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Exh 8B
f i t CITY OF ATLANTIC BEACH ' CITY COMMISSION STAFF REPORT AGENDA ITEM: Direction for Storm Water Engineering DATE: August 3, 1999 Y ~rV~~ ~~ SUBMITTED BY: David E. Thompson, City Manager BACKGROUND: Since the City Commission has previous decided not to continue further negotiations with R-A-M, the City Commission may select the next firm on the list... Aikenhead & Odom, Inc. Consulting Engineers. The City Manager has been in touch with Neil Aikenhead, and Mr. Aikenhead has forwarded information to the City indicating that they have the staffing and interest in this project to begin immediately. Please see the attachment. The City Attorney noted that a letter from R-A-M would be necessary before the City could move on to the next name of the . previously established list. The attached letter from R-A-M is intended to fulfill that requirement. RECOMMENDATION: Staff recommends that the City Commission authorize the City Manager to negotiate with Aikenhead & Odom, Inc. Consulting Engineers for the design of the storm water project. ATTACHMENT: Memorandum from Alan Jensen to David Thompson Staff Report from Robert S. Kosoy Minutes from July 12, 1999 Meeting . Letter from The R-A-M Professional Group, Inc. • Letter and package from Aikenhead & Odom, Inc. REVIEWED BY CITY MANAGER: /~ ~~ AGENDA ITEM NUMBER: ALAN JENSEN ATTY 29? P01 JUL 22'99 10:11 f L a T A1.tL~1\ C. ~'~O~i.~ Atta[11~ at 1,8W 935 Noah T.4ird S6teet Past OB'fce fox 50457 Jaclcsonr$Ie 13eac1~, k~orida 32?AO-8457 Tele~oae (904) ?d6-2500 Facsimile (904) 246-9960 . VIA FAX: 247-5805 To: Chief Thompson From: Alan C. Jensen, City Attorney Re: Negotiations with Aikenhead & Odom Date: 7/22199 The City selected The RAM Group as the most qualified firm and Aikenhead & Odom as the next most qualified firm to provide professional services with regard to design of the Core City project. These firms responded to an RFP issued by the City. You have asked if the City can now negotiate with A.ikenhead & Odom in view of the City Commission taking no action with regard to #arther services with RAM. The services to be performed by Aikenhead & Odom are services outlined within the ktFP from the City to which Aikenhead ~ Odom responded. I believe it would be permissible to negotiate with Aikcnhead & Odom, provided the requirements of Sec.287.055(5)(b) are met, as follows: 1. The City is unable to negotiate a satisfactory contract with RAM. ' 2. Negotiations with RAM are formally terminated. It may be necessary to either get direction front the City Commission or get in writing from RAM that a satisfactory contract cazuaot be negotiated. If the City then formally terminates negotiations with RANI, negotiations could begin with Aikenhead & Odom. Please let no:e know if I can provide anything further. s i' AGENDA ITEM NO: COMMISSION MEETING DATE: CITY OF ATLANTIC BEACH CITY COMMISSION MEETING STAFF REPORT AGENDA ITEM: Sewer System Improvements to Comply with Florida Department of Environmental Protection (FDEP) Consent Order and Storm Sewer System Grants SUBMITTED BY: Robert S. Kosoy, P.E., Public Works Director DATE: July 21, 1999 BACKGROUND: FDEP Consent Order Number 95-2971 requires that the City "no later than December 31, 1999, begin implementation of the core city improvements from Ahern Street to Saturiba Drive. The sewer system shall be televised and cleaned. These improvements include but are not limited to, joint sealing, replacement of lines, and manhole repairs to correct the inflow and infiltration." The Consent Order requires improvements to be complete no later than December 30, 2001. (See Attachment 1) It has been the previous directive from the City Commission to complete all underground utility work at one time. However, faced with the Consent Order deadline and the July 7, 1999 letter from FDEP, we are proposing an alternate plan. Sanitary Sewer Svstem We would Iike to have the contractor previously approved by the City Commission, Video Industrial Services, clean and televise all the sewer lines in the core city area, as specified by the Consent Order. We will review the sewer tapes, determine where point repairs are needed, and use our point repair contractor, Gruhn May, Inc. to perform needed repairs. Then, we will advertise for bids for the lining of sewers in this area. Please note, in some areas, sewer lining may not be an option, as the lines may be too far deteriorated, undersized, or at improper grade. In these instances, sewer line replacement will be necessary. Staff has already identified the worst areas for sewer infiltration in the vicinity of Lift Stations "A" (460 Pahn Ave.} and "B" (425 11`h St.). This has been substantiated by staff's observance of pump run times and monthly electric costs. (See Attachment 2) We have also previously televised and identified an area around Selva Marina where undersized sections of sewer line are in need of replacement, and an area of excessive manhole corrosion, which needs to be addressed. (See Attachment 3) Sewer lines can be cleaned and televised for our contract price of $0.89 per linear foot. Cleaning and televising of lines in the core city area from Ahern Street to Saturiba Drive can be completed for a total of approximately 51,000.00. An estimated cost for point repairs, Lining, and possible replacement of line sections and manholes ~vil1 not be available until sewer tapes have been reviewed. We believe this plan should not signifcantly increase the overall construction cost of the stormwater and utility project, due to the use oftrenchless technology and should allow us to comply with the FDEP Consent Order. riowever, it should be noted that while trenchless technology can extend the life of a very old sewer system (clay pipe installed circa 1950) for twenty or more years, the original plan to replace the sewers with new PVC lines would have provided a sewer system with a 30 year or greater life span. Furthermore, the trenchless i - ~ STAFF REPORT July 21,1999 Page No. 2 technology will require that the new storm sewer system be constructed down the middle of the street in most cases. Staff has requisitioned funds totaling $15,000.00 to clean and televise sewer lines in the core city area from Ahern Street to Saturiba Drive. Upon completion of cleaning and televising, a separate staff report will be presented to the commission for point repairs, and bid packages will be prepared. The funding source will be the bond fund for the Core City Improvements Project, Account Number 480-0000- 533-63 on page 137 of the Budget. Storm Sewer Svstem On July 8, 1999, we received the final paperwork for the grant application we submitted to the St. Johns River Water Management District. This grant for $25,000.00 is funding from the district for a portion of the entire project, specifically, basin SM-B. This basin extends from slightly south of 3'~ Street north to 6~' Street, and from the Atlantic Ocean west to Sherry Drive. The grant application stated that we would use Best Management Practices (BMPs) to design the project, including baffle boxes. The monies are designated to pay for engineering design of the project. (See Attachment 4) On July 12, 1999, the City Commission voted not to enter into a contract with The R-A-M Professional Group, Inc. for the final design of the stormwater and utility project. The R-A-M Professional Group, Inc. was the fum previously selected as the most qualified to perform these professional services in accordance with the Consultants' Competitive Negotiation Act (Florida Statute 287.055). On July 14, 1999, we received the final paperwork for the grant application we submitted to the FDEP. This grant for $428,450.00 provides for $370,000.00 for BMP implementation, $31,450.00 for monitoring and $27,000 for public education. The grant application requires BMP implementation of up to 14 baffle boxes, including two (2) pre-manufactured units (e.g. CDS type), 10 modified street inlets and swales on five streets, for approximately 5,400 feet. The monies would be paid over three years by specific tasks: Design, Construction, Education and Monitoring. (See Attachment 5) RECOlVIl1MENDATION: Storm Sewer Svstem: Authorize staffto negotiate a contract with Aikenhead and Odom, Inc., the firm determined to be the next most qualified, to design the storm sewer and water lines for the stormwater project with an accelerated schedule and with the hope of obtaining the FDEP and SJRWMD grants which total $453,450.00. ATTACHMENTS: 1. Copy of Consent Order 2 Monthly Electric Charges at Lift Stations. 3. Assessment of Deteriorating Manholes. 4. SJRWMD Grant Application and Letter of 2/17/99 notifying City of award. 