HomeMy WebLinkAboutResolution No. 809-23 South Avenue Extension - National Guard Entrance ProjectE-RECORDED 81mPlyue'
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RESOLUTION NO. 809-23 Dat® -^/-S^^o. /^-^_ ^y.
A RESOLUTION OF THE CITY OF ZEPHYRHILLS, FLORIDA, AUTHORIZING
EXECUTION OF A STATE-FUNDED GRANT AGREEMENT BETWEEN THE
STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION AND CITY OF
ZEPHYRHILLS FOR DESIGN, CONSTRUCTION AND CONSTRUCTION
ENGINEERING INSPECTION (CEI) ACTIVITIES FOR THE SOUTH AVENUE
EXTENSION - NATIONAL GUARD ENTRANCE ROAD (FINANCIAL PROJECT
NO. 450716 1 54 01).
WHEREAS, the State-Funded Grant Agreement is authorized under Section 334.044,
334.044(7), and Specific Appropriation SB2339, Chapter 2022-156, Florida Statutes, and grants
the State of Florida Department of Transportation, hereinafter referred to as "DEPARTMENT,"
the authority to function adequately in all areas of appropriate jurisdiction, including the
implementation and balance transportation system; and
WHEREAS, the purpose of the State-Funded Grant Agreement hereinafter referred to as
"AGREEMENT," is to provide for the DEPARTMENT'S participation in the design, construction
and Construction Engineering Inspection (CEI) activities for the South Avenue Extension
National Guard Entrance Road project, herein referred to as the "PROJECT;" and
WHEREAS, the City of Zephyrhills, hereinafter referred to as "AGENCY," has the authority
to enter into the State-Funded Grant Agreement, hereinafter referred to as "AGREEMENT," and
undertake the PROJECT; and
WHEREAS, the DEPARTMENT is willing to provide the AGENCY with financial assistance
under Financial Project No. 450716 1 54 01, in the amount of One Million Nine Hundred Forty
Thousand Dollars and Zero Cents ($1,940,000.00) for design, constmction and CEI services for
the PROJECT; and
WHEREAS, the AGENCY agrees to complete the PROJECT in accordance with all
applicable DEPARTMENT procedures, guidelines, manuals, standards, and directives, as
described in the DEPARTMENT'S Local Agency Program Manual; and in accordance with
Section 334.044 and 334.044(7), Florida Statutes; and
WHEREAS, the AGENCY agrees to bear all expenses in excess of One Million Nine Hundred
Forty Thousand Dollars and Zero Cents ($1,940,000.00) for design, constmction and CEI services
for the PROJECT and complete the PROJECT by July 28, 2024, with all final invoices and project
closeout documents provided to the DEPARTMENT by November 28, 2024.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Zephyrhills,
Florida, in a regular session duly assembled, that the President is hereby authorized to execute the
State Funded Grant Agreement that provides funding fi-om the DEPARTMENT to the AGENCY
for constmction and CEI services for the South Avenue Extension - National Guard Entrance Road
Project.
The foregoing Resolution No. 809-23 was read and passed, following a public hearing, in an open
and regular meeting of the City Council of the City ofZephyrhills, FL, on this 13th day of February,
2023.
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(CEI) Activities fc r ti^. ; Avenue '>'" --
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; .-- ^' Attest-^r<%(^^J^t -.^/^/y^»^
tfl '.'i-LoriT.'Hfllman, City Clerk Jodi Wilkeson, Council President
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^Tlie^r^itig Resolution No. 809-23 was approved by me this 13th day of February, 2023.
..y
Gen itfield, May
Approved as to legal form and legal content for the
sole reliance of the City ofZephyrhills
^t ^^.
Matthew E. Maggard, ity Attorney
DocuSign Envelope ID:6AA3CEEE-6B25-4D61-AA42-F7CF684736D4
FDOT
Florida Department of Transportation
RON DESANTIS 11201 North McKinley Drive JARED W.PERDUE,P.E.
GOVERNOR Tampa,FL 33612 SECRETARY
April 20, 2023
Audrey McGuire, AICP
Historic Preservation Specialist/Community Planner
City of Zephyrhills
5335 8th Street
Zephyrhills, FL 33542
RE: State Funded Grant Agreement- GR23 State Earmark
South Avenue Extension - National Guard Entrance Road
FPN: 450716 1 54 01 Contract Number: G2151
Dear Ms. McGuire:
The State Funded Grant Agreement (SFGA) for the above referenced project was executed
April 20, 2023, and is attached to this cover. This letter serves as the Notice to Proceed for the
Design phase of the project and the County may incur costs related to this phase as of the
execution date.
Please update the Key Contacts information in the Grant Application Process system (GAP),
Agreements Detail tab, to include staff managing the project.
As noted in the agreement, please submit to the Department a CCNA Certification and Vendor
Eligibility form prior to awarding the design contract.
The agency will not move forward with the Construction phase of the project until all
requirements are met, and the Department has issued a separate Notice to Proceed for the
phase.
If you have any questions, please call me at (813) 975-6134.
Sincerely,
DocuSigned by:
G7Q 7'fglf I�J
Local Programs Coordinator
marcia.haines@dot.state.fl.us
Enclosure
Improve Safety, Enhance Mobility, Inspire Innovation
www.fdot.gov
DocuSign Envelope ID:6AA3CEEE-6B25-4D61-AA42-F7CF684736D4
cc: Maurice Forbes, Accounting Services Supervisor; Sara Clark, Local Programs
Administrator; Kristin Scholl, LAP Project Manager
DocuSign Envelope ID:D324E2F1-6CDD-4D25-B0A8-3781445C3EC5
STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION 525-010-60
STATE-FUNDED GRANT AGREEMENT PROGRAM MANAGEMENT
05/21
FPN: 450716 1 54 01 Fund: GR23, LF FLAIR Category: 088862/23
Org Code: 55074010706 FLAIR Obj: 751000
FPN: Fund: FLAIR Category:
Org Code: FLAIR Obj:
FPN: Fund: FLAIR Category:
Org Code: FLAIR Obj:
County No:14 (Pasco) Contract No: G2151 Vendor No: F596000455003
THIS STATE-FUNDED GRANT AGREEMENT ("Agreement") is entered into on
(This date to be entered by DOT only)
by and between the State of Florida Department of Transportation, ("Department"), and City of Zephyrhills, ("Recipient").
The
Department and the Recipient are sometimes referred to in this Agreement as a "Party" and collectively as the "Parties".
NOW,THEREFORE, in consideration of the mutual benefits to be derived from joint participation on the Project, the Parties
agree to the following:
1. Authority: The Department is authorized to enter into this Agreement pursuant to Sections 334.044, 334.044(7),
and (select the applicable statutory authority for the program(s) below):
❑ Section 339.2817 Florida Statutes, County Incentive Grant Program (CIGP), (CSFA 55.008)
❑ Section 339.2818 Florida Statutes, Small County Outreach Program (SCOP), (CSFA 55.009)
❑ Section 339.2816 Florida Statutes, Small County Road Assistance Program (SCRAP), (CSFA 55.016)
❑ Section 339.2819 Florida Statutes, Transportation Regional Incentive Program (TRIP), (CSFA 55.026)
❑x Local Transportation Projects , Specific Appropriations SB2339 , CSFA 55.039
The Recipient by Resolution or other form of official authorization, a copy of which is attached as Exhibit "D",
Recipient Resolution, and made a part of this Agreement, has authorized its officers to execute this Agreement
on its behalf.
2. Purpose of Agreement: The purpose of this Agreement is to provide for the Department's participation in the
design, construction and construction engineering inspection (CEI) activities for the South Avenue Extension -
National Guard Entrance Road project, as further described in Exhibit "A", Project Description and
Responsibilities, attached to and incorporated into this Agreement ("Project"); to provide Department financial
assistance to the Recipient; state the terms and conditions upon which Department funds will be provided; and to
set forth the manner in which the Project will be undertaken and completed.
