Item C02
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date:
05/15/02
Division:
Public Works
f)-
Bulk Item: Yes ----X- No
Department: Fleet Management
AGENDA ITEM WORDING: Requesting approval for the Mayor to execute a contract with Condo
Electric Motor Repair for emergency generator inspections, maintenance, and repairs.
ITEM BACKGROUND: The low bidder (Condo Electric Motor Repair) will perform an annual major
inspection ofthe County's fifty (50) plus emergency generators and will also perform maintenance,
electrical and/or engine repairs upon the request of the County. Additionally, they will be assigned to
the County's Emergency Operations Center (EOC) during and following all hurricanes or emergencies
declared by the County.
PREVIOUS REVELANT BOCC ACTION: Since 1996 the Board has approved and executed annual
contracts for emergency generator inspections, maintenance and repairs.
CONTRACT/AGREEMENT CHANGES: New contractor, new contract, thirteen additional
generators.
STAFF RECOMMENDATIONS: Approval to award contract to low bidder (Condo Electric Motor
Repair) as described above.
TOTAL COST: Approx. $ 51.000.00
BUDGETED: Yes ~ No
COST TO COUNTY: Approx. $ 51.000.00
REVENUE PRODUCING: Yes
No
AMOUNTPERMONTH_ Year
APPROVED BY: County Arty _ OMBlPurchasing _ Risk Manageme!.lt _
DIVISION DIRECTOR APPROVAL:
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DOCUMENTATION:
Included X
To Follow
Not Required_
DISPosmON:
AGENDA ITEM # ~~
Revised 2/27/01
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Cii
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract #
Contract with:Condo Electric Motor Repair Effective Date:05/15/02
Expiration Date:05/15/03
Contract PurposefDescription:Emergency generator inspections and electrical repairs. upper.
middle. and lower keys facilities from Key West to Cardsound,
Contract Manager:Roy Sanchez
(Name)
3572
(Ext. )
Fleet Management Services
(Department)
for BOCC meeting on 05/15/02
Agenda Deadline: 05/01/02
. CONTRACT COSTS
Total Dollar Value of Contract: $5 L 000.00 Current Year Portion: $3 0.000.00 approx,
Budgeted? Yes~ No 0 Account Codes: 504-23501-530-340-
Grant: $ _-_-_-_
County Match: $ _-_-_-_
- - -
----
ADDITIONAL COSTS
Estimated Ongoing Costs: $unknownlyr For: unexpected repairs
(Not included in dollar value above) (e~, maintenance, utilities, ianitorial, salaries, etc,)
CONTRACT REVIEW
Changes
Date In Needed '" () Reviewer
Division Director 5/1107.- YesD No~ 1/ . r~.I 6f ,
RiskManagement 5-J-~ YesDNoEj' "(() .~~
O.M.B./Purchasing ~\'Z.-"l }DL-Y esO NOQ/~
Couoty Attorney "''1/~_ YesO NoQ-- &--
Date Out
iJ/ 1/01-
6- r-Dd.-
S/I JDL-
~/'ZI~
Comments:
OMB Form Revised 9/11195 MCP #2
EMERGENCY GENERATOR INSPECTIONS
AND ELECTRICAL REPAIRS
Monroe County, Florida
The OWNER and the CONTRACTOR agree as set forth as follows:
ARTICLE 1- THE CONTRACT DOCUMENTS
The Contract Documents consist of this Agreement, the Generator List, the Approved Inspection
. Checklist, the Non-Collusion Affidavit, the Lobbying and Conflict of Interest Clause (Sworn Statement
under Monroe County Ordinance #10-1990), the Drug-Free Work Place Form, the Insurance Documents,
and all Modifications issued after execution of this Agreement. These form the Contract, and all are as
fully a part of the Contract as if attached to this Agreement or repeated herein. An enumeration of the
Contract Documents appears in Article 8.
ARTICLE 2- THE WORK
A. The CONTRACTOR/TECHNICIANS shall perform one inspection of the approximately
fifty (50) emergency generators, listed on the Generator List, using the approved inspection checklist. The
annual major inspection is required during the month of May or June in preparation for hurricane season.
