Loading...
HomeMy WebLinkAboutFlorida Department of Environmental Regulation Treatment Facilities Grant 1985 I- I I ! , f STATE OF FLORIDA DEPARTMENT OF ENVIRONMENTAL REGULATION TWIN TOWERS OFFICE BUILDING ~~OLOL~~1fl!::/r~~~~b'~~1tf'j\~ l~ ,~..., v.... ~ 'J 11.~ ." 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 PU3LlC \'IORi<S 0 HWD{{ A'/lAY 0 I.... RLTlJHN l3' r:,;1. ~'1 COMPLETED ON: W~\ 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. Pr"fprfinn FI"rlnn nnn Y""r nllnfj," ,.,( I i(" ;; . :""jii.:' . . ,,1 -2- 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 PmfDrfi"" Ff,!rirf" ""rl Ynf/r n,lf1fitv nf' if" 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) - 2 - LJ 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 , i \ . " . ~. .' 1..-".;. , ~." .