Item C01BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: 10/15/03 Division: Public Works
Bulk Item: Yes X No
Department: Fleet Management
AGENDA ITEM WORDING: Approval of Renewal Agreement with Condo Electric Motor Repair
for emergency generator repair and maintenance.
ITEM BACKGROUND: The contractor has agreed to this one-year renewal with no increase in the
scheduled rates.
PREVIOUS REVELANT BOCC ACTION: On May 15, 2002, the Board approved the original
agreement effective August 1, 2002. On June 18, 2003, the Board approved an addendum to clarify
that the County may seek assistance from third -party contractors if determined to be in the best interest
of the County.
CONTRACT/AGREEMENT CHANGES: Renew agreement for one year, which leaves one (1)
final one-year renewal option.
STAFF RECOMMENDATIONS: Approval as stated above.
TOTAL COST: Approx. $45,000.00
COST TO COUNTY: same as above
BUDGETED: Yes X No
SOURCE OF FUNDS ad valorem
REVENUE PRODUCING: Yes No X AMOUNT PER MONTH Year
APPROVED BY: County Atty. _ OMB/Purchasing Risk anagement
DIVISION DIRECTOR APPROVAL:
Dent Pierce
DOCUMENTATION: Included x
DISPOSITION:
To Follow Not Required
AGENDA ITEM #_�
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract with: Condo Motor Electric Repair Contract #
Effective Date: 8/01/2003
Expiration Date: 7/31/2004
Contract Purpose/Description: Renew agreement for emergency enerator repair and
Maintenance for one year
Contract Manager: Beth Leto 4560 Public Works - #1
(Name) (Ext.) (Department/Stop #)
for BOCC meeting on October 15, 2003 Agenda Deadline: September 30, 2003
CONTRACT COSTS
Total Dollar Value of Contract: $45,000
Budgeted? Yes® No ❑
Grant: $
County Match: $
Current Year Portion: 437,500 (00
Account Codes: 504-23501-530340
ADDITIONAL COSTS
Estimated Ongoing Costs: $ n/a /yr. For:
(Not included in dollar value above) (e.g., maintenanc
CONTRACT REVIEW
etc.
Changes
Date In Needed c
Date Out
Division Director
Yes[] No[:] 4�2
Risk Management
!l0�7/03 Yes[:] No[vr
?kj/03
O.M.B./Purchasing91�Yes❑
NoEy
ct 12A0
County Attorney
��y Yes❑ N
Comments:
IV)
RENEWAL AGREEMENT
(Emergency Generator Maintenance and Repair)
THIS RENEWAL AGREEMENT is made and entered into this 151h day of October,
2003, between the COUNTY OF MONROE and CONDO ELECTRIC MOTOR REPAIR, in
order to renew the agreement between the parties dated August 1, 2002, as amended on June 18,
2003, as follows:
Revise Article 4 of the original contract dated August 1, 2002, to read as follows:
"ARTICLE 4 — TERM OF CONTRACT
A. This contract shall be for a period of one (1) year, commencing August 1, 2003,
and ending on July 31, 2004.
B. The County shall have the option to renew this agreement for one additional one-year
period."
2. In all other respects, the original agreement between the parties dated August 1, 2002, as
amended on June 18, 2003, 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
LE
Deputy Clerk
WITNESS
WITNESS
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
By:
Mayor/Chairman
CONDO ELECTRIC MOTOR REPAIR
By:
Title:
ORNEf
MONROE COUNTY A FORM..
P
PP
R W4LFE
GHI�P
Ct3U T VoRt4EY
Date
ADDENDUM TO AGREEMENT
THIS ADDENDUM TO AGREEMENT is made and entered into this I?& day of
N2, , 2003, between the COUNTY OF MONROE and CONDO ELECTRIC MOTOR
REPAIR in order to amend that certain agreement between the parties dated August 1 g, 2002 as
follows:
1. Paragraph 2 (B.) is amended to read as follows:
"ARTICLE 2 — THE WORK
B. The CONTRACTOR / TECHNICIANS shall perform maintenance, electrical,
and / or engine repairs upon the request of the owner. The OWNER reserves the
right to seek assistance from third party contractors, (on a case -by -case basis), if
determined in the best interest of the OWNER.
2. In all other respects, the agreement as amended between the parties dated August
1� 2002, 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.
fitness)
(I Q(X) MIX
tness)
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
By: �y'1,�.