5. FDEP Grant Application and Letter of 7/~9 notifying City of award. REVIEWED BY CITY MAN Attachment 4~1 Department of (8 Pages) Environmental Protection ` ~ lav+ton Chiles Governor Northeast District 7825 Baymeadows Way, Suite 6200 Jacksonville, Florida 32256-7590 Virginia B. Wetherell Secretary January 6, 1999 CERTIFIED MAIL - RETURN RECEIPT Ms. Maureen King Certified Municipal Clerk City of Atlantic Beach 800 Seminole Road Atlantic Beach, Florida 32233-5445 Dear Ms. King: OGC Consent Order No. 95-2971 City of Atlantic Beach Tr1WTP Enclosed is an executed copy of the Modification to Consent Order ~ to resolve Case No. 95-2971. January 6, 1999 is the effective date of this Consent Order, and all time fra:~~es will be referenced from • this date. P.s a reminder, the Consent Order is a birdinc legal docu:«ent and was voluntarily entered into by both parties in order to resolve existing violations. Should you have any questions concerning the Modification to Consent Order, please feel free to contact me at extension 339. Your continued cooperation is appreciated. Sincerel•y:; • Teresa Ivi. Frame Domestic Waste Section Enclosure o1L?NG•:AiUD ACKNGVVLEt7GEMEN ~ cc: Office of General Counsel F~i_~.onthisdate,pursuantto.~.120.52 ,Florida ` St.:• tes. with the designated Department Clerk, Ilia Herrera, Water Facilities , _;p ~ it:h i he e~bY ac'~cno te~ged.t I4 -(~ "Protect, Conserve and Manage Florida's Environm ' , e~k _" J D:.te Printed an regded paper. BEFORE THE STATE OF FLORIDA DEPARTMENT OF ENVIRONMENTAL PROTECTION ., STP_TE OF FLORIDA DEPARTMENT ) OF ENVIRONMENTAL PROTECTION ) Complainant, ) vs. ) CITY OF P_TLANTIC BEACH ) Respondent ) IN THE OFFICE OF THE NORTHEAST DISTRICT OGC CP_SE NO.: 95-2971 MODIFICATION TO CONSENT ORDER Pursuant to the provision of Sections 373.129, x03.121(2), and 120.57(x), this Modification to Consent Order ("Dodification") is entered into between the State of Florida Department of Environmental Protection ("Department") and City of P_tlantic Beach ("Respondent") to modify the Consent Order entered into between the Department and Respondent on March lx, 1996. The Department and Respondent mutually agree, and it is ORDERED: '1. Paragraph lx of the Consent Order is hereby modified to read as follows: Respondent shall, no later than December 31, 1999, begin implementation of the core city improvements from Ahern Street to Saturiba Drive. 'The sewer system shall be televised and cleaned. These improvements include but are not limited to, 't• joint sealing, replacement of lines, and manhole repairs to ~ ~ ~' ~ correct the inflow and infiltration. Respondent shall complete improvements no later than ?; 2001. `- 2. Paragraph 16 of the Consent Order is hereby modified to read as follows: Respondent shall, no later than November 15, 1999, begin implementation of the Stormwater Master Plan which provides a plan for reducing the•identified adverse impacts including eliminating any and all cross connections between sanitary sewer and stormwater piping. 3. P_ new Paragraph 33 shall be included as part o= the Consent Order and shall read as follows: Every other month after the effective date o= this Modification, Respondent shall submit in writing to the Department a report containing information concerninc the status and progress of projects beir_g completed under this Consent Order, information as to compliance or r_oncomoliance with the applicable requirements of this Conse*_-it Order including construction requirements and effluent limitations, Gnd any reasons for noncompliance. Such reports shall also include a projection of the work to be performed durir_g the next 60 days. The reports shall:~..be submitted to the Department within fifteen (15) days following the end of every other month. a. As to its remaining terms and provisions, the Consent •~. Order remains in full force and effect. ' 2 C •~ ~ ~ ~ 5. Persons who are not parties to this Consent Order but whose substantial interests are affected by this Consent Order have ~ a right, pursuant to Sections 120.Sb9 and 120.57, Florida Statutes, to petition for an administrative hearing on it. The Petition must contain the information set forth below and must be filed (received) at the Department's Office of General Counsel, 3900 Commonwealth Boulevard, MSn 35, Tallahassee, Florida 32399-3000; within 21 days of receipt of this notice. A copy of the Petition must also be mailed at the time of filing to the District Office na«ed above at the address indicated. Failure to file a petition within the 21 days constitutes a waiver of any right such person has to an administrative hearing pursuant to Section I20.57, Florida Statutes. The petition shall contain the following informaticn: (a) The name, address, and telephone number of each petitioner; the Department's Consent Order identification number and the county in which the subject matter or activity is located; (b) A statement of how and when each petitioner received notice of the Consent Order; (c) A statement of how each petitioner's substantial interests are affected by the Consent Order; (d) A statement of the material facts disputed by petitioner, if any; (e) P_ statement of facts which petitioner contends warrant reversal or modification of the Consent Order; (f) A statement of which rules or statutes •s_ petitioner contends require reversal or modification of the Consent 3 ., ~~ 'Order; (g) P_ statement of the relief sought by petitioner, stating precisely the action petitioner wants the Department to take with respect to the Consent Order. If a petition is filed, the administrative hearing process is designed to formulate agency action.. P_ccordingly, the Departments final action may be different from the position taken by it ir_ this Notice. Persons whose substantial interests will be affected by any decision of the Department with regard to the subject Consent Order have the right to petition to become a party to the proceeding. The petition must conform to the requirements specified above and be filed (received) within 21 days of receipt of this notice iri the Office of General Counsel at the above address of the Department. Failure to petition within the allowed time frame constitutes a waiver of any right such person has to recruest a hearing under Sections 120.569 and 120.57, Florida Statutes, and to participate as a party to this proceeding. Pay subsequent intervention will only be at the approval of the presiding officer upon motion filed pursuant to Florida Administrative Code Rule 60Q-2.010. A person whose substantial interests are affected by the Consent Order may file a timely petition for an administrative hearing under Sections 120.569 and 120.57, Florida Statutes, or may choose to pursue mediation as an alternative remedy under Section S 120.573 before the deadline for filing a petition. Choosing 4 'mediation will not adversely affect the right to a hearing if mediation does not result in a settlement. The procedures for pursuing mediation are set forth below. Mediation may only take place if the Department and all the parties to the proceeding agree thGt mediation is appropriate. .A. person may pursue mediation by reaching a mediation agreement with all parties to the proceeding (which include the Respondent, the Department, and any person who has filed a timely and sufficient petition for a hearing) and by showing how the substantial interests of each mediating party are affected by the Consent Order. The agreement must be filed in (received by) the Office of General Counsel bf the Department at 3900 Commonwealth Eoulevard, MS r35, Tallahassee, Florida 32399-3000, by the same deadline as set forth above for the filing of a petition. The agreement to mediate must inCludE the followir_a: (a) The names, addresses, and telephone numbers of any persons who may attend the mediation; (b) The name, address, and telephone number of the mediator selected by the parties, or a provisior_ for selecting a mediator within a specified time; (c) The agreed allocation of the costs and fees associated with the mediation; (d) The agreement of the parties on:the confidentiality of ~' discussions and documents introduced during mediation; 5 e (e) The date, time, and place of the first mediation session, or a deadline for holding the first session, if no mediator has yet been chosen; (f) The name of each party's representative who shall have authority to settle or recommend settlement; and (g) Either an explanation of how the substantial interests of each mediating party will•be affected by the action or proposed action addressed in this notice of intent or a statement clearly identifying the petition for hearing that each party has already filed, and incorporating it by reference. (h) The signatures of all parties or their authorized representatives. .. P_s provided in section 120.573 of the Florida Statutes, the timely agreement of all parties to mediate cai ll toll the time limitations imposed by sections 120.569 and 120.57 for recuesting and holding an administrative hearir_g. Unless otherwise acreed by the parties, the mediation must be concluded within sixty days of the execution of the agreement. If mediation results in settlement of the administrative dispute, the Department must enter a final order incorporating the agreement of the parties. Persons whose substantial interests will be affected by such a modified final decision of the Department have a right to petition for a hearing only in accordance with the requirements for such petitions set forth above, and must therefore file their petitions within 21 days of receipt of this notice. If mediation terminates without settlement of the dispute, the Department shall notify all parties 6 e yin writing that the administrative hearing processes under Sections 120.569 and 120.57 remain available for disposition of the dispute, and the notice will specify the deadlines that then will apply for challenging the agency action and electing remedies under those two statutes. FOR RESPONDENTS Date Mr. im Ja e, City Manacer City of P_tlantic Beach /~ - ~~ - 9~ Date Honorable Suzanne ughness- Mayor, City o= P_t _ti c Bea DONE P3ND ORDERED this ~ day of /~ ~/ AN• ~~~ ;cc~ r r in Jacksonville, Florida. ST~?TE OF FLOP.IDP_ DEP~~'cTbiENT OF EN'JiRONMENTP.L PROTECT ~ ON .. .