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JOINT PARTICIPATION AGREEMENT TO REFURBISH HANGAR A LAWfOI'l C"ILES GOVEKI'IOK i. ~ DEPARTMENT --- - - -- - OF I TRANSPORTATION 6EI'l G. WAITS SECRETARY 11201 N. McKinley Drive Tampa, Florida 33612 Jl-I June 26, 1996 Mr. Glen L. Bahnick Civil Engineer II Public Works Department City of Clearwater Clearwater, FL 34618-474 JOINT PARTICIPATION AGREEMENT (JPA) WPI NO: 7826673 JOB NO: 15007-3880 CONTRACT NO: AD-263 Refurbish Aircraft Hangar "A" Pinellas Dear Mr. Bahnick: Enclosed is one (1) original fully executed Joint Participation Agreement (JP A) providing for Department participation. Costs may be incurred as of the JP A execution date. Invoicing information is enclosed for your use. Also, enclosed is an informational summary entitled "JP A Requirements" to assist you in the proper administration of the agreement. Adherence to these requirements will minimize any potential problem areas. If you have any questions, please call the project manager, John Roeller at 975-6409. Sincerely, Debbie Hunt ~ District Public Transportation Manager DLH:bgs Enclosures xc: John Roeller, Project Manager Linda Mitchell, (one original, one copy) Rick Creamer, (w/out enclosure) a:jpaexec.ltr , .,../.. . O()-I (j -tlO @{/JJ I j I JP A CHECKLIST (U pdated 9/95) Please follow these instructions for Joint Participation Agreements, Supplemental Agreements, Amended Agreements, Termination Agreements or Bus Leases to ensure validity of the Agreement. RESOLUTION 1. One Resolution from the Public Agency is required: a. The Resolution must include the identification numbers of the Agreement (WPI Number, Job Number, etc.), Or, identifying description of the Agreement. (sample attached). b. The Resolution must identify the individual authorized to sign the Agreement. c. Type titles and names on Resolution for clarity. d. The individual signing the Resolution must be someone other than the individual authorized to sign the Agreement. (Example: The Chairman of the Board signs the Resolution which authorizes the Executive Director to sign the Agreement). . e. Affix the Agency Seal. If no Agency Seal, two witness signatures are required. 2. Certified copy of the minutes of the meeting which authorized the Public Agency to enter into the Agreement are acceptable in lieu of a resolution; however, the minutes must contain the same information required in the resolution. AGREElVIENT 1. Signed by person authorized by the Resolution. 2. Must include one witness signature or an Agency Seal. 3. Type titles and names on Agreement for clarity. 4. Do not fill in any dates on the Agreement. GENERAL 1. Return signed (original) Agreements, and a signed (original) Resolution to the District VII Public Transportation Office of the Department. An original Agreement will be returned to you after execution by the Department. 2. Do not obligate funds against this Project until final execution of the Agreement by the Department has been completed. a: checklist. wpd .... . I STATB OF FLORIDA DEPARTMENT OF TRANSPORTATION I . PUBLIC TRANSPORTATION JOINT PARTICIPATION AGREEMENT FORM~ PUBUC TRANSP ADMIN OGC - 12/95 Page 1 of 11 ( SAMAS Approp: OKK719 SAMAS Obj.: 790007 Org. Code: 'i'i07202072K Vendor No.: F-'i960002K9002 Fund: 010 Function: 617 Federal No: Contract No: A02ti1 WPI No: 7K76671 Job No: 1 'iOO7-1KKO THIS AGREEMENT, made and entered into this d?~-rI day of V~ ,19 96 , by and between the STATE OF FLORIDA DEPARTMENT OF TRANSPORT A nON, an agency of the State of Florida, hereinafter referred to as the Department, and CITY OF CI EARWATER, P 0 HOX 474K, CLEARWATER, FLORIOA ~4fi 1 K-474K hereinafter referred to as the Agency. WIT N E SSE T H: WHEREAS, the Agency has the authority to enter into said Agreement and to undertake the project hereinafter described, and the Department has been granted the authority to function adequately in all areas of appropriate jurisdiction including the implementation of an integrated and balanced transportation system and is authorized under CH APTER 'B7 00tl(6)F S , Florida Statutes, to enter into this Agreement; NOW, THEREFORE, in consideration of the mutual covenants, promises and representations herein, the parties agree as follows: 1.00 Purpose of Agreement: The purpose of this Agreement is to include: refurbish aircraft hangar" A". and as further described in Exhibit(s) A,H,C,n llnd F attached hereto and by this reference made a part hereof, hereinafter referred to as the project, and to provide Departmental financial assistance to the Agency and state the terms and conditions upon which such assistance will be provided and the understandings as to the manner in which the project will be undertaken and completed. ,'~ ,~ . I J FORM~ PUBUC TRANSP ADMIN OOC - 12/95 Page 2 0( 11 i' !k ; 1 l/' 2.00 Accomplishment of the Project: 2.10 General Requirements: The Agency shall commence, and complete the project as described in Exhibit" A" attached hereto and by this reference made a part hereof, with all practical dispatch, in a sound, economical, and efficient manner, and in accordance with the provisions herein, and all applicable laws. 2.20 Pursuant to Federal, State, and Local Law: In the event that any election, referendum, approval, permit, ootice, or other proceeding or authorization is requisite under applicable law to enable the Agency to enter into this Agreement or to undertake the project herewxler; or to observe, assume or carry out any of the provisions of the Agreement, the Agency will initiate and consummate, as provided by law, all actions necessary with respect to any such matters so requisite. 2.30 Funds of the Agency: The Agency shall initiate and prosecute to completion all proceedings necessary including federal aid requirements to enable the Agency to provide the necessary funds for completion of the project. 2.40 Submission of Proceedings, Contracts and Other Documents: The Agency shall submit to the Department such data, reports, records, contracts and other documents relating to the project as the Department may require as listed in Exhibit "e" attached hereto and by this reference made a part hereof. 