11,22. L as u
APPROVED AS 70 FORM
AND LE L SUFFICIEN
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CONDO ELECTRIC 'MOTOR RE
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EMERGENCY GENERATOR INSPECTIONS
AND ELECTRICAL REPAIRS
Monroe County, Florida
The OWNER and the CONTRACTOR agree as set forth as follows:
ARTICLE 1- THE CONTRACT DOCUMENTS
The Contract Documents consist of this Agreement, the Generator List, the Approved Inspection
Checklist, the Non -Collusion Affidavit, the Lobbying and Conflict of Interest Clause (Sworn Statement
under Monroe County Ordinance #10-1990), the Drug -Free Work Place Form, the Insurance Documents,
and all Modifications issued after execution of this Agreement. These form the Contract, and all are as
fully, a part of the Contract as. if attached to this Agreement or repeated herein. An enumeration of the
Contract Documents appears in Article` 8.
ARTICLE 2- THE WORK
A. The CONTRACTOR/TECEMCIANS shall perform one inspection of the approximately
fifty (50) emergency generators, listed on the Generator List, using the approved inspection checklist. The
annual major inspection is required during the month of May or June in preparation for hurricane season.
The annual major inspection will include electrical load tests. Load tests may have to be accomplished
after normal working hours. The OWNER will provide the electrical load for the portable generators. The
OWNER will provide or perform the annual oil changes and other routine engine maintenance.
Immediately following inspections, the CONTRACTOR shall submit inspection reports identifying
needed maintenance, electrical, and/or engine repairs.
B. The CONTRACTOR/TECBMCIANS shall perform maintenance, electrical, and/or
engine repairs upon the request of the OWNER.
C. The OWNER is responsible for routine engine repairs and maintenance (such as,
replacement of defective water hoses, drive belts, batteries, filters, lubricants, etc.) but may
approve the CONTRACTOR/TECEMCIANS or others to perform these repairs on a case -
by -case basis. The OWNER may.perform. or assist.with all routine and emergency engine
repairs.
D. The CONTRACTOR/TECHNICIANS shall be available 24 hours per day, 365 days per
year. The CONTRACTOR shall report to the owner's Emergency Operations Center (EOC) within four
(4) hours of verbal notification and remain on site available to the owner immediately following an
emergency, declared by the owner. _ The CONTRACTOR/TECHNICIANS shall be at the site of an
Emergency Generator requiring emergency, repairs within four (4) hours of verbal notification by the
. . I
OWNER. Monroe County shall be given priority at all times for generators requiring emergency repairs.
The OWNER and the CONTRACTOR recognize that time is of the essence in this Contract. They also
recognize the delays, expenses, and difficulties involved in proving, in a legal proceeding, the actual Loss
suffered by OWNER if the Work is not completed on time, Accordingly, instead of requiring such proof,
OWNER and CONTRACTOR agree that as liquidated damages for delay (but not as a penalty)
CONTRACTOR shall pay OWNER $80.00 for each hour over four (4) hours that expires after
notification to respond and the CONTRACTOR is not on site, barring travel conditions beyond
CONTRACTORS control.
E. The CONTRACTOR shall have access to a supply of all parts and controls normally
necessary for the emergency repairs of all county maintained Emergency Generators so that such
emergency repairs can be completed as soon as possible. If the CONTRACTOR feels that a unit is not
economically repairable, the CONTRACTOR will submit an estimate for replacement and/or repair to. the
OWNER. The OWNER may, at his discretion, have the CONTRACTOR repair the unit in keeping with
the repair estimate or seek other outside proposals for replacement.
F. The CONTRACTOR may be required to assist in the development of specifications for
new or replacement generators and associated equipment.
ARTICLE 3- ASSIGNMENT
A. The Contractor shall not assign or subcontract this agreement, except in writing and with
the prior written approval of the Owner and Contractor, which approval shall be subject to such
conditions and provisions as the Owner and Contractor deem necessary. This agreement 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 Owner in addition to the total
agreed -upon price of services/goods of the Contractor.
B. Contractor shall not employ any Subcontractor, Supplier or other person or organization
against whom the Owner may have reasonable objection.
ARTICLE 4-TERM OF CONTRACT
A. This contract shall be for a period of One (1) year commencing upon the. day in which it
has been executed by both parties.
