www.mymanatee.org
Manatee County Government Administrative Center Commission Chambers, First Floor 9:00 a.m. - February 9, 2016
REVISED February 9, 2016 - Regular Meeting
Agenda Item #41


Subject
Florida Department of Transportation 2015/2016 Traffic Signal Maintenance and Compensation Agreement

Briefings
None

Contact and/or Presenter Information

Contact/Presenter: Aaron Burkett, Traffic Operations Division Manager, x7509

Sage Kamiya, P.E., PTOE, Deputy Director - Traffic Management, x7425



Action Requested
Adoption of Resolution R-16-016 and authorization for the Chairman to execute the new Agreement for FY 2015/2016 or annual Exhibit "A" renewal to the existing Traffic Signal Maintenance and Compensation Agreement with the Florida Department of Transportation for FY 2015-2016.

Enabling/Regulating Authority
Florida Statutes - Chapter 125 - County Government Resolution R-02-253

Background Discussion
  • The Board of County Commissioners executed a Master Agreement with the Florida Department of Transportation (FDOT) on September 17, 2002, for the operation and maintenance of the traffic signals located on State Highways within the unincorporated portion of Manatee County.  The agreement requires the county to operate and maintain the traffic signals on State Highways in compliance with the rules and standards of the FDOT in exchange for compensation to the County by a statewide formula for the Board's review and approval. 
  • In FY 2014/2015, FDOT modified the language in the Master Agreement to include additional requirements such as: minor structural maintenance services for traffic signal supports, temporary/emergency signal pole replacement, performance measures and annual reporting requirements, and new devices such as speed activated warning displays and emergency fire department warning beacons. After review by the County Attorney's Office, the new Agreement was brought before the Board and approved on March 10, 2015, in the amount of $159,526.14.
  • Subsequently, for FY 2015/2016, FDOT made additional changes to the Agreement to include new requirements for traffic signal mast arm, vehicle detection, and pedestrian detection maintenance and repair.  FDOT also included additional compensation for interconnected traffic signals and increased the compensation rates for each device type. 
  • The second revision was reviewed by the County Attorney's Office with the recommendation that Public Works Staff negotiate with FDOT to request additional funding to cover the full costs of maintenance beyond what is proposed in the new Agreement.
  • The FY 2015/2016 complete agreement compensation is proposed at $292,752, which is an increase of $133,255.86 over the FY 2014/2015 compensation total of $159,526.14.  While this is a 46% increase over the previous year, we estimate this new reimbursement rate is approximately 53% of the current annual operations and maintenance costs which are approximately $548,263. 
  • Staff made every effort to negotiate with FDOT to provide additional compensation and contract revisions; however, FDOT stated they do not intend to entertain any further negotiations with the Agreement. FDOT gave the County the option of keeping with the existing Agreement and terms and execute the attached Exhibit "A" for the lower compensation amount of $164,513.68, which is a $4,987.54 increase from the FY 2014/2015 compensation total.
  • The County Attorney's Office and Public Works staff have reviewed the new Agreement and Exhibit "A" and have found them to be a complete and accurate listing of the traffic control devices operated and maintained by the County under the terms of the Agreement with the FDOT. . 
  • In accordance with the agreement's Exhibit B, the compensation rate will increase for the future FY 2016/2017 agreement's Exhibit A. Based on current expenses, this new compensation amount is estimated to be approximately 80% of current maintenance costs. If this FY 2015/2016 agreement is approved, the FY 16/17 Exhibit A would be expected from FDOT and be presented to the BCC for approval by June 2016.
  • On January 26, 2016, the FY 2015/2016 agreement was presented to the BCC and the Board took no action.
  • Staff believes that FDOT has recognized our concerns on this issue and is making significant progress in  addressing the reimbursement of our costs.  Staff recommends approval of the Resolution and Agreement and we will continue to work with FDOT on this important public safety issue.


County Attorney Review
Not Reviewed (Utilizes exact document or procedure approved within the last 18 months)

Explanation of Other


Reviewing Attorney
N/A

Instructions to Board Records
Please return partially executed forms to Mary Moeller, Public Works Dept., for transmittal to FDOT. A fully executed copy will be returned to Board Records.

Cost and Funds Source Account Number and Name
$292,752 or $164,513.68 payment to Manatee County by FDOT - 1010020707 Traffic Operations

Amount and Frequency of Recurring Costs
FDOT reimburses for a portion of the costs to Manatee County for Annual O&M


Attachment:  FDOT FY 2015-2016 TSMCA Exhibit A.pdf
Attachment:  FDOT 2015-2016 TSMCA Complete Agreement .pdf
Attachment:  FDOT letter to Chairman Benac 11-30-15.pdf
Attachment:  RLS-14-315; CAO No. 9004-039-A; FDOT TSMCA FY 2014-2015 Memo 10-17-14.pdf
Attachment:  RLS-15-206; CAO No. 9004-044; FDOT TSMCA FY 2015-2016 MEMO 8.18.15.pdf
Attachment:  TSMCA Resolution R-16-016.pdf