Okaloosa County BOCC — May 17, 2016 — Coordination and Amendment No. 3 — reading text

CONTRACT & LEASE INTERNAL COORDINATION SHEET Contract/Lease Number: O\g- 22% - FV\K Tracking Number: _ Contractor/Lessee Name: 646 E;zé/: ig&! |4 \ML . Grant Funded: YES__ NO___ Purpose: ngndmgg '&X). ,2 Date/Term: 1. [ GREATER THAN $50,000 Amount: 2. [] GREATER THAN $25,000 Department: Fu{/\ )Z Dept. Monitor Name: %@ (Y CM Document has been reviewed and includes any attachments or exhibits. $25,000 OR LESS Purchasing Review rqcur 1<reqU|e ent cre me’r Date: /QZZQ\O/E Purchcsmg Dlrector Memg ee Risk Management Review Approved as written: A/ / W Risk Manager or designee Date: County Aftorney Review ApprO% Sgne d % Date: M@ CO)/n,fy A’r’rorney( \ S — Following Okaloosa County approval: Contract & Grant Document has been received: Date: Contracts & Grants Manager Melissa Weisser o ] From: Parsons, Kerry <KParsons@ngn-tally.com> Sent: Monday, April 11, 2016 1:26 PM To: Melissa Weisser Cc: Lynn Hoshihara; Zan Fedorak Subject: RE: B&C Amendment #3 C15-2258-FM Good Afternoon Melissa: This is approved for legal sufficiency. Kerry From: Melissa Weisser [mailto:mweisser@co.okaloosa.fl.us] Sent: Thursday, April 07, 2016 5:09 PM To: Parsons, Kerry Cc: Lynn Hoshihara; Zan Fedorak Subject: RE: B&C Amendment #3 C15-2258-FM Kerry, I have taken the emergency phone in the ECCC elevator. | only amended the fire suppression system at the Courthouse Annex, the public records notice and our address change. Is this now okay? From: Parsons, Kerry [mailto:KParsons@ngn-tally.com] Sent: Tuesday, March 29, 2016 10:09 AM To: Melissa Weisser <mweisser@co.okaloosa.fl.us> Cc: Lynn Hoshihara <lhoshihara@co.okaloosa.fl.us>; Zan Fedorak <zfedorak@co.okaloosa.fl.us> Subject: RE: B&C Amendment #3 Melissa: Thank you for the explanation on the telephone of why this amendment has been changed. | am hereby revoking my original approval of this Amendment No. 3 as of last week. I'm glad this came through review again, because upon further inspection, | believe parts of this amendment may be beyond the scope of the original procurement. Please see the attached comments and revisions. | recommend that Purchasing reviews the link you sent below and all of the documentation, because | believe upon review you may reach the same conclusion or you may have further explanation as to why it is not outside of the scope. Additionally, please review the link to see examples of the Exhibit A~ which needs to be updated and attached to the amendment. Let me know if you have questions, Kerry From: Melissa Weisser [mailto:mweisser@co.okaloosa.fl.us] Sent: Tuesday, March 29, 2016 10:47 AM To: Parsons, Kerry Cc: Lynn Hoshihara Subject: RE: B&C Amendment #3 RENEWAL AND AMENDMENT TO CONTRACT C15-2258-FM B&C Fire Safety Inc., Repair, Inspection and Service of Fire Extinguishers, Fire Alarms, Fire Pumps Systems and Sprinkler Systems for Okaloosa County Airports and Facility Maintenance. This Renewal and 3™ Amendment made and entered into this day of , 2016, hereby renews and amends contract C15-2258-FM, dated January 8, 2015, by and between Okaloosa County, Florida, (hereinafter the “County”) and B&C Fire Safety Inc., (hereinafter the “Contractor”). WHEREAS, on January 8, 2015, the County and Contractor entered into a contract, C15- 2258-FM, which provides inspection and service of fire extinguishers, fire alarms, fire pumps systems and sprinkler systems for Okaloosa County Airports and Facility Maintenance; and WHEREAS, the parties desire to amend the Contract to include language in the Contract pertaining to Public Records as has recently been amended by the Florida Legislature in the 2016 Laws of Florida chapter 20. WHEREAS, the parties desire to update the Okaloosa County Purchasing Department’s new location and address. NOW THEREFORE, in consideration of the mutual covenants herein and other good and valuable consideration, the parties hereby agree to renew and amend C15-2258-FM as follows: 1. C15-2258-FM is hereby amended to add fire suppression inspection of FM200/FM400 semi-annually and annually. The units are to be inspected where they are maintained, the Okaloosa County Courthouse Annex, 1940 Lewis Turner Blvd, Fort Walton Beach, Florida 32547, 2. C15-2258-FM is hereby amended to include the Okaloosa County Purchasing Department’s new location, 5479A Old Bethel Road, Crestview, Florida 32536. 