2016/2017 FY Contract $18,000CITY OF OKEECHOBEE
55 SE THIRD AVENUE
OKEECHOBEE, FL 34974
Telephone: 863 - 763 -3372 Fax: 863 - 763 -1686
OCTOBER 1, 2016
TO:
CAS Governmental Services, LLC
P 0 Box 35
36910 3rd Street
Canal Point, FL 33438 -0035
FROM: City of Okeechobee
55 SE 3rd Avenue
Okeechobee, FL 34974
Letter of Understanding
Relating to Revision of Compensation to
Current Legislative Services Agreement
This Letter of Understanding amends the compensation section of the existing City of
Okeechobee (City) Agreement with CAS Governmental Services, LLC, (CAS) which will
now include a `not -to- exceed' provision.
The following is hereby agreed:
Upon execution of this Letter of Understanding, the Compensation provision of the
current agreement between the City and CAS shall be repealed and /or revised to
incorporate a `not -to- exceed' provision wherein it is understood and agreed that CAS
total billable expenses and retainer fees to the City for services rendered in the fiscal
year October 1, 2016 through September 30, 2017 shall not exceed Eighteen Thousand
Dollars ($18,000). All other aspects of the existing Agreement remain as agreed.
FOR: CITY OF OKEECHOBEE
S ature
Marcos Montes De Oca
City Administrator
Printed Name & Title
Date: (af Z //h
FOR CAS Gover mental Services
ez44,ii--/-fre---4
Signature
Cccn�ss�� V c c P
Printed Name & Title
Date:
C4S Governmental Services, l_lC
"Communications Advocacy Services"
Governmental — Legislative Services — Grants — Special Funding
P.O. Box 35 • Canal Point, Florida 33438 -0035
Office 561.924.7702 • Fax 866.929.8006
October 21, 2016
Ms. Robin Brock
City of Okeechobee
55 SE Third Avenue
Okeechobee, Florida 34974
RE: Letter of Understanding
Dear Ms. Brock:
Thank you for forwarding the letter of understanding for our services from October 1,
2016 through September 30, 2017.
Enclosed are two (2) executed originals for your use.
Thank you,
Sincerely,
M. Dale Milita
President Vice President
M. Dale Milita Connie C. Vanassche
561.718.2100 561.512.0089
dmilitagovser @gmail.com ccvgovser @gmail.com
ADDENDUM NO. 1
LEGISLATIVE SERVICES AGREEMENT
BETWEEN
THE CITY OF OKEECHOBEE
AND CAS GOVERNMENTAL SERVICES, LLC
THIS ADDENDUM to the contract for legislative services with CAS Governmental
Services., LLC, dated this 1St day of November, 2016, and the terms herein are
incorporated by reference and made a part of the renewal Letter of
Understanding relating to revision of compensation to current legislative services
agreement with the professional firm /contractor.
1. The legislature has amended Chapter 119 Florida Statutes, Section .0701
thereof, to expand the obligation of local government to include into all
contracts certain language that relates to public records, which is made a part
of this Contract.
9
IF THE CONTRACTOR HAS QUESTIONS REGARDING THE
APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO
THE CONTRACTOR'S DUTY TO PROVIDE PUBLIC RECORDS
RELATING TO THIS CONTRACT, CONTACT THE CUSTODIAN
OF PUBLIC RECORDS FOR THE CITY OF OKEECHOBEE AT:
CITY CLERK'S OFFICE
55 S.E. 3RD Avenue
Okeechobee, FL. 34972
(863) 763 -3372 ext. 215
!gam iotea @cityofokeechobee.com
The contractor sha!l adhere to Florida public records laws, including the
following:
a. Keep and maintain public records required by the City to perform the
services, and upon request of the custodian of records for the City,
provide the City with a copy of the requested records or allow the
records to be copied or inspected within a reasonable time at a cost that
does not exceed the cost allowed in Chapter 119 or as otherwise
provided by law.
b. 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 this contract term and following
ADDENDUM NO. 1 Page 1 of 3
completion of the contract if the contractor does not transfer the records
to the City.
c. Upon completion of the contract, transfer, at no cost, to the City all public
records in possession of the contractor or thereafter keep and maintain
public records required by the City to perform the service. If the
contractor transfers all public records to the City upon completion of the
contract, the contractor shall destroy any duplicate public records that
are exempt or confidential and exempt from public records disclosure
requirements. If the contractor keeps and maintains public records upon
completion of the contract, the contractor shall meet all applicable
requirements for retaining public records. All records stored
electronically must be provided to the City, upon request of the City
Clerk, in a format that is compatible with the information technology
systems of the City.
