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Backup Documents 10/27/2015 Item #16A12 412"1- ORIGINAL ORIGINAL DOCUMENTS CHECKLIST & ROUTING SLIP .Fig+ TO ACCOMPANY ALL ORIGINAL DOCUMENTS SENT TO' (O(,a THE BOARD OF COUNTY COMMISSIONERS OFFICk FOR SIGNATURE `�� Print on pink paper. Attach to original document. The completed routing slip and original documents are to be forwarded to the County Attorney Office at the time the item is placed on the agenda. All completed routing slips and original documents must be received in the County Attorney icepo la r than Monday preceding the Board meeting. a�P **NEW** ROUTING SLIP 12 Complete routing lines#1 through#2 as appropriate for additional signatures,dates,and/or information needed. If the document is already complete with the exception of the Chairman's signature,draw a line through routing lines#1 through#2,complete the checklist,and forward to the County Attorney Office. Route to Addressee(s) (List in routing order) Office Initials Date 1. 2. 3. County Attorney Office County Attorney Office SRT 10/27/15 4. BCC Office Board of County \ b•1 Commissioners s(CS/ t o`2'i`tS 5. Minutes and Records Clerk of Court's Office Wia8/41— , PRIMARY CONTACT INFORMATION Normally the primary contact is the person who created/prepared the Executive Summary. Primary contact information is needed in the event one of the addressees above,may need to contact staff for additional or missing information. Name of Primary Staff Pamela Lulich, oad Maintenance Division, 252-6291 Contact/ Department GMD Agenda Date Item was 10/27/15 Agenda Item Number 16-A-12 Approved by the BCC Type of Document Resolution&Memorandum of Agreement Number of Original One of-each--PscSC) Attached with FDOT Documents Attached 7o0_ �-esk+�CyCC PO number or account n/a ap(c-- a.I number if docuthent is to be recorded INSTRUCTIONS & CHECKLIST Initial the Yes column or mark"N/A"in the Not Applicable column,whichever is Yes' , N/A(Not appropriate. (Initial) Applicable) 1. Does the document require the chairman's original signature SRT 2. Does the document need to be sent to another agency for additional signatures? If yes, SRT provide the Contact Information(Name;Agency;Address;Phone)on an attached sheet. 3. Original document has been signed/initialed for legal sufficiency. (All documents to be SRT signed by the Chairman,with the exception of most letters,must be reviewed and signed by the Office of the County Attorney. 4. All handwritten strike-through and revisions have been initialed by the County Attorney's SRT Office and all other parties except the BCC Chairman and the Clerk to the Board 5. The Chairman's signature line date has been entered as the date of BCC approval of the .SRT document or the final negotiated contract date whichever is applicable. 6. "Sign here"tabs are placed on the appropriate pages indicating where the Chairman's SRT signature and initials are required. 7. In most cases(some contracts are an exception),the original document and this routing slip SRT should be provided to the County Attorney Office at the time the item is input into SIRE. Some documents are time sensitive and require forwarding to Tallahassee within a certain time frame or the BCC's actions are nullified. Be aware of your deadlines! S. The document was approved by the BCC on 10/27/15 and all changes made during SRT ;gyp the meeting have been incorporated in the attached document. The Countye=it Attorney's Office has reviewed the changes,if applicable 9. Initials of attorney verifying that the attached document is the version approved by the. BCC,all changes directed by the BCC have been made,and the document is ready for Chairman's signature. iri•a - • . . 1:Forms/County Forms/BCC Forms/Original Documents Routing Slip WWS Original 9.03.04,Revised 1.26.05,Revised 2.24.05;Revised 11/30/12 Y--,,,, _L+ Cohn f CAllier 16 A 1 f''C'. CLERK OF THE C)RC IT COURT COLLIER COUNTY 5cOUR OUSE t 3315 TAMIAMI TRL E STE 102 Dwight E.Brock-dkerk of circuit Court P.O.BOX 413044 NAPLES,FL 34112-5324 _1' NAPLES,FL 34101-3044 Clerk of Courts • Comptroller • Audito'`'+Y C(,istodian of County Funds October 29, 2015 Darryl Richard, DLA FDOT, District One 801 North Broadway Avenue Bartow, FL 33830 Mr. Richard, Enclosed is the Resolution and four (4) originals of the Florida Highway Beautification Council Grant, Landscape Construction and Maintenance Memorandum of Understanding Agreement approved by the Board of County Commissioners of Collier County on Tuesday, October 27, 2015. Once signed by your office, please return two (2) fully executed originals back to me at the address below. I have included a Fedex return slip for your convenience. Any questions, Please contact me. Thank you, &/• 41A- '''?11-A-(.4 - eresa Cannon, Senior BMR Clerk 3299 Tamiami Trail East, Suite #401 Naples, FL 34112 239-252-8411 Phone- (239) 252-2646 Fax- (239) 252-2755 Website- www.CollierClerk.coln Email- CollierClerk @collierclerk.coln i a aBLL s t 16Al2 s it `.� m5c Of � o 1 , = III €o WBm i!"m a gamil m .2s �� �gm3$ 9,ti •_ 3 > a cgoS$ L)f's Z yy J 2 n 4 zii- ,till 241 9g L_1 I __ I g ' �11 ! al= 9x 0O 4 00 3 Li 3f i om �g LLm O. �q a `_7 # y g v I _ .._ L� e m mii 1 j _ig _ a.i �„ S g b ' I � I r I1 g y�gg t 9 a FL- I - a 1 E .tic H m m 8 „$ 3 �j `'� ! p j - i L RI O3E $m Y ry a5 tO mpg m 1_i > I ~ B =: _ ' ®� m$ t�¢o = I Li s a 4 _ `-8 m 1 m i N a$ tS5 .