The annual major inspection will include electrical load tests. Load tests may have to be accomplished
after normal working hours. The OWNER will provide the electrical load for the portable generators. The
OWNER will provide or perform the annual oil changes and other routine engine maintenance.
Immediately following inspections, the CONTRACTOR shall submit inspection reports identifying
needed maintenance, electrical, and/or engine repairs.
B. The CONTRACTOR/TECHNICIANS shall perform maintenance, electrical, and/or
engine repairs upon the request of the OWNER
C. The OWNER is responsible for routine engine repairs and maintenance (such as,
replacement of defective water hoses, drive belts, batteries, filters, lubricants, etc.) but may
approve the CONTRACTOR/TECHNICIANS or others to perform these repairs on a case-
by-case basis. The OWNER may perform or assist with all routine and emergency engine
repaIrs.
D. The CONTRACTOR/TECHNICIANS shall be available 24 hours per day, 365 days per
year. The CONTRACTOR shall report to the owner's Emergency Operations Center (EOC) within four
(4) hours of verbal notification and remain on site available to the owner immediately following an
emergency, declared by the owner. The CONTRACTOR/TECHNICIANS shall be at the site of an
Emergency Generator requiring emergency repairs within four (4) hours of verbal notification by the
"'
OWNER. Monroe County shall be given priority at all times for generators requiring emergency repairs.
The OWNER and the CONTRACTOR recognize that time is of the essence in this Contract. They also
recognize the delays, expenses, and difficulties involved in proving, in a legal proceeding, the actual Loss
suffered by OWNER if the Work is not completed on time, Accordingly, instead of requiring such proof,
OWNER and CONTRACTOR agree that as liquidated damages for delay (but not as a penalty)
CONTRACTOR shall pay OWNER $80.00 for each hour over four (4) hours that expires ~fter
notification to respond and the CONTRACTOR is not on site, barring travel conditions beyond
CONTRACTORS control.
E. The CONTRACTOR shall have access to a supply of all parts and controls nonnally
. necessary for the emergency repairs of all county maintained Emergency Generators so that such
emergency repairs can be completed as soon as possible. If the CONTRACTOR feels that a unit is not
economically repairable, the CONTRACTOR will submit an estimate for replacement and/or repair to the
OWNER. The OWNER may, at his discretion, have the CONTRACTOR repair the unit in keeping with
the repair estimate or seek other outside proposals for replacement.
F. The CONTRACTOR may be required to assist in the development of specifications for
new or replacement generators and associated equipment.
ARTICLE 3- ASSIGNMENT
A The Contractor shall not assign or subcontract this agreement, except in writing and with
the prior written approval of the Owner and Contractor, which approval shall be subject to such
conditions and provisions as the Owner and Contractor deem necessary. This agreement shall be
incorporated by reference into any assignment or subcontract and any assignee or subcontractor shall
comply with all of the provisions of this agreement. Unless expressly provided for therein, such approval
shall in no manner or event be deemed to impose any obligation upon the Owner in addition to the total
agreed-upon price of services/goods of the Contractor.
B. Contractor shall not employ any Subcontractor, Supplier or other person or organization
against whom the Owner may have reasonable objection.
ARTICLE 4-TERM OF CONTRACT
A This contract shall be for a period of One (1) year commencing upon the day in which it
has been executed by both parties.
B. The County shall have the option to renew this agreement after the first year, for two
additional years, to be approved one year at a time.
ARTICLES-SCHEDULE
The Contractor shall commence Work to be perfonned under this Contract no later than ten (10) calendar
days from Notice to Proceed. The Annual Major Generator Inspection shall be completed on all of the
-t
approximate fifty (50) generators no later than the end of the month of June or sixty (60) days from the
commencement of work as defined above.
ARTICLE 6- CONTRACT PRICE
The OWNER shall pay the CONTRACTOR in accordance with the following schedule:
A_ Labor for repairs - normal working hours of8:00 A.M. to 5:00 P.M. Monday through Friday,
excluding holidays $ 45.00 per hour mechanic / $ 20.00 per hour helper.
B. Labor for repairs - overtime rate for hours other than the normal working hours as stated in
item (A.) above, including holidays $ 55.00 per hour mechanic / $ 25,00 per hour helper.
