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Item P15 BOARD OF COUNTY COMMISSIONERS AGENDA ITEM SUMMARy Meeting Date: Februarv 19. 2003 Division: BOCC Bulk Item: Yes No --L Department: District 5 AGENDA ITEM WORDING: Approval for a request for qualifications for implementing the EP A Grant of 3.8 million dollars for a demonstration project on one of the Florida Keys in an efficient and affordable manner. ITEM BACKGROUND: EP A, Monroe County, and the State of Florida have acknowledged serious degradation of ocean eco- systems, including grasses and coral reefs in the Florida Keys. A demonstration on one of the Keys will be an important initial effort to pull the advanced technologies and management together in an innovative approach, and will serve as a model for the remaining Keys. Responders will be asked to meet the Monroe County target price of$35.00 per month, and a $2,700 connection fee using the $3.8 million EPA grant money and the local match of$1,344,000 for a total of$5.07 million dollars. PREVIOUS RELEVANT BOCC ACTION: CONTRACT/AGREEMENT CHANGES: STAFF RECOMMENDATIONS: TOTAL COST: BUDGETED: Yes No COST TO COUNTY: SOURCE OF FUNDS: EPA REVENUE PRODUCING: Yes No AMOUNTPERMONTH_ Year APPROVED BY: County Arty _ OMBlPurchasing _ Risk Management_ / DIVISION DIRECTOR APPROVAL: ~ L~~ M ....... PROTEMMURRAYNELSON DOCUMENTATION: Included ~ To Follow_ Not Required_ DISPOSITION: AGENDAITEM~ Revised 1/03 ...:' Murra Nelson t; From: <Freeman.8ob@epamail.epa.gov> E f' fI- To: "Commissioner Murray Nelson" Sent: Tuesday, May 21, 2002 1 :53 PM Subject: EPA Decentralized Demo Grant This em ail is to confirm the discussion we had on the telephone today regarding the criteria necessary for the Decentralized System Demo Grant to be offered to Monroe County by EPA. As we have discussed previously, there are four basic principles that any project(s) funded under this Demo Grant must comply with, as follows: . The funds must be used to cover as much as 75% of the costs of design, construction, monitoring, O&M and administering decentralized/onsite systems. Costs associated with operating the onsite technology test facility on Big Pine Key could also be included in the demo project. . These funds must be used in areas where the decentralized systems are seen to be a "permanent" solution, i.e. where those systems will not be replaced during the life of that system (roughly 15 years) . The establishment of a~entralized administrative entity with responsibility for construction, oversight, ongoing maintenance, ~nd financial administration (billinQ) fpr these systems is an ~ssential part of any prolect. . Any project funded should be consistent with the Sanitary Wastewater Master Plan accepted by the County. As we discussed, the grant could be made with a phased approach on the scope of work, with the fjrst phase consisting of the evaluation of. alternative possible projects or project areas - the completion of that phase would result in a detailed plan of work with specific j)roject( s) in specific areas. This evaluation/scope development would be prepared by a consultant who has demonstrated experience and capability in dealing with onsite and decentralized wastewater treatment alternatives and who has demonstrated experience in FL Keys projects. This work would be eligible for EPA participation under the Demo Grant at the 75% max grant percentage. The grant would contain grant conditions requiring the implementation of the developed scope of work within a specific period of time. / If projects desired to be evaluated are not consistent with the existing Master Plan, the Phase 1 scope should include re-examination of the portion of the plan pertaining to the project(s) in question to determine if the Plan recommendations should be sustained or amended. If an amendment to the Plan is justified, the Phase 1 deliverables should include the amendment to the Plan along with the specific scope of work for the project(s). The goal of this Demo Grant is to further the concept of centralized J'age 1 at 2 OS/21/2002 I' F ti management of decentralized wastewater treatment technology by "real life" demonstrations projects. Close coordination with EPA throughout !' the grant process and performance of the work will help insure that the Agency goal is achieved through successful projects, as well as provide Monroe County with a demonstration of decentralized treatment technology that may provide an incentive for greater application of those concepts in the future. If you have any questions please contact me. I look forward to working with the County to utilize these grant funds in an expeditious and effective manner. Bob Freeman, P.E. Construction Grants & Technical Assistance Water Management Division EPA - Region 4 phone: 404-562-9244 fax: 404-562-8692 email: freeman.bob@epa.goy / .1. a5~ ~ U.l k OS/21/2002 Q S 0 5'::;:' '\j ~ ~O'Q m Ql ~ .... 