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Item D1BOARD OF COUNTY COMMISSIONERS AGENDA ITEM SUMMARY Meeting Date: SEPTEMBER 15, 2004 Division: TDC Bulk Item: Yes X No Department: AGENDA ITEM WORDING: Approval of an Amendment to Agreement with Florida Keys Community College for the Remodel and Improvement Project at the Tennessee Williams Theatre. ITEM BACKGROUND: A request for extension has been made to allow time for completion of the project. PREVIOUS REVELANT BOCC ACTION: BOCC approved original Agreement at their meeting of February 19, 2003. BOCC approved Amendment to Agreement at their meeting of February 18, 2004. CONTRACT/AGREEMENT CHANGES: Amendment to extend STAFF RECOMMENDATIONS: Approval TOTAL COST: $180,005 BUDGETED: Yes X No COST TO COUNTY: $180,005 SOURCE OF FUNDS: TDC REVENUE PRODUCING: Yes X No AMOUNT PER MONTH Year APPROVED BY: County Atty X OMB/PurchasiX sk anagement X DIVISION DIRECTOR APPROVAL: (Lynda Stuart) DOCUMENTATION: Included X DISPOSITION: Revised 2/27/01 To Follow Not Required AGENDA ITEM # I MONROE COUNTY BOARD OF COUNTY COMMISSIONERS CONTRACT SUMMARY Contract with: Florida Keys Community Contract # College Effective Date: Expiration Date: Contract Purpose/Description: Approval of an Amendment to Agreement with Florida Keys Community College for the Remodel and Improvement Project at the Tennessee Williams Theatre Contract Manager: Maxine Pacini for BOCC (Name) on 9/15/04 3523 TDC # 3 (Ext.) (Department/Stop #) Deadline: 8/31/04 CONTRACT COSTS Total Dollar Value of Contract: $ 180,005 Current Year Portion: $ Budgeted? Yes® No ❑ Account Codes: 117-77040-530340-T37M-021Y-530340 Grant: $ County Match: $ ADDITIONAL COSTS Estimated Ongoing Costs: $ /yr For: (Not included in dollar value above) (eg_ maintenance CONTRACT REVIEW Changes D to Needed Division Director Yes[:] NdEl Risk Management COAX Yes❑ Noo O.M.B./Purchasing 40 '-I Yes❑ No2" County Attorney c-* Yes[-] NoZ__ Comments: S.Hutton etc.) Date Out 8`�a� psi AMENDMENT TO AGREEMENT THIS ADDENDUM to agreement is made and entered into this day of 2004, between the County of Monroe and Florida Keys Community College. WHEREAS, there was a contract entered into on February 19, 2003, and amended on February 18, 2004 between the parties, awarding $180,005 to the Florida Keys Community College for the Remodel and Improvement Project at the Tennessee Williams Theatre, and WHEREAS, it has become necessary to extend the contract for an additional period to allow time for The Florida Keys Community College to complete the project; NOW, THEREFORE, in consideration of the mutual covenants contained herein the parties agree to the amended agreement as follows: 2004. 1. Contract period as outlined in Paragraph 1 be extended to September 30, 2. The remaining provisions of the contract dated February 19, 2003, remain in full force and effect. IN WITNESS WHEREOF, the parties have set their hands and seal on the day and year first above written. Florida Keys Community College President (SEAL) ATTEST: DANNY L. KOLHAGE, CLERK Deputy Clerk BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FLORIDA Mayor/Chairman OE COUNT" ATTO,'-L AMENDMENT TO AGREEMENT THIS ADDENDUM to agreement is made and entered into this 1 � 2004, between the County of Monroe and Florida Keys Community � day of College. WHEREAS, there was a contract entered into on February 19, 2003, between the parties, awarding $180,005 to the Florida Keys Community College for the Remodel and Improvement Project at the Tennessee Williams Theatre, and WHEREAS, it has become necessary to extend the contract for an additional period to allow time for The Florida Keys Community College to complete the project; NOW, THEREFORE, in consideration of the mutual covenants contained herein the parties agree to the amended agreement as follows: 2004. 1. Contract period as outlined in Paragraph 1 be extended to March 31, 2. The remaining provisions of the contract dated February 19, 2003, remain in full force and effect. IN WITNESS WHEREOF, the parties have set their hands and seal on the day and year first above written. Flo' a K ys Commu College President 23 NY L. KOLHAGE, CLERK BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FLORIDA D ty Clerk mayor/Chairman MONROE COUNTY ATTORNEY OVED M: UZANN A. HUTTON Date_SISTANT OU r TTORNEY �_ e 1 GRANT OF FUNDS This AGREEMENT dated thewday of 10, 003, is entered into by and betweer the BOARD OF COUNTY COMMISSIONERS FOIR MON E COUNTY, hereinafter "County," or behalf of the TOURIST DEVELOPMENT COUNCIL, hereinafter "TDC," and Florida Key: Community College, a Florida not -for -profit corporation, hereinafter " Contractor". WHEREAS, the third penny of Tourist Development Tax may be used to acquire, construct, extend, enlarge, remodel, repair or improve, convention centers, sports ports arenas, coliseums, auditoriums, fishing