Item 8BAGENDA ITEM # 8B
MARCH 22, 2010
STAFF REPORT
City of Atlantic Beach
Commission Meeting
AGENDA ITEM: Local Mitigation Strategy Grant Acceptance: Salt Air Gravity
Sewer Rehabilitation Project
DATE: March 8, 2010
SUBMITTED BY: David E. Thompson, Asst. City Manager
BACKGROUND:
The State Division of Emergency Management and FEMA have approved a grant
application for the City of Atlantic Beach for a total of $282,000. The project includes
the rehabilitation of approximately 8,7001inear feet of sanitary sewer lines and 53
manholes in the Salt Air Subdivision (and along Ahern Street and Ocean Boulevard).
Historical information shows that the sanitary sewer lines in this area have exceeded their
capacities and overflowed in the past. On a number of occasions, Atlantic Beach has
paid private companies to pump out the overflow into trucks where it could be
transported and treated appropriately.
Master waste water plans have recognized the necessity to rehabilitate the sanitary sewer
lines in this area of the City. The lines were constructed of clay piping more than 30
years ago, and this type of piping tends to deteriorate quickly, especially in areas where
there is a high water table. The joints deteriorate, and then the pipes tend to crack and
break. This specific area has been documented in the waste water master plan as a high
priority for rehabilitation due to high levels of infiltration from rain and ground water.
Benefits include:
The reduction of the costs of pumping and treating millions of gallons of rain/ground
water entering the system through cracks and breaks in the lines; the reduction in
overflows that would endanger public health and pollute nearby waters and streams; the
reduction in City staff time and the protection of City workers on site, closing off streets
due to overflows; the elimination of concerns with various regulatory agencies that may
respond to the overflows; the elimination of cave-ins caused by underground leaks in the
system; and the elimination of sewer backups caused by a system overload.
Return on Investment: The present infiltration into this specific part of the sanitary sewer
system averages approximately 88,200 gallons per day. Over the course of a year, we are
treating approximately 32,193,000 gallons of rain/ground water from this section of the
sanitary system. The average cost of treating 1,000 gallons of waste water is
approximately $3.37, which means that we will be saving approximately $108,490 per
AGENDA ITEM # 8B
MARCH 22, 2010
year in treatment costs.' Additionally, during heavy rains, we have averaged paying
$8,618 per year to have private companies pump out this section of the system. When
we add these numbers together, we have the potential to save $117,108 per year. The
total cost of the project to the City of Atlantic Beach is $118,000. The improvements
have a projected life expectancy of 50+ years.
BUDGET: This grant requires matching funding. The grant will provide $282,000, and
the City will be required to match this with $118,000 for a total project cost of $400,000.
Public Utilities anticipated a $100,000 match and included it in the 2009-2010 budget.
Public Utilities will identify an additional $18,000 with which to match this grant.
RECOMMENDATIONS: To approve the acceptance of this grant, Project Number
1785-038-R, City of Atlantic Beach, Duval County, Salt Air Gravity Sewer
Rehabilitation Project, and to authorize the Mayor to sign the contract and the subsequent
paperwork for the administration of this grant.
ATTACHMENTS: FEMA Approval Letter Dated February 4, 2010
Letter from the Division of Emergency Management dated March
3, 2010
REVIEWED BY CITY MANAGER:
AGE DA ITEM NUMBER: $,~
' The actual reduction in costs will probably be less than these estimates. There are some expenses
(Example: staffing) that we will not be able to reduce in direct proportion to the reduction in number of
gallons being treated.
AGENDA ITEM # 8B
MARCH 22, 2010
U.S. Department of Homeland Security
FEMA Region IV
3003 Chamhk~ Tucker Road
Atlanta, GA 30341
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February 4, 2 010 ~'`~
Mr. David Halstead, Interim Director
Florida Division of Emergency Management
2555 Shumard Oak Boulevard
Tallahassee, Florida 32399-2100
Attention: Mr. Miles Anderson
Reference: Hazard Mitigation Grant Program {HMGP) DR-1785-0038 (State Project Number
1785-0038), City of Atlantic Beach, Duval County, Salt Air Gravity Sewer
Rehabilitation
Dear Mr. Halstead:
We are pleased to inform you that the subject project has been approved for $400,000 with a Federal
share of $282,000. The following is the approved Scope of Work (SOW) for the above-referenced
project.
