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Item C19 REVISED BOARD OF COUNTY COMMISSIONERS AGENDA ITEM SUMMARY Meeting Date: June 18, 2003 Division: Management Services Bulk Item: Y es ~ No Department: Technical Services AGENDA ITEM WORDING: Approval to waive purchasing policy and approval of a 1 year extension for a Special Service Arrangement with BellSouth Communications Systems for a Dedicated Technician. ITEM BACKGROUND: On April 16, 2003, the Board of County Commissioners requested this contract go out to Bid. Technical Services is in the process of going out to Bid and we are asking the Board for a 1 year extension of this contract and order for us to complete the Bid Process. Waiving of Purchasing Policy is required to extend length of Contract to allow time to inventory all equipment, prepare itemization of all services needed and prepare specification for bid process. Without extending contract, we incur increased costs. PREVIOUS RELEVANT BOCC ACTION: Contract approved on March 15, 2000, for 1 year, 2 year contract extension renewal approved on April 19, 2000. On April 16, 2003, the Board of County Commissioners voted for this to go out to Bid. CONTRACT/AGREEMENT CHANGES: None ST AFF RECOMMENDATIONS: Approval TOTAL COST: $163,200.00 BUDGETED: Yes ~ No COST TO COUNTY: $163,200.00 SOURCE OF FUNDS: Ad Valorem AMOUNT PER MONTH $---------- REVENUE PRODUCING: Yes Year $----- No x APPROVED BY: County Atty _ OMB/Purchasing _ Risk Management_ DEPARTMENT DIRECTOR APPROVAL: c-/~ / 52J !;:;~tt Todd 'ckson DIVISION DIRECTOR APPROVAL: :Pz~ DOCUMENTATION: Included x Sheila Barker To Follow Not Required_ DISPOSITION: AGENDA ITEM # C-19 REVISED SUMMARY SHEET BOARD OF COUNTY COMMISSIONERS AGENDA ITEM SUMMARY Meeting Date: June 18, 2003 Division: Management Services Bulk Item: Yes x No Department: Technical Services AGENDA ITEM WORDING: Approval of a 1 year extension for a Special Service Arrangement with BellSouth Communication Systems for a Dedicated Technician. This requires Waiving of Purchasing Policy to extend length of Contract to allow time to inventory all equipment, prepare itemization of all services needed and prepare specification for Bid process. Without extending contract, we incur increased costs. ITEM BACKGROUND: On April 16, 2003, the Board of County Commissioners requested this contract go out to Bid. Technical Services is in the process of going out to Bid and we are asking the Board for a 1 year extension of this contract and order for us to complete the Bid Process. PREVIOUS RELEVANT BOCC ACTION: Contract approved on March 15,2000, for 1 year, 2 year contract extension renewal approved on April 19,2000. On April 16,2003 the Board of County Commissioners voted for this to go out to Bid. CONTRACT/AGREEMENT CHANGES: None STAFF RECOMMENDATIONS: Approval TOTAL COST: $163,200.00 BUDGETED: Yes ~ No COST TO COUNTY: $163,200.00 SOURCE OF FUNDS: Ad Valorem REVENUE PRODUCING: Yes Year $----------- No x AMOUNT PER MONTH $---------- APPROVED BY: County Atty _ OMB/Purchasing _ Risk Management _ DEPARTMENT DIRECTOR APPROVAL: ~ ~ ~. dd Eric son ./1 DIVISION DIRECTOR APPROVAL: / ~ ~ 6(7 ~ j t1,A, ) ella arker DOCUMENTATION: Included X To Follow Not Required AGENDA ITEM #~ // DISPOSITION: Revised 1/03 MONROE COUNTY BOARD OF COUNTY COMMISSIONERS CONTRACT SUMMARY Contract with: BellSouth Contract # Effective Date: March 15,2003 Expiration