Item B14BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: February 15, 2006 Division: Public Works
Bulk Item: Yes X No Department: Facilities Maintenance
Staff Contact Person: John King
AGENDA ITEM WORDING: Approval to extend contract with Barnes Alarm Systems, Inc. on a
month -to -month basis for alarm system annual certification, maintenance and monitoring.
ITEM BACKGROUND: On February 28, 2006, the current contract with Barnes Alarm Systems will
expire with no additional options to renew. A month to month contract extension is needed until new
bids can be achieved.
PREVIOUS RELEVANT BOCC ACTION: On February 19, 2003, the BOCC awarded the bid and
enter into a contract with Barnes Alarm Services, which was renewed on February 18, 2004 and
February 16, 2005, and amended on March 17, 2004 and April 20, 2005.
CONTRACT/AGREEMENT CHANGES: Extending the contract on a month to month basis.
STAFF RECOMMENDATIONS: Approval.
TOTAL COST: NTE $25,000/3r. or approx $2,083/mo. 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. _ OMB/Purchasing Risk Management
DIVISION DIRECTOR APPROVAL: 66tK,
A--k
Dent Pierce, Direct4 Public Works
DOCUMENTATION: Included x Not Required
DISPOSITION: AGENDA ITEM #
Revised 1/03
CONTRACTSUAMARY
Contract Witt): Barrier Alarm System Contract
Datc-
Fxpirafion Date: llvlonth to Month
C01111-dO PLHJX)Sp/Description.
Alarm wstem annual certification, contral station monitorjm_� and maintenance
........... .. ............... - --- --
. .... .. . . ......... .. ........ .......
Contract Mamier� Beth I eto 4560 Public, Work-s/Stop I
.... ...... .. ... .... .. .. ...
(Name) (E.-K.t-) (Department/Stop 7)
fior BOC(IaeIiTizn on 02/.] 5/06 Agenda Deadline01,131/06
C.ONTRACTCOTS
Total Dollar Value of Cantract: NTES25,000.1yr Currcris Ycar PO'IiMli _. Appro�-2,08-Vno.
i
. . ... ......... ... . . _ -- --- -- ----------- ----- ---------- ---
Btidget,ed? YesL No L] Acc'()Ullt Codes-, 001-20501-530340 - 101-20505-5",;0340
Grant- S N/A
Courity INIatch: S, N/A
------- ........ .
ADDITIONAL COSTS
F.qlrnated Ongoino Costs- S Nr For:
(Nol included in doMir v;ilkicatmvc) Timmicnance, mifitics, janitorial, sahvies, cto
CONTRACT RFVIEW
Changes
Date In Needed
DV"'Islon 1. . )iFQctor 1-13 110, b Yes No
Risk %4,;mao_cinerit u N'MK, 3 - Yes
0- M - B.YPurchaslihy I 3i Yes-LT-1 Nov,/-,
County Attorriev &6 Yes� j NoLi
. .... ..... .
OMB F{)nyi RcYlsed 2,07A)l MCP 0
D'qte Out
t131 /0
(Atimn S,,sicm minual cerrifiC2luoii- makliiiaiance & ciaitrj statim monitor fig.)
1'HIS Extension is made and entered into this 151" day of Febiva.rv, 2006, between :klonme
County, a political subdivision of the State of Florida. and 13 4RM'�`sS AL R I SYS 1 UIM, INC-
to extend the contract dated F€bmary7 P), 2003, as amended on °v911mh 37, 2004 and .April 20,
2005, and as FCUCVVCd on 1,'cbruar 18_ 2€ 04 and. 1 etima.ry 16, 2005
Wi-1ERP'AS, thc; contract: dated F-ebruary- I (), 2003, between the pasties expires on `ebruary 28>
2006., and
WHEREAS, S, the parties desire to continue their relationship udder the current Contralct as
amended and renewed, on it month to month basis;
NOW. 11 fl.,' iat_;Ff3R , the parties agree as follows:
Eff-ective March 1, 2006, the. contract shall continue on a pion li to inomli basis
2. In all other respects, the original agreemont between the parties dated February 19, 200-7,
amended on March 17, 2004 and April 20, 2005, and renewed on February 18, 2004 and
T ehruary 16, 200S, Ftnlaiils ill fall fOrCe and 01'ect.
