Item C16
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date:
January 19/20. 2000
Division:
Public Works
Bulk Hem: Yes ~ No
Department:
Facilities Maintenance
AGENDA ITEM WORDING: Approval to enter into a contract with Barnes Alarm Systems, Inc. for
alarm system annual certification, maintenance. and monitoring. and authorization for Mayor to execute
same.
ITEM BACKGROUND: On AUh'Ust 26, 1999 a bid opening was held for the alarm system annual
certification, maintenance, and monitoring for alarm systems located in various county facilities. Barnes
Alarm Systems, Inc. was the only bidder reflecting a 50% increase over the last contract amount.
Negotiations were attempted reflecting still a 30% increase. On December 29, 1999 another bid opening
was held. Two proposals were received with Barnes Alarm System being the responsive low bidder, and
remaining within a 20% increase over last year. (See attached Bid Opening Tabulation Sheet.)
PREVIOUS RELEVANT BOCC ACTION: On March 10. 1999. the BOCC granted approval to
advertise for bids for alarm system annual certification. maintenance. and monitoring. On July 21. 1999
the BOCC granted approvallo extend the contract with Barnes Alarm Systems. Inc. on a month to month
basis. and on October 13. 1999 BOCC approved to reject the bid received on August 26. 1999 and
authorized to re-advertise for same.
STAFF RECOMMENDATION: Approval as staled above.
TOTAL COST: ^nnulll Certificalion $8.888.00 BUDGETED: Yes X NO
Cenlml Stalion Moniloring $] 40.00/monlh
$55.00/hour labor ror repairs - $75.00/hour ror overlime repairs Nollo Exceed $1 a,non.oo
Cost to County:
Same as above
ACCOUNT #001-20501-530-340
REVENUE PRODUCING: YES
NO l AMOUNT PER MONTH
YEAR
Item Prepared by' /- v..J.1J&O
, rate. Sr. Director. Facilities Maintenance
DIVISION DIRECTOR APPROVAL: [).f)~ P l.JUtCf. / fIJ
Dent Pierce, Division Diretor
OMB/Purchasing
Risk Management
APPROVED BY:
DOCUMENTATION: Included --2!.- To follow
Not Required--l-J-tt ~
AGENDA ITEM # ~
DISPOSITION:
~
o
E-<
.......
Z
o
::E
o
~
~
u
~ ::E>~
::;g; ...p-.j~
E-l.....o '7
~~~i~
~/E@H.~
~en< ~
~....O\Z
~.S~8
7:_. .......E-<
~ E-< ~.......
00<01.....
~>S.~ ~.
uCQ~E-<
~:<>~ ~
~....E-<.~. ~
~.c:> u.U
>(~~...~
.E-l :.Z :..0 ....~<C.
Z~."
~.p-..~
OO~
U80~
~:a:lZ~
o ~E-<
~ P-.en
Z 0>-
o en
::;g ~
<C
~
o
.......
P?
~
~
u
~
I
Cd
~
~
~
c.:J
~...~
E-d::
ZOZ.::r:
~. r-<
u.:::E z
.....:l..,.o
~o:::E
OE::g
r-< ~ .
r-<~
C/) .......
&9
~~
00
00
::r:::r:
00
~~~
>rl >rl 0
>rl r- >rl
&9&9N
.-.. .-.. .-..
~o::1U
:::E
W
r-<
C/)
>-<
CI)
~
.....:l
<
CI)
W
~
0::1
&9
~
W
~
o
u
~
W
::;s
.......
E-
X
~
p.,
::;s
.......
if]
It:
'"
......
C/)
01)
t::
'Vi
'"
...c:
2
:::l
p.,
I
"'d
t::
~ ~
.~ tn
... ~
cZ)CI)
~ ~
;>-
>-<~
"'d ~
~ ~
"0::1
~ I
...c: '"
u::::
1;;~
E .
Wt/
;;;0<3
:.:3 a'$
.;.; E
t:: '"
~0::1
~ ~
p., ...
<l)CJ
~ "'~
.- <I)
S E
S '"
00::1
U <I)
"'d~
iiia
'"
:'8
...
o
5:::
'+-<
o
<I)
~
......
if]
<I)
;S
......
'"
t::
.~
01)
'"
"'d
<I)
~
C)
<I)
...c:
C)
t::
<I)
<I)
..0 .
<1)"2
~r.;:
...c: '0
<I) <!)
