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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! 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. 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: