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Item C08 BOARD OF COUNTY COMMISSIONERS AGENDA ITEM SUMMARY Meeting Date: October 17, 18, 2001 Division: Public Works Bulk Item: Yes X No Department: Facilities Maintenance AGENDA ITEM WORDING: Approval of Contract Amendment with Barnes' Alarm Systems, Inc. to include the monitoring of the telephone emergency system on the elevator at the O3to Building. ITEM BACKGROUND: The elevator in the O3to Building has a Telephone Emergency System that can be monitored by Barnes' Alarm Systems, Inc., who we currently have a contract with for Alarm System Annual Certification, Maintenance, and Monitoring. · ,J" PREVIOUS REVELANT BOCC ACTION: On January 19,2000, the BOCC awarded contract to Barnes' Alarm Systems, Inc. for Monroe County's Alarm System Annual Certification, Maintenance, and Monitoring. On March 15, 2000 the BOCC amended the contract to reflect an adjustment to the language of cost of materials. On September.20, 2000, the BOCC approved to increase the contract amount by $19,100 to allow the removal and replacement of.alarm system wiring at the Plantation Key Courthouse and Marathon Sub-Courthouse, and on December 13, 2000, the BQCC approved a Contract Renewal with Barnes' Alarm Systems, Inc. for an additional one-year period. CONTRACT/AGREEMENT CHANGES: To pay Barnes' Alarm Systems, Inc. for the Telephone Emergency System on the Elevator (03to Building) on a per month in arrears basis in the amount of twenty-five dollars and no cents ($25.00). STAFF RECOMMENDATIONS: Same as stated above. TOTAL COST: $25.00 per month BUDGETED: Yes --X- No Account #001 20501-530-340 COST TO COUNTY: $25.00 per month REVENUE PRODUCING: Yes No-X- AMOUNTPERMONTH_ Year APPROVED BY: OMB/Purchasing _ Risk Management _ ITEM PREPARED BY: . W. King, Acting Sr. Director, Lo~ ~ations ,;:-DIVISION DIRECTOR APPROVAL: ~~.L Dent Pierce, Director of Public Works :C!I)OCUMENTA TION: Included X To Follow Not Required_ AGENDA ITEM # ,,/-C8 DISPosmON: Revised 2/27/01 MONROE COUNTY BOARD OF COUNTY COMMISSIONERS CONTRACT SUMMARY Contract with: Barnes' Alarm Systems Contract # Effective Date: 11/01/01 Expiration Date: 01/31/02 Contract Purpose/Description: Contract Amendment to include monitoring ofthe Telephone Emergency System on the elevator at the Gato Building. . Contract Manager: Ann Mytnik 4431 Facilities Maint./Stop #4 J' (Name) (Ext.) (Department/Stop #) for BOCC meeting on 10/17/01 Agenda Deadline: 10/03/01 CONTRACT COSTS Total Dollar Value of Contract: $ 75.00 Budgeted? Yes[gl No D Account Codes: Grant: $ N/A County Match: $ N/ A Current Year Portion: $ 75. db 001-20501-530-340- - - - ---- - - - ---- - - - ---- ADDITIONAL COSTS Estimated Ongoing Costs: $~yr For: (Not included in dollar value above) (e~. maintenance, utilities, janitorial, salaries, etc.) CONTRACT REVIEW o .M.B./Purchasing Changes ~ Da1e Qut Date In Needed ~ ~ 10/7.-/0 I 1)-1-0' YesDNo~ [5l/~'O-1 ~o Cj(z"r.( YeSDNOrr!O, W~ ~ (, 01 q\dvlol YesD No~ . Division Director Risk Management County Attorney (::;'-1- 9- -0 I YesD No Comments: ___..t""~.'" . OMB Form Revised 2/27/01 MCP #2 tOOl 9 ~ d:lS QS:Ji':~ i.....:'-.;~.~,L_;,Lj CONTRACT AMENDMENT (Alarm System Annual Certification, Maintenance, and Monitoring) TIllS Amendment is made and entered into this 17th day of October 2001, 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 renewed on December 13,2000, and as increased in price for alarm system wiring by $19,100.00 (all copies which are incorporated hereto by reference) as follows: 1. The following paragraph is added to Article 3.02 THE CONTRACT SUM: C-3 The County shall pay to the Contractor for monitoring of the Telephone Emergency System on the Elevator (Gato Building) on a per month in arrears basis in the amount of twenty-five dollars and no cents ($25.00). .J' 2. 