Item E25BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: November 19 2003 Division: Public Works
Bulk Item: Yes X No
Department: Facilities Maintenance
AGENDA ITEM WORDING: Approval of a Lease Agreement with Indian Waterways Village
Limited Liability Partnership (LLP) for office space for the Upper Keys Public Defender.
ITEM BACKGROUND: On January 31, 2004 the current lease for office space for the Upper Keys
Public Defender will expire, with no additional options to renew. Indian Waterways Village Limited
Liability Partnership will enter into a new lease for one year with renewal options on a month to month
basis until the Public Defender can obtain office space in a government building.
YREVIVUS RELEVANT BOCC ACTION: On December 10, 1997, the BOCC entered into an
agreement with LLP to lease office space for the Public Defender. On January 19, 2000, the BOCC
approved to exercise the first of two options to renew the lease for a two year period, and on October
17, 2001, the BOCC approved to renew the lease for the final two year period.
CONTRACT/AGREEMENT CHANGES: Rent increases by 4%, from $1,562.78 per month to
$1,625.29 per month. Contract term shall commence February 1, 2004, and expire January 31, 2005.
STAFF RECOMMENDATIONS: Approval as stated above.
TOTAL COST: $19,503.48 per year
COST TO COUNTY:$19,503.48 per year
BUDGETED: Yes X No
SOURCE OF FUNDS: Ad Valorem
REVENUE PRODUCING: Yes _ No X AMOUNT PER MONTH Year
APPROVED BY: County Atty X OMB/Purchasing X Risk Management _X
12-
DIVISION DIRECTOR APPROVAL: 111511-leD
Dent Pierce, Director Public Works
DOCUMENTATION:
DISPOSITION:
Revised 1/03
Included X To Follow Not Required.
AGENDA ITEM #
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract with: Indian Waterways
Contract #
Effective Date:
02/01/04
Expiration Date:
01/31/05
Contract Purpose/Description:
Offices ace for the Upper Keys Public Defender
-- A
Contract Manager: Ann Riger
4549
Facilities Maint/Sto #4
(Name)
(Ext.)
(Department/Stop #)
for BOCC meeting on 11/19/03
Agenda Deadline: 11/04/03
CONTRACT COSTS
Total Dollar Value of Contract: $ 19,503.48 Current Year Portion: $ 13,002.32
Budgeted? Yes® No ❑ Account Codes: 001-69800-530-440-
Grant: $ N/A
County Match: $ N/A
ADDITIONAL. COSTS
Estimated Ongoing Costs: $ /yr For:
(Not included in dollar value above) (Po maint"anrra
CONTRACT REVIEW
Changes
Date In
Needed
Division Director 111 `i 10 3
Yes❑ No❑
Risk Management 161, 2 Y43
Yes❑ No2-*'
O.M.B./Purchasing /*A
Yes[:] No
County Attorney 10 j z'Z/03
Yes❑ No
Comments:
OMB Form Revised 2/27/01 MCP #2
Date Out
N
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'ice.4,171f0i
LEASE AGREEMENT
State of Florida
County of Monroe
This Lease Agreement entered into this 19th day of November, 2003, between Indian
Waterways Village Limited Liability Partnership (LLP), party of the first part, hereinafter called
the Lessor, and the BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY,
FLORIDA, party of the second part, hereinafter called the Lessee.
WITNESSETH:
That the Lessor, for and in consideration of the covenants and agreements hereinafter
mentioned to be kept and performed by the Lessee, has demised and leased to the Lessee, for the
term and under the conditions hereinafter set out, those certain premises in Tavernier, County of
Monroe, Florida, described as follows:
I. LEASE LOCATION:
Suites No. 2 & 3, Indian Waterways Village, 89240 Overseas Highway, Tavernier
II. TERM:
To have and to hold the above -described premises for a term of one year commencing on February
1, 2004, up to and including January 31, 2005.
