Backup Documents 10/11/2016 Item #16A 7 ORIGINAL DOCUMENTS CHECKLIST & ROUTING LI
TO ACCOMPANY ALL ORIGINAL DOCUMENTS SENT T 7
THE BOARD OF COUNTYC OMMISSIONERS OFFICE FOR SIG
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 Office no later
than Monday preceding the Board meeting.
**NEW** ROUTING SLIP
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 10-11-16
t
4. BCC Office Board of County
Commissioners , ko\v41b
5. Minutes and Records Clerk of Court's Office
-TY° lo(rl16 q•.59o,
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 Marlene Messam Contact Information 239-252-81 2
Contact/ Department,
Agenda Date Item was October I I,2016 Agenda Item Number 16A7
Approved by the BCC
Type of Document Florida Department of Transportation Number of Original One Resolution,Two
Attached (FDOT)Compensation Agreement and Documents Attached (2)Copies of FDOT
Resolution Amending Traffic Signal Agreement
Maintenance
PO number or account N/A
number if document 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 Sf sy-s cy‘ ii A
2. Does the document need to be sent to another agency for additional signatures? If yes, SRT 5e�
provide the Contact Information(Name; Agency;Address; Phone)on an attached sheet. Z.,"••=3-St
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!
8. The document was approved by the BCC on 10/11/16 and all changes made during SRT
the meeting have been incorporated in the attached document. The County
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 the
Chairman's signature.
I:Forms/County Forms/BCC Fonns/Original Documents Routing Slip WWS Original 9.03.04,Revised 1.26.05,Revised 2.24.05;Revised 11/30/12
1 6 A 7
Ooiirity of Collier
CLERK OF THE)CIR UIT COURT
P
Dwight E. Brock COLLIER COU
Y CO THOUSE Clerk of Courts
Clerk of Courts Accountant
3315 TAMIAMI TRL E STE 102 P.O.BOX 413044
NAPLES,FLORIDA 'j NAPLES,FLORIDA Auditor
34112-5324 34101-3044 Custodian of County Funds
October 14, 2016
Steve Miller, Traffic Operations Specialist
Florida Department of Transportation
P.O. Box 1249
801 N. Broadway Avenue MS 1-8
Bartow, FL 33830
Re: Collier County Resolution 2016-207: Authorizing Execution of an amendment
to the annual Traffic Signal Maintenance and Compensation Agreement for the
maintenance of Florida Department of Transportation owned traffic signal devices
Mr. Miller,
Attached for further processing is a certified copy of the Resolution and (2) original
copies of the associated agreement, both referenced above, approved by the Collier
County Board of County Commissioners on Tuesday October 11, 2016.
After the agreements are signed by the appropriate parties, please return one of the original
agreements to the Collier County Minutes and Records Department, that serves as Clerk to
the Board, thereby providing a fully executed document for the Official Record.
I have included a label to facilitate mailing.
If you need any further information, please feel free to contact our office at 239-252-8406.
Thank you.
DWIGHT E. BROCK, CLERK
Ann Jennejohn, Deputy Clerk
Attachments
Phone- (239) 252-2646 Fax- (239) 252-2755
Website- www.CollierClerk.com Email- CollierClerk@collierclerk.com
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1 6 A 7
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1 6 A 7
MEMORANDUM
Date: November 1, 2016
To: Marlene Messam, Principal Project Manager
Transportation Operations Department
From: Ann Jennejohn, Deputy Clerk
Minutes & Records Department
Re: Resolution 2016-207: Authorizing the execution of an amendment to
the annual Traffic Signal Maintenance and Compensation Agreement for
maintenance of FDOT owned traffic signal devices maintained by Collier
County's Transportation Department
Attached for your records are copies of the Resolution and (fully executed) corresponding
amendment document referenced above, (Item #16A7) approved by the Board of County
Commissioners on Tuesday, October 11, 2016.
The original is being held in the Minutes and Records Department for the Board's
Official Record.
If you need further information, please feel free to contact me at 252-8406.
Thank you.
Attachment
16A 7
RESOLUTION NO. 2016 - 2 0 7
A RESOLUTION APPROVING THE EXECUTION OF AN AMENDMENT TO THE
TRAFFIC SIGNAL MAINTENANCE AND COMPENSATION AGREEMENT BETWEEN
THE BOARD OF COUNTY COMMISSIONERS OF COLLIER COUNTY, FLORIDA,
AND THE STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION.
WHEREAS, the Florida Department of Transportation ("FDOT") has jurisdiction
over certain State Roadways within Collier County that have intersections controlled by
traffic signals; and
WHEREAS, the FDOT has determined that the maintenance, operation and
repair of said traffic signals is most efficiently and safely accomplished by use of
employees and agents of a local government agency, referred to as the "Maintaining
Agency;" and
WHEREAS, Collier County has and is performing the duties of a Maintaining
Agency for certain traffic signals on State Roadways in unincorporated Collier County
under an existing Traffic Signal Maintenance and Compensation Agreement approved
by the Board on June 9, 2015, which annually compensates Collier County for the cost
of maintenance and operation of various traffic signals and devices; and
WHEREAS, FDOT tendered an amendment to the Agreement with revised terms
and conditions, which does not change the Fiscal Year 2016/2017 traffic signals and
devices addressed therein (or the corresponding compensation amount) and is
otherwise not objectionable; and
WHEREAS, FDOT and Collier County agree that it is in the public interest that
the parties enter into an Amendment to the Traffic Signal Maintenance and
Compensation Agreement.
