HomeMy WebLinkAboutR-2004-001 FDOT Agr Maintenance Sheridan St RESOLUTION NO. 2004-001
A RESOLUTION OF THE CITY OF DANIA BEACH, FLORIDA,
AUTHORIZING THE PROPER CITY OFFICIALS TO EXECUTE A
MAINTENANCE MEMORANDUM OF AGREEMENT WITH THE STATE
OF FLORIDA DEPARTMENT OF TRANSPORTATION FOR A PORTION
OF STATE ROAD 822 (SHERIDAN STREET) FROM STATE ROAD 5
(US 1) EAST TO THE INTRACOASTAL WATERWAY WITHIN THE CITY
OF DANIA BEACH; PROVIDING FOR CONFLICTS; FURTHER,
PROVIDING FOR AN EFFECTIVE DATE.
BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF DANIA
BEACH, FLORIDA:
Section 1. That the appropriate City Officials of the City of Dania Beach are
authorized to execute a Maintenance Memorandum of Agreement on behalf of the City
of Dania Beach with the State of Florida Department of Transportation for a portion of
State Road 822 (Sheridan Street), a copy of which Agreement in substantial form as
Exhibit "A", is attached. The City Manager and City Attorney are authorized to make
minor revisions to such Agreement as are deemed necessary and proper for the best
interests of the City.
•
Section 2. That this resolution shall be in force and take effect immediately
upon its passage and adoption.
PASSED AND ADOPTED on JanuaAOB
4
NTO
AT ES MAYOR — COMMISSIONER
CHARLENE JO SON
CITY CLERK ROLL CALL:
COMMISSIONER CHUNN - YES
APPROVED AS TO FORM AND COMMISSIONER FLURY —YES
CORRECTNESS- COMMISSIONER MIKES - YES
VICE-MAYOR MCELYEA - YES
MAYOR ANTON - YES
BY: I t
THO AS J' ANSBRO
CITY ATTORNEY
1
RESOLUTION NO. 2004-001
SECTION NO.: 8623060
FM NO.(s): 227938-1-52-01
COUNTY: Broward
S.R. NO.: 822
DISTRICT FOUR(4)
MAINTENANCE MEMORANDUM OF AGREEMENT
THIS AGREEMENT, made and entered into this 7 dayof4-� 200yby
and between the STATE OF FLORIDA DEPARTMENT OF TRANSPORT TION, a
component agency of the State of Florida,hereinafter called the `DEPARTMENT' and CITY OF
DANIA BEACH a political subdivision of the State of Florida,existing under the Laws of Florida,
hereinafter called the `AGENCY'.
WITNESSETH:
WHEREAS,the DEPARTMENT has jurisdiction over State Road 822 as part of the State
Highway System; and
WHEREAS, as part of the continual updating of the State of Florida Highway System, the
Department, for the purpose of safety, protection of the investment and other reasons, has
• constructed and does maintain a four (4) lane highway facility as described in Exhibit A attached
hereto and incorporated by reference herein, within the corporate limits of the AGENCY; and
WHEREAS, the AGENCY is of the opinion that said highway facilities that contain
landscape medians and areas outside the travel way to the right of way line, excluding standard
concrete sidewalk, shall be maintained by periodic trimming,cutting,mowing,fertilizing,litter pick-
up and necessary replanting; and
WHEREAS, the parties hereto mutually recognize the need for entering into an Agreement
designating and setting forth the responsibilities of each party; and
WHEREAS, the AGENCY by Resolution No:1,�a `',1 _ated D� �3 , 2001/ ,
attached hereto and by this reference made a part hereof, desires to enter into this Agreement and
authorizes its officers to do so;
NOW THEREFORE, for and in consideration of the mutual benefits to flow each to the
other, the parties covenant and agree as follows:
1. The DEPARTMENT hereby agrees to install or cause to be installed landscape, irrigation
and/or hardscape on the highway facilities as specified in plans and specifications hereinafter
referred to as the Project and incorporated herein as Exhibit B. Hardscape shall mean any
non-standard roadway, sidewalk or median surface such as interlocking pavers, stamped
asphalt and stamped concrete.