3. Term of the Agreement, Commencement and Completion of the Project: This Agreement shall commence
upon full execution by both Parties and the Recipient shall complete the Project on or before 03/26/2025. If the
Recipient does not complete the Project within this time period, this Agreement will expire on the last day of the
scheduled completion as provided in this paragraph unless an extension of the time period is requested by the
Recipient and granted in writing by the Department prior to the expiration of this Agreement. Expiration of this
Agreement will be considered termination of the Project. The Recipient acknowledges that no funding for the Project
will be provided by the State under this Agreement for work on the Project that is not timely completed and invoiced
in accordance with the terms of this Agreement, or for work performed prior to full execution of the Agreement.
Notwithstanding the expiration of the required completion date provided in this Agreement and the consequent
potential unavailability of any unexpended portion of State funding to be provided under this Agreement, the
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Recipient shall remain obligated to complete all aspects of the Project identified in Exhibit"A" in accordance with
the remaining terms of this Agreement, unless otherwise agreed by the Parties, in writing.
Execution of this Agreement by both Parties shall be deemed a Notice to Proceed to the Recipient for the design
phase or other non-construction phases of the Project. If the Project involves a construction phase, the Recipient
shall not begin the construction phase of the Project until the Department issues a written Notice to Proceed for the
construction phase. Prior to commencing the construction work described in this Agreement, the Recipient shall
request a Notice to Proceed from the Department.
4. Amendments, Extensions and Assignment: This Agreement may be amended or extended upon mutual
written agreement of the Parties. This Agreement shall not be assigned, transferred or otherwise encumbered by
the Recipient under any circumstances without the prior written consent of the Department.
5. Termination or Suspension of Project: The Department may, by written notice to the Recipient, suspend any or
all of the Department's obligations under this Agreement for the Recipient's failure to comply with applicable laws
or the terms of this Agreement until such time as the event or condition resulting in such suspension has ceased or
been corrected. The Department may also terminate this Agreement in whole or in part at any time the interest of
the Department requires such termination.
a. If the Department terminates the Agreement, the Department shall notify the Recipient of such termination
in writing within thirty (30) days of the Department's determination to terminate the Agreement, with
instructions as to the effective date of termination or to specify the stage of work at which the Agreement is
to be terminated.
b. The Parties to this Agreement may also terminate this Agreement when its continuation would not produce
beneficial results commensurate with the further expenditure of funds. In this event, the Parties shall agree
upon the termination conditions through mutual written agreement.
c. If the Agreement is terminated before performance is completed, the Recipient shall be paid only for that
work satisfactorily performed for which costs can be substantiated. Such payment, however, may not
exceed an amount which is the same percentage of the contract price as the amount of work satisfactorily
completed is a percentage of the total work called for by this Agreement. All work in progress on the
Department right-of-way will become the property of the Department and will be turned over promptly by
the Recipient.
d. Upon termination of this Agreement, the Recipient shall, within thirty (30) days, refund to the Department
any funds determined by the Department to have been expended in violation of this Agreement.
6. Project Cost:
a. The estimated cost of the Project is $2,629.911.00. This amount is based upon the Schedule of Financial
Assistance in Exhibit "B", Schedule of Financial Assistance, attached and incorporated in this
Agreement. The Schedule of Financial Assistance may be modified by execution of an amendment of the
Agreement by the Parties.
b. The Department agrees to participate in the Project cost up to the maximum amount of$1,940,000.00 and,
additionally the Department's participation in the Project shall not exceed N/A% of the total cost of the
Project, and as more fully described in Exhibit "B". The Department's participation may be increased or
reduced upon a determination of the actual bid amounts of the Project by the execution of an
amendment. The Recipient agrees to bear all expenses in excess of the amount of the Department's
participation and any cost overruns or deficits incurred in connection with completion of the Project.
c. The Department's participation in eligible Project costs is subject to, but not limited to:
I. Legislative approval of the Department's appropriation request in the work program year that the
Project is scheduled to be committed;
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ii. Approval of all plans, specifications, contracts or other obligating documents and all other terms of
this Agreement; and
iii. Department approval of the Project scope and budget at the time appropriation authority becomes
available.
7. Compensation and Payment:
a. The Department shall reimburse the Recipient for costs incurred to perform services described in the
Project Description and Responsibilities in Exhibit "A", and as set forth in the Schedule of Financial
Assistance in Exhibit"B".
b. The Recipient shall provide quantifiable, measurable, and verifiable units of deliverables. Each deliverable
must specify the required minimum level of service to be performed and the criteria for evaluating successful
completion.The Project and the quantifiable, measurable,and verifiable units of deliverables are described
more fully in Exhibit "A", Project Description and Responsibilities. Any changes to the deliverables shall
require an amendment executed by both parties.
c. Invoices shall be submitted no more often than monthly and no less than quarterly by the Recipient in detail
sufficient for a proper pre-audit and post-audit, based on the quantifiable, measurable and verifiable
deliverables as established in Exhibit"A". Deliverables and costs incurred must be received and approved
by the Department prior to reimbursements. Requests for reimbursement by the Recipient shall include an
invoice, progress report and supporting documentation for the period of services being billed that are
acceptable to the Department. The Recipient shall use the format for the invoice and progress report that
is approved by the Department.
d. Supporting documentation must establish that the deliverables were received and accepted in writing by
the Recipient and must also establish that the required minimum standards or level of service to be
performed based on the criteria for evaluating successful completion as specified in Exhibit"A" has been
met. All costs invoiced shall be supported by properly executed payrolls, time records, invoices, contracts
or vouchers evidencing in proper detail the nature and propriety of charges as described in Exhibit "F",
Contract Payment Requirements.
e. Travel expenses are not compensable under this Agreement.
f. Payment shall be made only after receipt and approval of deliverables and costs incurred unless advance
payments are authorized by the Chief Financial Officer of the State of Florida under Chapters 215 and 216,
Florida Statutes or the Department's Comptroller under Section 334.044(29), Florida Statutes.
If the Department determines that the performance of the Recipient is unsatisfactory, the Department shall
notify the Recipient of the deficiency to be corrected, which correction shall be made within a time-frame to
be specified by the Department.The Recipient shall,within thirty(30)days after notice from the Department,
provide the Department with a corrective action plan describing how the Recipient will address all issues of
contract non-performance, unacceptable performance, failure to meet the minimum performance levels,
deliverable deficiencies, or contract non-compliance. If the corrective action plan is unacceptable to the
Department, the Recipient will not be reimbursed to the extent of the non-performance. The Recipient will
not be reimbursed until the Recipient resolves the deficiency. If the deficiency is subsequently resolved,the
Recipient may bill the Department for the unpaid reimbursement request(s)during the next billing period. If
the Recipient is unable to resolve the deficiency, the funds shall be forfeited at the end of the Agreement's
term.
Recipients receiving financial assistance from the Department should be aware of the following time
frames. Inspection and approval of deliverables and costs incurred shall take no longer than 20 days
from the Department's receipt of the invoice. The Department has 20 days to deliver a request for
payment(voucher)to the Department of Financial Services. The 20 days are measured from the latter of
the date the invoice is received or the deliverables and costs incurred are received, inspected, and
approved.
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If a payment is not available within 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
Recipient. Interest penalties of less than one(1)dollar will not be enforced unless the Recipient requests
payment. Invoices that have to be returned to a Recipient because of Recipient preparation errors will
result in a delay in the payment. The invoice payment requirements do not start until a properly
completed invoice is provided to the Department.