M. RENTALS:
The Lessor hereby leases to the Lessee 1400 square feet, consisting of Suites No. 2 & 3, and the
Lessee hereby leases from the Lessor the above -described premises for the term set out in this
Lease and the Lessee hereby agrees to pay the Lessor an amount of $1,625.29 per month or
$19,503.48 per year.
(3) Rent shall be due and payable on or before the last day of each month beginning with the
first full month of occupancy. Rental shall be paid at the office of PDP Enterprises, Inc., Suite 12,
89240 Overseas Highway, Tavernier, Florida, or at such other place and to such other person, as
the lessor may from time to time designate in writing.
IV. RENEWAL:
This agreement may be renewed on a month to month basis up to one year, until adequate office
space can be obtained in a governmental building.
V. HEATING AIR CONDPITONING AND JANITORIAL SERVICES
(1) Air conditioner filters to be cleaned or replaced as needed by the Lessee, at the expense of
the Lessee. Lessor is to repair and maintain air conditioner equipment operating normally, at
the expense of the Lessor.
(2) The Lessee agrees to furnish janitorial services and all necessary janitorial supplies for the
leased premises during the term of the Lease at the expense of the Lessee.
VI. LIGHT FIXTURES:
The Lessee agrees to replace fluorescent lamp tubes as required at the expense of the Lessee.
Lessor shall maintain all light fixtures in good working condition, and will replace same as deemed
necessary.
VII. MAINTENANCE AND REPAIRS:
(1) Lessee hereby accepts the premises in the condition they are in at the beginning of this
lease and agrees to maintain said premises in the same condition, order and repair as they
are at the commencement of said term, excepting only reasonable wear and tear arising
from the use thereof under this agreement, and to make good to said lessor immediately
upon demand, any damage to water apparatus, or electric lights or any fixture, appliances
or appurtenances of said premises, or of the building, caused by any act or neglect of
lessee, or of any person or persons in the employ or under the control of the lessee.
(2) The lessor herein expressly agrees to maintain the subject premises in full compliance with
applicable safety codes and standards. Further, the lessor shall be liable for any cost or
expenditure associated with said compliance.
VIII. UTILITIES:
The Lessee will promptly pay all water, power, and electric light rates or charges which may
become payable during the term of this Lease for the water, power, and electricity used by the
Lessee on the premises.
IX. ALTERATIONS:
(1) The Lessee shall have the right to make any alterations to the demised premises during the
term of this Lease upon first having obtained the written consent thereto of the Lessor.
The Lessor shall not capriciously withhold the consent to any such alterations.
(2) It is hereby understood and agreed that any signs or advertising to be used, including
awnings, in connection with the premises leased hereunder, shall be first submitted to the
lessor for approval before installation of same.
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X. PARKING:
The Lessor agrees to furnish an adequate number of parking spaces for the Lessee and his clients.
XI. INJURY OR DAMAGE TO PROPERTY ON PREMISES
All personal property and fixtures of the Lessee that may be on the premises during the
continuance of this Lease shall be at the sole risk of the Lessee, and except for any negligence of
the Lessor, the Lessor shall not be liable to the Lessee or any other person for any injury, loss, or
damage to personal property and fixtures of the Lessee.
XII. FIRE AND OTHER HAZARDS-
(1) In the event that the demised premises, or the major part thereof are destroyed by fire,
lightening, storm, or other casualty, the Lessor at its option may forthwith repair the
damage to such demised premises at its own cost and expense. The rental thereon shall
cease until the completion of such repairs and the Lessor will immediately refund the pro
rats part of any rentals paid in advance by the Lessee prior to such destruction. Should the
premises be only partly destroyed, so that the major part thereof is usable by the Lessee,
then the rental shall abate to the extent that the injured or damaged part bears to the whole
of such premises and such injury or damage shall be restored by the Lessor as speedily as
is practicable and upon the completion of such repairs, the full rental shall commence and
the Lease shall then continue the balance of the term.
