4th Amendment 07/15/2020 ,—;;17k,,s4,, Kevin Madok, CPA
Clerk of the Circuit Court& Comptroller—Monroe County, Florida
DATE: July 27, 2020
TO: Kevin G.Wilson, PE
Assistant County Administrator
Suzanne Rubio
Executive Administrator
FROM: Pamela G. Hance.
SUBJECT: July 15th BOCC Meeting
Attached is an electronic copy of the following item for your handling,:
C24 4th Amendment to the Animal Control Contract for the middle keys with FKSPCA
to allow die reimbursement of non-recurring expenses like insurance premiums in the month they
arc incurred.
Should you have my questions please feel free to contact me at (305) 292-3550.
cc: County Attorney
Finance
File
KEY WEST MARATHON PLANTATION KEY PK/ROTH BUILDING
500 Whitehead Street 3117 Overseas Highway 88820 Overseas Highway 50 High Point Road
Key West,Florida 33040 Marathon,Florida 33050 Plantation Key,Florida 33070 Plantation Key,Florida 33070
305-294-4641 305-289-6027 305-852-7145 305-852-7145
FOURTH AMENDMENT TO CONTRACT
(Operation of the Marathon Animal Shelter)
THIS FOURTH AMENDMENT TO CONTRACT is entered into this 15th day of
July, 2020, between Monroe County Board of County Commissioners (County) and Florida Keys
Society for Prevention of Cruelty to Animals, Inc., a Florida not-for-profit corporation
(FKSPCA/Contractor), in order to amend the Agreement dated November 14,2017, and as
amended on May 16,2018, May 22, 2019, and June 17, 2020 as follows;
WHEREAS,as a result of the competitive solicitation issued by the County, the FKSPCA
and County entered into an agreement dated November 14, 2017 whereby the FKSPCA will
operate the Marathon Animal Shelter and provide animal control services from Mile Marker 16.7
to Mile Marker 70 (Agreement). The term of the Agreement is November 15, 2017 to June 30,
2020; and
WHEREAS, the terms of the Agreement provide that the contract amount may be
adjusted annually by the percentage change in the Consumer Price Index (CPI) for all urban
consumers (CPI-U) for the most recent 12 months available ending in December of each year; and
WHEREAS, the Agreement was amended by a Third Amendment dated June 20,
2020 to renew the Agreement for an additional five years until June 30, 2025 adjust the
contract amount by 2.3%, which increased the contract to $452,871.63 per annum; and
WHEREAS,the County and FKSPCA wish to amend the way in which insurance premiums
and other annual expenses can be reimbursed to avoid the incurrence of additional service charges,
and
IN CONSIDERATION of the mutual promises contained herein, the parties hereby agree as
follows:
1. Article III, Payment, The first paragraph will be amended to read as follows:
Payment shall be made in accordance with the Local Government Prompt Payment Act, 218.70
(F.S.). Payment will be made periodically,but no less than on a monthly basis, on a
reimbursement basis,as hereinafter set forth. Reimbursement requests will be submitted to the
Boards' designated representative. The County shall only reimburse,subject to the funded
amounts below,those reimbursable expenses which are reviewed and approved as complying
with Monroe County Code of Ordinances, State laws and regulations and Attachment A-
Expense Reimbursement Requirements. Evidence of payment by the Contractor shall be in the
form of a letter,with attached spreadsheet summarizing the expenses,with supporting
documentation(e.g.copies of invoices)attached. The letter should contain a notarized
certification statement. An example of a reimbursement request cover letter is included as
Attachment B. The Contractor's final invoice must be received within sixty(60)days after the
termination date of this contract as shown in Article I above.Unused funds will not be rolled
over to the next contract year. The Contractor may seek a request for reimbursement for annual
payment on invoices that cover future periods,receipt of goods or services(e.g. insurance
premiums,monitoring of alarm systems etc.),but the Contractor must provide a sworn affidavit
attesting that any refunds/credits of monies shall be repaid to the County together with interest
calculated pursuant to Sec. 55.03,Fla. Stat.,running from the date the monies were paid to
Contractor.
2. In all other respects, the remaining terms of the Agreement dated November 14, 2017, as
Amended and not inconsistent herewith, shall remain if full force and effect.
