Item C03
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date:
December 13. 14.2000
Division:
Public Works
Bulk Item: Yes -.L No
Department:
Facilities Maintenance
AGENDA ITEM WORDING: Approval of a Contract Renewal with Barnes' Alarm Systems, Inc. for
~~ system annual certification, maintenance, and monitoring, and authorization of Mayor to execute
same, and to adjust each cost by the percentage change in the Consumer Price Index for all urban
consumers (CPI-U) for the most recent 12 month available.
ITEM BACKGROUND: Our current contract with Barnes' Alarm Systems, Inc. expires January 31,
2001. Article 3.04B of the original contract stipulates two additional one-year options to renew, and
might be adjusted annually in accordance with the percentage change in the Consumer Price.l~ge:1',..for all
urban consumers (CPI-U) for the most recent 12 months available. This is the first renewal option-with a
CPI-U increase of3.5%.'--
fREVIOUS RELEVANT BOCC ACTION: On January 19,2000, the BOCC granted approval of a
contract with Barnes' Alarm systems, Inc. for alarm system annual certification, maintenance, and
lIlonitoring for alarm systems located in various county facilities. On March 15,2000, the Bot~grnnted
approval of a Contract Amendment to revise paragraph 3.02C-l for the cost of materials~ 'and en
September 20, 2000, the BOCC approved to increase contract amount by $19,100 to allow the removal
~p.d replacement of alarm system wiring at the Plantation Key Courthouse and Marathon Sub~Courthouse,
baSed on annual certification and inspection. it," '
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STAFF RECOMMENDATION: Approval as stated above,
Cost to County: $40.388.00 not to exceed
BUDGETED: Yes X NO
Account #001-20501-530-340
# 1 0 1-20505-530-340
TOTAL COST: $40.388.00 not to exceed
REVENUE PRODUCING: YES
NO l AMOUNT PER MONTH
YEAR
Item Prepared by: /I. 0
Carlos Zarate, Sr. Director, Facilities Maintenance
DMSION DIRECTOR APPROVAL: (;:z,/'/;CJ ~ // / ~~~/~' d
Dent Pierce, Division Director
OMBlPurchasing _
Risk Management
APPROVED BY:
DOCUMENTATION: Included -.L To follow
Not RcqWred:::-LC Z-
AGENDA ITEM #
DISPOSITION:
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
Contract with:
CONTRACTS~ARY
Contract #
Barnes' Alarm Systems. Inc.
Effective Date:
Expiration Date:
02/ /01 /01
01 /31 /02
Contract Purpose/Description:
Alarm system Annual Certification. Maintenance. and Monitoring. and the removal and replacement
Of alarm system wiring at the Plantation Key Courthouse and Marathon Sub-Courthouse. based on
Annual certification and inspection.
Contract Manager
Ann Mytnik
(Name)
4431
(Ext. )
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Facilities Maintenance
(Department)
for BOCC meeting on
12/13.14/00
Agenda Deadline:
11/29/00
CONTRACT COSTS
$ 40,388 not to exceed Current Year Portion: $ 26.925 aPjximate
Account Codes: 001 - 20501 - 530 - 340 -
101 - 20505 - 530 - 340 -
Total Dollar Value of Contract:
Budgeted? Yes -1L... No
Grant: $
County Match: $
Estimated Ongoing Costs: $
(Not included in dollar value above)
ADDITIONAL COSTS
For:
(eg. maintenance, utilities, janitorial, salaries, etc.)
County Attorney
Comments :,(2 N\.. -
JL~~L-Q o~........
CONTRACT REVIEW
Changes
Date In Needed Reviewer
Yes No () f) r?
