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Item G3AGENDA ITEM SUMMARY Meeting Date: September 16. 2015 - Department: . Emergency Services Bulk Item: Yes X No Staff Contact /Phone #: Denuty Chief, Gary Boswell 289-6088 AGENDA ITEM WORDING: Approval of an amendment to the fire rescue vehicle maintenance contract between Fire -Tech Repair Service, Inc. ("Fire -Tech") and the Monroe County Board of Governors of Fire and Ambulance District I ("County") amending paragraph 10 to specify that original supplier invoices only need to be attached if the cost of the individual part is equal to or greater than $400. ITEM BACKGROUND. The current vehicle maintenance contract requires Fire -Tech to supply MCFR the original parts supplier invoices, if the total of all parts for an individual repair is $400, or over. The past vehicle maintenance contract (BOG approved September 16, 2009) with Fire -Tech, only required an original parts invoice be supplied when the indhidualpari cost $400, or over. Fire - Tech respectfully requests the contract be changed back to past version. PREVIOUS RELEVANT BOG ACTION: At the August 21, 2013 meeting, the BOG passed Item F2 awarding the fire rescue vehicle maintenance contract to the only responder, Fire -Tech Repair Service, Inc.; three (3) year contract not to exceed two (2) renewal options. CONTRACT/AGREEMENT CHANGES: Paragraph 10 of Fire -Tech Service, Inc. Contract shall now read: If the cost to the vendor of any individual part, fluid or lubricant is equal to or greater than $400.00, the vendor shall attach a copy of the original parts supplier invoice documenting the price paid by the vendor for that part, fluid or lubricant to the bill submitted to the County. The Contractor is also required to keep all original parts supplier invoices until one year after expiration of the term of this Agreement, and to make those invoices available upon request by Monroe County Fire Rescue for spot checking and auditing purposes. Please refer to attached current contracts outlining changes. STAFF RECOMMENDATIONS: Approval TOTAL COST: N/A . INDIRECT COST: N/A BUDGETED: Yes X No DIFFERENTIAL OF LOCAL PREFERENCE: N/A COST TO COUNTY:— N/A SOURCE OF FUNDS: 141-11500 REVENUE PRODUCING: Yes No_,X_ AMOUNT PER MONTH Year OMB/Purchasing Risk Management APPROVED BY: County Attorney t _06 DOCUMENTATION: Included Not Required DISPOSITION: AGENDA ITEM Revised 6/15 Contract with: Fire -Tech Repair Service, Inc. Contract # Base Term =jyears New Effective Date W change: 09/16/2015 Expiration Date: 09/30/2016 Two (I 1-year reneival oprjow 11104/21016 thru 09/30P-017 and 10W2017 thru 09/3012018 Contract Purpose/Description: 1111111! 1 1 FIT and Ambulance District I ("Counly") amend i ng-paragranh 10 to sl2ecif that original -Y sul2l2lier invoices only need to be attached if the cost of the individual part is equal to or greater than $400. Contract Manager: Holly Pfiester 6088 Emergency Services / Stop 14 (Name) (Ext.) (Department/Stop #) CONTRACT COSTS Total Dollar Value $80,000 / year approximately: Current Year Portion. of Contract: $ Hourly Rate - $95 $ Parts = Cost+ 25% Annual Pump Test --, $300 Overtime = 1.5 / Hourly Rate preventative Maintenance fFlar Rare Cost Per I el:lrlel: Rescue Vehicle w/oui pump `- $225 Aerials - $425 Pumpers = $300 Tankers = $300 Squads= $300 Budgeted? Yes Z No 0 Account Codes: 11500-530462 Grant: S N/A -County Match: $ N/A ADDITIONAL COSTS Estimated Ongoing Costs: $80,000 /_year "_I2_r0_X_ For. $ 0 (Not included in dollar value above) (cg. maintenance, utilities, janitorial, salaries, etc.) CONTRACT REVIEW Changes Date In Needed Reviewer Date Out Division Director E. ) -10 Yes[:] No[] C11 _5 Risk Management Yes[] NoE ;F] le O.M.B./Purchasing Yes El No aut-La 19 County Attorney 5 Yes[] NoPj JA" 1W 11 ". a of 113 04 5 mi, OF MONROE COUNTY, FLORIDA a,m This is an Amendment to the Fire -Tech Repair Service, Inc. Contract between the Monroe County Board of Governors Fire and Ambulance District I of Monroe County (the "Customer") and Fire -Tech Repair Service, Inc., WHEREAS, in October 2013, the Board of Governors of Fire and Ambulance District 1 ("Board of Governors") approved a contract with Fire -Tech Repair Service, Inc., for the maintenance of fire rescue vehicles; and WHEREAS, the contract mandates Fire -Tech Repair Service, Inc., supply MCFR the original parts supplier invoices, if the total of all parts for an individual repair is $400, or over; and WHEREAS, the previous contract (BOG approved September 16, 2009) mandated Fire - Tech Repair Service. Inc., only supply MCFR the original parts supplier invoices when the individual part cost $400, or over, and WHEREAS, Fire -Tech Repair Service, Inc. respectfully requests the contract be changed back to past version. NOW THEREFORE, BE IT RESOLVED BY THE BOARD OF GOVERNORS OF MONROE COUNTY, FLORIDA, THAT 1. Paragraph 10 of the Contract is revised to read as follows: 10. Parts, Fluids and Lubricants Rate: Contractor shall supply all parts, fluids, and lubricants used for maintaining and repairing vehicles to Monroe County Fire Rescue at: Cost + 25% If the cost to the vendor of any individual part, fluid or lubricant is equal to or greater than $400.00, the vendor shall attach a copy of the original parts supplier invoice documenting the price paid by the vendor for that part, fluid or lubricant to the bill submitted to the County. The Contractor is also required to keep All original parts supplier invoices until one year after expiration of the term of this Agreement, and to make those invoices available upon request by Monroe County Fire Rescue for spot checking and auditing purposes. 1AS2ED AND ADOPTED by the Board of Governors of Monroe County, this _ day of September 2015. I M Representative, Clark Snow Renresentative. Danny Kolhage Revresentative, David is (SEAL) ATTEST: AMY HEAVILM, ©R LAI I-J I I'll 05 V 11 a 114 of VAI 's, 1, 1 42 S#2dIf, I I , I By: Chairman IM Northfield Insurance Company 111111IM' = St Paul, M 55102 OMNI AgencyNo: 021000005 Producer No: Named Insured: Fire Tech Repair Services Inc IW-,V- , 7Ud-q] WAL-11el' .1 4:41A I I SM91111 2 f4l U - 10111101 A I Im I =1 12 1-111 1"T-11 2 14H 4 F-R-1 RA r-, It 1114 1111 at 11 M Lei 4 it 6. 1 RE**] 4 [IVA 1001 11L � i M M93 a 11111122 A 041 RX417117 I COVERAGE PART DESCRIPTION Commercial General Liability Coverage Part ...... . 6URPLUS UNES AGENT: Dawn M. Befin LIC # A290258 318 Scuth US Highway One St a 206 Jupiter, F L 334 58 PROD.AOT, SUSANPONCHOT r-F alli�iMJLNRIUV;111111911 1!*1ji!I1111111m'1N4 0111111EMMZ10MR�A [OTIMMMM"10 frHE111j'rj111-TUT;4-1 Policy Fee Service Fee Inspection Fee Surplus Lines Tax POLICY TOTAL I i PRE&11119,, $ 2,165.00 $ 2,165.00 $ 35.00 P, $ 175 0 ' 0 $ 2, 497.91 SURPLUS LINES INSURERS'POLICY RATES AND FORMS ARE NOT APPROVED BY ANY FLORIDA REGULATORY AGENCY. THIS INSURANCE IS ISSUED PURSUANT TO THE FLORIDA SURPLUS LINES LAW. PESSONS INSUREDBY SURPLUS LINES CARRIERS DO NOT HAVE THE PROTECTION OFTHE FLORIDA INSURANCE GUARANTY ACT TO THE EXTENT OF ANY RIGHT OF RECOVE RY FOR 71-IE OBLIGATION OF AN INGOLVENT UNL I CENSED INSURER. FORMS AND ENDORSEMENTS The schedule of coverage declarations, forms and endorsements shown on S1 D-ILS make up your policy as of the effective date shown above. Agency Name/Address: 954-731-5600 All Risks of the Southeast, Ltd. 1551 Sawgrass Corporate Pkwy Suite 220 Sunrise, FL 33323 Countersigned:------DILD2-Z-2Dj-5-3F .......................... . ................................. .... Date Authorized Representative OF NROE } COUNTY, FLORIDA ali R * ; i 701 1510 1 THIS CONTRACT, hereinafter 'CONTRACT ORmade .entered r this Marathon,I" day of October, 2013 by and between the BOARD OF GOVERNORS OF FIRE AND AMBULANCE DISTRICT 1, MONROE COUNTY, with principal offices located at 490 63d toas the ♦ 1 Repair referredService, Inc., P.O. Box 1570 / 103680 Overseas Highway, Key Largo, FL 33037 (hereinafter to its 'CONTRACTOR') WHEREAS,Respondent ix i • ! rlITMBM"ne promises containea nerein, the parties agree as follows: Contact 4 n Contract r ofthe Agreement, theContmctoes response totheRFP, and the documents referred to in the Agreement as a part of this Agreement. In the event of any conflictbetween any of r documents,o imposing the greater 2 burden on theContractor control. U 1. Contract2. Period and ■ . al: The effective date of this Agreement shall be an initial commencingthree (3) year term on October0k ugh September1 Agreement may be renewed annually, notto exceed two one-year to approval of the Fire Chief of n re County Fire Rescue,- of IT t�Lwvp mrN-�, - 30�m�. 