3.00 Project Cost: The total estimated cost of the project is $ 100,000 00 This amount is based upon the estimate summarized in Exhibit "B" attached hereto and by this reference made a part hereof. The Agency agrees to bear all expenses in excess of the total estimated cost of the project and any deficits involved. 4.00 Department Participation: The Department agrees to maximum participation, including contingencies, in the project in the amount of $ SO,OOO 00 as detailed in Exhibit "B", or in an amount equal to the percentage(s) of total project cost shown in Exhibit "B" , whichever is less. 4.10 Project Cost Eligibility: Project costs eligible for State participation will be allowed only from the effective date of this Agreement. It is understood that State participation in eligible project costs is subject to: (a) Legislative approval of the Department's appropriation request in the work program year that the project is scheduled to be committed; (b) Availability of funds as stated in paragraph 17.00 of this Agreement; (c) Approval of all plans, specifications, contracts or other obligating documents and all other terms of this Agreement; (d) Department approval of the project scope and budget (Exhibits A & B) at the time appropriation authority becomes available. 4.20 Front End Funding: Front end funding (XX) (is oot) applicable. If applicable, the Department may initially pay 100% of the total allowable incurred project costs up to an amount equal to its total share of participation as shown in paragraph 4.00. 5.00 Retainage: Retainage (XX) (is not) applicable. If applicable, _N/A percent of the Department's total share of participation as shown in paragraph 4.00 is to be held in retainage to be disbursed, at the Department's discretion, on or before the completion of the final project audit. 6.00 Project Budget and Payment Provisions: 6.10 The Project Budget: A project budget shall be prepared by the Agency and approved by the Department. The Agency shall maintain said budget, carry out the project and shall incur obligations against and make disbursements of project funds only in conformity with the latest approved budget for the project. No budget increase or decrease shall be effective unless it complies with fund participation requirements established in paragraph 4.00 of this Agreement and is approved by the Department Comptroller. , it I I FORM 72S-OOO-06 PUBUC TRANSP ADMIN OOC - 12195 Page 3 of 11 ;I :d ,r 6.20 Payment Provisions: Unless otherwise allowed under paragraph 4.20, payment will begin in the year the project or project phase is scheduled in the work program as of the date of the agreement. Payment will be made for actual costs incurred as of the date the invoice is submitted with the final payment due upon receipt of a final invoice. 7.00 Accounting Records: 7.10 Establishment and Maintenance of Accounting Records: The Agency shall establish for the project, in conformity with requirements established by Department's program guidelines/procedures and "Principles for State and Local Governments", separate accounts to be maintained within its existing accounting system or establish independent accounts. Such accounts are referred to herein collectively as the "project account". Documentation of the project account shall be made available to the Department upon request any time during the period of the Agreement and for five years after final payment is made. 7.20 Funds Received Or Made Available for The Project: The Agency shall appropriately record in the project account, and deposit in a bank: or trust company which is a member of the Federal Deposit Insurance Corporation, all payments received by it from the Department pursuant to this Agreement and all other funds provided for, accruing to, or otherwise received on account of the project, which Department payments and other funds are herein collectively referred to as "project funds". The Agency shall require depositories of project funds to secure continuously and fully all project funds in excess of the amounts insured under federal plans, or under State plans which have been approved for the deposit of project funds by the Department, by the deposit or setting aside of collateral of the types and in the manner as prescribed by State Law for the security of public funds, or as approved by the Department. 7.30 Costs Incurred for the Project: The Agency shall charge to the project account all eligible costs of the project. Costs in excess of the latest approved budget or attributable to actions which have not received the required approval of the Department shall not be considered eligible costs. 7.40 Documentation of Project Costs: All costs charged to the project, including any approved services contributed by the Agency or others, shall be supported by properly executed payrolls, time records, invoices, contracts, or vouchers evidencing in proper detail the nature and propriety of the charges. 7.50 Checks, Orders, and Vouchers: Any check or order drawn by the Agency with respect to any item which is or will be chargeable against the project account will be drawn only in accordance with a properly signed voucher then on file in the office of the Agency stating in proper detail the purpose for which such check or order is drawn. All checks, payrolls, invoices, contracts, vouchers, orders, or other accounting documents pertaining in whole or in part to the project shall be clearly identified, readily accessible, and, to the extent feasible, kept separate and apart from all other such documents. 7.60 Audit Reports: The Agency shall provide to the Department for each of its fiscal years for which the project account remains open, two audit reports prepared either by its official auditor or audit agency or an independent certified public accountant, reflecting the use of the funds of the Department, the Agency, and those from any other source with respect to the project. Audits shall be performed in accordance with generally accepted government auditing standards contained in the "Standards for Audit of Governmental Organizations, Programs, Activities and Functions", issued by the U. S. General Accounting Office and OMB Circulares A-128 or A-l33 where applicable. The Agency shall require its auditors to include in their report a schedule of project assistance as described in Exhibit "A", Special Considerations. 