Title
MOTION TO ADOPT PROPOSED RESOLUTION NUMBER 2023-R-13.
PROPOSED RESOLUTION 2023-R-13 IS A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF PEMBROKE PINES, FLORIDA, APPROVING THE HIGHWAY MAINTENANCE MEMORANDUM OF AGREEMENT (MMOA) BETWEEN THE CITY AND FLORIDA DEPARTMENT OF TRANSPORTATION (FDOT), ATTACHED HERETO AS EXHIBIT “A” AND INCORPORATED HEREIN; PROVIDING FOR BUS SHELTER CONSTRUCTION ON PINES BOULEVARD BETWEEN I-75 AND NW 118TH AVENUE; DIRECTING THE CITY CLERK TO TRANSMIT A COPY OF THIS RESOLUTION TO THE FDOT; AUTHORIZING THE APPROPRIATE CITY OFFICIALS TO TAKE ANY AND ALL ACTION NECESSARY TO EFFECTUATE THE INTENT OF THIS RESOLUTION; PROVIDING FOR CONFLICTS; PROVIDING FOR SEVERABILITY; AND PROVIDING AN EFFECTIVE DATE.
Summary Explanation and Background
SUMMARY EXPLANATION AND BACKGROUND:
1. The Florida Department of Transportation (FDOT) has jurisdiction over Pines Boulevard from Interstate 75 to 118th Avenue.
2. FDOT will construct four bus stop shelters on this section of roadway during the upcoming resurfacing project.
3. After construction FDOT requires the City to maintain the improvements within their right-of-way (ROW).
4. The City currently has an agreement with Martin-GoldCoast, LLC d/b/a Mainstreet Gold Coast (Martin-GoldCoast) for bus bench / bus shelter maintenance and advertising.
5. On November 2, 2022, the City Commission approved the first amendment to the agreement with Martin-GoldCoast, for an additional five (5) year period commencing on August 1, 2023 and naturally expiring on July 31, 2028.
6. The Martin-GoldCoast agreement included a pricing structure based on an annual guaranteed fee paid to the City for a maximum of 175 benches and 53 bus shelters, payable in monthly payments or a % of Martin-Gold Coast's total gross revenue for the same period, whichever is greater:
|
|
Annual |
Or % Percent of |
Additional Annual Fee Per |
|
Year |
Guaranteed Fee |
Gross Revenue |
Per Additional Bench / Shelter |
|
1-5 |
$ 132,000.00 |
17% |
$ 579.00 |
In addition, the agreement included the costs for maintenance (including detailed cleaning, trash removal, power washing and graffiti removal), parts replacement, total shelter replacement and general wear and tear issues. Parts replacements are performed as needed and, unless considered a hazardous emergency, all work is pre-approved by the City Manager or his designee. The addition of the four FDOT bus stop shelters will have an estimated annual impact of approximately $7,406.25 based on the following:
|
|
Cost Per |
Est. |
Est. Annual |
|
Description |
Shelter |
Qty. |
Amount |
|
Monthly Fee for Maintenance |
$125.00 |
4 |
$6,000.00 |
|
Parts Replacement Costs* |
Cost plus 12.5% |
N/A |
$1,406.25 |
|
Removal of Total Damaged Shelter |
$650 |
0 |
$0.00 |
|
Reinstallation of Replacement Shelter |
$650 |
0 |
$0.00 |
|
|
Total |
|
$7,406.25 |
*Note - The Parts and Replacement Costs are estimated at $312.50 per shelter, per year.
7. Therefore, based on an increase from 54 bus shelters to 58 bus shelters, the City anticipates an annual revenue of $132,000, with an annual maintenance cost of $109,990.63, resulting in an annual net revenue of $22,009.37 from the Martin-GoldCoast agreement.
8. Prior to construction, FDOT requires the City to execute the attached Maintenance Memorandum of Agreement (MMOA).
9. Recommend the City Commission to adopt Proposed Resolution No. 2023-R-13 approving the MMOA between the City and FDOT, providing for bus shelter construction on Pines Boulevard between I-75 and NW 118th Avenue.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: None with FDOT, however the City anticipates an increase of $7,406.25 annually for maintenance expenses through the Martin-GoldCoast agreement.
b) Amount budgeted for this item in Account No: There are funds budgeted in revenue account # 001-000-0000-323910-0000-000-0000 (Franchise Fees - Bus Bench Ad) and in expense account # 100-541-6002-546150-0000-000-0000 (R&M Land, Building Improvement).
c) Source of funding for difference, if not fully budgeted: Not Applicable.
d) 5 year projection of the operational cost of the project: Actual expenditures incurred will be based on the number of bus shelters that are actually operational each month. The City anticipates $7,406.25 annually for maintenance expenses.
e) Detail of additional staff requirements: Not Applicable.
FEASIBILITY REVIEW:
A feasibility review is required for the award, renewal and/or expiration of all function sourcing contracts. This analysis is to determine the financial effectiveness of function sourcing services.
a) Was a Feasibility Review/Cost Analysis of Out-Sourcing vs. In-House Labor Conducted for this service? Not Applicable.
b) If Yes, what is the total cost or total savings of utilizing Out-Sourcing vs. In-House Labor for this service? Not Applicable.