Fort Walton Beach Resolution — 2008-12-Stormwater Initiative Grant--NWFWM — reading text

RESOLUTION 08- 12 A RESOLUTION OF THE CITY OF FORT WALTON BEACH, FLORIDA, ACCEPTING FUNDING THROUGH THE NORTHWEST FLORIDA WATER MANAGEMENT DISTRICT' S FLORIDA FOREVER ACT GRANT PROGRAM FOR THE EGLIN PARKWAY STORMWATER INITIATIVE; AUTHORIZING THE MAYOR TO EXECUTE THE FUNDING AGREEMENT; AUTHORIZING THE CITY MANAGER AND A DESIGNEE TO OVERSEE THE PROJECT; AUTHORIZING A FUTURE BUDGET AMENDMENT IF NECESSARY; AND SETTING AN EFFECTIVE DATE. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FORT WALTON BEACH, FLORIDA AS FOLLOWS: Sections 259. 105( 4) and 373. 199, of the Florida Statutes, have allocated funding to the Northwest Florida Water Management District to implement projects pursuant to the Florida Forever Act. The City is eligible to participate in this competitive grant program and has applied and been awarded up to $ 150,000 for the Eglin Parkway Stormwater Initiative. The City Council finds that is in the best interests of the citizens of Fort Walton Beach to participate in the Florida Forever Act Grant Program. Therefore, the City Council hereby authorizes the Mayor to execute the Florida Forever Funding Agreement, the City Manager and a designee to implement, supervise, and manage the initiative pursuant to City purchasing policies and procedures and Florida law, and a future budget amendment if necessary. This Resolution shall take effect immediately upon approval by the City Council. AdoPtecl~~ ~ f). aJ ~ Iuk ~Mike Anderson, Mayor Attest: Approved for form and legal sufficiency. Toni L. Craig, City Attome  Northwest Florida Water Management District 81 Water Management Drive, Havana, Florida 32333- 4712 U.S. Highway 90, 10 miles west of Tallahassee) 850) 539- 5999 · ( Fax) 539- 2778 Douglas E. Barr Executive Director March 20, 2008 Mr. Sam Wilson City of Fort Walton Beach, Utilities Dept. P. O. Box 4009 Fort Walton Beach, FL 32549 RE: NWFWMD Contract # 08- 044 Dear Mr. Wilson, Please find enclosed two originals of the agreement between the City of Fort Walton Beach and the Northwest Florida Water Management District for implementation of the Eglin Parkway Stormwater Initiative Florida Forever project. When these documents are signed and dated, please keep one for your records and return one to me at the letterhead address. Upon receipt of the executed contracts, the project will shift into implementation stage. Please note that the District has contracted with PBS& J to track the Florida Forever grant projects through to completion. Thus, you may be contacted by them ( probably Mr. Eric Schneider) at times during the project. Please provide information as requested during the project completion process. Your direct District contact is Nick Wooten, as indicated on page four of the agreement. Additional information is provided in the attached handout. Thank you very much for your assistance. We look forward to completing this project. Sincerely, Christina Coger Associate Water Resource Planner Christina. Coe:er@nwfwmd. state. f1. us Enclosures: 1) Agreement Originals, Eglin Parkway Stormwater Initiative 2) Supplemental Contract Information, handout GEORGE ROBERTS PHILIP K. McMILLAN SHARON PINKERTON PETER ANTONACCI STEPHANIE BLOYD Chair Vice Chair Secretary/ Treasurer Tallahassee Panama City Beach Panama City Blountstown Pensacola SHARON T. GASKIN STEVE GHAZVINI TIM NORRIS JERRY PATE Wewahitchka Tallahassee Santa Rosa Beach Pensacola  Spring 2008 Florida Forever Competitive Capital Improvement Grants Program Supplemental Contract Information The purpose of handout is to provide a summary of contractual obligations between the recipient and the Northwest Florida Water Management District ( NWFWMD or District). It explains the administrative processes from contract execution through project completion and it highlights some important features of the grant program. This handout is not binding; it is a supplemental clarification document. Project Management All agreements are made between eligible parties and the NWFWMD. In most cases, project review for the Florida Forever Capital Improvement