Item C08BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
MEETING DATE: February 21, 2001
DIVISION: Public Works
BULK ITEM: Yes x No DEPARTMENT: Fleet Management
AGENDA ITEM WORDING: Approval to renew existing contract with RMS International for
emergency generator inspections, maintenance and repair for one additional year with no increase over
last year's contract price.
ITEM BACKGROUND: The existing contract allows renewal for one more year, and the contractor has
agreed to renewal at no additional cost.
PREVIOUS RELEVANT BOCC ACTION: Approval of the original contract with RMS
International on 4/14/99, and approval of the 2°d year renewal on 2/16/00.
STAFF RECOMMENDATION: Approval as stated above.
TOTAL COST: Approx. $51,000 per year BUDGETED: Yes: x No:
Acct. #504-23501-530340
COST TO COUNTY: same
REVENUE GENERATED: Yes No x
APPROVED BY: County Atty.: x OMB/Purchasing: x Risk Management: x
A. z/1/o1
DIVISION DIREC
TOR APPROVAL: i�p"--''�'—
Dent Pierce
DOCUMENTATION: INCLUDED: x TO FOLLOW: NOT REQUIRED:
rigDISPOSITION: AGENDA ITEM #:
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract #
Contract with:RMS International Effective Date:04/16/01
Expiration Date:04/16/02
Contract Purpose/Description:Emerpency..generator inspections and electrical repairs, upper,
middle and lower keys facilities from Key West to Cardsound.
Contract Manager:Roy Sanchez 3572 Fleet Mana eg�ment Services
(Name) (Ext.) (Department)
for BOCC meeting on 02/21/01 Agenda Deadline: 02/07/01
CONTRACT COSTS
Total Dollar Value of Contract: $51,000.00 Current Year Portion: $30 000.00 approx.
Budgeted? Yes® No ❑ Account Codes: 504-23501-530-340-
Grant: $
County Match: $ - - -
ADDITIONAL COSTS
Estimated Ongoing Costs: $unknown/yr For: unexpected repairs
(Not included in dollar value above) (eg. maintenance, utilities, j�
CONTRACT REVIEW
Changes Date Out
Date In Needed P iewe�
Division Director Z 111 o I Yes[:] No❑
Risk anag ent I yes❑ �� No[o, (� (�U -e, U'^
O.M.B./Pu mg i12,3101 Yes[:]No Q
County Attorney i/7-Xl o ( Yes❑ No
Comments:
nNrR Fnrm Revised 9/11/95 MCP #2
RENEWAL AGREEMENT
THIS AGREEMENT is made and entered into this day of , 2001
between the COUNTY OF MONROE and RMS INTERNATIONAL in order to renew the
agreement between the parties dated April 14`h, 1999.
In accordance with Paragraph 4(B) of the 1999 agreement, the County hereby exercises
its option to renew the Agreement for a second and additional one-year term beginning
April le, 2001.
2. In all other respects, the agreement between the parties dated April 14`h, 1999 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 COMIVIISSIONERS
OF MONROE COUNTY, FLORIDA
LM
Mayor / Chairman
WITNESSES:
RMS INTERNATIONAL
APPROVED AS TO FORM
po-
DTATE,
RMS International
PO Box 221376
Hollywood, F133022-1376
Phone 305-451-6032
Fax 305-451-6033
January 12, 2001
Mr. Roy Sanchez
County of Monroe
3583 S. Roosevelt Blvd.
Key West, Fl 33040
Dear Mr. Sanchez,
This is to give you official Notice that RMS International would like to extend the
present contract with Monroe County Public Works Division for another year. This letter is a
notice that the original pricing, terms and conditions would be in effect for a second and
additional one year period. Should you have any questions please call.
Thank you,
Ael1/' Ai6w--e—�
Mark Reeder
RENEWAL AGREEMENT
THIS AGREEMENT is made and entered into this I (o day of Febnv-a,,12000
between the COUNTY OF MONROE and RMS INTERNATIONAL in ord r to renew
the agreement between the parties dated April 141, 1999.
1. In accordance with Paragraph 4(B) of the 1999 agreement, the County hereby
exercises its optiontorenew the Agreement for an additional one year term
beginning _�`T� 2000.
2. In all other respects, the agreement between the parties dated April 14"', 1909
remains in full force and effect.
IN WITNESS WI1EREOF, the parties have hereunto set their hands and seal, the day and
.v9 r,Xirgt-written above.