5' o. ~ 0 S -<O"~~o. o ~ 0 Ql ...... .... ~ ...... 0" tj m ~ ro ;:l . Ql ~ ~ o it. ,roo m ' .... ~ . t".l ::;. ro t".l ~. ~ fii 0. Om.... S" ~ S 0" '\j :::: Ql S ro ro Ql .... ro Q "1 ~. .... "1CO'QO.... 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'"en Cl Cl '1:l is' :::: :::: S. c ... ;:, tl:I "" .... ~ ... !:;:J <:; ~. ::; ~ ~ -~~--g-03 10:17 FROH:WATER ENF SECTION 10:404 562 8692 PAGE 1/2 Bob Freeman 02/19/2003 10:05 AM To: Mayor Murray Nelson <Nelson-Murray@monroecounty.fl.com> cc: Roberts-Jim@monroecounty-fl.com, Marble-Terri@monroecounty-f1.com, Peters-Katherine@monroecounty-fl.com, Lundstrom-Tamara@monroecounty-fl.com, Hanson-Donna@monroecounty-f1.com, Fitzgerald-Ranny@ monroecounty-f1.com, Frederick-Debbie@monroecounty-fl.com, McCoy-Sonny@monroecounty-fl.com, Neugent-George@monroecounty-fl.com, Rice-David@monroecounty-fl.com, Spehar-Dixie@monroecounty-fl.com, garrett-george@ monroecounty-fl.com SUbjElCt: Monroe County Demo Grant - Conversation with Mayor Nelson I enjoyed being able to discuss the Monroe County Demonstration Grant with you yesterday, Feb. 18, and i wanted to summarize my comment as follows: I agree with the need to get this project moving, both from EPA's need to have a demonstration of the ~e!1tralized management of the onsite approach as a viable way to meet wastewater treatment needs as well as our shared desire to provide a higher quality of wastewater treatment to result in improvement of water quality in the Keys. We discussed the concept of solicitation of proposals to implement the demonstration project as a way to get something underway and possibly re<luce costs. However, I have a serious concem with that idea: ~he primary goal of this demonstration grant is not simply to build decentralized/onsite systems; it is to derronstrate the centralized management of decentalized/onsite systems as a viable, long term, alternative to the traditional strategy of centralized collection and treatment. The "centralized ~aragement" aspect of the demonstration is essential-- the demo project would focus on the establishment and operation of the centre.! management entity, it's difficulties and successes in implementation of the decentralized/onsite treatment approach. Part of the demo project is also .-,cr itoring all elements of the systems ut Iized - construction issues, performance in terms of effluent cuality and treatment acheived, monitoring of O&M requirements and costs, and recommendations for future systems based on the results - both positive and negative. All of this additional work is part of the cerronstration and clearly adds significarty to the cost per EDU - but these are costs which would not be incurred in future projects where only construction of such systems was the goal. The lessons leamed from this information will, we believe, contribute significantly to the success of future "contruction-only" type projects, which is exactly why the demonGtration grant exists - to evaluate the "how to. part of utilizing decentralized/onsite technologies as a integral part of a wastewater infrastructure program. I believe that solicitation of proposals is more likely to produce positive results in a .contruction-only" type of project.. I am not clear about how the demonstration elements that are essential to this grant project could be incorporated into the solicitation. ;:,3 I sa.id in my May 21, 2002 email to YOll : .=~E-19-03 10:17 FROM:WATER ENF SECTION 10:404 562 8692 PAGE 2/2 As we have discussed pre\'iously, there are four basic principles that any project(s) funded under this Demo Grant must comply with, as follows: The funds must be used to cover as much as 75% of the costs of design, construction, monitoring, O&M and administering decentralized/onsite systems. Costs associated with operating the onsite ':e::::mology test facility on Big Pine Key could also be included in the ::el"'} proj ect . These funds must be used in areas where the decentralized systems are see::1 to be a · permanent " solut:.on, i.e. where those systems will not be replaced during the life of that system (roughly 15 years) The establishment of a cent:=alized administrative entity with ~es:;>onsibility for construction, oversight, ongoing maintenance, ::-:3. financial administration (billing) for these systems is an essential ~ar~ of any project. Any project funded should b':l consistent with the Sanitary Wastewater Master Plan accepted by the County. Those principles are still the "guidelines" that we at EPA believe are necessary to acheive the goal of the demonstration grant. I look forward to working with you and the. County staff to get this project moving and help contribute to water quality improvement in the Keys. ?iease let me know if you have any questions or comments. Bob Freeman, P.E. Construction Grants & Technical Assistance Water Management Division EPA - Region 4 :);,ole: 404-562-9244 f3.X: 404-562-8692 email: freeman.bob@epa.gov