Contract 2022-038ADocuSign Envelope ID: 729E99A8-29AB-4930-A45C-B88C2511374E
AGREEMENT NO. 2022-038 FOR
BUILDING OFFICIAL SERVICES
THIS AGREEMENT is made and entered into as of this 16 day of May 2022,
by and between the CITY OF CLERMONT, FLORIDA, a municipal corporation under the laws
of the State of Florida whose address is: 685 W. Montrose Street, Clermont, Florida, (hereinafter
referred to as "CITY") and Alpha Inspections, Inc., whose address is: 15141 Bridgedale Ct.
Clermont, Florida 34715, (hereinafter referred to as "CONTRACTOR").
WHEREAS, the CITY is in need of qualified and licensed CONTRACTOR services related to
various municipal projects;
WHEREAS, the CITY, in accordance with Section 287.055, Florida Statutes, solicited proposals for
professional services as more fully described and set forth in RFP 21-007 titled Provision of Building
Official Services; and
WHEREAS, the CONTRACTOR submitted a proposal to provide said services and has represented
to CITY that it is qualified and desires to perform said services in accordance with the terms and
conditions contained herein, and all applicable law and professional standards;
NOW THEREFORE, for good and valuable consideration, the receipt and sufficiency of which is
hereby acknowledged, the parties covenant and agree as follows:
ARTICLE 1— TERM
1.1. This Agreement is to become effective upon execution by both parties, and shall remain in
effect until January 1, 2027 unless terminated or renewed by City of Groveland.
1.2. Notwithstanding any other provision of this Agreement, CITY may, upon written notice to
CONTRACTOR, terminate this Agreement: a) without cause and for CITY's convenience
upon thirty (30) days written notice to CONTRACTOR b) if CONTRACTOR is adjudged
to be bankrupt; c) if CONTRACTOR makes a general assignment for the benefit of its
creditors; d) CONTRACTOR fails to comply with any of the conditions of provisions of
this Agreement; or e) CONTRACTOR is experiencing a labor dispute, which threatens to
have a substantial, adverse impact upon the performance of this Agreement, without
prejudice to any other right or remedy CITY may have under this Agreement. In the event
of such termination, CITY shall be liable only for the payment of all unpaid charges,
determined in accordance with the provisions of this Agreement, for work, properly
performed and accepted prior to the effective date of termination.
ARTICLE 2 — DESCRIPTION OF SERVICES
2.1. It is expressly understood and acknowledged that nothing herein shall obligate or guarantee
to CONTRACTOR any Agreement or task authorization and CITY expressly reserves the
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right to exercise its option to issue any such Agreements to any qualified firm or entity in
accordance with all applicable laws, ordinances, policies and/or regulations.
2.2. The CITY shall make request of CONTRACTOR to provide professional
CONTRACTORing and other related consulting services on a task basis. The CITY will
communicate with CONTRACTOR, verbally or in writing, a general description of the
task to be performed. The CONTRACTOR will generate a detailed Scope of Work
document, prepare a Schedule, add a "not -to -exceed -cost" or "lump -sum" cost to
accomplish the task, and send the thus developed "Task Proposal" to the CITY. If a site
visit by CONTRACTOR is needed to generate the scope document, CONTRACTOR shall
request approval prior to visiting the site. The CITY will review the proposal, and if the
description is mutually acceptable, the parties will enter into a written "task authorization
or work order". The Scope of Services generally to be provided by the CONTRACTOR
shall be as provided and contemplated by the CITY in that certain Building Official
CONTRACTOR Services, RFP 21-007, and CONTRACTOR'S response thereto, which
are expressly incorporated herein and made a part hereof as if restated.
CONTRACTOR shall not be authorized to proceed until the CITY has issued a Notice to
Proceed to the CONTRACTOR. Upon receipt of the signed Task Authorization and a
Notice to Proceed from the CITY, the CONTRACTOR shall perform the services set forth
in the task authorization/work order.
ARTICLE 3 — CHANGES IN THE SCOPE OF WORK
3.1. CITY may make changes in the services at any time by giving written notice to
CONTRACTOR. If such changes increase (additional services) or decrease or eliminate
any amount of work, CITY and CONTRACTOR will negotiate any change in total cost or
schedule of modifications. If the CITY and CONTRACTOR approve any change, the task
authorization/work order will be modified to reflect the changes; and CONTRACTOR
shall be compensated for said services in accordance with the terms of Article 5.0 herein.
All change orders shall be authorized in writing by CITY' S and CONTRACTOR'S
designated representatives.
3.2. All of CITY' S said task authorizations/work orders and amendments thereto shall be
performed in strict accordance with the terms of this Agreement insofar as they are
applicable.
ARTICLE 4 — SCHEDULE
4.1. CONTRACTOR shall perform services in conformance with the mutually agreed upon
schedule set forth in the negotiated task authorization. CONTRACTOR shall complete all
of said services in a timely manner and will keep CITY fully informed of the status of work
on a reasonable basis in relation to the scope of the project or at least monthly. Should
CONTRACTOR fall behind the agreed upon schedule, it shall employ such resources so
as to comply with the agreed upon schedule at no additional cost to the CITY.
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4.2. No extension for completion of services shall be granted to CONTRACTOR without
CITY'S prior written consent, except as provided in Sections 3.1 and 20.0 herein, and such
consent will not be unreasonable withheld.
ARTICLE 5 — METHOD OF PAYMENT FOR SERVICE AND EXPENSES
5.1. DEFINITIONS:
(a) The "CONTRACTOR's Professional Services Fee Schedule" as set forth in Exhibit
"A", attached hereto and incorporated herein, are used as a basis for payment for
services pursuant to Paragraphs 2.0 and 3.0. These fee schedules shall include
wages, salaries, taxes, insurance, overhead and profit. The hourly bill rates set forth
in the Fee Schedule are firm for the initial term of the contract (3 years), but are
subject to an equitable adjustment that is to be negotiated prior to the renewal of
the Agreement. Any adjustments to the Fee Schedule must be mutually agreed to
by the CITY and CONTRACTOR.
(b) The "CONTRACTOR's Reimbursable Expenses Schedule" as set forth in Exhibit
"B", attached hereto and incorporated herein, as provided by the CONTRACTOR,
is used as the basis for payment for actual costs of all reimbursable expenses
incurred in connection with the services rendered.
(c) Reimbursable expenses are limited to: printing, travel (not ordinary to the project)
and the purchase of specialized software or equipment specific to the task
authorization, which are directly in connection with the project and been pre -
approved by the City. Said reimbursable expenses shall be passed through at a cost
factor of 1.0.
(d) The "Deliverables" are defined as plans, reports, findings, specifications, or
anything else that is the end product or work performed by the CONTRACTOR or
the CITY. CONTRACTOR shall, within such time constraints as may be set forth
in the work order, submit to CITY the deliverables as identified in the work order;
and CONTRACTOR shall, upon completion of all work, submit to the CITY all
information developed in the course of the consulting services as described in each
work order. CONTRACTOR shall, upon request by CITY and upon completion or
termination of this Agreement, deliver to CITY all material furnished to
CONTRACTOR by the CITY, provided the CITY identifies those materials in
writing.
5.2. PAYMENT/COMPENSATION — CITY agrees to pay or compensate the CONTRACTOR
for the professional services performed on each task authorization/work order in
accordance with one of the following methods, unless otherwise provided herein or in the
task authorization/work order.
(a) Not to exceed cost based upon the "CONTRACTOR's Professional Services Fee
Schedule."
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(b) Lump sum cost based upon the "CONTRACTOR's Professional Services Fee
Schedule."
5.3. SERVICES -ADDITIONAL — CITY shall pay CONTRACTOR as follows:
(a) Professional Associates, CONTRACTORs and/or Subcontractors: For services and
expenses of independent associates, CONTRACTORS and/or subcontractors
employed by CONTRACTOR, the amount invoiced to CONTRACTOR times a
factor of 1.0 for invoices to the CITY.
(b) Expert Witness: For any litigation, arbitration or other legal or administrative
proceeding for any time spent in preparation for such litigation, for on the same
basis as set forth in Article V.1.(a) and V.3.(a).
5.4. Times of Payments: At monthly intervals, CONTRACTOR shall submit statements for
services, additional services rendered and for reimbursable expenses incurred. The
statements will be based upon CONTRACTOR'S actual manpower expended for not -to -
exceed based task authorizations and will be based upon CONTRACTOR'S percent
complete for lump sum based task authorizations. Additionally, actual expenses incurred
within the billing period will be included.
(a) As a condition precedent to receiving payment, CONTRACTOR shall have been
authorized to proceed by CITY, shall not be in default of any of the terms and
conditions of this Agreement and shall provide to CITY an invoice. The invoice
shall be forwarded to CITY, no more frequently than once per month, and signed
by an authorized representative of CONTRACTOR related to the applicable
monthly installment payment. The invoice shall include a statement identifying the
period for which it applies and the sub -tasks or portions thereof, completed by the
specific task authorization/work order, and specifically set forth the percent of
completion of each sub -task for which compensation is being requested.
