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Item C05 BOARD OF COUNTY COMMISSIONERS AGENDA ITEM SUMMARY Meeting Date: November 20.2001 Division: Public VV orks Bulk Item: Yes X No Department: Facilities Maintenance AGENDA ITEM WORDING: Approval of Renewal Agreement with Barnes' Alarm Systems, Inc. for Alarm System Annual Certification, Maintenance, and Monitoring. ITEM BACKGROUND: On January 31, 2002, the current contract with Barnes' Alarm Systems, Inc, will expire. Article 3,04B of the original agreement dated January 19,2000 stipulates two one-year renewal options, This is the second and final option to renew. < 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. On December 13, 2000, the BOCC approved a Contract Renewal for an additional one-year period, and on October 17, 2001, the BOCC approved a Contract Amendment to include monitoring of the Telephone Emergency System on the Elevator (CJato Building) in an amount of $25.00 per month, CONTRACT/AGREEMENT CHANGES: Contract renewal commencing February 1, 2002 and terminating January 31, 2003, and increasing price by the CPI-U for the most recent 12 months available (2,6%)- STAFF RECOMMENDATIONS: Approval as stated above. COST TO COUNTY: Same BUDGETED: Yes -X- No Account #00120501-530-340 #10120505-530340 TOTAL COST: $10.919.10 Not to Exceed REVENUE PRODUCING: Yes No-LL AMOUNTPERMONTH_ Year APPROVED BY: County Atty -X- OMB/Purchasing ---X- Risk Management J_ ITEM PREPARED BY: VV. King, Acting Sr. Director, Lower Keys Operations DIVISION DIRECTOR APPROVAL: ~cY?-.... Cd 130101 Dent Pierce, Director of Public VVorks . DOCUMENTATION: Included X To Follow Not Required AGENDA ITEM # / -Cs- DISPosmON: MONROE COUNTY BOARD OF COUNTY COMMISSIONERS CONTRACTSUM:MARY Contract with: Barnes Alarm Systems, Contract # Effective Date: 02/01/02 Expiration Date: 01/31/03 Contract Purpose/Description: Renew contract for Alarm System Annual Certification, Maintenance, and Monitoring Contract Manager: Ann Mytnik 4549 Facilities Maint/Stop #4 (Name) (Ext.) (Department/Stop #) for BOCC meeting on 11/20/01 Agenda Deadline: 11/01/01 CONTRACT COSTS I Total Dollar Value of Contract: $ 10,919.10 Budgeted? Yes[8J No D Account Codes: CJrant: $ N/ A County Match: $ N/ A Current Year Portion: $ 7,279.40 001-20501-530-540- 101-20505-530-540- - - - ---- - - - ---- ADDITIONAL COSTS Estimated Ongoing Costs: $_/yr For: (Not included in dollar value above) (ee:. maintenance, utilities, janitorial, salaries, etc.) CONTRACT REVlEVV Changes Date Out Date In Needed /' /2. .....-~er "- Division Director to l:;ol 0 \ YesD NoD CY ~ [50'" ~ Risk Management t ~ \2.610 (y esO NO~ a ,Lj~ ~:P;"" O.M.B./Purchasing lo\dlll,OI YeSONoG1".~. County Attorney /D.?6 -0 I YesO NO~ ~ Comments: OMB Fonn Revised 2/27/01 MCP #2 RENEWAL AGREEMENT (Alarm System Annual Certification, Maintenance, and Monitoring) TInS Renewal is made and entered into this 20th day of November 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, as renewed on December 13,2000, as increased in price for alarm system wiring by $19,100,00, and as amended on October 17,2001, (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 second and final 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 (2.6%). 2, Article 3.02 THE CONTRACT SUM: The Owner shall pay to the Contractor for the faithful perfonnance 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 four hundred thirty-eight dollars and twenty-six cents ($9,438,26), 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-eight dollars and seventy-seven cents ($148.77). C-2. A. Labor - nonna! working hours of 8:00 am. to 5:00 p.m. Monday through Friday, excluding holidays - $58.41. ,Labor - overtime rate for hours other than the normal working hours as stated in Article 3.02C-2, \Dcluding holidays - $79.64 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 $10,919,10 per year. 