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Home My WebLink AboutP. County Clerk FUND 001 100 101 102 115 116 117 118 119 120 121 125 130 131 132 133 134 135 136 141 144 147 148 149 150 152 153 157 158 160 162 163 164 166 168 169 170 171 172 174 175 176 180 207 304 306 307 308 310 311 401 403 404 405 406 414 501 502 503 504 610 WARRANTS BOCC # FUND TITLE GENERAL FUND AFFORDABLE HOUSING PROJECT FINE & FORFEITURE FUND ROAD AND BRIDGE FUND TOC DISTRICT TWO PENNY TOC ADMIN. & PROMO 2 CENT TOC DISTRICT 1,3 CENT TOC DISTRICT 2,3 CENT TOC DISTRICT 3,3 CENT TOC DISTRICT 4,3 CENT TOC DISTRICT 5,3 CENT GOV. FUND TYPE GRANTS IMPACT FEES ROADWAYS IMPACT FEES PARKS & REC IMPACT FEES LIBRARIES IMPACT FEES SOLID WASTE IMPACT FEES POLICE FAC IMPACT FEES FIRE AND EMS EMPLOYEE FAIR SHARE HSG FIRE & AMB DIST 1 L&M KEYS UPPER KEYS HEALTH CARE UNINC SVC DIST PARKS&REC PLAN,BUILD,ZONING MUNICIPAL POLICING 911 ENHANCEMENT FEE DUCK KEY SECURITY LOCAL HOUSING ASSISTANCE BOATING IMPROVEMENT FUND MISC. SPECIAL REVENUE FUND ENVIRONMENTAL RESTORATION LAW ENFORCEMENT TRUST COURT FACILITIES FEES-602 DRUG ABUSE TRUST MARATHON MUNICIPAL SERVICE BAY POINT WASTEWATE MSTU BIG COPPITT WSTEWTR MSTU KEY LARGO WASTEWATER MSTU STOCK ISLAND WASTEWATER CUDJOE-SUGARLOAF MSTU CONCH KEY MSTU LONG KEY, LAYTON MSTU DUCK KEY MSTU BUILDING FUND 2003 REVENUE BONDS 1 CENT INFRA SURTAX CLERKS REV NOTE, CAPITAL 2003 REVENUE BONDS INFR SLS SRTX REV BDS2007 BIG COPPITT WASTEWATER PR DUCK KEY WASTEWATER CARD SOUND BRIDGE MARATHON AIRPORT KEY WEST INTL. AIRPORT KW AlP SERIES 2006 BONDS PFC & OPER RESTRICTIONS MSD SOLID WASTE WORKER'S COMPENSATION GROUP INSURANCE FUND RISK MANAGEMENT FUND FLEET MANAGEMENT FUND FIRE&EMS LOSAP TRUST FUND 105341 -105428 550471 -551374 TOTAL AMOUNT 3,197,995.89 0.00 3,219,228.45 109,888.69 482,241.48 1,300,342.68 1,129,180.68 109,693.77 272,541.96 302,940.57 235,984.28 246,469.28 0.00 0.00 0.00 0.00 0.00 0.00 0.00 231,430.20 15,127.29 45,783.05 60,557.19 483,065.01 43,073.98 3,996.49 260,026.00 27,814.86 44,866.08 2,598.90 0.00 0.00 3,528.54 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 52,583.67 0.00 766,637.59 0.00 7,342.00 1,785,314.95 0.00 0.00 8,905.48 -52,745.46 509,600.07 408,743.11 129,439.69 641,822.11 41,161.01 174,694.35 322,869.25 53,621.08 1,635.00 16,679,999.22 TOURIST DEVELOPMENT COUNCIL EXPENDITURES CHECKS DISTRIBUTED FOR THE MONTH OF APRIL 2010 VENDOR ADVERTISING COOKE COMMUNICATIONS FL KEYS KEYNOTER THE REPORTER TINSLEY ADVERTISING TINSLEY ADVERTISING TINSLEY ADVERTISING TINSLEY ADVERTISING TINSLEY ADVERTISING TINSLEY ADVERTISING TINSLEY ADVERTISING TINSLEY ADVERTISING TINSLEY ADVERTISING TINSLEY ADVERTISING 3RICKS & MORTAR PROJECTS/INTERLOCALS AT&T ALL PARTITIONS AND PAR CITY OF KW BUILDING KEY WEST WELDING & FABRICATION MC MUNICIPAL SERVICE DISTRICT MANLEY DEBOER LUMBER REXEL CONSOLIDATED SHERWIN WILLIAMS-KEY WEST SHOWER TOWER INC STRUNK ACE HARDWARE HOME DEPOT WOOL WHOLESALE PLUMBING CITY OF KEY WEST CITY of MARATHON VISITOR INFORMATION SERVICES KEY LARGO CHAMBER of COMMERCE KEY WEST BUSINESS GUILD EVENTS 218 DUVAL STREET CORP CLEAR CHANNEL BROADCASTING CONCH COLOR COOKE COMMUNICATIONS ELSIE PUBLISHING INSTI FLORIDA MEDIA INC. FLORIDA MEDIA INC. FLORIDA KEYS BIRDING & WILDLIFE FLORIDA KEYS KEYNOTER GRACE JONES COMMUNITY ISLAMORADA CHARTER BOA ISLAND IMPRINTS KEY WEST ART AND HISTORICAL KEY WEST ART AND HISTORICAL KEY WEST COUNCIL ON THE ARTS KEY WEST FISHING TOURNAMENT KEY WEST FISHING TOURNAMENT KEY WEST FISHING TOURNAMENT MARATHON COMMUNITY THEATER MEL FISHER MARITIME HE NEEDHAM FATICA ADVERTI PIGEON KEY FOUNDATION PUBLISHERS IN PARADISE PUBLISHERS IN PARADISE SCULPTURE KEY WEST TAMMIE GURGIOLO TAMMIE GURGIOLO DESCRIPTION AMOUNT DAC/FISHIDIVE UMBRELLA DAC/FISHIDIVE UMBRELLA TOC MEDIA MATERIALS DIVE UMBRELLA GENERIC ARTS GENERIC FISHING PROMO ADVERTISING DAC 1 ADV CAMPAIGN DAC 2 ADV CAMPAIGN DAC 3 ADV CAMPAIGN DAC 4 ADV CAMPAIGN DAC 5 ADV CAMPAIGN 493.01 538.05 499.80 12,356.20 52,259.43 88,303.30 103,840.15 1,079,612.07 987,245.29 104,985.26 224,851.56 298,924.33 208,725.68 $3,162,634.13 HIGGS BEACH SPECIAL HIGGS BCH BATHROOMS HIGGS BCH PERMIT SEAWALL HIGGS STEEL GATES HIGGS BCH YARD WASTE/CONSTR DEMO HIGGS BEACH SPECIAL HIGGS BEACH SPECIAL HIGGS BEACH SPECIAL HIGGS BCH SHOWERS HIGGS BEACH SPECIAL HIGGS BEACH SPECIAL HIGGS BCH RESTROOMS NOVDEC09 BEACH CLEANING OCTOEC09 BEACH CLEAN 60.82 2660.00 242.00 2400.00 266.40 1526.25 1133.57 395.10 757.50 329.22 248.16 336.96 57,123.83 37,293.17 $104,772.98 MARAPR10 VIS FEE MAR10 VIS FEE 20,832.00 3,770.00 $24,602.00 MAR10 FIGHTNIGHT IN THE KEYS CAPT LEON SHELL BILLF 10 FKCC KEYS CHORALE 371277 13728 IMPROMPT MAYJUN10 AD WOMENFEST 10 BP & LK DOLPHIN TR MAR10 LK MUSIC FEST 10 FL KEYS BIRDING & WL ADS CAPTAIN LEON SHELL TOURNAMENT FEB10 NATL PIG DAYS DEC09 ISLA SAILFISH KOOZIES WOMENFEST OCTOEC09 KWAH SOC 10AD KWAH SOCIETY FEBMAR10lMPROMPTU 10KW FISHING TOURNAMENT 10 KICKOFF CONCHY 10 KW FISHING TRNT FY10 MTHN COMM THEATRE KEYS MARITIME EXPLORE 10 FKCC KEYS CHORALE FEB10PIGEON KEY ART 10 NAUTICAL FLEA MARKET APR10 LK MUSIC FEST JAN10 SCULPTURE KW JAN10 KL SAILFISH CHA DEC09 DON GURGIOLO 40,000.00 140.00 255.00 162.70 270.00 650.00 500.00 769.85 699.60 7,911.00 973.00 1,828.00 1,537.50 2,956.00 1,548.95 3,225.00 1 ,374.40 3,203.10 6,216.90 1,306.05 2,267.65 5,479.98 600.00 600.00 2,500.00 900.00 450.00 1 of 3 TOURIST DEVELOPMENT COUNCIL EXPENDITURES CHECKS DISTRIBUTED FOR THE MONTH OF APRIL 2010 TAMMIE GURGIOLO TAMMIE GURGIOLO THE KEY WEST POPS INC. THE WEEKLY NEWSPAPER THE WEEKLY NEWSPAPER THE WEEKLY NEWSPAPER TINSLEY ADVERTISING TINSLEY ADVERTISING UPPER KEYS ROTARY FOUN OFFICE SUPPLIES & OPER COSTS BLUE WATER PRINTING BUCCANEER COURIER, INC C.B. SCHMITT REAL ESTATE C.B. SCHMITT REAL ESTATE COMPUTER OFFICE SOLUTIONS CULVERS CLEANING CO. DIVERSIFIED SERVICES EE&G ENVIRONMENTAL MC CLERK OF THE COURT MONROE ASSOCIATION of RETARDED CITIZENS MONROE COUNCIL OF THE ARTS OFFICE DEPOT RECREATIONAL SPORTS REXEL CONSOLIDATED SOLUTIONS4SURE.COM STRUNK ACE HARDWARE THE PORTER ALLEN COMPANY YVES VRIEL YNCK ZENITH INSURANCE PERSONAL SERVICES 3406 N. ROOSEVELT BLVD PUBLIC RELATIONS STUART NEWMAN ASSOCIATES STUART NEWMAN ASSOCIATES STUART NEWMAN ASSOCIATES SALES & MARKETING AMEUROP PHONE ASSIST AMEUROP PHONE ASSIST ASSOCIATION FORUM OF C BENEATH THE SEA, INC. CELLET TRAVEL SERVICES DISCOVER AMERICA - SWEDEN FEDERAL EXPRESS CORP FLORIDA KEYS. COM FLORIDA KEYS. COM GET IT ACROSS GET IT ACROSS HANNS EBENSTEIN TRAVEL HANNS EBENSTEIN TRAVEL HOLLY PERKINS LANDSCAP KERMIT, INC KEYBOARD ADVERTISING KEY WEST ALOE KNECHT REISEN AG MTRIP PRANGE & OHEARN'S QUESTEX MEDIA GROUP SAN DIEGO LESBIAN & GAY GAMES JAN10 ISL JR SAILFISH JAN10 WOMEN SAILFISH 10 KW POPS 10 CAPTAIN LEON SHELL 10 KEYS CHORALE APR10 LK MUSIC FEST MAR10MARASEAFOOD 10 KW HOUSE & GARDEN FL KEYS.COM 630.00 3,000.00 1,856.30 550.00 600.00 160.00 5,017.63 950.47 1,850.00 $102,939.08 #10 PRINTED ENVELOPES APR10 TOC PACKETS MAR/APR09 RENT 1201 WHITE STREET 2009 48% MC TAX DSL PONS 3/24-4/24/10 VETS PARK MAR10 MAR10 JANITOR SVCS MAR10 HIGGS BEACH 2ND QRT REIMB MAR10 HH BEACH CLEAN