(b) For not -to -exceed based task authorizations, all invoices submitted for
compensation shall include a statement by CONTRACTOR that states as follows:
"This statement sets forth only actual time spent by the firm's employees and does
not contain any unit billing, multipliers, or other devices that permit payment for
more than actual time spent."
(c) CITY shall pay all valid, approved, and undisputed invoices within thirty (30) days
of receipt from CONTRACTOR. In the event that CITY disputes any invoice
submitted, it shall advise CONTRACTOR, in writing, and said invoice shall not be
deemed due and payable under this Agreement. Neither the CITY'S review,
approval or acceptance of, nor payment for, any services provided hereunder shall
be construed to operate as a waiver of any rights under this Agreement and the
CONTRACTOR shall be liable to CITY for any and all damages to CITY caused
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by the CONTRACTOR'S negligent or wrongful performance of any of the services
furnished under this Agreement.
5.5. Other Provisions Concerning Payments:
(a) In the event of termination by CITY under Article XIX during the performance of
the services, payments due CONTRACTOR up to the point of termination,
including payments for services rendered, and all costs incurred shall constitute
total payment for such services.
(b) Records of CONTRACTOR's staff timesheets and expenses pertinent to
CONTRACTOR'S compensation under this Agreement will be kept in accordance
with generally accepted accounting principles. These records will be made
available to CITY for audit upon request by CITY. Copies will be made available
to CITY on request prior to final payment for CONTRACTOR'S services.
(c) A separate invoice must be submitted for each individual task authorization. For
not -to -exceed task authorizations, invoices must show a breakdown of the number
of hours worked by each person charging time to the task authorization, hourly
salary cost and any reimbursable expenses.
ARTICLE 6 — RIGHT TO INSPECTION
6.1. CITY or its agents shall at all times have the right to review or observe the services
performed by CONTRACTOR.
6.2. No inspection, review, or observation shall relieve CONTRACTOR of its responsibility
under this Agreement.
ARTICLE 7 — PROGRESS MEETING
CITY'S designated Project Manager may hold periodic progress meetings on a monthly basis, or
more frequently, if required, during the term of any task authorization entered into under this
Agreement. CONTRACTOR'S Project Manager and all other appropriate personnel shall attend
such meetings as designated by CITY'S Project Manager, and CONTRACTOR shall be
compensated at the billing rates set forth in Article V.
ARTICLE 8 — SAFETY
CONTRACTOR agrees to comply with CITY'S published safety standards while on the
property of CITY. A copy of these standards is provided in Exhibit " B, attached hereto and
incorporated herein.
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2. CONTRACTOR shall have full responsibility and assume all liability for the safety and
supervision of its employees while performing services provided hereunder.
ARTICLE 9 — REASONABLE ACCCESS
During the term of this Agreement, CITY shall grant CONTRACTOR reasonable access to the
CITY'S premises for purposes of fulfilling its obligations under this Agreement.
ARTICLE 10 — INSURANCE AND HOLD HARMLESS/INDEMNIFICATION
CONTRACTOR and/or any CITY approved subcontractors or sub CONTRACTORS shall
maintain in force during the term of this Agreement, at its own expense, insurance as set forth
below and shall be bound by the terms of the Hold Harmless/Indemnification provisions expressed
therein.
10.1. Worker's Compensation — as required by applicable state statute.
10.2. Commercial General Liability — $1,000,000 per occurrence for bodily injury, including
death and property damage and $1,000,000 in the aggregate. The General Liability policy
shall include the commercial form, contractual liability and independent contractor's
coverage.
10.3. Property Coverage — Property coverage in limits sufficient to remedy the loss, and/or loss
of use of, valuable papers and records, and any other property of the party utilized in
connection with the City.
The General Liability and Automobile Liability shall each contain an endorsement naming the
City as an additional insured as to any liability arising out of insured party's performance pursuant
to this Agreement. The Worker's Compensation and Employer's Liability coverage shall contain
an endorsement waiving subrogation as against the City.
10.6. Indemnification — CONTRACTOR shall indemnify and hold harmless the CITY and its
employees from any liability, settlements, loss of costs of any kind, (including reasonable
attorney's fees, to the extent cause by the negligence, recklessness, or intentionally
wrongful conduct of CONTRACTOR and other persons employed or utilized by
CONTRACTOR in the performance of this Agreement) to the extent caused by the
negligent act, error or omission of CONTRACTOR in the performance of services under
this Agreement.
10.7. CITY shall indemnify and hold harmless the CONTRACTOR and its employees from any
liability, settlements, loss of cost of any kind, whether actual or threatened (including
reasonable attorney's fees and cost of defense) to the extent cause by the negligent act,
error or omission of CITY in the performance of services under this Agreement.
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ARTICLE 11— COMPLIANCE WITH LAWS AND REGULATIONS
CONTRACTOR shall comply with all requirements of federal, state and local laws, rules,
regulations, standards, and/or ordinances applicable to the performance of this Agreement.
ARTICLE 12 — REPRESENTATIONS
12.1. CONTRACTOR represents that the services provided hereunder shall conform to all
requirements of this Agreement, RFP 21-007 and CONTRACTOR'S response thereto;
shall be consistent with recognized and sound professional CONTRACTOR practices and
procedures; and shall conform to the customary standards of care, skill, and diligence
appropriate to the nature of the services rendered for the same or similar work at the same
time and locality and under the same or similar conditions faced by CONTRACTOR.
12.2. CONTRACTOR represents that the personnel furnishing such services shall be qualified
and competent to perform the services assigned to them and that such guidance given by
and the recommendations and performance of such personnel shall reflect their
professional knowledge and judgment.
12.3. Subject to the provisions of this Section, should CONTRACTOR breach the
representations set forth herein, CITY shall have such remedies as may be provided at law
or equity.
12.4. Without limiting the generality of the foregoing, if the CONTRACTOR completes its
services under any task authorization entered into hereunder, and the CONTRACTOR'S
services are non -complying to the standard of care or otherwise improperly performed and
CITY notifies CONTRACTOR in writing within twelve (12) months that an error,
omission or noncompliance has been discovered in CONTRACTOR'S services,
CONTRACTOR shall, at the option of CITY: a) correctly re -perform such non -complying
or otherwise improperly performed services at no additional cost to CITY; b) refund the
amount paid by CITY attributable to such non -complying or otherwise improperly
performed services; or c) if CONTRACTOR fails to take action under a) above, at
CONTRACTOR'S sole expense, otherwise cure or have cured any such non -complying or
otherwise improperly performed services.
12.5. The only representations made by CONTRACTOR are those expressly enumerated in this
provision. Any other statements of fact or descriptions expressed in the Agreement or any
attachments thereto, shall not be deemed to constitute a warranty of the work or any part
thereof.
ARTICLE 13 —REPRESENTATIONS REGARDING INFRINGEMENT
CONTRACTOR represents and covenants that all services provided under this Agreement shall
be free from claims of patent, copyright, and trademark infringement. Notwithstanding any other
provision of this Agreement, CONTRACTOR shall indemnify and hold harmless CITY, its
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officers, directors, employees, agents, assigns, and servants from and against any and all liability,
including expenses, legal or otherwise, for actual infringement of any patent, copyright, or
trademark resulting from the use of any goods, services, or other items provided under this
Agreement. Notwithstanding the foregoing, CONTRACTOR may elect to provide non -infringing
services.
ARTICLE 14 — DOCUMENTS
14.1. Upon CITY'S or its designated Project Manager's request, at any time during the term of
this Agreement or upon completion or termination of this Agreement, CONTRACTOR
shall provide CITY or its designated Project Manager with a copy of all documents and
electronic files prepared by CONTRACTOR (except those deemed proprietary or under
separate copyright) under this Agreement or any Task Authorization hereunder. CITY
understands that re -use of any documents for any other purposes, shall be at the CITY'S
own risk.
14.2. The parties acknowledge that the CITY is a Florida municipal corporation and subject to
the Florida Public Records Law, therefore, to the extent applicable to it, CONTRACTOR
agrees to comply with the terms thereof with regard to any and all documents related to the
CITY.
14.3. Drawings, specifications, reports, program, manuals, calculations, supporting design
documentation or other documents, including all documents on electronic media, provided
by the CONTRACTOR or their sub -CONTRACTORS, prepared under this Agreement
shall be come property of the CITY. Conformed documents, record documents and final
written documents shall be provided electronically in a form specified by the CITY. The
CITY agrees to release CONTRACTOR from any liability that may result from the re -use
of documents or modifications thereof, by the CITY of its representatives for any other
purpose other than the original intent of this Agreement, without written authorization by
the CONTRACTOR. CONTRACTOR will retain all common law, statutory, and other
reserved rights, including the copyright thereto.
ARTICLE 15 — ASSIGNMENT
15.1. CONTRACTOR shall not assign or subcontract this Agreement, any task authorization
hereunder, or any rights or any monies due or to become due hereunder without the prior,
written consent of CITY.
