Agenda Item 6AAGENDA ITEM 116A
.IU1.Y S. 2013
CITY OF ATLANTIC BEACH
CITY COMMISSION MEETING
STAFF REPORT
AGENDA ITEM: Extension of Maintenance Agreement with the Florida Department of
Transportation (FDDT)
SUBMITTED BY: Rick Carper, P.E., Public Works Director
DATE: June 4, 2013
BACKGROUND: The FDDT has asked the City to indicate if we wish to extend the Agreement for
Maintenance to authorize and reimburse Atlantic Beach for maintaining the
following areas:
a) State Road 10 (Atlantic Boulevard) — both sides, from Third Street to Mayport
Road, and the north side only from Mayport Road to the Intracoastal Waterway
Bridge, with the exception of the FDDT detention pond,
b) State Road 101 /Al A (Mayport Road) — from Atlantic Boulevard to Assisi Lane
(both sides),
c) Mayport Flyover — areas within Atlantic Beach, including FDDT retention pond
"B " on Mayport Road between West 41" & West 5u, Street, and FDDT retention
pond "C" at the end of Begonia Street off West Vt Street,
d) Drainage Ditch between Saratoga Circle North and Forrestal Circle South —
from Mayport Road to Atlantic Boulevard through Aquatic Drive,
e) Drainage Ditch from Fleet Landing — running north - northwest along Mayport
Road and SR Al A, terminating at the salt marsh,
f) FDDT Pond #3 on Mayport Road at the Hess Station.
Maintenance work Involves litter removal, mowing_ , street sweeping, tree trimming,
aquatic vegetation control and edging.
Note: Costs for maintaining the landscaped medians along Atlantic Blvd. and Mayport
Rd. are not included in this Agreement. These medians were installed at the City's
request and are maintained at our expense.
This Agreement is for (1) one year beginning November 1, 2013 through October 31,
2014. The total annual amount the City of Atlantic Beach wilt receive from the 'FDOT for
performance of this maintenance will be $51,034.79.
RECOMMENDATION: Staff recommends approval of this Agreement, and that the Commission pass a
Resolution approving the new contract as required by the FDDT, authorizing the City
Manager to sign the Maintenance Agreement.
ATTACHMENTS: Resolution No. 13 -09
FDDT — Letter and Maintenance Agreement
Maintenance Locations and Activities (Attachment "A ")
REVIEWED BY CITY MANAQER:
AGENDA ITEM # 6A
JULY 8, 2013
RESOLUTION NO. 13 -09
A RESOLUTION OF THE CITY OF ATLANTIC BEACH AUTHORIZING
THE CITY MANAGER TO EXTEND THE EXISTING MAINTENANCE
AGREEMENT BETWEEN THE CITY OF ATLANTIC BEACH AND THE
FLORIDA DEPARTMENT OF TRANSPORTATION, AND PROVIDING
AN EFFECTIVE DATE.
WHEREAS, on May 16, 2001, the City executed an agreement with the Florida
Department of Transportation to provide maintenance on certain streets and other areas
throughout the city; and
WHEREAS, the City desires to maintain landscaped areas on Atlantic Boulevard and
portions of Mayport Road; and
WHEREAS, the additional areas to be maintained are identified in Attachment "A" of
the base agreement.
NOW THEREFORE, be it resolved by the City Commission of the City of Atlantic
Beach as follows:
SECTION 1. The City Manager is hereby authorized to extend the existing the New
Agreement for Maintenance for one year (November 1, 2013 through October 31, 2014) with the
Florida Department of Transportation on behalf of the City of Atlantic Beach.
SECTION 2. This Resolution shall take effect immediately upon its passage and
adoption.
PASSED AND ADOPTED by the City of Atlantic Beach, this 9th day of July, 2013.
Mike BORNO
Mayor
Approved as to form and correctness:
ALAN C. JENSEN, ESQUIRE
City Attorney
ATTEST:
DONNA L. BARTLE, CMC
City Clerk
y
7�
Florida Department of Transportation
RICK SC-Orr 1 109 South Iwla76on Avenge
covOKnOR Lake City. Florida 3202-1-5874
May 15, 2013
City of Atlantic Beach
Department of Public Works
1200 Sandpiper Lane
Atlantic Beach, Florida 322334318
Subject
Gentlemen:
Contract hlo: BDT24
Description: Renewal #2
County: Duval
AGENDA ITEM # 6A
JOIN S, 2013
tNAY1111 PR.ASAD.P,E.
SECRETARY
Enclosed is the Contract Renewal for the Local Agreement for Maintenance. If you agree
with this renewal, please execute (sign and seal) all five f-,7) copies of this contract, and
attach an original (signed and sealed) resolution and return it to the address listed below
as soon as passible.
