SUPPLEMENTAL JOINT PARTICIPATION AGREEMENT NO 2
LAWTON CffiLES
GOVERNOR
I
DEPARTMENT OF TRANSPORTATION
FLORIDA
11201 N. McKINLEY DRIVE' TAMPA, FLORIDA 33612-6403' (813)975-6010' 1-800.226-7220 BEN G. WATTS
PUBLIC TRANSPORTATION OFFICE, M.S. 7-330 SECRETARY
March 25, 1997
Mr. Glen L. Bahnick
Civil Engineer II
Public Works Department
City of Clearwater
10 S. Missouri Ave.
Clearwater, FL 34618-4748
RE: SUPPLEMENTAL JOINT PARTICIPATION AGREEMENT #2
WPI NO: 7826645 JOB NO: 15000-3516 CONTRACT NO: AC-244
DESCRIPTION: Construction of aircraft hangar
COUNTY: Pinellas
Dear Mr. Bahnick:
Enclosed is one (1) original fully executed Supplemental Joint Participation Agreement (JP A)
providing for Department participation. Costs may be incurred as of the Supplement 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.
Sincerely,
-;
ebbie Hunt
Public Transportation Manager
If you have any questions, please call John Roeller, Project Manager, at 975-6409.
~~~
DLH/jr/jr
Enclosures
cc:
John Roeller, Project Manager
Linda Mitchell, (one original, one copy)
Rick Creamer, (w/out enclosure)
Russ Tagliareni, (enclosure)
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('I.) @RECYCLED PAPER
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JOINT PARTICIPATION AGREEMENT REQUIREMENTS
(Updated 9/95)
The following information highlights the major requirements of the Joint Participation Agreement
(JP A) between the Florida Department of Transportation and the Agency receiving funding.
While not including all the requirements of the JP A, the list does include all the sections of the
agreement that require submittals by the Agency to the Department for review/approval.
Adherence to this list of requirements should minimize problems in the administration of the
project, however, the JP A and its exhibits should be carefully read and understood.
Section
Description of Requirement( s)
2.40
Submit to the Department all data, records, etc as listed in Exhibit
"C" of the JP A.
6.10
Submit to the Department, a copy of the budget for the project. If
federal funds are involved, submit to the Department a copy of the
preapplication and application.
7.60
Submit to the Department for each fiscal year the project is open, a
copy of the annual Agency audit which conforms to OMB A-128 or
A-133.
8.10
File with the Department requisitions for payments on forms
provided with appropriate data as justification.
8.12
The Agency agrees to comply with the provisions of Chapter
112.061 F.S. relative to travel expenses. This includes Agency
travel as well as any consultants or contractors engaged by the
Agency. (Department Voucher For Reimbursement of Traveling
Expenses- Form #300-000-00 I-a attached).
8.23
Request and obtain the Department's written approval on all
actions specified in the JP A.
8.30
Costs incurred by the Agency prior to the date of the JP A or
without Department approval are ineligible for payment by the
Department.
..-.
12.10
12.20
13.10
13.50
15.00
16.00
18.00
21. 00
Exhibits
a:jpacheck.wpd
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All third party contracts, supplemental agreements, change orders, etc.
must have prior written approval by the Department. Failure to obtain this
approval will result in non-payment of Department funds.
Three separate items are covered in this section:
1) The Agency must fully comply with the provision of Section
287.055. F.S. Consultants Competitive Negotiation Act (CCNA).
(Certification attached).
2) The Agency must involve the Department in the Consultant
selection process. (Certification attached).
3) The Agency's attorney must certifY to the Department compliance
with the CCNA.
The Agency shall comply with all conditions specified relative to Equal
Employment Opportunity and shall include these provisions in all contracts
related to the project.
The Agency shall comply with all the provisions stated in this section
regarding prohibited interests and shall include the specified language in all
contracts, subcontracts, etc.
The Agency shall submit to the Department for review and approval, all
proposals, plans, and specifications for project equipment and facilities.