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. It (Seal) Attest: DANNY L. KOLHAGE, CLERK BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FLORIDA By: By: Deputy Clerk BARNES' ALARM SYSTEMS, INC. Witness By: Witness Title 'f) ,l @ RENEW AL AGREEMENT @1~ , (Alarm System Annual Ctificati~!,> 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%). . J' 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. ALAlUvf 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 ST AnON 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 -I 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 Paymcnt for Alarm System Maintenance and Repair shall not exceed $ J 0,3 5000 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 COUlthouse, and Marathon Sub-Courthouse, based on annual certincation and inspection, and as approved by the Monroe County HOeC at their September 20, 2000 mceting, fi:)r a contractual increase of $ J 9, J 0000 I uf2 " 4.rJ The term of the rerCTed agreement will commence on FelS&~ry 1, 2001, and terminate on January 31,2002. '0 5. In all other respects, the original agreement between the parties dated January 19, 2000 remains in full force and effect. ~--....... WHEREOF, the parties have hereunto set their hands and seal, the day and year ve. BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FLORIDA ~42cJ~ r- ;(J JV) d " . I' ... f?'- '-' 8)'4"'- .,--~~ . -- .J' 2 or 2 .' IT; t -'~. ~ " ' .....~i CONTRACT AMENDMENT err; -t"l' ,I,,'.".'.' 0 01.. TIns AMENDMENT, made and cnter~:;nto this ~ day of fiAe1fhooo. by and between Monroe County, Florida, part of Ute first part (hereinafter called the "owner"), and Dames Alarm System, Inc., party of the second part (hereinafter called the "contractor"). WHEREAS, thc parties hcrcto did cnter into an agrccmcnt on January 19,'2000; and WHEREAS, it is deemed to be in the best interest ofbotb parties to confonn the language of the cost of materials para.llraph to the contractor's bid; NOW THEREFORE IN CONSIDERATION of the mutual promises contained herein, the parties do agree as follows I Paragraph 3 02C-] shall be revised to read as follows Materials and supplies and replacemcnt parts shall be compensated at standard institutional and govemmental discounts as offered by the manufacturer, but not lcss than 25% off list. Such costs must be documented with sales slip, invoices, or other acceptable proof of purchase. ,J' 2. All other provisions of said agrecment dat~d 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 By.c:S~j-F~ Mayor/Oflairman wr- f BARNE~.')LAR~'E~, I~" . I3Y:~ . . ----. -,-- --- .--,.-. .'-.. , . " . It.---., 6;1.// "< /c.. ---. ...... . . 7 oj 6'~ /J~' ---;' . - - ~- 7Z . X.._-_-- .-- _ .(, , _.u-. __ ~~'4: " , . P,' ~~, ::.,; 1]:' \.:L.~, SECTION TF-f.REE CONTRACT ..... ...... THIS AGREEMENT, made and entered inlo Ihe 19th day of January, 2000, by and between MONROE COUNTY, FLORIDA, party of Ihe firsl part (hereinaFter sometimes called the "Owner"), and BARNES ALARM SYSTEMS, INC party of the second part (hereinaFter some- times called the "Contractor") WITNESSED: Thai the parties hereto, for the consideration hereinaFter set forth, mutually agree as follows' :3 01 SCOPE OF THE WORK 1 he Conlraclor shall prov'''e alllabo,. lools, and eqUlpmenl necessary 10 provide Alarm Syslem Allnual Certification, Mallllenance. alld Monitoring, in accordance Wllh Ihe Public Works Contract Specifications entItled ,J' attached hereto and incorporated as part of this contract document Alarm System Annual Certification, Maintenance, and Monitoring Monroe County, Florida The Contractor shall provide all required documenlation pursuant 10 National Fire Proleclloll Associalion Requirements, and shall be on call1wentY-four (24) hours per day, seven (7) days per week ..: 3 02 THE CONTRACT SUM The Owner shall pay 10 Ihe Conlraclor lor the failhful performance of Ihe Cont/acl, '" lawlul money of tl1(~ United States, as follows A ALAF~M SYSTEM ANNUAL CERTIFICATION Upon receipl of Annual Certiflcallon for each afarm syslem, payment will be made w,lhm sixly (60) days after receipl of Ihe Conlraclor's requesl for payment Payment for Annual Cenif'cal,on shall be as staled 