(2) The Lessor shall provide for fire protection during the term of this Lease in accordance
with the fire safety standards of the State and/or Monroe County Fire Marshal. The
Lessor shall be responsible for maintenance and repair of all fire protection equipment
necessary to conform to the requirements of the State and/or County Fire Marshal. The
Lessor agrees that the demised premises shall be available for inspection by the State
and/or County Fire Marshal, prior to occupancy by the Lessee, and at any reasonable time
thereafter.
XIII. EXPIRATION OF TERM:
At the expiration of the term, the Lessee will peaceably yield up to the Lessor the demised premises
in good and tenantable repair. It is understood and agreed between the parties that the Lessee shall
have the right to remove from the premises all personal property of the Lessee and all fixtures,
machinery, equipment, appurtenances, and appliances placed or installed on the premises by it,
provided the Lessee restores the premises to as good a state of repair as they were prior to the
removal.
XIV. SUBLETTING AND ASSIGNMENT:
The Lessee upon the obtaining of the written consent of the Lessor, which written consent shall not
capriciously be withheld, shall have the right to sublet all or any part of the demised premises, or to
assign all or any part of the demised premises.
XV. NOT CONSENT TO SUE:
The provisions, terms, or conditions of this Lease shall not be construed as a consent of Monroe
County to be sued because of said leasehold.
XVI. WAIVER OF DEFAULTS:
The waiver by the Lessor of any breach of this Lease by the Lessee shall not be construed as a
waiver of any subsequent breach of any duty or covenant imposed by this Lease.
XVII. RIGHT OF LESSOR TO INSPECT:
The Lessor, at all reasonable times during regular business hours, may enter into and upon the
demised premises for the purpose of viewing the same and for the purpose of making any such
repairs as they are required to make under the terms of this Lease. Repairs shall be limited to non -
business hours unless an emergency situation exists.
XVIR. BREACH OF COVENANT
If the Lessee shall neglect or fail to perform or observe any covenant herein contained, which on
the Lessee's part is to be performed and such default shall continue for a period of thirty days after
receipt of written notice thereof from the Lessor to the Lessee, then the Lessor lawfully may,
immediately or any time thereafter, and without further notice or demand, enter into and upon the
demised premises, or any part thereof and repossess the same as of their former estate and expel
the Lessee and remove its effects forcefully, if necessary, without being taken or deemed to be
guilty of any manner of trespass and thereupon this demise shall terminate but without prejudice to
any remedy which might otherwise be used by the Lessor for arrears of rent or for any breach of
the Lessee's covenants herein contained.
XIX. ACKNOWLEDGMENT OR ASSIGNMENT•
The Lessee upon the request of the Lessor shall execute such acknowledgment or
acknowledgments, or any assignment, or assignments, of rentals and profits made by the Lessor to
any third person, firm or corporation, provided that the Lessor will not make such request unless
required to do so by the Mortgage under a mortgage or mortgages, executed by the Lessor.
XX. AVAILABILITY OF FUNDS•
The obligations of the Lessee under this Lease Agreement are subject to the availability of funds
lawfully appropriated annually for its purposes, by the Monroe County Board of County
Commissioners.
XXI. USE OF PREMISES:
The Lessee will not make or suffer any unlawful, improper or offensive use of the premises or any
use of occupancy thereof contrary to the Laws of the State of Florida or to such Ordinances of
Monroe County now in effect or hereinafter adopted, as may be applicable to the Lessee.
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XXII. NOTICES:
All notices required to be served upon the Lessor shall be served by certified mail, return receipt
requested, at the office of PDP Enterprises, Inc., Suite 12, 89240 Overseas Highway, Tavernier,
Florida, 33070, and all notices required to be served upon the Lessee shall be served by certified
mail, return receipt requested, at the Office of Facilities Maintenance Department, Monroe County
Public Works, 3583 S. Roosevelt Boulevard, Key West, Florida, 33040.
)OM. RADON GAS NOTIFICATION:
Radon is a naturally occurring gas that, when it has accumulated in a building in sufficient
quantities, may present health risks to persons who are exposed to it over time. Levels of radon
that exceed federal and state guidelines have been found in buildings. Additional information
regarding radon and radon testing may be obtained from your county public health unit.