`,`ATTEST: DANNY L. KOLHAGE, CLERK
RM�
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
CS I
By
2
Mayor/Chairman
WITNESSES:
RMS INTERNATIONAL
gap
EMERGENCY GENERATOR INSPECTIONS
AND ELECTRICAL REPAIRS
Monroe County, Florida
The OWNER and the CONTRACTOR agree as set forth as follows:
ARTICLE,I- THE CONTRACT DOCUMENTS
The Contract Documents consist of this Agreement, Appendix A: Generator List, Appendix B: Approved
Inspection Checklist, the Non -Collusion Affidavit, the Lobbying and Conflict of Interest Clause (Sworn
Statement under Monroe County Ordinance #10-1990), the Drug -Free Work Place Form, the Insurance
Documents, and all Modifications issued after execution of this Agreement. These form the Contract, and
all are as fully a part of the Contract as if attached to this Agreement or repeated herein. An enumeration
of the Contract Documents appears in Article 8.
ARTICLE 2- THE WORK
A. The CONTRACTOR shall perform three inspections of the 37 emergency generators,
listed in Appendix A, using the inspection checklist in Appendix B. The annual major inspection is
required during the month of May or June in preparation for hurricane season. The annual major
inspection will include the testing of the diesel fuel and electrical load tests. Fuel tests for water and
sediment shall be' made and biological treatment applied upon approval by the OWNER. Load tests may
have to be accomplished after normal working hours. The OWNER will provide the electrical load for the
portable generators. The OWNER will perform the annual oil changes and other routine engine
maintenance. Inspections shall be accomplished in 1. May/June, 2. September, and 3. January. The CON-
TRACTOR shall submit inspection reports identifying needed electrical and engine repairs..
B. The CONTRACTOR shall perform electrical repairs upon the request of the OWNER.
C. The OWNER is responsible for routine engine repairs (such as, replacement of defective
water hoses, drive belts, batteries, filters, lubricants, etc.) but may approve the CONTRACTOR to
perform these repairs on a case -by -case basis. The OWNER will perform or assist with all routine and
emergency engine repairs.
D. The CONTRACTOR shall be available 24 hours per day, 365 days per year. The
CONTRACTOR shall be at the site of an Emergency Generator requiring emergency repairs within four
(4) hours of verbal notification by the OWNER. Monroe County shall be given priority at all times for
generators requiring emergency repairs. The OWNER and the CONTRACTOR recognize that time is of
the essence in this Contract. They also recognize the delays, expense and difficulties involved in proving,
in a legal proceeding, the actual Loss suffered by OWNER if the Work is not completed on time,
Accordingly, instead of requiring such proof, OWNER and CONTRACTOR agree that as liquidated
damages for delay (but not as a penalty) CONTRACTOR shall pay OWNER $80.00 for each hour over
four (4) that expires after notification to respond and the CONTRACTOR is not on site, barring travel
conditions beyond CONTRACTORS control. -.
E. The CONTRACTOR shall have access to a supply of all parts and controls normally
necessary for the emergency repairs of all county maintained Emergency Generators so that such
emergency repairs can be completed as soon as possible. If the CONTRACTOR feels that a unit is not
economically repairable, the CONTRACTOR will submit an estimate for replacement and/or repair to the
OWNER. The OWNER may, at his discretion, have the CONTRACTOR repair the unit in keeping with
the repair estimate or seek other outside proposals for replacement.
F. The CONTRACTOR may be required to assist in the development of specifications for
new or replacement generators and associated equipment.
ARTICLE 3- ASSIGNMENT
A. The Contractor shall not assign or subcontract this agreement, except in writing and with
the prior written approval of the Owner and Contractor, which approval shall be subject' to such
conditions and provisions as the Owner and Contractor 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 Owner in addition to the total
agreed -upon price of services/goods of the Contractor.
B. Contractor shall not employ. any Subcontractor, Supplier or other person or organization
against whom the Owner may have reasonable objection.
ARTICLE 4-TERM OF CONTRACT
A. This contract shall be for a period of One (1) year commencing upon the day in which it
has been executed by both parties.
B. The County shall have the option to renew this agreement after the first year, for two
additional years, to be approved one year at a time. The contract amount agreed to herein may be adjusted
annually in accordance with the percentage change in the Consumer Price Index (CPI) for Wage Earners
and Clerical Works in the Miami Florida area index, and shall be based upon the annual average CPI
computation from January 1 through December 31 of the previous year.
ARTICLE 5- SCHEDULE
The Contractor shall commence Work to be performed under this Contract no later than ten (10) calendar
days from Notice to Proceed. The Annual Major Generator Inspection shall be completed on all thirty
seven (37) generators no later than the end of the month of June or sixty. (60) days from the
commencement of work as defined above.
