COOPERATIVE FUNDING AGREEMENT FOR THE DESIGN AND CONSTRUCTION OF THE CLEARWATER CHAUTAUQUA/COACHMAN RECLAIMED WATER PROJECT - L810
AGREEMENT NO. 08CS0000026
COOPERATIVE FUNDING AGREEMENT
BETWEEN THE
SOUTHWEST FLORIDA WATER MANAGEMENT DISTRICT
AND THE
CITY OF CLEARWATER
FOR THE
DESIGN AND CONSTRUCTION OF THE
CLEARWATER CHAUTAUQUA/COACHMAN RECLAIMED WATER PROJECT (L810)
THIS COOPERATIVE FUNDING AGREEMENT is made and entered into by and between
the SOUTHWEST FLORIDA WATER MANAGEMENT DISTRICT, a public corporation of the
State of Florida, whose address is 2379 Broad Street, Brooksville, Florida 34604-6899, for
itself and on behalf of the Pinellas Anclote River Basin Board, hereinafter collectively referred
to as the "DISTRICT," and the CITY OF CLEARWATER, a municipal corporation of the State
of Florida, whose address is 1650 North Arcturas Avenue, Clearwater, Florida 33765,
hereinafter referred to as the "CITY."
WITNESSETH:
WHEREAS, the CITY proposed a project to the DISTRICT for funding consideration under
the DISTRICT'S cooperative funding program; and
WHEREAS, the project consists of design and construction of reclaimed water transmission
and distribution lines to serve the. Chautauqua and Coachman areas of Clearwater,
hereinafter referred to as the "PROJECT"; and
WHEREAS, the DISTRICT considers the PROJECT worthwhile and desires to assist the
CITY in funding the PROJECT; and
WHEREAS, DISTRICT funding for the PROJECT may include funds from the Water
Protection and Sustainability Program Trust Fund (WPSPTF), Florida Department of
Environmental Protection (FDEP), Catalog of State Financial Assistance number: CSFA
37.066.
NOW THEREFORE, the DISTRICT and the CITY, in consideration of the mutual terms,
covenants and conditions set forth herein, agree as follows:
1. PROJECT MANAGER AND NOTICES. Each party hereby designates the employee set
forth below as its respective Project Manager. Project Managers will assist with
PROJECT coordination and will be each party's prime contact person. Notices and
reports will be sent to the attention of each party's Project Manager by U.S. mail,
postage paid, to the parties' addresses as set forth in the introductory paragraph of this
Agreement.
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Project Manager for the DISTRICT:
Project Manager for the CITY:
Anthony Andrade
Jerry Wells
Any changes to the above representatives or addresses must be provided to the other
party in writing.
1 .1 The DISTRICT'S Project Manager is hereby authorized to approve requests to
extend a PROJECT task deadline set forth in this Agreement. Such approval must
be in writing, explain the reason for the extension and be signed by the Project
Manager and his or her Department Director, or Deputy Executive Director if the
Department Director is the Project Manager. The DISTRICT'S Project Manager is
not authorized to approve any time extension which will result in an increased cost
to the DISTRICT or which will exceed the expiration date set forth in Paragraph 6,
Contract Period.
1.2 The DISTRICT'S Project Manager is authorized to adjust a line item amount of the
Project Budget contained in the Scope of Work set forth in Exhibit "B" or, if
applicable, the refined budget as set forth in Paragraph 3.2 below. The adjustment
must be in writing, explain the reason for the adjustment, and be signed by the
Project Manager, his or her Department Director and Deputy Executive Director.
The DISTRICT'S Project Manager is not authorized to make changes to the Scope
of Work and is not authorized to approve any increase in the not-to-exceed amount
set forth in the funding section of this Agreement.
2. SCOPE OF WORK. Upon receipt of written notice to proceed from the DISTRICT, the
CITY agrees to perform the services necessary to complete the PROJECT in
accordance with the Special Project Terms and Conditions set forth in Exhibit "A" and
the Scope of Work set forth in Exhibit "B." Any changes to this Scope of Work and
associated costs, except as provided herein, must be mutually agreed to in a formal
written amendment approved by the DISTRICT and the CITY prior to being performed
by the CITY, subject to the provisions of Paragraph 3, Funding. The CITY will be solely
responsible for managing the PROJECT, including the hiring and supervising of any
consultants or contractors it engages in order to complete the PROJECT. If the CITY
utilizes a third party to contract directly with consultants and contractors as set forth in
Exhibit "A", the CITY will require that such third party provide the necessary supervision
in order to ensure that the PROJECT is completed in accordance with the Scope of
Work set forth in Exhibit "B." In any case, the CITY is responsible for ensuring that all
work performed is conducted in accordance with this Agreement.
