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Agenda 04/26/2016 Item #16D12 4/26/2016 16.D.12. EXECUTIVE SUMMARY Recommendation to approve and execute the attached time extension to Contract Number AQQ85, Joint Participation Agreement (JPA) with Florida Department of Transportation under the State Transit Service Development Program,to provide funding to make necessary improvements to bus stops in accordance with The Americans with Disabilities Act(ADA). OBJECTIVE: To improve bus stops within the Public Transportation System to make them compliant with the ADA. CONSIDERATIONS: The State of Florida Department of Transportation (FDOT) has taken on several initiatives to improve the provision of public transportation specifically as it relates to the ADA for accessibility and compliance improvements at bus stops. On December 11, 2012, the Board of County Commissioners approved an agreement in the amount of $237,919,with a local match of$59,479.75 for design and construction of improvements to bring existing bus stops up to ADA compliance on the State Highway System(SHS). The original agreement was set to expire on December 31, 2015. Prior to beginning design of the improvements, an assessment of all bus stops was necessary. This assessment was completed and adopted by the Collier County Board of County Commissioners on November 18,2014. Collier County previously requested and was granted an extension of the JPA to December 31, 2016. Due to the length of time required to complete the ADA assessment, the grant funding has not been utilized. Collier County's existing fixed term contract, 13-6164 Professional Services for Engineers and Architects, is being utilized for design services. The design of the improvements was expected to be completed by December 31,2015 with construction beginning in the spring of 2016. Final design has not been completed and the limited right-of-way in areas needing improvements will require the acquisition of easements, which has further delayed the project. On March 8, 2016, Collier County requested an additional extension of the grant to December 31,2017 and the State has honored the request. FISCAL IMPACT: This funding for this JPA has already been allocated within Transit Grant Funds (424/425)Project 33244. No additional impact is anticipated. LEGAL CONSIDERATIONS: This item is approved as to form and legality, and requires majority vote for Board approval.—SRT GROWTH MANAGEMENT IMPACT: This item will not have a Growth Management impact. RECOMMENDATION: That the Board approve and execute the attached extension to Joint Participation Agreement(JPA) Contract Number AQQ85 with Florida Department of Transportation. Prepared By: Michelle Arnold,Director-Public Transit&Neighborhood Enhancement Division Attachments: 1)Joint Participation Agreement(JPA) extension; 2)Extension request letter; 3)Existing JPA 4)Prior Grant Extension Packet Page -1627- 4/26/2016 16.D.12. COLLIER COUNTY Board of County Commissioners Item Number: 16.16.D.16.D.12. Item Summary: Recommendation to approve and execute the attached time extension to Contract Number AQQ85,Joint Participation Agreement (JPA)with Florida Department of Transportation under the State Transit Service Development Program,to provide funding to make necessary improvements to bus stops in accordance with The Americans with Disabilities Act (ADA). Meeting Date: 4/26/2016 Prepared By Name: ArnoldMichelle Title: Division Director-Pub Tran&Nbrhd Enh,Public Transit&Neighborhood Enhancemt 4/8/2016 1:32:39 PM Submitted by Title: Division Director-Pub Tran&Nbrhd Enh,Public Transit&Neighborhood Enhancemt Name: ArnoldMichelle 4/8/2016 1:32:41 PM Approved By Name: DeleonOmar Title: Planner, Senior,Public Transit&Neighborhood Enhancemt Date: 4/11/2016 9:14:51 AM Name: SotoCaroline Title:Management/Budget Analyst,Public Transit&Neighborhood Enhancemt Date: 4/11/2016 4:06:51 PM Name: AlonsoHailey Title: Operations Analyst,Public Services Department Date: 4/11/2016 4:53:48 PM Name: AlonsoHailey Title: Operations Analyst,Public Services Department Packet Page -1628- 4/26/2016 16.D.12. Date: 4/11/2016 4:54:26 PM Name: TownsendAmanda Title: Division Director-Operations Support,Public Services Department Date: 4/13/2016 10:28:41 AM Name: CarnellSteve Title: Department Head-Public Services,Public Services Department Date: 4/13/2016 3:29:38 PM Name: TeachScott Title:Deputy County Attorney, County Attorney Date: 4/14/2016 7:07:09 AM Name: OberrathKaren Title:Accountant, Senior, Grants Management Office Date: 4/15/2016 4:12:53 PM Name: KlatzkowJeff Title: County Attorney, Date: 4/15/2016 4:23:58 PM Name: StanleyTherese Title: Manager-Grants Compliance, Grants Management Office Date:4/18/2016 12:53:31 PM Name: CasalanguidaNick Title: Deputy County Manager, County Managers Office Date: 4/18/2016 1:38:39 PM Packet Page-1629- 4/26/2016 16.D.12. FiDOT\Q) ., . , Ili(IC 5(.'0 I"I . �, JIM 110‘01.1) GC1\I R?vOR sr(Rt TARN DATE: March 16, 2016 TO: Michelle Arnold, Director, Public Transit& Neighborhood Enhancement FROM: Paul A. Simmons, District Modal Development Administrator SUBJECT: Time Extension Financial Project Number: 432836-1-94-01 Contract Number: AQQ85 Agency: Collier County Board of County Commissioners Project Description: Collier County Service Development for ADA Bus Stop Improvements The time allotted for the completion of services or goods on the subject agreement dated January 11, 2013 and any supplementals thereto will expire on December 31, 2016. In accordance with Section 18.00 of the Joint Participation Agreement, a time extension may be requested. Please complete, sign, date and return this form to me. It is requested that the Joint Participation Agreement for the subject project be extended until December 31, 2017. The reason for the Time Extension request must be included in a letter to the Department from the Director/Manager/CEO of the organization. A detailed summary of the reason for the Time Extension and a schedule for completing the project must be included. Time Extensions will not be granted for billing purposes if the project is complete. Collier County BOCC RECOMMEND FOR APPROVAL: Ca AGENCY i. Donna Fiala SIGNATORY(PRINTED OR TYPED) DISTRICT MODAL DEVELOPMENT ADMINISTRATOR m I APPROVED: N M 1J SIGNATURE 5 i Chairman < CI 42 TITLE DISTRICT SECRETARY OR DESIGNEE Date: Date: Approved as to form and legality ,\,,,,),tfl jet __ orne Scott 1 Packet Page -1630-n y 4/26/2016 16.D.12. Coltie County Public Services Department Public Transit& Neighorbhood Enhancement Division March 8,2016 Ms. Debra Stephens Florida Department of Transportation District One 801 N. Broadway Street Bartow, Florida 33830-3809 Re: Request for Extension State Discretionary Transit Service Development Program Contract Number:AQQ85/FPN: 4328364-94-01 Dear Ms.Stephens, Collier County is respectfully requesting an extension to Contract No. AQQ85 in order to complete American's with Disabilities Act(ADA)improvements along the state highway system. This project will improve bus stops along the state highway system by bringing them into compliance with the ADA. The current grant agreement expires on December 31,2016. Prior to beginning design of the improvements, an assessment of all bus stops was necessary. This assessment was completed and adopted by the Collier County Board of County Commissioners on November 18,2014. Public Transit and Neighborhood Enhancement Division has been working with CH2M Hill, the consultant hired to assess and evaluate the fifty (50) transit bus stop locations. Due the consultant failing to submit the required deliverables within the expected time frame, it has become necessary to request a time extension. Outstanding deliverables include 100% design; bid plans; plan details and estimates; bidding services; and services during construction. Staff anticipates construction should commence by September 2016 with a completion date of September 2017. To account for any further delays, we request an extension to the completion date for the grant to December 31, 2017. If the extension is not granted,the bus stops will not be brought into compliance with the ADA. We look forward to your earliest review. Please do not hesitate to contact me should you require additional information. Sinc rely, Om`ar'Deleon Senior Planner CC: Michelle Arnold, Director, Public Transit&Neighborhood Enhancement Corine C.Williams,Transit Manager, Public Transit&Neighborhood Enhancement Karen Oberrath,Senior Accountant, Grants Management Office Public Transit&Neighbor{lam Enhancement Division•3299 Tamiami Trail East,Suite 103 Naples,Florida 34112.5746 239-252.5840 FAX)in-9r.,7-RR9R.u Amu rnlfiarnnii net Packet Page -1631- 4/26/2016 16.D.12. --....=, ..---- -..