Item H6
BOARD OF GOVERNORS
LOWER AND MIDDLE KEYS FIRE AND AMBULANCE DISTRICT
AGENDA ITEM SUMMARY
Meeting Date: November 20,21, 2001
Division: Public Safety
Bulk Item: Yes No ~
Department: Fire Rescue
AGENDA ITEM WORDING: Approval of Contract Addendum with Big Coppitt Volunteer Fire
Department, Inc, amending the Volunteer Personnel Reimbursement of Expenses Allowance to
increase each volunteer reimbursement by $50.00,
ITEM BACKGROUND: During the budget process for Fiscal Year 2002, an increase of $50.00 per
eligible volunteer was approved. The new monthly reimbursement allowance will be as follows:
Volunteers: $150.00, Assistant and/or Deputy Chief: $225.00, and Fire Chief: $300.00.
PREVIOUS REVELANT BOG ACTION: On June 18, 1997, th~ Board approved a new basic
service agreement with Big Coppitt Volunteer Fire Department, Inc. On October 13, 1999, the Board
approved extending the agreement on a month-to-month basis pending the execution of a new service
agreement.
CONTRACT/AGREEMENT CHANGES: Paragraph 1, Term of Agreement: Contract Addendum
shall become effective on October 1,2001, and shall expire on September 30,2002. Paragraph 15:
V olunteer Personnel Reimbursement of Expenses Allowance: Amended to increase each volunteer
reimbursement by $50.00. The new monthly reimbursement allowance will be as follows: Volunteers:
$150,00, Assistant and/or Deputy Chief: $225.00, and Fire Chief: $300.00.
STAFF RECOMMENDATIONS: Approval as stated above.
TOTAL COST:
Not to exceed ~udgeted amount.
BUDGETED: Yes -X- No
COST TO COUNTY: Not to exceed budgeted amount.
REVENUE PRODUCING: Yes
No -K- AMOUNT PER MONTH Year
APPROVED BY: County Atty ~
DIVISION DIRECTOR APPROVAL:
DOCUMENTATION:
DISPOSITION:
Included X
To Follow Not Required_
AGENDA ITEM # /-//-~
Revised 2/27/01
.
BOARD OF GOVERNORS
LOWER AND MIDDLE KEYS FIRE AND AMBULANCE DISTRICT
CONTRACT SUMMARY
Contract #
Contract with: Big Coppitt Volunteer Fire Effective Date: 10/1/01
Department. Inc.
Expiration Date:9/30/02
Contract Purpose/Description:Contract Addendum amending the Volunteer Personnel
Reimbursement of Expenses Allowance to increase each volunteer reimbursement by $50.00.
Contract Manager:Susan Hover
(Name)
6088
(Ext. )
Fire Rescue
(Department)
for BOCC meeting on 11/20.21/2001
Agenda Deadline: 11/01/2001
CONTRACT COSTS
Total Dollar Value of Contract: $not to exceed Current Year Portion: $not to exceed
budgeted amount. budgeted amount.
Budgeted? Yes[g] No D Account Codes: --.iL5"'oo 5'30 3'10-
Grant: $ _-_-_-_
County Match: $ _-_-_-_
- - -
----
ADDITIONAL COSTS
Estimated Ongoing Costs: $_/f For:
(Not included in dollar value above) (eg, maintenance, utilities, janitorial, salaries, etc.)
CONTRACT REVIEW
Changes ~
D'~1In Needed rI / Reviewer
Division Director If/ //2-0-::>1 YesD NoW' _________
Risk Management '0\" I 0 \ Y esD NO~ ~ ' I.J.CUr ' J(,-Q:..~~"
O.M.B./Purchasing lO\\O\Ol YesD No~
County Attorney It? /tl!/) I YesD No .
Comments:
Date Out
i/ JIzf)J1
161l\ \ 0 t
(Ol/CY/D I
(
10-/2 -CJ(
OMB Form Revised 9/11/95 MCP #2
CONTRACT ADDENDUM
THIS CONTRACT ADDENDUM is made and entered into this day of
,2001, between the Board of Governors of the Lower and Middle Keys
Fire and Ambulance District of Monroe County, Florida, hereinafter referred to as "DISTRICT",
and Big Coppitt Volunteer Fire Department, Inc., hereinafter referred to as ..CORPORA TION",
in order to amend the agreement between the parties dated June I8, I997 as follows:
I. Term of Agreement: The original term of the agreement was two years, commencing on
October 1, 1997 and expiring on September 30, 1999. On October 13, 1999, the board
approved extending the term on a month-to-month basis pending execution of a new
service agreement. This CONTRACT ADDENDUM shall become effective on October
I, 2001, and shall expire on September 30, 2002 unless terminated earlier under
provisions specified in agreement. Upon expiration, if necessary the contract may
continue on a month to month basis until re-negotiated.
