Item C14DISPOSITION:
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: April 16, 2003 Division: Community Services
Bulk Item: Yes X No _ Department: Library Services
AGENDA ITEM WORDING:
Approval of revised Service Agreement between Monroe County and Florida
International University and authorization for Mayor's signature.
ITEM BACKGROUND:
Monroe 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 Florida
International University for cataloging services. A Service Agreement was approved by BOCC
10/16/02. Revisions to Service Agreement are per County Attorney's Office, Clerk of the Courts
and Risk Manager.
PREVIOUS RELEVANT BOCC ACTION:
Approval of grant application 02/13/02, approval of grant agreement 09/18/02, approval of
service agreement 10/16/02. Approval of 1997, 1998, and 2000 LSTA grant applications, contract
agreements and resolutions.
CONTRACT/AGREEMENT CHANGES:
¶1—"attached" changed to "incorporated herein by reference"
¶4—additional indemnification and hold harmless language
¶5—"three (3) years" changed to "five (5) years"
¶6—agreement termination language edited
STAFF RECOMMENDATIONS:
Approval
TOTAL COST: $32,000 BUDGETED: Yes X No _
COST TO COUNTY: S21,157 in -kind salary contribution SOURCE OF FUNDS: ad valorem
REVENUE PRODUCING: Yes —No X AMOUNT PER MONTH Year
APPROVED BY: County Atty ��t� OMB/Purchasing-'T\� Risk ManagQment
r .
DIVISION DIRECTOR APPROVAL:
i' James E. Malloch
DOCUMENTATION: Included X To Follow Not Required
AGENDA ITEM #
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract with: Florida International Contract # FIU
University Effective Date: October 16, 2002
Expiration Date: 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 FIU for cataloging services. FIU has hired, trained, and is
supervising a cataloger to index the Library's digitized images according to national archival
standards.
Contract Manager: Anne Layton Rice 3594 Library Services, Stop #6
(Name) (Ext.) (Department/Stop #)
for BOCC meeting on Aril 16, 2003 Agenda Deadline: 04/02/03
CONTRACT COSTS
Total Dollar Value of Contract: $32,000 Current Year Portion: $ $32,000
Budgeted? Yes® No ❑ Account Codes: -
Grant: $ $53,992
County Match: $ $21,157 -
Grant partners' match $23,321 -
ADDITIONAL COSTS
Estimated Ongoing Costs: $0 /yr For:
(Not included in dollar value above) (e . maintenance, utilities, janitorial, salaries, etc.)
CONTRACT REVIEW
Changes
D e I
Division Director 2,
Needed
Yes❑ Noh
Risk Management I /G�
Yes❑ NoO'--
O.M.B./Purchasing Lq I J
Yes❑ No2--'
CountyAttorney 3 t ,'--).S' ( f; 3
Yes❑ No[
Comments:
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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 hg 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'/3 local match. This amount is being satisfied by in -kind salary
of library staff and by in -kind and cash contributions by grant partners, Historic Florida
Keys Foundation (HFEU), Florida International University (FIU), 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, FIU to catalog and index the digitized images. Grant
funding of $32,000 has been awarded for FIU to hire and train cataloger according
to national archival standards.
➢ Collaborate with grant partner, FCL.A to load, store and navigate digital images using
bibliographic search software. They will also provide long-term archival storage of
images.
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—Official award notice and grant agreement received from State Librarv.
09/18/02—BOCC approval of grant agreement
10/01/02—Grant project commenced
10/16/02—BOCC approval of original Service Agreement
REVISED 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 The Florida International University Board of Trustees (hereinafter referred
to as "FIU"); -
WHEREAS, the County entered into an agreement with FIU October 16, 2002; and
WHEREAS, it is necessary to revise certain record retention and insurance language;
NOW THEREFORE; in consideration of the mutual promises contained herein, the
parties agree that the Service Agreement entered into October 16, 2002, shall be revised to
read 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" (incorporated
herein by reference). Payment will be made only after FIU submits invoices and support
documentation acceptable to the County's Finance Department.
2. FIU also understands that the grant process through which this funding was
made available requires FIU to submit their payment requests as timely as possible and to
finalize all such requests before the end of the grant period. FIU agrees to submit by
September 20, 2003, all invoices and support documentation as required by the County's
Finance Department rules and policies. FIU shall not be reimbursed nor will FIU's vendors
be paid directly for any invoices received by the County after September 30, 2003.
3. FIU 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. To the extent and the limits set forth in §768.28, Florida Statutes, FIU
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. The parties to this agreement stipulate that each is a state governmental agency as
defined by Florida Statutes and represents to the other that it has purchased suitable Public
Liability, Vehicle Liability, and Workers' Compensation insurance, or is self -insured, in
amounts adequate to respond to any and all claims within the limitations of Florida Statute
768.28 and 440, arising out of the activities governed by this agreement. Each party shall be
responsible for any acts of negligence on the part of its employees, agents, contractors, and
subcontractors and shall defend, indemnify and hold the other party harmless from all claims
arising out of such actions.
5. FIU shall maintain records pursuant to generally accepted accounting
principles for five (5) 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, with or without cause, upon providing
written notice to FIU at least seven (7) days prior to the effective date of the termination.
No new tasks shall be commenced after receipt of notice of termination. County shall pay
FIU for the work performed as of the time of termination.
7. FIU is an independent contractor and shall disclose any potential conflicts of
interest as defined by Florida Statutes, Chapter 112 and Monroe County Code, Article XXI.
8. FIU 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 . 2003.
(SEAL) Board of County Commissioners
Attest: Danny L. Kolhage, Clerk of Monroe County
Deputy Clerk
(SEAL)
Attest:
By.
Secretary
OR
Witness
Mayor
Florida International University