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Item C2 BOARD OF COUNTY COMMISSIONERS AGENDA ITEM SUMMARY Meeting Date: 3/19/14 _ Division: County Administration Bulk Item: Yes X No �......... Department: Information Technology Staff Contact Person/Phone#: Bob Ward 453-8792 AGENDA ITEM WORDING: Approval of an Inter-Local Agreement(ILA)with the City of Key West which will provide secure access to Monroe County's Geographic Information System (GIS) for licensed GIS clients purchased by the City of Key West. ITEM BACKGROUND: Monroe County Growth Management and Information Technology have jointly negotiated an ILA with the City of Key West to provide secure access to its GIS system. The City of Key West will purchase any client license software needed to utilize the system. Monroe County's IT department will setup and enable the secure remote access by the City. The City of Key West will pay Monroe County $3,500 per year to cover their portion of maintenance charges for the GIS server maintained by IT and operated by Growth Management. The City Commission approved this ILA at their meeting in February of 2014. PREVIOUS RELEVANT BOCC ACTION: None CONTRACT/AGREEMENT CHANGES: N/A STAFF RECOMMENDATIONS: Approval. TOTAL COST: $ 3,500/yr INDIRECT COST: $0.00 BUDGETED: Yes No DIFFERENTIAL OF LOCAL PREFERENCE: N/A COST TO COUNTY: $0 SOURCE OF FUNDS: N/A REVENUE PRODUCING: Yes X No-- AMOUNT PER MONTH $291.66 Year$3,500.00 APPROVED BY: County Atty� OMB/Purr:lasing Risk Management (it DOCUMENTATION: Included X Not Required` DISPOSITION: AGENDA ITEM# Revised 7/09 MONROE COUNTY BOARD OF COUNTY COMMISSIONERS CONTRACT SUMMARY Contract with: City of Key West FL Contract# Effective Date: 3/19/14 Expiration Date: Contract Purpose/Description: Agreement with the City of Key West to provide remote access to the Count 's G� L )hwc lnl"orrm_..am.t_io temrm r gy.jj nn'icnt for licenses Gl c l��r�1 au��.11a�cc� City Contract Manager: Bob Ward 8792 Information Technology#26 (Name) (Ext.) (Department/Stop#) for BOCC meetin on 3/19/14 Agenda Deadline: 3/4/14 CONTRACT COSTS Total Dollar Value of Contract: $ 3,500.00/ rE- Current Year Portion: $ 3,500.00 Budgeted? Yes® No ❑ Account Codes: 1µ �1 mm Grant: $ .................. .- -- County Match: $ ADDITIONAL COSTS Estimated Ongoing Costs: $0/yr For: GIS Access by the City of Key West (Not included in dollar value above) (e .maintenance,utilities, janitorial,salaries,etc.) CONTRACT REVIEW Changes X1 Date Out el Needed Division Director .. Yes❑ No❑ k6l, *I' - ° .'... Risk Management .mmL�u YYes[:] No(�' m O.M.B./Purchasing L 4 Yes[-1 No© County Attorney fa N r Yes❑No� l .. XiS 1 t. - d `1ut .. . Comments: OMB Form Revised 2/27/01 MCP#2 ,� �TMt sir THE CIT ti EY WEST 3126 F1agler Avenue Cheryl Smith, MM ",CPM P.O. BOX 1409 (305)809-3831 City Clerk KEY WEST, FL 33041-1409 csmith@keywestcity.com www.keywestcity.com February 19, 2014 Bob Ward, Director Information Technology Monroe County BOCC 102050 Overseas Hwy, Suite 222 Key Largo Fl 33037 Dear Mr. Ward: Enclosed is a copy of Resolution No. 14-048 authorizing an Interlocal Agreement between the Monroe County and the City of Key West for use of a portion of a Geographic Information System (GIS) that was approved at a regular Key West City Commission meeting held on February 19, 2014. Three original Agreements are enclosed for signatures by Monroe County BOCC. Please process these agreements and once fully executed return one original to my office. S" c(Ilrely, Cheryl Smith, M ` CPM City Clerk Enclosures CS/amb Res 14-048 Interlocal Agreement—Monroe County BOCC GIS Key to the Caribbean - Average yearly temperature 77 0 F. RESOLUTION NO. 14-048 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF KEY WEST, FLORIDA, AUTHORIZING AN INTERLOCAL AGREEMENT BETWEEN MONROE COUNTY AND THE CITY OF KEY WEST FOR USE OF A PORTION OF A GEOGRAPHIC INFORMATION SYSTEM (GIS) ; PROVIDING FOR AN EFFECTIVE DATE WHEREAS, the City recognizes a need for a GIS system, to query, analyze and map data, and a GIS position was approved for the 2013-14 fiscal year; and WHEREAS, City staff has identified an opportunity to tap into Monroe County' s GIS system, which covers the entire Florida Keys, including detailed aerial maps of the City of Key West; and WHEREAS, necessary license (s) for use of the County' s GIS system will be purchased directly from ESRI (GIS Software supplier) , and the County will provide the City with secure network access to their GIS server via a remote desktop client Windows session based upon the level of license purchased by the City. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF KEY WEST, FLORIDA, AS FOLLOWS: Section 1 : That the attached "Interlocal Agreement For Global Information Systems Access" between Monroe County and the City Of Key West is approved. Section 2 : That this Resolution shall go into effect immediately upon its passage and adoption and authentication by the signature of the Presiding Officer and the Clerk of the Commission. Passed and adopted by the City Commission at a meeting held this 19 day of February , 2014 . Authenticated by the Presiding Officer and Clerk of the Commission on 20 day of February 2014 . Filed with the Clerk on February 20 2014 . Mayor Craig Cates Yes Vice Mayor Mark Rossi Absent Commissioner Teri Johnston Yes Commissioner Clayton Lopez Yes Commissioner Billy Wardlow Yes Commissioner Jimmy Weekley Yes Commissioner Tony Yaniz Yes _ FiW(G-CAY191S, MAYOR AI' S CHERYL SMITH, ITY CLERK INTERLOCAL AGREEMENT FOR GLOBAL INFORMATION SYSTEMS ACCESS THIS INTERLOCAL AGREEMENT is entered into as of this day of _____________ 20 , between Monroe County, a political subdivision of the State of Florida (hereinafter, the COUNTY) and the City of Key West, a municipal corporation organized and existing under the laws of the State of Florida(hereinafter, the CITY). WITNESSETH WHEREAS,Monroe County maintains an extensive Geographic Information System (GIS) covering the entire Florida Keys;and WHEREAS,detailed aerial maps of the City of Key West exist as part of this system; and WHEREAS,The City of Key West is interested in using this portion of the County's GIS system for their own needs; NOW THEREFORE, in consideration of the mutual promises and conditions contained herein, the parties agree as follows: L The CITY will purchase any licenses required for their use from ESRI directly. The COUNTY will not provide licenses for the CITY's use. 2. The COUNTY will provide remote, secure network access to their GIS server via a remote desktop client Windows session that contains the GIS Standard or Advance Desktop software. The version of the client will depend on the level of license that the CITY purchases. 3. The COUNTY will provide remote, secure network access for GIS web clients on the CITY's network to view Key West's GIS maps and layer data for up to 10 simultaneous clients. 4. The CITY shall pay the COUNTY$3,500 per year for 10% of the annual infrastructure costs associated with maintaining access to the GIS server environment. This cost will cover network access and utilization, software licensing and maintenance, server hardware, storage,backups and other system management services. 5. The COUNTY will provide an invoice to document said costs to the CITY. The CITY shall pay this invoice in full within 30 days. 6. This agreement may be terminated by either party upon thirty days written notice. T This Agreement shall become effective immediately upon execution. 8. To the extent permitted by law and subject to the provisions and monetary limitations of Section 768.28, Florida Statutes, the CITY does hereby agree to defend, indemnify and hold the COUNTY, its officers, agents, or employees, harmless from and against any and all liability, damages, costs or expenses (including reasonable attorneys' fees, costs, and ILA FOR GIS Page 1 expenses at both the trial and appellate levels)arising from the acts or omissions of the CITY in connection with this Agreement. 9. Notices. All notices, requests, demands, elections, consents, approvals and other communications hereunder must be in writing and addressed as follows, or to any other address which either party may designate to the other party by mail: If to County: Roman Gastesi, Jr. County Administrator Monroe County Historic Gato Building 1100 Simonton Street Key West, Florida 33040 With a copper to: Bob Shillinger, Esq. Monroe County Attorney's Office P.O. Box 1026 Key West, Florida 33041-1026 If to Ci Bob Vitas City Manager P.O. Box 1409 Key West, Florida 33041 With a col y o: Shawn Smith, Esq. City Attorney P.O. Box 1409 Key West, Florida 33041 Any Notice required by this Agreement to be given or made within a specified period of time, or on or before a date certain, shall be deemed to have been duly given if sent by certified mail, return receipt requested, postage and fees prepaid; hand delivered; or sent by overnight delivery service. 15. Attorneys Fees and Waiver of Jury Trial. In the event of any litigation arising out of this Agreement, the prevailing party shall be entitled to recover its attorneys' fees and costs, including the fees and expenses of any paralegals, law clerks and legal assistants, and including fees and expenses charged for representation at both the trial and appellate levels. In the event of any litigation arising out of this Agreement, each party hereby knowingly, irrevocably, voluntarily and intentionally waives its right to trial by jury. ILA FOR GIS Page 2 IN WITNESS WHEREOF, the parties hereto have set their hands and seal the day and year first written above. BOARD OF COUNTY COMMISSIONERS MONROE COUNTY, FLORIDA BY: Mayor/Chairperson (SEAL) ATTEST: AMY HEAVILIN, CLERK BY: Deputy Clerk THE CITY OF KEY WEST, FLORIDA Cra. Cat/es Mayor r u Cll�� ioG�V� (City Seal) APPROVED AS TO FOR 1 EG -.."Y FOR THE USE AND RELIANCE ST, FLORIDA ONLY: B` . Attorney ILA FOR GIS..... Page_5