IN ra VI'NESS WHEREOF, the parties have hereunto sct their hands and seal, the day and year
first written above.
( :Sc'fl )
AsiiA: D NNY l.. F:OLJ_ AGl"'. CLERK
Dqm[N 0(I rk
W F1iic's
W It pcss
MONROE COUk," 'r' ATTORNEY
+XTMC
sfASSISt NTY A T T 0 F'I'tl EY
ROARO O COt<FNTY COMIMISSt(,}'.ti ERS
OF j%-IONROF COL NTI'Y, FLORIDA
rig
ma- oriMa or Pro 'Perri
BA!'<N E'S AJ.AR!'t.'t SYSTEMS, EMS, HW'
By:
Prmt 'ti1afwc•
'I'di
SECTION THREE
CONTRACT
THIS AGREEMENT_ made and entered into this 19th day of February, 2003, A.D., by and
between MONROE COUNTY, FLORIDA , (hereinafter sometimes call the "owner"), and
Barnes' Alarm Systems, Inc. , (hereinafter called the "Contractor").
WITNESSED: That the parties hereto, for the consideration hereinafter set forth, mutually
agree as follow
3.01 THE CONTRACT
The contract between the owner and the contractor, of which this agreement is a part,
consists of the contract documents.
3.01 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.
3.02 SCOPE OF THE WORK
The Contractor shall provide all labor, tools, and equipment necessary to provide Alarm
System Annual Certification, Maintenance, and Monitoring, in accordance with the Public
Works Contract Specifications entitled -
ALARMS YSTEM ANNUAL CERTIFICATTON, MAINTENANCE, AND MONITORING
MONROE COUNTY, FLORIDA
The Contractor shall provide all required documentation pursuant to National Fire
Protection Association Requirements, and shall be on call twenty --four hours per day,
seven days per week.
And his bid dated January 9, 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 all the work.
3.03 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 3& day of the following month in each of
twelve (12) months. The Contract price (as stated in the Contractor's proposal) must be
invoiced as follows:
+ Alarm System Annual Certification $G 485.00 per year
+ Alarm System Central Station Monitoring $ 212.50 per month
+ Labor — Normal working hours of 8:00 a.m_ to $ 55.00 per hour
5.00 p.m. M,,Aay through Friday excluding holidays
' Labor --- Overtime rate for hours not stated above,
including holidays.
Materials, supplies, and replacement pans
Compensated at standard institutional and
governmental discounts as offered by the
manufacturer. Such costs must be documented
with sales slip, invoices, or other acceptable
Proof of purchase. See Note Below.
Or
$ l 10-00 per hour
27 % off list price
' Manufacturers invoice cost of parts and materials Cost + NIA %
Note: Some providers get governmental discounts offered by the manufacturer, and they
give Monroe Couni), a percentage off of list price, other provides s base their
pricing on a markup olr the ►nanufactrerers cnst. 017111 ogle a_ f Me above methods
maj, be 7ls(-,d
3.04 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.
3.05 TERM OP CONTRACT/P ENEWAL
A. This contract shall L„ for a period of' one (1) year, commencing March 1, 2003 and
terminating February 29, 2004.
B_ The Owner shall have the option to renew this agreement after the first year, and each
succeeding year, for two additional one year periods. The Contract amount agreed to
herein might be adjusted annually in accordance with the percentage change in the
Consumer Price Index for all urban consumers (CPI-U) for the most recent twelve (12)
months available.
3.06 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, 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 ($Io.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.
3.07 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.
3.08 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.
