HomeMy WebLinkAbout10-05-1999 Emergency Item AGENDA 10-05-99
"CENTER OF GOOD LIVING-PRIDE OF WEST ORANGE" EMERGENCY ITEM
\, S.SCOTT VANDERGRIFT
Ocoee 1 '
° P •. �"'a CITY OF O C OEE COMMISSIONERSa. 150 N.LAKESHORE DRIVE SCOTTDANNY AN HOERSOWELLN
v OCOEE,FLORIDA 34761-2258 RUSTY JOHNSON
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�. �1.4%• (407)656-2322 NANCY J.PARKER
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CITY MANAGER
ELLIS SHAPIRO
MEMORANDUM
DATE: October 5, 1999
TO: Ellis Shapiro, City Manager
FROM: James W. Shira, P.E., City Engineer/Utilities Director it
SUBJECT: Joint Ocoee/Winter Garden/SJWMD Agreement for
Preparation of a Regional Reclaimed Water Master Plan
In an effort to make the most beneficial and cost effective use of the reclaimed water produced
by both the Ocoee and Winter Garden wastewater treatment plants,the SJRWMD had asked both
cities to work toward a joint Reclaimed Water Master Plan. This plan would identify the areas
within both cities that could be reclaimed water application sites, and would identify the volume
of reclaimed water available over time to service those sites. Such a study benefits both cities by
minimizing the duplication of capital costs, and maximizing the use of potential effluent disposal
sites located in both jurisdictions.
Since May of this year we have been working with Winter Garden and SJRWMD personnel to
develop the framework for such a regional Reclaimed Water Master Plan for the two cities.
Ocoee and Winter Garden staff agreed that the Reclaimed Water Master plan should be jointly
prepared by the engineering consultant most familiar with each city's utility system. To that end,
Winter Garden's consultant, Boyle Engineering,has teamed with PEC, and their joint design
proposal is under PEC's letterhead. The proposed total fee for this work is $75,500.00.
The SJRWMD agreed that if the two cities would jointly prepare a master plan for reclaimed
water use within their boundaries,the District would use some of its Alternative Water
Construction Cost Sharing Program funds to fund a portion of the cost of the preparation of the
plan. They indicated that they would fund up to $37,500.00 of the cost of the study and that this
funding arrangement would be set out in a Cost Share Agreement between the City of Ocoee and
the District.
We have been working with the District for several months on the Cost Share Agreement for the
development of the Reclaimed Water Master Plan, and we received the final agreement from the
POW f /N
Protect Open's Water Reseursss t PP
District last Friday, October ls`. Under the proposed Agreement,the District will fund $37, 500
of the total fee of$75,500, Winter Garden will fund$19,000 and Ocoee will fund$19,000.
Because the funds in question are from the District's FY 98/99 budget,they need to move very
quickly to finalize this Agreement. Our contact with the District informed me yesterday that this
Agreement needs to be executed by the City and returned to the District before the end of this
week in order for them to get it approved by their board for payment from FY 98/99 funds.
Accordingly,I am requesting that this issue be placed on the City Commission agenda of
October 5, 1999 for action as an emergency item.
Attached for review and action are the following three items:
1. For review, a copy of a letter from Mr. Charlie Tinch,Utility Director for the City of Winter
Garden confirming Winter Garden's intention to pay for their share of this project.
2. For review and action,the Cost Share Agreement Between the St. John's River Water
Management District and City of Ocoee for Development of a Reuse Master Plan.
3. For review and action, Addendum No. 99-13 to the Agreement Between City of Ocoee and
Professional Engineering Consultants, Inc. for Engineering Services for Regional Reuse
Water Master Plan.
I recommend that the City Commission:
1. Approve the Cost Share Agreement Between the St. John's River Water Management
District and City of Ocoee for Development of a Reuse Master Plan and authorize the Mayor
and City Clerk to execute same.
2. Approve Addendum No. 99-13 to the Agreement Between City of Ocoee and Professional
Engineering Consultants, Inc. for Engineering Services for Regional Reuse Water Master
Plan in the not-to-exceed amount of$75,500.00 and authorize the Mayor and City Clerk to
execute same.
POWI :
Protect Ocoee's Water t sources s:
Henry Dean,Executive Director
John R.Wehle,Assistant Executive Director
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LETTER OF TRANSMITTAL I
1
' Lligi3-011M9 :,I I
TO: David Wheeler - DATE: September 30, 1999i -
City of Ocoee OVERNIGHT
150 North Lakeshore Drive CONTRACT NO. 99H347e
Ocoee, FL 34761-2258
We are sending you the following attachments for action as defined below:
( ) Specifications ( ) Amendment
( ) Documents ( ) Change Order
(x) Agreement ( )Work Order
( ) Correspondence ( ) Other
COPIES DESCRIPTION ACTION
2 Original Agreements 2 & 8
ACTION CODE:
1. For your files 5. Insurance needed
2. For execution &return 6. W-9 form for execution & return
3. At your request 7. Performance/payment bond needed
4. For review &comment 8. See remarks
REMARKS:
Please obtain appropriate signatures and Overnight both originals to my attention by
October 4, 1999, for full execution by the District's Governing Board.
FROM: t e t -elei_VQ,/t(rt)C12)
Debbie Hancock,CPPB
Sr.Contracts Administrator
COPY TO: D. Brandes
Dan Roach, CHAIRMAN Duane Ottenstroer,TREASURER Otis Mason,SECRETARY William Kerr
FERNANDINA BEACH SWITZERLAND ST.AUGUSTINE MELBOURNE BEACH
Jeff K.Jennings William M.Segal Ometrias D.Long Clay Albright Reid Hughes
MAITLAND MAITLAND APOPKA EAST LAKE WEIR DAYTONA BEACH
COST SHARE AGREEMENT BETWEEN
THE ST. JOHNS RIVER WATER MANAGEMENT DISTRICT
AND CITY OF OCOEE
FOR DEVELOPMENT OF A REUSE MASTER PLAN
THIS COOPERATIVE AGREEMENT is entered into by and between the GOVERNING
BOARD of the ST. JOHNS RIVER WATER MANAGEMENT DISTRICT ("DISTRICT"),
whose address is Post Office Box 1429, Palatka, Florida 32178-1429, and CITY OF OCOEE
("CITY"), whose address is City of Ocoee, P.O. Box 70, Ocoee, Florida 32761.