2. The AGENCY, upon final acceptance, agrees to maintain the landscape within the medians
and areas outside the travel way to the right of way line within the city's jurisdictional
boundary by periodic trimming, cutting,mowing, fertilizing,curb and sidewalk edging, litter
pickup and necessary replanting, following the DEPARTMENT's landscape safety and
plant care guidelines. The AGENCY'S responsibility for maintenance shall include all
landscaped/turfed areas and areas covered with interlocking pavers or similar type surfacing
(hardscape)within the median and areas within the travel way to the right of way line within
the city's jurisdictional boundary, including paver sidewalks, paver intersections and all
paver,header-curbs, stamped asphalt and concrete areas. It shall be the responsibility of the
AGENCY to restore an unacceptable ride condition of the roadway caused by the differential
characteristics of the paver brick and/or the header curb on Department of Transportation
right-of-way within the limits of the Project.
Such maintenance to be provided by the AGENCY is specifically set out as follows:
To maintain, which means the proper watering and fertilization of all plants and keeping
them as free as practicable from disease and harmful insects; to properly mulch the plant
beds; to keep the premises free of weeds; to mow and/or cut the grass to a proper length; to
properly prune all plants which includes(1)removing dead or diseased parts of plants,or(2)
pruning such parts thereof which present a visual hazard for those using the roadway. To
maintain also means removing or replacing dead or diseased plants in their entirety, or
removing or replacing those that fall below original project standards. All plants removed
• for whatever reason shall be replaced by plants of the same size and grade as specified in the
original plans and specifications. To maintain also means to keep the hardscape areas free
from weeds and replacement of any areas becoming in disrepair so as to cause a safety
hazard. To maintain also means to keep litter removed from the median and areas outside
the travel way to the right of way line.Plants shall be those items that would be scientifically
classified as plants and include but are not limited to trees, grass,or shrubs.All debris arising
from maintenance activities is to be properly removed from the roadway right of way without
using the roadway's storm water drainage system for disposal.
The above named functions to be performed by the AGENCY may be subject to periodic
inspections by the DEPARTMENT at the discretion of the DEPARTMENT. Such
inspection findings will be shared with the AGENCY and shall be the basis of all decisions
regarding repayment, reworking,or agreement termination. The AGENCY shall not change
or deviate from said plans without written approval of the DEPARTMENT.
3. If at any time after the AGENCY has assumed the landscape installation and/or maintenance
responsibility above-mentioned, it shall come to the attention of the DEPARTMENT's
District Secretary that the limits or a part thereof is not properly maintained pursuant to the
teens of this Agreement, said District Secretary may at his option issue a written notice that a
deficiency or deficiencies exist(s),by sending a certified letter to the AGENCY,to place said
AGENCY on notice thereof. Thereafter the AGENCY shall have a period of thirty (30)
calendar days within which to correct the cited deficiencies. If said deficiencies are not
corrected within this time period, the DEPARTMENT may at its option,proceed as follows:
(a) Maintain the landscape or a part thereof, with DEPARTMENT or contractor's
personnel and invoice the AGENCY for expenses incurred, or
(b) Terminate the Agreement in accordance with Paragraph 7 of this Agreement and
remove, by DEPARTMENT or contractor's personnel, all of the
landscape/hardscape installed under this Agreement or any preceding agreements
except as to trees and palms and charge the AGENCY the reasonable cost of such
removal.
4. It is understood between the parties hereto that the landscape covered by this Agreement may
be removed, relocated or adjusted at any time in the future as determined to be necessary by
the DEPARTMENT in order that the adjacent state road be widened, altered or otherwise
changed to meet with future criteria or planning of the DEPARTMENT. The AGENCY
shall be given sixty(60)calendar days notice to remove said landscape after which time the
DEPARTMENT may remove same.
5. The DEPARTMENT agrees to enter into a contract for the installation of landscape project
for an amount not to exceed $ 14,837.45 as defined in Exhibit C.
The DEPARTMENT's participation in the project cost, as described in Exhibit C is limited
to only those items that are directly related to this project. The AGENCY shall be invited to
assist the DEPARTMENT in final inspection at the end of the Contractor's 365 day
warranty and establishment period.
6. The AGENCY agrees to reimburse the DEPARTMENT all monies expended for the
project, should the landscape/hardscape areas fail to be maintained in accordance with the
terms and conditions of this Agreement.
7. This Agreement may be terminated under any one (1) of the following conditions:
(a) By the DEPARTMENT,if the AGENCY fails to perform its duties under Paragraph
3, following ten (10) days written notice.
(b) By the DEPARTMENT, for refusal by the AGENCY to allow public access to all
documents,papers, letters,or other material subject to the provisions of Chapter 119,
Florida Statutes, and made or received by the AGENCY in conjunction with this
Agreement.
