2016-29427 Reso RESOLUTION NO. 2016-29427
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA,APPROVING AND AUTHORIZING THE MAYOR AND
CITY CLERK TO-EXECUTE AN AGREEMENT BETWEEN THE CITY OF MIAMI
BEACH AND THE TOWN OF BAY HARBOR ISLANDS (TOWN) FOR THE CITY
TO CONTINUE TO PROVIDE SEWAGE CONVEYANCE SERVICES TO the
TOWN; A COPY OF WHICH IS ATTACHED HERETO AS EXHIBIT 1.
WHEREAS, the City operates a sewage conveyance system (the City System)for the use
and benefit of its inhabitants, and has also historically provided sewage conveyance for disposal
services to the neighboring towns, known as the Satellite-Cities, including the Town of Bay Harbor
Islands(Town); and
WHEREAS, the City Commission approved Resolution No. 13448, to enter into an
agreement with the Town, to provide sewage conveyance for disposal services which agreement
was dated November 17, 1971; and
WHEREAS, due to the then proposed connection of the City System to the Virginia Key
Treatment facility, the City exercised its right to terminate the agreement at its December 5, 1979
Commission meeting, pursuant to Resolution No. 79-16117; and
WHEREAS, notwithstanding such termination of the agreement, the City and the Town's
intent was not to discontinue the City's provision of the services to the Town, but rather to continue
to provide them on a month to month basis until new terms including, without limitation, new rates
under an appropriate rate setting procedure(after the City's costs could be determined for operation
under the new system)-could be established; and
WHEREAS, this relationship has survived to present day; and
WHEREAS, the City and the Town now wish to enter into a new agreement("Agreement")
for sewage-conveyance for disposal services (hereinafter, the "Services"); particularly insofar as
memorializing the method of compensation to be paid by the Town to the City is concerned; and
WHEREAS,the parties have negotiated the attached Agreement(Exhibit"1"),and the Town
approved the Agreement on May 12, 2016; and
WHEREAS, the Administration recommends that the Mayor and City Commission approve
and authorize the Mayor and City Clerk to execute the attached Agreement.
NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND THE CITY
COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City Commission
hereby,approve and authorize the Mayor and City Clerk to execute an Agreement between the City
of Miami Beach and the Town of Bay Harbor Islands for the City to continue to provide sewage
conveyance services to Town; a copy of which is attached hereto as Exhibit 1.
PASSED AND ADOPTED this I • . , N ,' , 2016. _
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COMMISSION ITEM SUMMARY
Condensed Title:
A Resolution Of The Mayor And City Commission Of The City Of Miami Beach, Florida, Accepting An Agreement
Between The City Of Miami Beach And The Town Of Bay Harbor Islands, To Provide Sewage Conveyance Services.
Key Intended Outcome Supported:
Item Summary/Recommendation:
The City operates a sewage conveyance system (the City System)for the use and benefit of its inhabitants, and
has also historically provided sewage conveyance for disposal services to the neighboring towns, known as the
Satellite Cities, including the Town of Bay Harbor Islands.
The City Commission approved Resolution No. 13448, to enter into an agreement with the Town of Bay Harbor
Islands, to provide sewage conveyance for disposal services which agreement was dated November 17, 1971.
Subsequently, due to the then proposed connection of the City System to the Virginia Key treatment facility, the
City exercised its right to terminate the agreement at its December 5, 1979 Commission meeting, pursuant to
Resolution No. 79-16117.
Notwithstanding such termination of the agreement,the City and Bay Harbor Islands'intent was not to discontinue
the City's provision of the services to Bay Harbor Islands, but rather to continue to provide them on a month to
month basis until new terms including, without limitation, new rates under an appropriate rate setting procedure
(after the City's costs could be determined for operation under the new system) could be established.
This relationship has survived to the present day. The City and Bay Harbor Islands now wish to enter into a new
agreement("Agreement")for sewage conveyance for disposal services(hereinafter,the"Services"); particularly
insofar as memorializing the method of compensation to be paid by Bay Harbor Islands to the City is concerned.
The Town of Bay Harbor Islands Town Manager signed the agreement on May 12, 2016.
THE ADMINISTRATION RECOMMENDS ADOPTING THE RESOLUTION.
Advisory Board Recommendation:
Financial Information:
Source of Amount Account Approved
Funds: 1
2
3
OBPI Total
Financial Impact Summary:
City Clerk's Office Legislative Tracking:
Eric Carpenter, Public Works X6012
Sign-Offs:
Asst. Departme t • for Assistant Cit anager/DPW Cit ',Ma ager
JJF ETC ' / JL AI
T:\A ENDA\2016\June\Pu lic Works\Town of Bay Harbor Island.Summa .docx
G y ry I
I
Item C7
M I AM I BEAC H Agenda Date (, ?- t
MIAMIBEACH
City of Miami Beach, 1700 Convention Center Drive,Miami Beach, Florida 33139,www.miamibeachfl.gov
COMMISSIO MEMORANDUM
TO: Mayor Philip Levine and Members Ir the City Co mission
Ij
FROM: Jimmy Morales, City Manager
DATE: June 8, 2016
SUBJECT: A RESOLUTION OF THE MAYOR •ND CITY COMMISSION OF THE CITY OF MIAMI
BEACH,FLORIDA,ACCEPTING AN AGREEMENT BETWEEN THE CITY OF MIAMI BEACH
AND THE TOWN OF BAY HARBOR ISLANDS, TO PROVIDE SEWAGE CONVEYANCE
SERVICES.
ADMINISTRATION RECOMMENDATION
The Administration recommends adopting the Resolution.
BACKGROUND
The City operates a sewage conveyance system (the City System) for the use and benefit of its
inhabitants, and has also historically provided sewage conveyance for disposal services to the
neighboring towns, known as the Satellite Cities, including the Town of Bay Harbor Islands.
The City Commission approved Resolution No. 13448,to enter into an agreement with the Town of Bay
Harbor Islands, to provide sewage conveyance for disposal services which agreement was dated
November 17, 1971. Subsequently, due to the then proposed connection of the City System to the
Virginia Key treatment facility, the City exercised its right to terminate the agreement at its December 5,
1979 Commission meeting, pursuant to Resolution No. 79-16117.
Notwithstanding such termination of the agreement, the City and Bay Harbor Islands' intent was not to
discontinue the City's provision of the services to Bay Harbor Islands, but rather to continue to provide
them on a month to month basis until new terms including, without limitation, new rates under an
appropriate rate setting procedure(after the City's costs could be determined for operation under the new
system) could be established.
This relationship has survived to the present day. The City and Bay Harbor Islands now wish to enter into
a new agreement ("Agreement") for sewage conveyance for disposal services (hereinafter, the
"Services"); particularly insofar as memorializing the method of compensation to be paid by Bay Harbor
Islands to the City is concerned.
The Town of Bay Harbor Islands Town Manager signed the agreement on May 12, 2016.
CONCLUSION
The Administration recommends that the Mayor and City Commission adopt the Resolution.
Attachments: Town of Bay Harbor Islands Sewage Disposal Agreement
JM/MT/d�C
T:\AGENDA'016\June\PUBLIC WORKS\Town of Bay Harbor Islands Sewage Agreement.Memo.doc
AGREEMENT BETWEEN THE CITY OF MIAMI BEACH, FLORIDA AND THE TOWN OF BAY
HARBOR ISLANDS, FLORIDA, TO PROVIDE SEWAGE CONVEYANCE SERVICES
THIS AGREEMENT is made and entered into this day of , 2016
(Effective Date), by and between the City of Miami Beach, Florida ("City"), and the Town of
Bay Harbor Islands('Town"or"Bay Harbor Islands").
WHEREAS, the City operates a sewage conveyance system (the City System)for the
use and benefits of its inhabitants, and has also historically provided sewage conveyance for
disposal services to the neighboring Town of Bay Harbor Islands; most recently, pursuant to an
agreement entered into between the City and Bay Harbor Islands, dated November 17, 1971,
and approved by the City pursuant to Resolution No. 13448(the"1971 Agreement"); and
WHEREAS, on December 5, 1979, pursuant to Resolution No. 79-16117 (and in
anticipation of the connection of the City System to the Virginia Key Treatment facility), the City
exercised its right to terminate the 1971 Agreement; notwithstanding such termination, however,
• the City and Bay Harbor Islands' intent was not to, discontinue the City's provision of the
services to Bay Harbor Islands, but rather to continue to provide them on a month to month
basis until new terms including, without limitation, new rates under an appropriate rate setting
procedure (after the City's costs could be determined for operation under the new system)could
'be established; and
WHEREAS, the City and Bay Harbor Islands now wish to enter into a agreement
(Agreement) for sewage conveyance for disposal services (hereinafter, the "Services");
particularly insofar as memorializing the new rate of compensation to be paid by Bay Harbor
Islands to the City is concerned.
