Item C17
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: September 17. 18. 2003
Division: Public Works
Bulk Item: Yes -X
No
Department: Facilities Maintenance
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AGENDA ITEM WORDING: Approval of a Contract Amendment with L & N Dependable
Janitorial Inc., to increase services due to the expansion of the Big Pine Key Library.
ITEM BACKGROUND: Beginning in August, 2003, the Big Pine Key Library utilized an additional
1200 square feet by expanding their space in the Big Pine Key Shopping Plaza with the adjacent space
previously occupied by the Artists in Paradise Gallery. Our janitorial contractor, L & N Dependable
Janitorial Inc., increased their price to cover the additional square footage. The price per square foot
remains the same.
PREVIOUS RELEVANT BOCC ACTION: On April 17, 2002, the BOCC approved to award bid
and enter into a contract with L & N Dependable Inc. for the janitorial services at the Big Pine Key
Library, and on February 19, 2003, the BOCC approved to renew the contract for an additional one
year period.
CONTRACT/AGREEMENT CHANGES: Contract for janitorial services for 3600 square, an
increase of 1200 square feet, and an increase in price from $301.79 per month to $452.69 per month.
STAFF RECOMMENDATIONS: Approval as stated above.
TOTAL COST: $5.432.28 per year
BUDGETED: Yes -X- No
COST TO COUNTY: Same
SOURCE OF FUNDS: Ad Valorem
REVENUE PRODUCING: Yes
No X
AMOUNTPERMONTH_ Year
APPROVED BY: County Atty X-
OMBlPurchasing ~ Risk Management _ X_
f1;i/ ~ 81zr/a:>
Dent Pierce, Director Public Works
DIVISION DIRECTOR APPROVAL:
DOCUMENTATION:
Included
X
To Follow
Not Required_
DISPosmON:
AGENDA ITEM # ~~
Revised 1/03
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CQNTRACTSUMMARY
Contract with: L&N Dependable Contract #
Effective Date: 08/01/03
Expiration Date: 04/30104
Contract Purpose/Description:
To add an additional 1200 square feet of SDace at the Big Pine Key Library to the
Janitorial Contract. Price ner foot remains the same for 3600 S.L as it did for 2400 S.L
Contract Manager: Ann Riger 4549 Facilities Maint/Stop #4
(Name) (Ext.) (Department/Stop #)
for BOCC meeting on 09/17/03 Agenda Deadline: 09/02/03
CONTRACT COSTS
Total Dollar Value of Contract: $ 5,432.28
Budgeted? Yesl2?J No D Account Codes:
Grant: $ NIA
County Match: $ NIA
Current Year Portion: $ 905.38
001-20501-530-~-3tfa
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ADDITIONAL COSTS
Estimated Ongoing Costs: $_/yr For:
ot included in dollar value above e . maintenance utilities 'anitori salaries etc.
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CONTRACT REVIEW
Changes
.,pate In Needed
Division Director 'bf"FilO"7 Y 080 NoD
RiskManagement ;/'9/0~ YesDNo~
O.M.B.lPurchasing81;P J~YesD NoW-
r
County Attomey8' - -Z'Z-03YesD No
Date Out
Comments:
OMB Form Revised 2/27/01 MCP #2
CONTRACT AMENDMENT
(Janitorial Services at the Big Pine Key Library)
TIllS Renewal is made and entered in this 17th day of September 2003, between the COUNTY
OF MONROE and L & N DEPENDABLE JANITORIAL, INC., in order to renew the
agreement dated April 17, 2002, and renewed on February 19, 2003, (copies which are
incorporated hereto by reference) as follows:
1. The contract price shall increase due to the addition of 1200 s.f of space that was added
for the Library's use. The price therefore shall increase from $301.79 per month to
$452.69 per month, and from $3,621.48 per year to $5,432.28 per year. The price per
square foot remains the same.
2. The effective date of the rate increase is August 1,2003.
3. In all other respects, the original agreement between the parties dated April 17, 2002
remains in full force and effect.
IN WITNESS WHEREOF, the parties have hereunto set their hands and seal, the day and year
ftrst written above.
(Seal)
Attest: DANNY L. KOLHAGE, CLERK
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
By:
Deputy Clerk
By:
Witness
L & N DEPENDABLE JANITORIAL, INC.
Witness
By:
Title
MONROE COUNTY ATTORNEY
TO FORM:
(c CONTRACT RENEWAL C
(Janitorial Services at the Big Pine Key Library)
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THIS Renewal is made and entered in this] 9th day of February 2003, between the COUNTY OF
MONROE and L & N DEPENDABLE JANITORIAL, INC., in order to renew the agreement
dated April 17,2002 (a COpy which is incorporated hereto by reference) as follows:
], In accordance to Article 1.05(8) of the original contract dated April 17, 2002, the owner
wishes to exercise the first of two options to renew the contract for an additional one year
period, The contract price shall be adjusted in accordance with the percentage change in
the Consumer Price Index for all urban consumers (Cpr-V) for the most recent twelve
months available.