3. Contract Termination: This Agreement may be terminated for any reason by either party on thirty (30) day written notice without cause. If the Contractor fails to fulfill the terms of this Agreement, or attachments, properly or on time, or otherwise violates the provisions of the Agreement or of applicable laws or regulations governing the use of funds, the County may terminate the Contract by written notice. The notice shall specify cause. All finished or unfinished supplies or services shall, at the option of the County, become property of the County. The County shall pay the Contractor fair and equitable compensation for expenses incurred prior to termination of the Agreement, less any amount or damages caused by the Contractor's breach. If the damages are more than compensation payable, the Contractor will remain liable after termination and the County shall pursue collection for damages. F21. Subject Matter of Contract: This Agreement is for all fire rescue vehicles described in 'Attachment A' to receive: - Level I Preventative Maintenance / Semi -Annual - Level 11 Preventative Maintenance / Annual Pump Tests /Annually Unscheduled maintenance and repair resulting from equipment failure or malfunction 5. Houirly Rate: The hourly rate shall be S 95.00 per man-hour with no travel time or mileage charge. Level I (Semi -Annual) and Level'11 (Annual) Preventative Maintenance, and Pump Tests (Annually) are at quoted flat rates and excluded from hourly rate. 6. Overtime and Holidays:, The overtime and holiday rate shall be one and one half times the hourly rate of S 142.50 (as outlined in Section 5) per man-hour for emergency repairs called outside normal business hours and federal holidays. 7. Insipections: During the year, Contractor shall perforin twice per year on all vehicles described in �Attachment A% Semi -Annual Level I Preventative Maintenance Service Annual Level 11 Preventative Maintenance Service. The number of vehicles on 'Attachment A' may fluctuate from time to time due r purchases or removal of vehicles from inventory. The inspections shall be performed the respective fire stations. R�� 9=19W= MIMS Cwhichever nomesfirst) Fall vehicle inspection (to include at a minimum) outlined as follows: (whichever comesfirst) Full vehicle inspection performed in Level I, 12ful aL&MjUjMMm.- Replacement of coolant hoses, filter and coolant as needed Replacement of all drive belts as needed Replacement of pump transmission oil and filter Replacement of engine transmission fluid and filter Replacement of rear axle lube oi I as needed Inspection of front wheel bearing - Replacement and repacking as needed - Inspection and cleaning of relief valve strainer - Replacement of secondary fuel filters on both engine and generator - Inspection of front wheel bearing Filters and fluids shall be billed at cost plus 25 %, as described in section 10 of t Agreement. `1 Preventative Maintenance Inspections incorporating Level I (semi-annual) and Level 11 (annual) shall be conducted at such intervals as are approved by Monroe County Fire Rescue. Upon completion of inspection a computerized report will be forwarded to the logistic support services indicating the status of the items inspected. This will be done for eve vehicle when Level I (semi-annual) and Level 11 (annual) Preventative Maintenance is performed on the vehicle. I This report must be emailed to the logistics support services office. The form must either be in Microsoft Word or Excel. Rates: Contractor shall charge Level I (semi-annual) and Level 11 (annual) Preventative Maintenance Service at flat -rate annual total cost of: RESCUE -TYPE VEHICLES (Without Pump) S . 