WITNESSETH THAT:
WHEREAS, DISTICT is a special taxing district created by the Florida Legislature and
given those powers and responsibilities enumerated in Chapter 373, Fla. Sta., whose
geographical boundaries encompass Orange County; and
WHEREAS, the CITY is a municipality of the State of Florida and empowered pursuant
to Chapter 166 F.S., to enter into an agreement for the purpose of developing a reuse master plan;
and
WHEREAS, DISTRICT has determined that its needs will be best served by entering into
a COOPERATIVE AGREEMENT for services that can be provided by CITY.
NOW THEREFORE, in consideration of the payments here specified and which District
agrees to make, CITY agrees to furnish and deliver all materials to do and perform all work and
labor required to be furnished and delivered, done and performed for Cooperative Agreement
between the St. Johns River Water Management District and the CITY OF OCOEE for
development of a reuse master plan, Contract #99H347. CITY agrees to complete the Work in
conformity with the Contract Documents and all attachments as defined herein and on file at the
St. Johns River Water Management District. The Contract Documents consist of the following
items, including all modifications thereof incorporated in the Documents before their execution:
AGREEMENT; EXHIBIT "A", Scope of Services; and all attachments hereto. All attachments
and Contract documents are part of this AGREEMENT as fully and with the same effect as if
they had been set forth at length in the body of this AGREEMENT.
ARTICLE I - SCOPE OF SERVICES
DISTRICT and CITY shall cooperate, as detailed in EXHIBIT "A", SCOPE OF SERVICES, to
develop a reuse master plan.
Contract#99H347
ARTICLE II - SCHEDULE OF WORK AND EFFECTIVE DATE
A. The effective date of this AGREEMENT shall be this day of ,1999.
B. CITY will be required to commence work under the Contract within fifteen (15) calendar
days after the effective date of the AGREEMENT, to prosecute the Work diligently, and
to complete the entire Work for use no later than December 31, 2000, unless the date is
extended by mutual agreement of the parties hereto. Time is of the essence.
ARTICLE III - TERM
This AGREEMENT shall expire at 12:00 midnight on the sixtieth day after the completion
of the Work in accordance with the date established under ARTICLE II,above.
ARTICLE IV - LIABILITY AND INSURANCE
A. Each party to the AGREEMENT is responsible for all personal injury and property
damage attributable to the negligent acts or omissions of that party and the officers,
employees and agents thereof. The parties further agree that nothing contained herein
shall be construed or interpreted as denying to any party and remedy or defense available
to such party under the laws of the State of Florida, nor as a waiver of sovereign
immunity of the State of Florida beyond the waiver provided for in Section 768.28, F.S.
B. If CITY fails to comply with any of the terms, conditions, provisions, or stipulations of
this Contract, DISTRICT may avail itself of any or all remedies provided in the Contract
and shall have the right and power to proceed in accordance with its provisions.
C. Each party shall also acquire and maintain throughout the term of this AGREEMENT
such general liability, automobile insurance, and workers' compensation insurance as
required by their current rules and regulations.
D. CITY hereby certifies to DISTRICT that the Work to be performed pursuant to this
AGREEMENT does not and will not infringe on any patent rights.
ARTICLE V - RESPONSIBILITIES OF CITY
A. CITY's Project Manager shall be James W. Shira, P.E., or his designee.
B. CITY shall follow the verbal and written direction of DISTRICT's Project Manager
assigned to the work. All work authorized may be stopped by DISTRICT's Project
Manager at any point, which shall not result in loss of payment to CITY for services
performed up to the time the Work has ceased in accordance with this Contract. If CITY
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Contract#99H347
fails to perform under terms of this Contract, DISTRICT may elect to have CITY cease
work until corrections are made at no additional cost to DISTRICT and with no
allowance for extension of time or to terminate if CITY fails or refuses to comply with
the terms of this AGREEMENT.
C. CITY certifies it is an independent contractor and not DISTRICT's employee, nor are any
of CITY's employees performing work under this AGREEMENT, DISTRICT employees.
D. CITY will not take any action, including but not limited to, amendments, modifications,
terminations, changes in Scope of Services, in regard to any agreements with outside
contractor(s), without the prior written approval of the DISTRICT.
E. CITY shall manage the work of the Contractor, who will perform the study and provide a
draft and final report that summarizes the methods used and results for each task assigned
to the Contractor in Exhibit "A", Scope of Services. Review and acceptance of the
reports shall be a shared responsibility between the CITY and DISTRICT.
F. CITY shall forward all information and comments provided by DISTRICT to the
Contractor and forward copies of all draft and final products received from the Contractor
to DISTRICT.
G. CITY shall provide funds to pay at least fifty (50%) percent of the study cost, for payment
to the Contractor for performing the study. CITY agrees to provide funding of any costs
exceeding the anticipated budget.
H. City shall provide maps and technical information needed to the Contractor who performs
the study.
ARTICLE VI - RESPONSIBILITIES OF DISTRICT
A. The Executive Director designates Don Brandes as Project Manager for purposes of
directing CITY and maintaining coordination and review of the work. The Project
Manager shall have sole and complete responsibility to transmit instructions, receive
information, approve invoices, interpret and communicate DISTRICT policies and
decisions with respect to all matters pertinent to CITY's services. The Project Manager
and, as appropriate, other DISTRICT employees shall meet with CITY as necessary to
provide decisions for the duration of the Work, as well as to review and comment on
interim reports. No actions outside the Scope of Work shall be initiated by CITY without
prior written authorization of the project manager; however, emergency situations
requiring action within less than twenty-four (24) hours may be granted verbally by the
Project Manager and followed up in writing within seventy-two (72) hours.
B. DISTRICT shall participate in the review of the contractor(s)' interim and final reports.
C. DISTRICT shall be available to CITY to respond to questions regarding the project.
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Contract#99H347
D. As is further specified in this AGREEMENT, DISTRICT shall provide timely reviews of
any and all invoices and deliverables related to this AGREEMENT submitted by CITY.
E. Upon the satisfactory completion of the Work, DISTRICT will provide a written
statement to CITY accepting all deliverables.
F. DISTRICT will provide funds, up to fifty (50%) percent of the study cost in an amount
not to exceed the sum of$37,500.
ARTICLE VII - DELIVERABLES
A. Deliverables: CITY shall deliver all services, products, and deliverables as stated in the
Contract on a timely basis. DISTRICT and CITY shall each retain, for their own use,
deliverables identified in Exhibit "A," Scope of Services.
B. REPORTS: CITY shall submit monthly reports to DISTRICT's Project Manager in a
form approved by the Project Manager. In addition to hard copies, all written
deliverables (reports, papers, analyses, etc.) shall be submitted in machine readable form
in formats consistent with DISTRICT's standard software products. DISTRICT's
standard office automation products include the Microsoft® Office Suite (WORD,
EXCEL, ACCESS, and POWERPOINT). Other formats may be accepted, if mutually
agreed upon by DISTRICT's Project Manager and Chief Information Officer.
ARTICLE VIII - COMPENSATION
A. Amount of Funding: For satisfactory performance of the Work outlined in the Contract,
DISTRICT agrees to pay CITY up to 50% of the total cost of the study, in an amount not
to exceed $37,500.
B. Invoicing Procedure: Final invoice shall reference the Contract Number provided on
the first page of this AGREEMENT and shall be submitted to the Office of Financial
Management, P. O. Box 1429, Palatka, Florida, 32178-1429. CITY shall submit one
invoice upon completion of project. CITY's invoice shall include a copy of Contractor's
invoice for the total project and verification that the final report has been completed and
accepted by the CITY. Once all required documentation is received, and verified to be
complete and correct, by District Project Manager and the Director, Office of Financial
Management, the District will remit the approved sum to CITY.
C. Payment: DISTRICT shall pay CITY one hundred (100%) percent of approved invoice
within thirty (30) days of receipt. Payments due and unpaid under this AGREEMENT
shall not bear interest.
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Contract#99H347
D. Release: CITY agrees that acceptance of the payment, shall be considered as a release in
full of all claims against DISTRICT or any of its members, agents, and employees, arising
out of, or by reason of, the Work done and materials furnished under this AGREEMENT.
Prior to, or in conjunction with final payment, DISTRICT shall review and determine that
CITY has fully and satisfactorily completed the required Work under this AGREEMENT.
If DISTRICT determines that CITY has complied with the terms and conditions of this
AGREEMENT, then acceptance of final payment by CITY shall be considered as a
release in full of all claims by DISTRICT against CITY, or any of its members, agents
and employees, arising out of, or by any'reason of, the Work to be done and materials
furnished under this AGREEMENT.
ARTICLE IX - OWNERSHIP OF DOCUMENTS
Ownership and copyright to all reports and all accompanying data (in all formats) produced
pursuant to this AGREEMENT shall be vested in DISTRICT and CITY. CITY shall include
language in all subcontracts which clearly indicates that Ownership and Copyright to all materials
produced pursuant to this AGREEMENT shall remain with DISTRICT and CITY.
ARTICLE X - SUBCONTRACTING
A. CITY shall not sublet, assign, or transfer any work under this AGREEMENT without the
prior written consent of DISTRICT. When applicable, and upon receipt of such consent
in writing, CITY shall cause the names of the firms responsible for such portions of the
work to appear on the work.
B. CITY agrees to notify DISTRICT of all subcontracts no less than ten (10) calendar days
prior to the effective date of the subcontracts for the purpose of approval. CITY agrees to
provide DISTRICT with an executed copy of all subcontracts within ten (10) calendar
days after the effective date of the subcontract.
C. CITY agrees to be responsible for the fulfillment of all work elements included in the
subcontracts and agrees to be responsible for the payment of all monies due under any
subcontract and hold DISTRICT harmless from any liability or damages arising under or
from any subcontract to the extent allowed by law. Nothing in this AGREEMENT shall
create any contractual relationship between any subcontractor and DISTRICT.
ARTICLE XI - CHANGES IN SERVICE REQUIREMENTS
DISTRICT and CITY may at any time, by mutual written agreement in the form of an
amendment to this AGREEMENT, make changes within the general scope of this AGREEMENT
in the services or work to be provided. Neither party to this AGREEMENT shall unreasonably
withhold consent to any written amendment to this AGREEMENT.
5
Contract#99H347
ARTICLE XII - INTEREST OF CITY
Unless otherwise declared in an addendum, CITY certifies that no officer, agent, or
employee of DISTRICT has any material interest (as defined in Chapter 112, Fla. Stat., as
amended) either directly or indirectly, in the business of CITY to be conducted here, and that no
such person shall have any such interest at any time during the term of this AGREEMENT.
ARTICLE XIII - ASSIGNMENT
CITY shall not assign the Contract or sublet it as a whole without the written consent of
DISTRICT nor shall CITY assign any moneys due or to become due to it hereunder, without the
previous written consent of DISTRICT.
ARTICLE XIV - CANCELLATION
Each party to this AGREEMENT reserves the right to unilaterally cancel this
AGREEMENT for refusal by the other party to allow public access to all documents, papers, letters,
or other material related to this AGREEMENT and subject to the provisions of Chapter 119, Fla.
Stat., as amended.
ARTICLE XV - AUDIT: ACCESS TO RECORDS
A. CITY agrees that DISTRICT or its duly authorized representatives shall, until the
expiration of three (3) years after expenditure of funds under this AGREEMENT, have
access to examine any of CITY's books, documents, papers, and records involving
transactions related to this AGREEMENT. CITY agrees that payment(s) made under this
AGREEMENT shall be subject to reduction for amounts charged which are found on the
basis of audit examination not to constitute allowable costs.
B. CITY shall refund by check, payable to DISTRICT, the amount of any reduction of
payments. All required records shall be maintained until an audit has been completed and
all questions arising from it are resolved or until three (3) years after completion of the
Work and submission of a final invoice, whichever is sooner. CITY will provide proper
facilities for access to and inspection of all required records.
ARTICLE XVI - CIVIL RIGHTS
Pursuant to Chapter 760, Fla. Stat., CITY shall not discriminate against any employee or
applicant for employment because of race, color, religion, sex, or national origin, age, handicap or
marital status.
6
Contract#99H347
ARTICLE XVII - CONFLICTING EMPLOYMENT
CITY agrees that at the time of execution of this Contract it has no retainer or employment
AGREEMENT, oral or written, with any third party relating to any matters which adversely affect
any interest or position of DISTRICT. CITY shall not accept during the terms of this Contract any
retainer or employment from a third party whose interests appear to be conflicting or inconsistent
with those of DISTRICT.
