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HomeMy WebLinkAbout2012 09 10 Consent 202 Resolution 2012-26 Florida Department of Transporation MOA RenewalCOMMISSION AGENDA ITEM 202 September 10, 2012 Regular Meeting REQUEST: Informational Consent X Public Hearings Regular KL City Manager RS Department Community Development Department, Urban Beautification Division, is requesting approval of Resolution 2012 -26, authorizing the City Manager to execute a contract renewal for an existing Highway Maintenance Memorandum of Agreement (APS70) with the Florida Department of Transportation for the maintenance of State Road 434. SYNOPSIS: This resolution enables the City Manager to execute a renewal agreement with the Florida Department of Transportation (FDOT) for reimbursements to the City totaling $186,000, over a three year period, from March 16, 2013 to March 15, 2016. The reimbursements cover certain maintenance activities performed by the City in the State Road 434 FDOT Rights -of -Way from Talmo Street to SR417. The Maintenance Memorandum of Agreement (MMOA) with FDOT was initiated in 1998 when the City began upgrading the appearance of the SR434 Corridor. CONSIDERATIONS: Resolution 2012 -26 is required as a condition for renewal of MMOA (APS70) and for the beautification upgrades that have been installed along SR 434 to remain. The City Commission approved the first MMOA with FDOT on February 9, 1998, for the maintenance of SR 434 from Talmo Street to Tuskawilla Road, with two optional renewal periods of one year each. Subsequent three year agreements were approved on January 8, 2001, February 9, 2004 and January 22, 2007. The original annual reimbursement amount in 1998 was $17,500, the reimbursement from March 2009 to March 2010 was $55,362.50 and the reimbursement from March 2010 to March 2013 was $62,000 per year, a total of $186,000 over three years. The reimbursement for this renewal period Consent 202 PAGE 1 OF 3 - September 10, 2012 will not change. The proposed MMOA has no changes in the work task over the previous contract period and the breakdown of tasks is attached in the MMOA (APS70) dated February 15, 2010. This agreement is required by FDOT for all areas where landscaping has been installed by the City. The current maintenance costs to the City for this scope of work is currently $105,000 per year, however, Staff is proposing a significant cost reduction of $21,913 annually starting in FY '12/13 through our bidding process for the SR 434 Landscape Maintenance Contract (CC Agenda Item C -200 9/10/12). The cost delta above the MMOA reimbursement of $62,000 annually is due to the increased mowing frequencies, irrigation maintenance, fertilization, pest control, mulching and higher levels of service, as compared to FDOT standards. FISCAL IMPACT: As a result of this agenda item and approval of Resolution 2012 -26, FDOT will continue to reimburse $186,000 to the City of Winter Springs for MMOA (APS70) over a three year period. The funds will be credited to the General Fund and used to offset expenditures in Urban Beautification Line Code (1525 - 54682) related to maintenance of the SR 434 Roadway. COMMUNICATION EFFORTS: This Agenda Item has been electronically forwarded to the Mayor and City Commission, City Manager, City Attorney /Staff, and is available on the City's Website, LaserFiche, and the City's Server. Additionally, portions of this Agenda Item are typed verbatim on the respective Meeting Agenda which has also been electronically forwarded to the individuals noted above, and which is also available on the City's Website, LaserFiche, and the City's Server; has been sent to applicable City Staff, Media /Press Representatives who have requested Agendas /Agenda Item information, Homeowner's Associations /Representatives on file with the City, and all individuals who have requested such information. This information has also been posted outside City Hall, posted inside City Hall with additional copies available for the General Public, and posted at five (5) different locations around the City. Furthermore, this information is also available to any individual requestors. City Staff is always willing to discuss this Agenda Item or any Agenda Item with any interested individuals. RECOMMENDATION: Staff is recommending that approval of Resolution 2012 -26 be granted authorizing the City Manager to enter into a renewal agreement with the Florida Department of Transportation for Highway Memorandum of Agreement (APS70) for the maintenance of State Road 434, for a three year period, beginning in March 2013, and that authorization be given the City Manager and the City Attorney to prepare and execute any and all applicable documents required to renew the agreement. Consent 202 PAGE 2 OF 3 - September 10, 2012 ATTACHMENTS: A) Resolution 2012 -26 - Agreement Renewal Authorization B) Florida Department of Transportation Highway Maintenance Memorandum of Agreement - Renewal Form C) Florida Department of Transportation - E- Verify Form Consent 202 PAGE 3 OF 3 - September 10, 2012 Attachment 'A' - Resolution CITY OF WINTER SPRINGS, FLORIDA RESOLUTION NO. 2012 -26 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF WINTER SPRINGS, FLORIDA, AUTHORIZING THE CITY MANAGER TO ENTER INTO A HIGHWAY MAINTENANCE MEMORANDUM OF AGREEMENT WITH THE FLORIDA DEPARTMENT OF TRANSPORTATION; PROVIDING AN EFFECTIVE DATE. WHEREAS, many roadside areas and median strips abutting Department of Trans- portation rights -of -way areas must be maintained and attractively landscaped; and WHEREAS, the Mayor and City Commission desire that the City of Winter Springs beautify and maintain various rights -of -way areas within the City of Winter Springs by lands- caping to a higher standard than provided by FDOT; and WHEREAS, the Mayor and City Commission of the City of Winter Springs wish to authorize the City Manager to enter into a Highway Maintenance Memorandum of Agreement between the City of Winter Springs and the Florida Department of Transportation. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF WINTER SPRINGS, FLORIDA, AS FOLLOWS: SECTION I - The City Commission of the City of Winter Springs hereby authorizes the City Manager to enter into a Highway Maintenance Memorandum of Agreement between the City of Winter Springs and the State of Florida Department of Transportation, in a form acceptable to the City Commission, and mutually agreed upon renewals or extensions, a copy of which is attached hereto and incorporated by reference. SECTION II - The City Clerk of the City of Winter Springs is hereby directed to send copies of this Resolution to the Department of Transportation and all other persons as directed by the Mayor and City Commission. City of Winter Springs Resolution No. 2012 -26 Page 1 of 2 SECTION III - This Resolution shall take effect immediately upon its passage and approval. RESOLVED BY the City Commission of the City of Winter Springs, Florida, in a regular meeting assembled this 10th day of September 2012. CITY OF WINTER SPRINGS, FLORIDA B CHARLES LACEY, MAYOR (SEAL) ATTEST: 0 ANDREA LORENZO- LUACES, City Clerk Approved as to legal form and suf�eieney for The City of Winter Springs only: B ANTHONY A. GARGANESE, City Attorney City of Winter Springs Resolution No. 2012 -26 Page 2 of 2 Attachment 'B' - Renewal Agreement STATE OF FLORIDA DEPARTMENT T OF TRANSPORTATION 375«020 -23 CONTRACT RENEWAL CONTRACTS ADMINISTRATION OGC -04 Contract No.: APS70 Financial Project Nos.: county (ies): Seminole This Agreement made and entered into this day of I , by and between the State of (This date to ve enterea ay uy t an in Florida Department of Transportation, hereinafter called "Department ", and city of Winter Springs hereinafter called "contractor ". WITN ES S ETH ; WHEREAS, the Department and the contractor heretofore on this 5 day of February (This date t© be entered by DoT only) entered into an Agreement whereby the Department retained the contractor to perform roadwa maintenance on SR 434 in the city limits of Winter Springs. ............ ........................ ............................... ........... ............................... and WHEREAS, said Agreement has a renewal option which provides for a renewal if mutually agreed to by both parties and subject to the same terms and conditions of the original Agreement; NOW, THEREFORE, this Agreement witnesseth that for and in consideration of the mutual benefits to flow each to the other, the parties agree to a renewal of said original Agreement for a period beginning the 16 day of March 12013 and ending the 15 day of Larch 2016 at a cost of 1 86.000.00 All terms and conditions of said original Agreement shall remain in force and effect for this renewal. IN WITNESS WHEREOF, the parties have executed this .Agreement by their duly authorized officers on the day, month, and year set forth above. City of Winter Springs STATE OF FLORIDA ................. Name of contractor DEPARTMENT OF TRANSPORTATION BY: Contractor Name and Title District Secretary or Designee (Signature) BY: Title: Authorized Signature (SEAL) Legal: Name of Surety city State Fiscal: Approval as to Availability of Funds By: Florida Licensed Insurance Agent or Gate ,Attorney -In -Fact (Signature) Renewal: (1st, 2nd, etc.) 1ST 244880 -1 - 78 01 cou ntersigned: Florida Licensed Insurance Agent Date Attachment 'C' E- Verify Form STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION 375 - 040 -68 E-VERIFY 06/ PROCUREMENT 1 Contract No: Financial Project No(s): Project Description: Vendor /Consultant acknowledges and agrees to the following: Vendor /Consultant : 1. shall 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 /Consultant during the term of the contract; and 2. shall expressly require any subcontractors performing work 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. Company /Firm: Authorized Signature: Title: Date: