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4. 02/21/2001 to 02/20/2002�ouwrr UJ`�gJJM CU%aG. F OG9� Z: m U; 0 Q OygOE COUNT.4• ��OP xpa nnp I. Rotba ae BRANCH OFFICE CLERK OF THE CIRCUIT COURT BRANCH OFFICE 3117 OVERSEAS HIGHWAY MONROE COUNTY 88820 OVERSEAS HIGHWAY MARATHON, FLORIDA 33050 500 WHITEHEAD STREET PLANTATION KEY, FLORIDA 33070 TEL (305) 289-6027 KEY WEST, FLORIDA 33040 TEL. (305) 852-7145 FAX (305) 289-1745 TEL. (305) 292-3550 FAX (305) 852-7146 FAX (305) 295-3660 MEMORANDUM DATE: March 13, 2001 TO: Reggie Paros, Director Public Safety Division ATTN: Susan Hover Fire Rescue FROM: Pamela G. Hanco Deputy Clerk At the February 21, 2001, Board of County Commissioners meeting the Board granted approval to award bid and authorized execution of the following: Maintenance of Fire/Rescue Vehicles Agreement between Monroe County, acting as the governing board for the Municipal Services Taxing District #6, and Fire Tech Repair Service, Inc. for maintenance of Fire/Rescue vehicles, semi-annual inspections, preventative maintenance, and unscheduled maintenance resulting from malfunction or failure. Maintenance of Fire/Rescue Vehicles Agreement between the Lower and Middle Keys Fire & Ambulance District and Fire Tech Repair Service, Inc. for maintenance of Fire/Rescue vehicles, semi-annual inspections, preventative maintenance, and unscheduled maintenance resulting from malfunction or failure. Enclosed is a duplicate original of each of the above for your handling. Should you have any questions please do not hesitate to contact this office. Cc: County Administrator w/o documents Risk Management w/o documents County Attorney Finance File / MAINTENANCE OF FIREIRESCUE VEHICLES AGREEMENT is made and entered into by 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 Fire-Tech Repair Service, Inc., hereinafter referred to as "CONTRACTOR". RECITALS A. The DISTRICT advertised a notice of calling for bid for MAINTENANCE OF FIRE/RESCUE VEHICLES on the 18th day of November and the 25th day of November 2000 in the Florida Keys Keynoter, on the 17th day of November and the 24th day of November 2000 in the Key West Citizen and on the 23rd day of November and the 30th day of November 2000 in The Reporter; B. The successful bidder was Fire-Tech Repair Service, Inc.; .3: 0 0 o 1 % ..; :x ;;:0 ("') ~.L :;po Orz :;0 The initial contract provides for a renewal of the contract for three addition~~~e!:l-r on. '0) terms. S;o~-:r:: - --. c.., - ~n' :x :<. . .::: .." > c:? r. -- " (T1 c:.n N -:"1 D, This contract is an agreement between parties. r f'T1 o " C> ;0 :::0 rr1 ("") o :::0 C c. NOW, therefore, the parties agree as follows: 1. CONTRACT PERIOD AND RENEWAL - The contract term is a period of one year from the date on which it is signed by the last of the two parties to sign. 2. CONTRACT TERMINATION - This contract may be terminated for any reason by either party on 30-day written notice without cause. 3. SUBJECT MATTER OF CONTRACT - This contract is for scheduled semi annual inspections and preventative maintenance of fire rescue vehicles, annual pump tests and for unscheduled maintenance and repair resulting from equipment failure or malfunction. 4, RATES -The hourly rate shall be $60.00 per man-hour with no travel time or mileage charge. Jobs requiring more than one technician will be charged at the rate of$35.00 per man-hour for the second man. Semi Annual inspections and annual pump tests are at quoted flat rates and excluded from hourly rate. 5, OVERTIME AND HOLIDAYS - Rates per man-hour for emergency repairs called outside normal business hours and federal holidays shall be one and one half times the normal rate. 6. SEMI-ANNUAL INSPECTIONS - During the year Contractor shall perform two inspections on vehicles described in Attachment 1 (Level I and Level II Preventative Maintenance Service) at an annual total cost of: Rescue-type vehicles, without pump $360,00 Pumpers $490.00 Aerials $640.00 Exception shall be if a vehicle has been used 1,000 hours prior to yearly preventative maintenance service, Level I and II Preventative Maintenance Service shall be performed and charged the above rate. Level I: 250 Hours or 6 months (whichever comes first) Full vehicle inspection as per attached semi-annual inspection schedule plus: Engine oil and filter change Fuel filter change (every 6 months) Air filter inspection and replacement if necessary Chassis lubrication Outboard (forward) impeller shaft lubrication Lubrication of all valve control linkages Clean or replace air compressor strainer Clean engine crankcase breather Inspection of generator and service of lubricant system, full system, and air filter according to its individual hours of operation (not to exceed 6 months) Level II: 1000 Hours or one year (which ever comes first) Full service performed in Level I plus: Replacement of coolant hoses, filter and coolant as needed Replacement of all drive belts as needed Replacement of pump transmission oil and filter Replacement of engine transmission fluid and filter Replacement of rear axle lube oil as needed - Inspection of front wheel bearing Replacement and repacking as needed Inspection and cleaning of relief valve strainer Replacement of secondary fuel filters on both engine and generator The number of vehicles may fluctuate from time to time due to new purchases or removal of vehicles from inventory. The inspections shall be preformed at the respective fire stations. 