15. Volunteer Personnel Reimbursement of Exoenses Allowance:
a. For each eligible volunteer, a minimum of one hundred fifty dollars ($150.00) per
month.
b. For each eligible volunteer Assistant and/or Deputy Fire Chief, a minimum of two
hundred twenty five dollars ($225,00) per month.
c. For each eligible volunteer Fire Chief, a minimum of three hundred dollars
($300.00) per month.
In all other respects, the agreement between the parties dated June 18, 1997 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 GOVERNORS,
LOWER AND MIDDLE KEYS
FIRE AND AMBULANCE DISTRICT
Deputy Clerk
Mayor/Chairman
(SEAL)
ATTEST: j
~d~i;)YiA"~
ecretary
BIG COPPITT VOLUNTEER FIRE
DEPARTMENT, INe.
pI~ - LJ
ROBERT . O~FE
DATE/O-/Z -0 I
CONTRACT ADDENDUM
THIS CONTRACT ADDENDUM is made and entered into this day of
,2001, between the Board of Governors of the Lower and Middle Keys
Fire and Ambulance District of Monroe County, Florida, hereinafter referred to as "DISTRICT",
and Big Coppitt Volunteer Fire Department, Inc., hereinafter referred to as "CORPORATION",
in order to amend the agreement between the parties dated June 18, 1997 as follows:
1. Term of Agreement: The original term of the agreement was two years, commencing on
October 1, 1997 and expiring on September 30, 1999. On October 13, 1999, the board
approved extending the term on a month-to-month basis pending execution of a new
service agreement. This CONTRACT ADDENDUM shall become effective on October
1, 2001, and shall expire on September 30, 2002 unless terminated earlier under
provisions specified in agreement. Upon expiration, if necessary the contract may
continue on a month to month basis until re-negotiated.
15, Volunteer Personnel Reimbursement of Exoenses Allowance:
a. For each eligible volunteer, a minimum of one hundred fifty dollars ($150.00) per
month.
b. For each eligible volunteer Assistant and/or Deputy Fire Chief, a minimum of two
hundred twenty five dollars ($225.00) per month,
c, For each eligible volunteer Fire Chief, a minimum of three hundred dollars
($300.00) per month.
In all other respects, the agreement between the parties dated June 18, 1997 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)
A TrEST: DANNY L. KOLHAGE, CLERK
BOARD OF GOVERNORS,
LOWER AND MIDDLE KEYS
FIRE AND AMBULANCE DISTRICT
Deputy Clerk
Mayor/Chairman
(SEAL)
ATTEST: j
~d~;'1()~".t-
ecretary
BIG COPPITT VOLUNTEER FIRE
DEPARTMENT, INe.
pI--;y - LJ
ROBERT . O~FE
OATF/O -/2.. -c;r I
Revised 2/95
BOARD OF GOVERNORS
LOWER & MIDDLE KEYS FIRE AND AMBULANCE DISTRICT
AGENDA ITEM SUMMARY
Meeting Date: October 13 14, 1999
Division:
Public Safety
Bulk Item: Yes
No X
Department: Fire Rescue
AGENDA ITEM WORDING: Approval to extend the Lower and Middle Keys Fire and Ambulance
Distric~ six (6) Volunteer Fire Departments service agreements, which expired on September 3D,
1999, on a month-to-month basis pending execution of new service agreements,
ITEM BACKGROUND: In 1997, new basic service agreements were executed between the Lower
and Middle Keys Fire and Ambulance District and several of the Volunteer Fire Departments, The
basic service agreements were effective October 1, 1997 through September 3D, 1999, Staff is
continuing its efforts to finalize new service agreements with the various volunteer departments,
PREVIOUS RELEVANT BOG ACTION: On June 18, 1997, the Board approved new basic service
agreements with Big Coppitt, Sugarloaf, Marathon, Conch Key, and Layton Volunteer Fire
Departments, On August 19, 1997, the Board approved a new basic service agreement with Big
Pine Volunteer Fire Department.
STAFF RECOMMENDATION: Approval as stated above.