1 6 A 7
NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF COUNTY
COMMISSIONERS OF COLLIER COUNTY, FLORIDA, that:
1. The Board of County Commissioners of Collier County, Florida (the "Board")
agrees to the terms and provisions of the attached Amendment to the Traffic
Signal Maintenance and Compensation Agreement.
2. The Board authorizes its Chair to sign the Amendment on behalf of Collier
County.
3. The Clerk to the Board is hereby directed to forward a certified copy of this
Resolution to the Florida Department of Transportation in Bartow, Florida.
4. This Resolution shall take effect immediately upon adoption.
This resolution adopted after motion, second, and majority vote favoring same this
d th day of October, 2016.
ATTEST: BOARD OF COUNTY COMMISSIONERS,
DWIGHT E. BROCK, Clerk COLLIER COUNTY, FLORIDA.
4p0.714.2.e
By: l l l,C, �' ! By:
Dep*fli Donna Fiala, Chair
Attest as to Chairman's
signature only,
Appr• -• as to for -nd legality:
By: OK kid
Cott ' Teach
Deputy County Attorney
Item#
Agenda ,Aka
Date
Date L}—
Redd ----"
Dere
2
FDO!
16A7
Florida Department of Tra?1atict I: 49
RICK SCOTT 801 North Broadway Avenue •- JIM BOXOLD
GOVERNOR Bartow,Florida 33830 " SECRETARY
October 27, 2016 ' .
Certified Mail No.: 91 7199 9991 7032 4510 7663
Mr. Dwight E. Brock
Clerk of Courts
Collier County
2885 South Horseshoe Drive
Naples, FL 34104
RE: Traffic Signal Maintenance and Compensation Agreement Amendment
Dear Mr. Ahmad:
I have enclosed a copy of the executed Exhibit A for Fiscal Year 2016/2017 Amendment for
your files. This will provide for signal maintenance reimbursement as stipulated in the Traffic
Signal Maintenance and Compensation Agreement.
If you have any questions regarding this matter, please contact me at(863) 519-2206.
Sincerely,
Steve Miller
AMS/FMS Specialist IV
SM:ca
Enclosure
cc: Jay Ahmad, P.E., Transportation Engineering Director, Collier County
Anthony Kahwaja, P.E., Chief Traffic Operations Engineer, Collier County
SharePoint\TrafficOps\Admin\Typing Files\Drafts\Executed Exhibit A FYI5-16\Collier County.doc
www.dot.state.fl.us
STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION 1 b A 7
AMENDMENT TO THE TRAFFIC SIGNAL MAINTENANCE
AND COMPENSATION AGREEMENT
CONTRACT NO. ARX56
FINANCIAL PROJECT NO. 41266618801
F.E.I.D. NO. F596000558002
AMENDMENT NO. 1
THIS AMENDMENT TO THE TRAFFIC SIGNAL MAINTENANCE AND COMPENSATION AGREEMENT
("Amendment")is made and entered into on this /9 day of(Veber- ZO# , by and between the STATE OF FLORIDA,
DEPARTMENT OF TRANSPORTATION ("Department"), an agency of the State of Florida, and Collier County,
("Maintaining Agency").
RECITALS
WHEREAS, the Department and the Maintaining Agency on June 23rd 2015 entered into a Traffic Signal
Maintenance and Compensation Agreement ("Agreement").
WHEREAS, the Parties have agreed to modify the Agreement on the terms and conditions set forth herein.
NOW THEREFORE, in consideration of the mutual covenants in this Amendment, the Agreement is amended as
follows:
All the terms and conditions of the Agreement are superseded and replaced in their entirety by the terms and conditions
contained in Attachment "1", Revised Terms and Conditions for the Traffic Signal Maintenance and Compensation
Agreement, attached to and incorporated into this Amendment.
IN WITNESS WHEREOF, the undersigned parties have executed this Amendment on the day, month and year set forth
above.
Coll County ,Florida STATE s LORIDA DE ARTMENT OF TRANSPORTATION
(Maintaining County/et.,
By By
I (Authorized Signature) (Authorized Signatur: �"
Print/Type Name: Donna Fiala Print/Type Name:��✓ A-�n/,v• 1.xi
Title: Chairman Title: ( Sr2ic-r AfP c ev: 'trtcra'
Legal Review:
Attorney: Date:
ATTEST
DWIGHT E. BROCK, CLERK
IL „
;•• .0
BY:
Attes liPrman's
signature only.
• oprov d as to fa legality
WV A
Sc. ' .Teach, Deputy County Attorney
16A7
STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION 750-010-22
ATTACHMENT 1TRAFFIC
OPERATIONS
REVISED TERMS AND CONDITIONS FOR THE 06'16
Page 1 of 6
TRAFFIC SIGNAL MAINTENANCE AND COMPENSATION AGREEMENT
CONTRACT NO. ARX56
FINANCIAL PROJECT NO. 41266618801
F.E.I.D. NO. F596000558002
The following terms and conditions replace and supersede all the existing terms and conditions contained within the Traffic Signal and
Maintenance Agreement:
A. The Department is authorized under Section 335.055, Florida Statutes,to enter into this Agreement.
B. The Maintaining Agency is authorized under Resolution No. 2016-207 to enter into this Agreement
and has authorized its undersigned representative to enter into and execute this Agreement on behalf of the Maintaining
Agency.