piers, museums, zoological parksnatu eacenterssand beaches which are publicly owned and operated or owned and operated by not -for -profit corporations, and WHEREAS, Contractor has applied for funding for the Remodel & Improvement project to acquire, construct, repair and rehabilitate the Tennessee Williams Theatre project, hereinafter "the Property"; and WHEREAS, the County and TDC have determined that it is in the best interest of the County, for purposes of promoting tourism and preserving the heritage of the community, to acquire, construct, repair and rehabilitate the property for use as a convention center/auditorium open to the public; NOW, THEREFORE, in consideration of the mutual covenants and payments contained herein, the Contractor and the County have entered into this agreement on the terms and conditions as set forth below. 1. AGREEMENT PERIOD. This agreement is for the period February 19, 2003, through December 31, 2003. This agreement shall remain in effect for the stated period unless one party gives to the other written notification of termination pursuant to and in compliance with paragraphs 7,12 and 13 below. 2. SCOPE OF AGREEMENT. The Contractor shall provide such services, materials and equipment as are required for auditorium/stage remodel and repair; box office update and remodel; audio/video equipment repair and acquisition; business meeting and convention hall remodel and equipment acquisition; and acquisition and installation of signage. The recipient of TDC capital project funding shall designate a project manager if no licensed architect, engineer or general contractor is involved in the project. If the project is performed by County or City personnel, the project manager shall be the Engineer, Building Official or Construction Manager of that local government. 3. AMOUNT OF AGREEMENT AND PAYMENT. The County shall provide an amount not to exceed $180,005 in reimbursement for materials and services used to acquire, rehabilitate and renovate the property. The Board of County Commissioners and the Tourist Development Council assume no liability to fund this agreement for an amount in excess of this award. Monroe County's performance and obligation to pay under this agreement is contingent upon an annual appropriation by the BOCC. a). Payment for expenditures permissible by law and County policies shall be made through reimbursement to Contractor upon presentation of invoices, canceled checks and other Tennessee Williams Theatre FY 2003 Capital Project Resources documentation necessary to support a claim for reimbursement. Included in said documentatior shall be proof that the Contractor has received and applied to the property matching fund: equivalent to or greater than the amount invoiced to the County. Submission of invoices must be certified through a statement signed by an officer of the organization and notarized, declaring tha representations in the invoice are true and factual. b) Application of matching funds requires actual payment of the matching funds, or, in the alternative, a commitment of said funds and that the portion of the project for which the matching funds are to be used has been sufficiently completed to require payment of said matching funds. Mere obligation through execution of a contract or approval of a budget item to be paid from matching funds will not suffice. c) Documentation shall be submitted to the TDC Administrative Office to show the receipt and application of in -kind donations of goods, professional services, and materials. Said documentation should include invoices, bills of lading, etc., and be verified as received and applied to the project through a notarized statement of the project architect, engineer, general contractor or project manager. The receipt and application to the project of volunteer labor are to be documented and verified by notarized signature of the project architect, engineer, general contractor or project manager, and said documentation submitted to the TDC Administrative Office. All submissions should have a proposed schedule of values for phases and indicate the percentage of completion of the overall project as of the submission. This document should be signed by the project architect, engineer, general contractor or project manager. 4. REPORTS. The Contractor shall provide financial reports in summary of activity on forms provided or approved by the TDC, and quarterly narrative reports of activity under the approved work plan. The Contractor shall keep such records as are necessary to document the performance of the agreement and expenses as incurred, and give access to these records at the request of the TDC, the County, the State of Florida or authorized agents and representatives of said government bodies. It is the responsibility of the Contractor to maintain appropriate records to insure a proper accounting of all funds and expenditures. The Contractor understands that it shall be responsible for repayment of any and all audit exceptions which are identified by the Auditor General for the State of Florida, the Clerk of Court for Monroe County, the Board of County Commissioners for Monroe County, or their agents and representatives. In the event of an audit exception, the current fiscal year grant award or subsequent grant awards will be offset by the amount of the audit exception. In the event the grant is not renewed or supplemented in future years, the Contractor will be billed by the County for the amount of the audit exception and shall promptly repay any audit exception. 5. MODIFICATIONS AND AMENDMENTS. Any and all modifications of the terms of this agreement shall be only amended in writing and approved by the Board of County Commissioners for Monroe County. 6. INDEPENDENT CONTRACTOR. At all times and for all purposes hereunder, the Contractor is an independent contractor and not an employee of the Board of County Commissioners of Monroe County. No statement contained in this agreement shall be construed as to find the Contractor or any of its employees, contractors, servants or agents to the employees of the Board of County Commissioners of Monroe County, and they shall be entitled to none of the rights, privileges or benefits of employees of Monroe County. 7. COMPLIANCE WITH LAW. In carrying out its obligations under this agreement, the Contractor shall abide by all statutes, ordinances, rules and regulations pertaining to or regulating Tennessee Williams Theatre FY 2003 Capital Project Resources the provisions of this agreement, including those now in effect and hereafter adopted. Any violation of said statutes, ordinances, rules or regulations shall constitute a material breach of this agreement and shall entitle the County to terminate this agreement immediately upon delivery of written notice of termination to the Contractor. 8. RESTRICTIONS ON AGREEMENTS ENTERED PURSUANT TO THIS AGREEMENT. The Contractor shall include in all agreements funded under this agreement the following terms: a) Anti -discrimination. Contractor agrees that they will not discriminate against any employees or applicants for employment or against persons for any other benefit or service under this agreement because of their race, color, religion, sex, national origin, or physical or mental handicap where the handicap does not affect the ability of an individual to perform in a position of employment, and to abide by all federal and state laws regarding non-discrimination. b) Anti -kickback. Contractor warrants that no person has been employed or retained to solicit or secure this agreement upon an agreement or understanding for a commission, percentage, brokerage or contingent fee, and that no employee or officer of the Contractor has any interest, financially or otherwise, in Contractor. For breach or violation of this warranty, the Contractor shall have the right to annul this agreement without liability or, f its discretion, to deduct from the agreement price or consideration, the full amount of such commission, percentage, brokerage or contingent fee. Contractor acknowledges that it is aware that funding for this agreement is available at least in part through the County and that violation of this paragraph may result in the County withdrawing funding for the Project. c) Hold harmless/indemnification. Contractor acknowledges that this agreement is funded at least in part by the County and agrees to indemnify and hold harmless the County and any of its officers and employees from and against any and all claims, liabilities, litigation, causes of action, damages, costs, expenses (including but not limited to fees and expenses arising from any factual investigation, discovery or preparation for litigation), and the payment of any and all of the foregoing or any demands, settlements or judgments (collectively claims) arising directly or indirectly from any negligence or criminal conduct on the part of Contractor in the performance of the terms of this agreement. The Contractor shall immediately give notice to the County of any suit, claim or action made against the Contractor that is related to the activity under this agreement, and will cooperate with the County in the investigation arising as a result of any suit, action or claim related this agreement. d) Insurance. Contractor agrees that it maintains in force at its own expense a liability insurance policy which will insure and indemnify the Contractor and the County from any suits, claims or actions brought by any person or persons and from all costs and expenses of litigation brought against the Contractor for such injuries to persons or damage to property occurring during the agreement or thereafter that results from performance by Contractor of the obligations set forth in this agreement. At all times during the term of this agreement and for one year after acceptance of the project, Contractor shall maintain on file with the County a certificate of the insurance of the carriers showing that the aforesaid insurance policy is in effect. The following coverage's shall be provided: 1. Workers Compensation insurance as required by Florida Statutes. 