HomeMy WebLinkAboutItem #05 Approval of Fluoride Grant from the Florida Department of Health>>C C of Good Llv,
CO d'
AGENDA ITEM COVER SHEET
Meeting Date: March 4, 2014
Item #
Contact Name:
Contact Number:
Charles K. Smith, P.E.
407 - 905 -3159
Reviewed By
Department Director: Charles KSMi
City Manager: Robert Frank xf
Subject: Fluoride Grant From The Florida Department of Health
Background Summary:
The City of Ocoee has fluoridated its drinking water for the benefit of the community since the mid 1980's.
Fluoridation of the drinking water provides many benefits such as, less dental cavities and dental caries (tooth
decay). This benefit is carried through the early dental development of children through the teenage years.
The Utilities department has applied by submitting the attached grant application and has received
preliminary award from the Florida Department of Health for a grant in the amount of $11,620.00 to
replace /upgrade the City's existing fluoridation equipment. This grant will be used to the existing fluoridation
feed system, 55- gallon fluoride barrels with bulk storage containers and manual feed pumps with larger feed
tank and controlled feed pumps at both of the City's water treatment facilities. These improvements will allow
operations staff to manage fluoride deliveries safer by eliminating the handling of fluoride drums. The new
control panel will provide more efficient monitoring and control of fluoridation pumps and residuals.
This grant does require the City to commit to continuing fluoridation of its drinking water supply for five years
after the date the equipment associated with this grant. The final submittal of the application package is
considered the grant contract.
Issue:
Should the City Commission /Mayor accept a grant from to upgrade /replace existing fluoridation equipment
used at the water plants?
Recommendations
It is recommended that the Mayor sign the State of Florida Department of Health Water Fluoridation Grant
Application and direct staff to submit the final application .
Attachments:
State of Florida Department of Health Water Fluoridation Grant Application Package
Financial Impact:
The grant cover all of the department's hard cost and work shall be accomplish by staff..
Type of Item: (please mark with an 'Y)
Public Hearing For Clerk's Dept Use
Ordinance First Reading Consent Agenda
Ordinance Second Reading Public Hearing
Resolution Regular Agenda
X Commission Approval
Discussion & Direction
Original Document/Contract Attached for Execution by City Clerk
Original Document/Contract Held by Department for Execution
Reviewed by City Attorney N/A
Reviewed by Finance Dept. N/A
Reviewed by ( ) V N/A
2
STATE OF FLORIDA
DEPARTMENT OF HEALTH
WATER FLUORIDATION GRANT
APPLICATION
Florida Department of Health
Division of Community Health Promotion
Bureau of Family Health Services
Public Health Dental Program
Water Fluoridation Project
4052 Bald Cypress Way, Bing A -14
Tallahassee, Florida 32399 -1724
December 20, 2013
DOH PHDP Form 12 -001 Effective Date 12 -20 -13
TABLE OF CONTENTS
GRANT APPLICATION
Page
Number
(1)
ELIGIBILITY .......................................................................................................... ............................... 1
(2)
SUBMITTAL .......................................................................................................... ............................... 1
(3)
COMPLETING THE APPLICATION ..................................................................... ............................... 1
PART I
- ADMINISTRATIVE INFORMATION
(1)
MUNICIPALITY APPLYING FOR GRANT ............................................................ ............................... 1
(2)
MAILING ADDRESS OF OFFICIAL PAYEE ......................................................... ............................... 1
(3)
CONTACT PERSON NAME, ADDRESS AND TELEPHONE NUMBER ............. ............................... 1
(4)
PROVIDER'S REPRESENTATIVE CONTACT INFORMATION .......................... ............................... 1
(5)
NAME OF OFFICIAL AUTHORIZING GRANT/ CONTRACT ................................ ............................... 2
(6)
PROVIDER FISCAL YEAR ENDING DATE .......................................................... ............................... 2
(7)
PROJECT NUMBER ......................................................................................... ............................... 2
(8)
GRANT AGREEMENT DATE ......................................................................... ............................... 2
(9)
FEDERAL MATCHING REQUIREMENTS ............................................ ............................... 2
PART II
- PROJECT INFORMATION
SUBPART (A): PRECONSTRUCTION GRANT INFORMATION
(1) PRECONSTRUCTION ........................................................................................ ............................... 2
(2) PRECONSTRUCTION SCHEDULE ............................................................. ............................... 2
(3) PROJECT COSTS ............................................................................................. ............................... 2
SUBPART (B): CONSTRUCTION GRANT INFORMATION
(1) CONSTRUCTION /INSTALLATION ACTIVITIES .................................................. ............................... 2
(2) CONSTRUCTION /INSTALLATION PROJECT SCHEDULE ................................ ............................... 3
PART III - FINANCIAL INFORMATION
(1) AMOUNT OF GRANT FUNDING REQUESTED .................................................. ............................... 3
() 3
2 RANT T an
PART IV - APPLICANT RESOLUTION, ASSURANCES, AND CERTIFICATION
(1) RESOLUTION ....................................................................................................... ............................... 4
(2) ASSURANCES AND CERTIFICATION ................................................................ ............................... 4
LIST OF ATTACHMENTS
M
DOH PHDP Form 12 -001 Effective Date 12 -20 -13
GRANT APPLICATION
(1) ELIGIBILITY: Any publicly owned community water system in the state of Florida is eligible to submit the
grant application.
