Okaloosa County BOCC — April 19, 2016 — Taxiway H Water Main - Site Work Agreement with Eglin AFB — agenda request — reading text

BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: April 19, 2016 TO: Honorable Chairman and Members of the Board FROM: Jeff Littrell SUBJECT: Taxiway H Water Main - Site Work Agreement with Eglin AFB DEPARTMENT: Water and Sewer BCC DISTRICT: 2 STATEMENT OF ISSUE: Okaloosa County Water & Sewer (OCWS) staff requests that the Board of County Commissioners (BCC) approve and authorize the Chairman to execute a Site Work Agreement between the County and Eglin Air Force Base's 96th Civil Engineer Group for the construction of the Taxiway H Water Main Extension project, a local federal base project, which supports the Aircraft Rescue and Fire Fighting Station (ARFF), a joint project by Okaloosa County and Eglin AFB. The agreement, along with its exhibits and the County Contract Review Coordination Sheet, is attached for your review and consideration. BACKGROUND: OCWS and Eglin's 96th Civil Engineer Group (96CEG) have a strong partnership and a long history of working together on infrastructure projects that are a win-win- win for the County, base, and the public. For this particular project, a Site Work Agreement was executed in 2011 for OCWS to survey, design, and permit Eglin's Taxiway H Water Main Extension project. The project primarily consists of approximately 12,800 linear feet (LF) of 10" water main, 1400 LF of 6" water main, and 18 fire hydrant assemblies. See attached map for the alignment depicted on an aerial photo. With this construction, fire protection will be increased along the joint-use airfield, as will water pressure and flow in the potable water system throughout some other areas of Eglin's water system. Design was completed and permits were obtained in 2012, and since then, Eglin has had the project on hold for funding reasons. The County Airports Department has also been working with Eglin on the ARFF project; see attached past BCC agenda request from Mr. Tracy Stage, which provides a summary of that project and BCC action. The ARFF project is in close proximity to the Taxiway H Water Main Extension project and will benefit greatly from the construction of this critical infrastructure project. The water main project is necessary to meet the potable water and fire suppression demand of the ARFF project. Because of the County's experience explained above, the ability to construct with in-house resources, and the given needs of the ARFF project, Eglin and County staff worked together on a Site Work Agreement to fund this $945,737 project, summarized as follows: - $411,529 - funded by the County via a Federal Aviation Administration (FAA) grant - $380,789.30 - OCWS' withheld its October 2015 lease payment for the Arbennie Pritchett Water Reclamation Facility (APWRF) - $153,418.70 - OCWS to withhold this amount from October 2016 lease payment for the APWRF The Site Work Agreement for the water main project contains the background of the project, along with a funding outline for this payment in-kind (PIK) project, and a Statement of Work. The Statement of Work includes project details, a cost breakdown, construction plans, and specifications. This is a great example of multiple government agencies working together to provide a solution for a critical infrastructure project at the lowest possible cost. To elaborate on the procurement, please note that via the ARFF project, for which the BCC approved the bid award to EMR, Inc. on 4/42016, three additive alternates are included: 1) material for the water main project, 2) directional bore under the north-south runway, and 3) asphalt paving patches. These three items total $489,669.72 are included with the bid award of $3,681,246.47 to EMR, Inc. Of the $489,669.72, $411,529 is funded from the FAA grant on a cost reimbursable basis, and the difference of $78,140.72 will be paid for by an interdepartmental transfer from the Water & Sewer enterprise fund to the Airport enterprise fund. Please understand that typical Site Work Agreements are executed by the County Administrator and Base Civil Engineer. The purpose of such agreements is to spend money on local federal projects from Eglin's escrow account that contains lease payments from Eglin's Enhanced Use Leases (EULs), such as the Airport and APWRF. Upon execution of a Site Work Agreement, County Purchasing begins procurement of the federal project, and payments are made out of this escrow account. For this particular Site Work Agreement for the water main project, specific lease payments under County Lease No. L07-0277-WS will be withheld from the escrow account. By forgoing the payments into the account, it shall be considered payment in kind. With this being a major project that has unique circumstances, Legal staff recommended the agreement be approved by the BCC and executed by the Chairman. OPTIONS: Approve or deny. RECOMMENDATIONS: Staff recommends BCC approval for the Chairman to execute a Site Work Agreement between the County and Eglin Air Force Base's 96th Civil Engineer Group for the construction of the Taxiway H Water Main Extension project, which supports the Aircraft Rescue and Fire Fighting Station (ARFF), a joint project by the Okaloosa County and Eglin AFB. Staff also recommends BCC authorization for withholding the lease payments into the escrow account in accordance with the provisions of the agreement. RECOMMENDED BY: APPROVED BY: John Hofstad, County Administrator