NOW, THEREFORE, in consideration of the mutual covenants and obligations set forth
herein, the City and Bay Harbor islands hereby agree as follows:
1. The City shall continue to provide the Services to Bay Harbor Islands, to the extent
capacity is available, by means of an existing transmission main from Bay Harbor
Islands to the City-owned meters located in the City owned parking lot at 72nd Street,
located in the City of Miami Beach. The City shall not prohibit or cease to accept the
flow of sewage or disrupt the Services without a minimum of 48 hours prior notice to the
Town of Bay Harbor island Director of Public Works or personal contact in the event of
an emergency. The Interlocal Contract Between Miami-Dade County and City of Miami
Beach, Florida, dated December 17, 2014, and approved and authorized by the City
pursuant to Resolution No. 2014-28655, acknowledges that the sanitary sewage
received by the County from the City flows from Bay Harbor Islands, in addition to the
Village of Bal Harbour and Town of Surfside. Future flows(i.e. future capacity)from Bay
•
Harbor Islands under this Agreement shall be determined in accordance with, and
• subject to, the Interlocal Agreement.
2. Notwithstanding the City's agreement to provide the Services, or any other term or
condition of this Agreement, Bay Harbor Islands acknowledges that any obligation that
the City has to render such Services to Bay Harbor Islands pursuant to this Agreement
shall be limited to, subject and subordinate to, and conditioned upon any agreements,
terms, covenants, conditions, and obligations between the City and Miami-Dade County,
Florida (the County), whether existing as of the Effective,Date or as may exist in the
1
future, pertaining to the County's responsibility to provide sewage disposal service to the
City's existing sewer service area (which service area includes and takes into account
the flow from Bay Harbor Islands), by means of the existing transmission main from the
City to the County's Central District Wastewater Treatment Plant located on Virginia Key
(where the combined flow is metered). Bay Harbor Islands further recognizes and
acknowledges that the City's standards for the Services provided to Bay Harbor Islands
pursuant to this Agreement are also limited to, subject and subordinate to, and
conditioned upon any modification(s) as a result of (i) changes to the City's agreement
with the County to provide sewage disposal services to the City; and/or (ii) changes to
existing or future federal, State, County, and local laws, rules, and regulations.
3. Bay Harbor Islands agrees, and hereby warrants to the City, that it will abide by and be
bound by all present and future federal, State, County, and City laws, standards, rules,
regulations, permit conditions and other requirements related to sewer service. Bay
Harbor Islands acknowledges that the responsibility of the City to provide the Services
under this Agreement shall be limited to the flow from Bay Harbor Islands's existing
sewer service area(s)(i.e. the flow existing as of the Effective Date of this Agreement).
4. Bay Harbor Islands further agrees and hereby warrants to the City that it shall operate
and maintain its sewage collection system (hereinafter referred to as the Bay Harbor
Islands System, and which system includes, without limitation, any and all transmission
pipe lines, main pipe lines, force mains pumps, pumping stations, meters, and any and
all other facilities and equipment appurtenant thereto), and any system extensions
thereof, in accordance with the requirements of all applicable federal, State, County, and
City laws, rules, regulations, and permit conditions. The operation and maintenance of
the Bay Harbor Islands System shall be the sole responsibility and cost of Bay Harbor
Islands. The City reserves the right to inspect the Bay Harbor Islands System, as
deemed necessary by the City, in its sole discretion and judgment, but at no cost to Bay
Harbor Islands, to verify that the Bay Harbor Islands System is being properly
maintained and operated in accordance with the above standards and industry
standards as outlined in Wastewater Collection Systems Management, WEF Manual of
Practice No. FD-7, 2009; and Recommended Standards for Wastewater Facilities,
Health Education Services (a Division of Health Research, Inc.), 2004. The City shall
request permission from Bay Harbor Islands to inspect the Bay Harbor Islands System,
which permission shall not be unreasonably withheld, conditioned, or delayed. The City
shall request permission from Bay Harbor Islands three (3) business days prior to
inspection of the Bay Harbor Islands System and shall allow Bay Harbor Islands'
representation at City's inspections. Said inspections shall be made at reasonable times
and in such manner so as to least disturb the Town of Bay Harbor Islands' normal
operations.