This project proposes to upgrade the City of Atlantic Beach's sewer system by installing
approximately 8,7001inear feet of cured-in-place pipe in the existing sewer mains and
rehabilitate approximately 53 brick manholes with a specialty coating to prevent sanitary
overflows. The completed project will alleviate flooding fora 10-year storm and minimize
flood damages for the majority of greater storm events. The period of performance (POP) for
this project is three (3) years from the date of this correspondence.
"I'he State HMGP Administrative Plan defines the procedure whereby the Governor's Authorized
Representative (GAR) may advance portions of the approved Federal share to the subgrantee. Upon
completion of the HMGP project, the subgrantee's closeout reimbursement for the final Federal
share of eligible project costs must be submitted to the Regional Director for review and
determination.
Quarterly progress reports for the HMGP projects are required. Please include this HMGP project in
your future quarterly reports. Note that 44 CFR 206.438(c) indicates the State must provide a
quarterly progress report to FEMA indicating the status and completion date for each project funded.
The report will include any problems or circumstances affecting completion dates, scope of work, or
project cost that may result in non-compliance with the approved grant conditions.
www.fema.gov
AGENDA ITEM # 8B
MARCH 22, 2010
Section 206.438(d) of 44 CFR requires the GAR to "certify that reported costs were incurred in the
performance of eligible work, that the approved work was completed and that the mitigation
measure is in compliance with the provisions of the FEMA-State Agreement."
The National Environmental Policy Act (NEPA) stipulates that additions or amendments to a HMGP
subgrantee SOW may have to be reviewed by all State and Federal agencies participating in the
NEPA process.
The State (grantee) must obtain prior approval from FEMA before implementing changes to the
approval project SOW. According to the Uniform Administrative Requirements for grants and
cooperative agreements to State and Local Governments:
• For construction projects, the grantee must "obtain prior written approval for any budget
revision which would result in a need for additional funds" [44 CFR 13(c)].
• A change in the scope of work must be approved by FEMA in advance regardless of the
budget implications.
• The grantee must notify FEMA as soon as significant developments become known, such as
delays or adverse conditions that might raise costs or delay completion, or favorable
conditions allowing lower cost or earlier completion. Any extensions of the POP must be
submitted to FEMA 60 days prior to the expiration date.
• The grantee must avoid duplication of benefits between the HMGP and any other form of
assistance, as required by Section 312 of the Stafford Act, and further clarified in 44 CFR
206.191.
The obligation report, management report and environmental report are included for your records.
The obligated funds are available for withdrawal from Smartlink on sub-account number
17$SDRFLP00000045.
If you have any questions, please contact Lonnie L. Ryder at (407) 268-$636.
Sincerely,
1C~~~~d
Clayton E. Saucier, Chief
Hazard Mitigation Assistance Branch
Mitigation Division
Enclosures
www.fema.gov
AGENDA ITEM # 8B
MARCH 22, 2010
02!03/2010 FEDERAL EMERGENCY MANAGEMENT AGENCY HMGP-0B-02
8:43 HA7ARD MITIGATION GRANTS PROGRAM
Obligation Report w/ Slgrratunes
_.~__._Disaster-FEMA~"~'`Amendrrient'-'-'-State-- Action Supplemental - -
-- - - ---No -- Project No ---- -No -- •- Application ID No No State Grantee
1785 38-R 0 38 1 22 Fl Statewide
Subgrantee: Atlantic Beach Project Title : City of Atlantic Beach, Duval County, Salt & Gravity Sewer Rehab,
Subgrantee FIPS Code: 031-02400 Drainage
"-"" " ~ -Total Amount -- ~ ` Tiital Amount
Previousty Allopted Previously Obligated
Total Amount
Pending Obligation
$282.000 _ - -
$282,000
Project Amount Grantee Admin Est
$282,000 $0
Comments
Date: 01/28/2010 User Id: DBURKETT
Comment: New project funding approved HMO
SO
Subgrantee Admin Est
$0
Total Amount Available
for New 061igation
$0
Total Obligation IFMhS :3ate IFitr.:v Status FY
$282,000 91128!2010 Accept 2010
Authorization
Preparer Name: LONNIE RYDER Preparation Date: 01/28/2010
HMO Authorization Name: DEBORAH BURKETT HMO Authorization Date: 01 /28/2010
--, ,~
,r' ~ s~X~- ~ ..•`~ ,~ ., ~,.~~~ (',. jit!.~ f 1~;'7rFi ~A/~~1: ~.; ; ~:. ' ,~_- Jul
Autt-orj~?ng Officia( Signature Authorizing Official Title Authorization Date
__
Authorizing Official Signature Authorizing Official Title
Authorization Date
Page 1 of 1
AGENDA ITEM # 8B
MARCH 22, 2010
02/03/2010 FEDERAL EMERGENCY MANAGEMENT AGENCY HMGP•AP-01
8:40 AM HAZARD MITIGATION GRANT PROGRAM
Project Management Report
--r-Disaster -FNMA----• • - - ~---Amendment---AppaD - State Grantee __ _._
_ . Numb®r _,. _ .ProjectNumber_ .. __Number_._ _ _.