Notwithstanding the foregoing paragraph, CITY may accept retainers from or be employed
by third parties whose interests appear conflicting or inconsistent with those of DISTRICT if, after
full written disclosure of the facts to DISTRICT, DISTRICT determines that the apparent conflict
shall not interfere with the performance of the Work by CITY.
ARTICLE XVIII - NON-LOBBYING
Pursuant to Section 216.347, Fla. Stat., CITY hereby agrees that monies received from
DISTRICT on this Contract will not be used for the purpose of lobbying the Legislature or any
other state agency.
ARTICLE XIX - TERMINATIONS
A. Termination for Default: This AGREEMENT may be terminated in whole or in part in
writing by either party in the event of substantial failure by the other party to fulfill its
obligations under this AGREEMENT through no fault of the terminating party, provided
that no termination may be effected unless the other party is given: (1) not less than ten
(10) calendar days written notice delivered by certified mail, return receipt requested, and
(2) an opportunity for consultation with the other party prior to termination.
B. Termination for Convenience: This AGREEMENT may be terminated in whole or in
part in writing by either party provided that the other party is given: (1) not less than
thirty (30) calendar days written notice delivered by certified mail, return receipt
requested, of intent to terminate, and (2) an opportunity for consultation prior to
termination.
C. If termination for CITY's default is effected by DISTRICT, an equitable adjustment in the
price provided for in this AGREEMENT shall be made, but (1) no amount shall be
allowed for unperformed services, and (2) any payment due to CITY at the time of
termination shall be adjusted to cover any additional costs to DISTRICT because of
CITY's default. If termination for DISTRICT's default is effected by CITY, or if
termination for convenience is effected by DISTRICT, the equitable adjustment shall
provide for payment of all services, materials, and costs, including prior commitment
incurred by CITY up to the termination date.
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Contract#99H347
D. Upon receipt of a termination action under paragraphs "A" or `B" above, CITY shall:
(1) Promptly discontinue all affected work(unless the notice directs otherwise), and
(2) deliver or otherwise make available all data, drawings, specifications, reports,
estimates, summaries, and such other information and materials as may have been
accumulated by CITY in performing this AGREEMENT, whether completed or in
process.
E. Upon termination under Paragraphs "A" or `B" above, DISTRICT may take over the
work or may award another party a contract to complete the work.
F. If, after termination for failure of CITY to fulfill contractual obligations, it is determined
that CITY had not failed to fulfill contractual obligations, the termination shall be deemed
to have been for the convenience of DISTRICT. In such event, the adjustment of
compensation shall be made as provided in Paragraph "C" of this section.
ARTICLE XX - GOVERNING LAW/ATTORNEYS' FEES
This AGREEMENT shall be construed and interpreted according to the laws of the State of
Florida. In the event of litigation between the parties arising from or pertaining to this
AGREEMENT, the prevailing party shall be entitled to recover from the other, reasonable trial and
appellate attorneys' fees and costs.
ARTICLE XXI - CONSTRUCTION OF AGREEMENT
This AGREEMENT shall not be construed more strictly against one party than against the
other merely by virtue of the fact that it may have been prepared by counsel for one of the parties, it
being recognized that both parties, DISTRICT and CITY, have contributed substantially and
materially to the preparation hereof.
ARTICLE XXII - ENTIRE AGREEMENT
This AGREEMENT upon execution by CITY and DISTRICT, and the contract documents
constitute the entire Agreement of the parties. The parties are not bound by any stipulations,
representations, agreements, or promises, oral or otherwise, not printed or inserted in this
AGREEMENT. CITY agrees that no representations have been made by DISTRICT to induce
CITY to enter into this AGREEMENT other than as expressly stated by this AGREEMENT. This
AGREEMENT cannot be changed orally, nor by any means other than written amendments
referencing this AGREEMENT and signed by all parties.
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Contract#99H347
IN WITNESS WHEREOF, the ST. JOHNS RIVER WATER MANAGEMENT DISTRICT
has caused this contract to be executed by its Executive Director, and the CITY OF OCOEE, has
caused this contract to be executed in its name by its duly authorized representatives, and, if
appropriate,has caused its seal to be attached, all on the day and year first above written.
ST. JOHNS RIVER WATER CITY OF OCOEE,FLORIDA
MANAGEMENT DISTRICT
By: By:
J. Daniel Roach, Chairman S. Scott Vandergrift, Mayor Date
Attest:
Jean Grafton, City Clerk
Attest:
Otis A. Mason, Secretary FOR USE AND RELIANCE ONLY BY THE
CITY OF OCOEE, APPROVED AS TO FORM
AND LEGALITY THIS DAY OF
, 1999.
FOLEY&LARDNER
By:
City Attorney
APPROVED BY THE OCOEE CITY
COMMISSION IN A MEETING HELD ON
, 1999 UNDER AGENDA
ITEM#
Typed Name and Title
(SEAL)
APPROVED BY THE OFFICE OF GENERAL COUNSEL
John W. Williams,Deputy General Counsel
St. Johns River Water Management District
9
J;Ati l t31"1' H
ATTACHMENT A
SCOPE OF SERVICES FOR
CITY OF OCOEE/WINTER GARDEN-REGIONAL REUSE MASTER PLAN
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Premise:The City of Ocoee and the City of Winter Garden, in a joint venture to best utilize reclaimed water,is developing a regional reclaimed water study to determine the best
use of this limited resource throughout the service area for the City of Ocoee and,in part,in areas of Winter Garden. Both Cities have completed reclaimed water studies for
limited portions of their service areas. This scope specifically excludes those areas that have been studied previously and includes all other areas within the Ocoee City Service
Area Limits (refer to attached map)and those areas in Winter Garden which are located near adjoining Ocoee/Winter Garden city limits, as shown in the attached maps. Defined
tasks within the scope of services apply to both Cities where applicable. The objective of this assignment is to provide one(1)Regional Reuse Master Plan for both the City of
Ocoee and the City of Winter Garden.