(2)SUBMITTAL: Submit the application and attachments to the Florida Department of Health (department),
Public Health Dental Program (PHDP), Fluoridation Project Administrator at the following address electronically:
Sean.lsaac @flhealth.gov. All applicants must submit applications NO LATER THAN January 17, 2014 at 5:00 PM
EST. The department will not accept or review applications received after this deadline. All applicants will be
notified of application status by January 31, 2014. Please direct any questions you may have regarding the grant
application to the following: Sean. Isaac(a)flhealth.gov and Shannon. HarpCa)flhealth.gov Make sure to send any
and all questions to both email addresses simultaneously to assure your question is received.
(3) COMPLETING THE APPLICATION:
(a) This application consists of four parts: (1) ADMINISTRATIVE INFORMATION; (II) PROJECT
INFORMATION; (III) FINANCIAL INFORMATION; (IV) ASSURANCES and CERTIFICATION.
(b) Applicants must ensure all information is provided on this application. The application must be signed
and dated. Applicants should round monetary amounts up to the nearest $100.
(c) Applicants should denote attachments with italic print. Applicants should list each attachment included
in the application on page 6.
(4) ASSISTANCE: Sean Isaac and Shannon Harp with the PHDP are available to provide assistance. Please
send an email to Sean.lsaac @flhealth.gov and Shannon. Harp @flhealth.gov. If Mr. Isaac and Ms. Harp are both
unavailable via email or out of the office, you may call 850 - 245 -4333 and ask for Mr. Isaac or Ms. Harp. Additional
contacts at this phone number include: Dr. Donna Solovan- Gleason (Public Health Dental Program Administrator)
or Dr. Ed Zapert (Public Health Dental Program Dental Executive Director).
PART I - ADMINISTRATIVE INFORMATION:
(1) MUNICIPALITY APPLYING FOR GRANT. City of Ocoee
Federal Employer Identification Number. 596019764
(2) MAILING ADDRESS OF THE OFFICIAL PAYEE (to whom the payment shall be made):
Address Line 1: 150 Lakeshore Dr
Address Line 2:
City /State /Zip: Ocoee, FL 34761
(3) CONTACT PERSON NAME, STREET ADDRESS, PHONE # (where financial and administrative records are
maintained): Name: Wanda Horton 150 Lakeshore Dr. Ocoee FL 34761
Title: Finance Director
Telephone: 407 905 1520 Fax#
Address Line 1:
Address Line 2:
City /State /Zip:
(4) PROVIDER's REPRESENTATIVE CONTACT INFORMATION (responsible for administration of the program
under grant /contract):
Name: Thomas King Telephone 321 239 5283
Title: Utilities Facilities Manager Fax
Mailing Address 150 Lakeshore Drive
City /State /Zip: Ocoee, FL 34765
Telephone:
(5) NAME OF OFFICIAL AUTHORIZING MUNICIPAL GRANT /CONTRACT:
DOH PHDP Form 12 -001 Page 1 of 6
TITLE OF OFFICIAL: S. Scott Vandergrift, Mayor
(6) PROVIDER FISCAL YEAR ENDING DATE: September 30th
(7) PROJECT NUMBER (PROVIDED BY DEPARMTENT OF HEALTH):
(8) GRANT AGREEMENT DATE. When do you expect to sign the Grant Contract /Grant /Agreement? A_ pril 2014
(Please allow eight weeks for the Florida Department of Health to prepare contract documents.)
