1701* SJRWMD #28079 Amdmt 1 Aquifer Storage Recovery System Contract#28079
Amendment#1
FIRST AMENDMENT TO THE COST SHARE AGREEMENT BETWEEN
THE ST.JOHNS RIVER WATER MANAGEMENT DISTRICT
AND CITY OF SANFORD
FOR ENHANCEMENT TO THE AQUIFER STORAGE RECOVERY SYSTEM
THIS AMENDMENT is entered into by and between the GOVERNING BOARD of the ST.JOHNS RIVER
WATER MANAGEMENT DISTRICT("District"),whose mailing address is 4049 Reid Street, Palatka, Florida
32177,and CITY OF SANFORD("Recipient"),whose address is P.O.Box 1788,Sanford, Florida 32772-1788,and
is effective on the date the last party has executed same.
PREMISES:
The parties entered into Agreement No.28079 on March 10,2015,to provide funding for the
Recipient's Enhancement to the Aquifer Storage Recovery System project("Agreement").
The parties desire to amend the Agreement.
NOW,THEREFORE,in consideration of the above premises,which are hereby made a part of this
amendment,the mutual covenants contained herein,and other good and valuable consideration,the parties
hereby agree to amend the Agreement as follows:
1. Paragraph 1(a)-TERM;WITHDRAWAL OF OFFER:delete this paragraph and replace it with the
following paragraph:
(a) The term of this Agreement is from March 10,2015("Effective Date")until March 29,2017
("Completion Date").Time is of the essence for every aspect of this Agreement, including
any time extensions. All provisions of this Agreement that by their nature extend beyond
the Completion Date shall survive the termination or expiration of this Agreement.
2. Paragraph 4(a)—AMOUNT OF FUNDING:Delete and replace with the following:
(a) For satisfactory completion of the Project,the District shall pay Recipient approximately
thirty-three percent(33%)of the total construction cost of$709,278.80 for the Project,but
in no event shall the District cost-share exceed$234,062.The District cost-share is not
subject to modification based upon price escalation in implementing the Project during the
term of this Agreement. Recipient shall be responsible for payment of all costs necessary to
ensure completion of the Project. Recipient shall notify the District's Project Manager in
writing upon receipt of any additional external funding for the Project not disclosed prior to
execution of this Agreement.
3. Paragraph 5(a)—PAYMENT OF INVOICES: Delete and replace with the following:
(a) Recipient shall submit itemized invoices as per the Revised Statement of Work,Attachment
A-1 for reimbursable expenses by one of the following two methods:(1) by mail to the St.
Johns River Water Management District, Finance Director,4049 Reid Street, Palatka, Florida
32177,or(2) by e-mail to acctpay@sjrwmd.com. The invoices shall be submitted in detail
sufficient for proper pre-audit and post-audit review. The invoices shall include a copy of
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contractor and supplier invoices to Recipient and proof of payment. Recipient shall be
reimbursed for approved expenses in accordance with the Cost Schedule for
Reimbursement in Section VI of Attachment A-1 for each invoice submitted until the not-to-
exceed amount ofthe District's cost-share has been expended. The District shall not
withhold any retainage from this reimbursement. District reimbursement is subject to
annual budgetary limitation,if applicable,as provided in subsection(g).If necessary for
audit purposes, Recipient shall provide additional supporting information as required to
documentinvoices.
4. Attachment A, STATEMENT OF WORK, is hereby modified as follows:
The current Statement of Work is hereby deleted and replaced with the Revised Statement of Work
attached hereto as Attachment A-1.
5. All other terms and conditions of the Agreement, including any subsequent amendments, are hereby
ratified and continue in full force and effect.
IN WITNESS WHEREOF,the parties hereto have duly executed this amendment on the date setforth
below.
ST.JOHNS RIVER WATER CITY OF SANFORD
MANAGEMENT DISTRICT
A-B • r By:
B.Sho elle, Ph. .,Executiv ector or 15 ~City Manager
��, Norton N. bona arte,Jr.,
Date: Date:
Attachment A-1-Revised Statement of Work
1
Last updated: 12-15-11
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ATTACHMENT A-1—REVISED STATEMENT OF WORK
CITY OF SANFORD
ENHANCEMENT TO THE AQUIFER STORAGE RECOVERY SYSTEM
1. INTRODUCTION/BACKGROUND
The St.Johns River Water Management District(District) is continuing its Cooperative Cost Share Initiative
Program in FY2015 to develop and implement resource and water supply development projects and
promote conservation. Each project selected for funding will have a positive benefit to Minimum Flows and
Levels(MFLs),water quantity,water quality,and/or natural systems and supports the District's Strategic
Initiatives.The City of Sanford(Recipient)has requested and been selected as a participant in this cost
share program.
On June 10, 2014 the District's Governing Board approved funding for the Recipient's Enhancement to the
Aquifer Storage Recovery(ASR)System Project for$333,861.00 towards the estimated construction cost of
$1,011,700.Since the Governing Board approval,the project was modified and the construction cost
revised to$709,278.80.The revised District funding is$234,062.
II. OBJECTIVES
The objective of this contract is to provide cost share dollars that will enable the Recipient to construct
enhancements to its ASR System.The existing ASR System receives water from WTP 2.This project will
allow the Recipient to use two additional water sources individually or blended;the Recipient's Main WTP
and raw groundwater from the Hidden Lakes wellfield. Injecting raw groundwater should reduce the
pretreatment operating expense.