3. C15-2258-FM is hereby amended to include the following additional provision: Public Records IF THE CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE CONTRACTOR’S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS CONTRACT, CONTACT THE CUSTODIAN OF PUBLIC RECORDS AT OKALOOSA COUNTY RISK MANAGEMENT DEPARTMENT 5479 OLD BETHEL ROAD CRESTVIEW, FL 32536 PHONE: (850) 689-5977 riskinfo@co.okaloosa.fl.us. Contractor must comply with the public records laws, Florida Statute chapter 119, specifically Contractor must; I. Keep and maintain public records required by the County to perform the service. 2. Upon request from the County’s custodian of public records, provide the County with a copy of the requested records or allow the records to be inspected or copied within a reasonable time at a cost that does not exceed the cost provided in chapter 119 Florid Statutes or as otherwise provided by law. 3. Ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law for the duration of the contract term and following completion of the contract if the contractor does not transfer the records to the County. 4. Upon completion of the contract, transfer, at no cost, to the County all public records in possession of the contractor or keep and maintain public records required by the County to perform the service. If the contractor transfers all public records to the public agency upon completion of the contract, the contractor shall destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. If the contractor keeps and maintains public records upon completion of the contract, the contractor shall meet all applicable requirements for retaining the public records. All records stored electronically must be provided to the public agency, upon the request from the public agency’s custodian of public records, in a format that is compatible with the information technology systems of the public agency. 4. All other provisions of the Contract shall remain in full force and effect through the duration of the contract. IN WITNESS WHEREOF, the parties hereto have executed this renewal and amendment as of the day and year first written. COMPANY/CONTRACTOR '8&, C /L//fp, 562’657[7 .Z‘%LJ \ By: 2 d& e, Date: 4///4%///4, é Witness Sy, U, Witness/ | d ATTEST: J.D. Peacock, 1l, Clerk of Court OKALOOSA COUNTY, FLORIDA Charles K. Windes, Jr., Chairman Date: B&C FIRE SAFETY, INC. 823 Navy Street » Fort Walton Beach, FL 32547 \ (850) 862-7812 » Fax (850) 863-1516 o T e NFPA PR o P o s AL National Fire Protection Association March 18, 2016 To: | Okaloosa County Facility Job: | Okaloosa County Courthouse Annex 5489 0ld Bethel Road 1940 Lewis Turner Blvd Crestview, FL. 32536 Fort Walton Beach, FL (P) | 850-689-5960 (F) | 850-689-5970 o b RE: Addendum to C15-2258-FM Annual FM200/FM400 Inspection 2 @ $250.00each Semi-Annual FM200/FM400 Inspection 2 @ $250.00each Accepted by Title 7 Dété Payment to be made as follows: Invoice All material is guaranteed to be as specified. All work to be completed in a workmanlike manner according to standard practices. Any alteration or deviation from above specifications involving Authorized exira costs will be executed only upon written orders, and will become an extra charge over and Sianature ‘/{Y\[M/b\ 0 above the estimate. All agreements contingent upon strikes, accidents or delays beyond our g control. owner to carry necessary insurance. Our workers are fully covered by Workmen’s Compensation Insurance. Acceptance of this proposal by Buyer shall be acceptance of all Note: This proposal may be terms and conditions recited on reverse side which shall supersede any conflicting term in any ~ withdrawn by us if not accepted within days. other contract document.