7. WORK SCHEDULE Regularly scheduled semi-annual inspections and preventative maintenance shall be conducted at such intervals as are approved by the DISTRICT. 8. PUMP TESTS - CONTRACTOR shall perform an annual pump test at a flat rate cost of $275 each for all vehicles requiring such test. In order to facilitate the passing of the pump test, minor repairs and adjustments shall be made as needed; price includes clean- up after salt water use. 9, PARTS, FLUIDS AND LUBRICANTS - All parts, fluids, and lubricants used for maintaining and repairing vehicles shall be supplied by CONTRACTOR and billed to the DISTRICT at cost plus 25%, with a copy of original parts supplier invoices for all parts attached to the bill. 10. ENGINE OIL AND FILTER CHANGE and complete drive train lubrication and any other fluids and/or filter changes, shall be performed as recommended by the manufacturer. 11. SEMI-ANNUAL INSPECTION SCHEDULE - CONTRACTOR shall perform the following inspection and preventative maintenance twice per year on all vehicles: (a) Cooling system, including fan belts, radiator supports, hoses and clamps, and auxiliary cooler; (b) Exhaust System, including hanger, clamps, muffler, and pipes; (c) Clutch, including freeplay, linkage, and fluid levels; (d) Manual Transmission, including seals, linkage, and lube level; (e) Automatic Transmission, including fluid level, seals, modulator adjustment, and linkage; (f) Drive Train, including U-joints, center support, and companion flanges; (g) Rear Axle and Springs, including oil links, spring hangers, center bolts, and U- bolts (h) Front End, including steering box, linkage, kingpins and bushings, spring hangers, and U-bolts; (i) Mechanical Brakes, including adjustment and fluid levels; G) Air Brakes, including drain, adjustment, wear, and air leaks; (k) Tires, including condition and wear; (1) Electrical System, including running lights, emergency lights, battery cables, turn lights, 4-way flasher, headlights, stop lights, and switches; (m) Fuel System, including hoses and fittings, filters and brackets, and tank straps; (n) Booster Tank, including leaks and supports; (0) Prime Pump, including wires, coupling, switch, and valve discharge; (P) Plumbing and Gates, including leaks, brackets, bleed valves, control arms and knobs, and linkage; (q) Main Pump, including vacuum test, pressure test, packing, clappers, and mounting; (r) Pump Transmission, including fluid levels, seals, shift motors, and manual override; (s) Aerial Ladder, including power takeoff, drive shaft and coupling, p.t.o, activating device, and outrigger controls; (t) Aerial Operation, including engine r.p.m., hydraulic pressure, operation of all controls, warning devices, hoses and fittings, rung covers, ladder locks, and ring gear; (u) Aerial Platform, including lubrication, leveling, electrical system, turntable and platform controls, communications, and water tube. The above inspections shall include, at no additional labor charge, the changing of all applicable filters and fluids used by the unit being inspected. Air filters shall be changed on first inspection and then yearly thereafter. Filters and fluids shall be billed at cost plus 25%, as previously described in Section 10 of this AGREEMENT. 12. WEEKLY MAINTENANCE SCHEDULE - CONTRACTOR shall provide to the DISTRICT a preventative maintenance schedule that can be performed weekly by the individual Volunteer Fire Departments' personnel. 13. MAINTENANCE LOG CONTRACTOR shall maintain an inspectIon and maintenance chart on each vehicle containing at least the following information: (a) Date of performance, (b) apparatus serviced, (c) service performed, (d) parts used, (e) name of service person( s), (f) total downtime of vehicle A copy of this chart shall be supplied to the Fire Rescue Office within 30 days of the servIce. 14. COMMUNICATION - CONTRACTOR shall maintain a telephone or paging device such that prompt notification of request for service is possible at all times. 15. RESPONSE TO SERVICE REQUEST - CONTRACTOR shall maintain itself in a state of readiness during normal working hours, 8:00 am - 5:00pm Monday thru Friday, and shall respond to the location where emergency repairs are needed within 12 hours of receiving a request. For repairs required after normal working hours, CONTRACTOR shall respond to the location where emergency repairs are needed within 24 hours of receiving a request. 16. CERTIFICATION - CONTRACTOR shall provide evidence satisfaction to the DISTRICT that its personnel who perform maintenance work are certified in pump mechanics, general mechanics and repair. 17. QUALIFICATIONS OF MAINTENANCE PERSONNEL - All personnel performing maintenance, repairs, adjustments, and related work on the DISTRICT'S equipment shall be certified or experienced in the work to be performed. 18. INDEMNIFICATION - CONTRACTOR shall indemnify and hold the DISTRICT and Monroe County harmless for any negligence on its part, or faulty or improper workmanship, for all work performed under this contract, including all costs of collection, reasonable attorney fees, claim costs, and as per "Attachment A". All property or equipment being directly maintained or repaired by CONTRACTOR shall be considered in its care, custody, and control while such work is in progress and until physical control of such property or equipment is restored to the DISTRICT. 19. LOCATION OF WORK - This contract covers vehicles located at the following Fire Stations: a. Key Largo (2 Stations) 20. INSURANCE - As per Attachments "B" and "C". 21. PA YMENTS Payments for semi-annual inspection, preventative maintenance and pump tests shall be made by the DISTRICT within 30 days ofthe completion ofthe rendered services on each vehicle and proper invoicing by the CONTRACTOR. All unscheduled maintenance and repair resulting from equipment failure or malfunction requiring service shall be billed by the CONTRACTOR at the applicable rates as specified in Section four and five of this AGREEMENT. The CONTRACTOR upon notification by the DISTRICT of an equipment failure or malfunction requiring unscheduled maintenance shall, in a timely manner investigate the problem and provide to the DISTRICT an estimate of the cost for repair and vehicle downtime. The CONTRACTOR upon receiving authorization to proceed from the DISTRICT shall effectuate such repair; upon completion of same the contractor shall notify the DISTRICT of the out come and actual cost. The DISTRICT shall issue a separate purchase order for each occurrence of unscheduled maintenance and repair. 22. This contract takes effect on the date of the last party to sign. 23. Monroe County's performance and obligation to pay under this contract is contingent upon an annual appropriation by the B.O.C.C. 24. Venue for any litigation arising under this contract must be in a court of competent jurisdiction in Monroe County, Florida. IN WITNESS WHEREOF, each party hereto has caused this contract to be executed by its duly authorized representative. BOARD OF COUNTY COMMISSIONERS MUNICIPAL SERVICES TAXING DISTRICT 6 ~([-,e ~~ct Mayor 1 Chairman ;2..../"2--) t! I Attest: Danny L. Kolhage, Clerk Q'.~&,<, /' FIRE-TECH REPAIR SERVICE, INC. PUBLIC ENTITY CRIME STATEMENT "A person or affiliate who has been placed on the convicted vendor list following a conviction for public entity crime may not submit a bid on a contract to provide any goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section 287.017, for CATEGORY TWO for a period of36 months from the date of being placed on the convicted vendor list." SWORN. ATEMENT UNDER ORDINANCE. .0.10-1990 MONROE COUNTY, FLORIDA ETHICS CLAUSE fl<J1j (,€:r ]) . 1!>U-5€f<- warrants that he/it has not employed, retained or otheIWise had act on his/its behalf any fonner County officer or employee in violation of Section 2 of Ordinance No. 10- 1990 or any County officer or employee in violation of Section 3 of Ordinance No. 10-1990. For breach or violation of this provision the County may, in its discretion, tenninate this contract without liability and may also, in its discretion, deduct from the contract or purchase price, or otheIWise recover, the full amount of any fee, commission, percentage, gift, or consideration paid to the fonner County officer or employee. .d;-/--1' t1. ) ~-~, (signature) /' Date: /~~ STATE OF j= '-oil-I DA COUNTY OF '?/OIVf4JE... PERSONALL Y APPEARED BEFORE ME, the undersigned authority, f? Obe.(! 1!J fJ/e.5eJ2.. who, after first being sworn by me, affixed hislher signature (name of individual signing) in the space provided above on this 01 () day of ))eCeMbe;e, NOTARY PUBLIC ~" SOPHIE P. PENA ~ MY COMMISSION # CC 718957 ~..... ~, EXPIRES: February 22, lOO2 "crIlFtI." - 1~TARY Fla. NolalV81holotl1ondlnOCo. My commission expires: g -d-;)-(;1..o~, OMB - MCP FORM #4 P88lt I Q 8 f I J... MONROE COUNTY FIRE RESCUE Vehicle List - District 6 Location Key Largo Vehicle Description 1994 Saulsbury HD Rescue/Pumper 1983 Ford Rescue/Pumper 1974 Chevrolet Rescue 1978 American LaFrance Pumper 1978 American LaFrance Pumper 1993 Boardman Tanker/Pumper 1988 E-One Aerial Attachment 1 1996 Edition MONROE COUNTY, FLORIDA RISK MANAGEMENT POLICY AND PROCEDURES CONTRACT ADMINISTRATION MANUAL Indemnification and Hold Harmless for Other Contractors and Subcontractors 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 or 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. TCS Administration Instruction #4709.3 Attachment A 96 1996 Edition RISK MANAGEMENT POLICY AND PROCEDURES CONTRACT ADMINISTRATION MANUAL General Insurance