15.2. If, upon receiving written approval from CITY, any part of this Agreement is subcontracted
by CONTRACTOR, CONTRACTOR shall be fully responsible to CITY for all acts and/or
omissions performed by the subcontractor as if no subcontract had been made.
15.3. If CITY determines that any subcontractor is not performing in accordance with this
Agreement, CITY shall so notify CONTRACTOR who shall take immediate steps to
remedy the situation.
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15.4. If any part of this Agreement is subcontracted by CONTRACTOR, prior to commencement
of any work by the subcontractor, CONTRACTOR shall require the subcontractor to
provide CITY and its affiliates with insurance coverage as set forth by the CITY'S Risk
Management.
ARTICLE 16 — INDEPENDENT CONTRACTOR
At all times during the term of this Agreement, CONTRACTOR shall be considered an
independent CONTRACTOR.
ARTICLE 17 — CONFLICT OF INTEREST
CONTRACTOR shall not undertake any task on behalf of the CITY where CONTRACTOR has
a conflict of interest arising out of a part or present professional relationship with another client.
The CONTRACTOR shall notify the CITY in writing of any conflict of interest or potential
conflict of interest should arise.
ARTICLE 18 — DEFAULT
If during the term of this Agreement, CONTRACTOR shall be in default of any of the material
provisions of this Agreement, CITY may suspend its performance hereunder until such
delinquency or default has been corrected; provided, however that no suspension shall be effective
unless and until CITY gives written notice of the default to CONTRACTOR with at least ten (10)
business days to cure such default. If CONTRACTOR fails to correct such delinquency or default
within thirty (30) days of suspension by CITY, CITY may terminate this Agreement.
ARTICLE 19 — TERMINATION
Notwithstanding any other provision of this Agreement, CITY may, upon written notice to
CONTRACTOR, terminate this Agreement if. a) without cause and for convenience upon thirty
(30) days written notice to CONTRACTOR b) CONTRACTOR is adjudged to be bankrupt; c)
CONTRACTOR makes a general assignment for the benefit of its creditors; d) CONTRACTOR
fails to comply with any of the conditions of provisions of this Agreement; or e) CONTRACTOR
is experiencing a labor dispute, which threatens to have a substantial, adverse impact upon
performance of this Agreement, without prejudice to any other right or remedy CITY may have
under this Agreement. In the event of such termination, CITY shall be liable only for the payment
of all unpaid charges, determined in accordance with the provisions of this Agreement, for work,
properly performed and accepted prior to the effective date of termination.
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ARTICLE 20 — FORCE MAJEURE
Any delay or failure of either party in the performance of its required obligations hereunder shall
be excused if and to the extent caused by acts of God: fire; flood; windstorm; explosion; riot; war;
sabotage; pandemic; strikes; extraordinary breakdown of or damage to CITY' S affiliates'
generating plants, their equipment, or facilities; court injunction or order; federal and/or state law
or regulation; order by any regulatory agency; or cause or causes beyond the reasonable control of
the party affected; provided that prompt notice of such delay is given by such party to the other
and each of the parties hereunto shall be diligent in attempting to remove such cause or causes. If
any circumstances of Force Maj eure remain in effect for sixty (60) days, either party may terminate
this Agreement.
ARTICLE 21— GOVERNING LAW & VENUE
This Agreement is made and shall be interpreted, construed, governed, and enforced in accordance
with the laws of the State of Florida. Venue shall be Lake County, Florida, or the United States
District Court in and for the Middle District of Florida.
ARTICLE 22 — HEADINGS
Paragraph headings are for the convenience of the parties only and are not to be construed as part
of this Agreement.
ARTICLE 23 — SEVERABILITY
In the event any portion or part of this Agreement is deemed invalid, against public policy, void,
or otherwise unenforceable by a court of law, the parties shall negotiate an equitable adjustment
in the affected provision of this Agreement. The validity and enforceability of the remaining parts
thereof shall otherwise be fully enforceable.
ARTICLE 24 — WAIVER AND ELECTION OF REMEDIES
24.1. Waiver by either party of any terms, condition, or provision of this Agreement shall not be
considered a waiver of that term, condition, or provision in the future.
24.2. No waiver, consent, or modification of any of the provisions of this Agreement shall be
binding unless in writing and signed by a duly authorized representative of each party
hereto.
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ARTICLE 25 — THIRD PARTY RIGHTS
Nothing in this Agreement shall be construed to give any rights or benefits to anyone other than
CITY and CONTRACTOR.
ARTICLE 26 — PROHIBITION AGAINST CONTINGENT FEES
CONTRACTOR warrants that it has not employed or retained any company or person, other than
a bona fide employee working solely for the CONTRACTOR, to solicit or secure this Agreement,
and that it has not paid or agreed to pay any person, company, corporation, individual, or firm,
other than a bona fide employee working solely for the CONTRACTOR, any fee, commission,
percentage, gift, or other consideration contingent upon or resulting from the award or making of
this Agreement.
ARTICLE 27 — ENTIRE AGREEMENT
Except as otherwise stated, this Agreement, including the schedules, attachments, appendixes and
exhibits attached hereto, constitutes the entire Agreement between CITY and CONTRACTOR
with respect to the services specified and all previous representations relative thereto, either written
or oral, are hereby annulled and superseded.
ARTICLE 28 — SOVEREIGN IMMUNITY
Nothing contained in the Agreement shall be construed as a waiver of the CITY'S rights to
sovereign immunity under Section 768.28, Florida Statutes, or other limitations imposed on the
CITY'S potential liability under state or federal law.
ARTICLE 29 — NOTICE
Any notices required to be given by the terms of this Agreement shall be delivered by hand or
mailed, postage prepaid to:
CONTRACTOR: Alpha Inspections, Inc.
15141 Bridgedale Ct.
Clermont, Florida 34715
Attn: Jennifer Murphy, President
CITY: City of Clermont
Attn: Freddy Suarez, Procurement Services Director
685 W. Montrose Street
Clermont, FL 34711
Either party may change the name of the person receiving notices and the address at which notices
are received by so advising the other party in writing.
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IN WITNESS WHEREOF, the parties hereto have executed this Agreement on this 16 day of
May . 2022.
CITY OF CLERMONT
DocuSigned by:
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Freddy Suarez, Procurement Services Director
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DocuSigned by:
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Tracy Ackroyd Howe,
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ALPHA INSPECTIONS, INC.
By:5DocuSigned by:
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(Signature
Print Name: 7ennifer Murphy
Title: President
Date: 5/13/2022
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r—&muit A
AGREEMENT BETWEEN THE CITY OF GROVELAND AND
ALPHA INSPECTIONS INC. FOR THE PROVISION OF
BUILDING OFFICIAL SERVICES
WHEREAS, the City of Groveland ("Municipality"), 156 S. Lake Avenue, Groveland,
Florida, 34736 requires a highly qualified professional inspector to perform the permitting
and inspection of construction, alteration, repair, remodeling, or demolition of structures
and the installation of building systems, inclusive of professional building and mechanical
inspection services and,
WHEREAS, Alpha Inspections, Inc., a Florida corporation ("Consultant"), 15141
Bridgedale Ct., Clermont, Florida 34715 proposes to provide inspections and professional
building and mechanical inspection services meeting the needs of the Municipality.
NOW THEREFORE, in consideration of the foregoing and mutual covenants contained in
this agreement, the parties agree that:
1. The Consultant will provide for the Municipality Inspectors whose duties shall
include plan reviews, re -reviews, inspections, and re -inspections, on new
construction, remodels, additions, accessory structures, roof/re-roofs, on residential
and commercial buildings and will perform as set forth in Exhibit A, Scope of
Services, attached hereto and incorporated herein.
2. The Consultant shall enforce compliance with the Florida Building Code and other
legally adopted ordinances that pertain to the permitting and construction of
structures as defined in the Florida Building Code. Should the Municipality have a
concern with the Consultant's enforcement, the Municipality shall notify the
Consultant in writing, specifically identifying the areas of concern and Consultant
shall address such concerns.
3. The Consultant will comply with all federal, state, and local requirements and shall
acquire and maintain all certifications and licenses, as required by the State of
Florida.
4. All fees for any services provided by the Consultant for the Municipality shall be
collected by the Municipality. The Building Division of the Community
Development Department of the Municipality will have responsibility for
calculating and collecting the Fees. Fees calculated and collected shall be based on
the Municipality's fee schedule(s) adopted the City Council and which may be
amended from time to time by City Council. Municipality shall compensate the
Consultant at a rate of sixty percent (60%) of the permit fees collected during the
Collection Period. Consultant shall submit monthly invoices to Municipality with
calculations showing the amount of fees collected, the percentage to be applied, and
the net value to be paid to the Consultant. The Collection Period for this agreement
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shall run from January 1 — December 31, inclusive of each calendar year
commencing January 1, 2022.
5. The fees to be paid Consultant as set forth in paragraph 4 will be the sole charges to
the Municipality and are intended to and shall cover all inspections, re -inspections,
plan reviews, plan re -reviews, office staff, insurances, vehicular costs, building
official's time answering questions, etc.
