HomeMy WebLinkAbout220-State of Florida Department of Environmental Regulation, Sewer Treatment
CITY ROUTINtJ MEMO
MANAGER'S
OFFICE
_ MAYOR D
1 CITY CLERK D _ REC./PARKS DIR. D
_ CITY MANAGER SECRETARY D _ POLICE CHIEF D
_ FINANCE DIRECTOR D _ FIRE CHIEF D
_ PERSONNEL DIRECTOR D _ COM. DEVELOP. DIA. D
_ PLANNING/DEVELOP. DIR. D _ CIVIL ENGINEER D
_ PUBLIC WORKS DIRECTOR D _ BUILDING OFFICIAL D
--L UTILITY DIRECTOR D _CITY ATTORNEY D
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ACTION:
1. Your Information
2. Approval
3. Please See Me
4. Please Call Me
5. Please Handle
6. As Requested
7. Please File
8. Note and Return
9. Signature
10. OK "As Is"
11. See "Remarks"
12. ReOurConversalion
13. Your Comments or
Recommendations
14. Read and Pass On
REGARDING: (Attached Q.r-
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Department of
Environmental Protection
Lawton Chiles
Governor
Twin Towers Office Building
2600 Blair Stone Road
Tallahassee, Florida 32399-2400
Virginia B, Wetherell
Secretary
December 17, 1997
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Mr. William A. Simmons, City Manager
City of Sanford
Post Office Box 1788
Sanford, Florida 32772-1788
DEe 22 1997!
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Re: 586100 (Step 3) - Sanford
Treatment, Land Application, Sludge Facilities, III Correction
586110 (Step 2+3) - Sanford
Land Application Facilities
Dear Mr. Simmons:
The certification that the City's sewerage system capital improvement account is being
maintained in accordance with Chapter 403.1826(6), Florida Statutes, is acceptable as
submitted for the fiscal year ending September 30, 1997.
Thank you for the timely satisfaction of this requirement.
Sincer~ly,
'~iM:cwef
Bureau of Water Facilities Funding
DWB/mpt
cc: Donna M. Watt - Sanford
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REGION IV
345 COURTLAND STREET
ATLANTA. GEORGIA 30365
UNITED STATES ENVIRONMENTAL PROTECTION AGENCY
Dff)
08 1981
REF: 4WM-FP
Mr. Frank A. Faison, City Manager
City of Sanford
P.o. Box 1778
Sanford, Florida 32772-1778
Re: NPDES Pennit No. FL0020141
Administrative Order No. 87-123(wWRP)
Dear Mr. Faison:
'!his is to advise you that Administrative Order No. 87-123(wWRP)
issued on August 10, 1987, has been canplied with and placed in
an inactive status. YOl are required to neet final penni t
requirements .
Sincerely yours,
-&-~ -r2.. ~
Bruce R. Barrett, Director
Water Management Di visiCll
cc: Dale 'IWacht:rrann, EDER, Orlando
Alex Alexander, FDER, Orlando
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Comrnission..manager Plan
FRANK A. FAISON
CITY MANAGER
August 21, 1985
305/322-3161
P. O. BOX 1778
300 NORTH PARK AVENUE
CERTIFIED MAIL
RETURN RECEIPT REQUESTED
ATTENTION: BUREAU OF WASTEWATER MANAGEMENT AND GRANTS
State of Florida
Department of Environmental Regulation
Twin Towers Office Building
2600 Blair Stone Road
Tallahassee, Florida 32301-8241
RE: 586100 (Step 3) - Sanford
Sludge, Site Purchase and
Infiltration/Inflow Correction
and
586110 (Step 2+3) - Sanford
Treatment Facilities
Gentlemen:
Enclosed are executed grant documents for the above sewer projects,
as follows:
586100 Two (2) copies of Resolution No. 1415.
Two (2) copies of Grant Agreement.
586110 Two (2) copies of Resolution No. 1416.
Two (2) copies of Grant Agreement.
Cordially,
,--~ -
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Frank A. Faison
City Manager
js
Enclosures
"The Friendly City"
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RESOLUTION NO.