3. Noncompliance:
a. A request to inspect or copy public records relating to the City's contract
for services must be made directly to the City. If the City does not
possess the requested records, the City shall immediately notify the
contractor of the request, and the contractor must provide the records to
the City or allow the records to be inspected or copied within a
reasonable time. A reasonable time is defined as within eight (8)
business days.
b. If the contractor does not comply with the request of the City for the
records, the City shall enforce the contract provisions in accordance with
the contract.
c. If the contractor fails to provide the public records to the City within a
reasonable time, the contractor may be subject to the penalties under
Chapter 119.10.
4. Civil Action.
a. If a civil action is filed against a contractor to compel production of public
records relating to the City's contract for professional services, the court
shall assess and award against the contractor the reasonable costs of
enforcement, including reasonable attorney fees, If:
1) The court determines that the contractor unlawfully refused to comply
with the public records request within a reasonable time; and
2) At least eight (8) business days before filing the action, the plaintiff
provided written notice of the public records request, including a
ADDENDUM NO. 1 Page 2 of 3
statement that the contractor has not complied with the request, to
the City and to the contractor.
b. A notice complies with the above if it is sent to the custodian of public
records for the City and to the contractor at the contractor's address
listed on its contract with the City, or to the contractor's registered agent.
Such notices must be sent by common carrier delivery service or by
registered, Global Express Guaranteed, or certified mail, with postage or
shipping paid by the sender and with evidence of delivery, which may be
in an electronic format.
c. A contractor who complies with a public records request within eight (8)
business days after the notice is sent is not liable for the reasonable
costs of enforcement.
IN WITNESS WHERE OF, the CITY and the Professional have made and executed this
Addendum to the Contract:
AS TO THE CITY:
Lane Gamiotea, CMC, City Clerk
REVIEWED FOR LEGAL SUFFICIENCY:
John R. Cook, City Attorney
AS TO THE PROFESSIONAL:
L
Ja�yi s E. Kirk, Mayor
Date: November 1, 2016
Attt
(Signature)
yv1 , 0 A-ke_ \NN 1, Ores-11.A-
(Printed Name & Title)
Date: 1 I — -1 -1 (o
ADDENDUM NO. 1 Page 3 of 3
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Exhibit 3
Nov 1, 2016
ADDENDUM NO. 1
LEGISLATIVE SERVICES AGREEMENT
BETWEEN
THE CITY OF OKEECHOBEE
AND CAS GOVERNMENTAL SERVICES, LLC
THIS ADDENDUM to the contract for legislative services with CAS Governmental
Services., LLC, dated this 1st day of November, 2016, and the terms herein are
incorporated by reference and made a part of the renewal Letter of
Understanding relating to revision of compensation to current legislative services
agreement with the professional firm /contractor.
1. The legislature has amended Chapter 119 Florida Statutes, Section .0701
thereof, to expand the obligation of local government to include into all
contracts certain language that relates to public records, which is made a part
of this Contract.
IF THE CONTRACTOR HAS QUESTIONS REGARDING THE
APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO
THE CONTRACTOR'S DUTY TO PROVIDE PUBLIC RECORDS
RELATING TO THIS CONTRACT, CONTACT THE CUSTODIAN
OF PUBLIC RECORDS FOR THE CITY OF OKEECHOBEE AT:
CITY CLERK'S OFFICE
55 S.E. 3RD Avenue
Okeechobee, FL. 34972
(863) 763 -3372 ext. 215
!gam iotea @cityofokeechobee.com
2. The contractor shall adhere to Florida public records laws, including the
following:
a. Keep and maintain public records required by the City to perform the
services, and upon request of the custodian of records for the City,
provide the City with a copy of the requested records or allow the
records to be copied or inspected within a reasonable time at a cost that
does not exceed the cost allowed in Chapter 119 or as otherwise
provided by law.
b. 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 this contract term and following
ADDENDUM NO. 1 Page 1 of 3
completion of the contract if the contractor does not transfer the records
to the City.
c. Upon completion of the contract, transfer, at no cost, to the City all public
records in possession of the contractor or thereafter keep and maintain
public records required by the City to perform the service. If the
contractor transfers all public records to the City upon completion of the
contract, the contractor shall destroy any duplicate public records that
are exempt or confidential and exempt from public records disclosure
requirements. If the contractor keeps and maintains public records upon
completion of the contract, the contractor shall meet all applicable
requirements for retaining public records. All records stored
electronically must be provided to the City, upon request of the City
Clerk, in a format that is compatible with the information technology
systems of the City.
3. Noncompliance:
a. A request to inspect or copy public records relating to the City's contract
for services must be made directly to the City. If the City does not
possess the requested records, the City shall immediately notify the
contractor of the request, and the contractor must provide the records to
the City or allow the records to be inspected or copied within a
reasonable time. A reasonable time is defined as within eight (8)
business days.
b. If the contractor does not comply with the request of the City for the
records, the City shall enforce the contract provisions in accordance with
the contract.
c. If the contractor fails to provide the public records to the City within a
reasonable time, the contractor may be subject to the penalties under
Chapter 119.10.