TOTAL COST:
Not to exceed budQeted amounts
BUDGETED: Yes X
No
COST TO COUNTY: Not to exceed budqeted amounts
REVENUE PRODUCING: Yes
No X
ONE TIME AMOUNT
APPROVED BY: County Atty N/A
DEPARTMENT HEAD APPROVAL:
OMB/Purchasing, N/A Risk Management N/A
,
I
DIVISION DIRECTOR APPROVAL:
DOCUMENTATION: Included:
To Follow:
/o/;~ /C;Cj
I t
Not Required: >(
DISPOSITION:
Otf2J1'-v'1rC-d
Agenda Item #:
k;{
AGREEMENT
AGREEMENT made this /f"tI day of ,JL.JNy 1997 by and between the Board of
Govem~, Lower & Middle Keys Fire and Ambulance District hereafter known as DISTRICT
("DISTRICT") and Big Coppitt Volunteer Fire Department, Inc. hereafter lrnown as
CORPORATION ("CORPORATION").
RECITALS
WHEREAS, The Monroe County Board of County Commissioners has pursuant to the
authority granted to it in Chapter 125, Laws of Florida, and Article 7, Section 9 (b) of the Florida
Constitution, established the Lower and Middle Keys Fire and Ambulance District and
Municipal Service Taxing District 6 for the pwpose of providing fire protection and other
related municipal services primarily for the benefit of the taxpayers residing within said Districts,
and
WHEREAS, Corporations have been organized for the pwpose of providing Fire Rescue
Services within the Districts, and
WHEREAS, Fire Rescue Services constitute essential services necessary for the health
and safety of residents and visitors of Monroe County, and
WHEREAS, the Monroe County Board of County Commissioners has provided funding
appropriations within the budgets of the Districts for the reimbursement of certain expenses
incurred by the various Corporations in providing Fire Rescue Services, and
WHEREAS, the firefighters and rescue personnel of the Corporations are available, to
respond to emergencies, and J
WHEREAS, the parties desire to enter into an AGREEMENT for the provision of Fire
Rescue Services.
NOW, THEREFORE, in consideration of the covenants contained herein and other good
and valuable considerations the parties agree as follows:
. 1. TERM OF AGREEMENT
The term of this AGREEMENT shall be for a period of two (2) years, commencing on
/0 1/ l'f 7 and expiring on . 0 9/30/9 '7 unless terminated earlier under
provisions specified herein. Upon expiration, if necessary the contract may continue on a month
to month basis until re-negotiated.
2. TERMINATION
Either party may terminate this AGREEMENT without cause by giving sixty (60) days
written notice to the other indicating its desire to terminate same.
All equipment and facilities of the DISTRICT or Monroe County and used by the
CORPORATION to provide Fire Rescue Services shall be returned to the DISTRICT when
requested upon expiration or termination of this AGREEMENT. During the interim period
which might exist between expiration of this AGREEMENT and the execution of a new
AGREEMENT, the CORPORATION may be authorized to continue use of the equipment and
facilities.
3. SERVICES TO BE PROVIDED
The CORPORATION shall be the primary provider of Fire Rescue Services within their
assigned geographical service area; that being: from the east end of Boca Chica Bridge (approx.
MM 6.5) to the east end of Shark Channel Bridge (approx. MM 12), and provide mutual aid in
accordance with established policies and procedures to any department or agency upon request, if
equipment and personnel resources are available without leaving its service area unattended.
Fire Rescue Services shall include, as a minimum, but not limited to the following: fire
suppression, rescue, first responder level basic life support emergency medical services (non-
transport), and other related emergency services within the CORPORATION's capability.
Additionally, the CORPORATION shall provide hazardous material response in accordance with
the current Monroe County Hazardo.us Material Emergency Plan and perform fire rescue
services related emergency support ftmctions for local emergency management efforts in
accordance with the current Monroe County Peacetime Emergency Plan or Monroe County
Comprehensive Emergency Plan, Monroe County Hurricane Preparedness, Evacuation,
Shelter and Refuge of Last Resort Plan, Monroe County Fire Rescue Hurricane Plan, Turkey
Point Emergency Procedure, Monroe County Mass Immigration Emergency Plan and other
emergency plans and procedures which may be applicable to a particular service area. The
CORPORATION shall conduct its business operations and provide Fire Rescue Services in
accordance with applicable laws, rules, regulations, policies, procedures, protocols, and
standards.