Information learned from this phase of the Recipient's ASR System development will increase their
operational flexibility, knowledge,and use of this technology.The successful application of ASR technology
elsewhere in the Central Florida Water Initiative area will improve through the Recipient's efforts
enhancing their current system.
Ill. SCOPE OF WORK
Recipient is designing, permitting,and constructing a project that provides the ability to inject water into its
ASR System from its Main WTP and Hidden Lakes wellfield, blended or solely from each source. The project
includes the construction of transmission and yard piping,dual pump stations,fiberglass storage tank,and
modifications to existing SCADA programming.
The Recipient shall ensure the responsibilities in the Project Administration section of the Statement of
Work are completed.
IV. PROJECT ADMINISTRATION
The Recipient shall be responsible for performing the following:
• Complete and obtain final project design,construction plans,and specifications;
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• Provide a copy of Recipient's executed construction contract documents to the District's Project
Manager;
• Provide a copy of any subsequent change orders to the contract to the District's Project Manager;
• Obtain all required permits, including right of access to the project sites related to project
construction and subsequent operation and maintenance of the completed work;
• Assure compliance with all permits and permit conditions;
• Provide procurement for project construction;
• Perform supervision and inspection of construction;
• Perform construction contract administration;
• Submit timely invoices for actual construction costs in accordance with this cost share agreement
to enable proper review by the District's Project Manager prior to payment authorization;
• Provide Project Progress Reports,Attachment B,quarterly to the District's Project Manager and the
District's Budget Coordinator, Email address mlicourt@sirwmd.com. Information shall include
project progress to date,key milestones reached, overall project schedule versus time for project
completion, key issues to be resolved, projected costs versus actual cost to date,and other
required information. If no work has been done within the quarter, Recipient must submit the
quarterly progress report indicating"no progress to report."
• Provide certification of partial or completed construction for each reimbursement request by a
Professional Engineer registered in the state of Florida;and
• Assure compliance with cost accounting practices and procedures required for reimbursement of
cost share funds expended.
V. TASK IDENTIFICATION AND TIME FRAMES
The expiration date of this cost-share agreement is March 29, 2017. The Tasks and projected Task
schedules are as follows:
Anticipated
Anticipated Completion
Task Description Start Date Date
Task 1 General Conditions(Mob/demob,bonds,etc.) 3/21/16 3/29/17
Task 2 Civil/Site(Site Layout,clearing,grading,erosion control, 4/1/16 3/29/17
demolition, landscaping,site restoration,concrete,
fencing, piping,etc.)
Task 3 Mechanical(ASR system pump station and piping) 6/1/16 3/29/17
Task 4 Electrical and Instrumentation 6/1/16 3/29/17
Task 5 Miscellaneous(project controls and record drawings) 7/1/16 3/29/17
VI. BUDGET/COST SCHEDULES
For satisfactory completion of the Project,the District shall pay Recipient approximately thirty-three
percent(33%)of the actual construction cost of the Project,estimated at$709,278.80, but in no event shall
the District's cost-share exceed $234,062. It is anticipated that the FY breakdown will be$151,372.49 for
FY 2015-16 and$82,689.51 for FY 2016-17.
Recipient shall invoice the District quarterly with appropriate documentation. Invoices shall include a copy
of the contractor's invoices submitted to the Recipient, proof of payment by Recipient,and other required
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supporting documentation for reimbursement up to match amount. For in-house expenses,Recipient shall
provide copies of all receipts for materials and a system report showing documentation of staff time or
other proof of staff time expenses for the Project.The final invoice shall be submitted with the final project
report. If the total actual cost of this project is less than originally estimated,the District's cost-share
amount shall be reduced accordingly. Recipient may invoice more frequently submitting all required
documentation and include general status information. Recipient may invoice the District for Project
construction work beginning October 1,2014.
Estimated Cost Schedule for Reimbursement of$151,372.49 for FY 2015-16(all dollar amounts are
approximate and may be reallocated between the tasks within the two FYs).
Estimated
Estimated Reimbursement
Task Description Task Amount Amount
Task I General Conditions (Mob/demob, bonds,etc.) $58,500.00 $19,305.00
Task 2 Civil/Site(Site Layout,clearing,grading,erosion
control,demolition, landscaping,site restoration, $207,900.00 $68,607.00
concrete,fencing, piping,etc.)
Task 3 Mechanical(ASR system pump station and $89,816.09 $29,639.31
piping)
Task 4 Electrical and Instrumentation $100,280.00 $33,092.40
Task 5 Miscellaneous(project controls and record $2,208.42 $728.78
drawings)
Estimated Cost Schedule for Reimbursement of$82,689.51 for FY 2016-17(all dollar amounts are
approximate and may be reallocated between the tasks within the two FYs).
Estimated
Estimated Reimbursement
Task Description Task Amount Amount
Task 1 General Conditions(Mob/demob, bonds, etc.) $6,500.00 $2,145.00
Task 2 Civil/Site(Site Layout,clearing,grading,erosion
control,demolition, landscaping,site restoration, $2,100.00 $693.00
concrete,fencing, piping,etc.)
Task 3 Mechanical(ASR system pump station and piping) $230,955.70 $76,215.38
Task 4 Electrical and Instrumentation $8,720.00 $2,877.60
Task 5 Miscellaneous(project controls and record $2,298.58 $758.53
drawings)
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