'n Ihe Contractor's b,d as follows t;'gt]l-Jl>9_us_,,_n~_t;i9hl H und r,,_~ -5.ighf_L~llI Dolla rs and fJ'!:.o_ Cenls ($ M!l.8c 00) per year 8 ALARM SYSTEM CENTRAL STATION MONITORINC The CO""1 Y shall pay 10 Ihe Conll aclor lor cenll al slal,oo mon<lm Ul9 01 alarm s YSI,,,,,, on a r"', "'onll, Ul afrea" ba '>IS Oil or bel ore Ihe 3011' day 01 Ihe 101l0w'"9 monlh '0 "aeh 01 Iw,'lv,' (12) mOlllhs It", COlli, actor shall "'vo'ce Ihe COUIlI y mOlllhly 10, 01''''''0''''9 "" v ",p, pc ,f ," me d olld", I he S peul, cal, OilS co n I a 'ned "e re in The Con I r acl a 010" III sha II bc' ass I aled '" Ihe Conll acl or's b'd as follows Onp Hundred F ony Dolla" and 7", 0 C'.'OI:; ($1-10 (0) PCI ll10nth -.....' o t':{,;. ,,'[I, . C, ALARM SYSTEM MAINTENANCE AND RSeAIR C,.:, , ,. .L~.' 1, The actual manufacturer's Invoice cosl 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 - noonal 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 noonal working hours as stated in ArtIcle 302C-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 ot any part of the work or material by the Owner shall not operate as a waiver by the Owner of strict compliance with the teons 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 10 comply strictly and in all things with this Contracl and with Ihe SpeClllcations 304 TERM OF CONTRACT/RENEWAL A Th is contracl shall be for a period of one (1) yea r, commencing 0 n Fell n.arY1, 2,009, and terminating on J.<3J1~?rY3L2,Q.QJ 3-2 "-:: : '.. B, .. The Owner shall have0T~ option to renew,this agreement a~; the first year, and each succeeding year, for two additional one year peri<>ds The contract agreement amOunt agreed to herein might be adjusted annually in accordance with the percentage change in the Consumer Price Index tor all urban consumers (CPI-U) for the most recent 12 months available. . ,.." t;~:.>~~):~:?- 3,05 HOLD HARMLESS The CONTRACTOR shall defend, indemnify and hold harmless the County as Outlined on the attached torm identrt,ed as TCS1. attached hereto and incorporated as part ot this contract document 3 06 INDEPENDENT CONTRACTOR At all 1""1" and tOI 311 p"rposes ul1der tillS agreemenl the Contractol IS a'!. Independent COl1lraclo, and not an employee ot "'e t30ard of Counly Comm'ssloners for Monroe Counfy No sfal"melll conta'ned '" Ihrs all"'0Inel1l shall be conslrued so as to fInd the conlractor or any of l11s/ller employees. COl1lraclors servanls, or agents to be employees of fhe. Board of County CommiSSioners for Monroe County 3 07 ASSURANCE AGAINST DISCRIMINATION The Contractor shall nol discriminate against any person.on the basis of race,<creed, color, natronal origin, sex, age, or any other characteristic or aspect which is not job related, in its recruiling, hiring, promoling, lerminatrng, or any other area affecling employment under this agreement or with the provision of services or goods under this agreement 308 ASSIGNMENT/SUBCONlP/l,CT The Contractor shall 001 asslgo or subcol1lracl Ihls agreement. excepl 111 wnlll1g al1d WIth Ihe pnol wrrtlel1 approval of Ihe Board at Counly CommiSSioners for MOl1roe COunly, WlllCh approval shall be Subject 10 Such condlllons and provisions as tile Board may deem ne~essary This agre'''''enl shall be Incorporated by relerence 11110 any assignment or subconlracl and any assIgnee or subconlraclor shall COmply With all of Il1e Provisions of Ihis agreement Unless expressly provided for Ihereln, such approval shall In no manner or event be deemed 10 impose any obl,gation upon Ihe Board In add,tlon to the total agreed-upon pnce 01 Ihe services/goOds of lhe contraclor 3 09 COMPLIANCE WITH LAW In PIOV'ding all services/goods P'nS"an' 10 Ihls ag,eement, the Contract 0, sl1all ab'de by all Sial""" 0' d'nanees. 1111,,, and, "I)""""" '" p''''''''1II1g 10. 