1415
A RESOLUTION OF THE CITY OF SANFORD, FLORIDA,
AUTHORIZING AND DIRECTING THE CITY MANAGER OF
THE CITY OF SANFORD TO ACCEPT A STATE GRANT
UNDER THE PROVISIONS OF THE FLORIDA WATER
POLLUTION CONTROL AND SEWAGE TREATMENT PLANT
GRANT ACT.
WHEREAS, the City Commission of the City of Sanford,
Florida, did seek state assistance for Step 3, land acquisition
for construction of effluent disposal facilities; sludge handling
facilities and sewer rehabilitation work to correct excessive
infiltration/inflow in the City of Sanford; and
WHEREAS,
the
Florida Department of Environmental
Regulation did offer said grant to the City of Sanford, Florida,
through a Grant Offer dated July 9, 1985;
NOW, THEREFORE, BE IT RESOLVED BY THE PEOPLE OF THE
CITY OF SANFORD, FLORIDA:
SECTION 1: That Frank Faison, City Manager, be and is
hereby
authorized
and directed to execute the Offer and
Acceptance and accept a grant offer
in
the
amount
of
$5,247,000.00 on behalf of the City of Sanford with the Florida
Department of Environmental Regulation for assistance under the
Florida Water Pollution Control and Sewage Treatment Plant Grant
Act.
SECTION 2: That Frank Faison, City Manager, be and is
hereby
authorized and directed to furnish such additional
information as the Florida Department of Environmental Regulation
may reasonably request in connection with the implementation of
the Grant Award and the subject facilities.
PASSED AND ADOPTED this
19th
day of August, A.D.
1985.
. .
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MAYOR '
y Commission of the
nford, Florida.
--2--
STATE OF FLORIDA
OEPARTMENT OF ENVIRONMENTAL REGULATION
TWIN TOWERS OFFICE BUILDING
2600 BLAIR STONE ROAD
TALLAHASSEE, FLORIDA 32301-8241
BOB GRAHAM
GOVERNOR
VICTORIA J. TSCHINKEL
SECRETARY
GRANT AGREEMENT
FOR STATE ASSISTANCE UNDER SECTION 403.1821, FLORIDA STATUTES
(Step 3 Grants)
PART I - GRANT NOTIFICATION INFORMATION
RECIPIENT INFORMATION:
1. Grant No.
586100
2. Date of Award July 9, 1985
3. Grantee
Address
City of Sanford
P.O. Box 1778
Sanford, Florida 32771
4. Red pi ent Type (City, County, etc.) City
5. Authorized Representative Frank A. Faison, City ~anager
Address Post Office Box 1778
Sanford, Flori da 32771
Phone 305/322-3161
6. Consultant (F i rm) Conklin, Porter & Holmes Engineers
Contact R. Michael Devera 11, P. E.
Address Post Office Box 1976
Sanford, Florida 32772-1976
Phone 305/322-6841
7. Legislative Districts
Senate - 11; House - 35
STATE CONTACT INFORMATION:
8. Issuing Office
(Send Payment Request to:)
Bureau of Wastewater Management & Grants
Department of Environmental Regulation
2600 Blair Stone Road
Ta 11 ahassee, Flori da 32301 904/488-8163
Form No. 17-1.217(6)(b)
Effective January 15, 1985
Protecting Florida and Your Quality of Life
GRANT NO. 586100
9. Project Manager
Bryan Goff
10. Project Title and Description:
This oroject consists of land acquisition for construction of
effluent disoosal facilities; sludoe handlino facilities and sewer
rehabilitation work to correct excessive infiltration inflo in
the Cit of Sanford. See Attachment A for com lete descri tion.