-, Florida Department of Transportation RICK SC:0 Ff 80 I North liroakkny A■enoc ANAN III MASAI),P.E. GOVERNOR sucitErA RN liai lov, i•lor Ida 3380 January 1 I. 2013 Ms. Michelle Edwards-Arnold. Director Collier County Alternative Modes Department Growth Management Division 2885 South Horseshoe Drive Naples. Florida 34104 RE: New Multi-Year Joint Participation Agreement for the Departntent's Fiscal Year 2012/2013 State Discretionary Transit Service Development Program Financial Project Number: 432836-1-94-01 / Contract Number: AQQ85 Dear Ms. Edwards-Arnold: Enclosed please find the new fully-executed original Multi-year Joint Participation Agreement (.113A) providing funding for the Department's Fiscal Year 2012/2013 State Discretionary Transit Service Development Program. Please always reference the Financial Project Number and Contract Number identified above when calling or writing about this project. I am enclosing an informational document entitled -WA Requirements.' to assist you in the proper administration of the Agreement. Adherence to these requirements will minimize any potential problem areas. We look forward to working with you to carry out the terms of this Agreement. If you have any questions, please contact Ms. Julia B. Davis. Transit Projects Coordinator, at 239-656-7884 or at julia.davisqdot.state.n.us. Sincerely. , 1 )I 'A/ • - V A • ) vt Julia B. Davis, l( I J\ ' Transit Projects Coordinator ■i Enclosures cc: Richard P. Shine,Transit Programs Administrator, FDOT Packet Page -1632- 4/26/2016 16.D.12. STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION COMPTROLLER CONTRACT STATUS CHANGE/CHECKLIST olic8 STATE COMPTROLLER USE: Info Provider: SHERRY SPIVEY Received date: Return to: BONNIE LEWIS Approved date: Mail Station: 1-68 - Approved by: Phone#of Info Provider: 863-519-2385 CONTRACT NUMBER:AQQ85 SITE/DISTRICT: ONE Total Executed Contract Amount: $237,919.00 / $ 237,919.00 To date This action Status Code(choose one) ® 10= Executed Contract ❑4X or 6X=Audit Status(Indicate Year) El 20= In Claims ❑ 99 = Post Design Service ❑ 50= Complete/Terminated Contract IS)Original Contract ❑Amendment(Indicate#) ❑ Renewal ❑Addition(Indicate#) ❑Award ❑Supplemental(Indicate#) ❑ Letter of Authorization(Indicate#) ❑Time Extension ❑Close Contract ❑Other Changes(must include comments) LETTING DATE: AWARD DATE: DATE OF CONTRACT EXECUTION (Last Signed Date): 1/11/2013 If last date signed > contract start date you must submit emergency certification (287.059 F.S. (2) 1) or Certificate of noncompliance(287.059 F.S. (2))or settlement document(CM4(87-88)or CM11 (91-92)). CONTRACT BEGINNING DATE: 1/11/2013 ENDING DATE: 12/31/2015 SERVICES BEGINNING DATE: SERVICES ENDING DATE: VENDOR NAME:COLLIER COUNTY BOCC VENDOR NUMBER(FEID/SS):F596000558004 PROJECT NUMBER:432836-1-94-01 PROJECT NUMBER: PROJECT NUMBER: PROJECT NUMBER: CAN THIS CONTRACT BE RENEWED? ❑YES ® NO SERVICE TYPE:088774 PAGE NUMBER RENEWAL CLAUSE IN CONTRACT:N/A Comments: STATE DISCRETIONARY TRANSIT SERVICE DEVELOPMENT PROGRAM 2012/13 Certification Statement: I certify that the above information is correct and a true reflection of information contained in the above referenced contract. Approved by: (Printed or typed)KASMIN WILLIAMS Title: FINANCIAL SERVICES SPECIALIST Approval Signature: Approval Date: Packet Page -1633- 4/26/2016 16.D.12. c,,we'm�a�"� PUBLIC TRANSPORTATION �. JOINT PARTICIPATION AGREEMENT Financial Project Number(s). Fund: 010 FLAIR Category 088774 (Item-segment-phase-sequence) Function: 631 Object Code- 750012 42283619401 Federal Number- _ Org Code 55012020129 DUNS Number: 076997790 Vendor No F596000558004 Contract Number: A0085 CFDA Number CSFA Number 55012 �� ~F THIS AGREEK�ENT. nnadeand entered into this // [�' dayut 2[}1 by and between the STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION, an agency of the tate of Florida, hereinafter referred to as the Department. and Collier County Board of County Commissioners 3299 East Tamiami Trail NacIes Florida 34112,hereinafter referred to as Agency The Department and Agency agree thai all terms of this Aareerneni ' i be completed onor before December 31. 2015 and this Agreement will expire unless a time extension is provided in accordance with Section 18.00 VV|TNESSETH WHEREAS, the Agency has the authohtyto enter into said 8greon�en\and toundenake the pro/eo �ereina�erdescr|oeo and the De'a�men\has been granted the outhohtytu function adequately inaU areas ofappropnuteiudsdi�ion .oc|uVmQ \Ueimp\am' ntadonofonintogsatedandba\anced\mnopartadonsye\emandisouUho,izsdunde 341051 Florida Statutes,to enter into this Agreement NOW,THEREFORE, in consideration of the mutual covenants,promises and representations herein, the parties agree as follows. 1.00 Purpose of Agreement: The purpose of this Agreement is to provide for the Department's participation Uhmug'S�okaD�om�nneryTmn�\Smm�eDevelopme� P�g�mhunds, |nCoUisrCoun�� eUg�|ecapi(a| expansesho/ '' the Americans with Disabilities Act(A DA)'m| t d accessibility and compliance improvements at bus stops on the State Highway System located in Collier County's service area and ps bdh or described in Exhibit(s)A, B. C and D attached hereto and by this ref mncomaUeapmnhnreu[ ke/e\nahere�r/ed (oasmepro)ec1, and\oprovidaDepe�men\a| �nancia\assistance t—the Agency and state the terms and conditions upon which such assistance will be provided and the understandings as to the manner in which the project will be undertaken and completed 2.00 AccompliShment of the Project 21O General Roquimme�a:The Agency shaUcommence, and com�eiethe px�o�osges:hbedinExhibit "Y\' attache' hereto and by reference made a part hereof this Agreement, with all practical dispatch, in a sound. attached economical and efficient manner and in accordance v.ith the provisions herein and all applicable laws 2.20 Pursuant to Federal, State, and Local Law: m the event that any election m/cm"aup notice, — other or —' is ,eqms/\eunder app|ixaNclaw|o enable �*Agency to enter into his ' w Agreement o/io undertake the project»*nsund e/' « {oobseme asSLirne or carry out any Of the rio'.isions of the Agreement. the Agency will initiate and consummate, as provided by law, all actions necessaiy with respect to an y such matters so requisite. 230 Funds of the Agency: The Agency shall initiate and prosecute to completion all proceedings necessary including federal aid requirements to enable the Agency to provide the necessary funds for conipietion of thepm|ect Packet Page '1634- 4/26/2016 16.D.12. 725-030-00 PUBLIC TRANSPORTATION 00/11 Page 2 of 14 2.40 Submission of Proceedings,Contracts and Other Documents: The Agency shall submit to the Department such data, reports,records,contracts and other documents relating to the project as the Department may require as listed in Exhibit"C"attached hereto and by this reference made a part hereof. 3.00 Project Cost: The total estimated cost of the project is$See Exhibit B. This amount is based upon the estimate summarized in Exhibit"B"attached hereto and by this reference made a part hereof this Agreement.The Agency agrees to bear all expenses in excess of the total estimated cost of the project and any deficits involved. 4.00 Department Participation: The Department agrees to maximum participation,including contingencies, in the project in the amount of$See Exhibit B as detailed in Exhibit"B",or in an amount equal to the percentage(s)of total cost shown in Exhibit"B",whichever is less. 4.10 Project Cost Eligibility: Project costs eligible for State participation will be allowed only from the effective date of this agreement. It is understood that State participation in eligible project costs is subject to: (a) Legislative approval of the Department's appropriation request in the adopted work program year that the project is scheduled to be committed; (b) Availability of funds as stated in Section 17.00 of this Agreement;Approval of all plans,specifications, contracts or other obligating documents and all other terms of this Agreement; (c) Approval of all plans, specifications,contracts or other obligating documents and all other terms of this Agreement; (d) Department approval of the project scope and budget(Exhibits A& B)at the time appropriation authority becomes available. 4.20 Front End Funding: Front end funding❑is ®is not applicable. If applicable,the Department may initially pay 100%of the total allowable incurred project costs up to an amount equal to its total share of participation as shown in paragraph 4.00. 5.00 Retainage: Retainage ❑is ®is not applicable. If applicable, N/A percent of the Department's total share of participation as shown in paragraph 4.00 is to be held in retainage to be disbursed,at the Department's discretion,on or before the completion of the final project audit. 6.00 Project Budget and Payment Provisions: 6.10 The Project Budget:A project budget shall be prepared by the Agency and approved by the Department. The Agency shall maintain said budget,carry out the project and shall incur obligations against and make disbursements of project funds only in conformity with the latest approved budget for the project. No budget increase or decrease shall be effective unless it complies with fund participation requirements established in Section 4.00 of this Agreement and is approved by the Department Comptroller. 6.20 Payment Provisions: Unless otherwise allowed under Section 4.20,payment will begin in the year the project or project phase is scheduled in the work program as of the date of the agreement. Payment will be made for actual costs incurred as of the date the invoice is submitted with the final payment due upon receipt of a final invoice. 7.00 Accounting Records: 7.10 Establishment and Maintenance of Accounting Records:The Agency shall establish for the project, in conformity with requirements established by Department's program guidelines/procedures and"Principles for State and Local Governments",separate accounts to be maintained within its existing accounting system or establish independent accounts, Such accounts are referred to herein collectively as the"project account". Documentation of the project account shall be made available to the Department upon request any time during the period of the Agreement and for three years after final payment is made. Packet Page -1635- 4/26/2016 16.D.12. 