Item I04BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date:
June 15,
2011
Division:
Growth Management
Bulk Item: Yes
x
No _
Department:
Planning and Environmental Resources
Staff Contact Person/Phone #: Jane Tallman, ph. 509-0998
AGENDA ITEM WORDING: Approval to rescind March 16, 2011, BOCC action to execute Local
Agency Program (LAP) Agreement Supplemental Agreement #1 with Florida Department of
Transportation (FDOT) to extend the LAP Agreement (FPN# 428017-1) to June 30, 2012, which
provides funding from the National Scenic Byways Grant Award for the Florida Keys Scenic Highway
Interpretive Panels project, as the document is not necessary for the extension approval.
ITEM BACKGROUND: The Florida Keys Scenic Corridor Alliance and Monroe County as the Local
Agency Program (LAP) Agent were awarded a National Scenic Byways Grant for its proposed
Interpretive Panels Project which will provide $45,000 for the design, fabrication and installation of
Interpretive Panels. Monroe County entered into a LAP Agreement with the FDOT in June 2010
which provides the funding from this grant.
An extension of the LAP Agreement was necessary and has been granted by letter by the FDOT
Director of Transportation, received by Monroe County on March 16, 2011. However, a supplemental
LAP Agreement is not necessary as there is not additional funding requested. This direction was given
verbally by the FDOT on March 16, 2011, the day of the BOCC Meeting in which the LAP Agreement
Supplemental #1 was approved, and by email on April 4, 2011.
As such, the FDOT will not execute the unnecessary LAP Agreement Supplemental #1, and BOCC
approval to execute it should be rescinded.
PREVIOUS RELEVANT BOCC ACTION: On April 21, 2010, the BOCC approved the execution
of the LAP Agreement with FDOT which provides funding from the National Scenic Byways Grant
Award for the Florida Keys Scenic Highway Interpretive Panels Project.
On March 16, 2011, the BOCC gave approval to execute Local Agency Program (LAP) Agreement
Supplemental Agreement #1 with Florida Department of Transportation (FDOT) to extend the LAP
Agreement (FPN# 428017-1) to June 30, 2012, which provides funding from the National Scenic
Byways Grant Award for the Florida Keys Scenic Highway Interpretive Panels project.
CONTRACT/AGREEMENT CHANGES:
STAFF RECOMMENDATIONS: Approval
TOTAL COST: $0 INDIRECT COST: BUDGETED: Yes No
DIFFERENTIAL OF LOCAL PREFERENCE:
COST TO COUNTY: $0 SOURCE OF FUNDS:
REVENUE PRODUCING: Yes No X AMOUNT PER MONTH Year
APPROVED BY: County Atty _ OMB/Purchasing Risk Management
DOCUMENTATION: Included X Not Required
DISPOSITION: AGENDA ITEM #
Revised 1/09
Tallman -Jane
From: Siddique, Sharmin [Sharmin.Siddique@dot.state.fl.us]
Sent: Monday, April 04, 2011 9:17 AM
To: Tallman -Jane
Subject: RE: Time Extension Letter
Supplemental Agreement is not necessary since we are not adding any funds to the project.
Sharmin S. Siddique, P.E.
LAP Coordinator 1 sharmin.siddique®dot.state.fl.us Florida Department of Transportation -
District 6/Consul-Tech Enterprises, Inc.
1000 NW 111 Avenue, Room 6247 1 Miami, Florida 33172
T: 305.470.5288
-----Original Message -----
From: Tallman -Jane [mailto:Tallman-Jane@MonroeCounty-FL.Gov]
Sent: Thursday, March 31, 2011 12:57 PM
To: Siddique, Sharmin
Subject: RE: Time Extension Letter
Hi Sharmin,
I would like to ask for your further assistance regarding the Florida Keys Scenic Highway
Interpretive Panels LAP Agreement time extension. I need it stated in writing that Monroe
County needs only the approved request letter (which we have) and not a Supplement
Agreement.
The reason is that I had originally created a Supplemental Agreement for the purpose and
later was informed by your office that it was not necessary because it is a time extension
only. This Supplemental Agreement and the time extension were approved by our BOCC as
that process was happening concurrently with the processing of the request letter. Now I
need to have them rescind the approval of the Supplemental Agreement and to do that I need
written affirmation by FDOT that the Supplemental Agreement is not necessary.
Is that something you can provide? An email is sufficient.
Thank you,
Jane
Jane Tallman, P.E.
Florida Keys Scenic Highway Coordinator
Monroe County Planning Department
2798 Overseas Highway, Suite 400
Marathon, FL 33050
(305)509-0998
tallman-jane@monroecounty-fl.gov
-----Original Message -----
From: Siddique, Sharmin [mailto:Sharmin.Siddique@dot.state.fl.us]
Sent: Wednesday, March 16, 2011 9:19 AM
To: Tallman -Jane
Subject: RE: Time Extension Letter
Jane,
Please find attached Approved Time Extension Request.