11. Project Location (Areas Impacted by Project)
Ci ty Sanford
County Seminole
Other
12. Target Date for Initiation of Project Operation October 1987
13. Project Closeout Deadline
December 1988
14. Project Design Life
20 yea rs
15. Recipient Municipality Population (1980 Census) 30,000
FUNDS:
17. Other State or
Federal Funds
$ 5,247,000
-0-
16. State Amount
18. Recipient
Contribution
10,936,205
19. Other Contribution
-0-
10,013,620
20. Allowable Project
Cost
21. Total Project Cost
$ 16,183,205
22. Account Number 2-560-1631
- 2 -
Form No. 17-1.217(6)(b)
GRANT NO. 586100
PART II - APPROVED BUDGET
PROGRAM ELEMENT CLASSIFICATION
(Construction)
TOTAL APPROVED ALLOWABLE
BUDGET PERIOD COST
1. Administration Expense
2. Land Structures, 'Right-Of-Way
3. Planning and/or Design Allowance
4. Other Engineering Fees
5. Project Inspection Fees
6. Project Performance Services, Operation
and Maintenance Manual, Performance
Certification Services
$ 1 2 , 1 00
7,458,000
457,320
136,439
124,239
41 ,920
7. Relocation Expenses
-0-
-0-
8. Relocation Payments to Individuals and
Businesses
9. Demolition and Removal
-0-
10. Construction and Project Improvement
1 ,677 ,859
12. Miscellaneous
105,743
-0-
11. Equi pment
14. Less: Exclusions
10,013,620
-0-
-0-
13. Total (Lines 1 thru 12)
15. Add: Contingencies
16. TOTAL (Share: Recipient47.6% State52.4%)* 10,013,620
17. TOTAL APPROVED ASSISTANCE AMOUNT
$5,247,000
*State share limited to Priority List funding (per 17-50.04, Florida
Administrative Code).
- 3 -
Form No. 17-1.217(6)(b)
GRANT NO.
586100
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. By acceptance of this 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.
3. 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.
4. The grantee shall complete 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.
5. 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.
6. 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
- 4 -
Form No. 17-1.217(6)(b)
GRANT NO.
586100
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.
7. 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.
8. In accordance with 40 CFR 35.2210, the grantee shall not make any
offer to acquire real property, the cost of which is allowable under
Appendix A, until the department approves the price the grantee
will offer the property owner.
9. 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 the
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.
10. Proof of flood insurance, as appropriate, shall be provided with the
executed contract documents.
11. Positive efforts shall be made by grantees and consultants to
utilize small business, minority-owned business and women-owned
business sources of supplies and services. Documentation of these
efforts must be maintained by all applicants/grantees, consulting
firms and construction contractors, as set forth in 40 CFR 33.240.
12. The grantee shall require all prime construction contractors, as
part of their bid, to certify that subcontracts have not and will
not be awarded to any firm that has been debarred for noncompliance
with the Federal Labor Standards, Title VI of the Civil Rights Act
of 1964, as amended, or Executive Order 11246, as amended. The
- 5 -
Form No. 17-1.217(6)(b)
GRANT NO.
586100
grantee shall not award contracts to any firm that has been debarred
for noncompliance with these provisions.
13. Within ninety (90) days of acceptance of this grant, grantee shall
advertise for bids. Bids shall be advertised for at least thirty
(30) days before opening.
14. Within fourteen (14) days after bid opening, grantee shall submit
EEO and MBE/WBE documentation.
15. Within fourteen (14) days after bid opening, the grantee shall
submit WBE, MBE and Small Business documentation indicating
compliance with 40 CFR 33.240 if it has not certified its
procurement system.
16. Within twenty-one (21) days after bid opening, grantee shall submit
the construction contract bidding information pertaining to
tentative selection of the low bidder.
17. 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.
18. The grantee shall notify the department in writing immediately when
contracts are awarded and submit a schedule of project outlays for
each major contract.
19. 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.
20. 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.
- 6 -
Form No.17-1.217(6)(b)
GRANT NO.
586100
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.
21. The following conditions shall be met so that payment milestones are
not delayed. All appropriate documents should be submitted thirty
(30) days before the deadlines to allow for department review.
a. No more than thirty (30) percent of the total eligible
engineering services shall be paid until the department approves
the contract for engineering services.
b. No more than fifty (50) percent grant payment shall be made
until the Final Plan of Operation is approved.
c. No more than eighty (80) percent grant payment shall be made
until the revenue generation system has been implemented.
d. No more than ninety (90) percent grant payment shall be made
until the O&M Manual is approved.
e. 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.
f. 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.
22. 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.
23. The grantee shall comply with FAC 17-50.017(2) regarding revenue
generation system requirements.
24. The sewer use ordinance shall be enacted prior to the actual date of
initiation of operation.
25. The grantee shall notify the department of the actual date of
initiation of operation.
- 7 -
Form No. 17-1.217(6)(b)
GRANT NO.
586100
26. The grantee shall comply with FAC 17-50.015(2)(i) or (j) regarding
project performance requirements.
27. The grantee agrees to initiate project close-out within 60 days
after project performance certification.
28. The grantee sha 11i nsure that project audits are conducted annua 11y
by an independent Certified Public Accountant. The audits may be
conducted concurrently with the local government1s 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.
29. 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. The state share will be adjusted to the maximum 55% funding if the
eligible project costs reduce to $9,540,000.
2. Estimated eligible construction costs were determined to be $1,677,859
or 60.5% of total construction costs ($2,772,260). This factor,
applied to relevant line items in the approved application budget,
yields the following:
Administration $ 20,000 x
Other AlE Fees - 225,519 x
Project Inspection Fees - 205,353 x
Project Performance Services - 69,290 x
60.5%
60.5%
60.5%
60.5%
= $ 1 2 , 1 00
136,439
124,239
41,920
3. The design allowance was calculated at 4.9485% of estimated eligible
building costs of $9,241,602 (includes $7,458,000 land costs).
Building Costs %*
$ 9,000,000 4.9637
9,241,602 x 4.9485 = $457,320 x 52.4% = $239,636 State Share
10,000,000 4.9007
4. The grantee shall comply with the project schedule detailed in
Attachment B to this grant award.
*From 40 CFR 35, Appendix B, Table 2, 2/17/84.
- 8 -
Form No. 17-1.217(6)(b)
GRANT NO. 586100
B. SPECIAL CONDITIONS (Continued):
s. The grantee shall initiate construction for the treatment plant
modification and expansion by December 1990 and complete construction
by June 1992. The grantee shall initiate construction of a combined
sewer separation project by June 1993 and eliminate all combined
sewer overflows to lake Monroe by December 1995. However, these
schedules (and Attachment B) shall be adjusted to be consistent with
the terms of any consent order into which the department and the
grantee enter.
6. The grantee shall perform all recommended III correction work for
the removal of approximately 1.16 MGD of infiltration and sanitary
sewer inflow from the Sanford sewer system.
7. The grantee shall obtain both Drainage Basins A and C (as shown in
Attachment C and further identified as parcels 1 and 2 in the
Boundary Survey submitted with the grant application dated r.ay 20,
1985) for land application of secondary wastewater treatment plant
effluent.
8. The grantee agrees to submit the land appraisals for the effluent
site purchase by September 1, 1985 and negotiate the land contract
and option with permission for site access (schedule based on a
negotiated pruchase, not condemnation) by November 15, 1985.
- 9 -
Form No. 17-1.217(6)(b)
GRANT NO.
586100
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 Sanford
(Recipient Organization)
for 52.4 % of all approved costs incurred up to and not exceeding
$ 5,247,000 for the support of approved budget
(Assistance Amount)
period effort described in application (including all application
modifications).
March 4, 1985 and
Construction Grant Application dated ~ay 20, 1985 included herein by
reference.
FLORIDA BY THE DEPARTMENT OF ENVIRONMENTAL REGULATION:
picta . J.------- 7/?/![;.
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 he is duly authorized to act on behalf of the recipient
organization, and (2) the recipient agrees to the general and special
conditions.
BY AND ON BEHALF OF THE DESIGNATED RECIPIENT ORGANIZATION:
--7u-h__. _ ) pkon~-
Si gnature c.....------ / Date
Typed Name and Title
Frank A. Faison. City Manaqer
- 10 -
Form No. 17-1.217(6)(b)
Final plan'of operat. . approval (required prior to
SOl. payment) 15
Implementation of the state revenue generation system (required
prior to 80% payment) 22
Operation and maintenance manual approval (required prior to
90% payment) 24
Submission of non-expendable personal property list (required
prior to 90% payment) 22
Completion of building (the date when all but minor
components of a project have been built and all
equipment i~ operational) 27
Initiation of operation 27
Sewer use ordinance and user charge adoption 22
Project performance services
Equipment start-up
26
Hands on training
27
Preventative maintenance program
28
34
Sampling program
Revised operation. and maintenance manual as necessary
(required prior to final payment for project
performance services)
37
Project performance certification (one year from
initiation of operation)
39
Note: A formal grant amendment is required before implementing project schedule
changes which may significantly delay or accelerate the project.