� O e a g �3 m .� Y" i st a A m H 8 0 W 2 r• > l OE c'.0 Ei a C m 112 1 .41 2 � __�� ~ fr co xy,.1 u'Su .r 6..! ,n3° Xv 'u5 I rn°S A -° 1 g l�p 3 1 43 - 1 10 W z - um-,oi ,2231: IL, a �i N gi Zit E Z 38 d (5341 Xm a 4.s I I m m g s0- /� I `_l t a ? i—q m RS 9... 9 Pq t it i-il ru RS CO Pd tet _ N CO 1 pa .. O Z O c �I o c • :i..' N W O 1. •a. `a.: CO E , Im . to,.....„ 4„ 8 :.) 22 1 ,) ,..1:..:""i7 -8 E p. c3 i 3 (,) . 1 .1 .. .. ,r, ,......, ,,,„:„.... , , i 41, 1, a. r, _I ' Y 16 Imo•a 0 go xa W mj 5 IA w OI ti 1 HQ o1 lnz. 3 ¢1 81, Ym •—¢2 eel <, -<7g i..e. N VI 6EEE E9t 0081 x3Ped09 0081 woaxopel 16 r At 2 RESOLUTION NO. 2 01 5-21 5 A RESOLUTION OF THE COLLIER COUNTY BOARD OF COUNTY COMMISSIONERS FOR COLLIER COUNTY, FLORIDA AUTHORIZING ITS CHAIRMAN TO EXECUTE A FLORIDA HIGHWAY BEAUTIFICATION COUNCIL GRANT, LANDSCAPE CONSTRUCTION, AND MAINTENANCE AGREEMENT WITH THE FLORIDA DEPARTMENT OF TRANSPORTATION. WHEREAS, many roadside areas and median strips within Department of Transportation rights of way must be maintained and attractively landscaped; and WHEREAS, the Collier County Board of County Commissioners for Collier County, Florida (the "Board") beautify and improve various rights of way by landscaping within Collier County; and WHEREAS, the Board wishes to approve and authorize its Chairman to execute a Florida Highway Beautification Council Grant, Landscape Construction, and Maintenance Memorandum of Agreement between Collier County, Florida and the Florida Department of Transportation. NOW,THEREFORE,BE IT RESOLVED by the Board: Section 1. The Board hereby authorizes its Chairman to execute a Florida Highway Beautification Grant, Landscape Construction, and Maintenance Memorandum of Agreement between Collier County, Florida and the Florida Department of Transportation. Section 2. The Clerk of Courts is hereby directed to send a copy of this Resolution to the Department of Transportation along with the executed Florida Highway Beautification Grant, Landscape Construction, and Maintenance Memorandum of Agreement. PASSED AND DULY ADOPTED by the Board of County Commissioners of Collier County,Florida, on this the'21- day of CDc t,t i , 2015. ATTEST: BOARD OF COUNTY COMMISSIONERS OF DWIGHT E. BROCK, CLERK COLLIER COUNTY, FLORIDA ,,,/e1(1 Attest as to Chairman Deputy Clerk Tim Nance, Chairman signature only., Approved as to form and legality: Item# L Cl �� Date Agenda (o0fen ' Scott R. Teach Deputy County Attorney Date to izji3 frr Rec'd t C9 I • • Deputy Clerk 16Al2 FLORIDA HIGHWAY BEAUTIFICATION COUNCIL GRANT,LANDSCAPE CONSTRUCTION,AND MAINTENANCE MEMORANDUM OF AGREEMENT THIS AGREEMENT,made and entered into this day of IX( I 0)1.0 lc,by and between the STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION,a component AGENCY of the State of Florida,hereinafter called the"DEPARTMENT"and COLLIER COUNTY a political subdivision of the State of Florida, existing under the Laws of Florida,hereinafter called the"AGENCY." WITNESSETH WHEREAS,the DEPARTMENT has jurisdiction over and maintains State Road 951 as part of the State Highway System;and WHEREAS,the AGENCY seeks to install and maintain certain landscaping within the unpaved areas within the right of way of State Road 951 from Fiddler's Creek Parkway to Mainsail Drive; and WHEREAS,the DEPARTMENT agrees that landscaping should be installed and maintained as proposed by AGENCY and has,through the Florida Highway Beautification Council,awarded AGENCY a beautification grant for installing such landscaping;and :1700702 WHEREAS,the parties hereto mutually recognize the need for entering into an AGREEMENT o -8 designating and setting forth the responsibilities of each party;and iv m = �„ o0m0 ; WHEREAS,AGENCY,by Resolution No:24>k Z1.14.,dated 1a`Z.-11\s and attached hereto c, 003 _, N as Exhibit"A,"has accepted said grant and authorized its officers to execute this AGREEMENT on its behalf. z 0 N NOW THEREFORE,for and in consideration of the mutual benefits to flow each to the other,the parties CD covenant and agree as follows: 0ix) 70m I V 1. The AGENCY hereby agrees to install or cause to be installed landscaping on the highway facility asD D p r‘) specified in the Landscape Plan(s)included as Exhibit"B." Such installation shall be pursuant to Rule 14 " m co 40.003,Florida Administrative Code,as it may be amended from time to time. The AGENCY shall not = > "' change or deviate from said plan(s)without written approval of the DEPARTMENT. n �7 w n °I 2. The AGENCY agrees to maintain the landscaping within the median and areas outside the travel way within the right of way pursuant to the Landscape Maintenance Plan(s)included as Exhibit"C", and Ruleo H 14-40.003,Florida Administrative Code,as it may be amended from time to time. The above named 0 functions to be performed by the AGENCY,shall be subject to periodic inspections by the DEPARTMENT. The AGENCY shall not change or deviate from said plan(s)without written approval —1 of the DEPARTMENT. 