6. The Consultant will recognize the Municipality's holiday schedule. The following
days are hereby recognized as official holidays. During these time periods, no
inspections or office hours will be performed unless arranged prior to and approved
by the City Manager or designee.
New Year's Day
MLK Day
President's Day
Memorial Day
Juneteenth Day
Independence Day
Labor Day
Columbus Day
Veteran's Day
Thanksgiving (2 days)
Christmas Eve
Christmas Day
7. In accordance with § 119.0701, Consultant shall comply with Florida's public
records laws, specifically to:
(a) Keep and maintain public records that ordinarily and necessarily would be
required by the Municipality in order to perform the service.
(b) Provide the public with access to public records on the same terms and conditions
that the Municipality would provide the records and at a cost that does not exceed
the cost provided in § 119, Florida Statutes or as otherwise provided by law.
(c) Ensure that public records that are exempt or confidential and exempt from
public records disclosure requirements are not disclosed except as authorized by
law. Consultant shall do so by providing the public records to Municipality prior to
allowing inspection or copies to be made for Municipality to review and redact
confidential and exempt information.
(d) Meet all requirements for retaining public records and transfer, at no cost, to the
Municipality, all public records in possession of Consultant upon termination of this
agreement and destroy any duplicate public records that are exempt or confidential
and exempt from public records disclosure requirements. All records stored
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electronically must be provided to the Municipality in a format that is compatible
with the information technology systems of the Municipality.
(e) Failure of Consultant to comply with a public records request as required by
Florida's public record law shall be a breach of this agreement and cause for
Municipality to terminate this agreement for cause as provided in Paragraph 9.
IF THE CONSULTANT HAS QUESTIONS REGARDING THE
APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO
THE CONSULTANT'S DUTY TO PROVIDE PUBLIC RECORDS
RELATING TO THIS CONTRACT, CONTACT THE
CUSTODIAN OF PUBLIC RECORDS AT VIRGINIA WRIGHT,
CITY CLERK, 156 S. LAKE AVENUE, GROVELAND, FLORIDA
34736, (352) 429-21419 EXTENSION 9171,
VIRGINIA.WRIGHT<c-#),GROVELAND-F.IL.GOV.
8. The Municipality will employ a permit clerk, and provide Consultant with access
within a city facility to office space, applicable forms, local phone service, and use
of a computer, photocopier and fax machine and Municipality's network to perform
the services under this Agreement during the term of this agreement.
9. This agreement shall be in effect for a five year tenn (the "Initial Term")
commencing January 1, 2022 ("Commencement Date"). Either party may terminate
this agreement for cause at any time with a 60-day written notice of tennination.
Cause shall be defined as failure to adhere to the teens of this agreement including
but not limited to Consultant's failure to comply with Florida public records law.
Any notice to the Municipality shall be sent directly to the City Manager at the
address provided above, with a copy to the City Attorney. Any notice to the
Consultant shall be sent to Alpha Inspections, Inc. 15141 Bridgedale Ct., Clermont,
FL 34715. The Consultant agrees to provide these services as of the Commencement
Date.
10. The agreement may be terminated by either party, without "cause", with ninety (90)
days written notice. If the Municipality terminates the Agreement without "cause"
before the end of the Term, then the Municipality shall pay a lump sum "termination
fee" to the Consultant. Similarly, if the Consultant terminates the Agreement
without "cause" before the end of the Term, then the Consultant shall pay a lump
sum "termination fee" to the Municipality. In both scenarios "termination fee" shall
be 50% of the average monthly gross permit fees billed by the Consultant over the
past year immediately prior to the date of the notice of termination, multiplied by
the number of months remaining in the Term. In addition, the Municipality shall
compensate the Consultant on or before the effective date of the termination, for any
and all services provided prior, through and including the effective date of the
termination.
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11. The Consultant agrees to indemnify the Municipality, its employees and agents from
and against any and all claims, suits, demands or causes of action, arising out of any
act or omission of the Consultant, and causing injury to any person or persons or
property, whomsoever and whatsoever. The Municipality agrees to be responsible
for injury or loss of property, personal injury, or death caused by the negligent or
wrongful act or omission of any of its employees while acting within the scope of
the employee's office or employment. Nothing in this paragraph or any other
provision of this agreement shall be construed as a waiver of the notice
requirements, defenses, immunities, and limitations the Municipality may have
under Florida law. The Consultant agrees to, at all times, at its expense, carry
comprehensive general liability insurance in the amount of not less than one million
dollars. A certificate of insurance indicating that such policies are in full force and
effect will be supplied to the Municipality prior to the Commencement Date. The
Municipality agrees to provide to the Consultant proof of the existence of
comprehensive general liability insurance upon request.
12. The laws of the State of Florida with respect to interpretation and performance shall
govern this agreement. Any suit brought in connection with this agreement will be
brought and maintained in Lake County, Florida.
13. Any failure of a party to enforce the party's rights under any provision of this
agreement shall not be construed or act as a waiver of said party's subsequent right
to enforce any of the provisions contained herein.
14. If any provision of this agreement is held to be invalid or unenforceable for any
reason, this agreement shall remain in full force and effect in accordance with its
terms, disregarding such unenforceable or invalid provision.
15. Persons not a party to this Agreement may not clairn any benefit hereunder or as
third party beneficiaries hereto.
16. Consultant agrees that it will not discriminate against any employee or applicant for
employment for Work under this Agreement because of race, color, religion, sex,
age or national origin and will take affirmative steps to ensure that applicants and
employees are treated without regard to race, color, religion, sex, age or national
origin. This provision shall include, but not be limited to the following: employment,
upgrading, dernotion or transfer; recruitment, advertising; layoff or termination;
rates of pay or their forms of compensation; and selection for training, including
apprenticeship.
17. Consultant warrants that it has not employed or retained any company or person,
other than a bona fide employee working solely for Consultant to solicit or secure
this Agreement and that is has not paid or agreed to pay any person, company,
corporation, individual or firm, other than a bona fide employee working solely for
Consultant, any fee, commission, percentage, gift, or other communication
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contingent upon or resulting from the award or making of this Agreement. For the
breach or violation of this provision, the Municipality shall have the right to
terminate the Agreement without liability, and, at its discretion. to deduct from the
contract price, or otherwise recover, the full amount for such fee, commission,
percentage, gift or consideration in accordance with C.S. 287.055(6)(a).
18.It is hereby mutually agreed that Consultant is and shall remain an independent
Consultant and not an employee of the Municipality.
19. The forbearance of either party with regard to any breach or failure to perform any
provision of this Agreement shall not be deemed to constitute a waiver of the
provision or any provision of this Agreement either at the time of the breach or
failure occurs or at any time throughout the term of this Agreement.
20. This Agreement has been drafted and negotiated by the Consultant and Municipality
and the same shall not be construed against either party.
21. This agreement contains the entire understanding of the parties as to the matters
contained herein, and it shall not be altered, amended or modified except by a
writing executed by the duly authorized agents of both the Municipality and the
Consultant.
ALPHA INSPECTIONS, INC. (CONSULTANT)
.. f
Jen ' r Murpliy, P s' e DATI;
ci
CITY OF GROVELAND (MUNICIPALITY)
Evelyn W' son, Mayor
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DA
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AttC5t: \
City Clerk
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Approved as to form and legality:
4XWita Gerac'-Carver
City Attorney
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Exhibit A, Scope of Services
Consultant shall provide plan reviews, re -reviews, inspections, and re -inspections, on new construction,
remodels, additions, accessory structures, roof/re-roofs, on residential and commercial buildings. Consultant
will comply with all federal, state, and local requirements and shall acquire and maintain all certifications and
licenses, as required by the State of Florida.
Consultant will provide inspections for which no permit fees are collected; i.e., complaints and property
maintenance inspections.
1. The Building Official must be reasonably available to City staff between the hours of 8:00 a.m. to
5:00 p.m. Monday through Friday except for those days that are City holidays.
2. Consultant will be trained in the City's permitting tracking system. All inspections must be entered
into the system daily.
3. Inspectors must be available by telephone before, during, or after an inspection occurs should a
builder or home owner need additional information concerning the inspection.
4. The Building Official will be responsible for computing ERU's for non-residential buildings.
Additionally, this position will be required to determine non-residential building use classifications
as described within the current Florida Building Code. httos://floridabuilding.org/bc/bc default.aspx
5. Consultant's staff should be available with no more than 24 hours notice.
6. Consultant's inspection staff should be capable of handling up to 100 inspections daily.
7. Consultant's plans examiners should be capable of handling 40 to 70 SFR Permit Applications and
150 to 200 of other types of permit applications each month. These plans reviews must be
accomplished effectively and efficiently.
8. Consultant shall provide a list of completed inspections along with the results of those inspections
on a daily basis.
9. Consultant will provide a list of planned inspections for the day following on a daily basis.
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RESOLUTION 2019-59
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GROVELAND,
FLORIDA, ADOPTING A FEE SCHEDULE FOR BUILDING PERMITS;
REPEALING ANY FEES IN CONFLICT HEREWITH; AND PROVIDING FOR
AN EFFECTIVE DATE.