NOW, THEREFORE, in consideration of the mutual covenants contained in the Agreement, the sufficiency of which is
acknowledged,the parties mutually agree and covenant as follows:
1. The term "Traffic Signals and Devices" is defined as follows: all traffic signals, interconnected and monitored traffic signals
("IMTS") (defined as signals that are interconnected with telecommunications and are monitored at a central location), traffic
signal systems(defined as central computer,cameras,message signs,communications devices,interconnect/network,vehicle,
bicycle & pedestrian detection devices, traffic signal hardware and software, preemption devices, and uninterruptible power
supplies ("UPS")), control devices (defined as intersection control beacons, traffic warning beacons, illuminated street name
signs, pedestrian flashing beacons (i.e., school zone flashing beacons, pedestrian crossing beacons, and Rectangular Rapid
Flashing Beacons)),blank-out signs,travel time detectors,emergency/fire department signals,speed activated warning displays,
and other types of traffic signals and devices specifically identified within Exhibit A, which are located on the State Highway
System within the jurisdictional boundaries of the Maintaining Agency.
The Maintaining Agency shall be responsible for the maintenance and continuous operation of Traffic Signals and Devices
("Project"). The Maintaining Agency shall be responsible for the payment of electricity and electrical charges incurred in
connection with operation of Traffic Signals and Devices upon completion of installation of each of the Traffic Signals and
Devices.
2. The Department agrees to pay the Maintaining Agency an annual compensation amount based on the Department's fiscal year.
The compensation amount consists of the cost of the maintenance and continuous operation of the Traffic Signals and Devices
as identified in Exhibit A, which is attached and incorporated into this Agreement. Compensation will also be made for costs
incurred for the repair and/or replacement of damaged Traffic Signals and Devices as identified in Exhibit C, attached and
incorporated into this Agreement. Payments by the Department will be made in accordance with Exhibit B. In the case of
construction contracts,the Maintaining Agency shall be responsible for the payment of electricity and electrical charges incurred
in connection with the operation of the Traffic Signals and Devices, and shall undertake the maintenance and continuous
operation of these Traffic Signals and Devices upon final acceptance of the installation by the Department. Prior to any final
acceptance of the installation by the Department, the Maintaining Agency will have the opportunity to inspect and request
modifications or corrections to the installation(s) and the Department agrees to undertake those modifications or corrections
prior to final acceptance so long as the modifications or corrections comply with the Agreement,signal plans,and specifications
previously approved by both the Department and Maintaining Agency. Repair or replacement and other responsibilities of the
installation contractor and the Department, during construction, are contained in the Department's Standard Specifications for
Road and Bridge Construction.
3. If Traffic Signals and Devices are damaged and the Maintaining Agency did not cause the damages,then the Department shall
reimburse the Maintaining Agency for the actual costs incurred by the Maintaining Agency for repairs and/or replacement of
Traffic Signals and Devices, once the following occurs:
a. The Department has approved a properly completed invoice for reimbursement that was provided to the Department
outlining the details of the requested reimbursements;and
b. Evidence of the costs incurred were included as an attachment to the invoice.
Exhibit C sets forth additional conditions that apply when the Maintaining Agency seeks to obtain reimbursement for costs
incurred for repair and/or replacement of damaged Traffic Signals and Devices. Exhibit C also serves as a form invoice that can
be used by the Maintaining Agency. The Maintaining Agency shall obtain written approval from the Department regarding the
appropriate method of repair and/or replacement of damaged Traffic Signals and Devices prior to performing repair and/or
replacement work. If there is an immediate risk to public safety due to damaged Traffic Signals and Devices and the Maintaining
Agency is unable to immediately obtain the Department's written approval regarding the method of repair and/or replacement,
then the Maintaining Agency shall immediately repair and/or replace the Traffic Signals and Devices. The Maintaining Agency
shall notify the Department within thirty (30) calendar days of becoming aware of any damage to Traffic Signals and Devices
caused by third parties.The Department shall be responsible for pursuing reimbursement from individuals and/or the third parties
6 A 7
STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION 750-010-22
ATTACHMENT 1FFIC
OPERATIONS
REVISED TERMS AND CONDITIONS FOR THE 06'16
Page 2 of 6
TRAFFIC SIGNAL MAINTENANCE AND COMPENSATION AGREEMENT
who cause damages and are liable for replacement and/or repair costs to Traffic Signals and Devices. If the Maintaining Agency
causes damages to the Traffic Signals and Devices,then the Maintaining Agency shall repair and/or replace the Traffic Signals
and Devices, and the Maintaining Agency shall be fully responsible for the cost of repair and/or replacement to the extent the
damages were caused by the Maintaining Agency.
4. The Maintaining Agency shall maintain and operate the Traffic Signals and Devices in a manner that will ensure safe and efficient
movement of highway traffic and that is consistent with maintenance practices prescribed by the International Municipal Signal
Association(IMSA)and operational requirements of the Manual on Uniform Traffic Control Devices(MUTCD), as amended.
5. The Maintaining Agency's maintenance responsibilities include, but are not limited to,locates, preventive maintenance (periodic
inspection, service, and routine repairs), restoration of services, and emergency maintenance(troubleshooting in the event of
equipment malfunction, failure, or damage). Restoration of services may include temporary poles and/or signals, stop signs or
other methods to maintain traffic. The Maintaining Agency shall record its maintenance activities in a traffic signal maintenance
log, as they occur, and include this as part of the annual report, highlighting the time it took to restore the normal service and
number of times such events occurred.