All information to be provided by the Cities is presumed to be accurate information and no verification of this information will be required.Work under this authorization shall
not begin until all information which will enable the ENGINEER to proceed with this assignment is received by the ENGINEER.The generation of new data which may be
required is not included in this scope of services provided by this proposal,except as specifically stated herein. All information provided by the Cities will be provided in
electronic file format(if available)and hard copy.
..:: :.EXISTING:.CO N ................................
A. General Conditions
1 Define geographical area,existing and anticipated City limits and location of facilities.
2 Describe current land use.
3 Identify flood plains (flood insurance maps),wetlands,poor recharge areas(SCS soils maps)and other areas not suitable for reuse application.
4 Identify surface and groundwater that may be affected by water withdrawals,effluent discharge or by reuse activities.
5 Illustrate historical population trends.
6 Categorize reuse sites as to their suitability for recharge rate, application rate,ET losses,etc.
7 Identify areas of concern, such as seepage impacts, off-site flooding, sinkhole prone areas,etc.
•
B. Wastewater Management
1 Delineate existing service area for wastewater management and locate existing domestic wastewater facilities.
2 Describe existing domestic wastewater facilities,indicating physical conditions,age, level of treatment, capacities,treatment components, transmission facilities,discharge
facilities and residual management facilities.
3 Illustrate historical trends for wastewater flow.
C. Water Supply
1 Delineate existing service area for potable water supply and locate existing well fields, treatment and storage facilities.
2 Describe sources of potable water supply.
3 From the Cities'water records, determine major users of water,including,but not limited to,institutional, industrial,commercial and agricultural users.
4 Determine average water rate(user charges) for residential customers within service area.
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• EXHIBIT A
ATTACHMENT A
SCOPE OF SERVICES FOR
CITY OF OCOEE/WINTER GARDEN-REGIONAL REUSE MASTER PLAN
'.............•
.. .... ...... ... ....... .............................. ................. .........................................................Task.Dcscri tton15co ..............
b. With City staffs,identify large tracts of available land using City plat records,land use maps,and other data as may be available from the City. Land areas to be
excluded are those subject to flooding,wetlands and sinkhole prone areas. Through field surveys and use of S.C.S. Soil Maps estimate quantities of reclaimed water
•
• which could be safely applied to the identified sites.
c. With the Cities' Planning Departments,determine extent of planned developments and phasing. Estimate residential and other use of.reclaimed water. All sites will
be visually surveyed by a hydrogeologist to verify estimated reclaimed water use.
d. With City Staffs, estimate demand for other potential users of reclaimed water.
2 Identify current plans for expansion of existing reuse systems or implementation of new reuse systems.
3 Estimate projected wet weather storage requirements for the overall reuse system.
4 Provide recommendation for expansion of wet weather storage facilities,if necessary.
ns
.ut
' •u o T A. Develop Reuse Phasing: With the City,develop a proposed implementation of the reuse system expansion. Also develop reuse alternatives using the data above and
considering possible reuse applications including but not limited to:
1 Reuse irrigation-Along Roadways
2 Reuse irrigation-Residential, Commercial and Industrial Facilities
4 Reuse irrigation at schools, cemeteries, golf courses and parks.
5 Use of reclaimed water in industry.
B. For each phase under consideration, develop a location map showing necessary improvements (storage, pumping, distribution lines, etc.).
><<.S tub o
es.
1� ac
:.a"V' ><::;:.;;:°,:::.:;>.>'. `;EVALUATION.>O�<REUSE:P�A ;:::,::........................ ....... ............ .... ...........
A. Capital and O&M Costs: The capital construction cost(plus an allowance for engineering, legal, administration and contingencies) and operation and maintenance
cost for each phase will be estimated based on current bid tabulation data. Costs will consider all improvements necessary to the point of connection to the user.
B. Present Value Analysis: Each reuse phase under consideration will be evaluated with respect to Present Worth as follows:
Term: 20 years Salvage Values
Interest Rate: Current • Pipe-50 years
Depreciation: straight line • Structures-30 years
Inflation Rate: None • Pumps and equipment- 15 years
O&M Costs: Proportional to flow • Auxiliary Equipment- 10 years
• Land-permanent
-3- P-9086R1.ATT(08t23/99)
L'AI-11.01 1 t1
ATTACIIMENT A
SCOPE OF SERVICES FOR
CITY OF OCOEE/WINTER GARDEN-REGIONAL REUSE MASTER PLAN
Ta;k :
es
.::.:
:'�>:<':"'; . •::.:;:::. :: :....:.<;:.::.::..:.::::;.::.::.:'::.;::::.;:.::.::.;:.::.:;.;::>:::.;>;;:.;:.;:::;.:;:�;:;:.;::;.»:.;:.>:.>:,:•:`.•::`:.':,.`:.'''.'"":: a lC?�DesCCI tlon/Sco ;.Ot:$er.
1 Present Worth Analysis will be re-evaluated for all reuse phase with consideration of the value of potable water saved.
C. Evaluation of Rates and Fees-(FDEP Work Sheets not applicable) -Fixed and variable rate charges will be evaluated for each phase to offset costs of storage and
high service pumping and distribution.
D. Technical Implementation-Evaluate technical implementation of each reuse phase considering the following technical requirements and constraints.
1 Demand storage
2 Wet weather storage(for alternative disposal)
3 Unsuitable effluent storage
4 Class I Treatment reliability
5 Public access level of treatment
E. Environmental Assessment
1 Evaluate environmental impacts associated with the implementation of each reuse phase. The following environmental impacts will be addressed for the construction phase as
well as the implementation phase within the study area.
a. Physical environment
b. Biological environment
c. Socioeconomic environment
2 Evaluate benefits of each reuse phase as follows:
a. Environmental benefits
b. Displacement of demand on potable water_system.
`<`l erna ves
•
•
Y:::::::<>;:' •::.:� SUMMARY AND:CON A. Each reuse phase's present worth value(with and without consideration of water saved) will be equated to$/gal.unit cost in terms of reclaimed water used.
B. Present the cumulative average Tinily flow of reclaimed water for all reuse phases.
C. Present summary tables indicating the results of all reuse phases considered.
••< dC tlS
Sum A, Provide summary of current regulation governing the use of reclaimed water in Florida(FDEP Chapter 17-610 F.A.C.).