3.09 ASSIGNMENT/SUBCONTRACT
The Contractor shall ,►ot 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 deem necessary. This paragraph shall be incorporated by
reference into an), assignment or subcontract and any assignee or subcontractor shall
comply with all of the provisions of this 3-1-ee2nent. Unless expressly provided for
therein, such approval shall in no manner or event be deemed to impose any obligation
upon the board in addition to the total agreed -upon price of the services/goods of the
contractor-
a.10 COMPLIANCE WITH 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 oC
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 perforna work in accordance with these specifications throughout the term of
this contract.
3.11 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 WCI, GLI, and
VL1, 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 unposed
by the Monroe County Risk Management Department.
3.12 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.
3.13 PROFESSIONAL RESPONSIBELITY
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.
3.14 NOTICE REQUIREMENT
Any notice requires or permitted under this agreement shalt be in writing and hand
delivered or mailed, postage prepaid, to the other party by certified mail, returned receipt
ed
I , to the following:
FOR COUNTY FOR CONTRACTOR
Monroe County Facilities Maintenance Barnes' Alarm Systems, Inc.
3583 S_ Roosevelt Blvd- 5615 7rd Avenue #8
Key West, FL 33040 Key West, F1, 33040
.15 CANCELLATION
A) The County n ay cancel this contract for cause with sevei) (7) days notice to the
contractor. Cause shall constitute a breach of the obligations of the Contractor to
Perform the 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.
3.15 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 attorney's fees and costs
3 -16 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 written above in four (4) counterparts, each of which shall, without proof or accounting for
the other counterparts, be deemed an original contract.
(SEAL)..
Attest-'DANNY L- KOLHAGE, CLERK
By. -
Deputy Clerk -
Date-- O - / 9- 03
(SET E '
Atte.,
M.
Title
BOARD OF COUNTY COMMISSIONERS
OF MO OE CQUNTY, WO]PA
By:
Mayor/Chairman
B ,
WITNESS
Title.
—T
LE
Title -
APPROVED A5 TO FORM
AN GAL SUFF I Cy
zr`, t�i}/ - j j TQt�
%7', r�..l
INC.
QQNTRACTAAEND�MENT
(Alarm System Annual Certification, and Monitoring)
THIS Amendment is made and entered into this I Yh day of March, 2004, between the COUNTY
OF MONROE and Barnes' Alarm Systems, Inc. in order to amend the agreement between the
parties dated February 19, 2003, and renewed on February 18, 2004, (copies which are
incorporated hereto by refirence) as follows:
1. The Public Service Building, 5 100 College Road, Stock Island, shall be omitted from the
contract specifications article 2.01 Fire Alarm System Annual Certification and article
2.02 Alarm System Ma*oring.
2. The contract sum for Alarm System Annual Certification shall decrease by $324 25 from
$6,485.00 for 20 alarm systems to $6,160.75 for 19 alarm systems.
3. The contract sum for Alarm System Central Station Monitoring shall decrease by $2125
per month from $212.50 for 10 alarm systems to $191.25 for 9 alarm systems.
4. In all other respects, the original agreement between the parties dated February 19, 2003,
on February 18, 2004, remains in fall force and effect.
e
, the parties have hereunto set their hands and seal, the day and year
K01HAGE, CLERK
JJeputy Cie&
MONROE COUNTY ATTONEY
APPROVED AS T M
ZAN ON
STAffjGPyW &MRNEY
E*AM OF COUNIY COMMISSIONERS
OF MONROE COUNTY, FWRWA
BARNES' ALARM SYSTEMS, INC.
CONTRACT AMENDMENT
(Alarrn System Annual Certification, Maintenance, and Monitoring)
THIS Amendment is made and entered into this 20"' day of April, 2005, between the COUNTY
OF MONROE and Barnes' Alarm Systems, Inc. in order to renew the agreement between the
parties dated February 19, 2003, as renewed on February 18, 2004, and February 16, 2005, and
as amended on March 17, 2004 (copies which are incorporated hereto by reference) as follows:
1. Section Two, Contract Specifications, 2.01 shall include the Stock Island Fire Station
located at 2nd Street and McDonald Avenue, Stock Island, for fine alarm annual
certification.
