sumter county board of county commissioners...
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SUMTER COUNTY BOARD OF COUNTY COMMISSIONERS EXECUTIVE SUMMARY
Page 1 of 1
SUBJECT: Florida Department of Transportation (FDOT) Supplemental Agreement for
Design Services on C-462 from CR 475 to US 301 for Safety Improvements (Staff
Recommends Approval).
REQUESTED ACTION: Staff Recommends Approval
Meeting Type: Regular Meeting DATE OF MEETING: 5/23/2017
CONTRACT: N/A Vendor/Entity: FDOT
Effective Date: 1/10/17 Termination Date: 2/28/18
Managing Division / Dept: Engineering / Public Works
BUDGET IMPACT: -$15,137
FUNDING SOURCE: Secondary Trust Fund
Type: Capital EXPENDITURE ACCOUNT: 106-340-541-6309
HISTORY/FACTS/ISSUES:
On January 10, 2017, the Board of County Commissioners approved a Local Agency Program (LAP)
Agreement with The Florida Department of Transportation (FDOT). The Grant Award was in the
amount of $169,198. FDOT and the County acknowledge and agree that the schedule of funding for
design that includes the authorized and encumbered Federal funds for this project shall be reduced to an
amount equal to the Agency’s design contract award of $151,365.
In addition to the Agency’s eligible contract award, the amount of $15,137 in Federal Aid authorized
funds on the design phase remains encumbered for potential participation in reimbursement of eligible
additional costs directly associated with design contract modifications.
Staff recommends approval of this supplemental agreement.
Prepared by: Christine Benitez Grammarly Check
5/22/2017 Sumterclerk.com Mail FW: Supplemental Agreement #1, Sumter County, 43760413801, CR 462
https://mail.google.com/mail/?ui=2&ik=3dbbc5f01f&view=pt&search=inbox&th=15c2140d73d8b859&siml=15c2140d73d8b859 1/2
Caroline Alrestimawi <[email protected]>
FW: Supplemental Agreement #1, Sumter County, 43760413801, CR 462 1 message
Benitez, Christine <[email protected]> Fri, May 19, 2017 at 11:08 AMTo: "AlRestimawi, Caroline" <[email protected]>
Good Morning Caroline,
Here are the instructions from FDOT for the Supplemental Agreement. I will check with Mark about the LAP Contractfrom 3/28/17. Also I am still working on getting the contact information for CenturyLink from the IT Division.
Christine
From: Godwin, Allison [mailto:[email protected]]Sent: Tuesday, May 16, 2017 2:11 PM To: Van Hala, Mark <[email protected]>; Benitez, Christine <[email protected]> Cc: Baier, Richard <[email protected]>; Alcius, Wendy <[email protected]>; D5LAPAdmin <D5[email protected]> Subject: Supplemental Agreement #1, Sumter County, 43760413801, CR 462
Good Afternoon,
Attached is Supplemental Agreement #1 for the abovereferenced project for the County's adoption and execution.Please print the Supplemental Agreement (6 pages total); the Department will retain one fully executed SupplementalAgreement.The purpose of the Supplemental Agreement is to decrease the amount of federal funding for the design phase to equalthe sum of the contract award amount plus a 10% retainage and revise the project description to depict the correctproject limits.If the County would like a fully executed Supplemental Agreement returned, please print and execute the number oforiginals you would like.After the County executes the Supplemental Agreement, please return the Agreement to me. Also, send one originallysigned or certified copy of the Resolution (sample attached) adopting the Supplemental Agreement.Kindly confirm which Board Meeting the Supplemental Agreement is going to be added as an agenda item.
Please let me know if you have any questions.
Thank you!
Allison GodwinProgram CoordinatorDistrict 5 Local Government AgreementsFlorida Department of Transportation 719 South Woodland Blvd, MS 4520 DeLand, FL 32720Tel: 3869435458 MondayFriday 7:00am3:[email protected]<mailto:[email protected]>
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STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION
LOCAL AGENCY PROGRAM SUPPLEMENTAL AGREEMENT
525-010-32 PROGRAM MANAGEMENT
03/17 Page 1 of 4
SUPPLEMENTAL NO. 1
FEDERAL ID NO. (FAIN) D517 021 B
CONTRACT NO. G0K16
FEDERAL AWARD DATE 2-17-2017
FPN 437604-1-38-01
LOCAL AGENCY DUNS NO. 06-967-3853
The Florida Department of Transportation and Sumter County desires to supplement
the original Agreement entered into and executed on February 28, 2017 as identified above. All
provisions in the original Agreement and supplements, if any, remain in effect except as expressly modified by this
supplement.
