The URL can be used to link to this page

Home My Public Portal AboutAgreement 2008-09.tifMs. Henny Groschel-Becker January 29, 2009 Page 1 VILLAGE OF KEY BISCAYNE I illarge Council Robert I,. Vernon, .11ayorr Michael Davey-, T ice .lI(rl'or- Enrique Garcia Robert Gusman Michael E. Itel1v- Jorge E. Mendia Thomas Thornton 'New JI(rna,er- Genaro "Chip" Iglesias Office of the Village Manager January 29, 2009 Ms. Henny Groschel-Becker, Ph.D. 290 West Mashta Drive Key Biscayne, FL 33149 Re: Renewal of Agreement Dear Ms. Groschel-Becker: Pursuant to paragraph 9 of that certain Village of Key Biscayne Agreement for Professional Services, as entered into between the Village and Henny Groschel-Becker, Ph.D. on November 13, 2007, the duration of the term of Agreement is hereby extended for a period of one year commencing on October 1, 2008 and terminating on September 30, 2009. Upon receipt of your signed return of acceptance as indicated below, the extension of Agreement shall be effective retroactively as of October 1, 2008 and shall remain in full force and effect as so extended. Please contact me if you have any questions. Bes ' egards, enaro "Chip" Iglesia Village Manager 88 West McIntyre Street • Suite 210 • Key Biscayne, Florida 33149 • (305) 365-5500 • Fax (305) 365-8936 \IN ,lON sIA1 L\ILNI I (> PRO\ 11)1 \ L OI Al.111 (0\I\11 ,;N1 Il LN\ IRON \Il N I FOR ALl I'1LANI)LR, 1 HRO11(.H RL.PONti1131 L (.O\ LRNIILN 1 www.keybiscayne.fl.gov Ms. Henny Groschel-Becker January 29, 2009 Page 2 ACCEPTANCE: Henny Groschel-Becker, Ph.D. hereby accepts the above described Agreement extension. Our signature herein shall serve as evidence of our mutual written consent to this extension. We appreciate the opportunity to continue to be of service to the Village. Executed this q day of , 2009 By: Printed Name: Title: cc: David M. Wolpin, Esq., Village Attorney Stephen Helfman, Esq., Village Attorney lad -Sect -or 76:x42_ se__- catochad veuica c46)xcstz.0- 3 Pro coca(L, r re -ii 2ooR , SLij9J c vJt•t L7 - J- D r .> Henny Groschel-Becker, Ph.D. 290 West Mashta Drive Key Biscayne, FL 33149 786-348-3592 island_style_kb@bellsouth.net REVISED CONSULTING PROPOSAL FOR FY 2009 Prepared for Village of Key Biscayne Manager Chip Iglesias November 24, 2008 Thank you for the opportunity to submit a revised proposal for FY 2009. I look forward to working with you, Council, staff, consultants and residents. My FY 2009 scope of work continues tasks from FY 2008 and includes new tasks such as the mass communication initiatives we discussed in recent meetings. Ongoing work: • Maintain, update and improve the Village websites (the main site and the Active Islander site) to support their capabilities as efficient, viable government communications tools; this includes adding news and events (calendar), departmental/Council/committee information updates, thrice -yearly programming/content updates of www.activeislander.oro, training staff, learning software updates and interacting with Accrisoft • Communications associated with the Water Pipe -Sewer -Reuse Water project (Zone 2/3 construction will continue at least through December 2009; Zone 1/Zone 4 and the Reuse areas should be completed by end of calendar year 2008). • Technical, design, research, communications and staff support (including meeting attendance) for special projects, workshops, accreditations and as needed • Coordinate Village Goes Green Initiative (see attached); act as intergovernmental Village liaison on environmental and other issues as requested by the Manager New projects: • Develop and implement a monthly Manager's e -report • Develop and implement a periodic newsletter to residents that will be released electronically and in print This proposal is for an average of 18 hours per week for 48 weeks at an hourly rate of $70.00. Per your request these numbers are the same as in my FY 2008 proposal. Weekly hours can be adjusted to meet time -critical project deadlines pending my availability. Four weeks off can be taken at any time during the contract; advance notice will be given. The proposed cost of my consulting services for FY 2009 is: 18 hours/week at $70.00/hr (for 48 weeks): $60,480.00 Village Goes Green Initiative Achievements FY 2007-08 Recycling: • Expanded Waste Management Single -Family Home (SFH) recycling program as of April 1, 2008 • First Electronic Recycling Drive on April 19, 2008 for SFH, Multi -Family Home (MFH) and businesses • Encourage paper, cardboard, plastic and metal recycling in Village buildings Energy Audit: • FPL Walk-through on February 26, 2008. • Begin implementing recommendations Energy Conservation Measures: • Encourage Use of CFL/LED bulbs in Village buildings • Switch Off Lights/Conserve Energy stickers placed above Civic Center light switches • Survey of Village Buildings for location of occupancy