Fort Walton Beach Council agenda — 11-23-2010 Regular — reading text

pipe 2. 3. 2 Installation of 1 EA cast -in -place concrete intake structure with overflow control 2. 3. 3 Installation of 3 EA precast concrete junction boxes 3. FINANCIAL INFORMATION: 3. 1 The overall estimated cost to complete the project is $ 44, 440. 00. Based on the 75/ 25 cost allocation for the project, Okaloosa County would be responsible for 33, 330.00, and the City of Fort Walton Beach would be responsible for 119110. 00. 3. 2 In the cost estimate provided by Okaloosa County, the restoration costs for the Golf Club property are estimated at $ 10, 800. 00. 3. 3 If approved, there are sufficient funds in the Stormwater Utility Enterprise Net Assets due to the release of Water Quality Initiative funding in FY 2010. 4. RECOMMENDATION: 4. 1 Staff requests City Council authorization for the Mayor to execute a Memorandum of Agreement with Okaloosa County to construct stormwater system improvements at the Gibson Holding Pond on the City' s Golf Club property to alleviate flooding issues along Mar Walt Drive. 4.2 Staff also requests City Council approval to utilize Stormwater Utility Enterprise Net Assets funding, which is available due to the release of Water Quality Initiative funding in FY 2010, to provide the necessary 25% cost allocation stated in the Memorandum of Agreement. Based on the County' s cost estimate, this amount should not exceed $ 15, 000. 00. ATTACHMENTS: 5. 1 Memorandum of Agreement with Okaloosa County 5. 2 Okaloosa County Cost Estimate, dated October 28, 2010 6. SIGNATURE BLOCK: 6. 1 Submitted By: 11/ 02/ 10 Michael D. Beedie, P. E. Engineering & Utility Services Director -- 6. 2 Reviewed and Concur: 9 11/ 2/ 2010 Brandy Wunker, Finance Director 6. 3 Reviewed for Agenda: - 11115110 rt T. Mearns, City Manager  I MEMORANDUM OF AGREEMENT 2 WITH OKALOOSA COUNTY 3 FOR STORMWATER SYSTEM IMPROVEMENTS 4 5 THIS AGREEMENT is made and entered into this day of , 6 2010, by and between the CITY OF FORT WALTON BEACH, FLORIDA, (hereinafter 7 referred to as " CITY "), and OKALOOSA COUNTY, FLORIDA (hereinafter referred to 8 as " COUNTY "). 9 10 WHEREAS, the City of Fort Walton Beach owns, operates, and maintains various 11 systems for the collection, storage, and conveyance of stormwater runoff , and 12 13 WHEREAS, stormwater infrastructure is necessary to provide for the safe 14 transport of stormwater runoff and to prevent storm- related flooding to private property, 15 and 16 17 WHEREAS, the CITY designs, operates, and maintains said systems in 18 accordance with all applicable local, State, and Federal guidelines, and 19 20 WHEREAS, the CITY owns and operates one such system commonly known as 21 the " Gibson Retention Pond" located within the City of Fort Walton Beach Golf Club 22 property more specifically described as the Northwest '/ 4 of the Northwest '/ 4 of the 23 Southwest 1/ 4 of Section 35, Township 1 South, Range 24 West, Okaloosa County, 24 Florida, recorded in Plat Book 696, Page 261 of the Official Records of Okaloosa 25 County, and 26 27 WHEREAS, the Gibson Retention Pond system provides needed collection, 28 retention, and treatment of stormwater runoff for surrounding CITY and COUNTY 29 properties, and 30 31 WHEREAS, the stormwater contribution to this system is comprised of 32 approximately 75% unincorporated COUNTY jurisdictional properties and 25% CITY 33 jurisdictional properties, and 34 35 WHEREAS, both parties agree that the upkeep and continued maintenance of the 36 Gibson Retention Pond is in each entities' best interest, and 37 38 WHEREAS, each party agrees to share in the cost for improvements and 39 perpetual maintenance of the Gibson Retention Pond stormwater system, 40 41 NOW, THEREFORE, to delineate the procedures to be used by the CITY and 42 COUNTY for improvements to and perpetual maintenance of the Gibson Retention Pond 43 stormwater system the parties enter into this memorandum of agreement: 44 Page 1 of 5 45 SECTION 1: TERM: 46 47 1. 1. Permanent maintenance of the proposed piping system shall be the 48 responsibility of the COUNTY with respect to the overflow control structure, subsurface 49 piping, junction structures and outfall end treatments. Permanent maintenance of the 50 surface improvements and irrigation system associated with the golf course shall be the 51 responsibility of the CITY. 52 53 SECTION 2: COUNTY RESPONSIBILITIES: 54 55 2. 1. Pursuant to the project description below, the COUNTY shall coordinate with 56 the CITY to provide the services outlined in the Work Plan to achieve all tasks, 57 milestones, meetings, and any other critical dates required to complete the Project as 58 described below. The Work Plan will serve as the primary management tool for timely 59 and efficient performance of this project. A copy of the Work Plan is attached as Exhibit 60 " A." 61 62 2. 