-'-/~ • Ernest E. Frey, P.E. ' Director of District Management Northeast-'District 7825 Baymeadows Way, Suite B-200 Jacksonville, Florida 32256-7577 Telephone (90a) ~a8-S330 F3L1NG ARID ACKNGWLEDG5ti15N~ FI t , on this date, pursuant to 5120.52 , Florida S Stu es.: with the designated Department Cterk, •F •~' t of which is he v acknov gad ed. l f ~; I G ~} Cie:k I ids. ~ l 7 ~ ~ Attachment ~~2 (1 page) .~ T 'Q e- W ^Z .J "'~ 0 LL 'Q W W z 11.. Z ~_ O M M O N r tD CO M CO V' V' M M ~ CD O O M '~t M I~ O O O ti 'V' ~- M N O Q M r 'ct' (p 00 O '- (D m lfl O 1~ M to ~J' 'c!• O N 'd• r 1~ N ~- ~ tD M M N O ~ tt M N ~- N ~- O M M o0 O ~ tI') O N V' CD CO .-" 'V' 1~ ~ ~ O c0 In ~ 'ct OO O M O O CD N Q~ CO ~ ~ (9 O f` r CO ~ 1~ (O I~ 'd' Lf7 M O I~ M V ~ O r M 00 ~ .- LI7 ~ 'd• '- r N ~ M N '~"' M M r r N ~'- M M 1~ CO O ~- N CO 1~ ~ M 'd' Q1 N t17 O ~ N (D V: N 1~ V. N 'ct (D ' r N O ~ CO O Q r c7' •- ~ CD OJ O N ~ '~t M d• d' M N . 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N U U z Z = ~ U W a x x ~ U ~ ~ m m c~ m z > m c,~ c~ m. m m m m m m m m m U m m m m m m m z > © m m. m m m c~ © n U ~ z t- a ~, w o f.. ~ ~ ~ o a ~ ~ W Z = n N (") O `V' O) tD W tp 1~ t~ !~ ¢ ~ m ~ V C] tC1 O QI tD O l0 W <O ¢ ~ '~S' tD O 1~ h N 1~ N fD C") I~ 1' I~ tf) t~ [7 tD `V' fD ~ (D c0 t0 I~ fp ~ N O 61 O O j C7 C7 •- 'Q (~ m Z O 0 fA U F- 0 r- ~_ w 0 x 7 U O a '~m...~7 WATE~3 MANAGE~ViE~VT DiSTF?ICT February 17, 1999 L'1CLdCL1lllC111. 7!Y \V FIGb'CJ~ Henry Oean, Executive Oirecior John R. Wehle. Assistant Executive Oireci or POST OFFICE BOX 1429 PALATKA, FLORIDA 32178-1428 TELEPHONE 9D4.329-1500 1.800.451.7106 SUNCOM 904.860.4500 TDD gOd•329.4d50 7DD SUNCOM 860.4450 FAX (Executive) 329.4125 '(Legal) 329-4485 (Permitting) 329.4315 (AdministratiONFinance) 329.4508 SERVICE CENTEAS 618 E. SouthSVeet 77768aymeadowsWay PEAlAIT•rING: OPERATIONS: Odando. Fladda 32801 Suite 702 705 East Drive 2133 N. VlKkham Road 407.897.4300 Jacksomn7fa, Florida 322:6 M.elOoume, Fladda 32904 MelDoume, Florida 3293:•8109 1.877.228.1658 904.730.6270 407.984.4940 407.752.3100 700407.897.59E0 1.800-852.1563 1.800.295.3263 TCD407.752.31D2 TOD 904.448.7900 TOD 407.722.5368 Robert Kosoy, Director of Public Works City of Atlantic Beach 1200 Sandpiper Lane Atlantic Beach, FL 32233 Dear Mr. Kosoy: On behalf of the St. Johns River Water Management District, I thank you for submitting an application to the FY1998-99 Stormwater Management Projects Cooperative Cost-Share Program. We received 25 excellent applications requesting over 50.7 million for this 5300,000 program. It is my pleasure to announce that your application for the Core City S tormwater ~~Ianagemen[ System Improvements -Design Phase was recommended for funding through this program in this fiscal year. Our Governing Board has approved the recommendation of allocating $25,000 for your project. The other application for for the Core City Stormwater Ivlanagement System Improvements -Construction Phase was also ranked high. However, the District would allow one cost-share project per applicant due to the limited funding.. Please give me a written response by IYlarch 5,1999, for acceptance of this grant. With your written confirmation, I will work with our contract office to develop a formal agreement that will govern the terms and conditions of the grant. If you any questions, please contact me at 90'-'.'.-329- ~02. Again, tha.*>.k yoL' for your Interest in the Stor.:.~:~ater Cooperative Cost-Share Program. Sincerely., Ya ing Wang, Res rce Economist Office of Policy & tanning c: Margaret Spontak _ • Carla Palmer ~ _ _ John Richmond -- Dan Roach, CHAIRFiAN Kathy Chinoy, VICE CHAIRUAN James T. Swanri, TREASURER OIIS MaSDn, SECAETAAY FERNANOINA BEACH PONTE VEDRA COCOA ST. AUGUSTINE William hi. Segal Griffin A. Greene James H. Williams Patricia T. Harden Reid Hughos YAITLANO YERO BEACH OCALA SANFORO DAYTONA BEACH . BXHIBZT A Contra `fin'' ~ 99H323 STORMW~.'1 ET{ MANAGEMENT PIZOjECTS COST-SIiARE PROGRAM )rY 1998-x999 APPLIC,A.TIOI~ FORM Please answer ail the questions in this form. Applicants are encouraged to supply the information requested by using onI~ the space provided on the application forms (page B-1 through 8-7 only). Supporting documents axe not necessary. Please type or prir-t clean answers to the following questions in the spaces provided. x. Are You Located in tkte Indzart River Lagoon Area? (check one) 'Yes ^ No 2. Name of :4ppIicant __ Git~r cif Atlarat:ic Beach 3.. Name, Address, & Phone Numbers of Project Manager Name Robert S. Kosoy, P.E.,, Director of Public Works Atlantic Mailing Address 1200 Sandpiper Lame City Beach ZIl~ 32233 Phone 904-247-5834 Z~AX 904-247-5843 ~. Project Name Core City St:ormwater Management System Improvements (Re-desia ) 5. Is This New ar Continuing P;oject? (check one) Ne'c~r ^ Continuing LX t --If this is a continuing project, has the project received any grants or funds from the District and when and know much? No grants or =ands received. 6. Matching Funds Recluest Amount of money zequested 3 25 L000 Total project cost' $ 173, 000 Peace,-stage o,f total project cost to be covered by the District °o l4~ 7. Project Stunatary The Core City area of Atlantic Beach is a top priority for stozmwater system imprvvernents, as'identified irz tk~e StormcJater Masten Flan. Initial project desigxt was completed. Horaever, public input warranted reconsideration o~ the impact of construction to public parks and residential areas. the redes~,gned project will inclule a treatmentc~rain design using Fest~Manaoement Practices (BMPs), This w711 involve innovative methods to achieve stoz~xnwat:er treatment, while affording residents relief' from persa.ste:~t flooding. t If is is a tnUlti-phase project. picric include only the total cost for the phue(s) that request for District grant. k 8. Detailed project description 1). Please provide a description of the proposed project. Include address, section, township, range, Identify the basin or watershed in which the project will take place (A, sepazate map attacl~ezlt is acceptable and 3 copies are required). 17oes the project promote flood protection, dernonstxate Best Management Practices (HMI's), or implement stormwater utilities. Is this a proposal for stoxmwater design studies, stormwater master planning, or construction or implementation projects which include innovative enhancements or technology. Is the projet't already underway or still in planning stage? - YO points The proposed project is located within the City of Atlantic Beach, in a residential. area of 240 acres known as the Core City. The boundaries are Ahern Street on the south, Satuziba Drive on the north, Beach Avenue on the east and Sherry Drive and Seminole Road vn the west, as shown on the attached map. This area .s in Section 16, Township 2S, Range 29E. The Atlantic Beach Stormcrater Master Plan identified sub-basin Stiff-a as the area requiting top attention to resolve persistent fJ.ooding problems. Fzvod protection, as w-e11 as water duality improvement is the goal of the project. Tai..~,water control w~.I.l. also be addressed as part of the project, based on the Premise that controlling the impact of extreme high tides and unusually high watez levels will improve the performa*~ce of the entize drainage system. The project may include up to fourteen baffle boxes yr pre-manufactured units, as a primary BtiiP, to intercept sediment and floatables from storniwater~~before they enter waters of the state. The construction of this syste.