Clerk's Memo
DANNY L. KOLHAGE
CLERK OF THE CIRCUIT COURT
DATE:
November 2, 2006
TO:
Mary Vanden Brook
Court Administrator
FROM:
Holly Elomina, Manager
Administrative Services
Pamela G. Hanc~
Deputy Clerk 0
ATTN:
At the October 18, 2006, Board of County Commissioners meeting the Board granted
approval and authorized execution of an Agreement to Purchase Furnishings for Freeman Justice
Courthouse between Monroe County and Thomas W. Ruff & Company to purchase Steelcase and
Gunlocke furnishings under State of Florida Contract #425-001-06-1 out of existing Courthouse
Facilities Fund.
Enclosed is a duplicate original of the above-mentioned for your handling. Should you
have any questions please do not hesitate to contact this office.
cc: County Attorney
Finance
Filev'
16th Judicial Circuit
Memo
Date:
Pam Hancock, Monroe County Clerk's Office \ ve; )
Holly Elomina, Administrative Services Mana~ v
October 31, 2006
Agreement between Monroe County and Thomas Ruff Company
To:
From:
Re:
In regards to the memo you sent the County Attorney's Office for clarification on the above
agreement, I am attaching the following:
1. Certificate of Liability Insurance
2. Additional Terms and Conditions (Page 80 of 80) for Exhibit A
Wtth regards to the travel, the quotations I took before the board included a line for "actual"
travel expenses. The agreement between Thomas Ruff and Monroe County in Section 3(F)
lists the travel expenses as a not to exceed $6,000. The quotations that the County Attorney's
Office gave your office included the $6,000 of travel directly on the quotations, as these were
the first set of quotations given to us by Thomas Ruff. The total amount of the agreement
remains the same at $738,010.61. The travel expenses, not to exceed $6,000, will be paid to
Thomas Ruff pursuant to Florida Statute 112.061.
I hope this clarifies everything and is not more confusing! Please let me know if you have any
questions or need any additional information.
1
DANNY L. KOLHAGE
CLERK OF THE CIRCUIT COURT
DATE:
October 26, 2006
TO:
Robert Shillinger
Acting County Attorney
RECEIVED
OCT 2 6 2006
ATTN:
Kathy Peters
Executive Assistant
MONROE COUNTY ATTORNEY
FROM:
Pamela G. Hancc&
Deputy Clerk
On October 23, 2006, you forwarded over the Agreement to Purchase Furnishings for
Freeman Justice Courthouse between Monroe County and Thomas W. Ruff & Company to
purchase Steelcase and GunIocke furnishings under State of Florida Contract #425-001-06-1 out
of existing Courthouse Facilities Fund. In reviewing the Agreement the following was noted:
Section 8 has insurance requirements - no insurance was included with the Agreement; at the end
of Exhibit A there was a Quotation (Additonal Terms & Conditions) that was presented to the
Board - but not included with the Agreement; Exhibit A, as taken before the Board, totalled
$331,280.30 - Exhibit A that was returned to our office totalled $334,280.30; and Exhibit B, as
taken before the Board, totalled $400,730.31 - Exhibit B that was returned to our office totalled
$403,730.31. It "appears" that the Exhibits that were taken before the Board did not have the
travel expense included; however, it was included in the total amount ofthe Agreement.
I will maintain the other three Agreements in my office pending clarification on the
above-mentioned. Thank you.
Ce.
C/h- a~ t.:iLO e4f1d4-~ V ~
&4 .;-0* Cbi:. do 4~ ~
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/it W- ~CAJ J ;J 53/'1
efu I!.-, rc- .
IO);)(PjPiP Aff/; -
C~~.1'~!!~E
(305) 294-4641
(~....---
BOARD OF COUNTY COMMI'CCtONERS
Mayor Chartes "sonny" McCoy, District 3
Mayor Pro Tern Dixie M. Spehar, District 1
George Neugent:. District 2
Glenn PallDn, District 5
Mario DiGennaro, Disbic.t 4
(5flkellj.tAe~~
502~S_,9I-
!I~t (!JI/ia!lle,., 1026
:JW,. Wedt, !Ji!. 33041-1026
(305) 292-3470
MEMORANDUM
... .1).....J:~
~-. .....-
E~ ~L'
TO:
Danny L. Kolhage, Clerk of the Court I /.AM
Kathy M. Peters, County Attorney's Office {p;r U
FROM:
RE:
AGENDA ITEM K-I: BOCC 10/18/06
DATE:
October 23, 2006
Enclosed please find the original and three (3) copies of the Agreement to Purchase Furnishings for Freeman
Justice Courthouse that correlates with the above-referenced agenda item approved by the BOCC 10/18/06
for processing.