Thanks.
Sharmin S. Siddique, P.E.
LAP Coordinator 1 sharmin.siddique@dot.state.fl.us Florida Department of Transportation -
District 6/Consul-Tech Enterprises, Inc.
1000 NW 111 Avenue, Room 6247 1 Miami, Florida 33172
T: 305.470.5288
1
County of Monroe
Growth Management Division
Plannina & Environmental Resources
Deuartment
2798 Overseas Highway, Suite 410
Marathon, FL 33050
Voice: (305) 299-2500
FAX: (305) 299 2536
We strive to be caring, professional and fair
March 3, 2011
Danny Iglesias, PE
LAP Administrator
Florida Department of Transportation, District 6
1000 NW 111th Avenue
Miami, FL 33172
Dear Mr. Iglesias,
Board of County Commissioners
Mayor Heather Carruthers, Dist. 3
Mayor Pro Tern David Rice, Dist 4
Kim Wigington, Dist. 1
George Neugent, Dist 2
Sylvia J. Murphy, Dist 5
I am writing to request an extension of the LAP Agreement FPN# 428017-1 between
Monroe County and the FDOT for Design, Fabrication, and Installation of Interpretive
Panels for the Florida Keys Scenic Highway (SR 5/USl/OVRSEAS HWY FLORIDA
KEYS SCENIC HWY INTERPRETIVE PANEL GRANT).
Monroe County was prepared to enter into a contract for this project on February 16,
2011, with the No.1 ranked firm, Synergy Design Group. On February 7, 2011, the
County was informed that Synergy Design Group is declaring bankruptcy.
The process required to negotiate a contract with the No. 2 firm, Experience Design, and
to get Monroe County Board of County Commissioners approval of that contract
(anticipated on March 16, 2011) is such that the project can not be completed before the
June 30, 2011, termination of the LAP Agreement.
Monroe County is asking that the LAP Agreement be extended to June 30, 2012. The
County will issue a Notice to Proceed to the Contractor on July 1, 2011, so no work will
be done in the current fiscal year. The intent is to move the entire $45,000 to FY12. No
additional funding is being requested.
If there is further information or materials needed to complete this request, please contact
me at (305) 509-0998 or tallman-jane@,monroerounty-fl.gov.
LAP Extension Request
FPN# 428017-1
Thank you for your consideration,
J e Tallman, P.E.
Monroe County Scenic Highway Coordinator
Approved by:
/4Iarold Desdunes
Director of Transportation, FDOT
Cc: Townsley Schwab, Director, Department of Planning and Environmental Resources
Patricia Smith, Monroe County Transportation Planner
LAP Extension Request
FPN# 428017-1
Staff Contact Person/Phone #: Jane Tallman, nh. 509-0998
AGENDA ITEM WORDING: Approval to execute Local Agency Program (LAP) Agreement
Supplemental Agreement #1 with Florida Department of Transportation (FDOT) to extend the LAP
Agreement (FPN# 428017-1) to June 30, 2012, which provides funding from the National Scenic
Byways Grant Award for the Florida Keys Scenic Highway Interpretive Panels project.
ITEM BACKGROUND: The Florida Keys Scenic Corridor Alliance and Monroe County as the Local
Agency Program (LAP) Agent were awarded a National Scenic Byways Grant for its proposed
Interpretive Panels Project which will provide $45,000 for the design, fabrication and installation of
Interpretive Panels. Monroe County entered into a LAP Agreement with the FDOT in June 2010
which provides the funding from this grant.
A Request for Proposals (RFP-GMD-349-16-2010-PUR/CV) was advertised and based on review of
the six (6) proposals submitted, the selection committee recommended Synergy Advertising & Design,
Inc. (dba Synergy Design Group). Monroe County was prepared to bring the proposed contract with
Synergy Design Group to the BOCC for approval at the February 16, 2011, meeting. However, on
February 7, 2011, the County was informed that the contractor was filing for bankruptcy, nullifying the
proposed contract.
The LAP Agreement Supplemental Agreement #1 to extend the Agreement to June 30, 2012, is needed
as the June 30, 2011, expiration cannot be met due to the proposed contractor filing for bankruptcy.
The County will work to contract with the #2 ranked firm, but the process required makes completing
the project by the original LAP expiration date impossible. No additional funds are requested.
PREVIOUS RELEVANT BOCC ACTION: On April 21, 2010, the BOCC approved the execution
of the LAP Agreement with FDOT which provides funding from the National Scenic Byways Grant
Award for the Florida Keys Scenic Highway Interpretive Panels Project.
