Item C02BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: October 20, 2004 Division: Countv Administrator
Bulk Item: Yes X No
Department: Fire Rescue
AGENDA ITEM WORDING: Approval of Contract Addendum with Key Largo Volunteer Fire
Department, Inc., amending the vehicle allowance to $550.00 per month.
ITEM BACKGROUND: Under the fire service contract with Key Largo Volunteer Fire Department,
Inc., there is a vehicle allowance of $450.00 per month to cover the purchase or lease and associated
and/or related operating expenses of a motor vehicle to be used by the corporation primarily for
response to fire rescue related incidents and to support incident command activities at the scene. This
amount has been unchanged since October 1992 and considering the rising costs of purchasing and
maintaining a vehicle, this amount needed to be adjusted accordingly. At the July 23, 2004 budget
meeting, the board approved adding $100.00 to this allowance bringing it up to $550.00 per month.
PREVIOUS RELEVANT BOCC ACTION: On October 7, 1992, the Board approved anew basic
service agreement with Key Largo Volunteer Fire Department, Inc. On September 18, 2002, the Board
approved extending the agreement on a month -to -month basis pending the execution of a new service
agreement. During the Fiscal Year 2005 budget process, at the July 23, 2004 budget meeting, the
Board approved adding $100.00 to this allowance bringing it up to $550.00 per month. On September
21, 2004, the Board approved the Fiscal Year 2005 budget, including this increase.
CONTRACT/AGREEMENT CHANGES: Paragraph 1: TERM OF AGREEMENT: The effective
date of this Contract Addendum is October 1, 2004 and shall continue on a month -to -month basis
pending execution of a new service agreement. Paragraph 16: Department Vehicle Allowance:
Amended to increase by $100.00, making the new vehicle allowance $550.00.
STAFF RECOMMENDATIONS: Approval.
TOTAL COST OF INCREASE: $1,200.00 BUDGETED: Yes X No
SOURCE OF FUNDS: Ad valorem taxes.
REVENUE PRODUCING: Yes No X AMOUNT PER MONTH Year
APPROVED BY: County Atty Yes
FIRE CHIEF APPROVAL:
DIVISION DIRECTOR APPROVAL:
OMB /P chasing Ye Ris Management Yes
Clark O. Martin, Jr.
James L. Roberts
DOCUMENTATION: Included X To Follow Not Required
DISPOSITION: AGENDA ITEM #_ ('
Revised 1/03
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract with: Key Largo Volunteer
Contract #
Fire Department, Inc.
Effective Date: 10/01/04
Contract Purpose/Description:
Expiration Date: ongoing
Contract Addendum increasing the vehicle allowance from $450.00 to $550.00 per
month.
Contract Manager: Susan Hover
6088 Fire Rescue, Stop 14
(Name)
(Ext.) (Department/Stop #)
for BOCC meeting on 10/20/04
Agenda Deadline: 10/05/04
CONTRACT COSTS
Total Dollar Value of Contract: $ not to exceed
Budgeted? Yes®
Grant: $
County Match: $
No ❑
budgeted
amount
Account Codes: 11500-530-340-
Current Year Portion: $
ADDITIONAL COSTS
Estimated Ongoing Costs: $ /yr For:
(Not included in dollar value above) (eP. maintenance
CONTRACT REVIEW
Changes
Date In Needed er
Division Director Yes[:] No
Risk Management -t* Yes❑ No0
O.M.B./Purchasing 9y0 j", Yes❑ No l[�
County Attorney 91 ----7 ey Yes❑ NoEj---
Comments:
etc.
Date Out
v�•a✓ a v.... iw♦ .1— -1L II— 1Y1t.1 7iL
CONTRACT ADDENDUM
THIS CONTRACT ADDENDUM is made and entered into this day of
2004, between the Board of County Commissioners of Monroe County,
Florida, acting as the governing board for the Municipal Services Taxing District 6", hereinafter
referred to as "DISTRICT", and Key Largo Volunteer Fire Department, Inc., hereinafter referred
to as "CORPORATION", in order to amend the agreement between the parties dated October 7,
1992 as follows:
TERM OF AGREEMENT:
This CONTRACT ADDENDUM shall become effective on October 1, 2004 and shall
continue on a month -to -month basis pending execution of a new service agreement.
16. DEPARTMENT VEHICLE ALLOWANCE:
The DISTRICT shall fund to the DEPARTMENT five hundred fifty ($550.00) per month
for Chiefs/Command/Support vehicle allowance.
