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Item C07 BOARD OF COUNTY COMMISSIONERS AGENDA ITEM SUMMARY MEETING DATE: 3/21/01 3/22/01 DIVISION: COUNTY ADMINISTRATOR BULK ITEM: YES DEPARTMENT: AIRPORTS AGENDA ITEM WORDING: Approval of a Joint Participation Agreement with the Florida Department of Transportation to fund the design and construction of T -Hangars at the Florida Keys Marathon Airport. ITEM BACKGROUND: This project will be funded 50% by the Florida Department of Transportation, and 50% by Marathon Hangar Development, Inc. Rent will be paid at the rate of $0.11 per square foot per year for paved areas, and $0.30 per square foot per year for buildings under roof. PREVIOUS RELEVANT BOCC ACTION: Approval of lease with Marathon Hangar Development, Inc., 12/13/00. CONTRACT/AGREEMENT CHANGES: New Agreement STAFF RECOMMENDATION: Approval TOTAL COST: $3,000,000.00 BUDGETED: Yes COST TO AIRPORT: None COST TO PASSENGER FACILITY CHARGE: None COST TO COUNTY: None REVENUE PRODUCING: Yes AMOUNT PER MONTH/YEAR: Total unknown at this time APPROVED BY: County Attorney X OMB/Purchasing X Risk Management X MARATHON AIRPORT MANAGER APPROVAL I' h~IL~SA Coot J3C./ll'-' Theresa Cook DOCUMENTATION: Included X To Follow Not Required AGENDA ITEM # 1.(,1 DISPOSITION: /bev APB MONROE COUNTY BOARD OF COUNTY COMMISSIONERS CONTRACT SUMMARY Contract # Contract with: Florida Department of Transportation Effective Date: Execution by FDOT Expiration Date: 12/31/03 Contract Purpose/Description: Design and construction of T-Hangars at the Florida Keys Marathon Airport Contract Manager: Bevette Moore (name) for BOCC meeting on: # 5195 (Ext. ) Airports - Stop # 5 (Department/Courier Stop) Agenda Deadline: CONTRACT COSTS ..... Current Year Portion: -$90,000.00 Account Codes: 403-63528-560630-GAMD25 Total Dollar Value of Contract: $3,000,000.00 Budgetep? Yes Grant: Yes - FDOT 50% County Match: None - Developer to fund 50% of project costs ADDITIONAL COSTS For: . (eg, maintenance, utilities, janitorial, salaries, etc.) Estimated Ongoing Costs: N/A (not included in dollar value above) Date In Airports Manager --1--1_ l:J ]. 1/..Ll &~1Q[ ~1Z1i !J:2J. Risk Management ~~~g County Attorney Comments: CONTRACT REVIEW Changes Needed Yes No Reviewer ( ) ( ) ( ) (</( ( ( Date Out --1--1_ 2 /;::Z?!l g;,&fft)/ L /?2[Q1 2-~-2001 1 1 : 37AM =RCt-1 KEY WEST 1 N II.. A LI<n.J~ -"'" ...- --.- MONROE COUNTY BOARD Ofll COUNTY COMMISSIONERS CONTRACT SUMMARY Contract # Oontroot wilh; Flarida n.~l'tmtmt of TtllnsoortBtlon EffectJve Date: Execution by FOOT Expiration Ul1I: 12/J 1103 I I Contract Purpoael0e8cription: Design and constnJction of T -tiengara at the Florida Keys Marathon AIrpOrt I Contract Manage~ eevetteMoore I (name) for SOCC meeting on~ .5195 (Ext. ) . AirpottS. Stop # 5 (OepertmentlCour1er StoP) Agenda Oudline: CONTRACT COSTS '... Current Year Portion: -$90,000.00 Account Coct8s: 4O&-63S28-580830.QAM02S Total Collar Value of Contract $3.000.000.00 8udge_d? Ve. , Grant: Vea . FOOT 50% 'Ccunty Match: None. Developer to fund 50% of projeCt costs ADOITlONAL COSTS ~or: , (ea. II'lIlntananca. willes. pPtorial. salarteS. eu:.) Estimated Ongoing Costs~ N/A (not includeclln dollar WIue aboIote) Date In Aifl)Ons Manager ,3:.)'1. 1 J ~ RiSk Management -1--.1- O.M.B./Purchasing ......J_J_ County Attorney -1.-1_ Comments: CONTRACT REVIEW Crlangel Needed Reviewer Date Out Yes No ( )~ C?'~9 .LJ27J()J Theresa Cook ( ) ( ) I I --- Wayne Rcbert8an ( ) ( ) -'~- Sheila B8Ikar ( ) ( ) ~/-1_ Rob WoWG pd WdST:cT T00c Lc 'qa~ 'ON xtJ~ : WOCl~ STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION PUBLIC TRANSPORTATION JOINT PARTICIPA liON AGREEMENT FORM 72~ PUBLIC TRANSP ADMIN ..moo Page 1 of 12 Financial Project No.: 41078019401 (Item.segment-phase-sequence) Fund: DDR FLAIR Approp.: FLAIR Obj.: 750004 Org. Code: 55062020628 Vendor No.: F596000749053 Catalog of State Financial Assistance Number: 55004 Function: 637 Contract No.: AJ816 Federal No.: Catalog of Federal Domestic Assistance Number: 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 