C. Materials, supplies, and replacement parts - purchase price plus 10 percent. Shipping
charges will be reimbursed.
D. Hourly rate for specification development and other professional services $ 45.00 per
hour.
E. Hourly rate for hours of 8:00 A.M. to 5:00 P.M. during assignment to the owners Emergency
Operations Center (EO C) excluding actual electrical / generator maintenance and repairs
$ 45.00 per hour.
F. Hourly rate for hours other than the hours as stated in item (E) above, during assignment to the
owners Emergency Operations Center (EOC) excluding actual electrical / generator
maintenance and repairs $ 55,00 per hour.
ARTICLE 7- PAYMENT PROCEDURES
The Contractor may make applications for payment after each scheduled inspection is complete and may
send invoice after each requested repair job is complete. The CONTRACTOR will be paid the purchase
price plus 10 percent for materials, supplies and replacement parts. Shipping charges will be
reimbursed. The OWNER will purchase all parts necessary for engine repairs and maintenance but has the
option to have the CONTRACTOR obtain the parts. Receipts, invoices, or other acceptable proof of
purchase must be attached to requests for payment. All parts and materials shall be of equal or greater
quality as compared to existing parts and materials in use. (There are no additional costs for travel,
mileage, meals, or lodging).
ARTICLE 8- CONTRACT DOCUMENTS
The Contract Documents which comprise the entire agreement between the OWNER and the
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CONTRACTOR concerning the Work consist of the following:
1. This Agreement
2. Generator List
3. Approved Inspection Checklist
4. Non-Collusion Affidavit
5. The Lobbying and Conflict of Interest Clause
6. The Drug-Free Workplace Form
7. Insurance Documents
8. Contract Modifications (H any)
There are no Contract Documents other than those listed above in this Article. The Contract
Documents may only be amended, modified, or supplemented upon prior written approval by
Board of County Commissioners.
ARTICLE 9- INDEMNIFICATION AND HOLD HARMLESS
The Contractor covenants and agrees to indemnify and hold harmless Monroe County Board of County
Commissioners from any and all claims for bodily injury (including death), personal injury, and property
damage (including property owned by Monroe County) and any other losses, damages, and expenses
(including attorney' s fees) which arise out of, in connection with, or by reason of services provided by the
Contractor or any of its Subcontractor(s) in any tier, occasioned by the negligence or other wrongful act or
omission of the Contractor or its Subcontractor( s) in any tier, their employees, or agents. In the event the
completion of the project (to include the work of others) is delayed or suspended as a result of the
Contractor's failure to purchase or maintain the required insurance, the Contractor shall indemnify the
County from any and all increased expenses resulting from such delay. The extent of liability is in no way
limited to, reduced, or lessened by the insurance requirements contained elsewhere within this agreement.
ARTICLE 10- LAW AND VENUE
This agreement shall be governed by the laws of the State of Florida. Venue for any dispute arising under
this contract shall be in a court of competent jurisdiction in Monroe County, Florida.
ARTICLE 11- PUBLIC ENTITY CRIME STATEMENT
A person or affiliate who has been placed on the convicted vendor list following a
conviction for public entity crime may not submit a bid on a contract to provide any goods or services to a
public entity, may not submit a bid on a contract with a public entity for the construction or repair of a
public building or public work, may not submit bids on leases of real property to public entity, and may
not be awarded or perform work as a contractor, supplier, subcontractor or consultant under a contract
with a public entity a, and may not transact business with any public entity in excess of the threshold
amount provided in Section 287.017, for CATEGORY TWO ($3,000.00) for a period of 36 months from
the date of being placed on the convicted vendor list.
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FORM OF AGREEMENT
IN WITNESS WHEREOF, the OWNER and CONTRACTOR have signed this Agreement in four copies.
One counterpart each has been delivered to the CONTRACTOR, OWNER (DIRECTOR, FLEET
MANAGEMENT SERVICES DEPARTMENT), COUNTY ATTORNEY and CLERK OF THE
CIRCUIT COURT. All portions of the Contract Documents have been signed or identified by the
OWNER and CONTRACTOR.
.. This Agreement will be effective on
OWNER:
MONROE COUNTY BOCC
CONTRACTOR:
CONDO ELECTRIC MOTOR REPAIR
Monroe County, FL
BY
BY
Mayor
President
ATTEST
Danny L. Kolhage, Clerk
ATTEST
ADDRESS FOR GIVING NOTICES:
ADDRESS FOR GIVING NOTICES:
Monroe County Fleet Management Services
3583 S. Roosevelt Blvd.
Key West, Fl 33040
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THE EMERGENCY GENERATORS INCLUDED IN THIS CONTRACT ARE:
LOCATION UNIT# KW'S DESCRIPTION TRANSFER SWITCH ,
1. KW Old Jail GENKWOJL 230 CUMMINS Auto transfer-Lake Shore
500FDR7116JJW 17234Pl
2. KW Courthouse 0902/438 500 Caterpillar 3412dit Auto transfer (3switches)-West-
inghouse 3T2378, Lake Shore
3. KW 310 Fleming 0903/567 80 Cummins 6BT59-GCl Auto Transfer
(Out of Service)
4. KW Gara~e 0903/672 250 Kohler Portable Generator on trailer
5;' KW Garage 0903/671 150 Kohler fast response / . Portable Generator on trailer
150ROZIlOl
6. KW Garasze Fuel 0903/871 30 30ROZJ Portable szenerator, Auto transfer
7. KW Garasze 0903/988 ' 30 Spectrum 30DSEJ Portable generator on trailer
8. KW Gar~e 0903/990 40 Spectrum 40DSEJ Portable generator on trailer
9, KW Gara~e 0903/994 80 Spectrum 80DSEJ Portable generator on trailer
10. KWNew Jail 09021519 1000 Caterpillar SR4 Auto transfer-ASCO Type 1 (3
sections)
11. KW Sheriff Admin GENKWSAD 650 Kohler 600ROZD71, Auto transfer-Kohler ACS 166341
Genset 573RSL4032
12. KW PSB Inf Sys GENKWPSB 60 Onan 60DGCBL Auto transfer
(Out of Service)