sensors in various spaces (auto on/off of lights) • Implement energy -saving maintenance measures identified in FPL Audit Water Conservation Measures: • Tune sprinklers in public areas • Support and publicize "Purple Pipe" reuse water system installation in Village • Observe SFWMD Phase 2 watering restrictions (athletic/recreation areas exempt as of 9/26/08 revised advisory) • Enforcement of SFWMD Phase 2 residential watering restrictions per Village ordinance Carbon Footprint: • IN PROGRESS: Join ICLEI Green Purchasing/Communications: • Locate and Use Certified Green Printer for VGGI communications Green Building: • LEED Working Group Meetings to explore feasibility of green building in Village (US Green Building Council) Public Outreach and Education: • Improve and update Village Goes Green Initiative Web pages • Provide information to Multi -Family Home residents on how to set up recycling • Participate in 2008 Green Expo and other outreach efforts • Interact with summer Village Interns recruited by Councilmember Weinman Village Goes Green Initiative Objectives FY 2008-09 Recycling: • Research and set up Dual Electronic Recycling/Home Chemical Collection Drive for Fall 2008/Spring 2009 • More recycling in 3 Village buildings and parks (Community Center, Village Green, Beach) Energy Audit: • Implement recommendations, get FPL rebates; coordinate with other proposed energy conservation steps where possible • Explore possibility of LEED certification for Village Hall with assistance of FPL? • Consider audit by EASI (Energy Automation Systems, Inc.) Energy Conservation Measures: • Install occupancy sensors in offices/spaces (auto on/off of lights); obtain cost estimates from Community Center Elevator #2 Proposals • Fine-tune Village Hall's Energy Management System for automated HVAC/lighting control • Install CO2 sensors near room thermostats: conserve A/C usage when empty (FPL Rebate) • Upgrade HVAC systems for maximum efficiency (replace as needed) • Ensure Community Center Energy Management System is completed and linked to Village Hall control center when addition built Water Conservation Measures: • Promote zoned planting/xeriscaping • Explore methods for rainwater harvesting and use Carbon Footprint: • Join ICLEI once Councilmember advocate is identified • Collect data to enter into emission analysis software • Calculate carbon footprint; develop footprint reduction strategies; publicize analyses Green Purchasing/Communications: • Review efficiency/cost of separate purchasing by department vs. pooled purchasing. (Consider centralizing efforts to reduce duplication, waste and cost (materials and delivery)) • Review cleaning product supply lists and locate most green product alternatives • Implement Village -wide Green Purchasing policy • Reduce departmental office paper usage/Buy certified paper Green Building: • Proposal for guidelines/incentives for new construction, likely in cooperation with ZORC (Zoning Ordinance Review Committee). • Explore whether to codify guidelines in an ordinance? Public Outreach and Education: • Participate in 2009 Green Expo • Green Tip of the Month on Website/Email blast • Interact/Collaborate with other groups, intergovernmental initiatives RESOLUTION NO. 2007-55 A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF KEY BISCAYNE, FLORIDA; APPROVING THE AGREEMENT FOR PROFESSIONAL COMMUNICATIONS AND RELATED SERVICES BETWEEN HENNY GROSCHEL-BECKER, PH.D. AND THE VILLAGE OF KEY BISCAYNE CONCERNING WEBSITE DEVELOPMENT, COMMUNICATION AND RELATED SERVICES; PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, the Village Council of the Village of Key Biscayne desires to continue to utilize the professional services of Henny Groschel-Becker, Pd.D. ("Consultant"), to continue to maintain the Village's website and other communications and related services; and WHEREAS, upon the advice of the Village Attorney, the Village Council finds that the proposed communication and related services constitute professional services which are exempt from competitive bidding pursuant to Section 2-87(2) of the Village Code; and WHEREAS, the Village Council finds that, in any event, the Village's desire to maintain the consistent level of expertise and reliability which Consultant has demonstrated makes it unpractical to apply the competitive bidding procedures of the Village Code, and that pursuant to Section 2-85 of the Village Code, the Village Council is authorized to waive the competitive bidding procedures of the Village Code upon such basis, and does hereby grant and approve said waiver; and WHEREAS, the Village Council finds that the approval of the Agreement for Professional Services between Consultant and the Village (the "Agreement") is in the best interest of the Village. NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE VILLAGE OF