Item C05 C5
BOARD OF COUNTY COMMISSIONERS
COUNTY of MONROE i Mayor Holly Merrill Raschein,District 5
The Florida Keys Mayor Pro Tern James K.Scholl,District 3
Craig Cates,District 1
Michelle Lincoln,District 2
David Rice,District 4
Board of County Commissioners Meeting
July 17, 2024
Agenda Item Number: C5
2023-2426
BULK ITEM: Yes DEPARTMENT: Engineering Services
TIME APPROXIMATE: STAFF CONTACT: Debra London
N/A
AGENDA ITEM WORDING: Approval of a Supplemental Agreement to Florida Department of
Transportation (FDOT) Small County Outreach Program(SCOP) grant agreement G21`46, revising the
grant amount to $1,105,916 with County match amount $368,639.00, for the Key Largo III Roadway
and Drainage Improvement Project. This Supplemental Agreement adds Construction Engineering and
Inspection Services (CEI) and revises the grant and County match fund amounts.
ITEM BACKGROUND:
The County was awarded two Florida Department of Transportation (FDOT) Small County Outreach
Program (SCOP) grants for the construction phase of the project with total funding in the amount of
$3,519,305. The combined Construction contract and the Construction Engineering and Inspection
Services contract totaled $2,450,163, leaving a surplus of grant funds. This supplemental agreement
revises grant G21`46 amounts as follows: grant amount reduced to $1,105,916 with County match
amount $368,639.00.
The Key Largo III Roadway and Drainage Improvement Project includes streets in the Harris Ocean
Park Estates, Ocean Park Village, Palma Sola and Burton's Yacht Basin subdivisions. The project
includes drainage improvements, milling and resurfacing, establishing roadway crowns and creating
compliant bike lanes. The project was included in the 2014 Monroe County Road Improvement
Program.
PREVIOUS RELEVANT BOCC ACTION:
December 13, 2023 - The BOCC approved by resolution of a Florida Department of Transportation
(FDOT)American Rescue Plan Act (ARPA) Small County Outreach Program (SCOP) grant agreement
G2T05 to partially fund construction for the Key Largo III Roadway and Drainage Improvement
Project in the additional grant amount of$731,707.00, with a local match amount of$416,684.
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June 21, 2023 - The BOCC approved by resolution a Florida Department of Transportation (FDOT)
Small County Outreach Program (SCOP) grant G2P46 in the amount of$2,787,598, with a local match
amount of$929,200.00, programmed in the 2024/2025 FDOT Work Program.
INSURANCE REQUIRED:
No
CONTRACT/AGREEMENT CHANGES:
Supplemental revising Grant Agreement No. G2P46, grant amount $1,105,916.00 and local match
amount $368,639.00.
STAFF RECOMMENDATION: Approval of a Supplemental Agreements to Florida Department of
Transportation Small County Outreach Program (SCOP) grant agreements G2P46 revising grant and
match amounts based on actual construction and CEI amounts.
DOCUMENTATION:
FM-451622-1_SA_1_G2P46 SCOP_Contract_signed CLB.pdf
FINANCIAL IMPACT:
Effective Date: May 15,2024
Expiration Date: 120 days after construction final acceptance.
CEI Services and Construction funded by FDOT Supplemental to Grant Agreement G21`46 grant amount
S1,105,916.00,local match amount S368,639.00.
Total Cost to County: S368,639.
Current Year Portion: S500,000.
Budgeted: yes Fund Account 27010.
Source of Match Funds: Impact Fees and 304 fund
CPI: N/A
Indirect Costs: N/A
Estimated Ongoing Costs Not Included in above dollar amounts: N/A
Revenue Producing: No If yes, amount:
Grant: yes-Supplemental to Grant Agreement No. G2P46.
County Match: S368,639.
Insurance Required: no
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Additional Details: Revises grant G2P46.
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DocuSign Envelope ID:205FEOE3-DBOE-49E8-883E-7BDOOD3D9C61
STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION 525-010-60
STATE-FUNDED GRANT PROGRAM MANAGEMENT
12/18
SUPPLEMENTAL AGREEMENT Page 1 of
SUPPLEMENTAL NO.
1
CONTRACT NO.
