Item I6 1.6
t, BOARD OF COUNTY COMMISSIONERS
County of Monroe Mayor Sylvia Murphy,District 5
The Florida Keys l'U � � Mayor Pro Tern Danny Kolhage,District 1
�pw° Michelle Coldiron,District 2
Heather Carruthers,District 3
David Rice,District 4
County Commission Meeting
May 22, 2019
Agenda Item Number: I.6
Agenda Item Summary #5529
BULK ITEM: Yes DEPARTMENT: Planning/Environmental Resources
TIME APPROXIMATE: STAFF CONTACT: Emily Schemper(305) 289-2506
N/A
AGENDA ITEM WORDING: Approval of a resolution accepting and approving a $300,000 Joint
Participation Agreement (JPA) with the Florida Department of Transportation (FDOT) for the
Monroe County's July 1, 2019 - June 30, 2021 transportation planning program, funded by FDOT
with a 12.5% County match requirement.
ITEM BACKGROUND:
Since 2012, the County's transportation planning functions have been funded under a Joint
Participation Agreement(JPA)with the Florida Department of Transportation (FDOT). The current
JPA (GOW86) funds the transportation planning functions at $300,000 with 0% County match.
Due to FDOT administrative updates to systems and contract formats, FDOT is requesting a new
JPA contract be entered in the amount of an additional $300,000, which will fund the County's
transportation planning functions once all funds from JPA-GOW86 have been expended. Although
the most recent JPA (GOW86) did not include a county match requirement due to Hurricane Irma
considerations, historically the County has always had a 12.5% match ($37,500) for the previous
FDOT JPAs. This new contract reestablishes the County's 12.5% ($37,500) match requirement.
Funding is used for transportation planning staff position(s) 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.
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.
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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.
May 16, 2018- Approval of JPA GOW86 in the amount of$300,000 for the transportation program.
CONTRACT/AGREEMENT CHANGES:
New Contract for Transportation Planning Services with FDOT
STAFF RECOMMENDATION: Approval.
DOCUMENTATION:
MC BOCC - FDOT JPA Resolution ADDED 5 14 19
FDOT request for new JPA
JPA -unexecuted
FINANCIAL IMPACT:
Effective Date: 07/01/2019
Expiration Date: 06/30/2021
Total Dollar Value of Contract: $300,000
Total Cost to County: $ 37,500
Current Year Portion:
Budgeted:
Source of Funds: 125-50519-530490-GW1801
CPI:
Indirect Costs:
Estimated Ongoing Costs Not Included in above dollar amounts:
Revenue Producing: If yes, amount:
Grant: FDOT Financial Project No. 252228-1-14-08
County Match: 12.5 %
Insurance Required:
Additional Details:
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REVIEWED BY:
Emily Schemper Completed 05/02/2019 4:06 PM
Peter Morris Completed 05/07/2019 2:26 PM
Assistant County Administrator Christine Hurley Completed
05/07/2019 3:57 PM
Budget and Finance Completed 05/07/2019 3:59 PM
Maria Slavik Completed 05/07/2019 4:31 PM
Kathy Peters Completed 05/07/2019 8:34 PM
Board of County Commissioners Pending 05/22/2019 9:00 AM
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6 MONROE COUNTY,FLORIDA
I MONROE CCDlilNTY BOARD CDP COUNTY COMMISSIONERS U.
RESOLUTION TIO Cam 2019
10 A RE SOLUTION OF THE MClNROE COUNTY BOARD OF COUNTY
11 COMMISSIONERS ACCEPTING AND APPROVING THAT CERTAIN
12 FLORIDA DEPARTMENT OF TRANSPORTATION ("FDDCD ") JOINT
13 PARTICIPATION AGREEMENT DElV ENT (`JPA") BEARING C S A/CF A NO.
14 20.205. CL
15
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16 WHEREAS,the State of lorida through FD O"I'arnd the Board of County Commissioners �
17 of Monroe County, :Florida (time "County"), recognize the need for transportation planning
18 functions including but not limited to transportation corncuurrency review, traffic engineering
19 support, the Couunty's biennial D.J.S. 1 arterial Travel Time and :belay Study, the performance of
20 miscellaneous public transportations planning studies, utilization of consultants to provide for
21 transportation planning assistance required in connection with review of development
22 applications, and rnaintenarnce and updates to long-range transportation plans, the Monroe Ln
2.3 Comprehensive Dylan, the Monroe County Code of Ordinances, and the Monroe County I.land
24 Development Code, as necessary- and
25
26 WHEREAS, dine to FD. OT administrative updates and contract formats, F DOT has
27 requested that it and the County enter into a new JPA that shall fund the Counrnty's transportation
28 planning functions;
2
30 NOW, THEREFORE, BE IT RE SOLVED BY THE BOARD OF COUNTY
31 C OMMISSIONE S OF MOOR �E C CDD NTY, l�'D,ORI A,THAT:
32
U.