3. FUNDING. The parties anticipate that the total cost of the PROJECT will be Three
Million Nine Hundred Fifty-Four Thousand Dollars ($3,954,000). The DISTRICT agrees
to fund PROJECT costs up to One Million Nine Hundred Seventy-Seven Thousand
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Dollars ($1,977,000), subject to Paragraphs 3.1, 3.2, 3.4, 3.7 and 3.8 below, and will
have no obligation to pay any costs beyond this maximum amount. The CITY agrees to
fund PROJECT costs up to One Million Nine Hundred Seventy-Seven Thousand Dollars
($1,977,000), and will be responsible for all costs in excess of the anticipated total
PROJECT cost. The CITY will be the lead party to this Agreement and pay PROJECT
costs prior to requesting reimbursement from the DISTRICT.
3.1 Any funds received from the WPSPTF will be applied to equally reduce each
party's share of allowable construction costs not to exceed 20% of the total
allowable construction costs for the PROJECT. Any state or federal appropriations
or grant monies received by the CITY for this PROJECT will be applied to equally
reduce each party's share of PROJECT costs. The parties will provide each other
with written documentation detailing their allocation of any such funds appropriated
for this PROJECT. In the event the DISTRICT provides funding for the PROJECT
in excess of the DISTRICT'S share after all state and federal appropriations, and
grant monies have been applied as set forth herein, CITY will promptly refund such
overpaid amounts to the DISTRICT. This paragraph will survive the expiration or
termination of this Agreement.
3.2 The DISTRICT will reimburse the CITY for the DISTRICT'S share of the PROJECT
costs in accordance with the Project Budget contained in the Scope of Work set
forth in Exhibit "B." The CITY may contract with consultant(s) or contractor(s) or
both in accordance with the Special Project Terms and Conditions set forth in
Exhibit "A." Upon written DISTRICT approval, the budget amounts for the work
set forth in such contract( s) will refine the amounts set forth in the Project Budget
and be incorporated herein by reference. The DISTRICT will reimburse the CITY
for 50 percent of all allowable costs in each DISTRICT approved invoice received
from the CITY, but at no point in time will the DISTRICT'S expenditure amount
under this Agreement exceed expenditures made by the CITY. Payment will be
made to the CITY in accordance with the Local Government Prompt Payment Act,
Part VII of Chapter 218, Florida Statutes (F.S.), upon receipt of an invoice, with the
appropriate support documentation, which will be submitted to the DISTRICT
monthly at the following address:
Accounts Payable Section
Southwest Florida Water Management District
Post Office Box 1166
Brooksville, Florida 34605-1166
3.3 The Project Budget includes any travel expenses which may be authorized under
this Agreement and reimbursement will be paid in accordance with Section
112.061, F.S., and District Procedure 13-5, attached hereto as Exhibit "C," as both
may be amended from time to time.
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3.4 The CITY will ensure that the reclaimed water infrastructure related to the
PROJECT is constructed, operated and maintained in such a manner that it will
continue to be utilized to its proposed capacity, as described in this Agreement for
a minimum of 20 years. Capacity is defined, for the purposes of this Agreement,
as the reclaimed water benefits described in the Scope of Work, except for adverse
short-term conditions beyond the control of the CITY. The CITY will provide written
notice to the DISTRICT of any adverse short-term conditions and the CITY'S plan
of action with regard to said conditions. The DISTRICT Project Manager will
evaluate and determine the CITY'S compliance with this provision as part of the
DISTRICT required "Annual Reclaimed Water Summary Report" evaluation. If the
reclaimed water infrastructure related to the PROJECT is not utilized to its
proposed capacity as described in this Agreement, the DISTRICT may require the
CITY to reimburse the DISTRICT for payments made pursuant to this Agreement in
an amount equivalent to the percentage of capacity not attained. This provision will
survive the term of this Agreement.
3.5 The CITY will not use any DISTRICT funds for any purposes not specifically
identified in the above Scope of Work.
3.6 Each CITY invoice must include the following certification, and the CITY hereby
delegates authority by virtue of this Agreement to its Project Manager to affirm said
certification:
"I hereby certify that the costs requested for reimbursement and the CITY'S
matching funds, as represented in this invoice, are directly related to the
performance under the Design and Construction of The Clearwater
Chautauqua/Coachman Ridge Reclaimed Water Project (L810) agreement
between the Southwest Florida Water Management District and the CITY
(Agreement No. 08CS0000026), are allowable, allocable, properly documented,
and are in accordance with the approved project budget."
3.7 The DISTRICT will have no obligation to reimburse the CITY for any costs under
this Agreement until construction of the PROJECT has commenced.
3.8 The CITY recognizes that the DISTRICT has approved $296,500 for the PROJECT
through Fiscal Year 2008. This amount includes $0 of WPSPTF funds. The
additional funds identified by the DISTRICT for the PROJECT are contingent upon
approval of such amounts by the DISTRICT Governing Board in the .annual
budget(s) for future Fiscal Year(s). Additionally, the DISTRICT'S performance and
payment pursuant to this Agreement are contingent upon the DISTRICT'S
Governing Board appropriating funds for the PROJECT.
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4. FLORIDA SINGLE AUDIT ACT. If future funding for this Agreement includes state
financial assistance, it will be subject to the Florida Single Audit Act (FSAA), Section
215.97, F.S. Should the CITY become a sub recipient of state financial assistance under
this Agreement, it may be subject to audits and monitoring as described in the Special
Audit Requirements set forth in Exhibit "D." The CITY would also be required to use the
Florida Single Audit Act Checklist For Non-State Organizations - Recipient/Subrecipient
vs. Vendor Determination (Attachment 2 of Exhibit "D"), to evaluate the applicability of
the FSAA to non-state organizations to which the CITY provides State resources to
assist in carrying out activities related to this Agreement.
5. WATER RATE STRUCTURES. The CITY will continue to enforce potable rate
structures for water customers in the CITY'S service area that will promote the
conservation of water and the use of water from alternative water supplies. The CITY
will provide a copy of such rate structures to the DISTRICT prior to the CITY'S first
request for reimbursement of PROJECT costs.
6. CONTRACT PERIOD. This Agreement will be effective October 31, 2007, and will
remain in effect through December 31, 2011, unless terminated, pursuant to Paragraph
10 below, or amended in writing by the parties. Work performed outside of the above
contract period is not eligible for reimbursement.
7. PROJECT RECORDS AND DOCUMENTS. Each party, upon request, will permit the
other party to examine or audit all PROJECT related records and documents during or
following completion of the PROJECT. Each party will maintain all such records and
documents for at least five (5) years following completion of the PROJECT. All records
and documents generated or received by either party in relation to the PROJECT are
subject to the Public Records Act, Chapter 119, F.S.
8. REPORTS. The CITY will provide the DISTRICT with copies of any and all reports,
models, studies, maps or other documents resulting from the PROJECT. The CITY
must submit all environmental data collected under this Agreement to the DISTRICT for
upload to the Florida Department of Environmental Protection's (FDEP) water quality
database in accordance with Rule 62-40.540, Florida Administrative Code (F.A.C.).
9. LIABILITY. Each party hereto agrees to indemnify and hold the other harmless, to the
extent allowed under Section 768:28, F.S., from all claims, loss, damage and expense,
including attorney fees and costs and attorney fees and costs on appeal, arising from
the negligent acts or omissions of the indemnifying party's officers, employees,
contractors and agents related to its performance under this Agreement. This provision
does not constitute a waiver of either party's sovereign immunity under Section 768.28,
F.S. or extend either party's liability beyond the limits established in Section 768.28, F.S.
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10. DEFAULT. Either party may terminate this Agreement upon the other party's failure to
comply with any term or condition of this Agreement, as long as the terminating party is
not in default of any term or condition of this Agreement at the time of termination. To
effect termination, the terminating party will provide the defaulting party with a written
"Notice of Termination" stating its intent to terminate and describing all terms and
conditions with which the defaulting party has failed to comply. If the defaulting party
has not remedied its default within thirty (30) days after receiving the Notice of
Termination, this Agreement will automatically terminate.