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~anag~ent j
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Division Director
OMS Form Revised 8/30/95 Mep #2
RENEWAL AGREEMENT
(Alarm System Annual Certification, Maintenance, and Monitoring)
THIS Renewal is made and entered into this 13th day of December 2000, between the COUNTY
OF MONROE and Barnes' Alarm Systems, Inc. in order to renew the agreement between the
parties dated January 19, 2000, as amended on March 15, 2000, and as increased in price for
alarm system wiring by $19,100.00 (all copies which are incorporated hereto by reference) as
follows:
1. In accordance with Article 3. 04B of the original agreement, the County exercises its first
option to renew the Agreement for an additional year, adjusting the Agreement amount in
accordance with the percentage change in the Consumer Price Index for all urban
consumers (CPI-U) for the most recent 12 months available (3.5%),
2. Article 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. Payment for Annual
Certification shall be nine thousand one hundred ninety-nine dollars and eight
cents ($9,199.08).
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 in the amount of one hundred forty-five dollars ($145.00).
C-1. Materials and supplies and replacement parts 5shall be compensated as standard
institutional and governmental discounts as offered by the manufacturer, but not
less than 25% off list. Such costs must be documented with sales slip, invoices,
or other acceptable proof of purchase.
C-2. A. Labor - normal working hours of 8:00 a.m. to 5:00 p.m, Monday through
Friday, excluding holidays - $56.93
Labor - overtime rate for hours other than the normal working hours as stated in
Article 3.02C-2, including holidays - $77.62 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 $10,350.00
per year.
3. Add to Article 3.02, C-3 to read as follows: The removal and replacement of alarm
system wiring at the Plantation Key Courthouse, and Marathon Sub-Courthouse, based
on annual certification and inspection, and as approved by the Monroe County BOCC at
their September 20,2000 meeting, for a contractual increase of$19, 100.00.
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4. The term of the renewed agreement will commence on February 1, 2001, and terminate
on January 31,2002.
5. In all other respects, the original agreement between the parties dated January 19, 2000
remains in full force and effect.
IN WITNESS WHEREOF, the parties have hereunto set their hands and seal, the day and year
first written above.
(Seal)
Attest: DANNY L, KOLHAGE, CLERK
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
By:
By:
Deputy Clerk
BARNES' ALARM SYSTEMS, INe.
Witness
By:
Witness
Title
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BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date:
September 20.21. 2000
Division:
Public Works
Bulk Item: Yes ~ No
Department:
Facilities Maintenance
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AGENDA ITEM WORDING: Approval to increase contract amount from $20,568 to $39,668 with
Barncs Alarm Systems, Inc., to allow the removal and re~:icement of alann system wiring at the
Plantation Kcy Courthouse and Marathon Sub-Courthouse, based on annual certification and inspection.
ITEM BACKGROUND: During thc months of March and April, 2000. Barnes Alann Systems, Inc.
performed an annual alarm system certification and testing of all Monroe County firc alarms. Attachcd is
a list of deviations reportcd as a result of testing, with an estimate of costs to comply. The deviations at
the Plantation Key Courthouse and the Marathon Sub-Courthouse included removal and replacement of
the alann wiring at a cost not to exceed $9,550.00 each, for a total cost not to exceed $19,100.00. The
correction of thesc deviations will exceed the current costS allowable in tllC contract for maintenance and
rcpair.
PREVIOUS RELEVANT BOCC ACTION: On January 19,2000, BOCC granted approval of contract
with Barnes Alarm Systems, Inc. for alarm system annual certification, maintenance, and monitoring for
alarm systems locatcd lhroughout Monroe County. On March IS, 2000 BOCC granted Approval of an
amcndment witll Barnes Alarm Systems, Inc. to revise cost of materials.
STAFF RECOMMENDATION: Approval as statcd abovc.
