HomeMy WebLinkAboutFlorida Department of Environmental Regulation Treatment Facilities Grant 1985
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STATE OF FLORIDA
DEPARTMENT OF ENVIRONMENTAL REGULATION
TWIN TOWERS OFFICE BUILDING
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AUG 28 1985
CITY of WINTER SPRINGS
CITY MANAGER
CERTIFI ED MAIL
RETURN RECEIPT REQUESTED
BOB GRAHAM
GOVERNOR
VICTORIA J. TSCHINKEL
SECRETARY
August 22, 1985
FILE 0
COPIES TO HIE FOLLOW!NG:
CITY CLERK ~ COMM, ~
CliY PLANNER 0 M.WOR [?
CITY ENGI1\EER ftI' ;';ijldJING [j
CHIEF FOUCE 0 FiiW;CE 0
CHIEF fiRE DEPT. 0 Pr.RSO~~iIEL 0
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Mr. Richard Rozansky, City Manager
City of Winter Springs
400 North Edgemon Avenue
Winter Springs, Florida 32708
Re: 767040 (Step 2+3) - Winter Springs
Treatment Facilities
Dear Mr. Rozansky:
The Florida Department of Environmental Regulation is pleased to offer a
state grant in the amount of $549,877 to the City of Winter Springs. The
grant offer is made under the provisions of the Small Community Sewer
Construction Assistance Act.
This offer is subject to the assurances and conditions as set forth in the
grant agreement, to any other stipulations approved by the department, and
to adjustment in amount as determined by final inspection and audit.
Please review carefully all general and special conditions of this grant
agreement. To accept this grant, sign in the space provided at the bottom
of page 10 and return (by certified mail) the original and one (1) signed
copy of the award to the department, Attn: Bureau of Wastewater Management
and Grants, 2600 Blair Stone Road, Tallahassee, Florida 32301. Also
include two (2) copies of the required resolution authorizing your
acceptance of this offer. The offer must be accepted within five (5)
calendar weeks from the date of receipt of this letter or it becomes
invalid unless a time extension is requested from the department. The time
extension request must be in writing to the Bureau of Wastewater Management
and Grants with a detailed explanation justifying your request.
You are cautioned not to advertise for bids until the following Step 2
documents have been approved: 1) biddable plans and specifications;
2) sewer use ordinance and revenue generation system; 3) draft plan of
operation; and 4) operation performance certification proposal. The
appropriate financial and site certifications must be submitted with the
biddable plans and specifications. You will receive additional
instructions on advertising for bids at the project management conference
to be held 30-45 days after approval of plans and specifications.
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The department will perform construction. engineering and administrative
monitoring functions to assure that the overall objectives of the grant are
realized and that the grant and the project will be administered in
accordance with Chapter 17-50. Florida Administrative Code. and all other
applicable state and federal laws.
It is necessary that you provide access to the project site and to
project records and that you require all consultants. contractors and
subcontractors to provide such access. Performance of monitoring functions
by the department does not relieve you of responsibility under the grant,
nor does it relieve the consultant. contractor. subcontractor or other
party from any obligation imposed by the terms of this construction grant
agreement.
To minimize delays in assisting you. please contact Bryan Goff. on
technical matters, and Kenna Study. for administrative assistance. at
904/488-8163.
Sincerely yours.
~
Victoria J.
Secretary
VJT/tf
cc: Seminole County Legislative Delegation
Conklin. Porter & Holmes. Engineers. Inc.
St. Johns River District Office
767040
Winter Springs
Attachment A
Project Description
This project consists of the construction of wastewater treatment facilities, sludge
facilities and effluent transmission/disposal facilities for the Winter Springs West
Wastewater Treatment Plant. It also includes the purchase of an existing effluent
spray irrigation site. Specifically, the project will include the following:
1. Construction of two dual media filters with a combined capacity of 1.5 MGD.
2. Modification of the existing chlorine contact chamber and installation of
chemical addition facilities.
3. Construction of a 1.5-MGD chlorine contact tank.
4. Construction of two vacuum assisted sludge drying beds with a combined
capacity of 1.5 MGD.
5. Purchase of a sludge hauling vehicle.
6. Installation of two 0.73-MGD (average daily flow) pumps at the existing
Winter Springs West effluent pump station.
7. Construction of approximately 2,600 linear feet of 6-inch diameter effluent
force main.