A Vendor Ombudsman has been established within the Department of Financial Services. The duties of
this individual include acting as an advocate for Recipient who may be experiencing problems in obtaining
timely payment(s)from a state agency. The Vendor Ombudsman may be contacted at(850)413-5516.
g. The Recipient shall maintain an accounting system or separate accounts to ensure funds and projects are
tracked separately. Records of costs incurred under the terms of this Agreement shall be maintained and
made available upon request to the Department at all times during the period of this Agreement and for five
years after final payment is made. Copies of these documents and records shall be furnished to the
Department upon request. Records of costs incurred include the Recipient'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.
h. Progress Reports. Upon request, the Recipient agrees to provide progress reports to the Department in
the standard format used by the Department and at intervals established by the Department. The
Department will be entitled at all times to be advised, at its request, as to the status of the Project and of
details thereof.
i. 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 Recipient 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.
j. The Recipient must submit the final invoice on the Project to the Department within 120 days after the
completion of the Project. Invoices submitted after the 120-day time period may not be paid.
k. The Department's performance and obligation to pay under this Agreement is contingent upon an annual
appropriation by the Legislature. If the Department's financial assistance for this Project is in multiple fiscal
years, a notice of availability of funds from the Department's project manager must be received prior to
costs being incurred by the Recipient. See Exhibit "B" for funding levels by fiscal year. Project costs
utilizing any fiscal year funds are not eligible for reimbursement if incurred prior to funds approval being
received. The Department will notify the Recipient, in writing,when funds are available.
I. In the event this Agreement is in excess of$25,000 and has a term for a period of more than one year, the
provisions of Section 339.135(6)(a), Florida Statutes, are hereby incorporated:
"The Department, during any fiscal year, shall not expend money, incur any liability, or
enter into any contract which, by its terms, involves the expenditure of money in excess of
the amounts budgeted as available for expenditure during such fiscal year. Any contract,
verbal or written, made in violation of this subsection is null and void, and no money may
be paid on such contract. The Department shall require a statement from the comptroller
of the Department that funds are available prior to entering into any such contract or other
binding commitment of funds. Nothing herein contained shall prevent the making of
contracts for periods exceeding 1 year, but any contract so made shall be executory only
for the value of the services to be rendered or agreed to be paid for in succeeding fiscal
years, and this paragraph shall be incorporated verbatim in all contracts of the Department
which are for an amount in excess of$25,000 and which have a term for a period of more
than 1 year"
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m. Any Project funds made available by the Department pursuant to this Agreement which are determined by
the Department to have been expended by the Recipient 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 Recipient
files shall not constitute a waiver of the Department's rights as the funding agency to verify all information
at a later date by audit or investigation.
n. In determining the amount of the payment, the Department will exclude all Project costs incurred by the
Recipient prior to the execution of this Agreement, costs incurred prior to issuance of a Notice to Proceed,
costs incurred after the expiration of the Agreement, costs which are not provided for in the latest approved
Schedule of Financial Assistance in Exhibit"B" for the Project, costs agreed to be borne by the Recipient
or its contractors and subcontractors for not meeting the Project commencement and final invoice time
lines, and costs attributable to goods or services received under a contract or other arrangements which
have not been approved in writing by the Department.
8. General Requirements:
The Recipient shall complete the Project with all practical dispatch in a sound, economical, and efficient manner,
and in accordance with the provisions in this Agreement and all applicable laws.
a. The Recipient must obtain written approval from the Department prior to performing itself (through the
efforts of its own employees) any aspect of the Project that will be funded under this Agreement.
❑ If this box is checked, then the Agency is permitted to utilize its own forces and the following
provision applies: Use of Agency Workforce. In the event the Agency proceeds with any phase
of the Project utilizing its own forces, the Agency will only be reimbursed for direct costs (this
excludes general overhead).
b. The Recipient shall provide to the Department certification and a copy of appropriate documentation
substantiating that all required right-of-way necessary for the Project has been obtained. Certification is
required prior to authorization for advertisement for or solicitation of bids for construction of the Project,
including if no right-of-way is required.
c. The Recipient 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.
d. The Recipient shall have the sole responsibility for resolving claims and requests for additional work for the
Project by the Recipient's contractors and consultants. No funds will be provided for payment of claims or
additional work on the Project under this Agreement without the prior written approval of the claim or request
for additional work by Department.
9. Contracts of the Recipient
a. The Department has the right to review and approve any and all third party contracts with respect to the
Project before the Recipient executes any contract or obligates itself in any manner requiring the
disbursement of Department funds under this Agreement, including consultant or construction contracts or
amendments thereto. If the Department exercises this right and the Recipient fails to obtain such approval,
the Department may deny payment to the Recipient. The Department may review the qualifications of any
consultant or contractor and to approve or disapprove the employment of such consultant or contractor.
b. It is understood and agreed by the parties hereto that participation by the Department in a project that
involves the purchase of commodities or contractual services or the purchasing of capital equipment or the
equipping of facilities, where purchases or costs exceed the Threshold Amount for CATEGORY TWO per
Chapter 287.017 Florida Statutes, is contingent on the Recipient complying in full with the provisions of
Chapter 287.057 Florida Statutes The Recipient shall certify to the Department that the purchase of
commodities or contractual services has been accomplished in compliance with Chapter 287.057 Florida
Statutes It shall be the sole responsibility of the Recipient to ensure that any obligations made in accordance
with this Section comply with the current threshold limits. Contracts, purchase orders, task orders,
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construction change orders, or any other agreement that would result in exceeding the current budget
contained in Exhibit "B", or that are not consistent with the Project description and scope of services
contained in Exhibit "A" must be approved by the Department prior to Recipient execution. Failure to
obtain such approval, and subsequent execution of an amendment to the Agreement if required, shall be
sufficient cause for nonpayment by the Department.
c. Participation by the Department in a project that involves a consultant contract for engineering, architecture
or surveying services, is contingent on the Recipient's complying in full with provisions of Section 287.055,
Florida Statutes, Consultants' Competitive Negotiation Act. In all cases, the Recipient shall certify to the
Department that selection has been accomplished in compliance with the Consultants' Competitive
Negotiation Act.
d. If the Project is procured pursuant to Chapter 255 for construction services and at the time of the competitive
solicitation for the Project 50 percent or more of the cost of the Project is to be paid from state-appropriated
funds, then the Recipient must comply with the requirements of Section 255.0991, Florida Statutes.
10. Design and Construction Standards and Required Approvals: In the event the Project includes construction
the following provisions are incorporated into this Agreement:
a. The Recipient is responsible for obtaining all permits necessary for the Project.
b. In the event the Project involves construction on the Department's right-of-way,the Recipient shall provide
the Department with written notification of either its intent to:
i. Award the construction of the Project to a Department prequalified contractor which is the lowest
and best bidder in accordance with applicable state and federal statutes, rules, and regulations.
The Recipient shall then submit a copy of the bid tally sheet(s)and awarded bid contract, or
ii. Construct the Project utilizing existing Recipient employees, if the Recipient can complete said
Project within the time frame set forth in this Agreement.The Recipient's use of this option is subject
to approval by the Department.
c. The Recipient shall hire a qualified contractor using the Recipient's normal bid procedures to perform the
construction work for the Project. For projects that are not located on the Department's right-of-way, the
Recipient is not required to hire a contractor prequalified by the Department unless the Department
notifies the Recipient prior to letting that they are required to hire a contractor prequalified by the
Department.
d. The Recipient is responsible for provision of Construction Engineering Inspection (CEI) services. The
Department reserves the right to require the Recipient to hire a Department pre-qualified consultant firm
that includes one individual that has completed the Advanced Maintenance of Traffic Level Training.
Notwithstanding any provision of law to the contrary, design services and CEI services may not be
performed by the same entity. Administration of the CEI staff shall be under the responsible charge of a
State of Florida Licensed Professional Engineer who shall provide the certification that all design and
construction for the Project meets the minimum construction standards established by Department. The
Department shall have the right to approve the CEI firm. The Department shall have the right, but not the
obligation, to perform independent assurance testing during the course of construction of the Project.
Subject to the approval of the Department, the Recipient may choose to satisfy the requirements set forth
in this paragraph by either hiring a Department prequalified consultant firm or utilizing Recipient staff that
meet the requirements of this paragraph, or a combination thereof.
e. The Recipient is responsible for the preparation of all design plans for the Project.The Department reserves
the right to require the Recipient to hire a Department pre-qualified consultant for the design phase of the
Project using the Recipient's normal procurement procedures to perform the design services for the Project.
