Item T4BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: 16 April 2003 Division: _ Growth Management
Bulk Item: Yes X No
Department Marine Resources
AGENDA ITEM WORDING:
Approval of an amendment to FDEP Grant Agreement LP0337 between Monroe County and the Florida
Department of Environmental Protection, providing for wastewater funds under Specific Appropriation 1765A
of the 2002-2003 State budget.
ITEM BACKGROUND:
Paragraph 2. of Grant Agreement LP0337 specifies that upon satisfactory completion of all conditions of the
grant scope of work, an amendment to the Agreement would take place allowing for disbursement of grant
funds. This grant amendment is specific to Attachment A. Section C. I., North Key Largo Utility. North Key
Largo Utility has satisfactorily completed all components under the grant as one of the County's sub -grantees.
Key West Resort Utility (KWRU) has submitted all documentation, but clarifications have been requested from
FDEP. We expect that these clarifications will be made during the week of March 4th, but not in time for the
March BOCC agenda. A specific Amendment for KWRU should appear on the April BOCC agenda.
PREVIOUS RELEVANT BOCC ACTION:
January 15, 2002 — approval of Grant Agreement LP0337
CONTRACT/AGREEMENT CHANGES:
Approves disbursement of funds under Grant Agreement LP0337
STAFF RECOMMENDATIONS;
Approval
TOTAL COST: $987,586 BUDGETED: Yes X No
COST TO COUNTY: None SOURCE OF FUNDS: NA
REVENUE PRODUCING: Yes No X AMOUNT Per Month Year
APPROVED BY: County Atty X OM urchasing Risk Management X
DIVISION DIRECTOR APPROVAL:
imothy McGa Director f rowth Man geme
DOCUMENTATION: Included X To Follow V Not Required
DISPOSITION: AGENDA ITEM NO.:
BC030450.doc
03/24/03 11:19 AM
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract with: f bE Contract # LP0337
Effective Date: ASAP
Expiration Date: May 31, 2003
Contract Purpose/Description:
Amendment to FDEP Grant Agreement LP0337 between Monroe County and the
Florida Department of Environmental Protection, providing for wastewater funds under
Specific Appropriation 1765A of the 2002-2003 State budget.
Contract Manager: George Garrett 2507 Marine Resources / 11
(Name) (Ext.) (Department/Stop #)
for BOCC meeting on `r`%/lo/03 Agenda Deadline: NAaj�l I
CONTRACT COSTS
Total Dollar Value of Contract: $ Current Year Portion: $
Budgeted? Yes® No ❑ Account Codes: Unknown- - -_
Grant: $ 987,586
County Match: $ 0
Estimated Ongoing Costs: $NA/yr
(Not included in dollar value above)
ADDITIONAL COSTS
For: NA
CONTRACT REVIEW
Changes
Date In Needed ewer
Division Director 3 Yes❑ No[c
Risk Management V(2 47� Yes❑ No0• L • '
O.M.B./Purchasing 3I �� D3 Yes io❑
I
County AttorneyA Yes❑ No"G
. I
Cc
987,586
etc.)
Date Out
e3
STATE FINANCIAL ASSISTANCE AGREEMENT
MONROE COUNTY
DEP AGREEMENT NO. LP0337
AMENDMENT NO. 1
STATE OF FLORIDA GRANT ASSISTANCE
PURSUANT TO SPECIFIC APPROPRIATION 1765A OF THE 2002 - 2003 GENERAL
APPROPRIATIONS ACT (CHAPTER 2002-334, LAWS OF FLORIDA)
This Amendment No. 1 is executed by the STATE OF FLORIDA DEPARTMENT OF
ENVIRONMENTAL PROTECTION (hereinafter referred to as "Department") and MONROE
COUNTY (hereinafter referred to as "Grantee" or "Recipient" or "Contractor"), the address for
which is Gato Building, 1100 Simonton Street, Key West, Florida. 33040, existing as a local
government agency under the laws of the State of Florida.
WHEREAS, the Department and the Recipient entered into a Grant Agreement providing
for amendment upon completion of certain Project Work and such activity for the North Key
Largo Utility Corporation has been completed satisfactorily; and
WHEREAS, the Recipient is entitled to grant funds in the amount of $987,586 for North
Key Largo Utility Corporation Project Work.
THEREFORE, in consideration of the mutual benefits to be derived herefrom, the
Department and the Recipient do hereby agree as follows:
1. The Grantee shall perform in accordance with the terms and conditions set forth in the
original Agreement and this Amendment, and all attachments and exhibits named which
are attached thereto or hereto, respectively, and incorporated by reference. The attached
Attachment A - Revised (Project Work Plan) supersedes the version of Attachment A
incorporated into the original Agreement. There is no change to Attachment B as
originally issued.
2. The Grantee shall not subcontract, assign, or transfer any construction services or
equipment/material procurement work to be funded under this Agreement as amended
without the prior written consent of the Department's Grant Manager. The Department
specifically consents to subcontracting with North Key Largo Utility Corporation and
associated lower tier subcontractors including United Engineering Corporation, Boyle
Engineering Corporation, Florida Keys Aqueduct Authority, and William Stephenson,
P.E. The Grantee agrees to be responsible for the fulfillment of all work elements
included in any subcontract and agrees to be responsible for the payment of all monies due
under any subcontract. It is understood and agreed by the Grantee that the Department
shall not be liable to any subcontractor for any expenses or liabilities incurred, and that the
Grantee shall be solely liable to any subcontractor for all expenses and liabilities incurred
under the subcontract.
3. Grant funds shall be disbursed to the Recipient on a cost reimbursement basis no more
frequently than monthly for all eligible project costs upon receipt and acceptance by the
Department of properly completed Disbursement Request Forms (provided as
Mar 25 03 09:42a Growth Met
(305)289-2854 P.5
Attatcbment Q. �umeatatioD stroll be provided establishing that a P
rofessi
o
n
a
l
E.ngkow roes reaponsi a for ovemmmg coat WW8- The Grantee shalt maintain records
of suffi
ciently kaniwd invrriees for dw mmarrab, labor, or services to kW*ify the nature
of the work performed; the Cost or charges for such wort;; and the person or entity
pmvlding the service or performing the work.
IN WITNESS WHEREOF. the parties have caused this Arnendmcot No. I to be duly
executed, the day and Year last written below.
MONROE COUNTY BOARD OF
COUNTY CONMSSIONERS
By-
Mayor/chairperson
171
FEID No.: 59-6M749
STATE OF FLORIDA DEPARTMENT
OF ENVIRONMENTAL. PROTECTION
BY. - - j
Direator, Division of Water
Rewurre Management
Date: 3-/ Z - 0 3
APPROVED AS TO FORM
A LEGA
B
R ERT N. �tF
DATE -03
Br•
List of attachments/e)dnbits imcluded as part of this amended Agt+eemeat:
Speedy Type Letter/ Description (imiude cumber of pages)
Number
Attaclment A -Revised _Project Work Plan Q Page)
Attachment B Audit Requirements (5 Pam)
Attachment C DWmnenrd RcQuest Forms 3 es
2
a'tT--fn ■-TTW ,iT!�ro-) _0Mt40W W0a 0T =0T EQ-9Z-8vW
ATTACHMENT A - REVISED
MONROE COUNTY
North Key Largo Utility Corporation Wastewater Management System
A. PROJECT BUDGET INFORMATION
PROJECT BUDGET
Category of Expenditure
DEP Funds
Other Funds
Total Funding
FY 02/03 FY 03/04 FY 04/05
Design
$ 0
$ 0
$ 0
$ 190,547
$ 190,547
Construction
$ 987,586
$ 0
$ 0
$ 1,906,914
$ 2,894,500
Tech Services during
Construction
$ 0
$ 0
$ 0
$ 71,926
$ 71,926
Other
$ 0
is 0
Is 0
$
$
TOTAL
$ 987,586
1 $ 0
1 $ 0
$ 2,169,387
$ 3,156,973
B. SCOPE OF PROJECT WORK:
A vacuum station and vacuum sewer extensions are to be constructed for the North Key Largo
Utility Corporation. The facilities to be constructed will provide for decommissioning existing
individual on -site wastewater treatment and disposal systems. Wastewater treatment and disposal
will be provided at the existing facility serving the Utility.