*n will improve downstream water quality. The City of Atlantic Beach adopted a StormzJater Utility in. 1991, w-ilich allowed the City to ,establish the Stormwater Master Plan Bond Issue, k~.uzds from this bond ' issue will be used tv pay for the project. _ 5 V r / UU/ 1JJJ 1J. YU 7UYJLJ'+.+v~+ ..~~•~n"~ Z). Plow well does the project correspond to the mission, goals, priorities and strategies as specified in the District's Watex Management Plan, Local Government Water Resource Atlas and SWIM Plans, or other District project goaIs7(i.e. NEP, Upper St. Johns TZivez Basin, Take Jesup, PLRGs, etc.)-15 points StormWater sewer modifications •are designed and will be redesigned to increase the Flood Protection Level of Service (FPLOS) and Water Quality Level of Service (WQLOS) of the current stormwate~c system to meet or exceed the conveyance of a 5-inch, 24-hour design storm. Irx sub-basin SM-B the new pipes will need to be installed tv replace undersized or collapsed Lines. Contained within the City's Stormwater Master Plan are aerial. topographic maps, ground surveying of all catch basins and field screening analyses which identify water quality. These key factors were used to determine the overall. rardci.ng potential for improvement to the level of service. Sub-basin St'i-B is identified as being the highest ranked wl.th the greatest potential benefit to reduction of design storm and•flaoding conditions. . Our project is consistent with the District's mission and goals of the District Slater Quality Management plan, because it will assist in flood protection and water quality manage.*nent. Additionally, this project is a joint partnership listed in the D~sval County Water Resource Atlas. The St. Johns River has also been selected as one of Florida's priority watersheds. This selection was made as part of ,the state' Unified Watershed Assessment undertaken by the Florida Department of Ernrirvrmental protection and the U.S.D.A. Natural Resources Conse_-vativn Se:-vice. 3). If the proje~ is for the purpose of IIood protection, is flooding causing property damage? Is there flooding above finished floors, nuisance flooding, or major damage to properties? If the project mainly addxesses water quality concerns, wilt the project improve wate* quality and by how much? Does data show a trend in declining water quality of the receiving water body?-10 points This project is primarily for flood protection and gill reduce structural a*~d nuisance flooding to residential homes and businesses. Scme homes are flooded during heavy rains w~ieri water levels e.YCeed finished floor elevations. ( ppro ly 7 homes). • 2.. 6 07/08/1999 15:40 9043294508 SJRWMD PALATKA PAGE 08 ,. 4) What is the impact of the problem to be addressed by the proposed project on the surface Ovate: ecosystem? What is the classification of the receiving water bodyZ Aves harm to the receiving water body occur on a frequent basis? --1.5 points ~ The clae$ificativn for the receiving water o.£ vur stormwater drainagge system i:s the Intracoastal. Waterway (ICW). The Intracoastal Waterway is also down as Pablo Creek, which is class 111 graters. CuuiuI.ative water quality amproveme*~ts would be attained for the receiving waters, as stormwater systems wi11 be constructed. . Water rn,~1;ty improvements should be realized in the Pablo Creek watershed and -the St. Johns River, near its mouth. _ 5). Is this project approved by referendum, approved by the county/city corrunission, or s~ ongly supported by the Public? -5 Points The public has identified nary Localized drainage proble.Tns in this sub-basin and has urged the City Corrunzssion to construct drainage improvements fvx marry years. .. In addition, the Commission has appointed a citizens' Stormwater Review Conzni.ttee (SRC) which has been actively involved in preparation of the requests for proposals for this project. The SRC will continue to participate in this project during selection of the engineering firm, and zeview of the proposed stormwater management improvements. Iv 6), Does the project offer cost-sharing and how much? Ls the project a cooperative effort with more than one entity? Have the project ox some tasks/phases of the pxojects received the District funding in the last three years? If there are other entities participating cost-share, evidence of commitments from them should beprovided -- io points the City of Atlantic Beach proposes to fund over 85~ of the cost of e.*~gineering design, and requests on1.y $25,004 from the St, Johns River Water Manage.~e.~t District for desi~ of th~.s project:. The City of Atlantic Beach is the only entity currently providing funds for this project. - 7). Pleasz state the finandai need of the applicant. What is the applicant's per capita income based on 1990 census? Would the project be completed without funding assistance? --10 points Per capita income of the majority of Atlantic Beach is $19,291, from data obtained fxem the 1990 cens•,:s, North Ce_*~tral Florida Regional. Planning Council. The e.~tire Core City Stormw~ter Project is ever $7,000,000, which includes funding for water and sewer utility imprvveme.~.ts. The ti~ B Sub-Basin Project is ever $774,000 for design and construction. The project as intended to ba completed without funding assistance; however, assistance from the St. Johns River j7ater Management District z-auld enzble the City to add greater water quality improve~rients as the current project is being reanalyzed for alternate and more expe:isive methods of storcnwater treatment as primary Bi~11's . ~' s Contxact' ao z yyn.s.c3 g). Has the applicant established a stable, dedicated funding souzce such as MSjU, MS>3U for the proposed project? 1~xe funding mechanisms in place o: planned? The applicant needs to provide evidence of project funding. - 5 points The Stormwater Master Plan bond issue was approved in April, 1996 for $3.92 million designated £or stormwater improvements, with approxa.rnately $774,000 being allocated for sub-basin SM-B, including design and permit feAs. The bond issue was made possible by a Storm Water UtiXity thet was initiated i.n 1991 whereby residents were charged $3.00 per month and coirgnercial customers were charged $3.00 per equivalent residential unit (ICU). 9) Will the proposed project require permits from the Districtand/or other government age.~cies? IE yes, e:cplain the type of pe_*znit needed and the estimated time frame to secure the required pe_~it. What is the estimated time that is required to complete the entire project or the portion of the project that requires cost-share? (If this project has more than one tasks, the District would not cost-share those that are already underway} --10 points The portion of the project we are requesting funding for is desi~2 phase only and will not requree ne=.~ pe_rnits. This part of the project should be complete within eig'nt months. .~" - 9 ~ l ~ ~Y IQ). Please provide a brief work plan including nnajor tasks to be accou:plishec~.miiestores and .deliverables. A detailed project budget by tasks, theiz• associated cost, and fwic~iz'~g obligation o~ the proposed funding entity is also required. The applicant shall identify whether the proposed work is done in-house or contractual work and how the grant money will be spent and whether the applicant's share is cash or in-kind services. (An example of a project budget is provided in EXHIBIT-A on Page B-8 as a guideline) - YO points Project Milestones and Delzvezables: •r 1. Notice to Proceed (PITP) with engineerin; design will probably be issued mid-January, 1999, •'• ~ - ... s ZYom Task Co~leted: KTP: 30 Conceptual design •~ 40 Meeting with U.S. Army Corps oz Engineers (COE) and St. Johns lZiver Water Management Distract CSJR~~) to begin pe-~ni.tt.~ng process. 60 30% design review. 75 60ro desi~ review. • 90 90~ design review. 1C0 Submit permit applications to COE, SJRWNID and other ' rermittang agencies. 160 x.11 necessary permits received. 180 'Final plans and speci~icativns due (100ro desa~). 190 Eegin bidding phase. 240 Bidder selected. Pro i~ct Tasks . Czty S,7RWkSD ether Final Design•Plans and $148,250(cash) $25,000(cash) $0 Specai:ications. Io Attachment ~~5 (11 pages) Department of Environmental Protection Jeb Bush Governor July 9, 1999 Twin Towers Office Building 2600 Blair Stone Road David B. Struhs Tallahassee, Florida 32399-2400 Secretary Ms. Donna Kaluzniak City of Atlantic Beach ~ . •:,, 1200 Sandpiper Lane Atlantic Beach, Florida 32233-4381 Dear Ms. Kaluzniak: The FY99 Section 319 grant has arrived from EPA. Now we can get your project moving forward towards implementation. Please find the following enclosed items: 1. A copy of your project scope as it was submitted in the Grant Work Plan approved by EPA. 2. A diskette containing your project scope in MSWord 6.0. 