Okaloosa County BOCC — July 11, 2017 — Constantine Task Order 34 — agenda request — reading text

BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: July 11, 2017 TO: Honorable Chairman and Members of the Board FROM: Jeff Littrell SUBJECT: Constantine Task Order 34 DEPARTMENT: Water and Sewer BCC DISTRICT: 5 STATEMENT OF ISSUE: Okaloosa County Water & Sewer (OCWS) staff requests Board of County Commissioners (BCC) approval for Task Order 34 with Constantine Engineering, Inc., per the terms of Contract #C13-2068-WS for a total not to exceed cost of $178,300.00. Task Order 34, for professional engineering services related to the North Lakeshore Area Sanitary Sewer Improvements, is attached for your review. This project is on the west/north side of Lake Pippin. BACKGROUND: For well over the past 20 years, OCWS has gone into many existing neighborhoods and constructed sanitary sewer systems that have taken literally hundreds of septic tanks out of service, in order to improve water quality in our lakes, bays, and bayous. These are very expensive projects for the County. Connection to the sewer system is mandatory, so the homeowners end up having to pay thousands of dollars (would be around $10K in 2017) for the Sewer Capacity Expansion Charges (CECs, $3,200), for a contractor/plumber to install the service line and properly abandon the septic tank and drain field, and for some, grinder station installation. Lake Pippin 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. There are approximately 125 single family residential units, each of which has a septic tank. The drain fields from the septic tanks are discharging treated sewage effluent into the water table that has a direct connection to Lake Pippin and Choctawhatchee Bay. While we are not aware of any written studies on the water quality of Lake Pippin itself, public sewer treatment (with nutrient removal) is a proven higher level of treatment than septic tanks. Septic tanks do not provide for nutrient removal, such as nitrogen and phosphorous. Over time, nutrient loading is harmful to water quality, fish life, and the ecosystem. With this in mind, OCWS applied for a state appropriation for the entire project, knowing it was over a $4M project. The application was for public sewer on both sides of the lake - approximately 20 lots on the west/north side (North Lakeshore Drive) and the remainder on the east/south side (end of County Line Road). The application included funding for both design and construction of the public sewer system and the homeowners' typical responsibility (CECs, service line, and septic tank abatement). We were fortunate to be awarded a $2M appropriation, which was administered via a Florida Department of Environmental Protection (FDEP) Grant Agreement. The Grant Agreement was approved by the BCC in 2015. Since the Grant Agreement was executed, numerous action items have occurred. The challenge was to figure out how to best spend the $2M on a project with a total cost that is well above that amount. Via Task Order 7, CH2M HILL Engineering conducted an alternatives analysis. This engineering study primarily consisted of analyzing gravity sewer vs. low pressure sewer, data gathering (geotechnical and septic tank information), preliminary design, and cost estimates. The result of this study was a recommendation to design gravity sewer, with a rough order of magnitude cost exceeding $5M - for design and construction of all needed infrastructure on both sides of the lake. While the alternatives analysis was occurring, OCWS staff sought feedback from Eglin AFB and the affected public. Staff submitted an easement request to Eglin Real Estate and coordinated with Eglin Environmental. Staff conducted two Town Hall meetings with our Lake Pippin customer base. These meetings were very well attended, and lots of feedback was provided at the meetings and via phone calls and emails. None of the impacted customers expressed a desire for low pressure sewer, as they would each have a grinder station; in fact, there was strong opposition to this solution. Of those that contacted staff via phone and email, 100% of the customers on the west/north side of the lake were in favor of public sewer, and approximately 40% of the customers on the east/south side of the lake were in favor of public sewer. Based on all the information above and knowing that $2M is available, staff recommends the following project scope and approximate breakdown of funding, subject to change, pending final design: ~$40,000 - Engineering Evaluation Services (completed) ~$400,000 - Capacity Expansion Charges on both sides of the lake; funding to go directly towards cost of current Arbennie Pritchett Water Reclamation Facility (APWRF) Expansion project ~$178,300 - Engineering design (see attached map) and technical services during construction ~$1,381,700 - Construction-related expenses of gravity sewer for lots on west/north side (North Lakeshore Drive); North Lakeshore Drive Lift Station and associated force main to connect with existing system on White Point Road; rehab of existing White Point Road Lift Station; restoration of North Lakeshore Dr. right-of-way (pavement); plumbing from each home to the proposed public sewer system (right-of-way line); septic tank abatement; dollar amount also includes any necessary easement acquisition. Staff believes that the above solution is a win-win for the County and the customer base of Lake Pippin. The above concept was presented at the latest Town Hall meeting in February 2017, and was met with overwhelming support. To accomplish the above, for Board consideration and approval, staff proposes Task Order 34 with Constantine Engineering, not to exceed $178,300. The scope of work includes engineering design, permitting, bid phase assistance, and construction phase assistance to accomplish the construction of the above-mentioned infrastructure. This amount will be reimbursable from the FDEP Grant Agreement. Staff also intends to move forward with a final CEC count on both sides of the lake, payment of CDM (design-build contractor for APWRF Expansion), and reimbursement of this approximate $400K expense. Once these transactions are complete, OCWS staff will apply a payment/credit of 1 CEC per lot, water meter, and/or structure that is built or being designed/permitted by a homeowner. In other words, if a customer has a single-family home with a detached structure (i.e. mother-in-law structure), they will receive 2 CEC credits on their account; vacant lots will receive 1 CEC credit. Staff feels like this solution honors the intent of the grant application and subsequent grant agreement. All expenses associated with the grant agreement are being coordinated with FDEP. OPTIONS: Approve or deny. RECOMMENDATIONS: Motion for BCC approval to authorize the Chairman to execute Task Order 34 with Constantine Engineering, Inc. for professional engineering services for the North Lakeshore Area Sanitary Sewer Improvements project for a not-to-exceed amount of $178,300.00. RECOMMENDED BY: APPROVED BY: John Hofstad, County Administrator