Notwithstanding any provision of law to the contrary, design services and CEI services may not be
performed by the same entity. All design work on the Project shall be performed in accordance with the
requirements of all applicable laws and governmental rules and regulations and federal and state accepted
design standards for the type of construction contemplated by the Project, including, as applicable, but not
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limited to, the applicable provisions of the Manual of Uniform Traffic Control Devices (MUTCD) and the
AASHTO Policy on Geometric Design of Streets and Highways. If any portion of the Project will be located
on, under, or over any Department-owned right-of-way, the Department shall review the Project's design
plans for compliance with all applicable standards of the Department, as provided in Exhibit "O", Terms
and Conditions of Construction, which is attached to and incorporated into this Agreement.
f. The Recipient shall adhere to the Department's Conflict of Interest Procedure (FDOT Topic No. 375-030-
006).
g. The Recipient will provide copies of the final design plans and specifications and final bid documents to the
Department's Construction Project Manager prior to commencing construction of the Project. The
Department will specify the number of copies required and the required format.
h. The Recipient shall require the Recipient's contractor to post a payment and performance bond in
accordance with applicable law.
i. The Recipient shall be responsible to ensure that the construction work under this Agreement is performed
in accordance with the approved construction documents, and that it will meet all applicable Recipient and
Department standards.
j. Upon completion of the work authorized by this Agreement, the Recipient shall notify the Department in
writing of the completion of construction of the Project; and for all design work that originally required
certification by a Professional Engineer, this notification shall contain an Engineers Certification of
Compliance, signed and sealed by a Professional Engineer, the form of which is attached hereto and
incorporated herein as Exhibit"C", Engineers Certification of Completion. The certification shall state
that work has been completed in compliance with the Project construction plans and specifications. If any
deviations are found from the approved plans, the certification shall include a list of all deviations along with
an explanation that justifies the reason to accept each deviation.
k. The Recipient shall provide the Department with as-built plans of any portions of the Project funded through
the Agreement prior to final inspection.
11. Maintenance Obligations: In the event the Project includes construction then the following provisions are
incorporated into this Agreement:
a. The Recipient agrees to maintain any portion of the Project not located on the State Highway System
constructed under this Agreement for its useful life. If the Recipient constructs any improvement on
Department right-of-way, the Recipient
❑ shall
❑ shall not
maintain the improvements located on the Department right-of-way made for their useful life. If the Recipient
is required to maintain Project improvements located on the Department right-of-way beyond final
acceptance, then Recipient shall, prior to any disbursement of the State funding provided under this
Agreement, also execute a Maintenance Memorandum of Agreement in a form that is acceptable to the
Department. The Recipient has agreed to the foregoing by resolution, and such resolution is attached and
incorporated into this Agreement as Exhibit"D". This provision will survive termination of this Agreement.
12. State Single Audit: The administration of resources awarded through the Department to the Recipient by this
Agreement may be subject to audits and/or monitoring by the Department. The following requirements do not limit
the authority of the Department to conduct or arrange for the conduct of additional audits or evaluations of state
financial assistance or limit the authority of any state agency inspector general, the Auditor General, or any other
state official.The Recipient shall comply with all audit and audit reporting requirements as specified below.
a. In addition to reviews of audits conducted in accordance with Section 215.97, Florida Statutes, monitoring
procedures to monitor the Recipient's use of state financial assistance may include but not be limited to on-
site visits by Department staff and/or other procedures including, reviewing any required performance and
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STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION 525-010-60
STATE-FUNDED GRANT AGREEMENT PROGRAM MANAGEMENT
os�z1
financial reports, following up, ensuring corrective action, and issuing management decisions on
weaknesses found through audits when those findings pertain to state financial assistance awarded through
the Department by this Agreement. By entering into this Agreement, the Recipient agrees to comply and
cooperate fully with any monitoring procedures/processes deemed appropriate by the Department. The
Recipient further agrees to comply and cooperate with any inspections, reviews, investigations, or audits
deemed necessary by the Department,the Department of Financial Services(DES)or the Auditor General.
b. The Recipient,a nonstate entity as defined by Section 215.97(2)(n), Florida Statutes,as a recipient of state
financial assistance awarded by the Department through this Agreement is subject to the following
requirements:
i. In the event the Recipient meets the audit threshold requirements established by Section 215.97,
Florida Statutes,the Recipient must have a State single or project-specific audit conducted for such
fiscal year in accordance with Section 215.97, Florida Statutes; applicable rules of the Department
of Financial Services; and Chapters 10.550(local governmental entities)or 10.650 (nonprofit and
for-profit organizations), Rules of the Auditor General. Exhibit "J", State Financial Assistance
(Florida Single Audit Act)to this Agreement indicates state financial assistance awarded through
the Department by this Agreement needed by the Recipient to further comply with the requirements
of Section 215.97, Florida Statutes. In determining the state financial assistance expended in a
fiscal year, the Recipient shall consider all sources of state financial assistance, including state
financial assistance received from the Department by this Agreement, other state agencies and
other nonstate entities. State financial assistance does not include Federal direct or pass-through
awards and resources received by a nonstate entity for Federal program matching requirements.
ii. In connection with the audit requirements, the Recipient shall ensure that the audit complies with
the requirements of Section 215.97(8), Florida Statutes. This includes submission of a financial
reporting package as defined by Section 215.97(2)(e), Florida Statutes,and Chapters 10.550(local
governmental entities) or 10.650 (nonprofit and for-profit organizations), Rules of the Auditor
General.
iii. In the event the Recipient does not meet the audit threshold requirements established by Section
215.97, Florida Statutes, the Recipient is exempt for such fiscal year from the state single audit
requirements of Section 215.97, Florida Statutes. However, the Recipient must provide a single
audit exemption statement to the Department at FDOTSingleAudit@dot.state.fl.us no later than
nine months after the end of the Recipient's audit period for each applicable audit year. In the event
the Recipient does not meet the audit threshold requirements established by Section 215.97,
Florida Statutes, in a fiscal year and elects to have an audit conducted in accordance with the
provisions of Section 215.97, Florida Statutes, the cost of the audit must be paid from the
Recipient's resources (i.e., the cost of such an audit must be paid from the Recipient's resources
obtained from other than State entities).
iv. In accordance with Chapters 10.550(local governmental entities)or 10.650(nonprofit and for-profit
organizations), Rules of the Auditor General, copies of financial reporting packages required by
this Agreement shall be submitted to:
Page 8 of 14
STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION 525-010-60
STATE-FUNDED GRANT AGREEMENT PROGRAM MANAGEMENT
05/2
Florida Department of Transportation
Office of Comptroller, MS 24
605 Suwannee Street
Tallahassee, FL 32399-0405
Email: FDOTSingleAudit cvdot.state.fl.us
And
State of Florida Auditor General
Local Government Audits/342
111 West Madison Street, Room 401
Tallahassee, FL 32399-1450
Email: flaud en local ovt aud.state.fl.us
v. Any copies of financial reporting packages, reports or other information required to be submitted to
the Department shall be submitted timely in accordance with Section 215.97, Florida Statutes, and
Chapters 10.550 (local governmental entities) or 10.650 (nonprofit and for-profit organizations),
Rules of the Auditor General, as applicable.
vi. The Recipient, when submitting financial reporting packages to the Department for audits done in
accordance with Chapters 10.550 (local governmental entities) or 10.650 (nonprofit and for-profit
organizations), Rules of the Auditor General, should indicate the date the reporting package was
delivered to the Recipient in correspondence accompanying the reporting package.
vii. Upon receipt, and within six months, the Department will review the Recipient's financial reporting
package, including corrective action plans and management letters, to the extent necessary to
determine whether timely and appropriate corrective action on all deficiencies has been taken
pertaining to the state financial assistance provided through the Department by this Agreement. If
the Recipient fails to have an audit conducted consistent with Section 215.97, Florida Statutes,the
Department may take appropriate corrective action to enforce compliance.
viii. As a condition of receiving state financial assistance,the Recipient shall permit the Department,or
its designee, DFS or the Auditor General access to the Recipient's records including financial
statements, the independent auditor's working papers and project records as necessary. Records
related to unresolved audit findings, appeals or litigation shall be retained until the action is
complete or the dispute is resolved.
c. The Recipient shall retain sufficient records demonstrating its compliance with the terms of this Agreement
for a period of five years from the date the audit report is issued and shall allow the Department, or its
designee, DFS or the Auditor General access to such records upon request. The Recipient shall ensure
that the audit working papers are made available to the Department, or its designee, DFS or the Auditor
General upon request for a period of five years from the date the audit report is issued unless extended in
writing by the Department.