3. Copies of the Department's Contract Budget Form. 4. A sample of an executed contract. To expedite the contracting process, please revise your scope to update it. In particular, be sure that the scope clearly articulates all of the tasks to be undertaken, their associated outputs, budget, and schedule. With respect to the schedule, please use a format of months after contract execution (i.e., Task 1-Beginning Month 3, Completion in 5 Months, etc). Send me one printed copy of the revised scope and budget and the diskette with the file containing these revisions. EPA does not allow "fixed price" contracts, so all contracts wild need to be "cost-reimbursable" under this grant. In either case, payment is actually a reimbursement of costs. Payment fora "cost-reimbursable" contract is based on reimbursement of actual documented costs (with attached receipts). However, before we can proceed, I will need an itemized budget as set forth on the DEP Budget Form. On one form put all costs to be paid by Section 319 grant funds. On an additional form(s), please put all costs to be paid by non-federal matching funds, using a separate form for each contributor of matching funds. If applicable, use an "Protect, Conserie and Manage Florida's Environment and Natural Resources" Printed on reryded paper. Page 2 additional form to detail project costs to be paid by other non-matching federal funds. If your project includes monitoring, a Quality Assurance Project Plan will need to be prepared as one of the first tasks. If you need a copy of the Department's guidance and a disk with the QAPP format, please let me know so it can be sent to you. To further expedite this process, I have sent a copy of a Department standard EPA approved contract exemplifying projects involving EPA funds (Contract No. WM717, City of Ormond Beach). Please have this reviewed by your legal staff. Be advised that most of this language is required by EPA, and few changes are ever approved by EPA. If you or your legal staff have questions or concerns about the contract language, please let me know. Please return one copy of the revised scope and budget, a disk with the revised scope's MS Word file, and the Budget Forms to me as soon as possible. Please let me know if you anticipate that this will take longer than 90 days. To re#ain these EPA grant funds, it is essential that the project be contracted as soon as possible. Remember That the contracting process can often take considerable time, especially if the contract must be approved at a board or commission meeting. We ,., want to get these contracts executed as quickly as possible, but how soon they can be done depends on you and when you will be able to return the revised scope and budget information. If you have any questions or need additional information, please give me a call at (850) 921-9917 or Suncom 291-9917. I look forward to working with you on this project. Sincerely, ~~ ~~ ~' Patricia A. Sanzone Project Manager Stormwater/Nonpoint Source Management Section PAS/pas Enclosures (5) PROJECT UWA1: CORE CITY STORMWATER MANAGEMENT SYSTEM IMPROVEMENTS LEAD ORGANIZATION: CITY OF ATLANTIC BEACH, FLORIDA COOPERATING ORGANIZATIONS: City of Jacksonville, Florida St. Johns River Water Management District PROJECT LOCATION: The City of Atlantic Beach is a separate municipality in Duval County, located on a barrier island east of the City of Jacksonville. A residential area of 240 acres within the City Limits of Atlantic Beach is known as the Core City. The boundaries are Ahern Street on the south, Saturiba Drive on the north, Beach Avenue on the east, and Sherry Drive and Seminole Road on the west, as shown on the attached project location map. Over 840 residential lots are within the Core City area, plus two major parks and municipal buildings, all on paved City streets, with stormwater drainage runoff currently entering ~a lagoon system of lakes, canals and marshes that eventually discharge into the Intracoastal Waterway and the St. Johns River. The Lower St. Johns River has been declared a priority water body for the State of Florida, with a Total Maximum Daily Load (TMDL) of pollutants to be established in a report targeted by FDEP in Year 2000 ~'~. PROJECT OBJECTIVES: The primary objective of this project is to improve the water quality of the Waters of the State, including lagoons and canals leading to the St. Johns River, while improving the drainage conditions and reduce flooding for the residents of the Core City area. This will be accomplished through: 1. The use of innovative and Best Management Practices will be incorporated into the stormwater management improvements, such as baffle boxes, inlet controls, tailwater controls and swales. Up to fourteen (14) baffle boxes will be installed. Newer models of boxes, such as units manufactured by the CDS Company, specifically designed to improve removal of total suspended solids, will be installed and monitored for comparison with more conventional designs. 2. An intensive monitoring program will be established to~ compare water quality samples in the lagoons before and after construction for changes in pH, dissolved oxygen, turbidity and total suspended solids, plus sampling the bottom sediment before and after construction to quantify pollutant removal. 3. The City of Atlantic Beach will conduct public education programs, including elementary school field trips, handouts, signage and public~meetings to inform the public regarding the project objectives and to encourage public cooperation on private property to reduce nonpoint pollution sources. The total project will implement the recommended improvements as stated in the '" Atlantic Beach stormwater Master Plan, originated during development of the stormwater Utility for the City. 139 (01/14/99) 1 ~ ~ ~ Collaboration with Other Entities: 1. The City has an Interlocal Agreement with the City of Jacksonville, which provides funding by Jacksonville for road improvements on Sherry Drive. The pavement grade will be adjusted to allow more positive drainage runoff, while repairing a very badly deteriorated main collector within the City. As shown in the following tables, the City of Jacksonville will provide approximately $400,000 toward funding the project. ' 2. The City is working with the St. Johns River Water Management District (SJRWMD) to assist in funding the Core City stormwater management project. The City has applied for a grant which can fund up to $100,000 toward the project. Proiect Approach: The basic portions of the project will be: 1. Establish monitoring sites within the Core City area and at the stormwater discharge points in the lagoon and canal system leading to the Intracoastal Waterway. 2. Collect water and sediment samples both upstream and downstream to establish a base line for water quality. 3. Conduct public meetings to inform the residents of the upcoming construction and the purposes of the Best Management Practices, including education in practices within private property that will reduce non-point pollution sources. 4. Bid and Award the designed construction project to coincide with the funding period. 5. Construct the stormwater management improvements, including street swales, baffle boxes, and modified street inlets to collect, treat and discharge a storm runoff from the Core City area to the lagoon and canal system. 6. Monitor water quality to demonstrate improvement resulting from the new BMP construction and other stormwater management practices. PROJEC T WATERSHED CHARACTERISTICS: Land Uses within the Core City Watershed: WATERSHED SIZE: The watershed of the Lower St. Johns River is very large, beginning at Palatka, approximately 60 miles upstream from ' the point of discharge of the Core City drainage system. The core City area watershed is approximately 240 acres Urban 230 Acres ! 