;> 0..
o '"
..0 <I)
'" S
"'d .-
<I) ......
......"'d
~ ~
'" <I)
~ ~
::g"'d
.- <I)
..o...c:
......
:::: ~
~..o
"'"'d
...c: <I)
...... ;>
"'d .-
t:: <I)
'" ~
01)'"
t:: <I)
.- ...
t:: <I)
<I) ~
0..<1)
o ;>
"'d 0
.- ..0
..0 '"
:'S!"'d
'" <I)
'" 1;;
'+-< . -
0-
~~
0.. ._
0..0
u_
0::<
<I)
... .
... '"
o 01)
U t::
"'0 o.a
t:: '"
ro;.:::
<I) ...
:::l 0
"'"'d
...... t::
'" <!)
"'>
.~ "'d
.- <I)
-5]
~ <I)
...c: 0..
...... '"
,aJ5
'€ 0<3
<I)"'d
U <I)
~o
..0 ._
<I) ;>
... t::
<I) 0
::u
~
~
~
~
cu
oS
'0-
":l
~
I:::
~
~
.;;;
I:::
Cl
~
~
l..
~
oS
~
I:::
.~
l..
~
.....
~
-2
~
:z
......
11
~
~
.~
~
~
~
I:::
.~
~
Cl
.....
~
~
~
~
~
8'
::::
I:::
cu
~ ;d
~ I:::
-... cu.
...... =:
~.,;::
~ u
~..g
~:s!
'!:::-.o.C:l
Cl ~
Q.~
~ ~
Cl l..
'-.) S
~ ~
oS 0;;
u
6' ~
"'l s..
~ ~
.;:: oS
~ 6-
Cl~
........\:::
b()~
1:::.......
~~
Cl .....
U I:::
~o
......
'"
t::
...
W
'"
'"
;J
>.
0::1
"'d
<I)
t::
&
o
"'d
iii
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract #
Contract with:Barnes Alarm Systems. Inc. Effective Date:January 19. 2000
Expiration Date:
Contract Purpose/Description:Alarm System Annual Certification. Maintenance. and Monitoring
Contract Manager:Carlos Zarate
(Name)
4431
(Ext. )
Facilities Maintenance
(Department)
for BOCC meeting on January 19/20. 2000 Agenda Deadline: January 5. 2000
CONTRACT COSTS
Total Dollar Value of Contract: $NTE $20.568 Current Year Portion: $NTE $20.568
Budgeted? Yesl2?J No 0 Account Codes: 001-20501-530-340-
Grant: $N/A _-_-_-_
County Match: $N/A _-_-_-_
- - -
----
Estimated Ongoiilg Costs: $N/ A/yr
(Not included in dollar valne above)
ADDITiONAL COSTS
For:
(eg. maintenance. utilities. ianitorial. salaries. etc.)
CONTRACT REVIEW
Changes Date Out
Division Director If~/~~J Ye~D~~~ 0 p~7{!;z l(t / UO
1\<t\aCl YesDNog/~'WT ~~ \\'-\:\n~
IlylLJ Jes~ore 5Pt~Clv{~ ~ /5/6>&
County Attorney 1/6/.J.? YesD No~ ~ ~ / -, -0,;,
Comments:~cU ~U. c1a~ ~ fu--bA-tc- ~~{!/u/'~ ..pf2
/~
~.
~Yanagement
~B./purC-~g
OMS Form Revised 9/11/95 Mep #2
SECTION THREE
CONTRACT
THIS AGREEMENT, made and entered into the 19th day of January, 2000, by and
between MONROE COUNTY, FLORIDA, party of the first part (hereinafter sometimes called the
"Owner"), and BARNES ALARM SYSTEMS, INC. party of the second part (hereinafter some-
times called the "Contractor").
WITNESSED: That the parties hereto, for the consideration hereinafter set forth, mutually
agree as follows:
3.01 SCOPE OF THE WORK
The Contractor shall provide all labor, tools, and equipment necessary to provide Alarm System
Annual Certification, Maintenance, and Monitoring, in accordance with the Public Works
Contract Specifications entitled:
Alarm System Annual Certification, Maintenance, and Monitoring
Monroe County, Florida
attached hereto. and incorporated as part of this contract document.
The Contractor shall provide all required documentation pursuant to National Fire Protection
Association Requirements, and shall be on call twenty-four (24) hours per day, seven (7) days
per week.
