Okaloosa County BOCC — January 6, 2015 — Lake Pippin Area Sanitary Sewer Improvements - FDEP Grant Agreement — agenda request — reading text

BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: January 6, 2015 TO: Honorable Chairman and Members of the Board FROM: Jeff Littrell SUBJECT: Lake Pippin Area Sanitary Sewer Improvements - FDEP Grant Agreement DEPARTMENT: Water and Sewer BCC DISTRICT: 5 STATEMENT OF ISSUE: Staff requests that the Board of County Commissioners (BCC) approve and authorize the Chairman to execute the Grant Agreement between the County and the Florida Department of Environmental Protection (FDEP) for $2,000,000 of state legislative appropriations for the Lake Pippin Area Sanitary Sewer Improvements Project. BACKGROUND: This past February (2014), Okaloosa County submitted three water & sewer projects via the County lobbyist (Cardenas Partners) for state legislative appropriations. The requests were as follows: 1. Okaloosa Island/Wright Area Gravity Sewer Rehabilitation Project - $450,000 2. Okaloosa Island Water Supply Project - $600,000 3. Lake Pippin Area Sanitary Sewer Improvement Project - $2,000,000 This past June, staff received great news that all three requests had been funded, as listed above, for the state FY2014-2015 budget year. We also received notice that the state appropriations would be administered through the Florida Department of Environmental Protection's (FDEP) grant program. Since June, OCWS staff has been working with FDEP staff to firm up Project Work Plans and resulting Grant Agreements for each project. OCWS staff has also been coordinating the grant agreements with other County staff, including the Clerk of the Court. As we are working with various FDEP personnel with variable timing, staff will be coming to you with three separate FDEP Grant Agreements, one for each of the above-mentioned projects. For these grant agreements, a match is not required, and eligible expenses can be retroactive back to 7/1/2014, provided that they meet the Scope of Work and satisfy other terms and conditions of the grant agreement. The first and second of these three FDEP Grant Agreements were approved by the BCC on October 7, 2014 and November 4, 2014, respectively. The third, "Lake Pippin Area Sanitary Sewer Improvements Project," is submitted for your review and approval today. The agreement, titled "State Financial Assistance Agreement, Okaloosa County, DEP Agreement No. LP46041", is attached, along with the County Contract Review Coordination Sheet. As shown in Attachment A, the "Project Work Plan", the total project is estimated at $4,000,000. This $2,000,000 grant is for the first portion of the project and does not require a match. The $2,000,000 is budgeted per the following tasks (shown in the Project Work Plan): - $30,000 for Engineering Evaluation Services - $100,000 for Land and/or Easement Acquisition - $250,000 for Engineering Design and Technical Services during Construction - $400,000 for Capacity Expansion Charges (125 residential units) towards the construction of the Arbennie Pritchett Water Reclamation Facility Expansion Project - $250,000 for Collection System Construction (contracted work) - $970,000 for Collection System Construction (by in-house forces) This is a preliminary breakdown and will probably change as we get further into the planning process. The $4,000,000 project generally consists of designing and constructing public sanitary sewer to serve the Lake Pippin Area. Lake Pippin is one of the larger outstanding coastline residential areas not on public sewer in Okaloosa County and is located directly on the north shore of Choctawhatchee Bay. There are 125 single family residential units, each of which has a septic tank. The drain fields from the septic tanks are discharging treated sewage effluent into the water table that has a direct connection to Lake Pippin and Choctawhatchee Bay. Over the past 20 years, OCWS has gone into many neighborhoods with water front property and constructed sanitary sewer systems that have taken literally hundreds of septic tanks out of service in order to improve water quality in our lakes, bays and bayous. With this $2,000,000 appropriation, the full design would be completed and a portion of the construction would take place. This is one of the projects on the County's legislative priorities list, and we intend to seek funding in the upcoming legislative session for the remaining dollars needed to complete the project. Staff has also made applications to secure the additional required funding from Restore Act sources. Upon this Grant Agreement being executed, staff intends to utilize one of our existing Master Services Agreements with an engineering firm to accomplish the Engineering Evaluation Services task. Preliminary engineering will be performed, and this will give staff a better idea of what land and/or easements may be needed to be acquired for pump stations or other wastewater infrastructure. From this evaluation, staff will prioritize the construction phasing of the project. During the Engineering Evaluation Services task, staff will also conduct a Town Hall meeting with citizens of the area to share information and obtain input. OPTIONS: Approve or deny. RECOMMENDATIONS: Staff recommends BCC approval to authorize the Chairman to execute the Grant Agreement with FDEP for $2,000,000 of state appropriations funding for the Lake Pippin Area Sanitary Sewer Improvements Project. Staff also requests that the BCC authorize the Chairman to execute any future grant documents, including modifications to the grant agreement that don't change the total dollar amount, during the term of the grant. RECOMMENDED BY: APPROVED BY: John Hofstad, County Administrator