KEY BISCAYNE, FLORIDA, AS FOLLOWS: Section 1, Rgcltals Adopted. That each of the recitals stated above is hereby adopted • and confirmed. Section 2. Authorization. That the Agreement is hereby approved and the Village Manager is hereby authorized to execute the attached Agreement between Consultant and the Village, in substantially the form attached hereto, once approved by the Village Attorney as toform and legal sufficiency. Section 3. Jmplementation. That the Village Manager is authorized to take all action necessary to implement the purposes of this resolution and the Agreement. Section 4. Effective Date. That this resolution shall be effective immediately upon adoption hereof. • PASSED AND ADOPTED this 13th day of November, 2007. c/a/roe CHITA H. ALVAREZ, CMC, VILLAGE CLERK APPROVED AS TO FORM AND LEGAL SUFFICIENCY: F:11001103001`Resolutions\Approving Island Style Contract 07.doc MAYOR ROBERT L. VERNON VILLAGE OF KEY BISCAYNE AGREEMENT FOR PROFESSIONAL SERVICES THIS AGREEMENT, made and entered into on the /� day of / , 2007 by and between the Village of Key Biscayne, Miami- Dade County, Florida, party of the first (the " "Village"), and Hennv Groschel-Becker, Ph.D. , party of the second part (the "CONSULTANT"); RECITALS The VILLAGE wants to engage the CONSULTANT to perform certain professional services as described in accordance with paragraph 1, scope of services to this Agreement ("Specified Services"). The CONSULTANT wants to provide such Specified Services. In consideration of the mutual covenants in this Agreement, the parties agree as follows: 1. SCOPE OF SERVICES A. The CONSULTANT agrees to perform the Specified Services only upon written request from the Village Manager. B. The Specified Services are described in the CONSULTANTS Proposal (the "Proposal"), a copy of which is attached hereto and incorporated herein as Exhibit "A". The Village Manager shall approve and assign specific work tasks and applicable fees, prior to CONSULTANT commencing any work, through a written work authorization. C. All Specified Services performed by CONSULTANT shall be done and performed by CONSULTANT solely as an independent contractor of the Village, and CONSULTANT shall not be an employee of the Village. CONSULTANT shall control the means and methods of her performance. 2. FEES FOR SERVICES The CONSULTANT agrees to charge the VILLAGE for performance of the Specified Services provided in accordance with "Exhibit A" in an amount not to exceed a total of sixty thousand four hundred eighty dollars ($60,480) Dollars, as detailed in the Proposal, subject to the work authorization requirement provided by Section (1) (B) above. Fees shall be paid pursuant to monthly invoices. 3. TERM The term of this Agreement is from October 1, 2007 to September 30, 2008, unless terminated pursuant to paragraph 7 or extended pursuant to paragraph 9. 4. GENERAL TERMS AND CONDITIONS The VILLAGE reserves the right to amend the scope of Specified Services with appropriate 1 adjustments to the contract price. 5. ASSIGNMENT This Agreement shall not be assignable by the CONSULTANT. 6. PROHIBITION AGAINST CONTINGENT FEES The CONSULTANT, warrants that it has not employed or retained any company or person, other than a bonafide employee working solely for the CONSULTANT, to solicit or secure this Agreement, and that it has not paid or agreed to pay any person(s), company, corporation, individual or firm, other than a bona fide employee working solely for the CONSULTANT any fee, commission, percentage, gift, or any other consideration, contingent upon or resulting from the award or making of this Agreement. 7. TERMINATION This Agreement may be terminated by the VILLAGE upon ten days written notice with or without cause and may be terminated by the CONSULTANT upon ten days written notice with or without cause. If this Agreement is terminated, the CONSULTANT shall be paid in accordance with the provisions of Paragraph 2 of this contract for all acceptable work performed up to the date of termination. 8. NONEXCLUSIVE AGREEMENT The services to be provided by the CONSULTANT pursuant to this Agreement shall be nonexclusive and nothing herein shall preclude the VILLAGE engaging other flans to perform the same or similar services for the benefit of the VILLAGE within the VILLAGE'S sole and absolute discretion. 9. ENTIRE AGREEMENT The parties hereby agree that this is the entire Agreement between the parties. This Agreement cannot be amended or modified without the express written consent of the parties. The Village Manager shall act for Village hereunder. 10. WARRANTIES OF CONSULTANT The CONSULTANT hereby warrants and represents that all times during the term of this Agreement it shall maintain in good standing all required licenses, certifications and permits required under Federal, State and local laws necessary to perform the Specified Services. 