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), 3, The tenn of the renewed agreement will conunence on February 1, 2002, and tenninate on January 31, 2003. :t 4, In all other respects, the original agreement between the parties dated January 19,2000, amended March 15, 2000, renewed on December 13, 2000, and amended on October 17, 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, INC. Witness By: Witness Title 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 ((Jato Building) on a per month in arrears basis in the amount of twenty-five dollars and no cents ($25.00). 2. In all other respects, the original agreement between the parties dated January 19, 2000 remains in full force and effect. IN VVITNESS VVHEREOF, the parties have hereunto set their hands and seal, the day and year first written above. (Seal) Attest: DANNY L. KOLHACJE, CLERK BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FLORIDA By: By: geputy Clerk BARNES' ALARM SYSTEMS, INC. VVitness By: VVitness Title <'), F~:;;' RENEWAL AGREEMENT 01;, (Alarm Sysiem Annual Ctificati~!,> Maintenance, and Monitoring) ,1 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, AI1icle 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 I Certification shall be nine thousand one hundred ninety-nine dollars and eight cents ($9,199.08). B ALARM SYSTEM CENTRAL ST A nON 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-l Materials and supplies and replacement pal1s 5shall be compensated as standard ~ institutional and gove~nmental 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. SlIch costs must be documented for each repair and/or maintenance job and included with all Applications for Payment Payment f()[" Alarm System Maintenance and Repair shall not exceed $ I 0,350.00 per year J Add to Article 3 02, C-3 to read as f()llows The removal and replacement of alarm system wiring at thc Plantation Key C:OUl1hollse, and Marathon Sub-Collrthouse, based on annual cel1ification and inspection, and as approved by the Monroe County HOCC at their Septcmber 20,2000 meeting, for a contractual increase 0[$19, ]0000 I of 2 '1.' 1 ne term of the rertJ,'..;:ed agreement will commence on Fe&~j,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:ONR, OECO,~UNTY'FLORI, DA _ . .. r~~ ;(J VJ~ IT 1_ :.~'- ,'-.... j!.--i'-~ BY:.-G -\::=-- () B 201'2 f': \,;UN1RACT AMENDMENT (t:t ot.. TIllS AMENDMENT, made and entered into this ~ day of ftAetJhooo, 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 paraJlraph to the contractor's bid; NOW THEREFORE IN CONSIDERATION of the mutual promises contained herein, the parties do agree as follows: J. Paragraph] 02C-) shall be reviscd to read as follows: Materials and supplies and rcplacemcnt parts shall be compensated at standard institutional and governmental discounts as offered by the manufacturer, but not Icss than 25% off list. Such costs must be documented with sales slip, invoices, or othcr acceptable proof of purchase. 2. All other provisions of said agreemcnt dated January 19, 2000, which are not in I conflict with the above shall remain in full force and effect. IN WITNESS WIffiREOF, the parties hereto have exccuted this amendment on the day and date MONROE COUNTY FLORIDA, BOARD OF COUNTY COMMISSIONERS BycS~-,-F~ Mayor/tlhainnan WI'- { l3ARNES ALARM S {' .~ '-.., y~- x~, ._(~) l3Y (" ;, ;~~/I' ',!/,i' \,iJ;J' "i. . SECTION Tff,REE CONTRACT '.,-. THIS AGREEMENT, made and entered into the 19th day of Janual\', 2000, by and between MONROE COUNTY, FLORIDA, party of the first part (hereinafter sometimes called the "Owner"), and BARNES ALARM SYSTEMS, INC. party of lhe second part (hereinafter some- times called the "Contractor") WITNESSED Thai the partIes hereto, for the consideration 11ereinafter set forth, mutually agree as follows 301 SCOPE OF THE WORK ) he Conll ael," shall provIde all labol. lools, and equIpment necessary 10 provIde Alarm System Annual CertIfIcatIon, Malnlenance. and Monitoring, In accordance wIth the PublIc Works Contract SpeCifications entitled attached hereto ~nd incorporated as part of this contract document Alarm System Annual Certification, Maintenance, and Monitoring Monroe County. Florida I The Contractor shall