Resolution 674-1990
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RESOLUTION NO. 674 -1990
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~- j5 RESOLUTION OF THE MONROE COUNTY BOARD OF
_::eo~ISSIONERS AUTHORIZING THE SUBMISSION
a OF~ SUBGRANT APPLICATION TO THE DEPARTMENT
O~OMMUNITY AFFAIRS BUREAU OF PUBLIC SAFETY
MANAGEMENT FOR HIGHWAY SAFETY FUNDS TO
PURCHASE PAVEMENT MARKING EQUIPMENT AND
DIRECTING THE EXECUTION OF SAME BY THE PROPER
AUTHORITIES
WHEREAS, the Department of Community Affairs, Division
of Emergency Management, Bureau of Public Safety Management
has funds available under a Subgrant Application for Highway
Safety Funds; and
WHEREAS, Monroe County would be eligible for support
funds up to $19,500.00 for the purchase of striping
equipment to implement a pavement marking program to insure
visible pavement markings especially in areas where roadway
lighting does not exist, and
WHEREAS, there is no matching fund requirement, and
WHEREAS, the Monroe County Engineering Department has
documented the need for such a program, now therefore,
BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF
MONROE COUNTY, FLORIDA, THAT:
1. The County Administrator is hereby authorized to
submit an application for grant funds to the Department of
Community Affairs to implement a pavement striping program
provided for by Highway Safety Funds, and that
2. This resolution shall become effective immediately
upon adoption by the Commission and execution by the
Presiding Officer and Clerk.
PASSED AND ADOPTED by the Board of County Commissioners
of Monroe County, Florida, at a regular meeting of said
Board held on the /fH day of T/"-L~j,eI-' A.D. 1990.
--
(Seal)
Attest:
BOARD OF COUNTY COMMISSIONERS
OF l1Q.NR..OE COUN...TY ~ \
By: ~~ ~
~
/'PPROVED ,i~5' 70 FOFil;'
A'~.'/D!. EGA! SUFFICIENCZ . r
"\.~~~~
SUBGRANT PERIOD
',.\ ,PROJECT NUMBER
PROGRAM MODULE
ALLOCATION APPROVED DATE APPROVED
SUBGRANT PROJECT NO.(l)
HISTORY (2)
3
State of Florida
Department of Community Affairs
Division of Emergency Management
Bureau of Public Safety Manag~ment
DCA DOCUMENT NO.
Subgrant Application for Highway Safety Funds
PART I: General Administrative Information (Refer to Instructions for Highway Safety
Funds)
1. Project Title: Monroe County Pavement Markinq Proqram
2. Type of Application:
( X) Initial
( ) Continuation
3. Requested Subgrant Period: 1-21-91
to 9-30-91
4. Support Sought:$ 19,500.00 Matching Share:$
o
Total Budget:$19,500. 0
TELEPHONE: 3 05- 292 - 3440
6. IMPLEMENTING AGENCY:
Engineering Department
Monroe County Public Works
5100 W. Junior College Rd.
stock Island, Fl. 33040
attn: David S. Koppel, :DE
TELEPHONE:.3 0 5 - 292 - 442 6
5. APPLICANT:
Monroe County Board of Commissioners
Mayor Wilhemina Harvey
TELEPHONE: 305-292-3314
8. PROJECT DIRECTOR:
David S. Koppel, PE
Director of Engineering
Monroe County Public Works
5100 Junior College Rd. ~est
Stock Island, Fl. 33040
TELEPHONE: 3 05- 2 9 2 - 442 6
7. CHIEF FINANCIAL OFFICER:
Danny Kolha0e
Clerk 0+ Court
500 Whitehead St.
Key ~est, Fl. 31040
9. PROJECT SUMMARY - Briefly describe the problem and the proposed solution:
Much of the County's secondary road network is rural in nature and
requires visible pavement markings, especially at night where roadway
liqhting does not exist. As such, a striping machine is of utmost-
importance to the safety of Uonroe County's 500 miles of roads. This
project will provide funding to assist the county in acquiring this
needed equipment.