4. Civil Action.
a. If a civil action is filed against a contractor to compel production of public
records relating to the City's contract for professional services, the court
shall assess and award against the contractor the reasonable costs of
enforcement, including reasonable attorney fees, If:
1) The court determines that the contractor unlawfully refused to comply
with the public records request within a reasonable time; and
2) At least eight (8) business days before filing the action, the plaintiff
provided written notice of the public records request, including a
ADDENDUM NO. 1 Page 2 of 3
statement that the contractor has not complied with the request, to
the City and to the contractor.
b. A notice complies with the above if it is sent to the custodian of public
records for the City and to the contractor at the contractor's address
listed on its contract with the City, or to the contractor's registered agent.
Such notices must be sent by common carrier delivery service or by
registered, Global Express Guaranteed, or certified mail, with postage or
shipping paid by the sender and with evidence of delivery, which may be
in an electronic format.
c. A contractor who complies with a public records request within eight (8)
business days after the notice is sent is not liable for the reasonable
costs of enforcement.
IN WITNESS WHERE OF, the CITY and the Professional have made and executed this
Addendum to the Contract:
AS TO THE CITY:
ATTEST: James E. Kirk, Mayor
Lane Gamiotea, CMC, City Clerk
REVIEWED FOR LEGAL SUFFICIENCY:
John R. Cook, City Attorney
AS TO THE PROFESSIONAL:
Date: November 1, 2016
(Signature)
(Printed Name & Title)
Date:
ADDENDUM NO. 1 Page 3 of 3
Craig A. Smith & Associates
1000 W. McNab Road, Suite 200
Pompano Beach, FL 33069
This Agreement is by and between the City of Okeechobee, Florida, hereinafter referred to
as the "CITY" and the consulting firm, Craig A. Smith & Associates, hereinafter referred to
as "CAS ".
Whereas, the CITY seeks to engage the services of an individual or firm to seek, write and
administer grants and special Legislative Appropriation Funding. This service will be with
respect to grants, special funding and /or appropriations relating to the City of Okeechobee,
Florida.
Whereas, the CITY voted in an official meeting of the Okeechobee City Council to contract
the professional services of Craig A. Smith & Associates to seek and administer special
funding projects relating to services and improvements in the City of Okeechobee, Florida.
SERVICES: CAS will provide the following services: Research potential grants, write
grants and administer grants. Provide information and data to Federal, State and Regional
agencies; Prepare appropriate draft cooperative agreements for agencies involved and for
review by the CITY; Provide appropriation language and, as may be needed, work with
CITY staff; Attend and provide testimony at appropriate Tallahassee subcommittee
meetings; Attend and provide testimony at appropriate Tallahassee committee hearings;
Coordinate and solicit support from legislators and appropriate state agencies; Report
findings to the CITY; Make necessary reports to appropriate Federal, State and Regional
agencies; Administer the program /project and prepare and submit close -out documents as
necessary and directed.
COMPENSATION:
CAS shall receive an annual retainer fee of $10,000.00 to be paid upon invoice,
CAS shall also invoice the CITY for normal out -of- pocket expenses and hourly rate
fees for time worked and other pass- through charges normally associated with
these duties. The hourly rate will be $100.00 per hour. Craig A. Smith & Associates
agrees that it will divide costs for "similar and alike" services among the clients
represented using "similar and alike" services, for charges incurred in this section.
_ The CAS Administration fee will be 4.5% based on the funding amount obtained
and /or value gained for the CITY. CAS is not due any Administration Fee unless
the grant, appropriation or special funding project is approved. After the special
funding project is approved, and appropriate fund acquisition contracts are
approved and acceptable to the CITY, CAS may invoice the CITY for the amount
due.
The CITY agrees to make payment within thirty (30) days of CAS invoicing.
CRAIG A. SMITH & ASSOCIATES
7777 Glades Road - Suite 410 - Boca Raton, Florida 33434
CONSULTING ENGINEERS • SURVEYORS • UTILITY LOCATORS • GRAM SPECWISTS
July 7, 2011
Mr. Brian Whitehall, City Administrator
55 SE Third Avenue
Okeechobee City
Okeechobee, Florida 34974
W W W. C R A I G A S M I T H. C O M
RE: Assignment of Governmental Services Division Contract
Dear Mr.: Whitehall:
Craig A. Smith & Associates, Inc. thanks you for allowing us to provide Governmental Services
for the City of Okeechobee.