11. RELEASE OF INFORMATION. The parties agree not to initiate any oral or written
media interviews or issue press releases on or about the PROJECT without providing
advance notices or copies to the other party. This provision will not be construed as
preventing the parties from complying with the public records disclosure laws set forth in
Chapter 119, F.S.
12. DISTRICT RECOGNITION. The CITY will recognize DISTRICT funding and, if
applicable, Basin Board funding in any reports, models, studies, maps or other
documents resulting from this Agreement, and the form of said recognition will be
subject to DISTRICT approval. If construction is involved, the CITY will provide signage
at the PROJECT site that recognizes funding for this PROJECT provided by the
DISTRICT and, if applicable, the Basin Board(s). All signage must meet with DISTRICT
written approval as to form, content and location, and must be in accordance with local
sign ordinances.
13. PERMITS AND REAL PROPERTY RIGHTS. The CITY must obtain all permits and all
real property rights necessary to complete the PROJECT prior to commencing any
construction involved in the PROJECT. The DISTRICT will have no obligation to
reimburse the CITY for any costs under this Agreement until the CITY has obtained
such permits and rights and construction has commenced.
14. LAW COMPLIANCE. Each party will comply with all applicable federal, state and local.
laws, rules, regulations and guidelines, related to performance under this Agreement.
15. COMPLIANCE WITH DISTRICT RULES & REGULATIONS. If the PROJECT involves
design services, the CITY'S professional designers and the DISTRICT'S regulation and
projects staff will meet regularly during the PROJECT design to discuss ways of
ensuring that the final design for the proposed PROJECT technically complies with all
applicable DISTRICT rules and regulations.
16. DIVERSITY IN CONTRACTING AND SUB-CONTRACTING. The DISTRICT is
committed to supplier diversity in the performance of all contracts associated with
DISTRICT cooperative funding projects. The DISTRICT requires the CITY to make
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good faith efforts to encourage the participation of minority owned and woman owned
and small business enterprises, both as prime contractors and sub-contractors, in the
performance of this Agreement, in accordance with applicable laws.
16.1 If requested, the DISTRICT will assist the CITY by sharing information to help the
cooperator in ensuring that minority owned and woman owned and small
businesses are afforded an opportunity to participate in the performance of this
Agreement.
16.2 The CITY agrees to provide the DISTRICT with a report indicating all contractors
and sub-contractors who performed work in association with the PROJECT, the
amount spent with each contractor or sub-contractor, and to the extent such
information is known, whether each contractor or sub-contractor was a minority
owned or woman owned or small business enterprise. If no minority owned or
woman owned or small business enterprises were used in the performance of this
Agreement, then the report shall so indicate. The Minority/Women Owned and
Small Business Utilization Report form is attached as Exhibit "E." The report is
required upon final completion of the PROJECT prior to final payment, or within
. thirty (30) days of the execution of any amendment that increases PROJECT
funding, for information up to the date of the amendment and prior to the
dispersement of any additional funds by the DISTRICT.
17. ASSIGNMENT. No party may assign any of its rights under this Agreement, including
any operation or maintenance duties related to the PROJECT, voluntarily or
involuntarily, whether by merger, consolidation, dissolution, operation of law, or any
other manner without the prior written consent of the other party. In the event of any
purported assignment of rights in violation of this section, the parties agree that this
Agreement shall terminate and is void.
18. SUBCONTRACTORS. Nothing in this Agreement will be construed to create, or be
implied to create, any relationship between the DISTRICT and any subcontractor of the
CITY.
19. THIRD PARTY BENEFICIARIES. Nothing in this Agreement will be construed to benefit
any person or entity not a party to this Agreement.
20. LOBBYING PROHIBITION. Pursuant to Section 216.347, F.S., the CITY is hereby
prohibited from using funds provided by this Agreement for the purpose of lobbying the
Legislature, the judicial branch or a state agency.
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21. PUBLIC ENTITY CRIMES. Pursuant to Subsections 287.133(2) and (3), F.S., a person
or affiliate who has been placed on the convicted vendor list following a conviction for a
public entity crime may not submit a bid, proposal, or reply on a contract to provide any
goods or services to a public entity; may not submit a bid, proposal, or reply on a
contract with a public entity for the construction or repair of a public building or public
work; may not submit bids, proposals, or replies on leases of real property to a public
entity; may not be awarded or perform work as a contractor, supplier, subcontractor, or
consultant under a contract with any public entity; and may not transact business with
any public entity in excess of the threshold amount provided in Section 287.017, F.S.,
for Category Two, for a period of 36 months following the date of being placed on the
convicted vendor list. CITY agrees to include this provision in all subcontracts issued as
a result of this Agreement.
22. DISCRIMINATION. Pursuant to Subsection 287.134(2){a), F.S., an entity or affiliate
who has been placed on the discriminatory vendor list may not submit a bid, proposal, or
reply on a contract to provide any goods or services to a public entity; may not submit a
bid, proposal, or reply on a contract with a public entity for the construction or repair of a
public building or public work; may not submit bids, proposals, or replies on leases of
real property to a public entity; may not be awarded or perform work as a contractor,
supplier, subcontractor, or consultant under a contract with any public entity; and may
not transact business with any public entity. CITY agrees to include this provision in all
subcontracts issued as a result of this Agreement.
23. ENTIRE AGREEMENT. This Agreement and the attached exhibits listed below
constitute the entire agreement between the parties and, unless otherwise provided
herein, may be amended only in writing, signed by all parties to this Agreement.
24. DOCUMENTS. The following documents are attached and made a part of this
Agreement. In the event of a conflict of contract terminology, priority will first be given to
the language in the body of this Agreement, then to Exhibit "A," then to Exhibit "C," then
to Exhibit "0," then to Exhibit "B," and then to Exhibit "E."
Exhibit "A"
Exhibit "B"
Exhibit "C"
Exhibit "0"
Exhibit "E"
Special Project Terms and Conditions
Scope of Work
District Travel Procedure 13-5
Special Audit Requirements
Minority/Women Owned and Small Business Utilization Report Form
Page 8 of 9
IN WITNESS WHEREOF, the parties hereto, or their lawful representatives, have executed
this Agreement on the day and year set forth next to their signatures below.
SOUTHWEST FL RIDA WATER MANAGEMENT DISTRICT
I
By:
David L.
b--7 ~ 0'1
Date
CITY OF CLEARWATER
1~ f(~
ftF8rik V. Hibbard, Mayor-~~ Date
By:
By: f3Ji ~
Bill Horne, City Manager
AssistanCity Attorney
Camilo A. Soto
5-U)-o~
Date
Attest:
DISTRICT APPROVAL INITIALS DATE
lEGAL MPJ M '2/7-1,/08
RISK MGMT N/A .
CONTRACTS ~ ~'1
PRJ DEPT DIR
DEPUTY EXEC DIR f,J- \ '
GOVERNING BOARD N/A
Page 9 of 9
AGREEMENT NO. 08CS0000026
EXHIBIT "A"
SPECIAL PROJECT TERMS AND CONDITIONS
1. CONTRACTING WITH CONSULTANT AND CONTRACTOR. The CITY may engage
the services of a consultant(s), hereinafter referred to as the "CONSULTANT," to
design and a contractor(s), hereinafter referred to as the "CONTRACTOR," to
construct the PROJECT in accordance with the Scope of Work attached as Exhibit "B."
The CITY will be responsible for administering the contracts with the CONSULTANT
and CONTRACTOR and will give notice to proceed to the CONSULTANT no later than
May 30,2008.
2. APPROVAL OF CONSTRUCTION BID DOCUMENTS. The CITY must obtain the
DISTRICT'S written approval of all construction bid documents prior to being
advertised or otherwise solicited. The DISTRICT will not unreasonably withhold its
approval. The DISTRICT'S approval of the construction bid documents does not
constitute a representation or warranty that the DISTRICT has verified the
architectural, engineering, mechanical, electrical, or other components of the
construction documents, or that such documents are in compliance with DISTRICT
rules and regulations or any other applicable rules, regulations, or laws. The
DISTRICT'S approval will not constitute a waiver of the CITY'S obligation to assure
that the design professional performs according to the standards of his or her
profession. The CITY will require the design professional to warrant that the
construction documents are adequate for bidding and construction of the PROJECT.
