05/16/2006 Agreement
DANNY L. KOLHAGE
CLERK OF THE CIRCUIT COURT
DATE:
June 15, 2006
TO:
Dave Koppel, County Engineer
Engineering Division
Pamela G. Hanco~
Deputy Clerk
FROM:
At the May 16, 2006, Board of County Commissioner's meeting the Board granted
approval and authorized execution of an Emergency Relief Program Agreement between Monroe
County and the State of Florida Department of Transportation for funding for emergency relief
for expenses incurred as a result of Hurricanes Katrina, Rita and Wilma.
Enclosed are three duplicate originals, executed on behalf of Monroe County, for your
handling. Please be sure to return the fully executed "Monroe County Clerk's Office Original"
and the "Monroe County Finance Department's Original" as soon as possible. Should you have
any questions please do not hesitate to contact this office.
cc: County Attorney
Finanpe wlo document
File.!
Contract No.: AOC26
Catalog of Federal Domestic Assistance No: 20.205
~
Date of Execution: I / tA 11 e :2 3 ?. 00 {;
I
STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION
EMERGENCY RELffiF PROGRAM AGREEMENT
WHEREAS, the Federal Highway Administration, herein 'FHW A', has established an
Emergency Relief Program codified at 23 USC ~ 125; and
WHEREAS, FHW A has, as a result of Hurricanes Katrina, Rita and Wilma, authorized funding
to be provided to the State of Florida, Department of Transportation, herein 'FDOT', for relief
from the damage inflicted by said storms; and
WHEREAS, this Emergency Relief Program Agreement provides for emergency relief; and
WHEREAS, Monroe County, herein 'LOCAL GOVERNMENT', has incurred certain costs and
expenses as a direct result of Hurricanes Katrina, Rita and Wilma, and as defined on the attached
Detailed Damage Inspection Reports, herein 'DDIRs'; and
Katrina 419738-1-D8-02 KA90-005 8/31/05 9/19/05 $360,000.00
Katrina 419738-1-68-02 KA90-005 8/31/05 9/19/05 $70,000.00
Rita 419885-1-D8-01 R190-009 9/22/05 10/24/05 $300,000.00
Rita 419885-1-68-01 RI90-009 9/22/05 10/24/05 $50,000.00
Wilma 420038-1-D8-01 WI90-006 10/25/05 4/4/06 $2,500,000.00
Wilma 420038-1-68-01 WI90-006 10/25/05 4/4/06 $400,000.00
Wilma 420038-1-D8-02 WI90-008 12/20/05 4/11/06 $1,300,000.00
Wilma 420038-1-E8-01 WI90-009 10/28/05 12/23/05 $15,000.00
Wilma 421072-4-G8-0 1 WI90-0 1 0 10/25/05 Pendin $810,000.00
Wilma 421072-4-68-01 WI90-0l 0 10/25/05 Pendin $81,000.00
TOTAL MAXIMUM LIMITING AMOUNT $5,886,000.00
WHEREAS, it has been determined that emergency repairs are necessary and that the costs and
expenses of said repairs are eligible for reimbursement up to 100%, dependent on the amount of
allocation made by FHW A;
NOW THEREFORE,
The parties agree as follows:
Page I of5
Emergency Relief Program Agreement hetween the Florida Department of Trans po nation and Monroe County
I. The FDOT enters into this Agreement as the administrator of FHW A Emergency Relief
Program funds with the administration of funds being subject to the terms and conditions of 23
USC S 125 and the Program Administration Manual published by the FHW A.
2. The LOCAL GOVERNMENT has been authorized by FHW A to undertake and to
complete certain emergency relief efforts associated with Federal Aid highways or roads on
federal lands within its jurisdiction. The scope of work and services authorized by FHW A are
described in the attached DDIRs, incorporated herein as Exhibit 'A'.
3. Emergency Repair projects under the FHW A Emergency Relief Program must comply
with the requirements of the National Environmental Policy Act (NEPA) of 1969 and as further
defined in Chapter 6-N of the FHW A Emergency Relief Manual, which may be obtained at
http://www.fhwa.dot.gov/reports/erm/ermchap6.htm#n.
4. Subject to the terms and conditions of the Emergency Relief Program, FDOT agrees to
reimburse LOCAL GOVERNMENT for eligible costs from the funds provided to FDOT for said
purposes. In the event the funding provided to FDOT by FHW A is insufficient to pay all eligible
emergency relief costs of all local governments, FDOT shall allocate the reimbursement on a
prorata basis among all eligible claims submitted.
5. Invoices for fees and other compensation will be certified by LOCAL GOVERNMENT as
being due and eligible for reimbursement and shall be submitted in sufficient detail to allow a
proper pre and post audit thereof.
6. The FDOT agrees to reimburse LOCAL GOVERNMENT in a Lump Sum Amount not to
exceed FIVE MILLION EIGHT HUNDRED EIGHTY-SIX THOUSAND DOLLARS
($5,886,000.00) for actual direct costs. Backup documentation is required and must support the
invoice total. No reimbursement will be made for travel.
7. Participants providing goods and services to FDOT should be aware of the following
time frames. Upon receipt of an invoice, FDOT has twenty (20) working days to inspect and
approve the goods and services. The FDOT has twenty (20) days to deliver a request for
payment (voucher) to the State of Florida, Department of Financial Services. The twenty (20)
days are measured from the latter of the date the invoice is received or the goods or services are
received, inspected and approved.
8. If a payment is not available within forty (40) days, a separate interest penalty at a rate as
established pursuant to Section 215.422(3)(b), Florida Statutes, will be due and payable, in
addition to the invoice amount. Interest penalties of less than ONE DOLLAR ($1.00) will not be
endorsed unless LOCAL GOVERNMENT requests payment. Invoices which have to be
returned to LOCAL GOVERNMENT because of LOCAL GOVERNMENT 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 FDOT.
9. Vendor Ombudsman has been established within the State of Florida, Department of
Financial Services. The duties of this individual include acting as an advocate for
Contractors/vendors who may be contacted at (850) 410-9724 or by calling the Department of
Financial Service's Hotline at 1-800-848-3792.
Page 2 of5
Emergency RefiejProgram Agreement between the Florida Department afTransportation and Monroe County
10. Recipients of federal funds awarded by FDOT to LOCAL GOVERNMENT are subject to
audits as defined in OMB Circular A-133, as revised. The circular may be obtained at
http://www.whitehouse.gov/omb/circulars/a133/a133.htm!.
11. Records of costs incurred under the terms of this Agreement shall be maintained and
made available upon request to FDOT 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 FDOT upon request. Records of costs incurred includes LOCAL
GOVERNMENT's general accounting records and project records, together with 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 FDOT for a
proper audit of costs. Any discrepancies revealed by any such audit shall be resolved by a
corrected final billing from LOCAL GOVERNMENT to FDOT.
12. The FDOT may unilaterally cancel this Agreement for refusal by LOCAL
GOVERNMENT to allow public access to all documents, papers, letters, or other material
subject to the provisions of Chapter 119, Florida Statues, and made or received by LOCAL
GOVERNMENT in conjunction with this Agreement.
13. In the event this Agreement is in excess of TWENTY FIVE THOUSAND DOLLARS
($25,000.00) or has a term for a period of more than one year, the provisions of Chapter
339.1 35(6)(a), Florida Statutes, are hereby incorporated as follows:
"The FDOT, 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 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 FDOT shall require a
statement from the Comptroller of the FDOT that 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
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 FDOT which are
for an amount in excess of $25,000.00 and which have a term for a period of more
than one year."
14. All agreements entered into by LOCAL GOVERNMENT for which LOCAL
GOVERNMENT seeks reimbursement under the terms of this Agreement shall include the
"Required Contract Provisions, Federal-Aid Construction Contracts". The most recent version
of said provisions may be obtained at
htto://www.fhwa.dot.govllllorogramadmin/contractsI1273.htm. The services provided under this
Agreement involve funding from FHW A and the provisions indicated on form FHW A-1273
apply.
15. After this Agreement is fully executed by both parties, all invoices for reimbursement are
to be mailed to:
Florida Department of Transportation
Attn: Kenneth Robertson, JP A Coordinator
Page 3 of5
Emergency Relief Program Agreement be/ween the Florida Department o(Transportation and Monroe County
1000 NW III Ave, Rm. 6137
Miami, Florida 33172
Phone: (305) 470-5452
kenneth.ra bertsonlaldot.state. fl. us
16. This Agreement will expire on June 30, 2007. All invoices for reimbursement under this
Agreement will be submitted by the LOCAL GOVERNMENT to the FDOT no later than 120
days after Agreement expiration, preferably sooner. Invoices received after this date will not be
paid.
IN WITNESS WHEREOF, the LOCAL GOVERNMENT has executed this Agreement
this /(,-t/L
this ,J. 3 ,tL
day of ~
day of U fAfl€-
,2006, and the FDOT has executed:!bis~greg.ent::!!
c::> ~ ..... r-
- ~ <- f"l1
, 2006. 06(')~ c: 0
~r::( r- .."
:>:~ N 0
C) I 0" -0
STATE OF FLORIDA f"";.; ;;,
DEPAR N OF TRANSP~;K.rId.I rrt
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By:
By:
Name:
f. Name:
f"Title: istrict Six Secreta
.:.titl~r' .11,,1/"""
..'''.-...''...... ...'
.l~'<~tr~..;:\~~fNY L. KOLHAGE, Clerk
';<;1
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':>~t;'.:~.:.'.:';~~~~,.:~:/;:J
'::;~__SE:COUNTY ATTORNEY
QVED AS T
:D.c.
Attest:
~4~
Executive ecretary (SEAL) v
I,.
Legal Review:
ttomey
~~~ 0,--
~~ Six G~neral Counsel
Authorization Received From the Comptroller's
Office as to Availability of Funds:
~/3/0b
I /
~}L
Page 4 of5
F;mergency Relir:;(Program Agreement hetween the Florida Department a/Transportation and Monroe County
EXHIBIT 'A'
Detailed Damage Inspection Reports
Attached hereto and incorporated herein by reference:
DDIR #KA90-005
Monroe County - various locations on Federal-aid routes
Debris removal and CEI services from Hurricane Katrina, DRC contract, RW Beck
Contact Person: Dave Koppel
DDIR #RI90-009
Monroe County - various locations on Federal-aid routes
Debris removal and CEI services from Hurricane Rita, DRC contract, RW Beck
Contact Person: Dave Koppel
DDIR #WI90-006
Monroe County - various locations on Federal-aid routes
Debris removal and CEI services from Hurricane Wilma, DRC contract, RW Beck
Contact Person: Dave Koppel
DDIR #WI90-008
Monroe County - various locations on Federal-aid routes
Roadway storm sewer de silting, debris removal from Hurricane Wilma, contract
Contact Person: Dave Koppel
DDIR #WI90-009
Monroe County - various locations on Federal-aid routes
Traffic sign repair and replacement from Hurricane Wilma
Contact Person: Dave Koppel
DDIR #WI90-0 I 0
Monroe County - SR 4A, CR 941
Roadway washouts from Hurricane Wilma, contract
Contact Person: Dave Koppel
Page 5 of5
Emergency Relief Program Agreement between the Florida Department afTransportation and Monroe County
~, I Report Number
DETAILED DAMAGE INSPECTION REPORT \<1\'10" 005
(Title 23, Federal-ald Highways) . Sheel
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lov'*',,;; \h~ IS Inspection Date (>5
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I~, DETAILED DAMAGE INSPECTION REPORT II 1\ . qr. -I
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Form FHWA-1547 (Rev. 4-98)
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DETAILED DAMAGE INSPECTION REPORT
(Title 23, Federal-aid Highways)
U.S, Oepattrnenl
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Yes
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,~.s
Form FHWA-1547 (Rev. 4-98)
No
PE/CE
Right-of-Way
Perm. Repair Totals
Estimated Total
B9/; 000
Date _
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