In all other respects, the agreement between the parties dated October 7, 1992 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) BOARD OF COUNTY COMMISSIONERS
ATTEST: DANNY L. KOLHAGE, CLERK MUNICIPAL SERVICES TAXING
DISTRICT 6
Deputy Clerk Mayor/Chairman
(SEAL) KEY LARGO VOLUNTEER FIRE
ATTEST: DEPARTMENT, INC.
Secretary President
LIZAIN i N
RNEY
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: September 18, 2002 Division: County Administrator
Bulk Item: Yes X No
Department: Fire Rescue
AGENDA ITEM WORDING: Approval to extend the Key Largo Volunteer Fire Department, Inc.
service agreement, which expires on September 30, 2002, on a month -to -month basis pending
execution of a new service agreement.
ITEM BACKGROUND: The last contract to be executed was on October 7, 1992, which upon
expiration was extended on a month -to -month basis pending the negotiation and execution of a new
service agreement. After five years of existing on a month -to -month basis, on November 20, 2001 a
contract addendum was approved to increase each volunteer reimbursement by $50.00, and to set an
expiration date of September 30, 2002.
At this time, with the new Chief aboard, efforts are being made to negotiate a new service agreement,
and we anticipate that this will be accomplished within six months, resulting in the execution of a new
agreement.
PREVIOUS REVELANT BOCC ACTION: On October 7, 1992, the Board approved a new basic
service agreement with Key Largo Volunteer Fire Department, Inc. On October 16, 1996, the Board
approved extending the agreement on a month -to -month basis pending the execution of a new service
agreement. On November 20, 2001, the Board approved a Contract Addendum to increase each
volunteer reimbursement by $50.00.
CONTRACT/AGREEMENT CHANGES: None.
STAFF RECOMMENDATIONS: Approval as stated above.
TOTAL COST: Not to exceed budgeted amount. BUDGETED: Yes X No
COST TO COUNTY: Not to exceed budgeted amount.
REVENUE PRODUCING: Yes _ No X AMOUNT PER MONTH Year
APPROVED BY: County Atty N/A
FIRE CHIEF APPROVAL:
DIVISION DIRECTOR APPROVAL:
OMB urchasing N/A sk Management N/A
K, � ee�
Clark Martin
James L. Roberts
DOCUMENTATION: Included To Follow
DISPOSITION:IZ,Fril�
Not Required X
AGENDA ITEM #— n 3 &
Revised 2/27/01
An"RREMENT
AGREEMENT made this 7th day (). October 1992 b y an
Monroe County Board of County Commissioners a tinga asetween
governine
Board for Municipal Services 'axing District 6, hereinafter known
as ("District") and Key Largo Volunteer Fire Department, Inc.
hereinafter known as ("Department").
RECITALS
WHEREAS, The Monroe County Board of Count pursuant to the authority granted to it in Chapter i125 �nLaws hasLawsFlorida, and Article 7, Section 9
Floria
Constitution, established the Municipal Service Taxinge Districts
6, for the purpose of providing fire n, fire
suppression, rescue services, and control of hazardous situations
herein after called "Fire Rescue Services"
primariy
benefit of the taxpayers residing within said District, land or the
WHEREAS, within the District fire departments have been
organized as non-profit corporations for the purpose of
providing Fire and Rescue Services within the District, and
WHEREAS, such Fire and Rescue Services constitute essential
services necessary to the health and safety of Monroe County
residents, and
WHEREAS, the Monroe County Board of County Commissioners has
provided by ordinance for the reimbursement of expenses incurred
by the various departments for said services from funds strictly
within the budget for the District, and
WHEREAS, the various volunteer fire fighters and rescue
personnel within the District are available and on constant
alert, and
WHEREAS, the parties desire to enter into an AGREEMENT for
the reimbursement of expenses relating to the services provided
by the department and other related matters.
NOW, THEREFORE, in consideration of the covenants contained
herein and other good and valuable considerations the parties
agree as follows:
1• TERM OF AGREEMENT
The term of this AGREEMENT shall be for a period of one (1)
years, commencing on October 1, 1992 and expiring on September
30, 1993 unless terminated earlier and hereafter provided. Upon
expiration, if necessary the contract may continue on a month to
month basis until renegotiated.
2. TERMINATION
The DISTRICT may terminate this AGREEMENT at any time during
its term if the DEPARTMENT defaults under any provisions
specified herein, or violates any standard specified in this
AGREEMENT, or violates any other law, regulation or standard
applicable to furnishing of Fire and Rescue Services in Monroe
County. In such event, the Administrator of the County shall
furnish the DEPARTMENT written notice of any such default or
violation and the DEPARTMENT shall have thirty (30) days from
receipt of said notice to correct or remedy such fault violation. If such violation is not corrected or such default or
not remedied within said thirty (30) day period, or is of such
is
nature that it can not be corrected or remedied, this AGREEMENT
shall be considered void. The DEPARTMENT may terminate this
AGREEMENT without cause by giving sixty (60) days written notice
indicating its desire to terminate same.
3. RESPONSE AREA AND MUTUAL AID
The DEPARTMENT shall be the primary provider of Fire Rescue
Services and secondary provider of Basic Life Support Services
within their response area. The DEPARTMENT shall also provide
mutual aid response to any other department upon request and/or
in accordance with existing protocol, applicable laws, rules,
regulations and standards.
4• PERSONNEL
The DEPARTMENT shall maintain volunteer and/or paid personnel
so as to ensure a complement of personnel to provide Fire and
Rescue Services on a twenty four (24) hour basis to the
DISTRICT. Scheduling and assignment of personnel shall be
arranged so as to utilize, to the maximum extent possible,
volunteer personnel. Only in the event the DEPARTMENT deems it
necessary to maintain coverage or to meet administrative needs
shall paid part-time or full-time employees be employed.
5. MINIMUM STANDARDS AND TRAINING
The DEPARTMENT shall require that all volunteer personnel
engaged in Fire and Rescue Services comply with the minimum
training, education and performance requirements of the State of
Florida for volunteer fire fighters and the Standard on Monroe
County Fire Rescue Occupational Safety and Health Program adopted
by the DEPARTMENT, the Monroe County Fire Chief's Association,
and the DISTRICT. Full-time paid fire fighters shall meet
minimum State qualification standards for paid fire fighters or
achieve same within one (1) year from date of hire.. The
DEPARTMENT shall establish and maintain a training and continuing
education program designed to maintain a high degree of
competence and skill on the part of all volunteer and/or paid
fire rescue personnel. The DEPARTMENT shall also facilitate and
encourage attendance by all volunteer and/or paid fire rescue
personnel at proficiency training programs provided by
the
DEPARTMENT and/or the Monroe County Fire Marshal's Office The
DEPARTMENT shall mainta4 current and accurate training and
proficiency records for all volunteer and/or
personnel evidencing compliance with this paid fire rescue
provision. The costs
9
of such programs and other training classes, seminars, meetings,
or drills including travel expenses, shall be funded by the
DISTRICT in accordance with applicable laws, rules, and
regulations, and upon submission of proper. supporting
documentation.
6. PAID EMPLOYEES
The DEPARTMENT may employ such part-time or full-time
employees as it determines is necessary to carry out its Fire and
Rescue Services. Part-time or full-time employees of the
DEPARTMENT shall be compensated by the DEPARTMENT at a rate
commensurate with that of other similarly trained and experienced
personnel employed within Monroe County. The DISTRICT shall
reimburse to the DEPARTMENT on a regular monthly basis all costs,
charges, or expenditures relating to paid employees of the
DEPARTMENT.
7. VEHICLES, EQUIPMENT, AND FACILITIES
The DISTRICT shall provide to the DEPARTMENT sufficient
vehicles, equipment, and facilities to enable the DEPARTMENT to
carry out its Fire and Rescue Services within the DISTRICT as
provided for in the Monroe County Master Public Fire Defense Plan
or any other plans or documents relating to Fire and Rescue
Services that are adopted by Monroe County. The DISTRICT shall
be responsible for the general maintenance and repair of the
vehicles, equipment, and facilities owned and/or leased by the
DISTRICT as well as, required periodic testing and certification
of all equipment, as necessary, used by the DEPARTMENT in
connection with its Fire and Rescue Services. The DEPARTMENT
shall be responsible for proper control of all assigned vehicles,
equipment, and facilities. The DEPARTMENT shall be responsible
for notifying the Monroe County Fire Marshal's Office of needed
repairs for vehicles, equipment, and facilities and shall assist
in arrangements for said repairs. The Fire Marshal's Office
shall have the right to inspect the vehicles, equipment, or
facilities at any reasonable time.