6. Neither the Maintaining Agency nor the Department shall be liable to the other for any failure to perform under this Agreement
to the extent such performance is prevented by a Force Majeure Event and provided that the party claiming the excuse from
performance has (a) promptly notified the other party of the occurrence and its estimated duration, (b) promptly remedied or
mitigated the effect of the occurrence to the extent possible,and(c)resumed performance as soon as possible.
A"Force Majeure Event"means the occurrence of:
(a) an act of war, hostilities, invasion, act of foreign enemies, riot, terrorism or civil disorder;
(b) act of God (such as, but not limited to, fires, explosions, earthquakes, drought, hurricanes, storms,
lightning, tornados, tidal waves, floods, extreme weather or environmental conditions, and other natural
calamities);
(c) or another event beyond the control of the non-performing party and which could not have been avoided
or overcome by the exercise of due diligence.
7. The Department intends to conduct a structural inspection of the mast arm structures every sixty (60) months. The inspection
report will serve as ninety (90) days notification to the Maintaining Agency that deficiencies exist that require preventive
maintenance. Preventive maintenance of the mast arm structures includes,but is not limited to,spot painting,cleaning,all wiring
repair and replacement, graffiti removal, all signal related issues(including lighting, signs and connections), tightening of nuts,
replacing missing or deficient bolts, replacement of missing cap covers or equivalent, replacement of missing or deficient access
hole cover plates, repairing improper grounding, and repainting any painted mast arms installed after April 30, 2015. If the
preventive maintenance is not carried out after the expiration of the 90-day notice given to the Maintaining Agency, the
Department shall withhold 8.33% up to a maximum of 25%of the total annual compensation amount under this Agreement for
the affected signal locations each month.
8. Any and all work performed by the Maintaining Agency must conform to the current Department Standard Specifications for
Road and Bridge Construction as applicable. Mast arms that the Department determines to be at the end of their useful life cycle
will be replaced by the Department so long as documented preventive maintenance was satisfactorily performed by the
Maintaining Agency. In the case of a total paint failure, as determined by the Department, on a mast arm installed prior to April
30,2015,the Department may repaint or replace with a galvanized mast arm. The aforementioned requirement does not apply
to any mast arm that was installed under a separate mast arm paint finish agreement; in such case,the terms of that agreement
shall govern.
9. The Maintaining Agency may remove any component of the installed equipment for repair or testing;however, it shall only make
permanent modifications or equipment replacements and only if the equipment provided is capable of performing at minimum
the same functions as the equipment being replaced. The Department shall not make any modifications or equipment
replacements without prior written notice to and consultation with the Maintaining Agency.
10. The Maintaining Agency shall implement and maintain the timing and phasing of the traffic signals in accordance with the
Department's timing and phasing plans,specifications, special provisions, Department re-timing projects,and the Department's
Traffic Engineering Manual. The Maintaining Agency shall obtain prior written approval from the Department for any modification
in phasing of signals and flash times (where applicable). Signal Systems timings (cycle length, split, offsets)are considered
operational changes and may be changed by the Maintaining Agency to accommodate changing needs of traffic. The
Maintaining Agency may make changes in the signal timing provided these changes are made under the direction of a qualified
Professional Engineer registered in the State of Florida. The Maintaining Agency shall make available a copy of the timings to
the Department upon request. The Department reserves the right to examine equipment,timing and phasing at any time and,
after consultation with the Maintaining Agency, may specify modifications. If the Department specifies modification in timing or
phasing, implementation of such modifications will be coordinated with, or made by, the Maintaining Agency. All signal timing
and phasing records shall be retained by the Maintaining Agency for at least three(3)years, and will be made available to the
Department upon request.
GAO
16A7
STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION 750-010-22
ATTACHMENT 1TRAFFIC
OPERATIONS
REVISED TERMS AND CONDITIONS FOR THE 06'16
Page 3 of 6
TRAFFIC SIGNAL MAINTENANCE AND COMPENSATION AGREEMENT
11. The Maintaining Agency shall note in the maintenance log any changes in timings and phasings, and keep a copy of the timings
and phasings, and any approval documentation in a file. A copy of the log shall be provided to the Department upon request.
Maintaining Agencies may provide this information electronically.
12. The Maintaining Agency and the Department shall update Exhibit A on an annual basis through an amendment of this
Agreement. The Maintaining Agency designates as its authorized representative(s),who is delegated the
authority to execute any and all amendments to Exhibit A of this Agreement on behalf of the Maintaining Agency. Exhibit A
contains a list of Traffic Signals and Devices that identifies their location and type. No changes or modifications may be made
to Exhibit A during the Department's fiscal year for compensation.Traffic Signals and Devices added by the Department during
its fiscal year must be maintained and operated by the Maintaining Agency upon the Department's final acceptance of installation
of the new Traffic Signals and Devices. The Maintaining Agency and the Department shall amend Exhibit A prior to the start of
each new fiscal year of the Department to reflect the addition or removal of Traffic Signals and Devices.The Maintaining Agency
will begin receiving compensation for new Traffic Signals and Devices that were added to Exhibit A by amendment of this
Agreement in the Departments fiscal year occurring after the Traffic Signals and Devices are installed and final acceptance of
such installation is given by the Department. In the event that no change has been made to the previous year's Exhibit A, a
certification from the Maintaining Agency shall be provided to the Department certifying that no change has been made to Exhibit
A in the Department's previous fiscal year. The annual compensation will be a lump sum payment(minus any retainage or
forfeiture)as set forth in Exhibit B. Future payments will be based on the information provided in Exhibit A, in accordance with
the provisions as set forth in Exhibit B, attached to and incorporated in this Agreement. Some of the Traffic Signals and Devices
may not be listed in Exhibit A because the cost of operating and maintaining such devices is relatively small. The Department
has factored in these costs and the compensation provided through this Agreement also covers the cost of operation and
maintenance for Traffic Signals and Devices that are not listed in Exhibit A.
