Extension 04/17/2013Engineering Department
MEMORANDUM
To: Pam Hancock lerk's Office
From: Judy Clarke
Date: April 25, 201
Received
APR 2 6 2013
Finance Dept
Re: Extension of LAP Agreement for Old SR 940 Leg A (Watson Blvd) Bridge Project
Enclosed is a letter from FDOT and a revised Exhibit A that extend the expiration date of the
Local Agency Program (LAP) funding agreement with FDOT for the Old SR 940 Leg A
(Watson Boulevard) Bridge Repair project. According to our FDOT project manager (copy of
email enclosed) a time extension is handled administratively and therefore there is no
amendment that must go before the BOCC. County Attorney confirmed (Christine Limbert's
email attached) that this is acceptable so I am sending a copy of the approval letter and the
revised exhibit A to you so that you can attach it to the existing agreement to complete your
records.
If you have any questions, please feel free to contact me.
Thanks!
Ce—
Clarke- Judith
From: Limbert- Christine
Sent: Wednesday, April 24, 2013 10:29 AM
To: Clarke- Judith
Cc: LoSacco -Tina; Briggs -Clark
Subject: RE: Watson 430193 -1
Since the extension of the date in the LAP agreement is done administratively and does not require a formal
amendment, I would only suggest that maybe the Board be advised on the extension of the dates in the monthly
engineering report to the commission. I do not find it necessary to go through the process of placing it on the agenda for
formal ratification when it is not otherwise required by FDOT.
R Ip, 9
fr b
cE
CIT Y, COUN t Y
& LOCAL
GOVERNMENT LAW
Christine M. Limbert - Barrows
Asst. County Attorney
Monroe County Attorney's Office
1111 12th Street, Suite 408
Key West, FL 33040
(305) 292 -3470
(305) 292 -3516 (fax)
From: Clarke- Judith
Sent: Wednesday, April 24, 2013 9:10 AM
To: Limbert- Christine
Cc: LoSacco -Tina; Briggs -Clark
Subject: FW: Watson 430193 -1
Hi Christine — question for you. The Watson Bridge LAP agreement (executed in 2011) will expire this October and we
have requested an extension. The FDOT process is that I send a letter and Harold Desdunes signs it. I also had to update
the exhibit A to show the new dates (interim and the final dates). According to FDOT, these changes do not require a
supplemental agreement that has to be executed and they basically just put these new pages into the file after Harold
signs my request letter.
My question is, how should we at the county handle this update to the LAP agreement. Do I just submit the updated
pages or do I need to put it before the BOCC to ratify or by some other process? Let me know. thanks.
Judith S. Clarke, P.E.
Director of Engineering Services
1100 Simonton Street
Key West, Florida 33040
Office 305 - 295 -4329
Fax 305 - 295 -4321
cla rke- iudith (cDmonroecounty -fl.gov
HELP US HELP YOU!
Please take a moment to complete our Customer Satisfaction Survey:
htti): / /monroecofl.virtualtownhall .net /Pages /MonroeCoFL WebDocs /css Your feedback is important to us!
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Clarke- Judith
From: Sanchez, Jesus <Jesus.Sanchez @dot.state.fl.us>
Sent: Wednesday, April 24, 2013 8:58 AM
To: Clarke- Judith
Subject: RE: Watson 430193 -1
Hi Judith, all we are required to send to the person that performs the extension to the contract is the actual time
extension signed by both parties.
So as soon as Harold signs it I will send the time extension to the person that performs the actual extension to the
contract.
As far as exhibit "A ", all we do is replace the sheet with the previous one. This sheet becomes important at the time of
invoicing.
Regards,
Jesus Sanchez, P.E.
LAP Project Manager
Florida Department of Transportation - District 6
Consultant Management - Keith and Schnars, P.A.
Adam Leigh Cann Building
1000 NW 111th Avenue - Room 6140
Miami, Florida 33172
office (305) 470 -5452 Cell (786) 299 -2202
e- mail: Jesus.Sanchez @dot.state.fl.us
From: Clarke- Judith fmailto: Clarke- Judith(a)monroecounty- fl.govl
Sent: Wednesday, April 24, 2013 8:54 AM
To: Sanchez, Jesus
Subject: RE: Watson 430193 -1
Hi — do you mean exhibit A? I think I do need a supplemental agreement because I am extending the LAP expiration date
to June 30, 2014.