MAR10 ADMIN FEE OFFICE SUPPLIES HIGGS TENNIS COURTS 711528000 OFFICE SUPPLIES 84340 W00998K26F 4/18/10-4/18/11 #2152 ANTI-VIRUS PROJECT MAR10 110.00 200.00 17,411.20 10,103.18 57.95 2,084.08 416.00 8,091.42 12,342.80 1,500.00 6,040.00 867.78 4,522.85 183.08 168.26 679.24 2,500.00 114.00 540.71 $67,932.55 MARAPRMAY10 70,295.28 $70,295.28 MAR/APR09 PR FEE EXPENSES MAR10 STRINGER FEES 42,216.58 113,575.52 5,297.00 $161,089.10 MAR10 MULTILINGUAL ASST. FEB10 MULTILINGUAL ASST. MEMBER 4/10-3/11 MEIER 68247 MAR10 SECACUS MAR10 UK GERMAN FEES, POSTAGE, SO ADV LCH MEMB10 S MITCHELL MAR/APR10 TOC SALES/MARKETING MAR10 PDF FEE FEB 23-4/1/10 WEBCAMS 2010 BOOT SHOW EXPENSE JAN10 TRVL EXP AIRFARE: KW-CANCUN SM AIRFARE: KW-CHI MEIER NYC 3/19-21/10 JELLY BEANS PROMO ITM APR10 BEACH TOWELS,USB DRIVES APR10ALOEPRODUCT US BROCHURE 2010 RESERVATION RPRT 4 FEB10 COLLECTIONS INCENT TRVL EXC 2010 SAN DIEGO 7/17-18/10 1,500.00 1,500.00 395.00 2,800.00 24,603.79 1,220.00 1,714.70 4,791.00 6,766.65 1,071.09 3,360.37 538.64 594.50 470.00 660.00 6,519.11 942.01 2,800.00 1,125.00 4,050.00 10,000.00 980.00 2of3 SMITH TRAVEL RESEARCH STEVE K SMITH STEVEN LEVENBERG PRODU UNICOM UNICOM UNICOM UNICOM UNICOM TELEPHONE & UTILITIES AT&T AT&T AT&T AT&T AT&T LONG DISTANCE AT&T MOBILITY AT&T MOBILITY CITY of KEY WEST FKAA FKAA FKAA FKAA FL KEYS ELECTRIC KEYS ENERGY SERVICES KEYS ENERGY SERVICES KEYS ENERGY SERVICES KEYS ENERGY SERVICES KEYS ENERGY SERVICES KEYS SANITARY SERVICE WASTE MANAGEMENT TRAVEL A JACK MEIER JR A JACK MEIER JR HANNS EBENSTEN TRAVEL HAROLD WHEELER HAROLD WHEELER MARILYN TEMPEST MAXINE PACINI RITA BUCKNER BROWN SABINE PONS-CHILTON STACEY MITCHELL STEVE K SMITH YVES VRIEL YNCK YVES VRIEL YNCK YVES VRIEL YNCK TOURIST DEVELOPMENT COUNCIL EXPENDITURES CHECKS DISTRIBUTED FOR THE MONTH OF APRIL 2010 FEB10 DATA FEE 685 JACOB JAVITS 675202 NYC TRVL EXPO 5/12/10 WASH DC AIT 2011 CHICAGO AIT 2011 SANTA CLARA AIT 2011 LA TIMES AIT 2011 NEW YORK AIT 2011 2965383APR 10 29661 03MAR-APR 10 W504132APR10 2961552APR 10 2961552LDMAR10 5090402MAR 10 5090402FEB10 APR10 L T HOUSE,HIGGS BEACH HH PK E. BCH MAR10 LIGHTHOUSE/LITTLE DUCK KEY APR1 0 HIGGS BCH RESTROOM APR10 UTILITIES APR10HHPARK-OCEAN VET PARK MAR1 0 APR10 R L THSE APR10 1201 WHITE ST APR10 W MARTELLO & TOWER APR10 HIGGS BEACH APR10 HH PARK MAR/APR10 LOUCK KEY, HIGGS BEACH CHICAGO 3/12-22/10 SE FL & TAMPA SALES AIRFARE: KW-TALLAHASSEE HW TALLAHASSEE 4/5-6/10 DIVEIDAC 4/13-15/10 TOC MTG 3/23/10 APR10DAC MEETINGS AUSTIN 3/11-15/10 LAKE LAN 0 3/23-25/10 CANCUN 3/24-28/10 PALM BCH 3/26-29/10 SECAUCUS 3/26-28/10 MTGF FL KEYS.COM APR10 SHIPMENTS TOTAL 1,239.33 130.65 495.00 5,950.00 5,950.00 5,400.00 6,075.00 5,950.00 $109,591.84 186.02 1 ,136.16 688.00 679.10 860.99 92.12 145.99 5,848.64 755.26 182.61 3,576.39 63.45 821.82 29.87 434.14 268.38 373.88 109.83 1 ,166.78 2,688.12 $20,107.55 808.85 1,484.00 742.80 294.13 188.83 42.72 146.11 1,350.30 977.41 135.43 810.25 1,786.80 89.89 103.39 $8,960.91 $3,832,925.42 3of3 BOARD OF COUNTY COMMISSIONERS AGENDA ITEM SUMMARY Meeting Date: May 19th. 2010 Division: Monroe County Bulk Item: Yes XX No Department: Fixed Asset Surplus Staff Contact Person: Mitch Hedman AGENDA ITEM WORDING: Approval to remove surplus equipmellt from inventory via disposal or advertise for bid. ITEM BACKGROUND: See attached schedule PREVIOUS RELEVANT BOCC ACTION: N/A CONTRACT/AGREEMENT CHANGES: STAFF RECOMMENDATIONS: TOTAL COST: N/A BUDGETED: Yes No COST TO COUNTY: N/A SOURCE OF FUNDS: N/A REVENUE PRODUCING: Yes No AMOUNTPERMONTH_ Year APPROVED BY: County Atty _ OMB/Purchasing _ Risk Management_ DOCUMENTATION: Included &jA.'f1J~ (l;evin Madok, Assistant Finance Director) j _ t- ~.J'\f'L4Il Y\1o~,V\ j d.ref-- A(tC'ovv'&T~1'\ Yes Not Required_ DIVISION DIRECTOR APPROVAL: DISPOSITION: AGENDA ITEM # Revised 8/08 "" "" "" "" "" ...... ...... ...... ...... ...... ...... ...... ...... ...... ...... ~ (,.) "" ...... 0 CO CD ..... 0) 01 ~ (,.) "" ...... 0 CO CD ..... 0) 01 ~ (,.) ""...... 01 (,.) "" 01 (,.) (,.) (,.) "" "" ...... ...... ...... t (,.) (,.) ~ ~ ~ ~ ~ ~ (,.) ""n en ...... CO 0 CD ~ CO ~ CD CD CD CD ~ CD CD ...... ...... ...... ...... "" ...... CD 0)0 0 (,.) (,.) I\) ~ I\) ...... ...... ~ 01 "" (,.) (,.) 01 ~ ~ (,.) 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C\.s- ~b\oO TO: II' U J:. 8rE~~ )( 34~~ PROPERTY CLERK FINANCE DEPT DATE: ~-t.'P l( MONROE COUNTY INVENTORY DELETION REQUEST <,",. ;. _.,~ FROM: ~"c.e.. ~l" \ i=-~ ,'l\,J <j\ v.rrV\' )or ~ E \~\oV'\ tR:;Q... . _,::~ - .~ ~q - ~y \ ~ - ,,\-..0 ~"'f' I po...'I' )..,\:t.. ~\( 0 ~ i I I i I i I i I I ! I I I I I I I I i I t CHECK APPROPRIATE LINE BELOW: APPROVAL TO REMOVE FROM INVENTORY AND ADVERTISE FOR BIDS ><- APPROVAL TO REMOVE FROM INVENTORY AND DISPOSE OF IT. r APPROVAL TO ACCEPT HIGHEST BIDS ON SURPLUS PROPERTY. REASON FOR REQUEST: PREPARED BY: ~ ~ DIVISION DIRECTOR APPROVAL: PRINT NAME: DATE:~f"~ \ ~l) La tD OMS FORM REVISeD 11/98 dl MONROE COUNTY INVENTORY DELETION REQUEST TO: Mitch Hedman - Stop #8 Prope~Clerk, Finance Dept. L/!;)O {& FROM: Billy Pruitt BECE""iPY" 1 ~ .bJJ ~ , " .'1 DATE: 4156 00032963 00017116 00034696 c( 4223 4131 CHECK ONE (0 APPROPRIATE LINE BELOW: APPROVAL TO ADVERTISE FOR BIDS. x APPROVAL TO REMOVE FROM INVENTORY AND DISPOSE OF IT. APPROV AL TO REMOVE FROM INVENTORY AND DONATE TO: REASON FOR REQUEST: Items are no longer repairable PREPARED BY: ~ -- PRINT NAME Billy Pruitt DATE: 4/20/10 DIVISION DIRECTOR APPROVAL: PRINT NAME t7.~ James Cal)ahan d'{: C?a t(A-k,.- OMB FORM REVISED 10128/2003 MONROE COUNTY INVENTORY DELETION REQUEST TO: Mitch Hedman - Stop #8 Property Clerk, Finance Dept. 4/21/10 FROM: Billy Pruitt RECEfV"ED .4.PR 2 3 2010 DATE: 4148 4149 4150 67 I AXC0533 671AXC0534 623CDW0651 400mhz mobile radio 3/26/1997 3/26/1997 1/2/2004 2652.00/0.00 2652.00/0.00 2,484.62/0.00 400mhz mobile radio 400mhz mobile radio CHECK ONE (1) APPROPRIATE LINE BELOW: APPROVAL TO ADVERTISE FOR BIDS. x APPROVAL TO REMOVE FROM INVENTORY AND DISPOSE OF IT. APPROVAL TO REMOVE FROM INVENTORY AND DONATE TO: REASON FOR REOUEST: Items are no longer in service we use 800mhz Radios now PREPARED BY: ~~ PRINT NAME Billy Pruitt DATE: 4/21/10 DIVISION DIRECTOR APPROVAL: PRINT NAME ~~~ elan James Callahan OMS FORM REVISED 10/2812003 TO: MONROE COUNTY "CQIVIPUTER RELATED EQUIPMENT" INVENTORY DELETION REQUEST #~~ IMIt I FROM MeAde t~ PROPERTY CLERK. FINANCE DEPT. DATE: '/"/9-/0 , > > 1i... -lII ;:.~; r- ;, I', ..I:.l.J..:.i VJ.:J' 1.1 . . . _ ... ..I.:.I..J" ,.. ,.., ,) 'j 2'" , " !I -GJ iJ L:}J M.C. SERIAL ASSET DATE ORIGINAL & EST. 1.0. NUMBER NUMBER DESCRIPfION PURCHASED PRESENT VALUE 3832 SI7XS" I Dell 2}5" 4r ~. 