Item J10County of Monroe
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BOARD OF COUNTY COMMISSIONERS
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Mayor David Rice, District 4
IleOI1da Keys
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Mayor Pro Tem Sylvia J. Murphy, District 5
Danny L. Kolhage, District 1
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George Neugent, District 2
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Heather Carruthers, District 3
County Commission Meeting
May 16, 2018
Agenda Item Number: J.10
Agenda Item Summary #4163
BULK ITEM: Yes DEPARTMENT: Planning/Environmental Resources
TIME APPROXIMATE: STAFF CONTACT: Emily Schemper (305) 289 -2506
N/A
AGENDA ITEM WORDING: Approval of $300,000 Joint Participation Agreement (JPA) with
the Florida Department of Transportation (FDOT) for the county's July 1, 2018 - June 20, 2019
transportation planning program, funded by FDOT.
ITEM BACKGROUND:
Since 2012, the County's transportation planning functions have been funded under a Joint
Participation Agreement (JPA) ANQ53 with the Florida Department of Transportation (FDOT).
After 5 supplemental agreement extensions, this contract will expire on June 30, 2018.
The purpose of this Join Participation Agreement is to renew the last contract between FDOT and
Monroe County to provide funding assistance to Monroe County to implement the Transportation
Planning Program of the County. This new contract authorizes reimbursement at 100 % from FDOT
for the transportation planning staff 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. Additionally, funding is utilized for consultants to provide assistance for private
development review; maintenance and updates to the long -range transportation plans,
comprehensive plan and /or land development code, as necessary. This agreement is funded by
FDOT for the amount of $300,000.
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 41 to increase the JPA to $380,000.
May 21, 2014 - Approval of Supplemental 42 to increase the JPA to $610,000.
April 15, 2015 - Approval of Supplemental 43 to increase the JPA to $910,000.
March 23, 2016- Approval of Supplemental 44 to increase the JPA to $1,210,000.
May 17, 2017 - Approval of Supplemental 45 to extend the contract deadline to June 30, 2018
March 28, 2018- Approval of Supplemental 46 waiving the local match requirement.
CONTRACT /AGREEMENT CHANGES:
New Contract for Transportation Planning Services with FDOT
STAFF RECOMMENDATION: Approval
DOCUMENTATION:
Joint Participation Agreement
Exhibit A
Exhibit B
Exhibit C
Exhibit D
FINANCIAL IMPACT:
Effective Date: 07/01/2018
Expiration Date: 06/30/2023
Total Dollar Value of Contract: $300,000
Total Cost to County: $0
Current Year Portion:
Budgeted:
Source of Funds: 125 - 50519 - 530490- GW1201- 530310
CPI:
Indirect Costs:
Estimated Ongoing Costs Not Included in above dollar amounts:
Revenue Producing: If yes, amount:
Grant: FDOT Financial Project No. 25222811407- 25222811408
County Match: 0%
Insurance Required:
Additional Details:
REVIEWED BY:
Emily Schemper Completed 04/27/2018 1:58 PM
Steve Williams Completed 04/30/2018 8:06 AM
Jaclyn Carnago Completed
Assistant County Administrator Christine Hurley
04/30/2018 5:03 PM
Budget and Finance Completed
Maria Slavik Completed
Kathy Peters Completed
Board of County Commissioners Pending
04/30/2018 9:23 AM
Completed
05/01/2018 8:38 AM
05/01/2018 8:39 AM
05/01/2018 10:31 AM
05/16/2018 9:00 AM
FINANCIAL PROJECT NO.: 252228- 1 -14 -07
252228- 1 -14 -08
EXHIBIT "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 Monroe County BOCC
2798 Overseas Highway, Suite 400, Marathon, FL 33050 referenced by the above
Financial Project Number.
PROJECT LOCATION: MONROE COUNTY
PROJECT DESCRIPTION: MONROE COUNTY TRANSPORTATION PLANNING
PROGRAM
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. The support
will provide assistance for general transportation planning and analysis activities. The
activities will include short and long -term range transportation planning, plan updates,
planning studies, traffic operational analysis, data collection, technical support, and
review of development proposals. The activities may also include pedestrian and bicycle
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, analysis, and sate collection activities as
necessary.