3. All landscape installation and maintenance activities undertaken by AGENCY shall be pursuant to the Work Zone Traffic Control IPlan(s)included as Exhibit"D",and Rule 14-40.003,Florida Administrative Code. 4. If at any time after the AGENCY has assumed the landscaping installation or maintenance responsibility above-mentioned,it shall come to the attention of the DEPARTMENT that the limits or a part thereof is not properly installed or maintained pursuant to the terms of this AGREEMENT,the District Secretary or his designee may issue a written notice that a deficiency or deficiencies exist(s),by sending a certified letter to the AGENCY to place said AGENCY on notice thereof. Thereafter the AGENCY shall have a period of thirty(30)calendar days within which to correct the cited deficiencies. If said deficiencies are not corrected within this time period,the DEPARTMENT may at its option,proceed as follows: Page 1 of 5 6 A 2 a. If installation is not completed pursuant to the plans in paragraph 1,the DEPARTMENT may complete the installation,with DEPARTMENT or Contractor's personnel,and deduct the reasonable cost thereof from the money otherwise due the AGENCY under this AGREEMENT. b. If installation has been properly completed or if the DEPARTMENT elects not to complete the landscaping under(a)above,and maintenance by AGENCY is not in compliance with paragraphs 2 or 3,the DEPARTMENT may take action to maintain the landscaping or a part thereof,with DEPARTMENT or Contractor's personnel and invoice the AGENCY for expenses incurred,or c. The DEPARTMENT may terminate the AGREEMENT,in which case the AGENCY shall at its own expense and within sixty(60)days after written notice by the DEPARTMENT,remove all of the landscaping that the DEPARTMENT directs be removed and return the right-of-way to its original condition. The AGENCY will own such materials as it removes and the DEPARTMENT shall own any materials remaining. The DEPARTMENT may,in its discretion,remove,relocate or adjust the landscaping materials,with the AGENCY being responsible for the cost of any removal. Upon DEPARTMENT action under one of the above options and upon direction of the DEPARTMENT, AGENCY shall cease installation and maintenance activities under this AGREEMENT. 5. It is understood between the parties hereto that the landscaping covered by this AGREEMENT may be removed,relocated or adjusted by the DEPARTMENT at any time in the future as determined to be necessary by the DEPARTMENT in order that the state road be widened,altered or otherwise changed to meet with future criteria or planning of the DEPARTMENT. The AGENCY shall be given sixty(60) calendar days notice to remove said landscaping after which time the DEPARTMENT may remove the same. 6. AGENCY may utilize its employees or third parties to accomplish its obligations under paragraphs 1,2 or 3;however,AGENCY remains responsible for proper performance under this AGREEMENT and shall take all steps necessary to ensure that its employees or third parties perform as required under this AGREEMENT. 7. The DEPARTMENT hereby agrees that,upon satisfaction of the conditions of paragraph 8 of this AGREEMENT,the DEPARTMENT will pay the AGENCY the amount of$100,000.00 as a grant pursuant to Section 339.2405(11),Florida Statutes. For purposes of this provision,the cost of such installation may only include costs which are allowed by Section 339.2405(11),Florida Statutes. 8. Payment shall be made to the AGENCY by the DEPARTMENT under the following conditions. a. This AGREEMENT has not been terminated pursuant paragraph 4. b. The grant award has not lapsed pursuant to paragraph 11. c. Written certification of the completion of the installation and acceptance by the AGENCY is provided to the DEPARTMENT. d. The Highway Beautification Council has inspected and issued written approval of the work or has issued a written waiver of its inspection rights pursuant to this AGREEMENT. e. A DEPARTMENT Landscape Architect has inspected the work and has issued a written determination that the AGENCY has completed the installation of the landscaping pursuant to the terms of this AGREEMENT. 9. Payment under paragraph 8 of this AGREEMENT is also subject to the following conditions. Page 2 of 5 2 t 16A a. Proof of receipt and approval of goods and services must be available upon request by the DEPARTMENT or the State Comptroller pursuant to Section 215.42,Florida Statutes. b. Bills for fees or other compensation for services or expenses that are recovered pursuant to this AGREEMENT shall contain detail sufficient for a proper preaudit or postaudit thereof. c. Records of costs incurred under the terms of this AGREEMENT shall be maintained by the AGENCY and made available upon request to the DEPARTMENT at all times during the period of this AGREEMENT and for three years after final payment is made. Copies of these documents shall be provided to the DEPARTMENT upon request. Records of the costs incurred include the AGENCY'S general accounting records,together with supporting documents and records of COLLIER COUNTY and all subcontractors performing work,and all other records considered necessary by the DEPARTMENT for a proper audit of costs. 