Title
MOTION TO APPROVE A SECOND AMENDMENT TO THE GRANT AGREEMENT WITH THE STATE OF FLORIDA DEPARTMENT OF ENVIRONMENTAL PROTECTION FOR IMPROVEMENTS TO THE WATER, SEWER, AND ELECTRICAL UTILITIES AT THE HOWARD C. FORMAN HUMAN SERVICES CAMPUS.
Summary Explanation and Background
SUMMARY EXPLANATION AND BACKGROUND:
1. In late 2021 and early 2022, City Staff submitted legislative appropriation requests to the Florida Senate and House of Representatives for a grant for improvements to the water, sewer, and electrical utilities at the Howard C. Forman Human Services Campus.
2. Specifically, the improvement project is intended to replace and/or rehabilitate the water and sewer mains that service the campus, that have reached the end of their useful lives. Also, this project will complete the transition of the old State-owned and maintained power grid to the FPL power grid at the campus. Portions of the power grid have been completed; however, the final leg still needs to be installed which will complete the looped system. This looped system will increase reliability and help ensure fewer power outages by having a secondary connection to FPL’s primary connections.
3. On June 7, 2022, Staff was notified by the Florida Department of Environmental Protection (FDEP) that the City’s appropriation request was approved in the amount of $1,236,792. The full cost of the project was estimated at $2,473,584, of which the City would contribute 50 percent.
4. On February 15, 2023, the City Commission approved acceptance of the grant and the associated grant agreement, which was signed by City Manager Dodge on February 22, 2023.
5. On May 1, 2024, the City Commission approved an amendment to the grant agreement that removed the condition that grant funding will not be spent on State-owned land (the Forman Campus is State-owned land that is leased to the City), and that incorporated other house-keeping items.
6. The current status of the project and grant is that the improvements are being designed by CPH Engineering LLC, and 90% plans have been submitted for review by Utilities Department Staff. Development and negotiation of a proposal under CPH's continuing engineering services contract with the City to design the project took longer than anticipated, along with the actual survey and design work, and has precipitated a change to the project schedule. This has moved the overall project completion schedule past the expiration date of the grant agreement. These changes require an amendment to the agreement to revise Attachment 3 of the agreement (Grant Work Plan) and extend the expiration date.
7. FDEP has prepared a proposed Amendment No. 2 to the grant agreement which changes the Date of Expiration to December 31, 2027, amends the Grant Work Plan to reflect the work schedule change, and updates the Special Audit Requirements section to reflect FDEP’s current requirements.
8. Staff has reviewed the amendment and agrees with the proposed changes.
9. The amendment has been reviewed and approved, as to legal form, by the City Attorney.
10. Staff, therefore, recommends City Commission approval of a Second Amendment to the grant agreement with the State of Florida Department of Environmental Protection for improvements to the water, sewer, and electrical utilities at the Howard C. Forman Human Services Campus.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: Not Applicable - There is no cost associated with the proposed amendment.
b) Amount budgeted for this item in Account No: Not Applicable.
c) Source of funding for difference, if not fully budgeted: Not Applicable.
d) 5 year projection of the operational cost of the project: Not Applicable.
e) Detail of additional staff requirements: Not Applicable.
FEASIBILITY REVIEW:
A feasibility review is required for the award, renewal and/or expiration of all function sourcing contracts. This analysis is to determine the financial effectiveness of function sourcing services.
a) Was a Feasibility Review/Cost Analysis of Out-Sourcing vs. In-House Labor Conducted for this service? Not Applicable.
b) If Yes, what is the total cost or total savings of utilizing Out-Sourcing vs. In-House Labor for this service? Not Applicable.