G2P46
FPN
451622-1-54-01
Recipient: Monroe County (the "Recipient")
This Supplemental Agreement ("Supplemental'), dated arises from the desire to
supplement the State-Funded Grant Agreement ("Agreement")entered into and executed on 10/20/2023 as identified
above. All provisions in the Agreement and supplements, if any, remain in effect except as expressly modified by this
Supplemental.
The parties agree that the Agreement is to be amended and supplemented as follows:
Exhibit A, Project Description and Responsibilities, of State Funded Grant Agreement No. G2P46 is deleted in its
entirety and replaced with the attached Exhibit A, Project Description and Responsibilities.
Exhibit B, Schedule of Financial Assistance, of State Funded Grant Agreement No. G2P46 is deleted in its entirety and
replaced with the attached Exhibit B, Schedule of Financial Assistance.
Except as modified in this Supplemental Agreement, all other terms and conditions of the Agreement remain
unchanged and are hereby confirmed and ratified by the State of Florida, Department of Transportation (the
"Department")and Recipient (collectively, the "Parties"). Where the terms of this Supplemental Agreement conflict with
the definitions, provisions or terms of the Agreement, this Supplemental Agreement shall control.
Reason for this Supplemental and supporting engineering and/or cost analysis:
The Parties have agreed to the inclusion of Construction Engineering and Inspection (CEI)services in the work
authorized by Agreement No.G2P46.
Authorized work performed in accordance with the terms and conditions of Agreement No. G2P46, is eligible for
reimbursment by the Department. Department reimbursement is limited to 75% of the total actual cost of the authorized
work and shall not exceed the maximum amount of$ 1,105,916.00.
102
DocuSign Envelope ID:205FEOE3-DBOE-49E8-883E-7BDOOD3D9C61
STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION 525-010-60
STATE-FUNDED GRANT PROGRAM MANAGEMENT
12/18
SUPPLEMENTAL AGREEMENT Page 2of2
IN WITNESS WHEREOF, the parties have caused these presents to be executed the day and year first above written.
RECIPIENT: STATE OF FLORIDA
Monroe County DEPARTMENT OF TRANSPORTATION
By: By:
Name: Holly Merrill Raschein Name:
Title: Mayor Title:
Legal Review:
ATTEST: Kevin Madok, Clerk
As Deputy Clerk
MONROE COUNTY ATTORNEY
Ow ?'OPRW I)AS TO FOR
htaI :. .k��
CHRISTINE LIMBE WrT BARROW S
ASSISTANT COUNTY ATTORNEY
DATE'-_5/28/24..................
103
DocuSign Envelope ID:205FEOE3-DBOE-49E8-883E-7BDOOD3D9C61
Alt Form 525-010-6OeA STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION 525-011-OA
STATE-FUNDED GRANT AGREEMENT PROGRAM MANAGEMENT
OS/21
EXHIBIT A
PROJECT DESCRIPTION AND RESPONSIBILITIES
FPN: 451622-1-54-01
This exhibit forms an integral part of the Agreement between the State of Florida, Department of Transportation and
Monroe County (the Recipient)
PROJECT LOCATION:
❑ The project is on the National Highway System.
❑ The project is on the State Highway System.
PROJECT LENGTH AND MILE POST LIMITS: 16,420 LF Roadway-See Exhibit A-1 for detail of project area
PROJECT DESCRIPTION: This Agreement provides for the disbursement of up to $1,105,916.00 in Small County
Outreach Program funding awarded to the Recipient pursuant to Section 339.2818, Florida Statutes, for The Key Largo III
Roadway and Drainage Improvement Project includes streets in the Harris Ocean Park Estates, Ocean Park Village,
Palma Sola and Burton's Yacht Basin subdivisions. The project includes drainage improvements, milling and resurfacing,
establishing roadway crowns and widening to make bicycle lanes compliant with current standards.
The work authorized by this Agreement is limited to Construction, and Construction Engineering and Inspection (CEI)
services for the Project, which includes drainage improvements, milling and resurfacing, establishing roadway crowns and
widening to make bicycle lanes.
The funds authorized by this Agreement shall be disbursed at the rate of 75 percent of the verified actual Project costs
incurred by the Recipient that are approved by FDOT prior to reimbursement. The total of all FDOT reimbursements under
this Agreement is limited to the maximum amount of$1,105,916.00.
