The URL can be used to link to this page

Item H05BOARD OF COUNTY COMMISSIONERS AGENDA ITEM SUMMARY Meeting Date: March 23, 2016 Department: Planning & Environmental Resources Bulk Item: Yes X No Staff Contact /Phone #: Mitzi Crystal/289-2523 AGENDA ITEM WORDING: Approval of Supplemental #4 to the Joint Participation Agreement (JPA) AQN-53 with the Florida Department of Transportation (FDOT) for the county's transportation planning program. ITEM BACKGROUND: Supplemental #4 will extend the contract deadline to June 30, 2017 and will increase the funding for the county's transportation planning program by $300,000 from $910,000 to $1,210,000. JPA AQN-53 authorizes reimbursement at 87.5% from FDOT for up to two full time transportation planning positions and for a transportation engineering consultant. The county uses this contract for transportation concurrency review, traffic engineering support, the biennial US 1 Arterial Travel Time and Delay Study, and to perform miscellaneous transportation planning studies. PREVIOUS RELEVANT BOCC ACTION: May 16, 2012 -Approval of JPA AQN-53 in the amount of $150,000 for the transportation program April 17, 2013 -Approval of Supplemental #1 to increase the JPA to $380,000 May 21, 2014 -Approval of Supplemental #2 to increase the JPA to $610,000. April 15, 2015 -Approval of Supplemental #3 to increase the JPA to $910,000. CONTRACT/AGREEMENT CHANGES: Extend the current JPA contract deadline to June 30, 2017 and increase budget to $1,210,000.00 STAFF RECOMMENDATIONS: Approval TOTAL COST: $300,000 INDIRECT COST: BUDGETED: Yes x No DIFFERENTIAL OF LOCAL PREFERENCE: COST TO COUNTY: $37,500 SOURCE OF FUNDS: 50519 GW 1201 REVENUE PRODUCING: Yes No x AMOUNT PER MONTH Year APPROVED BY: County Attorney "A OMB/Purchasing Risk Management DOCUMENTATION: Included DISPOSITION: Revised 6/15 Not Required AGENDA ITEM # MONROE COUNTY BOARD OF COUNTY COMMISSIONERS CONTRACT COSTS Total Dollar Value of Contract: $ 300,000 Current Year Portion: $ Budgeted? Yes® No ❑ Account Codes: 510519-GW 1201- - - Grant: $ 300,000 Increase - - - - County Match: $ 37,500 - - - - Estimated Ongoing Costs: $ (Not included in dollar value abo` ADDITIONAL COSTS /yr For: (e.g. maintenance, util CONTRACT REVIEW Changes Date In Needed Department Head f Yes[:] No Risk Management ° Yes❑ No O.M.B./Purchasing Yes❑ No County Attorney Yes[] No I Comments: OMB Form Revised 2/27/01 MCP #2 etc. Date Out It r-1 — ' Financial Pi-oJeCFNo( 25222811-10, 1 (item segment-phase-seuuencej Contract NO,: AQN53 STATE OF FLORIDA DEPARTIAENT OFFIRANSFORTATION PUBLIC TRANSPORTATION SUPPLEMENTAL JOINT PARTICIPATION AGREEMENT Number 4 P,LWILII-72g�� Catalog of Federal Domestic Assistance Number: 2 0,205 CFDA Tibe., Highway Planning and Construction 725-03M7 PUBLIC T RANSFIQRTATlON Page I of FLAIR Category,. 088654 Object Code- 786-0-00 Org, Code- 5506201063O Vendor No,i F596000749054 Catalog of State Financial Assistance Number: 55.023 CSFA Title: State Highway THIS AGREEMENT, made and entered into this day of by and between the STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION, an agency of the State of Florida, hereinafter referred to as the Department, and Mcmroe County 2798 OvE,,rse@S Lilghway, Suite 400, Maraff-Ion, FL. 33050 .... . .... .. hereinafter referred to as Agency. W I T N E S S E T H.- WHEREAS, the Department and the Agency heretofore on the 21st day of June 2012 WHEREAS, the Agency desires to accomplish certain project items as outlined in the Attachment "A" appended hereto; and WHEREAS, the Department desires to participate in all eligible items for this project as outfitted in Attachment "A" for a total Department Share of $1 i058,750m NOW, THEREFORE THIS INDENTURE WITNESSETH: that for and in consideration of the mutual benefits to flow from each to the other, the parties hereto agree that the above described Joint PartiOltation and supplemented as follows: 1.00 Project Description: The project description Is amended Funds are being added to this JPA per Exhibits A,B, and D for pWnning services, The agreement is extended for a period of one year, Attached Exhibits &S, and D supersede the previously incorporated exhibits in JIPA AQN 53, dated June 21, 2021. 