10. The administration of funds awarded by the DEPARTMENT to the AGENCY may be subject to audits and/or monitoring by the DEPARTMENT as described in this section. a. In addition to reviews of audits conducted in accordance with OMB A-133 monitoring procedures may include,but not be limited to,on-site visits by DEPARTMENT staff,limited scope audits as defined by OMB A-133,and/or other procedures. By entering into this AGREEMENT,the AGENCY agrees to comply and cooperate with any monitoring procedures/processes deemed appropriate by the DEPARTMENT. In the event the DEPARTMENT determines that a limited scope or project-specific audit of the AGENCY is appropriate,the AGENCY agrees to comply with any additional instructions provided by the DEPARTMENT to the AGENCY regarding such audit. The AGENCY further agrees to comply and cooperate with any inspections,reviews, investigations,or audits deemed necessary by the State Comptroller or Auditor General. b. In the event that the AGENCY expends a total amount of State awards(i.e.,State financial assistance provided to the AGENCY to carry out a State project)equal to or in excess of $300,000 in the AGENCY's fiscal year,the AGENCY must have the State single or project- specific audit for such fiscal year in accordance with Section 215.97,Florida Statutes;applicable rules of the Executive Office of the Governor and the Comptroller,and Chapters 10.550 and 10.650,rules of the Auditor General. Paragraph 7 to this AGREEMENT indicates State funds awarded through the DEPARTMENT by this AGREEMENT. In determining the State awards expended in its fiscal year,the AGENCY shall consider all sources of State awards,including State funds received from the DEPARTMENT,except that State awards received by a non-State entity for Federal program matching requirements shall be excluded from consideration. c. In connection with the audit requirements addressed in paragraph 10.a.above,the AGENCY shall ensure that the audit complies with the requirements of Section 215.97(7),Florida Statutes. This includes submission of a financial reporting package as defined by Section 215.97(2)(d),Florida Statutes,and Chapters 10.550 and 10.650,Rules of the Auditor General. d. If the AGENCY expends less than$300,000 in State awards in its fiscal year,an audit conducted in accordance with the provisions of Section 215.97,Florida Statutes,is not required. In the event that the AGENCY expends less than$300,000 in State awards in its fiscal year and elects to have an audit conducted in accordance with the provisions of Section 215.97,Florida Statutes,the cost of the audit must be paid from non-State funds(i.e.,the cost of such an audit must be paid from the AGENCY's funds obtained from other than State entities). e. Copies of the financial reporting packages required by paragraph 10 of this AGREEMENT shall be submitted by or on behalf of the AGENCY directly to each of the following: Page 3 of 5 I 6 I 2, Darryl Richard,RLA Highway Beautification Council Grant Coordinator FDOT District One Office 810 North Broadway Avenue Bartow,FL 33830 State of Florida Auditor General Room 401,Pepper Building 111 West Madison Street Tallahassee,Florida 32399-1450 f. Any reports,management letters,or other information required to be submitted to the DEPARTMENT pursuant to this AGREEMENT shall be submitted timely in accordance with OMB Circular A-133,Section 215.97,Florida Statutes,and Chapters 10.550 and 10.650,Rules of the Auditor General,as applicable. When submitting financial reporting package to the DEPARTMENT for audits,AGENCY should indicate the date that the financial reporting package is delivered to the DEPARTMENT in correspondence accompanying the financial reporting package. 11. The beautification grant awarded pursuant to this AGREEMENT shall be effective and continue for a period of one(1)year from the date of this AGREEMENT. 12. The term of this AGREEMENT commences upon execution. 13. To the extent permitted by law,the AGENCY shall indemnify,defend,and hold harmless the DEPARTMENT and all of its officers,agents,and employees from any claim,loss,damage,cost,charge, or expense arising out of any act,error,omission or negligent act by the AGENCY,its agents,or employees,during the performance of the AGREEMENT,except that neither the AGENCY,its agents, nor its employees will be liable pursuant to this paragraph for any claim,loss,damage,cost,charge,or expense arising out of any act,error,omission,or negligent act by the DEPARTMENT or any of its officers,agents,or employees during the performance of the AGREEMENT. 14. When the DEPARTMENT receives a notice of claim for damages that may have been caused by the AGENCY in the performance of services pursuant to this AGREEMENT,the DEPARTMENT will immediately forward the claim to AGENCY,and the DEPARTMENT will evaluate the claim and report their findings to each other within seven working days and will jointly discuss options in defending the claim.After reviewing the claim,the DEPARTMENT will determine whether to require the participation of the AGENCY in the defense of the claim or to require that the AGENCY defend the DEPARTMENT in such claim pursuant to this section. The DEPARTMENT's failure to notify the AGENCY of a claim shall not release the AGENCY from any of the requirements of this section. The DEPARTMENT and the AGENCY will pay their own costs for the evaluation,settlement negotiations,and trial,if any. However, if only one party participates in the defense of the claim at trial,that party is responsible for all costs,but if the verdict determines that there is joint responsibility,the costs and liability for damages will be shared in the same percentage as that judicially established. 