725-030-06 PUBLIC TRANSPORTATION 06111 Page 30114 7.20 Funds Received Or Made Available for The Project:The Agency shall appropriately record in the project account, and deposit in a bank or trust company which is a member of the Federal Deposit Insurance Corporation, all payments received by it from the Department pursuant to this Agreement and all other funds provided for,accruing to,or otherwise received on account of the project,which Department payments and other funds are herein collectively referred to as"project funds".The Agency shall require depositories of project funds to secure continuously and fully all project funds in excess of the amounts insured under federal plans,or under State plans which have been approved for the deposit of project funds by the Department,by the deposit or setting aside of collateral of the types and in the manner as prescribed by State Law for the security of public funds,or as approved by the Department. 7.30 Costs Incurred for the Project:The Agency shall charge to the project account all eligible costs of the project. Costs in excess of the latest approved budget or attributable to actions which have not received the required approval of the Department shall not be considered eligible costs. 7.40 Documentation of Project Costs: All costs charged to the project,including any approved services contributed by the Agency or others,shall be supported by properly executed payrolls,time records,invoices,contracts, or vouchers evidencing in proper detail the nature and propriety of the charges. 7.50 Checks,Orders,and Vouchers:Any check or order drawn by the Agency with respect to any item which is or will be chargeable against the project account will be drawn only in accordance with a properly signed voucher then on file in the office of the Agency stating in proper detail the purpose for which such check or order is drawn.All checks, payrolls, invoices,contracts,vouchers,orders,or other accounting documents pertaining in whole or in part to the project shall be clearly identified, readily accessible, and,to the extent feasible, kept separate and apart from all other such documents. 7.60 Audit Reports: In addition to the requirements below,the Agency agrees to comply and cooperate with any monitoring procedures/processes deemed appropriate by the Department,including but not limited to site visits and limited scope audits.The Agency further agrees to comply and cooperate with any inspections, reviews,investigations, or audits deemed necessary by the State Comptroller or Auditor General.The Agency shall retain sufficient records demonstrating its compliance with the terms of this Agreement for a period of three years from the date the audit report is issued, and shall allow the Department access to such records and working papers upon request.The following requirements do not limit the authority of the Department to conduct or arrange for the conduct of additional audits or evaluations of state financial assistance or limit the authority of any state agency inspector general,the Auditor General, or any other state official. The Agency shall comply with all audit and audit reporting requirements as specified in Exhibit"D"attached hereto and by this reference made a part hereof this Agreement. 7.61 Monitoring: In addition to reviews of audits conducted in accordance with OMB Circular A-133 and Section 215.97, Florida Statutes, (see"Audits"below), monitoring procedures may include, but not be limited to,on-site visits by Department staff, limited scope audits as defined by OMB Circular A-133,and/or other procedures. The Agency agrees to comply and cooperate fully with any monitoring procedures/processes deemed appropriate by the Department. In the event the Department determines that a limited scope audit of the Agency is appropriate,the Agency agrees to comply with any additional instructions provided by the Department staff to the Agency regarding such audit. The Agency further agrees to comply and cooperate with any inspections, reviews,investigations,or audits deemed necessary by FDOT's Office of Inspector General(OIG)and Florida's Chief Financial Officer(CFO)or Auditor General. 7.62 Audits: Part I Federally Funded: If the Agency is a state,local government,or non-profit organizations as defined in OMB Circular A-133 and a recipient of federal funds,the following annual audit criteria will apply: 1. In the event that the recipient expends$500,000 or more in Federal awards in its fiscal year,the recipient must have a single or program-specific audit conducted in accordance with the provisions of OMB Circular A-133,as Packet Page -1636- 4/26/2016 16.D.12. 725-030-00 PUBLIC TRANSPORTATION 0&11 Paso 4 of 14 revised. Exhibit"D"to this agreement indicates Federal resources awarded through the Department by this agreement. In determining the Federal awards expended in its fiscal year,the recipient shall consider all sources of Federal awards, including Federal resources received from the Department. The determination of amounts of Federal awards expended should be in accordance with the guidelines established by OMB Circular A-133,as revised. An audit of the recipient conducted by the Auditor General in accordance with the provisions OMB Circular A-133,as revised,will meet the requirements of this part. 2. In connection with the audit requirements addressed in Part 1, Paragraph 1.,the recipient shall fulfill the requirements relative to auditee responsibilities as provided in Subpart C of OMB Circular A-133. 3. If the recipient expends less than the amount in Part I, Paragraph 1., an audit conducted in accordance with the provisions of OMB Circular A-133,is not required. If the recipient elects to conduct such an audit,the cost of the audit must be paid from resources obtained from other than Federal entities. 4. Federal awards are to be identified using the Catalog of Federal Domestic Assistance(CFDA)title and number, award number and year, and name of the awarding federal agency. Part II State Funded: If the Agency is a nonstate entity as defined by Section 215.97(2)(m),Florida Statutes,and a recipient of state funds,the following annual audit criteria will apply: 1. In the event that the recipient expends a total amount of state financial assistance equal to or in excess of $500,000 in any fiscal year,the recipient must have a State single or project-specific audit for such fiscal year in accordance with Section 215.97, Florida Statutes;applicable rules of the Department of Financial Services and the CFO; and Chapters 10.550(local governmental entities)or 10.650(nonprofit and for-profit organizations), Rules of the Auditor General. Exhibit"D"to this agreement indicates state financial assistance awarded through the Department by this agreement. In determining the state financial assistance expended in its fiscal year,the recipient shall consider all sources of state financial assistance, including state financial assistance received from the Department,other state agencies,and other nonstate entities. State financial assistance does not include Federal direct or pass-through awards and resources received by a nonstate entity for Federal program matching requirements. 2. In connection with the audit requirements addressed in Part II, Paragraph 1..the recipient 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)(e), Florida Statutes,and Chapter 10.550(local governmental entities) or 10.650(nonprofit and for-profit organizations), Rules of the Auditor General. 3. If the recipient expends less than the amount in Part II, Paragraph 1.,such audit is not required. If the recipient elects to conduct such an audit,the cost of the audit must be paid from the recipient's resources obtained from nonstate entities. 4. State awards are to be identified using the Catalog of State Financial Assistance(CSFA)title and number, award number and year, and name of the state agency awarding it. Part III Other Audit Requirements 1. The Agency shall follow-up and take corrective action on audit findings. Preparation of a summary schedule of prior year audit findings, including corrective action and current status of the audit findings is required. Current year audit findings require corrective action and status of findings. 2. Records related to unresolved audit findings, appeals, or litigation shall be retained until the action is completed or the dispute is resolved. Access to project records and audit work papers shall be given to the Department, Packet Page -1637- 4/26/2016 16.D.12. 725.030-06 PUBLIC TRANSPORTATION 06/11 Page 5 of 14 the Department Comptroller,and the Auditor General. This section does not limit the authority of the Department to conduct or arrange for the conduct of additional audits or evaluations of state financial assistance or limit the authority of any other state official. Part IV Report Submission 1. Copies of reporting packages for audits conducted in accordance with OMB Circular A-133, as revised,and required by Section 7.62 Part I of this agreement shall be submitted,when required by Section .320(d),OMB Circular A-133,by or on behalf of the recipient directly to each of the following: a. The Department at each of the following addresses: Florida Department of Transportation 801 North Broadway Avenue Bartow, Florida 33830 b. The number of copies required by Sections .320(d)(1)and(2), OMB Circular A-133,submitted to the following address: Federal Audit Clearinghouse Bureau of the Census 1201 East 10th Street Jeffersonville,IN 47132 c. Other Federal agencies and pass-through entities in accordance with Sections.320(e)and(f), OMB Circular A-133. 