5. Bay Harbor Islands shall not allow or permit construction or installation of any
connections of stormwater mains which allow stormwater to enter the Bay Harbor
Islands System. Upon notice or discovery of such interconnections, Bay Harbor Islands
shall, at its sole cost and expense, immediately effectuate the lawful disconnection of
such interconnections to the City's satisfaction and, at a minimum, in accordance with
applicable federal, State, County, and City laws, regulations, and permit condition. Bay
Harbor hereby agrees to pursue and maintain best efforts, on a regular timely basis, to
reduce infiltration and inflow to comply with all local, State, and/or federal ordinances,
laws and regulations regarding infiltration and inflow connection or reduction as now in
2
effect or as may be enacted in the future. Bay Harbor agrees that in the event any undue
infiltration develops in the Bay Harbor Islands System, it shall make such repairs as may
be required by the City in order to remedy such condition.
6. The quantity(i.e. the flow)of sewage handled by the City System for Bay Harbor Islands
hereunder shall be measured prior to the entry point to the City System by City owned
meters, or any subsequent replacement,meters installed by the City, in its sole and
reasonable discretion (hereinafter referred to individually as a "Meter" or collectively as
the"Meters"). The Meter has been installed in a structure on 74th Street located within
the City of Miami Beach. The City and Bay Harbor Islands shall have the right and
opportunity to inspect the Meters. The City shall notify Bay Harbor Islands three (3)
business days prior to inspection of the Meters and shall allow Bay Harbor Islands to
attend the City's inspections. Said inspections shall be made at reasonable times and in
such manner so as to least disturb the Town of Bay Harbor Islands' normal operations.
7. The City shall own, operate and maintain the Meters, at its sole cost and expense. The
City shall also, at its sole expense, test the accuracy of each Meter, at a minimum, once
every three (3) months, or at such other time intervals as it may deem appropriate. The
City shall notify Bay Harbor Islands three (3) business days prior to testing of the Meters
• and shall allow Bay Harbor Islands' representation at City's testing. Said tests shall be
made at reasonable times and in such manner so as to least disturb the Town of Bay
Harbor Islands' normal operations. The City shall provide the results of the tests to Bay
Harbor Islands no later than thirty(30)days after each meter is tested.
8. The Meters shall indicate flow with an error not to exceed plus or minus five percent
(5%) of full scale reading (true accuracy). If found to be in error — i.e. anything
exceeding five percent (5%) of true accuracy - the Meters shall be re-calibrated by the
City. If such error of more than five percent (5%) is discovered, bills for the three (3)
periods following the prior Meter accuracy test shall be adjusted to reflect the quantity of
• over-read or under-read flow. In calculating such billing adjustment, it will be assumed
by the parties that the inaccuracy existed for the entire time interval between accuracy
tests. The billing adjustment(s) shall be made at the same rate in effect during the time
interval.
9. Bay Harbor Islands may request, and the City agrees to perform, additional Meter
accuracy tests, upon reasonable notice to City and at a reasonable time acceptable to
both parties. Said additional testing shall be completed at reasonable times. If the
Meter(s) is (are)found to be in error exceeding five percent (5%)true accuracy, it shall
be recalibrated by the City as described in the preceding Paragraph 8, and the entire
cost for such testing and recalibration shall be paid for by the City. If the Meter(s) is
(are) found performing within five percent (5%) true accuracy, the Meter accuracy test
shall be paid by Bay Harbor Islands no later than thirty (30) days from receipt of an
invoice from the City.