(9) MATCHING REQUIREMENTS. There is no matching requirement for this grant.
PART II - PROJECT INFORMATION: Complete SUBPART A and /or SUBPART B as appropriate.
SUBPART (A): PRECONSTRUCTION GRANT INFORMATION
(1) PRECONSTRUCTION PLANNING. Attach a brief description of the scope of planning and all required
activities the applicant will complete before this project construction will begin. Include dates of completion for
each activity.
(2) PRECONSTRUCTION PROCUREMENT.
(a) Describe process used to ensure the municipality will (has) receive(d) the best price for entire project.
(Attachment # 1)
(b) Submit photos of equipment that will be replaced
See (Attachment Photos)
(3) PROJECT DESIGN COSTS. (Include all anticipated costs including: Preconstruction and
Design /Equipment /Installation). Applicants must include all project costs on the Cost Estimate Form 12 -003.
Applicants may submit a cost estimate using a similar format as Form 12 -003; however, all information must be
included. Applicants must explain and justify all costs anticipated. Applicants must include and identify
unallowable grant costs necessary for this project. For allowable and unallowable grant cost information, please
refer to the Florida Fluoridation Project Allowable Purchases Guide (Form # 12 -002).
SUBPART B: CONSTRUCTION GRANT INFORMATION
(1) CONSTRUCTION /INSTALLATION ACTIVITIES
(a) Attach a brief description of purchase and installation activities that the applicant will complete under this
grant/contract. Include a list of the contracts, purchase orders, and agreements (by title) anticipated
which correspond to the plans and specifications accepted by the Department of Health. Also, provide a
proposed "start date" and "completion date" for the contract /purchase orders and agreements
(Attachment # 2 )
(b) If plans require local /regional approval and have already received approval, attach a copy of the entity's
letter accepting the plans and specifications for this project (Attachment # N/A ). If applicants have
yet to complete plans, provide the anticipated date of approval for the plans and the name of the entity
that will approve.
(c) Does this project involve a contractual service agreement with other entities? _ Yes X No. If
"Yes ", and the applicant has entered into the agreement attach a copy of agreement (Attachment #
). If "no ", please explain (No other government or private entities are affected by this _grant)
DOH PHDP Form 12 -001 Page 2 of 6
(d) Is a permit required from the Department of Environmental Protection /Department of Health for this
project? _Yes X No. If "yes ", has the applicant obtained the permit? _Yes _No.
If the applicant has obtained the permit, please provide evidence of such certification or its acceptance
(Attachment # . If the applicant has not obtained the permit, please explain (Attachment # _).
(2) CONSTRUCTION /INSTALLATION PROJECT SCHEDULE.
(a) Provide proposed completion dates for the items listed below.
Installation of Fluoridation System Equipment (date of completion) July 2014
For Fluoridation System Upgrade (date of completion) July 2014
List the major installations and completion dates separately (Attachment # 3 ) .
(b) Do you anticipate that a contractual agreement with another party will be necessary to implement the
project? _Yes X No. If "yes ", list entities to be involved.
(c) Include CONSTRUCTION /INSTALLATION COST on Cost Estimate (Attachment #_). Only submit
one Cost Estimate Form.
PART III - FINANCIAL INFORMATION:
(1) AMOUNT of GRANT FUNDING REQUESTED. Note: Please round all dollar amounts to the nearest $100.
The total cost estimated for the completion of this project is: $ 11,620
The amount of grant funds requested is: $ 11,62
The estimated cost the municipality will put forth on this project: $ 10,000 (engineering and equipment
installation labor)
(This can include the cost of items not allowed to be purchased with grant funding.)
(2) GRANT TERMS and CONDITIONS
(a) This contract contains federal funds. The provider shall comply with the provisions of 45 CFR, Part 74,
and /or 45 CFR, Part 92 and other applicable regulations which will be specified in the contract.
