Okaloosa County BOCC — December 16, 2014 — reading text

Members of the Board FROM: Elliot Kampert SUBJECT: Bluewater Bay Curacao Bay/Southwind Drive HMGP Application DEPARTMENT: Growth Management BCC DISTRICT: District 5 - Commissioner Windes STATEMENT OF ISSUE: The Bluewater Bay Municipal Service Benefit Unit seeks to submit an application to the Florida Division of Emergency Management to receive federal Hazard Mitigation Grant Program (HMGP) funds to repair a stormwater system damaged during the April 2014 flooding, and to enhance the system to the extent possible to alleviate future flooding. However, because the HMGP limits applicants to local governments, Indian tribes, and non-profit agencies, the application must be submitted by the County. The application deadline is January 6, 2015. If the FDEM approves the application, a subsequent contract will be brought back to the Board of County Commissioners for approval. It will take several weeks following the application deadline before the County knows whether the application will be approved. BACKGROUND: The Florida Division of Emergency Management administers the Hazard Mitigation Grant Program which is funded through the Robert T. Stafford Disaster Relief and Emergency Assistance Act. The objectives of the Hazard Mitigation Grant Program are: 1) To prevent future losses of lives and damage to property due to disasters; 2) To implement state or local hazard mitigation plans; 3) To enable mitigation measures to be implemented during immediate recovery from a disaster; and 4) To provide funding for previously identified mitigation measures that benefit the disaster area. The current funds come as the result of the April 2014 storm event. The proposed Bluewater Bay MSBU project, as described more fully in the attached documents, includes 4 phases: 1) conducting a topographic survey and hydraulic study of an approximately 350 acre portion of the Bluewater community to confirm the boundaries of the affected drainage basin, locate the infrastructure, detail the drainage features, and identify the necessary repairs; 2) design and obtain permits for repairs and improvements to the system; 3) bid and retain qualified contractors to perform the required work; and 4) actual construction and completion of the project. To ensure conformity with County requirements, the MSBU proposes to use County staff to assist with the preparation of bidding and construction documents; the value of staff time would be in-kind service and used as part of the local match required as discussed, below. The total project cost through completion is estimated at $399,465 for which there is a 25% local match requirement. To provide this match, the MSBU proposes to provide $6,500 which, along with $5,000 each from the Bluewater Bay Resort and Homeowners Association, will be added to the estimated $83,366.25 worth of staff time anticipated for this project (see HMGP Application Attachment C). As shown in the application, the MSBU will serve as the point of contact for this project which will be managed by a private contractor retained by the MSBU who will serve as the agent. Packet Pg. 293 However, because the County is the applicant, it will be necessary to enter into an agreement to formalize the relationship and responsibilities of the County and MSBU in administering the grant as the project proceeds. Fortunately, though the deadline is January 6, it will take several weeks for the application to go through the review process; it is during this time that such an agreement would be developed. It should be noted that the proposed project includes work in County rights-of-way and easements maintained by the County. Since public property is involved, it is necessary for the Chairman to sign the Maintenance Agreement which is included as Section V of the attached application. In addition to the various maps and other attachments, the application must be accompanied by a letter from the Local Mitigation Strategy (LMS) Committee endorsing the project and verifying that the project is consistent with the LMS and included on the LMS project list. During its regular meeting of December 10, 2014, the LMS Committee added the project to the project list and authorized the sending of the attached letter. Finally, though the application and accompanying materials attached to this agenda summary are complete, some minor modifications may be necessary prior to submittal to FDEM. For this reason, staff recommends that the project as submitted to FDEM be placed on the January 6, 2015 BCC agenda for re-approval. RECOMMENDATIONS: Staff recommends that the Board of County Commissioners authorize the Bluewater Bay MSBU to submit the attached Bluewater Bay MSBU Curacao Way/Southwind Drive Drainage Project HMGP Application to the Florida Division of Emergency Management, and authorize the Chairman of the Board of County Commissioners to sign the Maintenance Agreement which is Section V of application as well as the attached transmittal letter. Staff also recommends that acceptance of a contract with the FDEM resulting from this application be conditioned upon the County and Bluewater Bay MSBU entering into a written agreement which specifies the duties and responsibilities of the MSBU and County in the administration of the grant and execution of the project. Finally, staff recommends that this application be approved with the condition that it be brought back to the Board of County Commissioners during its meeting of January 6, 2015, so that any modifications