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Item B01M C ounty of f Monroe ELj » °o � BOARD OF COUNTY COMMISSIONERS /� r i � �� Mayor George Neugent, District 2 The Florida. Ke Se y I Mayor Pro Tern David Rice, District 4 Danny L. Kolhage, District I Heather Carruthers, District 3 Sylvia J. Murphy, District 5 County Commission Meeting October 18, 2017 Agenda Item Number: B.1 Agenda Item Summary #3070 BULK ITEM: Yes DEPARTMENT: Engineering / Roads TIME APPROXIMATE: STAFF CONTACT: Judith Clarke (305) 295 -4329 N/A AGENDA ITEM WORDING: Approval and endorsement of notice of cancellation of the State Highway Lighting, Maintenance and Compensation Agreement with Florida Department of Transportation (FDOT). Cancellation will be effective July 1, 2018. ITEM BACKGROUND: Monroe County is the maintaining agency for FDOT installed street lights on US 1 in unincorporated Monroe County (lights mounted on metal poles). The county does not have in -house maintenance staff to perform inspections, repairs and other work required under the agreement. FDOT staff requested that cancellation be effective at the start of FY 18/19, which is July 1, 2018. PREVIOUS RELEVANT BOCC ACTION: The BOCC approved the State Highway Lighting, Maintenance, and Compensation Agreement on March 23, 2003; the BOCC approved an amendment to the Agreement on March 5, 2009. CONTRACT /AGREEMENT CHANGES: Notice of Cancellation of Agreement effective July 1, 2018 STAFF RECOMMENDATION: Approve and endorse notice of cancellation. DOCUMENTATION: FY 17 -18 FDOT Lighting Agreement Contract APF90- hwy lighting - 03 -2009 updated FINANCIAL IMPACT: Effective Date: 7/1/2018 Expiration Date: Total Dollar Value of Contract: The funds from FDOT will not be allocated for maintenance, but the County will not be responsible for the maintenance cost, so budget is overall not affected. Total Cost to County: Current Year Portion: Budgeted: Source of Funds: CPI: Indirect Costs: Estimated Ongoing Costs Not Included in above dollar amounts: Revenue Producing: No If yes, amount: Grant: County Match: Insurance Required: Additional Details: 06/21/17 102 -22504 - ST LIGHT, LOC OPT GAS TA $50,173.00 REVIEWED BY: Judith Clarke Completed 09/05/2017 12:29 PM Christine Limbert Completed 09/05/2017 3:30 PM Budget and Finance Completed 09/05/2017 4:00 PM Maria Slavik Completed 09/06/2017 11:01 AM Kathy Peters Completed 09/05/2017 8:27 PM Board of County Commissioners Completed 09/20/2017 9:00 AM RE. Contract: APF90 Financial No: 414220-1-78-01 State Highway Lighting, Maintenance, and Compensation Agreement Work Order: Monroe County (Period from 0710112017 thru 0613012018) Dear Ms. Clarke: As stated on page 2 of the State Highway Lighting, Maintenance, and Compensation Agreement between Monroe County (Maintaining Agency) and the Department of Transportation (FDOT), the FDOT will issue a Work Order confirming the amount and authorizing the performance of maintenance for each new fiscal year. This Work Order hereby authorizes Monroe County to perform maintenance for lights on the FDOT highway system for fiscal year 2017-2018. The amount of compensation for your maintenance of highway lighting on the FDOT highway system for Fiscal Year 2017-201 will be $50,173.07 The previous dollar amount is the result of the following If you agree with this amount please sign in the space provided and return this letter to the Department, Joshua T. Keyser Project Administrator 4 Judith Clarke, P,E, Monroe County Public Works Director of Engineering Services cc. Renato Marrero, Leonard Salazar, K. Al-Said f CHA CRIST GOVERNOR Florida .I epartment q f' Transportation March 5, 2009 Board of County Commissioners MONROE COUNTY Ms. Judy Clarke, P.E. 1100 Simonton Street, #2 -216 Key West, FL 33040 Mainfenarce Department S rEP11. NNE C. KOPELOUSOS r;00 N.4, 1 I 1 .Averiue # 62G58 SECRETARY tY iar ni, F! 33 RE: ADMINISTRATIVE AMENDMENT State Highway Lighting, Maintenance and Compensation Agreement Contract# BD 562- Fin #: 414220- 1 -72 -01 Dear Ms. Clarke: The Department's needs to update the Financial Number of the contract referred above due to internal accounting procedures. This change does not impact the funding or any of the stipulations of the executed contract. The new Financial Number is 414220 -1- 78-01 and the new Contract# APF 90. The Department's procedure requires your formalization of this change. Please sign below and return to my attention. The Department looks forward to continuing this partnership with you, and stands ready to assist you with any questions or concerns you may have. You may contact me at (305) 470 -5426 if you require further assistance. Sincerely, �1 �Y Shany lano i Assistant Project Manager o� Approved 1� Cc: Michael E. Bienvenu, Ana Marie Martinez, Patty Ivey, Khaled Ai -Said, Sarah Perez, Heman Villar, file WVVIN. dot. state. fl. us STATE �ORIDA DEPARTMENT OF TRANSPORTATION : Forth No 71041030. STATE HIGHWAY LIGHTING, MAINTENANCE, AND COMPENSATION .' Rey. ae AGREEMENT THIS AGREEMENT, entered into this Z day of VU t , year of , by and between th STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION, hereinafter referred to as the "FDOT", and Monr a County , hereinafter referred to as the "MAINTAINING AGENCY''; WITNESSETH: WHEREAS, the MAINTAINING AGENCY has the authority to enter into this Agreement and to undertake t maintenance and operation of lighting on the State Highway System, and the FDOT is authorized under Sections 334.0 Florida Statutes and 335.055, Florida Statutes to enter into this Agreement; and WHEREAS, the MAINTAINING AGENCY has authorized its undersigned officers to enter into and execute tt Agreement, and has designated the officer(s) authorized to receive and respond to the FDOT's work orders; NOW, THEREFORE, in consideration of the premises and the mutual covenants contained herein, the FDOT an the MAINTAINING AGENCY hereby agree as follows: 1. Maintenance of Facilities a. The MAINTAINING AGENCY shall maintain all the lighting now or hereafter located on the State Highway System within the jurisdictional boundaries of the MAINTAINING AGENCY, hereinafter referred to as the "Facilities," throughout its expected useful life. For the purposes of this Agreement, the term Facilities shall be deemed to include, but not necessarily be limited to, lighting for roadways, as well as park and ride, pedestrian overpasses, and recreational areas owned by or located on the property of the FDOT, bu shall exclude those systems listed in Exhibit "A" attached hereto and by this reference made a part hereof and shall exclude lighting located in weigh stations, rest areas, or on Interstate highways, b. In maintaining the Facilities, the MAINTAINING AGENCY shall perform all activities necessary to keep the Facilities fully operating, properly functioning, with a minimum of 90% of the lights burning for any lighting type (ex. high mast, standard, underdeck, sign) or roadway system at all times for their normal expected useful life in accordance with the original design thereof, whether necessitated by normal wear and tear, accidental or intentional damage, or acts of nature. Said maintenance shall include, but shall not be limited to, providing electrical power and paying all charges associated therewith, routine inspection and testing, preventative maintenance, emergency maintenance, replacement of any component parts of the Facilities (including the poles and any and all other component parts installed as part of the Facilities), anc locating (both vertically and horizontally) the Facilities, as may be necessary. C. All maintenance shall be in accordance with the provisions of the following: (1) Manual of Uniform Traffic Control Devices; and, (2) All oth applicable local, state, or federal laws, rules, resolutions, or ordinances, and FDOT procedures. d. For lighting installed as part of an FDOT project, the MAINTAINING AGENCY's obligation to maintain shall commence upon the MAINTAINING AGENCY's receipt of notification from the FDOT that the FOOT has finally accepted the project, except for the obligation to provide for electrical power, which obligation to provide for electrical power shall commence at such time as the lighting system is ready to be energized; provided, however, that the MAINTAINING AGENCY shall not be required to perform any activities which are the responsibilities of FOOT's contractor. c a� F �s as ca c U) 0 c 0 a� c L) 0 c� 0 Z page 1 or 5 2. S. 4. STATE Oti, , R= DEPARTMENT OF TRANSPORTATION STATE HIGHWAY LIGHTING, MAINTENANCE, AND COMPENSATION AGREEMENT Forth No 710 - 010,30, UUIM— Rev. 05- a. The continuing obligations under this paragraph 1 beyond the first fiscal year hereof are subject to the voluntary negotiation of the amount to be paid as set forth in subparagraph 2b hereof. Compensation and Payment a. The FOOT agrees to pay to the MAINTAINING AGENCY a lump sum of $ 11,962.50 for U fiscal year in which this Agreement is signed (fiscal year as referenced in this Agreement shall be FOOT' fiscal year). b. For each future fiscal year, the FDOT and the MAINTAINING AGENCY shall agree on the amount to be paid prior to the fiscal year beginning. The FOOT will issue a work order confirming the amount and authorizing the performance of maintenance for each new fiscal year. c. Invoices may be submitted anytime after May 19 of the fiscal year in which the services were provided, but no later than 180 days after the end of said fiscal year. Payment shall be made in one lump sum as provided in paragraph 4 hereof. d. Payment shall be made in accordance with Section 215.422, Florida Statutes. e. Bills for fees or other compensation for services or expenses shall be submitted in a format acceptable to the FOOT and in detail sufficient for a proper pre -audit and post -audit thereof. Record Keeping The MAINTAINING AGENCY shall keep records of all activities performed pursuant to this Agreement. The records shall be kept in a format approved by the FOOT. Records shall be maintained and made available upon request to the FOOT at all times during the period of thi Agreement and for three (3) years after final payment for the