Attachment A
586100
Sanford
This project consists of land acquisition for construction of effluent disposal
facilities; sludge handling facilities and sewer rehabilitation work to correct
excessive infiltration/inflow in the City of Sanford. The work is described more
specifically as follows:
1. Purchase of approximately 2,900 acres of land.
2. Sludge handling facilities in bid documents further described as:
a. new 45-foot diameter gravity sludge thickener.
b. sludge grinder.
c. thickened sludge pumps.
d. return/waste sludge pumps.
e. converting existing 50-foot diameter anaerobic digester to an aerobic
digester.
f. modifying existing digester building.
g. constructing new filter press building with two 2.2-meter belt filter
presses and filter press feed pumps.
h. polymer feed facilities.
3. Purchase of sludge conveying equipment in bid documents as follows:
a. two open top semitrailers equipped with ejectors.
b. motor vehicle for hauling semitrailers.
4. Line removal and replacement in Contract "A"-State, of the bid documents,
further described as:
a. Subsystem 1 - replacing approximately 3,713 linear feet of 8-inch to
15-inch diameter sewers and constructing 13 manholes.
b. Subsystem 2 - replacing approximately 167 linear feet of IO-inch sewer
pipe.
c. Subsystem 3 - replacing approximately 330 linear feet of 24-inch sewer
pipe. .
d. Subsystem 6 - replacing approximately 397 linear feet of 8-inch sewer
pipe.
5. Rehabilitation of 35 manholes as described in Item No.1 of Contract "B"-State.
6. Rehabilitation of 74 manholes as described in Item No.3 of Contract "C"-State.
This work to be accompl ished by city forces described as "force accounL"
7. Making 64 lateral connections to new lines as detailed in Item 7 of
Contract "A"-State.
8. Internal grouting and point repairs, line removal/replacement and sliplining
of existing sewers as described in Contract "0".
The fundable portion of the project includes Items 1 through 6. Items 7 and 8 are
not eligible for funding because Item 7 involves house lateral installation; and
Item 8 involves test and seal work, point repairs without cost-effective flow
justification, and other work in Contract "0" that is part of the unapproved
Subsystem 3.
Eligibility for Items 1, 2, and 3 is limited to 67.8 percent of the construction
cost based on the ratio of existing-need flow (4.95 MGO) to design flow (7.30 MGO).
Items 4, 5, and 6 do not have any eligibility limitations. This award will result
in a 51.89-percent-grant due to the funding limitations imposed on total project
costs (reference Chapter 17-50.04, Florida Administrative Code).
~86100
Sanford
Attachment B
Items/Da~es 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)
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)
Approved
Approved
Submission of plans, specifications and plan of operation
(Step 2+3 grants)
Approved
Approval of plans, specifications and draft plan of operation
(Step 2+3 grants)
Approval of performance contract (Step 2+3 grants)
Approved
Approved
Public notices of procurement activities
1
4
5
Bid opening date(s)
Contract/subagreements award dates
Submittal of construction contract(s) and copies of executed
construction contract(s)
Issuance of notice(s) to proceed with building
5
6
Preconstruction conference
7
Construction permit(s) approvals
Building initiation (the start of the physical erection,
acquisition, alteration, improvement or extension of
the facilities)
1
7
Payment request submittals (include estimated amount)
90% payment
1
8
16
23
25
39
1st payment
1st payment for construction
50% payment
80% payment
Final
, .
4
PROPOSED RESTOR'
O.F DlKE BREACH
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,
RESOLUTION NO.
1416
A RESOLUTION OF THE CITY OF SANFORD, FLORIDA,
AUTHORIZING AND DIRECTING THE CITY MANAGER OF
THE CITY OF SANFORD TO ACCEPT A STATE GRANT
UNDER THE PROVISIONS OF THE SMALL COMMUNITY
SEWER CONSTRUCTION ASSISTANCE ACT.
WHEREAS, the City Commission of the City of Sanford,
lorida, did seek state assistance for Step 2 and 3, construction
f effluent transmission facilities and rapid infiltration basins
ith subsurface drains; and
WHEREAS,
the
Florida Department of Environmental
egulation did offer said grant to the City of Sanford, Florida,
hrough a Grant Offer dated July 12, 1985;
NOW, THEREFORE, BE IT RESOLVED BY THE PEOPLE OF THE
SANFORD, FLORIDA:
SECTION 1: That Frank Faison, City Manager, be and is
authorized
and directed to execute the Offer and
cceptance and accept a grant offer
in
the
amount
of
3,000,000.00 on behalf of the City of Sanford with the Florida
epartment of Environmental Regulation for assistance under the
mall Community Sewer Construction Act.