0, regulating Il1e prOVISIons ot. Suell ,,'" """"'. ,ncluding 1l1os", now ,n '" I "cl a"d l1e' e'nal"" adopled Any v,olal,on 01 sa,d stal ules. Oil t""" """" rules and H'g"la"""s ';1",11 COllst'I"I" a mil""',,1 breacl1 at Ih,s al)lIlen "'nl and shall '" '''lie II lo' 1303 I d 10 "'m",,,,,,, II ",, COli I' acl Ill"",,,, ,,, lei y upon del, ve, y 0 t WII II 'en not 'ce 01 "'''"11'''' "'" 10 Ihe Coni 'a,,,,, Il,,, Con" aclo, shall I"";se" proper I,er,n'"',, 10 p' 'r! 0' III work III ;lU:Old;jll(.(~ With Ihes(,~ SP(~C1fIC~ll()ll~; Ih/OlJSJI10lll t1l<~ 1<'1 III of Illls contlde! 3 ~1 3.10 INSURANCE (-. .. \... ' ~ " . "'o;,\' 0, ',....", t':' ""J " \\";;'. 'It. .. .. Prior to execution of this agreement, the Contractor shall rurnish the Owner Certificates or 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 WC 1, GL 1, Vl1, GIR 1 & 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 allevel suffident to allow for the purChase of the services/goads specified herein. this agreemenl may then be terminated immediately at the option of the Board of COunly CommISSioners Ily wn1l~n notice ot ternMatlo" delivered In person or by '"a,llo Ihe conllac'or Tile EJoald 01 COnnly Comm<s"oners shall not be obligaled 10 pa y 101 any so rv Ice s I' r 0 v,ded by the Conh aCI or aile r Ihe co nlractar has rece I ved wntt en notIce of termlllatlon 3 12 PROFESSIONAL RESPONSIBILITY The Contractor warrants that it is authorized by law to engage in the pertormance ot the activities encompassed by the project herein described, subject to the terms and Sonditions set forth in Ihe Public Works Manual entilled "Public Works SpeCification Manual/Alarm System Annual Certification, Alarm System Mainlenance, 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 independenl, professional judgment and shall assume professional responslblllly for the services to be prov,ded Continued fundong by the Board is contingent upon retention of appropriate local. state, and/or federal certification and/or licensure of contractor 3 13 NOTICE REOUIREMENT Any notice requrred or permitted under this agreemenl shall be in writing and hand delivered or mailed, postage prepa'd, 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 W(~Sl, r I 310-10 FOR CONTRACTOr~ Barnes Alarm Systems, Inc 5615 3rd A venue, f/8 K0Y West. n 330-10 Tile nollce WI" b,' con"",,,,,,,, ",celve,,' hy " pa"y Iwo ()) days a1le, lis "'<:e'pl hy the poslal autllof 11 it ~:) of tI ll.' LJ ::; f Of (j( -'liv<-.'! Y to 01111<:.'1 add 1 ess III 1/115 ar1lcle :3,-1 . 3.14 . CANCELLATION fr;:.~. C" ' '~C:~ ~"" 1/;,., ~. Co.:, ',. " " ' '-" ".. ._"."....:...1..:.'.... ~.. .}~.~~ I,~. :.~~':: A) The County may cancel this contract fO('cause with seven (7) days notice to the Contractor Cause shall constitute a breach 01 the obligations of the Contractor to Perform the services enumerated as the Contracto~s obligations under this contract ...... o ~ .... 8) 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 lInder this Agreement must be In Monroe County, Florida .- iN WITNESS V\lJjI 1<1 01 Ill" pao"" Iloreto 11av" ex<>culpd Ill" Ag'oemeol on tile day aoej dyU'} iRit:G;o"ye wn II e 0 '0 low (~) c ou 0 1 erp a Os e aell of wh,ell s ha II, WI 1 hou 1 P 'oof or aeeouo"o 9 J 01' lh'C;';;/jliJatj.mte 'pa 0 S be deemed ao 009 on al Co ntr act . />:-:J . ,\':: {, /: i;;<\~:' .:~\ : .," .. (~J \ \.' ..., ;";1.', i) I' !! :-"~ll- '- .., ',::;:. ;~t. ; . i \"iA~{I;~~"Q~N.&.Y f- KOLHAGE, Clerk k~<~q;~.~;'; . 8y . jest! ~1z1. , !. , - ... , :', '" '\ -. 1/ \ , MONROE COUNTY, FLORIDA cS~~ . By ~ Mayor! airman BARNES AL~M SYSTEMS, INC I/~ ~Ii~~ (, \. ',~j A""ROV( I) II,. I() ,"1/.'/, A'fiY 1) (,/\', ~ 'JJ~B NQ, : (r;~'~M~/ O^O"/_~~,1~Q~ :) :) '':/...,., .' "1\ PerSOIl Or a/'(jlia(e wflo fl I' , f ' as >eell pIa d I , OIlOWlllg ;1 eOllvie/ioll f.()r'/)( If' , 'Cc all ( Ie COIIVlcted Velldorli,,( I > Ie ellllly c' " COli I raCI 10 provide an>" d ' ,llIlIe /1Jay 110/ sub/1J i / a bid 011 ' I ' I, , ,/ goo S 01 scrvlces /0 I r" a II ( 011 <I eOlllrac( WI( b a public ell 1" 'f, a PU > Ie ellll ty, I/)ay 1101 SUllIlI i I a III 11/<1111" Or Pllblie 'Vorl., .\ 'lI t be cOllst rUelloll Or rCJ-)'/ ir of' .". 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