725-030-07 PUBLIC TRANSPORTATION 12J1 4 Puge 2 of 9E@12MnM3= Paragraph 3.00 of said Agreement is fX— increased/ r— decreased by $300,000.00 bringing the revised total cost of the project to $1,21 0,000.00, Paragraph 4-00 of said Agreement is fx— increased/ F— decreased by $262,600,00 bringing the Department's revised total cost of the project to $1 ,058,750,00 3.00 Amended Exhibits; Exhibit(s) A, B, and D Paragraph 16.00 of said Agreement Juno 5.00 E-Verify Vendors/Contractors: 1 shall utilize the U.S. Department of Homeland Security's E-Verify system to verify the employment eligibility of all new employees hired by the Vendor/Cointractor during the term of the contract; and 2. shall expressly require any subcontractors performing work or providing services pursuant to e contraci to likewise utilize the U.S. Department of Homeland Security's E-Verify system to verify the employment eligibility of all new employees hired by the subcontractor during the contract term, 725-030-07 PQBLIC TRANSPORTATION 12/14 ftge 3 of _ Contract No. AON Agreement Date__l Except as hereby modified, amended or changed, all other terms of said Agreement dated June 21st i 2012 •I'll, - - ,,t rPTiPirf+tr. fifli %rnP-.sr-w4 P-Ved. Monroe County ENCYNIAME SIGIQA70RY (PRINTED OR TYPED) SIGNA7URE TITLE MoNflOE COUNTY ATTORNF-Y APRCyVEQ AS INFORM DaW, Us U, M-M—w T%rd a MR031 Approval by Comptroller LEGAL REVIEW DEPAR7MEN7 OF TRANSPORTATION DEPARTMENT OF TRANSPORTATION 725-030-07 PUBLIC TRANSPORTATION 12114 Pap 4 of 25222811407 Financial Project No(s) Contract No, AQN53 Agreement Date ATTACHMENT "A" SUPPLEMENTAL JOINT PARTICIPATION AGREEMENT This Attachment forms an integral part of that certain Supplemental Joint Participation Agreement between the State of Florida, Department of Transportation and Monroe County 2798 Overseas Highway, Suite 400, Marathon, FL 33050 dated DESCRIPTION OF SUPPLEMENT (include justification for cost change): I. Project Cost: As Approved As Amended Net Change $910,000,00 $1,21 0,0W00 $300,000.00 Total Project Cost $910,000m $1,210,000.00 $300,000.00 It. Fund Participation: As Approved As Amended Net Change Department: $796,250.00 $1,058,750.00 $262,500.00 Agency: $113,760.00 $151,250.00 $37,500.00 $0.00 Total Project Cost $910,000.00 $1,210,000-00 $300,000,00 775-0�047 PUBLIC TRANSPORTATION 12114 pa'Ae 5 01 — if a project is a multi -year or prequalified project subject to paragraphs 4,10 and 17.20 of this agreement, funds are programmed in the Department's Work program in the following fiscal year(s)., FY FY FY FY FY FY FY FY FY FY FY FY FY FY FY FY FY FY FY FY Contract AQN53- 02/12/16 16 g9.09 Fags I of I Contract; A l 53 Status: 10 -EXECUTED CONT A T Vendor� VF596000749054„ MONROE COUNTY PLANNING DEPT Contract Type: AI - GRANT IN A D-PLANN Original Contract days: 0 Original Amount. $131,250,00 Present Contract Days-. 0 Arn ended Amount $796,250.00 Days Used. 0 Advertised: Letting: Awarded: Executed06/21/2012 Notice to Proceed! Contract Begin: 06/21/2012 Time Begin; Work Begin: Projected Completion Contract End: 06/30/2017 Gondffionai Acceptance; Completed' Paid Oft. Future Ploig District Ex nditure, 252228-l-'14--07 06 222,284.- 4 573,965.44�i .00 .00 00 .00 Contract Totals 222,284.54 573,965,46 .00 .00 .00 .00 Clink to see Financial Project C tailsl then use your Back button to return to this page. http;//t1ho t01, dot.state. tlgas: 080/ibi_apps/W rvlet?1BIF w ba p=/lbI_ap s&IBIC_s r... /I2/2016 EXIIBIT "A" PROJECT DESCRIPTION AND RESPONSIBILITIES This exhibit forms an integral part of that certain Joint Participation. Agreement between the State of Florida, Department of Transportation and the Monroe County Growth Manap-ement Division, Planning & Environmental Resouxces, 2798 Overseas Hiiway. Suite 400, Marathon, Florida,.3305Q, dated June 21, 2012, referenced by the above Financial Project Number. I �W i I �411 a SCOPE OF SERVICES: TASK 1: TRANSPORTATION PLANNING CONSULTANT ASSISTANCE The purpose of this task is to provide funding assistance for the transportation planning consultant to support the Monroe County Transportation Planning program. This support will provide assistance for general transportation planning and analysis activities, The activities will include short and long range transportation planning, plan updates, planning studies, traffic operational analyses, data collection, technical support, and review of development proposals. The activities may also include bicycle and pedestrian planning and analysis, scenic highway planning, coordination, and designation activities, and other activities necessary to support the transportation planning