work pursuant to this Agreement is made. Copies of then documents and records shall be furnished to the FDOT upon request. Invoicing Upon receipt, the FOOT has five (5) working days to inspect and approve the goods and services. The FDOT ha: twenty (20) days to deliver a request for payment (voucher) to the Department of Banking and Finance. The twent; (20) days are measured from the latter of the date the invoice is received or the goods or services are received inspected, and approved. If a payment is not available within forty (40) days, a separate interest penalty at a rate as established pursuant tc Section 215.422, Florida Statutes, shall be due and payable, in addition to the invoice amount, to the MAINTAINING AGENCY. Interest penalties of less than one (1) dollar shall not be enforced unless the MAINTAINING AGENCII requests payment. Invoices returned to a MAINTAINING AGENCY because of MAINTAINING AGENCY preparatior errors shall result in a delay in the payment. The Invoice payment requirements do not start until a properly completec invoice is provided to the FOOT. A Vendor Ombudsman has been established within the Department of Banking and Finance. The duties of this individual include acting as an advocate for contractors /vendors who may be experiencing problems in obtaining timely payment(s) from a state agency. The Vendor Ombudsman may be contacted at (850) 410 -9724 or by calling the State Comptroller's Hotline, 1- 800 -848 -3792. The State of Florida's performance and obligation to pay under this Agreement is contingent upon an annual appropriation by the Legislature. In the event this Agreement is in excess of $25,00b and has a term for a period of more than one (1) year, the provisions of Section 339.135(6)(a), Florida Statutes, are hereby incorporated. a� F �s as oa U) O c c a� c L) O c� O Z Page 2 of 6 STATE r,— .ORIDA DEPARTMENT OF TRANSPORTATION `' Form No 710-01690. STATE HIGHWAY LIGHTING, MAINTENANCE, AND COMPENSATION Rev a AGREEMENT The FDOT, during any fiscal year, shall not expend money, incur any liability, or enter into any contract which, b, its terms, involves the expenditure of money in excess of the amounts budgeted as available for expenditure during such fiscal year. Any contract, verbal or written, made in violation of this subsection shall be null and void and no money may be paid on such contract. The FDOT shall require a statement from the Comptroller of the FDOT that funds are available prior to entering into any such contract or other binding commitment of funds. Nothing herein contained shall prevent the making of contracts for periods exceeding one (1) year, but any contract so made shall be executory only for the value of the services to be rendered or agreed to be paid for in succeeding fiscal years, and this paragraph shall be incorporated verbatim in all contracts of the FDOT which an for an amount in excess of $25,000 and which have a term for a period of more than one (1) year. The FDOT will provide a copy of the statement referenced above to the MAINTAINING AGENCY. 5. Default In the event that the MAINTAINING AGENCY breaches any provision of this Agreement, then in addition to any other remedies which are otherwise provided for in this Agreement, the FDOT may exercise one or more of the following options, provided that at no time shall the FDOT be entitled to receive double recovery of damages: a. Pursue a claim for damages suffered by the FDOT or the public. h. Pursue any other remedies legally available. C, As to any work not performed by the MAINTAINING AGENCY, perform such work with its own forces or through contractors and seek reimbursement for the cost thereof from the MAINTAINING AGENCY if the MAINTAINING AGENCY fails to cure the non - performance within fourteen (14) days after written notice from the FDOT of the non - performance, provided, however, that advance notice and cure shall not be preconditions in the event of an emergency. S. Indemnification The MAINTAINING AGENCY, to the extent allowed by Section 768.28, Florida Statutes, shall indemnify, defend, save, and hold harmless, the State, the FDOT, and all oftheir officers, agents, and employees from all suits, actions, claims, demands, and liabilities of any nature whatsoever arising out of, because of, or due to breach of this Agreement by the MAINTAINING AGENCY, its subcontractors, agents, or employees or due to any act or occurrence of omission or commission of the MAINTAINING AGENCY, its subcontractors, agents, or employees. r, Force Majeure ------- Neither - the - MAIN - T - AfNING- AGENCY- nor - the- FD ©T- shell-be-liable -#o- the- other-for- any-- failure-ta-perform-under - -- this Agreement to the extent such performance is prevented by an act of God, war, riots, natural catastrophe, or other event beyond the control of the non - performing party and which could not have been avoided or overcome by the exercise of due diligence; provided that the party claiming the excuse from performance has (a) promptly notified the other party of the occurrence and its estimate