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Item D4 BOARD OF COUNTY COMMISSIONERS AGENDA ITEM SUMMARY Meeting Date: DECEMBER 17. 2003 Division: TDC Bulk Item: Yes -X- No Department: AGENDA ITEM WORDING: Approval of an Amendment to extend the Inter-local Agreement with the City of Key for the Smathers Beach Groin Sand Renourishment project. ITEM BACKGROUND: Due to unforeseen delays the City of Key West has requested an extension to their Agreement. Letter of request is attached. PREVIOUS REVELANT BOCC ACTION: SDCC approved original Agreement at their meeting of February 19, 2003. CONTRACT/AGREEMENT CHANGES: Amendment to Extend STAFF RECOMMENDATIONS: Approval TOTAL COST: $49.445 BUDGETED: Yes ---X- No COST TO COUNTY: $49.445 SOURCE OF FUNDS: TDC REVENUE PRODUCING: Yes~ No AMOUNTPERMONTH_ Year APPROVED BY: County Ally -1L- OMBlPurc~RiSk ~gement-1L- DIVISION DIRECTOR APPROVAL: Co. ~ ..~ (Lynda Stuart) DOCUMENTATION: Included X To Follow Not Required --:GENDA ITEM #~ DISPOSITION: Revised 2/27/01 MONROE COUNTY BOARD OF COUNTY COMMISSIONERS CONTRACT SUMMARY Contract with: City of Key West Contract #_ Smathers Beach Effective Date: 12/1 7/03 Expiration Date: Contract Purpose/Description: Approval of an Amendment to extend the Inter-local Agreement with the City of Key for the Smathers Beach Groin Sand Renourishment project. Contract Manager: Maxine Pacini 3523 TDC#3 (Name) (Ext. ) (Department/Stop #) for BOCC meeting on 12/1 7/03 Agenda Deadline: 12/3/03 CONTRACT COSTS Total Dollar Value of Contract: $ 49,445 Current Year Portion: $ Budgeted? YeslZl No 0 Account Codes: 117-77040-530360-T37M-460Y-530360 Grant: $ County Match: $ - - - - ----- ADDITIONAL COSTS Estimated Ongoing Costs: $_/yr For: (Not included in dollar value above) (e~. maintenance, utilities, ianitorial, salaries, etc.) - - - --- CONTRACT REVIEW Changes pat)!n Needed Division Director ,,~. YesD No~ Risk Management l1l.1iJ! 3 YesD NoW O.M.B./Purchasing #.1 YesD No~ County Attorney I~ YesD No Date Out ~ . , Comments: OMB Form Revised 2/27/01 MCP #2 C} THE CITY OF KEY WEST POST OFFICE BOX 1409 KEY WEST, FLORIDA 33041-1409 RBCEIVED OCT 2 1 200J October 10, 2003 Ms. Lynda Stuart Office Manager Monroe County Tourist Development Council 1201 White St Key West, FL 33040 RE: Extension of Smathers IDC Grant Dear Ms. Stuart, The City of Key West entered into an agreement with the Monroe County Tourist Devel9pment Council (IDC) on February 19, 2003 to place sand on Smathers Beach. The bids for the Smathers Beach Sand Placement, PR 0209 will be opened on October 29, 2003 and be awarded by the City Commission at either the November 5, or the November 18,2003 commission meeting. We anticipate the project will take 30days to complete and have stipulated so in the contract dOQlments. However since City staff was unable to complete the documents in a more timely fashion, the City must res ectfully requests a three (3) month extension to the December 31, 2003 agreement t . nation date. This would set the new agreement termination date at March 31, 200 . . t Sincerely, ~ Annalise Mannix-Lachner, P.E. Manager, Engineering Services AMENDMENT TO AGREEMENT THIS ADDENDUM to agreement is made and entered into this _ day of 2003, between the BOARD OF COUNTY COMMISSIONERS, Monroe County, Florida, hereinafter referred to as the COUNTY and the City of Key West, hereinafter "Contractor" . WHEREAS, there was a contract entered into on February 19, 2003 between the parties, awarding $49,445 to the City of Key West for the Smather's Beach Groin Sand Renourishment project, and WHEREAS, it has become necessary to extend the contract for an additional period due to unforeseen delays; NOW, THEREFORE, in consideration of the mutual covenants contained herein the parties agree to amend the agreement as follows: 1. 31, 2004. The contract period as outlined in Paragraph 1 shall be extended to March 2. The remaining provisions of the contract dated February 19, 2003 remain in full force and effect. IN WITNESS WHEREOF, the parties have set their hands and seal on the day and year first above written. Attest: DANNY L. KOLHAGE, Clerk Board of County Commissioners of Monroe County Deputy Clerk Mayor (CORPORATE SEAL) Attest: City of Key West City Clerk Mayor INTERLOCAL AGREEMEf\4 r FOR GRANT OF FUNDS This AGREEMENT dated the 1'1 ~ay of t:~_j3 2003, is entered into by and betweer the BOARD OF COUNTY COMMISSIONERS FOR MONROE COUNTY, hereinafter "County," or behalf of the TOURIST DEVELOPMENT COUNCIL, hereinafter "TDC," and the City of Key Wesl hereinafter" Contractor". WHEREAS, the third penny of Tourist Development Tax may be used to acquire, construct, extend, enlarge, remodel, repair, or improve museums, zoological parks, fishing piers, nature centers or sports arenas which are publicly owned and operated or owned and operated by not- for-profit corporations, and WHEREAS, Contractor has applied for funding for the Smathers Beach Groin Sand Renourishment project to renourish Smathers Beach in Key West, hereinafter "the Project"; and WHEREAS, Contractor has the ability to act as manager for the project; and WHEREAS, the County and TDC have determined that it is in the best interest of the County, for purposes of promoting tourism and preserving the heritage of the community, to repair and improve the project for use as a beach open to the public; NOW, THEREFORE, in consideration of the mutual covenants and payments contained herein, the Contractor and the County have entered into this agreement on the terms and conditions as set forth below. 