225.00 PUMPERS $ 300.00 AERIALS S AMQL_ TANKERS S 322.90 SQUADS PUMP TEST RATE (All vehicles requiring such test) 300.00 9 1 LY made as needed; price includes clean-up after salt water use. The Contractor shall Frovide documentation of performance to Monroe County Fire Rescue. The �iocumentation must be in the form of an electronic version report that is emailed to the logistics support services office within ten (10) days of completion of the test. The form ,nust either be in Microsoft Word or Excel. 10. Parts, Fluids and Lubricants Rate: Contractor shall stjpply all parts, fluids, and lubricants used for maintaining and repairing vehicles to Monroe County Fire Rescue at: 0 11. EnEine Oil and Filter Chln X,e: Complete drive train lubrication and any other fluids and/or filter changes, shall be performed as recommended by the manufacturer. 12. Weekly Maintenance Schedule: Contractor shall also provide to Monroe County Fire Rescue a Weekly Preventative nance Schedule which can be perfonned by the individual fire stations' personnel. The Contractor shall provide in-service training to the Lieutenants on all three (3) shifts at all of the stations at no extra cost. This will be scheduled by the Contractor with the on -duty Lieutenants and can be done during Level I andLevel IlPreventative Maintenance visits. I Maintenance Log: Contractor shall maintain an inspection and maintenance chart on each vehicle contag at least the following information: - Date of Performance - Apparatus Serviced - Service Performed Parts Used - Name of Service Person(s) - Total Downtime of Vehicle 14. P Y A De supplied tc Ike-Yire -rescue Of char 1 ou r i med above she I I office within ten (10) days of the service. 15. Response Email: Contractor shall respond to all original emergency field repair forms by emailing the original document to the logistics support services office with focumentation of reyairs is applicable. 16. Communication Device: Contractor shall maintain a telephone, cell phone, email or paging device such that prompt notcation of request for service is possible twenty-four (24) hours a day. 17. RUyonse Time to Service Request: Contractor shall maintain a state of readiness during normal working hours defined as 8:00 am — 5:00 pm Monday thru Friday, and shall acknowledge and respond within two (2) hours to Monroe County Fire Rescue's initial notification during normal working hours; Contractor then has twelve (12) regular working hours to either make repairs, or respond to Monroe County Fire Rescue with a Repair Plan; Response(s) can be by phone or email. Plan; Response(s) can e by phon or email. r 9. Cercation: ' Contractor shall provide evidence satisfactory to Monroe County Fim Rescue that its personnel who perform maintenance work are certified ETT (Emergency Vehicle Technicians) - Pump Mechanics - General Mechanics - Repair Mechanics 20. Ouslificatioril of Maintenance Pemonnel: ' All personnel performing maintenance, repairs, adjustments and related work on Monroe County Fire Rescue equipment shall a certified fire apparatus mechanic, or otherwise cered for the work to be performed. Personnel performing work who are not certified or experienced in such work shall be directly supervised (in person) by an individual with such certification. 21. Indemnification: Contractor shall indemnify and hold Monroe County harmless for all actions of Contractor's negligence as well as faulty or improper workmanship, for all work performed under this Contrac4 including all costs of collection, reasonable attorney fees, claim costs, and as per 'Attachment property or equipment being directly maintained or repaired by Contractor shall be considered in its care, custody, and control while such work is in progress and until physical control or such property or equipment is restored to the County. 