15"9'- (fJ~ 1':: ~ 38'39 6' FlJa'j 'I De II .3~")t?s- t; ~ 1S-.:<5: v~ P:: 15... r .5u CHECK ONE (1) APPROPRIATE LINE BELOW: APPROVAL TO ADVERTISE FOR BIDS. VAPPROV AL TO REMOVE FROM INVENTORY AND DISPOSE OF IT. APPROVAL TO REMOVE FROM INVENTORY AND TRANSFER TO: REA1r-;;::~SA;1J// t/.f/JJ!e- PRINT NAME: ,0 <<' DATE: If,,/ <} -It) ~ r~~ eftNSh'ne tfurYe1 PREPARED BY: ,if. k DIVISION DIRECTOR APPROVAL; TECHNICAL SERVICES APPROVAL: PRINT NAME: OMB FORM REVISED [0/2812003 MONROE COUNTY INVENTORY DELETION REQUEST RECEIVED j~rR 1 q '11'1'1'\ - .... L.vi'.) TO: Mitch Hedman - Stop #8 Property Clerk, Finance Dept. 4/1 0/2010 FROM: Andrew Bulla, MCHD DATE: M.C. Serial Asset Date Origlaal&Est. I.D. Number Number DesCrIDtlOD Purchased Present Value 4429 9XG5L11 Dell Poweredge 4600 09/01/02 9894.60/0.00 CHECK ONE (I) APPROPRIATE LINE BELOW: APPROVAL TO ADVERTISE FOR BIDS. XXXX APPROVAL TO REMOVE FROM INVENTORY AND DISPOSE OF IT. APPRO V AL TO REMOVE FROM INVENTORY AND DONATE TO: REASON FOR REQUEST: Asset has out lived its original intended purpose and has been replaced. PREPARED BY: 4A:iJ ~ 75t.L t'f4 PRINT NAME DATE: yhc) /" DIVISION DIRECTOR APPROVAL: t/ ~)( j/ ;f?J?r&J 13 K~ 1/ PRINT NAME OMS FORM REVISED 1012812003 MONROE COUNTY INVENTORY DELETION REQUEST I~ ~, - ,. TO: Mitch Hedman - Stop #8 Property Clerk, Finance Dept. DATE: 4/19/2010 FROM: Andrew Bulla - Stop #2 Business Operations Rm28 M.C. Serial Asset Date Or1gltlal." Est. J.D. Number Number Description Purchased :rreteilt Value . , -. I- ~ 4359 SSGLKH5L8E BA YST ACK SWITCH -KWGATO <.(f ()~/6 2- 17C(~_"5o /1'\ BA YSTACK SWITCH . 4360 SSGLKH5L85 -KWGATO 4(o-rI62... 17 c.{t.Solo 4361 SSGLKH5RFY BA YST ACK SWITCH 1/nloz. - KW GATO { 7c{t.~ /cl CHECK ONE (1 ) APPROPRIATE LINE BELOW: APPROVAL TO ADVERTISE FOR BIDS. XXXX APPROVAL TO REMOVE FROM INVENTORY AND DISPOSE OF IT. APPROVAL TO REMOVE FROM INVENTORY AND DONATE TO: REASON FOR REQUEST: PREP ARED BY: AMDREW BULLA PRINT NAME DATE: 4/19/2010 DIVISION DIRECTOR APPROVAL: MARY VANDEN BROOK PRINT NAME OMB FORM REVISED 10/2812003 TO: DATE: ..~............. J~D~1!{_Ii~' 1844 1851 1852 2811 2815 3949 3922 3940 MONROE COUNTY INVENTORY DELETION REQUEST M~,(e//~ L~ t: Mitch Hedman - Stop #8 Property Clerk, Finance Dept. AI.. '/-/0 FROM: I BECEIVL- :'1-1l:.... , , '0; COKHB lWPBWOl lC16Y EY9Gl lC15Z Dell GX280 S3EKY A23829 S3EKY A23836 Dell Computer 10/29/97 2054.00/0.00 Dell Precision 330 9/20/01 1866.0010.00 Dell Celeron 400 8/04/99 1310.00/0,00 Dell Computer 6/16/98 1888.00/0.00 Dell Celeron 400 8104/99 1310.00/0.00 GOG4F61 12/28/04 1060.98/0.00 Panasonic laptop 9/17/03 5161.85/0.00 Panasonic laptop 9/17103 5161.85/0.00 CHECK ONE (1) APPROPRIATE LINE BELOW: APPROVAL TO ADVERTISE FOR BIDS. )(. APPROVAL TO REMOVE FROM INVENTORY AND DISPOSE OF IT. APPROVAL TO REMOVE FROM INVENTORY AND DONATE TO: REASON FOR REQUEST: ,4It11J v 4" t!--h (1ha/ / Y&'ms PREPARED BY: 1J1'&he,/I~ .lee PRINT NAME DIVISION DIRECTOR APPROVAL: PRINT NAME DATE: '1-1-11J ~ ehN:rftn~ lIurl'7 OMS FORM REVISED 10/28/2003 MONROE COUNTY "COMPUTER RELATED EQUIPMENT" INVENTORY DELETION REQUEST .., , . ..h'~'\.IL.t l...:.;..... hi ;"\ 0 1 2DW TO: Mitch Hedman FROM Solid Waste PROPERTY CLERK. FINANCE DEPT. Long Key Transfer_ DATE: 5APRlO M.C. I.D; NUMBER 5841 SElUAL NUMBER 77VOYB 1 ASSET DESCRIPTION DELL GX620 DATE PURCHASED 8/11/06 ORIGINAL & EST. PRESENT V ALUE $1,335.13 2021 OR7JQ DELL CELERON 400 7/21/99 $1,326 CHECK ONE (1) APPROPRIATE LINE BELOW: APPROVAL TO ADVERTISE FOR BIDS. XX APPROVAL TO REMOVE FROM INVENTORY AND DISPOSE OF IT. APPROVAL TO REMOVE FROM INVENTORY AND TRANSFER TO: REASON FOR REOUEST: _COMPUTERS HAVE BEEN REPLACED ~ WE NO LONG NEED THEM FOR BACK-UP COMPUTERS_ PREPARED BY. DATE: 5 APR 10 DIVISION DIRECTOR APPROVAL: ~C9~ i!d/d OMB FORM REVISED 10/28/2003 TECHNICAL SERVICES APPROVAL: ~~,<;/'. R E C E ri/F ;>1 ,1"" ". '" ~ "- :J , , ;, U i 2010 TO: MONROE COUNTY "CQMPUTERRELATED EQUIPMENT" INVENTORY DELETION REQUEST . #~.4... I ~ FROM /IteA~~ b PROPERTY CLERK. FINANCE DEPT. DATE: 1-5*-/1) M.C. SERIAL ASSET DATE ORIGINAL & EST. J.D. NUMBER NUMBER DESCRIPTION PURCHASED PRESENT VALUE B~31 SIIS66tJlfJ//J 11-/ !'1JCf:J ~ rl 'tJ/tv ii~Yflr ~; ~3Z- , ! ~,,~\ .01..'1. CHECK ONE (1) APPROPRIATE LINE BELOW: APPROV AL TO ADVERTISE FOR BIDS. ,......-APPROVAL TO REMOVE FROM INVENTORY AND DISPOSE OF IT. APPROV AL TO REMOVE FROM INVENTORY AND TRANSFER TO: REASON FOR REOUEST: "'010- I It}) retd/raJk 11.~ PREPARED BY: DATE: 7b;;~t;$~r:;;p~irr~7,sj{"l" 14rA; TECHNICAL SERVICES AP OVAL: PRINT NAME: '1k~t' OMB FORM REVISED 1012812003 ~~""'.. RECEIVED tYR 0 620m MONROE COUNTY "COMPUTER RELATED EQUIPMENT" INVENTORY DELETION REQUEST TO: Mitch Hedman Property Clerk, Finance Dept. 3 - 31 - 2010 FROM: TECHNICIAL SERVICES DA TE: M.C. Serial Asset Date Original & Est. LD. Number Number Description Purchased Present Value 5137 7ZG3W81 DELL COMPUTER NOV 2005 1396.64/ SALVo CHECK ONE (1) APPROPRIA IE LINE BELOW: xxxxx APPROVAL TO ADVERTISE FOR BIDS. APPROVAL TO REMOVE FROM INVENTORY AND DISPOSE OF IT. APPROVAL TO REMOVE FROM INVENTORY AND TRANSFER TO: REASON FOR REOUEST: WEA TRER DAMAGED, REPLACED BY RISK MGT. PREPARED BY: \Z., ~ /~~/ DATE: !JJi/lu Ron CherrY Jr(Or"7 DIVISION DIRECTOR APPROVAL: ~.~ ~ PRINT NAME: Dent Pierce y // //,:J TECHNICAL SERVICES APPROVAL: ~--? ^'L ~ ~ PRINT NAME~ -\t~~ Druckemiller / Sr. Administrator OMB FORM REVISED 11199 BOARD OF COUNTY COMMISSIONERS AGENDA ITEM SUMMARY Meeting Date: 05/19/10 Division: Monro.. r.ollnty Clerk Bulk Item: Yes No Department: Administration Staff Contact Person/Phone #: Danny Kolhage/295-3130 AGENDA ITEM WORDING: Approval to exercise the option in Section 3 of the contract between the BOCC and the firm of Cherry, Bekaert & Holland, L.L.P. to conduct the county audit as required b F.S. 218.391 extendin the term ITEM BACKGROUND: 0 engag~ment' for the Fiscal Years ending September 30, 2010 and September 30, 2011 at no increase in the contract amoun t . PREVIOUS RELEVANT BOCC ACTION: Audit Contract approved with same: 11/19/03, 09/20/06, and 07/18/07. CONTRACT/AGREEMENT CHANGES: STAFF RECOMMENDATIONS: Approval TOTAL COST: INDIRECT COST: BUDGETED: Yes _No DIFFERENTIAL OF LOCAL PREFERENCE: COST TO COUNTY: SOURCE OF FUNDS: REVENUE PRODUCING: Yes No AMOUNTPERMONTH_ Year APPROVED BY: County Atty _ OMB/Purchasing _ Risk Management_ DOCUMENTATION: Included Not Required_ DISPOSITION: AGENDA ITEM # Revised 7/09 - Cherry, Bekaert & Bolland, L.L.P. The Fim of Choice. www.cbh.eom CEP~rFlff) i'( Hi J( .