2. In the event that a copy of the reporting package for an audit required by Section 7.62 Part I of this Agreement and conducted in accordance with OMB Circular A-133 is not required to be submitted to the Department for reasons pursuant to section .320(e)(2),OMB Circular A-133,the recipient shall submit the required written notification pursuant to Section .320(e)(2)and a copy of the recipient's audited schedule of expenditures of Federal awards directly to each of the following: Florida Department of Transportation 801 North Broadway Avenue Bartow, Florida 33830 In addition, pursuant to Section.320(f),OMB Circular A-133, as revised,the recipient shall submit a copy of the reporting package described in Section .320(c), OMB Circular A-133,and any management letters issued by the auditor,to the Department at each of the following addresses: Florida Department of Transportation 801 North Broadway Avenue Bartow, Florida 33830 3. Copies of financial reporting packages required by Section 7.62 Part II of this Agreement shall be submitted by or on behalf of the recipient directly to each of the following: a. The Department at each of the following addresses: Florida Department of Transportation 801 North Broadway Avenue Bartow, Florida 33830 b. The Auditor General's Office at the following address: Packet Page -1638- 4/26/2016 16.D.12. 725.030.06 PUBLIC TRANSPORTATION 06/11 Page 6 Of 14 Auditor General's Office Room 401, Pepper Building 111 West Madison Street Tallahassee, Florida 32399-1450 4. Copies of reports or the management letter required by Section 7.62 Part ill of this Agreement shall be submitted by or on behalf of the recipient directly to: a. The Department at each of the following addresses: Florida Department of Transportation 801 North Broadway Avenue Bartow, Florida 33830 5. Any reports, management letter,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 Chapter 10.550(local governmental entities)or 10.650(nonprofit and for-profit organizations), Rules of the Auditor General,as applicable. 6. Recipients,when submitting financial reporting packages to the Department for audits done in accordance with OMB Circular A-133 or Chapters 10.550(local governmental entities)or 10.650(nonprofit and for-profit organizations), Rules of the Auditor General,should indicate the date that the reporting package was • delivered to the Agency in correspondence accompanying the reporting package. 7.63 Record Retention: The Agency shall retain sufficient records demonstrating its compliance with the terms of this Agreement for a period of at least five years from the date the audit report is issued,and shall allow the Department, or its designee,the CFO or Auditor General access to such records upon request. The Agency shall ensure that the independent audit working papers are made available to the Department, or its designee,the CFO,or Auditor General upon request for a period of at least five years from the date the audit report is issued, unless extended in writing by the Department. Records of costs incurred under the terms of this Agreement shall be maintained and made available upon request to the Department at all times during the period of this Agreement and for five years after final payment is made. Copies of these documents and records shall be furnished to the Department upon request. Records of costs incurred include the Participant's general accounting records and the project records,together with supporting documents and records,of the contractor and all subcontractors performing work on the project, and all other records of the Contractor and subcontractors considered necessary by the Department for a proper audit of costs. 7.64 Other Requirements: If an audit discloses any significant audit findings related to any award,including material noncompliance with individual project compliance requirements or reportable conditions in internal controls of the Agency,the Agency shall submit as part of the audit package to the Department a plan for corrective action to eliminate such audit findings or a statement describing the reasons that corrective action is not necessary. The Agency shall take timely and appropriate corrective action to any audit findings,recommendations, and corrective action plans. 7.65 Insurance: Execution of this Joint Participation Agreement constitutes a certification that the Agency has and will maintain the ability to repair or replace any project equipment or facilities in the event of loss or damage due to any accident or casualty for the useful life of such equipment or facilities. In the event of the loss of such equipment or facilities,the Agency shall either replace the equipment or facilities or reimburse the Department to the extent of its interest in the lost equipment or facility. In the event this Agreement is for purchase of land or for the construction of infrastructure such as airport runways the Department may waive or modify this section. 8.00 Requisitions and Payments: Packet Page-1639- 4/26/2016 16.D.12. 72S-030-06 PUBLIC TRANSPORTATION 0&11 P390 7 c1 14 8.10 Action by the Agency: In order to obtain any Department funds,the Agency shall file with the Department of Transportation,District One Public Transportation Office 801 North Broadway Avenue, Bartow, Florida 33830, its requisition on a form or forms prescribed by the Department,and any other data pertaining to the project account(as defined in Paragraph 7.10 hereof)to justify and support the payment requisitions. 8.11 Invoices for fees or other compensation for services or expenses shall be submitted in detail sufficient for a proper preaudit and postaudit thereof. 8.12 Invoices for any travel expenses shall be submitted in accordance with Chapter 112.061, F.S.The Department may establish rates lower than the maximum provided in Chapter 112.061, F.S. 8.13 For real property acquired, submit; (a) the date the Agency acquired the real property, (b) a statement by the Agency certifying that the Agency has acquired said real property,and actual consideration paid for real property. (c) a statement by the Agency certifying that the appraisal and acquisition of the real property together with any attendant relocation of occupants was accomplished in compliance with all federal laws, rules and procedures required by any federal oversight agency and with all state laws, rules and procedures that may apply to the Agency acquiring the real property. 8.20 The Department's Obligations: Subject to other provisions hereof,the Department will honor such requisitions in amounts and at times deemed by the Department to be proper to ensure the carrying out of the project and payment of the eligible costs. However,notwithstanding any other provision of this Agreement,the Department may elect by notice in writing not to make a payment on the project if: 8.21 Misrepresentation:The Agency shall have made misrepresentation of a material nature in its application,or any supplement thereto or amendment thereof,or in or with respect to any document or data furnished therewith or pursuant hereto; 8.22 Litigation:There is then pending litigation with respect to the performance by the Agency of any of its duties or obligations which may jeopardize or adversely affect the project,the Agreement,or payments to the project; 8.23 Approval by Department:The Agency shall have taken any action pertaining to the project which, under this agreement,requires the approval of the Department or has made related expenditures or incurred related obligations without having been advised by the Department that same are approved; 8.24 Conflict of Interests: There has been any violation of the conflict of interest provisions contained herein;or 8.25 Default:The Agency has been determined by the Department to be in default under any of the provisions of the Agreement. 8.26 Federal Participation(If Applicable):Any federal agency providing federal financial assistance to the project suspends or terminates federal financial assistance to the project. In the event of suspension or termination of federal financial assistance,the Agency will reimburse the Department for all disallowed costs,including any and all federal financial assistance as detailed in Exhibit"B." 8.30 Disallowed Costs: In determining the amount of the payment, prior to receipt of annual notification of funds availability,the Department will exclude all projects costs incurred by the Agency prior to the effective date of this Packet Page -1640- 4/26/2016 16.D.12. 725-030-06 PUBLIC TRANSPORTATION 05/11 Page 8 of 14 Agreement, costs which are not provided for in the latest approved budget for the project,and costs attributable to goods or services received under a contract or other arrangements which have not been approved in writing by the Department and costs invoiced prior to receipt of annual notification of fund availability. 8.40 Payment Offset: If,after project completion,any claim is made by the Department resulting from an audit or for work or services performed pursuant to this agreement,the Department may offset such amount from payments due for work or services done under any public transportation joint participation agreement which it has with the Agency owing such amount if, upon demand, payment of the amount is not made within sixty(60)days to the Department.Offsetting amounts shall not be considered a breach of contract by the Department. 9.00 Termination or Suspension of Project: 9.10 Termination or Suspension Generally: If the Agency abandons or, before completion,finally discontinues the project;or if, by reason of any of the events or conditions set forth in Sections 8.21 to 8.26 inclusive,or for any other reason,the commencement, prosecution,or timely completion of the project by the Agency is rendered improbable, infeasible, impossible, or illegal,the Department will, by written notice to the Agency, suspend any or all of its obligations under this Agreement until such time as the event or condition resulting in such suspension has ceased or been corrected, or the Department may terminate any or all of its obligations under this Agreement. 