7.70 Insurance: Execution of this Joint Participation Agreement constitutes a certification that the Agency has and will maintain the ability to repair or replace any project equipment or facilities in the event of loss or damage due to any accident or casualty for the useful life of such equipment or facilities. In the event of the loss of such equipment or facilities, the Agency shall either replace the equipment or facilities or reimburse the Department to the extent of its interest in the lost equipment or facility. In the event this Agreement is for purchase of land or for the construction of infrastructure such as airport runways the . .. , - I I FORM ~ PUBUC TRANSP ADMIN OOC - 12/95 Page 4 of 11 , .. ~ Department may waive or modify this section with an Exhibit "C". 8.00 Requisitions and Payments: 8.10 Action by the Agency: In order to obtain any Department funds, the Agency shall file with the Department of Transportation, District S~v~n Public Transportation Office Tampa Florida, 11li12 its requisition on a form or forms prescribed by the Department, and other data pertaining to the project account (as defined in paragraph 7.10 hereof) to justify and support the payment requisitions. 8.11 Invoices for fees or other compensation for services or expenses shall be submitted in detail sufficient for a proper preaudit and postaudit thereof. 8.U Invoices for any travel expenses shall be submitted in accordance with Chapter 112.061, F.S. The Department may establish rates lower than the maximum provided in Chapter 112.061, Florida Statutes. 8.13 For real property acquired, submit; (1) the date the Agency acquired the real property, (2) a statement by the Agency certifying that the Agency has acquired said real property, and actual consideration paid for real property. (3) a statement by the Agency certifying that the appraisal and acquisition of the real property together with any atremant relocation of occupants was accomplished in compliance with all federal laws, rules and procedures required by any federal oversight agency and with all state laws, rules and procedures that may apply to the Agency acquiring the real property. 8.20 The Department's Ob6gations: Subject to other provisions hereof, the Department will honor such requisitions in amounts and at times deemed by the Department to be proper to ensure the carrying out of the project and payment of the eligible costs. However, notwithstanding any other provision of this Agreement, the Department may elect by notice in writing not to make a payment on the project if: 8.21 Misrepresentation: The Agency shall have made misrepresentation of a material nature in its application, . or any supplement thereto or amendment thereof, or in or with respect to any document or data furnished therewith or pursuant hereto; 8.22 Utigation: There is then pending litigation with respect to the performance by the Agency of any of its duties or obligations which may jeopardize or adversely affect the project, the Agreement, or payments to the project; 8.23 Approval by Department: The Agency shall have taken any action pertaining to the project which, under this agreement, requires the approval of the Department or has made related expenditures or incurred related obligations without having been advised by the Department that same are approved; 8.24 Conflict of Interests: There has been any violation of the conflict of interest provisions contained herein; or 8.25 Default: The Agency has been determined by the Department to be in default under any of the provisions of the Agreement. 8.26 Federal Participation (If App6C3ble): Any federal agency providing federal financial assistance to the project suspends or terminates federal financial assistance to the project. In the event of suspension or termination of federal financial assistance, the Agency will reimburse the Department for all disallowed costs. 8.30 Disallowed Costs: In determining the amount of the payment, the Department will exclude all projects costs incurred by the Agency prior to the effective date of this Agreement, costs which are not provided for in the latest approved budget for the project, and costs attributable to goods or services received under a contract or other arrangements which have . . , - I I FORM~ PUBUC TRANSP ADMIN OOC - J2I9S Page S of II , ,j -: not been approved in writing by the Department. 8.40 Payment Offset: 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 public transportation joint participation agreement which it has with the Agency owing such amount if, upon demand, payment of the amount is not made within sixty (60) days to the Department. Offsetting amounts shall not be considered a br~ch of contract by the Department. 9.00 Termination or Suspension of Project: 9.10 Termination or Suspension Genenilly: If the Agency abandons or, before completion, finally discontinues the project; or if, by reason of any of the events or conditions set forth in paragraphs 8.21 to 8.26 inclusive, or for any other reason, the commencement, prosecution, or timely completion of the project by the Agency is rendered improbable, infeasible, impossible, or illegal, the Department will, by written notice to the Agency, suspend any or all of its obligations under this Agreement until such time as the event or condition resulting in such suspension has ceased or been corrected, or the Department may terminate any or all of its obligations under this Agreement. 9.11 Action Subsequent to Notice of Termination or Suspension. Upon receipt of any final termination or suspension notice under this paragraph, the Agency shall proceed promptly to carry out the actions required therein which may include any or all of the following: (1) necessary action to terminate or suspend, as the case may be, project activities and contracts and such other action as may be required or desirable to keep to the minimum the costs upon the basis of which the financing is to be computed; (2) furnish a statement of the project activities and contracts, and other undertakings the cost of which are otherwise includable as project costs; and (3) remit to the Department such portion of the financing and any advance payment previously received as is determined by the Department to be due under the provisions of the Agreement. The termination or suspension shall be carried out in conformity with the latest schedule, plan, and budget as approved by the Department or upon the basis of terms and conditions imposed by the Department upon the failure of the Agency to furnish the schedule, plan, and budget within a reasonable time. The approval of a remittance by the Agency or the closing out of federal financial participation in the project shall not constitute a waiver of any claim which the Department may otherwise have arising out of this Agreement. 