8. PROPERTY CONTROL
The DEPARTMENT shall provide a system for
Property control of
the vehicles and equipment owned and/or leased bytheDISTRICT or
Monroe County, and used by the DEPARTMENT to provide Fire and
Rescue services. The DEPARTMENT shall assist in the performance
of the annual inventory of the vehicles and equipment.
9. SUBCONTRACTS
The DEPARTMENT may subcontract its services when such
Subcontracts are determined to be beneficial to the DEPARTMENT,
the DISTRICT or Monroe County, and/or the community. The
DEPARTMENT may utilize egdApment and vehicles owned and/or leased
by the DISTRICT or Monroe County in conjunction with the above
3
subcontractors provided that no reduction in the level of service
to their respective service area results from the utilization of
said equipment for subcontractual services.' Notice to subcontract, when District equipment and/or vehiclesof
willintent
used, must be provided to the DISTRICT at least 30 days prior to
execution of said subcontract in order to allow for proper review
and comment concerning same. A signed copy of all subcontracts
shall be provided to the DISTRICT.
10. DISTRICT INSURANCE
The DISTRICT and/or Monroe County on behalf of the DISTRICT
shall provide the following insurance coverage on and for the
volunteers of the DEPARTMENT:
A. Workers Compensation Insurance as required by Florida
Statutes Chapter 440, including minimum $500,000
Employer's Liability coverage.
B. General Liability Insurance, with minimum limits of
$2,000,000.
C. Automobile Liability Insurance with minimum limits of
$2,000,000 including Physical Damage Insurance on all
vehicles owned or leased by the DISTRICT or Monroe
County and used by the DEPARTMENT. The policy shall
provide secondary coverage on private vehicles only
during such time as they are operated in response to a
call, and ending, either at such time as the volunteer
returns to his/her home, or to the first location to
which a volunteer stops on the way home, after
completion of participation in the emergency services
that were subject to the call, whichever occurs first.
All District liability insurance policies shall name the
DEPARTMENT as an additional insured. Proof of all insurance in a
form acceptable to the DEPARTMENT shall be provided by the
DISTRICT upon request.
11. DEPARTMENT INSURANCE
The DEPARTMENT shall provide the following insurance on all
part-time and full-time employees of the DEPARTMENT:
A. Workers Compensation Insurance in compliance with
Florida Statutes Chapter 440 including minimum $500,000
Employer's Liability coverage.
B. Unemployment Compensation in compliance with Florida
Statutes Chapter 443.
C. General Liability Insurance with minimum limits of
$300,000 Combined Single Limit.
D. Disability income insurance for a minimum of three
hundred dollars ($300.00) weekly upon total disability
for the first tkirty (30) days and thereafter, in an
amount up to six•hundred dollars ($600.00) weekly, not
to exceed the employee's net income. Said benefit shall
■
continue until the employee can return to his regular
work duties.
E. Death benefits insurance with a minimum amount of fifty
thousand ($50,000.00) death/permanent disability benefit
for the employee while engaged in the performance of
his/her duties.
The Department shall provide the following insurance on all
volunteers of the Department:
A. Disability income insurance for a minimum of three
hundred dollars ($300.00) weekly upon total disability
for the first thirty (30) days and thereafter, in an
amount up to six hundred dollars ($600.00) weekly, not
to exceed the volunteer's regular salary. Said benefit
shall continue until the volunteer can return to his
regular work duties.
B. Death benefits insurance with a minimum amount of fifty
thousand ($50,000.00) death/permanent disability benefit
for the volunteer while engaged in the performance of
his/her duties.
The Department shall provide the following insurance on all
vehicles owned and/or leased by the Department and used in
providing Fire and Rescue Services within the District:
A. Automobile Liability Insurance with minimum limits of
$300,000 Combined Single Limit.
All liability policies are to name both the DISTRICT and
Monroe County as additional insured, and shall provide for no
less than thirty (30) days notice of cancellation, non -renewal,
or reduction in coverage. Proof of all insurance in a form
acceptable to the DISTRICT shall be provided by the DEPARTMENT
upon request.
12. INSURANCE REIMBURSEMENT
The costs of insurance policies required under the provisions
of Section 11 of this AGREEMENT shall be a cost, charge, or
expenditure of the DEPARTMENT for which the DISTRICT, upon
receipt of proper invoices and applicable documentation, shall
reimburse the DEPARTMENT.