4. LEVEL OF SERVICE
The CORPORATION shall provide Fire Rescue Services in accordance with
ATTACHMENT "A", which establishes standards for the minimum number of appropriately
trained personnel, the minimum number and type of motor vehicles and equipment, and the
maximum response time for initial responses to various kinds of incidents requiring Fire Rescue
or expenditures relating to the paid employees of the CORPORATION, from funds budgeted for
such purposes.
7. MINIMUM STANDARDS AND TRAINING
The CORPORATION shall require that all volunteer personnel that engage in providing
Fire Rescue Services comply within one (1) year with the minimum training, education and
performance requirements listed in ATTACHMENT "Bn. Paid firefighters shall at time of
employment meet minimum State qualification standards for such firefighters or achieve same
within one (1) year from date of hire. The CORPORATION ~d DISTRICT shall maintain
accurate and current training and proficiency records for all personnel evidencing compliance
with this provision.
Additionally, the CORPORATION shall establish and maintain a training and continuing
education program designed to ensure that a high degree of competency and skills are maintained
by all volunteer and paid fire rescue personnel. The CORPORATION shall also encourage and
facilitate attendance by all volunteer and/or paid fire rescue personnel at proficiency training
programs provided by the CORPORATION and/or the DISTRICT. The cost of registration fees,
tuition, lab fees, books, manuals, supplies and travel expenses directly related to training
activities and conducting the business of the CORPORATION shall be reimbursable by the
DISTRICT in accordance with applicable laws, rules and regulations, upon receipt of proper
invoices and other supporting documentation and in a sum not to exceed the budgeted allocation
for such pwposes.
The DISTRICT shall provide basic Fire Rescue Services training programs at various
locations throughout the County.
8. EQUIPMENT AND FACILITIES
The DISTRICT shall provide the equipment and facilities described in ATTACHMENT
"Cn for the CORPORATION's use in providing Fire Rescue Services. The CORPORATION
shall ensure that such equipment and facilities are at all times maintained in proper operational
condition for the intended service and used accordingly. Equipment shall be maintained as a
minimum in accordance with the manufacturers' recommended maintenance schedules.
Equipment that is not functioning properly or whose operational condition is questionable
shall not be used until it has been thoroughly inspected, repaired and/or tested for proper
operation.
Maintenance and repairs of motor vehicles shall be performed through the DISTRICT's
maintenance contractor(s). The CORPORATION shall be responsible for notifying the
DISTRICT when maintenance, repairs and certifications are needed and shall assist in making
arrangements for those services. The DISTRICT shall arrange for annual pump tests and testing
and certification of aerial devices. Copies of test results and certifications shall be maintained by
both the DISTRICT and the CORPORATION. The CORPORATION shall perform routine
weekly equipment checkout and servicing in accordance with the schedule in A TT ACHMENT
"Dn. Additionally, the CORPORATION shall perform applicable periodic testing of equipment
Services; it is not intended to be all inclusive. The actual allocation of fire rescue resources by
the CORPORATION to a particular incident should be based upon and proportionate to its
magnitude. Additionally, automatic aid and mutual aid should be used appropriately to ensure the
provision of effective Fire Rescue Services.
The CORPORATION shall immediately respond to emergency calls for Fire Rescue
Services within its assigned geographical service area. A record shall be made of any situation
where the CORPORATION cannot respond when dispatched. A record shall also be made of
those instances where more than four (4) minutes elapsed between the initial dispatch of the
CORPORATION to an emergency call and its response. Additionally, any delay in which over
ten (10) minutes elapsed from the initial dispatch of the CORPORATION to the arrival of its
essential resources at the scene of an emergency call shall be recorded. All records of such
incidents shall include complete documentation of the circumstances which either prevented or
delayed the response.
The above mentioned response records shall be kept on file by the CORPORATION and
a copy of each shall be sent to the Fire Rescue Coordinator's Office for examination.
Nothing in this section creates, or is intended to create, any duty, obligation or liability on
behalf of the fire department to any third party based on the department's failure to respond
within the time parameters described in this section.
5. PERSONNEL
The CORPORATION shall use volunteer and/or paid personnel to provide Fire Rescue
Services on a twenty-four (24) hour day basis. Scheduling and assignment of personnel shall be
arranged to utilize volunteer personnel to the maximum extent possible. The CORPORATION
shall provide an accurate and complete membership roster of volunteers to the DISTRICT
quarterly. The membership roster shall contain, as a minimum, the names of all of the
CORPORATION's volunteers. The roster shall be dated and submitted to the DISTRICT so as
to arrive at the Fire Rescue Coordinator's Office on October 15, January 15, April 15, and July
15.
