's bid process and agreement as our purchasing bases; subject to approval by the City Attorney. Respectively, Herb Smith Fire Chief City of Okeechobee Fire Dept. 55 S.E. Third Avenue o Okeechobee, Florida o 34974-2932 o 863-467-1586 o Fax: 863-763-4489 FL.Statutes state the owner of any building with fire protection systems including fire extinguishers shall be maintained and certified by a fire protection contractor approved by the state. Fire protection contractor can be any company recognized by the state such as a Fire Alarm,Fire Sprinkler, Fire Extinguisher,etc. It is the responsibility of the bldg./business owner to contact the company for maintenance and certifications. BUSINESS OWNER -- --- _. __ CITY OF OKEECHOBEE ! 1 FIRE CONTRACTORS RESPONSIBILITY i; �ri FIRE CONTRACTOR 1' They are required to execute the essential maintenance/repairs on the fire systems or 11 I� 1 1; devices with the consent of the business/bldg. owner. They are obligated to notify the 11 1 local(AHJ)Fire Chief/Marshal to report systems status and identify any deficiencies with ' ,1 these life safety items. �} il 1 Presently,the AHJ receives hard copies of the fire contractor's reports as well as on CD/DVD. The Local AHJ receives the notification. s present process is not efficient and timely due to many reasons.There is no accountability that all systems and/or devices have been properly maintained/repaired/recertified due to the multiple fire contractors,no way to know who works on what without physically sending a City Fire Inspector to each business that can be multiple times annually based on their particular fire protection. OFD does not have the manpower to ensure and inspect all the businesses throughout the year. OFD targets the"high hazard"occupancies first based on the highest impact of danger to owners and citizens each year. ITHE COMPLIANCE ENGINE(TCE) The proposed use of a third party entity(TCE)to retain records and send out deficiency letters will enhance our inspection process and allow more efficient use of manpower and cover more business inspections per year at no cost to City of Okeechobee Fire Department. i 4 Private(third party)web based company that has a contract established with the local AHJ which causes any fire protection contractor that enters the city limits and"touches"the fire protection system or devices shall be registered with TCE. This establishes a more proficient process to ensure required fire protection systems including fire extinguishers are being correctly maintained and certified per Florida Statues for the protection of the citizens.