13. Payment will be made in accordance with Section 215.422, Florida Statutes.
14. There shall be no reimbursement for travel expenses under this Agreement.
15. Bills for fees or other compensation for services or expenses shall be submitted in detail sufficient for a proper pre-audit and
post-audit thereof.
16. The Maintaining Agency should be aware of the following time frames. Inspection and approval of goods or services shall take
no longer than twenty(20)working days. The Department has twenty(20)days to deliver a request for payment(voucher)to
the Department of Financial Services. The twenty(20)days are measured from the latter of the date the invoice is received or
the goods or services are received, inspected and approved.
17. If a payment is not available within forty (40) days, a separate interest penalty at a rate as established pursuant to Section
55.03(1), Florida Statutes, will be due and payable, in addition to the invoice amount, to the Maintaining Agency. Interest
penalties of less than one(1)dollar will not be enforced unless the Maintaining Agency requests payment. Invoices returned to
a Maintaining Agency because of Maintaining Agency 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.
18. A Vendor Ombudsman has been established within the Department of Financial Services. The duties of this individual include
acting as an advocate for contractors or vendors who may be experiencing problems in obtaining timely payment(s)from a state
agency. The Vendor Ombudsman may be contacted at(850)413-5516.
19. 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(5)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 Maintaining
Agency'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.
20. 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
agreement which it has with the Maintaining Agency owing such amount if, upon demand, payment of the amount is not made
within 60 days to the Department. Offsetting any amount pursuant to this paragraph shall not be considered a breach of contract
by the Department.
21. The Maintaining Agency must submit the final invoice on the Project to the Department within 120 days after termination of the
Agreement. Invoices submitted after the 120-day time period may not be paid.
22. In the event this contract is for services in excess of$25,000.00 and a term for a period of more than one(1)year,the provisions
of Section 339.135(6)(a), F.S., are hereby incorporated:
CAa
16A7
STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION 750-010-22
ATTACHMENT 1TRAFFIC
OPERATIONS
REVISED TERMS AND CONDITIONS FOR THE06/t6
Page 4 of 6
TRAFFIC SIGNAL MAINTENANCE AND COMPENSATION AGREEMENT
"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 such 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$25,000.00 and which have
a term for a period of more than 1 year."
23. The Department's performance and obligation to pay under this Agreement is contingent upon an annual appropriation by the
Legislature. If the Department's funding for this Project is in multiple fiscal years, funds approval from the Department's
Comptroller must be received each fiscal year prior to costs being incurred. See Exhibit B for funding levels by fiscal year.
Project costs utilizing these fiscal year funds are not eligible for reimbursement if incurred prior to funds approval being received.
The Department will notify the Maintaining Agency, in writing,when funds are available.
24. In accordance with Section 287.134, Florida Statutes, 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,contractor,supplier,subcontractor,or consultant
under a contract with any public entity, and may not transact business with any public entity.
25. A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not
submit a bid on a contract to provide any goods or services to a public entity, may not submit a bid on a contract with a public
entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to a public
entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any
public entity,and may not transact business with any public entity in excess of the threshold amount provided in Section 287.017,
Florida Statutes, for CATEGORY TWO for a period of thirty-six (36) months from the date of being placed on the convicted
vendor list.
26. An entity or affiliate who has had its Certificate of Qualification suspended, revoked,denied or have further been determined by
the Department to be a non-responsible contractor may not submit a bid or perform work for the construction or repair of a public
building or public work on a contract with the Maintaining Agency.
27. The Department shall consider the employment by any contractor of unauthorized aliens a violation of Section 274A(e)of the
Immigration and Nationality Act. If the contractor knowingly employs unauthorized aliens, such violation will be cause for
unilateral cancellation of this Agreement.
28. No funds received pursuant to this Agreement may be expended for lobbying the Legislature, the judicial branch or a state
agency.
29. The Maintaining Agency shall comply and require its contractors and subcontractors to comply with all terms and conditions of
this Agreement and all federal,state, and local laws and regulations applicable to this Project.
30. The Maintaining Agency may be subject to inspections of Traffic Signals and Devices by the Department. Such findings will be
shared with the Maintaining Agency and will be the basis of all decisions regarding payment reduction, reworking, Agreement
termination,or renewal. If at any time the Maintaining Agency has not performed the maintenance responsibility on the locations
specified in the Exhibit A, the Department has the option of (a) notifying the Maintaining Agency of the deficiency with a
requirement that it be corrected within a specified time, otherwise the Department shall deduct payment, suspend funds, or
terminate funds for any deficient maintenance of Traffic Signals and Devices that has not been corrected at the end of such
time,or(b)take whatever action is deemed appropriate by the Department. Any deduction in payment, suspension of funds,or
termination of funds does not relieve any obligation of the Maintaining Agency under the terms and conditions of this Agreement.