2. Employer's Liability insurance with minimum limits of (aggregate): $100,000 bodily injury by accident, $500,000 bodily injury by disease aggregate, $100,000 bodily injury by disease per person. 3. Commercial General Liability Insurance with minimum limits of $500,000 per occurrence for bodily injury, personal injury and property damage. 4. Comprehensive Auto Liability Insurance with minimum limits of $300,000 combined single limit per occurrence. Tennessee Williams Theatre FY 2003 Capital Project Resources The Contractor, the County and the TDC shall be named as additional insured, exempt worker: compensation. The policies shall provide no less than 30 days notice of cancellation, non-renewa or reduction of coverage. Contractor shall maintain on file with the County a certificate of insurance showing that At all times during the term of this agreement and for one year after acceptance of the project aforesaid insurance coverage's are in effect. the e) Licensing and Permits. Contractor warrants that it shall have, prior to commencement o1 work under this agreement and at all times during said work, all required licenses and permits whether federal, state, County or City. 9. HOLD HARMLESS/INDEMNIFICATION. The Contractor hereby agrees to indemnify and hold harmless the BOCCYTDC and any of its officers and employees from and against any and all claims, liabilities, litigation, causes of action, damages, costs, expenses (including but not limited to fees and expenses arising from any factual investigation, discovery or preparation for litigation), and the payment of any and all of the foregoing or any demands, settlements or judgments arising directly or indirectly under this agreement. The Contractor shall immediately give notice to the County of any suit, claim or action made against the County that is related to the activity under this agreement, and will cooperate with the County in the investigation arising as a result of any suit, action or claim related to this agreement. 10. ANTI -DISCRIMINATION. The Contractor agrees that they will not discriminate against any of their employees or applicants for employment or against persons for any benefit or service because of their race, color, religion, sex, national origin, or physical or mental handicap where the handicap does not affect the ability of an individual to perform in a position of employment, and to abide by all federal and state laws regarding non-discrimination. 11. ANTI -KICKBACK. The Contractor warrants that no person has been employed or retained to solicit or secure this agreement upon an agreement or understanding for a commission, percentage, brokerage or contingent fee, and that no employee or officer of the County or TDC has any interest, financially or otherwise, in the said funded ll membership. For breach or violation of this warranty, the County shall rhave� the right tooannul th s ra l agreement without liability or, in its discretion, to deduct from the agreement price or consideration, the full amount of such commission, percentage, brokerage or contingent fee. 12. TERMINATION. This agreement shall terminate on December 31, 2003. Termination prior thereto shall occur whenever funds cannot be obtained or cannot be continued at a level sufficient funds cannot be continued at a level sufficient to allow the continuation of this agrto allow for the continuation of this agreement pursuant to the terms herein. In the event that to the terms specified herein, this agreement may then be terminated immedpursuant iately eement written notice of termination delivered in person or by mail to Contractor. The County may terminate this agreement without cause upon giving written notice of termination to provider. The County shall not be obligated to pay for any services or goods provided by Contractor after Contractor has received written notice of termination. 13. TERMINATION FOR BREACH. The County may immediately terminate this agreement for any breach of the terms contained herein. Such termination shall take place immediately upon receipt of written notice of said termination. Any waiver of any breach of covenants herein contained to be kept and performed by Contractor shall not be deemed or considered as a continuing waiver and shall not operate to bar or prevent the County from declaring a forfeiture for Tennessee Williams Theatre FY 2003 Capital Project Resources 4 any succeeding breach either of the same conditions or of any other conditions. County with certification of use of matching funds or matching in -kind services at oar labove he rats terminate this agreement upon giving written notification of termination. of request for reimbursement or payment by is a breach of agreement, for which the Coun ma' t 14. ENTIRE AGREEMENT. This agreement constitutes the entire agreement of the parties hereto with respect to the subject matter hereof and supersedes any and all prior agreements witt respect to such subject matter between the Contractor and the County. 15. CONSENT TO JURISDICTION. This agreement, its performance, and all disputes arising hereunder, shall be governed by the laws of the State of Florida, and both parties agree that the proper venue for any actions shall be in Monroe County. 16. ETHICS CLAUSE: Contractor warrants that he has not employed, retained or otherwise had act on his 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 agreement without liability and may also, at its discretion, deduct from the agreement 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. 17. 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 an agreement to provide any goods or services to a public entity, may not submit a bid on a agreement 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, sub -contractor, or consultant under a agreement with an y public entity, ad 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. 18. AUTHORITY: Contractor warrants that it is authorized by law to engage in the performance of the activities encompassed by the signatories for the Contractor below certifies and warrrantsctthat the Contractor's name herein described. Each in the is agreement is the full name as designated in its corporate charter (if a corporation); they are empowered to act and contract for the Contractor, and this a reement has been a Board of Directors of Contractor or other appropriate authority. PProved by the 19. LICENSING AND PERMITS: Contractor warrants that it shall have, prior to commencement of work under this agreement and at all times during said work, all required licenses and permits whether federal, state, Count or City. 20. INSURANCE: Contractor agrees that it maintains in force at its own expense a liability insurance policy which will insure and indemnify the Contractor and the Count from any suits claims or actions brought by any person or persons and from all costs and expenses of litigation brought against the Contractor for such injuries to persons or damage to Property the agreement or thereafter that results from performance by Contractor of occurring obligations set forth in this agreement. At all times during the term of this agreement and for one year after acceptance of the project, Contractor shall maintain on file with the Count a certificate of the Tennessee Williams Theatre FY 2003 Capital Project Resources 5 insurance of the carriers sfiowing that the aforesaid insurance policy is in effect. The foI owir 1. Workers Compensation insurance as required by Florida Statutes. 2. Employer's Liability insurance with minimum limits of (aggregate) injury by accident, $500,000 bodily injury by disease aggregate, $100 000 bodily injury, bOdis as per person. Y eas 3. Commercial General Liability Insurance with minimum limits of $500,000 per occurrence for bodily injury, personal injury and property damage. 4. Comprehensive Auto Liability Insurance with minimum limits of $300,000 combine( single limit per occurrence. single limit per occurrence. The Contractor, the County and the TDC shall be named as additional insured, except worker: compensation. The policies shall provide no less than 30 days notice of cancellation, non -renews or reduction of coverage. At all times during the term of this agreement and for one year after acceptance of the project, Contractor shall maintain on file with the County a certificate of insurance showing thatthe aforesaid insurance coverage's are in effect. 21. NOTICE. Any written notice to be given to either party under this agreement or related hereto shall be addressed and delivered as follows: For Florida Keys Community College: For County: Rebecca Tomlinson 5901 College Road Key West, FL 33040 Lynda Stuart Monroe County Tourist Development Council 1201 White Street, Suite 102 Key West, FL 33040 and Suzanne Hutton, Asst. County Attorney P.O. Box 1026 Key West, FL 33041-1026 S WHEREOF, the parties hereto have caused this agreement to be executed rst above written. L. KOLHAGE, CLERK Clerk (SEAL) DWne C Homish AT -TEST: *� MY COMMISSION#CC&SMS EXPIRES d,►, 1N SONMO 1HUU OY uN INSMWE INC By: Secretary Tennessee Williams Theatre FY 2003 Capital Project Resources BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FLORIDA By: L4,el� Mayor/Chairman Florida Keys Community College By: resident APPRO AS 70 FOR AND A SUFFIC1Er U NNE HU� ON Dar- //1 /A'?