\t ( 1 JU., 1/\ '\, J ~ L\. CO'\,...I I ~ 4" To..; 2626 Glenwood Avenue - Suite 200 Raleigh, North Carolina 27608 phone 919.782.1040 fax 919.783.0976 May 4,2010 Mr. Danny L. Kolhage Clerk of the Court 500 Whitehead Street Key West, FL 33040 Dear Danny: Thanks for taking the time to talk with me a couple of weeks ago to discuss the possibility of extending our audit contract for two additional years. As discussed on the call we would like to officially request that the County extend our contract to include the years ended September 30, 2010 and 2011. If the County elects to extend this contract CB&H agrees to freeze our audit fee for both years at the current September 30, 2009 level. We believe that we have had a great working relationship with the County and the Constitutional Officers, have been responsive to your needs, provided good service, and been an asset to the County to warrant this extension and look forward to continuing this relationship. If you have any questions please feel free to give me a call. Sincerely: CHERRY, BEKAERT & HOLLAND, L.L.P. Eddie Burke, CPA Partner ~"iII''''lIlnlI'''''Hr_ BAKER TILLY INTERNATIONAL COUNTY OF MONROE, FLORIDA AUDIT CONTRACT This CONTRACT is made and entered into this I & -I ~ day of ::J;" / Y , 2007, by and between the Board of County Commissioners of Monroe County (hereinafter "COUNTY"), Florida, and CHERRY, BEKAERT & HOLLAND, L.L.P. (hereinafter "AUDITOR"), a Certified Public Accountant limited partnership licensed to do business in the State of Florida. WHEREAS, the Monroe County, Florida Audit Selection Committee, in accordance with Section 218.391, Florida Statutes, has followed the statutory procedures, including public notice, and ranked the AUDITOR as the top firm and deemed it most qualified to provide professional auditing services; and WHEREAS, terms satisfactory to both parties have been negotiated pursuant to said statute; now therefore In consideration of the mutual promises and covenants below, the parties agree: 1. SCOPE OF SERVICES. AUDITOR shall provide a financial audit of the COUNTY financial records and a financial audit report as required by Florida Statutes 218.391. Such audit shall be subject to the limitations and responsibilities identified in Attachment A to this contract. In addition, such audit shall be conducted in accordance with U.S. generally accepted auditing standards as promulgated by the American Institute of Certified Public Accountants (AlCP A) Industry Audit Guide, Audits for State and Local Government Units, AlCP A standards and procedures, the Florida Single Audit Act, OMB Circular A-133, and, excluding review of economy and efficiency of operations and program results, standards and procedures set forth in Government Auditing Standards issued by the Comptroller General of the United States. The AUDITOR will also conduct the audit in accordance with any other applicable federal, state and local regulations or professional guidance not specifically listed previously as well as any additional requirements that may be adopted by these organizations in the future. This audit includes the financial records concerning the operations of the COUNTY as a whole, each Constitutional Officer, and any dependent district reported as part of the primary government (blended component unit). Audits of financial statements of discrete component units, either currently in existence or established subsequently to the beginning date of this Agreement, are excluded from this Agreement. It is possible that additional "funds" or blended component units will be established by the COUNTY during the term of this Agreement. The compensation stated in this Agreement will include the audit procedures related to such additional funds or component units unless it is agreed by the COUNTY and AUDITOR that they significantly and materially impact the audit. 1.1. AUDITOR shall provide the work plan and services as described in detail in the Request for Qualifications, attached hereto and incorporated herein. The AUDITOR, prior to commencing any fiscal year audit, will provide a detailed audit plan, related fee (to equal the total amount of the Agreement as noted in Section 4), and proposed Page 1 of 14 time line for each of the COUNTY entities to be audited. The time-related obligations shall be conditioned upon AUDITOR's receipt of necessary COUNTY and Constitutional Officer data (including confirmation requests and consultant's reports) in useable form, access to knowledgeable COUNTY and Constitutional Officer personnel, and other timely cooperation by COUNTY and the Constitutional Officers. AUDITOR shall conduct an exit interview with each of the Constitutional Officers and dependent district executive officers prior to the issuance of final reports. 1.2 The audit fieldwork, including any analytical review, shall be completed on-site in the offices of the County, each Constitutional Officer and the dependent district. 1.3 The financial audit reports applicable to each of the entities described in paragraph 1, as required by F.S. 218.391 and Section 10.550 of the Rules of the Auditor General, shall include the following: 1.3.1. Auditor's Report on Examination of Financial Statements. This report shall include but not be limited to: (a) A statement of the scope of the audit; and (b) Explanatory comments (if any) concerning exceptions by AUDITOR as to application of either U.S. generally accepted auditing standards, U.S. generally accepted accounting principles or the consistency of application of such principles. 1.3.2. Financial Statements. Financial presentations shall include government wide and fund level financial statements, including accompanying footnotes and schedules, derived from the accounting records presented in conformity with the fund type, fund and/or group classifications as required for compliance with Section 10.550 of the Auditor General and U.S. generally accepted accounting principles for governments. Financial statements will be prepared for the County as a whole, and for each constitutional officer and dependent district. 1.3.3. Auditor's Letter of Comments and Recommendations. A letter shall be provided to COUNTY containing various comments and recommendations by the AUDITOR based upon review of the COUNTY's system of operations, internal controls and other findings and requirements by the Florida Auditor General. Similar letters shall be submitted to each of the County Constitutional Officers and dependent district. 1.3.4. Other Reports. Reports shall include reports required by Government Auditing Standards; and Federal and State Agencies. If applicable, reports issued pursuant to the Federal and State of Florida Single Audit Acts shall be included. Page 2 of 14 1.4 The AUDITOR will: provide electronic versions of the COUNTY's 2006 financial statements including footnotes and related schedules included as part of the reporting process. AUDITOR will also provide copies of any journal entries required to convert the financial records from modified accrual or budgetary basis accounting to full accrual. 1.5 It is recognized that one of the primary purposes of the audit is to be able to provide assurances to state and federal funding agencies. If any of those agencies require an opinion in a style or format different than the AUDITOR's standard style or format, the AUDITOR shall reissue the opinion in a style or format acceptable to the funding agency. 1.6 AUDITOR shall prepare and submit to the Board of County Commissioners a letter regarding the COUNTY's compliance with the terms of its various bond issues. The AUDITOR will also prepare a separate AUDITOR's report on the examination of the basic financial statements suitable for inclusion in an official statement. The COUNTY may prepare official statements in connection with the issuance of debt securities that will contain the basic financial statements and the AUDITOR's report thereon. The AUDITOR shall be notified by COUNTY in advance of any such securities offering and will, if requested by the fiscal advisor and/or the underwriter, issue a "consent and citation of expertise" as the AUDITOR and any necessary "comfort letters." The provision of such services will not generate additional compensation. 