B. The County shall have the option to renew this agreement after the first year, for two
additional years, to be approved one year at a time.
ARTICLE 5- SCHEDULE
The Contractor shall commence Work to be performed under. this ,Contract no later than ten (10) calendar
days from Notice to Proceed. The Annual Major Generator Inspection shall be completed on all of the
approximate fifty (50) generators no later than the end of the month of June or sixty (60) days from the
commencement of work as defined above.
ARTICLE 6- CONTRACT PRICE
The OWNER shall pay the CONTRACTOR in accordance with the following schedule:
A. Labor for repairs — normal working hours of 8:00 A.M. to 5:00 P.M. Monday through Friday,
excluding holidays $ 45.00 per hour mechanic / $ 20.00 per hour helper.
B. Labor for repairs — overtime rate for hours other than the normal working hours as stated in
item (A.) above, including holidays $ 55.00 per hour mechanic / 25.00 per hour helper.
C. Materials, supplies, and replacement parts — purchase price plus 10 percent. Shipping
charges will be reimbursed.
D. Hourly rate for specification development and other professional services $ 45.00 per
hour.
E. Hourly rate for hours of 8:00 A.M. to 5:00 P.M. during assignment to the owners Emergency
Operations Center (EOC) excluding actual electrical / generator maintenance and repairs
$ 45.00 per hour.
F. Hourly rate for hours other than the hours as stated in item (E) above, during assignment to the
owners Emergency Operations Center (EOC) excluding actual electrical / generator
maintenance and repairs 155.00 per hour.
ARTICLE 7- PAYMENT PROCEDURES
The Contractor may make applications for payment after each scheduled inspection is complete and may
send invoice after each requested repair job is complete. The CONTRACTOR will be paid the purchase
price plus 10 percent for materials, supplies and replacement parts. Shipping charges will be
reimbursed. The OWNER will purchase all parts necessary for engine repairs and maintenance but has the
option to have the CONTRACTOR obtain the parts. Receipts, invoices, or other acceptable proof of
purchase must be attached to requests for payment. All parts and materials shall be of equal or greater
quality as compared to existing parts and materials in use. (There are no additional costs for travel,
mileage, meals, or lodging).
ARTICLE 8- CONTRACT DOCUMENTS
rr, ,
The Contract Documents which`. cofnpnse "the entire agreement 'between the OWNER and the
CONTRACTOR concerning the Work consist of the following:
1. This Agreement
2. Generator List
3. Approved Inspection Checklist
4. Non -Collusion Affidavit
5. The Lobbying and Conflict of Interest Clause
6. The Drug -Free Workplace Form
7. Insurance Documents
8. Contract Modifications (If any)
There are no Contract Documents other than those listed above in this Article. The Contract
Documents may only be amended, modified, or supplemented upon prior written approval by
Board of County Commissioners.
ARTICLE 9- INDEMNIFICATION AND HOLD HARMLESS
The Contractor 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 services provided by the
Contractor or any of its Subcontractor(s) in any tier, occasioned by the negligence or other wrongful act' or
omission of the Contractor or its Subcontractor(s) in any tier, their employees, or agents. In the event the
completion of the project (to include the 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 from any and all increased expenses resulting from such delay. The extent of liability is. in no way
limited to, reduced, or lessened by the insurance requirements contained elsewhere within this agreement.
ARTICLE 10- LAW AND VENUE
This agreement shall be governed by the laws of the State of Florida. Venue for any dispute arising under
this contract shall be in a court of competent jurisdiction in Monroe County, Florida.
ARTICLE 11- 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, and may
not be awarded or perform work as a contractor, supplier, subcontractor or consultant under a contract
with a public entity a, and may not transact business with any public entity in excess of the threshold
amount provided in Section 287.017, for CATEGORY TWO ($3,000.00) for a period of 36 months from
the date of being placed on the convictedvendor Hsi.
FORM OF AGREEMENT
IN WITNESS WHEREOF, the OWNER and CONTRACTOR have signed this Agreement.in four copies.
One counterpart each has been delivered to the CONTRACTOR, OWNER (DIRECTOR, FLEET
MANAGEMENT SERVICES DEPARTMENT), COUNTY ATTORNEY and CLERK OF THE .
CIRCUIT COURT. All portions of the Contract Documents have been signed or identified by the
OWNER and CONTRACTOR.