8. Installation of additional irrigation piping, sprayheads, and controllers at
holes 4, 5 and 6 on the Big Cypress Golf Course.
9. Modification of the existing rapid infiltration basins at the Dayron land
application site.
10. Construction of 0.33 MGD of rapid infiltration basins at the FRC land
application site and 0.15 MGO of rapid infiltration basins at the Ashley
Square land application site.
11. Purchase of an existing 37-acre land application site.
Eligibility of Items 1 through 5 is limited to 57.3 percent based upon the ratio of
existing-need flow (0.86 MGD) to design flow (1.50 MGD). Eligibility of Item 6 is
limited to 53.4 percent based upon the ratio of existing-need flow of 0.39 MGD (flow
above 0.47 MGD design capacity of existing pumps) to the design flow of 0.73 MGD
(flow of new pumps). Items 7 through 10 are not eligible for funding. Item 7 is 100
percent reserve capacity. The Big Cypress Golf Course irrigation facilities (Item 8)
are not owned, operated and maintained by the City of Winter Springs. The city has
not requested funding for Items 9 and 10. Eligibility of Item 11 is limited to 84.0
percent based upon the ratio of existing-need flow of 0.21 MGD (flow above 0.65 MGD
design capacity of existing disposal facilities) to the design flow of the new
disposal facilities of 0.25 MGD.
The scope of this project may be adjusted at the time of plans and specifications
review.
STATE OF FLORIDA
DEPARTMENT OF ENVIRONMENTAL REGULATION
TWIN TOWERS OFFICE BUILDING
2600 BLAIR STONE ROAD
TALLAHASSEE, FLORIDA 32301.8241
BOB GRAHAM
GOVERNOR
VICTORIA J. TSCHINKEL
SECRETARV
GRANT AGREEMENT
FOR STATE ASSISTANCE UNDER SECTION 403.1838, FLORIDA STATUTES
(Step 2+3 Grants)
PART I - GRANT NOTIFICATION INFORMATION
RECIPIENT INFORMATION:
1. Grant No.
767040
2. Date of Award August 22, 1985
3. Grantee City of Winter SorinQs
Address 400 North Edaemon Avenue
Winter Sorinas. Florida 32708
4. Recipient Type (City, County, etc.) City
5. Authorized Representative Richard Rozanskv. City Manaaer
Address City of Winter Sorinas
400 North EdQem~n Avenue
Winter Springs. Florida 32708
Phone 305/327-1800
6. Consultant (Firm) Conklin. Porter & Holmes EnQineers. Inc.
Contact Terry M. Zaudtke. P.E.
Address Conklin. Porter & Holmes
Post Office Box 1976
Sanford, Florida 32772-1976
Phone 305/322-6841
7. Legislative Districts
Senate - 11 & 17; House - 34
STATE CONTACT INFORMATION:
8. Issuing Office
(Send Payment Request to:)
Bureau of Wastewater Management & Grants
Department of Environmental Regulation
2600 Blair Stone Road
Tallahassee, Florida 32301 904/488-8163
Form No. 17-1.217(6)(a)
Effective January 15. 1985
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GRANT NO.
767040
9. Project Manager
Bryan Goff
10. Project Title and Description:
The project includes the construction of new treatment facilities.
new sludqe facilities and new effluent transmission/disposal facilities
for the Winter Sprinqs West Wastewater Treatment Plant plus the
purchase of an existinq effluent spray irriqation site. See Attach-
ment A for complete description and eliqibility determination.
11. Project location (Areas Impacted by Project)
City Wi nter Spri nqs County
Seminole
Other
12. Target Date for Initiation of Project Operation
December 1987
13. Project Closeout Deadline
February 1989
14. Project Design life
20 yea rs
15. Recipient Municipality Population (1980 Census) 7,475
FUNDS:
16. State Amount
17. Other State or
Federal Funds
18. Recipient
Contribution
19. Other Contribution
549,877
-0-
990,024
20. Allowable Project
. Cost
21. Total Project Cost
-0-
999,777
1,539,901
22. Account Number
Form No. 17-1.217(6)(a)
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GRANT NO.