6. CORPORATION'S PAID EMPLOYEES
Part time and full time personnel may be employed by the CORPORATION to provide J
Fire Rescue Services or to meet administrative staffing needs only if the CORPORATION and
the DISTRICT mutually deem it necessary. The CORPORATION shall submit to the DISTRICT
a request to employ such part-time or full-time employees needed to provide Fire Rescue
Services. The DISTRICT shall review then approve or deny such request within 30 days. If the
DISTRICT denies such a request, a letter stating the reasons shall be provided to the
CORPORATION and may include alternative solutions. Part-time or full-time employees of the
CORPORATION shall be compensated by the CORPORATION at a rate commensurate with
that of other similarly trained and experienced personnel employed within Monroe County. The
DISTRICT shall reimburse to the CORPORATION on a regular monthly basis all costs, charges,
and devices in its possession, in accordance with nationally recognized industry standards. The
DISTRICT shall have the right to inspect the equipment and facilities at any reasonable time.
9. PROPERTY CONTROL
The CORPORATION shall provide a system for property control of the DISTRICT's
equipment and facilities in its possession. The CORPORATION shall assist in the performance
of the DISTRICT's annual inventory of same.
10. SUBCONTRACTS
The CORPORATION may with prior approval of the DISTRICT and/or Monroe County
subcontract its services. The CORPORATION may utilize the DISTRICT's equipment and
facilities in conjunction with such subcontracts provided that no unreasonable reduction in the
level of service to their respective service area results. Notice of intent to subcontract, when the
DISTRICT's equipment and facilities will be used, must be provided to the DISTRICT prior to
execution of said subcontract in order to allow for proper review, comment, and action
concerning same. A signed copy of all subcontracts shall be provided to the DISTRICT.
11. DISTRICT INSURANCE
A. The DISTRICT and/or Monroe County on behalf of the DISTRICT shall provide the
following insurance coverage on and for the volunteers of the CORPORATION.
a. Workers' Compensation Insurance as required by Florida Statutes Chapter 440,
including minimum $500,000 Employer's Liability coverage. If Monroe County
provides the Workers' Compensation Insurance for volunteers, then the volunteers
will be subject to Monroe County's Workers' Compensation Drug-Free
Workplace Policy.
b. General Liability Insurance, with minimum limits of $5,000,000.
c.
Automobile Liability Insurance with minimum limits of $5,000,000 including
Physical Damage Insurance on all vehicles owned or leased by the DISTRICT or
Monroe County and used by the CORPORATION. The policy shall provide
secondary liability coverage on private vehicles only during such time as they are
operated in response to a call, and ending, either at such time as the volunteer
returns to his/her home, or to the first location to which a volunteer stops on the
way home, after completion of participation in the emergency services that were
subject to the call, whichever occurs first.
J
. B. The DISTRICT and/or Monroe County on behalf of the DISTRICT shall provide the
following insurance coverage on all facilities owned and/or leased by the DISTRICT and used in
providing Fire Rescue Services by the CORPORATION.
a. Fire, Wind, Flood, and liability in accordance with Monroe County policy for
such coverage for all County buildings.
C. All DISTRICT liability insurance policies shall name the CORPORATION as an
additional insured. Proof of all insurance in a form acceptable to the CORPORATION shall be
provided by the DISTRICT upon request.
12. CORPORATION INSURANCE
A. The CORPORATION shall provide the following insurance on all part-time and full-
time employees of the CORPORATION:
a. Workers' Compensation Insurance in compliance with Florida Statutes Chapter
440 including minimum $500,000 Employer's Liability coverage.
b. Unemployment Compensation in compliance with Florida Statutes Chapter 443.
c. General Liability Insurance with minimum limits of $300,000 Combined Single
Limit.
B. The CORPORATION may provide the following insurance on all Volunteers and/or
part-time and full-time employees of the CORPORATION:
a. Disability income insurance for a minimum of three hundred dollars ($300.00)
weekly upon total disability for the first thirty (30) days and thereafter, in an
amount up to six hundred dollars ($600.00) weekly, not to exceed the volunteer's
regular salary. Said benefit shall continue until the volunteer can return to his
regular work duties.
b. Death benefit insurance with a minimum amount of fifty thousand ($50,000)
death/permanent disability benefit for the volunteer while engaged in the
performance of his/her duties.
