2007-26516 Reso Inc.
RESOLUTION NO. 2007-26516
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
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 AN INITIAL TERM COMMENCING ON
APRIL 12, 2007, AND ENDING ON JUNE 30, 2007.
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 FOOT 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 FOOT-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 FOOT; and
WHEREAS, the most cost effective and timely solution for the City is to work with
FOOT to take over the maintenance of its lighting systems within the City; and
WHEREAS, Miami-Dade County, through its Public Works Department, has agreed
to compensate the City the full amount (applicable for the period anticipated to commence
on April 12, 2007, through June 30, 2007), previously paid to the County by FOOT for the
maintenance of the systems that will be transferred to the City; and
WHEREAS, commencing on July 1, 2007 and through June 30, 2008 (and
thereafter, it is anticipated, annually, at the commencement of each FOOT fiscal year), the
City will enter into a State Highway Lighting, Maintenance and Compensation Agreement
with FOOT for maintenance of the FOOT-owned lighting system within the City.
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
FOOT; said Agreement for the period from April 12, 2007, through June 30, 2007, for
maintenance of FOOT lighting system in the City.
PASSED and ADOPTED THIS ~ day of
April
,2007.
~tY fCUl~
CITY CLERK
MAYOR
ATTEST:
T:\AGENDA\2007\apr1107\Consent\FDOTAgreement April 2007 thru June 2007 Resolution.doc
APPROVED AS TO
FORM & LANGUAGE
& FO CUTION
~r!1
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 FDOT OWNED LIGHTING SYSTEMS FROM APRIL 12, 2007 TO JUNE 30, 2007
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 FOOT lighting
stems within the Ci of Miami Beach?
Item Summary/Recommendation:
The Administration recommends that the City of Miami Beach take over the maintenance of FOOT 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 FOOT, the City agrees to assume the
responsibilities for maintaining the Systems
The County, through its Public Works Department, has proposed to compensate the City the full amount
(applicable to the period anticipated to be April 12, 2007 through June 30, 2007) previously paid to the
County by FOOT for the maintenance of the Systems that will be transferred to the City.
Advisory Board Recommendation:
I N/A
Financial Information:
Source of Amount Account Approved
Funds: 1 Approx. $28,972 Revenue from Miami Dade County
00 2 (dependent on final pole count and
date of Agreement execution)
3 Approx $32,000 Expense to FPL and Maintenance
Vendor from 011-0840-000325
4
OS PI Total $3,028 Net Cost to City
Financial Impact Summary:
City Clerk's Office Legislative Tracking:
Sign-Offs:
Department Director
lD
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MIAMIBEACH
AGENDA ITEM
DATE
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MIAMI BEACH
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachR.gov
COMMISSION MEMORANDUM
FROM:
Mayor David Dermer and Members of the Ci~/sion
Jorge M. Gonzalez, City Manager a/"O
April 11, 2007
A RESOLUTION OF THE MAYO AND CITY COMMISSION OF
THE CITY OF MIAMI BEACH, FLORIDA, APPROVING AND
AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE A
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 APRIL 12, 2007 TO JUNE 30,2007.
TO:
DATE:
SUBJECT:
ADMINISTRATION RECOMMENDATION
Adopt the Resolution.
FUNDING
Approximately $28,972 of the funding for the maintenance of the FOOT poles will come from Miami-
Dade County as specified in: Memorandum of Understanding for Forwarding of FOOT Pole
Maintenance Funds to City of Miami Beach. The City will incur approximately $32,000 in costs for
power and third party maintenance costs. The difference of $3,028 should be funded from the General
Fund Public Works, Street Lighting 011-0840-000325.
ANALYSIS
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 (FOOT) 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 FOOT
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 FOOT 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 61 st 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 71 st 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 FOOT, 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 FOOT 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 FOOT 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 FOOT poles at an annual
cost of approximately $8,000. Because the lighting system is currently maintained by Miami-Dade
County, FOOT 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 FOOT to take over the
maintenance of their lighting systems within the City of Miami Beach. Because FOOT currently
contracts with Miami-Dade County, a Memorandum of Understanding was crafted between the City
and the County to cover the remainder of the current contract period which ends June 30, 2007.
The County, through its Public Works Department, has proposed to compensate the City the full
amount (applicable to the period anticipated to be April 12, 2007 through June 30, 2007) previously
paid to the County by FOOT for the maintenance of the Systems that will be transferred to the City.
The County currently pays approximately $16 per month per pole or $192 per pole per year for
maintenance through a third party contractor and power. FOOT currently reimburses at a rate of
$14.486 per month per pole or $173.83 per pole per year. Therefore the additional annual cost to the
City is approximately $14,500. This amount is theoretically reduced by approximately $8,000 annually
because FOOT 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 $6,500.
For the period April 12, 2007 through June 30, 2007 the cost of power and third party vendor
maintenance will be approximately $32,000 (800 poles *$16per month * 2.5 months) and the City will
be reimbursed by Miami-Dade County approximately $28,972 ( 800 poles * $14.486 per month*2.5
months). Therefore the additional cost for the two and half month period to the City is approximately
$3,028.
In order to have a smooth transition of maintenance (including billing of power consumption) from the
County to the City, FOOT 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, FOOT has estimated the amount of yearly compensation based
on approximately 800 lights. Once FOOT 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 FOOT.
JMG/PW/GA
T:\AGENDA\2007\apr1107\Consent\FDOT Pole Maint Agreement from April to July Commission Memo.doc