13. Restrictions, Prohibitions, Controls and Labor Provisions:
a. 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 36 months from the date of being placed on the
convicted vendor list.
b. In accordance with Section 287.134, Florida Statutes, an entity or affiliate who has been placed on the
Discriminatory Vendor List, kept by the Florida Department of Management Services, may not submit a bid
on a contract to provide goods or services to a public entity; may not submit a bid on a contract with a public
Page 9 of 14
STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION 525-010.60
STATE-FUNDED GRANT AGREEMENT PROGRAM MANAGEMENT
D5/21
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.
c. 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 Recipient.
d. No funds received pursuant to this Agreement may be expended for lobbying the Florida Legislature,judicial
branch, or any state agency, in accordance with Section 216.347, Florida Statutes.
e. 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.
f. The Recipient shall:
i. Utilize the U.S. Department of Homeland Security's E-Verify system to verify the employment
eligibility of all new employees hired by the Recipient during the term of the contract; and
ii. Expressly require any subcontractors performing work or providing services pursuant to the
state contract to likewise utilize the U.S. Department of Homeland Security's E-Verify system to
verify the employment eligibility of all new employees hired by the subcontractor during the contract
term.
g. The Recipient 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.
14. Indemnification and Insurance:
a. It is specifically agreed between the parties executing this Agreement that it is not intended by any of the
provisions of any part of this Agreement to create in the public or any member thereof, a third-party
beneficiary under this Agreement, or to authorize anyone not a party to this Agreement to maintain a suit
for personal injuries or property damage pursuant to the terms or provisions of this Agreement. The
Recipient guarantees the payment of all just claims for materials, supplies, tools, or labor and other just
claims against the Recipient or any subcontractor, in connection with this Agreement.
b. To the extent provided by law, Recipient shall indemnify,defend,and hold harmless the Department against
any actions, claims, or damages arising out of, relating to, or resulting from negligent or wrongful act(s)of
Recipient,or any of its officers,agents,or employees, acting within the scope of their office or employment,
in connection with the rights granted to or exercised by Recipient hereunder, to the extent and within the
limitations of Section 768.28, Florida Statutes. The foregoing indemnification shall not constitute a waiver
of the Department's or the Recipient's sovereign immunity beyond the limits set forth in Florida Statutes,
Section 768.28, nor shall the same be construed to constitute agreement by Recipient to indemnify the
Department for the negligent acts or omissions of the Department, its officers, agents, or employees, or for
the acts of third parties. Nothing herein shall be construed as consent by Recipient to be sued by third
parties in any manner arising out of this Agreement. This indemnification shall survive the termination of
this Agreement.
c. Recipient agrees to include the following indemnification in all contracts with contractors, subcontractors,
consultants, or subconsultants (each referred to as "Entity" for the purposes of the below indemnification)
who perform work in connection with this Agreement:
"To the extent provided by law, [ENTITY] shall indemnify, defend, and hold harmless the
[RECIPIENT] and the State of Florida, Department of Transportation, including the Department's
officers, agents, and employees, against any actions, claims, or damages arising out of, relating
to, or resulting from negligent or wrongful act(s) of [ENTITY], or any of its officers, agents, or
Page 10 of 14
STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION 525-010-60
STATE-FUNDED GRANT AGREEMENT PROGRAM MANAGEMENT
employees, acting within the scope of their office or employment, in connection with the rights
granted to or exercised by[ENTITY].
The foregoing indemnification shall not constitute a waiver of the Department's or[RECIPIENT']'s
sovereign immunity beyond the limits set forth in Florida Statutes, Section 768.28. Nor shall the
same be construed to constitute agreement by [ENTITY] to indemnify [RECIPIENT] for the
negligent acts or omissions of[RECIPIENT], its officers, agents,or employees,or third parties. Nor
shall the same be construed to constitute agreement by[ENTITY]to indemnify the Department for
the negligent acts or omissions of the Department, its officers, agents, or employees, or third
parties. This indemnification shall survive the termination of this Agreement."
d. The Recipient shall provide Workers' Compensation Insurance in accordance with Florida's Workers'
Compensation law for all employees. If subletting any of the work, ensure that the subcontractor(s) and
subconsultants have Workers' Compensation Insurance for their employees in accordance with Florida's
Workers' Compensation law. If using "leased employees" or employees obtained through professional
employer organizations ('PEO's"), ensure that such employees are covered by Workers' Compensation
insurance through the PEO's or other leasing entities. Ensure that any equipment rental agreements that
include operators or other personnel who are employees of independent contractors, sole proprietorships
or partners are covered by insurance required under Florida's Workers' Compensation law.
e. If the Recipient elects to self-perform the Project,and such self-performance is approved by the Department
in accordance with the terms of this Agreement, the Recipient may self-insure and proof of self-insurance
shall be provided to the Department. If the Recipient elects to hire a contractor or consultant to perform the
Project,then the Recipient shall, or cause its contractor or consultant to carry Commercial General Liability
insurance providing continuous coverage for all work or operations performed under the Agreement. Such
insurance shall be no more restrictive than that provided by the latest occurrence form edition of the
standard Commercial General Liability Coverage Form (ISO Form CG 00 01) as filed for use in the State
of Florida.Recipient shall,or cause its contractor to cause the Department to be made an Additional Insured
as to such insurance. Such coverage shall be on an "occurrence" basis and shall include
Products/Completed Operations coverage. The coverage afforded to the Department as an Additional
Insured shall be primary as to any other available insurance and shall not be more restrictive than the
coverage afforded to the Named Insured.The limits of coverage shall not be less than$1,000,000 for each
occurrence and not less than a $5,000,000 annual general aggregate, inclusive of amounts provided by an
umbrella or excess policy.The limits of coverage described herein shall apply fully to the work or operations
performed under the Agreement, and may not be shared with or diminished by claims unrelated to the
Agreement. The policy/ies and coverage described herein may be subject to a deductible and such
deductibles shall be paid by the Named Insured. No policy/ies or coverage described herein may contain
or be subject to a Retention or a Self-Insured Retention unless the Recipient is a state agency or subdivision
of the State of Florida that elects to self-perform the Project. Prior to the execution of the Agreement, and
at all renewal periods which occur prior to final acceptance of the work, the Department shall be provided
with an ACORD Certificate of Liability Insurance reflecting the coverage described herein.The Department
shall be notified in writing within ten days of any cancellation, notice of cancellation, lapse, renewal, or
proposed change to any policy or coverage described herein. The Department's approval or failure to
disapprove any policy/ies, coverage, or ACORD Certificates shall not relieve or excuse any obligation to
procure and maintain the insurance required herein, nor serve as a waiver of any rights or defenses the
Department may have.
f. When the Agreement includes the construction of a railroad grade crossing, railroad overpass or underpass
structure, or any other work or operations within the limits of the railroad right-of-way, including any
encroachments thereon from work or operations in the vicinity of the railroad right-of-way, the Recipient
shall,or cause its contractor to, in addition to the insurance coverage required above, procure and maintain
Railroad Protective Liability Coverage (ISO Form CG 00 35)where the railroad is the Named Insured and
where the limits are not less than$2,000,000 combined single limit for bodily injury and/or property damage
per occurrence, and with an annual aggregate limit of not less than $6,000,000. The railroad shall also be
added along with the Department as an Additional Insured on the policy/ies procured pursuant to the
paragraph above. Prior to the execution of the Agreement, and at all renewal periods which occur prior to
final acceptance of the work, both the Department and the railroad shall be provided with an ACORD
Certificate of Liability Insurance reflecting the coverage described herein. The insurance described herein
Page 11 of 14
STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION 525-010-60
STATE-FUNDED GRANT AGREEMENT PROGRAM MANAGEMENT
osi21
shall be maintained through final acceptance of the work. Both the Department and the railroad shall be
notified in writing within ten days of any cancellation, notice of cancellation, renewal, or proposed change
to any policy or coverage described herein. The Department's approval or failure to disapprove any
policy/ies, coverage, or ACORD Certificates shall not relieve or excuse any obligation to procure and
maintain the insurance required herein, nor serve as a waiver of any rights the Department may have.
g. When the Agreement involves work on or in the vicinity of utility-owned property or facilities, the utility shall
be added along with the Department as an Additional Insured on the Commercial General Liability policy/ies
procured above.