ARTICLE 6- CONTRACT PRICE
The OWNER shall pay the CONTRACTOR in accordance with the following schedule:
A. Each inspection of the thirty seven generators-$4570.00.Total cost for the three (3)
scheduled inspections are $13,710.00. There are no additional costs for mileage meals or lodging.
B. Additional generators may be added at the following price schedule for each
inspection: 15-50KW $80.00
51-100KW $120.00
101-20OKW $150.00
201-50OKW $190.00
501-3000KW $210.00
C. Labor for repairs -including normal working hours, after normal working hours, weekends
and holidays-$80.00 per hour, mechanic, $125.00 iper hour, mechanic plus helper There are no additional
costs for mileage, meals or Iodging.
D. Materials, supplies, and replacement parts- purchase price plus 30 percent. Shipping
charges will be reimbursed.
ARTICLE 7- PAYMENT PROCEDURES
'i
The Contractor may make applications for payment after each scheduled inspection is complete and may
send invoice after each requested repair job is complete. The, CONTRACTOR will be paid the purchase
price plus 30 percent for materials, supplies and replacement parts. Shipping charges will be reimbursed:
The OWNER will purchase all parts necessary for engine repairs and maintenance but has the option to
have the CONTRACTOR obtain the parts. Receipts, invoices, or other acceptable proof of purchase must
be attached to requests for payment. All parts and materials shall be of equal or greater quality as
compared to existing parts and materials in use.
ARTICLE 8- CONTRACT DOCUMENTS
The Contract Documents which comprise the entire agreement between the OWNER and the
CONTRACTOR concerning the Work consist of the following:
1. This Agreement
2. Appendix A, Generator List
3. Appendix B, Approved Inspection Checklist
4. Non -Collusion Affidavit
5. The Lobbying and Conflict of Interest Clause
6. The Drug -Free Workplace Form
7. Insurance Documents
8. Contract Modifications (If any)
There are no Contract Documents other than those listed above in this Article. The Contract
Documents may only be amended, modified, or supplemented upon prior written approval by
Board of County Commissioners.
ARTICLE 9- INDEMNIFICATION AND HOLD HARMLESS
The Contractor covenants and agrees to indemnify and hold harniless Monroe County Board of County
Commissioners from any and all claims"for bodily injury (including death), personal injury, and property
damage (including property owned by Monroe County) and any other losses, damages, and expenses
(including attorney's fees) which arise out of, in connection with, or by reason of services provided by the
Contractor or any of its Subcontractor(s) in any tier, occasioned by the negligence or other wrongful act or
omission of the Contractor or its Subcontractor(s) in any tier, their employees, or agents. In the event the
completion of the project (to include the work of others) is delayed or suspended as a result of the
Contractor's failure to purchase or maintain the required insurance, the Contractor shall indemnify the
County from any and all increased expenses resulting from such delay. The extent of liability is in no way
limited to, reduced, or lessened by the insurance requirements contained elsewhere within thus agreement.
ARTICLE 10- LAW AND VENUE
This agreement shall be governed by the laws of the State of Florida. Venue for any dispute arising under
this contract shall be in a court of competent jurisdiction in Monroe County, Florida.
ARTICLE 11- PUBLIC ENTITY CRIME STATEMENT
A person or affiliate who has been placed on the convicted vendor list following a
conviction for public entity crime may not submit a bid on a contract to provide any goods or services to a
public entity, may not submit a bid on a contract with a public entity for the construction or repair of a
public building or public work, may not submit bids on leases of real property to public entity, and may
not be awarded" or perform work as a contractor, supplier, subcontractor or consultant under a contract
with a public entity a, and may not transact business with any public entity in excess of the threshold
amount provided in Section 287.017, for CATEGORY TWO ($3,000.00) for a period of 36 months from
the date of being placed on the convicted vendor list.
FORM OF AGREEMENT
IN WITNESS WHEREOF, the OWNER and CONTRACTOR have signed this Agreement in four copies.
One counterpart each has been delivered to the CONTRACTOR, OWNER (DIRECTOR, FLEET
MANAGEMENT SERVICES DEPARTMENT), COUNTY ATTORNEY and CLERK OF THE
CIRCUIT COURT. All portions of the Contract Documents have been signed or identified by the
OWNER and CONTRACTOR.
J
This Agreement will be effective on L
OWNER:
MONROE COUNTY BOCC
r
Monroe County, FL
A'IxI'EST
Clerk
ADDRESS FOR GIVING NOTICES:
Monroe County Fleet Management Services
3583 S. Roosevelt Blvd.
Key West, F133040
CONTRACTOR:
RMS International
ATTEST
ADDRESS FOR GIVING NOTICES:
RMS International
P.O. Box 221376
Hollywood, F133022
9
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