205-CPH-DEP-Project No. C120586140
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CITY ROUTING MEMO
MANAGER'S
OFFICE
_ MAYOR D
2 CITY CLERK D _ REC./PARKS DIR. D
_ CITY MANAGER SECRETARY D _ POLICE CHIEF D
~ANCE DIRECTOR D _ FIRE CHIEF D
_ PERSONNEL DIRECTOR D _ COM. DEVELOP. DIR. D
_ PLANNING/DEVELOP. DIR. D _ CIVIL ENGINEER 0
_ PUBLIC WORKS DIRECTOR 0 _ BUILDING OFFICIAL 0
L UTILITY DIRECTOR 0 _CITY ATTORNEY 0
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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. ReOurConversation
13. Your Comments or
Recommendations
14. Read and Pass On
REGARDING: (Attached or-
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PLEASE RESPOND NO LATER THAN:
FROM
DATE
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RECEIVED
Dep.artment of
Environmental Protection ~
MAR 22 1995
LMloe..
CITY OF SANFORD
Lawton Chiles
Governor
Twin Towers Office Building
2600 Blair Stone Road
Tallahassee, Florida 32399-2400
Virginia B. Wetherell
Secretary
March 17, 1995
Mr. william A. simmons, city Manager
city of Sanford
Post Office Box 1788
Sanford, Florida 32772-1788
Re: C120586140 (step 3) - Sanford
Collection system
Dear Mr. simmons:
The final inspection has been completed on this federal
construction grant project. We determined the total eligible
cost to be $4,678,480 of which the federal share is $2,573,164.
The final payment of $12,556 has been authorized. Enclosed is a
final payment summary for your records.
All grant payments and other transactions regarding your project
may be checked by a federal auditor. Please keep the records for
this project together and available for three years should an
audit be scheduled.
We commend you and all others engaged in the planning, design,
construction and operation of this project for your service to
your community and contribution to water pollution control.
Proper operation and maintenance of these facilities will assure
their maximum useful life and benefit for your community while
protecting Florida's water resources.
Guidance entitled "Grant Regulations Requiring Action by
Applicant" is enclosed to assist the City in continuing to comply
with applicable requirements. If you have any questions, please
call Troy Mullis at 904/488-8163.
aI, n ely,
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Don . Berryh1 , P.E., Ch1ef
Bureau of Wat Facilities Funding
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Enclosures
cc: Mario Machado - EPA
carolyn c. Small - Sanford
Terry M. Zaudtke- Conklin, Porter &
Holmes-Engineers, Inc./Sanford
Christianne Ferraro - DEP/Orlando
John Tennant - COE/Jacksonville
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PROJECT NUMBER
C1?0586140
Sanford
DATE January 9. 1995
PREPARED BY Bryan Goff
REVISED: February 20, 1995
A.PPLICANT
FINAL PAYMENT WORKSHEET
ADDITIONS DEDUCTIONS
TOTAL
EPA ELIGIBLE TOTAL DAYS
CONTRACTS * AMOUNT
1 2,703.000,00 624,240.56 217.863.57 3.109,376,99 3,063.300.16
2 833.178.00 37,658.73 1.036.05 869.800.68 859,925.28
1A(FA) 28,141.08 28.141,08 21.056.33
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Total Amount 4,007,318.75 3.944,281.77
*See attached worksheet for each contract
Total EPA Eliqible
Total Construction 4.007,319 3,944,282
Design Allowance 195.945
Land Acquisition (if applicable) I
Relocation (if applicable)
Relocation Expense
Appraisal Costs
Legal I
,AlE Basic Fees I 547,267 I 538.253'"
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lother AlE Fees I i I
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Inspection Fees I
Administrative Expenses I
Total Eligible I *
4,678 :480
Grant Amount EPA 55 % I 2,573,164
Grant Amount (Other Funds) I
I
Grant Amount IIA Funds \
Total Grant Amount 2,573,164
Previously Paid 2,560,608 I
Final Amount Due 12,556
*
Eligible amount exceeds grant amount.