9.11 Action Subsequent to Notice of Termination or Suspension. Upon receipt of any final termination or suspension notice under this paragraph,the Agency shall proceed promptly to carry out the actions required therein which may include any or all of the following: (1)necessary action to terminate or suspend,as the case may be,project activities and contracts and such other action as may be required or desirable to keep to the minimum the costs upon the basis of which the financing is to be computed;(2)furnish a statement of the project activities and contracts,and other undertakings the cost of which are otherwise includable as project costs;and(3)remit to the Department such portion of the financing and any advance payment previously received as is determined by the Department to be due under the provisions of the Agreement.The termination or suspension shall be carried out in conformity with the latest schedule, plan, and budget as approved by the Department or upon the basis of terms and conditions imposed by the Department upon the failure of the Agency to furnish the schedule, plan,and budget within a reasonable time.The approval of a remittance by the Agency or the closing out of federal financial participation in the project shall not constitute a waiver of any claim which the Department may otherwise have arising out of this Agreement. 9.12 The Department reserves the right to unilaterally cancel this Agreement for refusal by the contractor or Agency to allow public access to all documents,papers,letters,or other material subject to the provisions of Chapter 119, F.S.and made or received in conjunction with this Agreement. 10.00 Remission of Project Account Upon Completion of Project: Upon completion of the project, and after payment, provision for payment,or reimbursement of all project costs payable from the project account is made, the Agency shall remit to the Department its share of any unexpended balance in the project account. 11.00 Audit and Inspection:The Agency shall permit,and shall require its contractors to permit,the Department's authorized representatives to inspect all work,materials, payrolls, records; and to audit the books, records and accounts pertaining to the financing and development of the project. 12.00 Contracts of the Agency: 12.10 Third Party Agreements:Except as otherwise authorized in writing by the Department,the Agency shall not execute any contract or obligate itself in any manner requiring the disbursement of Department joint participation funds, including consultant,construction or purchase of commodities contracts or amendments thereto,with any third party with respect to the project without the written approval of the Department. Failure to obtain such approval shall be sufficient cause for nonpayment by the Department as provided in Section 8.23. The Department specifically reserves unto itself the right to review the qualifications of any consultant or contractor and to approve or disapprove the employment of the same. Packet Page -1641- 4/26/2016 16.D.12. 725-030-46 PUBLIC TRANSPORTATION 06111 Page 9 a1 14 12.20 Compliance with Consultants'Competitive Negotiation Act: It is understood and agreed by the parties hereto that participation by the Department in a project with an Agency,where said project involves a consultant contract for engineering, architecture or surveying services,is contingent on the Agency complying in full with provisions of Chapter 287,F.S.,Consultants'Competitive Negotiation Act.At the discretion of the Department,the Agency will involve the Department in the Consultant Selection Process for all contracts. In all cases,the Agency's Attorney shall certify to the Department that selection has been accomplished in compliance with the Consultants'Competitive Negotiation Act. 12.30 Disadvantaged Business Enterprise(DBE) Policy 12.31 DBE Policy:The Agency and its contractors agree to ensure that Disadvantaged Business Enterprises as defined in 49 CFR Part 26, as amended, have the maximum opportunity to participate in the performance of contracts and this Agreement. In this regard,all recipients,and contractors shall take all necessary and reasonable steps in accordance with 49 CFR Part 26,as amended,to ensure that the Disadvantaged Business Enterprises have the maximum opportunity to compete for and perform contracts. Grantees, recipients and their contractors shall not discriminate on the basis of race, color, national origin or sex in the award and performance of Department assisted contracts. The recipient shall not discriminate on the basis of race,color,national origin, or sex in the award and performance of any DOT-assisted contract or in the administration of its DBE program or the requirements of 49 CFR part 26. The recipient shall take all necessary and reasonable steps under 49 CFR part 26 to ensure nondiscrimination in the award and administration of DOT-assisted contracts. The recipient's DBE program, as required by 49 CFR part 26 and as approved by DOT,is incorporated by reference in this agreement. Implementation of this program is a legal obligation and failure to carry out its terms shall be treated as a violation of this agreement. Upon notification to the recipient of its failure to carry out its approved program,the Department may impose sanctions as provided for under part 26 and may, in appropriate cases,refer the matter for enforcement under 18 U.S.C. 1001 and/or the Program Fraud Civil Remedies Act of 1986(31 U.S.C. 3801 at seq.) 12.40 The Agency agrees to report any reasonable cause notice of noncompliance based on 49 CFR Part 26 filed under this section to the Department within 30 days of receipt by the Agency. 13.00 Restrictions, Prohibitions,Controls, and Labor Provisions: 13.10 Equal Employment Opportunity: In connection with the carrying out of any project,the Agency shall not discriminate against any employee or applicant for employment because of race,age,creed,color,sex or national origin. The Agency will take affirmative action to ensure that applicants are employed, and that employees are treated during employment,without regard to their race,age,creed,color,sex,or national origin. Such action shall include,but not be limited to,the following: Employment upgrading,demotion,or transfer;recruitment or recruitment advertising; layoff or termination;rates of pay or other forms of compensation;and selection for training,including apprenticeship. The Agency shall insert the foregoing provision modified only to show the particular contractual relationship in all its contracts in connection with the development or operation of the project, except contracts for standard commercial supplies or raw materials,and shall require all such contractors to insert a similar provision in all subcontracts,except subcontracts for standard commercial supplies or raw materials.When the project involves installation,construction,demolition, removal, site improvement,or similar work,the Agency shall post, in conspicuous places available to employees and applicants for employment for project work,notices to be provided by the Department setting forth the provisions of the nondiscrimination clause. 13.20 Title VI-Civil Rights Act of 1964: Execution of this Joint Participation Agreement constitutes a certification that the Agency will comply with all the requirements imposed by Title VI of the Civil Rights Act of 1964 (42 U.S.C.2000d, et. seq.),the Regulations of the Federal Department of Transportation issued thereunder, and the assurance by the Agency pursuant thereto. Packet Page -1642- 4/26/2016 16.D.12. 725-030-06 PUBLIC TRANSPORTATION 06111 Page 100114 13.30 Title VIII-Civil Rights Act of 1968: Execution of this Joint Participation Agreement constitutes a certification that the Agency will comply with all the requirements imposed by Title VIII of the Civil Rights Act of 1968,42 USC 3601,et seq.,which among other things, prohibits discrimination in housing on the basis of race,color, national origin, creed, sex,and age. 13.40 Americans with Disabilities Act of 1990(ADA):Execution of this Joint Participation Agreement constitutes a certification that the Agency will comply with all the requirements imposed by the ADA(42 U.S.C. 12102,et. seq.), the regulations of the federal government issued thereunder,and the assurance by the Agency pursuant thereto. 13.50 Prohibited Interests:The Agency shall not enter into a contract or arrangement in connection with the project or any property included or planned to be included in the project,with any officer,director or employee of the Agency, or any business entity of which the officer,director or employee or the officer's,director's or employee's spouse or child is an officer, partner,director,or proprietor or in which such officer,director or employee or the officer's, director's or employee's spouse or child,or any combination of them, has a material interest. "Material Interest"means direct or indirect ownership of more than 5 percent of the total assets or capital stock of any business entity. The Agency shall not enter into any contract or arrangement in connection with the project or any property included or planned to be included in the project,with any person or entity who was represented before the Agency by any person who at any time during the immediately preceding two years was an officer, director or employee of the Agency. The provisions of this subsection shall not be applicable to any agreement between the Agency and its fiscal depositories, any agreement for utility services the rates for which are fixed or controlled by the government,or any agreement between the Agency and an agency of state government. 