C. The vehicles listed on ATTACHMENT "En are either owned by or leased to the
CORPORATION. The DISTRICT agrees that they can be used by the CORPORATION to
provide Fire Rescue Services. The CORPORATION shall provide the following insurance on
them.
a. Automobile Liability Insurance with minimum limits of $300,000 Combined
Single Limit. Additionally, the CORPORATION shall keep in full force and
effect auto physical damage insurance to full replacement cost value of the
vehicles.
. D. All liability policies are to name both the DISTRICT and Monroe County as
additional insured, and shall provide for no less than thirty (30) days notice of cancellation, non-
renewal, or reduction in coverage. Proof of all insurance in a form acceptable to the DISTRICT
shall be provided by the CORPORA nON upon request.
13. INSURANCE REIMBURSEMENT
The costs of insurance policies described under the provisions of Section 12 of this
AGREEMENT shall be a cost, charge, or expenditure of the CORPORATION for which the
DISTRICT, upon receipt of proper invoices and applicable documentation, shall reimburse the
CORPORATION in an amount not to exceed the budgeted allocation.
14. PRIVATE VEHICLE INSURANCE
All CORPORATION personnel shall keep in full force and effect a policy of liability
insurance on his/her private vehicle(s) in at least such minimum amounts of coverage as are
required under Florida Law. Proof of insurance in a form acceptable to the DISTRICT shall be
provided by each volunteer and maintained on file in the business office of the CORPORATION.
The CORPORATION shall provide copies of proof of insurance to the DISTRICT upon request.
15. VOLUNTEER PERSONNEL REIMBURSEMENT OF EXPENSES ALLOWANCE
A. The DISTRICT shall provide a reimbursement of expenses allowance to the
CORPORATION for volunteer personnel in accordance with Section 2-261 of the Monroe
County Code and in the following amounts:
a. For each eligible volunteer, a minimum of one hundred dollars ($100.00) per
month.
b. For each eligible volunteer Assistant and/or Deputy Fire Chief, a minimum of
one hundred seventy five dollars ($175.00) per month.
c. For each eligible volunteer Fire Chief, a minimum of two hundred fifty dollars
($250.00) per month.
B. The CORPORATION shall have the right to establish its own eligibility requirements
for the reimbursement of expenses allowance based on participation in CORPORATION J
activities. The CORPORATION shall provide a copy of such eligibility requirements to the
DISTRICT. DISTRICT ftmding of these costs shall not exceed the budgeted allocation for such
pwpose. The above amounts may be changed or adjusted by written approval of the DISTRICT
and the CORPORATION, during the term of this AGREEMENT by an agreement addendum.
16. LENGTH OF SERVICE AWARD PROGRAM (LOSAP)
It is the intent of Monroe County to develop and institute a LOSAP during the term of
this contract for the volunteer firefighters who provide emergency services within Monroe
County. The LOSAP shall be instituted provided that an analysis finds the proposed program to
be viable, feasible, and within the capability of Monroe County to ftmd.
17. COMMAND VEIflCLE
The DISTRICT shall provide $450.00 per month to the CORPORATION for the
purchase or lease and associated and/or related operating expenses of a motor vehicle to be used
by the CORPORATION primarily for response to fire rescue related incidents and to support
incident command activities at the scene. Said vehicle shall be either leased to or registered to
and licensed by the CORPORATION.
18. RECORDS
The CORPORATION is responsible for the following, as a minimum;
A. Keeping an accurate and current inventory of all equipment and facilities used by
the CORPORATION.
B. Maintaining detailed, accurate, and current records of all maintenance and repairs
performed by the CORPORATION on equipment and facilities, including
documentation of any testing of equipment and devices.
C. Maintaining accurate and current records of training, testing, and certification of
all volunteers and part-time and full-time employees.
D. Preparing and filing with the DISTRICT in a timely fashion, an incident report
for each response by the CORPORATION for Fire Rescue Services, mutual aid or
other type calls.
E. Preparing and filing a NOTICE OF INJURY FORM with the DISTRICT within
24 hours of any reportable injury involving volunteer personnel. A Monroe
County Accident Investigation Report shall be submitted to the DISTRICT
within ten (10) working days of the accident.
F. Preparing and maintaining complete and accurate records of the
CORPORATION's activities including, but not limited to, telephone logs, fuel
logs, and supply requisitions.
19. MEDICAL REQUIREMENTS FOR FIRE FIGHTERS
The CORPORATION shall ensure and document in its personnel records that all new
personnel of the CORPORATION submit to a medical examination evidencing good physical
condition prior to engaging in the actual provision of Fire Rescue Services. Additionally, the
CORPORATION, shall ensure and document in its personnel records that all of its personnel
who are actively engaged in providing Fire Rescue Services have an annual medical evaluation
which may include a medical examination.