33 Section 1. Recitals aad Le . jve Intent. The foregoing; recitals and statements of
34 legislative intent are trued correct and are hereby incorporated as if fully0
35 stated herein; and
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37 Section 2. That certain ,JPA before the Board of County Commissioners of Monroe
38 County,Florida, at its regular May 22n"n, 2019,meeting, is hereby approved
39 and accepted.
40
41 PASSED AND ADOPTED by the Board of County Commissioners of Monroe County,
42 Florida, at a regular meeting held on the day of.... , 2019.
43
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I Mayor Sylvia J. Murphy
Mayor Pro Tem Danny L. Kolhage
Commissioner Michelle C;aldlron
4 Commissioner Heather Carruthers
3 Commissioner David Rice
6
7
8 (SEAL) BOARD OF COUNTY COMMISS.10NERS U.
9Attest: KEVI T MAQ' O ., Clerk OF MOI' ROE C;OUNTY, :D~`I,O IDA
10
II
12 By By°
13 Deputy Clerk Mayor Sylvia J. Murphy -
°2
MONROE COUNTY ATTORNEY a.
APPROVED ,,,r FORTH
P E-TER MORRIS
ASSISTANT CPUNTY ATTORNEY
Daly
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W...ti4JGVlll'nIIIW.A.@R.P111Z .N'II���l.ud.��.,wii, N.1 3�,�,1 7 1 A"II�d���.N� SECRETARY
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April 11, 21
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s. Emily Sc em er
Senior Director of Planning and Environmental Resources
Monroe County Planning and Environmental Resources Department
2796 Overseas Highway, Suite 400
Marathon, FL 33050
SUBJECT: New Monroe Countyi ici i reement(JPA) Financial
Management
Dear Ms. Sc emper:
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The Florida Department of Transportation (F T) is pleased to transmit the attached Joint
Participation Agreement( )with all related attachments, When this JPA is executed, it will
be funded with fiscal year(Fly) 2019 funds in the amount of$262,500 for continuation of the
county's long- and short-range planning efforts.
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As outlined in T's letter to Monroe County on February 2, 2018, we granted the county's z
request to waive the required 1 . % match for the existing agreement ( 0 66), which was
executed on June 6, 2018. However, the FY 2019 agreement will require that the county
provide the 12.5% local match of$37,500. Once this agreement has been routed through the �
Monroe County Board of County Commissioners ( CC), please provide us with two signed
originals for execution.
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As usual® we will continue to coordinate with the county on transportation planning issues. If
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you have any questions concerning this matter, please contact Ken Jeffries at ( ) 47 - 44
or ^4.fl..m.: . ":ffI'::ie.s.)"ojotmsl:ate.1:Imus.
Sint rely,
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!arold Desdunes, P.E.
District Director of Transportation Development
Attachments
cc: Dat Huynh, P.E., Florida Department of Transportation, District 6
Ken Jeffries, Florida Department of Transportation, District 6
Curlene Thomas, Florida Department of Transportation, District 6
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Contract umber:
CSFA1'CF A umber: 20.205
.........................................I......................
PARTICIPATIONJOINT AGREEMENT
BETWEEN
STATEA DEPARTMENT
AND
MONROE COUNTY
THIS AGREEMENT is made and entered into this ......._.......................day of
20 , between the Stag of Florida Department of Transportation, a component agency of the
State of Florida, hereinafter referred to as the 'DEPARTMENT , and Monroe County, a political
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subdivisions of time Stag of Florida,. existing Wander the ]Laws of the Stag of Florida, hereinafter
referred to as time 'COUNTY'.
A CITALS: E
WHEREAS,the COUNTY has developed and participated in the Transportation Planning
Program, including analysis, data collection activities, and roviewsq and
WHEREAS, the COUNTY will provide Transportation 1Plannn� n Consultant Support and .2
Staff Assistance, hereinafter referred to as time 'PROJECT', the individual elements of which are �
outlined in the attached Exhibit "A", `Scope of Services", which 6s herein incorporated by �
reference; and
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WHEREAS, the DEPARTMENT has programmed funding for the PROJECT under �
Financial Project Number 252228-1-14-08, and has agreed to reimburse the COUNTY for eligible Z
PROJECT costs up to a maximum limiting ar nount, as outlined in the attached Exhibit "B"', �
'Financial Summary', which is herein incorporated by reference; and
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WHEREAS, the COUNTY has agreed to supervise and inspect ect all aspects of PROJECT
administration; and
WHEREAS,the parties hereto Mutually recognize time need for entering into an Agreement
designating and setting forth the responsibilities of each party; and
WHEREAS, the parties are authorized to enter into this Agreement pursuant to Section �
339a08(c) and 339.1 , Florida Statutes (F.S.);
NOW, THEREFORE, in consideration of the premises, the mutual covenants and odder
valuable considerations contained herein, the receipt and sufficiency of which are hereby
acknowledged, the parties agree as follows:
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Joind Pd85"ticipagioN'NAgreement belm een the R6.bB"Vda l..lfl3pd'Argynfl°R'BF'of TrapY.hpST4"t6Snon and Monroe C.eTHBYNo
Fanimal Proje,^csNaember 0 2J2228444..08
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p. INCORPORATION OF RECITALS
The foregoing recitals are true and correct and are incorporated into the body of
this Agreement, as if fully set forth herein,
2" GENERAL ]EQUIREM1ENTS
a" The COUNTY shall be responsible for assuring that the PROJECT complies
with all applicable Federal, State and Local flaws, rules, regulations, guidelines
and standards.
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b. The COUNTY shall submit this Agreement to its governing body or shall 0
complete appropriate internal review process for ratification or approval prior LL
to execution.
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c. 'rhe COUNTY shall advertise for bid, let, administer, Supervise, implement,
evaluate and inspect all aspects ofPROJECT until completion, and, as further E
defined in ]Exhibit"A" `Scope of Services'. The COUNTY shall complete the
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PROJECT on or before June 301", 2021. All aspects of PROJECT are subject
to the provisions of Title 23 U.,KC and 49 C F, ,, part 18, and must be an
compliance with all governing flaws and ordinances.
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d. The COUNTY shall not execute any contract or obligate itself an any manner �
requiring the disbursement of DEPARTMENT funds, including consulting or �
construction contracts or amendments thereto,with any third party with respect
to the PROJECT without the prior written approval of the DEPARTMENT. The
DEPARTMENT specifically reserves the right to review qualifications of any �
consultant or contractor and to approve or disapprove COUNTY employment z
of same. �
e. The CO TY's attorney shall certify to the DEPARTMENT that the
Consultant Selection Process by the COUNTY in procuring any consultant
contract for engineering, architecture or surveying services entered into by the
COUNTY for purposes of performing its duties sunder this Agreement has been
accomplished an compliance with the Consultant's Competitive Negotiation
Act (Chapter 287.055, F.S.)
f. he DEPARTMENT shall reimburse the COUNTY for eligible PROJECT 0
costs as defined in Exhibit "B", "Financial Summary", and in accordance with
the financW provisions in Section 3 of this Agreement.
g. This Agreement and any interest herein shall not be assigned, transferred or
otherwise encumbered by the COUNTY sunder any circumstances without prior
written consent of the DEPARTMENT. However, this Agreement shall run to
the DEPARTMENT and its successors.
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.fraarwt flap t cipaattrara Agrea^araar6 between the F7aandaa Department oJ7gaa..aportrcrtaarn and ffauraa°arr C.'aaundy
Financial Project Number�252 28..f_C-f..08
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h. The COUNTY shall comply with all federal, state, and local laws and
ordinances applicable with work or payment of work thereof, and will not
discriminate on the grounds of race, color, religion, sex, national origin, age or
disability in the performance of work under this Agreement.
3. FINANCIAL PROVISIONS
a. The DEPARTMENT' agrees to pay the Participant for the herein described
services at a compensation as detailed in Exhibit"A" in this Agreement,
b. Payment shall be made only after receipt and approval of goods and services
unless advance payments are authorized by the Department's Comptroller 0
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under Section 334.044(29), F.S., or by the Department of Financial Services LL
under Section 215.422(14),F.S.
c. The CO(JNTY shall provide quantifiable, measurable and verifiable units of
deliverables. Each deliverable must specify the required rninirnurn level of E
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service to be performed and the criteria for evaluating successful completion, 2
Said deliverables consists of.
i. Quarterly reports
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ii. Draft and final copies Of Studies and Reports completed by Consultant
for efforts funded under this Agreement
d. Invoices shall be submitted by the COUNTY in detail sufficient for a proper 0
pre--audit and post audit thereof, based on quantifiable, measurable and
verifiable units of deliverables as established in Exhibit"A". Deliverables must Z
be received and accepted in writing by the DEPARTMENT's Project Manager
prior to payments.
e. Supporting documentation must establish that the deliverables were received X
and accepted in writing by the COUNTY and must also establish that the
required minimum level of service to be performed based on the criteria for
evaluating successful completion as specified in the above Section e has been
met.
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f. There shall be no reimbursement for travel expenses under this Agreement,
g. If payment is not available within forty (40) days, a separate interest penalty at
a rate as established pursuant to Section 55.03(l), .S®,will be due and payable,
in addition to the invoice amount, to the COUNTY. Interest penalties of less
than one(1)dollar will not be enforced unless the COUNTY requests payment.