2. The contract sum for Alarm System Annual Certification shall increase by $324.25 for
the Sheriffs Aviation Hangar (approved by the BOCC 02/16/05), and $324.25 for the
Stock Island Fire Station; thereby increasing the total annual fee from $6,160.75 for 19
alarm systems, to $6,809.25 for 21 alarm systems.
All contract obligations and issues pertaining to the alarm system annual certification,
maintenance, and monitoring, pertain to the Monroe County Sheriff's Office Aviation
Hangar.
4. In all other respects, the original agreement between the parties dated February 19, 2003,
as renewed on February 18, 2004, and February 16, 2005, and as amended on March 17,
2004, 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' DANlwll ,,L. Y1OLHAgE, CLERK
By:., a
]Upu Clerk
MONROE COUNTY ATTORNEY
QVED AS T M.
tlZANNE A. TTON
kS5iS7A� ORP�@Y
pate, '
BOARD OF COUNTY COMNIISSIONERS
OF MONROE COUNTY, FLORIDA
M. 44w�
C:.
By:
Mayor Dixie Spehar 8P:-�
�
rs- r
c� C'
to
BARNES' ALARM SYSTEM.
r jam,;
s�
Cn
By &;�2
Q-e-e—
Title
F
RLNF
MAL AGREEMENT
(Alarm System Annual Certification, Maintenance, and Monitoring)
THIS Renewal is made and entered into this I day of February, 2004, between the COUNTY
OF MONROE and Barnes' Alarm Systems, Inc. in order to renew the agreement between the
parties dated February 19, 2003 (a copy which is incorporated hereto by reference) as follows:
1. The County exercises its first of two one-year options to renew the contract in accordance
with Article 3.05B of the original agreement.
2. The term of the renewed agreement will commence on March 1, 2004, and terminate on
February 28, 2005.
3. In all other respects, the original agreement between the parties stated February 19, 2003
remains in full force and effect.
WHEREOF, the parties have hereunto set their hands and seal, the day and year
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
BARNES' ALARM SYSTEMS, INC.
Title
C�
PP OV F ' RM:�,r"
--t
ROE LFE
�"-1
CHIEF A88ITChu ThC AHEY
RENEWAL AGREEMENT
(Alarm System Annual Certification, Maintenance, and Monitoring)
THIS Renewal is made and entered into this I e clay of February, 2005, between the COUNTY
OF MONROE and Barnes' Alarm Systems, Inc. in order to renew the agreement between the
parties dated February 19, 2003, as renewed on February 18, 2004, and as amended on March
17, 2004 (copies which are incorporated hereto: by reference) as follows:
The County exercises its final of two one-year options to renew the contract in
accordance with Article 3.0513 of the original agreement.
2. Section Two, Contract Specifications, 2.01 shall include the Monroe County Sheriffs
Office Aviation Hangar located at 10100 Overseas Highway in Marathon.
3. All contract obligations and issues pertaining to the alarm system annual certification,
maintenance, and monitoring, pertain to the Monroe County Sheriff's Office Aviation
Hangar.
4. The terra of the renewed agreement will commence on March 1, 2005, and terminate on
February 28, 2006.
5. In all other respects, the original agreement between the parties dated February 19, 2003,
as renewed on February 19, 2004, and as amended on March 17, 2004, remains in full
force and effect.
IN WITNESS WHEREOF, the parties have hereunto set their hands and seal, the day and year
first writwfr_
(Seal):�
AkeSt: D ' -Ckj J GE, CLERK
By:
Fls*nrrfi� !`ls.rlr
Witness
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
,%
By:
BARNES' ALARM SYSTEMS, INC.
By.
en
MONROE COUNTY ATTORNEY { 1=a
ROVED AS A
SUZANNE A. UTTON
ASSISTANT C N RNEY
Date
Title