11. ATTORNEY'S FEES In connection with any litigation arising out of this Agreement, the prevailing party shall be entitled to recover reasonable attomey's fees and costs. This provision shall exclude all litigation resolved by agreement of the parties. 12. NOTICES All notices and communications to the VILLAGE or CONSULTANT shall be in writing and shall be deemed to have properly given if transmitted by registered or certified mail or hand delivery. All notices and communications shall be effective upon receipt. Notices shall be addressed as follows: Village: Genaro N Chip" Iglesias Village Manager 88 West McIntyre Street Key Biscayne, Florida 33149 With a copy to: Village Attorney Weiss Serota Helfman Pastoriza Cole & Boniske P.L. 2525 Ponce De Leon Blvd. Suite 700 Coral Gables, Florida 33134 CONSULTANT: Henny Groschel-Becker 290 West Mashta Drive Key Biscayne, FL 33149 13. GOVERNING LAW This Agreement shall be construed in accordance with the laws of the State of Florida. The parties hereby waive any right to trial by jury in any litigation between the parties which arises out of or relates to this Agreement. IN WITNESS WHEREOF, the parties hereto have accepted, made and executed this Agreement upon the terms and conditions above stated on the day and year first above written. CONSULTANT: Henny Groschel-Becker 290 West Mashta Drive Key Bis . 31- 9 By: Name VILLAGE: Village of Key Biscayne 88 West McIntyre Street Key Biscayne,. lorida 1 By: Genaro " Chip" Igl .. ias Village Manager Attes Village Clerk Approved as to Form and Legal Sufficiency For the Use and Reli f the Village Only: Village Attom y 4 i• 7 rswi, Henny Grdschel-Becker, Ph.D. 290 West Mashta Drive Key Biscayne, FL 33149 786-348-3592 island_style_kb@bellsouth.net CONSULTING PROPOSAL FOR FY 2008 (REVISION 2) Prepared for Village of Key Biscayne Manager G. Iglesias September 11, 2007 Scope of Wgrk My FY 2008 scope of work includes tasks specified in my FY 2007 Agreement for Services with the Village signed November 17, 2006. Many involve the Village website (consisting of the Main site and the separate but linked PR site). The overarching goal is to maintain the sites as efficient, viable government communications tools via up-to-date content revisions and utilization of the site's software capabilities. The Water Pipe/Sewer/Reuse (WSR) project and other new projects initiated since I submitted the first version of this proposal on June 8, 2007 require increasing amounts of my time. In order to fulfill these and pre-existing duties in the future, I am requesting 18 consulting hours per week for FY 2008. I will be on site at the Village at least two days a week, and also will work from home and from remote sites as needed. As in previous contracts (FY 2006 and FY 2007), I can adjust my weekly hours as needed to meet time - critical project deadlines. Website:, The website serves a broad audience of locals and non -islanders (residents, business owners, property owners, organizations, Village staff, employees, contractors, vendors, visitors, tourists, etc.). Please note that the Village website designed in 2005- 2006 actually is two sites: the "Main" site accessed at www.keybiscayne.fl.gov, and the "PR" site (The Active Islander/ Community Center/Parks & Recreation content) at www.keybiscayne.fl.gov/pr. My FY 2008 duties therefore involve maintaining two sites and often cross -posting content as follows. 1. Interact with Village staff and Accrisoft Corporation to ensure smooth, consistent operation of the Village website. 2. Improve and refresh content and appearance of Village website as needed. 3. Review content for grammar and accuracy before posting to Village website. 4. ' Ensure content delivery from Village Departments and develop content as needed (Ex.: Council -related information, staff directory, committee/board proceedings, hurricane season Information, Document Center updates, Capital Project Status Report, public safety, regulatory information, Master Plan/EAR/ 2020 Vision -related Items, elections, Public Works programs, Parks & Recreation programming). 5. Post News articles of interest (local and inter -local projects; capital improvement updates, meetings, special, cultural and seasonal events, construction and traffic updates, etc., public safety). FY 2008 Consulting Proposal, pg. 2 September 11, 2007 6. Post Event/Calendar listings of interest for events sponsored or co -sponsored by the Village (including council meetings, committee/board meetings, capital project progress meeting updates, special and seasonal events, elections, traffic alerts, off - island events). 7. Monitor feedback@keybsicayne.fl.gov mailbox on the home page of the Main site; reply to questions and comments and/or forward messages to appropriate staff. 