10. In the event of complete or partial failure of any Meter(s) to register, both parties shall
mutually agree to establish consumption based on historic monthly average flows for the
most recent wet or dry period as defined by the latest Miaml-Dade County rate schedule
in effect during the Term of this Agreement. The most recent actual readings for a
period of three (3) consecutive months of a wet or dry period will be used to represent
that corresponding period until the Meter(s) is (are) repaired. The Town of Bay Harbor
3
Islands maintains a flow meter at its Town Hall. Readings from this meter will be •
considered during periods when flow estimation is necessary. The City shall use
reasonable commercial efforts to repair a failed Meter within sixty (60) days of a
determination by the City that the Meter has completely or partially failed.
11.The City will be under no obligation at any time to perform any re-pumping of sewage
delivered to the City System by Bay Harbor Islands.
12. Bay Harbor Islands agrees to pay to the City an amount, as determined by the City, to
cover all costs associated with the sewage flow from the Bay Harbor Islands System, per
1,000 gallons of sewage passing through the City's System; which sum shall be payable
monthly. The cost of service shall include direct costs of operation, maintenance,
depreciation, debt service, and a one and a half percent(1.5%) administrative fee. The
actual amount shall be calculated and presented in a written report to the City of Miami
Beach Commission during its budget approval process, and approved by City
Resolution; provided, however, that the City shall make reasonable commercial efforts to
transmit the aforementioned written report to Bay Harbor Islands at least fourteen (14)
calendar days prior to the date of the public meeting at which the written report is
presented to the City Commission. The City shall make reasonable commercial efforts
to transmit the proposed Resolution to Bay Harbor Islands at least fourteen (14)
calendar days prior to the date of the City Commission meeting at which the proposed
Resolution is presented to the City Commission. The adopted Resolution shall be
transmitted to Bay Harbor Islands as written notice of change of cost of service with an
effective date.
13. Billing for services provided in accordance with this Agreement shall be rendered
monthly. Invoices will be mailed by the tenth (10th) day of the month following the
month for which service has been provided, based on readings of the Meters taken by
the City. Amounts billed on such invoices are due when rendered. In the event Bay
Harbor Islands disputes a bill, Bay Harbor Islands shall provide the City with written
notice of the reasons for non-payment within thirty (30) days of receipt of the bill, and
shall escrow such portion of the bill that is disputed in an interest-bearing account. The
parties shall promptly meet and use reasonable good faith efforts to resolve the dispute
within forty-five (45) days of the City's receipt of Bay Harbor Islands' notice. Except for
any portion of a bill disputed, payment not received by the City on or before twenty-five
(25) days after the postmark date of the bill shall be considered past due. All past due
invoices shall be subject to a late charge, as established by the City (such charge to
reimburse the City for costs in processing and otherwise administering late payments).
In addition, per annum interest shall accrue on the past due charges including the late
charges at the maximum legal rate provided by Florida law for contracts in which no
interest rate is specified, for each day, including Saturdays, Sundays and holidays, from
the past due date until the date of receipt by the City. For purposes of this paragraph,
date of receipt shall be the date of actual receipt by the City if hand delivered or mailed,
or date of transfer to the City's bank, if electronic funds transfer is used.
14.Neither party shall be liable to the other for any failure to perform under this Agreement
to the extent such performance is prevented by an event of force majeure, including, but
not limited to, war, riots, natural catastrophe, or any other event beyond the control of
the non-performing party and which could not have been avoided or overcome by the
exercise of due diligence; provided that the party claiming the excused performance has
4
(i). promptly notified the other party of the occurrence and its estimated duration; (ii)
promptly remedied or mitigated the effect of the occurrence to the extent possible; and
(iii) resumed performance as soon as possible.
15.To the extent provided by Florida law, both parties mutually agree to indemnify, defend,
and hold harmless each other and their respective officers, agents, contractors, and
employees, from any claim, loss, damage, cost, charge, or expense arising out of any
acts, action, error, neglect, or omission by such officers, agents, contractors, or
employees during the performance of the Agreement, except that neither party, nor its
respective officers, agents, contractors, or employees,will be liable under this paragraph
for damages arising out of injury or damage to persons or property directly caused by or
resulting from the negligence of the other party, or any of its respective officers, agents,
contractors, or employees, during the performance of this Agreement.