3. FINAL DESIGN REPORT AND APPROVAL. The CITY must provide the DISTRICT
with a final design report. The final report must clearly evidence that at least fifty
percent (50%) of the reclaimed water will offset existing or planned, ground water or
surface water withdrawals. The CITY must obtain the DISTRICT'S approval of the
final design report prior to proceeding with implementation of the PROJECT. The
DISTRICT will not unreasonably withhold its approval.
4. DISTRICT REVIEW OF CITY'S SELECTION OF CONTRACTOR. The CITY will
provide the DISTRICT with a tabulation of CONTRACTOR bids and a
recommendation to award. The CITY must obtain the DISTRICT'S approval of the
selected CONTRACTOR prior to proceeding with construction of the PROJECT and
the DISTRICT will not unreasonably withhold its approval. The CITY will provide the
DISTRICT with a copy of the "Notice to Proceed" provided to the CONTRACTOR. The
CITY will be responsible for overseeing the CONTRACTOR'S work efforts in
construction of the PROJECT, however, the CITY will keep the DISTRICT'S Project
Manager apprised on all PROJECT related matters.
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5. APPROVAL OF CONTRACT. The CITY must obtain the DISTRICT'S prior written
approval of all contracts entered into with its CONSULTANTS and its
CONTRACTORS as referenced above in item number one of this exhibit. The
DISTRICT will not unreasonably withhold its approval.
6. COMPLETION DATES. The CITY will commence construction on the PROJECT by
December 31, 2008 and will complete the PROJECT by December 31, 2010.
However, in the event of any national, state or local emergency which significantly
affects the CITY'S ability to perform, such as hurricanes, tornados, floods, acts of God,
acts of war, or other such catastrophes, or other man-made emergencies beyond the
control of the CITY such as labor strikes or riots, then the CITY'S obligation to
complete said work within aforementioned time frames will be suspended for the
period of time the condition continues to exist. This will be the CITY'S sole remedy for
the delays set forth in this paragraph.
7. ANNUAL RECLAIMED WATER SUMMARY REPORT. The CITY must provide the
DISTRICT with an "Annual Reclaimed Water Summary Reporf' showing the reuse flow
and customer information for the CITY'S entire reuse system. This report requirement
will become effective upon execution of this Agreement. The reporting period will be
October 1 st through September 30th and the report must be submitted by January 1 sl of
the calendar year following the fiscal year period. The report format is attached as
Attachment "1," Sample Annual Reclaimed Water Summary Report. The report format
will be updated by the DISTRICT as needed. The CITY will obtain the DISTRICT'S
approval of the report before the report is finalized, and the DISTRICT will not
unreasonably withhold its approval. Annual submission of this report will eliminate the
requirement for the Reclaimed Water Offset Report by the CITY from any ongoing or
previously completed reclaimed water projects with the DISTRICT. In addition to other
remedies provided in this Agreement, noncompliance with this report requirement may
affect the CITY'S eligibility for further DISTRICT funding. This provision will survive
the term of this Agreement.
8. PROJECT COORDINATION. The CITY will keep the DISTRICT advised at all times
during the course of the PROJECT. The CITY will provide the DISTRICT'S Project
Manager with advance notice of all PROJECT meetings with the CONSULTANT,
CONTRACTOR, other third parties, and regulatory agencies and will copy the
DISTRICT'S Project Manager on all pertinent PROJECT related correspondence. The
CITY will provide the DISTRICT'S Project Manager with updated design and
construction schedules. The CITY will provide the DISTRICT'S Project Manager
written bi-monthly status reports a minimum of fifteen (15) days prior to January 1,
March 1, May 1, July 1, September 1, and November 1, of each year through out the
term of the Agreement.
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9. DISTRIBUTION REQUIREMENTS. The CITY will adhere to the following terms and
conditions and will provide written documentation of the status of each prior to
requesting any reimbursement.
A. Prior to submitting the first invoice for DISTRICT reimbursement the CITY will
submit a copy of the applicable section of its Comprehensive Plan requiring dual
distribution (potable and reclaimed) lines in new developments within their
reclaimed water service area, and will provide assurances of enforcement.
B. Prior to submitting the first invoice for DISTRICT reimbursement the CITY will
submit a copy of their existing current ordinance/code (Article IX: Reclaimed Water
Use; Ord. Sec. 32.351 thru 32.383) which provides for the efficient use of
reclaimed water for aesthetic landscape irrigation which results in at least a fifty
percent (50%) offset to ground water, surface water, and or potable water supplies.
