Backup Documents 06/28/2016 Item #16A 7 ORIGINAL DOCUMENTS CHECKLIST & ROUTING SLIP
TO ACCOMPANY ALL ORIGINAL DOCUMENTS SENT TO6 A 7
THE BOARD OF COUNTY COMMISSIONERS OFFICE FOR SIGNATU
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 5.T- b
IS (9-a2.-1
4. BCC Office Board of County
Commissioners y�(� (4711
5. Minutes and Records Clerk of Court's Office
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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 Brandy Otero/Collier MPO Phone Number 252-5859
Contact/ Department
Agenda Date Item was 6/28/16 V Agenda Item Number 16A7 1�
Approved by the BCC
Type of Document Agreement V' Number of Original 1 +�
Attached Documents Attached
PO number or account
number if document is NIA
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? Amp Q BO
2. Does the document need to be sent to another agency for additional signatures? If yes, N/A
provide the Contact Information(Name;Agency;Address;Phone)on an attached sheet.
3. Original document has been signed/initialed for legal sufficiency. (All documents to be
signed by the Chairman,with the exception of most letters,must be reviewed and signed BO
by the Office of the County Attorney.
4. All handwritten strike-through and revisions have been initialed by the County Attorney's N/A
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 BO
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 BO
signature and initials are required.
7. In most cases(some contracts are an exception),the original document and this routing slip .BES 14/14
'n
should be provided to the County Attorney Office at the time the item is input into SIRE. t•'1
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 6/28(enter'date)and all changes made 5T lay
during the meeting have been incorporated in the attached document. The County 31+14 , +
Attorney's Office has reviewed the changes,if applicable. �J '
9. Initials of attorney verifying that the attached document is the version approved by the ,As+
BCC, all changes directed by the BCC have been made,and the document is ready for the Cr* rt4Protiii
Chairman's signature. � •,
I:Forms/County Forms/BCC Forms/Original Documents Routing Slip WWS Original 9.03.04,Revised 1.26.05,Revised 2.24.05;Revised 11/30/12
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MEMORANDUM
Date: June 30, 2016
To: Brandy Otero, Senior Planner
Collier County MPO
From: Ann Jennejohn, Deputy Clerk
Minutes & Records Department
Re: Amendment to the Staff Services Agreement between
Collier Metropolitan Planning Organization (MPO) and
the Collier County Board of County Commissioners
Attached for your records is a copy of the document referenced above (Item #16A7)
approved by the Board of County Commissioners on Tuesday, June 28, 2016.
If you have any questions, please feel free to call me at 252-8406.
Thank you.
Attachment
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AMENDMENT TO MPO STAFF SERVICES AGREEMENT
THIS AMENDMENT TO MPO STAFF SERVICES AGREEMENT is made by and between the
Collier Metropolitan Planning Organization (the"MPO") and Collier County, Florida.
WITNESSETH:
WHEREAS, the MPO, pursuant to the power conferred upon it by Section 339.175,
Florida Statutes, and Article 5 of the Amended And Restated Interlocal Agreement for Creation
of the Collier Metropolitan Planning Organization (the "Interlocal Agreement") between the
Florida Department of Transportation ("FDOT"); Collier County (the "County"); the City of
Marco Island; the City of Naples; and Everglades City, dated February 26, 2015, may employ
personnel and/or enter into agreements, with local and/or State agencies to utilize the staff
resources of such agencies or for the performance of certain services by such agencies as
necessary to fulfill its responsibilities and obligations as required by law; and
WHEREAS, pursuant to the aforesaid Interlocal Agreement executed between the
County, the City of Marco Island, the City of Naples, Everglades City and the FDOT, it is
contemplated that County personnel will perform the substantial portion of each task provided
for in 23 Code of Federal Regulations (CFR) Part 450 and Chapter 339.175 Florida Statutes as
necessary to carry out the continuing, cooperative and comprehensive transportation planning
process mandated by Federal regulations as a condition precedent to the receipt of Federal capital
or operating assistance in the urbanized area; and
WHEREAS, in 2007, the Florida Legislature's House Bill 985 amended Section
339.175, Florida Statutes, and other sections of law in an attempt to bring clarity and uniformity
to Metropolitan Planning Organizations' administrative structure, powers and responsibilities,
particularly amending Section 339.175(5), Florida Statutes, to clarify that a Metropolitan
Planning Organizations' executive director reports directly to his or her Governing Board, and
that the executive director and staff are employed by the Metropolitan Planning Organization or
through a staff services agreement between the Metropolitan Planning Organization and another
governmental entity; and
WHEREAS, it is deemed by the parties to be appropriate and necessary that the duties
and obligation of the County, in relation to its role as the staff to the MPO, be defined and fixed
by formal agreement.
NOW, THEREFORE, in consideration of the mutual covenants, premises, and
representations herein,the parties agree as follows:
1.00 Purpose
For the reasons recited in the preamble, which are hereby adopted as part hereof, this Agreement
is to provide for professional services to carry out the terms of the Interlocal Agreement and any
other agreement to which the MPO is a party, and to provide staff services and support for the
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administration of the MPO.