95.8% Parks 10 Acres 14.2% PROJECT TASKS: Howell Park is the historical drainage path for runoff from Ahern Street to 8th Street. From Plaza to 11th Street, the runoff historically discharged to the Selva Lagoon which begins at Plaza and extends through the Selva Marina golf course, past Fleet Landing, 141 (01/14/99) sample results as processed by a State certified testing laboratory. The final locations will be determined by the Environmental Engineer selected for the project. The procedures as outlined in the attached "Draft Performance and Water Qualify Monitoring Program" will be reviewed, and final procedures will be established. The deliverables will include the "Final Performance and Water Quality Monitoring Program", and the results of the initial sampling. TASK 2 -EDUCATION PROGRAM The Public Educational Program will include: • Elementary school field visits before, during and after construction to let students realize the efforts and reasoning that go into a stormwater management practice improvement project. Handouts for the citizens of Atlantic Beach describing the steps to be taken for construction, the alternatives available for stormwater management and steps that citizens can take to help themselves and their neighbors improve drainage and water quality. • Provide public information signs at various locations throughout the project site. • Develop a public education program to improve the public?s understanding and knowledge of the City and State environmental stormwater pollution control efforts and goals. A major component will be to utilize the existing materials developed by the FDEP and EPA under the Nonpoint Pollution Control program. • Develop and submit for review and presentation to the City Commission ten (10) sets of the public education materials, with a schedule of up to five (5) public meetings for presentation and dissemination of the materials. • The public meetings will solicit public input for suggestions to improve the Upstream Management of runoff, and the selected suggestions will be included in the Report of the Project. • Establish meetings with the St. Johns River Water Management District (SJRWMD) and U.S. Army Corps of Engineers (COE) to review the recommendations and Upstream Management treatment concepts as developed in the public meetings. • The deliverables will include development of recommendations for improvements to public and private property that will aid in reducing the amount of stormwater runoff and reducing the amount of nonpoint pollution from reaching the waters of the City and the State. TASK 3 - STORMWATER BMP IMPLEMENTATION The construction of the Core City project will include all BMP implementation. The sub- tasks basically constitute the deliverables for the task, which include: • Construction Plans as developed for Bids, with As-Built drawings completed after ., construction. 143 (01/14/99) '. , of the Draft Final Report that include the following: • Results of the field inspection of properties with a summary of the findings. • Test results of the water sampling and the significance of the results for the City in developing the entire stormwater management program. • The outline and deliverables of the Public Education program. • A list of recommendations, with preliminary details, for development of Best Management Practices and related improvements to public and private property that will aid in reducing the amount of stormwater runoff and reducing the amount of nonpoint pollution from reaching the waters of the City and State. . • Final As-Built plans of the construction of the BMP implementation, with accurate quantities and costs of the items installed. TASK 6 -FINAL PROJECT REPORT A final project report will identify each Task of the Project, and describe in detail each aspect, .analysis, and conclusion resulting from the implementation of the BMPs. Develop and submit for review and presentation twenty (20) sets to the City Commission and the final deliverable submittal to the FDEP of five (5) sets a Final Report to include: • The revised items within the Draft Final Report. • Estimated treatment efficiency (pollutant load reduction) percentages for the baffle boxes and street swales compared to areas of the City with no baffle boxes or swales. • Table showing rain event hydrographs with corresponding total area runoff, with water quality data and estimated mass loading data for each major rain event during the three (3) project years. • Evaluation of data to establish a statistical comparison of improvements using baffle boxes, modified street inlets and street swales. • Input from the public resulting from the public meetings and educational materials. • Recommendations with budget estimates and major task schedules for the maintenance of the Best Management Practices to~be followed after the project completion, including draft ordinances for review and approval by the City Commission that would be necessary for continuation of~Best Management Practices. 145 (01/14/99) PROJECT BUDGET: GRANT FUNDING REQUESTED: $ 428,450_ Project Funding Activity 319 $ Amount Staff $ 0 Travel $ 0 Equipment _$ 0 Supplies $" 0 Contractual $ 0 BMP Implementation $ 370.000 Monitoring $ 31.450 Public Education $ 27.000 Other TOTAL $ 428.450 TOTAL PROJECT COST: $ 1.202.500 TOTAL OTHER FUNDING Matching Funds $ 40.000 $ 0 $ 0 $ 0 _$ 305.600 _$ 370.000 $ 31.450 $ 27.000 $ 774.050 Match 64.4% S 500.000 " From Cooperating Organizations ($400,000 City of Jacksonville, $100,000 SJRWMD) Budget By Task: 319(h) Funds Non-Federal Match Year 1 Design $ 0 $ 172.500 Year 1 Construction $ 185.000 $ 448.590 Year 1. Education $ 9.000 $ 9.000 Year 1' Monitoring $ 20.483 $ 20.483 Year 2 Design. $ 0 _$ 122.500 Year 2 Construction $ 185.000 ~ 448.590 Year 2 Education $ 9.000 ~ . _$ 9,000 Year 2 Monitoring $ 5.483 ~ -' $ 5.483 Year 3 Design ~ $ 0 $ 10.600 Year 3 Education _$ 9.000 _$ 9.000 Year 3 Monitoring $ 5.484 ~ 8 5.484 Draft Final Report (5 copies) $ 0 $ 8.320 Final Report (5 copies) $ 0 $ 4.500 TOTAL _$ 428.450 Y-$ 1.274.050 ""' ~"''` Includes $500,000 from Other Funding 147 (OI/14/99) ,. , CITY OF ATLANTIC BEACH CORE CITY STORMWATER MANAGEMENT SYSTEM IMPROVEMENTS PRELIMINARY PRECONSTRUCTION MONITORING PLAN Introduction: In order to develop baseline data for water quality improvement, initial procedures must be undertaken. These procedures include field inspection and photograghs; sampling and testing; and recording of areas that contribute to or require improvement for positive upstream stormwater management. Field Inspection: Field inspect and photograph streets and lots in the Core City area of Atlantic Beach to record the physical conditions of streets and private properties before construction to document typical stormwater runoff and potential non-point pollution. Photographs will be taken in the Core City area after storm events of various intensities. Upstream stormwater Management: During the field inspection, information will be recorded on areas that require improvement to enhance upstream stormwater management for City Rights-of-Way and private property. Areas that already make a positive contribution to upstream management will be noted also. Sampling and Testing: Eight (8) preliminary sampling points have been selected to determine background water quality at various points in the Treatment Train. (See attached maps-Figures 1 and 2). These monitoring points are located in Howell Park, Selva Marina Lagoon, and Puckett Creek. The final sampling locations will be determined by the Engineer selected for the project. Sampling and analysis will be conducted during dry weather and after a storm event. Samples will be analyzed by a State certified testing laboratory, using EPA approved methods. Because the receiving stream is a salt water body, sediment analysis will be included. Sediment samples will be collected at three monitoring points-one sample each in Howell Park, Selva Marina Lagoon and Puckett Creek (Sample Point Nos. 1, 4, and S). Analysis will be performed by a State certified contract laboratory using EPA approved methods. Rainfall Measurement: Rainfall measurements will be taken during storm events in conjunction with sampling and testing. The average rainfall intensity will be noted using the following formula: Average rainfall intensity =total rain/duration of storm Sheet 1 of 2 149 (01!14/99) ~ ~1 ~ Y i i ~ Figure 1 Sampling Loca#ions (Shee# 1 of 2) _ I ~ "" I 1 I uV ~~~ ~i 1 , r i~ i~ ' l1 \ 1 , ,~_,. `r= \ ~, ` -7 ~ --J`L=..-~ L-U ---_~ ; X11 l ~ i ~ ~- __~ ~ ~ ----------~_' ~~ x.-11 ~i r---= ------- i i ~ 1 11 1 I . I I I ~_ 1 1 1 I \ ~ L~ /- ) / 1 11 1>t i. \ I I 1 r-r.G:.lr=7 Ill \ `~ . C sr~-~~ 1 1 11 ., }~ , 1 I I r 11 i I L°J -- ~ `. ~`vi '-/J 1 ~-i I t J i i f 71 1 1 1 1 S 11 I ' ~° `•`1`~ 1 I i j it i~.....II. 1' 1~ ii i i 11 u 1 < ~ ~ u . rR,. w .w no. ~``v',, ~~`. .7l j I 1 ~ ` I Ij 4i 1~ 1~ ~j~'°. 11 II I ~ ~ ~I Iz 1 /y -/~• fir} /~ 1 l J L` 71 1 1 I~ 1 1 I I 1 II 1 V.L .i. ,1 V~ 1 ~~~` J ~ i1 I' I t I I :: It 1 \ 1 1 .1~x - -•a.L 1 1 1 1 ~s..ast• Il r-'~ r-1r--1 A ~'LA.N'~~'C .B.L~. 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I r ~___._ ~ 1 I I I I I j / l r 1 I ~1 ~\ i 1 .1 r.....-----__ .1`rl -~ l~ hl 1 11 1 .,~ -=~-~ -..- - 1 1 -..-- !-- 1 I1 I I 1 ~I - J _ r-- - ~- r 1 `1~ Ir/1 ~ ---- ..-7 r,•-~°'~~_r~-.-~,t r - ~~'(+~+^v~r~ll ~ 1 ~.__~~ ~~f7i'r it ~ r J/ 1 1 ! -l r--- -~ ~ t 1 I~ ~ I L 1i ~ l 1 ~ r-~--- - r ---- - fl l 1 11 I { L---.-~.- ---, t 11 -- ~ ~ ~ ~~.~ ~~~ ~, iocr l ' I l l 1 r_-~..ti.= =_= -' 1 -.L,^_ -rte, .HID \ \ __, L__ ~ 11 '-~ r- ,! 11 ;; - 1r --~-, -- 111 I ~~LT. S . I ;~ •-~..-i,-.vat--- ~' ~. ,: ~~I`I it ~ ~i i. `~ 1 '~~ 11 ~ ~`~ -. 11 jl ;j I I Ij -1 It {` M i ill ~ i i -' 1 I} li 11 I 1 1 1 1 ~ ` l! 1 , ~ iy 1 r---l-r .°~ l ' L 1 ~ ° ~r-- ====-= _~ ;~ \` ~~ ~`. l :~ ~1 ~ I ~ ~t O y ~ ~~ _- ~v sv.iT I / 1 ~~ ' ~ // ~ ii _. I _ / ~ \ _ 1 / 1, i ~' i r, 1 ~-__ ~~: /ice ~ I lit r i I ~' I ~ i c / `% ~~ l _ _ ~ --- i 1 ~ ~• • Il .-. - / ~~! ji 1/ 71.x.. / i i1 / ~ I,1 i vJ It ~n •..a3~ " " - =--._--- t i ~ i: !i ii i _ i c - *:` t _...., 151 (01/14/99) F BID ALT. ,8 BE~i'INOLE .ROAD DITCS V 1 BID ALT. 3V'O. ' .PBEBEN __ IJpOBp' A NBE1J' r--~ i AA~ II~__ ~ BABI~IT BA~EE BID '1 LI.MIfiB , 1 1 -1' SOTQELL ~t~ c-- :--7 11 1 J~ _~ ~. ~ r~-y r 1 11 ~ 1 1 1 ~J ~.- ~7 t ~~ l l i PABS .H.~BIN 1 J ~ '~ y ~ ~ CITY OF ATLANTIC BEACH CORE CITY STORMWATER MANAGEMENT SYSTEM IMPROVEMENTS PRELIMINARY BEST MANAGEMENT PRACTICES MONITORING PROGRAM Introduction: This program will monitor the water quality control effectiveness of manufactured systems installed in the Core City area. Manufactured systems are structural measures designed specifically for the interception of stormwater runoff and removal of pollutants. Sampling Locations: Samples will be collected at four of the BMP locations, at Ahern Street, 5'h Street, Plaza, and 11th Street (see Figure 3). Influent and effluent samples will be collected at each BMP system. Sampling Events: There will be five sampling events. Sampling will be conducted after mininum 1-inch rainfall occurrences. Rainfall Measurement: Rainfall measurements will be taken during storm events in conjunction with sampling and testing. The average rainfall intensity will be noted using the follwoing formula: Average rainfall intensity =total rainlduration of storm ~ Analysis: Samples collected will be analyzed for total suspended solids, phosphorus, and oil and grease by a state certified laboratory using EPA approved methods. Reporting: Reports will be generated after each sampling event, and will note: 1. The date and time period of the rainfall event 2. Total rainfall and average rainfall intensity 3. Date, time, location of sample collection 4. Method of sample preservation 5. Date, time and method of sample analyses 6. Name and address of laboratory performing analyses 7. Analytical results 8: Pollutant removal efficiencies Final ProductlDeliverables: will be the five reports generated from the sampling and analyses performed on the manufactured systems installed in the Core City area. 153 (01/14/99) y l ~ 1. ~ i r CITY OF ATLANTIC BEACH ~~ CORE CITY STORMWATER MANAGEMENT SYSTEM IMPROVEMENTS DRAFT PERFORMANCE AND WATER QUALITY MONITORING PLAN Introduction: The City has proposed a balanced and comprehensive approach to stormwater management in order to minimize pollutant discharges into the Lower St. Johns river. The Final performance and Water Quality Monitoring Plan will be developed in coordination with the St. Johns River Water Management District and the Florida Department of Environmental protection. The Final Plan will.be submitted within three months of grant award and will be designed to show meaningful improvement in water quality andlor load reductions as well as performance and maintenance requirements. Amain thrust is to monitor inflows and outflows to determine percent removal efficiency. Baseline Data: The City will use the best available data for determining baseline performance and efficiency removal standards for the various BMPs. Data is available from technical literature, reports and the respective manufacturers. Data collected during the preconstruction monitoring program will also be used. Baseline data on current water quality from the Lower St. Johns River outfalls will be derived from grab samples, modeling and geotechnical analysis. Because the receiving stream is a salt water body, sediment monitoring will be included. For the Lower St. Johns River, the City will rely on the current monitoring efforts of the SJRWMD, FDEP, the Lower St. Johns River Task Force and Duval County. The City will conduct any other initial testing as requested by FDEP when there is a demonstrated need. Performance/Maintenance/Operating Schedules: A component of this project involves developing a detailed and systematic record-keeping system to monitor maintenance activities on each BMP element. Logs will be kept on staff, equipment and energy used in maintaining and operating the respective BMPs. A record will be kept ofi the amount and types of debrislpollutants collected and disposed and where it was disposed, to monitor how often the BMPs were cleaned out and how much was removed. . Vllater Quality inlets: The ten (10) water quality inlets will be monitored for outflow and debris removal rates and compared to inlets without the water quality improvement. Baffle Boxes or Similar Treatment Devices: After significant rainfall events, the City will take upstream and downstream water samples either by automated meters or manually retrieved. Grab samples of sediment will be collected to evaluate sediment characterization and heavy metals composition. There will kie a scan for toxins. 155 (01/14/99) .,~ ;~ u ~ ~ f Minutes -Page 8 July 12, 1999 Following further discussion, the Mayor called a fifteen minute recess to allow Commissioners to review Mr. McDaniel's proposed landscape plan. The Mayor reconvened the.meeting at 9:00 p.m. Motion: Endorse the McDaniel's plan for removal of hardwood trees from City right-of--way and agree to be a co- applicant with Mr. McDaniel as the agent for the owner, Mr. Glover, to the Tree Board, and our recommendation to the Tree Board be that they mitigate at one half of the usual requirement in light of the fact that additional hardwoods and palm trees are being planted in adjacent areas Commissioner lYiitchelson disagreed with the recommendation that the Tree Board approve mitigation at 50% which he felt would set a bad precedent. Commissioner Meserve felt that this was a different type of application inasmuch as there were two owners. Also in consideration of all the beautification and tree planting which would be undertaken, he felt the recommendation to the Tree Board was appropriate. Commissioner Borno pointed out that while the Tree Board may take the Commission's recommendation into consideration, they have the authority under the ordinance, to da differently. Mayor Shaughnessy noted that the property under consideration was different from the typical Atlantic Beach property, and may require different treatment since the property was 300 ft. x 800 ft. The motion carried on a vote of 3 -1 with Commissioner )ltitchelson voting nay. E. Authorise the City Manager to negotiate a contract with the R- AM Professional Group, Inc., for the final design of the Stormwater Improvement Project lYlotion: Authorize the City Manager to negotiate a contract with the R-A-IVI Professional Group, Inc., for the final design of the Stormwater Improvement Project The City Manager indicated that R-A-M had responded to the questions raised at a recent workshop. He explained that if the City Commission wished to continue with R A-M, the next step in the process would be to negotiate a contract for the final design for the starmwater project. OMMISSIONERS M O T I O N S E C O N D Y E S N O BORNO~ ~ X X MESERVE X X MITCHELSON X SHAUGHNESSY X ~oRNO x MESERVE X S 1 1 ~ M } 1 ~ Minutes -Page 9 July 12, 1999 • ~ ~ Discussion ensued regarding whether the project would be a designlbuild project and it was explained that it was not adesign/build unless the City . Commission wished to make it such. The Mayor explained that the advantage to adesign/build project was that it was the only way you are able to list a dollar amount, not to exceed. She noted other recent projects where bids had come in over the estimate. Commissioner Meserve felt the city should explore the options and suggested that a contract be negotiated with R-A-M for design only, and a design/build project. Amendment: Authorize the City Manager to negotiate a contract, if R A-M is willing, to either a design ~ and a design/build, and see if they would be willing to bid on the two entities Mayor Shaughnessy inquired whether Commissioner Meserve would still consider negotiating with R-A-M if they were only interested in a contract for design, and Commissioner Meserve responded that he would not want to seek a new design firm at this stage. It would be his preference to negotiate the contract both ways, i.e. for design only and for design/build, and then the City Commission could take the option they preferred. The Mayor requested that the contract which is negotiated have the normal terms and conditions for this type of project used by the city, at least over the last six years, and include construction engineering and permitting costs, a 15% contingency, and construction administration. With reference to a letter dated July 6, 1999, from R-A-M, attached hereto as Exhibit A, Commissioner Mitchelson asked Mr. Gray whether his estimate of $9 million fora 5-year level of service, included any construction contingency, and whether adesign/build project had been considered by their firm. Mr. Gray responded that while adesign/build project had been . discussed, his firm had not contacted any contractors in this regard, and indicated that the $9 million estimate included