13.60 Interest of Members of,or Delegates to,Congress: No member or delegate to the Congress of the United States shall be admitted to any share or part of the Agreement or any benefit arising therefrom. 14.00 Miscellaneous Provisions: 14.10 Environmental Pollution: Execution of this Joint Participation Agreement constitutes a certification by the Agency that the project will be carried out in conformance with all applicable environmental regulations including the securing of any applicable permits.The Agency will be solely responsible for any liability in the event of non-compliance with applicable environmental regulations,including the securing of any applicable permits,and will reimburse the Department for any loss incurred in connection therewith. 14.20 Department Not Obligated to Third Parties:The Department shall not be obligated or liable hereunder to any party other than the Agency. 14.30 When Rights and Remedies Not Waived: In no event shall the making by the Department of any payment to the Agency constitute or be construed as a waiver by the Department of any breach of covenant or any default which may then exist, on the part of the Agency, and the making of such payment by the Department while any such breach or default shall exist shall in no way impair or prejudice any right or remedy available to the Department with respect to such breach or default. 14.40 How Agreement Is Affected by Provisions Being Held Invalid: If any provision of this Agreement is held invalid, the remainder of this Agreement shall not be affected. In such an instance the remainder would then continue to conform to the terms and requirements of applicable law. 14.50 Bonus or Commission: By execution of the Agreement the Agency represents that it has not paid and, also, agrees not to pay, any bonus or commission for the purpose of obtaining an approval of its application for the financing hereunder. Packet Page-1643- 4/26/2016 16.D.12. 725-030.06 PUBLIC TRANSPORTATION pelts Page 11 0114 14.60 State or Territorial Law: Nothing in the Agreement shall require the Agency to observe or enforce compliance with any provision thereof, perform any other act or do any other thing in contravention of any applicable State law: Provided,that if any of the provisions of the Agreement violate any applicable State law,the Agency will at once notify the Department in writing in order that appropriate changes and modifications may be made by the Department and the Agency to the end that the Agency may proceed as soon as possible with the project. 14.70 Use and Maintenance of Project Facilities and Equipment:The Agency agrees that the project facilities and equipment will be used by the Agency to provide or support public transportation for the period of the useful life of such facilities and equipment as determined in accordance with general accounting principles and approved by the Department. The Agency further agrees to maintain the project facilities and equipment in good working order for the useful life of said facilities or equipment. 14.71 Property Records:The Agency agrees to maintain property records,conduct physical inventories and develop control systems as required by 49 CFR Part 18,when applicable. 14.80 Disposal of Project Facilities or Equipment: If the Agency disposes of any project facility or equipment during its useful life for any purpose except its replacement with like facility or equipment for public transportation use,the Agency will comply with the terms of 49 CFR Part 18 relating to property management standards.The Agency agrees to remit to the Department a proportional amount of the proceeds from the disposal of the facility or equipment. Said proportional amount shall be determined on the basis of the ratio of the Department financing of the facility or equipment as provided in this Agreement. 14.90 Contractual Indemnity:To the extent provided 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,or its employees will be liable under 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. When the Department receives a notice of claim for damages that may have been caused by the Agency in the performance of services required under this Agreement,the Department will immediately forward the claim to the Agency. The Agency and the Department will evaluate the claim and report their findings to each other within fourteen(14)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 as described in this section.The Department's failure to promptly notify the Agency of a claim shall not act as a waiver of any right herein to require the participation in or defense of the claim by Agency.The Department and the Agency will each pay its own expenses 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 expenses at trial. 15.00 Plans and Specifications: In the event that this Agreement involves the purchasing of capital equipment or the constructing and equipping of facilities,the Agency shall submit to the Department for approval all appropriate plans and specifications covering the project.The Department will review all plans and specifications and will issue to the Agency written approval with any approved portions of the project and comments or recommendations concerning any remainder of the project deemed appropriate.After resolution of these comments and recommendations to the Department's satisfaction,the Department will issue to the Agency written approval with said remainder of the project. Failure to obtain this written approval shall be sufficient cause for nonpayment by the Department as provided in paragraph 8.23. 16.00 Project Completion,Agency Certification:The Agency will certify in writing on or attached to the final invoice,that the project was completed in accordance with applicable plans and specifications,is in place on the Agency facility,that adequate title is in the Agency and that the project is accepted by the Agency as suitable for the intended purpose. 17.00 Appropriation of Funds: 17.10 The State of Florida's performance and obligation to pay under this Agreement is contingent upon an annual appropriation by the Legislature. Packet Page -1644- 4/26/2016 16.D.12. 725-030-06 PUBLIC TRANSPORTATION 0E111 Page 12 et 14 17.20 Multi-Year Commitment: In the event this Agreement is in excess of$25,000 and has a term for a period of more than one year,the provisions of Chapter 339.135(6)(a), F.S.,are hereby incorporated:"(a)The Department,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 such fiscal year. Any contract,verbal or written, made in violation of this subsection is null and void, and no money may be paid on such contract. The Department shall require a statement from the comptroller of the Department 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 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 Department which are for an amount in excess of 25,000 dollars and which have a term for a period of more than 1 year." 18.00 Expiration of Agreement:The Agency agrees to complete the project on or before December 31. 2015. If the Agency does not complete the project within this time period,this Agreement will expire unless an extension of the time period is requested by the Agency and granted in writing by the District Secretary or Designee. Expiration of this Agreement will be considered termination of the project and the procedure established in Section 9.00 of this Agreement shall be initiated. 18.10 Final Invoice:The Agency must submit the final invoice on this project to the Department within 120 days after the expiration of this Agreement. 19.00 Agreement Format:All words used herein in the singular form shall extend to and include the plural.All words used in the plural form shall extend to and include the singular.All words used in any gender shall extend to and include all genders. 20.00 Execution of Agreement:This Agreement may be simultaneously executed in a minimum of two counterparts,each of which so executed shall be deemed to be an original,and such counterparts together shall constitute one in the same instrument. 21,00 Restrictions on Lobbying: 21.10 Federal:The Agency agrees that no federal appropriated funds have been paid or will be paid by or on behalf of the Agency,to any person for influencing or attempting to influence any officer or employee of any federal agency, a Member of Congress,an officer or employee of Congress,or an employee of a Member of Congress in connection with the awarding of any federal contract,the making of any federal grant,the making of any federal loan,the entering into of any cooperative agreement,and the extension,continuation,renewal,amendment or modification of any federal contract,grant, loan or cooperative agreement. If any funds other than federal appropriated funds have been paid by the Agency to any person for influencing or attempting to influence an officer or employee of any federal agency, a Member of Congress,an officer or employee of Congress,or an employee of a Member of Congress in connection with this Joint Participation Agreement,the undersigned shall complete and submit Standard Form-LLL,"Disclosure Form to Report Lobbying,"in accordance with its instructions. The Agency shall require that the language of this section be included in the award documents for all subawards at all tiers(including subcontracts, subgrants,and contracts under grants, loans and cooperative agreements)and that all subrecipients shall certify and disclose accordingly. 