1.7 The AUDITOR agrees to provide tuition free access to seminars provided for either staff or staff and client use in an effort to assist the County in maintaining staff professionalism and meeting the County staff s continuing professional education requirements. 1.8 Should irregularities or other unforeseeable conditions be encountered which might necessitate the extension of the auditing work beyond the scope of normal auditing procedures, the AUDITOR agrees to advise the COUNTY in writing of the circumstances and to request an increase in the total fees be made before significant additional costs are incurred. Any request for additional time or additional fees shall be in writing and shall contain a detailed explanation of the unforeseen conditions or irregularities, and why the additional fees are necessary. Either a time extension or additional fees granted to AUDITOR is at the sole discretion of COUNTY. 1.9 AUDITOR shall take reasonable steps to bring errors to the attention of an appropriate level of COUNTY management so that management can take corrective action. Any adjustments to the books and records will be made only after review and only on direction of responsible authority. 1.10 The COUNTY will send its Comprehensive Annual Financial Report (CAFR) to the Government Finance Officers Association of the United States and Canada for review in its Certificate of Achievement for Excellence in Financial Reporting Program. Therefore, the COUNTY shall also provide additional financial and non-financial information not subject to examination by the AUDITOR, but necessary for the reporting standards of such Certificate of Achievement. It is expected that the AUDITOR will provide any special Page 3 of 14 assistance reasonably necessary to assist the COUNTY in continuing to meet the requirements of that program as part of the fixed fee compensation of this Agreement. 2. ASSISTANCE TO BE FURNISHED BY THE COUNTY. It is understood and agreed that COUNTY and Constitutional Officers' staff participation in the audit will be limited to activities within the normal course of business, and any assistance with the audit by COUNTY personnel shall be limited to matters within the normal scope of the employees' work responsibility. The COUNTY will prepare and furnish to the AUDITOR certain workpapers required to support the financial information under audit, but they will be in the format designed by the COUNTY. The COUNTY will: a. Download the trial balance, including actual balances and original and final budgets, from the COUNTY'S accounting software to Go Fund software. b. Update account mapping within GoFund based on changes to the BOCC chart of accounts. c. Prepare the financial statements and footnotes for each constitutional office, the BOCC and the CAFR. d. Prepare the Statements of Cash Flows. e. Prepare the fund-level and entity wide elimination entries. f. Produce the introductory and statistical sections and the Management's Discussion and Analysis sections of the CAFR. g. Produce the Schedules of Federal Awards and State Financial Assistance. h. Review the final CAFR and BOCC Financial Statements and maintain responsibility for the contents. i. Provide electronic copies of the final GoFund file and Excel templates that have been rolled over to the current fiscal year from the prior fiscal year for the CAFR and the BOCC. 3. TERM OF ENGAGEMENT. This Agreement provides for professional auditing services for the fiscal year ending September 30, 2007, 2008 and 2009, with an option to extend for two (2) additional years with the concurrence of the Monroe County Board of County Commissioners and annual availability of an appropriation. This agreement shall come into effect on the date first written above and remain in effect until the completion of the 2009 financial audit unless earlier terminated in accordance with paragraphs 12 and 13, below. Page 4 of 14 4. COMPENSATION AND TERMS OF PAYMENT. The COUNTY shall pay to the AUDITOR a fixed fee for the annual audit of the COUNTY's financial statements according to the following fee schedule. This fee is all-inclusive, and no charge for travel, telephone bills, copying or any other related fees or expenses shall be billed. Payment under this agreement is contingent upon annual appropriation. FISCAL YEAR ENDED CONTRACT AMOUNT September 30, 2007 September 30, 2008 September 30, 2009 $255,000 $270,000 $286,000 The following hourly fees shall apply to extra work done for the term of this contract by AUDITOR, whether under this Agreement or for extra work requested by the Board of County Commissioners: Partner in Charge Senior Manager Manager Senior Accountant Staff Accountant Clerical $ 240 $ 170 $ 150 $ 130 $ 95 $ 60 Termination prior to the end of the agreement shall occur whenever funds cannot be obtained or cannot be continued at a level sufficient to allow for the continuation of this agreement pursuant to the terms herein. In the event that funds cannot be continued at a level sufficient to allow the continuation of this agreement pursuant to the terms specified herein, this agreement may then be terminated immediately by written notice of termination delivered in person or by mail to AUDITOR. An invoice for the portion of the total amount of the Agreement in proportion to the work completed to date shall be submitted to the COUNTY on a monthly basis. The invoice will include a description of work completed for each of the COUNTY entities to be audited, the total amount of the agreement, billings to date and payments to date. The invoices shall be in a form approved by the Clerk of the Circuit Court. The maximum amount to be paid prior to fulfillment of the terms of the Agreement shall be ninety (90) percent of the total annual compensation. The retainage will be payable upon completion of each year's audits. 5. RECORDS. All working papers and reports will be retained by the AUDITOR, at the AUDITOR's expense, for a minimum of five years from the date the reports are issued, or such longer period as may be Page 5 of 14 required to satisfy legal and administrative requirements. The Auditor will be required to make the working papers available, upon request, to the following parties or their designees: A. COUNTY B. Auditor General of the State of Florida C. U.S. General Accounting Office D. Parties designated by the federal government, the State of Florida, or by the COUNTY as part of an audit quality review program E. Auditors of entities of which the COUNTY is a sub- recipient of grant funds F. Successor auditors G. Other parties as deemed necessary by the COUNTY, subject to AUDITOR agreement H. Other parties entitled by law to access such papers 6. MODIFICATIONS. AMENDMENTS. ASSIGNMENT AND SUBCONTRACTING. Any and all modifications of the terms of this agreement shall be only amended in writing and approved by the Board of County Commissioners for Monroe County. The Contractor shall not assign or subcontract or transfer any interest in this Contract or assign any claims for money due or to become due under this Contract without first obtaining written and executed consent from COUNTY. 