K. COURT ADMINISTRATION
I. Approval to purchase Steelcase and Gunlocke furnishings from Thomas W. Ruff & Company for the
Freeman Justice Center under State of Florida Contract #425-001-06-1 out of existing Courthouse
Facilities Fund.
KMP/
Enclosures: Original and three (3) copies of Agreement to Purchase Fumishingsfor Freeman Justice Courthouse
CD
Thomas W. Ruff South Florida
Quotation
West Palm Beach
7830 Byron Drive. West Palm Beach. Florida. 33404
" 5., 840.8600 '.5.' 840.1873
Page 80 of 80
104217
09/26(06
zzwooo
LISA ZION LOWE/CWA
ADDiTIONAL TERMS' AND CON01TION.S
Of" SALES PROPOSAL ANDCONOITlONAl... SALES AGAt:tzMENT
P'HtC:E$
Pfio8~ qW.)1f.K!aH~!lrm f()t~N(i~.y:;1ffOm di~lGfJr propi'>-tMI. PrfC~:~~1~Jota~J d{) ~)qt ir)(;h~d!;l <1r;plk~~)bl~ :'ialei, USA 'Or e)"Gj~sG 1nxas. Sll..::h h~iX0t>
..,,'lll 1~;0 <.1.dcled ~o th0 fGrm:;:;i Quot03'or :nvc:.ice .ot ~h0 time cf bil!lnp.
ACCEPTANCE
j\oc~ptal1c0 .;::t 1h0 proPOZtll 1':3 only (lj:<on reoolpt t)vSellor c.f :';l; dupilC"_3teoftrlis Agreomf.:.nt wt'sich h~s t)00n tiatedand ~.?:X0cut\'.'r,ttJ'jI Ot on
tH.?:tlaH Ot' CtisWmer. Th~_~ (Jf.\t'e ofrh'8A9~f..~emep~ isitl~~tl~'l.tf.1 {)f CI.l$tt;mal'.t'l$j!JnefJ8!;f.lr.?pt"'n!;f.~.
CANCEt.LATIONSJCBANGES
SI.~U.er ~'i.g;'ef.\:.t'l to'olOC1:1pt wrlitfm{x'Hi;.~(~I!al:(l1i i.)f miy f)ffJ(~rwithol.lt pensltyto CU81f.lmer f.'iHNldar.tHI"lt lhe r;<:l.O!;I'.~1l1;1tiOIl j8i';H~i:~f:lptf:ld ~;;i tbl:~
f\4Anufadt:::ot"'IIithmrt ~)o~!mI1y, t(lth!J Z'~ll!;l..:'., The, 'St',llar will' I;:;lt} Ul~ b~st ef1'~>lt to. f:l-eCurt'l- (;~I1i.';f:f:iahml WiU:(ltJtPf:lrlt)lly; hQV'.~Y~I'. an~' p!3:llcdt),
i01j:)OOG'd'wlll be'paid'fQt;:::;y'fheGtJstom0r. In th02:,€'V,z.fltthcltcanC011.<Hi0I1 1_':>ntHaCC02:;:H02:d'byth0,Mamlfa,:::tur01', it will t.l0 tt~0 re.!'.'ponsibllity of
thl;.'!: Cui$tQtl~et to'~009pta:1d,pay (t~r th~) m:~m:hal)fJI~€'a:sordeted. ()f~OE;i:W F'LACE;OUNO:EI~ ANY "OUI(:;I{,,::";HIP"PHOOAAM ARE'N01'
.SUBJECT TO CANCELL/....TlON;
OE~iVEI~Y' AND IN:STAt.L.AT,OM
nie ;t~b ~iie,Hhtsl; be'{;jaian, dem t-mdfrefl t)fdebti.,,; pri(Jrt() iliMI>;H~:tt;(Jn.
EI$f;tx;t'; f;llrH~nt,.h~mt, lighi, ht'Jj:;;l:ti~) ;:t:l)df~ife-I$"'~tots~:vit'~~ wi:! i)6 ft>mi$I~I~dwHb:Jj)tt-;tmrw~ If,).&;llm_ AfJeq(I~"'lIG f;~ciliijEj..fm (,If,
i(;adlr.g. ~t~!Jj:nl1. Oltn-ing- ,1.nd ha(ldli:'f.J .of merch;tndj$e.t.h~ll baprovldOC:L
D<,:li.,.t:{)' ~WK~ jnt'mH!fsljonwlUi'>~~ m~ldq dUi1ng nQrmalwf)rh,:'1g !'10,#3. !'>,d<iitlol'll:ll ;{,!>Of ::-t""JSta (~~)ultin9 from o'Jeltimi3 work P0l'f.orm~o at
tht.'<Gu$\ome(~ l''''f.l~:~H,~:'1fJiltb''~ P~}.~&..~d p!"l tv the (~I..l~tor:of)r.