Department of Transportation
District Maintenance Contracts -MS 2010
1109 South Marion Avenue
Lake City, Florida 32025
Upon receipt of the completed documents, the renewal agreement will be executed on
behalf of the Department and an original will be returned to you.
Thank you for your cooperation.
Sincerely
ttrictinnifer Cu s
2 Mai t nance Contracts
Enclosures
www dotstale.(1_us
STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION
CONTRACT RENEWAL
Contract No.: BDT24 Renewal: (1st, 2nd, etc.) 2nd
Financial Project No(s).:
County(ies): Duval
41021617289
AGENDA ITEM # 6A
JULY 8, 2013
375 -020.23
CONTRACTS ADMINISTRATION
OGC - 04/06
This Agreement made and entered into this day of , , by and between the State of
(This date w oe enterea Dy Liu T d11T7.7 —'-
Florida Department of Transportation, hereinafter called "Department ", and City of Atlantic Beach
hereinafter called "Contractor ".
WITNESSETH:
WHEREAS, the Department and the Contractor heretofore on this1st day of November, 2011
(This date to be entered by DOT only)
entered into an Agreement whereby the Department retained the Contractor to perform the maintenance
responsibilities for State of Florida Highway System in order to maintain the aesthetic appearance of the State
Road as identified in Exihibit "A" of the original agreement with City of Atlantic Beach
; and
WHEREAS, said Agreement has a renewal option which provides for a renewal if mutually agreed to by both
parties and subject to the same terms and conditions of the original Agreement;
NOW, THEREFORE, this Agreement witnesseth that for and in consideration of the mutual benefits to flow each
to the other, the parties agree to a renewal of said original Agreement for a period beginning the 1st day of
November 2013 and ending the 31 st day of October 2014
at a cost of $ 51.034.79
All terms and conditions of said original Agreement shall remain in force and effect for this renewal.
IN WITNESS WHEREOF, the parties have executed this Agreement by their duly authorized officers on the day,
month, and year set forth above.
City of Atlantic Beach
Name of Contractor
Contractor Name and Title
BY:
Tuthorized Signature
STATE OF FLORIDA
DEPARTMENT OF TRANSPORTATION
District Secretary or Designee (Signature)
Title: James Hannigan, D2 Maintenance Engineer
(SEAL) Legal:
Name of Surety
City State Fiscal:
By:
Florida Licensed Insurance Agent or Date
Attorney -In -Fact (Signature)
Countersigned:
Florida Licensed Insurance Agent Date
Approval as to Availability of Fun
City vifAtlantic Beach Maintenance Agreement
Maintenance Locations & Activities
Exhibit "A"
AGENDA ITEM # 6A
JULY 8, 2013
Slate
Road
No.
Street Name
From
To
Litter
Removal
(acre)
Intvrmed.
Machine
Mowing
(acre)
Small
Machine
Mowing
(acre)
slope
Mowing
(acre)
Mechanical
Swooping
(mile)
Tmo Trimming
(mile)
Chood &
Woed B
Grabs
Control (gal.)
Edging d
Swooping
(mile)
10
Atlantic Blvd.
East end Intracoastal Waterway
Bndge
3rd Street
6.83
4.91
0.78
10.20
0.50
9.09
101
Mayport Rd.
Atlantic Blvd.
Assisi Rd.
4.59
3.82
6.70
0.50
12.68
101
Mayport Rd.
Ditch @ Saratoga Cir. So.
1.07
0.50
2.00
4.80
101
Mayport Rd.
Ditch @ Fleet Landing Blvd.
0.63
0.30
0.30
9.36
A1A
AtA
Ditch @ Fleet Landing Blvd.
1.19
1.13
3.00
4th 8 5th Si.
Retention Pondd "B" off Mayport
R.
1 30
038
0.30
150
@ Begonia
Retention Pond "C' off Atlantic
Blvd.
0,67
0.56
2.75
101
Me on Rd.
Pond 4 3 Hess Station
0.60
0.34
0.26
Totals
Cycles Per Year
Total Qty's. Per Year
Unit Cost
Total Cost Per Year
16.88
0.80
10.42
4.77
16.90
1.00
23.41
21.77
12
9
9
4
12
2
202.56
7.20
9338
19.08
202.80
43.54
$9.00
S60.00
$75.00
$175.00
531.59
5520.00
$1,623.04
$432.OD
$7,033.50
$3,339.00
$6,406.45
$1,500.00
$7,860.00
$22,640.80
Overall
Yearly
$51,034.79
Cost
Quarterly
$2758.70
Amount