GRANT REGULATIONS REQUIRING ACTION BY APPLICANT
1) The project records must be maintained (stored) for a minimum of
three (3) years following the date of approval of the final payment
request for the last project of the grant or three (3) years after
settlement of the final audit.
2) Federal Regulations require that any income derived from interest
earned on Federal grant dollars must be returned to the Environmental
Protection Agency (EPA) as required by 40 CFR 30.620-3. If you have
not already done so, we encourage you to pay promptly all persons and
firms involved in the construction and design of this project.
3) The User Charge must be reviewed at least every two (2) years for
compliance with 40 CFR 35.929-2(b) as follows:
Biennial review of operation and maintenance charges. The grantee
shall review not less often than every two (2) years the wastewater
contribution of users and user classes, the total costs of operation
and maintenance of the treatment works, and its approved user charge
system. The grantee shall revise the charges for users of user classes
to accomplish the following:
a. Maintain the proportionate distribution of operation and
maintenance costs among users and user classes as required herein; .
b. Generate sufficient revenue to pay the total operation and
maintenance costs necessary to the proper operation and maintenance
(including replacement of the treatment works); and
c. Apply excess revenues collected from a class of users to the costs
of operation and maintenance attributable to that class for the
next year and adjust the rate accordingly.
4) Compliance with 40 CFR 30.810 as follows:
Section 30.810 - Property.
Except as otherwise prescribed by statute or the grant agreement,
Sections 30.810-1 through 30.810-9 prescribe policies and procedures
governing management and ownership of real property and tangible
personal property whose acquisition cost is borne in whole or in part
by EPA as a direct cost under a grant. Grantees are authorized to use
their own property management standards and procedures as long as the
minimum standards of these sections are included.
Section 30.810-1 - Definitions.
The following definitions apply for the purpose of Sections 30.810-1
through 30.810-9.
(5) Acquisition date (or date received, if the property was
furnished by the Federal Government) and cost,
(6) Location, use, condition of property, and date the information
was reported,
(7) Ultimate disposition data, including sales price or the method
used to determine current fair market value where a grantee
compensates EPA for its share,
(8) Unit acquisition cost.
b. A physical inventory of property that is taken, and the results
reconciled with the property records, at least once every two
years. The grantee shall, in connection with the inventory, verify
the existence, current utilization, and continued need for the
property.
c. A control system which insures adequate safeguard to prevent loss,
damage, or theft to the property. Any loss, damage, or theft of
nonexpendable property shall be investigated and fully documented.
If the property was owned by the Federal Government, the grantee
shall promptly notify the Project Officer.
d. Adequate maintenance procedures which insure that the property is
maintained in good condition and that instruments used for
precision measurement are periodically calibrated.
e. Proper sales procedures for unneeded property which would provide
for competition to the extent practicable and result in the highest
possible return.
f. Identification of property owned by the Federal Government to
indicate Federal ownership.
Section 30.810-4 - Title to property.
Except as may be otherwise provided by law in this subchapter or in the
grant agreement, title to all real or personal property whose
acquisition cost is a direct cost under a grant project shall vest in
the grantee, subject to such interest in the United States as may be
provided for in this subchapter or in the grant agreement. For all
property with an acquisition cost of $10,000 or more per unit the
grantee shall assure that the interest to the United States in the
property is adequately reflected and protected in compliance with all
recordation or registration requirements of the Uniform Commercial Code
or other applicable local laws.
Section 30.810-5 - Real Property.
a. The grantee shall use the real property for the purpose of the
original grant.
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upgrading expansion, replacement, or reconstruction of
treatment works associated with the project.
,
Section 30.810-6 - Federally-owned nonexpendablepersonal property.
a. Title to the federally-owned property (property to which the
Federal Government retains title) remains vested by law in the
Federal Government.
b. Upon termination of the grant or need for the property, such
property shall be reported to EPA for further agency utilization
or, if appropriate, for reporting to the General Services
Administration for other Federal agency utilization. Appropriate
disposition instructions will be issued to the grantee after
completion of EPA review. Under no circumstances shall grantees
sell Government-owned property.