15. Miscellaneous:
a. In no event shall any payment to the Recipient 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 Recipient 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.
b. If any provision of this Agreement is held invalid, the remainder of this Agreement shall not be affected. In
such an instance, the remainder would then continue to conform to the terms and requirements of
applicable law.
c. The Recipient and the Department agree that the Recipient, its employees, contractors, subcontractors,
consultants, and subconsultants are not agents of the Department as a result of this Agreement.
d. By execution of the Agreement, the Recipient represents that it has not paid and, also agrees not to pay,
any bonus or commission for the purpose of obtaining an approval of its application for the financing
hereunder.
e. Nothing in the Agreement shall require the Recipient to observe or enforce compliance with any provision
or perform any act or do any other thing in contravention of any applicable state law. If any of the provisions
of the Agreement violate any applicable state law,the Recipient will at once notify the Department in writing
in order that appropriate changes and modifications may be made by the Department and the Recipient to
the end that the Recipient may proceed as soon as possible with the Project.
f. 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.
g. The Department reserves the right to unilaterally terminate this Agreement for failure by the Recipient to
comply with the provisions of Chapter 119, Florida Statutes.
h. The Recipient agrees to comply with Section 20.055(5), Florida Statutes, and to incorporate in all
subcontracts the obligation to comply with Section 20.055(5), Florida Statutes
i. 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.
The Recipient agrees to waive forum and venue and that the Department shall determine the forum and
venue in which any dispute under this Agreement is decided.
j. This Agreement does not involve the purchase of Tangible Personal Property, as defined in Chapter 273,
Florida Statutes.
16. Exhibits.
a. Exhibits A, B, D, F, and J are attached to and incorporated into this Agreement.
b. ® The Project will involve construction, therefore, Exhibit "C", Engineer's Certification of Compliance is
attached and incorporated into this Agreement.
Page 12 of 14
STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION 525-010-60
STATE-FUNDED GRANT AGREEMENT PROGRAM MANAGEMENT
05/21
c. ❑Alternative Advance Payment Financial Provisions are used on this Project. If an Alternative Pay Method
is used on this Project, then Exhibit "H", Alternative Advance Payment Financial Provisions, is attached
and incorporated into this Agreement.
d. ❑ This Project utilizes Advance Project Reimbursement. If this Project utilizes Advance Project
Reimbursement, then Exhibit"K",Advance Project Reimbursement is attached and incorporated into this
Agreement.
e. ❑A portion or all of the Project will utilize the Department's right-of-way and,therefore, Exhibit 0, Terms
and Conditions of Construction in Department Right-of-Way, is attached and incorporated into this
Agreement.
f. ❑ The following Exhibit(s), in addition to those listed in 16.a. through 16.f., are attached and incorporated
into this Agreement:
g. Exhibit and Attachment List
Exhibit A: Project Description and Responsibilities
Exhibit B: Schedule of Financial Assistance
*Exhibit C: Engineer's Certification of Compliance
Exhibit D: Recipient Resolution
Exhibit F: Contract Payment Requirements
*Exhibit H: Alternative Advance Payment Financial Provisions
Exhibit J: State Financial Assistance(Florida Single Audit Act)
*Exhibit K: Advance Project Reimbursement
*Exhibit 0: Terms and Conditions of Construction in Department Right-of-Way
*Additional Exhibit(s):
*Indicates that the Exhibit is only attached and incorporated if applicable box is selected.
The remainder of this page intentionally left blank.
Page 13 of 14
DocuSign Envelope ID: D324E2F1-6CDD-4D25-B0A8-3781445C3EC5
STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION 525-010-60
STATE-FUNDED GRANT AGREEMENT FROGRAMMANAGEMENT
a5�z1
IN WITNESS WHEREOF, the Parties have executed this Agreement on the day and year written above.
RECIPIENT City of Zephyrhills STATE OF FLORIDA,
DEPARTMENT OF TRANSPORTATION
• DocuSigned by:
By: By: �t htn ikaiL
1CDBAE37B48D4D0..
Name:Jodi Wilkeson Name: Justin Hall
Title: City Council President Title: Director of Transportation Development
Legal Review:
DocuSigned by:
By: In
nandez
Name:
Page 14 of 14
Alt Form 525-010-60eA STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION 525-011-OA
STATE-FUNDED GRANT AGREEMENT PROGRAM MANAGEMENT
osnl
EXHIBIT A
PROJECT DESCRIPTION AND RESPONSIBILITIES
FPN:450716 1 54 01 ,
This exhibit forms an integral part of the Agreement between the State of Florida, Department of Transportation and
City of Zeph;rhills.`the Reci;:iient).
PROJECT LOCATION:
❑The project is on the National Highway System.
❑The project is on the State Highway System.
PROJECT LENGTH AND MILE POST LIMITS:
PROJECT DESCRIPTION: This project includes the design, construction and construction engineering inspection (CEI)
activities for the South Avenue Extension-National Guard Entrance Road project. This project is approximately 0.25 miles
roadway extension of South Avenue and intersection improvements at 6th Avenue and South Avenue to provide access to
the proposed National Guard site. The roadway extension includes potable water distribution, wastewater collection
systems, and stormwater improvements to be designed. This project will also include roadway construction for earthwork,
rough and final grading, roadway paving, curb and gutter, storm sewer, potable watermain, gravity wastewater main,
sidewalks, signing, and pavement markings.
The intersection of 6th Avenue and South Avenue is to be improved by adding a fourth leg and will become a 4 way stop.
Signage and striping will be added for traffic flow and safety per FDOT standards and specifications.
SPECIAL CONSIDERATIONS BY RECIPIENT:
The Agency will be issued a Notice to Proceed for the design phase after final execution of this agreement.
The Agency will be issued a separate Notice to Proceed for the construction and CEI phase of the project once the final
plans and required documentation has been approved by the Department.
The Agency will not move forward with any other project phases without receipt of a Notice to Proceed for the phase from
the Department.
The Project shall be designed and constructed in accordance with the requirements of all applicable laws and governmental
rules and regulations and state accepted design standards for the type of construction contemplated by the Project,
including, as applicable, but not limited to, the applicable provisions of the Manual of Uniform Traffic Control Devices
(MUTCD)and the AASHTO Policy on Geometric Design of Streets and Highways.
The Agency shall adhere to the Department's Conflict of Interest Procedure(FDOT Topic No. 375-030-006).
The Agency shall submit a Consultants' Competitive Negotiation Act (CCNA) certification for any consultant work to be
performed by a consultant.
The Agency shall submit the FDOT Vendor Eligibility Check Prior to Contract Award form (Form No. 375-030-91) for
Page 1 of 3
consultants/contractors and their subs to comply with the agreement requirements of section 13. Restrictions, Prohibitions,
Controls and Labor Provisions. The form can be accessed at the Department's Policy & Process Management site:
https://pol.fdot.gov/
The Agency will submit 100% and final design plans (at a minimum)to the Department for review and approval.
The Agency will submit to the Department the project Bid Package to include Specifications, updated construction estimate,
draft construction contract and the Agency's Certification Clear Package. All above items must be reviewed, approved and
a Notice to Proceed must be issued by the Department prior to any construction related activities, including project
advertisement. The Certification Clear Package must include the following items completed and signed by the authorized
Agency representative:
1.Right of Way Certification Form
2.Rail Clear Letter
3.Permits Clear Letter
4.Utilities Clear/Coordinated LetterProc
5.Consultant's Competitive Negotiations Act (CCNA) Clear Letter (Only applicable for a Professional Services phase if
Department is participating in this phase)
6. Contamination Certification
The Agency shall be responsible for identification and remediation, including all associated costs, of any hazardous
materials and contamination encountered while implementing the project.