Requirements for Other Contractors and Subcontractors As a pre-requisite of the work governed, or the goods supplied under this contract (including the pre-staging of personnel and material), the Contractor shall obtain, at his/her own expense, insurance as specified in any attached schedules, which are made part of this contract. The Contractor will ensure that the insurance obtained will extend protection to all Subcontractors engaged by the Contractor. As an alternative, the Contractor may require all Subcontractors to obtain insurance consistent with the attached schedules. The Contractor will not be permitted to commence work governed by this contract (including pre-staging of personnel and material) until satisfactory evidence of the required insurance has been furnished to the County as specified below. Delays in the commencement of work, resulting from the failure of the Contractor to provide satisfactory evidence of the required insurance, shall not extend deadlines specified in this contract and any penalties and failure to perform assessments shall be imposed as if the work commenced on the specified date and time, except for the Contractor's failure to provide satisfactory evidence. The Contractor shall maintain the required insurance throughout the entire term of this contract and any extensions specified in the attached schedules. Failure to comply with this provision may result in the immediate suspension of all work until the required insurance has been reinstated or replaced. Delays in the completion of work resulting from the failure of the Contractor to maintain the required insurance shall not extend deadlines specified in this contract and any penalties and failure to perform assessments shall be imposed as if the work had not been suspended, except for the Contractor's failure to maintain the required insurance. The Contractor shall provide, to the County, as satisfactory evidence of the required insurance, either: . Certificate of Insurance or . A Certified copy ofthe actual insurance policy. The County, at its sole option, has the right to request a certified copy of any or all insurance policies required by this contract. All insurance policies must specify that they are not subject to cancellation, non-renewal, material change, or reduction in coverage unless a minimum of thirty (30) days prior notification is given to the County by the insurer. The acceptance and/or approval of the Contractor's insurance shall not be construed as relieving the Contractor from any liability or obligation assumed under this contract or imposed by law. Administration Instruction #4709.3 14 Attachment B (Page 1 of 3) 1996 Edition The Monroe County Board of County Commissioners, its employees and officials will be included as "Additional Insured" on all policies, except for Workers' Compensation. Any deviations from these General Insurance Requirements must be requested in writing on the County prepared form entitled I~Request for Waiver of Insurance Requirements" and approved by Monroe County Risk Management. Administration Instruction #4709.3 15 Attachment B (Page 2 of 3) 1996 Edition MONROE COUNTY, FLORIDA Request For Waiver of Insurance Requirements It is requested that the insurance requirements, as specified in the County's Schedule of Insurance Requirements, be waived or modified on the following contract. Contractor: Contract for: Address of Contractor: Phone: Scope of Work: Reason for Waiver: Policies Waiver will apply to: Signature of Contractor: Approved Not Approved Risk Management Date County Administrator appeal: Approved: Not Approved: Date: Board of County Commissioners appeal: Approved: Not Approved: Meeting Date: Administration Instruction #4709.3 102 Attachment B (Page 3 of 3) . , 1996 Edition GARAGE LIABILITY INSURANCE REQUIREMENTS FOR CONTRACT BETWEEN MONROE COUNTY, FLORIDA AND Recognizing that the work governed by this contract involves the servicing and/or repair of County-owned vehicles, the Contractor will be required to purchase and maintain a Garage Policy to include Garage Liability Insurance extending to vehicles, owned or leased by the County, left with the Contractor for servicing, repair, storage, or safekeeping. Coverage should include, as a minimum: . Premises and Operations Liability . Vehicle Liability . Contractual Liability . Products and Completed Operations Liability . Garage Keepers' Legal Liability, to include: Comprehensive and Collision The Garage Keepers' Legal Liability shall extend to all County-owned/leased vehicles in the care, custody, and control of the Contractor. The Contractor's insurance shall be primary to any coverage maintained by the County. The minimum limits acceptable shall be: $300,000 Combined Single limit (CSL) for liability $ 25,000 Garage Keepers' Legal Liability The Monroe County Board of County Commissioners shall be named as Additional Insured on all policies issued to satisfy the above requirements. GKl Administration Instruction #4709.3 46 Attachment C