Prior to or attached to the Final Invoice, the Agency shall certifY in writing
to the Department that the project was completed in accordance with plans
and specifications, is in place on the Agency facility, title is in the Agency
(if applicable) and the project is accepted by the Agency.
The Agency agrees to complete the project within the time specified or
request and justifY a time extension prior to JP A expiration.
The Agency agrees to comply with restriction on lobbying and to include
appropriate language in all contracts, subcontracts, etc.
Agency should be totally familiar with and comply with all of the
information and requirements contained in the Exhibits to the JP A.
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9/95
AGENCY INSTRUCTIONS FOR PROJECT INVOICING
1. The Aqency is responsible for preparation and submission of
one oriqinal Invoice Summary and three complete sets of
detailed supportinq documents.
A. The Invoice Summary, (Sample Attached), gives a brief
outline of the project and its costs. Please make the
following entries to complete the Invoice Summary:
1. INVOICE SUMMARY # Place the number of the
Invoice Summary being submitted, (#1 for the first,
#2 for the second, etc.) in the top center space
provided. If the invoice is the last one, enter
its number and the word "Final" (Le., #7-Final),
and see "II", page 3.
2. Enter the applicable Florida Statute (F.S.) for the
program your Joint Participation Agreement (JPA) is
funding: (attached sample has appropriate number
for this project), (found on page 1 of the JPA).
Aviation Grants: Chapter 332.006(6), F.S.
Seaport Transportation and Economic
Development Program: Chapter 311, F.S.
Intermodal Development Program:
Chapter 341.053, F.S.
section 16 (b) (2) and 18: Chapter 341. 051 (1) (a) I
F.S.
Public Transit Block Grant: Chapter 341.052,
F.S.
Transit Corridor: Chapter 341.051(5) (e) ,F.S.
Commuter Assistance: Chapter 341.041(10) ,F.S.
Local Government Cooperative Assistance:
Chapter 335.20, F.S.
3. Enter the dates of the JPA and each supplemental
Agreement.
4. The name and address of the Agency is to be entered
in the space provided.
5. (Date). Enter the dates for the period covering
the costs being billed. (i.e., January 1, 1995 and
March 31, 1995)
6. Strike the inappropriate word(s) so that the
sentence reads correctly.
7. TOTAL ESTIMATED PROJECT COST. Enter the total
estimated cost of the project per the JPA (all
funds, State, Local and Federal), and include all
Supplemental Agreements in the amount on this line.
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8. FRONT END FUNDED PROJECT YES ( ) NO ( ). Indicate
whether this project is a front-end funded project
in accordance with terms indicated in paragraph
4.20 of the JPA.
9. Enter the appropriate percentage for the
Department's maximum participation (attached sample
'has percentage indicated).
10. MAXIMUM FDOT PARTICIPATION PER AGREEMENT. Post the
maximum dollar amount of Department of
Transportation funding participation per the JPA.
If applicable, include additional funds from
any/all supplemental agreements.
11. TOTAL ELIGIBLE COSTS INCURRED TO DATE. Enter the
total project costs incurred to date which are
"eligible" in accordance with the JPA for State
participation. This amount includes all costs
incurred to date including those previously billed.
12. FDOT PARTICIPATION IN ELIGIBLE COSTS INCURRED TO
DATE. Multiply the total eligible project costs
incurred to date by the DOT participation
percentage per the JPA. The amount entered cannot
exceed the amount shown in the above Maximum FOOT
participation per agreement line.
13. PREVIOUSLY BILLED. Enter the total of all previous
billings submitted against this Project to the
FDOT. (line 12 from the previous invoice).
14. THIS BILLING. Line 12 minus 13.
15. NET REQUEST FOR PAYMENT. Same as line 14.
16. Type the name and title of the Agency official who
is authorized to sign the Invoice Summary. Obtain
original signature of said official on the Invoice
Summary and date when signed.
17. Place the Department of Transportation Work Program
Item number, Job number and Contract number in the
spaces provided. These numbers are located at the
top of page 1 of the project JPA (attached sample
has correct numbers).
B. The detailed supporting documents are to include documentation
of indebtedness and actual costs incurred on the proj ect. All
costs charged to project, including any approved services
contributed by the Agency, must be supported by invoices,
contracts and vouchers which provide detailed substantiation
of the amounts billed.
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For purchases of rolling stock (vehicles) with FTA funds,
copies of the following supporting documentation is required:
Include items 1-4 with all Invoices.
Sections 16(b) (2) and 18.
Include items 1-10
1.
2.
3.
4.
Purchase Order
Dealer Invoice
Letter of Acceptance
Proof of Payment to
Dealer
5.
6.
7.
8.
9.
10.
Pre-Award Audit
Origin 0 Title certificate
Odometer Verification
Registration Application
Post-Delivery Audit
Proof of Insurance
II. You must include with your final invoice, a letter certifying
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". This is required in Paragraph 16.00 of the JPA.
III. Please submit your invoice to FOOT as early as possible after
payment for capital purchases has been made to the vendors.
It is especially important that rolling stock purchased with
FTA Section 16 (b) (2) or 18 funds be invoiced in a timely
manner. Please remember: -Final invoices must be submitted
within 90 days of JPA expiration.
IV. Mail Invoice Summary (with oriainal siqnature) and three sets
of detailed supporting documents to:
Debbie Hunt
District Public Transportation Manager
Florida Department of Transportation (MS7-330)
11201 North McKinley Drive
Tampa, Florida 33612
V. Should you have any questions regarding the invoice, please
call the District Public Transportation Office for guidance at
(813) 975-6010 or Suncom 571-6010.
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INVOICE SUMMARY NO. Q
Department of Transportation, District 1.
ATTN:
District Public Transportation Manager
.~ Dphhi f> Hunt
In accordance with Chapter G)
Agreements dated 0
F. S., the Joint Participation Agreement and any Supplemental
between the Ronda Department of Transportation and
GJ
CV
(Mcnss)
The Agency incurred the indebtedness listed below between
G)
and
G)
This invoice (is~ not) for costs incurred on a prequalified Joint Participation Agreement
(Documen tation of ~Iedness or costs attached) t:\
TOTAL ESTIMATED PROJECT COST: $ \}j
FRONT END FUNDED PROJECT: YES{ }NO{ } (8) $
MAXIMUM FOOT PARTICIPATION PER AGREEM~: G) % $
TOTAL ELIGIBLE PROJECT COSTS INCURRED TO DATE: $
FOOT PARTICIPATION IN ELIGIBLE COSTS INCURRED TO DATE: $
PREVIOUSLY BILLED: $ 13
THIS BILLING: (FOOT participation in el"lQIole rosts inaJfred
~ date minus amount prev'.ous.'y billed.)
NET REQUEST FOR PAYMENT:
I CBrt fy thG1 the at Of esaid lis fiog is true and oxrect.
$ @-
$ (~)
I cartify, undel' pena1lies of perjury I that the agency
has complied .....ith the provisioos of this Agreement
APPROVED
By/sf
District Public Trans. Manager
(Date)
APPROVED AS MEETING TERMS OF CONTRACT
(lItie}
(Date)
WPI#
District Project Manager
Job #
(Date)
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INVOICE SUMMARY NO.
DepartmentofTransportationJD~trkt~
ATTN:Debbie Hunt
District Public Transportation Manager
In accordance with Chapter
t. S., the Joint Participation Agreement and any Supplemental
Agreements dated
between the Rorida Department of TransPortation and
(AGC:ess)
The Agency incurred the indebtedness listed below between
and
(OtVilaf JP A Dale) (Oata)
This invoice (is) (is not) for costs incurred on a prequalified Joint Participation Agreement
(OOCtlmentation of indebtedness or coSts cttGch€d)
TOTAL ESTIMATED PROJECT COST: S
FRONT END FUNDED PROJECT: YES( }NO( ) $
MAXIMUM FOOT PARTICIPATION PER AGREEMENT: % $
TOTAL ELIGIBLE PROJECT COSTS INCURRED TO DATE: $
FOOT P ARTlCIP A TlON IN ELIGIBLE COSTS INCURRED TO DATE: $
PREVIOUSLY BILLED: $
, TH IS BILLING: (FOOT pafficipation in eligible costs inaJrre<l
to date minus 2ffiount p,eviously bllled.) $
NET REQUEST FOR PAYMENT: $
I certiiy that the aforeSGid f!Sting is true and correct.