21.20 State: No funds received pursuant to this contract may be expended for lobbying the Legislature or a state agency. 22.00 Vendors Rights:Vendors (in this document identified as Agency) providing goods and services to the Department should be aware of the following time frames. Upon receipt, the Department has five(5)working days to inspect and approve the goods and services unless the bid specifications,purchase order or contract specifies otherwise. The Department has 20 days to deliver a request for payment(voucher)to the Department of Financial Services. The 20 days are measured from the latter of the date the invoice is received or the goods or services are received, inspected and approved. Packet Page-1645- 4/26/2016 16.D.12. 725-030-06 PUBLIC TRANSPORTATION 06111 Patio 13 of 14 If a payment is not available within 40 days after receipt of the invoice and receipt,inspection and approval of goods and services,a separate interest penalty in accordance with Section 215.422(3)(b), F.S.will be due and payable, in addition to the invoice amount to the Agency.The interest penalty provision applies after a 35 day time period to health care providers,as defined by rule. Interest penalties of less than one(1)dollar will not be enforced unless the Agency requests payment. Invoices which have to be returned to an Agency because of vendor preparation errors will result in a delay in the payment.The invoice payment requirements do not start until a properly completed invoice is provided to the Department. A Vendor Ombudsman has been established within the Department of Financial Services.The duties of this individual include acting as an advocate for Agencies who may be experiencing problems in obtaining timely payment(s)from the Department. The Vendor Ombudsman may be contacted at(850)413-5516. 23.00 Public Entity Crime: 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 s. 287.017. F.S. for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list. 24.00 Discrimination: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. 25.00 E-Verify Vendors/Contractors: 1. shall utilize the U.S.Department of Homeland Security's E-Verify system to verify the employment eligibility of all new employees hired by the Vendor/Contractor during the term of the contract;and 2. shall expressly require any subcontractors performing work or providing services pursuant to the state contract to likewise utilize the U.S. Department of Homeland Security's E-Verify system to verify the employment eligibility of all new employees hired by the subcontractor during the contract term. Packet Page -1646- 4/26/2016 16.D.12. ��c- :, �4 `^-'4 Financial Projec No(s). 43288819401 Contract No A0085 Agreement Date [)} — ( | _ 2.01-5 IN WITNESS WHEREOF, the parties hereto have caused these presents be executed.the day and year first above written AGENCY FDOT Coflier County Board of County Commissioners See attached Encumbrance Form for date of Funding AGENCY NAME Approval by Corn pirofler Fred W. Coyle a■3wAroer(PRINTED 8RTYPED) ^ �' '' ~ IA(/' r�` --PA- -~'' -' ''`~' ""'"''"~ L ,,,,_ „/P 1, ./ s/�xAronc cxv,s°.th~ ' `� ocpxnrms,rcprRAmaponrAnon | Chairman Director of Transportation Development T T.s TITLE . �� .1' ' DWIGHT E. BROCK, CLERK ;„, i - 1 . c\.,. ' � � &�� -��p, to form r „ . Deputy County Attorney Packet Page-1647- 4/26/2016 16.D.12. Collier Counts Financial Project Number: 432836-1-94-01 Contract Number: AQQ85 State Transit Service Development Program EXHIBIT "A" PROJECT DESCRIPTION AND RESPONSIBILITIES 'this exhibit forms an integral part of that certain Joint Participation Agreement between the State of Florida. Department of Transportation and Collier Count v Board of County Commissioners: 3299 East Tamiami Trail. Nttples. Floridt134 112, dated Di- ( referenced by the above Financial Project Number. PROJELI' OCATION: Collier Counts. Florida PROJECT DESCRIPTION: The Agency will make improvements at bus stops on the Suite Highway SVtitelll I Si IS) in the Agency•s service area to achieve greater compliance with Americans with Disabilities Act (ADA): Chapter 337408. J7orido Sratures. -Regulation of bus stops, benches. transit shelters. street light poles. waste disposal receptacles, and modular news racks within rights-ol-wa■.- and Florida Administrative Code Rule Chapter 14-20. "Private Use of Right-of-Way.- SPECIAL CONSIDERATIONS BY AGENCY: The audit report(s) required in paragraph 7.60 of the Agreement shall include a schedule of project assistance that will reflect the Department's contract number, Financial Project Number and the Federal Identification number. where applicable, and the amount of state funding :union (receipt and disbursement of funds) and any federtil or local funding action and the funding action from any other source with respect to the project. SPECIAL CONSIDERATIONS BY DEPARTMENT Chapter 337.-108. Florida Shaure,s. -Regulation of bus stops, benches. transit shelters. street light poles, waste disposal receptacles, and modular news racks within rights-of-way,- and Horida Administrative Code Rule Chapter 14-20. "Private Use of Right-of-Way.- are applicable. The Auene■ is required to select bus stop locations to he improved from its most recent local bus stop improvement plan('s). and to provide the list of stops to be impro‘ed. with cost estimates for each. to the Department for prior Department concurrence before the Agency begins to do an bus P capital impros ement ork. While passenger waiting shelters can be considered as eligible through the State Transit Service Development Pro,rtan. the focus of this Agreement. as part of a broad geographic Department (i.e.. District One districts\ide) bus stop impro\einem initiative is Americans ss ith Disabilities Act (AD.-% -related accessibility. and State regulators. compliance impros villeins at bus stops on the State Ilighw ay System (SI IS). with an emphasis of acliiev ing the maximum number of such improvements ilistrieL\■ide. Unless otherss ise specified in writing. purchase and installation of new paSSene,er waiting shelters andlor amenities. other than the eligible capital costs associated w ith improving bus stops a s s tated here. is/are the financial responsibilit■ of the Agency, 'Ibis project for ADA-related accessibility and compliance improvements at bus stops on the State I lighss Ss stem SI IS) is a three-s-car cost-reimbursement. activity. Per Department Procedure Number 725-030-005-I. Public Transit Secs ice Dot:10111mm Pro,,gam.- the time clock for this project begins ■‘,hen the Agency incurs actual documented expenses }:Aintiii A. P.;:ge I 012 Packet Page -1648- 4/26/2016 16.D.12. Collier County Financial Project Number: 432836-1-94-01 Contract Number: AQQ85 State Transit Service Development Program The criteria by which the success of this project will be determined are whether projects objectives and/or results are in compliance with the Americans with Disabilities Act (ADA); Chapter 337.408, Florida Statutes, "Regulation of bus stops, benches, transit shelters, street light poles, waste disposal receptacles, and modular news racks within rights-of-way,"and Florida Administrative Code Rule Chapter 14-20, "Private Use of Right- of-Way." Subject to availability of resources, the Department may offer the Agency technical assistance to achieve and/or evaluate the results of the project. The Department encourages the Agency to combine other Federal, additional local funds, and/or resources to broaden the effectiveness of the project. Given the importance of this project to improved mobility with respect to the Americans with Disability Act and to State statutory and regulatory bus stop compliance requirements, and in relation to the Department's mid-June 2010 letter of advice to transit systems statewide entitled "Bus Stop Benches on the State Highway System, Compliance with the Americans with Disabilities Act (ADA)," the Department regards this project to be of both regional and statewide significance. When necessary, the Agency may provide written requests for minor changes or amendments to the services provided by this Agreement. The Department will provide written responses to all such requests. A minor change or amendment is defined as a non-material change to the Agreement. As a rule, it will be limited to operational items not having an impact on the scope or budget of the Agreement. Exhibit A,Page 2 of 2 Packet Page -1649- 4/26/2016 16.D.12. Collier County Financial Project Number: 432836-1-94-01 Contract Number: AQQ85 State Transit Service Development Program EX111BIT "B© PROJECT BUDGE"' This exhibit forms an integral part of that certain Joint Participation Agreement between the State of Florida. Dern,trtment of Transportzition and collier Countv Board of County Commissioners: 3299 East I imiarni Trail. Naples. Florida 34112. dated I 1L.2-,715 referenced hy the above Fintmcial Project Number. Project Estimated and Programmed Budget: The Department has programmed the fundin1.4 amounts shown below in the most currently adopted Work. ProLtram. \ailabilit■ of:111■ 1-011dti is subject to legislatke appro\ FY 12/13 Local Funding (LF) 20 :‘, S59.479.75 State Fundini2, (DPTO) 80`Vi, $237.919.00 101;11 $297,398.75 It is the intent of the Department to participate in the project to the level of Department funding encumbered and consistent with Section 341.051. F.S. \II ' , oil Packet Page -1650- 4/26/2016 16.D.12. [oDicr["om} Financial P ject Number: 432836'1'94-U1 Contract Number: AQA85 State Tr