Invoices that have to be returned to the COUNTY because of COUNTY
preparation errors will result in a delay in the payment. The invoice payment
requirements do not start until a properly completed invoice is provided to the
DEPARTMENT,
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Joint Pap-licipanon Agreemem bem een the Rmda Department of Trangpormeon and Monroe Couni)
Financial Project Altar ber H 252228-1.14 08'
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h. A Vendor Ombudsman has been established within the Department of Financial
Services. The duties of this individual include acting as an advocate for the
COUNTY who may be experiencing problems in obtaining timely payment(s)
from a state agency, The Vendor Ombudsman may be contacted at (850) 413--
5516 or by calling the Division of Consumer Services at 1-877-693-5236.
(Section 215.422(5) and (7), F.S.)
i. Records of costs incurred under the ten-ns of this Agreement shall be maintained
and made available upon request to the DEPARTMENT at all times during the
period of this Agreement and for five (5) years after final payment is made,
Copies of these documents and records shall be furnished to the
DEPARTMENT upon request, Records of costs incurred include the 0
COUNTY's general accounting records and the project records, together with LL
supporting documents and records, of the contractor and all subcontractors
performing work on the project, and all other records of the Contractor and
subcontractors considered necessary by the DEPARTMENT for a proper audit
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of costs,
j. In the event this contract is for services in excess of$25,000.00 and a term for
a period of more than one (1) year, the provisions of Section 339.135(6)(a),
F.S., are hereby incorporated:
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-The DEPARTMENT, during any fiscal year, shall not expend money, incur
any liability, or enter into any contract which, by its terms, involves the
expenditure of money in excess of the amounts budgeted as available for
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expenditure during such fiscal year. Any contract, verbal or written, made in
violation of this subsection is null and void, and no money may be paid on such
contract, The DEPARTMENT shall require a statement from the Comptroller Z
of the Department that such 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 DEPARTMENT which are
for an arnount in excess of TWENTY FIVE THOUSAND DOLLARS
($25,000.00) and which have a term for a period of more than I year."
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k. The DEPARTMENT's obligation to pay is contingent upon an annual
appropriation by the Florida Legislature.
1. The COUNTY shall:
i° 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/Contractor during the term of the contract; and
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Joint Participation Agreement betu e,en the Florida Department ofTransportanon and Monroe C'menty
Financial Project Number P,'2522?8-1 14-08
1 Packet Pg. 1631
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ia° ]Expressly require any contractors and subcontractors performing word
or providing services pursuant to the state contract 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.
4° GOVERNING LAW
This Agreement shall be governed and construed in accordance with the laws of the
State of Florida.
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5. AMENDMEN"]f
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"finis Agreement may be amended by mutual agreement of the DEPARTMENT and
the COUNTY expressed in writing, executed and delivered by each party,.
6. INVALIDITY �
If any part of this Agreement shall be determined to be invalid or unenforceable,
the remainder of this Agreement shall not be affected thereby, if such remainder
continues to conform to the terms and requirements of applicable law. �
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7. COMMUNICATIONS
a. All notices,requests,demands,consents,approvals and other communications
which are required to be served or given hereunder, squall be in writing and
hand-delivered or sent by either registered or certified U.S. mail, return receipt �
requested, postage prepaid, addressed to the party to receive such notices as
follows:
To DEPARTMENT: Florida Department of'Fraunsportatio n
1000 Northwest I I I Avenue, Room 6l l l
Meanie], Florida 33172-5 00
Attune Kern Jeffries, Planning Manager
Ph:: (305)470-5445
E--mail: Keun.Jef°frpes@dot°state.fl.u.us �
To COUNTY: Monroe County Planning& Environmental
Resources Department
2798 Overseas Highway, Suite 400
Marathon, Florida 33050
Attune Emily Scher raper, Senior Director
Ph: (305) 453- 772
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.AE uir Participation Agrcemmmemm&2Dd9fl'6fl'4"en the Florida A,AdmA."F1km°ommeW of 2b"1km8spP,Ym"6'dY9'ion dH9'd A?8Etl°oe(..ounly
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b. Either party may, by notice given as aforesaid, change its address for all
subsequent notices. Notices given in compliance with this section shall be
deemed given when placed in the mail.