SECTION 2: That Frank Faison, City Manager, be and is
ereby
authorized and directed to furnish such additional
'nformation as the Florida Department of Environmental Regulation
ay reasonably request in connection with the implementation of
he Grant Award and the subject facilities.
PASSED AND ADOPTED this
19th
day of August, A.D.
985.
STATE OF FLORIDA
DEPA~TM~NT OF ENVIRONMENTAL REGULATION
TWIN TOWERS OFFICE BUILDING
2600 BLAIR STONE ROAD
TALLAHASSEE, FLORIDA 32301.8241
BOB GRAHAM
GOVERNOR
VICTORIA J. TSCHINKEL
SECRETARY
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. 586110
2. Date of Award July 12, 1985
3. Grantee City of Sanford
Address Post Office Box 1778
Sanford, Florida 32771
4. Recipient Type (City, County, etc.) city
5. Authorized Representative
Address same as 13
Mr. Frank A. Faison, City Manager
Phone 305/322-3161
6. Consultant (Finn) Conklin, Porter & Holmes, Inc.
Contact R. Michael Deverall
Address Post Office Box 1976
Sanford, Florida 32772-1976
Phone 305/322-6841
7. Legislative Districts
Senate - 11; House - 35
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
Protecting Florida and Your Quality of Life
GRANT NO.
586110
9. Project Manager
Bryan Goff
10. Project Title and Description:
Project consists of the construction of effluent transmission
facilities and rapid infiltration basins with subsurface dralns.
See Attachment A for complete description.
11. Project Location (Areas Impacted by Project)
Ci ty Sanford
County Semi no 1 e
Other
N/A
12. Target Date for Initiation of Project Operation
February 1989
13. Project Closeout Deadline
April 1990
14. Project Design Life
20 years
15. Recipient Municipality Population (1980 Census)
23,176
FUNDS:
16. State Amount
17. Other State or
Federal Funds
18. Recipient
Contribution
19. Other Contribution
.$ 3,000,000
-0-
8,910,759
-0-
20. Allowable Project
Cost
21. Total Project Cost
7,123,194
11,910,759
22. Account Number 2-560-1531
Form No. 17-1.217(6)(a)
- 2 -
GRANT NO.
586110
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.
586110
PART II - APPROVED BUDGET
PROGRAM ELEMENT CLASSIFICATION TOTAL APPROVED ALLOWABLE
(Construction) BUDGET PERIOD COST
1. Administration Expense 32,256
2. Land Structures, Right-Of-Way -0-
3. Planning and/or Design Allowance 333,548
4. Other Engineering Fees 146,220
5. Project Inspection Fees 113,840
6. Project Performance Services, Operation 46,230
and Maintenance Manual, Performance
Certification Services
7 . Demo 1 it i on and Removal -0-
8. Construction and Project Improvement 6,451,100
9. Equipment -0-
10. Miscellaneous
-0-
7,123,194
-0-
-0-
7,123,194
$ 3,000,000*
11. Total ( Li nes 1 thru 12)
12. Less: Exclusions
13. Add: Contingencies
14. TOTAL (Share: Recipient 57.9 % State 42.1%)
15. TOTAL APPROVED ASSISTANCE AMOUNT
*The maximum funding allowable for a grant from the trust fund
reserve list (17-50.04(3), Florida Administrative Code).
- 3 -
Form No. 17-1.217(6)(a)
GRANT NO.
58611 0
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 operation; 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.
586110
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 complete 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. Tne 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.
586110
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.
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 ninety (90) percent grant payment shall be made
until the O&M Manual is approved.
- 6 -
Form No. 17-1.217(6)(a)
GRANT NO.
586110
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 nonna11y
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. Estimated eligible construction costs were determined to be $6,451,100
or 67.8% of total construction costs ($9,514,900). This factor, applied
to relevant line items in the approved application budget, yields the
following:
Administration
Engineering fees
Project inspection
Project performance services
$ 47,575 x 67.8% = $ 32,256
215,664 x 67.8% = 146,220
167,905 x 67.8% = 113,840
68,186 x 67.8% = 46,230
2. The design allowance was calculated at 5.1704% of the estimated eligible
building costs of $6,451,000:
Building Costs
$6,000,000
6,451,100 X
7,000,000
%*
5.2140
5.1704 = $333,548 x 42.1% = $140,424 State Share
5.1174
3. The state share will be adjusted to the maximum 55% funding if the
eligible project costs reduce to $5,454,545.
4. The grantee shall comply with the project schedule detailed in
Attachment B to this grant award.
5. The grantee shall initiate construction for the treatment plant
modification and expansion by December 1990 and complete construction
*Per 40 CFR 35, Appendix B, Table 2, 2/17/84.
- 8 -
Form No. 17-1.217(6)(a)
GRANT NO.
586110.
B. SPECIAL CONDITIONS (Continued):
by June 1992. The grantee shall initiate construction of a combined
sewer separation project by June 1993 and eiiminate all combined
sewer overflows to Lake Monroe by December 1995. However, these
schedules (a~d Attachment B) shall. be adjusted to be consistent with
the terms of any consent order into which the department and the
grantee enter.
6. The grantee shall obtain both Drainage Basins A and C (as shown in
Attachment C and further identified as parcels 1 and 2 in the
Boundary Survey submitted with the grant application for site
purchase dated May 20, 1985) for land application of secondary
wastewater treatment plant effluent.
7. The grantee agrees to submit the land appraisals for the effluent
site purchase by SeptemBer 1,1985 and negotiate the land contract
and option with permission for site access (schedule based on a
negotiated purchase, not condemnation) by November 15, 1985.
- 9 -
Form No. 17-1.217(6)(a)
GRANT NO.
586110
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 Sanford
(Recipient Organization)
for 42.1 % of all approved costs incurred up to and not exceeding
$ 3,000,000 for the support of approved budget
(Assistance Amount)
period effort described in application (including all application
IOOdifications) .
Construction Grant Application dated
herein by reference.
May 1985
included
THE STA E OF FLORIDA BY THE DEPARTMENT OF ENVIRONMENTAL REGULATION:
/2 J;SJ)
Date
This Agreement is subject to applicable State of Florida statutory
provisions and assistance regulations. In accepting this award
and any payments made pursuant thereto, (I) the undersigned represents
that he is duly authorized to act on behalf of the recipient
organization, and (2) the recipient agrees to the general and special
conditions.
BY AND ON BEHALF OF THE DESIGNATED RECIPIENT ORGANIZATION:
r~~~-
/ ate
Signature
-~.~.
--/'
Typed Name and Title
Frank A. Faison, City Manager
- 10 -
Form No. 17-1.217(6)(a)
586110
Sanford
ATTACHMENT A
Project Description
This project consists of the construction of effluent transmission facilities and
rapid infiltration basins with subsurface drains. Specifically, the project will
include the following:
1. Approximately 1,450 linear feet of 60-inch diameter chlorine contact
pipeline.
2. A I-MGD side-line effluent flow equalization pond.
3. A 7.3-MGD effluent pump station.
4. Approximately 41,200 linear feet of 30-inch diameter force main.
5. Approximately 240 acres of rapid infiltration basins.
6. Subsurface drains.
7. A 3,000-foot exfiltration trench and limestone dike.
8. Drainage modifications.
These items are fundable and eligibility is limited to 67.8 percent of the
construction costs based on the ratio of existing-need flow (4.95 MGD) to design flow
(7.3 MGD). The award will result in a $3,000,000 grant due to the funding limitation
imposed on trust fund reserve list projects (reference Chapter 17-50.04, Florida
Administrative Code).
The project scope may be adjusted at the time of plans and specifications review.
. - .