Date: March 15,2004 Contract Purpose/Description: Full Time Dedicated Technician Contract Manager: Lisa Druckemiller 5100 Technical Services (Name) (Ext. ) (Department/Stop #) for BOCC meeting on June 18,2003 Agenda Deadline: June 3,2003 CONTRACT COSTS Total Dollar Value of Contract: $ 163,200.00 Budgeted? YeslZl No 0 Account Codes: Grant: $ County Match: $ Current Year Portion: $ 001-06002-530-460- 95,200.00 ADDITIONAL COSTS Estimated Ongoing Costs: $163,200.00/yr For: Maintenance (Not included in dollar value above) (eg. maintenance, utilities, janitorial, salaries, etc.) CONTRACT REVIEW ~ Date Out County Attorney OMB Form Revised 2/27/01 MCP #2 SCHEDULE FOR PURCHASE OF Dedicated Maintenance Technician @) BELLSOUTH@ BellSouth Communication Systems, LLC Customer: Monroe County eustomer Number: 37116 Location Number: 51 Agreement Number: CPE50416 JnslalIatim~ 1200 Truman Avenue Order Number: 51614439 City: KeyWest State: FL Zip: 33040 Total Price: $163,200.00 (Excluding taxes) Tam: 12 Months Customer Reference Number: (For Information Purpo~es Only) eustomer hereby purchases Dedicated Technician Services, as set forth in detail below, from BeUSouth Communication Systems, LLC ("BeUSouth") under and pursuant to, and this Order modifies and supplements, for purposes of Dedicated Technician services only, the Master Agreement For Equipment Purchase And/Or Maintenance Service between BellSouth and Customer ("Agreement"). This Order shall become effective as of the last signature date set forth below. Except as specifically stated below, all terms and conditions of the Agreement remain in full force and effect. BellSouth and Customer hereby agree as follows: Customer orders, and by acceptance of this Order BellSouth agrees to provide, Dedicated Technician services consisting of the following components at the net prices indicated below: Terms and Provisions BellSouth agrees to provide Dedicated Technician Services to Customer as stated in the above referenced Order, per the following terms and conditions: I.BellSouth will provide Dedicated Technician(s), as stated in the above referenced Order, to work on the Customer's site(s). BellSouth and Customer agree that the duties of the Dedicated Technician(s) shall be primarily to provide the system Warranty/Maintenance work and secondarily, with time permitting, to provide incidental labor for moves, adds and changes. 2.Dedicated Technician(s) will be on Customer site(s) (8) hours per day, five (5) days a week fifty (50) weeks per year, during the hours of8:00 A.M. and 5:00 PM, Monday through Friday excluding holidays observed by BellSouth. 3.BellSouth's Dedicated Technician(s) can perform routine adds, moves, changes, and rearrangements (installation work defined as installation work up to this "wired-for" system size (shelf in place)) which does not require engineering consideration. Parts for rearrangements, changes or moves of telecommunications Equipment are not included. Work which requires engineering consideration, issuance of Sales/Service Orders, or work outside of the normal scheduled work hours will be performed by BellSouth and billed to Customer at BellSouth's then current published rate for such work. 4.Customer must maintain an inventory of typical Equipment, on Customer's premises, necessary to perform the above mentioned work as part of the Dedicated Technician service plan. Customer must replenish this inventory as needed. 