DCA-HS Form 6-10/89
Catalog of Federal Domestic Assistance Number - 20.600
1
Part' II: Project Plan and Supporting Data
State ~learly and in detail the aims of the project, precisely what will be done, who
will be involved, and what is expected to result. Use the following major headings:
1. Statement of the Problem
2. Proposed Solution
3. Objectives
4. Evaluation
5. Milestones (Form provided)
Start below and use continuation pages as necessary
1. Statement of the ~roblem:
Pavement marking of the }1onroe County road network is required to
provide sa=e, visible traffic control where lighting does not exist and
other traffic devices are not warranted. Currently, pavement marking
maintenance capablilities are limited by ~10nroe County's striping equip-
ment. The result is inadequacies in the achievable striping standards,
and increases the-pbtential for road accidents.
1990 County-wide Accidents to date:
Total = 1894
Fatalities=28
2. Proposed Solution: .
In order to bring the pavement markings up to standard,
is requesting the funds to purchase the striping equipment.
ment markings will provide increased safety and visiblility
proximately 500 mile secondary roadway network.
the County
New pave-
on our ap-
3. Objective:
Acquisition of the Skid Mounted Striper and implementation of a
Scheduled program to increase safety on our radways thru better visi-
bility of pavement markings. To provide for the capablity of having
a highway striping urogram in place by September 30, 1991.
4. Evaluation:
. Ev~luation will be based upon the accomplishment of the stated
Ob]ectlve and the performance indicators listed on the quarterly
progress report forms.
2
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PART III:
category.
Project Detail Budget:
Refer to instructions.
3. BUDGET CATEGORY
A. Salaries and Benefits
Sub-total
B. Other Personal Services
Sub-total
C. Expenses
Sub - total
D.
Operating Captial Outlay
Striping Program Costs
Attach detailed narrative defining cost for each
TOTAL
FEDERAL
NON-FEDERAL
STATE LOCAL
$19,500.00
Sub-total $19,500.00
E. Data Processing Services
Sub-total
F. Indirect Cost
Sub-total
Total Cost
Project Total
$19,500.00 $19,500.00
L
BUDGET NARRATIVE
The following is a narrative description of the project budget 'by line item by
category, detailing the item and anticipated cost. Each category must be sufficiently
defined to show cost relationship to project objectives.
The County proposes to purchase the following pavement marking
equipment to achieve the proposed objectives:
1. One (1) M.B. Skid Mounted Striping Machine (Model 320).
-for pick-up truck mounting
2. Two (2) 30 gallontanks.
3. Accessory hardware and Mounting equipment.
4. "Tech Service" including initial 2-day course for training and
8-10 week follow-up refresher training course.
The total estimated cost will be the approximate $19,500.00.
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FINAL NARRATIVE REPORT
TITLE PAGE
SUBGRANTEE TITLE:
PROJECT NUMBER:
SUBGRANTEE:
PROJECT DIRECTOR:
The following: a chronological narrative history of the above listed project in
accordance wit.. 'art IV, Acceptance and Agreement, Conditions of Agreement, 1. Reports.
It is an accurate accounting of the project performance and accomplishments.
l
State of Florida
Department ,of Community Affairs
Division of Emergency Management
BUREAU OF PUBLIC SAFETY HANAGEMFNT
Part IV: Acceptance and Agreement
Conditions of Agreement. Upon approval of this subgrant, the approved application and
the following terms and conditions shall become binding. Noncompliance may result in
loss of, or delays in cost reimbursement.
1. Reports. The subgrantee shall submit Quarterly Progress Reports (Instructions for
Quarterly Progress Reports, DCA-HS Form 2, including Performance Indicators and a
Narrative Statement detailing project status, to the Bureau by January 31,
April 30, July 31, and October 30 covering the subgrant activity for the previous
quarter. The Subgrantee shall submit a Final Narrative Report, giving a full
chronological history of the subgrant, problems encountered and major
accomplishments in addition to specifically addressing the subgrant objectives and
performance indicators and the current and future planned activities of the
program within 30 days after the termination of the project as well as other
reports in a form as may be prescribed and may be reasonably required by the
Department. A final financial claim report must be submitted to the Department
within 30 days of the subgrant termination period. Such Claim must be distinctly
identified as "Final". Failure to comply will be grounds for forfeiture of
reimbursement.