On October 20, 2010, the BOCC approved advertising the Request for Proposals (RFP-GMD-349-16-
2010-PUR/CV) for this project.
CONTRACT/AGREEMENT CHANGES: Extension to June 30, 2012.
STAFF RECOMMENDATIONS: Approval
TOTAL COST: $45,000 INDIRECT COST: BUDGETED: Yes X No
DIFFERENTIAL OF LOCAL PREFERENCE:
COST TO COUNTY: $0 SOURCE OF FUNDS: S0518-GW 1002 (grant funded through
LAP Agreement with FDOT)
REVENUE PRODUCING: Yes No X AMOUNT PER MONTH Year
APPROVED BY: County Atty _ OMB/Purchasing Risk Management
DOCUMENTATION: Included X Not Required
DISPOSITION: AGENDA ITEM #
Revised 1/09
525-010-32
PRODUCTION SUPPORT
12/09
Page 1 of 3
SUPPLEMENTAL NO. STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION FPN
1 LOCAL AGENCY PROGRAM 428017-1
DUNS NO. SUPPLEMENTAL CONTRACT NO.
80-939-7102 AGREEMENT APZ10
The Monroe County Board of County Commissioners desires to supplement the
original Agreement entered into and executed on June 24, 2010 as identified above. All provisions in the original
Agreement and supplements, if any, remain in effect except as expressly modified by this supplement.
The changes to the Agreement and supplements, if any, are described as follows:
PROJECT DESCRIPTION
Name Florida Keys Scenic Highway Interpretive Panels Length N/A
Termini SR 5/US1/Overseas Hwy Florida Keys Scenic Hwy
Description of Work:
The Florida Keys Scenic Corridor Alliance and Monroe County as the LAP agent were awarded a National
Scenic Byways Grant for its proposed Interpretive Panels project. The funding is for design, fabrication, and
installation of Interpretive Panels along the Florida Keys Scenic Highway corridor from Key West to Key Largo.
Reason for Supplement:
Time extension to June 30, 2012, is needed as the June 30, 2011, expiration cannot be met due to the
proposed contractor filing for bankruptcy. No additional funds are requested.
525-01D-32
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Page 2 of 3
SUPPLEMENTAL NO. STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION FPN
LOCAL AGENCY PROGRAM
1 SUPPLEMENTAL 428017-1
DUNS NO. AGREEMENT CONTRACT NO.
80-939-7102 APZ10
TYPE OF WORK
By Fiscal Year
FUNDING
PREVIOUSI
TOTAL
PROJECT FUNDS
ADDITIONAL
PROJECT FUNDS
CURRENT TOTAL
PROJECT FUNDS
TOTALAGENCY
FUNDS
I
TOTAL STATE &
FEDERAL FUNDS
Planning
2007-2008
2008-2009
2009-2010
2010-2011
2011-2012
2012-2013
Total Planning Cost
$45,000.00
$0.00
$45,000.00
$0.00
$45.000.00
$45,000.00
$0.00
$45,000.00
$0.00
$45,000.00
Project Development &
Environment (PD&E)
2007-2008
2008-2009
2009-2010
2010-2011
2011-2012
2012-2013
Total PD&E Cost
$0.00
$0.00
$0.00
$0.00
$0.00
Design
2007-2008
2008-2009
2009-2010
2010-2011
2011-2012
2012-2013
Total Design Cost
$0.00
$0.00
$0.00
$0.00
$0.00
Right -of -Way
2007-2008
2008-2009
2009-2010
2010-2011
2011-2012
2012-2013
Total Right -of -Way Cost
$0.00
$0.00
$0.00
$0.00
$0.00
Construction
2007-2008
2008-2009
2009-2010
2010-2011
2011-2012
2012-2013
Total Construction Cost
1 $0.00
$0.00
$0.00
$0.00
$0.00
Construction Engineering and
Inspection (CEI)
2007-2008
2008-2009
2009-2010
2010-2011
2011-2012
2012-2013
Total CEI Cost
Total Construction & CEI Costs
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
TOTAL COST OF THE
PROJECT
$45,000.00
$0.00
$45,000.00
$0.00
$45,000.00
525-010-32
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Page 3 of 3
SUPPLEMENTAL NO. STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION FPN
1 LOCAL AGENCY PROGRAM 428017 1
SUPPLEMENTAL
DUNS NO. AGREEMENT CONTRACT NO.
80-939-7102 APZ10
IN WITNESS WHEREOF, the parties have caused these presents to be executed the day and year first above written.
AGENCY Monroe County Board of County Commissioners
By:
Name:
Title:
Attest:
Name:
Title:
Date:
As to form:
STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION
By:
Name:
Title:
Attest:
Name:
Title:
Date:
Legal Review:
Attorney Office of the General Counsel
See attached Encumbrance Form for date of funding approval by Comptroller.