XXIV. RESTRICTIONS
(1) Personal and customer/client vehicles shall be parked in the perimeter parking spaces only.
Washing or cleaning of vehicles on property is prohibited.
(2) Ground floor slab underneath office shall not be used for any purpose whatsoever.
(3) All trash shall be placed in plastic bags and properly sealed prior to disposal in trash
receptacles located near sanitation plant.
XXV. LEASE TERMINATION
(1) This lease may be terminated by the Lessee upon written sixty (60) days notice to the
Lessor or after a months term as described in Article IV RENEWAL.
(2) This agreement may be terminated without penalty by either the lessor or lessee upon
providing a six (6) month written notice mailed or delivered to the other party, and/or in
the event that funds from the budget of Monroe County are partially reduced or cannot be
obtained or cannot be continued at level sufficient to allow for the rental of property
specified herein, this agreement may then be terminated immediately at the option of the
Board by written notice of termination delivered in person or by mail to the lessor. The
Board shall not be obligated to pay for any rental provided by the lessor after the lessor
has received written notice of termination.
AMERICAN WITH DISABILITIES ACT:
The lessor herein expressly agrees to maintain the subject premises in full compliance with the
American Disabilities Act. Further, the lessor shall be liable for any cost or expenditure associated
with said compliance. However, in the event the total cost or costs associated with said compliance
reaches $5,000.00 during the term of this agreement, the lessor shall have the option of terminating
this agreement as provided in Article XXV(2) above. Further, during the six (6) month notice
period provided in Article XXV(2), the lessor shall not be liable for any costs of said compliance
above $5,000.00. Lessee assumes responsibility for existing and future ADA compliance for
interior alterations to the demised premises.
XXVII. ETHICS CLAUSE:
Lessor warrants that it has not employed, retained or otherwise had act on its behalf any former
County officer or employee subject to the prohibition of Section 2 of Ordinance No. 010-1990 or
any County officer or employee in violation of Section 3 of ordinance No. 020-1990. For breach
or violation of this provision the lessee may, 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.
XXVIII. PUBLIC ENTITY CRIME:
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 goods or services to a public
entity, may not submit a bid on a contract with a public entity for 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, F.S. for CATEGORY TWO for a period of 36
months from the date of being placed on the convicted vendor list.
(CATEGORY TWO: $10,000.00)
INSURANCE
Lessee shall secure liability insurance, minimum coverage $300,000.00, and name Indian
Waterways Village Limited Liability Partnership (LLP) as co-insured along with plate glass
window coverage. Proof of policies is required. If Lessee is a public entity, Lessee may substitute
a self-insurance program up to limits of and under the terms and conditions of FS768.28. Proof of
an established self-insurance program must be provided to Indian Waterways Village Limited
Liability Partnership (LLP).
XXX. DEFINITION OF TERMS:
(1) The terms "lease", "lease agreement", or "agreement" shall be inclusive of each other and
shall also include any renewals, extensions or modifications of this Lease.
(2) The term "Lessor" and "Lessee" shall include the successors and assigns for the parties
hereto.
(3) The singular shall include the plural and the plural shall include the singular whenever the
context so requires or permits.
30M. ADDITIONAL CONDITIONS:
No additional covenants or conditions form a part of this Lease.
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IN WITNESS WHEREOF, the parties hereto have hereunto executed this instrument for
the purpose herein expressed, the day and year above written.
ORIGINAL SIGNATURES REQUIRED ON ALL COPIES.
Signed, Sealed and Delivered
in the presence of
Witnesses
Witness
BOARD OF COUNTY COMMISSIONERS
MONROE COUNTY, FLORIDA
L-12
Chairman
Attest:
Clerk
LESSOR:
L-3
Title:
APPROVED AS TO FORM AND
LEGALITY:
GENERAL COUNSEL
MONROE COUNTY FLORA
MONRO COUNTY ATTORNEY
PPROVED ASJO
By:_ , � --�f =Z�� —
HtJTTVCN
A T CO Nj ATTORNEY
Date_. r /� /
Approval Date
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