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HomeMy WebLinkAboutJPA 405122 - 2003 Highway Lighting - Permanent JEB BUSH GOVERNOR Florida Department of Transportation DISTRICT MAINTENANCE 3400 W. Commercial Boulevard,Ft. Lauderdale. FL 33309-342~ (954) 777-4202 / FAX (954) 777-4223 Toll free 1-866-336-8435 JOS~ ABREU SECRETARY June 26,2003 Ms. Jean M. Tarbell Executive Assistant City of Sebastian 1225 Maint Street Sebastian, FL 32958 Work Order for Highway Lighting, Maintenance and Compensation Agreeement #1 Financial Project Number: 405122-1-72-10 Dear Ms. Tarbell: As stated in Page 2 of the executed Highway Lighting, Maintenance and Compensation Agreement between you, the Maintaining Agency, and the Florida Department of Transportation (FDOT), each year, prior to the fiscal year beginning, the FDOT shall issue a work order confirming the amount and authorizing the performance of maintenance for each new fiscal year. This work order hereby authorizes you to begin performing maintenance on those lights on the FDOT highway system for fiscal year 2003-2004. The amount of compensation for your maintenance of highway lighting on the FDOT highway system for fiscal year 2003-2004 is $6,914.00. As stated in the Agreement, invoices for this amount may be submitted anytime after May 19, 2004. We acknowledge the annual amount funded is not totally adequate and have attempted to equally distribute funds based on a pro-rata share among the entities in each county we serve. www.dot,state.fl.us If you, the Maintaining Agency, agree with this mount please sign in the space provided and return or fax this work order back to the FDOT by July 3, 2003. Our FDOT fax nu 77-42,,~,,~entlon Cleo Marsh. L stian If you have any questions, do not hesitate to call. Sincerely, Cleo A. Marsh District Maintenance Engineer CAM/bss Financial Services, Dean Morris, file www.dot.stofe,fl,us STATE HIGHWAY LIGHTING, MAINTENANCE, AND COMPENSATION AGREEMENT STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION. hereinafter r~tferred to as the "FDOT", and CITY OF SEBASTIAN , hereinaff~'~ referred to as the "MAINTAINING AGENCY"; WITNESSETH: WHEREAS, the MAINTAINING AGENCY has the authority to enter into this Agreement and to undertake the maintenance and operation of lighting on the State Highway System, and the FDOT is authorized under Sections 334.044, Florida Statutes and 335.055, Florida Statutes to enter into this Agreement; and WHEREAS, the MAINTAINING AGENCY has authorized its undersigned officers to enter into and execute this Agreement, and has designated the officer(s) authorized to receive and respond to the FDOT's work orders; NOW, THEREFORE, in consideration of the premises and the mutual covenants contained herein, tho FDOT and the MAINTAINING AGENCY hereby agree as follows: 1. Maintenance of Facilities The MAINTAINING AGENCY shall maintain all the lighting now or hereafter located on the State Highway System within the jurisdictional boundaries of the .MAINTAINING AGENCY, hereinafter referred to as the "Facilities,' throughout its expected useful life. For the purposes of this Agreement, the term Facilities shall be deemed to include, but not necessarily be limited to, lighting for roadways, as well as park and ride, pedestrian overpasses, and recreational areas owned by or located on the preporty of the FDOT, but shall exclude those systems listed in Exhibit UA" attached hereto and by this reference made a part hereof, and shall exclude lighting located in weigh stations, rest areas, or on Interstate highways. In maintaining the Facilities, the MAINTAINING AGENCY shall perform all activities necessary to keep the Facilities fully operating, properly functioning, with a minimum of 90% of the lights burning for any lighting type (ex. high mast, standard, underdeck, sign) or 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 intentional damage, or acts of nature. Said maintenance shall include, but shall not be limited to, providing electrical power and paying all charges associated therewith, routine inspection and testing, preventative maintenance, emergency maintenance, replacement of any component parts of the Facilities (including the poles and any and all other component parts installed as part of the Facilities), and locating (both vertically and horizontally) the Facilities, as may be necessary. c. All maintenance shall be in accordance with the provisions of the following: (1) Manual of Uniform Traffic Control Devices; and, (2) All other applicable local, state, or federal laws, rules, resolutions, or ordinances, and FDOT procedures. d. For lighting installed as part of an FDOT project, the MAINTAINING AGENCY's obligation to maintain shall commence upon the MAINTAINING AGENCY's receipt of notification from the FDOT that the FDOT has finally accepted the project, except for the obligation to provide for electrical power, which obligation to provide for electrical power shall commence at such time as the lighting system is ready to be energized; provided, however, that the MAINTAINING AGENCY shall not be required to per/orm any activities which are the responsibilities of FDOT'e contractor. e. The continuing obligations under this paragraph 1 beyond the first fiscal year hereof are subject to the voluntary negotiation of the amount to be paid as set forth in subparagraph 2b hereof. STATE OF FLORIDA DEPARTMENT OF TRANSFORTATION STATE HIGHWAY LIGHTING, MAINTENANCE, AND COMPENSATION AGREEMENT 2. Compensation and Payment The FDOT agrees to pay to the MAINTAINING AGENCY a lump sum of $ 1,755.00 for the fiscal year in which this Agreement s signed (fiscal year as referenced in this Agreement shall be FDOT'e fiscal year). For each future fiscal year, the FDOT and the MAINTAINING AGENCY shall agree on the amount to be paid prior to the fiscal year beginning. The FDOT will issue a work order confirming the amount and authorizing the performance of maintenance for each new fiscal year. Inv.oices may be submitted anytime after May 19thof the fiscal year in which the services were provided but no ~ater than 180 days after the end of said fiscal year. Payment shall be made in one ump sum as provided in paragraph 4 hereof. Payment shall be made in accordance with Section 215.422, Flodda Statutes. Bills for fees or other compensation for services or expenses shall be submitted in a format acceptable to the FDOT and in detail sufficient for a proper pre-audit and post-audit thereof. Record Keeping The MAINTAINING AGENCY shall keep records of all activities performed pursuant to this Agreement. The records shall be kept in a format approved by the FDOT. Records shall be maintained and made available upon request to the FDOT at all times during the period of this Agreement and for three (3) years after final payment for the work pursuant to this Agreement is made. Copies of these documents and records shall be furnished to the FDOT upon request. Invoicing Upon receipt, the FDOT has five (5) workin.q days to inspect and approve the goods and services. The FDOT has twenty (20) days to deliver a request for payment (voucher) to the 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. If a payment is not available within forty (40) days, a separate interest penalty at a rate as established pursuant to Section 215.422, Florida Statutes, shall be due and payable, in addition to the invoice amount, to the MAINTAINING AGENCY. Interest penalties of less than one (1) dollar shall not be enfomed unless the MAINTAINING AGENCY requests payment. Invoices returned to a MAINTAINING AGENCY because of MAINTAINING AGENCY preparation errors shall result in a delay in the payment. The invoice payment requirements do not start until a properly completed invoice is provided to the FDOT. A Vendor Ombudsman has been established within the Department of Financial Services. The duties of this individual include acting as an advocate for contractors/vendors who may be experiencing problems in obtaining timely payment(s) from a state agency. The Vendor Ombudsman may be contacted at (850) 410-9724 or by calling the Chief Financial Officer's Hotline, 1-800-848-3792. The State of Florida's performance and obligation to pay under this Agreement is contingent upon an annual appropriation by the Legislature. In the event this Agreement is in excess of $25,000 and has a term for a period of more than one (1) year, the provisions of Section 339.135(6)(a), Florida Statutes, are hereby incorporated: 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 suchfiscal year. Any contract, verbal or written, made in violation of this subsection shall be 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 (1) 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 and which have a term for a period of more than one (1) year. STATE HIGHWAY LIGHTING, MAINTENANCE, AND COMPENSATION AGREEMENT The FDOT will provide a copy of the statement referenced above to the MAINTAINING AGENCY. Default In the event that the MAINTAINING AGENCY breaches any provision of this Agreement, then in addition to any other remedies which are otherwise provided for in this Agreement, the FDOT may exemise one or more of the following options, provided that at no time shall the FDOT be entitled to receive double recovery of damages: a. Pursue a claim for damages suffered by the FDOT or the public. b. Pursue any other remedies legally available. As to any work not performed by the MAINTAINING AGENCY, pedorm such work with its own fomss or through contractors and seek reimbursement for the cost thereof from the MAINTAINING AGENCY If the MAINTAINING AGENCY fails to cure the non-performance within fourteen (14) days after written notice from the FDOT of the non-performance; provided, however, that advance notice and cure shall not be preconditions in the event of an emergency. Indemnification The MAINTAINING AGENCY, to the extent allowed by Section 768.28, Florida Statutes, shall indemnify, defend, save, and hold harmless, the State, the FDOT, and all of their officers, agents, and employees from all