The Agency will be responsible for following Florida Statutes regarding project permitting. The Agency may prepare a
Project Environmental Impact Report(PEIR)to support its acquisition of appropriate environmental permits and satisfy other
agreements with the Department.
The Agency shall be responsible to identify, notify and coordinate with all Utility Agency/Owners having facilities within the
project limits.
If at any moment during project implementation it is determined that the approved project schedule cannot be met, the
Agency will immediately notify the Department in writing, accompanied by a revised project schedule. Failure to comply with
these requirements may be cause for termination of this project agreement and withdrawal of Department funding.
The Agency will provide progress billing invoices with appropriate back-up documentation to the Department on a quarterly
basis or sooner as of the execution date of the agreement. A progress report will be required each quarter, even if there is
no activity for a reporting period. Invoice payments will be made on a pro-rata basis as a percentage of the state grant
funding amount compared to the project cost.
For projects that have participating and non-participating items,the local agency must submit invoices clearly depicting and
differentiating the participating and non-participating items of expenditures that are state or locally funded. Pay item plan
sheets must also separate and distinguish between participating and non-participating items. Non-participating costs are
the responsibility of the Agency.
Construction related activities, including project advertisement, conducted prior to Notice to Proceed will not be reimbursed.
The Agency shall be required to notify the Department of any construction changes (change orders) and receive approval
from the Department prior to the changes being constructed in order to be reimbursed for the changes.
The Agency shall provide the Department with as-built plans of any portions of the Project funded through the Agreement
prior to final Inspection.
After the completion of the project, the Agency must submit the final invoice and Exhibit "C," Engineers Certification of
Completion" of the project to the Department within 120 days after the completion. Invoices after the 120-day time period
may not be paid.
The Recipient shall commence the project's activities subsequent to the execution of this Agreement and shall perform in
accordance with the following schedule:
Page 2 of 3
a)Study to be completed by N/A.
b) 100% plans and project clears submitted to the Department by 05/01/2023.
c) Design to be completed and submitted to the Department by 09/05/2023.
d)Construction contract to be let by 12/29/2023
e)Construction to be completed by 11/26/2024.
If this schedule cannot be met, the Recipient will notify the Department in writing with a revised schedule or the project is
subject to the withdrawal of funding.
SPECIAL CONSIDERATIONS BY DEPARTMENT:
The Department will issue a Notice to Proceed to the Agency for the design phase after final execution of this agreement.
The Department will issue a separate Notice to Proceed for the construction and CEI phase of the project once the final
plans and required documentation has been approved by the Department.
Upon receipt of an invoice, the Department will have twenty(20)working days to review and approve the goods and
services submitted for payment.
Page 3 of 3
DocuSign Envelope ID: D324E2F1-6CDD-4D25-B0A8-3781445C3EC5
At Form 525-010-60eB STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION 525-011-06
STATE-FUNDED GRANT AGREEMENT MANAGEMENT
NAGEMENT
8121
Page 1 of 1
EXHIBIT B
SCHEDULE OF FINANCIAL ASSISTANCE
RECIPIENT NAME&BILLING ADDRESS: FINANCIAL PROJECT NUMBER:
City of Zephyrhills 45071615401
5335 8th Street
Zephyrhills,FL 33542
MAXIMUM PARTICIPATION
PHASE OF WORK by Fiscal Year: (1) (2) (3) Indicate source of
TOTAL PROJECT FUNDS LOCALFUNDS STATE FUNDS
Local funds
Design-Phase 34 Maximum Department Participation $ $ $ ❑In-Kind
FY: (Insert Program Name) ❑Cash
FY: Maximum Department Participation $ $ $ ❑In-Kind
(Insert Program Name) ❑Cash
Total Design Cost $ 0.00 $ 0.00 $ 0.00
90 96
Right-of-Way-Phase 44Maximum Department Participation $ $ $ ❑In-Kind
FY: (Insert Program Name) ❑Cash
FY: Maximum Department Participation $ $ $ ❑In-Kind
(Insert Program Name) ❑Cash
Total Right-of-Way Cost $ 0.00 $ 0.00 $ 0.00
% % %
Construction-Phase 54 Maximum Department Participation $2,629,911.00 $689,911.00 $1,940,000.00 fl In-Kind
FY:2023 (Local Transportation Projects) ®Cash
FY: Maximum Department Participation $ $ $ ❑In-Kind
(Insert Program Name) ❑Cash
Total Construction Cost $2,629,911.00 $689,911.00 $1,940,000.00
% %
Construction Maximum Department Participation $ $ $ ❑In-Kind
Engineering and (Insert Program Name) ❑Cash
Inspection-Phase 64
FY:
FY: Maximum Department Participation $ $ $ ❑In-Kind
(Insert Program Name) ❑Cash
Total Construction Engineering and Inspection Cost $ 0.00 $ 0.00 $ 0.00
%
(Phase: ) Maximum Department Participation $ $ $ ❑In-Kind
FY: (Insert Program Name) ❑Cash
FY: Maximum Department Participation $ $ $ ❑In-Kind
(Insert Program Name) ❑Cash
Total Cost $ 0.00 $ 0.00 $ 0.00
%
TOTAL COST OF THE PROJECT $2,629,911.00 $689,911.00 $1,940,000.00
COST ANALYSIS CERTIFICATION AS REQUIRED BY SECTION 216.3475,FLORIDA STATUTES:
I certify that the cost for each line item budget category has been evaluated and determined to be allowable,reasonable,and necessary as required by
Section 216.3475,F.S.Documentation is on file evidencing the methodology used and the conclusions reached.
Marcia Haines
District Grant Manager Name
DocuSigned by:
W ci �t-t a t '41
fi§ 6A9E444BB... Date
Alt Form 525-010-60eC STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION 525-O11-0C
STATE-FUNDED GRANT AGREEMENT MANAGEMENT
NAGEMENT
05/21
Page 1 of 1
EXHIBIT C
ENGINEER'S CERTIFICATION OF COMPLIANCE
Engineer's Certification of Compliance.The Recipient shall complete and submit the following Notice
of Completion and, if applicable, Engineer's Certification of Compliance to the Department upon
completion of the construction phase of the Project.
NOTICE OF COMPLETION
STATE-FUNDED GRANT AGREEMENT
Between
THE STATE OF FLORIDA, DEPARTMENT OF TRANSPORTATION
and CITY OF ZEPHYRHILLS
PROJECT DESCRIPTION:Thisproject includes the design, construction and construction
engineering inspection (CEl) activities for the South Avenue Extension - National Guard
Entrance Road project.
FPID#: 450716 1 54 01
In accordance with the Terms and Conditions of the State-Funded Grant Agreement, the undersigned
provides notification that the work authorized by this Agreement is complete as of , 20_.
By:
Name:
Title:
ENGINEER'S CERTIFICATION OF COMPLIANCE
In accordance with the Terms and Conditions of the State-Funded Grant Agreement, the undersigned
certifies that all work which originally required certification by a Professional Engineer has been
completed in compliance with the Project construction plans and specifications. If any deviations have
been made from the approved plans, a list of all deviations, along with an explanation that justifies the
reason to accept each deviation, will be attached to this Certification. Also, with submittal of this
certification the Recipient shall furnish the Department a set of"as-built" plans certified by the Engineer
of Record/CEI.
By: P.E.
SEAL: Name:
Date:
Alt Form 525-010-60eD STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION 525-011-OD
STATE-FUNDED GRANT AGREEMENT PROGRAM MANAGEMENT
05/21
Page 1 of 1
EXHIBIT D
RECIPIENT RESOLUTION
The Recipient's Resolution authorizing entry into this Agreement is attached and incorporated into this
Agreement.
