HomeMy WebLinkAbout2018 07 09 Consent 301 Project Agreement with Natural Resources Conservation ServiceCOMMISSION AGENDA
ITEM 301
REQUEST:
Informational
Consent
X
Public Hearings
Regular
July 09, 2018 SB BF
Regular Meeting City Manager Department
The Community Development Department requests that the City Commission authorize
entering into a Proj ect Agreement with the Natural Resources Conservation Service
(MRCS) for federal and local match funding of four critical Emergency Watershed
Protection projects as a result of damages from Hurricane Irma, in the total amount of
$1,569,491.67.
SYNOPSIS:
The Natural Resources Conservation Service (NRCS) is a federal agency under the United
States Department of Agriculture (USDA). NRCS administers the Emergency Watershed
Protection Program (EWP), which is a national program designed to provide funding
assistance to local entities after a natural disaster. The City experienced creek bank
stabilization failures, and partial creek blockages due to debris and sedimentation in creeks,
during Hurricane Irma. This agenda item is for approval to enter into a Project Agreement
with NRCS to federally fund four critical watershed protection projects. All projects have a
25% local match that is funded by the City or private entities as applicable. The total value
of all projects under the agreement is $1,569,491.67.
CONSIDERATIONS:
The Natural Resources Conservation Service (NRCS) is a federal agency under the United
States Department of Agriculture (USDA) that administers the Emergency Watershed
Protection Program (EWP). The EWP is a national program which responds to emergencies
created by natural disasters and provides funding assistance to local entities. The EWP
program is designed to help people and conserve natural resources by relieving imminent
hazards to life and property caused by floods, fires, windstorms, and other natural
Consent 301 PAGE 1 OF 3 - July 09, 2018
occurrences.
The City has completed several EWP projects through MRCS, dating back to 2005 as a
result of the 2004 hurricanes. The City most recently completed an EWP project in 2008 for
Gee Creek Bank Stabilization at Hacienda Village. This project included the installation of
steel sheet pile retaining walls along the creek banks for ground stabilization.
On December 5, 2017, the City of Winter Springs submitted a request to the NRCS for
federal assistance under the provisions of Section 216 of the Flood Control Act of 1950,
Public Law 81-516 or Section 403 of the Agricultural Credit Act of 1978, Public Law 95-
334, to restore damages sustained in the City of Winter Springs by Hurricane Irma on
September 10 and 11, 2017 (Exhibit A).
The work proposed consists of the following four major projects at a total combined cost of
$1,569,491.67:
. Sheet pile bank stabilization in Gee Creek at Hacienda Village: $1,312,000
. Sheoah Creek bank stabilization at Pebble Creek: $99,781.67
. Debris removal from City creeks at various locations: $80,700
• Sediment removal from various bridges and critical crossings: $77,010
All four projects require a 25% local match, per the terms of the Project Agreement. The
remaining 75% is federally funded by reimbursement. The Hacienda Village and Pebble
Creek EWP projects are located entirely on private property and thus these two projects
require the local match to be privately funded by the respective community associations.
The community associations for both Hacienda Village and Pebble Creek have agreed to
provide their necessary 25% local cost share. The City will require the community
associations to front their local cost share to the City before any work begins. On the
Hacienda Village and Pebble Creek projects, the City will administer the permitting, design,
construction, and project management.
The City will be responsible for funding the 25% local match share on the debris and
sediment removal projects, in the amount of $39,427.50.
The City will advance fund the federally funded (MRCS) portion of all projects, which will
be reimbursed by NRCS upon completion of the work and receipt and approval of the
proper reimbursement forms. The City would advance fund an estimated total of
$1,216,546.26 for the four projects, with $1,177,118.76 being reimbursable through MRCS,
and the remaining $39,427.50 being the City's cost share on the debris and sediment
removal projects.
A detailed breakdown of the proposed projects, schedules, and cost estimates are provided
in Exhibit B. Based on current estimates, the 25% cost share allocations will be as follows:
Privately funded 25% cost share amounts:
. Hacienda Village Sheet Piles: $328,000.00
. Pebble Creek Gabion Bags: $24,945.42
City funded 25% cost share amounts:
. City Sedimentation Removal: $19,252.50
. City Debris Removal: $20,175.00
Consent 301 PAGE 2 OF 3 - July 09, 2018
The steps to complete the projects are as follows:
. City and NRCS to finalize design concepts (sheet piles and gabion bags)
. Hacienda Village and Pebble Creek to provide City with their required 25% cost
share
. City proceeds with design and permitting
. City/NRCS approval of final design
. Bidding and City/NRCS approval of construction contract
. Construction, with project completion within 200 days after the agreement is signed
The Project Agreement, which was not available at the time the agenda item was
prepared, will be very similar to previous Project Agreements with NRCS executed after
past storm events.
FISCAL IMPACT:
The total cost to the City, post reimbursement, is up to $39,427.50 and is funded by the
Stormwater Utility Fund.
COMMUNICATION EFFORTS:
This Agenda Item has been electronically forwarded to the Mayor and City Commission,
City Manager, City Attorney/Staff, and is available on the City's Website, LaserFiche, and
the City's Server. Additionally, portions of this Agenda Item are typed verbatim on the
respective Meeting Agenda which has also been electronically forwarded to the individuals
noted above, and which is also available on the City's Website, LaserFiche, and the City's
Server; has been sent to applicable City Staff, Media/Press Representatives who have
requested Agendas/Agenda Item information, Homeowner's Associations/Representatives
on file with the City, and all individuals who have requested such information. This
information has also been posted outside City Hall, posted inside City Hall with additional
copies available for the General Public, and posted at six (6) different locations around the
City. Furthermore, this information is also available to any individual requestors. City Staff
is always willing to discuss this Agenda Item or any Agenda Item with any interested
individuals.