MONROE COUNTY 3491 S. ROOSEVELT BOULEVARD, KEY WEST, FLORIDA 33040 hereinafter referred to as Agency. , , . WITNESSETH: , WHEREAS, the Agency has the authority to enter into said Agreement and to undertake the project hereinafter described, and the Department has been granted the authority to function adequately in all areas of appropriate jurisdiction including the implementation of an integrated and balanced transportation system and is authorized under 332.006(6) Florida Statutes, to enter into this Agreement NOW, THEREFORE, in consideration of the mutual covenants, promises and representations herein, the- parties agree as follows: ::- 1.00 Purpose of Agreement: The purpose of this Agreement is DESIGN/CONSTRUCTION OF T. HANGAR,.S AT MARATHON AIRPORT and as further described in Exhibit(s) A, 8, C, AND F attached hereto and by this reference made a part hereof, hereinafter referred to as the proJect, and to provide Departmental financial assistance to the Agency and state the terms and conditions upon which such assistance will be provided and the understandings as to the manner in which the project will be undertaken and completed. FORM725-Q30.06 PUBLIC TRANSP ADMIN. 07100 Page 2 of 12 2.00 Accomplishment of the Project 2.10 General Requirements: The Agency shall commence, and complete the project as described in Exhibit nAil attached hereto and by this reference made a part hereof, with all practical dispatch, in a sound, economical, and efficient manner, and in accordance with the provisions herein, and all applicable laws. 2.20 Pursuant to Federal, State, and Local Law: In the event that any election, referendum, approval, permit, notice, or other proceeding or authorization is requisite under applicable law to enable the Agency to enter into this Agreement or to undertake the project hereunder, or to observe, assume or carry out any of the provisions of the Agreement, the Agency will initiate and consummate, as provided by law, all actions necessary with respect to any such matters so requisite. 2.30 Funds of the Agency: The Agency shall initiate and prosecute to completion all proceedings necessary including federal aid requirements to enable the Agency to provide the necessary funds for completion of the project 2.40 Submission of Proceedings, Contracts and Other Documents: The Agency shall submit to the Department such data, reports, records, contracts and other documents relating to the project as the Department may require as listed in Exhibit "e" attached hereto and by this reference made C! part hereof. ' :/ . , 3.00 Project Cost: The total estimated cost of the project is $ 3,000,000.00 . This amount is based upon the estimate summarized in Exhibit "B" attached hereto and: by thi s reference made a part hereof. The Agencx agrees to bear all expenses in excess of the total estimated cost ofthe project and any deficits involved. 4.00 Department Participation: The Department agrees to maximum participation, including contingencies, in the project in the amount of $ 1,500,000.00 as detailed in Exhibit "B", or in an amount equal to the percentage(s) of total project cost shown in Exhibit "B", whichever is less. 4.10 Project Cost Eligibility: Project costs eligible for State participation will be allowed only from the effective date of this agreement. It is understood th,at State participation in eligible project costs is subject to: ...... (a) Legislative approval of the Department's appropriation request in the work program year that the project is scheduled to be committed; (b) Availability of funds as stated in paragraph 17.00 of this Agreement; (c) Approval of all plans, specifications, contracts or other obligating documents and all other terms of this Agreement; (d) Department approval of the project scope and budget (Exhibits A & B) at the time appropriation authority becomes available. 4.20 Front End Funding: Front end funding - is .. is not applicable. If applicable, the Department may initially pay 100% of the total allowable incurred prOject costs up to an amount equal to its total share of participation as shown in paragraph 4,00. 