Me:fCh3:l~di'3~~,hi:pp,:~d di<ei.:~to(::I.{$tom$r;fri.)m thE;',r....b::,(u.Jf<'lch.l(ei'w1ltb'3 the f<3:spGi"l$il:.llity of th'3 CU-r.401l1<Sf, CVK40fr'(.(,lrml.lst r~port
~hortalJfHL(~m~~,!:J:a...'()rf.~rr(.~fj:j wjt;l're::>;oo~~1.t,,'~;ut~1"'l mArt~haildjso fl'~.ll~f; l)aGll<jl:~rna(JG~i:>\i thl~ tirnB:of' Ct;:,1:ttJr:u:~h:l: r~Gejp~ by P91':lQ:lf~
("jlhlilij- ti'jj-,.:'lCust..'jri1i$r (.if th,:>s~, (mdGr Customer's control. All 01h8(' rnerclian-disB. shEdl b~,. .d.r~G:ll<s:j toO ha"';-e. b~m f.,lIly accepted by ~h$
C:i.~$t6ml1>t $ubj<ix::;tqnly ~oi:viytlr\~1 inf.ltallaUf,lO ttleta.r,;(to be pe-rforrnei.1 bytha- BeHat.
l'.,I1e,f':,hQI1disl';:-dl';:-:t;j(.'lro,a .f).<:d brollght ontot.l1e Jr:,bslt.o?by Sel101' or.its shippmas.szh0dtlled.sh;:.(lbf;<i<:sp~tl')<ij la~~d rt:itya.~C:AptAr:l.151tirne
Ofdfjj:VlH)lh'{lheCbSff;)IYl9l";f:>ubjf:l<';1 Of;I~.t(J~,n~( fin$) 'il~$U:l.ijaliOn trl~l"9ot to.rJi'i.pf.i110Hiled t1y l.h!,) S'Qilai'. .FatlBre.1Q repQitaj"'lY$h;~i1agG$>
dan'l:::!fJ<3-$ or ~ri'Oft, In Wi'!ling, at th.et;;Tlocr d0li...t.ry., will c<:-m',ti!uteGu~.tcm'3r'~ fullacceptan,;X:l c<f ~h'3; met>.:handlse~
DELAYS
1:1 ths0vent th,-"t coti~;rUr:'ti.o=1;j0lay-s,o:roU10fCa(l$0S which .;,~rr.:. not withIn the cl'.m:I'oiof.S01l0!'..fr.1rc'f,~ pr.:'$tpf....rmment r)( ttieint>t011atlon, the
f"Jn"Ji~hln(lf.; ....)ill h""$toferj'Ir1ljlil1--",;tf;l;ll1:\tii:mt~i:.,n be ras.umed !nv<.)ji.":AS wWbesen: t(J th(~GLJ$torner andpt;l,ki 6sif the me(chr:u~djse hadbe0t"l
d,~lhi0r-etl
GENERAL LIABILITY
No liability ~;t:all,~'1OCru0~ig:::!'ln$tthe Sell$r aSar0$u!tof' anyb~each ot>th~setern'lsandc":::nd!tjon-t' resultlngtr.om any work $t.cppe1"J'.~. Act"" o(
Go..1. jJl"lw.l1'hr;)ri7.60~i.(jf.~l~~ys: bylh-!oJrni,1fll.lfar;luffit", or othfolt" de!~ytO< bf')'i~~l'1d. SeHf:iI":s.c!il'itft'i-l.
l"AYMm'rrTE:'~M:::.
.4.d~<pl)~lt ()t $('j<};:'vftOr.<t to<'.'l:pt:i<':0,1$ t0r.l(Ilr-W \'II'I:.ba:: order;;; vn:'::I~~ i;.thv.tt~tm$h~W0 pmYi(');w.~ty b'.'l~J". e~t;.~blll';h~d ,in writ,iq.g.
'r ~;'Irfl1-$of $al~. ,ar<3: p~ymQ.of ,In t:)~I. Ofl-,ot f,:.tal. ~"'nclt'l tl';'l"l(10) da.Y$l, from dal.;:rol' il"lVOI{'A.').., A dS1lnquerl<::'f ~hf.\(9'::IQt l_M~~h }:IS~Sr;:,e()
mm)U:i)o' ~'H'Jai119t~py am~Wtlt:>;FJtp~ldwit.tlin. 30.rJ8,/9 WIU.bA.r.\ddl.'l("j. tt'lf:l!.ldl :M!lOUflt:s.