We would appreciate your considerations in assigning the Governmental Services contract to a
new entity, CAS Governmental Services, LLC. There will be virtually no change in services
except that this firm is an LLC and will no longer be directly connected to the professional
engineering firm of which I am President.
The long and successful governmental services that has been in place will continue with the
same legislative team, Dale Milita as President, Ken Grimes and Connie Vanassche as Vice
Presidents.
It will be greatly appreciated if you will allow this assignment procedure as may be provided for
in the present contract.
Sincerely,
t3 n R. Schriner, P.E. EA'
President
cc: M. Dale Milita
CAS Governmental Services, LLC
Approved
9 5 4 . 7 8 2 . 6 2 2 2 5 6 1. 7 9 1. 9 2 8 0
9 5 4. 7 8 6. 8 9 2 7
P h on e
F a x
5 6 1 . 3 1 4 . 4 4 5 3 3 0 5. 4 6 1. 4 4 1 0
5 6 1. 7 9 1. 9 8 1 8
CITY OF OKEECHOBEE
55 SE THIRD AVENUE
OKEECHOBEE, FL 34974
Telephone: 863 - 763 -3372 Fax: 863 -763 -1686
OCTOBER 1, 2016
TO:
CAS Governmental Services, LLC
P 0 Box 35
36910 3rd Street
Canal Point, FL 33438 -0035
FROM: City of Okeechobee
55 SE 3rd Avenue
Okeechobee, FL 34974
Letter of Understanding
Relating to Revision of Compensation to
Current Legislative Services Agreement
This Letter of Understanding amends the compensation section of the existing City of
Okeechobee (City) Agreement with CAS Governmental Services, LLC, (CAS) which will
now include a 'not -to- exceed' provision.
The following is hereby agreed:
Upon execution of this Letter of Understanding, the Compensation provision of the
current agreement between the City and CAS shall be repealed and /or revised to
incorporate a `not -to- exceed' provision wherein it is understood and agreed that CAS
total billable expenses and retainer fees to the City for services rendered in the fiscal
year October 1, 2016 through September 30, 2017 shall not exceed Eighteen Thousand
Dollars ($18,000). All other aspects of the existing Agreement remain as agreed.
FOR: CITY • F OKEECHOBEE FOR: CAS Governmental Services
ature
Marcos Montes De Oca
City Administrator
Printed Name & Title
Date: /o/ Z
Signature
Printed Name & Title
Date: l7 (96/6 1
City of Okeechobee
Office of the City Clerk
November 2, 2016
Mr. M. Dale Milita
CAS Governmental Services, LLC
Post Office Box 35
36910 Third Street
Canal Point, Florida 33438 -0035
RE: Addendum No. 1 to the renewal contract for Legislative Services
Dear Mr. Milita:
The Letter of Understanding Relating to Revision of Compensation to Current
Legislative Services Agreement was approved by the Mayor and City Council at the
November 1, 2016, Regular Meeting. Additionally, Addendum No. 1 to the original
contract was prepared by City Attorney John Cook, due to recent changes and
requirements of F.S. 119, and also approved.
Enclosed, please find two original copies of Addendum No. 1 executed by City Officials.
Kindly, return one original, after appropriate execution, to the Office of the City Clerk, 55
SE 3rd Avenue, Okeechobee, FL 34974. As soon as the November 1, 2016, minutes
are approved, a copy will be forwarded for your records. Should you require any
additional information, please contact my office at Igamiotea @cityofokeechobee.com or
(863) 763 -3372 ext. 215. With best regards, I am
Sincerely,
G
Lane Gami tea, CMC
City Clerk
Enclosures
LG /bj
E -copy w/o enclosures: City Administrator Montes De Oca
55 S.E. Third Avenue • Okeechobee, Florida 34974 -2903 • (863) 763 -3372 • Fax: (863) 763 -1 686
Bobbie Jenkins
From: Bobbie Jenkins
Sent: Tuesday, December 27, 2016 11:56 AM
To: Marcos Montes De Oca; India Riedel
Cc: Lane Gamiotea
Subject: CAS Governmental Services Contract
Attachments: 2016_2017 FY Contract $18,000.pdf
Attached is a copy of the executed contract for CAS Governmental Services.
Bobbie J. Jenkins
Deputy Clerk
City of Okeechobee
55 SE 3`d Avenue
Okeechobee, FL 34974
Phone: (863) 763 -3372 ext. 215
Fax: (863) 763 -1 686
NOTICE: Florida has a very broad public records law. As a result, any written communication created or received by the City of Okeechobee
officials and employees will be available to the public and media, upon request, unless otherwise exempt. Under Florida law, e -mail addresses are
public records. If you do not want your e -mail address released in response to a public records request, do not send electronic mail to this
office. Instead, contact our office by phone or in writing.
1