C. PROJECT SCHEDULE — Submit all disbursement requests no later than May 15, 2003.
DEP Agreement LP0337, Attachment A - Revised, Page 1 of 1
ATTACHMENT C
Disbursement Request Forms — Disbursement Details
1. Grantec%ecipient
2. Project Number LP0337 Date of Request
3. Disbursement Request Number Required Match % NONE
4. Type of Request: Partial ❑ Final ❑
5. Federal Employer Identification Number
6. Mail ❑ EFT ❑ Send Remittance to:
Disbursement Details
(cumulative amounts rounded to the nearest dollar)
1. Construction
2. Technical Services during Construction
3. Total Cummulative to Date
4. Disbursements Previously Requested
5. Amount Requested for Disbursement
(Line 3 minus Line 4)
$ NONE INCLUDED
.It
** SUBMIT ONE ORIGINAL COPY OF THIS FORM AND SUPPORTING DOCUMENTATION TO:
**
Florida Department of Environmental Protection
Bureau of Water Facilities Funding MS 3505
2600 Blair Stone Road
Tallahassee, Florida 323"-2400
DEP Agreement No. LP0337, Attachment C, Page 1 of 3
ATTACHMENT C
Disbursement Request Forms -Grant Manager's Certification
L ,
(name of Grant Manager designated in the Agreement)
on behalf of , do hereby certify that:
(name of GrantedRecipient)
1. The disbursement amount requested on page I of this form is for allowable costs for the Project described in the
Agreement.
2. Materials, labor, equipment, and/or services representing costs included in the amount requested have been
satisfinctorily purchased, performed or received, and applied toward completing the Project; such costs are
documented by invoices or other appropriate documentation which are filed in the Grantee's permanent records.
3. The Grantee is required to pay such costs under the terms and provisions of contracts relating directly to the Project,
and the Grantee is in compliance with all terms or provisions of the contracts.
4. All funds received to date under the Agreement have been applied toward completing the project.
5. All permits and approvals required for the construction have been obtained.
6. Any changes in State or Federal funding (since the effective date of the Agent) have been identified in writing
to the Department or are identified on the attachment hereto. (Attachment included: Yes ❑ No ❑)
( Signature of Grant Manager)
(DaW)
** SUBMIT ONE ORIGINAL COPY OF THIS FORM AND SUPPORTING DOCUMENTATION TO:
Florida Department of Environmental Protection
Bureau of Water Facilities Funding MS 3505
2600 Blair Stone Road
Tallahassee, Florida 323"-2400
DEP Agreement No. LP0337, Attachment C, Page 2 of 3
ATTACHMENT C
Disbursement Request Forms - Engineer's Certification
1, , 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 satisfiuxorily purchased
or received and applied to the project in accordance with construction contract documents submitted to the
Department of Environmental Protection's Bureau of Water Facilities Funding;
2. Payment is in accordance with construction contract provisions;
3. Adequate construction supervision was provided;
4. Construction was in compliance with the contract documents;
5. All changes, additions, or deletions to the construction contrad(s) have been domunented by change order, and
6. All additions or deletions to the Project which have altered the performance standards, scope, or purpose have been
identified in writing to the Department or are identified on the attachment hereto. (Attachment included: Yes ❑
No ❑)
Signature of Professional Engineer
Firm or Affiliation
(Date) (P.E. Number)
** SUBMIT ONE ORIGINAL COPY OF THIS FORM AND SUPPORTING DOCUMENTATION TO:
**
Florida Department of Environmental Protection
Bureau of Water Facilities Funding MS 3505
2600 Blair Stone Road
Tallahassee, Florida 323".2400
DEP Agreement No. LP0337, Attachment C, Page 3 of 3