program of Monroe County. The Monroe County staff will administer the consultant contract, issue task work orders, review consultant products and progress reports, prepare invoices for submission to the Department, and participate in transportation planning, analysis, and data collection activities as necessary. TASK 2: TRANSPORTATION PLANNING STAFF ASSISTANCE The purpose of this task is to provide funding assistance for transportation planning staff positions, in order to support the Monroe County Transportation Planning program. The FDOT District 6 hitermodal Systems Development Office titled positions eligible for annual assistance are the Transportation Planning Manager and growth Management Transportation Planner. The transportation planning program will include short and long range transportation planning, plan updates, planning studies, traffic operational analyses, data collection, techriical support, and review of development proposals. The activities may also include bicycle and pedestrian planning and analysis, scenic highway planning, coordination, and designation activities, and other activities necessary to support the transportation planning program of Monroe County. The transportation planning staff responsibilities will include all activities necessary to carry out the Transportation Planning program of the County, such as coordination and meeting with the Department on a quarterly basis, and managing the work activities of the consultant. The transportation planning staff will provide a variety of administrative tasks including, but not limited to the following: administer the consultant contract; participate in the consultant selection process; oversee the transportation planning consultant activities; issue task work orders; review consultant work products; review consultant progress reports, and prepare quarterly progress reports for the Department; meet with the Department's project manager quarterly; prepare invoices for submission to the Department (in a Department approved format); and generally manage the transportation planning program of the County. MAM11 Consultant Unanticipated Cost for 'Transportation Issues WM Total Annual Cost: .3,00,000 FDOT District 6 Intermodal Systems Development Office PROJECT COST The project cost is identified in Exhibit B. The public agency may distribute funds between Tasks 1 & 2 as needed to effectively complete the project, All transportation planning activities will be documented in the quarterly progress reports to the Department. The costs of travel and equipment are to be bome by the public agency as part of the local match. SPECIAL CONSIDERATION'S BY AGENCY: The audit report(s) required in paragraph 7.60 of the Agreernent shall include a schedule of project assistance that will reflect the Department's contract number, Financial Project Number and the Federal Identification number, where applicable, and the amount of state funding action (receipt and disbursement of funds) and any federal or local funding action and the funding action from any other source with respect to the project. FDOT District 6 Intermodal Systems Development Office an U e,, ''Mill EXHIBIT"B" PROJECT COST AND BUDGET This exhibit forrns an integral part of that. certain Joint Participation Agreement between the Florida Department of Transportation and the Monroe County 2798 Overseas Highway Suite 400 Marathon Florida, 3305Q, dated June 21, 2012, referenced by the above Financial Project Number. Original JPA Amount $150,000.00 Previous Supplement Agreements $760,000.00 Supplemental #4 $300,000.00 TOTAL PROJECTCOST: $11210,OW00 11® FUNID PARTICIPATION: Maximum Federal Participation (8T5%) $1,058,750.00 Public Agency Participation In -Kind (12.5%) $151,250.00 Cash (0%) $0.00 Other (0%) $0.00 TOTAL PROJECT COST $1,210,000,00 FDOT District 6 Intennodal Systems Development Office FM # 2522281-14-07 CONTRACT # AQ 1-53 EXHIBIT IVU (GENERAL) This exhibit forms an integral part of that certain Joint Participation Agreement between the Florida Department of Transportation and the Monroe Cognly Growth Mariam 2798 Overseas Highway. SuiLe 400,Marathon Florida3305�0, dated June 21, 2012, referenced by the above Financial Project Number. h-i order to obtain payments, the Public Agency shall: 1. Submit quarterly progress reports which are acceptable to the Depw.tgent describing the work and which adequately justify and support the payment requested; and 3. Sub to the Department its quarterly invoice on forms prescribed by the Department, and such other data pertaining to the Project Account and the Project as the DepaAment or the Federal Highway Administration may require to justify and support the payment requested; and Pursuant to Section 4.00 of the Joint Participation Agreement, and Exhibit B, invoices will be reimbursed at a rate of 87.5% of the total cost of all eligible work activities. Pursuant to Section 22.00 of the Joint Participation Agreement, the Department shall have ten (10) working days to inspect and approve the quarterly progress report prior to processing the, submitted invoice. FDOT District 6 March 18, 2015 Intermodal Systems Development Office 725-030-OB EXHIBIT D PUBLIC TRANSPORTATION 04/08 * (e.g., What services or purposes the resources must be used for) * (e.g., Eligibility requirements for recipients of the resources) * (Etc...) NOTE: instead of listing the specific compliance requirements as Shown above, the State awarding agency may elect to jse language that requires the recipient to comply with the requirements of applicable provisions of specific laws, rules,— ,egulations, etc. The State awarding agency, if practical, may want to attach a copy of the specific law, rule, or regulation erred to. FEDERAL RESOURCES Federal Agency Catalog of Federal Domestic Assistance,?N.umber & Titiel Amount PHA 20.205, Highway Planning and Construction $1,058,750.00 Compfian.ce.R!��guirements 1. Federal participation is 87.5%; Local participation is 12.5%. 2. In accordance with this JPA # AQN-53 and Supplemental Agreement #1 including Exhibits A, B, C, and C. 1 Federal -aid Highway Program: To assist State transportation agencies in the planning and development of an integrated, interconnected transportation system important to interstate commerce and travel by constructing and rehabilitating the National Highway Systern (NHS), including the Eisenhower Interstate System; and for transportation improvements to most other public roads; to provide aid for the repair of Federal -aid highways following disasters; to foster safe highway design; to replace or rehabilitate deficient or obsolete bridges,- and to provide for other special purposes. This program also provides for the improvement of roads in Puerto Rico, Guam, the U.S. Virgin Islands, American Samoa, the Northern Mariana Islands, and the Alaska Highway. The Federal Lands Highway Program (FLHP), as an adjunct to the Federal Aid Highway Program, provides assistance to the Federal Land Management Agencies (FL As) for Federally owned roads. It provides transportation engineering services for planning, design, construction, and rehabilitation of the highways and bridges providing access to federally owned lands. The Federal Lands Highway organization also provides training, technology, deployment, engineering services, and products to other customers. Federal -aid highway funds are generally apportioned by statutory formulas to the States. They are generally restricted to roads open to the public and not functionally classified as rural or collectors or local. Exceptions to this highway functional classification restriction include. planning and research activities; bridge, bicycle and pedestrian, and safety improvements that may be on any public road; transportation enhancement activities; the recreational trails program (see program 20.219); safe routes to school, non -motorized. transportation, the FLBF, and public transportation improvement. The FLH-P is not a grant program. For highway projects, funds may be used for environmental studies, engineering and design services, right-of-way acquisition and relocation assistance, and construction for capital improvement projects classified as new construction, reconstruction, restoration, rehabilitation, and resurfacing, or for functional, geometric, or safety reasons, Funds may also be used for plannin ; research, development, and technology transfer; intelligent transportation systems projects; roadside EXHIBIT D 725430-06 PUBUC TRANSPORTATcON MOB beautification; wetland and natural habitat mitigation, traffic management and control improvements; improvements necessary to accommodate other transportation modes, development and establishment of transportation management systems; billboard removal; construction of bicycle facilities and pedestrian walkways; fringe and