7. INDEPENDENT CONTRACTOR. At all times and for all purposes hereunder, the AUDITOR is an independent contractor and not an employee of the Board of County Commissioners of Monroe County. No statement contained in this agreement shall be construed as to find the AUDITOR or any of its employees, contractors, servants or agents to be the employees of the Board of County Commissioners of Monroe County, and they shall not be entitled to any of the rights, privileges or benefits of employees of Monroe County. 8. COMPLIANCE WITH LAW. In carrying out its obligations under this agreement, the AUDITOR shall abide by all statutes, ordinances, rules and regulations pertaining to or regulating the provisions of this agreement, including those now in effect and hereafter adopted. Any violation of said statutes, ordinances, rules or regulations may constitute a material breach of this agreement, which would entitle the COUNTY to terminate this agreement immediately upon delivery of written notice of termination to the AUDITOR. 9. HOLD HARMLESS/INDEMNIFICATION. Each party ("Indemnifying Party") shall indemnify and hold harmless the other ("Indemnified Party") from any and all claims, suits, actions, liabilities and reasonable defense costs, in each case solely for bodily injury to individuals and physical damage to tangible property to the extent directly and proximately caused by the acts or omissions of the Indemnifying Party while AUDITOR is engaged in the performance of services under this Agreement; provided, however, Page 6 of 14 that if there is also fault on the part of the Indemnified Party, the foregoing indemnity shall be on a comparative fault basis, and provided that COUNTY's liability is limited to the statutory limitation in Florida Statutes 768.28. 10. ANTI-DISCRIMINATION. The AUDITOR agrees that they will not discriminate against any of their employees or applicants for employment or against persons for any benefit or service because of their race, color, religion, sex, national origin, or physical or mental handicap where the handicap does not affect the ability of an individual to perform in a position of employment, and to abide by all federal and state laws regarding non-discrimination. 11. ANTI-KICKBACK. The AUDITOR warrants that no person has been employed or retained to solicit or secure this agreement upon an agreement or understanding for a commission, percentage, brokerage or contingent fee, and that no employee or officer of the COUNTY has any interest, financially or otherwise, in the said funded project. For breach or violation of this warranty, the COUNTY shall have the right to annul this agreement without liability or, in its discretion, to deduct from the agreement price or consideration, the full amount of such commission, percentage, brokerage or contingent fee. 12. TERMINATION WITHOUT CAUSE. This Agreement may be terminated, without cause, by either of the parties. For each fiscal year to be audited, written notice to the other party not later than May 1 of the fiscal year to be audited will constitute appropriate cancellation of the Agreement. 13. TERMINATION FOR BREACH. If the AUDITOR breaches any provision of this Agreement, the COUNTY shall notify the AUDITOR in writing within fourteen (14) days or some other time period deemed acceptable to the COUNTY to cure this breach. The COUNTY by failure to provide notice to the AUDITOR or accepting work under this Agreement does not waive or limit its authority to find the AUDITOR in breach of this agreement for subsequent breaches. After notification of breach and the Agreement has been terminated, the COUNTY shall pay the AUDITOR fair and equitable compensation for work completed prior to termination of the agreement, less any amount of damages caused by the AUDITOR's breach. If the damages are more than compensation due to the AUDITOR, the AUDITOR will remain liable after termination and the COUNTY can affirmatively collect damages. The AUDITOR may terminate the Agreement for failure of the COUNTY to fulfill its duties and obligations upon giving the COUNTY sixty (60) days prior written notice. 14. ENTIRE AGREEMENT. The COUNTY Audit Committee Request for Qualifications for Professional Auditing Services dated April 10, 2007, and AUDITOR Proposal to Provide Professional Independent Auditing Services , and this Agreement constitute the entire agreement of the parties hereto with respect to the subject matter hereof and supercedes any and all prior agreements with respect to such subject matter between the AUDITOR and COUNTY. It is understood and agreed that in the event of a Page 7 of 14 conflict between the terms of this Agreement and the terms of the above stated documents, the terms of the Agreement shall control. 15. CONSENT TO JURISDICTION. This agreement, its performance, and all disputes arising hereunder, shall be governed by the laws of the State of Florida, and both parties agree that the proper venue for any actions shall be in Monroe County. 16. ETHICS CLAUSE. AUDITOR warrants that AUDITOR has not employed, retained or otherwise had act on AUDITOR's behalf any former COWlty officer or employee in violation of Section 2 or Ordinance No. 10-1990 or any County officer or employee in violation of Section 3 of Ordinance No. 10- 1990. For breach or violation of the provision the COUNTY may, at its discretion terminate this agreement without liability and may also, at its discretion, deduct from the agreement or otherwise recover, the full amount of any fee, commission, percentage, gift, or consideration paid to the former or present County officer or employee. 17. 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 an agreement to provide any goods or services to a public entity, may not submit a bid on an agreement 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, may not be awarded or perform work as a contractor, supplier, sub-contractor, or consultant under a agreement with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section 287.017, for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list. AUDITOR represents that AUDITOR has not been placed on the convicted vendor list. 18. AUTHORITY. AUDITOR warrants that it is authorized by law to engage in the performance of the activities encompassed by the project herein described. Each of the signatories for the AUDITOR below certifies and warrants that the AUDITOR's name in this agreement is the full name as designated in its organizing documents; that they are empowered to act and contract for the AUDITOR, and this agreement has been approved by the legal governing body of AUDITOR. 19. LICENSES. AUDITOR warrants that it shall have, prior to commencement of work under this agreement and at all times during said work, all required licenses whether federal, state, COUNTY or City. 20. INSURANCE. AUDITOR agrees that it maintains in force at its own expense a liability insurance policy which will insure and indemnify the AUDITOR and the COUNTY from any suits, claims or actions Page 8 of 14 brought by any person or persons and from all costs and expenses of litigation brought against the AUDITOR for such injuries to persons or damage to property occurring during the agreement or thereafter that results from performance by AUDITOR of the obligations set forth in this agreement. At all times during the term of this agreement and for one year after acceptance of the project, AUDITOR shall maintain on file with the COUNTY a certificate of the insurance of the carriers showing that the aforesaid insurance policy is in effect. The following coverage shall be provided: 1. Workers Compensation insurance as required by Florida Statutes. 2. Commercial General Liability Insurance with minimum limits of $500,000 per occurrence for bodily injury, personal injury and property damage. 3. Comprehensive Auto Liability Insurance with minimum limits of $300,000 combined single limit per occurrence. 4. Professional Liability Insurance which will respond to damages resulting from any claim arising out of the performance of professional services or any error or omission of the AUDITOR arising out of work governed by this agreement. Such insurance shall have the following minimum amounts of liability: $250,000 per Occurrence/$5oo,000 Aggregate. The policies shall provide no less than 30 days notice of cancellation, non-renewal or reduction of coverage. At all times during the term of this agreement and for one year after acceptance of the project, AUDITOR shall maintain on file with the COUNTY a certificate of insurance showing that the aforesaid insurance coverages are in effect. 21. FORCE MAJEURE. The AUDITOR shall not be liable for any failure or delays resulting from circumstances or causes beyond its reasonable control, including, without limitation, acts or omissions due to fire or other casualty, natural disasters, war or other violence, or any law, order or requirement of any governmental agency or authority. 22. NOTICE. Any written notice to be given to either party under this agreement or related hereto shall be addressed and delivered as follows: For AUDITOR: Edward Burke, Partner Cherry, Bekaert & Holland, L.L.P. 2626 Glenwood Avenue- Suite 300 Raleigh, NC 27608 Page 9 of 14 For COUNTY: Danny L. Kolhage, Clerk 500 Whitehead Street, Ste. 101 and Key West, Florida 33040 County Attorney P.O. Box 1026 Key West, FL 33041-1026 IN WITNESS WHEREOF, the parties hereto have caused this agreement to be executed the day and year first above written. (SEAL) ATIEST: DANNY L. KOLHAGE, CLERK BY~ C. ~)f~ Deputy Clerk BOARD OF COUNTY COMMISSIONERS OF MONRO~E 5l?U~, FLORIDA BY:~IY/~ Mayor/Chairman WITNESSES: p~~~~- L~(l~ ,. AUDITOR: CHERRY, BEKAERT & ~- LLP., By:_ Partne Page 10 of 14 ATTACHMENT A LIMITATIONS OF THE AUDITING PROCESS The objective of an audit is the expression of our opinion concerning whether the basic financial statements are fairly presented, in all material respects, in conformity with accounting principles generally accepted in the United States of America. The COUNTY'S audits will include procedures designed to obtain reasonable assurance of detecting misstatements due to errors or fraud that are material to the financial statements. Absolute assurance is not attainable because of the nature of audit evidence and the characteristics of fraud. For example, audits performed in accordance with generally accepted auditing standards ("GAAS") are based on the concept of selective testing of the data being examined and are, therefore, subject to the limitation that material misstatements due to errors or fraud, if they exist, may not be detected. Also, an audit is not designed to detect matters that are immaterial to the financial statements. In addition, an audit conducted in accordance with GAAS does not include procedures specifically designed to detect illegal acts having an indirect effect (e.g., violations of fraud and abuse statutes that result in fines or penalties being imposed on the COUNTY) on the financial statements. As applicable, in accordance with requirements of the Single Audit Act Amendments of 1996, OMB Circular A-B3 and the Florida Single Audit Act, the COUNTY'S audits will include tests of transactions related to major federal and state award programs for compliance with applicable laws and regulations and the provisions of contracts and grant agreements. Because an audit is designed to provide reasonable, but not absolute assurance and because the AUDITOR will not perform a detailed examination of all transactions, there is a risk that material errors, fraud, other illegal acts, or noncompliance may exist and not be detected by the AUDITOR. In addition, an audit is not designed to detect immaterial errors, fraud, or other illegal acts or illegal acts that do not have a direct effect on the basic financial statements or to major programs. It should be recognized that the audits generally provide no assurance that illegal acts will be detected, and only reasonable assurance that illegal acts having a direct and material effect on the determination of financial statement amounts will be detected. However, the AUDITOR will inform appropriate COUNTY representatives with respect to material errors and fraud, or illegal acts that come to the AUDITOR'S attention during the course of the audits. The AUDITOR will include such matters in the reports as required for a Single Audit. If, for any reason, the AUDITOR is unable to complete the audits, or is unable to form or has not formed an opinion on the basic financial statements, the AUDITOR may decline to express an opinion or decline to issue a report as a result of the engagement. RESPONSIBILITIES AS TO INTERNAL CONTROLS As a part of the audits, the AUDITOR will consider the COUNTY'S internal control structure, as required by auditing standards generally accepted in the United States of America and Government Auditing Standards, sufficient to plan the audit and to determine the nature, timing, and extent of auditing procedures necessary for expressing our opinion concerning the basic financial statements. The COUNTY recognizes that the basic financial statements and the establishment and maintenance of an effective internal control over financial reporting are the responsibility of management. The COUNTY also recognizes that management is responsible for identifying and ensuring that the Page 11 of 14 COUNTY complies with the laws and regulations applicable to its activities. Appropriate supervisory review procedures are necessary to provide reasonable assurance that adopted policies and prescribed procedures are adhered to and to identify errors, fraud, or illegal acts. An audit is not designed to provide assurance on internal control. As part of the AUDITOR'S consideration of the COUNTY'S internal control structure, however, the AUDITOR will inform appropriate COUNTY representatives of reportable conditions and other matters that come to the AUDITOR'S