WHEREAS, the City of Groveland provides services to residents, to non-residents, and
to owners of real property lying within the municipal limits of the City of Groveland; and
WHEREAS, the City of Groveland is authorized pursuant to its police power to regulate
an activity or property use and to assess fees to recover its expenses in providing such
services; and
WHEREAS, the City Council finds that the fees set forth shall be imposed in accordance
with law.
THEREFORE BE IT RESOLVED by the City Council of the City of Groveland,
Florida, as follows:
1. The above recitals are true and correct and, by this reference, are hereby
incorporated into and made an integral part of this resolution.
2. City Council adopts the following fees for building permits:
Building Permit Fees
Residential
Irrigation
$40.00 plus $0.56 per thousand total valuation
Driveway
$40.00
CRA
$100.00 minimum
Plan Review Fee
Equal to half the cost of the building permit fee
Plan Re -review fee
$45.00 plus $0.40 per thousand total valuation
Building Permit fee
$45.00 plus $3.80 per thousand total valuation
Expedited Permit fee
5% of the total permit fee
Remodel/additions
$45.00 plus $5.40 per thousand total valuation
Accessory Structures
$45.00 plus $5.40 per thousand total valuation
Roof/Reroof*
$45.00 plus $5.40 per thousand total valuation
Electric
$45.00 plus $0.72 per thousand total valuation
Plumbing
$45.00 plus $0.72 per thousand total valuation
HVAC
$45.00 plus $0.72 per thousand total valuation
Mobile home set-up fee (new structure)
$55.00 plus $3.80 per thousand total valuation
Building Permit Administrative fee
15% of building permit fees with a minimum of
$7.50
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Commercial
Utility Plan Review
$640.00
Plan Review Fee
Equal to half the cost of the building permit fee
Plan Re -review fee
$110.00 plus $1.20 per thousand total valuation
Building Permit fee
$75.00 plus $5.20 per thousand total valuation
Expedited Permit fee
5% of the total permit fee
Remodel/additions
$55.00 plus $6.20 per thousand total valuation
Accessory Structures
$55.00 plus $6.20 per thousand total valuation
Roof/Reroof*
$55.00 plus $6.20 per thousand total valuation
Electric
$45.00 plus $0.72 per thousand total valuation
Plumbing
$45.00 plus $0.72 per thousand total valuation
HVAC
$45.00 plus $0.72 per thousand total valuation
Occupancy and Change of Use
$55.00
Building Permit Administrative fee
15% of building permit fees with a minimum of
$7.50
Other **
$55.00 plus $6.20 per thousand total valuation
Additional Fees
Demolition/Razing fee:
Residential
$40.00
Non -Residential
$100.00
Work started prior to permit issuance
Double Fee
Re -inspection Fee
$65.00
Failure to call for inspection
$40.00
Occupancy and Change of Use
$50.00
Electronic Filing and Storage Administration fee
15% of permit Cost
* Requires a plan review
** At the discretion of the building official and city manager
3. All other ordinances or resolutions, or parts of ordinances or resolutions, in
conflict herewith are repealed.
4. This resolution shall be effective immediately upon adoption. The fees provided
for herein shall become effective for any building permit issued on or after October 1,
2019.
PASSED AND RESOLVED this day of September, 2019, by the City Council of
the City of Groveland, Florida.
Evelyn Wi on, Mayor
City of Groveland, Florida
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TT T..
i
Virginia W ' QAy Clerk
Groveland
FLORIDA
C.Ny with .,Qt.M CA -
Approved as to Form:
A �}
Anita Geraci-Carver
City Attorney
Passed First Reading. �rA LI i
Council Member �§W &ad+ moved the passage and adoption of
the rabove and foregoi Resolution. Motion was seconded by ber
V l dZ and upon roll call on the motion the vote was as
follows:
YEA
NAY
Mike Radzik
v
Jeff Shoobrid e
v
Mike Smith
v
Dina Sweatt
Evelyn Wilson
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CLE ffONT
Choice of Champions'
A. Purpose
City of Clermont, Florida
Safety Program Policy
(Replaces Safety Policy dated November 24, 1998)
The City of Clermont (City) is committed to ensuring that employees have safe and
healthy conditions in which to work. This obligation is owed to each employee and
citizen of Clermont, since there is a direct relationship between the personnel and
monetary cost of accidents and the ability to provide reliable cost-effective services.
B. Scope
The provision set forth in this safety policy shall apply equally to all City employees, and
for the purpose of this policy volunteers shall be considered employees.
C. Directive
Identification and correction of all safety hazards and issues must have immediate and
decisive action. Effective implementation of a comprehensive safety program depends
upon the commitment of all City employees to reduce occurrences of preventable
accidents and injuries. Through education and the promotion of safe work habits, all
employees will understand what is expected. Safety must be an ongoing and essential
part of all employees' work day.
D. Guidelines
The City's Safety Program consists of several key elements:
1. Responsibilities of Management, Supervisors, and Employees — Safety
responsibilities at every level of the City must be clearly defined in writing and
relayed through training.
2. Written Practices and Training Programs — Specific written safety practices and
training programs clearly define safety expectations that are necessary to prevent
exposures, fatalities and serious injuries.
3. Safety Meetings — Safety meetings are held and provide an opportunity to discuss a
variety of safety topics.
4. Safety Action Team (SAT) — The Safety Action Team's main function is to facilitate
and improve the safety of all City Employees.
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5. Corrective Action/Disciplinary Policy — The Personnel Policy, Employee Disciplinary
Procedure defines how safety rules will be fairly and consistently administered when
not adhered to.
The City Manager shall establish procedures to implement this policy.
Approved and adopted by the Clermont City Council by resolution number
2013-29 on October 8, 2013.
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1
CLER ONT
Chace of Champions'
A. Purpose
Safety Program Procedure
Effective March 15, 2019
(Replaces Safety Program Procedure dated 9114117)
The purpose of this document is to provide an overall written description of the City of
Clermont's (City) Safety Program.
B. Scope
The provision set forth in this safety procedure shall apply equally to all City employees,
and for the purpose of this procedure volunteers shall be considered employees.
C. Employee Duties and Responsibilities
Employees must participate in, abide by, and be accountable for the City's safety
program. There are many ways in which employees can be involved and remain informed.
1. Safety Action Team (SAT) — The SAT is comprised of a variety of talents of
employees and representation from all the departments. The periodic forum
allows for employee input on safety matters including the presentation of concerns
and recommendations for improving overall employee safety, review of
injuries/accidents, development of preventative corrective measures, and
evaluation and promotion of safety training programs.
2. Correction/reporting of safety hazards — Employees are empowered to correct
unsafe conditions within his/her power and/or report other safety concerns to a
supervisor/manager immediately.
3. Reporting injuries/illnesses and accidents — The reporting of all injuries/illnesses
and accidents to the supervisor, regardless whether medical attention is sought
is required. Near miss injuries and accidents should also be reported.
4. Participation in safety training — Employees must receive the proper safety
training required by his/her job assignment. Supervisors/managers are directly
responsible for ensuring that employees receive the required training
5. Conducting safety meetings — Supervisors/managers are responsible for
conducting safety meetings or 'Just in time" training topics, topics discussed or
presented in SAT meetings, or topics pertinent to the respective work area.
Employees are encouraged to volunteer to present safety topics (topics provided
by the supervisor/manager) to fellow co-workers.
6 Conducting safety training for new/current employees — Supervisors/managers
are required to conduct or coordinate the facilitation of safety training for all new
and current employees prior to the commencement of their duties. Employees
may be asked to conduct specific safety training pertinent to the respective work
area by the supervisor/manager.
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D. Management/Supervisory Duties and Responsibilities
1. Policy — The City has established a Safety Program Policy, which has been
approved by the City Council.
2. Involvement — Management involvement consists of management showing a
hands-on involvement in the City's Safety Program. This is accomplished by
numerous means including, support of the SAT, conducting/ensuring
investigations be conducted into injuries/illnesses and property damage, and
discussing safety topics at meetings. Observing management involvement
encourages employees to become more personally involved in safety and fosters
a caring, trusting relationship between employees and management.
3. Role and Responsibility — Managers/supervisors are directly responsible for the
safety of employees and must empower employees to take action on safety issues.
Empowerment allows employees to take ownership of safety issues and follow
issues through to completion. The role and responsibility of managers/supervisors
includes the following:
a. Being well versed in the content and application of the City's Safety Policy,
Procedure and departmental specific safety requirements and guidelines.
b. Monitoring employee workplace safety compliance including the use of
personal protective equipment (PPE) and other issued safety equipment.
c. Encouraging employees to report unsafe work conditions and practices, and
empowering employees to have the authority to identify and correct safety
issues when immediately necessary.
d. Encouraging employees to be involved in the City's safety program(s).
Allotting time for employees to work on safety issues and volunteer as
members on the SAT.
e. Lead by example while performing as a safety mentor to employees.
f. Providing specific safety training to employees, including area specific.
g. Attending supervisor safety training courses when offered.