may be noted and approved. RECOMMENDED BY: APPROVED BY: John Hofstad, County Administrator Packet Pg. 294 Packet Pg. 295 Packet Pg. 296 Packet Pg. 297 Packet Pg. 298 Packet Pg. 299 Packet Pg. 300 Packet Pg. 301 Packet Pg. 302 Packet Pg. 303 Packet Pg. 304 Packet Pg. 305 Packet Pg. 306 Packet Pg. 307  ATTACHMENT A Curacoa Way/Southwind Drive Flood Mitigation Program Bluewater Bay Municipal Services Benefit Unit (MSBU) Okaloosa County, Florida December 2014 PROJECT NARRATIVE On the night of April 29, 2014 and extending into the next morning, northwest Florida experienced a rare storm event resulting in significant flood damage. Some areas received well over one‐foot of rain and many roads and other infrastructure improvements were compromised by the resulting stormwater runoff. A federal emergency declaration was issued for the region: FEMA‐4177‐DR‐FL. Okaloosa County experienced widespread damage, including significant flooding in the Bluewater Bay neighborhood. Bluewater Bay is an unincorporated residential development located in Okaloosa County east of the Niceville city limits. The Bluewater Bay Municipal Services Benefit Unit (MSBU) is a local subdivision of Okaloosa County formed to facilitate maintenance of common areas within the MSBU limits. A portion of an approximately 350‐acre stormwater drainage basin within the Bluewater Bay MSBU limits includes a stormwater pond that rose to unprecedented levels during that storm event and flooded many of the 23 single‐family homes surrounding the pond. The stormwater pond is bordered by Southwind Drive, Dominica Way, Aruba Way and Curacao Way. Upstream from the pond was an existing earth berm adjacent to Hole #7 on the Bluewater Bay Lake Course. The earth berm was breached and failed during the storm and the existing pipes below Curacao Way appeared to be inadequate for discharging the volumes of water in the pond. These factors may have contributed to unprecedented stormwater volume in the pond and the possible compromise of the pavement at the Southwind Drive pipe crossing. Flood waters touched 20 of the 22 homes bordering the pond, with the first floor living areas of two of these homes becoming completely submerged. Following the storm event of April 29/30, many of the homes have continued to be threatened with similar recurring flooding during storms of much less intensity. It is clear the stormwater drainage system no longer provides the same performance as originally designed. Flood waters touched 20 of the 22 homes bordering the pond. The first floor living areas of two of these homes were completely submerged. 1 Packet Pg. 308 To repair the stormwater drainage system and to mitigate the possibility for future flooding, Okaloosa County is considering the following four‐phase approach: 1. Topographic Survey and Hydraulic Study: A topographic survey of the drainage basin is necessary to confirm the basin boundaries, pipe invert elevations, inlet top elevations, and other drainage features. The drainage basin contributing to the pond is estimated to measure approximately 350 acres. The hydraulic study will include a complete inventory of the drainage basin, identification of stormwater runoff characteristics from high‐intensity storm events, and modeling of the drainage basin using AdICPR software. The study will result in a comprehensive assessment of the drainage basin, including the identification of deficiencies associated with the assumed storm events. The model will also consider any tailwater impacts on the system resulting from the water levels at the basin outfall, just south of Curacao Way. The study will culminate in recommended improvements to the drainage system to mitigate future flooding. 2. Design and Permitting Services: Based on the recommendations of the hydraulic study, design phase services will include the development of professionally certified bidding/construction documents to implement infrastructure repairs with hazard mitigation improvements as needed. These services will also include coordination and applicable permitting with the Northwest Florida Water Management District (NWFWMD) and the Florida Department of Environmental Protection (FDEP). In addition, the permitting services are anticipated to include the services of a certified biologist to consider the removal of existing beaver dams downstream from the outfall location if needed. It is commonly assumed that the tailwater conditions could be improved with the elimination of the dams constructed in upper reaches of Grass Lake. 3. Bidding and Construction Phase Services: The bidding phase services will include professional assistance to the County in procuring qualified suppliers through applicable County and federal procurement processes to provide the construction materials. Construction phase services will include independent administration of the construction work to monitor compliance with the construction documents and to professionally certify the work completed. Limited inspection services are proposed to monitor the installation of pipes and other underground improvements prior to backfilling. 4. Construction: The construction activities are expected to include a series of pipe replacement improvements in four separate locations. The work will include removal of existing pipe and drainage structures as necessary, followed by the installation of new reinforced concrete pipes and inlets consistent with the recommendations of the hydraulic study. The work will include three road crossings (i.e. Southwind Drive,