22, Location of Work: This Contract is for maintenance of fire rescue vehicles located at the following sites: Stock Island — STATION 8 Coppitt — STATION 9 - Sugarloaf —STATION 10 Cudjoe —STATION I I - Big Pine —STATION 13 - Crawl Key — MONROE COUNTY FIRE ACADEMY - Conch Key — STATION 17 - Layton — STATION 18 - Tavernier— STATIOV 22 23. Insurance: During the term of this Contract, the Contractor must keep in force and effect the insurance required by 'Attachment H' which is attached and incorporated into this Contract. r,u-m 1 1. . , , I 2L-,r�'r7Ak=FVTT7T s t , , MOMMER= 32002M�M Attachment E Drug Free Workplace Fol Attachment F Lobbying & Conflict of Interest Clause (Ethics Clause) Attachment G Indemncation and Hold Harmless Attachment H Insurance Requirements and Request for Waiver— Workers ComX Attachment I Local Preference Form (if applicable) 23. Nmmepts: All payments will be made in accordance with the Florida Local GovernnIent Prompt Payment Act. All u ns heduled maigtggf� yx�p_s ! X_44a requiring service shall be billed by the Contractor at the applicable rates as specified in contract. Contractor shall notify Monroe County Fire Rescue of the outcome and actual cost. Monroe County Fire Rescue shall issue a separate purchase order for each occurrence o unscheduled maintenance and repair. 26. Monroe County's performance and obligation to pay under this Contract is contingent upon an annual appropriation by the Board of County Commissioners of Monroe Coun, Florida. 11 * 1�1 11914616011,141) executea TO Agreement the day and year first -7bove written. im By: Dep2jutyClerUkV4 KIKSI Ij ey lily Q1 j Y® Mayor / Chairman MITINIM101MAI-914j" , UM Y ASSIS NT, Date- - I FOR MAINTENANCE OF FIREIRESCUE VEHICLES THIS CONTRACT, hereinafter "CONTRACT OR AGREEMENT" made and entered into this I" day of October, 2009 by and between Board of Governors Fire and Ambulance District 1 of Monroe County, Florida, hereinafter referred to as "DISTRICT", and Fire Tech Repair Service Inc. , hereinafter referred to as "CONTRACTOR". WITNESSETH: WHEREAS, the DISTRICT advertised a notice of request for proposals for MAINTENANCE OF FIRE RESCUE VEHICLES WHEREAS, the successful Respondent was Fire Tech Repair Service Inc., and; WHEREAS, this CONTRACTOR represents that it is capable and prepared to provide such services, and; WHEREAS, the DISTRICT intends to enter into an agreement for maintenance of Fire Rescue vehicles, semi-annual inspections, preventative maintenance, and unscheduled maintenance resulting from malfunction or failure with the CONTRACTOR and; WHEREAS, this contract is an "Agreement" between both parties, NOW, THEREFORE, in consideration of the promises contained herein, the parties agree as follows: 1. CONTRACT DOCUMENTS — This contract consists of the Agreement, the � - CONTRACTOR'S response to the RFP, the documents referred to in the Agreement as a part of this Agreement. In the event of any conflict between any of the contract documents, the one imposing the greater burden on the CONTRACTOR will control. 2. CONTRACT PERIOD AND RENEWAL - The effective date of this Agreement shall be October 1, 2009 through September 30, 2010. This Agreement maybe renewed annually for one (1) year terns, not to exceed three (3) renewals, subject to approval of the Fire Chief of Monroe County Fire Rescue, the Office of Management and Budget and the Monroe County Board of Governors Fire and Ambulance District 1. 3. CONTRACT TERMINATION - This Agreement may be terminated for any reason by either party on 30-day written notice without cause. If the CONTRACTOR fails to fulfill the terms of this Agreement, or attachments, properly or on time, or otherwise violates the provisions of the agreement or of applicable laws or regulations governing the use of funds, the County may terminate the contract by written notice. The notice shall specify cause. All finished or unfinished supplies or services shall, at the option of the County, become property of the County. The County shall pay the CONTRACTOR fair and equitable compensation for expenses incurred prior to termination of the agreement, less any amount or damages caused by the CONTRACTOR'S breach. If the damages are more than compensation payable, the CONTRACTOR will remain liable after termination and the County shall pursue collection for damages. 