2.00 Scope of Services
It is agreed by the County that it shall furnish the MPO with the staff necessary for professional,
technical, administrative, and clerical services, equipment, office and other space, and other
incidental items as may be required and necessary to manage the business and affairs of the MPO
and to carry on the transportation planning and programming process specified by the Interlocal
Agreement and any other agreement to which the MPO is a party; provided, it is understood and
agreed that, unless otherwise provided for, the performance of such service and functions shall
be limited to those specified and allocated to the County in the annual Unified Planning Work
Program (UPWP) budget and all approved budgets and management reports under Federal or
State grant contracts with the MPO. The County's annual charge for furnishing office space to
the MPO, including all common area maintenance and utility costs, shall be $13,260.00; as more
specifically provided in a lease agreement to be subsequently executed by the parties.
In order to minimize disruption, the County shall furnish the MPO with the aforementioned
office and other space so as to be continuously co-located with the Collier County Growth
Management Department and shall make reasonable efforts to avoid frequent relocation of said
office and other space.
The MPO is responsible for the selection of, and execution of an employment agreement with,
the Executive Director of the MPO. Each year, the MPO shall review and evaluate the
performance of the MPO Executive Director in accordance with the performance-based merit
plan as provided in the Collier Metropolitan Planning Organization/Executive Director
Employment Agreement.
The MPO authorizes the MPO Executive Director to secure FDOT approval for amendment of
UPWP tasks, which change their dollar value by an amount less than or equal to $25,000, and
which do not change their scope or the total approved funds for the UPWP. Any amendment of
the UPWP greater than $25,000 shall require the approval of the MPO.
The UPWP shall be prepared by the MPO Staff in cooperation with all related state and federal
agencies and MPO committees in accordance with the rules and regulations governing the MPO
and shall be subject to the approval of the MPO before submittal to State or Federal agencies.
2.01 MPO Executive Director
The MPO Executive Director shall be responsible to the MPO for the conduct of the
transportation planning process as detailed in the UPWP as well as the appointment, assignment,
direction, and control of all personnel necessary thereto; the development of an appropriate
organizational structure to carry out the responsibilities set forth in the Agreement; and the
development of procedures to monitor and coordinate the planning process, as well as the overall
administration of MPO programs. Changes to the number of MPO staff positions shall be
subject to the approval of the MPO Board.
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2.02 Commitment of Personnel
The MPO Executive Director shall annually prepare a detailed listing of all tasks necessary and
incidental to carrying out the planning process. The MPO staff shall, at a minimum, have the
following duties and functions:
a. Carrying out the tasks as defined in the UPWP to ensure the continued
certification of the MPO;
b. Coordinating the activities of the various structures established by the Interlocal
Agreement heretofore mentioned;
c. Preparing the agendas and public notification for meetings of the MPO Technical
Advisory and Citizens Advisory Committees, Pathways Advisory Committee,
Congestion Management System/Intelligent Transportation System Committee,
the Local Coordinating Board for the Transportation Disadvantaged and any other
committees under the MPO's purview;
d. Preparing resolutions and other appropriate documents;
e. Scheduling meetings, giving notices, and keeping minutes;
f. Coordinating and monitoring the activities of the various supporting offices;
g. Preparing an annual report as may be required;
h. Developing and implementing operational procedures as are necessary and proper
in order to effect the most efficient implementation of said program;
i. Directing the implementation of policies established by the MPO; and
j. Performing other duties as may be assigned by the MPO.
2.03 Legal Representation for the MPO
The Collier County Attorney has been designated to represent the MPO Board on legal matters.
The MPO may employ special legal counsel for specific needs when it is deemed necessary.
2.04 Budget
The UPWP shall serve as the budget for the MPO. The UPWP shall identify funding sources,
participating agencies and the level of participation by the various agencies.
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2.05 Financial Administration
a. The financial records and accounts of the MPO including revenue receipts and
expenditures shall be administered by the County in accordance with its ordinary
procedures.
b. Contracts and bids for the purchase of MPO materials and services shall be in
accordance with County procedures for the same purposes and the MPO adopts
by reference the County's Purchasing Ordinance, Policy and any administrative
regulations governing procurement matters. The MPO shall review and approve
all Requests for Proposals (RFP)and subsequent contracts. Contracts and bids for
the purchase of materials and services using PL, FTA and TD funds allocated to
the MPO and identified in the UPWP will be in accordance with County
procedures, but any actions taken within the authority of the MPO relating to such
matters shall be independent of Board of County Commissioners (BCC) approval.
c. Through the adoption of this Agreement, the MPO adopts the United States
Department of Transportation's goals regarding the procurement of services from
firms registered as Disadvantaged Business Enterprises (DBE). In addition, the
MPO adopted a DBE Policy in accordance with FDOT's DBE Plan.