(b) This agreement includes federal funds. If more than $2,000 of federal funds will be used for
construction or repairs, the provider shall comply with the provisions of the Copeland "Anti- Kickback" Act
(18 U.S.C. 874 and 40 U.S.C. 276c) as supplemented by Department of Labor regulations (29 CFR part
3, "Contractors and Subcontractors on Public Building or Public Work Financed in Whole or in Part by
Loans or Grants from the United States "). The act prohibits providers from inducing, by any means, any
person employed in the construction, completion, or repair of public work, to give up any part of the
compensation to which he /she is otherwise entitled. All suspected violations must be reported to the
Florida Department of Health.
(c) If this contract contains federal funds and is over $100,000, the provider must, prior to contract
execution, complete the Certification Regarding Lobbying form, Attachment NA. If a Disclosure of
Lobbying Activities form, Standard Form LLL, is required, it may be obtained from the contract manager.
(d) Provider is required to submit a W -9 to the Department of Financial Services (DFS) electronically prior
to doing business with the State of Florida via the Vendor Website at https:Hflvendor.myfloridacfo.com
Any subsequent changes shall be performed through this website; however, if provider needs to change
its FEID, they must contact the DFS Vendor Ombudsman Section at (850) 413 -5519.
(e) Water Fluoridation is a program that is instituted for the health and benefit of water system customers
and the state of Florida. Communities share this grant funding throughout the state of Florida. Signing
of this application shall serve as a commitment by the local community to invest in the oral health of its
citizens. Therefore, each recipient of funding over $10,000 agrees to continue its water fluoridation
program no less than five years after receipt of funds and completion of contract.
DOH PHDP Form 12 -001 Page 3 of 6
PART IV — APPLICANT RESOLUTION, ASSURANCES and CERTIFICATION:
(1) RESOLUTION. Provide a certified resolution or other documentation (Attachment # 4 ) of the formal action
taken by Applicant that:
(a) Authorizes this application;
(b) Designates the Authorized Representative(s) to file the application, provide assurances, execute the
grant /contract agreement, and represent the Applicant in carrying out responsibilities (including that of
requesting advance payment of grant allocations) under the grant /contract agreement.
(2) ASSURANCES AND CERTIFICATION. The Applicant agrees to comply with the laws, rules, regulations,
policies and conditions relating to the loan for this project. Specifically, the Applicant assures and certifies that it
has complied, as appropriate, and will comply with all aforementioned requirements as well as the following laws in
undertaking the project:
(a) Complete all facilities recommended in the approved facilities plan.
(b) The Archaeological and Historic Preservation Act of 1974, PL 93 -291, and the National Historic
Preservation Act of 1966, PL 89 -665, as amended, regarding identification and protection of historic
properties.
(c) The Clean Air Act, 42 U.S.C. 7506(c), which requires conformance with State Air Quality
Implementation Plans.
(d) The Coastal Zone Management Act of 1972, PL 92 -583, as amended, which requires assurance of
project consistency with the approved State management program developed under this Act.
(e) The Endangered Species Act, 16 U.S.C. 1531, et seq., which requires that projects avoid disrupting
threatened or endangered species and their habitats.
(f) Executive Order 11593, Protection and Enhancement of the Cultural Environment, regarding
preservation, restoration and maintenance of the historic and cultural environment.
(g) Executive Order 11988, Floodplain Management, related to avoiding, to the extent possible, adverse
impacts associated with floodplain occupancy, modification and development whenever there is a
practicable alternative.
(h) Executive Order 11990, Protection of Wetlands, related to avoiding, to the extent possible, adverse
impacts associated with the destruction or modification of wetlands and avoiding support of construction
in wetlands.
(1) The Fish and Wildlife Coordination Act, PL 85 -624, as amended, which requires that actions to control
natural streams or other water bodies be undertaken to protect fish and wildlife resources and their
habitats.
Q) The Wild and Scenic Rivers Act, PL 90 -542, as amended, related to protecting components or potential
components of the national wild and scenic rivers system.
