Okaloosa County BOCC — August 16, 2016 — Lancaster Force Main - Execute Easement at Fred Gannon Rocky Bayou — agenda request — reading text

BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: August 16, 2016 TO: Honorable Chairman and Members of the Board FROM: Jeff Littrell SUBJECT: Lancaster Force Main - Execute Easement at Fred Gannon Rocky Bayou State Park DEPARTMENT: Water and Sewer BCC DISTRICT: 5 STATEMENT OF ISSUE: Okaloosa County Water & Sewer (OCWS) staff requests that the Board of County Commissioners (BCC) authorize the Chairman to execute a utility easement between Okaloosa County and the Board of Trustees of the Internal Improvement Trust Fund of the State of Florida for the purpose of the Lancaster Sewer Force Main project. The 15'-wide utility easement is located inside Rocky Bayou Fred Gannon State Park and generally abuts the Highway 20 State right-of-way; see attached map for a depiction of the easement. OCWS also requests that the BCC authorize the Chairman to sign a letter of commitment for Okaloosa County Water & Sewer to provide in-kind goods and/or services, value estimated at $8,520, to the Park Manager of Fred Gannon Rocky Bayou State Park, which will serve as compensation for the easement. BACKGROUND: OCWS is currently in the design and permitting phase of our Lancaster Force Main. The proposed project will facilitate the replacement of the existing Meigs-Seminole Pump Station located in Bluewater Bay, with a new submersible sewer pumping station. The new pump station is designed to handle all projected future flows from the Bluewater Bay Area. This project also includes approximately 5,500 feet of sanitary sewer force main ("Lancaster Force Main") along Highway 20 to re-route the flow coming from the Lancaster Area to the new Meigs-Seminole Pump Station. This new force main is required to re-route the flows that currently discharge to the Rocky Bayou Pump Station. Upon completion of the Lancaster Force main, the Meigs-Seminole Pump Station, and another small segment of force main, the Rocky Bayou Pump Station can be taken off-line. The Rocky Bayou Pump Station is beyond its useful life, as evidenced by the sanitary sewer overflow on July 16, 2016, where multiple failures occurred the same day. Not only does staff receive odor complaints regularly from this station, but it is at an elevated risk to the environment (aging pump station near a body of water). Upon the completion of the projects, the Meigs-Seminole Pump Station will function as a master pump station that pumps all sewage east of the Rocky Bayou Bridge to the new East County Re-Pump Station. On July 21, 2015, a public hearing was held, and the BCC authorized OCWS to construct the Meigs-Seminole Pump Station and Force Main Improvements Project with in-house staff and equipment. The Lancaster Force Main project is one phase of that overall project. The overall project is estimated at $1.8M and was funded by the 2012 Bank Loan. As the Highway 20 right-of-way is congested with utilities and drainage structures, OCWS staff determined the only feasible route to install the Lancaster Force Main is outside the State right- of-way, on Fred Gannon Rocky Bayou State Park property; hence, necessitating an easement from the State of Florida. On March 15, 2016, the BCC approved Resolution 16-63 (attached), authorizing the approval to submit an application for the purpose of a utility easement between Okaloosa County and the State of Florida. At the same BCC meeting, the Board authorized staff to obtain competitive quotes in lieu of bids for pipe, fittings, and appurtenances for the Meigs- Seminole Pump Station and Force Main Improvements Project (which includes the Lancaster Force Main). OCWS staff has since submitted the easement application with the necessary documents to obtain the easement. On June 17, 2016, staff attended a quarterly Board of Trustees of the Internal Improvement Trust Fund of the State of Florida meeting in Tallahassee to present our easement to their Board, in which it was approved by a unanimous decision. Since that time, State staff has prepared the attached easement document for execution. As described in the Special Conditions section of the easement, compensation shall be for Okaloosa County to provide in-kind goods or services to the Park Manager for the park's net positive benefit, in the amount of $8,520. OCWS staff has been coordinating with Fred Gannon Rocky Bayou State Park's Manager to define the in-kind goods and services. The Park Manager has requested that OCWS construction crews construct a 2" sewer force main lateral that would connect from the proposed Lancaster Force Main and run inside the park through an existing power corridor to a restroom located within the park. This public restroom is the only facility in this State park on a septic tank. This connection, 2" sewer force main lateral, and one (1) credit for a Sewer Capacity Expansion Charge ($3,200) satisfies the requirement of $8,520 of in-kind goods or services. A park map, along with a map of this 2" sewer force main route, is attached for your review and consideration. As a way to document this in-kind work and Capacity Expansion Charge credit, the attached Letter of Commitment has been prepared, which also serves as a Statement of Work. OCWS staff is requesting that the BCC Chairman sign this letter to accompany the easement. All documentation has been reviewed by County Legal, and is now ready for consideration by the Board. A copy of the County Contract Review Coordination Sheet is attached. As explained in the Letter of Commitment, once the 2" sewer force main is constructed and the Park Manager has confirmed receipt, it will be owned and maintained by the park or other State entity. Since the 2" line is outside of the proposed easement, the Letter of Commitment clarifies that OCWS has authority to construct this line on State property. The Lancaster Force Main (10" line) in the proposed easement will be owned and maintained by OCWS. Any procurement necessary for work associated with the 2" line or 10" line will follow State and County laws and policies. OPTIONS: Approve or deny. RECOMMENDATIONS: OCWS staff recommends BCC approval for the Chairman to execute a utility easement with the Board of Trustees of the Internal Improvements Trust Fund of the State of Florida for the purpose of the Lancaster Sewer Force Main Project. Staff also recommends BCC approval for the Chairman to sign the letter of commitment for OCWS to provide in-kind goods and/or services, value estimated at $8,520, to the Park Manager of Fred Gannon Rocky Bayou State Park, which will serve as compensation for the easement. RECOMMENDED BY: APPROVED BY: John Hofstad, County Administrator