RECOMMENDATION:
Staff recommends the City Commission authorize entering into a Project Agreement with
the Natural Resources Conservation Service (NRCS) for federal and local match funding
of four critical Emergency Watershed Protection projects as a result of
damages from Hurricane Irma, in the total amount of $1,569,491.67, and authorize the City
Manager and the City Attorney to prepare and execute any and all applicable documents.
The applicable documents include the Project Agreement, design services agreements,
construction contracts, permit applications, purchase orders, and related documents as
applicable.
ATTACHMENTS:
1. Exhibit A - Request for Assistance (1 page)
2. Exhibit B - Costs and Schedules (2 pages)
Consent 301 PAGE 3 OF 3 - July 09, 2018
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Utility/Public Works
Department
December 5, 2017
Russell Morgan
State Conservationist
Exhibit A - Request for Assistance
CITY OF WINTER SPRINGS, FLORIDA
Natural Resources Conservation Service
2614 NW 43`d Street
Gainesville, Florida 32606
Dear Mr. Morgan:
1126 EAST STATE ROAD 434
WINTER SPRINGS, FLORIDA 32708-2799
Telephone (407) 327-1800
The City of Winter Springs requests Federal assistance under the provisions of Section 216 of
the Flood Control Act of 1950, Public Law 81-516 or Section 403 of the Agricultural Credit
Act of 1978, Public Law 95-334, to restore damages sustained in the City of Winter Springs
by Hurricane Irma on September 10 and 11, 2017. The work proposed is for the removal of
storm debris, including fallen trees and vegetation that are impeding or diverting flow, as well
as repair of significant storm related erosion. The work will occur in the City's sections of
Gee Creek, Howell Creek, Soldiers Creek and its tributaries. This work is necessary to
safeguard lives and property from an imminent hazard of flooding and severe erosion
potentially resulting in substantial property and structural damage.
We understand, as sponsors of an Emergency Watershed Protection (EWP) Program project,
that our responsibilities will include acquiring land rights and any permits needed to
construct, and if required, to operate and maintain proposed measures. We are prepared to
provide local efforts towards the funding of 25% of the requested work in dollars or in-kind
services.
Please feel free to contact me at 407-327-5977 or at zperez@winterspringsfl.org or Bryant
Smith at 407-327-8979 or at bsmith@winterspringsfl.org for additional information that you
may need to process our request.
Sincerely,
Zynka Perez, CFM
Stormwater Utility Manager
cc: Lena Rivera, P.E. - Public Works/ Utility Director
Brian Fields, P.E. - Community Development Director
Exhibit B - Costs and Schedules
Sponsored Bank Stabilization Projects
Hacienda Sheet Pile Cost Breakdown
Design & Permitting $32,800.00
Mobilization $65,600.00
Erosion Control $13,120.00
Construction $1,187,360.00
Asbuilts $13,120.00
TOTAL $1.312.000.00
25% Cost Share $328,000.00
Pebble Creek Gabion Bags
Design &Permitting
Mobilization
Erosion Control
Construction
Asbuilts
TOTAL
25% Cost Share
$8,448.33
$20,550.00
$6,850.00
$57,083.33
$6,850.00
99 781.67
$24,945.42
Sheet Pile Schedule
Pebble Creek Gabion Bads
Duration (days)
Cumulative
Duration (days)
Duration (days)
Cumulative Duration
(days)
Obtain Agreement Signatures
5
5
Obtain Agreement Signatures
5
5
Pre -Design Meeting
1
6
Pre -Design Meeting
1
6
Preliminary Design and Survey
15
21
Preliminary Design and Survey
10
16
NRCS Review
5
26
NRCS Review
5
21
Final Design
25
51
Final Design
10
31
Permitting
25
76
Permitting
25
56
Advertise for Bids
30
106
Advertise for Bids
30
86
Contractor Selection & Award
5
111
Contractor Selection & Award
5
91
Pre -Construction Meeting
1
112
Pre -Construction Meeting
1
92
Construction
86
198
Construction
15
107
Inspections
1
199
Inspections
1
108
Record Drawings
1
200
Record Drawings
1
109
Erosion Control $1,925.25
Remove and Haul $71,234.25
TOTAL 77 010.00
25% Cost Share 519.252.50
Winter Springs Debris and Sedimentation Projects
Gee Creek Debris Removal Cost Breakdown
Mobilization $1,900.00
Removal Operations $36,100.00
ETOTAL 538.000.00
Howell Creek Debris Removal Cost Breakdown
Mobilization $1,800.00
Removal Operations $34,200.00
ETOTAL 536.000.00
Sheoah Creek Debris Removal Cost Breakdown
Mobilization $335.00
Removal Operations $6,365.00
TOTAL 1 S6,700.00
Debris Total
6 Cost Share
(days)
I Duration (days)
Duration (Days)
Duration
for Bids
15
15Advertise
for Bids
15
15
r Selection & Award
5
20
Contractor Selection &Award
5
20
ruction Meeting
1
21
Pre -Work Meeting
1
21
on
5
26
Removal Operations
110
133
s
1
27
Sheoah Creek Debris Removal Cost Breakdown
Mobilization $335.00
Removal Operations $6,365.00
TOTAL 1 S6,700.00
Debris Total
6 Cost Share