8. Update online version of the Village's "Active Islander„ quality of life/ Community Center publication four times a year at the "PR" site. Complete this task in a timely manner once content is received to have the site updated before the print versions are mailed to Village residents. 9. Update News and Events listings at the "PR" site with KBAC sports schedules and other Parks and Recreation programming and infrastructure information. 10. Work with Village Department heads to provide the public with regular updates on the status of ongoing, upcoming or planned Village projects and initiatives (Crandon Boulevard Master Plan, Art in Public Places Projects, Sanitary Sewer/Water Pipe Replacement, Purple Pipe Project, Green Initiative, etc.). 11. Communicate with Accrisoft Corp. as needed via telephone support and online support train on software upgrades as they become available. Other Communications Responsibilities: 1. Work with Village staff to prepare print and online informational and "how to" brochures, guidelines, forms and supporting documentation for Village residents. 2. Prepare publicity materials for Village meetings, workshops, public forums, events, and elections as requested by the Village Manager and Village Clerk. 3. Interact with contractors, consultants and staff to provide weekly progress updates on Phase 3, Crandon Boulevard Master Plan Project (revised completing estimate is now early 2008; former completion date was August 2007). Note the addition of utility elements crossing Crandon at three intersections tied to the WSR project. 4. Monitor progress of Harbor Drive Improvements Project (landscape element). 5. Interact with contractors, consultants and staff to provide weekly progress updates on the Water Pipe Replacement/Sanitary Sewer/Water Reuse Project (Note: reuse element was added and expanded in 2007). Work began in July 2007 and is expected to last approximately two years. 6. Publicize new Village Goes Green Initiative approved by Council in June 2007. 7. Appear before the Village Council as needed to report on projects or activities. Attend meetings and workshops as directed by the Village Manager. 8. Coordinate release of press dips, news alerts, and informational articles to local public access cable TV and print media as directed by the Village Manager. 9. Explore new opportunities for programming for Channel 16 and Channel 17 as directed by the Village Manager. Research and Safi Support j esponsibi(iIies: 1. Provide research, computer, technical and communication support to Village Department heads and staff for internal projects, committees or Village and department ratings, accreditations or external requirements. FY 2008 Consulting Proposal, pg. 3 September 11, 2007 2. Act as liaison on the Village's behalf at progress meetings for capital projects and other initiatives to ensure work proceeds as smoothly as possible and clear communication between parties, Village staff and the public is maintained. Examples of other initiatives or projects include the Virginia Key Master Plan and elements of the EAR -Master Plan and 2020 Vision Plan (proposed Calusa Park Improvements, potential acquisition of Village park/open space, 560 Crandon). 3. Oversee and coordinate the Village Goes Green Initiative. Set up meetings, energy audits, workshops and inviting outside experts or consultants. Write agendas, minutes progress reports and conduct research. Oversee carbon footprint calculation and other program tasks (Council approved proposal in June 2007 for FY 2007 and FY 2008). 4. Lead Building, Zoning and Planning staff efforts to whether the Village should participate in LEED or other green building certification programs for residential and other construction. Assist in implementing same if necessary. 5. Act as intergovernmental Village liaison on environmental and other issues as requested by the Village Manager. (Ex. Virginia Key Master Plan) 6. Plan, coordinate and oversee workshops, town hall meetings and other meetings as requested by the Village Manager. 7. Attend off -site conferences. Meetings, or trips on behalf of the Village as approved by the Village Manager. 8. Become involved with new projects as directed by the Village Manager and as time permits. Cost Estimate for a One -Year Contract for FY 2008 My hourly consulting rates are: 1-10 hrslweek: 11.20 hrs/week: 21-30 hrs/week: 31+ hrs/week: $80.00/hr $70.00/hr $65.00/hr $60.00/hr This 48 -week proposal allows for four weeks of vacation that can be taken at any time during the contract. I will submit monthly invoices with a detailed description of tasks performed per hours billed. The 18 hours per week can be adjusted as needed to meet time -critical project deadlines or other time commitments. The proposed cost of my services for FY 2008 is: 18 hours/week at $70.00/hr (for 48 weeks): $60,480.00