31. The Department shall monitor the performance of the Maintaining Agency in the fulfillment of its responsibilities under the
Agreement. The Maintaining Agency shall submit an annual Report prior to June 30 of each year detailing the following:
a. Critical Detection device malfunctions: Critical Detection devices include the detectors on side-streets and in left turn
lanes on the main streets, and all pedestrian/bicycle detectors. Repairs to the side-street and main street left turn
detectors shall be made within ninety(90)days and pedestrian detectors within seventy-two (72) hours of discovery.
The Maintaining Agency shall ensure that 90%of all Critical Detection devices system wide are operating at all times.
At any time the level drops below 90%, the Maintaining Agency shall notify the Department and correct the situation
within a time frame determined in the sole discretion of the Department. Discovery and correction dates for Critical
r90
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STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION 750-010-22
ATTACHMENT 1FFIC
OPERATIONS
REVISED TERMS AND CONDITIONS FOR THE 06'16
Page 5 of 6
TRAFFIC SIGNAL MAINTENANCE AND COMPENSATION AGREEMENT
Detection device malfunction shall be logged into the annual report. If the repairs cannot be performed within stipulated
times, the agency shall document the reason(s) why in the annual report. When the 90% Critical Detection device
requirement is(are)not met,a 10%retainage of the total annual compensation amount(as shown in Exhibit B)for the
affected Critical Detection device location(s)each month will be withheld after the 90-day period.
b. Traffic signal preventive maintenance inspections: Traffic signals shall receive a comprehensive preventive
maintenance inspection on at least 50%of all traffic signals annually,alternating the remaining 50%the following year.
Preventive maintenance inspection shall include verification that all detection is working, the traffic signal is cycling
properly, the ventilation system is functioning and filters are clean. Basic traffic cabinet maintenance shall also verify
power feed voltages, verify that the vehicle and pedestrian indications are functioning properly, test the effective
functioning of pedestrian push buttons, and check hinges and door locks.At least one(1)conflict monitor test shall be
performed on 50% of traffic signals annually, alternating the remaining 50% the following year. Each test is to be
documented and included in the annual report to the Department.The inspection report shall note the location,date of
inspection, and any items noted. If 50%of the traffic signals do not receive at least one(1)comprehensive preventive
maintenance inspection during a twelve(12)month period,there shall be a 20%retainage of the annual compensation
amount for the affected traffic signal locations until the preventive maintenance inspection is made. If not performed
within the state's fiscal year, the 20% retainage of the annual compensation amount for the affected traffic signal
locations will be forfeited.
c. For any traffic signals that are interconnected with telecommunications and their real-time operation is electronically
monitored via software by personnel at a central location and are therefore receiving the higher compensation amount
as described in Exhibit B,the name(s)and title(s)of those monitoring those intersections,and the location of the central
monitoring facility(ies), are to be documented and contained in the annual report submitted to the Department.
32. The Maintaining Agency may enter into agreements with other parties pertaining to Traffic Signals and Devices including, but
not limited to,agreements relating to costs and expenses incurred in connection with the operation of Traffic Signals and Devices
on the State Highway System, provided that such Agreements are consistent with the mutual covenants contained in this
Agreement. The Maintaining Agency shall furnish a copy of such agreements to the Department.
33. This Agreement may not be assigned or transferred by the Maintaining Agency in whole or in part without prior written consent
of the Department.
34. The Maintaining Agency shall allow public access to all documents, papers, letters, or other material subject to provisions of
Chapter 119, Florida Statutes,and made or received by the Maintaining Agency in conjunction with this Agreement. Failure by
the Maintaining Agency to grant such public access will be grounds for immediate unilateral cancellation of this Agreement.
35. At no additional cost to the Department, the Maintaining Agency shall provide the Department access to all traffic signal data
available from the firmware of the traffic signal controllers and other devices covered under this Agreement. The Maintaining
Agency shall include the Department as a party to all traffic signal firmware/software related agreements that the Maintaining
Agency enters into with other parties.
36. This Agreement is governed by and construed in accordance with the laws of the State of Florida. The invalidity or
unenforceability of any portion of this Agreement does not affect the remaining provisions and portions hereof. Any failure to
enforce or election on the part of the Department to not enforce any provision of this Agreement does not constitute a waiver of
any rights of the Department to enforce its remedies hereunder or at law or in equity.
37. In no event shall the making by the Department of any payment to the Maintaining 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 Maintaining 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.
38. The term of this Agreement is twenty (20) years from the date of execution of the Agreement; provided that either party may
cancel this Agreement prior to the expiration of the term of this Agreement. A minimum notice period of two (2)years plus the
remaining months of the Department's fiscal year shall be provided to the other party in writing. Should the Maintaining Agency
provide its written notice of cancellation to the Department, the notice shall be endorsed by the elected body (County
Commission, City Council, or local agency governing body)under which the Agency operates.
39. Any Project funds made available by the Department which are determined by the Department to have been expended in
violation of this Agreement or any other applicable law or regulation shall be promptly refunded in full to the Department.