TASK 2: TRANSPORTATION PLANNINF STAFF ASSISTANCE
The purpose of this task is to provide funding assistance for the transportation planning
staff positions to support the Monroe County Transportation Planning program. The
transportation planning program will include short and long -term range transportation
planning, plan updates, planning studies, traffic operational analysis, data collection,
technical support, and review of development proposals. The activities may also include
pedestrian and bicycle planning and analysis, scenic highway planning, coordination, and
designation activities, and other 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.
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 Hosts o travel and equiptrrrrnt are to be borrie by the public agency as
part of the local trlatch.
SPECIAL CONSIDERATIONS BY AGENCY:
The audit report(s) required in paragraph 6.5 of the Agreement 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.
SPECIAL CW S1DERAPC 1W S BY Df;PART f Ek�,,T:
FINANCIAL PROJECT NO.: 252228- 1 -14 -07
252228- 1 -14 -08
EXHIBIT "B"
PROJECT BUDGET
This exhibit forms an integral part of that certain Joint Participation Agreement between
the State of Florida, Department of Transportation and Monroe County BOCC 2798 Overseas
Highway, Suite 400, Marathon, FL 33050 referenced by the above Financial Project Number.
I. PROJECT COST: $ 300,000
TOTAL PROJECT COST:
II. PARTICIPATION:
Maximum Federal Participation
$ 300,000
(100 %) or $ 300,000
Agency Participation (non -state sources)
In -Kind ( 0 %) $
Cash ( 0 %) $
Other ( 0 %) $
Maximum Department Participation,
Primary (DS)(DDR)(DIM)(PORT) ( 0 %)or $
Federal Reimbursable (DU)(FRA)(DFTA) ( 0 %) or $
Local Reimbursable (DL) ( 0 %) or $
TOTAL PROJECT COST $ 300,000
FINANCIAL PROJECT NO.: 252228- 1 -14 -07
252228- 1 -14 -08
EXHIBIT "C"
GENERAL
This exhibit forms an integral part of that certain Joint Participation Agreement between
the State of Florida, Department of Transportation and Monroe County BOCC 2798 Overseas
Highway, Suite 400, Marathon, FL 33050 referenced by the above Financial Project Number.
INVOICING, PROGRESS REPORTS AND MEETINGS
In order to obtain payments, the Public Agency shall
1. Submit quarterly progress reports which are acceptable to the Department describing the
work and which adequately justify and support payment requested; and
2. Meet quarterly with the Department to go over the progress report; and
3. Submit 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 Department
or the Federal Highway Administration may require to justify and support the payment
requested; and
4. Comply with all applicable provisions of this agreement
Pursuant to Section 4.00 of the Joint Participation Agreement, and Exhibit "B ", invoices
will be reimbursed at a rate of 100% of the total cost of all eligible work activities.
Pursuant to Section 20.00 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.
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STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION
JOINT PARTICIPATION AGREEMENT
EXHIBIT D
FEDERAL FINANCIAL ASSISTANCE (SINGLE AUDIT ACT)
FEDERAL RESOURCES AWARDED PURSUANT TO THIS AGREEMENT ARE AS FOLLOWS:
CFDA No.: 20.205
CFDA Title: HIGHWAY PLANNING AND CONSTRUCTION
Federal -Aid Highway Program, Federal Lands Highway Program
*Award Amount: $300,000.00
Awarding Agency: Florida Department of Transportation
Indirect Cost Rate:
* *Award is for R&D: No
*The federal award amount may change with supplemental agreements
* *Research and Development as defined at §200.87, 2 CFR Part 200
J.10.e
725- 030 -06
FEDERAL RESOURCES AWARDED PURSUANT TO THIS AGREEMENT ARE SUBJECT TO THE FOLLOWING AUDIT
REQUIREMENTS:
2 CFR Part 200 — Uniform Administrative Requirements, Cost Principles & Audit Requirements for Federal Awards
www.ecfr.gov
FEDERAL RESOURCES AWARDED PURSUANT TO THIS AGREEMENT MAY ALSO BE SUBJECT TO THE
FOLLOWING:
Title 23 — Highways, United States Code
http:// usoode.house.gov /browse.xhtrr�l
Title 49 — Transportation, United States Code
http:// usoode.house.gov /browse.xhtrr�l
MAP -21 — Moving Ahead for Progress in the 21St Century, P.L. 112 -141
www.dot.gov /map21
Federal Highway Administration — Florida Division
www. Fhwa.dot.gov /Fldiv
Federal Funding Accountability and Transparency Act (FFATA) Sub -award Reporting System (FSRS)
www.fsrs.gov