8. EXPIRATION OF AGREEMENT
The COUNTY agrees to complete the PROJECT on or before June 30, 2021. If
the COUNTY does not complete the PROJECT within this time period, this
Agreement will expire unless an extension of the time period is requested by the F
CO LINTY and granted in writing by the DEPARTMENT's District Six Secretary cv
or Designee. Expiration of this Agreement will be considered termination of the
PROJECT. 0
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9. INVOICIN[G AND PROGRESS REPORTS
In order to obtain any payments,the COUNTY shall:
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i. Submit quarterly progress reports that: 1) describe the work performed; 2)
adequately Justify and supp ort. the payment requested; and 3) are in a format
that is acceptable to the DEPARTMENT; and
ii. Submit draft and final copies of Studies and Reports completed by the .2
Consultant for efforts funded tinder this Agreement; and
iii. Submit to the DEPARTMENT quarterly invoices on COUNTY forms and such 0
other data pertaining to the PROJECT in support.of the invoice total-, and
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iv. Comply with all applicable provisions of this Agreement..
The COUNTY will invoice the DEPARTMENTon a quarterly basis for cornpleted X
work. The COUNTY must submit the final invoice on this PROJECT to the
DEPARTMENT within one hundred twenty (120) days after the expiration of this
Agreement. Invoices submitted after October 28, 2021, wi I I not be paid.
10. FINANCIAL CONSEQUENCES
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Payment shall be made only after receipt and approval of goods and services unless 2
advance payments are authorized by the Chief Financial Officer of the State of <
Florida under Chapters 215 and 216, F.S. Deliverable(s) must be received and
accepted in writing by the Contract Manager on the DEPARTMENT's invoice
transmittal forms prior to payrnent. If the DEPARTMENT determines that the
performance of the COUNTY is unsatisfactory, the DEPARTMENT' shall notify
the COUNTY of the deficiency to be corrected, which correction shall be made
within a time-frame to be specified by the DEPARTMENT'. The COLJNTY shall,
within five (5) days after notice from the DEPARTMENT, provide the
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Joint Paracipanon Agreement between the Florida Department oj'Transporlauon and Monroe County
Financial Project Number tr 252228-1 14-08
1 Packet Pg. 1633
DEPARTMENT with a corrective action plan describing how the COUNTY will
address all issues of contract non-performance, unacceptable performance, failure
to meet the minimum performance levels, deliverable deficiencies, or contract non-
compliance. If the corrective action plan is unacceptable to the DEPARTMENT,
the COUNTY shall be assessed a non-performance retainage equivalent to 10%of
the total invoice amount. The retainage shall be applied to the invoice for the then-
current billing period. The retainage shall be withheld until the COUNTY resolves
the deficiency. If the deficiency is subsequently resolved, the COUNTY may bill
the DEPARTMENT for the retained amount during the next billing period. If the
VENDOR is unable to resolve the deficiency, the funds retained may be forfeited
at the end of the Agreement period.
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11. AUDITS
State of Florida Single Audit Act requirements as outlined in the attached Exhibit
"D", 'Audit Reports , are incorporated herein by reference.
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12. ENTIRE AGREEMENT
This Department Funded Agreement is the entire Agreement between the parties
hereto,and it may be modified or amended only by mutual consent of the parties in
writing., .2
REMAINDER OF PAGE INi'E'N'riONA1,LY LEFT BLANK 0
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Joint Parucipation Agreement between the Florida Department oJ7ransportatton and Monroe
Financial Prqject Munber k 2522M.1.rj-1-08
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IN WITNESS WHEREOF, the parties hereto have executed this Agreement, an the day
and year above written.
MONROE COUNTY: STATE OF FLORIDA,
DEPARTMENT
TRANSPORTATION:
BY: Y
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COUNTY MAYOR DISTRICT SECRETARY
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ATTEST: ATTEST: _
(SEAL) COUNTY CLERK (SEAT.) EXECUTIVE SECRETARY �
LEGALREVIEW:
ONROI,�: N,�YA NEY
Date. .2
COUNTY-ATFORNEY DISTRICT CHIEF COUNSEL �
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.drarraa Participation Agreement ent been een the Florida daa Depaaa•aarae rrt arffa°an.aportanon and Monroe Cweans)
Financial Proje cd t'v`aaraadier##2J':ama28--d..,q4 08
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EXHIBIT "A"
SCOPE OF SERVICES
TASK I.: TRANSPORTATION PLANNING CONSULTANT SUPPORT
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
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short and long range transportation planning, plan updates, planning studies, traffic operational a
analyses, data collection, technical support, and review of development proposals. The activities LL
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.
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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,
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TASK 2: TRANSPORTATION PLANNING STAFF ASSISTANCE
The purpose of this task is to provide funding assistance for the transportation planning staff 0
positions to support the Monroe County Transportation Planning program. The transportation
planning program will include short and long range transportation planning,plan updates,planning z
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 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. 0.
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
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process- oversee the transportation planning consultant activities; issue task work orders; review
consultant work products; review consultant progress reports, and prepare quarterly progress 2
reports for the Department', rneet 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 prograrn of the County.