13. PRIVATE VEHICLE INSURANCE
All DEPARTMENT personnel shall keep in full force and effect
a policy of liability insurance on his/her private vehicle(s) in
at least such minimum amounts of coverage as are required under
Florida law. Proof of insurance in a form acceptable to the
DISTRICT shall be provided by each volunteer and maintained on
file in the business office of the DEPARTMENT. The DEPARTMENT
shall provide copies of proof of insurance to the DISTRICT upon
request. - a
5
14. LENGTH OF SERVICE AWARDS PROGRAM
The DEPARTMENT shall cause to be issued and kept in full
force a Length of Service Awards Program for the volunteer
personnel of the DEPARTMENT. Said retirement benefits for the volunteer personnel. gram shall provide
Exact coverage and benefits of the Length of Service Awards
Program shall be approved by the Monroe County Fire Chief s
Association. Said coverage and benefits may be changed or
adjusted during the term of this AGREEMENT without cause to void,
cancel, or violate this AGREEMENT. Volunteer personnel who meet
eligibility requirements adopted and approved by the Monroe
County Fire Chief's Association shall benefit from said program.
The cost of the above mentioned Length of Service Awards Program
shall be a cost, charge, or expenditure for which the DISTRICT,
upon receipt of proper invoices and applicable documentation,
shall pay in a sum not to exceed the budgeted allocation for such
costs, charges, or expenditures. This Length of Service Awards
Program shall be contingent upon budgeted funding.
15. VOLUNTEER PERSONNEL REIMBURSEMENT
e
The DISTRICT shall reimburse the DEPARTMENT for volunteer
personnel in accordance with Section 2.261 of the Monroe County
Code and in the following amounts:
A. For each eligible Volunteer, one hundred dollars
($100.00) per month.
B. For each Assistant and/or Deputy Fire Chief, one hundred
seventy five dollars ($175.00) per month.
C. For Fire Chief, two hundred fifty dollars ($250.00) per
month.
Each DEPARTMENT shall have the right to establish its own
eligibility requirements for disbursement of reimbursement based
on participation of DEPARTMENT activities. DISTRICT funding for
the reimbursement of volunteers shall not exceed the budgeted
allocation for such reimbursement. Said amounts may be changed or
adjusted by approval of the DISTRICT and the DEPARTMENT, during
the term of this AGREEMENT without cause to void, cancel, or
violate this AGREEMENT.
16. DEPARTMENT VEHICLE ALLOWANCE
The DISTRICT shall fund to the DEPARTMENT four hundred fifty
($450.00) per month for Chiefs/Command/Support vehicle allowance.
17. MAINTENANCE AND RECORDS CUSTODIAN
The DEPARTMENT is responsible for, and may employ on a
part-time or full-time basis an individual whose duties may
include but are not limitea-.to the following:
C1
A.
Maintenance and minor repair of all vehicles and
equipment -used by the DEPARTMENT.
B.
Keeping an accurate and current inventory of all
vehicles and equipment used by the
C.
DEPARTMENT.
Maintaining detailed,
accurate, and current records of
all maintenance and repairs performed
D.
on all vehicles
and equipment used by the DEPARTMENT.
Ensuring that
all required testing and certification of
fire rescue, emergency, and
medical equipment is
performed in a timely fashion and
that detailed,
accurate, and current records of such testing and
certification are
E.
maintained by the DEPARTMENT.
Maintaining accurate and
current records of training,
testing, and certification of all
F.
volunteer personnel
and part-time and full-time employees.
Preparing and filing with the Fire Marshal's Office in a
timely fashion, and incident
report for each response by
the DEPARTMENT to all fire
rescue, mutual aid or other
miscellaneous calls.
G.
Preparing and filing with the Fire Marshal's Office a
first report of injury within
e
H.
48 hours of any reportable
injury involving volunteer personnel.
Preparing and maintaining complete and accurate records
of the DEPARTMENT'S
activities including, but not
limited to, telephone logs, fuel logs,
requisitions. and supply
The maintenance and records custodian shall be compensated by
the DEPARTMENT as a reimbursable expense by the DISTRICT in an
amount commensurate with the compensation of employees in similar
Positions within Monroe County provided, however, that such
amount shall not exceed the budgeted allocation for such position.
18. FIRE DEPARTMENT PHYSICIAN
The DISTRICT shall contract with Florida licensed
physician(s) to serve as the Fire Department Physician to provide
a non -mandatory annual physical examination and other medical
expertise as required by Section 8-1 and 8-4 of the Standard on
Monroe County Fire Rescue Occupational Safety and Health Program.
19. ACCOUNTABILITY
The DEPARTMENT shall be accountable to the DISTRICT as
required by this AGREEMENT. The Monroe County Fire Marshal's
Office shall have the authority to coordinate and control all
Fire and Rescue Services during a State of Local Emergency and/or
in conjunction with Emergency Management of Monroe County. The
Monroe County Fire Marshal's Office shall also have the authority
to coordinate and control Fire Rescue Services during other major
incidents if requested by the DEPARTMENT having jurisdiction or
under any authority granted to the Monroe County Fire Marshal's
Office by any applicable Zaws and/or ordinances or under any
protocols, rules, re ulations
g standards, plans,
7
Policies, and/or procedures approved by the Monroe County Fire
Chief's Association. The DEPARTMENT shall have the duties and
responsibilities -in its respective service area which are
applicable to Fire and Rescue Services and are specified in any
applicable laws and/or ordinances or under any protocols, rules,
regulations, standards, plans, policies, and/or procedures
approved by Monroe County and/or the DISTRICT, dependent upon
resources availability.
The Monroe County Fire Marshal's Office shall provide
administrative and technical assistance, as requested, to the
DEPARTMENT in matters relating to the operation of the Fire
Rescue Services. Representatives of both the DISTRICT and the
DEPARTMENT shall meet on a regular basis for discussions
regarding the operation of the Fire Rescue Services contemplated
within this AGREEMENT and other related matters; meeting dates to
be jointly agreed upon.
All Administrative correspondence shall be sent to:
To the DISTRICT:
To the DEPARTMENT:
Monroe County Fire Marshal's Office
490 63rd St., Suite 160
Marathon, FL 33050
20. COMMUNICATIONS SYSTEM
Monroe County shall provide for an exclusive central
communications system for the dispatching of all emergency and
non -emergency calls within the service area. Said system shall
consist of the vehicles used by the DEPARTMENT, the fire
stations, the central dispatch centers of the County, and the
two-way radios installed in the respective vehicles and
locations. The DEPARTMENT shall have the right to establish a
complement of response equipment and vehicles to meet the needs
of a particular call. The central dispatchers of the county
shall have the right to dispatch the DEPARTMENT and to receive
immediate confirmation of the status and location of all
in-service units. It is hereby recognized and acknowledged that
the right of the central dispatchers to dispatch and confirm
status is paramount in order to effectively coordinate the
provision of both emergency and non -emergency Fire and Rescue
Service within Monroe County. In circumstances in which the
DEPARTMENT is unable to respond to an emergency call, regardless
of reason, the central dispatchers of the County shall follow
established procedures for such conditions. The Monroe County
Fire Marshal's Office shall provide copies of current dispatching
procedures for fire, rescue, and ambulance services to the
DEPARTMENT and shall schedule and conduct meetings when necessary
to revise said procedures to improve
effectiveness of the response system.
21. PROCUREMENT
the efficiency and
The DEPARTMENT shall procure goods and services, for which
the DISTRICT shall be financially responsible, in accordance with
current Procurement Policies for Monroe County, Section Iv,
Level "A" requesting authority. The DEPARTMENT may directly
transmit a "Request to Purchase" to the Purchasing Department for
such supplies, equipment, and/or services required to provide
Fire and Rescue Services and for which the DISTRICT has allocated
funds in the current budget. The Chief of the DEPARTMENT or
his/her designee, in writing, shall have signature authority
applicable to such Level "A" procurements. A "Request to
Purchase" form shall be completed and forwarded to the Fire
Marshal's Office for purchases exceeding Level "A" dollar
limits. The Fire Marshal's Office shall review and then forward
such requests through the Public Safety Division to the
Purchasing Department for further processing. The Purchasing
Department shall in conjunction with the Fire Marshal's Office,
purchase or approve the purchase by the Fire Marshal's Office of
the equipment, supplies, or other support material required by
the DEPARTMENT to provide Fire Rescue Services and for which the
DISTRICT has allocated funds in the current budget. The
procurement of goods and services occurring after normal business
hours or during weekends by the DEPARTMENT shall be limited to
only those emergency situations in which case such procurement
was necessary in order to avoid interruption of services or to
maintain current service levels during such period. The
DEPARTMENT shall notify the Fire Marshal's Office at the
beginning of the next business day to obtain a purchase order for
such procurement.