3.02 THE CONTRACT SUM
The Owner shall pay to the Contractor for the faithful performance of the Contract, in lawful
money of the United States, as follows:
A. ALARM SYSTEM ANNUAL CERTIFICATION
Upon receipt of Annual Certification for each alarm system, payment will be made within
sixty (60) days after receipt of the Contractor's request for payment. Payment for Annual ~
Certification shall be as stated in the Contractor's bid as follows: Eioht Thousand Eioht
Hundred Eiohtv Eioht Dollars and Zero Cents ($8,888.00) per year.
B. ALARM SYSTEM CENTRAL STATION MONITORING
The County shall pay to the Contractor for central station monitoring of alarm systems on
a per month in arrears basis on or before the 30th day of the following month in each of
twelve (12) months. The Contractor shall invoice the County monthly for monitoring
services performed under the Specifications contained herein. The Contract amount shall
be as stated in the Contractor's bid as follows: One Hundred Fortv Dollars and Zero Cents
($140.00) per month.
C. ALARM SYSTEM MAINTENANCE AND REPAIR
1. The actual manufacturer's Invoice cost of parts and materials plus 25%, used by
the Contractor to fulfill the obligations of the Contract. Manufacturer's Invoice must
accompany all requests for payment for any part which exceeds $100.00, and may
be requested at the discretion of the Owner for any part, regardless of the cost.
2. The cost of labor and equipment used by the Contractor to fulfill the obligations of
the Contract. The labor and equipment costs will be calculated using the unit
prices set forth in the CONTRACTOR'S bid as follows:
A. - Labor - normal working hours of 8:00 a.m. to 5:00 p.m. Monday through Friday,
excluding holidays - $55.00 per hour.
B. - Labor - overtime rate for hours other than the normal working hours as stated
in Article 3.02C-2, including holidays - $75.00 per hour.
Such costs must be documented for each repair and/or maintenance job and
included with all Applications for Payment.
Payment for Alarm System Maintenance and Repair shall not exceed $10,000.00
per year.
3.03 CONTRACTOR'S ACCEPTANCE OF CONDITIONS
A. The Contractor hereby agrees that he has carefully examined the sites and has made
investigations to fully satisfy himself that such sites are correct and suitable ones for this
work and he assumes full responsibility therefore. The provisions of the Contract shall
control any inconsistent provisions contained in the specifications. All Specifications have
been read and carefully considered by the Contractor, who understands the same and
agrees to their sufficiency for the work to be done. Under no circumstances, conditions, or
situations shall this Contract be more strongly construed against the Owner than against
the Contractor (and his Surety, if applicable).
B. Any ambiguity or uncertainty in the Specifications shall be interpreted and construed by
the Owner, and his decision shall be final and binding upon all parties.
C. The passing, approval, and/or acceptance of any part of the work or material by the
Owner shall not operate as a waiver by the Owner of strict compliance with the terms of
this Contract, and Specifications covering said work. Failure on the part of the Contractor, -,
immediately after Notice to correct workmanship shall entitle the Owner, if it sees fit, to
correct the same and recover the reasonable cost of such replacement and/or repair from
the Contractor, who shall in any event be liable to the Owner for all damage, loss, and
expense caused to the Owner by reason of the Contractor's breach of this Contract and/or
his failure to comply strictly and in all things with this Contract and with the Specifications.
3.04 TERM OF CONTRACT/RENEWAL
A. This contract shall be for a period of one (1) year, commencing on
and terminating on
3-2
B. The Owner shall have the option to renew this agreement after the first year, and each
succeeding year, for two additional one year periods. The contract agreement amount agreed
to herein might be adjusted annually in accordance with the percentage change in the
Consumer Price Index for all urban consumers (CPI-U) for the most recent 12 months available.
3.05 HOLD HARMLESS
The CONTRACTOR shall defend, indemnify and hold harmless the County as outlined on the
attached form identified as TCS 1, attached hereto and incorporated as part of this contract
document.
3.06 INDEPENDENT CONTRACTOR
At all times and for all purposes under this agreement the Contractor is an independent
contractor and not an employee of the Board of County Commissioners for Monroe County. No
statement contained in this agreement shall be construed so as to find the contractor or any of
his/her employees, contractors, servants, or agents to be employees of the Board of County
Commissioners for Monroe County.
3.07 ASSURANCE AGAINST DISCRIMINATION
The Contractor shall not discriminate against any person on the basis of race, creed, color,
national origin, sex, age, or any other characteristic or aspect which is not job related, in its
recruiting, hiring, promoting, terminating, or any other area affecting employment under this
agreement or with the provision of services or goods under this agreement.