5.00 Retainage: Retainage ~ is i is not applicable. If applicable, percent of the Department's total share of participation as shown!n paragraph 4.00 is to be held in retamage to be disbursed, at the Department's discretion, on or before the completion of the final project audit FORM725-03G<l6 PUBLIC TRANSP ADMIN - 07/00 Peg- 3 of 12 6.00 Project Budget and Payment Provisions: 6.10 The Project Budget: A project budget shall be prepared by the Agency and approved by the Department. The Agency shall maintain said budget, carry out the project and shall incur obligations against and make disbursements of project funds only in conformity with the latest approved budget for the project. No budget increase or decrease shall be effective unless it complies with fund participation requirements established in paragraph 4,00 of this Agreement and is approved by the Department Comptroller. 6.20 Payment Provisions: Unless otherwise allowed under paragraph 4.20, payment will begin in the year the project or project phase is scheduled in the work program as of the date of the agreement. Payment will be made for actual costs incurred as of the date the invoice is submitted with the final payment due upon receipt of a final invoice. 7.00 Accounting Records: 7.10 Establishment and Maintenance of Accounting Records: The, Agency .shall establish for the project, in conformity with requirements established by Department's program guidelines/procedU,res and "Principles for State and Local Governments", separate accounts to be maint?ined within its existing accounting system or establish independent accounts. Such accounts are referred to herein collectively as the "project account", Documentation of the project account shall be made available to the Department upon request any time ,during the period of ,the Agreement and for three years after final payment is made. t 7.20 Funds Received Or Made Available for The Project: The Agency shall appropriately record in the project account, and deposit in a bank or trust company which is a member of the-Federal Deposit Insurance Corporation, all payments received by it from the Department pursuant to this Agreement and all other funds provided for, accruing to, or otherwise received on account of the project, which Department payments and other funds are herein collectively referred to as "project funds", The Agency shall require depositories of project funds to secure continuously and. fully all project funds in excess of the amounts insured under federal plans, or under State plans which have been approved for the deposit of project funds by the Department, by the deposit or setting aside of collateral of the types and in the manner as prescribed by State Law for the security of public funds, or as approved by the Department. 7.30 Costs Incurred for the Project: The Agency shall charge to the project account all eligible costs oJ the project. Costs in excess of the latest apPJ'oved budget or attributable to actions which have not received the required approval of the Department shall not be considered eligible costs, 7.40 Documentation of Project Cgsts: All costs charged to the project, including any approved services contributed by the Agency or others. shall be supported by properly executed payrolls, time records, invoices, contracts, or vouchers evidencing in. proper detail the nature and propriety of the charges. 7.50 Checks, Orders, and Vouchers: Any check or order drawn by the Agency with respect to any item which is or will be chargeable against the project account will be drawn only in accordance with a properly signed voucher then on file in the office of the Agency stating in proper detail the purpose for which such check or order is drawn. All checks, payrolls, invoices, contracts, vouchers, orders, or other accounting documents pertaining in whole or in part to the project shall be clearly identified, readily accessible, and, to the extent feasible, kept separate and apart from all other such documents.