S. The term of this Agreement commences upon execution.
9. To the extent permitted by law, the AGENCY shall indemnify and hold harmless the
DEPARTMENT, its officers and employees from all suits, actions, claims and liability
3
arising out of the AGENCY'S negligent performance of the work under this agreement, or
due to the failure of the AGENCY to maintain the Project in conformance with the standards
• described in Section 2 of this Agreement.
10. The AGENCY may construct additional landscape/hardscape within the limits of the rights-
of-ways identified as a result of this document, subject to the following conditions:
(a) Plans for any new landscape/hardscape shall be subject to approval by the
DEPARTMENT. The AGENCY shall not change or deviate from said plans
without written approval by the DEPARTMENT.
(b) All landscape shall be developed and implemented in accordance with appropriate
state safety and road design standards;
(c) The AGENCY agrees to comply with the requirements of this Agreement with
regard to any additional landscape installed;
(d) No change will be made in the payment terms established under item number five(5)
of this Agreement due to any increase in cost to the DEPARTMENT resulting from
the installation of landscape added under this item.
11. This writing embodies the entire Agreement and understanding between the parties hereto
and there are no other agreements and understanding, oral or written, with reference to the
subject matter hereof that are not merged herein and superseded hereby.
12. 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 maybe
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 TWENTY FIVE THOUSAND DOLLARS ($25,000.00) and
which have a term for a period of more than 1 year.
13. The DEPARTMENT'S District Secretary shall decide all questions,difficulties and disputes
of any nature whatsoever that may arise under or by reason of this Agreement, the
prosecution or fulfillment of the service hereunder and the character, quality, amount and
value thereof, and his decision upon all claims, questions and disputes shall be final and
conclusive upon the parties hereto.
4
14. This Agreement may not be assigned or transferred by the AGENCY in whole or part
rwithout the consent of the DEPARTMENT.
15. This Agreement shall be governed by and construed in accordance with the laws of the State
of Florida. In the event of a conflict between any portion of the contract and Florida law, the
laws of Florida shall prevail.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement effective the
day and year first above written.
AGENCY STATE OF FLORID
CITY OF DANIA BEACH DEP TM T F RANSPORTATION
tot
ANION
Title: A%YOR District Secretary
By:
PATO
TY r GER. i e OF
Atte t: °
(SEAL) Attest:
City Cl r Executiv ecretary
CHART\TE OHNSON ��
Op TR
Approval as to Date �7/ roval as to Date
/
I$BRO
CITY ATTORNEY
5
SECTION NO.: 8623000
FM NO.(s): 227938-1-52-01
COUNTY: Broward
S.R. NO.: 822
EXHIBIT A
PROJECT LOCATION:
State Road 822 from SR 5 (Federal Highway) (M.P. 4.057) to the Intracoastal Waterway
(M.P. 5.642) for swale areas within the City's jurisdictional boundary only. The City of
Hollywood will maintain the entire median areas.
•
•
SECTION NO.: 8623000
FM NO.(s): 227938-1-52-01
COUNTY: Broward
S.R. NO.: 822
EXHIBIT B
The Department agrees to install the Project with a contractor in accordance with the plans and
specifications attached hereto and incorporated herein.
Please see attached plans prepared by: Traffic Engineering Group, Inc.
Dated: November 14, 2003
Please see attached plans.
7
SECTION NO.: 8623000
FM NO.(s): 227938-1-52-01
COUNT': Broward
S.R. NO.: 822
EXHIBIT C
(GENERAL)
PROJECT COST
This Exhibit forms an integral part of the DISTRICT FOUR (4) HIGHWAY MAINTENANCE
MEMORANDUM OF AGREEMENT between the State of Florida, Department of
Transportation and the AGENCY.
Dated
I. APPROXIMATE PROJECT COST: S 14,837.45
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77
FLORIDA,
January 27, 2004
James E. Scully, P.E.
Project Manager-Consultant Management
Florida Department of Transportation
3400 W. Commercial Boulevard
Fort Lauderdale, FL 33309
Dear Mr. Scully:
RE: MAINTENANCE MEMORANDUM 'OF AGREEMENT BETWEEN THE
FLORIDA DEPARTMENT OF TRANSPORTATION AND THE CITY OF
DANIA BEACH
® On January 13, 2004, the Dania Beach City Commission adopted
Resolution No. 2004-001 approving the above agreement. A copy of the
resolution is attached.
We are sending four originals of the agreement for execution by the
Florida Department of Transportation. Upon execution, please complete the date
on the first page of the document, retain three originals of the agreement and
return one to me for our records.