INSTR# 2023031655 OR BK 10770 PG 2619 Page 1 of 2
02/21/2023 11:27 AM Rcpt: 2553587 Rec: 18.50 DS: 0.00 IT: 0.00
Nikki Alvarez-Sowles, Esq., Pasco County Clerk&Comptroller
RESOLUTION NO. 809-23
A RESOLUTION OF THE CITY OF ZEPHYRHILLS,FLORIDA,AUTHORIZING
EXECUTION OF A STATE-FUNDED GRANT AGREEMENT BETWEEN THE
STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION AND CITY OF
ZEPHYRHILLS FOR DESIGN, CONSTRUCTION AND CONSTRUCTION
ENGINEERING INSPECTION (CEI) ACTIVITIES FOR THE SOUTH AVENUE
EXTENSION-NATIONAL GUARD ENTRANCE ROAD(FINANCIAL PROJECT
NO. 450716 1 54 01).
WHEREAS, the State-Funded Grant Agreement is authorized under Section 334.044,
334.044(7), and Specific Appropriation SB2339, Chapter 2022-156, Florida Statutes, and grants
the State of Florida Department of Transportation, hereinafter referred to as "DEPARTMENT,"
the authority to function adequately in all areas of appropriate jurisdiction, including the
implementation and balance transportation system; and
WHEREAS, the purpose of the State-Funded Grant Agreement hereinafter referred to as
"AGREEMENT,"is to provide for the DEPARTMENT'S participation in the design, construction
and Construction Engineering Inspection (CEI) activities for the South Avenue Extension —
National Guard Entrance Road project, herein referred to as the "PROJECT;" and
WHEREAS, the City of Zephyrhills, hereinafter referred to as "AGENCY," has the authority
to enter into the State-Funded Grant Agreement, hereinafter referred to as "AGREEMENT," and
undertake the PROJECT; and
WHEREAS,the DEPARTMENT is willing to provide the AGENCY with financial assistance
under Financial Project No. 450716 1 54 01, in the amount of One Million Nine Hundred Forty
Thousand Dollars and Zero Cents ($1,940,000.00) for design, construction and CEI services for
the PROJECT; and
WHEREAS, the AGENCY agrees to complete the PROJECT in accordance with all
applicable DEPARTMENT procedures, guidelines, manuals, standards, and directives, as
described in the DEPARTMENT'S Local Agency Program Manual; and in accordance with
Section 334.044 and 334.044(7), Florida Statutes; and
WHEREAS,the AGENCY agrees to bear all expenses in excess of One Million Nine Hundred
Forty Thousand Dollars and Zero Cents($1,940,000.00) for design, construction and CEI services
for the PROJECT and complete the PROJECT by July 28,2024,with all final invoices and project
closeout documents provided to the DEPARTMENT by November 28, 2024.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Zephyrhills,
Florida, in a regular session duly assembled, that the President is hereby authorized to execute the
State Funded Grant Agreement that provides funding from the DEPARTMENT to the AGENCY
for construction and CEI services for the South Avenue Extension—National Guard Entrance Road
Project.
The foregoing Resolution No. 809-23 was read and passed, following a public hearing, in an open
and regular meeting of the City Council of the City of Zephyrhills,FL,on this 13th day of February,
2023.
OR BK 10770 PG 2620 Page 2 of 2
At�st:
Lori L. Hillman, City Clerk Jodi Wilkeson, Council President
Tregbiig' Resolution No. 809-23 was approved by me this 13th day of February, 2023.
Gen itfield, May
Approved as to legal form and legal content for the
sole reliance
of the City of Zephyrhills
Matthew E. Maggard, ity Attorney
Alt Form 525-010-60eF STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION 525-011-OF
STATE-FUNDED GRANT AGREEMENT MANAGEMENT
NAGEMENT
05121
Page 1 of 2
EXHIBIT F
CONTRACT PAYMENT REQUIREMENTS
Florida Department of Financial Services, Reference Guide for State Expenditures
Cost Reimbursement Contracts
Invoices for cost reimbursement contracts must be supported by an itemized listing of
expenditures by category(salary, travel, expenses, etc.). Supporting documentation shall
be submitted for each amount for which reimbursement is being claimed indicating that
the item has been paid. Documentation for each amount for which reimbursement is
being claimed must indicate that the item has been paid. Check numbers may be provided
in lieu of copies of actual checks. Each piece of documentation should clearly reflect the
dates of service. Only expenditures for categories in the approved agreement budget may
be reimbursed. These expenditures must be allowable (pursuant to law) and directly
related to the services being provided.
Listed below are types and examples of supporting documentation for cost
reimbursement agreements:
Salaries: Timesheets that support the hours worked on the project or activity must be
kept. A payroll register, or similar documentation should be maintained. The payroll
register should show gross salary charges, fringe benefits, other deductions and net pay.
If an individual for whom reimbursement is being claimed is paid by the hour, a document
reflecting the hours worked times the rate of pay will be acceptable.
Fringe benefits: Fringe benefits should be supported by invoices showing the amount
paid on behalf of the employee, e.g., insurance premiums paid. If the contract specifically
states that fringe benefits will be based on a specified percentage rather than the actual
cost of fringe benefits, then the calculation for the fringe benefits amount must be shown.
Exception: Governmental entities are not required to provide check numbers or copies of
checks for fringe benefits.
Travel: Reimbursement for travel must be in accordance with s. 112.061, F.S., which
includes submission of the claim on the approved state travel voucher along with
supporting receipts and invoices.
Other direct costs: Reimbursement will be made based on paid invoices/receipts and
proof of payment processing (cancelled/processed checks and bank statements). If
nonexpendable property is purchased using state funds, the contract should include a
provision for the transfer of the property to the State when services are terminated.
Documentation must be provided to show compliance with DMS Rule 60A-1.017, F.A.C.,
regarding the requirements for contracts which include services and that provide for the
contractor to purchase tangible personal property as defined in s. 273.02, F.S., for
subsequent transfer to the State.
Indirect costs: If the contract stipulates that indirect costs will be paid based on a
specified rate, then the calculation should be shown. Indirect costs must be in the
approved agreement budget and the entity must be able to demonstrate that the costs
are not duplicated elsewhere as direct costs. All indirect cost rates must be evaluated for
reasonableness and for allowability and must be allocated consistently.
Contracts between state agencies may submit alternative documentation to
substantiate the reimbursement request,which may be in the form of FLAIR reports
or other detailed reports.
The Florida Department of Financial Services, online Reference Guide for State
Expenditures can be found at this web address
httos•//www.myfloridacfo.com/Division/AA/Manuals/documents/ReferenceGuideforState
Ex enditures. df.
Alt Form 525-010-60eJ STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION 525-011-0J
STATE—FUNDED GRANT AGREEMENT PROGRAM MANAGEMENT
os�2o
Page 1 of 1
EXHIBIT J
STATE FINANCIAL ASSISTANCE(FLORIDA SINGLE AUDIT ACT)
THE STATE RESOURCES AWARDED PURSUANT TO THIS AGREEMENT CONSIST OF THE FOLLOWING:
Awarding Agency: Florida Department of Transportation
State Project Title El County Incentive Grant Program (CIGP), (CSFA 55.008)
and CSFA ❑ Small County Outreach Program (SCOP), (CSFA 55.009)
Number: ❑ Small County Road Assistance Program (SCRAP), (CSFA 55.016)
❑ Transportation Regional Incentive Program (TRIP), (CSFA 55.026)
Local Transportation Projects, CSFA 55.039
*Award Amount: $1,940,000.00
*The state award amount may change with supplemental agreements
Specific project information for CSFA Number is provided at: https://apps.fldfs.com/fsaa/searchCatalog.aspx
COMPLIANCE REQUIREMENTS APPLICABLE TO STATE RESOURCES AWARDED PURSUANT TO THIS
AGREEMENT:
State Project Compliance Requirements for CSFA Number are provided at:
https://apps.fldfs.com/fsaa/searchCompliance.aspx
The State Projects Compliance Supplement is provided at: https://aps.fldfs.com/fsaLcpmI liance.as__x