2. Responsibility of Subgrantee. The subgrantee must establish fiscal control and
fund accounting procedures which assure proper disbursement and accounting of
subgrant funds and required non-federal expenditures. All monies spent on this
project will be disbursed in accordance with provisions of the project budget as
said budget was approved by the Department. All expenditures and cost accounting
of funds shall conform to 49 CFR 18, Uniform Administrative Requirements for
Grants and Cooperative Agreements with State and Local Governments (Revised A-I02)
and A-87, or OMB Circulars A-liD and A-2l, in the entirety. All funds not spent
in accordance with this agreement will be subject to repayment by the subgrantee.
3. Compliance with Section 287.055, Florida Statutes. The subgrantee, when
applicable agrees to satisfy all requirements provided in Section 287.055, Florida
Statutes, known as the "Consultant's Competitive Negotiation Act".
4.
Approval of Consultant Agreements.
all consultant agreements prior to
Subgrant agreement approval by the
approval.
The BPSM shall review and approve in writing
the actual employment of the consulting firm.
BPSM does not constitute consultant agreement
5. Allowable Costs. The allowability of costs incurred under any subgrant shall be
determined in accordance with the general principles of allowability and standards
for selected cost items set forth in National Highway Traffic Safety
Administration Order 462-13A, "Principles for Determining Costs Applicable to
Grants and Contracts with State and Local Governments", Office of Management and
Budget Circular No. A-87, "Cost Principles Applicable to Grants and Contracts with
State and Local Governments", Office of Management and Budget Circular No. A-21,
"Cost Principles for Educational Institutions" or OMB Circular A-122 "Cost
Principles for Non-Profit Organization. All procedures employed in the use of
federal funds for the procurement of services, supplies or equipment, must be in
accord with Section 18.32 (Procurement) of 49 CFR 18 (Revised A-102), or
Attachment 0 of OMB Circular No. A-110 and Florida law to be eligible for
reimbursement.
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6. Travel. All travel for out-of-state or out-of-grant specified work area shall
require, written approval of the Department prior to commencement of actual travel.
Travel costs for approved travel will be reimbursed in accordance with regulations
applicable to the subgrantee, but not in excess of provisions in Section 112.061,
Florida Statutes.
7. Yritten Approval of Changes. Subgrantees must obtain prior written approval from
the BPSM for major changes. These include, but are not limited to: (a) changes
in project activities, designs, or research plans set forth in the approved
application; (b) changes in the project director or key professional personnel
identified in the approved application; or (c) changes in budget items and amounts
set forth in the approved application except as follows:
Funds may be transferred between budget categories or among line
items within a budget category as long as the total amount of
the transfer (increase or decrease) does not exceed 5% of
the total approved budget category and the transfer is made to
an approved budget line item. However, no additional transfers
above the 5% cap may be made until a revised budget has been
approved by the Department. Under no circumstances can the
changes increase the total budgeted award. (Please note transfers
do not allow for the addition, deletion or change of any line
item, change in quantity, description or substance of materials,
equipment, services or deliverables included in the approved subgrant
budget) .
8. Subgrant Funding. The State of Florida's performance and obligation to reimburse
subgrantees will be subject to the availability of Federal Highway Safety funds
and an annual appropriation by the Legislature.
9. Commencement of Projects. If a project has not commenced within 30 days after the
acceptance of the subgrant award, subgrantees will report by letter the steps
taken to initiate the project, the reasons for delay, and the expected starting
date. If, after 30 days from the acceptance of the award, project activity as
described herein has not begun, a further statement of implementation delay will
be submitted by the subgrantee to the BPSM. Upon receipt of the 3D-day letter,
the BPSM may cancel the project and reobligate the funds to other project areas.
The BPSM, where warranted by extenuating circumstances, may extend the
implementation date of the project past the 30-day period, but only by formal
written amendment to this agreement.
10. Excusable Delays. Except with respect to defaults of consultants, the subgrantee
shall not be in default by reason of any failure in performance of this agreement
in accordance with its terms (including any failure by the subgrantee to make
progress in the execution of the work hereunder which endangers such performance)
if such failure arises out of causes beyond the control and without the fault or
negligence of the subgrantee. Such causes may include, but are not restricted to,
acts of God or of the public enemy, acts of the Government in either its sovereign
or contractual capacity, fires, floods, epidemics, quarantine restrictions,
strikes, freight embargoes, and unusually severe weather, but in every case the
failure to perform must be beyond the control and without the fault or negligence
of the subgrantee. If the failure to perform is caused by the failure of a
consultant to perform or make progress, and if such failure arises out of causes
beyond the control of the subgrantee and consultant, and without the fault or
negligence of either of them, the subgrantee shall not be deemed to be in default,
unless (a) the supplies or services to be furnished by the consultant were
obtainable from other sources, (b) the BPSM shall have ordered the subgrantee in
writing to procure such supplies or services from other sources, and (c) the
~
subgrantee shall have failed to comply reasonably with such order. Upon request
of the subgrantee, the BPSM, shall ascertain the facts and extent of such failure
and, if it shall be determined that any failure to perform was occasioned by any
one or more of the said causes, the delivery schedule shall be revised
accordingly.
Ii. Obligation of Subgrant Funds. Subgrant funds may not under any circumstances be
obligated prior to the effective date or subsequent to the termination date of the
subgrant period. Only project costs incurred on or after the effective date and
on or prior to the termination date of the subgrant application are eligible for
reimbursement. A cost is incurred when the subgrantee's employee or consultant
performs the service required, or when goods are received by the subgrantee, not-
withstanding the date of order.
12. Performance. In the event of default, noncompliance or violation of any provision
of this agreement by the subgrantee, the subgrantee's consultant(s) and
supplier(s), or both, the BPSM may impose such sanctions as it deems appropriate
including withholding of payments, cancellation, termination or suspension of the
agreement in whole or in part. In such an event, the BPSM, shall notify the
subgrantee of such decision 30 days in advance of the effective date of such
sanction. The subgrantee shall be paid only for those services satisfactorily
performed prior to the effective date of such sanction.
13. Access to Records. DCA, NHTSA, FHWA, and the Auditor General of the State of
Florida, or any of their duly authorized representatives, shall have access for
the purpose of audit and examination of books, documents, papers, and records of
the subgrantee, and to relevant books and records of subgrantees and contractors,
as provided under Section 302(1) of the Highway Safety Act of 1966, Public Law 89-
564, as amended.
14. Audit. Acceptance of this agreement constitutes subgrantee assurance that all
provisions of OMB Circular No. A-128, "Audits of State and Local Governments, or
OMB Circular No.A-llO, Attachment F, will be met. OMB Circular No. A-128 and
Attachment F of OMB Circular No. A-liD pertains to audit requirements. In
addition, the federal highway safety subgrant funds are to be clearly identified
in the audit report. As a minimum, a schedule comparing budgeted and actual
subgrant costs is required. Failure to furnish an acceptable audit as determined
by the State or cognizant federal audit agency may be a basis for denial and
refund, or both, of federal funds. Federal funds determined to be misspent are
subject to refund or other resolution regardless of disclosure in the audit
report.
15. Procedures for Claim Reimbursement. All claims for reimbursement of subgrant
costs m~st be submitted on forms (Reimbursement Claim Procedures for approved
highway safety projects, DCA-HS Forms 4A-4E, which is hereby incorporated by
reference) provided by the Department. Appropriate documentation supportive of
the reported costs must accompany each claim. Claims should be submitted on a
regularly monthly basis in order to remain current on project costs reporting.
All claims from local units of government requesting reimbursement for Operating
Capital Outlay items having a unit cost of $5,000 or more and a useful life of one
year or more must be accompanied by a complete inventory listing for those items.
State agencies must follow normal procedures. Payment of the claim will be made
before receipt of the applicable inventory listing. (Non-expendable property
accountability record, DCA-HS Form 3, which is hereby incorporated by reference).
/D
16. Retention of Records. All records and financial documents must be maintained for
minim~ period of three years from the date of the final financial statement and
be available for audit and public disclosure upon request of duly authorized
persons.
17. Ownership of Data and Creative Material. The ownership of material, discoveries,
inventions and results developed, produced, or discovered by the agreement are
governed by the terms of Section 18.34 (Copyrights of 49 CFR 18 (Revised A-102) or
OMB Circular A-liD, Attachment N, Paragraph 8.
18. Property Accountability. The subgrantee shall establish and administer a system
to control, protect, preserve, use, and maintain and dispose of any property
furnished it by the Department , or purchased pursuant to this agreement in
accordance with Federal Property Management Standards as set forth in Section
18.32 (Equipment) of 49 CFR 18 (Revised A-102) or OMB Circular A-llO, Attachment
N. This obligation continues as long as the property is retained by the
subgrantee, notwithstanding the expiration of this agreement.
19. Disputes. Any dispute, disagreement or question of fact arising under this
agreement shall be decided by the Department in writing and shall be distributed
to parties concerned. A written appeal may be made within 30 calendar days to the
Governor's Highway Safety Representative at the Division of Emergency Management,
Bureau of Public Safety Management, 2740 Centerview Drive, Tallahassee, Florida
whose decision is final. The subgrantee shall proceed diligently with the
performance of the agreement and in accordance with Department decision.
20. Conferences, Inspection of York. Conferences may be held at the request of any
party to this agreement. A representative of the BPSM or the U.S. Department of
Transportation, or both, shall be privileged to visit the site for the purpose of
inspection and assessment of work being performed at any time.
21. Publications, Printing, or Reports.
a. Before publication or printing, the final draft of any report or reports
required under the agreement or pertaining to the agreement shall be
submitted to the BPSM for review and concurrence.
b. Each pub';cation or other printed report covered by Paragraph 21.a. above
must include the following statement on the cover page:
(1) This report was prepared for the Bureau of Public Safety Management,
Division of Emergency Management, Department of Community Affairs, State of
Florida in cooperation with the National Highway Traffic Safety
Administration, U.S. Department of Transportation and/or Federal Highway
Administration, U.S. Department of Transportation.
(2) The conclusions and opinions expressed in these reports are those of
the Subgrantee and do not necessarily represent those of the State of
Florida, Bureau of Public Safety Management, Division of Emergency
Management, Department of Community Affairs, the U.S. Department of
Transportation or any other agency of the State or Federal Government.
JL
f22.
Equal Employment C~?ortunity. No person shall, on the grounds of race, creed,
color, or national origin, be excluded from participation in, be refused the
benefits of, or be otherwise subjected to discrimination under subgrants awarded
pursuant to P.L. 89-564, or any project, program, activity, or subgrant supported
by such requirements of Title VI of the Civil Rights Act of 1964, and all
applicable requirements pursuant to the regulations of the Department of Commerce,
Title 15, Code of Federal Regulations, Part 8, which have been adopted by the U.S.
Department of Transportation.
23.
Responsibility for Claims and Liability. Subject to the limitations of Section
768.28, Florida Statutes, the subgrantee shall be required to save and hold
harmless, the BPSM, National Highway Traffic Safety Administration, Federal
Highway Administration, and U.S. Department of Transportation, from all claims and
liability, or both, due to the negligent acts of subgrantee, subcontractor(s) or
consultant(s) or subgrantee's agents or employee(s). The subgrantee shall be
liable for any lose of, or injury to, any material developed or serviced under
this sub grant agreement which is caused by the subgrantee's failure to exercise
such care in regard to said material as a reasonable careful owner of similar
materials would exercise.
24.
Minority Business.
The subgrantee agrees to include the following statement in all agreements, and in
all contracts which are financed in whole or in part with Federal funds provided
under this agreement with the subgrantee:
a. Required MBE Contract Clauses:
(1) Policy. It is the policy of the U. S. Department of Transportation
that minority business enterprises as defined in 49 CFR Part 23 shall
have the maximum opportunity to participate in the performance of
contracts and subcontracts financed in whole or in part with Federal
funds provided under this agreement. In this regard, all recipients
or contractors shall take all necessary and reasonable steps in
accordance with 49 CFR Part 23 to ensure that minority business
enterprises have the maximum opportunity to compete for and perform
contracts. Recipients and their contractors shall not discriminate on
the basis of race, color, national origin, or sex in the award and
performance of U. S. DOT-assisted contracts.
25. Restrictions on Lobbying:
The recipient agrees to comply with Section 319 of Public Law 101-121 as provided
for in the "Governmentwide Guidance For New Restrictions on Lobbying; Interim
Final Guidance" published in the December 30, 1989, Federal Reeister.
Each person shall file the most current edition of this certification and
disclosure form, if applicable, with each submission that initiates agency
consideration of such person for an award of a federal contract, grant, or
cooperative agreement of $100,000 or more; or federal loan of $150,000 or more.
This certification is a material representation of fact upon which reliance was
placed when this transaction was made or entered into. Submission of this
certification is a prerequisite for making or entering into this transaction
imposed by Section 1352, Title 31, U.S. Code. Any person who fails to file the
required certification shall be subject to a civil penalty of not less than
$10,000 and not more than $100,000 for each such failure.
)
~
The undersigned certifies, to the best of his or her knowledge and belief, that:
a. No federal appropriated funds have been paid or will be paid to any person
for influencing or attempting to influence an officer or employee of any
federal agency, a member of Congress, an officer or employee of Congress,
or an employee of a member of Congress in connection with the awarding of
any federal contract, the making of any Federal grant, the making of any
Federal loan, the entering into of any renewal, amendment, or modification
of any Federal contract, grant, loan or cooperative agreement.
b. If any non-federal funds have been paid or will be paid to any person for
influencing or attempting to influence an officer or employee of any
Federal agency, a member of Congress, an officer or employee of Congress,
or an employee of a member of Congress in connection with this Federal
contract, grant, loan, or cooperative agreement, the undersigned shall
complete and submit standard form #LLL, "Disclosure of Lobbying
Activities", in accordance with its instructions.
c. The undersigned shall require that the language of this certification be
included in the award documents for all subawards at all tiers and that all
subrecipients shall certify and disclose accordingly.
26. Special Conditions:
1. All unexpended funds rema1n1ng with this grant after payment of final claim
shall automatically revert to the Bureau of Public Safety Management for
obligation to other approved programs.
IL
IN YITNESS WIn........"., the parties affirm that they have each read dl1U agree to the
conditions set forth in Part IV of the Agreement, that the parties have each read and
understand the Agreement in its entirety and have executed this Agreement by their duly
authorized officers on the day, month, and year set out below. .
STATE OF FLORIDA
Authorizing Official of Governmental
Unit (Commission Chairman, Mayor or
Designated Representative)
Department of Community Affairs
Division of Emergency Management
BUREAU OF PUBLIC SAFETY MANAGEMENT
NAME: Wilhelmina G. Harve~
SIGNATURE:' · -'-~.
TITLE: Mayor/Chairman
(SEAL)
Attest: DANNY L. KOLHAGE, CLERK
BY:
DATE:
SIGNATURE:
TITLE: Deputy Clerk
DATE: December 19, 1990
Administrator of Implementing Agency
FEDERAL FUNDS ALLOCATED:
NAME:
David Koopel
PROJECT NUMBER:
TITLE: Enqineerinq Director
SIGNATURE: ~~ ~~
VENDOR I.D. NUMBER:
DATE: 12-18-90
Project Director
(State Agencies Provide Samas Fund
Identification Account Number)
NAME: David Kop!,el
::::T~i~riz;eering
DATE:
12-18-90
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