The changes to the Agreement and supplements, if any, are described as follows:
PROJECT DESCRIPTION
Name Design Services on CR 462 for Safety Improvements Length ~0.359 miles
Termini 1,200 feet East of NE 15th Drive to 500 feet North of CR 228
Description of Work: This project consists of the design of safety improvements along CR 462 from 1,200 feet east of NE 15th Drive to 500 ft. North of CR 228 in Sumter County, Florida, for a distance of 0.35 miles (1,842 feet). The existing roadway is a two lane rural section (approximately 20.5 feet wide) and includes a horizontal curve. For the length of the safety project (1,842 feet), the project includes mill/resurface, correct super elevation cross slope and install centerline and edge line rumble stripes on CR 462. At the horizontal curve (1,385 feet) on CR 462, the project includes widening the roadway to 24 feet, install 8 foot shoulders (5 foot paved and 3 foot stabilized sod) on each side of CR 462 and install a paved shoulder on the north side of CR 223 where CR 223 intersects CR 462. Drainage improvements along CR 462 include clearing & grubbing ditches and ditch modifications to accommodate the roadway widening and shoulder construction. The project also includes removal/relocation of existing traffic signs, relocate one mailbox and installation of advanced warning signs, 20 chevron alignment signs, and pavement markings. Utility coordination will be required. All pedestrian facilities shall adhere to current ADA standards. Permitting is not anticipated. Right-of-way acquisition is not required.
If and when real property rights are to be acquired for a transportation facility, a scaled drawing must be prepared to clearly show the right-of-way to be acquired. It must show sufficient technical data, including land ties, to permit the preparation of legal descriptions for use in acquisition documents, and serve as an aid in appraisal and acquisition.
Reason for Supplement and supporting engineering and/or cost analysis:
1. Pursuant to Paragraph 4.0 Project Cost: of the Local Agency Program Agreement, the Agency and the Department acknowledge and agree that the Schedule of Funding for design that includes the authorized and encumbered Federal funding for the project shall be reduced to an amount equal to the Agency’s design contract award amount of $151,365.00.
In addition to the Agency’s eligible contract award amount, the amount of $15,137.00 in Federal Aid authorized funds on the design phase remains encumbered for potential participation in reimbursement of eligible additional costs directly associated with design contract modifications. The Department and FHWA solely reserve the right to determine the extent of Federal Aid participation of all additional costs submitted by the Agency for reimbursement. The Agency acknowledges: (1) Full responsibility for payment of all additional costs directly associated with design contract modifications in advance;
STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION
LOCAL AGENCY PROGRAM SUPPLEMENTAL AGREEMENT
525-010-32 PROGRAM MANAGEMENT
03/17 Page 2 of 4
and, (2) that the Department and FHWA are under no obligation to participate in said additional costs if they determine that said costs are not associated with eligible design contract modifications. The Agency further agrees that the total funding, as may be supplemented in accordance with the terms and limitations of this paragraph, will constitute the maximum limiting amount eligible for reimbursement and no additional funding will be available for this project.
All change orders added to the Agency’s contract will require review and approval by the Department. If an Agency authorizes or performs a change of work prior to receiving concurrence from the District LAP Administrator (or delegate) the change will not be eligible for reimbursement.
An amount of $2,696.00 in federal funds is being unencumbered from the design phase of the project, and a total of $166,502.00 in authorized and encumbered federal funding and local funding remains on the design phase. Said revisions are reflected in the Adjusted Schedule of Funding, attached hereto and incorporated herein, as Exhibit B.
2. Revise the project description in Section 2, ‘Purpose of Agreement’ located on Page 1 to “Design Services on CR 462 for Safety Improvements from 1,200 feet East of NE 15th Drive to 500 feet North of CR 228”. The original agreement incorrectly states project limits from CR 475 to US 301. The revised termini has been accurately reflected in the above section of this Supplemental Agreement, as well.
3. The amount of federal funding noted within Exhibit “1”, Federal Financial Assistance Act (Single Audit Act), attached to this Amendment, has been updated accordingly.