15. This writing embodies the entire AGREEMENT and understanding between the parties hereto and there are no other AGREEMENTs and understanding,oral or written,with reference to the subject matter hereof that are not merged herein and superseded hereby. 16. This AGREEMENT may not be assigned or transferred by the AGENCY in whole or part without the consent of the DEPARTMENT. Page 4 of 5 0 17. This AGREEMENT shall be governed by and construed in accordance with the laws of the State of Florida. In the event of a conflict between any portion of the AGREEMENT and Florida law,the laws of Florida shall prevail. IN WITNESS WHEREOF,the parties hereto have caused these presents to be executed the day and year first above written. COLLIER COUNTY(AGENCY) STATE OF FLORIDA {{``p., /`i( Ji DE•• `TMENT I.+ " • P .FATIO4I. , <(.- - B . *4° .� —•o `�; / A. By: , , y1►�>.�les CO �it'gu1't►T Chairman TIM NANCY �, District Secret:ry 0 / --7 • r A M CO $) EA1- San 5 Attest: Oki I L..! 11 r t (' ' rk/Director :kttest as to xecutive :cret.ry `) sur only. i L_____ 0.- -s. ‘,..\. „. ...,inr, , L gaLApproval Legal Approval 40pr l Scott R. Teach ^ 4 Deputy County Attorney Catalog of State Financial Assistance(CSFA)Number-55003 CSFA Title-Florida Highway Beautification Council Object Code—750003 Category-088850 Page5of5 '4 Exhibit A 1 6 A 1. 2 RESOLUTION NO. 2 01 5-216 A RESOLUTION OF THE COLLIER COUNTY BOARD OF COUNTY COMMISSIONERS FOR COLLIER COUNTY, FLORIDA AUTHORIZING ITS CHAIRMAN TO EXECUTE A FLORIDA HIGHWAY BEAUTIFICATION COUNCIL GRANT, LANDSCAPE CONSTRUCTION, AND MAINTENANCE AGREEMENT WITH THE FLORIDA DEPARTMENT OF TRANSPORTATION. WHEREAS, many roadside areas and median strips within Department of Transportation rights of way must be maintained and attractively landscaped; and WHEREAS, the Collier County Board of County Commissioners for Collier County, Florida (the `Board") beautify and improve various rights of way by landscaping within Collier County; and WHEREAS, the Board wishes to approve and authorize its Chairman to execute a Florida Highway Beautification Council Grant, Landscape Construction, and Maintenance Memorandum of Agreement between Collier County, Florida and the Florida Department of Transportation. NOW,THEREFORE,BE IT RESOLVED by the Board: Section 1. The Board hereby authorizes its Chairman to execute a Florida Highway Beautification Grant, Landscape Construction, and Maintenance Memorandum of Agreement between Collier County,Florida and the Florida Department of Transportation. Section 2. The Clerk of Courts is hereby directed to send a copy of this Resolution to the Department of Transportation along with the executed Florida Highway Beautification Grant, Landscape Construction,and Maintenance Memorandum of Agreement. PASSED AND DULY ADOPTED by the Board of County Commissioners of Collier County,Florida, on this the 2-1k4-\day of Oc)ca\oe_.xC" ,2015. ATTEST; BOARD OF COUNTY COMMISSIONERS OF DWIGHT E.BROCK; CLERK COLLIER COUNTY, FLORIDA ♦ Attest as to Chairnlafl Deputy Clerk Tim Nance, Chairman signature only., Approved as to form and legality: it /0- Scott R. Teach Page 1 of 1 Deputy County Attorney 16A12 l W D eA ..;J-ii °ouAi '"mi , it -, a�nyag�yii€� r p,,,, 6m.',4,-- mm A =(1 Z j g t y3Qeg 649-5; Au mn U.nT L g! , zi.vp D(p.4 � p H to (! ..}�.I- XD�C (LLG, A a•,' Ay DA D' 2D 1 `�11A7pjr ppp 77��P l aro '402 a] in. A48 1A,.i 003.. �.ID i N ' I ppinLP mR1 AyI Aj r� 'Z1°:�lloam 7M A i4 9 AC 2 �a§ ;R-11% •3 i % m I�i yp na Am 1 r 3 N mil .l r� DO- HOa'I ,4.! 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PREPARED POR: COLLIER COUNTY ,Vi',,l 'r4 3. :g EXHIBIT C - LANDSCAPE MAINTENANCE PLAN 16 A 1 2 SCHEDULE"C" RIGHT OF WAY LANDSCAPE MAINTENANCE SPECIFICATIONS These specifications are intended to provide the information by which private entities may understand the minimum requirements of FDOT relative to maintaining FDOT rights of ways. Records of all specification requirements shall be kept and made available to the FDOT's representative upon request. A. MOWING AND EDGING: Mowing and edging shall include medians as well as those areas, if existing, along the outside edge of the sidewalks of adjacent properties. All turf shall be mowed with mulching type mower equipment to eliminate the need to bag and transport grass clippings. Should bagging be necessary,the bagged clippings shall be collected and removed at no additional cost. Grass shall be cut at a height of three and one half inches(3 1/2"). The frequency of cutting will be weekly or fifty-two(52)times. Mechanical edging of the turf shall be done with each mowing along all sidewalk edges,back of concrete curbs, around all planting beds, utility service boxes, street light bases, sign posts, headwalls, guardrails, timer pedestals, posts, and trees. Metal blade edging is not permitted along back of curbing. Grass root runners extending into the mulched areas shall be cut and removed when the edging is performed. Edging will also be required in all turf areas around isolated trees, sprinkler heads, valve