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Joint Participation Agreement between the Florida Department of Transporlemon and Alow oe t'oidn�j�
Financial Project Number M 252228 1-1-1-08
1 Packet Pg. 1636
FDOT Financial Project Number: 252228-1-14-08
County: Monroe
FDOT Project Manager: Ken Jeffries, (305) 470-5445
T® Project Manager: Emily Schemper, (305) 453-8772
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Joint 11(ii-ticepatioi�,,�gp,eeppBeiit between the Honda Depanynew ofTransporganon and Monroe Count)'
Financial Prryece Number�,,2J2228 1-14 08
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EXHIBIT 66B99
FINANCIAL SUMMARY
Estimated PROJECT costs and deliverables for reimbursement are below-listed:
The public agency may distribute funds between Tasks I & 2 as needed to effectively comp ete
the project. All transportation planning activities will be documented in the quarterly progress
reports to the Department.
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The costs of travel and equipment are to be borne by the public agency and are not reimbursable a
under this Agreement, LL
. ................................... ............ ......................... ...........
Eligible costs Total Cost
............... ....................... .. ....... ....................... ................ ............. . .........
Task 1 E
Consultant l,ees $50,0W00
..............
thiantic�p.ated Cost forTran�portation Issues $50,000.00
as 2 Salary & Frin fie....9 0
Trans ortation Planning Man ger $100,000.00
— P �.................. — . _4 — —........................
Groimh Ma t"I'ransportation Planner $100,OWOO
nagemen
............ ........ ...- ......................... ............
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Total PROJECT costs eligible for reimbursement by the DEPARTMENT: $262,500.00
The COUNTY's contribution shall be: $37 500.00 z
Total PROJECT Cost Estimate: $300,000.00
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Amu Participation Agreement benreen 1he Florida Deponmert ofTransportation and Monroe Coupwtp
Financial Proycl Number#252228-1 14-W"
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EXHIBIT "C"
RE SOLUTION
To be herein incorporated once approved by the COLNTY Commission.
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Joint llarnoprition Agreement befu eept the Flonda Department qlTransponanon and Monroe Coro n(y
Financial Project Number 9 252228 1 14-08
Packet Pg. 1639
EXHIBIT 6&D99
AUDIT REPORTS
The administration of resources awarded by the Department to the County be subject to audits and/or monitoring
by the Department,as described in this section. For further guidance, see the Executive Office of the Governor
website,which can be found at: wwwJssa.state.fl us.
MONITORING cv
In addition to reviews of audits conducted in accordance with OMB Circular A-133 and Section 215.97,F.S.,as 0
revised (see "AUDITS" below), monitoring procedures may include, bid not be limited to, on-site visits by LL
Department staff, limited scope audits as defined by OMB Circular A-133, as revised, and/or other procedures,
By entering into this agreement, the recipient agrees to comply and cooperate fully with any monitoring
procedures/processes deemed appropriate by the Department. In the event the Department determines that a
limited scope audit of the recipient is appropriate,the recipient agrees to comply with any additional instructions
p-ovided by the Department staff to the County regarding such audit, nie County further agrees to cornply and
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cooperate with any inspections, reviews, investigations,or audits deemed necessary by the Department's Office 2
of Inspector General(01G)and Florida's Chief Financial Officer(CFO)or Auditor General.
AUDITS 0
PART I: FEDERALLY FUNDED .2
Recipients of federal funds(i.e..state, local government,or non-profit organizations as defined in OMB Circular
A-133,as revised)are to have audits done annually using the following criteria:
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1 In the event that the recipient expends$500,000 or more in Federal awards in its fiscal year,the recipient
must have a single or program-specific audit conducted in accordance with the provisions of OMB
Circular A-133, as revised. EXHIBIT I to this agreement indicates Federal resources awarded through z
the Department by this agreement. In determining the Federal awards expended in its fiscal year, the
recipient shall consider all sources of Federal awards, including Federal resources received from the
Department. 'rhe determination of amounts of Federal awards expended should be in accordance with
the guidelines established by OMB Circular A-133, as revised. An audit of the recipient conducted by
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the Auditor General in accordance with the provisions OMB Circular A-133, as revised, will meet the
requirements of this part.
1 In connection with the audit requirements addressed in Part 1, paragraph I., the recipient shall fiflfill the
requirements relative to auditee responsibifities as provided in Subpart (" of OMB Circular A-133, as
revised.
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1 If the recipient expends less than $500,000 in Federal awards in its fiscal year, an audit conducted in
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accordance with the provisions of OMB Circular A-133, as revised, is not required. However, if the
recipient elects to have an audit conducted in accordance with the provisions of OMB Circular A-133,as <
revised,the cost of the audit must be paid from non.-Federal resources(i.e.,the cost of such an audit must
be paid from recipient resources obtained from other than Federal entities).