2. The contract sum shall increase by 2.3%, from $295.00 per month to $301.79 per month,
and from $3,540.00 per year to $3,621.48 per year.
3. The renewed contract shall commence on May 1, 2003, and will terminate on April 30,
2004.
4. In all other respects, the original agreement between the parties dated April 17, 2002
remains in full force and effect.
IN ~TNES~ WHEREOF, the parties have hereunto set their hands and seal, the day and year
firstwtitt~ri 'ab<>v.e.
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Attest: 'DANNY.'L. KOLHAGE, CLERK
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Deputy Clerk
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
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By:
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ROBERT > WPLFE
DATE <2 -'Y-ro'3
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CONTRACT
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"llll$ AGREEMENT. made and en1<"c<1 ""o lI11S 17"' day of April 2002, A D, by and be~\'ee"
IWNROE COUNTY, FLORIIl,\, (Il(',einafier sometimes c:;1I 'he "owner"), and L & N
lh'llclhlable Janitorial, Inc , (hcrcil1.1;i','l called the "Contractor")
ih,,, ,he parties hereto, for the c,msidelalJon hereinafier set forth, mutually agree as follow
1.01 THE CONTRACT
The contract between the OWner and the contractor, of which this agreement is a part,
consists of the contract documents,
A, THE CONTRACT DOCUMENTS
The contract documents consist of this agreement, the specifications, all change orders,
and any addenda issued hereafter, any other amendments hereto executed by the parties
hereafter, together with the bid proposal and all required insurance documentation.
1,02 SCOPE OF THE WORK
The Contractor shall provide janitOrial services, including all necessary supplies and
eGu ipment required in the performance of same, and perform all of the work described in
the Contract Specifications entitled:
JANITORIAL SERVICES
BIG PINE KEY LmRARY
BIG PINE KEY, FLORIDA
And his bid dated March 13, 2002, each attached hereto and incorporated as part of this
contract document. The specifications shall serve as minimum contract standards, and
shall be the basis of inspection and acceptance of all the work, The Contractor shall
insure all exterior doors locked Upon their departure,
1.03 THE CONTRACT SUM
The County shall pay to the Contractor for the faithful performance of said service on a
per month in arrears basis on or before the 30'" day of the following month in each of
twelve (12) months,
The Contractor shall invoice the County monthly for janitorial services
Performed under the Specifications contained herein, The Contract amount shall be
as stated by the contractor's proposal as follows: $3,540,00 per year, $295,00 per
month,
1.04 CONTRACTOR'S ACCEPTANCE OF CONDITIONS
A The Contractor hereby agrees that he has carefully examined the site and has made
investigations to fully satisfy himself that such site is correct and a Suitable one for this
Work and he assumes full responsibility therefore, The provisions of the Contract shall
. "....w ... ..." oJP\;.\;.U:\~~ons. All sPecifications
"dVe neen read and ~ully considered by the Contractor, t::ilo understands the Game
'and agrees to then sl\"uciency for the work to. be done. Under no circumstances
conditio", '.', ,ituations shall this Cont"", be more strongly construed aga'nst the Owne;
than a!.~;;ii1:;i the Contractor. ~_
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13. Any amb'gunv or uncertainty in the specifications shall be imerpreted and construed by
the Own,-., ",d his decision shall be final and binding Upon all patties
C The pass",,;, approval, and/or acceptance by the Owner of any of the JanitOlial services
furnished by the Contractor shall not operate as a waiver by the Owner of strict
compliance with the terms of this Contract, and specifications covering the services.
Failure On the part of the Contractor, immediately after.Notice to Correct 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 jointly and
severally liable to the Owner for all damage, loss, and expense caused to the Owner by
reason of the Contractor's breach of this Contract and/or his failure to comply strictly and
in all things with this Contract and with the specifications.
1.05 TERM OF CONTRACTIRENEWAL
A. Tlus contract shall be for a period of one (I) year, commencing Max I, 2002, and
terminating April 30. 2002.
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B. The Owner shall have the option to renew this agreement after the first year, and ,each
succeeding Year, for two additional one year periods, The Contract amount agreed to
herein might be adjusted annually in accordance with the percentage change in the
Consumer Price Index for all urban consumers (Cpr-V) for the most recent twelve (12)
months available.
1.06 HOLD HARMLESS
The Contractor covenants and agrees to indemnify and hold hannless 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 services provided by the Contractor or
any of its Subcontractor(s) in any tier, occasioned by the negligence, errors, or other
Wrongful act of omission of the Contractor or its Subcontractors in any tier, their
employees, or agents,
In the eVent the completion of the project .(to include fue work of others) is delaYed or
Suspended as a result of the Contractor's failure to purchase or maintain the required
insurance, the Contractor shall indemnify the County fTOrn any and all increased expenses
resulting from such delay.