9.12 The Department reserves the right to unilaterally cancel this Agreement for refusal by the contractor or Agency to allow public access to all docwnents, papers, letters, or other material subject to the provisions of Chapter 119, Florida Statutes and made or received in conjunction with this Agreement. 10.00 Remission of Project Account Upon Completion of Project: Upon completion of the project, and after payment, provision for payment, or reimbursement of all project costs payable from the project account is made, the Agency shall remit to the Department its share of any unexpended balance in the project account. 11.00 Audit and Inspection: The Agency shall permit, and shall require its contractors to permit, the Department's authorized representatives to inspect all work, materials, payrolls, records; and to audit the books, records and accounts pertaining to the financing and development of the project. 12.00 Contracts of the Agency: 12.10 Third Party Agreements: Except as otherwise authorized in writing by the Department, the Agency shall not execute any contract or obligate itself in any marmer requiring the disbursement of Department joint participation funds, including consultant, construction or purchase of commodities contracts or amendments thereto, with any third party with respect to the project without the written approval of the Department. Failure to obtain such approval shall be sufficient cause for nonpayment by the Department as provided in paragraph 8.23. The Department specifically reserves unto itself the right to review the qualifications of any consultant or contractor and to approve or disapprove the employment of the same. 12.20 Compliance with Consultants' Competitive Negotiation Act: It is understood and agreed by the parties hereto ~. ~ , I I FORM~ PUBUC TRANSP ADMIN OOC - 12195 Page 6 of 11 , t that participation by the Department in a project with an Agency, where said project involves a consultant contract for engineering, architecture or surveying services, is contingent on the Agency complying in full with provisions of Chapter 287, Florida Statutes, Consultants Competitive Negotiation Act. At the discretion of the Department, the Agency will involve the Department in the Consultant Selection Process for all contracts. In all cases, the Agency's Attorney shall certify to the Department that selection has been accomplished in compliance with the Consultant's Competitive Negotiation Act. 12.30 Disadvantaged Business Enterprise (DBE) Policy and Obligation: U.31 DBE Policy: It is the policy of the Department that disadvantaged business enterprises as defined in 49 CFR Part 23, as amended, shall have the maximum opportunity to participate in the performance of contracts financed in whole or in part with Department funds under this Agreement. The DBE requirements of 49 CFR Part 23, as amended, apply to this Agreement. U.32 DBE Obligation: The Agency and its contractors agree to ensure that Disadvantaged Business Enterprises as defined in 49 CFR Part 23, as amended, have the maximum opportunity to participate in the performance of contracts and this Agreement. In this regard, all recipients, and contractors shall take all necessary and reasonable steps in accordance with 49 CFR Part 23, as amended, to ensure that the Disadvantaged Business Enterprises have the maximum opportunity to compete; for and perform contracts. Grantees, recipients and their contractors shall not discriminate on the basis of race, color, national origin or sex in the award and performance of Department assisted contracts. 13.00 Restrictions, Prohibitions, Controls, and Labor Provisions: 13.10 Equal Employment Opportunity: In connection with the carrying out of any project, the Agency Shallllot discriminate against any employee or applicant for employment because of race, age, creed, color, sex or national origin. The Agency will take affirmative action to ensure that applicants are employed, and that employees are treated during employment, without regard to their race, age, creed, color, sex, or national origin. Such action shall include, but not be limited to, the following: Employment upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of payor other forms of compensation; and selection for training, including apprenticeship. The Agency shall insert the foregoing provision modified only to show the particular contractual relationship in all its contracts in connection with the development or operation of the project, except contracts for the standard commercial supplies or raw materials, and shall require all such contractors to insert a similar provision in all subcontracts, except subcontracts for standard commercial supplies or raw materials. When the project involves installation, construction, demolition, removai, site improvement, Of similar work, the Agency'shall post, in conspicuous places available to employees and applicants for employment for project work, notices to be provided by the Department setting forth the provisions of the nondiscrimination clause. 13.20 Title VI - Civil Rights Act or 1964: Execution of this Joint Participation Agreement constitutes a certification that the Agency will comply with all the requirements imposed by Tide VI of the Civil Rights Act of 1964 (78 Statute 252), the Regulations of the Federal Department of Transportation issued thereunder, and the assurance by the Agency pursuant thereto. 13.30 Title VIII - Qvil Rights Act of 1968: Execution of this Joint Participation Agreement constitutes a certification that the Agency will comply with all the requirements imposed by Tide VIII of the Civil Rights Act of 1968, 42 VSC 3601,et seq., which among other things, prohibits discrimination in housing on the basis of race, color, national origin, religion, sex, disability and familial status. 13.40 Americans with Disabilities Act of 1990 (ADA): Execution of tIus Joint Participation Agreement constitutes a certification that the Agency will comply with all the requirements imposed by the ADA, the regulations of the federal government issued thereunder, and the assurance by the Agency pursuant thereto. 13.50 Prohibited Interests: Neither the Agency nor any of its contractors or their subcontractors shall enter into any contract, subcontract, or arrangement in connection with the project or any property included or planned to be included in the project, in which any member, officer, or employee of the Agency during his tenure or for two years thereafter has any : . I I FORM~ PUBUC TRANSP ADMIN OGC - 12195 Page 7 of \I . ~ interest, direct or indirect. If any such present or former member, officer, or employee involuntarily acquires or had acquired prior to the beginning of his tenure any such interest, and if such interest is immediately disclosed to the Agency, the Agency with prior approval of the Department, may waive the prohibition contained in this subsection: Provided, that any such present member, officer or employee shall not participate in any action by the Agency relating to such contract, subcontract, or arrangement. The Agency shall insert in all contracts entered into in connection with the project or any property included or planned to be included in any project, and shall require its contractors to insert in each of their subcontracts, the following provision: "No member, officer, or employee of the Agency during his tenure or for two years thereafter shall have any interest, direct or indirect, in this contract or the proceeds thereof. " The provisions of this subsection shall not be applicable to any agreement between the Agency and its fiscal depositories, or to any agreement for utility services the rates for which are fixed or controlled by a Governmental agency. 13.60 Interest of Members of, or Delegates to, Congress: No member or delegate to the Congress of the United States shall be admitted to any share or part of the Agreement or any benefit arising therefrom. 14.00 Miscellaneous Provisions: 14.10 Environmental Pollution: Execution of this Joint Participation Agreement constitutes a certification by the Agency that the project will be carried out in conformance with all applicable environmental regulations including the securing of any applicable permits. The Agency will be solely responsible for any liability in the event of non-compliance with applicable environmental regulations, including the securing of any applicable permits, and will reimburse the Department for any loss incurred in connection therewith. 14.20 Department Not Obligated to Third Parties: The Department shall not be obligated or liable hereunder to any party other than the Agency. 14.30 When Rights and Remedies Not Waived: In no event shall the making by the Department of any payment to the Agency 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 Agency ,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. 14.40 How Agreement Is Affected by Provisions Being Held Invalid: 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. 14.50 Bonus or Commission: By execution of the Agreement the Agency 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. 14.60 State or Territorial Law: Nothing in the Agreement shall require the Agency to observe or enforce compliance with any provision thereof, perform any other act or do any other thing in contravention of any applicable State law: Provided, that if any of the provisions of the Agreement violate any applicable State law, the Agency will at once notify the Department in writing in order that appropriate changes and modifications may be made by the Department and the Agency to the end that the Agency may proceed as soon as possible with the project. 14.70 Use and Maintenance of Project Facilities and Equipment: The Agency agrees that the project facilities and equipment will be used by the Agency to provide or support public transportation for the period of the usefu1life of such facilities and equipment as determined in accordance with general accounting principles and approved by the Department. The Agency further agrees to maintain the project facilities and equipment in good working order for the useful life of said facilities or equipment. .' I I FORM 72S-03O-06 PUBUC TRANSP ADMIN OOC - 12195 Page 8 of 11 . . , . .. 14.71 Property Records: The Agency agrees to maintain property records, conduct physical inventories and develop control systems as required by 49 CFR Part 18, when applicable. 14.80 Disposal of Project Facilities or Equipment: If the Agency disposes of any project facility or equipment during its useful life for any purpose except its replacement with like facility or equipment for public transportation use, the Agency will comply with the terms of 49 CFR Part 18 relating to property management standards. The Agency agrees to remit to the Department a proportional amount of the proceeds from the disposal of the facility or equipment. Said proportional amount shall be determined on the basis of the ratio of the Department financing of the facility or equipment as provided in this Agreement. 14.90 Cootractual Indenmity: To the extent permitted by law, the Agency shall indemnify, defend, save, and hold harmless the Department and all its officers, agents or employees from all suits, actions, claims, demands, liability of any nature whatsoever arising out of, because of, or due to breach of the Agreement by the Agency or its subcontractors, agents or employees or due to any negligent act, or occurrence of omission or commission of the Agency, its subcontractors, agents or employees. Neither the Agency nor any of its agents will be liable under this section for damages arising out of injury or damage to persons or property directly caused or resulting from the negligence of the Department or any of its officers, agents or employees. The parties agree that this clause shall not waive the benefits or provisions of Chapter 768.28, Florida Statutes or any similar provision of law. Agency's obligation to indemnify, defend, and pay for the defense or at the Department's option, to participate and associate with the Department in the defense and trial of any damage claim suit and any related settlement negotiations, shall be triggered by the Department's notice of claim for indemnification to Agency. Agency's inability to evaluate liability or its evaluation of liability shall not excuse Agency's duty to defend and indemnify within seven days after such notice by the Department is given by registered mail. Only and adjudication or judgment after highest appeal is exhausted specifically finding the Department negligent shall excuse performance of this provision by Agency. Agency shall pay all costs and fees related to this obligation and its enforcement by the Department. 