4. Federal awards are to be identified using the Catalog of Federal Domestic Assistance (CFDA)title and
number,award number and year,and name of the awarding federal agency.
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Joint Participation Agreement betu een the Florida Department ofTransportatron and Monroe(ounij
Financial llrqleci Number ii 252228-1-1408
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PART 11. STATE FUNDED
Recipients of state funds(i.e. a nonstate entity as defined by Section 215.97(2)(1), Florida Statutes) are to have
audits done annually using the following criteria:
1. In the event that the recipient expends a total amount of state financial assistance equal to or in excess of
$500,000 in any fiscal year,the recipient must have a State single or project-specific audit for such fiscal
year in accordance with Section 215,97,Florida Statutes;applicable rules of the Department of Financial
Services and the CFO;and Chapters 10.550(Local Governmental Entity Audits)or 10.650(Florida Single
Audit Act:Audits Nonprofit and For-profit Organizations),Rules of the Auditor General. EXHIBIT I to C14
this Agreement indicates state financial assistance awarded through the Department by this Agreement
In determining the state financial assistance expended in its fiscal year, the recipient shall consider all 0
sources of state financial assistance, including state financial assistance received from the Department, U-
other state agencies,and other non-state entities. State financial assistance does not include Federal direct
or pass-through awards and resources received by a non-state entity for Federal program matching
requirements.
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2. In connection with the audit requirements addressed in Part 11, paragraph I of Exhibit "M of this
Agreement,the recipient shall ensure that the audit complies with the requirements of Section 215,97(7),
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Florida Statutes. This includes submission of a financial reporting package as defined by Section <
215.97(2)(d), Florida Statutes, and Chapters 10.550 (local governmental entities) or 10.650 (nonprofit r_
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and for-profit organizations),Rules of the Auditor General.
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3. Ifthe recipient expends less than$500,000 in state financial assistance in its fiscal year,an audit conducted .2
in accordance with the provisions of Section 215.97, Florida Statutes, is not required. H 1�owever if the M
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recipient elects to have an audit conducted in accordance with the provisions of Section 215.97, Florida
Statutes,the cost of the audit must be paid from the non-state entity's resources(i.e,the cost of such an
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audit must be paid from the recipient's resources obtained from other than State entities).
4. State awards are to be identified using the Catalog of State Financial Assistance(CSFA)title and number, Z
award number and year,and name of the state agency awarding it.
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PART M. OTHER AUDITREQUIREMENTs
The recipient shall follow up and take corrective action on audit findings. Preparation of a summary schedule of
prior year audit findings, including corrective action and current status of the audit findings is required. Current
year audit findings require corrective action and status of findings,
Records related to unresolved audit findings,appeals,or litigation shall be retained until the action is completed
or the dispute is resolved. Access to project records and audit work papers shall be given to the Department,the
Department of Financial Services, and the Auditor General. This section does not limit the authority of the
Department to conduct or arrange for the conduct of additional audits or evaluations of state financial assistance
or limit the authority of any other state official.
PART IV. REPORT SUBMISSION
1. Copies of reporting packages for audits conducted in accordance with OMB Circular A-133, as revised,
and required by PART I of this agreement shall be submitted, when required by Section .320 (d), OMB
Circular A-133,as revised,by or on behalf of the recipient directly to each of the following:
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Joint Participation Agreepnene benreen the Florida Department ofTransporeation and Monroe CounlY
Fmannal Pr(�Ieci Number i�252,228-1-14-08
1 Packet Pg. 1641
A. The Department at each of lie following addresses:
Florida Department of Transportmion
Office of Comptroller,MS 24
605 Suwannee Street
Tallahassee,Florida 32399-0405
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13. The Federal Audit Clearinghouse designated in OMB Circular A....133, as rev see (the number of
copies required by Sections .320 (d)(1) and (2), OMB Circular A-133, as revised, should be Q
submitted to the Federal Audit Clearinghouse),at the following address:
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Federal Audit Clearinghouse a
Bureau of the Census LL
1201 East 10111 Street
Jeffersonville,IN 47132
C. Other Federal agencies and pass-through entities in accordance with Sections.320(e)and(0,OMB E
Circular A 133,as revised.
fn the event that a copy of the reporting package for an audit required by PART I of this agreement and
conducted in accordance with OMB Circular A-133, as revised, is not required to be submitted to the 0
Department for reasons pursuant to section .320 (e)(2), OMB Circular A....133, as revised, the recipient
shall submit the required written notification pursuant to Section .320(e)(2)and a copy of the recipient's
audited schedule of expenditures of Federal awards directly t®each of the IbIlowing: .2
..................................