The first ten dollars ($10.00) of remuneration paid to the Contractor is for the
indemnification provided for above,
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J .b7 f]\,lJ)EPENDENT CONTRACTOR
U"~~senea oy tllC lUSUfance
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At all times "ild IOI a!l pll~)Oses under this agreement the Contractor is an independent
contractor and not an employee of the Board of County Commissioners lor Monroe
County No "atemom contained in this agrccment shall be construed so as to find the
contractor or any ofhislher employees, COntractors, servants, or agents to be employees of
the Board of County Commissioners for Monroe County.
....
1.08 ASSURANcE AGAINST DISCRIMINATION
The Contractor shall not discriminate against any person on the hasis of race, creed, color,
national origin, sex, age, or any other characteristic or aspect which is not job related, in
its recruiting, hiring, promoting, tenninating, or any other area affecting employment
under this agreement or with the provision of services or goods under this agreement.
1.09 ASSIGNMENT/SUBCONTRACT
The Contractor shall not assign or subcontract its obligations under this agreemem, except
in writing and with the prior written approval of the Board of County Commissioners for
Monroe Coumy and Contractor, which approval shall be subject to such conditions and
provisions as the Board may deem necessary. This paragraph shall be inCOrporated by
reference into any assignment or subcontract and any assignee or subcontractor shall
comply with all of the provisions of this agreement. Unless expressly provided for
therein, such approval shall in no manner or event be deemed to impose any obligation
Upon the board in addition to the total agreed-upon price of the services/goods of the
contractor.
1.10 COMPLIANCE WITH LAW
In providing all services/goods pursuant to this agreement, the contractor'shall abide by
all statutes, ordinances, rules and regulation pertaining to, or regulating the provisions of,
such services, including those now in effect and hereinafter adopted. Any Violation of
said statutes, ordinances, rules and regulations shall constitute a material breach of this
agreement and shall entitle the Board to terminate this contract immediately upon delivery
of written notice of tennination to the contractor. The contractor shall possess proper
licenses to perfonn work in aCCOrdance with these specifications throughout the teon of
this contract.
. . 'V, '" eXe<:Unon ot thyr,gt"eement, the contractor shall furnis{'h,e Owner Certificates of
Insurance indicating th'to minimum coverage limitations as indicated by an "X" On the
"uchcd fonns identified", \NSCKLST 1-5, as funher detailed on fOlms WCI, GLl,
U ) J , <Jnd \Ill, each a 11 achej hen''! <) and incorporated a s part of th is cont ra d docu nlent,
"nd a!1 other requirements f,)ultd to be in the best interest of Monroe County as may be
Imposed by the Monroe County Risk Management Department
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I 12 FUNDING AVAILABILITY
In the eVent that funds fiom Facilities Maintenance Contractual Services are partially
reduced or cannot be obtained or cannot be continUed at level sufficient to allow for the
purchase of the services/goods specified herein, this agreement may then be tenninated
immediately at the option of the Board of County Commissioners by written notice of
tennination delivered in person or be mail to the contractor. The Board shall not be
obligated to pay for any services provided by the contractor after the contractor has
received written notice of termination.
1,13 PROFESSIONAL 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 telms and
conditions set fonh in these comract documents The provider shan at all times exercise
independent, professional judgment and shall assume professional responsibility for the
services to he provided, Continued funding by the Owner is contingent upon retention of
appropriate local, state, and/or federal certification and/or licensure of contractor.
I, 14 NOTICE REQUIREMENT
Any notice required or pennitted under this agreement shall be in writing and hand
delivered or mailed, postage prepaid, to the other party by certified mail, returned receipt
requested, to the following:
FOR COUNTy
Monroe County Facilities Maintenance
3583 S. Roosevelt Blvd.
Key West, FL 33040
FOR CONTRACTOR
L & N Dependable Janitorial, Inc.
P.O. Box 2546
Key Largo, FL 33037
1. I 5 CANCELLATION
A) The County may cancel this contract for cause with seven (7) days notice to the
contractor. Cause shan constitute a hreach of the obligations of the Contractor to
perform the services enumerated as the Contractor's obligations under this
contract.
B) Either of the parties hereto may cancel this agreement without caUse by giving the
other party sixty (60) days written notice of its intention to do so,
1.16 GOVERNING LAWS
This Agreement is governed by the laws of the State of Florida. Venue for any litigation
arising under this Agreement must be in Monroe County, Florida,
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"-'Vl''l1.U''\(VbNLY ST~MENT @,'
Monroe County's perff;;io'~ance and obligation to pay under this contract is contingent
1I po n 8 n · n nu 8 I 8 pprOJlriat ion by the M 0 nroc Cou nl y B 08 r d of County Commis sio ncr,
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BOARD OF COUNTY COMMISSIONERS
OF MONROE C TY, FLOIDA
Deputy Clerk
Date: ~ (7, z..O.:l"[..
By:
By: By:
Title: Title:
By ~, rl
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