Item C17Meeting Date January 16, 2008 Division: _ Emergency Services
Bulk Item: Yes X No: _ Department: Emergency Management
Staff Contact Person: Jerald O'Cathey
AGENDA ITEM WORDING: Approval for the BOCC to enter into First Amendment to Interlocal
Agreement (ILA) with the Monroe County School Board (MCSB), to provide payment for the cost of
Enhanced Hurricane Protection Area Upgrade cost for Poinciana Elementary School to enable the use
of the school facility as a hurricane shelter and Refuge of Last Resort.
ITEM BACKGROUND: On September 25, 2007, the BOCC approved an Interlocal Agreement with
the Monroe County School Board for the payment of hurricane upgrades at Poinciana Elementary
School. This first amendment is necessary in order to clarify some language in that ILA.
PREVIOUS RELEVANT BOCC ACTION: Approval of original Interlocal Agreement by Monroe
County BOCC on September 25, 2007.
CONTRACT/AGREEMENT CHANGES: None.
STAFF RECOMMENDATIONS: Acceptance: It is appropriate to accept the Monroe County School
Board Interlocal Agreement. The funds were included in and will be paid from the FY 2008 budget.
TOTAL COST: $ 135,927.75 BUDGETED: Yes X No
COST TO COUNTY: $ 1.35,927.75 SOURCE OF FUNDS: Ad Valorem Taxes
REVENUE PRODUCING: Yes No X AMOUNT PER. MONTH Year
APPROVED BY: County Atty OMB/Purchasing _ Risk Management
1IZi1,OL,N y 10lilk Y V V Y'[110
DISPOSITION:
Revised 10/22
Included X Not Required
AGENDA ITEM #
MONROE COUNTY BOARD OF COUNTS COMMISSIONERS
CONTRACT SUMMARY
Contract with: MC School Board
Contract #
Effective Date:
Expiration Date:
January 16, 2008
Contract Purpose/Description:
Request BOCC approval to enter into First Amendment to Interlocal Agreement with
the MCSB to reimburse MCSB for Eiflianced Hurricane Protection Area Upgrading of
the Poinciana Elementary School for purposes of enabling this facilities use as a Monroe
County hurricane shelter and refine of last resort.
Contract Manager: Jerald L. O'Cathey 6012 14
(Name) (Ext.)
(Department/Stop #)
for BOCC meeting on January 16-17, Agenda Deadline: January 2, 2008
2008
Total Dollar Value of Contract: $
Budgeted? Yes®
Grant: $
County Match: $ 0
CONTRACT COSTS
$ Current Year Portion: $
1 21; 09'7 '7G
No ❑ Account Codes: 001-04537-530340-
ADDITIONAL COSTS
Estimated Ongoing Costs: $ /yr For:
(Not included in dollar value above) (eta. maintenance.
CONTRACT REVIEW
135,927.75
etc
Changes Date Out
Date In Needed Rear' er
Division Director Yes❑ Noa %
��
Risk Manag tnent .�� Yes❑
O.M.B./Punch ing 1��bfi Yes❑ Noi ( 7
County Attorney 4 Yes❑ No[g]
Comments:
INTERLOCAL AGRE EMIE NT
THIS FIRST AMENDMENT to the INTERLOCAL AGREEMENT between the Board
of County Commissioners of Monroe County (BOCC), and the School Board of Monroe County
("SCHOOL BOARD"), as the contracting agent for the School District of Monroe County, a
public agency of the State of Florida, is made and entered into this day of
, 2007, by and between MONROE COUNTY, a political subdivision of the
State of Florida (hereinafter "County"), and the SCHOOL BOARD.
WITNESSETH
WHEREAS, on the W' day of May, 2005, the BOCC passed a motion granting approval
of funding in an amount not to exceed $200,000.00 for Enhanced Hurricane Protection Area
(EHPA) upgrades at Poinciana; and
WHEREAS, on, or about, October 2006, SCHOOL DISTRICT directed the general
contractor in charge of construction for new Poinciana Elementary School, Heery International,
Inc., to incorporate EHPA upgrades in the design and construction of the school. EHPA
upgrades consisted of the following: Automatic transfer switch (transfers power from generator
to Fire Pump); electrical costs associated with EHPA; moving power from generator to fire alarm
pane; generator and generator install; foundation for generator room; mechanical costs for duct,
louvers, and installation; doors and frame for generator room; design fee; and Total Program
Management (TPM) fee. On or about October 19, 2006, SCHOOL DISTRICT paid $135,927.75
to Heery International, Inc. for the above -referenced services; and
WHEREAS, on the 25`h day of September, 2007, the parties entered into an Interlocal
Agreement with the SCHOOL BOARD in order to reimburse the SCHOOL BOARD for
Enhanced Hurricane Protection Area (EHPA) upgrade costs at Poinciana Elementary School
("Poinciana"); and
WHEREAS, at the time the Interlocal Agreement was placed on the agenda, it was
contemplated that there would be a second interlocal agreement ("Second Interlocal
Agreement") also placed on the same agenda addressing the use of other SCHOOL BOARD
facilities as shelters, and, however, staff withdrew the Second Interlocal Agreement; but
WHEREAS, there was language in the original interlocal agreement cross-referencing the —
Second Interlocal Agreement which is now redundant and must be removed in order to be clear;
and
WHEREAS, it is necessary to have this amendment in order to remove and clarify that
language; and
WHEREAS, this amendment is in the best interests of the citizens of Monroe County,
Florida;
NOW, THEREFORE, the parties agree to amend the Agreement as follows:
The foregoing provisions are included as if fully set forth herein.
2. WHEREAS, Section 2 of the Interlocal Agreement is to read as follows:
In return for the EHPA upgrades detailed above and upon presentation of a proper
invoice as that term is defined in the Florida Local Government Prompt Payment Act,
Section 218.70, F.S., which invoice shall include proof of actual payment by SCHOOL
BOARD to Heery International, Inc., COUNTY shall issue a check to SCHOOL BOARD
in the amount of $135,927.75; and
3. WHEREAS, Section 3 of the Interlocal Agreement is amended to read;
This INTERLOCAL AGREEMENT will terminate upon receipt by the SCHOOL
BOARD of the funds referenced above.
4. In all other respects, the Agreement between the parties dated, 25 h day of September,
2007 remains in full force and effect.
IN WITNESS WHEREOF, the parties hereto have set their hands and seals the
day and year first written above.
ATTEST: DANNY L. KOHLAGE, COUNTY
CLERK
LE
Deputy Clerk
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
M.
Mario Di Gennaro, Mayor
MONBOE COUNTY ATTOF-MEY
Al II;OVE AS TO p
YNTHIA L. SHALL
ASSISTANT C"2UN �TTIORNEY
Irate