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Item C34 1 j`J BOARD OF,/COUNTY COMMISSIONERS AGENDA ITEM SU 9 'Y Meeting Date: October 17,2012 Division: Public Works Bulk Item: Yes X No — Department: Facilities Maintenance Staff Contact Person:Dent Pierce,305 292-4560 AGENDA ITEM WORDING: Approval to execute an Interlocal-Agreement with the City of Marathon for utilization of the County meeting room in Marathon for 24 City Council meetings. ITEM BACKGROUND: On September 30, 2012, the Interlocal Agreement with the City of Marathon for use of the Marathon meeting room expired. The City of Marathon would like to enter into an agreement with Monroe County for the period October 1, 2012 through September 30, 2013, to use the Marathon meeting room for 24 City Council meetings. PREVIOUS RELEVANT BOCC ACTION: The.BOCC has approved this ILA annually since 2000, and the most recent approval was October 19, 2011 for the period October 1, 2011 through September 30,2012. CONTRACT/AGREEMENT CHANGES: new agreement. STAFF.RECOMMENDATIONS: Approval. TOTAL COST: Revenue INDIRECT COSTS BUDGETED: Yes N/A No DIFFERENTIAL OF LOCAL PREFERENCE: COST TO COUNTY: N/A SOURCE OF FUNDS: N/A REVENUE PRODUCING: Yes X No_ AMOUNT PER MONTH$ Year$18,400.00 approx ok. APPROVED BY: County Atty %t(OfB/PurJiasiflg Risk Management f' DOCUMENTATION: Included X Not Required Li DISPOSITION: AGENDA ITEM# 0,3 Revised 7/09 co rrc` ,j 9 3. MONROE COUNTY BOARD OF COUNTY COMMISSIONERS . I CONTRACT SUMMARY ` Contract with: City of Marathon Contract# Effective Date: 10/01/12 Expiration Date: 09/30/13 Contract Purpose/Description: Interlocal Agreement for the Use of the Meeting Room at the Marathon Government Center for the period October 2012 through September 2013 for City Council meetings Contract Manager: Alice Steryou 4549 Facilities Maint/Stop#4 (Name) (Ext.) (Department/Stop#) for BOCC meeting on 10/17/12 Agenda Deadline: 10/02/12 CONTRACT COSTS/REVENUE approx Total Dollar Value of Contract: $ REVENUE Current Year Portion: $18,400.00 approx Budgeted?Yes❑ No ❑ Account Codes: volt - SG- _ Grant: $ N/A - - - County Match: $ N/A - _ _ ADDITIONAL COSTS Estimated Ongoing Costs: $ /yr For: (Not included in dollar value above) (eg.maintenance,utilities,janitorial,salaries,etc.) CONTRACT REVIEW Changes Date Out Date In Needed nn Reviewer [ Division Director 101311?✓ Yes❑No " Risk Management 1(y3-0— Yes❑Nog/ O.M.B./P chasing t 6 3-!Z Yes❑No© la 3--12, County Attorney . /0 Yes❑Nop f 0/047 Comments: OMB Form Revised 2/27/01 MCP#2 INTERLOCAL AGREEMENT FOR THE.USE OF THE MEETING ROOM AT THE MARATHON GOVERNMENT CENTER Fiscal Year 2012-2013 ' I THIS INTERLOCAL AGREEMENT is entered into pursuant to Sec. 163.01, FS, by and between MONROE COUNTY, ,a political subdivision or the State of Florida, whose address is 1100 Simonton Street, Key West,FL 33040,hereafter County, and the CITY OF MARATHON, a municipal corporation, whose address is 9805 Over'eas Highway, Marathon, FL 33050, hereafter City. WHEREAS, the County has a meeting room) at the Marathon Government Center with the technical facilities to enable meetings to be cablecast; WHEREAS, the County desires to permit the,City to use the County meeting room; now therefore IN CONSIDERATION of the mutual promise's and covenants set forth below, the parties agree as follows: SECTION 1. j a) The County authorizes the City to hold 24. City Council meetings during the period October 1, 2012 through September 30, 2013 at the Marathon Government Center meeting room with each meeting approximately two weeks apart. The City must coordinate meeting dates with the Facilities Maintenance office so that no County/City schedule overlap occurs. The City will provide the meeting schedule prior to October 1, 2012. If a schedule conflict between a City Council meeting and a meeting of the County Commission, County Planning Commission, County Code Enforcement hearing or County Contractors Examining Board does occur, then the County meeting or hearing will take precedence. b) The County will televise live the City Council meetings,unless there is a meeting of the County Commission, County Planning Commission, County Code Enforcement hearing, County Contractors Examining Board or similar organization going on at the same time. If there is a County meeting or hearing going on, then the City Council meeting will be postponed until the County meeting or hearing has concluded. The City Council meeting will be televised live on Channel 76 as soon as the County meeting or hearing i concluded. c) Except as provided in Sec. 1(b), the County will replay each City Council meeting tape one time before the next City Council meeting.. The City may request a specific time and date for each replay through the Technical Services office which shall accommodate the City's request unless the time requested by the City would 'conflict with a live telecast of a County meeting or hearing. d) The County will furnish the City one: video tape copy of each City Council meeting. SECTION 2. From the effective date of this Agreement, until September 30, 2013, the City shall pay the County$255.68 per hour for each of the 24 City Council meetings to be held at the Marathon Government Center, televised live (if there is no conflict with a county meeting or hearing), meeting video tapes, and one replay on Channel 76 of each meeting. To cover the facilities costs 1 for the use of the room and televising costs, there shall be a one-half hour charge to set up prior to the meeting and a one-half hour charge after the meeting for the breakdown of equipment(one hour total per meeting). Total;hours billed for each televised meeting will include a one-half hour set-up and one-half hour breakdown charge at rates of$65.65 per hour for room set up and .3. 