13. KW Douglas Center 1808/009 15 Kohler 15ROZ81 Auto transfer-Westinghouse
06T843
14. KW Truman School 1808/008 25 Kohler 20ROZ-J8 Auto transfer-Westinghouse
06T843
15. KW Harvev Center GENHARVC 500 Kohler500ROZ Kohler 200 amp
16. KW Sheriff Fire GENSHEFP 50 Detroit 351 No transfer switch
Pump
17. KW Sigsbee 2500/020 60 Kohler 60ROZJ61 Auto transfer-K62828
Translator
18, KW Couthouse GENCHILL 275 Generac
Chiller
19. KW Gato Bldg. 600
20. KWBig Coppitt GENBCFST 100 Kohler 100ROZ Kohler 300 amp
Fire Station
21. KW SugarloafFire GENSGLFS 25 Kohler 25ROZ Kohler
Station
22. Big Pine Sr. Ctzn 1808/010 15 Kohler 15ROZ Auto transfer, Westinghouse
06T843.4
23. MAR Levit Sr. Ctzn 1808/011 15 Kohler 15ROZ Auto transfer, Westinghouse
06T6843.1
24. MAR Garage GENMARGA 100 Spectrum DDA Auto transfer, Spectrum S-
168341-600
25. MAR Garage 0903/669 100 Kohler 100ROZJ71 Portable generator on trailer
26. MA,R,:-:- e 0903/668 100 Kohler 100ROZJ81 Portable generator on trailer
27. MAR Garage Fuel: 0901/148 15 Kohler 15ROZ Auto transfer, Westinghouse
06T7842
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LOCATION UNIT# 'KW'S DESCRIPTION TRANSFER SWITCH
28. MAR Gara9;e 0903/986 80 Spectrum 80DSEJ Portable Jl;enerator on trailer
29. MAR Gara9;e 0903/992 30 Spectrum 30DSEI Portable Jl;enerator on trailer
30, MAR GaraJl;e 0903/993 80 SDectrum 80DSEI Portable generator on trailer
31. MAR 63 St. Govt 0903/654 100 Kohler power system Manual Square D double throw
Center
32. MAR EOC GENMAEOC 180 Kohler 180ROZJ101 Auto transfer, Kohler K- .
166341225
33, MAR Sheriff Sub GENMASHE 60 Kohler 60ROZI81 Auto transfer, Westinghouse
Station 06T6843.9
34. MAR Jail 3000/013 125 Generac 89A03570 Auto transfer, Generac CTS
" 8702-8815
35. PK GaraJl;e 0902/667 100 Kohler 1 OOROZJ1 0 1 Portable Jl;enerator on trailer
36. PK GaraJl;e 0902/670 150 Kohler 150ROZJ1 0 1 Portable generator on trailer
37. PK Garage 0903/984 80 SDectrum 80DSEJ Portable generator on trailer
38. PK Garage 0903/985 80 Spectrum 80DSEJ Portable generator on trailer
39. PK GaraJl;e 0903/987 30 Spectrum 30DSEJ Portable Jl;enerator on trailer
40. PK GaraJl;e 0903/989 40 Spectrum 40DSEJ Portable Jl;enerator on trailer
41. PK GaraJl;e 0903/991 20 Spectrum 20DSEJ Portable Jl;enerator on trailer
42, PK Sheriff Sub 0903/134 60 Kohler Auto transfer-Westinghouse
Station 06T2414
43. PK Senior Citizen 1808/012 15 Kohler, Yanmar Auto transfer -Westinghouse
06T55293
44, PK Courthouse GENPKCTH 325 Sanford, Onan engine Auto transfer- TCU80000
250DFB2
45. PK Ellis Bldg GENPKELL 50 Kohler genset, Auto transfer
Cummins engine
4BT3.9GC
46. PK Card Sound 3200/079 25 Kohler genset, Auto transfer-OGT55293
Yanmar engine
4TN84R-RK
47. PK Key Largo 2500/021 60 Kohler 60ROZJ61 Auto transfer-K62828
Translator
48. PK Key Largo Fire GENKLFST 100 Katolight ASCO 940 300 amp
Station
49. PK Tavernier Fire 1437/492 60 Kohler 60ROZ ASCO
Station
50. PK GaraJl;e 0901/149 15 Kohler 15ROZ Portable generator on trailer
51. PKPublic Works 1404/058 25 Kohler 50ROZJ81 /
BldJl;, John Deere engine
52. PK Mariners 300?
Hospital
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GENERATOR INSPECflON REPORT
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Name Location Date
Hours KW Genset Brand Unit Number
Fuel System Batterv System General Condition
Day Tank Level Battery Terminals Vibration
Day Tank Float Battery Clean Leakage
Transfer Pump Specific Gravity Noise
External Solenoid Battery Cables Deterioration
Strainer Min Crank VDC Area Clean
Water Filter Float VDC Equipment Clean
Flex Hose Running VDC Sub Base Tank
Tank Vents DC Voltmeter Housing
Overflow Piping DC Ammeter
Piping AC Ripple
Transfer Switch
TOES (seconds)
Lubrication System Electrical System TONE (minutes)
Oil Level Control Wiring TOEN (minutes)
Filter Leakage No Chaffing Wiring Hot
Crankcase Breather Safety Alarms Corrosion
Boxes & Cabinets Transfer Switches
AC Voltmeter
Coolin2 System AC Ammeter
Radiator Full Hz Meter Parameters
Antifreeze Level Volts Hz Adj. Oil Pressure
Nitrate Level Water Temp,
Block Heater Hz.
Radiator Clean Prime Moyer 1 Phase 3 Phase
Radiator Condo Svc. Air Cleaner A-B Volts
Belts Gov. Oil Level A-C Volts
Water Pump Gov. Linkage B-C Volts
Hoses Gov. Adjustment A Amps
Clamps Oil Pressure Gauge B Amps
Louvers & Ducts Temp Gauge CAmps
Exhaust System Generator Annual Load Test
Leakage Rotor Bearing Comments:
Wet Stacking Exciter
Fire Hazards Volt Regulator
Restrictions Commutator Comments I Due
Rain Cap Brushes
Hangers & Flex Slip Rings
By Accept