First Amendment 11/17/2015 FIRST AMENDMENT OF
THE INTERLOCAL AGREEMENT BETWEEN MONROE COUNTY AND THE
SOUTH FLORIDA REGIONAL COUNCIL FOR THE 7TH ANNUAL SOUTHEAST
FLORIDA REGIONAL CLIMATE LEADERSHIP SUMMIT PROGRAM
THIS AMENDMENT NO. I, effective as of November 17, 2015, is made to the Interlocal
Agreement("the ILA") entered into the 20th day of May 2015,by and between MONROE
COUNTY BOARD OF COUNTY COMMISSIONERS, a political subdivision of the State
of Florida, and the SOUTH FLORIDA REGIONAL PLANNING COUNCIL, a state
agency.
WITNESSETH THAT
WHEREAS, the Parties entered into a Interlocal Agreement (ILA) for the planning,
development and implementation of the 7th Annual Southeast Florida Regional Climate
Leadership Summit Program; and
WHEREAS, the Parties desire to modify the Agreement by increasing the contract amount to
allow for reimbursement of travel costs up to $7,951.08 for certain South Florida Regional
Planning Council (SFRPC) personnel as shown on Exhibit A to this Amendment, for
administrative support services, for two pre-Summit travel days and the Summit as shown on
Exhibit A to this Amendment, as well as other out of pocket expense incurred by the Council
shown on Exhibit B-1 to this Amendment,in its role as administrative support services; and
WHEREAS, in addition, the Parties desire to modify the Agreement by increasing the
contract amount by up to $6,193.00, as shown on Exhibit B to this Amendment, to pay for
tote bags,printing,signage and supplies;and
WHEREAS, the Parties have become aware of$3,724.00 in carryover funds given by Miami-
Dade County for the 2014 conference, and wish to authorize the SFRPC to use the carryover
funds.
NOW,THEREFORE, in consideration of the mutual covenants herein contained the receipt
and sufficiency of which are hereby acknowledged, it is agreed upon as follows:
1. Section III (Contract Sum and Expenses), paragraph A. is revised to read as follows
(deleted language shown with strikethroughs and additional language shown with
underlining):
A. SFRPC shall be compensated in an amount not to exceed m
Doll ($30;00&00) Forty Thousand Four Hundred Twenty One Dollars and No
Cents ($40.421.001 for the SFRPC's services under this ILA. Such amount
includes all expenses except as outlined herein.
reasex. Payment will be made in percentage of completion of the lump sum
amounts per task according to the Deliverable Schedule attached as Exhibit B,
and according to the Florida Local Government Prompt Payment Act, Section
218.70, Florida Statutes. The SFRPC shall submit to the County an invoice with
supporting documentation in a form acceptable to the Clerk based on the tasks
and deliverables contained therein. Acceptability to the Clerk is based on
generally accepted accounting principles and such laws, rules and regulations as
may govern the Clerk's disbursal of funds. The County's Sustainability Manager
will review the request, note her approval on the request and forward it to the
Clerk.
I) The maximum amount set aside for travel expenses for a pre-Summit trip
on August 19, 2015. pre-Summit trip#2 (anticipated date: November 16
2015), and the Summit shall be$7.951.08. as shown on Exhibit A to this
Amendment. Any travel expenses will be reimbursed at the rates in
Monroe County Code sections 2-106 through 2-117. Persons claiming
the reimbursement must supply a travel voucher form and the originals of
receipts for expenditures.
2) In addition, additional amounts for tote bags, printing, signage and
supplies is approved in the amount of up to $6.193.00. as shown on
Exhibit B to this Amendment. All amounts will be reimbursed after
presentation of Proper invoices
3) Both parties acknowledge receipt of carryover funds from Miami-Dade
County in the amount of$3,724 from the conference held in 2014.
4) Monroe County Board of County Commissioners authorizes the South
Florida Regional Planning Council to use the fluids carried over from
Miami Dade County in the amount of$3 724 as an offset for the increased
out of pocket expenses described above in paragraphs(I)and (2)above.
5) qs a result,the new contract total is as follows:
a. Original Contract Price $30,000
b. Additional costs 14,145
c. Miami Dade Funds (3,724)
d. Total Contract $40,421
2. Payment for these expenses will be within 30 days of receipt of invoice and
supporting details.
3. In all other respects, the terms and conditions of the ILA dated May 20, 2015 shall
continue unchanged and in full force and effect.
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IN WITNESS WHEREOF, Parties hereto have executed the Amendment to the Agreement
as of the last date all signatures below are affixed.
05t1H.A.; pp`, eavilin, Clerk BOARD OF COUNTY COMMISSIONERS
r OF MONROE COU T DA
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(SEAL) SOUTH FLORIDA REGIONAL
PLANNING1� Ir� COUNCIL�
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MON E COUNTY ATTORNEY I � '' ''
A OV D•ASI/•Tj�/''�0 Print Name: ( rccoei COSt0 CcuCL A °
YNTHIA L. HALL Title: t.Xi' Gu-k-U-C. j)ccecjc'C
ASSIST NTTCOUNTY tSNEY
Date 3
Date: 1.i(71 ,n-Paen 3 I 1--01 5-
STATE OF FLORIDA
COUNTY OF BROWARD
On this _3 day of ItivtApLe 20 16, before me, the undersigned notary public, personally
appeared /SASHi_Cali o Q A g43MLc, known to me to be the Person whose name is
subscribed above or who produced as identification, and
acknowledged that he/she is the person who executed the above contract with Monroe County
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Exhibit B
South Florida Regional Council
Monroe County Climate Leadership Summit
Other Expense Detail
Descrioaon
Tate Bags S 2,195 Actual
Piloting 2,500 Estimate
Signage 1,000 Estimate
Supptes 500 Estimate
Total S 0 193
1
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: November 17,2015 Department: Sustainability
Bulk Item: Y No Staff Contact/Phone#:Rhonda Haan 453-8774
AGENDA ITEM WORDING: Approval to enter into Amendment No. I to the Interlocal Agreement with the
South Florida Regional Planning Council(SFRPC)for conference planning and implementation services for the
7th Annual Southeast Florida Regional Climate Change Summit to authorize travel for SFRPC staff to the
Summit and miscellaneous expenditures supporting the event.
ITEM BACKGROUND: The Summit is hosted by Monroe County every four years on behalf of the
Southeast Florida Regional Climate Change Compact, a four-county partnership created for the purpose of
collaborative planning and implementation of adaptation and mitigation strategies related to climate change. It
is expected that 400—600 persons will attend the Summit. By hosting this Summit, Monroe County hopes to
continue to educate various agency staff, stakeholders, elected officials, and media representatives from the
surrounding about the potential effects of climate change, and also to continue to move the goals and projects
of the Compact forward. The SFRPC assisted Miami Dade County with the planning of the 2014 Summit,and
is therefore experienced and knowledgeable.
The original contract covered only the SFRPC's administrative labor and minor miscellaneous expenses. The
SFRPC was authorized to receive registration and sponsorship fees on behalf of the County, but forwarded to
the County when received. All other expenses such as hotel venue, program printing, audio visual, speaker
expenses, etc. were anticipated to be covered by separate contracts and purchase orders to be issued by the
County.However,the SFRPC identified cost effective vendors to print the program,signage, and tote bags for
the event. In addition,Miami Dade County donated$3724 in funds for Summit expenses.In addition,the staff
of the SFRPC is required to attend the Summit to provide support in the operational aspects, i.e. registration,
media support, customer services, etc. This Amendment No. I allows the SFRPC to be reimbursed for their
travel expenses. It also authorizes them to retain the$3724 in funds from Miami Dade, and apply those funds
towards the printing of the program and tote bags. FY16 funds budgeted for the Summit will be used.
PREVIOUS RELEVANT BOCC ACTION:
11-14-14: Authorized issuing an RFP for conference planning and implementation services for the 7n Annual
Southeast FL Regional Climate change Summit.
02-18-15: Approval rejecting the proposal received from the Request for Proposals issued for conference
planning and implementation services for the 7th Annual Southeast Florida Regional Climate Change Summit
to be held in Monroe County.
05-20-15: Authorize entering into an Interlocal Agreement with the SFRPC to provide administrative support
for the 7th Annual Climate Leadership Summit,being hosted by Monroe County.
CONTRACT/CONTRACT CHANGES:Increases contract amount by$10,421.00,to pay for travel expenses,
printing of the program,purchase of the tote bags,and miscellaneous other expenses on a reimbursement basis.
STAFF RECOMMENDATIONS: Approval
TOTAL COST: $40,421.00 INDIRECT COST: BUDGETED: Yes X Na
—(+$10,4210.00)
DIFFERENTIAL OF LOCAL PREFERENCE:
COST TO COUNTY: SOURCE OF FUNDS: 001-05008-530490
REVENUE PRODUCING: Yes_,yo X AMOUNT PER MONTH_ Year
APPROVED BY: County AU ' (�bf OMB/Purchasing_ Risk Management
DOCUMENTATION: Included X of Required
DISPOSITION: AGENDA ITEM# CAD#
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract with: SFRPC Contract#Al $10,421 additional funds
Effective Date: November 17,2015
Expiration Date: May 19, 2016
Contract Purpose/Description:
This Amendment No. 1 authorizes the South FL Regional Planning Council to be
reimbursed for travel expenses to staff the Summit,to use certain funds collected on behalf of
the County to direct pay the program printing costs,tote bag purchase,and miscellaneous other
expenses(additional cost: $10,421.00). Funds budgeted for the Summit will be used to fund this
amendment no. 1.
Contract Manager: Rhonda Haag 8774 CAD M.S. #26
(Name) (Ext.) (Department/Stop#)
for BOCC meeting on 11/17/15 Agenda Deadline: 11/6/15
CONTRACT COSTS
Total Dollar Value of Contract: $ $40,421 Current Year Portion: S $40,421
Budgeted?Yes® No❑ Account Codes: 001-05008-530490-
Grant:$
--County Match: $ - -
ADDITIONAL COSTS
Estimated Ongoing Costs: $ /yr For:
(Not included in dollar value above) (eg.maintenance,utilities,janitorial,salaries,etc.)
CONTRACT REVIEW
Changes Date Out
Date In Needed Reviewer
Division Director Yes❑NoD
Risk Management Yes❑No❑
n M.BJPurchasing _ Yes❑No❑ ///jjj��� - ppp ./ // I ,,
County Attorney 1 -52-24 —Yes❑Nog l.�yrat sC t1AJ� /I 3- 2ois
Comments: I
OMB Form Revised 2/27l01 MCP#2