2.06 Information Technology and Office Equipment
a. The MPO may need to purchase, maintain and upgrade office equipment, office /
computer hardware, software and other resources. This may include, but is not
limited to, the purchase of office equipment such as printers, facsimile machine,
copier, computers and hardware upgrades, reference documents, software and
supporting maintenance. Grant funds allocated to the MPO and identified in the
UPWP for such requirements will be used. All resources purchased by the MPO shall
be the property of the MPO. Collier County's Information Technology department is
responsible for all maintenance of MPO computers and may be paid for services
through annual interdepartmental allocations. The Executive Director and MPO staff
shall comply with all County rules governing the use of the County's computer
network.
b. All proposed equipment purchased by the MPO with grant funds must comply with 2
C.F.R. Part 200.
2.07 County Staff Assistance
a. The MPO may on occasion request additional administrative or public relations
assistance due to MPO staff turnover or attrition. Such temporary assistance may be
provided upon the MPO Executive Director and the County Manager or his/her
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designated representative reaching agreement on the appropriate re-allocation of
County personnel on a case-by-case basis.
b. The MPO may on occasion request GIS assistance to update various MPO maps and
GIS data files. Such assistance may be provided upon agreement reached in the
same manner set forth in the above subsection (a).
c. If the MPO utilizes such temporary assistance from the County, the County will be
reimbursed through an interdepartmental transfer at the actual cost of the utilized
employee's salary, plus any other actual documented additional cost. County staff
time spent supporting MPO activities shall be documented on the MPO timesheet,
approved by the MPO Executive Director.
3.00 Reimbursement to the County
The MPO hereby agrees that it shall reimburse the County for all services rendered under this
Agreement as specified in the UPWP budget and all approved budgets under Federal or State
grant contracts with the MPO. The determination of eligible costs shall be in accordance with 2
CFR § 200 and all other applicable rules, regulations and laws (both State and federal), as
appropriate.
3.01 Local Share
The MPO will provide cash or in-kind services for the required match for Federal funds from the
Federal Highway Administration (FHWA), the Federal Transit Association (FTA), FDOT and
the Florida Commission for Transportation Disadvantaged (CTD), where appropriate. These
funds may also be derived from financial contributions made by the MPO's member local
governments, including Collier County and the Cities of Naples, Marco Island and Everglades
City.
3.02 Invoices and Progress Reports
The MPO shall provide to the FDOT or appropriate Federal agencies quarterly progress reports
and invoices for reimbursement for all Federal grants with FHWA, FTA and State grants
received through the CTD. The progress reports and invoices shall be in sufficient detail for
audit purposes.
3.03 Payment
Payment to the County of any and all monies by the MPO is contingent upon the MPO first
receiving the funds for the work tasks from the FDOT, FHWA, FTA or CTD. Requests for
County services may not be made unless sufficient funding is available to reimburse the County
for related expenditures.
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3.04 Travel Expenses
Reimbursement from Federal and State funds for per diem and mileage expenses incurred by
MPO staff and Board members for MPO business shall be consistent with the federal
government rates.
4.00 Information and Reports
The County will provide all required information and reports and will permit access to its books,
records, accounts, and other sources of information, and its facilities as may be determined by
FDOT, FHWA, or FTA to be pertinent to ascertain compliance with such regulations, orders and
instructions. Where any information required of the County is in the exclusive possession of
another who fails or refuses to furnish this information, the County shall certify to FDOT,
FHWA, or FTA as appropriate, and shall set forth what efforts it has made to obtain the
information.
5.00 Continuity of Operations Plan(COOP)
The MPO shall adhere to Collier MPO's Continuity of Operations Plan (COOP). The COOP is
consistent with Collier County's Comprehensive Emergency Management Plan(CEMP). Collier
County shall provide the MPO with an alternate facility for a reasonable period of time if one is
required.
6.00 Amendment of Agreement
The County and the MPO may, upon initiation of either party, amend this Agreement to cure any
ambiguity, defect, omission or to grant any additional powers, or to confer additional duties
which are consistent with the intent and purpose of this Agreement.
This Agreement shall become effective upon approval by the MPO and the County and remain in
effect for a period of three years. At that time, the MPO shall review this Agreement to
determine if any changes are warranted.
IN WITNESS WHEREOF, the undersigned parties have caused this Staff Services Agreement to
be duly executed in their behalf this 13th day of May, 2016.
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COUNTY OF COLLIER COLLIER
BOARD OF COUNTY COMMISSIONERS METROPOLITAN PLANNING
ORGANIZATION
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By: By: faft6c_ 81* ‘C
Commissioner Donna Fiala, Chair Commissioner Penny Taylor, Chair
10`2$\llo
ATTEST:
DWIGHT E. BROCK, Clerk ATTES % .
BY: `1 "��" 44) (� C • BY: \di
Depu i a Anne McL. ghl
Attest as ' ' '1 S Collier M' • E -cutive Director
signature only'
Approved as to foan legality:
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BY: j---- Lao )t... _
Scott R. Teach
Deputy County Attorney
Item# 1y!le4
Agenda(. `�'n
Date
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