16.This Agreement shall be governed by the laws of the State of Florida. Any provision
hereof found to be unlawful or unenforceable shall be severable and shall not affect the
validity of the remaining portions hereof. Any and all suits brought by either party shall
be instituted and maintained in any court of competent jurisdiction in Miami-Dade
County, Florida. In all such suits, the prevailing party shall be entitled to receive
reasonable costs and reasonable attorney's fees. City and Bay Harbor Islands waive
any rights either party may have to a trial by jury in any civil litigation related to,or arising
out of, this Agreement.
17.All notices required pursuant to the terms hereof may be sent by first class United States
Mail, facsimile transmission, hand delivery, or express mail and shall be deemed to have
been received by the end of five business days from the proper sending thereof unless
proof of prior actual receipt is provided. Bay Harbor Islands shall have a continuing
obligation to notify the City of the appropriate persons for notices to be sent pursuant to
this Agreement. Unless otherwise notified in writing, notices shall be sent to the
following addresses:
o If to the City:
Eric Carpenter, P.E., Director of Public Works
•
• 1700 Convention Center Drive, 4th Floor
Miami Beach, FL 33139
• If to Bay Harbor Islands:
Randy L. Daniel, P.E.
Town Engineer/Director of Public Works
Town of Bay Harbor Islands
9665 Bay Harbor Terrace
Bay Harbor Islands, FL 33154
18.The term of this Agreement (Term) shall be for an initial term of five (5) years,
commencing upon execution by the parties hereto, as referenced by the Effective Date
on page 1 hereof. This Agreement shall be automatically renewed for subsequent,
consecutive terms of five (5)years each, subject to termination by either party, upon one
hundred eighty(180)days written notice to the other.
5
7}1
Notwithstanding the preceding paragraph, should Bay Harbor Islands elect at any time
during the Term of this Agreement to transmit all or a portion of its current sewage flow
(as of the Effective Date), Bay Harbor Islands shall provide the City with written notice of
such intent ninety (90) days prior to October 19t, so that the City may have time to
adequately evaluate and plan its future capacity demands, in order to transmit same to
the County as required under the Inter local Agreement.
19. The City agrees that if, after the Effective Date of this Agreement, it enters into an
agreement for the same or substantially similar scope of services with another local
government in Florida, which contains terms or conditions pertaining only to fees,
charges or costs, that are more favorable than the terms in this Agreement, Bay Harbor
Islands may provide the City with written notice explaining how the new agreement is for
the same or substantially similar services and how the new agreement contains terms or
conditions pertaining only to fees, charges, or costs, that are more favorable than the
terms in the Agreement, and requesting to negotiate an amendment to the Agreement(a
New Agreement Notice"). The parties shall act in good faith to negotiate an amendment
to the Agreement that addresses, in a manner that is fair and equitable to both parties,
the matters raised by Bay Harbor Islands in the New Agreement Notice. If the parties
fail to reach agreement upon an amendment within ninety (90) days of the New
Agreement Notice, then Bay Harbor Islands may terminate this Agreement without
penalty or early termination fee, subject to the terms and conditions herein, by providing
one hundred and eighty (180) days advance written notice to the City. Upon a
termination pursuant to this section, the City shall have no further liability and/or
obligation to Bay Harbor Islands.
20.This Agreement constitutes the complete and final expression of the parties with respect
to the subject matter hereof and supersedes all prior agreements, understandings, or
negotiations with respect thereto. Changes and additions to this.Agreement shall be
directed by a written amendment signed by the duly authorized representatives of the
City and Bay Harbor Islands. No alteration, change, or modification of the terms of this
Agreement shall be valid unless amended in writing signed by both Parties.
IN WITNESS WHEREOF, this Agreement has been duly executed by the parties hereto as of
• the day and year first above written.
ATTEST: CITY OF MIAMI BEACH, FLORIDA
Signature: Signature:
Name: Name:
Title: Title:
Date:
ATTEST: • TOWN OF B/ ARBOR ANDS
Signatur.- ifh Sig. natu �ii -
Name: W -)f ' Nam--
Title: ('(o, ( Title: i v /410 -
Date: SVi..)-A G APPROVED As TO
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