If you have any questions regarding the attached documents, please
contact Bonnie Temchuk, Assistant to the City Manager, at (954) 924-3613.
Sincerely,
Miriam Nasser G
Deputy City Clerk
Enclosures
"Broward's First Citv"
100 West Dania Beach Boulevard Dania Beach, Florida 33004 Phone: (954) 924-3600 www.ci.dania-beach.fl.us
CITY OF DANIA BEACH
MEMORANDUM
TO: Bonnie Temchuk, Assistant to City Manager
CC: Ivan Pato, City Manager
Leo Williams, Acting Public Services Director
Charlene Johnson, City Clerk
FROM: Tom Ansbro, City Attorney
DATE: December 23, 2003
�® RE: Proposed District Four Maintenance Memorandum of Agreement for Portion of
Sheridan Street
Attached is a revised copy of the authorizing Resolution. I also reviewed the Agreement
and have the following comments:
1) Page 1, second "WHEREAS" clause: the reference to Exhibit A, as an attachment,
describes the "Project Location" in pertinent part as the "swale areas within the City's
jurisdictional boundary only". I know you mentioned at the City Manager: staff meeting
(Monday, December 22, 2003, 10:30 am) that the City is only willing to maintain the proposed
palm trees and that swale areas are the responsibility of adjacent property owners.,.However,
the Agreement does not reflect that limited maintenance, as discussed below.
2) Page 2, paragraph 2: This paragraph commits the City to "maintain the
landscape within the medians and areas outside the travel way to the right of way,
lline within
the City's jurisdictional boundary" (i.e., the swales). Despite the fact that adjacent property
owner are required to maintain their swales, the Agreement commits the_City to extensive
maintenance responsibilities which are not confined only to the trees. `°
Paver sidewalks, paver intersections and all "paver header curbs", if any, will also be '
:� the responsibility of the City (these are items that are obviously not included in swale areas).
r
Bonnie Temchuk
December 23, 2003
Page 2
Also, if an unacceptable "ride condition" occurs if any paver brick or header curbs are used,
the City is committing to "restore" the conditions of the roadway so that it is acceptable.
3) Pages 2-3, paragraph 3: if FDOT notifies the City that maintenance work is
deficient, and not addressed by the City, FDOT can terminate the Agreement, remove any
trees or other items installed by FDOT and bill the City for the removal costs.
The rest of the Agreement is typical for standard FDOT maintenance Agreements. It
appears that this Agreement needs to be revised, to make it clear that the City will only
maintain the palm trees.
It is probably not sufficient for the City to rely on swale maintenance by adjacent
Owners because the Agreement does not acknowledge that that separate responsibility exists. If
the Agreement is signed "as is", the City itself is ultimately responsible to abide by all of the
maintenance provisions, which are very detailed. If, for example, Exhibit A is revised to
provide: "Despite any provision to the contrary in the Agreement, the parties agree that the
Agency is only and solely obligated to maintain the royal palm trees installed by the
Department", that would operate to limit the City's responsibilities. Please advise.
566.028
TJA:slw
2
i
Agenda Request Form
City of Dania Beach
r
a y
Agenda Item•
Date of Commission meeting: 1/1 312 0 0 4
Description of Agenda Item: Approval of maintenance agreement with DOT for Sheridan Street
Commission action being requested:
Adopt Resolution or Ordinance ® Expenditure ❑ Award BID/ RFP ❑
Presentation ❑ General approval of item ❑ Continued from meeting
Other Please eplaln .. y,
Summary explTIM
anatilon and background
,75
The Department of Transportation (DOT)will install 56 Royal Palms along the swale area of Sheridan
Street between Federal Hwy and the Intracoastal Waterway. We are required to enter into a
maintenance agreement to maintain the swale areas. Because these swale areas are privately owned, it
will still be the property owners responsibility to maintain the swales and the City will maintain the trees.
Attachedezhib►ts and add�t�onal backup matey ala (Please list):
Resolution - electronic attachment
Original Agreements (4)- paper attachment
For purchasing requests ONLY
Department: Amount:
Fund: General: ❑ Water: ❑ Sewer: ❑ Stormwater: ❑ Grants: ❑ Capital: ❑
Account Name: Account Number:
Submitted by. btemchuk Date: 1/5/2004
Department Director: Bonnie Temchuk Date: 1/5/2004
Admin. Services Director: Date:
Finance Director: Patricia Varney Date: 1/7/2004
City Manager: Ivan Pato Date: 1/7/2004