Okaloosa County BOCC — November 4, 2014 — Agreement & Attachments — reading text

horizontal directional drill (HDD) that extends from the mainland to the island as it crosses under the Santa Rosa Sound (Sound). The length of the subaqueous segment of the main is approximately 1,400 feet. Once the new main was placed into operation, the older main was taken out of service but left in place as a back-up as long as the deterioration did not become too extensive. In 2006, the County discovered a leak in the newer main and immediately took it offline. The original main was placed back into service because it was the only alternative for maintaining water service to Okaloosa Island. Through a series of complicated inspections, the County discovered that the newer main was torn at a location approximately half way across the Santa Rosa Sound and over 70 feet below the bottom of the Sound. The tear, which ranged from approximately ¼ inch to 1 inch wide, extended from the 3 o'clock position to the 9 o'clock position on the pipe. The County began formulating and implementing a plan in an attempt to repair the main immediately after accumulating the applicable data and assessing the extent of the damage. The County had initially pursued repairing the main, but was unsuccessful because of the difficult access to the tear, the accumulation of sand through the tear, and the difficulty of repairing the leak while maintaining the service to island. The County decided that the most feasible alternative for providing a long-term, reliable source of potable water to the island is to replace the main with a new subaqueous pipe. Project Description: The proposed replacement main is anticipated to consist of approximately 3,800 linear feet of 20-inch diameter, high density polyethylene pipe installed below the Sound and on the Island via directional bore. Because easements have not yet been obtained and final alignment is not known, the approximate linear foot, diameter, and type of pipe is subject to change. Task 1. Land/Easement Acquisition Deliverables: Property Appraisal and Executed Title or Easement Documents Revised 7/14 DEP Agreement LP46042, Attachment A, Page 1 of 3 Timeline for completion: September 30, 2018 (time required to acquire property is highly variable and dependent on the pipe route selected, number of properties required, and accessibility and cooperation of current property owners) Budget Information: o Salaries: N/A o Fringe Benefits: N/A o Travel: N/A o Contractual: N/A o Equipment: N/A o Supplies/Other Expenses: N/A o Land: Acquisition Costs $100,000 o Indirect: N/A Performance Standard: All proposed construction for the project shall be in a County right-of- way, County deeded parcel, or easement from the State or private property owner. Survey work required for acquisition will be conducted with in-house resources. The DEP Grant Manager will review periodic requests for funds for the deliverables to ensure they are eligible for reimbursement. Task 2. Engineering Services Deliverables: Copy of contract, electronic files (pdf) of the preliminary design technical memorandum (30% design), 60% plans, 90% plans, and 100% plans (which includes specifications and bid documents), permits, and project management related documentation and technical oversight reports. Timeline for completion: September 30, 2018 Budget Information: o Salaries: N/A o Fringe Benefits: N/A o Travel: N/A o Contractual: Professional Services $150,000 o Equipment: N/A o Supplies/Other Expenses: N/A o Land: N/A. o Indirect: N/A Performance Standard: The DEP Grant Manager will review periodic requests for funds for the deliverables to ensure they are eligible for reimbursement. Task 3. Construction of water main under Santa Rosa Sound and Connections to Existing Water System Deliverables: Copy of bid tab, copy of contract, contractor’s schedule of values with supporting documentation, and representative photos of completed work, as-built plans, FDEP certification of completion & clearance. Timeline for completion: September 30, 2018 Budget Information: o Salaries: N/A o Fringe Benefits: N/A Revised 7/14 DEP Agreement LP46042, Attachment A, Page 2 of 3  o Travel: N/A o Contractual: Construction $950,000 ($350,000 DEP; $600,000 County Funds) o Equipment: N/A o Supplies/Other Expenses: N/A o Land: N/A. o Indirect: N/A Performance Standard: The DEP Grant Manager will review periodic requests for funds for the deliverables to ensure they are eligible for reimbursement. Total Budget by Task: Local Funds and Source Task DEP Funding Local Funds Source of Funds 1 Land/ Easement Acquisition $100,000 $0 2 Engineering Services $150,000 $0 3 Construction of Water Main $350,000 $600,000 County Funds Total: $600,000 $600,000 Project Total: $1,200,000 The FY2014-15 GAA did not require