2007-26517 Reso Inc.
RESOLUTION NO. 2007-26517
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 A
PROPOSED STATE HIGHWAY LIGHTING, MAINTENANCE, AND
COMPENSATION AGREEMENT BETWEEN THE CITY OF MIAMI
BEACH AND THE FLORIDA DEPARTMENT OF
TRANSPORTATION (FDOT) FOR STREET LIGHT MAINTENANCE
SERVICES FOR FDOT OWNED LIGHTING SYSTEMS IN THE CITY
OF MIAMI BEACH, FOR THE PERIOD FROM JULY 1, 2007, TO
JUNE 30, 2008, IN THE AMOUNT OF $139,164.
WHEREAS, during the City's contract negotiations for its WiFi project, it was
determined that there were insufficient mounting assets throughout the City to deploy a
Citywide WiFi system; and
WHEREAS, while the City owns many street lights, the majority of the City-owned
lights in the Middle Beach area are of pedestrian height, decorative type, and are not
suitable for mounting wireless radio equipment requiring electrical service; and
WHEREAS, most of the other street lights throughout the City are owned by entities
such as the Florida Department of Transportation and Florida Power and Light; and
WHEREAS, utilizing FDOT street light poles (mounting assets) will be less costly to
the City than acquiring and installing new poles; and
WHEREAS, the Administration recommends that the City take over the
maintenance of FDOT -owned lighting systems within the City of Miami Beach to provide
sufficient mounting assets for the deployment of the City's WiFi system; and
WHEREAS, control of the lighting systems will also allow the City to provide more
rapid response to citizen reports of street light malfunctions; and
WHEREAS, currently these lighting systems are maintained by Miami-Dade County
under an agreement with FDOT; and
WHEREAS, the most cost effective and timely solution for the City is to work with
FDOT to take over the maintenance of its lighting systems within the City; and
WHEREAS, the City and FDOT have negotiated a State Highway Lighting
Maintenance and Compensation Agreement, for an initial term of commencing on April 12,
2007, through June 20,2007, whereby the City would assume all maintenance obligations
for the lighting systems; and
WHEREAS, Miami-Dade County, through its Public Works Department, has agreed
to compensate the City the full amount for this period (April 12, 2007, to June 30, 2007),
previously paid to the County by FDOT for the maintenance of the lighting systems that will
be transferred to the City; and
WHEREAS, thereafter, the period commencing on July 1,2007, and ending on June
30, 2008, the City will execute a new State Highway Lighting, Maintenance and
Compensation Agreement with FDOT, in the amount to $139,064 (based on an estimated
800 FDOT poles in the City); and
WHEREAS, it is anticipated that the aforestated Agreement would be negotiated
and reviewed annually, commencing with each FDOT fiscal year (July 1 st - June 30th).
NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND 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 a State
Highway Lighting, Maintenance and Compensation Agreement between the City and
FDOT, for the period from July 1,2007, through June 30,2008, in the amountof$139,064,
to be paid by FDOT to the City, for maintenance of FDOT-owned lighting systems in the
City.
PASSED and ADOPTED THIS ---1L day of April
,2007.
CITY CLERK
ATTEST:
flAw~. P Ct{ ~
T:\AGENDA\2007\apr11 07\Consent\FDOT Agreement July 2007 thru June 2008 Resolution.doc
APPROVED AS TO
FORM & LANGUAGE
& FOR EXECUTION
rJ .
c~~~
COMMISSION ITEM SUMMARY
Condensed Title:
A RESOLUTION APPROVING AND AUTHORIZING THE MAYOR AND CITY CLERK TO
EXECUTE THE PROPOSED STATE HIGHWAY LIGHTING, MAINTENANCE, AND
COMPENSATION AGREEMENT FOR THE STREET LIGHT MAINTENANCE SERVICES
FOR FOOT OWNED LIGHTING SYSTEMS FOR THE PERIOD FROM JULY 1, 2007 TO
JUNE 30, 2008.
Ke Intended Outcome Supported:
Improve process through Information Technology
Issue:
Shall the City adopt a resolution authorizing the City to take over maintenance of the FDOT lighting
s stems within the Ci of Miami Beach?
Item Summary/Recommendation:
The Administration recommends that the City of Miami Beach take over the maintenance of FDOT owned
lighting systems within the City of Miami Beach to provide sufficient mounting assets for the deployment of
the City's WiFi system. Additionally, control of the lighting system will allow the City to provide more rapid
response to citizen reports of street light malfunctions. Currently these lighting systems are maintained by
Miami-Dade County. Subject to the approval of the proposed State Highway Lighting, Maintenance and
Compensation Agreement (Agreement), between the City and FDOT, the City agrees to assume the
responsibilities for maintaining the Systems
Advisory Board Recommendation:
I N/A
Financial Information:
Source of Amount Account Approved
Funds: 1 Approx. $139,064 Revenue from FDOT
00 2 ( dependent on final pole count and
date of Aqreement execution)
3 Approx. $153,600 Expense to FPL and Maintenance
Vendor from 011-0840-000325
4
aBPI Total Approx. $14,536 Net Cost to City
Financial Impact Summary:
City Clerk's Office Legislative Tracking:
I
Sign-Offs:
Department Director t City Manager
City Manager
lD
...,
MIAMIBEACH
AGENDA ITEM
DATE
c.. 7/
If-{f-07
lD
MIAMI BEACH
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov
COMMISSION MEMORANDUM
Mayor David Dermer and Members of the City Commission
Jorge M. Gonzalez, City Manager '\~ ~
April 11, 2007 0
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 THE PROPOSED STATE HIGHWAY
LIGHTING, MAINTENANCE, AND COMPENSATION AGREEMENT BETWEEN
THE CITY OF MIAMI BEACH AND THE FLORIDA DEPARTMENT OF
TRANSPORTATION FOR THE STREET LIGHT MAINTENANCE SERVICES
FOR FOOT OWNED LIGHTING SYSTEMS ON THE CITY OF MIAMI BEACH
FOR THE PERIOD FROM JULY 1; 2007 TO JUNE 30, 2008.
ADMINISTRATION RECOMMENDATION
TO:
FROM:
DATE:
SUBJECT:
Adopt the Resolution.
FUNDING
FDOT has agreed to pay the City their standard rate which totals $139,064 for the power costs and for
maintenance of the FDOT poles. The City will incur approximately $153,600 in costs for power and
third party maintenance costs. Therefore the additional annual cost to the City is approximately
$14,536 which should come from Public Works, Street Lighting 011-0840-000325.
ANAL YSIS
During the contract negotiations for the WiFi project, it was determined that there were insufficient
mounting assets throughout the City to deploy a citywide WiFi system. A mounting asset is a place
where a WiFi radio repeater can be attached in order to transmit and receive WiFi signals. The main
mounting asset being used for the WiFi system deployment is the common street light pole that
includes a lamp that lights up the streets at night. While the city owns many street lights, the majority
of the city owned lights in the middle beach area are of pedestrian height, decorative type and are not
suitable for mounting wireless radio equipment requiring electric service ("WiFi nodes"). Additionally,
many of the street lights throughout the City are owned by entities such as the Florida Department of
Transportation (FDOT) and Florida Power and Light (FP&L). Since the City was aware of the
shortage of adequate mounting assets during the contract negotiations, the City agreed to be
responsible for providing these mounting assets.
The Administration recommends that the City of Miami Beach take over the maintenance of FDOT
owned lighting systems within the City of Miami Beach to provide sufficient mounting assets for the
deployment of the City's WiFi system. Additionally, control of the lighting system will allow the City to
provide more rapid response to citizen reports of street light malfunctions. Currently these lighting
systems are maintained by Miami-Dade County. The FDOT Lighting Systems are located along the
following roads:
Abbott Avenue - 72nd Street to Indian Creek Drive
Alton Road - 5th Street to 63rd Street
Collins Avenue - 5th Street to 61st and 72nd Street to 87th Terrace
5th Street - Alton Road to Ocean Drive
41 st Street - Alton Road to Collins Avenue
63rd Street - Alton Road to Collins Avenue
71 st Street - West of North Bay Causeway to Rue Notre Dame
Harding Avenue - 72nd Street to 87th Terrace
Indian Creek Drive - 26th Street to 44th Street and 59th Street to 71st Street
Normandy Drive - Rue Notre Dame to West of North Bay Causeway
MacArthur Causeway - Alton Road to West City Limits
Subject to the approval of the proposed State Highway Lighting, Maintenance and Compensation
Agreement (Agreement), between the City and FDOT, the City agrees to be responsible for energy
costs, replacement or system upgrades, location of underground electrical conduits, response to
citizen reports of street light malfunctions and all other maintenance activities including emergency
responses.
Utilizing FDOT street light poles (mounting assets) will be less costly to the City than acquiring and
installing new poles. The cost to acquire and install a new pole, not including the cost of bringing
electrical service to the pole, is approximately $5,000. Attaching our WiFi devices to FDOT poles is
also more expeditious as acquisition of poles is delayed as much as two months as a result of the
number of poles that required replacement from recent hurricane seasons.
The Administration originally attempted to obtain the use of the necessary FDOT poles at an annual
cost of approximately $8,000. Because the lighting system is currently maintained by Miami-Dade
County, FDOT required a letter from the County stating that they did not object to the City's vendor
deploying WiFi equipment on the poles. Miami-Dade County, although supportive of the City's WiFi
project, was unwilling to permit a third party to work on the poles that they maintain through a third
party vendor. Therefore the most cost effective and timely solution was to work with FDOT to take
over the maintenance of their lighting systems within the City of Miami Beach.
FDOT has proposed to compensate the City $139,064 for the maintenance of the Systems that will be
transferred to the City for the period July 1, 2007 through June 30, 2008. The County currently pays
approximately $153,600 per year for power and for maintenance through a third party contractor.
Therefore the additional annual cost to the City is approximately $14,536. This amount is theoretically
reduced by approximately $8,000 annually because FDOT will not charge the City a fee to use the
poles since the City will be maintaining them. The net annual cost to the City is only increased by
$6,536.
In order to have a smooth transition of maintenance (including billing of power consumption) from the
County to the City, FDOT is in the process of finalizing the inventory in conjunction with Miami-Dade
County Public Works. The inventory results will be included on Appendix "A" of the Agreement. On
page 2 Section 2 a. of the Agreement, FDOT has estimated the amount of yearly compensation
based on approximately 800 lights. Once FDOT has validated the number, the compensation amount
will be finalized.
CONCLUSION
The Administration recommends that the City Commission adopt the proposed Agreement and
authorize the Mayor and City Clerk to execute the proposed State Highway Lighting, Maintenance and
Compensation Agreement (Agreement), between the City and FDOT .
JMG/PW/GA
T:\AGENDA\2007\apr1107\Consent\FDOT Pole Maint Agreement from July 2007 TO JUNE 2008 Commission Memo.doc