22. EXPENSE REQUEST
The DEPARTMENT shall provide a Request for Expense
Reimbursement Form, by line item accounts and with applicable
documentation attached, to the Monroe County Fire Marshal's
Office. The DISTRICT shall reimburse the DEPARTMENT for said
expenses within 30 days of receipt of said Request for Expense
Reimbursement form as provided for in this AGREEMENT.
23. BUDGET/AGREEMENT
The DISTRICT budget, as adopted, provides funding for
utilities and other internal costs, charges, or expenditures
necessary or incidental to the operation of the Fire Rescue
Services contemplated within this AGREEMENT, which have not been
previously specified herein, i.e. County/DISTRICT provided
insurance, Risk Management, Workers Compensation, fuel from
County pumps, Information %Systems, etc. The Monroe County Fire
Marshal's Office on behalf' -.of, the DISTRICT shall be responsible
4
for providing the necessary accountability and controls for these
funds.
24. TRIAL BALANCES
The DISTRICT shall provide to the DEPARTMENT each month a
trial balance with a detailed distribution list of the DISTRICT'S
funds allocated and expenses so as to apprise the DEPARTMENT of
budgeted appropriations and the status of expenditures.
25. BUDGET REQUEST
Upon request of the DISTRICT, the DEPARTMENT shall submit a
proposed budget appropriations request, by line item account, for
the forthcoming fiscal year. When deemed necessary, based on
statistical analysis of usage, mileage, serviceability, and/or
level of service the DISTRICT shall consider a budget
appropriations request for refurbish, replacement or additional
apparatus provided to the DEPARTMENT by the DISTRICT. The
DEPARTMENT shall prepare and submit minimum vehicle and equipment
requirements to the DISTRICT for review and concurrence. The
DISTRICT shall then prepare specifications and procure the
apparatus in accordance with applicable policies and procedures.
The DEPARTMENT shall be involved in monitoring all phases of
refurbishingDEPARTMENT. or purchasing of apparatus to be used by the
26. ANNUAL AUDIT REPORT
The DEPARTMENT shall allow the DISTRICT to conduct an annual
audit report, certified by a certified public accountant licensed
to do business in the state of Florida. The DISTRICT will be
responsible to procure the services of the audit. The report
shall be presented to the DEPARTMENT within thirty (30) days of
receipt by the DISTRICT of its annual audit report. The
DEPARTMENT shall comply with this requirement for each audit year
concurrent in whole or in part with the term of this AGREEMENT.
The cost of such audit shall be a cost, charge, or expenditure of
the DISTRICT.
27. INDEMNIFICATION
The DEPARTMENT to the fullest extent permitted by law, shall
indemnify and forever hold harmless the DISTRICT and Monroe
County, their officers, agents, and employees, from all claims of
any sort whatsoever that may arise from negligence, acts, or
omissions of the paid -part time and/or full-time employees of the
DEPARTMENT, not related to the provision of Fire Rescue Services.
10
28. NOTICES
Any notice required or permitted to be given hereunder shall
be deemed properly given at the time it is personally delivered
or mailed, properly addressed and postmarked to the respective
address specified below or to such other addresses as may be
specified in writing:
To the DISTRICT: Office of the County Administrator
Public Service Building,
5100 College Rd.
To the DEPARTMENT: Key West, FL 33040
All vehicles and equipment owned and/or leased by the
DISTRICT or Monroe County and used by the DEPARTMENT to provide
Fire Rescue Services shall be returned to the DISTRICT when
requested upon expiration or termination of this AGREEMENT.
During the interim period between expiration of this AGREEMENT
and the execution of a new AGREEMENT, the DEPARTMENT shall be
authorized to use the vehicles and equipment for continued
provision of Fire Rescue Service.
29. INVALIDITY
If any section, subsection, sentence, clause, or provision of
this AGREEMENT is held invalid, the remainder of this AGREEMENT
shall not be affected by such invalidity.
IN WITNESS WHEREOF, the parties hereto have caused this
Agreement to be executed the day and year first above written.
(SEAL)
Att Dan y L Kolhage, Clerk
(CORPORATE SEAL)
Attest:
Secretary
BOARD OF COUNTY COMMISSIONERS,
MONROE COUNTY, FLORIDA
Mayor
FIRE DEPARTMENT, INC. VOLUNTEER
Pre nt
Approved as to form and legal
suffV ie yr
County t ey's Office
11