-4- P-9086R1.ATT(08/23/99)
EXHIBIT A
ATTACHMENT A
SCOPE OF SERVICES FOR
CITY OF OCOEE/WINTER GARDEN-REGIONAL REUSE MASTER PLAN
es. �.»:>�:.:•: .:: . ..::.::.::..... ...::�:::�.::>.�:.:::.::'.>:::�::><:>::�<::<:;:>:::>:>:::<:::;>:::<:::>:::::><:>::>::::>�;::>:::>::>::>:<:>::»::>�:::::::>'::::><«:s>:;: :>°:Task:Desccl tton/$ca e;of::S�rek...:::.:::>:>:�::»«:::::.........:.....;::»::::>:::<:::>:<:<:»::::>:;:::�;:>:><:>:s> ::»»>:::<:::>::::>:::::«:>::>:.>•:�::»>;:<::<::<:::::<>:<:::>:s»::>:s>:<:;<:;;>;;
B. Define enabling programs necessary to implement reuse system(s),including reuse ordinance,public information documentation and coordination with the various
Jurisdictional regulatory agencies (FDEP, SJRWMD, Orange County).
C. Define a Capital Improvement Program for the recommended reuse system considering program phasing and effluent disposal needs.
D. Develop implementation schedule for reclaimed water system.phasing.
E. Determine availability of grant monies for reuse systems (Water Management District) and specific requirements.
F. Recommend staffing requirements for reuse systems.
"` le
<:VIIi:; ::.`::::.::>.;<:;::::: :€:PREPARATION:;OF:'.REPOT................................................:... .. .. ........ ...
A. Meet with City Staffs at the following stages of report development:
1 Conceptual-Data collection and input by City Staffs. •
2 30% Progress-Review of draft by City Staffs and refinement of alternatives.
3 60% Progress-Review of draft by City Staffs.
4 90% Progress-Final review comments by Cities,(WW,E&W and Community Development)
B. Provide the following number of copies of draft report to each City:
1 30%Progress: Two(2)copies(Four(4)copies total)
2 60% Progress: Two(2)copies (Four(4)copies total)
3 90%Progress: Two(2)copies (Four(4)copies total)
C. Provide final report and distribute copies as follows:
1 Cities of Ocoee and Winter Garden: Two(2)copies(Four(4)copies total)
2 FDEP(SW): Two (2)copies
3 SJRWMD: Two (2) copies
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-5- P-9086R1.ATT(08f23/99)
ADDENDUM NO. 99-13 TO
AGREEMENT FOR CONSULTING ENGINEERING SERVICES
INCLUDING
ENGINEERING SERVICES FOR
REGIONAL REUSE WATER MASTER PLAN
This Addendum No. 99-13 hereinafter called the Addendum, as of this day
of 1999, shall constitute an Addendum to the Agreement for Consulting
Engineering Services between the City of Ocoee, Florida (the CITY) and Professional
Engineering Consultants, Inc., 200 Fast Robinson Street, Suite 1560, Lake Eola Centre,
Orlando, Florida (the CONSULTANT), dated the 21st day of August, 1984, hereinafter
referred to as the AGREEMENT.
WHEREAS, the CITY and CONSULTANT entered into an AGREEMENT whereby the
CITY retained the CONSULTANT to provide professional engineering services as
required from time to time, and WHEREAS the CONSULTANT will perform consulting
engineering services for the CITY as herein defined.
NOW THEREFORE, in consideration of the mutual covenants and promises hereinafter
set forth on the part of both parties to be kept and performed, the parties do mutually
agree as follows:
Section 1 - Services of the Consultant
1.1 The CONSULTANT shall perform the Engineering Services as outlined in the
attached proposal (P-9086R1) dated August 23, 1999 relative to the provision of
consulting engineering services to the CITY.
Section 2 - Compensation
2.1 Compensation by CITY for engineering services is provided under this
Addendum shall'be computed under Paragraph 6.1.2.3 of the Agreement,
utilizing the Lump Sum Method of Compensation with the compensation for this
authorization not-to-exceed $75,500.00 as outlined in the attached proposal.
Section 3 - Time of Completion
3.1 The CONSULTANT shall provide the engineering services within a 180 day
period from the notice to proceed as outlined in the attached proposal.
IN WITNESS WHEREOF, the parties have executed this Addendum No. 99-13 the day
the. ear hereinabove set forth.
By: /' nz / ( //e—etd-J4
ATTEST: Kenneth R. Hooper, Principal
Date:. KIY /"/
BOARD OF CITY COMMISSIONERS
CITY OF OCOEE, FLORIDA
By:
ATTEST: S. Scott Vandergrift, Mayor
Date:
For the use and reliance
of City of Ocoee only.
Approved as to form and '
legality this
day of , 1999.
City Attorney '
0:1CLEMENV\MOCOEE199-13.WPD
PEC
PROFESSIONAL ENGINEERING CONSULTANTS, INC.
August 23, 1999 p-9086R1
MK-04
Mr. James W. Shira, P.E.
City Engineer/Utilities Director
City of Ocoee
150 N. Lakeshore Drive
Ocoee, FL 34761
Re: Proposal for Engineering Services
Regional Reuse Master Plan
Dear Mr. Shira:
We are pleased to present our proposal for engineering services for the development of a
Regional Reuse Master Plan for an expanded reclaimed water program throughout the City
of Ocoee and, in part, in areas of Winter Garden. To ensure a complete understanding of both
Cities' needs we have teamed with Boyle Engineering and Andreyev Engineering which are
continuing consultants for the City of Winter Garden. In order to best serve both Cities, PEC
will complete engineering services primarily for those tasks pertaining to the City of Ocoee,
Boyle Engineering for those tasks pertaining to the City of Winter Garden and Andreyev for
hydrogeological support for both Cities.
The Cities have formed this joint effort as a benefit to both Cities to allow for shared capital
costs of effluent disposal, and as an effort to comply with local jurisdictional agencies. St.
Johns River Water Management District has authorized grant monies in the amount of fifty
percent (50%) of the engineering fees for the joint project. The remaining fees will be split
equally between the two (2) Cities since the development of the report benefits both with
identifying facilities for effluent disposal. Thereby the City would be reimbursed directly by
SJRWMD and the City of Winter Garden for seventy-five percent (75%) of the engineering
fees herein proposed.
We understand that both Cities have existing Reuse Feasibility Studies and therefore the scope
specifically excludes those portions of the service area which previously have been studied.