767040
PART II - APPROVED BUDGET
PROGRAM ELEMENT CLASSIFICATION TOTAL APPROVED ALLOWABLE
(Construction) BUDGET PERIOD COST
1. Administration Expense 3.A7'
2. Land Structures, Right-Of-Way 231.000
3. Planning and/or Design Allowance 51.76R
4. Other Engineering Fees 11.058
5. Project Inspection Fees 31.151
6. Project Performance Services, Operation 10.187
and Maintenance Manual, Performance
Certification Services
7. Demolition and Removal
-0-
543.300
-0-
1 .296
883,632
-0-
116.145
999,777
S 5~9,877
8. Construction and Project Improvement
9. Equipment
I
10. Miscellaneous Soils Testing
11. Total (Lines 1 thru 12)
12. Less: Exclusions
13. Add: Contingencies
14. TOTAL (Share: Recipient ~ State ~%)
15. TOTAL APPROVED ASSISTANCE AMOUNT
- 3 -
Form No. 17-1.217(6)(a)
GRANT NO.
767040
PART III - AWARD CONDITIONS
A. GENERAL CONDITIONS
1. The grantee covenants and agrees that it will expeditiouslY initiate
and timely complete the project work for which assistance has been
awarded under this agreement, in accordance with all applicable
provisions of the Florida Administrative Code. The grantee
warrants, represents, and agrees that it, and its contractors,
subcontractors, employees and representatives, will comply with all
applicable provisions of FAC 17-50, including federal regulations
adopted by reference.
2. Grantee shall complete the project as described in the award without
benefit of any additional grant funds and regardless of any
subsequent eligibility determination at time of final audit. This
could result in less than 55% state funding participation.
3. By acceptance of the grant, the grantee agrees to pay the non-state
project costs and commits itself to complete the treatment works in
accordance with the facilities plan, plans and specifications and
related grant documents approved by the department, and to maintain
and operate the treatment works in accordance with all applicable
provisions of the Florida Administrative Code for the design life of
the treatment works.
4. The grantee shall accept/flows from any community or area so
designated in the approved facilities plan to be served by the
system funded by the department, generally without regard to any
conditions other than sewer use ordinance restrictions, user charges
developed on an equitable cost basis and the terms of the
intermunicipal agreements required by 40 CFR 35.2107.
5. Grantee shall obtain all necessary construction-related permits,
including the required department permit, before initiating
construction. It is the grantee's responsibility to secure any
Section 404/Section 20 permits required by the U.S. Army Corps of
Engineers for construction involving wetlands or navigable waters.
With the submittal of plans and specifications, the grantee shall
provide written certification that no Section 404/Section 20 permits
are required, or shall include in the plans and specifications
provisions for obtaining such permits.
- 4 -
Form No. 17-1.217(6)(a)
GRANT NO.
767040
6. Grantee agrees to avoid, if at all possible, locating structures in
a floodway as designated on the applicable Flood Hazard Boundary
Map. If no suitable alternative exists to locating in a floodway,
the grantee agrees to submit the following information to the
Federal Emergency Management Agency (FEMA), Region IV,
1375 Peachtree Street, N.E., Atlanta, Georgia 30365:
a. delineated location of the proposed construction on a Flood
Hazard Boundary Map;
b. description of the structure sufficient to determine potential
flood flow obstruction; and
c. first-floor elevation relative to the 100-year flood level
(jurisdictional location within city limits or in unincorporated
county) and percentage of structure value which will lie below
grade.
7. The grantee shall submit the appropriate site certification and
obtain approvals of the following Step 2 documents before
advertising for bids:
a. biddable plans and specifications;
b. sewer use ordinance and revenue generation system;
c. draft plan of operat1on; and
d. project performance proposal.
8. Proof of flood insurance, as appropriate, shall be provided with the
executed contract documents.
9. Within ninety (90) days of approval of plans and specifications,
grantee shall advertise for bids. Bids shall be advertised for at
least thirty (30) days before opening.
10. Within twenty-one (21) days after bid opening, grantee shall submit
the construction contract bidding information pertaining to
tentative selection of the low bidder.
11. Within sixty (60) days of receipt of the bidding information, the
department shall conduct a review to ensure compliance with all
applicable procurement regulations. The grantee is cautioned not to
award contracts or issue the notice to proceed until the department
has given the authority to award. The grantee shall ensure that the
bids remain open until completion of this review process.
- 5 -
Form No. 17-1.217(6)(a)
GRANT NO.
767040
.
12. The grantee shall notify the department in writing immediately when
contracts are awarded and submit a schedule of project outlays for
each major contract.
13. The grantee shall retain all project records for three (3) years
following final grant payment or for such other period as prescribed
by the department.