4. SUBJECT MATTER OF CONTRACT - This Agreement is for scheduled semi annual inspections and preventative maintenance of fire rescue vehicles, annual pump tests and for unscheduled maintenance and repair resulting from equipment failure or malfunction. 5. RATES -The hourly rate shall be $95.00 per man-hour with no travel time or mileage charge. Semi Annual inspections and annual pump tests are at quoted flat rates and excluded from hourly rate. 6. OVERTIME AND HOLIDAYS - Rates per man-hour for emergency repairs called outside normal business hours and federal holidays shall be one and one half times the normal rate. 7. SEMI-ANNUAL INSPECTIONS - During the year CONTRACTOR shall .perform two inspections on vehicles described in "Attachment A" (Level I and Level 11 Preventative Maintenance Service) at an annual total cost of: Rescue -type vehicles, without pump $ 450.00 Pumpers $ 590.00 Aerials $ 850.00 Tankers $ 590.00 Squads $ 590.00 Exception shall be if a vehicle has been used 1,000 hours prior to yearly --- preventative maintenance service, Level I and II Preventative Maintenance Service shall be performed and charged the above rate. Level I: 250 Hours or 6 months whichever comes first Full vehicle inspection as per attached semi-annual inspection schedule plus: - Engine oil and filter change - Fuel filter change (every 6 months) - Air filter inspection and replacement if necessary - Chassis lubrication - Outboard (forward) impeller shaft lubrication - Lubrication of all valve control linkages Clean or replace air compressor strainer Clean engine crankcase breather Inspection of generator and service of lubricant system, full system, and air filter according to its individual hours of operation (not to exceed 6 months) Level 11: 1000 Hours or one year (which ever comes first) Full service performed in Level I plus: - Replacement of coolant hoses, filter and coolant as needed - Replacement of all drive belts as needed - Replacement of pump transmission oil and filter - Replacement of engine transmission fluid and filter - Replacement of rear axle lobe oil as needed - - Inspection of front wheel bearing - Replacement and repacking as needed - Inspection and cleaning of reliefvalve strainer - Replacement of secondary fuel filters on both engine and generator The number of vehicles on Attachment A may fluctuate from time to time due to new purchasdg or removal of vehicles from inventory. The inspections shall be -w- performed at the respective fire stations. 8. WORK. SCHEDULE - Regularly scheduled semi-annual inspections and Fs preventative maintenance shall be conducted at such intervals as are approved by the DISTRICT. 9.. PUMP TESTS - CONTRACTOR shall perform an annual pump test at a flat rate cost of $300.00 each for all vehicles requiring such test. In order to facilitate the passing of the pump test, minor repairs and adjustments shall be made as needed; price includes clean-up after salt water use. The CONTRACTOR shall provide documentation of performance to Monroe County. The documentation must be in the form of an electronic version report that is emailed to the Logistics Support Services office within 30 days of completion of the test. The form must either be in Microsoft Word or Excel. 10. PARTS, FLUIDS AND LUBRICANTS - All parts, fluids, and lubricants used for maintaining and repairing vehicles shall be supplied by CONTRACTOR and billed to the DISTRICT at cost plus 25%. For parts $400.00 and over, a copy of original parts supplier invoices shall be attached to the bill. CONTRACTOR will be required to keep all original parts supplier invoices available at request by County for spot checking and auditing purposes. 11. ENGINE OIL AND FILTER CHANGE and complete drive train Iubrication and any other fluids and/or filter changes, shall be performed as recommended by the manufacturer. 