Acceptance by the Department of any documentation or certifications, mandatory or otherwise permitted, that the Maintaining
Agency files shall not constitute a waiver of the Department's rights and Department has the right to verify all information at a
16A7
STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION 750-010-22
ATTACHMENT 1TRAFFIC
OPERATIONS
REVISED TERMS AND CONDITIONS FOR THE 06'16
Page 6of6
TRAFFIC SIGNAL MAINTENANCE AND COMPENSATION AGREEMENT
later date by audit or investigation. Within thirty (30) days of the termination of this Agreement, the Maintaining Agency shall
refund to the Department any balance of unobligated funds which were advanced or paid to the Maintaining Agency. In the event
the Maintaining Agency fails to perform or honor the requirements and provisions this Agreement,the Maintaining Agency shall
return funds in accordance with this paragraph within thirty(30)days of termination of the Agreement.
40. Upon execution, this Agreement cancels and supersedes any and all prior Traffic Signal Maintenance Agreement(s) between
the parties,except any specific separate Agreements covering painted mast arm maintenance or any other aspect related to the
painting of mast arms.
41. The Department reserves the right to remove select critical corridors or critical intersections from the Maintaining Agency's
obligation under this Agreement. The remaining intersections and corridors would continue to be covered under this Agreement.
The Department will provide a minimum of one year notice prior to take-over of maintenance of critical corridors or critical
intersections.
42. This Agreement may be executed in one or more counterparts,each of which shall be deemed an original,but all of which
shall constitute the same Agreement. A facsimile or electronic transmission of this Agreement with a signature on behalf of a
party will be legal and binding on such party.
43. The Department agrees that the Maintaining Agency must comply with State law regarding appropriations and budgets. This
Agreement shall not be interpreted to conflict with State law applicable to the Maintaining Agency.
44. The Maintaining Agency shall:
a. utilize the U.S. Department of Homeland Security's E-Verify system to verify the employment eligibility of all new
employees hired by the Maintaining Agency during the term of the Agreement;and
b. expressly require any contractors and subcontractors performing work or providing services pursuant to the Agreement
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 Agreement term.
45. Unless authorized by law and agreed to in writing by the Department, the Department will not be liable to pay attorney fees,
interest,or cost of collection.
46. The Parties agree to comply with s.20.055(5), Florida Statutes, and to incorporate in all subcontracts the obligation to comply
with s.20.055(5), Florida Statutes.
47. Exhibits A, B,and C are attached and incorporated into this Agreement.
48. This Agreement contains all the terms and conditions agreed upon by the parties.
1 6 A 7
3TATE 0,'1,0,2,0A DEPART4ENT TRANAPORTANA 750-0,172
ATTACHMENT 1 TRAFFIC OPERA,:0NA
Oftil6
REVISED TERMS AND CONDITIONS FOR THE TRAFFIC SIGNAL MAINTENANCE AND Ap.0.1
COMPENSATION AGREEMENT
Reimbursement for Maintenance and Operation
Exhibit A
'Compensation for Maintaining Traffic Signals and Devices for FY
Effective Date:from to
intersection Traffic Traffic Signal- Intersection Pedestrian Emergency Speed Activated Traffic Travel Uninterruptible Compensation
Location Signals Interconnected Control Flashing Fire Dept. Warning Display Warning Time Power Supplies Amount(using
(TS) &monitored Beacon Beacon Signal f(SAWD)or Blank Beacon(TWB) Detector (UPS) Unit Rates from
(IMTS) (ICE) (PFB) (FDS) Out Sign(80$) Exhibit B)
•
Total Lump Sum
Amount*
"Amount paid be the Total!Amp Sum(minus any retainage or forfeiture).
I certify that the above Traffic Signals and Devices will be maintained and operated in accordance with the requirements of the Traffic Signal Maintenance and Compensation
Agreement.For satisfactory completion of all services detailed in thIs Agreement for Ws time period,the Department will pay the Maintaining Agency a Total lump Sum(minus any
retainage or forfeiture)of$
Maintaining Agency Date District Traffic Operations Engineer Date
1 6 A 7
STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION 750-010.22
ATTACHMENT 1TRAFFIC
OPERATIONS
REVISED TERMS AND CONDITIONS FOR THE TRAFFIC SIGNAL 06'16
Exhibit 8 Page 1 of 2
MAINTENANCE AND COMPENSATION AGREEMENT
EXHIBIT B
TRAFFIC SIGNAL MAINTENANCE AND COMPENSATION AGREEMENT
1.0 PURPOSE
This exhibit defines the method and limits of compensation to be made to the Maintaining Agency for the services
described in this Agreement and in Exhibit A and method by which payments will be made.
2.0 COMPENSATION FOR MAINTENANCE AND OPERATION
For the satisfactory completion of all services related to maintenance and operation detailed in this Agreement
and Exhibit A of this Agreement, the Department will pay the Maintaining Agency the Total Lump Sum (minus
any retainage or forfeiture) in Exhibit A. The Maintaining Agency will receive one lump sum payment(minus
any retainage or forfeiture)at the end of each fiscal year for satisfactory completion of service.
Beginning in the fiscal year 2016-17, for traffic signals that are not interconnected with telecommunications and
are not monitored at a central location, the compensation amount shall be$3,131. The compensation amount for
traffic signals that are interconnected with telecommunications and are monitored at a central location shall be
$4,500 per signal location. These differential compensation amounts shall be in effect beginning July 1, 2016. The
Table below shows the compensation amount for the various devices for fiscal years 2015-16 and 2016-17, and
beyond.
Total Lump Sum (minus any retainage or forfeiture)Amount for each fiscal year is calculated by adding all of the
individual intersection amounts.
Pedestrian Flashing Beacon: includes school zone beacons, pedestrian crossing beacons, and rectangular rapid flashing
beacons (RRFB). School zones, crosswalks and warning sign locations shall be paid at a unit rate regardless of the
number of individual beacons or poles.