4. Exhibit “F”, Agency Resolution, attached to this Amendment, is hereby incorporated.
STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION
LOCAL AGENCY PROGRAM SUPPLEMENTAL AGREEMENT
525-010-32 PROGRAM MANAGEMENT
03/17 Page 3 of 4
ADJUSTED EXHIBIT B SCHEDULE OF FUNDING
FPN 437604-1-38-01
TYPE OF WORK By Fiscal Year
FUNDING
(1) PREVIOUS TOTAL PROJECT FUNDS
(2) ADDITIONAL
PROJECT FUNDS
(3) CURRENT TOTAL PROJECT FUNDS
(4) TOTAL AGENCY
FUNDS
(5) TOTAL STATE &
FEDERAL FUNDS
PlanningFY: FY: FY: FY: FY: FY:
Total Planning Cost $0.00 $0.00 $0.00 $0.00 $0.00 Project Development & Environment (PD&E)
FY: FY: FY: FY: FY: FY:
Total PD&E Cost $0.00 $0.00 $0.00 $0.00 $0.00
DesignFY: 2016-2017 FY: FY: FY: FY: FY:
Total Design Cost
$169,198.00
$169,198.00
($2,696.00)
($2,696.00)
$166,502.00
$166,502.00 $0.00
$166,502.00
$166,502.00
Right-of-WayFY: FY: FY: FY: FY: FY:
Total Right-of-Way Cost $0.00 $0.00 $0.00 $0.00 $0.00
ConstructionFY: FY: FY: FY: FY: FY:
Total Construction Cost $0.00 $0.00 $0.00 $0.00 $0.00
Construction Engineering and Inspection (CEI)
FY: FY: FY: FY: FY: FY:
Total CEI Cost $0.00 $0.00 $0.00 $0.00 $0.00
Total Construction & CEI Costs $0.00 $0.00 $0.00 $0.00 $0.00
TOTAL COST OF THE PROJECT
$169,198.00 ($2,696.00) $166,502.00 $0.00 $166,502.00
STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION
LOCAL AGENCY PROGRAM AGREEMENT
EXHIBIT 1
FEDERAL FINANCIAL ASSISTANCE (SINGLE AUDIT ACT)
525-010-40 PROGRAM MANAGEMENT
1/15 Page 1 of 1
FEDERAL RESOURCES AWARDED PURSUANT TO THIS AGREEMENT ARE AS FOLLOWS:
CFDA No.: 20.205 CFDA Title: Highway Planning and Construction
Federal-Aid Highway Program, Federal Lands Highway Program CFDA Program Site: https://www.cfda.gov/
Award Amount: $166,502.00Awarding Agency: Florida Department of Transportation Award is for R&D: No
Indirect Cost Rate: N/A
FEDERAL RESOURCES AWARDED TO THE RECIPIENT PURSUANT TO THIS AGREEMENT CONSIST OF THE FOLLOWING:
2 CFR Part 200 – Uniform Administrative Requirements, Cost Principles & Audit Requirements for Federal Awards http://www.ecfr.gov/
OMB Circular A-133, Audits of States, Local Governments and Non-Profit Organizations http://www.whitehouse.gov/sites/default/files/omb/assets/a133/a133_revised_2007.pdf
OMB Circular A-133 Compliance Supplement 2014 http://www.whitehouse.gov/omb/circulars/a133_compliance_supplement_2014
FEDERAL RESOURCES AWARDED PURSUANT TO THIS AGREEMENT MAY ALSO BE SUBJECT TO THE FOLLOWING:
OMB Circular A-87 (Revised), Cost Principles for State, Local and Indian Tribal Governments http://www.whitehouse.gov/omb/circulars_a087_2004/
OMB Circular A-102, Grants and Cooperative Agreements with State and Local Governments http://www.whitehouse.gov/omb/circulars_a102/
Title 23 – Highways, United States Code http://uscode.house.gov/browse/prelim@title23&edition=prelim
Title 49 – Transportation, United States Code http://uscode.house.gov/browse/prelim@title49&edition=prelim
Map-21 – Moving Ahead for Progress in the 21st Century, Public Law 112-141 http://www.gpo.gov/fdsys/pkg/PLAW-112publ141/pdf/PLAW-112publ141.pdf
Federal Highway Administration – Florida Division http://www.fhwa.dot.gov/fldiv/
Federal Funding Accountability and Transparency Act (FFATA) Sub-award Reporting System (FSRS) https://www.fsrs.gov/
STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION
LOCAL AGENCY PROGRAM AGREEMENT
EXHIBIT “F”
AGENCY RESOLUTION
525-010-40F PROGRAM MANAGEMENT
OGC - 08/15 Page 1 of 1
The agency Resolution authorizing entry into this Agreement is attached and incorporated into this
Agreement.