586110
ATTACHMENT B Sanford
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
time zero
Approved
N/A
15.5
Bid opening date(s)
18.5
18.5
19
20.5
22.5
Contract/subagreements award dates
Submittal of construction contract(s) and copies of executed
construction contract(s)
Issuance of notice(s) to proceed with building
Preconstruction conference
23
23.5
23.5
18.5
Construction permit(s) approvals
Building initiation (the start of the physical erection,
acquisition, alteration, improvement or extension of
the facilities)
24
Payment request submittals (include estimated amount)
1st payment
1st payment for construction
23
25
.27
30
32
55
50% payment
80% payment
90% payment
Final
Page 1 of 4
~ ,
Fj~al'plan ~f operat1vn approval (required prior to
501 payme-nt)
26
Implementation of the state revenue generation system (required
pr i or to 801 payment) 29
Operation and maintenance manual approval (required prior to
90% payment) 31
Submission of non-expendable personal property list (required
prior to 90% payment) 31
Completion of building (the date when all but minor
components of a project have been built and all
equipment i~ operational) 42
Initiation of operation 43
Sewer use ordinance and user charge adoption 29
Project performance services
Equipment start-up
Hands on training
Preventative maintenance program
Sampling program
42 .
43
44
50
Revised operation and maintenance manual as necessary
(required prior to final payment for project
performance services)
53
Project performance certification (one year from
initiation of operation)
Note: A formal grant amendment is required before implementing project schedule
changes which may significantly delay or accelerate the project.
55
Page 2 of 4
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(Attachment B conti, ~d)
, f (I.'
'586110
Sanford
CITY OF SANFORD
DESIGN AND CONSTRUCTION
OF EFFLUENT DISPOSAL FACILITIES SCHEDULE
ITEM -
, "
lUtE ~
Months after Grant Aiiri (Est. ;"~!'''l
-..
1. Initiate land appraisals
(2 appraisals & 1 review
appraisal) and prepare
scope of engineering
services for final design
2. Step 2+3 Grant Award
and Acceptance
3. Approval of Appraisal by:FDER
4. Negotiate land contract
and option with permission
for site access (schedule
based upon a negotiated
purchase, not condemnation),
authorize & start
final design.
5. Obtain Seminole County
Conditional Use (3-6 mo.
required.. this item to
be performed concurrent
with item 6 below).
6. Submission of Plans,
Specifications, DER ,
constructioh ~ermits. other
Grant related Step 2 documen-
tation (12-1/2 months total,
including 6 mos. for boundary,
topo surveys, route survey of
force main alignment, right-
of-way research a verification,
and soils and 5-1/2 mos.
for Engineering design, plans;
documents; and one month for
preparation'of construction
e~sements, documents, prepa-
ration of permit applications
and exhibits and coordination
regarding execution of permit
applications.)
Page 3 of 4
-1-1/2
(.July 1, 1985)
o
1
(August 15, 1085)
.
(Sept. 15. 1'95)
3
(Nov. 15, 1985; ,
15-1/2
( Dee. 1, 1 986 )
DER construction permit
DOT utility permit .
Seminole County utilfty permit (ROW Use Per.it)
Railroad crossing permit
DER Dredge/Fill permit '
St. Johns River Water
Management District. management
of surface waters permit (90 days
requi red)
Army Corps of Engineers
Dredge & Fill permit
...
.
7. Review .nd approval of Plans
of . n d' S pee J f t.c e t ion s. S t e p 2 G r I n t
documentation Ind permits
(90 days).
Anticipated project permits fnclude:
I.
b.
c.
d.
e.
f.
g.
8.
18-1/2
19
Initiate Advertisement for Bids
(45 day Bid Advertisement)
9. Receive & Open Bids
20-1/2
10. Evaluate Bids. Construction
Contract Approval including
approval by FDER to award
& give Notice of Award
(60 days)
11. From Notice of Award 15 days
to submit executed construction
contract and copies of executed
Performance & Payment Bonds &
insurance certfficates
22-1/2
23
12. Preconstruction Conference
and issuance of Notice to Proceed 23-1/2
.
12. Start Construction 24
13. Substantial Completion of
Construction (15 mos.) 39
14. Final comoletion of
construc~ion' {3 mos.) 42
15. Startup and ~ertification of
compliance with FDER construction
permit (4 mos.) 46
Page 4 of 4
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(Mar. 1. 1187),
(Mlr. 15. ,.8))i
(May 1, 1 '87)
(July I, 1187)
(July IS, 1187)
(Aug. I, 1.87)
(Aug. 15, 1!)e7)
(Nov. IS, 1~38)
(Feb. 15. "a~)
(June IS, l:.bS)
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