4. Corrective Actions/Discipline — Department Directors will ensure enforcement of
safety requirements and respond to non-compliance with progressive or non -
progressive corrective action/discipline dependent upon the severity of the
infraction and other pertinent factors.
E. Work Area Safety and Maintenance
1. All employees are responsible for the safety of his/her work area. Employees must
practice safe work habits, as work -related accidents can be avoided. Employees
should report all safety matters (e.g., trip hazards, broken equipment, etc.) to
his/her supervisor immediately so that the issues can be corrected.
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2. Managers/supervisors continually observe workplace conditions and correct
unsafe conditions and work practices.
3. The Public Works Department conducts maintenance and repair of buildings,
building systems, facility sites, and vehicles and equipment. Preventative
maintenance services are conducted at intervals specified in maintenance
procedures, manuals, and as determined by Public Works. Repairs are completed
on an "as needed" basis. Facilities are surveyed to determine and schedule
predictable maintenance and repairs. Public Works schedules, tracks and records
all maintenance and repairs, including re -occurring preventative maintenance
items.
F. Injury/Accident Reporting and Supervisor Investigation
All injuries/illnesses and accidents involving City property, vehicles, or equipment must
be reported to a supervisor immediately, no later than the same workday. This includes
non -employee injuries occurring on City property. Medical assistance should be
summoned without delay in all instances, should immediate care be necessary.
The employee and supervisor injury/illness and/or accident form(s) shall be completed.
All reported injuries/illnesses and accidents must be investigated by a supervisor as
soon as possible, within twenty-four (24) hours of the supervisor being informed of the
injury/accident.
Supervisors shall make a thorough report concerning all details involved. The
information gained from investigation reports can be utilized to identify and correct
unsafe conditions and work practices.
The Department Director should be made aware of all injuries/illnesses and accidents,
and he/she should ensure all required paperwork is completed. The Police Department
will investigate accidents where damage to private vehicles/property involves City
employees, vehicles, and/or equipment.
Employees must not admit or offer a settlement in situations involving non -employees
and/or non -City property. Employees will only discuss the circumstances surrounding
an incident with a supervisor, manager, department director, and/or investigating law
enforcement officer.
All investigation reports are reviewed by the SAT. The SAT discusses the preventability
of injuries/illnesses and accidents, whether appropriate action has been taken to prevent
future incidences, and makes recommendations of additional action if necessary.
G. Trend Analysis
Part of the process of minimizing injuries/illnesses and accidents involves reviewing
causes determined by reports and investigations to identify trends. If a trend is detected,
a plan of action will be determined and acted upon. The plan of action may consist of
specific training, personal protective equipment, and/or other safety initiatives.
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H. Safety Training
Safety training is the responsibility of the City, management, and employees.
1. All employees are required to participate in general safety training delivered to all
employees through New Employee Orientation, Area Specific Orientation and
departmental specific safety topics.
2. Supervisors, managers, and directors are required to attend the programs above,
and supervisors may also be required to attend specialty training programs
depending on the requirements for the respective work areas.
3. Managers/supervisors will conduct or coordinate the facilitation of other specialty
training programs which may be required of employees depending on the specific
work area, e.g., Hazard Communication, Hearing Conservation, Bloodborne
Pathogen, Respiratory Protection, Lockout/Tagout, Confined Space Entry, Ladder
Safety, Proper Lifting, Respiratory Protection, and Powered Industrial Vehicle
Operation.
I. Contractor Safety
The City's vendor selection process for the purchase of commercial goods and services
typically includes documentation that specifies minimum contractor qualifications,
contractor selection criteria, Insurance requirements and specific information about the
contract work to be performed. Contractors are required to meet the Federal, State, Local
and/or any other safety -related requirements stated in this documentation and provide
confirming information to the contract administrator, Purchasing Manager, or Human
Resources upon request. Contractors are responsible for training employees in all safety
program requirements.
J. Record Keeping
Records will be maintained by the responsible department in accordance with the Florida
Public Records Law, for example Finance/Purchasing will maintain vendor selection
records, Public Works will maintain facility maintenance records, Human Resources will
maintain New Employee Orientation and Area Specific Orientation training records, and
each department shall maintain employee specific work area training records (e.g.
Powered Industrial Vehicle training documents for each employee within the department).
K. Authority
The authority to issue or revise this Procedure is reserved to the City Manager. The City
Manager ay authorize exceptions to this procedure when deemed appropriate.
--% WCj
Dar ray, City Vanager Date
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Appendix A
Common Safety Rules/Guidelines
The following safety rules or guidelines are generic in nature and apply to all City
employees. Department specific safety rules and/or guidelines may be developed
by the departments as necessary.
Lifting Safety
• Most City employees will be required to lift or move materials or equipment as part
of his/her assigned work.
• Material storage will be arranged to permit safe handling, heavier materials will be
stored at or near floor level. Other materials should not be stored above eye level to
reduce the need for a ladder or reaching above the employee's head.
• Employees should only lift an object or material that is well within the employee's
physical capability. Employees should solicit the help of another employee or use a
material handling device.
• Lifting technique is important in preventing an injury.
o Position feet close to the object being lifted
o Center body over the object
o Bend knees and grasp the object firmly
o Lift straight up and smoothly, and let legs (not back) do the work
o Do not twist or turn body once the lift has been made
o Object should be carried steady and close to the body
o Sudden twisting or turning could result in a back injury
Electrical Safet
• Employees working with or around electrical equipment must practice safe work
habits.
• Malfunctioning electrical appliances and power tools shall be tagged and removed
from use until repairs are made. If appliance/tool cannot be repaired, the unit may be
replaced.
• Extension cords are intended for temporary use, and shall not substitute permanent
wiring.
• Electrical outlets and circuits must not be overloaded. The use of cube taps or multi -
plug adapters is not permitted.
• Grounding plugs will be used as intended, and must not be altered by the removal of
the grounding prong. Grounding adapters will not be used in place of grounding
receptacles.
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• Electrical cords that are defective, frayed or otherwise considered unsafe must be
replaced. Employees must not consider makeshift repairs with splices and electrical
tape as sufficient enough to allow the continued use of a damaged electrical cord.
• Ground Fault Circuit Interrupters will be used for all portable tools. Emergency
generators will be installed and grounded per manufacturer's guidelines.
• Most electrical work will be performed by a licensed industrial electrician or
appropriately trained employee. Employees involved in performing minor electrical
repair work will ensure that the circuit involved is de -energized and that the switch or
circuit breaker controlling the circuit is tagged or locked out while the repair is
conducted.
Fire Safety and Prevention
• The absolute best defense against any fire is prevention. Employees must be aware
of the many potential causes for fire in the workplace and must report any possible
problem areas to a supervisor for corrective action.
• Good housekeeping is important in any fire prevention effort. Allowing combustible
debris and clutter to accumulate will increase the opportunity for a fire to occur and
spread rapidly. Employees must keep their workplace free of debris and other
unnecessary combustible storage.
• The storage of flammable and combustible liquids shall be in a manner approved by
the Fire Department. Approved safety cans, flammable liquid cabinets and specially
designed storage rooms are generally acceptable for the storage of flammable and
combustible liquids. Supervisors will ensure that the storage and handling of
flammable and combustible liquids within his/her work area complies with fire
regulations.
• Smoking by employees or the general public is prohibited in many locations by fire
and/or health regulations. Employees shall not smoke in any City buildings, vehicles,
or in any areas where "No Smoking" signs are posted. Supervisors will monitor
employees for compliance in "No Smoking" areas.
• Fire extinguishers will be provided where needed in City buildings and vehicles.
Employees will become familiar with the locations of fire extinguishers in the work
area. Training will be provided on the proper use of fire extinguishers by the
supervisor or the Fire Department.
• In case of a fire, the employee must immediately dial 911 and report the fire to the
Fire Department. After reporting the fire, the employee must ensure that all affected
persons are evacuated to a safe area. Doors should be closed where available to
isolate the fire area from the remainder of the structure.
• If caught in smoke, individuals should crawl and stay low. Cleaner, cooler air will be
nearer to the floor, and heat, smoke and noxious gases will rise toward the ceiling.
• Employees should always keep an unobstructed exit path when attempting to
extinguish a fire. It is important to remember that fire extinguishers are only intended
to be used on small fires in their beginning stages. In the event of a large fire, or if a
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small fire is not able to be extinguished, the area should be evacuated and allow the
fire department to handle the situation.
First Aid
First aid kits are available in City buildings and vehicles. Employees should familiarize
themselves with the location and content of first aid kits in the work area.
Well stocked First -Aid kit(s) for employee use will be maintained.
The basic inventory of each first aid kit is reviewed and renewed as needed at
periodic SAT meetings. Records of reviews and replenishments shall be maintained
by the respective departments.
These kits will be located so as to allow easy and quick access. First -aid kits and
required contents are to be maintained in a serviceable condition.
• All items which must be kept sterile must be individually wrapped and sealed. Items
such as scissors, tweezers, tubes of ointments with caps, or rolls of adhesive tape,
need not be individually wrapped, sealed, or disposed of after a single use or
application.