provide all required documentation pursuant to National Fire ProtectIon ASSOCIatIon Requirements, and shall be on call1wenty-four (24) hours per day, seven (7) days per week 3.02 THE CONTRACT SUM The Ownel shall pay to the Contractor tor the faithful per10rmance of Ihe Conlrac\, In l"wlul money of Ihe United States, as follows ." A ALAr~M SYSTEM ANNUAL CERTIFICATION Upon recelpf of Annual CertifIcatIon for each alarm syslem, paymenl will be made WIthIn SlXly (60) days aller recelpl of Ihe Contraclor's request for paymen\, Payment for Annual Certlflcallon shall be as slaled In the Contractor's bId as follows 12ght Thousan'Ll';19t]! Ul!Il,Qr~,g l;ig!lty Ei911.t Dollars and ?ero_ Cents ($M8[LOO) per year 8 ALAr~M SYSTEM CENTPAL STA TfON MONrTOPINC r he Counly shall pay In the Conlraclol fOI cenllal slallon monlloung 0' alalm sy';',,,,,,, on a IH'I n"HlIh In aneaes b;",re, on 01 hetore the 30lh day of 'he followln9 monlh In ""ch 01 I w<'! v.' (17) mon II" II lI" Con II a cl 01 sha II InVOIce 'he Co un I y mon I illy f 01 Ill( II '" "Hng '",. W";, perf aImed und." lile SpeClllcallans con laIne" hereIn The Canllacl "moun I shall 1)(> d., slaled In 1I1e Cnnll aclol's bId as follows On" Hund,,'d F ar1\, DOlla,,; and I"", '>nh (1; 1 /j() O()) PCI 1110/1111 (D c. .' ALARM SYSTEM MAINTENANCE AND RSPA/R €,,:., "",J" ,.~ .' 1. The actual manufacturer's Invoice cost of parts and materials plus 25%, used by the Contractor to fulffillhe 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 - nonnal 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 normal working hours as stated in Article 302C-2, including holidays - $L~LOQ per hour. SuCt1 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 responsibiiity 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 Own~r. 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 WOrkmansfiip 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 tile Conlractor's breach of this Contract and/or hiS failure to comply stnclly and in all things With 11115 Contract and wilh the SpeCifications 304 TERM OF CONTr-<ACT/RENEWAL . . A This contract shall be for a periOd of one (1 ) year. COIllIll e nci ng on F eb ruary ,1. 2 oog, and terminating on -L<!n!:J9rY~J_,_2Q9J 3-2 tl, ' ~he Owner shall have(",~ option to renew,this agreement a~;~r the first year, and each Succeeding year, for two addllional one year perieds 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 allached form identified as TCS 1, allached hereto and incorporated as part of this contract document 3 06 INDEPENDENT CONTRACTOR AI "" 1111"" and fa, all 1""1'0"" under Ihls agroomenl 1I1e Conlraclor 's an ,ndep"ndenl ronlr.1< :Inl and nol an enlplny"" 01 Ih" Iloal d of Counly CommISsioners for Monroe County No sI'".'n""" contained III "", a'l"""""nl shall be conslrucd so as to tlnd the contractor or any of hIS1I1'" employees, conl,aclo" selvanls, 01 agents to be employees of the' Board ot County Commissioners for Monroe County 301 ASSURANCE AGAINST DISCRIMINATION The Contractor shall not dlscrrmlnate against any pelson on the basis of race, creed, color, national origin, ~ex, age, or any other characteristic or aspect which is not jOb related, in its recruiting, hiring, promoting, terminating, or any olher area affecting employment under this agreement or with the proviSion of services or goods under this agreement 308 ASSIGNMENT/SUBCONTI'V.\,CT Tho Conlractor shall nol ass,'IO 01 subcontracl this agleement, except In wrrtlng and With Ill" 1'''01 w"lIen approval ollho Baa'd at County CommiSSioners for Monroe County, wllIch approval shall be Subject to Such con.J",ons and prov,sions as the Board may deem necessary ThiS aq,cr'mml shall be mcor[J(Ha'ed lJy relorence In'o any asslgnmen' or subContract and any ass.gn'", 01 sutt~ontractor shall Comply' Wllll all of Ihe Provisions of thiS agreement Unless expressly prOVided for Ihere.n, Such approval shall in no manner 01 event be deemed 10 Impose any obl/gal.on upon 'he Board 'n addition to 'he lolal agreed-upon prrce 01 the services/goods of lhe contractor 3 09 .COMPLlANCE WITH LAW In provld;ng all SOlvices/goods P"""ant to IhlS agrooment, tho contractOl sllall abide by all ,," 1I" I r", 0' dim nces, r" I eo, a II d "''1'' la 1100 ,; pc rt a II II IIg 10, 01 I egulating th e pr ov !Slon sol, Such ,,'" VI<" "', .ncludlllg Iho,><: II0W .n "11, 'ct alld he",,"aI10' adopted Any v.olal'on 01 sa,d slalules, 0' d,", H Icr"" II,Ir" "lid II 'q "I """ II " '" "JII <0115'" "Ie a In""'"al breach 01 1I11s aq, eemenl and sllall '" ",11" 11", 1l0'H d 10 I" m" "" I" 11"", CO" I. act, nlln.,,,,,, I el y upon del. ve, y 01 Willi en no lice 01 ,," n ""'" '"" 10 Ihe con" "cto. I I", (:011" "clo. shall posS'ess Plopel I ":r'n sr',; 10 p,:<1 """ work '" ;lU:OI,Llll((' With th('~s(' ~';[l('Cill<;;lll<)fI~, t11ll)tl~JI1()lI1 tl1<; 1<-1111 of tillS contlact :) ~3 :$,10 INSURANCE C"" ',e, . '1 ~I;i; €.".. }".,. 'I.I" Prior to execution of lhis agreement, the Contra~tor shall furnish the Owner Certificates Of Insurance indicating lhe minimum COverage limitations as indicaled by an "X" On the attached forms Idenlified as INSCKLST 1-5, as further detaiied on forms WC1, GL 1, VL 1, GIR1 & 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 Conlractual Services are partially reduced by the Board of Counly Commissioners or cannot be obtained or cannot be continued at level sufficient to allow for the purchase of the services/goods speCified herein. thiS agreemenl may then be terminated IInmedialely at the opllon of the Boald 01 County CommisSioners by wflHen nollce of fernWlat'on delivered III person or by mall [0 Ihl' Conll aclol The [J031 d 01 COI "11 Y COmmiSSioners sllall nol be obl'gated lop ay f 0< any"" v 'ce s pia Vide d by the con II a cl 0, a Her the Con Iractor has received wnHen notice of termination 3 12 f?ROFESSION/-\L 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 tenns and conditions set fortll 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 herelo and incorporated herein as a part of this contract/agreement. The Contraclor shall al all limes exercise independenl, professional jUdgmenl and shall assume profeSSIonal responslbdlly for Ihe services to be prOvided Continued fundlllg by the Board is contingent Upon relenlion of appropriate local. slale. and/or federal certificat,on and/or licensure of contractor 3 13 NOTICE r-\EOUII~F:MENT ~ Any notice requ,ied 01 permitted under Ihls agreemenl shall be in writing and hand delivered or ma,led. postage prepaid. 10 Ihe other party by cerlified mail, returned receipl requested, to the fOllOWing FOf~ COUNTY Monroe County PUblic Works Facilities Maintenance Dept 3583 S I~oosevelt 131vd Key W(?SI, r I T~0-10 FOR CONTRACTOr:~ Barnes Alarm Systems, Inc 5615 31d Avenue, 118 Key West, FL 330-10 lhe 01"",-1' w,1I b,' ,,,,,,,,,,,,,,,,, reco,ved hy " p.lIty Iw" (7) days al1e' 'Is "'''",'[l! hy 1I1e poSla[ at JII10flf II p) of 111(' LJ ~:; I (J/ cj(~liveIY 10 el!l}(;1 addr es~ III \I w; (-Jr1lcle J -1 3,14 ' CANCELLATION (.';:;' , , , , (It '.1" 1\) The County may cancel this COhtract fo,'cause with seven (7) days notice to the Contractor Cause shall constitute a breach of the obligations of the Contractor 10 perform tile services enumerated as the Contractor's obligations under this contract. ., '.. ..... 8) EllIler of the parties hereto may cancel this agreement without cause by giving Ihe other party sixty (60) days written notice of its intention to do so. 3 1S GOVERNING LAWS This Agreement is governed by the laws of the State of Florida Venue for any litigation ansing under thiS Agreement must be In Monroe County, Florida I N WIT NE SS WI <11<1 01 Ill<' 1>"11 "" Ileretn have <execut ed t hIS Agreement on the (j"y a n<l d~':'.I;;;~L~.b~e wllllerr '" tour ('1) counterpalis. each 01 whrch shall. wrthout proof 01 accountIng Jodh""'h~~ t'ountelparts be deemed an angInal Contract . td~;4..\;t~;1'-j \ :~fft~~~~9.~N}Wf.'~ KOLHAGE, Clerk ~,~". ,,~~~~?~~~:,~;)l By \ 7S1 .:;j- v~ MONROE COUNTY, FLORIDA cS~-F~ By Mayor! airman 8ARNESi/M ~~~TEMS. INC 8Y}~Y7~~~) Tltle_~ / c;Ji . WITNESS :) ~)