(k) The federal statutes relating to nondiscrimination, including: The Civil rights Act of 1964, PL 88 -352,
which prohibits discrimination on the basis of race, color or national origin; the Age Discrimination Act,
PL 94 -135, which prohibits discrimination on the basis of age; Section 13 of the Federal Water Pollution
Control Act, PL 92 -500, which prohibits sex discrimination; the Rehabilitation Act of 1973, PL 93 -112, as
amended, which prohibits discrimination on the basis of handicaps.
(1) Executive Order 11246, Equal Employment Opportunity, which provides for equal opportunity for all
qualified persons.
(m) Executive Orders 11625 and 12138, Women's and Minority Business Enterprise, which require that
small, minority, and women's business and labor surplus areas are used when possible as sources of
supplies, equipment, construction, and services.
DOH PHDP Form 12 -001 Page 4 of 6
(n) The Demonstration Cities and Metropolitan Development Act of 1966, PL 89 -754, as amended, which
requires that projects be reviewed in accordance with state clearinghouse procedures.
(o) The Amended Safe Drinking Water Act, PL 104 -182, which sets forth requirements for public water
systems.
(p) The Coastal Barrier Resources Act, 16 U.S.C. 3501 et seq., regarding protection and conservation of
the coastal barrier resources.
(q) The Farmland Protection Policy Act, 7 U.S.C. 4201 et seq., regarding protection of agricultural lands
from irreversible loss.
(r) The Uniform Relocation and Real Property Acquisition Policies Act of 1970, PL 91 -646, which provides
for fair and equitable treatment of persons displaced or whose property is acquired as a result of federal
or federally assisted programs.
(s) Section 306 of the Clean Air Act, Section 508 of the Clean Water Act and Executive Order 11738,
which prohibit manufacturers, firms, or other enterprises on the EPA's list of Violating Facilities from
participating in the Project.
(t) Executive Order 12549, Debarment and Suspension, which prohibits any award to a party which is
debarred or suspended or is otherwise excluded from, or ineligible for, participation in federal assistance
programs.
(u) Minority and Women's Business Enterprise participation in project work using numerical goals,
established by the U.S. Environmental Protection Agency, and to be set forth in the specifications for
construction and materials contracts.
I, the undersigned Authorized Representative of the Applicant, hereby certify that all information contained herein
and in the attached is true, correct, and complete to the best of my knowledge and belief. I further certify that I
have been duly authorized to file the application and to provide these assurances.
Authorized Representative:
Signature Print Name
Please see the City of Ocoee's Signature Page
Signed this Day of
, 2014
Attachments
DOH PHDP Form 12 -001 Page 5 of 6
CITY OF OCOEE SIGNATURE PAGE
State of Florida Department of Health
Water Fluoridation Grant Application
APPROVED:
ATTEST: CITY OF OCOEE, FLORIDA
Beth Eikenberry, City Clerk
(SEAL)
S. Scott Vandergrift, Mayor
DATE:
FOR USE AND RELIANCE ONLY BY
THE CITY OF OCOEE, FLORIDA
APPROVED AS TO FORM AND LEGALITY
on this day of , 20.
SHUFFIELD, LOWMAN & WILSON P.A.
APPROVED BY THE OCOEE CITY
COMMISSION AT A MEETING HELD
,20
UNDER AGENDA ITEM NO.
By:
Scott Cookson, City Attorney
LIST OF ATTACHMENTS
Please list all attachments that you are including with this application form.
Attachment
Existing Equipment Photos (Attachment Photos)
Attachment
Attachment
Attachment
Attachment (City of Ocoee Charter)
Number
#1
#2
#3
#4
DOH PHDP Form 12 -001 Page 6 of 6
Mayor
S. Scott Vandergrift
City Manager
Robert Frank
ATTACHEMENT #1
Question
Answer:
Commissioners
John Grogan, District 1
Rosemary Wilsen, District 2
Rusty Johnson, District 3
Joel F. Keller, District 4
Describe process used to ensure the municipality will (has) receive(d) the best price for
entire project.
