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3rd Renewal 08/21/2013BOARD OF COUNTY COMMISSIONERS AGENDA ITEM SUMMARY Meeting Date: August 21, 2013 Division: Public Works Bulk Item: Yes X No _ Department: Facilities Maintenance Staff Contact Person Dent Pierce 292 -4560 AGENDA ITEM WORDING: Approval to extend the contract with Barnes Alarms, Inc. for fire and panic alarm system annual certification, maintenance and monitoring on a Month to Month basis until a contract bid can be awarded. ITEM BACKGROUND: Barnes Alarm services 35 alarm system locations for Monroe County. Their contract expires August 31, 2013. We wish to extend the current contract on a Month to Month basis extension until a contract bid can be awarded. PREVIOUS RELEVANT BOCC ACTION: On August 20, 2008, the BOCC awarded the bid and contract; on June 16, 2010, the BOCC approved a contract amendment; On July 20, 2011, the first first renewal option was approved; and on Sept. 21, 2011, and Jan. 19, 2012, the BOCC approved contract amendments. On August 18, 2012 the second renewal option was approved. CONTRACT /AGREEMENT CHANGES: Renewal agreement to commence on September 1, 2013 on a month to month basis until a contract bid can be awarded. Labor rates, annual inspection rates and monthly monitoring will remain at current rates. STAFF RECOMMENDATIONS: Approval. TOTAL COST: $26,787.69 for INDIRECT COST: BUDGETED: Yes X No _ annual inspections /monthly monitoring, plus repairs /additional services: Regular $78.50/hr. /OT $117.74/hr. Parts: Manufacturers cost plus 25% DIFFERENTIAL OF LOCAL PREFERENCE: COST TO COUNTY: same SOURCE OF FUNDS: Ad Valorem REVENUE PRODUCING: Yes No X AMOUNT PER MONTH Year PAIL cx" APPROVED BY: County Atty OMB/Purchasing Risk Management DOCUMENTATION: Included X Not Required DISPOSITION: AGENDA ITEM # Revised 7/09 MONROE COUNTY BOARD OF COUNTY COMMISSIONERS CONTRACT SUMMARY I Contract with: Barnes' Alarm Systems Contract Purpose/Description: Contract # Effective Date: Expiration Date: 09/01/13 Month to Month Extend contract on a Month to Month basis for Fire and Panic Alarm system annual certification, maintenance, and monitoring Monroe County, Florida until a contract bid is awarded. Contract Manager: Alice Steryou 4549 Facilities Maint/Stop #4 (Name) (Ext.) (Department/Stop #) for BOCC meeting on 08/21/13 Deadline: 08/06/13 CONTRACT COSTS Total Dollar Value of Contract: $ 26,787.69 Current Year Portion: $ 2,500.00 + repairs /addl approx Budgeted? Yes® No ❑ Account Codes: 001- 20501 - 530 -340- Grant: $ N/A 101- 20505 - 530 -340- County Match: $ 147- 20503 - 530 -340- ADDITIONAL COSTS Estimated Ongoing Costs: $ /yr For: (Not included in dollar value above) (eg. maintenance, utilities, janitorial, sz CONTRACT REVIEW Changes Date Out Dqte In Needed n Reviewer Division Director Yes❑ No2� d (' /I -- Risk Management Yes[:] N& O.M.B./Purch� g '�" Yes[—] No[R] f xa� U& I �� �� County Attorney Yes❑ No& /3 I Comments: OMB Form Revised 2/27/01 MCP #2 MONTH TO MONTH RENEWAL AGREEMENT PANIC AND FIRE ALARM SYSTEM ANNUAL CERTIFICATION, MAINTENANCE AND MONITORING MONROE COUNTY, FLORIDA THIS hereinafter "Amendment" is made and entered into this Zst day of / U 6 1) , 2013 between MONROE COUNTY (hereinafter "County" or "Owner "), a political subdivision of the State of Florida, whose address is 1100 Simonton Street, Key West Florida, 33040 and BARNES ALARM SYSTEMS, INC. ( "CONTRACTOR "), a Florida corporation, whose address is 3201 Flagler