It includes all other areas within the City of Ocoee City Limits and those areas in Winter
Garden which are located near adjoining City of Ocoee and City of Winter Garden City
Limits. (Please refer to the attached maps.)
engineers
planners -__. c..,,.,. . c.;+,,I can n.i .a Cln.irh 4 JRM . Af17/d99-R(1R9 . FAX df17/RdQ-9d(11
Mr. James W. Shira, P.E.
August 23, 1999
Page 2
We are prepared to complete the specified services within six(6) months of a written notice
to proceed. We propose to provide these services on a lump sum basis of$75,500.
We appreciate the opportunity to submit this proposal to you and look forward to working
with you and the City of Winter Garden on this project.
Very truly yours,
PROFESSIONAL ENGINEERING CONSULTANTS, INC.
/424 WiLt/t.
Kenneth R. Hooper
Principal
KRH/cs
G:\...\P-9086R1.LTR
cc: Charlie Tinch, City of Winter Garden
Gary Revoir, P.E., Boyle Engineering
Nick Andreyev, P.G., Andreyev Engineering,Inc.
Kathleen N. Gierok, P.E., PEC
Arthur R. Austin, P,E., PEC
EXHIBIT A
ATTACHMENT A
SCOPE OF SERVICES FOR
CITY OF OCOEE/WINTER GARDEN-REGIONAL REUSE MASTER PLAN
•
T �
. •
: Eton/Sco�c;of`.Se ................
•
Premise:The City of Ocoee and the City of Winter Garden,in a joint venture to best utilize reclaimed water,is developing a regional reclaimed water study to determine the best
use of this limited resource throughout the service area for the City of Ocoee and,in part,in areas of Winter Garden. Both Cities have completed reclaimed water studies for
limited portions of their service areas. This scope specifically excludes those areas that have been studied previously and includes all other areas within the Ocoee City Service
Area Limits (refer to attached map)and those areas in Winter Garden which are located near adjoining Ocoee/Winter Garden city limits, as shown in the attached maps. Defined
tasks within the scope of services apply to both Cities where applicable. The objective of this assignment is to provide one(1)Regional Reuse Master Plan for both the City of
Ocoee and the City of Winter Garden.
All information to be provided by the Cities is presumed to be accurate information and no verification of this information will be required.Work under this authorization shall
not begin until all information which will enable the ENGINEER to proceed with this assignment is received by the ENGINEER.The generation of new data which may be
required is not included in this scope of services provided by this proposal,except as specifically stated herein. All information provided by the Cities will be provided in
electronic file format(if available)and hard copy.
...... :.....................................................................
EXISTING:CONDITIONS....... ......................... .
A. General Conditions
1 Define geographical area,existing and anticipated City limits and location of facilities.
2 Describe current land use.
3 Identify flood plains (flood insurance maps),wetlands,poor recharge areas(SCS soils maps)and other areas not suitable for reuse application.
4 Identify surface and groundwater:that may be affected by water withdrawals, effluent discharge or by reuse activities.
5 Illustrate historical population trends.
6 Categorize reuse sites as to their suitability for recharge rate, application rate,ET losses,etc.
7 Identify areas of concern,such as seepage impacts,off-site flooding, sinkhole prone areas, etc.
B. Wastewater Management
1 Delineate existing service area for wastewater management and locate existing domestic wastewater facilities.
2 Describe existing domestic wastewater facilities, indicating physical conditions,age,level of treatment, capacities,treatment components, transmission facilities,discharge
facilities and residual management facilities.
3 Illustrate historical trends for wastewater flow.
C. Water Supply
I Delineate existing service area for potable water supply and locate existing well fields,treatment and storage facilities.
2 Describe sources of potable water supply.
3 From the Cities'water records, determine major users of water,including,but not limited to,institutional,industrial,commercial and agricultural users.
4 Determine average water rate(user charges) for residential customers within service area.
•
-1- P-9086R1.ATT(og/23;99)
1_rl\1111J11 a♦
ATTACHMENT A
SCOPE OF SERVICES FOR
CITY OF OCOEE/WINTER GARDEN®REGIONAL REUSE MASTER PLAN
'.:. :;<' ' : ,:A f : <> 'inia'i' I€ € > I� ><? MB`>€ « >< '}r 5 ? > > ><:gigg MM: >::>::»><::>: :<:< < ':> <: ::><:::;<:.:<;::�s::>::»>s:><:>;<::<a::::;::>::: :::>::;:::>::>:>:;.»::>:: :>;;»:<:;;::;:.;:.,;:.::.:;:;.;:.:;.;;:.;:..;;.;:.::::::::::::
........... ................. ..................... .................... Task DeacrI / ..:... ..... ................:. .:.::::::::::...............:::::::::..................:.:::::::::::::::.�:::.:::.;:.;:.;;:;.;;:::.::;;;::. ;.>:.;;>;:;.:
5 Illustrate historical trends for water demand
6 Describe regional geologic and hydrogeology for the study area.
D. Reuse Facilities
1 Delineate service areas of existing reuse systems and locate reuse facilities.
2 Describe existing reuse facilities, indicating age, capacity,current flows and demands and reclaimed water quality.
3 Identify existing users of reclaimed water and estimate average usage and demand.
4 Indicate current user fees and charges for use of reclaimed water.
5 Illustrate historical trends for use and demand for reclaimed water.
6 Identify existing wet weather storage and disposal facilities.
7 Estimate Y
ca acit of wet weather storage and disposal.
capacity
.:.. . .. . .::.::::..:........:..:::::..:::.::::::::::.::.::....:..........:.::::::::::::::...::....................:..:.:::::::.:::::::.�:::::.::....................:.::::::::::::..:..................:.�::::::::::::................:.::.::::: ;: kl....Extsttn .Co
.:.FUTURE
.
,.IL:.;>:...::::....:.........
A. General Conditions
1 Illustrate population projections for the existing and anticipated service area throughout a 20-year planning period(based on City provided information).
2 Delineate future land use for existing and anticipated service area throughout a 20-year planning period(based on City provided information).
B. Wastewater Management
1 Illustrate domestic wastewater flow projections within the anticipated service area.
•
2 Determine when existing facilities will need expansion or upgrade.
3 Determine constraints on wastewater management;i.e.,limitation of effluent quantity and quality for surface water discharges—Class I reliability.