14. It is the policy of the department to make timely periodic grant
payments and to require the grantee to make prompt periodic payment
on subagreements. Partial payments on this grant shall be made
within 45 days of request, subject to adequate documentation of
incurred eligible costs and subject to the grantee's compliance with
the conditions of this grant and subsequent amendments.
a. The grantee agrees to make prompt payment to its contractor and
to retain only such amounts as may be justified by specific
circumstances and provisions of this grant or the construction
contract.
b. The grantee shall ensure that appropriate provisions to
implement this prompt payment requirement are included in all
construction contracts as well as associated subcontracts.
15. The following conditions shall be met so that payment milesteones
are not delayed. All appropriate documents should be submitted
thirty (30) days before the deadlines to allow for department
review. I
a. Prior to any grant payment the required revenue generation
system shall be approved.
b. No more than thirty (30) percent of the total eligible
engineering services shall be paid until the department approves
the contract for engineering services.
c. No more than fifty (50) percent grant payment shall be made
until the Final Plan of Operation is submitted and approved.
d. No more than eighty (80) percent grant payment shall be made
until the revenue generation system has been implemented.
\ '
e. No more than ni nety <,~O) percent grant payment sha 11 be made
until the O&M Manual is approved. .'
- 6 -
Form No. 17-1.217(6)(a)
GRANT NO.
767040
f. No more than ninety (90) percent grant payment shall be made
until a list of all non-expendable personal property purchased
in part or in whole with grant funds (prepared in accordance
with 40 CFR 30.531 and 30.532) is submitted.
g. The department may withhold payment of up to 10% of the grant
until project performance certification is provided or until all
necessary corrective actions have been carried out.
16. The following documentation shall be submitted with all payment
requests:
a. engineering invoices and prime contractor invoices (if not
cumulative, all invoices must be submitted); and
b. any special grant conditions precluding payment shall be
satisfied.
17. All measures required to minimize water pollution to affected waters
shall be employed in the construction of the facilities including
compliance with Section 404 of Pl 92-500, as amended. The approval
of this project for financial assistance does not constitute
sanction or approval of any changes or deviation from established
water quality standards, criteria, or implementation dates, or from
dates established by applicable enforcement proceedings.
18. The grantee shall comple~e the project as defined in the grant
agreement within the given project period. The grantee shall
require contractors to satisfactorily complete all work within the
time stated in the executed contract (subagreement). Exception: In
the event situations occur which require an extension of the project
and budget periods, the department, upon submission of a justified
request, may grant an extension. Extension of any contract
completion date shall be submitted to the department for approval.
19. The grantee shall comply with FAC 17-50.017(2) regarding revenue
generation system requirements.
20. The sewer use ordinance shall be enacted prior to the actual date of
initiation of operation.
21. The grantee shall notify the department of the actual date of
initiation of operation.
22. The grantee shall comply with FAC 17-50.015(2)(i) or (j) regarding
project performance requirements.
- 7 -
Form No. 17-1.217(6)(a)
GRANT NO.
767040
23. The grantee agrees to initiate project close-out within 60 days
after project performance certification.
24. The grantee shall insure that project audits are conducted annually
by an independent Certified Public Accountant. The audits may be
conducted concurrently with the local government's normally
scheduled audits; however, a separate audit report shall be prepared
for each grant-funded project and submitted to the department.
Audit reports shall include a balance sheet, operating statement,
and comparison of actual expenditures versus budgeted program
element amounts, and shall assess whether or not expenditures were
in accordance with the grant conditions.
25. The grantee shall be allowed a maximum of thirty (30) days to submit
documentation substantiating project expenditures to offset any
amount identified in a final audit report as a reimbursement due the
department for noncompliance with applicable requirements.
B. SPECIAL CONDITIONS:
1. Eligible construction costs were determined to be $543,300 or 56.27%
of total construction costs ($965,500). This factor, applied to the
relevant line items of the approved application budget, yields the
fo 11 owing:
Project inspection fees - $55,359 x 56.27% = $31,151
Project performance fees/ - 18,103 x 56.27% = 10,187
Soils testing 2,304 x 56.27% = 1,296
Other engineering fees 19,652 x 56.27% = 11,058
2. The design allowance was calculated to be 6.6858% of the estimated
eligible building costs of $774,300 (includes $231,000 eligible
site acquisition):
Building Costs
$700,000
774,300 x
800,000
%*
6.7666
6.6858 = $51,768 x 55% = $28,472 State Share
6.6578
3. The grantee shall comply with the project schedule detailed in
Attachment B to this grant award.