Avenue, Suite 503, Key West, Florida 33040. WHEREAS, the parties hereto did on August 20, 2008, enter in to an agreement for panic and fire alarm system annual certification, maintenance and monitoring services for Monroe County (hereinafter "Original Agreement'); and WHEREAS, on August 10, 2010, the parties hereto did amend this agreement to add services, clarify language, and made the contract scope; and WHEREAS, the parties have found the Original Agreement, as amended, to be mutually beneficial; and WHEREAS, the parties have found the First renewal Agreement to be mutually beneficial; and WHEREAS, the parties have found the Second renewal agreement to be mutually beneficial; and WHEREAS, the parties would like to extend the Original agreement as amended on a Month to Month basis until a contract bid can be awarded. NOW THEREFORE, IN CONSIDERATION of the mutual promises and covenants set forth below, the parties agree as follows: In accordance with Paragraph 5 of the Original Agreement: a. The contract term will commence September 1, 2013 on a Month to Month basis and terminate on a contract bid award. ANNUAL FIRE SYSTEM INSPECTION MONTHLY CONTROL AMOUNT MONITOR BUILDING LOCATION PANEL MODEL # (including any AMOUNT possible overtime Key West Courthouse 500 Whitehead St., Key West Simplex 4100 $ 941.84 $ 26.17 Judicial Workout Room (formerly Juvenile Detention) 502 Whitehead St., Key West Notifier SFP -2402 $ 235.47 Sheriff Civil Division 500 Whitehead St. Key West Faraday Firewatch Il $ 235.47 J. Lancelot Lester Building, & Records Storage 530 Whitehead St. Key West Notifier AFP -200 $1,882.64 $ 26'17 Freeman Justice Center 310 Fleming Street, Key Notified AFP - West 200— Intelligent Fire AFP -200 $ 737.79 $ 26.17 Detection & w /CBC Alarm System Bayshore Manor 5200 College Road, Stock Notifier SRP -LOUD Island $ 470.93 $ 26.17 -2- ANNUAL FIRE SYSTEM INSPECTION MONTHLY CONTROL AMOUNT MONITOR BUILDING LOCATION PANEL MODEL # (including any AMOUNT possible overtime Monroe County Fire Station Stock Island Firelite MS -5024 #8 $ 235.47 - May Hill Russell Library 700 Flemin St. Key West Notifier SFP -400B $ 313.95 $ 26.17 Gato Building 1 100 Simonton Street, Key Simplex 4010 West $ 627.90 $ 26.17 Gato Elevator 1100 Simonton Street, Key West $26.17 Harvey Government Center 1200 Truman Avenue, Key Notifier NFS -320 West $ 941.84 $ 26.17 Big Pine Key Library Ke Key Deer Blvd. Big Pine Notifier SFP -2404 $ 392.44 - Big Pine Key Park 29001 Atlantic, Big Pine Key EST Quickstart 3 $ 627.90 Marathon Government Cntr 2798 Overseas Hwy, Marathon Faraday MPC -2000 $ 941.84 Marathon Government Anx 490 63 Marathon FireLite MS -4024 $ 470.93 IR Marathon Detention Facility 3981 Ocean Terrace, FireLite Miniscan Marathon 4024, $ 470.93 Marathon Sheriff's Hangar Marathon Airport Notifier NFS -320 $ 470.93 Marathon Courthouse 3117 Overseas Hwy, Notifier NFW2 -100 Marathon $ 549.41 , George Dolezal Library 3251 Overseas Hwy, Simplex 2001 -4431 Marathon $ 470.93 Ruth Ivins Center, Health 3333 Overseas Hwy, Notifier NFP -5UD Dept. Marathon $ 470.93 - <t Medical Examiner 56639 Overseas Hwy, Crawl Simplex 4010 FACP Key Grinnel $ 549.41 $26.17 Ellis Building 88800 Overseas Highway, FireLite MP -24 P.K. $ 627.90 Plantation Key Courthouse Highpoint Road, Plantation FireLite MP -24 Key $ 941.84 Plantation Key Detention 53 Highpoint Road, FireLite MS -9200 $ 784'87 Facility. Plantation Key �" Islamorada Library MM 81.5, Islamorada Fire Lite MS -4424b $ 627.90 M. E. Nelson Government 102050 Overseas Highway, Siemens FS -250 and Cultural Center Key Largo $ 1,254.54 $ 26.17 Roth Building 50 Highpoint Road, Edwards EST -2 Tavernier $ 941.84 $ 26.17 MC Fire Station # 9 28 Emerald Dr., Big Coppitt Notifier SFP -5UD $ 313.99 MC Fire Station # 13 390 Key Deer Blvd., BPK EST Quickstart $ 510.23 MC Fire Station # 22 151 Marine Dr., Tavernier Notifier NFW2 -100 $ 627.97 Key Largo Library 101485 Overseas Highway, FireLite MS -5024 $ 627.90 $ 26.17 Tradewinds Shopping Plaza MC Fire Station #17 10 S. Conch Ave, MM63, WIP WIP $471.00- estimate $26.17 Conch Key estimate -2- PANIC SYSTEM ANNUAL INSPECTION MONTHLY MANUFACTURER AMOUNT (including any MONITOR BUILDING LOCATION MODEL # possible overtime AMOUNT KW Courthouse 502 Whitehead St., CADDX NX8 -E $ 706.39 $ 26.17 Annex Key West Judicial Workout 502 Whitehead St., CH Annex system Room Key West J. Lancelot Lester Building, & Records 530 Whitehead St. Key West CH Annex system Storage J. Lancelot Lester 530 Whitehead St. Building District 3 g CH Annex system y Commissioner Key West Old Courthouse - 500 Whitehead St., District 1 Key West CH Annex system � ,+ ,� �� t , +r � �; °1 rat , Commissioner Old Courthouse — 500 Whitehead St., Traffic /Fines Key West CH Annex system ' Freeman Justice 310 Fleming Navarro - Ademco Vista $ 418.18 $ 26.17 Center Street, Key West 128 FBP Panel(digital) Freeman Justice 310 Fleming Honeywell 7845 GSMR $ 15.69 Center Street, Key West (cellular) Gato Building — Social 1100 Simonton St., Ademco' Services Key West Honeywell $ 156.97 4 Gato Building — 2 Id 1100 Simonton St., Ademco $ 156.97 $ 26.17 floor Key West Honeywell Medical Examiner 56639 Overseas Simplex Grinnel $ 261.62 $ 26.17 Hwy, Crawl Key 4010 FACP Plantation Key Ellis 88820 Overseas Building Supervisor of Hwy, Tavernier CADDX NX -6 Elections Plantation Key Ellis 88820 Overseas CADDX NX -6 Building Traffic Hwy, Tavernier Plantation Key Ellis 88820 Overseas Building Social Hwy, Tavernier CADDX NX -6 Services Plantation Key 88770 Overseas Lynx Console RDYPLUS- $26.17 Spottswood Building Hwy, Tavernier KIT (digital Plantation Key 88770 Overseas Lynx Console RDYPLUS- $15.69 Spottswood Building Hwy, Tavernier KIT (cellular) Plantation Key Ellis 88820 Overseas CADDX NX -6 Building Planning Hwy, Tavernier Murray E. Nelson 102050 Overseas Building Highway, Key CADDX $ 261.62 $ 26.17 Largo a. Labor — Normal working hours of 8:00 a.m. to 5:00 p.m. Monday through Friday excluding holidays b. Labor — Overtime rate for hours not stated above, including holidays and for facilities that conduct critical business such as Courthouses, Tax Collector's offices, and all others identified by the Facilities Maintenance Director in the Specifications C. Manufacturers invoice cost of parts and materials $ 78.50 per hour $ 117.74 per hour Cost + 25% -3- Note: There are no additiowl cots for tmviet, mileage, meats, or 104F g, "lase Contracwt request for payment must iftmi= of the com stud above, Lueo as set ford3 in Itankgral* I Of this Moftth to Mlmth Rmawal in the o germs and conditions set fonds n i W A � in all a3lsar raspeczs. Else $ �reement, as aursend� rerr:ain in fit#i Forcc and effect. IN WITNESS WHEREOF, tlse pwt1w lush harmnto set bonds � seal, tare flay and year fret written above. (SEAL) ATTEST. AMY R AVILIN, CLERK BOARD OF COUNTY COMMISSIONERS OF MONROE COUNM FWRWA Ry �.. DM*Ckrk Date [ '7 By Mayor BARNES ALARM SYSTEMS. INC. Title X4.11.. pre%, -4.