City of Ocoee Purchasing Ordinance No. 205 -014 adopted by City Commission on
10/04/05 requires the following:
One verbal quote for purchases less than $1000
Two verbal quotes for purchases between $1000 and $5000
Three written quotes for purchases in excess of $5000 and less than $15000
City of Ocoee Utilities Department • 1800 A.D. Mims Road • Ocoee, Florida 34761
Phone: (407) 905 -3159 • Fax: (407) 877 -5899 • www.ocoee.org
Mayor
S. Scott Vandergrift
City Manager
Robert Frank
ATTACHEMENT #2
Commissioners
John Grogan, District 1
Rosemary Wilsen, District 2
Rusty Johnson, District 3
Joel F. Keller, District 4
Question: Attach a brief description of purchase and installation activities that the applicant will
complete under this grant /contract. Include a list of the contracts, purchase orders, and
agreements (by title) anticipated which correspond to the plans and specifications
accepted by the Department of Health. Also, provide a proposed "start date" and
"completion date" for the contract /purchase orders and agreements.
Answer: Purchases and installation activities associated with this grant include procurement of
fluoride 360 gallon bulk storage tanks with ultrasonic level indicators and fluoride pump
control panels. The bulk storage will replace receiving and storing fluoride in 55 gallon
drums eliminating the need to regularly move and relocate these heavy drums. This new
control panel will provide electronics necessary to dedicate an individual pump for each
well as needed. Fluoride level and feed information from the new panel will be fed back to
an existing treatment plant PLC for monitoring and control.
City of Ocoee Utilities Department - 1800 A.D. Mims Road • Ocoee, Florida 34761
Phone: (407) 905 -3159 • Fax: (407) 877 -5899 • www.ocoee.org
Mayor
S. Scott Vandergrift
City Manager
Robert Frank
ATTACHEMENT #3
Question: List the major installations and completion dates.
Commissioners
John Grogan, District 1
Rosemary Wilsen, District 2
Rusty Johnson, District 3
Joel F. Keller, District 4
Answer: Once the grant is approved and contract executed procurement of materials will begin.
Allowing 4 weeks for delivery of all equipment and another 2 weeks for installation, we
anticipate 6 weeks from notice to proceed.
July 31, 2014 should be the latest completion date depending on approval.
City of Ocoee Utilities Department • 1800 A.D. Mims Road • Ocoee, Florida 34761
Phone: (407) 905 -3159 • Fax: (407) 877 -5899 • www.ocoee.org
Mayor
S. Scott Vandergrift
City Manager
Robert Frank
ATTACHEMENT #4
Commissioners
John Grogan, District 1
Rosemary Wilsen, District 2
Rusty Johnson, District 3
Joel F. Keller, District 4
Below is a copy of the section of the City of Ocoee Charter authorizing the Mayor to execute
contracts on behalf of the City. If you need a complete copy of the City Charter, please let me
know or go on the City of Ocoee Website and in the City Clerks section you can look at
Municode and there is a copy readily available.
http: // library. municode.com /index.aspx ?clientld= 14323
City of Ocoee Charter
ARTICLE III City Commission
§ C -20. Duties and emergency powers of the Mayor.,;'
The Mayor shall preside at all meetings of the City Commission and shall be
recognized as the head of the city government for all ceremonial purposes and by the
Governor of the State of Florida for the purposes of military law, civil law and service of
process but shall have no regular administrative duties. The Mayor shall sign all deeds,
contracts, agreements, bonds, notes, obligations and other legal documents of the city. The
Mayor shall prepare and present to the city an annual state of the city message in the month
of January of each year in which the Mayor holds office. In time of insurrection, general
conflagrations, catastrophe or great or widespread public emergency, the Mayor shall
become the head of the government and shall exercise those powers delegated to the Mayor
under the laws of Florida. In the absence or disability of the Mayor, the functions of the
Mayor shall be discharged by the Mayor pro tem.
City of Ocoee Utilities Department • 1800 A.D. Mims Road - Ocoee, Florida 34761
Phone: (407) 905 -3159 - Fax: (407) 877 -5899 - www.ocoee.org
Mayor
S. Scott Vandergrift
City Manager
Robert Frank
ATTACHEMENT PHOTOS
Commissioners
John Grogan, District 1
Rosemary Wilsen, District 2
Rusty Johnson, District 3
Joel F. Keller, District 4
City of Ocoee Utilities Department • 1800 A.D. Mims Road • Ocoee, Florida 34761
Phone: (407) 905 -3159 • Fax: (407) 877 -5899 • www.ocoee.org