15.00 Plans and Specifications: In the event that this Agreement involves the purchasing of capital equipment or the constructing and equipping of facilities, the Agency shall submit to the Department for approval all appropriate plans and specifications covering the project. The Department will review all plans and specifications and will issue to the Agency written approval with any approved portions of the project and comments or recommendations concerning any remainder of the project deemed appropriate. After resolution of these comments and recommendations to the Department's satisfaction, the Department will issue to the Agency written approval with said remainder of the project. Failure to obtain this written approval shall be sufficient cause for nonpayment by the Department as provided in paragraph 8.23. 16.00 Project Completion, Agency Certification: The Agency will certify in writing on or attached to the final invoice, that the project was completed in accordance with applicable plans and specifications, is in place on the Agency facility, that adequate title is in the Agency and that the project is accepted by the Agency as suitable for the intended purpose. 17.00 Appropriation of Funds: 17.10 The State of Florida's performance and obligation to pay under this Agreement is contingent upon an annual appropriation by the Legislature. 17.20 MultE-Year Conunitment: In the event tillS Agreement is in excess of $25,000 and has a term for a period of more than one year, the provisions of Chapter 339. 135(6)(a), Florida Statutes, are hereby incorporated: 0 "(a) 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 .' I I FORM~ PUBUC TRANSP ADMIN OOC - 12/95 Page 9 of 11 . . . .. 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 dollars and which have a term for a period of more than 1 year." 18.00 Expiration of Agreement: The Agency agrees to complete the project on or before FERRlTARY 2R, 1999 . If the Agency does not complete the project within this time period, this Agreement will expire unless an extension of the time period is requested by the Agency and granted in writing by the District Secretary, District Sp.Vf~n . Expiration of this Agreement will be considered termination of the project and the procedure established in paragraph 9.00 of this Agreement shall be initiated. 18.10 Fmal Invoice: The Agency must submit the final invoice on this project to the Department within 120 days after the expiration of this Agreement. Invoices submitted after the 120 day time period will not be paid. 19.00 Agreement Format: All words used herein in the singular form shall extend to and include the plural. All words used in the plural form shall extend to and include the singular. All words used in any gender shall extend to and include all genders. 20.00 Execution of Agreement: TIlls Agreement may be simultaneously executed in a minimum of two counterparts, each of which so executed shall be deemed to be an original, and such counterparts together shall constitute one in the same instrument. 21.00 Restrictions on Lobbying: 21.10 Federal: The Agency agrees that no federal appropriated funds have been paid or will be paid by or on behalf of the Agency, to any person for influencing or attempting to influence any officer or employee of any federal agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any federal contract, the making of any federal grant, the making of any federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment or modification of any federal contract, grant, loan or cooperative agreement. If any funds other than federal appropriated funds have been paid by the Agency to any person for influencing or attempting to influence an officer or employee of any federal agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Joint Participation Agreement, the undersigned shall complete and submit Standard Form-LLL, "Disclosure Form to Report Lobbying," in accordance with its instructions. The Agency shall require that the language of this section be included in the award documents for all subawards at all tiers (including subcontracts, subgrants, and contracts wxler grants, loans and cooperative agreements) and that all subrecipients shall certify and disclose accordingly. 21.20 State: No funds received pursuant to this contract may be expended for lobbying the Legislature or a state agency. 22.00 Vendors Rights: Vendors (in this document identified as Agency) providing goods and services to the Department should be aware of the following time frames. Upon receipt, the Department has five (5) working days to inspect and approve the goods and services unless the bid specifications, purchase order or contract specifies otherwise. The Department has 20 days to deliver a request for payment (voucher) to the Department of Banking and Finance. The 20 days are measured from the latter of the date the invoice is received or the goods or services are received, inspected and approved. If a payment is not available within 40 days after receipt of the invoice and receipt, inspection and approval of goods and services, a separate interest penalty in accordance with Section 215.422(3)(b) will be due and payable, in addition to the invoice . . I 4 FORM 725-000-06 PUBUC TRANSP ADMIN OOC - 12/95 Page 10 of 11 .. amount to the Agency. The interest penalty provision applies after a 35 day time period to health care providers, as defined by rule. Interest penalties of less than one (1) dollar will not be enforced unless the Agency requests payment. Invoices which have to be returned to an Agency because of vendor 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 Banking and Finance. The duties of this individual include acting as an advocate for Agencies who may be experiencing problems in obtaining timely payment(s) from the Department. The Vendor Ombudsman may be contacted at (904)488-2924 or by calling the State Comptroller's Hotline, 1-800- 848-3792. , . l , FORM 72S-QlO.