Item #05 Approval of State Highway Lighting, Maintenance and Compensation Agreement and Resolution with FDOT000E-?(>
florida
AGENDA ITEM COVER SHEET
Meeting Date: June 17, 2014
Item # 5
Reviewed By.
Contact Name: Stephen C. Krug Department Director:
Contact Number: 6002 City Manager:
Subject: State Highway Lighting, Maintenance and Compensation Agreen4b7nfirid 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 $34,155.00 for the 2014 -2015 fiscal
year. This figure reflects a 3% 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 Resolution.
State Highway Lighting, Maintenance and Compensation Agreement Certification
Financial Impact:
The $34,155.00 represents a 3% increase over the current FDOT lighting supplement.
Type of Item: (please mark with an `k')
Public Hearing
Ordinance First Reading
Ordinance Second Reading
Resolution
x Commission Approval
Discussion & Direction
For Clerk's Dept Use:
Consent Agenda
Public Hearing
Regular Agenda
Original Document/Contract Attached for Execution by City Clerk
Original Document/Contract Held by Department for Execution
Reviewed by City Attorney N/A
Reviewed by Finance Dept. N/A
Reviewed by ( ) N/A
F D 07T
Florida Department of Transportation
RICK SCOTT 420 West Landstreet Road ANANTH PRASAD, P.E.
GOVERNOR Orlando, Florida 32824 SECRETARY
April 28, 2014
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 2014/2015
Contract No.: AM626
Financial Project No.: 413615- 6 -78 -03
FEID No.: VF- 596019764 -002
Resolution No: 2013 -008
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 2014/2015 paid under this Work Order is $34,155.00 This
amount is calculated based on 90% of inventory at a cost of $251.32 per unit. The compensation period
for this work order will begin July 1, 2014, and end June 30, 2015.
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.
www.dot.state.fl.us
State Highway Lighting, Maintenance and Compensation Agreement Work Order (FY 2014/2015)
Contract No.: AM626
Page Two of Two
If you wish to receive payment for the Fiscal Year 2013/2014 Work Order, please submit an invoice
to this office any time after May 19, 2014. The State Highway Lighting, Maintenance and
Compensation Agreement, Paragraph 2.c. states: "Invoices may be submitted any time after May 19th 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 2013/2014 must be received no later than December 26 2014
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
FLORID DE�TMENT OF
TRANSPRTI MAINTAINING AGENCY
Concurrence By:
Charles Ad!H r.I P. E.
Operations Typed Na me:
Title:
Phone:
Date: /
STATE HIGHWAY LIGHTING, MAINTENANCE AND
COMPENSATION AGREEMENT CERTIFICATION
(Name)
(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.
(SIGNATURE)
State of Florida
County of
Sworn to and subscribed to before me this day of
(Title)
hereby certify that the State Highway Lighting
Notary Public, State of
My Commission expires
(DATE)
, ?0
at large.
INVOICE
Customer Name
Address
City, State, Zip Code
Phone
To: Florida Department of Transportation
Attention: Contract Manager
420 West Landstreet Road
Orlando, Florida 32824
Contract No.:
Dates of Service:
Date of Invoice:
Invoice Number:
County:
F. 1. D. #:
NOTE: State Highway Lighting, Maintenance and Compensation Agreement
Certification Must Accompany Your Invoice.
RESOLUTION NO. 2014-
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 2014/2015" 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 day of
ATTEST:
Beth Eikenberry, City Clerk
2014.
APPROVED:
CITY OF OCOEE, FLORIDA
S. Scott Vandergrift, Mayor
(SEAL)
FOR USE AND RELIANCE ONLY
BY THE CITY OF OCOEE, FLORIDA
APPROVED AS TO FORM AND
LEGALITY THIS DAY OF
, 2014.
APPROVED BY THE CITY OF OCOEE
COMMISSION AT A MEETING
HELD ON , 2014,
UNDER AGENDA ITEM NO.
ShuffieldLowman — Attorneys and Advisors
By:
City Attorney