APPROVED
I certify, under penalties of p€fjury. that the agenCf
has complied with the provisions of this Agreement
District Public Trans. Manager
By/sf
Agency Head or Authorized Rep.
(Date)
(1itie)
APPROVED AS MEETING TERMS OF CONTRACT
(Date)
WPI#
District Project Manager
Job #
(Date)
Contract ;:
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FORM 725'{)30.07
PUBUC TRANSP ADMIN
OOC - 07/94
Page 1 00
STATE OF FLORIDA DEPAR.TMENT OF TRANSPORTATION
PUBLIC TRANSPORTATION
SUPPLEMENTAL JOINT PARTICIPATION AGREEMENT # 2
WPI No: 7826645 Fund: 010 SAMAS Approp: 088719
Function: 637 SAMAS Obj.: 790007
Job No: 15000-3516 Federal No: Org. Code: 55072020728
Contract No: AC- 244 Vendor No.: F596000289002
fIf
THIS AGREEMENT, made and entered into this ~~ - day of
/YkucL
1997
by and between the STATE OF FLORIDA DEPARTMENT OF TRANSPORT AnON, an agency of the State
of Florida, hereinafter referred to as the Department, and City of Clearwater, P.O. Box 4748, Clearwater,
Florida 34618-4748 hereinafter referred to as Agency.
WITNESSETH:
WHEREAS, the Department and the Agency heretofore on the 21 st
12..25., entered into a Joint Participation Agreement; and
of June
WHEREAS, the Agency desires to accomplish certain project items as outlined in the Attachment
" A" appended hereto; and
WHEREAS, the Department desires to participate in all eligible items for this project as outlined in
Attachment" A" for a total Department Share of $ 342.000
NOW, THEREFORE THIS INDENTURE WITNESSETH: that for and in consideration of the
mutual benefits to flow from each to the other, the parties hereto agree that the above described Joint
Participation Agreement is to be amended and supplemented as follows:
1.00 Project Description: The project description is not amended.
2.00 Project Cost: Paragraph 3.00 of said Agreement is increased/xxxxxxxxx by $_234,000
bringing the revised total cost of the project to $ _684,000_.
Paragraph 4.00 of said Agreement is increased/xxxxxxxxx by $ 117,000_ bringing the Department's
revised share in the project to $ 342,000_.
3.00 Amended Exhibits: Exhibit(l) B of said Agreement is (III) amended by Attachment "A".
4.00 Contract Time: Paragraph 18.00 of said Agreement is amended _no change.
< ..
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FORM 725,030-07
PUBLIC TRANSP ADMIN
OGC - 07/94
Page 2 of 3
WPI NO.
JOB NO.
Contract No.
Agreement Date
7826645
15000-3516
AC-244
mlUd...:l~ /'197
Except as hereby modified, amended or changed, all other terms of said Agreement dated
June 19, 1995. and any subsequent supplements shall remain in full force and effect.
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, FI 34618-4748
DA TE FUNDING APPROVED BY COMPTROLLER
(SEE AITACHED ENCUMBRANCE FORM)
BY:
!i~feJ
C1' 0 /' C~,.4rU/4k/
TITLE:
APPRO' 'ED AS TO FORM, LEGALITI
ioner
PUhf!(rf)lJ;JJi4L II- /L91
A1TORNEY
DEPART~lENT OF TRANSPORTATION
Attest:
~..~~~
deau, City Cletk n tJ?/ ~
- . J1~ ~.