Employees are not required to perform first aid as part of their job duties. Any
employee can voluntarily assist another employee with open wounds, after taking
personal protective precautions.
Aids/HIV and Hepatitis B are the primary infectious diseases of concern in blood.
All blood should be assumed to be infectious. These diseases can be deadly. In
the event of a bleeding injury where first aid is needed, use gloves if possible to
prevent exposure to blood or other potentially infectious materials. The injured
person can often help by applying pressure to the wound. Gloves are available in
the first aid kits. Employees exposed to blood while giving first aid should wash
immediately with soap and water and report the incident to a supervisor.
Immediate professional emergency medical assistance shall be summoned by dialing
911 for any employee or citizen suspected to be seriously injured or ill.
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Appendix B
Safety Inspections
Workplace Inspections
• Supervisors will monitor workplace safety conditions daily, and ensure that work
areas are maintained free of clutter, improper storage and other trip/fall hazards.
Flammable and combustible liquids are to be stored in safety containers, in
flammable liquid cabinets or as otherwise approved by the Fire Department.
Supervisors will monitor employee use of all provided safety equipment to ensure
that employees are wearing or using safety equipment as directed.
• A supervisor, or designated employee, from each department will conduct a formal
monthly safety inspection of all work areas within his/her department. Each
inspection will be documented on a form provided by the department. Upon
completion, the safety inspection form will be forwarded to the Manager and
Department Director for review. Areas needing corrective action taken will be
addressed. Management will ensure that corrective actions have been taken and
may make additional recommendations as necessary.
Equipment inspections
• Departments which utilize fixed/portable power equipment will establish an
inspection program for such equipment. The inspection program and frequency
of inspections will be based upon manufacturer's recommendations a n d
recognized good work practices.
• Inspection forms will be developed and utilized by each department for
conducting equipment safety inspections.
• Employees shall not operate equipment when an inspection deems the equipment
to be unsafe for operation. A supervisor will be notified and the unsafe equipment
will be tagged and placed out of service pending equipment repair.
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Appendix C
Training
Virtually every task performed by an employee requires some level of training.
Supervisors shall adequately emphasize safety when instructing an employee on
the performance of a certain task.
Job Orientation
Each department must provide new employees with comprehensive job orientation
training that addresses job safety hazards and provides new employees with
adequate training to work safely around such hazards.
• Supervisors will explain/demonstrate how a job is to be conducted step-by-step.
The supervisor will have the employee demonstrate his/her ability to correctly and
safely perform the job while the supervisor evaluates the employee. The
supervisor will make corrections as needed.*
Department/Area Specific Safety Training
• Area Specific Safety Orientation must be given to employees entering a work area
during the first week of hire or new assignment. The supervisor may designate a
qualified instructor from the area to provide this training. The Area Specific Safety
Orientation form shall be completed and forwarded to Human Resources. The
form will be filed in the employee's personnel file
• Each department/area may require additional specific safety training, and
employees will comply with the requirements of the department as if it
were part of this procedure.*
Additional Training
• Supervisors will ensure that all employees receive adequate training whenever
new processes or equipment are introduced into the workplace.
• Additional comprehensive training may be required when an employee is
promoted or reclassified to a different position or when a job description is
revised to include additional responsibilities or hazards.*
• Safety training must be ongoing, and supervisors must monitor employees for
compliance after training or retraining.
* Documentation of employee training will be completed and kept on file at the
department.
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Appendix D
Area/Function Specific Programs
Hazard Communication Standard
• An employee whose job requires that he/she work with regulated materials or work
where such materials are handled or stored in accordance if the requirements of
OSHA (Occupational Safety and Health Administration) Hazard Communication
Standard. Most City employees fall under the requirements of the Standard to
some degree.
• An employee must receive the initial training after beginning work and must
receive refresher training on an annual basis.*
Bloodborne Pathogens
• The Bloodborne Pathogens Standard applies to any employee who could
reasonably be expected to be exposed to blood or body fluids in the course of
his/her normal work. This typically applies to emergency service workers such
as firefighters and police officers. Wastewater collection and treatment system
workers (and lifeguards, when applicable) have been identified as being at a low
to moderate risk.
• Employees covered by the Bloodbome Pathogens Standard must receive initial
training upon beginning work and must receive refresher training on an annual
basis.*
• The City offers a Hepatitis B (HBV) vaccination series at no charge to any
employee identified as being at risk under this Standard.
Permit Required Confined Space Entry
• A confined space is "a space that is large enough for an employee to enter, has
restricted means of entry or exit and is not designed for continuous employee
occupancy." This generally applies to utilities and drainage system workers.
• Initial Confined Space Entry training is -required for all affected employees.
Refresher training is required on an annual basis.*
* Documentation of employee training will be completed and kept on file at the
department.
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Appendix E
Personal Protective Equipment (PPE)
The type and use of PPE will vary by department, and each department will develop
guidelines concerning employee use of PPE.
Eye Protection
• Eye protection is provided for all employees performing a task or working in an
area where the possibility of an eye injury exists. The employee must wear the
provided eye protection.
• Supervisors will instruct employees as to when eye and face protection is
necessary. Employees will also receive instructions concerning selecting the
proper protective eyewear, wearing it properly, limits of protection and proper
care and maintenance of protective eyewear.*
• Protective eyewear included safety glasses, goggles and face shields. Some
tasks will require that the employee wears safety glasses/goggles in conjunction
with a full -face safety shield. Supervisors will ensure that employees have
selected the proper type of eye protection for the task being performed.
• Prescription safety eyewear will be provided to employees who must wear eye
protection but have the need for corrective lenses. Department Directors have
the necessary information to obtain the proper prescription safety eyewear for
an employee. All Safety Eyewear needs to meet ANSI (American National
Standards Institute) Standards.
Hearinu Protection
• Directors/managers will evaluate work areas and equipment use to determine
noise exposure levels and the need for employee hearing protection. Hearing
protection is required for employees exposed to a noise level in excess of 85
decibels (dB) averaged over an eight -hour period. Higher noise levels over a
shorter time period would require employee hearing protection as well.
The type of hearing protection provided is usually in the form of earplugs or
earmuffs. Supervisors will assist employees in choosing the proper type of
hearing protection. Supervisors will instruct employees concerning the use and
limitations of the hearing protection provided.*
• Employees will utilize hearing protection at all times when exposed to noise
levels in excess of the permissible guidelines.
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Respiratory Protection
• Employees who are exposed to respiratory hazards will be provided with proper
respiratory protection equipment. Protective equipment may consist of filtration
masks, hazard -specific canister masks, supplied air masks, or self- contained
breathing apparatus (SCBA).
• Employees wearing respiratory protection other than simple filter masks must
be fit tested on an annual basis. Employees who wear self-contained breathing
apparatus must undergo and pass an annual medical examination including a
pulmonary function test.
• Supervisors will instruct employees in the selection, use and maintenance
of respiratory protection equipment. Supervisors will ensure that employees
understand the hazards of the various environments requiring the use of
respiratory protection equipment and the limitations of the equipment itself.*
• Employees will utilize protective equipment at all times when exposed to
respiratory hazards.
Foot Protection
• Employees who are exposed to falling/rolling objects or puncture hazards are
required to wear safety footwear or equivalent protection.
• All safety shoes worn by employees shall be classed according to ANSI
Z.41.1991-1999 Standard as prescribed by OSHA (Regulation 29, CFR Part
1910-136), or shall be determined by the City to be equally effective.
• Each Department Director shall be responsible for the identification of
positions which require safety footwear.
• Purchase of Footwear shall comply with the City's Safety Footwear Purchase
Program.
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Appendix F
Fleet Safety Program
It is the policy of the City to provide and maintain a safe working environment to protect
its employees and citizens from injury and property loss. The City considers the use of
motor vehicles as part of the working environment to assist employees in completing their
assigned job duties, and is committed to promoting a heightened level of safety
awareness and responsible driving behavior in its employees. The City's combined
commitment and efforts will be directed toward the implementation and execution of an
effective Fleet Safety Program.
The Fleet Safety Program consists of seven components:
• Motor Vehicle Record Checks;
• Safe Driving Practices;
• Training;
• Preventive Maintenance;
• Accident Investigation;
• Personal Use of City Vehicles; and
• Non -City Vehicles Used for City Purposes.
The program includes all motor vehicles, equipment licensed for on the road
operation, and large equipment such as mowers, tractors, and backhoes. This
procedure applies to all candidates for employment as well as all current employees
and volunteers who are operating a vehicle/equipment for City purposes. Nothing
herein shall authorize volunteers to operate City vehicles.
A. Motor Vehicle Record Checks
In accordance with the City's Employment Policies Manual, all operators of City vehicles
and equipment are required to have a valid State of Florida operator's or commercial
license, as applicable, and to keep Supervisors informed of any change of status in their
license.