oyi| Seniuz Development Program EXHIBIT "C" (GENE}lAl - wi h Safety Requirements) This exhibit lorms an imeral part ci that certain Joint Pxnicipxtiuu '\Srecxoont between the State o[Floridx DcpoUneoto[liunuponx|innond{��Uicr[mun»' Board o[Coo��� Cummimmioncm: ]299Euy l'xmiznnilix' Nap|os` |�knida34UZd/�cd okJ1-��»i�� referenced hy (hcuho ` Financial Project 'Numbers. REF: Section 341.051 F.S. Requests for Reimbursement (Invoice Submittals) ixyucurdxoccnidh Section 215.4I3 Florida Statutes uud1bcruquirmmocuto[ParmgouphZI.U0uy1bix ,\gruummU: Required Submittal Format The .Agenc■ shall submit iovuiccs on |hnnu provided by the Department and prepared in accordance with instructions given by the Department. Back-up documentation will include the appropriate items necessary to yen l\r costs incurred and the etieihiljty 01 said COStS, Z Approval m|`Submittal Goods or services received under this agreement shall be approved/disapproved h.) the Department no|a(cr than lire (5) working days after receipt. by the District Public Transportation Office. of m properly prepared and submitted invoice. Should the inv oice be incomplete or incorrect. ihx Department shall inform the Agencv within liv e (5) vv orkinu da■s of receipt and return the invoice for corrections. Mark the required Safety submittal or provisions for this agreement if applicable. Safety Requirements 1111 BusTrunsit Svuton' In accordance with Section 341.061, Florida Statutes, and Rule Chapter 14'90. Florida Administrative ('ode, the ~\uenc shall submit, and the Department shall hare on 0e. un annual uuletyccrtiDcxbuu that the Agency has adopted and is complying With ksnJuntrJ System Safety Prouram Plan pooxuoik. |�u|cUhop|o 11'90. |lC' and has performed annual su|ei! inspections ..[ all buses operated. Fixed (]uidcwu, - (established) In accordance with Section 341.061. Florida Statutes. the /\gcnc! uhu|> uuhn it, and the Department shall hu`c on 6b. annual cu1}|lcxtiunh/ dhc /\gcnc} o[ compliance nidh its System Sale{! Program Plan. pursuant to Rule 14-15.017. H ''|�.O|7. 'do /\Jminiurudre Code. Fl |'iNcJGuidc^av6vsunn ' ( uw) |n accordance vhh Section 34i06|, HnridnSxxu/es. Uh, '\ucoc)ahuU submit a eertilication attesting to the adoption of a System Salet Program Plan pursuant to Rule 14- 15.017. Florida Administrative Code. Prior u` beginning [ 'yscogc, yrn.icc operations. the /\gene v shall submit z ceni/icxikvn to the Department Mat the s■stem is sale |Or passenger scn/iec. r.uu. .- 14°^ I ^n Packet Page -1651- 4/26/2016 16.D.12. Collier County Financial Project Number: 423836-1-94-01 Contract Number: AQQ85 State Transit Service Development Program Third Party Contracts The Department must approve third party contracts pursuant to Paragraph 12.00 except that, when checked below, written approval is hereby granted for: 181 I. Execution of contracts for materials and/or vehicles from a valid state or inter-governmental contract. El 2. Other contracts less than $25,000 excluding consultant services or construction contracts. The Department shall require all consultant and construction contracts and amendments thereto to receive concurrence prior to award. ® 3. Recurring, renewable, or on-going operational contracts that have less than a twenty-five percent (25%)change in total dollar amounts from one year to the next. El 4. Purchase of service contracts where the Agency will provide transportation service for a fee. Required Submittals SUBM ITTAL/CERTIFICATION RESPONSIBILITY El Procurement Requests Agency El Safety Compliance Agency ® Specifications Agency LEI Invoices Agency El Audit Reports Agency Annually During Life of Project )gl Project Progress Reports Agency Annually During (In Department approved format) Life of Project Fxhihit C'. Pane 2 of 2 Packet Page -1652- 4/26/2016 16.D.12. pw°`�` CoUicr[lunty Financial Project Number: 432036-1'94'01 Contract Number: A()085 State Transit Service Development Program EXHIBIT I) FEDERAL AND STATE RESOURCES AND COMPLIANCE REQUIREMENTS This exhibit forms an in(cgm| part of that certain Joint Participation Agreement between the State of Floridi |)epo�oocnto[Trxnapo�utionand Collier Counts, Board o[Cuun4vConnnnissimoco; 3299 [uxtTnmiunoi li*�� ��up|rs. [|oddu ]41l2, dated C)(—U- 2i�\ �� ' ' FEDERAL and/or STATE resources awarded to the recipient pursuant to this agreement should be listed hdon, lithe resources awarded to the recipient represent more than one Federal or State program. provide the same information for each program and the total resources awarded. Compliance Requirements applicable to each Federal or State pro mm should also be listed below. If the resources awarded to the recipient pcpoycm more than one program. list applicable compliance requirements for each program in the same manner as shown here: STATE RESOURCES State /\Uour Catalog of State Financial Assistance (Number and Title) Amount Florida l)epartmcnt of 55.012 — Public Transit Service E)evelopment Program S237.919.00 Transportation Compliance Requirements I. Section 341.051. Florida Statutes l Americans with Disabilities Act (ADA) 3. Chtipter 337.408. Florida Statutes. "Regulation of bus stops, benches, transit shelters. street light poles. waste disposal receptacles. and modular news racks within rights-of-way.- 4. Flu/'id/J/hxi/ix(/zxive [oJcRu|c Chapter 14'20. -Private Usco[l{ight-of-\yuy.`` 5. '\U terms at'Department Contract NOTE: Section .400(d) of 0MB Circular A-I 33, as revised, and Section 215.97(5)(u). Florida Statutes, require that the information about Federal Programs and State Projects included in this exhibit be l)1'0 'it1e(l to the recipient. [xhibit I "[| Packet Page -1653- 4/26/2016 16.D.12. Davis, Julia —- - - - - -- ---- am: The job FI989WMR Sent: Friday.August 31,2012 4:02 PM To: Davis,Julia Subject: FUNDS APPROVAL/REVIEWED FOR CONTRACT AO085 STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION FUNDS APPROVAL Contract #AQQ85 Contract Type: Method of Procurement: Vendor Name: COLLIER COUNTY B Vendor ID: VF596000558004 Beginning date of this Agmt: 08/28/12 Ending date of this Agmt: 12/31/15 «+ •444•4+44 *4444 + 44444+*+443'4+44*44.444444 +44 ORG-CODE 'EO *OBJECT 'AMOUNT 'FIN PROJECT *FCT 'CFDA (FISCAL YEAR) *BUDGET ENTITY •CATEGORY/CAT YEAR AMENDMENT ID *SEQ. 'USER ASSIGNED ID 'ENC LINE(65)/STATUS 40 - *Mkt**+41144***44«+*4*4+*+*43',0k*+ +1 ++ +++k+ 44111,4414+41 3'4«4+++•4+ Action: ORIGINAL Funds have been: APPROVED 55 012020129 'PT *750012 ' 237919.00 '43283619401 '215 ' 5313 '55100100 '088774/13 0001 '00 * '0001/04 TOTAL AMOUNT: 'S 237,919.00 ' FUNDS APPROVED/REVIEWED FOR ROBIN M. NAITOVE, CPA, COMPTROLLER DATE: 08/31/2012 Please provide us your feedback on the Contract Funds Management System. A survey is available at the following link: http://cosharepoint.dot.state.fl.us/sites/00C/FM0/CFM/default.asox under the Surveys tab. Thank you in advance for your time! CoUier 1=7 JZ.S�3 s+ D+ ?. PacketPage -1654- A GI 8" 5 4/26/2016 16D.12. centennial 1975 2015 E: ECEIV4'1 Florida Department of Tra, RICK SCOTT 801 North Broadway GOVERNOR Bartow, FL 33830 SOUTH WFS F A R LA oFi-iCL DATE: April 27, 2015 TO: Brandy Otero,Associate Project Manager FROM: Paul A. Simmons, District Modal Development !JUN 2 9 2015 SUBJECT: EXTENSION OF TIME-JOINT PARTICIE FINANCIAL PROJECT NO.: 432836-1-94-01 • CONTRACT NO.: AQQ85 COUNTY: COLLIER PROJECT DESCRIPTION: Collier County Service Development for ADA Bus Stop improvements. The time allotted for the completion of services on subject agreement dated January 11, 2013 and any supplementals thereto will expire on 12-31-2015. In accordance with Section 18.00 of the Joint Participation Agreement, you may request a time extension. Please complete, sign, date and return this form to me. " It is requested that the Joint Participation Agreement for the subject project be extended until 12-31-2016. The reason for the Time Extension request must be included in a letter to the Department from the Director/ Manager/CEO of the organization. A detailed summary of the reason for the Time Extension and a schedule for completing the project must be included. Time Extensions will not be granted for billing purposes if the project is complete. COLLIER COUNTY RECOMMEND FOR A.PPROVAL: — — AGENCY TIM NICE ____ SIGNATORY(PRINTED 4.721' PED) DISTRICT MODAL DEVELOPMENT ADM INIS,TjAi-OR--...„: /, ';,1 — -- SIGNATURE APPROVED: If , . • _ TITLE 4" :(i2-ET."R Y 0 ■ESIG NEE Date; ‘ -27.; _ Date: 2 5- ' , 0/ _ ATTEST . , .-' ... Approle,t as to fo* i egality , htl i . 7 DWIGHT ' /r f / ) --r- — milli R cr a •-s" \. \,,,v (ot stlte I1S us- ea eputy County Attorney BY: AkittkiK I\../_ k . i , , . R. , 1 i c.,.) Attest este Chairmart's , 1----- Packet Page -1655- 1 I 4/26/2016 16.D.12. Centennial FD I.T , 7975 2075 . Florida Department of Transportation RICK SCOTT 801 North Broadway Avenue JIM BOXOLD GOVERNOR Bartow,FL 33830 SECRETARY i MEMORANDUM Date: June 4, 2015 To: Billy L. Hattaway, P.E., District Secretary I dChris Smith, Director of Transportation Development Copies: Carol Finn, Randy Prescott, Greg Bowne, Jennifer Stults, John Kubler, Bernie Masing, Jerri McCants Subject: Delegation of Authority I will be out of the office beginning Tuesday, June 23, 2015 through Friday, June 26, 2015 returning to the office on Monday, June 29, 2015. I delegate authority to John Kubler, Program Management Administrator to act on my behalf and to sign all documents within my authorization which may be delegated pursuant to Florida Statutes in my absence. In the event I return to the office prior to the expiration of this delegation of authority, said delegation automatically expires. CS/jm Packet Page -1656- Yr