Backup Documents 09/22/2015 Item #16E 1 ORIGINAL DOCUMENTS CHECKLIST & ROUTING SLIP
TO ACCOMPANY ALL ORIGINAL DOCUMENTS SENT TO 1
THE BOARD OF COUNTY COMMISSIONERS OFFICE FOR SIGNA "i•E
Routed by Procurement Services to the
Office Initials Date
Following Addressee(s) (In routing order)
1. Risk Management Risk
2. County Attorney Office County Attorney Office
4)1
3. BCC Office Board of County
Commissioners (j '`\k _ \k S
4. Minutes and Records **Please provide Clerk of Court's Office /1
electronic copy to Procurement f
5. Return to Procurement Services Procurement Services
Division Contact: Diana De Leon
PRIMARY CONTACT INFORMATION
Name of Primary Diana De Leon for Jason Crouch Phone Number 252-8375
Procurement Staff September 22,2015
Contact and Date
Agenda Date Item was September 22,2015 Agenda Item Number 16.E.
Approved by the BCC
Type of Document Amendment Number of Original O1/4)....,
Attached Documents Attached
PO number or account N/A Solicitation/Contract 11-5776 Marta U
number if document is Number/Company Coburn,MD
to be recorded Name
INSTRUCTIONS & CHECKLIST
Initial the Yes column or mark"N/A"in the Not Applicable column,whichever is Yes N/A(Not
appropriate. (Initial) A e pi' ,ble)
1. Does the document require the chairman's original signature? 7- -\\ c313P-
2. Does the document need to be sent to another agency for additional signatures? If yes, N/A
provide the Contact Information(Name;Agency;Address; Phone)on an attached sheet.
3. Original document has been signed/initialed for legal sufficiency. (All documents to be
signed by the Chairman,with the exception of most letters,must be reviewed and signed l)
by the Office of the County Attorney.
4. All handwritten strike-through and revisions have been initialed by the County Attorney's N/A
Office and all other parties except the BCC Chairman and the Clerk to the Board
5. The Chairman's signature line date has been entered as the date of BCC approval of the N/A
document or the final negotiated contract date whichever is applicable.
6. "Sign here"tabs are placed on the appropriate pages indicating where the Chairman's DD
signature and initials are required.
7. In most cases(some contracts are an exception), an electronic copy of the document and DD
this routing slip should be provided to the County Attorney's Office before the item is
input into SIRE.
8. The document was approved by the BCC on the date above and all changes made DD
during the meeting have been incorporated in the attached document. The County
Attorney's Office has reviewed the changes,if applicable.
9. Initials of attorney verifying that the attached document is the version approved by the
BCC, all changes directed by the BCC have been made, and the document is ready for the
Chairman's signature.
16E 1
MEMORANDUM
Date: September 25, 2015
To: Diana De Leon, Contracts Technician
Purchasing & General Services Department
From: Martha Vergara, Deputy Clerk
Minutes & Records Department
Re: Contract #11-5776 "Medical Examiner Services"
Contractor: Marta U. Coburn, M.D. •
Attached is an original of the contract referenced above, (Item #16E1) approved by the
Board of County Commissioners on Tuesday, September 22, 2015.
An original amendment has been held by the Minutes and Records Department as part
of the Board's Official Record.
If you have any questions, please contact me at 252-7240.
Thank you.
Attachment
16E 1
AMENDMENT 4
11-5776 AGREEMENT FOR MEDICAL EXAMINER SERVICES
THIS AMENDMENT TO AGREEMENT FOR MEDICAL EXAMINER SERVICES
("Amendment") is entered into and is effective on this 1st day of October, 2015, by and between
Marta U. Coburn, M.D., Florida District Twenty Medical Examiner for Collier County, Florida,
doing business as District 20 Medical Examiner, Inc., a Florida for Profit Corporation
(hereinafter called "Medical Examiner") and the Board of County Commissioners of Collier
County,Florida(hereinafter called"County"),collectively referred to as the"parties."
RECITALS:
WHEREAS, the parties entered into an Agreement for Medical Examiner Services
("Agreement")dated September 27, 2011, a copy of which is attached hereto;and
WHEREAS, the Third Amendment to the Agreement was approved by the Board on
September 23,2014,and is scheduled to terminate on September 30,2015;and
WHEREAS, the parties wish to extend the term of the Agreement and to clarify their
respective responsibilities for certain costs relating to customary versus extraordinary
maintenance and services regarding the upkeep of the Medical Examiner's Facility.
WITNESSETH:
NOW, THEREFORE, in consideration of Ten Dollars ($10.00) and other good and
valuable consideration exchanged amongst the parties, and in consideration of the covenants
contained herein,the parties agree as follows:
1. All of the above RECITALS are true and correct and are hereby expressly
incorporated herein by reference as if set forth fully below.
2. Section I of the Agreement is hereby amended by extending the term of the
Agreement from October 1, 2015 through September 30, 2016.
3. Section III, Paragraph A of the Agreement is replaced in its entirety to now read
as follows:
"The County hereby agrees to compensate the Medical Examiner for services to be
performed for the term of this Agreement, beginning on October 1, 2015, the amount of
one million two hundred five thousand five hundred dollars($1,205,500)by semimonthly
payments ending September 30, 2016. In addition, the County will make payments on
behalf of the Medical Examiner for County-allocated charges consisting of Information
Technology costs and General, Property, and Liability insurances in total of thirty-nine
thousand three hundred dollars ($39,300). Any modifications to this Contract shall be in
compliance with the County Procurement Ordinance and Procedures in effect at the time
such modifications are authorized.
1
Amendment#4 to Contract 11-5776
16E
4. Section IV, Paragraph A of the Agreement is hereby amended to read as follows:
A. In accordance with Section 406.08(5), Florida Statutes, the County agrees to
provide and insure, at no cost to the Medical Examiner, a facility and all
medical/laboratory related equipment reasonably required by the Medical Examiner to
perform the duties as District Medical Examiner. The Medical Examiner strives to
maintain an aesthetic appearance inside and outside the facility that comports with the
solemnity owed to its visitors. Accordingly, all ordinary, customary and recurring costs
of maintaining the facility and its area landscaping will be approved of and paid for by
the Medical Examiner. Examples of such ordinary, customary and recurring costs
include but are not limited to:
• Basic Janitorial Services (interior cleaning, including floors and carpet (limited to
vacuuming/sweeping),bathrooms and toiletries);
• Minor(non-major systems)repairs; and
• Basic Landscaping (mulch, cutting and edging) and light tree trimming at heights
of less than ten(10) feet.
The County shall bear extraordinary maintenance and repair costs of the Facility
including but not limited to the following examples:
• HVAC System, including Chiller and outside units;
• Air Filters(replacements);
• Interior and Exterior Painting;
• Roofing System and related components;
• Building Envelope(walls,windows,etc.);
• Fire and Sprinkler Systems(if applicable);
• Electrical Systems,including generators;
• Gates and Security Systems;
• Maintenance of natural areas, including the removal of exotic vegetation, and
heavy trimming of trees at heights in excess of ten feet;
• Parking Lot Maintenance;
• Lighting System Maintenance(interior and exterior);
• Advanced Flooring Maintenance (i.e., maintenance beyond sweeping/vacuuming,
such as,carpet cleaning extraction services and replacement);
• Rollup Door Systems; and
• CCTV Camera Systems.
The Medical Examiner and the County agree that the Medical Examiner shall
undertake efforts to keep the County aware of the condition of laboratory equipment
that is particularly expensive to repair or replace, including but not limited to
equipment such as microscopes and refrigeration units, throughout the calendar year
and during the annual budget setting process. Should there be an unanticipated
failure of equipment necessary for the Medical Examiner to perform her statutory
function, the County will replace or repair that equipment within a reasonable time
period consistent with its procurement policy and with Section 406.08(5), Florida
Statutes.
2
Amendment#4 to Contract 11-5776 C,9
16 E 1
5. Except as modified by this Amendment, the Agreement shall remain in full force
and effect. If there is a conflict between the terms of this Amendment and the Agreement, the
terms of this Amendment shall prevail.
IN WITNESS WHEREOF, the parties hereto have caused this Amendment to be
executed by their appropriate officials, as of the date first above written.
ATTEST: BOARD OF COUNTY COMMISSIONERS
DWIGHT E.BROCK,Clerk COLLIER COUNTY, FLORIDA
r\ ,
BY: Y'-'1 _ B 7 &c
Attesteii5` an'5 Tim Nance,Chairman
signature only.
Approved as to form and legality:
By: Slq
/
Scott R.Teach
Deputy County Attorney
MEDICAL EXAMINER
11,
B 4,4
arta U. Coburn
M.D. Medical Examiner
Florida District Twenty
5-.;G
3
Amendment#t4 to Contract 11-5776