SPECIAL CONSIDERATIONS BY RECIPIENT:
The Recipient is required to provide a copy of the design plans for the Department's review and approval to coordinate
permitting with the Department, and notify the Department prior to commencement of any right-of-way activities.
The Recipient shall commence the project's activities subsequent to the execution of this Agreement and shall perform in
accordance with the following schedule:
a) Study to be completed by N/A.
b) Design to be completed by 8.31.23
c) Right-of-Way requirements identified and provided to the Department by N/A.
d) Right-of-Way to be certified by 4.30.23
e) Construction contract to be let by 10.31.23
f) Construction to be completed by 12.31.25
If this schedule cannot be met, the Recipient will notify the Department in writing with a revised schedule or the project is
subject to the withdrawal of funding.
Page 1 of 2
104
DocuSign Envelope ID:205FEOE3-DBOE-49E8-883E-7BDOOD3D9C61
SPECIAL CONSIDERATIONS BY DEPARTMENT:
Page 2 of 2
105
DocuSign Envelope ID:205FEOE3-DBOE-49E8-883E-7BDOOD3D9C61
Alt Form 525-010-60eB STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION 525-011-013
STATE-FUNDED GRANT AGREEMENT PROGRAM
MANAGEMENT
8/21
Page 1 of 2
EXHIBIT B
SCHEDULE OF FINANCIAL ASSISTANCE
RECIPIENT NAME&BILLING ADDRESS: FINANCIAL PROJECT NUMBER:
Monroe County A61622-1-54 03�
1100 Simonton Street Contract 02P46
Key West,FL 33040
MAXIMUM PARTICIPATION
PHASE OF WORK by FISCaI Year: )TOTAL PROJECT FUNDS LOCALFUNDS STATE FUNDS
Indicate source of
Local funds
Design-Phase 34 Maximum Department Participation $ $ $ ❑In-Kind
FY: (Insert Program Name) ❑Cash
FY: Maximum Department Participation $ $ $ ❑In-Kind
(Insert Program Name) ❑Cash
Total Design Cost $ 0.00 $ 0.00 $ 0.00
Right-of-Way-Phase 44Maximum Department Participation $ $ $ ❑In-Kind
FY: (Insert Program Name) ❑Cash
FY: Maximum Department Participation $ $ $ ❑In-Kind
(Insert Program Name) ❑Cash
Total Right-of-Way Cost $ 0.00 $ 0.00 $ 0.00
Construction-Phase 54 Maximum Department Participation $ $ $ ❑In-Kind
FY: (Insert Program Name ❑Cash
FY: Maximum Department Participation $ $ $ ❑In-Kind
(Insert Program Name) ❑Cash
Total Construction Cost $ 0.00 $ 0.00 $ 0.00
Construction Maximum Department Participation $ $ $ ❑In-Kind
Engineering and (Insert Program Name) ❑Cash
Inspection-Phase 64
FY:
FY: Maximum Department Participation $ $ $ ❑In-Kind
(Insert Program Name) ❑Cash
Total Construction Engineering and Inspection Cost $ 0.00 $ 0.00 $ 0.00
(Phase: Maximum Department Participation $1,474,555.00 $368,639.00 $1,105,916.00 ❑In-Kind
Construction/CEI- (SCOP) ®Cash
Phase 54)
FY:2024
FY:2t►25 Maximum Department Participation $0.00 $0.00 $0.00 ❑In-Kind
(SCOP) ❑Cash
Total ConAruction/CElCost $1,474,555.00 $368,639.00 $1,105,916.00
% 25.00% 75%
TOTAL COST OF THE PROJECT $1,474,555.00 $368,639.00 $1,105,916.00
COST ANALYSIS CERTIFICATION AS REQUIRED BY SECTION 216.3475, FLORIDA STATUTES:
I certify that the cost for each line item budget category has been evaluated and determined to be allowable, reasonable, and necessary as required by
Section 216.3475, F.S. Documentation is on file evidencing the methodology used and the conclusions reached.
Jessica Beck Galindo, MPA
District Grant Manager Name
106
DocuSign Envelope ID:205FEOE3-DBOE-49E8-883E-7BDOOD3D9C61
Signature Date
107