Medical evaluations and examinations shall be given by a physician or surgeon licensed
to practice in the State of Florida pursuant to Chapter 458, Florida Statutes, or an osteopathic
physician or surgeon licensed to practice in the State of Florida pursuant to Chapter 459, Florida
Statutes. The physician should have in his possession a copy of the Standard on Medical
Requirementsfor Fire Fighters 1992 Edition as outlined in NFPA 1582, for reference during a
medical evaluation and examination, and the results of a medical examination shall be reported
to the CORPORATION on completed Form MEF-l entitled "Medical Examination Form". A
copy of both NFPA 1582 and Form MEF-l are included in ATTACHMENT "F".
The DISTRICT shall reimburse the CORPORATION for the reasonable and customary
charges of the medical evaluation and examination upon receipt of proper documentation and in
a sum not to exceed the budgeted allocation for such costs.
20. ACCOUNTABILITY
The CORPORATION shall be accountable to the DISTRICT as required by this
AGREEMENT. The CORPORATION shall elect or appoint a Fire Chief for its respective
service area. The Fire Chief, subordinate officers and Firefighters of the department, whether
appointed or elected, shall meet the requirements in "ATTACHMENT B" or have other
documented training and experience which is equal to or better than that provided by Monroe
County. The Fire Chief shall appoint subordinate officers accordingly.
The Fire Chief, subordinate officers and members of the CORPORATION shall perform
their duties in a lawful, professional and responsible manner at all times.
The Monroe County Fire Rescue Coordinator shall have the authority to direct,
coordinate, and control all Fire Rescue Services during a State of Local Emergency in
conjunction with Emergency Management of Monroe County. Additionally, the Monroe County
Fire Rescue Coordinator may direct, coordinate, and control Fire Rescue Services during major
incidents which require the response and interaction of multiple Fire Rescue Service providers
and resources.
The DISTRICT shall provide administrative and technical assistance, within its
capability to the CORPORATION, as requested, in matters relating to the operation of Fire
Rescue Services. Representatives of both the DISTRICT and the CORPORATION shall meet J
on a regular basis for discussions regarding the operation of the Fire Rescue Services
contemplated within this AGREEMENT and other related matters; meeting dates to be jointly
agreed upon.
All administrative correspondence shall be sent to:
To the DISTRICT:
Monroe County Fire Rescue Coordinator's Office
490 63 rd St., Suite 160
Marathon, FI 33050
To the CORPORATION:
1mlrK~}:1 fF/t.:
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21. COMMUNICATIONS SYSTEM
The DISTRICT and/or Monroe County shall provide a communications system for the
dispatching of all emergency and non-emergency calls. Dispatch and coordination of all Fire
Rescue Services' resources responding to an incident shall be in accordance with the Monroe
County Public Safety Division Dispatch Protocol. The DISTRICT shall ensure that copies of
the current Dispatch Protocols are provided to the CORPORATION, and shall schedule and
conduct meetings when necessary to revise them to improve the efficiency and effectiveness of
the response system.
22. PROCUREMENT
The CORPORATION shall procure goods and services, for which the DISTRICT is
financially responsible, in accordance with current Procurement Policies for Monroe County .
The CORPORATION may orally request a purchase order through the Fire Rescue
Coordinator's office for such supplies, equipment, and/or services required to provide Fire
Rescue Services and for which the DISTRICT has allocated ftmds in the current budget.
However, a "Request to Purchase" form shall be completed and forwarded to the Fire Rescue
Coordinator's Office for purchases exceeding $500. The Fire Rescue Coordinator's Office shall
act on the request to purchase in a timely manner. The procurement of goods and services
occurring after normal business hours or during weekends by the CORPORATION shall be
limited to only those emergency situations in which case such procurement was necessary in
order to avoid interruption of services or to maintain current service levels during such period,
with notification of said obligation to the Fire Rescue Coordinator's Office the next business
day.
23. PAYMENT
Reimbursement requests will be submitted monthly to the DISTRICT through the Fire
Rescue Coordinator's Office, in accordance with ATTACHMENT "G", Reimbursement
Procedures. Reimbursable expenses will be reviewed for appropriateness by the County Clerk's
Finance Department and processed accordingly. Evidence of payment by the CORPORATION
shall be in the form of a letter, summarizing the expenses, with supporting documentation
attached. The letter should contain a certification statement as well as a Corporate official's
signature. An example of a reimbursement request cover letter is included as ATTACHMENT
"a". .