The City's Background Check Procedure outlines the City's initial efforts on applicant
selection through a variety of resources, beginning with the job application. Applicant
selection is made upon completion of a formal interview, background check, reference
verification, review of the individual's motor vehicle record (MVR), a negative drug
screen result if applicable, as well as a skills demonstration for certain vehicles.
Once a candidate has been identified for hire and made a conditional offer of
employment, Human Resources will conduct a background check including MVR in
accordance with the City's Background Check Procedure. MVRs are also periodically
reviewed thereafter as determined by the City and at a minimum of at least once per
year for all employees who are authorized to drive a City vehicle or their own vehicle
while conducting City business. The MVR is reviewed for adverse conditions as defined
in the City's Background Check Procedure.
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If an employee's annual MVR reveals an adverse condition as defined by the
Background Check procedure, the employee will not be allowed to drive a vehicle while
conducting City business. If these restrictions create a hardship for the City, the
employee will be transferred or demoted to a position which does not require driving and
for which the employee is otherwise qualified. If no position is available, the employee
will be terminated. In addition, Human Resources will identify employees considered
"high risk drivers" based upon established criteria and monitor the employees driving
record every six (6) months for a period of two years from the date of the most recent
violation.
Employees who operate City vehicles and equipment are required to immediately notify
their supervisor of any change in status in their license, convictions involving motor
vehicle operation, and/or use of substances that would interfere with safely driving a
motor vehicle.
B. Safe Driving Practices
In accordance with the City's Employment Policies Manual, the City attempts to provide
each employee with adequate tools, equipment and vehicles for the job being performed
and expects each employee to observe courteous and safe operation of vehicles and
equipment in compliance with all municipal, county and state vehicular regulations.
Employees shall wear a seatbelt at all times and drive with courtesy and respect for
other motorists.
Employees are expected to treat City vehicles and equipment with respect and care, and
adhere to basic vehicle and equipment operation principles:
• Always wear seatbelt.
• Drive defensively and always anticipate what other drivers on the road might do
and plan accordingly.
• Never move through traffic aggressively.
• Adhere to speed limits, traffic signs, and follow all traffic signals.
• Always lock the vehicle/equipment, even if it remains in sight.
• Avoid driving in dangerous conditions, including inclement weather and when
drowsy.
• Any employee backing a large truck or other sight -restricted vehicle/equipment in
which the vehicle/equipment is not equipped with functioning rearview cameras
shall enlist the assistance of another employee in backing the vehicle/equipment.
The assisting employee will act as a spotter to aid the driver in safely backing the
vehicle/equipment.
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• Employees shall not operate a vehicle while wearing a headset, headphone, or
other listening device, other than a hearing aid or instrument for the improvement
of defective hearing. The only exception to using a headset is when the employee
is communicating as described below, and the sound is provided through one ear
and allows surrounding sounds to be heard with the other ear.
Employees are prohibited from using any telephonic or communication device
without a blue tooth or other hands -free technology, unless specifically approved
by the City Manager or designee while operating any vehicle, apparatus,
machinery, or equipment for City purposes. In addition, employees are
responsible for ensuring that use of any electronic device does not cause
distraction (i.e., texting, fiddling with the device, taking eyes off the road, and
participating in conversations that may interfere with the driver's ability to drive
safely).
• Whenever possible, the employee should park the vehicle in a safe location to use
a telephonic or communication device.
C. Training
Training programs will consist of classroom and/or on -the -road scenarios. All incoming
employees are required to receive training on the City's Fleet Safety Program, as well
as any applicable department specific training on City vehicles/equipment.
Employees will also be provided with periodic training, such as safety posters, emails,
and toolbox talks to reinforce best practices.
Remedial training will be provided to employees who have had at least one infraction
or were involved in a preventable incident (as defined by the National Safety Council).
Such training will focus on, but will not be limited to, defensive driving techniques and
behavior modifications. The City will use ride -along training combined with statistical
data focusing on accident types and frequency to identify areas of improvement.
Employees who have had at least one preventable accident or moving violation in a
calendar year period will be required to participate in a collision avoidance course
conducted by the Clermont Police Department.
Refresher training will be provided for all employees at least every other year.
Supervisors will receive refresher training on Accident Investigation and Preventability
at least every other year or as needed.
D. Preventive Maintenance
In accordance with the City's Employment Policies Manual, employees who are
assigned equipment or vehicles by their departments are responsible for them and their
proper use and maintenance. Additionally, the City will provide the necessary
resources to ensure all vehicles are operating properly.
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Public Works will perform and track all routine fleet maintenance for non -
Commercial Motor Vehicles (CMV) every six (6) months or every 3000 miles,
whichever comes first. Critical components that must always be controlled,
maintained and promptly repaired are: brakes, tires, suspension, steering, lights,
mirrors, windows and windshield wipers. Public Works performs and tracks all
routine maintenance on CMVs every 600 hours.
Pre -trip Inspections - Each department will establish and maintain regular pre -
trip inspections. The frequency and type of vehicle/equipment inspection may
vary, however a basic pre -trip safety inspection should be conducted daily or
prior to driving it. For non CMV, areas to be inspected include tires, lighting
systems, brakes, windshield wipers, glass/mirrors, seat belts, fire
extinguisher(s), backup alarm, warning devices and interior/exterior cleanliness.
Minor problems will be corrected during the inspection if feasible. Problems
beyond the inspecting employee's ability to correct should be referred to Public
Works/Fleet Maintenance as soon as possible.
• Employees shall not operate a City vehicle/equipment when an inspection
deems that the vehicle/equipment may be unsafe for operation. A supervisor will
be notified and the unsafe vehicle/equipment will be placed out of service until
corrective action can be taken.
• Refueling — Vehicles/equipment should be refueled when the meter reads'/ full
and turned off while refueling.
• Employees should never smoke, light matches or use lighters while refueling,
nor enter the vehicle/equipment during refueling, as this presents a flash fire
hazard.
• Employees should not overfill or top off the vehicle's/equipment's fuel tank.
• Upon return of the vehicle to Public Works/Fleet Maintenance, the vehicle shall
be in the same condition as when provided to the employee, reasonable wear
and tear excepted.
E. Incident Investigation
All incidents involving a City vehicle, equipment, or personal vehicle being operated
for City purposes must be reported immediately to law enforcement and the
employee's immediate supervisor.
Law enforcement will not be required to be notified for incidents when all of the
following criteria are met:
• there is damage on City property, and
• the incident involves ONLY City property, and
• the estimated damage is less than $500, and
• no personal injury has resulted.
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Examples of damage that is less than $500 include but are not limited to the following:
• Small dent, 3 inches or less in diameter
• Broken tail light
• Broken headlight
• Minor surface scratch
• Damage to one wheel/rim and/or tire
• Damage to one window
• Damage to windshield
• Any combination of more than one of these items is very likely to be above
$500 and law enforcement should be contacted.
Supervisors who are unsure/unclear if damage is over $500 should report the incident
to law enforcement.
Supervisors and employees will be trained in post -incident procedures to secure the
details of the incident and document the damage. Providing detailed facts of the
incident will help the City's insurance carrier deter fraudulent third -party insurance
schemes.
All vehicles/equipment will be supplied with an incident reporting kit to include the
Supervisor and Employee Investigation Forms, insurance card, a pen, drug -testing
matrix, and a post -incident checklist. A pre -trip inspection should also be included in
every vehicle/equipment, if applicable.
Supervisors are responsible for determining whether an employee should receive
disciplinary action in accordance with the City's Employment Policies Manual.
Supervisors are also responsible for making a determination as to whether or not the
incident was preventable based on the National Safety Council's definitions and
record this determination in the Supervisor Investigation Form.
Human Resources along with the Safety Action Team will review all incident reporting
forms and ensure compliance with the City's Fleet Safety Program.
The City has implemented a separate Drug Free Workplace Procedure that requires
pre -employment and periodic random drug and alcohol testing for employees in
mandatory testing positions. Additionally, the Drug Free Workplace Procedure has set
forth criteria requiring employees be tested for the presence of drugs and alcohol
under certain circumstances. Any positive results are grounds for termination.
F. Personal Use of City Vehicles/Equipment
In accordance with the City's Employment Policies Manual, the use of City property,
material, supplies, tools, equipment or vehicles for personal or private business use is
prohibited, unless approved by employment agreement or by the City Manager and
incidental and as a minor deviation to the assigned use of the vehicle. Violations may
result in termination and possible prosecution.
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Persons who are not City employees are not allowed in City vehicles/equipment as
passengers, unless the travel involves City business purposes or is authorized by the
City Manager.
G. Non -City Vehicles/Equipment Used for City Purposes
Employees are strongly encouraged to utilize City vehicles/equipment to conduct
official City business. Employees who choose to drive non -City vehicles or operate
non -City equipment to conduct official City business must obtain Department
Director approval to do so, are subject to all the provisions and standards of this
program, must maintain state required automobile insurance limits, ensure that their
personal auto insurance carrier provides coverage for use of their personal vehicle
for business purposes, and maintain their vehicle in a safe operating condition.
* Documentation of employee training will be completed and kept on file at the department in
accordance with the State of Florida General Records Schedule.
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