Tq„irR ITNESS WHEREOF the parties hereto have executed this Agreement on the day and date first
.r `r� R ._ . in two (2) counterparts, each of which shall, without proof or accounting for the other
4tr deemed an original contract.
/
N\, �y MADOK, CLERK BOARD OF COUNTY COMMISSIONERS
OF MONROE COUN Y, FLOIDA
By: By:
as eputy Clerk ayor man
(SEAL) CONTRACTOR:
FLORIDA KEYS SOCIETY FOR
THE PREVENTION OF CRUELTY TO
ANIMALS,INC.
Attest: ��j��
By: c..-c_ Tu.. By: i\-J "/ -
WITNESS
Title: -1);r e r fs., Title: Executive Director
By:
WITNESS
Title:
T
Ar RUCUEµ'TU f'RORVL
ASSISTANT(OUNTT ATTORNET
07/07/2020
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ATTACHMENT A
Expense Reimbursement Requirements
This document is intended to provide basic guidelines to Human Service and Community-Based
Organizations,county travelers,and contractual parties who have reimbursable expenses associated
with Monroe County business. These guidelines,as they relate to travel,are from the Monroe County
Code of Ordinances and State laws and regulations.
A cover letter(see Attachment B) summarizing the major line Items on the reimbursable expense
request needs to also contain the following notarized certified statement:
`I certify that the above checks have been submitted to the vendors as noted and that the
attached expenses are accurate and in agreement with the records of this organization.
Furthermore, these expenses are in compliance with this organization's contract with the Monroe
County Board of County Commissioners and will not be submitted for reimbursement to any other
funding source."
Invoices should be billed to the contracting agency. Third party payments will not be considered
for reimbursement. Remember,the expense should be paid prior to requesting a reimbursement.
Only current charges will be considered, no previous balances.
Reimbursement requests will be monitored In accordance with the level of detail In the contract
This document should not be considered al-inclusive. The Clerk's Finance Department reserves
the right to review reimbursement requests on an Individual bash. Any questions regarding
these guidelines should be directed to 305-292-3534.
Data Processing, PC Time, etc.
The vendor invoice Is required for reimbursement. Inter-company allocations are not considered
reimbursable expenditures unless appropriate payroll journals for the charging department are
attached and certified.
Payroll
A certified statement verifying the accuracy and authenticity of the payroll expense is needed. If
a Payroll Journal is provided, it should Include: dates, employee name, salary or hourly rate,
total hours worked, withholding information and payroll taxes, check number and check amount.
If a Payroll Journal Is not provided, the following Information must be provided: pay period,
check amount, check number,date, payee, support for applicable payroll taxes.
Pangs, Overnight Deliveries,Courier, etc.
A log of all postage expenses as they relate to the County contract is required for reimbursement.
For overnight or express deliveries, the vendor Invoice must be included.
Rents, Leases, etc.
A copy of the rental or lease agreement Is required. Deposits and advance payments are not
allowable expenses.
Reproductiohs, Copies,etc.
A log of copy expenses as they relate to the County contract is required for reimbursement. The
log must define the date, number of copies made, source document, purpose, and recipient. A
reasonable fee for copy expenses will be allowable. For vendor services, the vendor invoice and a
sample of the finished product are required.
Supplies, Services, etc.
For supplies or services ordered, a vendor invoice is required.
Telefax, Fax, etc.
A fax log is required. The log must define the sender, the intended recipient, the date, the
number called, and the reason for sending the fax.
Telephone Expenses
A user log of pertinent Information must be remitted including: the party called, the caller, the
telephone number, the date, and the purpose of the call.
Travel and Meal Expenses
Travel expenses must be submitted on a State of Florida Voucher for Reimbursement of Travel
Expenses. Travel reimbursement requests must be submitted and will be paid In accordance with
Monroe County Code of Ordinances and State laws and regulations. Credit card statements are
not acceptable documentation for reimbursement. If attending a conference or meeting a copy of
the agenda Is needed. Airfare reimbursement requires the original passenger receipt portion of
the airline ticket. A travel Itinerary Is appreciated to facilitate the audit trail. Auto rental
reimbursement requires the vendor Invoice. Fuel purchases should be documented with paid
receipts. Taxis are not reimbursed If taken to arrive at a departure point: for example, taking a
taxi from one's residence to the airport for a business trip Is not reimbursable. Parking Is
considered a reimbursable travel expense at the destination. Airport parking during a business
trip is not.