2. The Gibson Retention Pond improvement project is described as follows: 63 64 The project consists of the installation of approximately 780 linear feet of 30" reinforced 65 concrete pipe ( RCP) or equivalent ( HDPE) from the northeast corner of the Gibson 66 Retention Pond located within the City of Fort Walton Beach Golf Club property 67 terminating at an open outfall to the existing open -ditch drainage system located within 68 Golf Club property, and the installation of an intake structure. 69 70 The following improvements shall be considered part of the Work Plan ( Exhibit " A "): 71 72 a. 780 linear feet of 30" RCP or equivalent (HDPE), 73 b. One ( 1) cast -in -place concrete intake structure with outflow control, 74 c. Three ( 3) pre -cast concrete junction box, and 75 d. Miscellaneous materials needed to complete construction. 76 77 The actual boundaries, location of infrastructure, and property rights will be reflected in 78 the completed work plan and as -built drawings for the project. 79 80 2. 3. The COUNTY agrees to fund 75% of the total cost of the project to include 81 materials purchases, rental fees, and any other costs ancillary to the project. In the event 82 the project is outsourced to an independent contractor, the COUNTY agrees to a 75/ 25 83 funding methodology with the COUNTY funding 75% of the total cost of the project. 84 85 2. 4. The COUNTY agrees to provide all engineering plans, project specifications, 86 and permitting documentation for the project and construct the stormwater infrastructure 87 improvements in accordance with the approved plans and permits and in compliance with 88 all Federal, State, and local laws and /or regulations. The COUNTY also agrees to accept 89 all inspection and construction responsibilities during the construction of the stormwater Page 2 of 5  90 infrastructure improvements except for the restoration of the disturbed areas across 91 property the Fort Walton Beach Golf Club. 92 93 2. 5. During construction of the improvements and if warranted due to 94 deteriorating weather conditions, the COUNTY agrees to coordinate with the CITY to 95 provide equipment, materials, and manpower necessary to convey stormwater runoff 96 from the retention facility to the open -ditch system located within the Golf Club property. 97 98 2. 6. The COUNTY agrees to follow existing and approved Best Management 99 Practices ( BMPs) for sediment and erosion control during the period of construction for 100 the proposed improvements. 101 102 2. 7. The COUNTY agrees to share in the cost of future improvements to the 103 Gibson Retention Pond facility based upon the funding methodology previously 104 identified in Section 2. 3 for the term of the agreement. 105 106 2. 8. The COUNTY agrees to provide written notification to the CITY, thirty ( 30) 107 days in advance of final approval, detailing any plans to expand the stormwater collection 108 system originating within the jurisdictional boundaries of the COUNTY and discharging 109 to the Gibson Retention Pond facility. 110 111 2. 9. The COUNTY agrees to indemnify and hold harmless the CITY, its 112 employees, agents, and assigns from the claims or causes of action asserted by any other 113 persons, or in their own right, arising out of said activities. The COUNTY agrees that 114 these conditions and agreements are binding on all administrators, representatives, 115 assignees, and successors in action. 116 117 SECTION 3: CITY RESPONSIBILITIES: 118 119 3. 1. Pursuant to the project description outlined in Section 2. 2, the CITY shall 120 coordinate with the COUNTY to achieve all tasks, milestones, meetings, and any other 121 crucial dates required to complete the Gibson Retention Pond improvement project, and 122 to provide for the long -term upkeep and maintenance of the facility. 123 124 3. 2. The CITY agrees to fund 25% of the total cost of the proposed improvements 125 to include materials purchases, rental fees, and any other costs ancillary to the project. In 126 the event the project is outsourced to an independent contractor, the CITY agrees to a 127 75/ 25 funding methodology with the CITY funding 25% of the total cost of the project. 128 129 3. 3. The CITY agrees to provide the COUNTY, its employees, contractors, and 130 consultants, access to the property for all pre -construction, construction, and post - 131 construction related activities to include access to the property for the term of the 132 agreement for inspection and maintenance related activities. 133 Page 3 of 5 134 3. 4. The CITY agrees to share in the cost of future improvements to the Gibson 135 Retention Pond facility based upon the funding methodology previously identified in 136 Section 3. 2 for the term of the agreement. 137 138 3. 5. Upon completion of the