Florida Department of Transportation
Office of Comptroller,MS 24
0
605 Suwannee Street
Tallahassee,Florida 32399-0405
Email: I z
In addition, pursuant to Section .320 (f), OMB Circular A. 133, as revised, the recipient shall submit a
copy off`tine reporting package described in Section .320 (c), OMB Circular A-133, as revised, and any
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management ketters issued by the auditor,to the Department at each of the following addresses:
Florida Department of Transportation
Office of Comptroller,MS 24
605 Suwannee Street
TaHahassee,Florida 32399-0405
Email: E'1�)OTS�mdeAU Lir op!,statc,ffus
p. Copies offiriancial reporting packages required by PARIT If of this agreement shafl be submitted by or
on behalf of the recipient Asrec.tly to each of the following:
A., The Department at each ofthe following addresses:
Florida Department of Transportation
Office of Comptroller,MS 24
605 Suwannee Street
Tallahassee,Florida 32399 0405
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Joint flarucrpatron.Agreeenene bent eery the Flop-rda Dpparonew ofTransportanon and Monroe C'ounrY
Financial Project Number�'252228-1-14-08
1 Packet Pg. 1642
13. The Auditor General's Office at the following address:
Auditor General's Office
Room 401,Pepper Building
I I I West Madison Street
Tallahassee,Florida 32399-1450
4, Copies of reports or the management letter required by PAR,r HI off this agreement shall be submitted by
or on behalf off the recipient�lg[epjt y to:
A., The Department at each of the following addresses:
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Florida Department off Transportation
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Office of Comptroller,MS 24 a
605 Suwannee Street LL
Tallahassee,Florida 32399-0405
Email: F
LQU VISinok Audit,,C dot,Mate,fl,us
5. Any reports,managernent letter,or other information required to be submitted to the Department pursuant E
to this agreement shall be submitted timely in accordance with OMB Circular A-1 33,Florida Statutes,and
Chapters 10.550(local governmental entities)or 10.650(nonprofit avid fbrmprofit organizations),Rules of
the Auditor General,as applicable.
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6. Recipients,when submitting financiai reporting packages to the Department for audits done in accordance
with OMB Circular A-1 33 or Chapters 10.550(local governmental entities)or 10.650(nonprofit and for-
profit organizations),Rules of the Auditor General,should indicate the date that the reporting package was
delivered to the recipient in correspondence accompanying the reporting package.
PART V. RECORD RETENTION 0
1 The recipient shall retain sufficient records demonstrating its compliance with the terms of this agreement z
for a period of at least five years from the date the audit report is issued, and shall allow the Department,
or its designee,the state CFO or Auditor General access to such records upon request The recipient shall
ensure that the independent audit working papers are made available to the Department, or its designee,
the state CFO,or Auditor General upon request for a period of at least five years from the date the audit
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report is issued,unless extended in writing by the Department.
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Joint Panecij..Palion Agreeniew belu seen theFlanda Deparoneya ofDwasporration and Monroe C"ouni),
Financial h-qject Number 4 252228,1-44-.08
Packet Pg. 1643
1.6.c
EXHIBIT - I
FEDERAL and/or STATE resources awarded to the recipient pursuant to this agreement should be lasted below. if the
resources awarded to the recipient represent more than one Federal or State program,provide the same information for each
program and the total resources awarded. Compliance Requirements applicable to each Federal or State program should
also be lasted below. if the resources awarded to the recipient represent more than one program, last applicable compliance
requirements for each programs In the same manner as shown here.
• (e.g.,What services or purposes the resources must be;used for)
• (e.g.,Eligibility requirements for recipients of the resources)
NOTE. Instead of listing the specific compliance requirements as shown above,the State awarding agency may elect to arse M
langua e that requires the recipient to comply with the requirements of applicable provisions of specific laws, rules, Q
regulations, etc. The State awarding agency, if practical, may want to attach a copy of the specific law, rule, or regulation
referred to.
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FEDERAL RESOURCES M
NF'ederal Agency tfalof,at„1F c� cgl��oane slnc,,Assnstana,e l naam i a atQ Amount
Florida(Department 20205 Highway planning and Construction $300,000.00 �
of Transportation E
2.
3.
STATE RESOURCES
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Statew Abe spy atqkaa ar 5tatb lFin an�cnal„AssustanDca..N lauo n n zmjn�D Amount
cram llaanede_„�2ee.uiremennts
p.. I. . .
1.
2.
3.
aata Ufl l�esoaarces for Federal l�ro rams_
Federal A enc ,s tance T aaml)pfd f ntle Anunoonttn&
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C2mploance Requirements
1.
2.
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NOTE: Section .400(d) of OMB Circular A....133, as revised, and Section 215.97(5)(a), Florida Statutes, require that
the information about Federal Programs and State Projects included in Exhibit D be provided to the recipient,
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