This Agreement will be effective on
OWNER: S 11510 -2-
MONROE COUNTY BOCC
ADDRESS FOR GIVING NOTICES:
Lks±
CONTRACTOR:
CONDO ELECTRIC MOTOR REPAIR
BY
resident
ATTEST
oSPV ��L51}I6'IA6 AkiY$LAL
AMN AWAS
;-TiCOMMISSION NUMBER.
N ° Q 00076255
9�c ANC MY COMMISSION EXPIRES
ATITIDZ; c�LQ&%Ff-rrnmWii•i.ArAI?PTrnT-7
Monroe County Fleet Management Services Como ELECTRIC
3583 S. Roosevelt Blvd. 3615 EAST LOTH COURT
Key West, FI 33040 YEAH, FL 33013
APPROVED AS TO FORM
LE L SUFFICIE
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THE EMERGENCY GENERATORS INCLUDED IN THIS CONTRACT ARE:
LOCATION
UNIT#
KW'S
DESCRIPTION
TRANSFER SWITCH
1. KW Old Jail
GENKWOJL
230
CUMMINS
500FDR71161JW
Auto transfer -Lake Shore
17234P 1
2. KW Courthouse
0902/438
500
Caterpillar 3412dit
Auto transfer (3switches)-West-
inghouse 3T2378, Lake Shore
3. KW 310 Fleming
(Out of Service
0903/567
80
Cummins 6BT59-GC 1
Auto Transfer
4. KW Garage
0903/672
250
Kohler
Portable Generator on trailer
5: -,KWGarage
0903/671
150
Kohler fast response /
150ROZJI OI
Portable Generator on trailer
6. KW Garage Fuel
0903/871
30
30ROZJ
Portable enerator, Auto transfer
7. KW Garage
0903/988
30
Spectrum 30DSEJ
Portable generator on trailer
8. KW Garage
0903/990
40
Spectrum 40DSEJ
Portable generator on trailer
9. KW Garage
0903/994
80
Spectrum 80DSEJ
Portable generator on trailer
10. KW New Jail
0902/519
1000
Caterpillar SR4
Auto transfer-ASCO Type 1 (3
sections
11. KW Sheriff Admin
GENKWSAD
650
Kohler 600R02D71,
Genset 573RSL4032
Auto transfer -Kohler ACS166341
12. KW PSB Inf Sys
Out of Service
GENKWPSB
60
Onan 60DGCBL
Auto transfer
13. KW Douglas Center
1808/009
15
Kohler 15ROZ81
Auto transfer -Westinghouse
06T843
14. KW Truman School
1808/008
25
Kohler 20ROZ-J8
Auto transfer -Westinghouse
06T843
15. KW Harvey Center
GENHARVC
500
Kohler500ROZ
Kohler 200 am
16. KW Sheriff Fire
Pump
GENSIMFP
50
Detroit 351
No transfer switch
17. KW Sigsbee
Translator
2500/020
60
Kohler 60ROZJ61
Auto transfer-K62828
18. KW Couthouse
Miller
GENCHILL
275
Generac
19. KW Gato Bldg.
600
20. KW Big Coppitt
7 ire Station
GENBCFST
100
Kohler 100ROZ
Kohler 300 amp
1. KW Sugarloaf Fire
Station
GENSGLFS
25
Kohler 25ROZ
Kohler
?2. Big Pine Sr. Ctzn
1808/010
15
Kohler 15ROZ
Auto transfer, Westinghouse
06T843.4
D. MAR Levit Sr. Ctzn
1808/011
15
Kohler 15ROZ
Auto transfer, Westinghouse
06T6843.1
'.4. MAR Garage
GENMARGA
100
Spectrum DDA
Auto transfer, Spectrum S-
168341-600
'.5. MAR Garage
0903/669
100
Kohler 100ROZJ71
Portable generator on trailer
'.6. MAR Garage
0903/668
100
Kohler 100ROZJ81
Portable enerator on trailer
17. MAR Garage Fuel
0901/148
15
Kohler 15ROZ
Auto transfer, Westinghouse j
06T7842
LOCATION
UNIT#
KW'S
DESCRIPTION
TRANSFER SWITCH
28. MAR Garage
0903/986
80
Spectrum 80DSEJ
Portable generator on trailer
29. MAR Garage
0903/992
30
Spectrum 30DSEJ
Portable generator on trailer
30. MAR Garage
0903/993
80
Spectrum 80DSEJ
Portable generator on trailer
31. MAR 63 St. Govt
Center
0903/654
100
Kohler power system
Manual Square D double throw
32. MAR EOC
GENMAEOC
180
Kohler 180ROZJ101
Auto transfer, Kohler K-
166341225
33. MAR Sheriff Sub
Station
GENMASHE
60
Kohler 60ROZJ81
Auto transfer, Westinghouse
06T6843.9
34. MAR Jail
3000/013
125
Generac 89AO3570
Auto transfer, Generac CTS
8702-8815
35. PK Garage
0902/667
100
Kohler 100ROZJ101
Portable generator on trailer
36. PK Garage
0902/670
150
Kohler 150ROZJ101
Portable genirator on trailer
37. PK Garage
0903/984
80
Spectrum 80DSEJ
Portable generator on trailer
38. PK Garage
0903/985
80
Spectrum 80DSEJ
Portable generat6r on trailer
39. PK Garage
0903/987
30
Spectrum 30DSEJ
Portable generator on trailer
40. PK Garage
0903/989
140
1 Spectrum 40DSEJ
Portable generator on trailer
41. PK Garage
0903/991
120
Spectrum 20DSEJ
Portable generator on trailer
42. PK Sheriff Sub
Station
0903/134
60
Kohler
Auto transfer -Westinghouse
06T2414
43. PK Senior Citizen
1808/012
15
Kohler, Yanmar
Auto transfer -Westinghouse
06T55293 V
44. PK Courthouse
GENPKCTH
325
Sanford, Onan engine
250DFB2
Auto transfer-TCU80000
15. PK Ellis Bldg
GENPKELL
50
Kohler genset,
Cummins engine
4BT3.9GC
Auto transfer
16. PK Card Sound
3200/079
25
Kohler genset,
Yanmar engine
4TN84R-RK
Auto transfer-OGT55293
G7. PK Key Largo
Cranslator
2500/021
Kohler 60ROZJ61
Auto transfer-K62828
G8. PK Key Largo Fire
nation
GENKLFST
[60
Katolight
ASCO 940 300 amp
.9. PK Tavernier Fire
station
1437/492
Kohler 60ROZ
ASCO
0. PK Garage 1
0901/149
15
Kohler 15ROZ
Portable generator on trailer
1. PK Public Works
'Idg.
1404/058
25
I
Kohler 50ROZJ81 %
John Deere enOne
2. PK Mariners
300?
lame
[ours KW
GENERATOR INSPECTION REPORT
Location
Genset Brand
Date
Unit Number
A
Fuel System
Battery System
General Condition
Day Tank Level
Battery Terminals
Vibration
Day Tank Float
Battery Clean
Leakage
Transfer Pump
Specific Gravity
Noise
External Solenoid
Battery Cables
Deterioration
Strainer
Min Crank VDC
Area Clean
Water Filter
Float VDC
Equipment Clean
Flex Hose
Running VDC
Sub Base Tank
Tank Vents
DC Voltmeter
Housing
Overflow Piping
DC Ammeter
Piping
AC Ripple
Transfer Switch
TDES (seconds)
Lubrication System
Electrical System
TDNE (minutes)
Oil Level
Control Wiring
TDEN (minutes)
Filter Leakage
No Chaffing
Wiring Hot
Crankcase Breather
Safety Alarms
Corrosion
Boxes & Cabinets
" Transfer Switches
AC Voltmeter
Cooling System
AC Ammeter
Radiator Full
Hz Meter
Parameters
Antifreeze Level
Volts Hz Adj.
Oil Pressure
Nitrate Level
Water Temp.
Block Heater
Hz.
Radiator Clean
Prime Mover
1 Phase. 3 Phase
Radiator Cond.
Svc. Air Cleaner
A-B Volts
Belts
Gov. Oil Level
A-C Volts
Water Pump
Gov. Linkage
B-C Volts
Hoses
Gov. Adjustment
A Amps
Clamps
Oil Pressure Gauge
B Amps
Louvers & Ducts
Temp Gauge
C Amps
Exhaust System
Generator
Annual Load Test
Leakage
Rotor Bearing
Comments:
Wet Stacking
Exciter
Fire Hazards
Volt Regulator
Restrictions
Commutator
Comments / Due
Rain Cap
Brushes
Hangers & Flex
Slip Rings
By
Accept