A detailed list of charges is required on the lodging Invoice. Balance due must be zero. Room
must be registered and paid for by traveler. The County will only reimburse the actual room and
related bed tax. Room service, movies, and personal telephone calls are not allowable expenses.
Mileage reimbursement shall be at the rate established by ARTICLE XXVI, TRAVEL, PER DIEM,
MEALS,AND MILEAGE POLICY of the Monroe County Code of Ordinances. An odometer reading
must be Included on the state travel voucher for vicinity travel. Mileage is not allowed from a
residence or office to a point of departure. For example, driving from one's home to the airport
for a business trip Is not a reimbursable expense.
Meal reimbursement shall be at the rates established by ARTICLE XXVI,TRAVEL, PER DIEM,
MEALS,AND MILEAGE POLICY of the Monroe County Code of Ordinances. Meal guidelines state
that travel must begin prior to 6 a.m. for breakfast reimbursement, before noon and end after 2
p.m. for lunch reimbursement, and before 6 p.m. and end after 8 p.m. for dinner reimbursement.
Non-allowable Expenses
The following expenses are not allowable for reimbursement: capital outlay expenditures (unless
specifically induded In the contract), contributions, depreciation expenses(unless specifically
included in the contract), entertainment expenses, fundraising, non-sufficient check charges,
penalties and fines.
ATTACHMENT B
ORGANIZATION
LETTERHEAD
Monroe County Board of County Commissioners
Finance Department
500 Whitehead Street
Key West, FL 33040
Date
The following Is a summary of the expenses for (Organization name) for the time period
of to
Check * Payee Reason Amount
101 Company A Rent $ X,XXX.XX
102 Company B Utlitles XXX.XX
104 Employee A P/R ending 05/14/01 XXX.XX
105 Employee B P/R ending 05/28/01 XXX.xK
(A) Total c X Xxx xx
(B) Total prior payments $ X,XXX.XX
(C) Total requested and paid (A+ B) $ X,xxx.XX
(D) Total contract amount $ X,XXX.XX
---- --- - Balance of contract (D-C) E XXXXSX
I certify that the above checks have been submitted to the vendors as noted and that the
expenses are accurate and In agreement with the records of this organization. Furthermore,
these expenses are in compliance with this organization's contract with the Monroe County Board
of County Commissioners and will not be submitted for reimbursement to any other funding
source.
Executive Director
Attachments (supporting documentation)
Sworn to and subscribed before me this day of 200_by
who Is personally known to me.
Notary Public Notary Stamp
OP ID:CH
aCorro' CERTIFICATE OF PROPERTY INSURANCE °07/16/2020
07/16/2020
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS
CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES
BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED
REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER.
CONTACT
PRODUCER NAME:
Atlantic Pacific-Key West Wet Eel:305-294-7696 ft,No):306-294-7383
1010 Kennedy Dr,Suite 203 cheande a
Kay West,FL 33040 ADDRE m 2� PIns.eom
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PRODUCER FLOR-46
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INSURERISI AFFORDING COVERAGE NAIC
INSURED INSURERA Lloyd's of London
Florida Keys S.P.C.A. Citizens Insurance Company
6711 College Rd MINER e: P Y
Key West,FL 33040 INSURER°.American Strategic Insurance
INSURER 0:
INSURER E:
INSURER,:
COVERAGES CERTIFICATE NUMBER: REVISION NUMBER:
LOCATION OF PREMISES IOESCRIPTMN Of PROPERTY(Meth ACORD 101.Additional Remarks Schedule,Mmace space Is required)
10660 Aviation Blvd,Marathon,FL 33060
INDICATED.
