2016-17 Grant Admin Services AgmtCAS Governmental Services, LLC
"Communication Advocacy Services"
Post Office Box 35
Canal Point, Florida 33438
This Agreement is by and between the City of Okeechobee hereinafter referred to as
the "CITY" and CAS Governmental Services, LLC hereinafter referred to as CASGS.
Whereas, the CITY desires to enter in an agreement with CASGS for Grant
Administration of certain projects and programs as directed by the CITY.
Whereas, CASGS, being an established grants and special funding firm is qualified to
administer appropriate and directed projects for the CITY.
PUBLIC INFORMATION:
The Florida 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.
See Attachment.
The contractor agrees to follow the rules as set forth in the Chapter 119 Florida
Statutes and an attachment A, of information, is made part of this of this agreement.
SERVICES: CASGS shall provide all personnel, labor and materials to Administer
the project from concept to close -out with the appropriate state agency, monitoring and
meeting appropriate parties to make every effort to maintain the grant on schedule and
within budget. CASGS will meet with the designated CITY Staff as directed and
receive direction throughout the project, including monthly reports, reimbursement
payments and close -out documents.
No Contingency Fees: Both the CITY and CASGS fully understand and accept that
payment of fees herein is not contingent upon the outcome or success of professional
lobbying services. In accordance with 11.047 and 112.3217, Florida Statutes (2013),
no contingency fee or performance based fee is agreed to by either the CITY or
CASGS, nor will any contingency fee be paid by the CITY or received by CASGS for
any of the herein described services.
COMPENSATION:
Grant Administration Services. For each grant award administered pursuant to this
Agreement, CASGS shall receive the following total compensation:
Four and one -half (4.5 %) percent.
Provided however that in no case shall the grant administration fee for any grant
award where allowable Grant Award Administration Fees are listed, CASGS agrees to
not exceed the allowable administrative fee rate or sum specified. If the administrative
time period for a grant award project exceeds 36 months, CITY and CASGS agree to
negotiate appropriate additional administrative costs to bring the grant to close -out or
closure, if necessary. Grant administration fees provided for in this paragraph may not
be paid out of grant proceeds. For each grant, CASGS will invoice CITY, on a regular
periodic basis, for the percentage of total compensation due that corresponds to the
percentage of the overall grant administration services performed. CITY agrees to pay
CASGS invoices within thirty (30) days of receipt.
EFFECTIVE DATE: This contract shall become effective when executed.
Dated this 3rd day of January , 2017.
FOR: CITY OF OKEECHOBEE
Dowling R. Watford, Jr., Mayor
Printed Name & Title
Witness
Lane Gamiotea, City Clerk
FOR: CAS GOVERNMENTAL SERVICES
Communication Advocacy Services
Printed Name & Title
i
Witness
01. DA-le a I :VI, Pr-es.) 46,„1--,
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
Igamiotea @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, It
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:
t 1
,% l L� lt.t ¢ ,� t' k Date: November 1, 2016
Lane Gamiotea,` CMC, City Clerk
REVIEWED FOR LEGAL SUFFICIENCY:
!`�
John R. Cook, City Attorney
AS TO THE PROFESSIONAL:
(Signature)
(Printed Name & Title)
Date: (1— Z —1 4
ADDENDUM NO. 1 Page 3 of 3
City of Okeechobee
Office of the City Clerk
January 10, 2017
Mr. M. Dale Milita
CAS Governmental Services, LLC
Post Office Box 35
Canal Point, Florida 33438- 0035
RE: Legislative Services and Grant Administrative Services Contracts
Dear Mr. Milita:
Enclosed, please find two original copies of the Legislative Services and Grant
Administrative Services Contracts executed by City Officials. Kindly, return one original
of each, after appropriate execution, to the Office of the City Clerk, 55 SE 3rd Avenue,
Okeechobee, FL 34974.
As soon as the January 3, 2017, 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,
1 0-
Lane Gamiotea, 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 -1686
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310A NOISSf1OSIG - N0110V 11O■f10O
JANUARY 3, 2017 - REGULAR MEETING - PAGE 7 OF 8
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310A - NOISSf10SIO - N0110`d IIMNf100
JANUARY 3, 2017 - REGULAR MEETING - PAGE 8 OF 8
MEMORANDUM
To: City Council Members
From: Marcos Montes De Oca, Administrator
Subject: Additional Item to January 3, 2017 Agenda
New Business Item E, Exhibit 5
Date: January 3, 2017
Please add to the January 3, 2017 City Council Regular Meeting Agenda,
New Business Item E, Exhibit 5:
Motion to approve Addendum No. 2 and Addendum No. 3 to the contract for
Legislative Services — City Administrator (Exhibit 5).
ADDENDUM 3
CAS Governmental Services, LLC
"Communication Advocacy Services"
Post Office Box 35
Canal Point, Florida 33438
This Agreement is by and between the City of Okeechobee hereinafter referred to as
the "CITY" and CAS Governmental Services, LLC hereinafter referred to as CASGS.
Whereas, the CITY desires to enter in an agreement with CASGS for Grant
Administration of certain projects and programs as directed by the CITY.
Whereas, CASGS, being an established grants and special funding firm is qualified to
administer appropriate and directed projects for the CITY.
PUBLIC INFORMATION:
The Florida 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.
See Attachment.
The contractor agrees to follow the rules as set forth in the Chapter 119 Florida
Statutes and an attachment A, of information, is made part of this of this agreement.
SERVICES: CASGS shall provide all personnel, labor and materials to Administer
the project from concept to close -out with the appropriate state agency, monitoring and
meeting appropriate parties to make every effort to maintain the grant on schedule and
within budget. CASGS will meet with the designated CITY Staff as directed and
receive direction throughout the project, including monthly reports, reimbursement
payments and close -out documents.
No Contingency Fees: Both the CITY and CASGS fully understand and accept that
payment of fees herein is not contingent upon the outcome or success of professional
lobbying services. In accordance with 11.047 and 112.3217, Florida Statutes (2013),
no contingency fee or performance based fee is agreed to by either the CITY or
CASGS, nor will any contingency fee be paid by the CITY or received by CASGS for
any of the herein described services.
COMPENSATION:
Grant Administration Services. For each grant award administered pursuant to this
Agreement, CASGS shall receive the following total compensation:
Four and one -half (4.5 %) percent.
Provided however that in no case shall the grant administration fee for any grant
award where allowable Grant Award Administration Fees are listed, CASGS agrees to
not exceed the allowable administrative fee rate or sum specified. If the administrative
time period for a grant award project exceeds 36 months, CITY and CASGS agree to
negotiate appropriate additional administrative costs to bring the grant to close -out or
closure, if necessary. Grant administration fees provided for in this paragraph may not
be paid out of grant proceeds. For each grant, CASGS will invoice CITY, on a regular
periodic basis, for the percentage of total compensation due that corresponds to the
percentage of the overall grant administration services performed. CITY agrees to pay
CASGS invoices within thirty (30) days of receipt.
EFFECTIVE DATE: This contract shall become effective when executed.
Dated this day of , 2017.
FOR: CITY OF OKEECHOBEE FOR: CAS GOVERNMENTAL SERVICES
Communication Advocacy Services
Signature Signature
Printed Name & Title Printed Name & Title
Witness Witness
ATTACHMENT A
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
Igamiotea@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
Date: November 1, 2016
Lane Gamiotea; CMC, City Clerk
REVIEWED FOR LEGAL SUFFICIENCY:
John R Cook, City Attorney
AS TO THE PROFESSIONAL:
(Signature)
PI DA - (eYiv t �r-e4 r cis
(Printed Name & Title)
Date: (1-1-t'
ADDENDUM NO. 1 Page 3 of 3