duration, (b) promptly remedied or mitigated the effect of the occurrence to the extent possible, and (c) resumed performance as soon as possible. i. Miscellaneous a. The FDOT shall consider the employment by any contractor of unauthorized aliens a violation of Section 274A(e) of the Immigration and Nationality Act. If the contractor knowingly employs unauthorized aliens, such violation shall be cause for unilateral cancellation of this Agreement. b. The MAINTAINING AGENCY shall allow public access to all documents, papers, letters, or other material c a� as oa c U) O c 0 a� c L) O c� O Z Pao& 3 of 6 STATE O. DEPARTMENT OF TRANSPORTATION Form No 71MID -30. �" STATE HIGHWAY LIGHTING, MAINTENANCE, AND COMPENSATION Rev. 08-1 AGREEMENT subject to the provisions of Chapter 119, Florida Statutes, and made or received by the MAINTAINING AGENCY in conjunction with this Agreement. Failure by the MAINTAINING AGENCY to grant such publil access shall be grounds for immediate unilateral cancellation of this Agreement by the FDOT. c, This Agreement constitutes the complete and final expression of the parties with respect to the subject matt hereof and supersedes all prior agreements, understandings, or negotiations with respect thereto, d. This Agreement shall be governed by the laws of the State of Florida. Any provision hereof found to k unlawful or unenforceable shall be severable and shall not affect the validity of the remaining provisior hereof. e. Time is of the essence in the performance of all obligations under this Agreement. f All notices required pursuant to the terms hereof may be sent by first class United States Mail, facsimile transmission, hand delivery, or express mail and shall be deemed to have been received by the and of fiv (5) business days from the proper sending thereof unless proof of prior actual receipt is provided. The MAINTAINING AGENCY shall have a continuing obligation to notify each District of the FDOT of the appropriate persons for notices to be sent pursuant to this Agreement. Unless otherwise notified in writing, notices shall be sent to the following addresses: MAINTAINING AGENCY: Board Of County Commissioners Monroe County 1100 Simonton Street, # 2 -216 Key West, Florida 33040 David S. Koppel, P.E. FDOT: Florida Department Of Transportation 1000 NW 111 AVE Miami FL 33172 Ronald Steiner, P.E. g. PUBLIC ENTITY CRIME INFORMATION STATEMENT: A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a bid on a contract to provide any goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section 287.017, Florida Statutes, for CATEGORY TWO for a period of thirty six (36) months from the date of being placed on the convicted vendor list. h. An entity or affiliate who has been placed on the discriminatory vendor list may not submit a bid on a contract to provide any goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity. i. Nothing herein shall be construed as a waiver of either party's sovereign immunity. a� F �s as ca U) O 0 a� L) O c� O z Page 4of 6 STATE M_ , RIDA DEPARTMENT OF TRANSPORTATION `- Form No 716.01030. STATE HIGHWAY LIGHTING , � Rev oa.a MAINTENANCE AND COMPENSATION M AGREEMENT 9. Certification This document is a printout of an FDOT form maintained in an electronic format and all revisions thereto by th Maintaining Agency in the form of additions, deletions or substitutions are reflected only in an Appendix entitle "Changes To Form Document" and no change is made in the text of the document itself. Hand notations on affecte portions of this document may refer to changes reflected in the above -named Appendix but are for reference purpose only and do not change the terms of the document. By signing this document, the Maintaining Agency hereb represents that no change has been made to the text of this document except through the terms of the Appendi entitled "Changes To Form Document." You MUST signify by selecting or checking which of the following applies: O No changes have been made to this Forms Document and no Appendix entitled "Changes To Form Document" is attached. No changes have been made to this Form Document, but changes are included on the attached Appendix entitled "Changes to Forms Document." IN WITNESS WHEREOF, the parties hereto have executed th is i t E written. MAINTAINING AGENCY _ FFF �m6 6g .vim' BY: (Slanature) (Typed Name: it E� 5 Psf4 ) (Typed Title: _- M A (dP-, ) 4he day and year first y. L KDtHAGE, CLERK DATE: O c? — / 9' — OJ APPROVED AS ToCFORM AND ZY .r,.. Recommend Approva4by theXDOT District Office BY: (Typed Name: ) (Typed Title: ) DAT& E O "DOT Legal Review 3Y. District Counsel typed Name: DATE: 5" AD � a� F �s as ca U) O c 0 a� L) O c� O z Ane 6 of a P } EXHIBIT "A" CHANGES TO FORM DOCUMENT 1. The "Facilities" described in Item 1, Maintenance of Facilities, Paragraph a, on page 1 of 5, of the State Highway Lighting, Maintenance, and Compensation Agreement shall exclude all lighting in the following municipalities: 1. City of Marathon 2. Islamorada, Village of Islands 3. City of Key West. 2. No other changes are made to the form document.