FY2014 10/16/2013 AgreementAMY REAVILIN, CPA
CLERK OF CIRCUR COURT &COMPTROLLER
MONROE COUNTY, FLWIIU
DATE: November S, 2013
TO: Dent Pierce, Director
Public Works Division
ATTN: Beth Leto, Assistant Director
Public Works Division
FROM. Vitia Fernandez, D.C.
At the October 16, 2013, Board V ounty Commissioner's meeting the Board granted approval
of the following item:
Item C26 Board granted approval to award bid and execute a Contract with Air Mechanical &
Service Corp. for a full maintenance program for the two centrifugal chillers at Jackson Square.
Item C27 Board granted approval to modify the fee structure for the use of Government
meeting rooms, and Channel 76 televising costs for FY14.
V// Item C28 Board granted approval to execute an Interlocal Agreement with the City of
Marathon for utilization of the County meeting room in Marathon for 24 City Council meetings.
Item C29 Approval to award bid and execute a Contract with Culver's Cleaning Company
for Janitorial Services at Veteran's Memorial Park Restrooms, Little Duck Key, Monroe County.
This contract is funded 100% by TDC funds.
Enclosed is an original of each of the above - mentioned for your handling. Should you have any
questions, please feel free to contact our office.
cc: County Attorney
Finance
File
500 Whitehead Street Suite 101, PO Box 1980, Key West, FL 33040 Phone: 305- 195 -3130 Fax: 305 - 295 -3663
3117 Overseas Highway, Marathon, FL 33050 Phone: 305- 289 -6027 Fax: 305 - 189 -6025
88820 Overseas Highway, Plantation Key, FL 33070 Phone: 852 -7145 Fax: 305- 852 -7146
INTERLOCAL AGREEMENT FOR THE USE OF THE MEET ROOM
AT THE MARATHON GOVERNMENT CENTER
Fiscal Year 2013 - 2014
THIS INTERLOCAL AGREEMENT is entered into pursuant to Sec. 163.01, FS, by and
between MONROE COUNTY, a political subdivision of the State of Florida, whose address is
1100 Simonton Street, Key West, FL 33040, hereafter County, and the CITY OF MARATHON,
a municipal corporation, whose address is 9805 Overseas Highway, Marathon, FL 33050,
hereafter City.
WHEREAS, the County has a meeting room at the Marathon Government Center with
the technical facilities to enable meetings to be cablecast;
WHEREAS, the County desires to permit the City to use the County meeting room; now
therefore
IN CONSIDERATION of the mutual promises and covenants set forth below, the parties
agree as follows:
SECTION 1.
a) The County authorizes the City to hold 24 City Council meetings during the
period October 1, 2013 through September 30, 2014 at the Marathon Government Center
meeting room with each meeting approximately two weeks apart. The City must coordinate
meeting dates with the Facilities Maintenance office so that no County/City schedule overlap
occurs. The City will provide the meeting schedule prior to October 1, 2013. If a schedule
conflict between a City Council meeting and a meeting of the County Commission, County
Planning Commission, County Code Enforcement hearing or County Contractors Examining
Board does occur, then the County meeting or hearing will take precedence.
b) The County will televise live the City Council meetings, unless there is a meeting
of the County Commission, County Planning Commission, County Code Enforcement hearing,
County Contractors Examining Board or similar organization going on at the same time. If there
is a County meeting or hearing going on, then the City Council meeting will be postponed until
the County meeting or hearing has concluded. The City Council meeting will be televised live on
Channel 76 as soon as the County meeting or hearing is concluded.
C) Except as provided in Sec. 1(b), the County will replay each City Council meeting
tape one time before the next City Council meeting. The City may request a specific time and
date for each replay through the Technical Services office which shall accommodate the City's
request unless the time requested by the City would conflict with a live telecast of a County
meeting or hearing.
d) The County will furnish the City one video tape copy of each City Council
meeting.
SECTION 2.
From the effective date of this Agreement, until September 30, 2014, the City shall pay
the County $261.33 per hour for each of the 24 City Council meetings to be held at the Marathon
Government Center, televised live (if there is no conflict with a county meeting or hearing),
meeting video tapes, and one replay on Channel 76 of each meeting. To cover the facilities costs
for the use of the room and televising costs, there shall be a one -half hour charge to set up prior
to the meeting and a one -half hour charge after the meeting for the breakdown of equipment (one
hour total per meeting). Total hours billed for each televised meeting will include a one -half
hour set -up and one -half hour breakdown charge at rates of $67.49 per hour for room set up and
$193.84 per hour for Channel 76 set up, totaling $261.33 per meeting. The amount shall be paid
quarterly based on the number of meetings held during such quarter. If the City Council holds
meetings in excess of 24 during the period of October 1, 2013 through September 30, 2014, and
desires that the extra meetings be held at the Marathon Government Center pursuant to this
Agreement, then the City must pay the County an additional $261.33 per hour for each meeting
held. If this Agreement is extended for subsequent years after September 30, 2013, then for each
year thereafter the fee will be adjusted to reflect changes in County costs. M o
SECTION 3. r °
The term of the Agreement is from October 1, 2013 through September 301 2M 4. Eitker
party may terminate this Agreement without penalty upon thirty (30) days' prior wca" notic
SECTION 4.
The parties to this agreement stipulate that each is a state governmental agettey as defied
by Florida Statutes and represents to the other that it has purchases suitable Public LiabihTy,
Vehicle Liability, and Workers' Compensation insurance, or is self - insured, in amounts adequate
to respond to any and all claims within the limitations of Florida Statute 768.28 and 440, arising
out of the activities governed by this agreement.
Each party shall be responsible for any acts of negligence on the part of its employees,
agents, contractors, and subcontractors and shall defend, indemnify and hold the other party
harmless from all claims arising out of such actions.
SECTION 5.
This agreement will take effect when executed certified copies are filed in the Office of
the Clerk of the Sixteenth Judicial Circuit and in the Office of the Clerk of the City of Marathon,
WITNESS WHEREOF, the parties hereto have set their hands and seals on the date
BOARD OF COUNTY COMMISSIC
MY HEAVILIN, ERK OF MONROE COUNTY, FLORIDA
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(I De�.�,�ty ler i 3 Mayor /Chairperson
Date
ATTEST: CITY OF MARATHH ,FLORIDA
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Date
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Sponsored by: Hernstadt
CITY OF MARATHON, FLORIDA
RESOLUTION 2013 -86
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
MARATHON, FLORIDA, APPROVING AN INTERLOCAL AGREEMENT
BETWEEN THE CITY OF MARATHON AND MONROE COUNTY FOR
THE USE OF THE MEETING ROOM AT THE MARATHON
GOVERNMENT CENTER; AUTHORIZING THE MAYOR TO EXECUTE
THE INTERLOCAL AGREEMENT ON BEHALF OF THE CITY;
AUTHORIZING THE CITY MANAGER TO EXPEND BUDGETED FUNDS
ON BEHALF OF THE CITY; AND PROVIDING FOR AN EFFECTIVE
DATE
WHEREAS, the City of Marathon (the "City ") wishes to utilize the Monroe County (the
"County ") Meeting Room located at the Marathon Government Center to enable the City to televise
it's Council meetings; and
WHEREAS, the Interlocal Agreement with the County authorizes the City's use of the
County Meeting Room for a minimum of twenty -four (24) televised Council meetings at an hourly
rate of $261.33, including an hour total of setup and breakdown of the equipment per meeting
commencing on October 1, 2013 through September 30, 2014 (the "Meeting Room ILA ").
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF MARATHON, FLORIDA, THAT:
Section 1. The above recitals are true and correct and incorporated herein.
Section 2. The Meeting Room ILA attached hereto as Exhibit "A ", between the City and
County for the utilization of the County Meeting Room at the Marathon Government Center is
hereby approved. The Mayor is authorized to sign the Meeting Room ILA on behalf of the City,
and the City Manager is authorized to expend budgeted funds on behalf of the City.
Section 3. This resolution shall take effect immediately upon its adoption.
r
PASSED AND APPROVED BY THE CITY COUNCIL OF THE CITY OF
MARATHON, FLORIDA, THIS 8" DAY OF OCTOBER, 2013.
AYES: Bull, Keating, Ramsay, Snead, Cinqt
NOES: None
ABSENT: None
ABSTAIN: None
ATTEST:
a' 'fL
Diane Clavier, City Clerk
(City Seal)
APPROVED AS TO FORM AND LEGALITY FOR THE USE
AND RELIANgE OV THE CITY OF MARATHON, FLORIDA ONLY:
s
City
THE CITY OF MARATHON, FLORIDA