0:03`per hour for Channel 76 set up,totaling$255.68 per meeting. The amount shall be paid quarterly based on the number of meetings held during such quarter. If the City Council holds meetings in excess of 24 during;the period of October 1, 2012 through September 30, 2013, and desires that the extra meetings be held at the Marathon Government Center pursuant to this Agreement, then the City must pay the County an additional $255.68 per hour for each meeting held. If this Agreement is extended for subsequent years after September 30,2012,then for each year thereafter the fee will be adjusted to reflect changes in County costs. SECTION 3. The term of the Agreement is from October 1,2012 through September 30, 2013. Either party may terminate this Agreement without penalty upon thirty(30)days' prior written notice. SECTION 4: The parties to this agreement stipulate that each is a state governmental agency as defined by Florida Statutes and represents to the other that it ha s purchases suitable Public Liability, Vehicle Liability, and Workers' Compensation insurance,for is self-insured, in amounts adequate to respond to any and all claims within the limitations of Florida Statute 768.28 and 440, arising out of the activities governed by this agreement. Each party shall be responsible for any acts of negligence on the part of its employees, agents, contractors, and subcontractors and shall defend! indemnify and hold the other party harmless from all claims arising out of such actions. SECTION 5. This agreement will take effect when executed;certified copies are filed in the Office of the Clerk of the Sixteenth Judicial Circuit and in the Office of the Clerk of the City of Marathon, Florida. IN WITNESS WHEREOF, the parties hereto lave set their hands and seals on the date set forth below. (SEAL) BOARD OF COUNTY COMMISSIONERS ATTEST: DANNY L. KOLHAGE, CLERK OF MONROE COUNTY,FLORIDA By Deputy Clerk By Date Mayor/Chairperson ATTEST: CITY F MARATHON,FLORIDA By City Clerk By Date : t,•� �D4 NEY 2 SSI7 Ail;Air A 2RN 1 of( '7 BOARD OF COUNTY COMMISSIONERS AGENDA ITEM SUMMARY Meeting Date: October 17, 2012 Division: Public Works Bulk Item: Yes X No _ Department: Facilities Maintenance Staff Contact Person: Dent Pierce, 305 292-4560 AGENDA ITEM WORDING: Approval to execute an Interlocal Agreement with the City of Marathon for utilization of the County meeting room in Marathon for 24 City Council meetings. ITEM BACKGROUND: On September 30, 2012, the Interlocal Agreement with the City of Marathon for use of the Marathon meeting room expired. The City of Marathon would like to enter into an agreement with Monroe County for the period October 1, 2012 through September 30, 2013, to use the Marathon meeting room for 24 City Council meetings. PREVIOUS RELEVANT BOCC ACTION: The BOCC has approved this ILA annually since 2000, and the most recent approval was October 19, 2011 for the period October 1, 2011 through September 30, 2012. CONTRACT/AGREEMENT CHANGES: new agreement. STAFF RECOMMENDATIONS: Approval. TOTAL COST: Revenue INDIRECT COSTS BUDGETED: Yes N/A No DIFFERENTIAL OF LOCAL PREFERENCE: COST TO COUNTY: N/A SOURCE OF FUNDS: N/A REVENUE PRODUCING: Yes X No _ AMOUNT PER MONTH $_ Year $18,400.00 approx fi lc APPROVED BY: County Atty kMB/Pur asing Risk Management tp DOCUMENTATION: DISPOSITION: Revised 7/09 Included X Not Required. AGENDA ITEM # MONROE COUNTY BOARD OF COUNTY COMMISSIONERS CONTRACT SUMMARY Contract with: City of Marathon Contract # Effective Date: 10/01/12 Expiration Date: 09/30/13 Contract Purpose/Description: Interlocal Agreement for the Use of the Meeting Room at the Marathon Government Center for the period October 2012 through September 2013 for City Council meetings Contract Manager: Alice Steryou 4549 Facilities Maint/Stop #4 (Name) (Ext.) (Department/Stop #) for BOCC meeting on 10/17/12 Agenda Deadline: 10/02/12 CONTRACT COSTS / REVENUE Total Dollar Value of Contract: $ REVENUE Current Year Portion: Budgeted? Yes❑ Grant: $ N/A County Match: $ No ❑ Account Codes: on 1 - 31�*2-001 SQ, N/A ADDITIONAL COSTS Estimated Ongoing Costs: $ /yr For: (Not included in dollar value above) (eg. maintenance; approx $18,400.00 approx. CONTRACT REVIEW Changes Date Out Division Director Date In I0 [W�.— Needed Reviewer Yes❑ NoD/ IJ 101.311 Z— Risk Management Yes[:] NCQ/ 6 O.M.B./P rchasing County Attorney is -�z l d L� Yes❑ No❑ - Yes❑ No Comments: OMB Form Revised 2/27/U 1 MUF 42 INTERLOCAL AGREEMENT FOR THE USE OF THE MEETING ROOM AT THE MARATHON GOVERNMENT CENTER Fiscal Year 2012 - 2013 THIS INTERLOCAL AGREEMENT is entered into pursuant to Sec. 163.01, FS, by and between MONROE COUNTY, a political subdivision of the State of Florida, whose address is 1100 Simonton Street, Key West, FL 33040, hereafter County, and the CITY OF MARATHON, a municipal corporation, whose address is 9805 Overseas Highway, Marathon, FL 33050, hereafter City. WHEREAS, the County has a meeting room at the Marathon Government Center with the technical facilities to enable meetings to be cablecast; WHEREAS, the County desires to permit the City to use the County meeting room; now therefore IN CONSIDERATION of the mutual promises and covenants set forth below, the parties agree as follows: SECTION 1. a) The County authorizes the City to hold 24 City Council meetings during the period October 1, 2012 through September 30, 2013 at the Marathon Government Center meeting room with each meeting approximately two weeks apart. The City must coordinate meeting dates with the Facilities Maintenance office so that no County/City schedule overlap occurs. The City will provide the meeting schedule prior to October 1, 2012. If a schedule conflict between a City Council meeting and a meeting of the County Commission, County Planning Commission, County Code Enforcement hearing or County Contractors Examining Board does occur, then the County meeting or hearing will take precedence. b) The County will televise live the City Council meetings, unless there is a meeting of the County Commission, County Planning Commission, County Code Enforcement hearing, County Contractors Examining Board or similar organization going on at the same time. If there is a County meeting or hearing going on, then the City Council meeting will be postponed until the County meeting or hearing has concluded. The City Council meeting will be televised live on Channel 76 as soon as the County meeting or hearing is concluded. c) Except as provided in Sec. 1(b), the County will replay each City Council meeting tape one time before the next City Council meeting. The City may request a specific time and date for each replay through the Technical Services office which shall accommodate the City's request unless the time requested by the City would conflict with a live telecast of a County meeting or hearing. d) The County will furnish the City one video tape copy of each City Council meeting. SECTION 2. From the effective date of this Agreement, until September 30, 2013, the City shall pay the County $255.68 per hour for each of the 24 City Council meetings to be held at the Marathon Government Center, televised live (if there is no conflict with a county meeting or hearing), meeting video tapes, and one replay on Channel 76 of each meeting. To cover the facilities costs for the use of the room and televising costs, there shall be a one-half hour charge to set up prior to the meeting and a one-half hour charge after the meeting for the breakdown of equipment (one hour total per meeting). Total hours billed for each televised meeting will include a one-half hour set-up and one-half hour breakdown charge at rates of $65.65 per hour for room set up and $185.80 per hour for Channel 76 set up, totaling $255.68 per meeting. The amount shall be paid quarterly based on the number of meetings held during such quarter. If the City Council holds meetings in excess of 24 during the period of October 1, 2012 through September 30, 2013, and desires that the extra meetings be held at the Marathon Government Center pursuant to this Agreement, then the City must pay the County an additional $255.68 per hour for each meeting held. If this Agreement is extended for subsequent years after September 30, 2012, then for each year thereafter the fee will be adjusted to reflect changes in County costs. SECTION 3. The term of the Agreement is from October 1, 2012 through September 30, 2013. Either party may terminate this Agreement without penalty upon thirty (30) days' prior written notice. SECTION 4. The parties to this agreement stipulate that each is a state governmental agency as defined by Florida Statutes and represents to the other that it has purchases suitable Public Liability, Vehicle Liability, and Workers' Compensation insurance, or is self -insured, in amounts adequate to respond to any and all claims within the limitations of Florida Statute 768.28 and 440, arising out of the activities governed by this agreement. Each party shall be responsible for any acts of negligence on the part of its employees, agents, contractors, and subcontractors and shall defend, indemnify and hold the other party harmless from all claims arising out of such actions. SECTION 5. This agreement will take effect when executed certified copies are filed in the Office of the Clerk of the Sixteenth Judicial Circuit and in the Office of the Clerk of the City of Marathon, Florida. IN WITNESS WHEREOF, the parties hereto have set their hands and seals on the date set forth below. (SEAL) ATTEST: DANNY L. KOLHAGE, CLERK By Deputy Clerk Date ATTEST: By City Clerk Date BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FLORIDA Mayor/Chairperson CITY OF MARATHON, FLORIDA Marathon Mayor AS P.EDRO J. ASSISTANT CO,