5.BellSouth will provide Maintenance Service, as stated in the Agreement, for all components that comprise Customer's telecommunications system(s) located at the site(s) as listed in the above referenced Order. Equipment purchased from BellSouth and installed at the site(s) will be covered during the warranty as stated in the Agreement. After the expiration of the warranty, the labor to maintain the Equipment will be provided by the Dedicated Technician(s) with all parts billable at BellSouth's then current rates. 6.BellSouth will insure that the Dedicated Technician is reasonably trained and qualified to make repairs to systems listed in the above referenced Order or provided by BellSouth at the covered site(s) during the term of the Order. 7.For products, equipment and/or tasks not typically supplied by BellSouth, BellSouth may, upon Customer request, agree to maintain the same under the following conditions: a, Customer agrees to provide pertinent test equipment and tools, and bear all expenses for the training of the Dedicated Technician(s) on equipment or tasks, including but not limited to, manufacturer training, travel, food, lodging and replacement of Dedicated Technician(s) during the training period. b. Customer agrees to provide all replacement parts and other required materials. c. Customer agrees to bear the cost of any manufacturer technical support. 8.Any additional work performed by BellSouth beyond the scope of this Order, will be at BellSouth's then current rates for labor and materials. 9.The Customer shall not employ, or attempt to employ, any of Bell South's current or former employees with whom Customer has direct contact in connection with the performance of this Order. Customer shall comply with these conditions through the term of this Order or any renewal thereof and for 12 months thereafter. 10. Monroe County's performance and obligation to pay under this Agreement is contingent upon an annual appropriation by the BOCC. PRICING Dedicated Technician Labor Number of Technicians Unit Price 1 $123,999.96 Total Price for Technician Labor $123,999.96 Dedicated Technician Vehicle Number of Vehicles Unit Price 1 $6,600.00 Total Price for Vehicles $6,600.00 Dedicated Technician - Ports Number of Ports 3,500 Total Price for Ports $42,000.00 Dedicated Technician-Peripherals Total Price for Peripherals $19,102.56 Dedicated Technician-Lightning Total Price for Lightning $63,000.00 Total Price (Labor, Vehicle, Ports, Parts, Lightning) $198,002.52 Total Price Discounted $163,200.00 (Labor, Vehicle, Ports, Parts, Lightning) Pursuant to the terms and conditions of the Agreement referenced above, Customer agrees to purchase and BellSouth Communication Systems, LLC agrees to rovide Services described in this Order. This Order shall automatically incOIporate therein all the terms and conditions of the Agreement, and any and all terms and onditions on any Customer order forms, purchase orders, or other Customer documents shall be deemed deleted. In Witness Whereof, the parties have executed this Order by their duly authorized representative, in multiple countetparts, each of which shall be deemed an riginal. eUSTOMER By BellSouth eommunication Systems, LLC By BellSouth Business Systems, Inc. By Authorized Signature Date Authorized Signature Date Name (Type or Print) Title Name (Type or Print) Title z:\legaI2\wwb\forms\Dedicated StaffEq Schedule rev 02.20.01.c1ean.doc customer locations 5/21/03 037116-001 Monroe Cty Tax Coli ,<. 