a 15% contingency. Mr. Gray pointed out, however, that the price of PVC pipe had increased 30% in the last few months. Commissioner Mitchelson said he would prefer a design/build project and hoped R-A-M would be willing to work in that direction. The Mayor indicated that she had no faith in cost estimates. She said that if bids came in at $12 million the City would not build this project. She said she would bring the matter up for reconsideration if a design/build option was not included because she felt the city needed to know up front what the OMMLSSIONERS M O T I O N S E C O N D Y E S N 0 MESERVE X SHAUGHNESSY X S (' I v Y ~ r Minutes -Page 10 July 12, 1999 cost would be and this was the only way the City could have such control in a wildly fluctuating market, since the city had a .fixed budget. The Mayor said she still did' not feel the R-A-M proposal offered the City the most efficient plan at the lowest possible cost. She also indicated she would like City Manager Thompson to have continued coordination with R A M regarding this project. She hoped the plan would use natural features as much as possible and expressed concern regarding the number of heavily constructed solutions which seemed to be offered. She said consultants and knowledgeable citizens had offered very simple, low cost, alternatives and these types of alternatives were not included in the R A-M proposal. She said it would be her intention to set a lower budget than the suggested $9 million. The Mayor said she wished to confirm that the suggestion which had been made some time ago, to purchase fifteen properties which are subject to flooding, was off the table. She felt this would cost approximately $3 million. Remove the homes and provide some retention area, use the parks for dry detention, and make use of the natural features of the land. She felt this would be a much simpler solution and could probably be accomplished for $6.5 - $7 million. She said the R-A-M proposal was too expensive and too constructed. Commissioner Borno felt the simpler solutions should be evaluated, and he did not feel this option was offthe table. Commissioner Meserve said he was in favor of innovative ideas but did not feel that residents would be willing to sell their properties. Commissioner Ivfitchelson noted that the motion on the floor did not tell R- A Mhow to design the project. He pointed out that R-A-M had indicated that they could assist the City in finding a 5-year level of service within the city's budget and he felt it should be their task to provide the means to do so. Alan Potter, 374 2nd Street, said he was opposed to contracting with the R-A-M group for any additional services for the Atlantic Beach drainage. project. He said the city should terminate its association with the R-A-M group. He suggested the city consult with the firm ranked second, and if necessary the third firm according to the rankings from the December 1998 interviews. Mr. Potter noted that the request for proposals issued by the City, did not request a design/build proposal and he felt the City could not legally change the project to a design/build without reissuing the RFP. OMMISSIONERS M O T I O N S E C O N D Y E S N O j [ 1 M r` ~ { / Minutes -Page 11 July 12, 1999 J.P. Marchioli, 414 Sherry Drive, said he agreed with the Mayor's comments and also agreed with Mr. Potter's comments regarding the RFP. He read an excerpt from Addendum No. 1 of the RFP: `Both of the above RFP's refer to three phases of design: Upstream Management, Core City Utility Improvements, and Tailwater Control. It is the City's intent to have one engineering firm design the Core City Utility Improvements and Tailwater Control. The Upstream Management design will be performed by the City." Stephen Kuti, 1132 Linkside Drive, said he, also, agreed with the Mayor's comments. He felt the City was no further along today than when the work with England, Thims & Miller was finished. He said that six months ago the city requested that RAM submit their data used to calculate the number of cubic feet of water to be moved. He said no data had been submitted and he no longer has any confidence in R-A-M. Joseph Posch, 142 Magnolia Street, read and submitted a letter dated July 12, 1999, into the record. A copy of Mr. Posch's letter is attached hereto as Exhibit B. Mayor Shaughnessy noted that Messrs. Potter, Marchioli and Kuti had encouraged the City Commission to seek assistance from a firm other than R-A-M. She said she received a letter that day from the Department of Environmental Protection, which may eliminate that option. She read an excerpt from the letter, as follows: "A resident of Atlantic Beach has expressed written concern to this office that the city is not proceeding very quickly in solving its sewer and stormwater problems. It has also been brought to our attention that the City may soon be requesting another extension to the Consent Order." She said the DEP indicated they were not inclined to grant a further extension, and in that case the City does not have the time to bring another firm up to speed, or issue another RFP as might be suggested for the design/build. Don Phillips,1566 Park Terrace West, said he also, was disappointed in R- AM. He felt they had come up with no solutions the City could afford. He said, of the six tasks in the RFP, R A-M's response to only No. 3 could be considered adequate. He said he was not comfortable with this firm and pointed out that the stormwater Review Committee had voted to terminate, the R-A-M contract. The Mayor then asked the City Attorney for his opinion regarding whether switching to a design build would be a radical change from the RFP. The City Attorney responded that he would have to check the Statute and the RFP and he agreed to do so and respond to the City Manager by 4:00 p.m. the following day. OMMISSIONERS M O T I O N S E C O N D Y E S N O . ;~ Minutes -Page 12 July 12, 1999 The question was then called by Commissioner Meserve, seconded by Commissioner Mitchelson, and failed on a vote of 2 - 2 with the Mayor and Commissioner Borno casting dissenting votes. The Mayor then recognized Alan Potter who wished to address the City Commission regarding the Consent Order. Mr. Potter pointed out that the Consent Order only pertained to sewer overflows and he said the sewer lines could be smoke tested, areas of infiltration could easily be identified, and manholes sealed or raised to correct the problem. He felt the problem could be solved in ninety days, and the Mayor requested that Mr. Potter meet the following day and discuss this matter with the City Manager. The Mayor then explained the amendment should be voted on first, which she felt would be conditional on the findings of the City Attorney that it would be allowable. Commissioner Borno then withdrew the original motion to authorize the City Manager to negotiate a contract with the 12-A-M Professional Group, Inc., for the final design of the Stormwater Improvement Project. Following brief discussion Commissioner Meserve offered the following motion: Motion: Authorize the City Manager to negotiate a contract with the R A-M Professional Group and request that he negotiate for both a design for the Capital Improvement Project and adesign/build for same, pending the opinion of the City Attorney, and bring those negotiations back to the City Commission There was no discussion and the motion failed on a vote of 2 - 2 with the Mayor and Commissioner Borno voting nay. 9. City Manager Reports and/or Correspondence: • reported that George Worley is getting the maps and overlays which had been requested by the City commission • reported that a tentative millage would have to be set before the end of July and this would be included on the agenda on July 26, 1999. 10. Reports and/or Requests From City Commissioners and City Attorney ' COMMISSIONERS M O T I O N S E C O N D y E S N p soRNO X I~'IESERVE X X rfITCHELSON X X SHAUGHNESSY X ..~.:~ o THE R-A-~ ~r~o~~ss~~rv~~ ~~aun, ~n~c. . ~ ENGINEERING -PLANNING - ENV{RONMENTAL CONSULTANTS ~~ August 4, 1999 Via Facsimile: 247-5843 Mr. Robert S. Kosoy, P.E. Director of Public Works City of Atlantic Beach 1200 S2ndpiper Lane Atlantic Beach, Florida 32233 Re: Core City RedesignTl'ailwater Control Project Phase ll Design. . Dear Bob: In response to your request that The R-A-M Professional Group, Inc. release the City from any further obligations under our existing contract, citing the inability that our firm has had in negotiating the Phase II component of the project, this will serve as formal notice of our willingness and desire to do so. We certainly wish the City well as it at#empts to solve its stormwater problems. Sincerely, THE R-A-M PROF SSIONAL GROUP, INC. Wayne C. Reed President J WCR:Imj 8298 Bayberry Road, Suite 1 -Jacksonville. Florida 3ZZSG . _ (904) 73 1-5440 -FAX (904) 73 1 -546