CITY OF TALLAHASSEE
CITY COMMISSION AGENDA ITEM
ACTION REQUESTED ON: May 13, 2009
SUBJECT/TITLE: Approval of the FDOT Rights-of-Way Maintenance Agreement
TARGET ISSUE: N/A

STATEMENT OF ISSUE

Since 1991, the Florida Department of Transportation (FDOT) has contracted with the City of Tallahassee (the City), Public Works Department, Streets & Drainage Division to perform right-of-way maintenance. Thus far this contract has been renewed or renegotiated annually. Attached to this agenda item is the Maintenance Memorandum of Agreement (Agreement) for the State’s 2009-2010 fiscal year (July 1, 2009-June 30, 2010). This item seeks approval from the City Commission to enter into this Agreement for the next contract year.

RECOMMENDED ACTION

Option 1: Approve the Maintenance Memorandum of Agreement with FDOT for the period July 1, 2009 through June 30, 2010. Authorize the City Manager to execute this Agreement requiring FDOT reimburse the City $775,031.20 annually to be paid on a quarterly basis ($193,757.80 each quarter).

FISCAL IMPACT

The amount to be reimbursed by FDOT covers the costs to perform the level of service in accordance with the Agreement. The FY2009-2010 Agreement is for $775,031.20, which is an increase of $106,502.64 over last year. The Office of Budget and Policy has reviewed this item and it meets City budget guidelines.

Gabriel P. Menendez, Director Anita Favors Thompson

Public Works Department City Manager

For information, please contact: John Gonzales, Public Works Department, Streets & Drainage Division, 891-5300

 

SUPPLEMENTAL MATERIAL/ISSUE ANALYSIS
HISTORY/FACTS & ISSUES

The City has been performing contract right-of-way maintenance along FDOT streets within the City since July 1, 1991. This has allowed the City to enhance the appearance of these roadways, which benefits our citizens. FDOT has submitted a new Maintenance Memorandum of Agreement with the City for sweeping, mowing, edging and maintenance of areas along FDOT streets and rights-of-way within the City limits, at a reimbursement cost of $775,031.20. This Agreement would cover the period of July 1, 2009 through June 30, 2010.

The revenue generated by this Agreement, has increased from last year by $106,502.64 because of increases in the quantities of litter removal, sweeping and edging of FDOT rights-of-way maintained by the City through this Agreement. Much of this increase is related to the Blueprint projects currently being added to the maintenance inventory. Upon renewal of the Maintenance Memorandum of Agreement, the future FDOT Blueprint projects will also be incorporated into this Agreement.

The City does not receive funding for maintaining landscaped “medians” from FDOT. This is handled through separate maintenance agreements with FDOT whereby the City is responsible for maintaining those landscaped areas at the City’s cost without reimbursement from FDOT.

CHARITABLE CONTRIBUTIONS

This is a renewal of a government contract and therefore charitable contributions are not applicable.

OPTIONS

1. Approve the Maintenance Memorandum of Agreement with FDOT for the period of July 1, 2009 through June 30, 2010. Authorize the City Manager to execute this Agreement requiring FDOT reimburse the City $775,031.20 annually to be paid on a quarterly basis ($193,757.80 each quarter).

Pros: Maintains the current level of service for the FDOT roadways within the City and generates $$775,031.20 in revenue.

Cons: The City provides, at its sole expense, a level of service beyond what is reimbursed by FDOT.

2. Disapprove the Maintenance Memorandum of Agreement with FDOT and cease maintenance operations along FDOT streets within the City limits after June 30, 2009, the end of the current Agreement. This action would require the City to discharge the ten (10) employees assigned to this activity, effective June 30, 2009, and would lower the level of service for right-of-way maintenance along state roads within the City limits.

Pros: City would not be responsible for the maintenance of FDOT roadways. Staffing reductions could be made, although at a cost to other parts of the Urban Beautification Program.

Cons: $775,031.20 in revenue would be lost. Additionally, 10 time-limited positions would be lost. The loss of these crews would significantly reduce the level of service on all State roadways. This is because the City provides mowing, litter, and landscape maintenance a minimum of 16 times per year, whereas another contractor hired by FDOT would only perform the work 7 times per year.

ATTACHMENTS/REFERENCES

FDOT Memorandum of Agreement, including Exhibit A (Pay Item and Quantity Sheet)