1783 38-R 0 38 FL Statewide
Subgrantee: Atlantic Beach
FIPS Code: 031-02400 Project Tdle :City of Atlantic Beach, Duval County, Salt & Gravity Sewer Rehab, Drainage
Mltiaatlon Project Descrlotlon
Amendment Status :Approved
Approval Status: Approved
- Project TIUe : City of Atlantic Beach, Duval County, Salt & Gravity Sewer Rehab, Drainage
Grantee : Statewide Subgrantee : Atlantic Beach
Grantee County Name : Duval Subgrantee County Name : Duval
Grantee County Code : 31
Grantee Place Name : Atlantic Beach
Grantee Place Code : 0
Project Closeout Date : OOI00/0000
Subgrantee County Code : 31
Subgrantee Place Name : Atlantic Beach
Sut>grantee Place Gode : 2400
Work Schedule Status
Amend # Description Time Frame a ate Revised Date Completion Date
~0 ~~lgBand Engineering ~ ~_ _ _i' 0 Days ~ 00100/00000 00 000 L 00/00/00 OJ
0 ermitting ~ (140 Days ~~ 00/00/0000 ~ 00/00/0000 1 ~/00/0000
n onstruction J ~ ~ 65 Days ~ 00/00/0000 00/00/0000 00/00/000
0 Bather Delays 120 days ~ 00/00/0000 00/00! DO 00/
~ .. __ . _.__ _ _ --~ i~.__. __ _ . _._ _ ~~_ ~ _ ,_ ~~
final Inspedion/Goseout ~ _ ~~ 120 bays _ -^_~ 00/00/0000 ~ 00/00/0000 ~, 00/00/0000 ~
Approved Amourrts
Total Approved Federal Totai Approved Non-Fedarel Total Approved
Net Eligible S hare Percent Federal Share Amount Share Percent Non-Fed Share Amount
$400.00 ~-- 70.5000000 ~___ $282,00 ~- - 29.5000000 ~- $1~1$
Allocations
Allocation IFMIS IFMIS Submission ES Support ES Amend Proj Alloc Amount Grantee Subgrantee Total
Number Status Date Date FY Req ID Number Fed Share Admin Amount Admin Amount Alloc Amount
8 A 01!27!2010 01x17/Z010 2010 1781493 4 $282, $ $ $282,000
Total L,__$282,0 ~~__- ~~-..._. ~~ $282,00~0~
Obiiaations
Action IFMIS IFMIS Submission ES Support ES Amend Suppl Project Obligated Grantee Admin Subgrantee Total Obligated
Nr Status Date Date FY Req ID Number Nr Amt -Fad Share Amount Admin Amount Amount
1 A 01/28/2010 01/28/2010 2010 1825420 22 22 ~$282,000~ C___~__._~$~OiL ~- _ $o,~ $282,0
Total ~ $- 2~ B 0 -~_ $d~~___- Q r S282,000~
Page 1 of 1
AGENDA ITEM # 8B
MARCH 22, 2010
02!0312010 FEDERAL EMERGENCY MANAGEMENT AGENCY HMGP-EV-01
HAZARD MITIGATION GRANT PRt7GRAM
8:44 AM
Environmental Report
`"""'°fl1f•-o~itir`Fl~~~~ Rr-11~9ttdment App tD State Grantee `
- • -- Number- ~- -Project Number ' " "" "Number
1785 38-R 0 38 FL Statewide
SubgraMee: Atlantic Beach
FIPS Code: 031-02400 Project Title :City of Atlantic Beach, Duval County, Salt +i Gravity Sewer Rehab, Drainage
FEMA Laws/EOs
LawslE(3s _ Status _
_ Coastal Barriers Resources Act (CBRA) Completed
Clean Water Ad (CWA} Completetl
Coastal Zone Management Act (GZtVIA} Completed '
Endangered Species Act (ESA} Completed
Fish and Wildlife Coordination Aci (FWCA) Compleied
Netlonal Historic Preservation Act (NHPA} Completed
Clean Air Ad (CAA) Completed
E.O. 11988, Ftoodpiains Completed
E.D. 11990: Wetlands Completed
E.O. 12898: Environmental Justice for Low Income and Minority Populations Completed
