Item C06
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: September 15.2004
Division:
Public Works
BulkItem: Yes l No
Department: Facilities Maintenance
AGENDA ITEM WORDING: Approval to renew contract with Synagro Southeas4 Inc. for
operation and maintenance of the wastewater treatment plant at the Plantation Key Government
Complex.
ITEM BACKGROUND: On November 30, 2004, the current contract with Synagro Southeast, Inc.
for the operation and maintenance of the wastewater treatment plant will expire. In accordance with
Article 1.05 B of the original contract dated November 19, 2003, staff recommends we exercise the
first of two one-year renewal options.
PREVIOUS RELEVANT BOCC ACTION: On November 19, 2003, the BOCC terminated the
contract with American Water Services and entered into a contract with Synagro Southeas4 Inc. for the
operation and maintenance of the sewage treatment plant at the Plantation Key Government Complex.
CONTRACT/AGREEMENT CHANGES: Renew term for one year, and increase fees by the July
2004 CPI-U of 2.99%, effective upon the renewal date commencing December 1, 2004, and
terminating November 30, 2005.
STAFF RECOMMENDATIONS: Approval as stated above.
TOTAL COST: $9.269.16/vr. - operation & maintenance
$56.64/hr. - reoairs. normal hours
$1l3.29/hr.- D.T.. after nonnal hours
BUDGETED: Yes -X- No
COST TO COUNTY:
Same
SOURCE OF FUNDS:
Ad Valorem
REVENUE PRODUCING: Yes
No -X-
AMOUNT PER MONTH
Year
APPROVED BY: County Atty.-x"
07/7 ;kM;;~t X
Dent Pierce, Director Public Works
DIVISION DIRECTOR APPROVAL:
DOCUMENTATION:
Included X
To Follow_
Not Required_
DISPosmON:
AGENDA ITEM # C0
Revised 1/03
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract with:
Synagro Southeast
Contract #_
Effective Date:
Expiration Date:
12/01/04
11/30/05
Contract PurposelDescription:
To renew the contract for wastewater treatment 0 ation and maintenance at the P.K.
v mment Co lex.
Contract Manager: Ann Riger
(Name)
4549
(Ext.)
Fa<:ilities MaintlSto #4
(Department/Stop #)
for BOCC meeti on
09/15/04
enda Deadline: 08/31/04
CONTRACT COSTS
Total Dollar Value of Contract: $ App
$15,000
No D Account Codes: 001-20501":530-340-_
Current Year Portion: $
N/A
Budgeted? Yes[gJ
Grant: $ N/A
County Match: $ N/ A
- - - -
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- - - -
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ADDITIONAL COSTS
Estimated Ongoing Costs: $~yr For:
(Not included in dollar value above) (e2. rn~intenance, utilities, ianitorial, salaries, etc.)
CONTRACT REVIEW
Division Director
Changes ),.(J.
~~i ~ Needed I lIieviewer
~1 YesONoQ' v-I'- -fir M
Wl\ YesD NotJ )i\ ~
F~h?7YesON~~.~~
* YesO NoGl-"" ~
Date Out
?> JtJ ' Of-
O.M.B./Purchasing
Risk Management
County Attorney
Comments:
OMB Form Revised 2/27/01 MCP #2
RENEWAL AGREEMENT
Operation and Maintenance Sewage Treatment Plant at the Plantation Key Government Complex
THIS Renewal is made and entered into this 15th day of September 2004 between
MONROE COUNTY, FLORIDA and SYNAGRO SOUTHEAST INC. in order to renew the
agreement between the parties dated November 19, 2003 (a copy which is incorporated hereto by
reference), as follows:
1. Exercise the first of two one-year renewal options in accordance to Article 1.05 B of
the original contract dated November 19th, 2003, and adjust the contract amount in
accordance with the percentage change in the Consumer Price Index for all urban
consumers (CPI-U) for the most recent twelve months available.
2. Monthly Operation and Maintenance charges shall increase 2.990,/0 from $750.00 per
month to $772.43 per month. Repairs during normal working hours beyond the
. $500.00 limit shall increase from $55.00 per hour to $56.64 per hour. Emergency
service calls for overtime hours shall increase from $110.00 per hour to $113 .29.
3. The term of the renewed agreement will commence on December 1, 2004 and
terminate on November 30,2005.
4. In all other respects, the original agreement betWeen the parties dated November 19,
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
BOARD OF COUNTY COMMISIONERS
OF MONROE COUNTY, FLORIDA
By:
Deputy Clerk
By:
Witness
SYNAGRO SOUTHEAST, INC.
Witness
By:
Title
UZANNE A. HUTTON
_, '"':~~~pr~~_~~
CONTRACT
k11
~
THIS AGREEMENT, made and entered into this 19th day of November, 2003, A.D., by and
between MONROE COUNTY, FLORIDA, (hereinafter sometimes call the "owner"), and
Synagro. Southeast, Inc. (hereinafter called the "Contractor").
WITNESSED: That the parties hereto, for the consideration hereinafter set forth, mutually
agree as follow:
1.00 THE CONTRACT
The contract between the owner and the contractor, of which this agreement is a part,
consists of the contract documents.
1.01 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 operation & maintenance, repairs, and all services to
comply with DEP requirements, including all necessary supplies and equipment required
in the performance of same, and perform all of the work described in the Contract
Specifications entitled: .
Operation & Maintenance
Sewage Treatment Plant
Plantation Key Government Complex
Monroe County, Plantation Key, Florida
And his bid dated May 13, 2003, 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 aU the work.