Approved as to form and DEPARTM OF 1RANSPORTATION
legal sufficiency:
~ c::--e"-
~s, Assistant City Attorney
DIRECTOR OF PLANNING AND PROGRAMS
TITLE
-"
~ .
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J70RM 725'{)30-07
PUBLIC TRANSP ADMIN
OGC - 07/94
1'aj;<3of3
WPI NO. 7826645
JOB NO. 15000-3516
Contract No. Ac-244
Agreement Date I'JfAAt:A ..14/99?
ATTACHMENT "An
SUPPLEMENTAL AGREEMENT
This Attachment forms an integral part of that certain Supplemental Joint Participation Agreement
between the State of Florida, Department of Transportation and City of Clearwater, P.O. Box 4748,
Clearwater, Florida 34618-4748
dated /J?aAt:L:2 S; /P97
DESCRIPTION OF SUPPLEMENT (Include justification for cost change): This is a multi-year funded
project. The Department is adding $ 117,000 to match the Agency share of $ 117,000 bringing the revised
total project cost to $ 684,000.
I. Project Cost:
As approved
Supplemental
IPA #1
As amended
Supplemental
IPA #2
Net Change
Total Project Cost
$ 450,000
$ 684,000
$ 234,000
II. Fund Participation:
Department
Agency
$ 225,000
$ 225,000
$ 342,000
$ 342,000
$ 117,000
$ 117,000
Total Project Cost
$ 450,000
$ 684,000
$ 234,000
* The Department may participate in up to one half of the non-federal share of this project as provided by
Florida Statute 332.007 (6).
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X=================================================================
ENCUMBRANCE INPUT FORM
==================================================================
RUSH (Needed by
Reason for RUSH :
Advertise (Letting
Letter of Authorization
__X_Supplemental Correction
/ !
(date) )
Date)
New
Award Renewal
Court Order Overrun
Addition Termination Agmt.
AG Method of Procurement
-Ve~dor ID F596000289002
Participating Federal Agency
G
Contract # AC-244 Contract Type
Vendor Name City offtClearwater
Has Written/Verbal Approval from a
been received Yes x No
Fed Agmt Amt State Funds Local Funds
Beginning date of this Agmt: 11/14/96 (t-!ust be after fund approval)
Ending date of this Agmt: 03/31!98(Estimate if necessary)
Execution date of this Agmt: / / (Only on original agreements)
Has work been authorized to begin? -- Yes x No
Have standard financial provisions been altered by contract terms?
Yes x No If so, show Revision date:
Does thIs-agreement and/or change order include provisions for
reimbursement to D.O.T. from other entities? Yes x No
**************************************~*************************
Brief description of work:Construct Two Tee-Hangars and One
Corporate Hangar
**************************************T**************************
ORG-CODE *EO * OBJECT * AMOUNT * CO/SEC/JOB#/PH *FCT
(PROGRAM#) (WPI # ) (FUND) numeric
( FY's ) To be completed if funded in 2 or more fiscal years.
------------------------------------------------------------------
-----------------------------------------------------------------~
55 072020728 * 11 *790007 * $ 117, OCO_kl5000-3516/S0 * 637
2093 ) (7826645 (OlO-DS)
(96/97 )
55
*
*
*
*
*
55
*
*
*
*
*
TOTAL AMOUNT *
$ 117,000
*
Originator: LAURA HOLSTROM Date: 11-01-96
E-mail user-rD PL733LH FOR JOHN ROE:LER
**************************************y***************************
Phone SC571-6415
TO BE COMPLETED BY OFFICE OF COMPTROLLER
**************************************T***************************
BUDGET ENTITY 5590 CATEGORY 088719-97
WORK ORDER 'BALANCE _AUTH. ON 11/1/96=1::.7,000.00
ALLOTMENT _AB=3,422,308.00___ YEAR 97 DATE CHECKED 11/1/96
FUNDS APPROVED BY PHILLIP PRYOR
FOR THOMAS F. BOYD, CPA, COMPTROLLER DATE: 11/6/96
**************************************yy*****+********************