4. Administration expense was calculated at 0.5% of eligible building
costs of $774,300 (per FAC 17-50.092).
5. Contingencies were calculated at 15% of eligible building costs
of $774,300 (per FAC 17-50.095).
*From 40 CFR 35, Appendix B, Table 2, 2/17/84.
- 8 -
Form No. 17-1.217(6)(a)
-)
GRANT NO.
767040
B. SPECIAL CONDITIONS (Continued):
6. The grantee shall acquire grant eligible real property in accordance
with FAC 17-50.016.
- 9 -
Form No. 17-1.217(6)(a)
GRANT NO.
767040
PART IV
NOTE: The Agreement must be completed in duplicate and the Original
returned to the Bureau of Wastewater Management and Grants within
5 calendar weeks after receipt or within any extension of time as
may be granted by the bureau.
Receipt of a written refusal or failure to return the properly
executed document within the prescribed time. may result in the
withdrawal of the offer by the Agency. Any change to the
Agreement by the recipient subsequent to the document being signed
by the DER Award Official which the Award Official determines to
materially alter the Agreement shall void the Agreement.
OFFER AND ACCEPTANCE
The State of Florida. acting by and through the Department of
Environmental Regulation. hereby offers assistance to the
City of Winter SprinQs
(Recipient Organization)
for 55 % of all approved costs incurred up to and not exceeding
$ 549.877 . for the support of approved budget
(Assistance Amount)
period effort described in application (including all application
modifi cat ions) .
Construction Grant Application dated
herein by reference.
April 11. 1 C}R5
included
THE STATE OF FLORIDA BY THE DEPARTMENT OF ENVIRONMENTAL REGULATION:
v&~~j~~T~ ink:l:~~~y~' 4ro~~-::J.2, I r 8!;;
This Agreement is subject to applicable State of Florida statutory
provisions and assistance regulations. In accepting this award
and any payments made pursuant thereto. (1) the undersigned represents
that e is duly authorfized to act on behalf of the recipient
or n"zation. and (2)fthe recipient agrees to the general and special
co di ions.~'
THE DESI NATED RECIPIENT ORGANIZATION:
1 /:J..~ j f',.'-
Date
Typed Name and Title
Richard Rozanskv. Citv ~anaqer
- 10 -
Form No. 17-1.217(6)(a)
~
767040
Attachment B Winter Springs
Items/Dates to be Included on the Project Schedule
Schedule for each item should be provided as number of months from grant award.
Step 2+3 approval or Step 3 award (time zero)
Approval of the proposed state revenue generation system -
prior to procurement and prior to any grant payment
(Step 2+3 grants)
Value engineering approval (if required)
Submission of plans, specifications and plan of operation
(Step 2+3 grants)
Approval of plans, specifications and draft plan of operation
(Step 2+3 grants) ~
Approval of performance contract (Step 2+3 grants)
Public notices of procurement activities
Bid opening date(s)
Contract/subagreements award dates
Submittal of construction contract(s) and copies of executed
construction contract(s)
Issuance of not1ce(s) to proceed with building
Preconstruction conference
Construction permit(s) approvals
Building 1nitiation (the start of the physical erection,
acquisition, alteration, improvement or extension of
the facilities)
~
Payment request submittals (include estimated amount)
1st payment
1st payment for construction
50% payment
80% payment
90% payment
Final
l .
time zero
2
N/A
8
11
12
11
12
13
13
13
13
10
14
7
16
.20
24
26
37
Winter Springs
Final plan of operation approval (required prior to
501 payment)
Imalementation of the state revenue generation system
prfor to 80X payment)
Operation and maintenance manual approval (required prior to
90X payment)
20
(required
24
26
Submission of non-expendable personal property list (required
prior to 90X payment)
26
Completion of building (the date when all but minor
components of a project have been built and all
equipment i~ operational)
Initiatl6n of operation
Sewer use ordinance and user charge adoption
"
28
28
4
Project performance services
Equipment start-up
Hands on training
Preventative maintenance program
Sampling program
Revised operation and maintenance manual as necessary
(required prior to final payme~t for project
performance services)
Project performance certification (one year from
initiation of operation)
Note: A formal grant amendment 1s required before implementing project schedule
changes which may significantly delay or accelerate the project.
29
29
29
31
34
40
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