3.08 ASSIGNMENT/SUBCONTRACT
The Contractor shall not assign or subcontract this agreement, except in writing and with the
prior written approval of the Board of County Commissioners for Monroe County, which approval
shall be subject to such conditions and provisions as the Board may deem necessary. This
agreement shall be incorporated by reference into any assignment or subcontract and any
assignee or subcontractor shall comply with all of the provisions of this agreement. Unless
expressly provided for therein, such approval shall in no manner or event be deemed to impose
any obligation upon the Board in addition to the total agreed-upon price of the services/goods of
the contractor.
3.09 COMPLIANCE WITH LAW
In providing all services/goods pursuant to this agreement, the contractor shall abide by all
statutes, ordinances, rules and regulations pertaining to, or regulating the provisions of, such
services, including those now in effect and hereinafter adopted. Any violation of said statutes,
ordinances, rules and regulations shall constitute a material breach of this agreement and shall
entitle the Board to terminate this contract immediately upon delivery of written notice of
termination to the contractor. The Contractor shall possess proper licenses to perform work in
accordance with these specifications throughout the term of this contract.
3-3
3.10 INSURANCE
Prior to execution of this agreement, the Contractor shall furnish the Owner Certificates of
Insurance indicating the minimum coverage limitations as indicated by an "X" on the attached
forms identified as INSCKLST 1-5, as further detailed on forms WC1, GL 1, VL 1, GIR1 & GIR2,
each attached hereto and incorporated as part of this contract document.
3.11 FUNDING AVAILABILITY
Notwithstanding anything contained elsewhere in this contract, if funds for Facilities
Maintenance Contractual Services are partially reduced by the Board of County Commissioners
or cannot be obtained or cannot be continued at level sufficient to allow for the purchase of the
services/goods specified herein, this agreement may then be terminated immediately at the
option of the Board of County Commissioners by written notice of termination delivered in
person or by mail to the contractor. The Board of County Commissioners shall not be obligated
to pay for any services provided by the contractor after the contractor has received written
notice of termination.
3.12 PROFESSIONAL RESPONSIBILITY
The Contractor warrants that it is authorized by law to engage in the performance of the
activities encompassed by the project herein described, subject to the terms and conditions set
forth in the Public Works Manual entitled "Public Works Specification Manual/Alarm System
Annual Certification, Alarm System Maintenance, and Alarm System Central Station Monitoring",
which is attached hereto and incorporated herein as a part of this contract/agreement. The
Contractor shall at all times exercise independent, professional judgment and shall assume
professional responsibility for the services to be provided. Continued funding by the Board is
contingent upon retention of appropriate local, state, and/or federal certification and/or licensure
of contractor.
3.13 NOTICE REQUIREMENT
Any notice required or permitted under this agreement shall be in writing and hand delivered or
mailed, postage prepaid, to the other party by certified mail, returned receipt requested, to the
following:
FOR COUNTY
Monroe County Public Works
Facilities Maintenance Dept.
3583 S. Roosevelt Blvd.
Key West, FL 33040
FOR CONTRACTOR
Barnes Alarm Systems, Inc.
5615 3rd Avenue, #8
Key West, FL 33040
The notice will be considered received by a party two (2) days after its receipt by the postal
authorities of the U.S. for delivery to either address in this article.
3-4
3.14 CANCELLATION
A) The County may cancel this contract for cause with seven (7) days notice to the
Contractor. Cause shall constitute a breach of the obligations of the Contractor to perform
the services enumerated as the Contractor's obligations under this contract.
B) Either of the parties hereto may cancel this agreement without cause by giving the other
party sixty (60) days written notice of its intention to do so.
3.15 GOVERNING LAWS
This Agreement is governed by the laws of the State of Florida. Venue for any litigation arising
under this Agreement must be in Monroe County, Florida.
IN WITNESS WHEREOF the parties hereto have executed this Agreement on the day and
date first above written in four (4) counterparts, each of which shall, without proof or accounting
for the other counterparts, be deemed an original Contract.
Attest: DANNY L. KOLHAGE, Clerk
MONROE COUNTY, FLORIDA
By
By
Deputy Clerk
Mayor/Chairman
Attest:
BARNES ALARM SYSTEMS, INC.
WITNESS
By
Title
WITNESS
3-5