TOTAL COST: $39.668.00 not to excecd
BUDGETED: Yes X
Account #001-20501-530-340
NO
Cost to County: $39.668.00 not to exceed
REVENUE PRODUCING: YES
NO l AMOUNT PER MONTII
YEAR
APPROVED BY~MBlPwchash!.l
Itcm Prcparcd b . ~
~Car . rate, Sr. Director, Public Facilities ~nance
DIVISION DIRECTOR APPROVAL: ~(;;7U ~
Dent Pierce, Division Director
Risk Management
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DOCUMENTATION: lncludcd ~ To follow
DISPOSITION: ~J
Not required
AGENDA ITEM # C '" d ~
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FIRE,. SECURITY · MATNTENANCE
PROPOSAL
PROPERTY, Public Works Division
Facilities Maintenance Department
3583 South Roosevelt Boulevard
Key West, FI. 33040
Attention: John King
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DATE: August 25,2000
We hereby submit specific81ions and estimates to: Take ClIfC of listed system deviations found during the annual
cc::rtilklltjon testing fur the year 2000.
Marathon Sub-Courtbouse
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Description . Coo H-
I) Rewire the existing devices using the proper size conductor '$9,550.00
I 2) wlaU a smolce detector near the panel. $240.00
3) Lower the manual pull slBtion in the hAllway outside the rest rooms, $120.00
4) Relocate manual pulls (2) to within five (5) feet of the exit. $980.00
I Total $ to 890.00
Plantation Courthouse
! Descri tiOD
11) Re.....~rc the eristing devices using the proper sue coaductor
2) Test a smoke detector
I 3) COlTect AHU shut down function
I 4) Connect HomfStrOOe to building panel a1'\d di~conncct from dettntion.
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DATE:
Cost
$9 550.00 1-
$55.00
$82.~0
$215.00
$9 902.50
SIGNATURE,
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PRINT NAME:
H. Barnes
TITLE:
ACCEYfANCE OF PR.OPOSAL
SIGNATURE:
DATE.
PRINT NAME:
TITLE:
ornCE (305) 294.6753 . FA-X (305) 2924905
5615 3RD AVE., #8 . STOCK ISlAND · KEY WEST, FL .33040
STATE CERTIFIED EF #0000632
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CONTRACT AMENDMENT
TIllS AMENDMENT, made and entered into this L day of (tAeL/hooo, by and
between Monroe County, Florida, part of the first part (hereinafter called the "owner"), and
Barnes Alarm System, Inc., party of the second part (hereinafter called the "contractor").
WHEREAS, the parties hereto did enter into an agreement on January 19, 2000; and
WHEREAS, it is deemed to be in the best interest of both parties to conform the language
of the cost of materials para~raph to the contractor's bid; NOW THEREFORE IN
CONSIDERATION of the mutual promises contained herelh, the parties do agree as follows:
. :
1. Paragraph 3. 02C-l shall be revised to read as follows:
Materials and supplies and replacement parts shall be compensated at standard
institutional and governmental discounts as offered by the manufacturer, but not
less than 25% off list. Such costs must be documented with sales slip, invoices,
or other acceptable proof of purchase,
2. All other provisions of said agreement dated January 19,2000, which are not in
conflict with the above shall remain in full force and effect.
IN WITNESS WHEREOF, the parties hereto have executed this amendment on the day and date
MONROE COUNTY FLORIDA, BOARD
OF COUNTY COMMISSIONERS
ByoS~-F~
Mayor!. nnan,
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BARNES AtARM S
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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: Eiqht Thousand Eiqht
Hundred Eiqhty Eiqht 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 Hundrec;LForty Dollars and Zero_Cents
($140,00) per month
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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 th_~n 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 February 1. 2000. and
terminating on January 31. 2001.
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8, 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
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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 III tillS 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.
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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, GL1, VL1,...GIR1 & Glk~,~w.R
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 suffict(!nt 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 re,sponsibility 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 3ld 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
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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,
315 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 ,
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IN WITNESS WHEREOF the parties hereto have executed this Agreement on the day and
d.9~~:~e wntten In four (4) counterparts. each of which shall, without proof or accounting
AY~'~~,~~~~,~~~",:~nterparts, be deemed an onglnal Contract ",
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MONROE COUNTY, FLORIDA
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By
Mayor! airman
BARNES A
By
Title
3-5