Grant will be contracted Program to a qualified program management firm. This consultant will act on behalf of the District from pre- project evaluations through project completion. The consultant will be the primary contact for each project.Typically, you can expect the consultant to do the following: Contact the local project coordinator for initial discussions and to conduct an Initial Project Report. Conduct periodic progress evaluations consisting of interviews and/ or site visits, where necessary, to determine project status. Conduct final evaluation of project upon its completion ( and for completed construction activities upon anY' partial payment requ~st). Manage all other grant program activities including contract amendments and extensions. The consultant will contact recipients in advance to schedule interviews and site visits.. IT IS ESSENTIAL FOR ALL RECIPIENTS TO PROVIDE ACCESS TO THE PROJECT SITE. Without adequate access to the project location, evaluations cannot be conducted which may delay reimbursement upon project completion. Timeframe Unless other arrangements are made, parties agree to fulfill all project requirements and submit deliverables within 24 months of contract execution ( date of signatures). Recipients are responsible for ensuring that all work is completed before contracts expire. Contracts that are left to expire can greatly delay reimbursement of funds for completed projects. Recipients are also responsible for notifying the District (via the project manager) 72 hours prior to start of construction of any project or project phase. 1  Spring 2008 Invoicing The Florida Forever Capital Improvements Program awards payments on a cost- Grant reimbursement basis. The project agreement will also normally require completion of the entire small local project prior to invoicing and reimbursement. For financially disadvantaged reimbursement as governments, the District may consider allowing for partial payment construction progresses. This must be agreed to in advance, however, and be incorporated into the contract. 1 of contract) Recipients must fulfill all the activities as indicated in their agreements ( Attachment as well as submit an invoice for reimbursement that contains enough detail to withstand an audit. Florida Forever grant funds may ONLY be applied to construction costs ( labor and materials) and invoices cannot be used for engineering, survey, design, or land or easement acquisition. Typical include the following: lessons Project Summary Report- this is a brief description of the project, goals accomplished, learned and any other information that describes the activities conducted or future recommendations; of all invoices and Spreadsheet/ Table of Itemized Construction Costs- this includes copies checks showing expenses incurred and that are to be reimbursed; Table of Itemized Contributing Expenses- this details the cash or in- kind Spreadsheet/ to in services expended on the project.These amounts must meet or exceed the amount agreed the Grant Project Budget Table of the contract. Back- up documentation for match expenditures beyond itemized list is not required; and Invoice to the District in the amount not to exceed the grant award. For more information, please contact: Nick Wooten @ the Northwest Florida Water Management District at ( 850) 539- 5999 or N ick.W ooten@nwfwmd. statef.lus. OR7" Eric Schneider @ PBS& J at ( 850) 478- 9844 or ETSchneider@pbsj. com. 2  FLORIDA FOREVER FUNDING AGREEMENT BETWEEN THE NORTHWEST FLORIDA WATER MANAGEMENT DISTRICT AND THE CITY OF FORT W ALTON BEACH FOR EGLIN PARKWAY STORMW ATER INITIATIVE NWFWMD Contract Number 08- 044 2008, by and THIS AGREEMENT, made and entered into this L day of - between the NORTHWEST FLORIDA WATER MANAGEMENT ifn/ , ISTRICT, a public entity created by Chapter 373, Florida Statutes, as amended, for itself, herein after collectively referred to as the " DISTRICT," and the CITY OF FORT WALTON BEACH, hereinafter referred to as the " GRANTEE." WITNESSETH: WHEREAS, the DISTRICT has been allocated funding under the Florida Forever program to implement projects consistent with the