THIS IS TO.CERTIFY WI THAT THE POLICIES OF INSURANCE TERM
OR BELOW ON HAVE BEEN ISSUED TO THE THEREO NAMED ABOVE FOR THE POLICY WICHPERIOD
THIS
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IIsR TYPE OF INSURANCE POYCYNYMBER POLICY
DATE HIEyFFFEECTIVEI POUCVDAll WPIDO'�Y1B'YOVxI COVEREDPROPERTY UNITS
A X PROPERTY RSK008037 07/12/2020 07/12/2021 A BUILDING 131,000
CAUSES OF LOSS I DEDUCPBLES PERSONAL PROPERTY
X BASIC BUILDING 1,000 BUSINESS INCOME
BROAD CONTENTS EXTRA EXPENSE
SPECIAL RENTAL VALUE
EARTHQUAKE BLANKET BUILDING
B _X WIND 8,82000023680.7 07/0312020 0710312021 BLANKET PERS PROP
C X FLOOD 1,2600FLD311938 11/06/2019 11/06/2020 BLANKET BLDGA PP
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INLAND MARINE TYPE OF POLICY
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SPECIAL CONDITIONS I OTHER COVERAGES AACORD 101,Additional Remits Schedule,may De*Lichee n non spice Is required,
CERTIFICATE HOLDER CANCELLATION
MCBCCOM
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE
THE EXPIRATiON DATE THEREOF,NOTICE WILL BE DELIVERED IN
Monroe County BOCC ACCORDANCE WITH THE POLICY PROVISIONS.
1100 Simonton St
Key West,FL 33040 AUTHORMEOREPRESENTATWE
ACORD 24(2016/03) M 1996-2015 ACORD CORPORATION. All rights reserved.
The ACORD name and logo are registered marks of ACORD
�—Th FLOR-46 Dp m:CH
.acolrrn' CERTIFICATE OF LIABILITY INSURANCE °"�"�°"""
`� 07/15/2020
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. TIES
CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES
BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED
REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER.
IMPORTANT: If the certificate holder Is an ADDITIONAL INSURED, the policygee) must have ADDITIONAL INSURED provisions or be endorsed.
If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement A statement on
this certificate does not confer rights to the certificate holder In lieu of such endorsementls).
PROOUCER 306-294-7696 UakACT Christine
Atlantic Pacific-Key West PRONE 306-294-7696 FAa 305-294-7383
1010 Kennedy Dr,Suite 203 INC,No,Eat: INC,No):
Key West,FL 33040 1 ss.chemandeztaapins.com
INEURERISI AFFORDING COVERAGE NACN
msuRERA:Burlington Insurance Co. 23620 _
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1
S INSURER IS:Progressive Express 10193
511 Col a S.P.C.A. Old Dominion Insurance Co. 01673
Key West,FL 33040 INSURERe Rd C:
Old
D:
INSURER E:
I INSURER F:
COVERAGES CERTIFICATE NUMBER: REVISION NUMBER;
THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD
INDICATED. NOTWITHSTANDING ANY REQUIREMENT,TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS
CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS,
EXCLUSIONS AND CONDITIONS OF SUCH POLICIES.LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. __ _
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A X Professional Llab 635E536144 07/01/2020 07/01/2021 PERSONAL a NOV INJURY 2,000,000
GENL AGGREGATE LIMIT APPLIES PER. GENERAL AGGREGATE 2'000'000
I POLICY[_l jTet I-J LOC PRODUCTS-COMPIOP AGO Included
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DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES(ACORD 1 O1,Addlnwxl Remarks Schedule,maybe attached N More Spate Is required)
Locations covered:5711 College Rd,Key West,FL 33040(including 21 acres
of Mt Trashmorel; 10660 Aviation Blvd,Marathon,FL 33060; Parcels 0,R&S,
Litue nnotRcrrl amwn Key,FL 33042
CERTIFICATE HOLDER CANCELLATION
MCBCCOM
SHOULD MY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE
THE EXPIRATION DATE THEREOF. NOTICE WILL BE DELIVERED IN
Monroe County BOCC ACCORDANCE WITH THE POLICY PROVISIONS.
Insurance Compliance
PO Box 100086-FX AUTHORIgoREPRESENTATWE
Duluth,GA 30096 /i d -�A
VV(7y—�T4' iTh
ACORD 25(2016/03) 01988-2016 ACORD CORPORATION. All rights reserved.
The ACORD name and logo are registered marks of ACORD