Unit Compensation Rates per Intersection on the State Highway System
Speed
Activate
d
Traffic Signal Warning Traffic
Intersecti Pedestria Emergen Display Warni
Interconnect on n cy Fire (SAWD) ng Travel Uninterrupti
Traffic ed & Control Flashing Dept. or Blank Beaco Time ble Power
Signal monitored Beacon Beacon Signal Out Sign n Detect Supplies
FY s (TS) (IMTS) (ICB) (PFB) (FDS) (BOS) (TWB) or (UPS)
2014- $
15* 2,951 $738 $295 $738 $148 $148
2015-16 3,040 760 608 1,064 304 304
2016-17 3,131 4,500 783 626 1,096 313 313 100 100
2017-18 Based on the Consumer Price Index(CPI),the 2016-17 compensation amounts will be revised upwards.
2018-19 Based on the CPI,the 2017-18 compensation amounts will be revised upwards.
2019-20 Based on the CPI,the 2018-19 compensation amounts will be revised upwards.
*Compensation pro-rata based on intersection approaches or legs on State Highway System.
Based on the Consumer Price Index(CPI), the Unit Rate for the following fiscal year will be adjusted accordingly, unless
otherwise specified in an amendment to this Agreement. However, if CPI is negative, there shall be no reduction from the
previous year's compensation.
3.0 COMPENSATION FOR REPAIR AND/OR REPLACEMENT OF DAMAGED TRAFFIC SIGNALS AND DEVICES
For the satisfactory completion of all services related to repair and/or replacement of damaged Traffic Signals and
Devices detailed in this Agreement, the Department will pay the Maintaining Agency a Lump Sum amount of the
actual costs incurred for the replacement and/or repair of the damaged Traffic Signals and Devices as set forth in
the invoice submitted to the Department. The invoice for the costs incurred for the replacement and/or repair of
16A ?
STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION 750-010-22
ATTACHMENT 1TRAFFIC
OPERATIONS
REVISED TERMS AND CONDITIONS FOR THE TRAFFIC SIGNAL 06'16
Exhibit 8 Page 2 of 2
MAINTENANCE AND COMPENSATION AGREEMENT
damaged Traffic Signals and Devices shall contain the information required in Exhibit C and any other additional
information requested by the Department to justify the costs incurred. The reimbursement amount is subject to
approval by the Department.
4.0 PAYMENT PROCESSING
For regular maintenance costs, the Maintaining Agency shall invoice the Department in a format acceptable to the
Department, on an annual basis for the reimbursement costs incurred by the Maintaining Agency for the previous
year prior to June 30th of each year. For example, the Maintaining Agency shall submit its invoice for the previous
year beginning July 1, 2015 through June 30, 2016 no later than June 30, 2016.
For costs incurred for repair and/or replacement of damaged Traffic Signals and Devices, applicable
reimbursements will be processed after the Department receives a properly completed and supported invoice
from the Maintaining Agency. The Maintaining Agency shall submit invoices for repair and/or replacement costs
due to damaged Traffic Signals and Devices at least on an annual basis but the Maintaining Agency may also
submit such invoices to the Department on a quarterly basis.
| /
K8A 7
STATE o,FLORIDA DEPARTMENT OF TRANSPORTATION 750�0-22
ATTACHMENT 1nwr
REVISED TERMS ~~^~��
k8 | �
C Page of 1
MAINTENANCE AND COMPENSATION AGREEMENT
EXHIBIT C
Reimbursement for Replacement and/or Repair of
Damaged Traffic Signals and Devices
The Department will reimburse the Maintaining Agency a Lump Sum amount for costs incurred for the replacement and/or
repair of Traffic Signals and Devices damaged as a result of third parties or as a result of other causes that were not
caused by the Maintaining Agency.
The Maintaining Agency is not required to provide a police report in situations where damage is caused to Traffic Signals
and Devices by a Force Majeure Event or as a result of other causes beyond the control of the Maintaining Agencythat
do not necessarily prevent performance,which includes but is not limited to; storms,winds, lightning,flooding and other
natural and weather related causesThe MaintaininAgency must provide a police report in all situations where a traffic
accident,\heft, or vandalism causes damage to Traffic Signals and Devices to the extent the Maintaining Agency has the
ability and opportunity to obtain a police report.
Applicable reimbursements will be processed after the Department receives a properly completed and supported invoice
from the Maintaining Agency. The fotowing information shall be provided by the Maintaining Agency to be eligible for the
reimbursement payment;
I Date and — ----- `
Location of Accident/incident:
Provide Police Report(if applicable)and the FollowinInformation:
1. Am ch pictures ofu traffic signals ando /
2. Attach invoices or receipt of equipment purchased to replace damaged components.
3. Attach detailed documentation of labor costs associated with replacing and/or repairing damaged components,including
dares of performance and compieton of the work.
Contract No.;
Project No.:
Total Lump Sum Reimbursement Amount $
The MaintaInIng Agency hereby certifies thatit has replaced and repaired all the Traffic Signals and Devices at the
location or signalized intersection referenced above. Honcoforth, this document s the Maintaining Agfor
reimbursement to the Department for the services of restoring the Traffic Signals and Devices to their original operating
condition.
The Parties agree to the Total Lump Sum Reimbursement Amount set forth above.
Maintaining Agency Date District Traffic Operations Engineer Date
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