suits, actions, claims, demands, and liabilities of any nature whatsoever arising out of, because of, or due to breach of this Agreement by the MAINTAINING AGENCY, its subcontractors, agents, or employees or due to any act or occurrence of omission or commission of the MAINTAINING AGENCY, its subcontractors, agents, or employees. FomeMa~u~ Neither the MAINTAINING AGENCY nor the FDOT shall be liable to the other for any failure to perform under this Agreement to the extent such performance is prevented by an act of God, war, riots, natural catastrophe, or other event beyond the control of the non-performing party and which could not have been avoided or overcome by the exemise of due diligence; provided that the party claiming the excuse from performance has (a) promptly notified the other party of the occurrence and its estimate duration, (b) promptly remedied or mitigated the effect of the occurrence to the extent possible, and (c) resumed performance as soon as possible. Miscellaneous The FDOT shall consider the employment by any contractor of unauthorized aliens a violation of Section 274A(e) of the Immigration and Nationality Act. If the contractor knowingly employs unauthorized aliens, such violation shall be cause for unilateral cancellation of this Agreement. The MAINTAINING AGENCY shall allow public access to all documents, papers, letters, or other material subject to the provisions of Chapter 119, Florida Statutes, and made or received by the MAINTAINING AGENCY in conjunction with this Agreement. Failure by the MAINTAINING AGENCY to grant such public access shall be grounds for immediate unilateral cancellation of this Agreement by the FDOT. This Agreement constitutes the complete and final expression of the parties with respect to the subject matter hereof and supersedes all prior agreements, understandings, or negotiations with respect thereto. do This Agreement shall be governed by the laws of the State of Fioride. Any provision hereof found to be unlawful or unenforceable shall be severable and shall not affect the validity of the remaining provisions hereof. STATE HIGHWAY LIGHTING, MAINTENANCE, AND COMPENSATION AGREEMENT Time is of the essence in the performance of all obligations under this Agreement. All notices required pursuant to the terms hereof may be sent by first class United States Mail, facsimile transmission, hand delivery, or express mail and shall be deemed to have been received by the end of five (5) business days from the proper sending thereof unless proof of prior actual receipt is provided. The MAINTAINING AGENCY shall have a continuing obligation to notify each Distdct of the FDOT of the appropriate persons for notices to be sent pursuant to this Agreement. Unless otherwise notified in writing, notices shall be sent to the following addresses: MAINTAINING AGENCY: CITY MANAGER CITY OF SEBASTIAN 1225 MAIN STREET SEBASTIAN, FL 32958 FDOT: DISTRICT MAINTENANCE ENGINEER 3400 WEST COMMERCIAL BOULEVARD FT. LAUDERDALE~ FL 33309-3421 PUBLIC ENTITY CRIME INFORMATION STATEMENT: A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a bid on a contract to provide any goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section 287.017, Florida Statutes, for CATEGORY TWO for a period of thirty six (36) months from the date of being placed on the convicted vendor list. An entity or affiliate who has been placed on the discriminatory vendor list may not submit a bid on a contract to provide any goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity. i. Nothing herein shall be construed as a waiver of either parb/s sovereign immunity. STATE HIGHWAY LIGHTING, MAINTENANCE, AND COMPENSATION AGREEMENT Certification This document is a printout of an FDOT form maintained in an electronic format and all revisions thereto by the Maintaining Agency in the form of additions, deletions or substitutions are reflected only in an Appendix "Changes To Form Document" and no change is made in the text of the document itself. Hand notations on affected portions of this document may refer to changes reflected in the above-named Appendix but are for reference purposes only and do not change the terms of the document. By signing this document, the Maintaining Agency hereby represents that no change has been made to the text of this document except through the terms of the Appendix entitled "Changes To Form Document.' You MUST signify by selecting or checking which of the following applies: No changes have been made to this Forms Document and no Appendix entitled "Changes To Form Document" is attached. O No changes have been made to this Form Document, but changes are included on the attached Appendix entitled "Changes to Forms Document." IN WITNESS WHEREOF, the parties hereto have executed this Agreement effective the day and year first written. MAINTAINING A~~~_ (Typed Name: '~'z-ence R, ~ DATE: (Typed Title: STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION BY: (Signature) (Typed Name: ('Typed Title: ~(~,,~TRiCT SE~r~,-TARY DATE: FDOT Legal Review (Typed Name: