Item C28 BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: October 16, 2013 Division: Public Works/Engineering_
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, 2013, 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, 2013 through September 30, 2014, 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 17, 2012 for the period October 1, 2012 through
September 30, 2013.
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$18,820.00 approx
APPROVED BY: County Atty OMB/Purchasing Risk Management
DOCUMENTATION: Included X Not Required
DISPOSITION: AGENDA ITEM#
Revised 7/09
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract with: City of Marathon Contract#
Effective Date: 10/01/13
Expiration Date: 09/30/14
Contract Purpose/Description:
Interlocal Agreement for the Use of the Meeting Room at the Marathon Government
Center for the period October 2013 through September 2014 for City Council meetings
Contract Manager: Alice Steryou 4549 Facilities Maint/Sto #4
(Name) (Ext.) (Department/Stop#)
for BOCC meeting on 10/16/13 A ends Deadline: 10/01/13
CONTRACT COSTS/REVENUE
approx
Total Dollar Value of Contract: $ REVENUE Current Year Portion: $18,820.00
approx
Budgeted? Yes❑ No ❑ Account Codes: 001-362001SG- -
Grant: $ N/A - - - -
County Match: $ N/A - - - -
ADDITIONAL COSTS
Estimated Ongoing Costs: $ /yr For:
(Not included in dollar value above) (e .maintenance,utilities,janitorial,salaries,etc.)
CONTRACT REVIEW
Changes Date Out
Date In Needed Reviewer
Division Director 10/1/13 Yes❑No® 10/01/13
Risk Management 10/1/13 Yes❑No® 10/01/13
O.M.B./PurcFiasing 10/1/13 Yes❑No® 10/01/13
County Attorney 9/30/13 Yes❑No® Pedro Mercado 09/30/13
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 2013 -2014
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, 2013 through September 30, 2014 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, 2013. 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, 2014, the City shall pay
the County$261.33 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
i
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$67.49 per hour for room set up and
$193.84 per hour for Channel 76 set up, totaling $261.33 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, 2013 through September 30, 2014, 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 $261.33 per hour for each meeting
held. If this Agreement is extended for subsequent years after September 30, 2013, 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, 2013 through September 30, 2014. Either
parry 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 parry
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 o
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) BOARD OF COUNTY COMMISSIONER
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ATTEST: AMY HEAVILIN, CLERK OF MONROE COUNTY, FLORIDA o ,0
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ATTEST: CITY OF MARATHON, FLORIDA �° �
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