FEf1AA NEPA Process
FEMA Status
Latex -Completed fjar+ extraordirwry crrcrrnrstancs exists a-ui lsads to a
sign{jicant errvirorrmental impact (sce ~4CFR 10.8 (dj (3jJ,
1 LATEX Type Code an Errviron.issesment shall' 6e prepared.
15. Improvements to existing facllftles and the 0 No Extraordinary Circumstances Requiring an EA.
construction of small scale hazard mitigation measures Documentation Compiefe0l/07I2010
Page 1 of 2
AGENDA ITEM # 8B
MARCH 22, 2010
o2ro3~2ofo FEDERAL EMERGENCY MANAGEMENT AGENCY HMGP-EV-0t
HAZARD MITIGATION GRANT PROGRAM
e:a.a aul
Environmental Report
Disaster FEtNA Amendment App ID State Graniee '
Number Project Number Number -- -
1765 38 -R 0 38 FL Statewide
Subgrantee: Atlantic Beach
rIPS Code: 039-OT400 Project Title ' City of Atlantic Beach, Dwal County, Salt & Gravity Sewer Rehab, Drainage
Standard Conditions
9. Any change to the approved scope of work will require re-evaluation for compliance with NEPA and other Laws and Executive Orders.
2. This review does not address all federal, state and local n:quirements. Acceptance of federal funding requires recipient to comply with all
federal, stale and local laws. Failure io obtain all appropriate federal, state and bcal environmental permits and clearances may jeopardize federal
funding.
3. If ground disturbing activities occur during construction, applicant will monitor ground disturbance and A any potential archeological resources
are discovered, will immediately cease construdlon in that area end notHy the State and FEMA.
Page 2 of 2
~~M~.
STATE OF FLORIDA
DIVISION OF EMERGENCY
AGENDA ITEM # 8B
MARCH 22, 2010
MANAGEMENT
CHARLIE CRIST
Governor
March 3, 2010
Mr. David Thompson
Assistant City Manager
City of Atlantic Beach
800 Seminole Road
Atlantic Beach, FL 32333
DAVID HALSTEAD
Interim Director
Re: FEMA Project Number 1785-038-R, City of Atlantic Beach, Duval County, Salt Air Gravity
Sewer Rehabilitation Project
Dear Mr. Thompson:
The Division of Emergency Management (DEM) is pleased to inform you that the
Federal Emergency Management Agency has approved the obligation of Hazard Mitigation
Grant Program funds for the project number(s) listed above. Please note that this is an eligible
cost-reimbursement contract, and as such, the recipient must make other funding arrangements to
complete this project. However, the recipient may submit periodic requests for payment
throughout the project process, consistent with the terms of the contract.
Please print four copies of the attached, proposed contract between the City of Atlantic
Beach and DEM. The official representative, as listed below, will need to sign the signature
page (Page 13) and the Certification Regarding Debarment, Suspension, Ineligibility and
Voluntary Exclusion form (Page 31). All four (4) copies of the contract should then be sent to
the Tallahassee address listed below for full execution no later than ninety (90) days after receipt
of this letter for final execution. One fully executed contract will be returned to the City of
Atlantic Beach for its files.
Official Representatives:
County: Chairman of the Board of County Commissioners
City: Mayor
Indian Tribe: Chief or President
Water Management District: Chairman
Non-Profit: Chairman of the Board
If there is an official that is not listed above who is authorized to sign the contracts for
your organization, please provide a copy of the organization's resolution or charter that
specifically identifies the person or position that is authorized to sign.
FLORIDA RECOVERY OFFICE DIVISION HEADQUARTERS STATE LOGISTICS RESPONSE CENTER
36 Skyline Drive 2555 Shumard Oak Boulevard 2702 Directors Row
Lake Mary, FL 32746-6201 Tallahassee, FL 32399-2100 Orlando, FL 32809-5631
Tel: 850-413-9969 Fax: 850-488-1016
www.FloridaDisaster.org
AGENDA ITEM # 8B
MARCH 22, 2010
Mr. David Thompson
March 3, 2010
Page Two
If you have questions regarding this contract or who is authorized to sign it, please call
Olivette Carter at (407) 268-8618.
Respectfully,
A~
Miles E. Anderson, State Hazard Mitigation Officer
~ Bureau of Recovery and Mitigation
~ Mitigation Section
MEA/oc/lt
Attachment