12. SEMI-ANNUAL INSPECTION SCHEDULE - CONTRACTOR shall perform the following inspection and preventative maintenance twice per year on all vehicles: (a) Cooling system, including fan belts, radiator supports, hoses and clamps, and auxiliary cooler; (b) Exhaust System, including hanger, clamps, muffler, and pipes; (c) Clutch, including free play, linkage, and fluid levels; (d) Manual Transmission, including seals, linkage, and tube level; (e) Automatic Transmission, including fluid level, seals, modulator adjustment, and linkage; (t) Drive Train, including U joints, center support, and companion flanges; (g) Rear Axle and springs, including oil links, spring hangers, center bolts, and U-bolts (h) Front End, including steering box, linkage, kingpins and bushings, spring hangers, and U-bolts; (i) Mechanical Brakes, including adjustment and fluid levels; 0) Air Brakes, including drain, adjustment, wear, and air leaks; (k) Tires, including condition, wear, tread depth, year of tire and replacement recommendations; (1) Electrical System, including running lights, emergency lights, battery cables, tun lights, 4-way flasher, headlights, stop lights, hazards and switches; (m) Fuel System, including hoses and fittings, filters and brackets, and tank straps; (n) Booster Tank, including leaks and supports; (o) Prime Pump, including electrical wires, coupling, switch, and valve discharge; (p) Plumbing and Gates, including leaks, brackets, bleed valves, control arms and knobs, and linkage; (q) Main Pump, including vacuum test, pressure test, packing, clappers, and mounting; (r) Pump Transmission, including fluid levels, seals, shift motors, and manual override; (s) Aerial Ladder, including power takeoff, drive shaft and coupling, P.T.O. activating device outrigger controls, auxiliary power control and; - - = (t) Aerial Operation, including engine RPM., hydraulic pressure, operation of all controls, warning devices, hoses and fittings, rung covers, ladder locks, and ring gear; (u) Aerial Platform, including lubrication, platform leveling, electrical system, turntable and platform controls, communications, and water tube. The above inspections shall include, at no additional labor charge, the changing of all applicable filters and fluids used by the unit being inspected. Air filters shall be changed on first inspection and then yearly thereafter. Filters and fluids shall be billed at cost plus 25%, as previously described in Section 10 of this AGREEMENT. Upon completion of inspection a computerized report will be forwarded to the 4 Logistics Support Services indicating the status of the items inspected. This will be done for every vehicle when Preventative maintenance is performed on the vehicle. This report must be emailed to the Logistics Support Services office. The form must either be in Microsoft Word or Excel. 13. WEEKLY MAINTENANCE SCHEDULE - CONTRACTOR shall provide to the DISTRICT a preventative maintenance schedule that can be performed weekly by the individual Fire Departments' personnel. The contractor shall provide in service training to the Lieutenants on all three shifts at all of the stations at no extra cost. This will be scheduled by the contractor with the on -duty Lieutenants and can be done during Preventative Maintenance visits. 14. MAINTENANCE LOG - CONTRACTOR shall maintain an inspection and maintenance chart on each vehicle containing at least the following information: (a) Date of performance, (b) Apparatus serviced, (c) Service performed, (d) Parts used, (e) Name of service person(s), (f) Total downtime of vehicle 15. A copy of this chart shall be supplied to the Fire Rescue Office within 30 days of the service. 16. The Contractor shall respond to all original Emergency Field Repair Forms by emailing the original document to the Logistics Support Services office with documentation of repairs made, parts used and any other miscellaneous information that is applicable. 17.. COMMUNICATION - CONTRACTOR shall maintain a telephone or paging device such that prompt notification of request for service is possible twenty-four (24) hours a day. The CONTRACTOR shall have two (2) hours to contact Monroe County Fire Rescue upon initial notification if reached by telephone or paging device and twelve (12) hours if contacted by email. 