attention that represent significant deficiencies in the design or operation of the internal control structure, if any, as required by OMB Circular A-133 and the Florida Single Audit Act. As required by OMB Circular A-133 and the Florida Single Audit Act, the AUDITOR will perform tests of controls to evaluate the effectiveness of the design and operation of controls that the AUDITOR considers relevant to preventing or detecting material noncompliance with compliance requirements, applicable to each major federal and state award programs. However, tests will be less in scope than would be necessary to render an opinion on those controls and, accordingly, no opinion will be expressed in the AUDITOR'S report on internal control issued pursuant to OMB Circular A-133 or the Florida Single Audit Act. The COUNTY is also responsible for the design and implementation of programs and controls to prevent and detect fraud, and for informing the AUDITOR about all known or suspected fraud affecting the COUNTY involving (a) management, (b) employees who have significant roles in internal control, and ( c) others where the fraud could have a material effect on the financial statements. COUNTY management is also responsible for informing the AUDITOR of knowledge of any allegations of fraud or suspected fraud affecting the COUNTY received in communications from employees, former employees, regulators, or others. RESPONSIBILITIES AS TO COMPLIANCE The COUNTY'S audits will be conducted in accordance with the standards referred to in the Contract. As part of obtaining reasonable assurance about whether the basic financial statements are free of material misstatement, the AUDITOR will perform tests of the COUNTY'S compliance with applicable laws and regulations and the provisions of contracts and agreements, including grant agreements. However, the objective of those procedures will not be to provide an opinion on overall compliance and the AUDITOR will not express such an opinion in the AUDITOR'S report on compliance issued pursuant to Government Auditing Standards. OMB Circular A-133 and the Florida Single Audit Act requires that the AUDITOR also plan and perform the audit to obtain reasonable assurance about whether the COUNTY has complied with applicable laws and regulations and the provisions of contracts and grant agreements applicable to major programs. The AUDITOR'S procedures will consist of the applicable procedures described in the OMB Circular A-133 Compliance Supplement and the requirements described in the Executive Office of the Governor's State Project Compliance Supplement for the types of compliance requirements that could have a direct and material effect of each of the COUNTY'S major programs. The purpose of those procedures will be to express an opinion on the COUNTY'S compliance with requirements applicable to major programs in the AUDITOR'S report on compliance issued pursuant to OMB Circular A-133 and the Florida Single Audit Act. Page 12 of 14 REPRESENTATION FROM MANAGEMENT Management is responsible for the fair presentation of the basic financial statements in conformity with accounting principles generally accepted in the United States of America, for making all financial records and related information available to the AUDITOR, and for identifying and ensuring that the COUNTY complies with the laws and regulations applicable to its activities. Management is also responsible for adjusting the financial statements to correct material misstatements. Additionally, as required by OMB Circular A-133 and the Florida Single Audit Act, it is management's responsibility to follow up and take corrective action on prior audit findings and to prepare a summary schedule of prior audit findings and a corrective action plan. The summary schedule of prior audit findings and the corrective action plan should be made available to the AUDITOR during the course of the engagement. Management, at the conclusion of the engagement, will provide to the AUDITOR a representation letter that, among other things, addresses these matters and confirms certain representations made during the audit, including, to the best of their knowledge and belief, the absence of fraud involving management or those employees who have significant roles in the COUNTY'S internal control, or others where it could have a material effect on the basic financial statements. The representation letter will also affirm to the AUDITOR that management believes that the effects of any uncorrected misstatements aggregated pertaining to the current year financial statements are immaterial, both individually and in the aggregate, to the financial statements taken as a whole. The AUDITOR will rely on the COUNTY'S management providing these representations, both in the planning and performance of the audit, and in considering the fees that the AUDITOR will charge to perform the audit. ACCESS TO WORKING PAPERS The working papers for the engagement are the property of Cherry, Bekaert & Holland, L.L.P. and constitute confidential information. Except as discussed below, any requests for access to the AUDITOR'S working papers will be discussed with COUNTY Management prior to making them available to requesting parties. The AUDITOR, as well as all other major accounting firms, participates in a "peer review" program, covering audit and accounting practices. This program requires that once every three years the AUDITOR subject its quality assurance practices to an examination by another accounting firm. As part of the process, the other firm will review a sample of the AUDITOR'S work. It is possible that the work the AUDITOR performs for the COUNTY may be selected by the other firm for their review. If it is, they are bound by professional standards to keep all information confidential. If the COUNTY objects to having the work done by the AUDITOR subjected to peer review, the COUNTY is to notify the AUDITOR in writing. USE OF THIRD PARTY SERVICE PROVIDERS The firm may from time to time, and depending on the circumstances, use third-party service providers in serving your account. We may share confidential information about you with these service providers, but remain committed to maintaining the confidentiality and security of our information. Accordingly, we maintain internal policies, procedures and safeguards to protect the Page 13 of 14 , , confidentiality of your personal information. In addition, we will secure confidentiality agreements with all service providers to maintain the confidentiality of your information and we will take reasonable precautions to determine that they have appropriate procedures in place to prevent the unauthorized release of your confidential information to others. In the event that we are unable to secure an appropriate confidentiality agreement, you will be asked to provide your consent prior to the sharing of your confidential information with the third-part service provider. Furthermore, the firm will remain responsible for the work provided by any such third-party service providers. Page 14 of 14