After the Clerk of the Board examines and approves the request for reimbursement, the
DISTRICT shall reimburse the CORPORATION. However, the total of said reimbursable
expense payments in the aggregate sum shall not exceed the total budgeted allocation during the
term of this agreement.
24. DISTRICT BUDGET
The DISTRICT budget, as adopted, provides ftmding for personal, operating and capital
expenses necessary or incidental to the provision of the Fire Rescue Services contemplated
within this AGREEMENT. The Monroe County Fire Rescue Coordinator's Office, on behalf of
the DISTRICT, shall be responsible for managing these ftmds. Monroe County's performance
and obligation to pay under this contract. is contingent upon an annual appropriation by
the BOCC.
25. TRIAL BALANCES
The DISTRICT shall provide a trial balance report to the CORPORATION each month,
to apprise the CORPORATION of budgeted appropriations and the status of expenditures. Other
financial reports will be provided upon request.
26. BUDGET REQUEST
Upon request of the DISTRICT, the CORPORATION shall submit a proposed budget
appropriations request, by line item account, for the forthcoming fiscal year. When deemed
necessary, based on statistical analysis of usage, mileage, serviceability, and/or level of service,
the DISTRICT shall consider a budget appropriations request for refurbishment, replacement, or
purchase of additional vehicles. In such cases, the CORPORATION shall prepare and submit
minimum vehicle and associated and related equipment requirements to the DISTRICT for
review and concurrence. The DISTRICT shall then prepare specifications and procure the
vehicles in accordance with its procurement policies and procedures. The CORPORATION
shall be involved in monitoring all phases of refurbishing or purchasing of vehicles to be used by
the CORPORATION.
J
27. ANNUALAUDITREPORT
The CORPORATION shall present a copy of its annual audit report, prepared .by a
certified public accountant licensed to do business in the State of Florida, to the DISTRICT. The
report shall be presented to the DISTRICT within thirty (30) days of its receipt by the
CORPORATION. The CORPORATION shall comply with this requirement for each audit year
concurrent in whole or in part with the term of this AGREEMENT. The cost of such audit shall
be a cost, charge, or expenditure of the CORPORATION for which the DISTRICT, upon receipt
of proper invoices and other applicable documentation, shall reimburse the CORPORATION in a
sum not to exceed the budgeted allocation for same.
28. INDEMNIFICATION
The CORPORATION to the fullest extent permitted by law, shall indemnify and forever
hold harmless the DISTRICT and Monroe County, their officers, agents, and employees, from all
claims of any sort whatsoever that may arise from negligence, acts, or omissions of the paid-part
time and/or full-time employees of the CORPORATION, not related to the provision of Fire
Rescue Services and/or related administrative services.
29. NOTICES
The DISTRICT shall give proper notice to the CORPORATION at any time during the
term of this agreement if the CORPORATION defaults under any provisions specified herein, or
violates any standard specified in the AGREEMENT, or violates any other law, regulation or
standard applicable to furnishing of Fire Rescue Services in Monroe County. In such event, the
County Administrator or designee' shall furnish the CORPORATION written notice of any such
default or violation and the CORPORATION shall have thirty (30) days from receipt of said
notice to correct or remedy such default or violation. If such violation is not corrected or such
default is not remedied within said thirty (30) day period, or is of such nature that it can not be
corrected or remedied, this AGREEMENT shall be considered terminated.
Any notice required or permitted to be given hereinafter shall be deemed properly given
at the time it is personally delivered or mailed, properly addressed and postmarked to the
respective address specified below or to such other addresses as may be specified in writing.
To the DISTRICT:
Office of the County Administrator
Public Service Building, Wing II
5825 College Rd. West
Key West, FI 33040
To the CORPORATION:
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30. INVALIDITY
If any section, subsection, sentence, clause, or provision of this AGREEMENT is held
invalid, the remainder of this AGREEMENT shall not be affected by such invalidity.
IN WITNESS WHEREOF, the parties hereto have caused this AGREEMENT to be
executed the day and year first above written.
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Attest: Danny 1.. Kolhage, Clerk
BOARD OF GOVERNORS OF THE
LOWER AND MIDDLE KEYS FIRE
AND AMBULANCE DISTRICT,
MONROE COUNTY, FLORIDA
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Big Coppitt Volunteer Fire Department, Inc.
(CORPORATE SEAL)
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President
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