A,~;gumil)(~. than:, :r;: lirrH.~Y notitW.qf' f~h,-}rt:,l.gm_~,rj1,lrr:BtlfJ~ or tlrr(Jr~,":"~as pmvlr.ied, ~jn~.iar "P~.~tlv(~ry' i'ln~i In~t"",tja1i(m" ab(j;.;~,. ~)';~,)Ilrl~nt m:~}I
Lw~ wl~htle:-kJ:l;)fl;lny hldivldWil item illvoicet'J but :K;I rece:-lvc;d or rec~.~iY0d in una;::cepMbte con,jitlon until Seller ramedle'3 ~he ~,!;ua!.iofL
P ay;nz.-nt rna)l n.ot t~a,~jlthh~,"jldffi( Ule bali.'U1CG of jt~)ms that ar~ re<:E>lvt~d In aCf.lepf:ablg 'coi,ditbl'rm each inv-ok;t).
$~C;lJRJTYINl'r::Re::s'r
CwstQfl1er !'1f."rSIJY grants 31wl' ~;eitf."r. tffl;?l.ln$n, $l:Y.;ur:'~y. il~tsrasl, ll~ t,tle sl.lt)ief,~i lTl::.\11$1: !;'(- *1~Agf8e.r:leni tf.... ~ef;l,lrf) t:h~ J'U'Wl)'I(:lnl t11
in;j:C:!btedne-ssremalllingl;mpaidht.:.rQuncter;Cuatomo::=rngl.<}Q:t.llOt.:.x<:>cu~<:>finan.;;:ingstat01l10nt:->andt..:.pt:.dofm.s:..lch.otbo< :;:tdioI1$ ;::'.,::, S~ll&r
t::;,quit-3$ lncono€-cti.or:, wlth sll',~h ~:f_'l-Ctmtv l:1t':'Hf_~$t
MtBt'::E,U.ANEOIJ$
Tt"".<fIn$nndc'::mtHloo-t! ;~SSt:4 tC-l1h h0f0ln moy be.3:ltf:.n:,.;j only upon the v,'r:aGo<3pproval of both,h0 C'..Iste,mc'( fH"ld I.tw8'3-110t.
By I'i~X;0pt{,nc~: .of thi::;; t\~r0e:'Tl(-mt, GIJ-:-stomer aci<:r.o\....ltjd~~{~$ receipt of a dt;ly t1x,eculed duplicate copy cfthi$ )\gl'eement.
Com~un~' Namz,:.
Upd;;ct;.~ 11/,:)6
A'x~eriterjby
Ol:'lte
.....'.'.............
F'flntNal'l'lf....
ACCEPTANCE SUBJECT TO TERMS AND CONDITIONS
ACCEPTED BY
TITLE
DATE
DANNY L. KOLHAGE
CLERK OF THE CIRCUIT COURT
DATE:
June 21, 2007
TO:
Suzanne A. Hutton
County Attorney
ATTN:
Kathy Peters
Executive Assistant
Pamela G. Han~
Deputy Clerk
FROM:
At the June 20, 2007, Board of County Commissioner's meeting the Board granted
approval and authorized execution of the following:
Amendment No. 2 to a Reimbursement Interlocal Agreement between Monroe County
and the Property Appraiser to expand his services in collecting non-ad valorem assessments for
sewer service to include the Big Coppitt and Summerland/Cudjoe/SugarloafWastewater Service
Areas for Fiscal Year 2007-2008 and each Fiscal Year thereafter as long as levied by the County.
Enclosed are two duplicate originals.
First Amendment to Agreement for legal services dated July 19,2006 between Monroe
County and Gray Robinson, P.A. This amendment consolidates three matters under one contract,
adds timekeepers and authorizes the hiring of an expert. The approval of this First Amendment
supersedes and rescinds a First Amendment approved on January 17, 2007, which was not signed
timely by the parties. Enclosed is a copy.
./ Addendum for Delayed Shipments between Monroe County and Thomas W. Ruff and
Company to the Contract entered into on October 18, 2006. This addendum is requested because
additional handling expenses have been incurred because the Freeman Justice Center (FJC) has
not been completed; and Thomas W. Ruff and Company has delivered the first shipment of
furnishing for the FJC. Enclosed is a copy.
Should you have any questions please do not hesitate to contact this office.
cc: Finance
File/
DANNYL. KOLHAGE
CLERK OF THE CIRCUIT COURT
DATE:
February 27, 2008
TO:
Mary Vanden Brook
Court Administrator
ATTN:
Holly Elomina, Manager
Administrative Services
FROM:
Pamela G. Hanr4.Jtv
Deputy Clerk 0
At the February 20, 2008, Board of County Commissioners meeting, the Board granted
approval and authorized execution of a First Amendment to Agreement to purchase furnishings
for Freeman Justice Courthouse between MonroeCounty and Thomas W. Ruff & Company
(Ruff) for additional funding for the travel and expenses to be incurred by Ruff, for assembly and
installation of furnishings for the Freeman Justice Building.
Enclosed is a duplicate original of the above-mentioned for your handling. Should you
have any questions please do not hesitate to contact this office.
cc: County Attorney
Finance
File v'