101 0 . FL 037116-002 Monroe Cty Property Appr. ~ 88 1/2 i ~ 037116-003 Monroe Cty BOCC Whitehead St FI 037116-006 Monroe Cty BOCC 88800 Overse FI 037116-008 Monroe Cty BOCC 3583 S. Roosevelt Blv KW FI 037116-009 Marathon Airport 9000 Overseas Hwy Marathon FI 037116-010 Monroe Cty BOCC 3583 S.Roosevelt blv KW FI 037116-012 Monroe Cty BOCC 490 63rd Street Ocea Marathon FI 037116-013 Monroe Cty BOCC 186 Key Height Dr. Tavenier FI 037116-014 Monroe Cty Library 700 Fleming St. KW FI 037116-015 Monroe Cty BOCC 3103 Overseas Hwy Marathon FI 037116-016 Monroe Cty BOCC 513 Whitehead St. KW FI 037116-018 Monroe Cty BOCC 323 Fleming St. KW FI 037116-019 Monroe Cty-Public Works 103 Key Height Dr. Tavernier FI 037116-021 Monroe Cty BOCC 2798 Over~eas Hwy Marathon FI 037116-023 Enroe Cty BOCC iiiehead 51. kw FL -. 037116-024 nroe Cty Fire Dept Oveseas Hwy Key Largo FI 037116-025 V1onroe Cty BOCC 501 W. College Rd. SI FI 037116-026 V1onroe Cty Judicial 3117 Overseas Hwy Marathon FI 037116-027 V1onroe County State Atty 12805 Overseas Hwy Marathon FI 037116-028 V1onroe Cty Animal Control 15205 College Rd SI FI 037116-030 Monroe Cyt Tax Collector i Overseas Hwy Marathon FI 037116-031 Marathon Airport o Overseas Hwy Marathon FI 037116-032 Monroe Cty Library - Bayside FI 037116-033 Monroe Cty Li brary Tradewinds Sho Largo FI 037116-034 Monroe Cty Library 13251 Overseas Hwy Marathon FI 037116-036 Monroe Cty Animal Shelter 105951 Overseas Hw Key Largo FI 037116-037 Monroe Cty Animal Contorl 105951 Overseas Hw Key Largo FI 037116-038 oe Cty Public Defender 89240 Overseas Hwy Tavenier FI 037116-039 Monroe Cty Public Works 10600 Aviation Blvd Marathon FI 037116-040 Monroe Cty Animal Contorl ~600 Aviation Blvd Marathon FI 037116-041 Monroe Cty Big Pine Library 701 Key Deer Blvd Marathon FI 037116-042 Monroe Cty Facility Maint 3583 S. Roosev~~ FI 037116-043 Monroe Cty/lnternal Audit 03 Overseas H ra FI 037116-045 ...ong Key Transfer 68 Long Key ~g Key FI 037116-046 Cudjoe Key Transfer 21.5 Blimp Rd djoe Key FI 037116-047 Tax Collector 8700 Overseas Hwy Plantation Key FI 037116-049 K.W Garage/Facility Maint 3583 S.Roosevelt Blv KW FI 037116-050 Guardian Ad Litem 11503 Kennedy Dr. KW .-- FI 037116-051 Monroe County BOCC 1200 Truman Ave KW FI 037116-052 Monroe County Garage 87831 O/S Hwy Plantation Key FI 037116-053 missioner Nuegent 25 Shipway Marathon FI 037116-054 unty Public Defen~ 4695 Overseas Hwy Marathon 1=1 037116-056 BOCC Nelso 037116-057 nroe Cty Court Admin 1315 Whitehead St. KW FI 037116-058 -- onroe Cty BOCC 1100 Simonton St KW FI Page 1 customer locations 5/21/03 104991-001 104992-001 104996-001 105186-001 onroe Cty Airport onroe Cty En ineering onroe Cty Bayshore Manor onroe County Library 3 5.Roosevelt Blv KW 600 Aviation Blvd Marathon 200 College Rd Kw 00 Fleming 5t K.W Page 3 CERTIFICATE NUMBER A TL-000805308-03 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER OTHER TH'J'N THOSE PROVIDED IN THE POLICY. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES DESCRIBED HEREIN. COMPANIES AFFORDING COVERAGE PRODUCER MARSH USA, INC. ATTN: ANGELA D. WILLIAMS PH: 404/995-2762/FAX: 404/760-5638 3475 PIEDMONT ROAD SU ITE 1200 ATLANTA, GA 30305 01548--CAS- INSURED COMPANY B COMPANY A ACE AMERICAN INSURANCE COMPANY BELLSOUTH CORPORATION INCL. BELLSOUTH BUSINESS SYSTEMS 1155 PEACHTREE STREET ROOM 15A01 ATLANTA, GA 30309-3610 COMPANY C COMPANY D THIS IS TO CERTIFY THAT POLICIES OF DESCRIBED HEREIN HAVE BEEN ISSUED TO THE INSURED NAMED HEREIN FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT. TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THE CERTIFICATE MAY BE ISSUED OR MAY PERTAIN. THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, CONDITIONS AND EXCLUSIONS OF SUCH POLICIES. AGGREGATE LIMITS SHOINN MAY HAVE BEEN REDUCED BY PAID CLAIMS. COT LTR TYPE OF INSURANCE POLICY NUMBER POLICY EFFECTIVE POLICY EXPIRATION DATE (MM/DDIYY) DATE (MM/DDIYY) A GENERAL LIABILITY HDOG21739480 X l COMMERCIAL GENERAL LIABILITY Q CLAIMS MADE ~ OCCUR --j OINNER'S & CONTRACTOR'S PROT A AUTOMOBILE LIABILITY ISAH0793435A X ANY AUTO ALL OINNED AUTOS SCHEDULED AUTOS HIRED AUTOS NON-OINNED AUTOS GARAGE LIABILITY ANY AUTO EXCESS LIABILITY l UMBRELLA FORM OTHER THAN UMBRELLA FORM A WORKERS COMPENSATION AND WLRC43515640 EMPLOYERS' LIABILITY THE PROPRIETORI INCL PARTNERSIEXECUTIVE OFFICERS ARE: EXCL TH R 04/01/03 12/01/03 04/01/03 12/01/03 04/01/03 12/01/03 LIMITS GENERAL AGGREGATE $ 3,000,000 PRODUCTS-COM~OPAGG $ 1,000,000 PERSONAL & ADV INJURY $ 1,000,000 EACH OCCURRENCE $ 1,000,000 FIRE DAMAGE (Anyone fire) $ 1,000,000 MED EXP (An one on) $ N/A COMBINED SINGLE LIMIT $ 2,000,000 BODILY INJURY $ (Per person) BODILY INJURY $ (Per accident) PROPERTY DAMAGE $ AUTO ONLY - EA ACCIDENT $ OTHER THAN AUTO ONLY: EACH ACCIDENT $ AGGREGATE $ EACH OCCURRENCE $ AGGREGATE $ $ X EL DISEASE-POLICY LIMIT EL DISEASE-EACH EMPLOYEE DESCRIPTION OF OPERATIONS/LOCATIONSNEHICLES/SPECIAL ITEMS THE MONROE COUNTY BOARD OF COUNTY COMMISSIONERS IS INCLUDED AS ADDITIONAL INSURED FOR LIABILITY COVERED BY THE POLICY BUT ONLY WITH RESPECT TO THE NAMED INSURED'S OPERATIONS, WORK, OR FACILITIES OWNED OR USED BY THE NAMED INSURED AS REQUIRED BY WRITTEN CONTRACT. THE MONROE COUNTY BOARD OF COUNTY COMMISSIONERS ATTN: LISA DRUCKEMILLER 1200 TRUMAN AVENUE KEY WEST, FL 33040 SHOULD ANY OF THE POUCIES OESCRIBEO HEREIN BE CANCELLED BEFORE THE EXPIRATION OATE THEREOF. THE INSURER AFFOROING COVERAGE WILL ENDEAVOR TO MAIL ----.3Q OAYS WRITTEN NOTICE TO THE CERTIFICATE HOLDER NAMEO HEREIN. BUT FAILURE TO MAIL SUCH NOTICE SHALL IMPOSE NO OBLIGATION OR LIABiliTY OF ANY KINO UPON THE INSURER AFFORDING COVERAGE. ITS AGENTS OR REPRESENTATIVES, OR THE ISSUER OF THIS CERTIFICATE. MARSH USA INC. BY, Walter Gilstrap V~4~ SWORN STATEMENT UNDER ORDINANCE NO. 10-1990 MONROE COUNTY, FLORIDA ETIllCS CLAUSE warrants that he/it has not employed, retained or otherwise had act on his/its behalf any former County officer or employee in violation of Section 2 of 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 this provision the County may, in its discretion, terminate this contract without liability and may also, in 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 County officer or employee. ( signature) Date: STATE OF COUNTY OF PERSONALLY APPEARED BEFORE ME, the undersigned authority, who, after first being sworn by me, affixed his/her signature (name of individual signing) in the space provided above on this day of ,20_ NOTARY PUBLIC My commission expires: PUBLIC ENTITY CRIME STATEMENT "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 of36 months from the date of being placed on the convicted vendor list."