HomeMy WebLinkAbout1998-05-11 98-202 ORDERCOUNCIL ACTION
Date: Dzv 11 1998 Item No.: 98-202
Item/Subject: Authorizing City Manager Execution ofMDOT Reimbursement Agreement - lee
Sturm Debris Clean Up
Responsible Department: Engineering
Commentary:
This is a routine action involving a Municipal/Smte Agreement which will provide 100%
reimbursement m the City of Bangor for "anin ice storm related clean up costs. These include
expenses incurred by the City fm removing storm debris on locally nmintained federal highways
within the urban compact area. A copy of the Agmement is attached.
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De .tment Dead
Manager's Comments: n
Ctry manager
Associmed lnfonvation:�
Budget Approval:
Finame Dirrctw
Legal Approval:
mg-
Ciry $olklror
Introduced For:
Passage
First Reading
Refmal Page
Assigned to Crusader Palmer Nay 11, 1998
CITY OF BANGOR
(TITLE.) (Drur, Authorizing City Manager to Execute MUOTlteimburaemeutAgreement -
t""""TaSt PJi Debris Clean Up
By Use CMy Cowan of W Clry of Burger:
ONDRUD,
MT
The City Manager is hereby authorized and directed to execute a Reimbursement
Agreement betwern the State of Maine Department of Transportation and the City
of Bangor regarding reimbursement for the cost to clean up storm damage debris
on locally maintained federal -aid bighways resulting from the ice storm of
January 1998.
A Copy of the Agreement is attached.
IN CITY COUNCIL
May 11, 1998
Passed
�7 hRK
98-202
O R ER
Title, Authorizing City Manager to Hoe-.::
cute MUDD Reimburcement Agreement - Ice
Stotn Debris Clem Up
........ I .............................
.................................
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Aedgned to
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... Councilman
98-202
REIMBURSEMENT AGREEMENT
BERVEENTRE
STATE OF MAINE
AND TEE
CITY OF BANGOR
RBGARDRJG
BURSEMENT FOR THE COST TO CLEANUP STORM DAMAGE
ON LOCALLY MAINTAINED FEDERAL -AID HIGHWAYS
RESULTING FROM THE ICE STORM OF JANUARY 1995
UNDER
PROJECT MENTEFICATION NUMBER 9570.00
FEDERAL AID PROJECT NO. ER -8570(00)
This AGRAEMENT is entered into on this day of ,1998 by and
between the STATE OF MAINE DEPARTMENT OF TRANSPORTATION (hereafter
DEPARTMENT) and the CITY OF BANGOR, a body corporate and politic located in the County
of Penobscot (hereafter CFFY) regarding rdmbursement forthe cost t0 cleanup locally maintained
Federal -aid highways within the urban maintenance compact from storm damage resulting from the
Ice Storm oflanuary 1998 (hereafter ice storm) using Federal Emergency Relief (ER) funds, as
follows:
I. ELJGIBMITY
A Only cleanup costs totalling Three Thousand ($3000) Dollars or more as approved by the
DEPARTMENT subsequent to January 30,1998 to cleanup locally maintained Federal -aid
highways within the urban maintenance compact to restore highway function and the
rights-of-way thereof to a clean and safe condition and] be eligible for reimbursement under
the provisions ofthis Agreement.
B. The cost of such cleanup must be reasonable and shall be limited to only those direct coats
expended by the CITY which are directly attributable and properly allocable to such
cleanup. Such costs most be properly documented and supported by adequate records.
C The CITY may contract for cleanup services, provided any such contract be awarded on the
basis of competitive bids procured in accordance with established local policies and
procedures for compact procuremem Whenever possible, bids should be obtained from at
least three (3) vendors qualified to provide such services.
D. The CITY may use its own forces for such cleanup, provided such use is consistent with
established local force account procedures, does not unfairly displace or compete for work or
services otherwise obtainable from vendors or contractors, and is more cost effective and
suitable than procuring a contract for such services.
98-202
PIN8570.00
Page 2 of Pages
D. REIIrBDRSEMENT
A. The DEPARTMENT shall reimburse the CITY for cleanup costs determined to be eligible
and acceptable for reimbursement by tha DEPARTMENT, as follows:
1. Cleanup costs expended by the CRY under the provisions of this Agreement after rhe
effective date of anuary 30, 1998, but within the first 180 days from the beginning ofthe
ice storm which began on January 7, 1998, shall be reimbursable at the rate of one
hundred (1005/6) percent of such costs deemed eligible and acceptable for reimbursement
as hereinafter provided.
2. Reimbursement for each costa expended after 180 days from the begirming of the ice
storm shall be limited to eighty (80%) percent of such costs deemed eligible and
acceptable for reimbursement as hereinafter provided.
3. All claims for reimbursement for such costs expended within 180 days from the beginning
of the ice stores must be submitted to the DEPARTMENT in writing no later than
August 14, 1998 to be eligible for re'mbursement at 100%. Any claim for such
reimbursement act submitted by that date and all claims for reimbursement for such costs
expended after 180 days from the beginning of the ice storm must be submitted to the
DEPARTMENT in writing no later than December 31, 1998 to be eligible for
reimbursement at 80%. All such costa not claimed prior to December 3l, 1998 shall be
ineligible for reimbursement. The CITY shall certify that all expenditures an claimed are
correct and reimbursable in accordance with the provisions of this Agreement.
4. The originals of all documentation and records supporting such claims for reimbursement
shall be retained and preserved by the CRY for a period of at least four (4) years from
the date of payment of such claims. Copies of such documentation and records
supporting such claims shall be submitted to the DEPARTMENT upon request.
5. Efigibillty and acceptance of all claims submitted for reimbursement under the provisions
of this Agreement shall be determined by the DEPARTMENT in accordance with the
certification acceptance procedures authorized by theFedeml Highway Administration
for the use ofER funds. Such determination shall include a review by the
DEPARTMENT of all documentation and records submitted upon request as
hereirdagme provided supposing all expenditures so claimed.
D. All claims determined to be eligible and acceptable for reimbursement under the provisions of
this Agreement shall be subject to audit by State and Federal authorifies.
C. All costs not reimbursed by the DEPARTMENT under the provisions of this Agreement
shall be the responsibility of the CRY.
D. The DEPARTMENT may inspw such storm cleanup as necessary to ensure that all -
authorized work is completed in a satisfactory marmer in compliance with the provisions of
this Agreement.
90-202
PTN8S10.00
Page 3 Of Pages
IN WITNESS WHEREOF, the patties herew have executed this AGREEMENT in
duphwte effxtive on the day and daze fire above written.
wimeea
STATE OF MAINE
DEPARTMENT OF TRANSPORTATION
By:
✓a ED ly
Chief Engineer
CITY OF BANGOR
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