18. RESPONSE TO SERVICE REQUEST - CONTRACTOR shall maintain itself in a state of readiness during normal working hours, 8:00 am — 5:00pm Monday thru Friday, and shall respond to the location where emergency repair's are needed - within twelve (12) hours of receiving a request. For repairs required after normal working hours, CONTRACTOR shall respond to the location where emergency repairs are needed within twenty-four (24) hours of receiving a request. 19. CERTIFICATION - CONTRACTOR shall provide evidence satisfactory to the DISTRICT that its personnel who perform maintenance work are certified in pump mechanics, general mechanics and repair. 20. QUALIFICATIONS OF MAINTENANCE PERSONNEL - All personnel performing maintenance, repairs, adjustments and related work on Monroe County equipment shall be a certified fire apparatus mechanic or otherwise certified for the work to be performed. Personnel performing work who are not certified or experienced in such work shall be directly supervised (in person) by an individual with such certification. 21. INDEMNIFICATION - CONTRACTOR shall indemnify and hold the DISTRICT and Monroe County harmless for any negligence on its part, or faulty or improper workmanship, for all work performed under this contract, including all costs of collection, reasonable attorney fees, claim costs, and as per "Attachment F". All property or equipment being directly maintained or repaired by CONTRACTOR shall be considered in its care, custody, and control while such work is in progress and until physical control of such property or equipment is restored to the DISTRICT. 22. LOCATION OF WORK - This contract is for maintenance of Fire Rescue vehicles Located at the following sites: a. Stock Island Station 8 f. Monroe County Fire Academy (Crawl Key) b. Big Coppitt Station 9 g. Conch Key Station 17 c. Sugarloaf Station 10 h. Layton Station 18 d. Cudjoe Station I 1 i. Tavernier Station 22 e. Big Pine Station 13 j. Marathon Airport Station 14 ARFF (Equipment only) -. 23. ADDITIONAL REQUIRED STATEMENTSNERIFICATIONS/AFFIDAVITS. Attached hereto in Attachments B, C, D, E and F are Non -Collusion Affidavit, Public Entity Crime Statement, Drug -Free Workplace Form, Conflict of Interest Clause, and Indemnification to Hold Harmless. 24..INSURANCE - During the tern of this contract, the CONTRACTOR must keep in force and affect the insurance required by Attachments G. Attachment G is attached and incorporated into this contract. 25. PAYMENTS - Payments for semi-annual inspection, preventative maintenance and pump tests shall be made by the DISTRICT within 30 days of the completion of the rendered services on each vehicle and proper invoicing by the CONTRACTOR. All payments will be made in accordance with the Florida Local Government Prompt Payment Act. All unscheduled maintenance and repair- _ resulting from equipment failure or malfunction requiring service shall be billed -�- by the CONTRACTOR at the applicable rates as specified in Section four, five and six of this AGREEMENT. The CONTRACTOR upon notification by the DISTRICT of an equipment failure or malfunction requiring unscheduled maintenance shall, in a timely manner investigate the problem and provide to the DISTRICT an estimate of the cost for repair and vehicle downtime. The CONTRACTOR upon receiving authorization to proceed from the DISTRICT shall effectuate such repair; upon completion of same the CONTRACTOR shall notify the DISTRICT of the outcome and actual cost. The DISTRICT shall issue a separate purchase order for each occurrence of unscheduled maintenance and repair. 26. Monroe County°s performance and obligation to pay under this contract is contingent upon an annual appropriation by the Board of County Commissioners of Monroe County, Florida. 27. Venue for any litigation arising under this contract must be in a court of competent jurisdiction in Monroe County, Florida. This Agreement is not subject to arbitration. IN WITNESS WHEREOF, each party hereto has caused this contract to be executed by its duly authorized representative. (SEAL) Attest: Danny L. Kolhage, Clerk �..L 0,::} k!kV N BOARD OF GOVERNORSFIRE Fire Tech Repair MONROE COUNTY ATTORNEY PROVED A T FORM: CYNTHIA L. NALL ASSI ANT COUNTY TTORNEY Date._ 8 - 7