Okaloosa County BOCC — January 6, 2015 — Agreement, Attachments and Exhibit — reading text

Date: Bob Ballard, DEP Grant Manager FEID No.: 59-6000765 Approved as to form and legality: DEP Attorney List of attachments/exhibits included as part of this Agreement: Letter/ Specify Type Number Description (include number of pages) Attachment A Project Work Plan (3 Pages) Attachment B Disbursement Request Package (3 Pages) Attachment C Contract Payment Requirements (1 Page) Attachment D Progress Report Form (1 Page) Attachment E Reserved Attachment F Reserved Attachment G Special Audit Requirements (5 Pages) Revised 7/14 DEP Agreement No. LP46041, Page 12 of 12  ATTACHMENT A PROJECT WORK PLAN OKALOOSA COUNTY LP46041 Project Title: Lake Pippin Area Sanitary Improvements Project Location: Niceville, Florida, Okaloosa County Lake Pippin Development: 30°27'27.40"N / 86°24'12.48"W North Lakeshore Development: 30°27'33.08"N / 86°24'36.27"W Water Bodies Impacted: Gulf of Mexico, Choctawhatchee Bay & Pippin Lake Project Background: The Lake Pippin area 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. This area in Okaloosa County Water and Sewer’s (OCWS) service area, and residents are connected to OCWS’ public water system. There are approximately 125 homes with septic tanks and drain fields. The elimination of older septic tank systems has long been recommended due to the introduction of wastewater microbes and pathogens into the environment. These organisms have short circuited the treatment process in the leach field and are directly being introduced into the environment. This is particularly evident in communities that lie beside coastal waters that are subjected to high ground water and tidal flushing. This project will provide immediate removal of a potential source of pollution that is adjacent to coastal beaches and bayous; increase overall water quality and promote sea grass health. Ecosystem services related to human usage will also be increased as well as help reduce the public health risk. Coastal eutrophication has long been documented to have negative effects on near-shore ecosystems. The elimination of raw sewage entering the ground in these areas will serve to reduce pollutant runoff into both the Choctawhatchee Bay and Gulf Mexico. Project Description: The overall project will include the construction of a new sanitary sewer collection system for the Lake Pippin and North Lakeshore developments that are currently served by residential septic tanks. Specific tasks associated with this funding includes land/easements acquisition, alternatives evaluations, project design & management, and construction. This is a $4M project with DEP funding in the amount of $2M. The remaining $2M is unfunded and will be applied for in the future. With this $2M DEP funding, we plan to complete all the “soft costs” of the project, construct the backbone or foundational infrastructure of the collection system (such as large lift stations, transmission mains, and treatment capacity), and construct a portion of the collection system needed for the 125 residential lots/homes. Revised 7/14 DEP Agreement LP46041, Attachment A, Page 1 of 3 Task 1: Engineering Evaluation Services Deliverable: Copy of contract and final summary report. Timeline for completion: September 30, 2018 Budget Information: Contractual: Professional Services $30,000 Performance Standard: The DEP Grant Manager will review periodic requests for funds for the deliverables to ensure they are eligible for reimbursement. Task 2: Land and/or Easement Acquisition Deliverable: Copy of appraisals, deeds, easements, titles, and legal descriptions. Timeline for completion: September 30, 2018 Budget Information: Land: 100,000 Performance Standard: The DEP Grant Manager will review periodic requests for funds for the deliverables to ensure they are eligible for reimbursement. Task 3: Engineering Design and Technical Services During Construction Deliverable: Copy of contract, plans and specifications, DEP permit, and engineer’s disbursement requests. Timeline for completion: September 30, 2018 Budget Information: Contractual: Professional Services $250,000 Performance Standard: The DEP Grant Manager will review periodic requests for funds for the deliverables to ensure they are eligible for reimbursement. Task 4: Construction Task 4a: WRF construction expansion/capacity expansion charges Deliverable: Copy of contracts, bid tabulations or design/build request for proposals, contractor’s schedule of values with supporting documentation, and photos of completed work. Timeline for completion: September 30, 2018 Budget Information: Contractual: Construction $400,000 Performance Standard: The DEP Grant Manager will review periodic requests for funds for the deliverables to ensure they are eligible for reimbursement. Task 4b: Collection system construction Deliverable: Copy of contracts, bid tabulations, contractor’s schedule of values with supporting documentation, and photos of completed work. Timeline for completion: September 30, 2018 Budget Information: Contractual: Construction $250,000 Performance Standard: The DEP Grant Manager will review periodic requests for funds for the deliverables to ensure they are eligible for reimbursement. Revised 7/14 DEP Agreement LP46041, Attachment A, Page 2 of 3 Task 4c: Collection system construction performed by County staff Deliverable: Time cards showing employees’ hourly rates including fringe, invoices for purchased materials and equipment, equipment time and rates, and photos of completed work Timeline for completion: September 30, 2018 Budget Information: Salaries: $180,000 Fringe Benefits: $90,000 Materials/Other Expenses: $700,000 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: The tasks identified here should agree with the tasks identified and described above. Identify the tasks as follows: 1a, 1b, etc. Local Funds and Source Tasks DEP Funding Local Funds Source of Funds Engineering Evaluation 1 Services $30,000 Land and/or Easement 2 Acquisition $100,000 Engineering Design and Technical Services During 3 Construction $250,000 WRF expansion/capacity 4a expansion charges $400,000 Collection system 4b construction $250,000 Collection system construction performed by County staff: Salaries $180,000 Fringe Benefits $90,000 4c Materials $700,000 Total: $2,000,000 Project Total: $4,000,000 (Additional funding to be applied for) The FY2014-15 GAA did not require a match for these projects. Revised 7/14 DEP Agreement LP46041, Attachment A, Page 3 of 3  ATTACHMENT B Disbursement Request Package Legislative Projects (LP) Grants 1. Grantee/Recipient Okaloosa County 2. Project Number LP46041 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. Salaries 2. Fringe Benefits 3. Contractual Services 4. Supplies/Other Expenses 5. Land 6. Total 7. Disbursements previously requested 8. Amount Requested for Disbursement (line 6 minus 7) ** 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. LP46041, 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. LP46041, 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