C. Water Supply
1 Illustrate water demand projections within the anticipated service area.
2 Evaluate sources of water supply to satisfy projected water demand.
D. Reuse Facilities
1 Identify possible future users of reclaimed water within the anticipated service area.
a. From data provided by SJRWMD.identify major water users and quantify demand.
-2- P-9086R1.ATT(o8r23r99)
EXHIBIT A
ATTACHMENT A
SCOPE OF SERVICES FOR
CITY OF OCOEEIWIlNTER GARDEN-REGIONAL REUSE MASTER PLAN
....:...: .. ... ..... ... ...........Task.Descrl
b. With City staffs, identify large tracts of available land using City plat records,land use maps,and other data as may be available from the City. Land areas to be
excluded are those subject to flooding,wetlands and sinkhole prone areas. Through field surveys and use of S.C.S. Soil Maps estimate quantities of reclaimed water
which could be safely applied to the identified sites.
c. With the Cities'Planning Departments,determine extent of planned developments and phasing. Estimate residential and other use of reclaimed water. All sites will
be visually surveyed by a hydrogeologist to verify estimated reclaimed water use.
d. With City Staffs, estimate demand for other potential users of reclaimed water.
2 Identify current plans for expansion of existing reuse systems or implementation of new reuse systems.
3 Estimate projected wet weather storage requirements for the overall reuse system.
4 Provide recommendation for expansion of wet weather storage facilities,if necessary.
di ions>:
> ubto
S
A. Develop Reuse Phasing: With the City,develop a proposed implementation of the reuse system expansion. Also develop reuse alternatives using the data above and
considering possible reuse applications including but not limited to:
1 Reuse irrigation-Along Roadways
2 Reuse irrigation-Residential, Commercial and Industrial Facilities
4 Reuse irrigation at schools, cemeteries, golf courses and parks.
5 Use of reclaimed water in industry.
B. For each phase under consideration, develop a location map showing necessary improvements (storage, pumping, distribution lines, etc.).
'to" tlt ve5
S b
........................................... .......
n>
. . . ......... ... . ....... ..
A. Capital and O&M Costs: The capital construction cost(plus an allowance for engineering, legal, administration and contingencies) and operation and maintenance
cost for each phase will be estimated based on current bid tabulation data. Costs will consider all improvements necessary to the point of connection to the user.
B. Present Value Analysis: Each reuse phase under consideration will be evaluated with respect to Present Worth as follows:
Term: 20 years Salvage Values
Interest Rate: Current • Pipe-50 years
Depreciation: straight line • Structures-30 years
Inflation Rate: None • Pumps and equipment- 15 years
O&M Costs: Proportional to flow • Auxiliary Equipment- 10 years
• Land-permanent
-3- P-9086R1.ATT(0823/99)
1_,IL1LjJSJ. Is
ATTACHMENT A
SCOPE OF SERVICES FOR
CITY OF OCOEE/WINTER GARDEN-REGIONAL REUSE MASTER PLAN
Task
Task Descr1pton/Scope of Services
........... ............,: ............
1 Present Worth Analysis will be re-evaluated for all reuse phase with consideration of the value of potable water saved.
C. Evaluation of Rates and Fees -(FDEP Work Sheets not applicable) -Fixed and variable rate charges will be evaluated for each phase to offset costs of storage and
high service pumping and distribution.
D. Technical Implementation-Evaluate technical implementation of each reuse phase considering the following technical requirements and constraints.
1 Demand storage
2 Wet weather storage(for alternative disposal)
3 Unsuitable effluent storage
4 Class I Treatment reliability
5 Public access level of treatment
E. Environmental Assessment
1 Evaluate environmental impacts associated with the implementation of each reuse phase. The following environmental impacts will be addressed for the construction phase as
well as the implementation phase within the study area.
a. Physical environment
b. Biological environment
c. Socioeconomic environment
2 Evaluate benefits of each reuse phase as follows:
a. Environmental benefits
b. Displacement of demand on potable water system.
Subtotal Task IV-Evaluations of Alternath'es
V SUMMARY AND CONCLUSIONS
A. Each reuse phase's present worth value(with and without consideration of water saved) will be equated to$/gal.unit cost in terms of reclaimed water used.
B. Present the cumulative average daily flow of reclaimed water for all reuse phases.
C. Present summary tables indicating the results of all reuse phases considered.
,, • •.•
VI. MIN1AflON
A. Provide summary of current regulation governing the use of reclaimed water in Florida(FDEP Chapter 17-610 F.A.C.).
-4- P-9086R 1.ATT(08/23/99)
EXHIBIT A
ATTACHMENT A
SCOPE OF SERVICES FOR
CITY OF OCOEE/WINTER GARDEN-REGIONAL REUSE MASTER PLAN
•::' Task DescriptonIScope of Servkes
B. Define bling programs essaxy to implement reuse system(s), including reuse ordinance,public information documentation and coordination with the various
jurisdictional regulatory agencies (FDEP, SJRWMD, Orange County).
C. Define a Capital Improvement Program for the recommended reuse system considering program phasing and effluent disposal needs.
D. Develop implementation schedule for reclaimed water system phasing.
E. Determine availability of grant monies for reuse systems (Water Management District) and specific requirements.
F. Recommend staffing requirements for reuse systems.
.•• •.... ementaboni,
VU PREPARATION OF REPORT
A. Meet with City Staffs at the following stages of report development:
1 Conceptual-Data collection and input by City Staffs.
2 30% Progress-Review of draft by City Staffs and refinement of alternatives.
3 60% Progress-Review of draft by City Staffs.
4 90% Progress-Final review comments by Cities,(WW, E&W and Community Development)
B. Provide the following number of copies of draft report to each City:
1 30%Progress: Two(2)copies(Four(4)copies total)
2 60% Progress: Two(2)copies (Four(4)copies total)
3 90% Progress: Two(2)copies (Four(4)copies total)
C. Provide final report and distribute copies as follows:
1 Cities of Ocoee and Winter Garden: Two(2)copies(Four(4)copies total)
2 FDEP(SW): Two(2)copies
3 SJRWMD: Two (2)copies
• •
-5- P-9086R1.ATT(08/23/99)
•. .
.JUNr24-1999 14:52 BOYLE ENOINEERIN3 P.002/002
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