boxes, shrubs, sign posts, manholes, etc. where they exist. All debris on streets, sidewalks or other areas resulting from edging shall be removed. No herbicide shall be used for edging. All sidewalks, curbing and/or gutters shall be cleaned after each service. All sidewalks shall be blown clean, but no clippings or other debris shall be blown or allowed to be deposited on other adjacent property or accumulate on right-of-way areas. B. WEEDING: Weeding of plant beds,sidewalks(asphalt,concrete or pavers),guardrail bases,and curb joints as well as other mulched areas by chemical and/or hand removal will be performed weekly or as necessary to provide a weed free and well maintained area. C. GENERAL SITE PRUNING: General site pruning shall be defined as the pruning of any plant's foliage below ten-foot(10')foot. All groundcovers, shrubs,canopy trees and palms up to ten foot(10') level, shall be inspected and pruned on a weekly or an as needed basis, so to maintain the proper or required heights for visibility, vehicular movement purposes and desired shape or form as determined by FDOT's representative. Pruning shall also include removal of water sprouts,suckers and any dead or diseased foliage or branches. During the first week of October and April, ornamental grasses, such as Fountain grass, Florida Gamma or Fakahatchee grass shall be pruned in a pyramid shape to a twelve inch (12")or twenty-four(24")height based upon the type of plant. Ornamental type grasses such as Liriope muscari `Evergreen Giant', shall only be pruned at the direction and approval of the FDOT's representative. Plant material with a canopy over pedestrian sidewalks shall be maintained at a minimum height of one hundred twenty inches(120"). Shrubs and groundcovers adjacent to pathways or sidewalks shall be pruned to maintain one foot (1') of clearance from the edge of the pathway. IT is recommended that adjacent shrubs and groundcovers be maintained so that they angle or are rounded away from the pathway. D. TRASH REMOVAL: With each service, all sites shall be cleaned by removing all trash or debris to include, but not limited to;paper,bottles,cans,other trash,and horticultural debris. All debris or trash pick-ups shall be performed"prior"to mowing in all turf areas. The disposal of all trash and debris must be at a proper landfill or disposal site. EXHIBIT C - PAGE 1 OF 6 EXHIBIT C - LANDSCAPE MAINTENANCE PLAN 1 6 A 1 2 E. STREET CLEANING/SWEEPING: Street Cleaning: A four foot (4') wide area measured from the face of the curb and gutters including turn lanes shall be cleaned with each site service to remove any accumulation of debris or objectionable growth so to maintain a neat and safe condition. F. TRAFFIC CONTROL: The County shall comply with the requirements of FDOT Maintenance of Traffic (MOT) Policy, copies of which are available through Risk Management or the Purchasing Department. The County shall obtain and review the FDOT MOT policy requirements prior to submitting a bid. The County will be responsible for obtaining copies of all required manuals, MUTCD, FDOT Roadway & Traffic Design Standard Indexes, or other related documents, so to become familiar with the requirements. Strict adherence to the requirements of the MOT policy will be enforced under this Contract. To assist in employee visibility, employees servicing the area shall wear high visibility safety apparel in compliance with the most current editions of the FDOT Design Standards and the Collier FDOT Maintenance of Traffic(MOT)policy. G. CANOPY TREE AND PALM PRUNING: For this site, canopy trees shall be defined as any large shrub, tree,or palm with foliage above a ten-foot(10')level. All canopy trees and palms shall be pruned on a continuous basis to create and maintain a seventeen-foot(17') canopy clearance over the roadways and a ten-foot (10') canopy clearance over all pathways. Canopy trees shall be selectively pruned twice per year in April and September so to thin the interior canopy of cross branching and to shape the canopy of the trees. The FDOT's representative shall approve a professional licensed to prune tress under the direction of a Licensed Landscape Architect, Arborist,Tree Surgeon,or other approved professional shall do the pruning and sharpening. The work shall be performed per ANSI AS300 "Standard Practices for Trees,Shrubs, and other Woody Plant Maintenance" and done in a professional manner in accordance with "Pruning Standards" of the national Arborist Association or accepted local trade standards and practices. Palms shall be pruned annually during June of each year. The palms shall be pruned to a"Tropical Cut"or to a nine (9) o'clock- three (3) o'clock angle from the horizontal at the base of the palm's bud or lowest fronds. Approximately seven (7) to (10) ten green fronds shall be left at the head after pruning. The pruning shall include removal of all nuts,seed stalks,brown or dead and lower fronds. The work shall be done in a professional manner in accordance with acceptable trade standards and practices. The palms shall not be climbed with tree spikes to remove the fronds.The pruning shall be accomplished by the use of a ladder,boom truck or lift. All debris from the pruning shall be removed and the site shall