1. AGREEMENT PERIOD. This agreement is for the period February 19, 2003 through December 31,2003. This agreement shall remain in effect for the stated period unless one party gives to the other written notification of termination pursuant to and in compliance with paragraphs 7,11 and 12 below. 2. SCOPE OF AGREEMENT. The Contractor shall provide such services and materials as are required to fill the interior groins on Smathers Beach with approximately 750 tons of additional sand; provide handicap ramp and enhance the beach atmosphere by placing a tile mural on the seawall. The recipient of TDC capital project funding shall designate a project manager if no licensed architect, engineer or general contractor is involved in the project. If the project is performed by County or City personnel, the project manager shall be the Engineer, Building Official or Construction Manager of that local government. 3. AMOUNT OF AGREEMENT AND PAYMENT. The County shall provide an amount not to exceed $49,445 in reimbursement for materials and services used to acquire, improve, rehabilitate, repair and renovate the property. The Board of County Commissioners and the Tourist Development Council assume no liability to fund this agreement for an amount in excess Smathers Beach FY 2003 Capital Project Resources 1 of this award. Monroe Cuunty's performance and obligation lO pay under this agreement contingent upon an annual appropriation by the BOCC. a). Payment for expenditures permissible by law and County policies shall be mad through reimbursement to Contractor upon presentation of invoices, canceled checks and othE documentation necessary to support a claim for reimbursement. Included in said documentatio shall be proof that the Contractor has received and applied to the property matching fund equivalent to or greater than the amount invoiced to the County. Submission of invoices must bt certified through a statement signed by an officer of the organization and notarized, declaring tha representations in the invoice are true and factual. b). Application of matching funds requires actual payment of the matching funds, or, ir the alternative, a commitment of said funds and that the portion of the project for which thE matching funds are to be used has been sufficiently completed to require payment of saic matching funds. Mere obligation through execution of a contract or approval of a budget item tc be paid from matching funds will not suffice. c). Documentation shall be submitted to the TDC Administrative Office to show the receipt and application of in-kind donations of goods, professional services, and materials. Said documentation should include invoices, bills of lading, etc., and be verified as received and applied to the project through a notarized statement of the project architect, engineer, general contractor or project manager. The receipt and application to the project of volunteer labor are to be documented and verified by notarized signature of the project architect, engineer, general contractor or project manager, and said documentation submitted to the TDC Administrative Office. All submissions should have a proposed schedule of values for phases and indicate the percentage of completion of the overall project as of the submission. This document should be signed by the project architect, engineer, general contractor or project manager. 4. REPORTS. The Contractor shall provide financial reports in summary of activity on forms provided or approved by the TDC, and quarterly narrative reports of activity under the approved work plan. The Contractor shall keep such records as are necessary to document the performance of the agreement and expenses as incurred, and give access to these records at the request of the TDC, the County, the State of Florida or authorized agents and representatives of said government bodies. It is the responsibility of the Contractor to maintain appropriate records to insure a proper accounting of all funds and expenditures. The Contractor understands that it shall be responsible for repayment of any and all audit exceptions which are identified by the Auditor General for the State of Florida, the Clerk of Court for Monroe County, the Board of County Commissioners for Monroe County, or their agents and representatives. In the event of an audit exception, the current fiscal year grant award or subsequent grant awards will be offset by the amount of the audit exception. In the event the grant is not renewed or supplemented in future years, the Contractor will be billed by the County for the amount of the audit exception and shall promptly repay any audit exception. 5. MODIFICATIONS AND AMENDMENTS. Any and all modifications of the terms of this agreement shall be only amended in writing and approved by the Board of County Commissioners for Monroe County. 6. INDEPENDENT CONTRACTOR. At all times and for all purposes hereunder, the Contractor is an independent contractor and not an employee of the Board of County Commissioners of Monroe County. No statement contained in this agreement shall be construed as to find the Contractor or any of its employees, contractors, servants or agents to the employees Smathers Beach FY 2003 Capital Project Resources 2 of the Board of County COI"missioners of Monroe County, and L. ,ray shall be entitled to none of th rights, privileges or benefits of employees of Monroe County. 7. COMPLIANCE WITH LAW. In carrying out its obligations under this agreement, th Contractor shall abide by all statutes, ordinances, rules and regulations pertaining to or regulatin! the provisions of this agreement, including those now in effect and hereafter adopted. An: violation of said statutes, ordinances, rules or regulations shall constitute a material breach of thi: agreement and shall entitle the County to terminate this agreement immediately upon delivery 0 written notice of termination to the Contractor. 8. RESTRICTIONS ON AGREEMENTS ENTERED PURSUANT TO THIS AGREEMENT. The Contractor shall include in all agreements funded under this agreement the following terms: a) Anti-discrimination. Contractor agrees that they will not discriminate against any employees or applicants for employment or against persons for any other benefit or service under this agreement because of their race, color, religion, sex, national origin, or physical or mental handicap where the handicap does not affect the ability of an individual to perform in a Position of employment, and to abide by all federal and state laws regarding non-discrimination. b) Anti-kickback. Contractor warrants that no person has been employed or retained to solicit or secure this agreement upon an agreement or understanding for a commission, percentage, brokerage or contingent fee, and that no employee or officer of the Contractor has any interest, financially or otherwise, in Contractor. For breach or violation of this warranty, the Contractor shall have the right to annul this agreement without Iiabifity or, in its discretion, to deduct from the agreement price or consideration, the full amount of such commission, percentage, brokerage or contingent fee. Contractor acknowledges that it is aware that funding for this agreement is available at least in part through the County and that violation of this paragraph may result in the County withdrawing funding for the Project. c) Licensing and Permits. Contractor warrants that it shall have, prior to commencement of work under this agreement and at all times during said work, all required licenses and permits whether federal, state, County or City. 9. ANTI-DISCRIMINATION. The Contractor agrees that they will not discriminate against any of their employees or applicants for employment or against persons for any benefit or service because of their race, color, religion, sex, national origin, or physical or mental handicap where the handicap does not affect the ability of an individual to perform in a position of employment, and to abide by all federal and state laws regarding non-discrimination. 10. ANTI-KICKBACK. The Contractor warrants that no person has been employed or retained to solicit or secure this agreement upon an agreement or understanding for a commission, percentage, brokerage or contingent fee, and that no employee or officer of the County or TDC has any interest, financially or otherwise, in the said funded project, except for general membership. For breach or violation of this warranty, the County shall have the right to annul this agreement without liability or, in its discretion, to deduct from the agreement price or consideration, the full amount of such commission, percentage, brokerage or contingent fee. 11. TERMINATION. This agreement shall terminate on December 31,2003. Termination prior thereto shall Occur whenever funds cannot be obtained or cannot be continued at a level sufficient to allow for the continuation of this agreement pursuant to the terms herein. In the event that funds cannot be continued at a level sufficient to allow the continuation of this agreement pursuant Smathers Beach FY 2003 Capital Project Resources 3 to the terms specified helt:~in, this agreement may then be L~rminated immediately by writte notice of termination delivered in person or by mail to Contractor. The County may terminate th agreement without cause upon giving written notice of termination to provider. The County she not be obligated to pay for any services or goods provided by Contractor after Contractor ha received written notice of termination. 