<<j PUBUC TRANSP ADMIN OOC - 12/95 Page 11 of 11 . J. WPI NO. 7R2M71 JOB NO. 1:'iOO7-1RRO Contract No. AD2ll1 AgreementDate J~ o?~ /996 IN WITNESS WHEREOF, the parties hereto have caused these presents be executed, the day and year first above written. AGENCY CITY OF CLEARWATER P.O. BOX 4748 CLEARWATER, FLORIDA 34618-4748 DATE FUNDING APPROVED BY COMPTROLLER (SEE ATfACHED ENCUMBRANCE FORM) TITLE: City Ma.nager /2u8t?4CVfJ#M2^- , LEGAL APPROVAL DEPARTMENT~RTAnON G.:)c ') -J o--n. LQ.Cl DEPARTMENT OF TRANSPORTATION ~\'BY: ~ ~ Ifjg; " r Eli eth M. Deptula Attest: ~--. - -."--, DIRECTOR OF PI.ANNING AND PROGRAMS TITLE ia E.,-qoudea1.~, Ci(y.CJ..erk . - - Approved as to _forril~nd' legal sufficiency:- ~ c-=' r=> ~ Joon Carassas, Assistant City Attorney RECYCLEDPAPER~ , . 1 I . to WPI NO. 7826673 JOB NO. 15007-3880 CONTRACT NO. AD263 (Exhibit Updated 9/95) EXHffiIT "A" PROJECT DESCRIPTION AND RESPONSffiILITIES This exhibit forms an integral part of that certain Joint Participation Agreement between the State of Florida, Department of Transportation and CITY OF CLEARWATER. P.O. BOX 4748. CLEARWATER. FLORIDA 34618-4748. dated ~ / wru .:1~ ~ I ~ t:j t;, PROJECT LOCATION: CLEARWATER AIRPARK CLEARWATER, FLORIDA PROJECT DESCRIPTION: REFURBISH AIRCRAFT HANGAR "A" SPECIAL CONSIDERATIONS BY AGENCY: Agency will submit final invoice within 90 days of project expiration. Non-compliance must be noticed to the Department by the Agency Head prior to end of 90 days. This modifies Section 18. 10 - Final Invoice. The audit report( s) required in paragraph 7.60 of the Agreement shall include a schedule of project assistance that will reflect the Department's contract number, WPI number and Job number and the Federal Identification number, where applicable, and the amount of state funding action (receipt and disbursement of funds) and any federal or local funding action and the funding action from any other source with respect to the project. Audit reports must be submitted to the Department within 13 months after fiscal year end or 30 days from audit completion. 1 . . 1 I , " '" If the amount received by a subreceipient does not exceed $25,000 from state and federal sources during a fiscal year, then an audit report is not required. Instead the head of the entity or organization may submit a letter, in accordance with Section 216.349, Florida Statutes, attesting that the provisions of the agreement have been complied with. Annual audit reports or attestation statements will be retained in the respective district or central program office for a period of three years from the date of issuance. Audit workpapers and reports shall be retained by the independent auditor for a minimum of three years from the date of the audit report. SPECIAL CONSIDERATIONS BY DEPARTMENT: Time extensions may be granted by the Director of Planning and Programs. This modifies Section 18.00. 2 , ~ 1 I .. WPI NO. 7826673 JOB NO. 15007-3880 CONTRACT NO. AD263 (Exhibit updated 9/95) EXHmIT "B" PROJECT BUDGET This exhibit forms an integral part of that certain Joint Participation Agreement between the State of Florida, Department of Transportation and CITY OF CLEARWATER. P.O. BOX 4748. CLEARWATER. FLORIDA 34618-4748. dated Jant. ~ /9Q" ~ I. PROJECT COST: $100,000 TOTAL PROJECT COST: $100,000 II. PARTICIPATION: Maximum Federal Participation FTA, FAA Agency Participation In-Kind Cash Other ( %) or $ ( %) (50 %) ( %) $ $ 50,000 $ Maximum Department Participation, Primary (DS)(XXX)(XXX)(XXXX) *( 50 %) or Federal Reimbursable (DU)(FRA)(DFTA) ( %) or Local Reimbursable (DL) (%) or $ 50,000 $ $ TOTAL PROJECT COST $100,000 *THE DEPARTMENT MAY PARTICIPATE IN UP TO ONE HALF THE NON-FEDERAL SHARE OF TillS PROJECT AS PROVIDED BY FLORIDA STATUTE 332.007(6). I , I , .~ " . ~ WPI NO. 7826673 JOB NO. 15007-3880 CONTRACT NO. AD263 (Exhibit updated 9/95) EXHIBIT "C" - AVIATION (GENERAL) This exhibit forms an integral part of that Joint Participation Agreement between the State of Florida, Department of Transportation and CITY OF CLEARWATER. P.O. BOX 4748. CLEARWATER. FLORIDA 34618-4748. dated C Ju.?'tL ~~. 19'1" " Only items indicated with an ")(" are applicable. SUBMITTAL/CERTIFICATION BASIS OF ACCEPTANCE ~ Consultant Selection Compliance Public Agency Attorney's Certification Feasibility Study (if necessary) Public Agency " PE/EIS (if necessary) Public Agency --r-. Design Submittal 90% 100% Department review letter and written approval Department review letter and written approval )f.. ConstructionlProcurement Public Agency Certification ">Z- MBE Compliance Public Agency Certification )f... Safety Compliance Public Agency Certification EAlMaster Plan Submittals (Each Section) Preliminary Final Department Review and Written Acceptance ~ Audit Reports Annually by Agency's Auditor K Certification of Completion Agency Letter 1 t . 1 ". ,I . I , Appraisals Applicable State Laws Acquisition of Real Property Agency Attorney Certification and Compliance to Florida Statute Chapter 332 Requests for Reimbursement (Invoice Submittals) in accordance with Section 215.422 Florida Statutes and the requirement of Paragraph 22.00 of this Agreement. 1. REQUIRED SUBMITTAL TIME The Agency must submit an invoice to the Department within ninety (90) days from the ending date of the eligible billing period covered by the invoice. Should the Agency not submit a correctly prepared and documented invoice within the proper time frame, the Department may deny payment of the Department's share of the invoice. 2. REQUIRED SUBMITTAL FORM The Agency shall submit invoices on forms provided by the Department and prepared in accordance with instructions given by the Department. Back-up documentation will include the appropriate items necessary to verify costs incurred and the eligibility of said costs. Invoice Documentation: (Also see Paragraphs 7.40, 21.00 and 22.00). Invoices to the Department must be arranged in the following manner: 1) Department's Invoice Summary Sheet. 2) Spread sheet listing JP A budget items along the top margin, and individual purchases along the left margin, with the amounts in the proper columns. 3) For each purchase, a copy of the purchase order, vendor invoice, and proof of payment These items must be fastened together in "packages" and arranged in the same order as the purchases listed on the spread sheet. 4) Summary sheet showing current approved budget, amounts previously invoiced, amounts being invoiced, and remaining balances. Line items cannot be exceeded without first obtaining a budget revision from the Department. 5) Invoices must be submitted within 60 days of quarter end during which the expenses were incurred. Exceptions must be documented formally with justifications from the Agency Head to the Department Project Manager. 3. APPROVAL OF SUBMITTAL Goods or services received under this agreement shall be approved/disapproved by the Department no later than five (5) working days after receipt, by the District Public Transportation Office, of a properly prepared and submitted invoice. Should the invoice be incomplete or incorrect, the Department shall inform the Agency within five (5) working days of receipt and return the invoice for corrections. 2 . I . I I , . .. ., WPI NO. 7826673 JOB NO. 15007-3880 CONTRACT NO. AD263 (Exhibit updated 9/95) EXHmIT "D" SPECIAL A VIA TION ECONOMIC DEVELOPMENT PROGRAM CONDITIONS This exhibit forms an integral part of that certain Joint Participation Agreement between the State of Florida, Department of Transportation and CITY OF CLEARWATER. P.O. BOX 4748. CLEARWATER. FLORIDA 34618-4748. dated c/~ cP4J /9'1(". 1. The project must be revenue producing at fair market value of improvements. 2. The net proceeds from the project must be used for airport related projects. These funds may be used for airport maintenance, airport operations, or matching funds for capital projects on the airport. 3. If project proceeds are used for non-airport purposes, the full amount of the State grant will immediately become due and payable to the Florida Department of Transportation. This proviso applies during the full useful life of the project which is deemed to be 20 years. 4. The project must comply with all applicable building codes and other statutory requirements. 5. The use of owner furnished equipment and supplies is encouraged. This includes owner purchased pre-engineered buildings for erection by others. 6. The sponsor will maintain a separate ledger account to record financial transactions for the project during its useful life. 1 - ~ . 1 , I I ~ VVPINO. 7826673 JOB NO. 15007-3880 CONTRACT NO. AD263 (Exhibit Updated 9195) EXHIBIT "F" SPECIAL AIRPORT ASSURANCES This exhibit forms an integral part of that certain Joint Participation Agreement between the State of Florida, Department of Transportation and CITY OF CLEARWATER P.O. BOX 4748. CLEARWATER FLORIDA 34618-4748. dated Jtv?U ~&,) /99 ~ I. GENERAL a. These assurances shall be complied with in the performance of master planning, land acquisition, economic development or capital improvement projects which contain NO federal funds. b. Upon acceptance of this Joint Participation Agreement by the sponsor, these assurances are incorporated in and become a part thereof II. DURATION The terms, conditions and assurances of the grant agreement shall remain in full force and effect throughout the useful life of the facilities developed or equipment acquired for any airport development project, but in any event not to exceed twenty (20) years from the date of acceptance of a grant agreement utilizing state funds for the project. However, there shall be no limit on the duration of the assurances with respect to real property acquired with project funds. III. SPONSOR CERTIFICATION The sponsor hereby assures and certifies, with respect to this grant: a. It has sufficient funds available for that portion of the project costs not paid for by the State. It has sufficient funds available to assure operation and maintenance of items it will own or control funded under the grant agreement. e ~t " , I _, If , I I ~ b. It holds good title, satisfactory to the Department, to the landing area of the airport or site thereof, or will give assurance satisfactory to the Department, that good title will be acquired. c. If an arrangement is made for management and operation of the airport by any agency or person other than the sponsor or an employee of the sponsor, the sponsor will reserve sufficient rights and authority to ensure that the airport will be operated and maintained in accordance with the Federal Airport and Airway Improvement Act of 1982, or successive legislation; the regulations and the terms, conditions and assurances in the grant agreement; and shall ensure that such arrangement also requires compliance therewith. d. It will adequately clear and protect the aerial approaches to the airport by removing, lowering, relocating, marking, or lighting, or otherwise mitigating existing airport hazards and by preventing the establishment or creation of future airport hazards. e. It will make its airport available as an airport for public use on fair and reasonable terms. f. It will permit no exclusive rights for the use of the airport by any persons providing, or intending to provide aeronautical services to the public. g. All revenues generated by the airport will be expended by it for the capital or operating costs of the airport, the local airport system, or other local facilities owned or operated by the owner or operator of the airport and directly related to the actual aerial transportation of passengers or property. h. Once accomplished, it will keep up-to-date a minimum of an Airport Layout Plan of the airport showing (1) boundaries of the airport and all proposed additions thereto, together with the boundaries of all offsite areas owned or controlled by the sponsor for airport purposes and proposed additions thereto; (2) the location and nature of all existing and proposed airport facilities and structures (such as runways, taxiways, aprons, terminal buildings, hangars and roads), including all proposed extensions and reductions of existing airport facilities; and (3) the location of all existing improvements thereon.