Judith S. Clarke, P.E.
Director of Engineering Services
1100 Simonton Street
Key West, Florida 33040
Office 305 - 295 -4329
Fax 305 - 295 -4321
clarke- iudith(d),mon roecounty -fl. aov
HELP US HELP YOU!
Please take a moment to complete our Customer Satisfaction Survey:
http: / /monroecofl. virtualtownhall .net /Pages /MonroeCoFL WebDocs /css Your feedback is important to us!
Please note: Florida has a very broad public records law. Most written communications to or from the County regarding County business are public records
available to the public and media upon request. Your e-mail communication may be subject to public disclosure.
1
County of Monroe
The Florida Keys
Monroe County
Engineering Services Department
1100 Simon#on Street
Keay West, Florids 33040
(305) 295.4329
(305) 295 -4321 Fax
April 23, 2013
BOARD OF COUNTY COMMISSIONERS
Mayor George Neugent, District 2
Mayor Pro Tem. Heather Carruthers, District 3
4M Danny L, Koihage, District 1
David Rice, District 4
Sylvia 1. Murphy, District 5
Ms. Vicki Gatanis, GAP Administrator
Florida Department of Transportation, District VI
1000 NW l l Ith Avenue - Room 6251
Miami, Florida 33172
Re: FM 430193 -1 Old SR 940 Leg A (Watson Boulevard) Bridge Repair Project
Request for Time Extension
Dear Ms. Gatanis:
The above referenced contract is scheduled to expire on October 1, 2013. Monroe County is
requesting an extension of the contract time period until June 30, 2014 in order to complete the
work. We have completed the design of the project and are preparing to advertise for construction
bids.
We appreciate your consideration in granting this extension so that we may successfully complete
the project.
If you should have any questions please feel free to contact me by email at clarko-
judi_#t@monmeco-paty- or by telephone at 305- 295 -4329.
Sincelely, r /
Judith S. Clarke, P.E.
Director of Engineering Services
cc: J. Sanchez, FDOT
Approved:
Harold Desdunes, P.E.
Florida Department of Transportation
District VI
STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION 525- 010-40
LOCAL AGENCY PROGRAM AGREEMENT PRODUCTION SUPPORT
08/06
Page
EXHIBIT "A"
PROJECT DESCRIPTION AND RESPONSIBILITIES
FPN: 430193 -1
This exhibit forms an integral part of the Agreement between the State of Florida, Department of Transportation and
Monroe County
Dated
PROJECT LOCATION:
The project is X_ is not on the National Highway System.
The project is X_ is not on the State Highway System.
PROJECT DESCRIPTION: The project will consist of engineering design, permitting and construction of repairs to
Bridge #904310 Old SR 940 Leg A bridge. The work will include demolishing and replacing some or all of the deck,
repairing concrete abutments and retaining walls and performing repairs to the bank protection. Metal guardrails and
the bridge railing will be upgraded to meet current FDOT design standards. Construction engineering and inspection
services are also included in the scope of the project costs.
SPECIAL CONSIDERATIONS BY AGENCY:
The audit report(s) required in the Agreement shall include a Schedule of Project Assistance that will reflect the
Department's contract number, the Financial Project Number (FPN), the Federal Authorization Number (FAN), where
applicable, the amount of state funding action (receipt and disbursement of funds), any federal or local funding action, and
the funding action from any other source with respect to the project.
The Agency is required to provide a copy of the design plans for the Department's review and approval to coordinate
permitting with the Department, and notify the Department prior to commencement of any right -of -way activities.
The Agency shall commence the project's activities subsequent to the execution of this Agreement and shall perform in
accordance with the following schedule:
a) Study to be completed by
b) Design to be completed by June 30. 2013
c) Right -of -Way requirements identified and provided to the Department by
d) Right -of -Way to be certified by June 30. 2013
e) Construction contract to be let by August 1. 2013
f) Construction to be completed by June 30, 2014
If this schedule cannot be met, the Agency will notify the Department in writing with a revised schedule or the project is
subject to the withdrawal of federal funding.
SPECIAL CONSIDERATIONS BY DEPARTMENT: