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Home My WebLink AboutItem #07 Resolution Approving State Highway Lighting, Maintenance, and Compensation AgreementI mk� k %/� 0(`O(>( florida AGENDA ITEM COVER SHEET Meeting Date: June 18, 2013 Item # Reviewed By: Contact Name: Stephen C. Krug Department Director: Contact Number: 6002 City Manager: Subject: State Highway Lighting, Maintenance and Compensation Agreement and Resolution. Background Summary: This agreement provides for funding from FDOT to the City to help defray the costs of street light operation and maintenance on several State highways within Ocoee's corporate limits. The work order under this Agreement will provide Ocoee with an annual payment of $33,160.00 for the 2013 -2014 fiscal year. This figure reflects a 17% increase per unit cost from the previous year. Public Works recommends approving the new work order under the State Highway Lighting, Maintenance and Compensation Agreement with the FDOT. Issue: Request the City Commission to approve the new work order for the State Highway Lighting, Maintenance and Compensation Agreement with the FDOT. Recommendations Recommend the City Commission approve the new work order for the State Highway Lighting, Maintenance and Compensation Agreement, AM -626, with the FDOT, and authorize the Mayor and City Clerk to execute the Agreement and Resolution. Attachments: Original State Highway Lighting, Maintenance and Compensation Agreement, AM -626 and Resolution. State Highway Lighting, Maintenance and Compensation Agreement Certification Financial Impact: The $33,160.00 represents a 17% increase over the current FDOT lighting supplement. Type of Item (please mark with an "x') Public Hearing For Clerk's Dept Use: Ordinance First Reading Consent Agenda Ordinance Second Reading Public Hearing Resolution Regular Agenda x Commission Approval Discussion & Direction Original Document/Contract Attached for Execution by City Clerk Original Document/Contract Held by Department for Execution Reviewed by City Attorney 0 q N/A Reviewed by Finance Dept. N/A Reviewed by ( ) N/A Florida Department of Transportation Rich SCOTT 420 West Landstreet Road ANANTH PRASAD, P.E. GOVERNOR Orlando, Florida 32824 SECRETARY May 13, 2013 The Honorable Scott Vandergrift City of Ocoee 150 North Lakeshore Drive Ocoee, Florida 34761 Subject: State Highway Lighting, Maintenance and Compensation Agreement Work Order: Fiscal Year 2014 Contract No.: AM -626 Financial Project No.: 413615- 6 -78 -03 FEID No.: VF- 596019764 -002 Resolution No: 2010.07 Dear Mayor Vandergrift: You are hereby authorized to perform maintenance of the State Highway Lighting Systems within your jurisdiction in accordance with the terms and conditions of the State Highway Lighting, Maintenance and Compensation Agreement. The total compensation for Fiscal Year 2014 paid under this Work Order is $33,160.00 The amount is calculated based on 90% of inventory at a cost of $244.00 per unit. The compensation period for this work order will begin July 1, 2013, and end June 30, 2014. Please execute and /or return the following documents directly to this office in the enclosed self - addressed envelope. In order to guarantee availability of funds these documents must be returned to this office no later than June 7 2013. • Sign and return this original work order confirming receipt and the City's agreement with the compensation terms listed above. Sign, have notarized and return the enclosed State Highway Lighting, Maintenance and Compensation Agreement Certification. • If the Resolution document referenced above is no longer current, return a copy of the current Resolution. wwwAot.sI, atC.t ".us State Highway Lighting, Maintenance and Compensation Agreement Work Order (FY 2014) Contract No.: AM -626 Page Two of Two If you wish to receive payment for the Fiscal Year 2012/2013 Work Order, please submit an invoice to this office any time after May 19, 2013. The State Highway Lighting, Maintenance and Compensation Agreement, Paragraph 2.c. states: "Invoices may be submitted any time after May 19" of the fiscal year in which the services were provided, but no later than 180 days after the end of the fiscal year. Payment shall be made in one lump sum as provided in paragraph 4 hereof." Invoices for Fiscal Year 2012/2013 must be received no later than December 26 2013. A sample invoice is attached for your information. Please verify that all information contained on the sample invoice is included on your invoice. If you have any questions, please contact Renee' Hutchison at 407 - 858 -5900. Attachments: State Highway Lighting, Maintenance and Compensation Agreement Certification Sample Invoice FLORIDA DEPARTMENT OF T NSPORTATION 1 rTj & A,�-, ne o n P. E. Acting Mainte ance Engineer Concurrence By: Typed Name: Title: Phone: Date: / 1 vvww.d nt.state.ffl.us STATE HIGHWAY LIGHTING, MAINTENANCE AND COMPENSATION AGREEMENT CERTIFICATION (Name) (Title) hereby certify that the State Highway Lighting (Local Maintaining Agency) Facilities for Financial Project ID: In County (Counties) , Contract No.: were performed to keep all Facilities fully operating, properly functioning, with a minimum of 90% of the lights burning for any lighting type (ex. high mast, standard, underdeck, sign) on the roadway system at all times for their normal expected useful life in accordance with the original design thereof, whether necessitated by normal wear and tear, accidental or intention damage, or acts of nature. All maintenance was performed in accordance with Agreement terms and according to the Manual of Uniform Traffic Control Devices; all other applicable local, state or federal laws, rules, resolutions or ordinances and FDOT procedures. State of Florida County of (SIGNATURE) Sworn to and subscribed to before me this day of Notary Public, State of 20 (DATE) at large. My Cominission expires INVOICE Customer Name Address City, State, Zip [ode Phone Date of Invoice: Invoice Number: County: F1D.#: To: Florida Department ofTransportation Attention: Renee' Hutchison 43O West LandsLreetRoad Orlando, Florida 32824 Contract No.: Dates of Service: QUANTITY DESCRIPTION TOTAL LUMP SUM $0.00 SUBTOTAL TOTAL DUE NOTE: State Highway Lighting, Maintenance and Compensation Agreement Certification Must Accompany Your Invoice. Florida Department of Transportation RICK SCOTT 605 Suwannee Street ANANTH PRASAD, P.E. GOVERNOR Tallahassee, FL 32399 -0450 SECRETARY May 1, 2013 RECEIVED Department of Financial Services Mark Merry, Bureau Chief Bureau of Auditing Room 434, The Fletcher Building Tallahassee, FL 32399 -0350 Dear Mr. Merry: MAY 02 2013 BUREAU OF AUDITWO The Department of Transportation requests advance payment approval for costs associated with the Traffic Signal and Highway Lighting Maintenance and Compensation Program for the fiscal year ending June 30, 2013, The Department has executed agreements with local agencies (maintaining agencies) for the maintenance and continuous operation of traffic signals and/or highway lighting on the state highway system within their jurisdictions. The agreements provide efficiencies in reduced duplication of field workforces and promote quicker response times to traffic signal/lighting malfunctions and repairs. Additionally, these are perpetual agreements and the maintaining agencies will continue maintenance of the devices year after year. The Department would like to continue paying the agreements in the same budget year as the expense. The services are performed throughout the fiscal year and are paid near the end of the same fiscal year whereby the services are substantianty complete. Your review and approval are appreciated. If you need additional information, please call me at 414 -4781, email iim.lane dot.state.fl.us or Kelly Lutz at 414 -4819, email kelly.lutz(- dot.state.fi.us ADVANCE PAYMENT APPROVED DEPARTMENT OF FINANCIAL SERVICES DMStON OFF ACCOUNTING AND AUDITING Sinc Jim Lane Deputy Comptroller Disbursement Operations Office DATE. - 050 11 S www.dot.state.f1.u'S -f ") �`�' RESOLUTION NO. 2013-008 A RESOLUTION OF THE CITY OF OCOEE, FLORIDA, AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE A STATE HIGHWAY LIGHTING, MAINTENANCE AND COMPENSATION AGREEMENT BETWEEN THE CITY AND THE FLORIDA DEPARTMENT OF TRANSPORTATION FOR THE MAINTENANCE OF STREET LIGHTING ON STATE ROAD RIGHT - OF -WAYS BY THE CITY; PROVIDING AN EFFECTIVE DATE. BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF OCOEE, FLORIDA, AS FOLLOWS: SECTION 1. The City Commission of the City of Ocoee has the authority to adopt this Resolution pursuant to Article VIII of the Constitution of the State of Florida and Chapter 166, Florida statutes. SECTION 2. The Mayor and City Clerk are hereby authorized and directed to execute that "State Highway Lighting, Maintenance and Compensation Agreement, Contract No.: AM- 626, for Fiscal Year 2013/2014" between the City and the Florida Department of Transportation, a copy of which is attached hereto and incorporated by reference. SECTION 3. Severability If any section, subsection, sentence, clause, phrase or portion of the Resolution is for any reason held invalid or unconstitutional by any court of competent jurisdiction, such portion shall be deemed a separate, distinct and independent provision and such holding shall not effect the validity of the remaining portion hereto. SECTION 4. Effective Date This Resolution shall become effective immediately upon passage and adoption. PASSED AND ADOPTED this ATTEST: Beth Eikenberry, City Clerk (SEAL) FOR USE AND RELIANCE ONLY BY THE CITY OF OCOEE, FLORIDA APPROVED AS TO FORM AND LEGALITY THIS DAY OF , 2013. Shuffield, Lowman & Wilson day of , 2013. APPROVED: CITY OF OCOEE, FLORIDA S. Scott Vandergrift, Mayor APPROVED BY THE CITY OF OCOEE COMMISSION AT A MEETING HELD ON , 2013, UNDER AGENDA ITEM NO. By: City Attorney