be left on a clean and neat manner. When the annual or bi-annual heavy pruning work is being performed with the use of a lift or boom truck,it is required that the adjacent traffic or turn lane to the work area, be closed using traffic control devices and signage per the current FDOT traffic control standards and indexes. H. FERTILIZATION: Granular fertilization of shrubs and groundcovers shall be applied by hand in a twelve- inch(12") wide radius ring around the base of the plants. Granular fertilization of the trees and palms shall be determined by the caliper(diameter)of the trunk and broadcast by hand in a band around the plant's base from a distance of 12"to the drip line of the palm,whenever possible. An 8 oz.cup equals one(1)pound. Trees and palms shall receive one(1)cup per one-inch(1")caliper. Shrubs and groundcovers shall receive one (1) cup per three foot (3') of height or spread. Shrubs and groundcovers shall receive one-half(1/2)cup per eighteen inches(18")of height or spread. All fertilizer shall be swept off all sidewalks,concrete curbing and paving. The fertilizer shall be applied as set forth in the following schedule. EXHIBIT C - PAGE 2 OF 6 EXHIBIT C - LANDSCAPE MAINTENANCE PLAN 16Al2 Turf Areas and Plant beds containing Shrubs,Groundcovers,and Trees. The(13-3-13)fertilizer shall be applied at a rate of ten(10)pounds per one thousand(1000)sq ft. for all areas. Four applications of(13-3-13) fertilizer will be applied yearly during the months of February, May, July, and October. Palms: County shall apply approved by FDOT's representative palm fertilizer during February,May, July, and October as specified below. Should yellowing occur on the top of the fronds,manganese sulfate will be required and if on the lower fronds, Sul-Po-Mag or equivalent will be required to be applied with the palm fertilizer at the rates specified. MULCHING: Organic Mulch Areas with no mulch or new planting areas shall have mulch placed to provide for a four inch (4") non-compacted or unsettled depth measured from the existing soil grade. The area to receive the mulch shall be raked level to establish the proper finished grade and have all weeds removed prior to the placement of the mulch. Two inches must be applied to replenish this mulch twice a year,November and during May. J. LANE CLOSURE:Lane closure for median maintenance shall comply with the most current editions of the FDOT Design Standards and the FDOT Maintenance of Traffic(MOT)policy. K. IRRIGATION SYSTEMS: The irrigation systems shall be checked and repaired as necessary. Each zone shall be manually turned on at the valve once a week and a thorough inspection conducted to ascertain proper operations of the system. Quick coupling valves,if existing shall be reviewed weekly and operated quarterly to insure proper operation. Maintenance responsibilities will include cleaning and adjustment of heads, nozzles, installation or replacement of risers, repair of minor PVC piping breaks or subsurface piping or restricted sprinkler lines,replacement of damaged valve boxes/lids and adjustment of controller and rain shut off switches for settings and operations. Where required, the County shall maintain on site reclaimed water irrigation signage. SUBSURFACE IRRIGATION SYSTEMS: No excavation or mechanical metal edging around plant beds shall be done within the Right-of-way. Mechanical metal blade edging is permitted along the back of curbing. Weekly Service Requirements: 1. A visual inspection of the subsurface irrigation systems shall be performed weekly to determine if the systems are functioning normally and if cuts, leaks, piping damage, flooded areas exist, and repair as necessary. This shall also include review and re-setting of the controller and in- ground moisture sensor adjustments or other rain sensing devices as needed. 2. System Computer/Controller a. Operate,adjust,and set controller to provide proper operation of the systems. b. Diagnose and repair electrical and mechanical malfunctions. c. Monitor and adjust the system zones moisture levels based upon moisture sensor readings. d. Operate controller on automatic,manual and single trip operation. e. Monitor controller standby battery backup and replace as required. 3. Automatic Control Assemblies and Quick Coupling Valves a. Review control valve assembly and by-pass system for proper settings. b. Open zone control valve assemblies and quick coupling valve boxes to review valves for leaks; pressure gauge operation;proper settings and are clean of debris or mulch. 4. Pump Sites a. Inspect for proper operations. b. The County shall record and provide to the FDOT's representative the well water flow meter readings for the two well locations on the General Maintenance Report Sheets. EXHIBIT C - PAGE 3 OF 6 EXHIBIT C - LANDSCAPE MAINTENANCE PLAN 1 6 A 1 2 5. Review system water source connections to include water meters, backflow preventers, gate valve points of connection and main lines for proper operation. Monthly Service Requirements: 1. Automatic Control Valve Assembly Manually operate valves,and clean valve assembly filters 2. Backflow Assembly Review assembly for proper operation and clean filter as needed 3. Quick Coupling Valves Review boxes and operate valve 4. Pump Sites a. Once a month, the County will trouble shoot each pump station, checking amperage draw and document the results for future reference. b. Manually run the system to ensure proper coverage and that no sprinkler head and nozzle are spraying onto the roadway. Clean and adjust sprinkler heads and nozzles and irrigation shields to ensure proper coverage. c. The County will check all zone wiring and solenoid conditions through the use of an OHM meter and document the results for future reference. d. The County will clean the strainers filters and inspect them for wear at the Pump Station. 