corridor parking; car pool and van pool projects; transportation enhancements such as scenic and historic highway improvements; and recreational trails, Funds generally cannot be used for routine highway operational activities, such as police patrols, mowing, snow plowing, or maintenance, unless it is preventative maintenance. Also, finds authorized for the NHS, Surface Transportation Program (STP), Congestion Mitigation and Air Quality (CMAQ,) Improvement Program, Equity Bonus (BE) program, and some additional programs may be used for mass transportation improvements; CMAQ funds are limited to projects and programs in air quality, non -attainment and maintenance areas for ozone, carbon monoxide, and small particulate matter that reduce transportation related emissions. Eligibility criteria for the programs differ, so program guidance should be consulted. Projects in urban areas of 50,000 or more population must be based on a transportation planning process carried out by a Metropolitan Planning Organization (MPO) in cooperation with the State and transit operators, and the projects must be included in metropolitan transportation plans and improvement programs. Projects in non -metropolitan areas of a State must be consistent with a statewide transportation plan. Projects in both metropolitan and non -metropolitan areas must also be included in a fiscally constrained Statewide Transportation Improvement. Program (STEP) developed as part of the required statewide transportation planning process. The FHWA and the Federal Transit Administration (FTA) must approve the STIP jointly. By law, the Federal -aid highway program is a federally assisted State program that requires each State to have a suitably equipped and organized transportation department. Therefore, most, projects are administered by or through State transportation departments (State DOTs). Projects to be funded wider the Federal -aid highway program are generally selected by State DOTs or MPOs, in cooperation with appropriate local officials, as specified in 23 U.S.C. and implementing regulations. Territorial highway projects are funded in the same manner as other Federal aid highway projects, with the territorial transportation agency functioning in a manner similar to a State transportation department. Most FLHP projects are administered by the FHWA Office of Federal Lands Highway and its Divisions or by the various FT.M_As_ Under the FLAP, projects in the Indian Reservation Road (fla) Program are selected by Tribal goveimments and are approved by the Bureau of Indian Affairs (BIA) and the Federal Highway Administration. Due to recent legislation, Tribal governments meeting certain requirements may now administer various 1RR projects on behalf of the BIA and FHWA. The Fish and Wildlife Service (FWS) and the National Park Service (NPS) select projects in the Refuge Road and Park Roads and Patiovays programs, respectively. For the Forest Highway Program, the Forest Service, the States and the Federal Highway Administration jointly select projects. Most Federal -aid highway funds are distributed by statutory formula. Eligibility requirements for most programs are also determined by legislative criteria. Some categories, including part of the bridge and Interstate Maintenance funds, are distributed on. a discretionary basis. The normal maximum Federal share is 90 percent for the EIS projects, and 80 percent for most other projects. The Federal share for some programs may be increased in the case of States with large areas of Federal lands. Some projects, including territorial highway projects, FL HP projects, certain safety improvements, and emergency relief projects require no matching of Federal funds. In accordance with the provisions of OMB C irciflar No. A-1 33 (Revised, June 27, 2003), Audits of States, Loca! Governments, and Nonprofit Organizations, nonfederal entities that expend financial assistance of $500,000 or more in Federal awards from all sources during their fiscal year must have a single or a pro -specific audit conducted for that year. Nonfederal entities that expend less than $500,000 a year in Federal awards are exempt from. Federal audit requirements for that year, except as noted in Circular No. A-1 33. Matchinq Resources for Federal P[qgrams Federal Agenataloo of Federal Domestic Assistance (Nurn ber_& Title n/a n/a 725-MD-06 PUBLIC TRANSPORTATION 04/06 n/a 1111 W I I I I d.-