Item C32
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: October 16, 2002
Bulk Item: Yes rg] No D
Division: Community Services
Department: Library Services
AGENDA ITEM WORDING: Approval to accept and execute service agreement between
Monroe County and Florida International University.
ITEM BACKGROUND: Monroe County has received Library Service and Technology Act
grant funding from the Florida Department of State, Division of Library and Information
Services, which specifies that grant monies will be provided to FlU for cataloging
services.
PREVIOUS RELEVANT BOCC ACTION: Approval of grant agreement 09/18/02,
approval of grant application 02/13/02. Approval of 1997,1998, and 2000 lSTA grant
applications, contract agreements and resolutions.
CONTRACT/AGREEMENT CHANGES: n/a
STAFF RECOMMENDATION: Approval
TOTAL COST: $32,000
BUDGETED: Yes rg] No D
COST TO COUNTY: $21,157 in-kind match for grant project.
REVENUE PRODUCING: Yes D No rg] AMOUNT PER MONTH
YEAR
APPROVED BY: COUNTY ATTY ~B/P EMENT D
(
DIVISION DIRECTOR APPROVAL:
DOCUMENTATION: INCLUDED: rg] T FOllOW: D NOT REQUIRED: D
DISPOSITION:
AGENDA ITEM #: C..c?~
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract with:
Florida International
University
Contract # FlU
Effective Date:
Expiration Date:
Upon execution
September 30,2003
Contract Purpose/Description:
Monroe County has received Library Service and Technology Act grant funding from the
Florida Department of State, Division of Library and Information Services, which specifies that
grant monies will be provided to FlU for cataloging services. FlU will hire, train and supervise
a cataloger to index the Library's digitized images according to national archival standards.
Contract Manager: Anne Layton Rice
(Name)
3594
(Ext. )
Library Services, Stop #6
(Department/Stop #)
for BOCC meeting on
October 16, 2002
Agenda Deadline: 10/02/02
CONTRACT COSTS
Total Dollar Value of Contract: $32,000 Current Year Portion: $
Budgeted? Yes~ No D Account Codes: _ _- -_-
Grant: $ $53,992 A::){S:-(cy9(B 1- ~,jPdJIO--
County Match: $ $21,157 _-_-_-_-
Grant partners' match $23,321 _ _
Estimated Ongoing Costs: $Qjyr
Not included in dollar value above)
ADDITIONAL COSTS
For:
e . maintenance, utilities, . anitorial, salaries, etc.)
CONTRACT REVIEW
Changes
Date In Needed
Division Director i C,C f-c'2- YesD No
Risk Management (t:. ;j.li C.)-*sD Noc:r
:~:~:/:~::::ymg~tl::::~ ::~ ~
Date Out
. I -L~2-
Comments:
OMB Form Revised 2/27/01 Mep #2
Monroe County Public Libraries
Library Services and Technology Grant 2002-2003
Informational Overview
Grant funding is provided by congressional act to the Institute of Museum and Library
Services. In Florida, these funds are distributed through competitive grant applications
administered by the Department of State, Library Division. Special emphasis is placed on
projects that utilize technology to bring information to people in innovative and effective
ways, and to assure that library service is accessible to all. Monroe County has been awarded
$53,992 for our project, "Milemarkers: Linking Keys' History."
Grant applications require a 113 local match. This amount will be satisfied by in-kind salary of
library staff and by in-kind and cash contributions by grant partners, Historic Florida Keys
Foundation (HFKF), Florida International University (FlU), and the Florida Center for
Library Automation (FCLA), headquartered in Gainesville.
The action plan for the Monroe County Public Libraries' grant includes the following:
~ Purchase of scanning equipment, including workstations and image-editing software.
~ Collaborate with grant partner, HFKF for selection of photographs to be digitized.
~ Library staff will scan selected photographs (approximately 800 images) according to
national archival standards.
~ Selection of web designer for interactive virtual Overseas Scenic Highway nostalgia road-
trip. HFKF will host this site and provide text.
~ Collaborate with grant partner, FlU to catalog and index the digitized images. Grant
funding of $32,000 has been awarded for FlU to hire and train cataloger according to
national archival standards.
~ Collaborate with grant partner, FCLA to load, store and navigate digital images using
bibliographic search software. They will also provide long-term archival storage of
unages.
Below is a timeline of BOCC and State action regarding this grant:
02/13/02-BOCC approval to submit grant application.
03/15/02- Grant application submitted to State Library.
08/16/02-Qfficial award notice and grant agreement received from State Library.
09/18/02-BOCC approval of grant agreement.
SERVICE AGREEMENT
THIS AGREEMENT is made and entered into by and between the Board of
County Commissioners of Monroe County, Florida, (hereinafter referred to as the
"County") and Florida International University. (Hereinafter referred to as "FlU");
WHEREAS, the County has received grant funding from the Florida Department of
State, Division of Library and Information Services, which specifies that monies will be
provided to FlU for cataloging services;
THEREFORE; in consideration of the mutual promIses contained herein, the
parties agree as follows:
1. County shall pay a sum not to exceed $32,000.00 for cataloging services as
described in the grant application "Milemarkers: Linking Keys' History" (attached hereto).
Payment will be made only after FlU submits invoices and support documentation
acceptable to the County's Finance Department.
2. FlU also understands that the grant process through which this funding was
made available requires FlU to submit their payment requests as timely as possible and to
finalize all such requests before the end of the grant period. FlU agrees to submit by
September 20, 2003, all invoices and support documentation as required by the County's
Finance Department rules and policies. FlU shall not be reimbursed nor will FlU's vendors
be paid direcdy for any invoices received by the County after September 30, 2003.
3. FlU shall reimburse County for any audit exceptions identified by County
should the records be audited through the availability and access described in paragraph 5.
4. FlU covenants and agrees to indemnify and hold harmless 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 the services provided, or other activities and funding
associated with this agreement.
5. FlU shall maintain records pursuant to generally accepted accounting
principles for three (3) years after the grant period and shall permit County and its agents
and employees access to said records at reasonable times.
6. County may terminate this agreement without cause upon providing written
notice to FlU no less than sixty (60) days prior to the event and may terminate for breach
upon providing to FlU notice at least seven (7) days prior to the effective date of the
termInation.
7. FlU is an independent contractor and shall disclose any potential conflicts of
interest as defined by Florida Statutes, Chapter 112 and Monroe County Code, Article LXI.
8. FlU warrants that he/she/it has not employed, retained or otherwise had act
on his/her/its behalf any former County officer or employee in violation of Section 2 or
Ordinance No. 10-1990 or any County officer or employee in violation of Section 3 of
Ordinance No. 10-1990. For breach or violation of the provision the County may, at its
discretion terminate this contract without liability and may also, at its discretion, deduct from
the contract or purchase price, or otherwise recover, the full amount of any fee, commission,
percentage, gift, or consideration paid to the former or present County officer or employee.
9. 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, may not be awarded or perform work as a
contractor, supplier, subcontractor, or consultant under a contract with any public entity,
and may not transact business with any public entity in excess of the threshold amount
provided in Section 287.017, for CATEGORY TWO for a period of 36 months from the
date of being placed on the convicted vendor list.
IN WITNESS WHEREOF, each party has caused this Agreement to be executed by
its duly authorized representative, the day of . 2002.
(SEAL)
Attest: Danny L. Kolhage, Clerk
Board of County Commissioners
of Monroe County
Deputy Clerk
Mayor/ Chairman
(SEAL)
Attest:
Florida International University
By.
By:
Secretary
OR
Witness