5. Manually run the system with open flush caps and review sprinkler head indicators located at the end of zones. 6. Review pressure gauge readings at control valve assemblies for each zone,as well as gauges located at the end of zones where present to determine the system and porous piping is functioning properly. 7. Check,analyze and adjust flow control devices as required. Quarterly Service Requirements: 1. Review all subsurface system piping, valve assemblies, wiring, moisture sensors and controllers for overall operation and provide adjustments as required to assure proper operation and irrigation application. Conventional Pop-up Irrigation Systems: Weekly Service Requirements: 1. Each median zone shall be manually turned on at the valve to ascertain proper operation of the system. 2. Repair system for any blown-off heads,broken lines or leaks around heads or valves. 3. Check the controller and rain sensing devices for proper operation and settings. 4. The County shall further adjust all sprinkler heads to ensure that all landscaped areas receive one hundred percent(100%)irrigation coverage. 5. Within all work areas the County shall review the plant material and turf for dry conditions and if found correct the problem. Monthly Service Requirements: 1. Manually run the system, clean and adjust sprinkler heads/nozzles and concrete donuts as necessary to ensure proper coverage and that there are no sprinkler heads/nozzles spraying directly onto the roadway. a. Each median and side right-of-way zone shall be manually turned on at the valve to ascertain proper operation of the system. b. Repair system for any blown-off head,broken lines or leaks around heads or valves. c. Check the controllers and rain sensors for proper operation and settings. EXHIBIT C - PAGE 4 OF 6 EXHIBIT C - LANDSCAPE MAINTENANCE PLAN1 6 A 12 d. The County shall further adjust all sprinkler heads to ensure that all landscaped areas receive one hundred percent(100%)irrigation coverage. e. Within all work areas the County shall review the plant material and turf for dry conditions and if found correct the problem. General Service Requirements for Irrigation Systems: 1. Should South Florida Water Management District or other governing agency establish water restrictions,the irrigation systems shall be inspected and all other controllers set to the mandated hours of operation set by the District or Agency. Subsurface systems are exempt from water restrictions. 2. Replace defective heads or nozzles, install or replace defective risers and repair minor breaks or restricted sprinkler lines. 3. Replace damaged valve boxes/lids if caused by the Maintenance County. 4. Inspect,clean,and replace,if necessary,screen/filters within the sprinkler heads. 5. Keep all grass and mulch out of all valve boxes. All valve boxes in sod areas are to be kept at sod level. All valve boxes in plant beds are to be kept two inches(2")above finished mulch. 6. One hundred percent (100%) irrigation coverage shall be maintained within all irrigated landscaped areas while this Contract is in effect. 7. Notification to the FDOT's representative is required when acts of vandalism or accidents have occurred to the irrigation system. Photos shall be taken and provided to the FDOT's representative at no added cost. Miscellaneous Irrigation Maintenance Responsibilities: 1. Should the temperature be forecast to be below thirty-four (34) degrees, the County shall be responsible for turning the irrigation system off in order to protect plants from possible freeze damage. 2. It shall be the County's responsibility to notify the FDOT's representative of any irrigation problems or additional irrigation maintenance needs. 3. The irrigation service personnel must trouble shoot time clocks, i.e. power-in 110 volt and 24-volt fuses,24 volts output when necessary. 4. The irrigation services personnel must trouble shoot any pump start relay, main fuses and capacitors when necessary. L. BRICK PAVERS: All median brick paving shall be pressure cleaned twice per year,in April and November, to remove marks,gum and other dirt that may be deposited on the surface areas. Upon finding damaged areas, the County shall clean-up debris if present, and or flag off the areas with protective barriers and/or high visibility hazard tape. Damaged areas must be repaired as quickly as possible. M. PEST CONTROL: Trees, Palms, Shrubs, Groundcovers, and Sod must be closely monitored for pests and diseases and must be treated appropriately by a licensed Pest Control Operator approved by the County's representative. EXHIBIT C - PAGE 5 OF 6 16Al2 . :.• . ._. 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