a match for these projects. Therefore, for Task 3, the local funding amount shown is not a match. The first $350,000 worth of construction-related expenses will be an eligible expense to be reimbursed by FDEP via this grant; any additional monies needed above and beyond the $350,000 will be local funding from OCWS’ budget, not to exceed $600,000. Revised 7/14 DEP Agreement LP46042, Attachment A, Page 3 of 3  ATTACHMENT B Disbursement Request Package Legislative Projects (LP) Grants 1. Grantee/Recipient Okaloosa County 2. Project Number LP46042 Date of Request 3. Disbursement Request Number Required Match % 4. Type of Request: Partial Final 5. Federal Employer Identification Number 6. Task/Deliverable No. 7. Mail EFT Send Remittance to: Disbursement Details (cumulative amounts rounded to the nearest dollar) Amount this Total NOTE: Can only claim expenses in approved budget. Request Cumulative 1. Contractual Services 2. Land 3. Total 4. Disbursements previously requested 5. Amount Requested for Disbursement (line 3 minus 4) ** SUBMIT ONE ORIGINAL COPY OF THIS FORM AND SUPPORTING DOCUMENTATION FOR EACH DELIVERABLE TO: ** Florida Department of Environmental Protection State Revolving Fund Management MS 3505 2600 Blair Stone Road Tallahassee, Florida 32399-2400 or email your request to: SRF_Reporting@dep.state.fl.us DEP Agreement No. LP46042, Attachment B, Page 1 of 3  Grant Manager’s Certification of Disbursement Request I, , (name of Grantee’s Grant Manager designated in the Agreement) on behalf of , do hereby certify that: (name of Grantee/Recipient) 1. The disbursement amount requested on Page 1 of this form is for allowable costs for the project described in Attachment A of the Agreement; 2. All costs included in the amount requested have been satisfactorily purchased, performed, received, and applied toward completing the project; such costs are documented by invoices or other appropriate documentation as required in paragraph 3D; 3. The Grantee has paid such costs under the terms and provisions of contracts relating directly to the project; and the Grantee is not in default of any terms or provisions of the contracts; 4. If funds were advanced, all funds received to date have been applied toward completing the project; and 5. All permits and approvals required for the construction which is underway have been obtained. ( Signature of Grant Manager) (Date) DEP Agreement No. LP46042, Attachment B, Page 2 of 3  Engineer’s Certification of Disbursement Request ONLY SUBMIT IF CONSTRUCTION IS PART OF THE PROJECT I, , being the Professional Engineer retained by (name of Professional Engineer) , am responsible for overseeing construction of the (name of Grantee/Recipient) project described in the Agreement and do hereby certify that: 1. Equipment, materials, labor, and services represented by the construction invoices have been satisfactorily purchased or received and applied to the project in accordance with construction contract documents filed with and previously approved by the Department of Environmental Protection; 2. Payment is in accordance with construction contract provisions; 3. Adequate construction supervision is being provided to assure compliance with construction requirements and Florida Administrative Code Chapter 62-600 or Chapter 62-604, as appropriate; 4. Construction up to the point of this disbursement is in compliance with the approved plans and permits; 5. All changes, additions, or deletions to the construction contract(s) have been documented by change order and all change orders have been submitted to the Department; and 6. All additions or deletions to the Project which have altered the Project’s performance standards, scope, or purpose (since issue of the pertinent Department permit) have been identified in writing by amendment to this Agreement. Signature of Professional Engineer Firm or Affiliation (Date) (P.E. Number) DEP Agreement No. LP46042, Attachment B, Page 3 of 3  ATTACHMENT C Contract Payment Requirements Florida Department of Financial Services, Reference Guide for State Expenditures Cost Reimbursement Contracts Invoices for cost reimbursement contracts must be supported by an itemized listing of expenditures by category (salary, travel, expenses, etc.). Supporting documentation must be provided for each amount for which reimbursement is being claimed indicating that the item has been paid. Check numbers may be provided in lieu of copies of actual checks. Each piece of documentation should clearly reflect the dates of service. Only expenditures for categories in the approved contract budget should be reimbursed. Listed below are examples of the types of documentation representing the minimum requirements: (1) Salaries: A payroll register or similar documentation should be submitted. The payroll register