12. TERMINATION FOR BREACH. The County may immediately terminate this agreemer for any breach of the terms contained herein. Such termination shall take place immediately UpOI receipt of written notice of said termination. Any waiver of any breach of covenants hereil contained to be kept and performed by Contractor shall not be deemed or considered as c continuing waiver and shall not operate to bar or prevent the County from declaring a forfeiture fo any succeeding breach either of the same conditions or of any other conditions. Failure to provide County with certification of use of matching funds or matching in-kind services at or above the rate of request for reimbursement or payment by is a breach of agreement, for which the County ma} terminate this agreement upon giving written notification of termination. 13. ENTIRE AGREEMENT. This agreement constitutes the entire agreement of the parties hereto with respect to the subject matter hereof and supersedes any and all prior agreements with respect to such subject matter between the Contractor and the County. 14. CONSENT TO JURISDICTION. This agreement, its performance, and all disputes arising hereunder, shall be governed by the laws of the State of Florida, and both parties agree that the proper venue for any actions shall be in Monroe County. 15. ETHICS CLAUSE: Contractor warrants that he has not employed, retained or otherwise had act on his behalf any former County officer or employee in violation of Section 2 or 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 the provision the County may, at its discretion terminate this agreement without liability and may also, at its discretion, deduct from the agreement or purchase price, or otherwise recover, the full amount of any fee, commission, percentage, gift, or consideration paid to the former or present County officer or employee. 16. 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 an agreement to provide any goods or services to a public entity, may not submit a bid on a agreement 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, sub-contractor, or consultant under a agreement 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 of 36 months from the date of being placed on the convicted vendor list. 17. AUTHORITY: Contractor warrants that it is authorized by law to engage in the performance of the activities encompassed by the project herein described. Each of the signatories for the Contractor below certifies and warrants that the Contractor's name in this agreement is the full name as designated in its corporate charter (if a corporation); they are empowered to act and contract for the Contractor, and this agreement has been approved by the Board of Directors of Contractor or other appropriate authority. Smathers Beach FY 2003 Capital Project Resources 4 18. LICENSING AND Pc.r{MITS: Contractor warrants that it ~,Iall have, prior to commenceme of work under this agreement and at all times during said work, all required licenses and perm whether federal, state, County or City. 19. INSURANCE: The parties to this agreement stipulate that each is a state government agency as defined by Florida Statutes and represents to the other that it has purchased suitabi Public Liability, Vehicle Liability, and Workers' Compensation insurance, or is self-insured, i amounts adequate to respond to any and all claims within the limitations of Florida Statute 768.2 and 440, arising out of the activities governed by this agreement. The Contractor sha immediately give notice to the County of any suit, claim or action made against the County that i related to the activity under this agreement, and will cooperate with the County in the investigatiol arising as a result of any suit, action or claim related to 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 harmles~ from all claims arising out of such actions. 20. NOTICE. Any written notice to be given to either party under this agreement or related hereto shall be addressed and delivered as follows: For City of Key West: Annalise Mannix-Lachner P.O. Box 1409 Key West, FL 33041 Lynda Stuart Monroe County Tourist Development Council 1201 White Street, Suite 102 Key West, FL 33040 and Suzanne Hutton, Asst. County Attorney P.O. Box 1026. Key West, FL 33041-1026 For County: IN WITNESS WHEREOF, the parties hereto have caused this agreement to be executed the day and year first above written. (SEAL) BOARD OF COUNTY COMMISSIONERS ATTEST: DANNY L. KOLH,AGE, CLERK OF ~M9~~O~ COUNTY, FLORIDA BY:~. ~\g~~ ~/" m ~~ Deputy Clerk Mayor/Chairman ... ~ttt ~KEYWEST ity of Key West A~PR?VED A.:i TO FORIv, ,M'Dt:GA. L. SlJF::C?,,/./'. - /' ill' -~~.l<-'~44)f<~-- ~ANN. ~ /, M/{l".o~f---- .,. Tr J / / :i' ) :7 I "".. L. . , . Smathers Beach FY 2003 Capital Project Resources 5