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 30th day of the following month in each of
twelve (12) months. The Contractor shall invoice the County monthly for sewage
treatment plant operation and maintenance performed under the Specifications contained
herein. The Contract price (as stated in the Contractor's proposal) must be invoiced as
follows:
· Monthly Operation and Maintenance Services
(as outlined in the contract specifications)
· Repairs (routine, prior approval required). Normal
working hours of 8:00 a.m. to 5:00 p.m. Monday
through Friday, beyond the $500.00 limit
$750.00
per month
$55.00 ____per hour
.
l.:mcrgcncy service call. Overtime rate for hours
other than It 'onnal working hours as stated
above. inchh,.ng weekends and holidays
$110.00
per hour
.
Handling fee for parts required for operation,
maintenance, repairs, and emergency service
Cost + 20 %
..
Sludge removal (beyond four per year required
as regular maintenance)
$0.20 per gallon
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
control any' inconsistent provisions contained in the specifications. All specifications
have been read and carefully considered by the Contractor, who understands the same
and agrees to their sufficiency for the work to be done. Under no circumstances,
conditions, or situations shall this Contract be more strongly construed against the Owner
than against the Contractor.
B. Any ambiguity or uncertainty in the specifications shall be interpreted and construed by
the Owner, and his decision shall be final and binding upon all parties.
C. The passing, approval, and/or acceptance by the Owner of any of the 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 CONTRACT/RENEWAL
A. This contract shall be for a period of one (1) year, commencing December 1, 2003 and
terminating November 30, 2004.
B. The Owner shall have the option to renew this agreement after the first year, and each
succeeding year, for two additional one yeal periods. The Contract amount agreed to
herein might he adjusted annually in accordance with the percentage change in the
Consumer Price Index for all urhan consulllers (CPI-U) for the most recent twelve (12)
months availahle.
2
1.06 HOLD HARMLESS
The Contractor COveuants 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
aI\y 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 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 first ten dollars ($10.00) of remuneration paid to the Contractor IS for the
indemnification provided for above.
The extent of liability is in no way limited to, reduced, or lessened by the insurance
requirements contained elsewhere within this agreement.
1.07 INDEPENDENT CONTRACTOR
At all times and for all purposes under this agreement the Contractor is an independent
contractor and not an employee of the Board of County Commissioners for Monroe
County. No statement contained in this agreement shall be construed so as to find the
contractor or any of his/her 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 basis of race, creed, color,
national origin, sex, age, or any other characteristic or aspect which is not job related, in
its recruiting, hiring, promoting, terminating, 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 agreement, except
in writing and with the prior written approval of the Board of County Commissioners for
Monroe County and Contractor, which approval shall be subject to such conditions and
provisions as the Board may decm necessary. This paragraph shall be incorporalcd by
reference into allY assignmcnt or subcontract and any assignee or subcontractor shall
comply with all of the provisions of this agreement. Unless expressly provided for
therein, Stich approval shall in no manner or event be deemed to impose allY obligation
upon tht' board in addition to the total agreed-upon price of the services/goods of the
contractor.
1
1.10 COMPLlANCE wrn-l 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 termination to the contractor. The contractor shall possess proper
licenses to perform work in accordance with these specifications throughout the term of
this contract.
1.1] INSURANCE
Prior to execution of this agreement, the contractor shall furnish the Owner Certificates of
Insurance indicating the minimum coverage limitations as indicated by an "X" on the
attached forms identified as INSCKLST 1-5, as further detailed on forms WC1, GL1,
VL1, and POLl, each attached hereto and incorporated as part of this contract document,
and all other requirements found to be in the best interest of Monroe County as may be
imposed by the Monroe County Risk Management Department.
1.12 FUNDING AVAILABILITY
In the event that funds from 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 terminated
immediately at the option of the Board of County Commissioners by written notice of
termination 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 terms and
conditions set forth in these contract documents The provider shall at all times exercise
independent, professional judgment and shall assume professional responsibility for the
services to be provided. Continued funding by the Owner is contingent upon retention of
appropriate local, state, and/or federal certification and/or licensure of contractor.
1.14 NOTICE REQUIREMENT
Any notice required or permitted 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
3:'>H3 S. Roosevelt Blvd.
Key West, FL 31040
FOR CONTRACTOR
Synagro Southeast, Ine.
519H Overseas Highway
Marathon, FL 33050
1.15 CANCELLATION
4
A) 111e County may cancel this contract for cause wit~ seven (7) days notice to the
contractor 'use shall constitute a breach of the 0: jations of the Contractor to
perform tht 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. In the event of any
litigation, the prevailing party is entitled to reasonable market value attorney's fees and
costs.
1.17 CONTINGENCY STATEMENT
Monroe County's performance and obligation to pay under this contract is contingent
upon an annual appropriation by the Monroe County Board of County Commissioners.
IN WITNESS WHEREOF the parties hereto have executed this Agreement on the day and date
first' e in four (4) counterparts, each of which shall, without proof or accounting for
th .s, be deemed an original contract.
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Deputy Clerk
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLOIDA
By:
'~ftJu>n .~a,U
Mayor/Chairman
Date: / / - /9- OJ
(SEAL)
Attest:
By ~'~
Title ~ ~_____
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By c.::.....:~=-2:- _ _~L_ . _
WITNESS
Title 1~1o 1&;:.-'-__..
CONTRACTOR
SYNAGRO ~. E. A. ST,INC.
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By: _' .__
Title:
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MONROE COUNTY ATTORNEY
APP-ROVEO ~ $~
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.../..:.~ .~UZANNE A HUTTON
(. Ass'sTAN~lO~ljTY ATTORNEY
OalC!____..Lo "!/-i~
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