Section 30.810-7 - Nonexpendable personal property acquired with
Federal funds.
a. Use.
(1) When nonexpendable personal property is acquired by a grantee
as direct cost under a grant, the grantee shall retain the
property in the grant program for its useful life or as long
as there is a need for the property to accomplish the purpose
of the grant program, whichever is shorter.
(2) During the time that nonexpendable personal property is held
for use on the project or program for which it was acquired,
the grantee shall make it available for use on other projects
or programs if such other use will not interfere with the work
on the project or program for which the property was
originally acquired. If the property is owned by the Federal
Government, use on other activities not sponsored by the
Federal Government is permissible subject to prior approval by
EPA. User charges will be made, if appropriate.
(3) Except as may be prOvided in the grant agreement, when there
is no longer a need for such property for the grant program,
the grantee may utilize the property in the following order of
pri ority:
i. Other grant activities sponsored by EPA,
ii. Grant activities sponsored by other Federal agencies.
b. Disposition. When the grantee no longer has need for the property
in any of its federal grant programs, property disposition will be
as f 011 ow s :
(1) For a 11 grantees except profit-mak i ng organi zati ons ~
nonexpendable property with an acquisition cost of less than
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iv. EPA shall issue disposition instructions to the grantee
within 120 days. If disposition instructions are not
received within 120 days after reporting, the grantee
sha 11 se 11" the property and reimburse EPA an amount
which is computed by applying the percentage of Federal
participation in the grant program to the sales
proceeds, less $100 or 10 percent of the proceeds,
whichever is greater, for selling and handling
expenses.
Section 30.810-8 - Expendable personal property acquired with grant
funds.
Title to expendable personal property shall vest in the grantee upon
acquisition. If there is a residual inventory of such property
exceeding $1,000 in total aggregate fair market value upon termination
or at the conclusion of the project period, and the property is not
currently needed for anY.other federally-sponsored project or program,
the grantee shall retain the property for use on nonfederally-sponsored
activities, or sell it, but must in either case, compensate EPA for its
share. The amount of such compensation shall be computed by applying
the percentage of Federal participation in the net cost of the project
to the current fair market value of the property.
Section 30.810-9 - Property reports.
Property reports must be furnished in accordance with Section 30.635-5.
5) Maintain flood insurance if applicable.
6) Assure proper economic and efficient operation and maintenance of the
treatment works (including the sewer system).
7) Assure that the treatment works meet the requirements of the NPDES
permit .
8) Comply with any special conditions placed on the grant that require
action after completion of construction.
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RECEIVED
Lawton Chiles
Governor
Department of ,
E · I P '. ' MAR 22 1995
nVlronmenta rotectlon ()-- CPAIDC
. CITV OF SANfORQ
TWin Towers Office Building
2600 Blair Stone Road
Tallahassee, Florida 32399-2400
Virginia B. Wetherell
Secretary
March 15, 1995
Ms. Linda Mobley
Office of Policy & Management
Grants Administration
u.s. Environmental Protection Agency
345 Courtland street, Northeast
Atlanta, Georgia 30365
Re: C120586140 (step 3) - Sanford
Collection system
Dear Ms. Mobley:
Enclosed are amendment documents to transfer funds within this
grant based on final payment. There is no change to the grant
amount of $2,573,164.
If you have any questions, please call Betty carpenter at
904/488-8163.
sincerely,
Don W. Berryhill, P.E., Chief
Bureau of Local Government Wastewater Financial Assistance
D~TB/bck
Enclos~
cc: I/~illiam A. simmons - Sanford
Carolyn C. Small - Sanford
Terry M. Zaudtke - Conklin, Porter &
Holmes-Engineers, Inc./Sanford
Christianne Ferraro - DEP/orlando
John Tennant - COE/Jacksonville
"Protect, Conserve Gnd Manage Florida's Environment Gnd Natural Resources"
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