Examples may include, but are not limited to: eliminating daytime reclaimed water
irrigation, odd/even reclaimed watering schedules, and residential reclaimed water
metering coupled with water conserving rates. Such measures will be
developedlimplemented with the intent of eliminating practices, which do not result
in the beneficial offset of potable, or groundwater uses.
C. The CITY will enforce a policy to guarantee a rate of connection to the reclaimed
water system that is not less than fifty percent (50%) of the customer accounts in
the PROJECT'S service area. This fifty percent (50%) rate of connections will be
achieved in the PROJECT service area within one year of PROJECT completion.
The policy and proof of this connection rate is included in the Scope of Work set
forth in Exhibit "B."
D. Prior to submitting the first invoice for DISTRICT reimbursement the CITY will have
initiated the installation of reclaimed water meters within the PROJECT service
area identified in the Scope of Work set forth in Exhibit "B." The CITY will maintain
said meter(s) and report annual utilization to the DISTRICT.
10. EDUCATION PROGRAM AND APPROVAL. The CITY will continue the customer
education program promoting the efficient use and conservation of reclaimed water.
Plans for the program are included in the Scope of Work set forth in Exhibit "B". The
CITY must obtain the DISTRICT'S approval of the educational material prior to
proceeding with implementation of the PROJECT. The DISTRICT will not
unreasonably withhold its approval. The education program must continue to be
implemented prior to reimbursement from the DISTRICT.
11. REQUIRED RECLAIMED WATER CUSTOMERS. The CITY will obtain written
agreements with reclaimed water customers served by the PROJECT that provide at
least fifty percent (50%) of the PROJECT'S proposed reclaimed water offsets of
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existing or planned, ground water or surface water withdrawals, under normal
operating conditions for a minimum of 20 years. Written notification that all such
agreements have been secured will be provided to the DISTRICT'S Project Manager
prior to initiating construction of the PROJECT, and copies will be furnished upon
request. Where reclaimed water will offset withdrawals under water use permits
(WUPs), the CITY will secure long term written agreements with those customers
served by the PROJECT, ensuring utilization of reclaimed water at the proposed
capacity, as described in this Agreement, for a minimum of 20 years. The CITY will
ensure said customers will provide the PROJECT'S proposed offsets of existing or
planned, ground water or surface water withdrawals, under normal operating
conditions. Written notification that all such agreements have been secured will be
provided to the DISTRICT'S Project Manager prior to initiating construction of the
PROJECT, and copies will be furnished upon request.
12. RECLAIMED WATER GIS REQUIREMENTS. Reclaimed water facility information
will be delivered to the DISTRICT, preferably as four separate Arclnfo coverages or
ESRI shapefiles, as detailed below. If the CITY is unable to provide the reclaimed
water facility information in the preferred formats, the CITY must obtain the
DISTRICT'S written approval of a mutually acceptable alternative format. The
DISTRICT'S GIS Manager and each party's Project Manager must approve the written
summary of the alternative format. The CITY must provide the reclaimed water facility
GIS information to the DISTRICT upon completion of PROJECT construction and prior
to submission of the final invoice.
Coverages will have the following characteristics:
~ Double Precision.
~ Projection of Universal Transverse Mercator (UTM), Zone 17, NAD 83/90 datum
(HPGN), units of meters or State Plane Feet, West Zone, NAD 83/90 datum.
~ Full topological structure with no edit masks.
~ Verified FUZZY tolerance of .001 meters.
Shape files will have the following characteristics:
~ Projection of Universal Transverse Mercator (UTM), Zone 17, NAD 83/90 datum
(HPGN), units of meters or State Plane Feet, West Zone, NAD 83/90 datum.
~ All line features will be snapped at connecting ends.
~ Shared borders of adjacent polygon features will have exact coincidence. No
slivers are permissible. This requirement is analogous to the topological
requirements for Arclnfo polygon coverages.
These data files are designed to be developed using heads-up digitizing techniques
from 1 :12,000 digital orthophotos. Higher accuracies are permissible; but the attribute
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and topological structures defined below will be adhered to. If requested, the
DISTRICT will provide technical assistance and digital orthophoto basemaps that can
be used for data automation. All data files will be delivered on CDROMs, or if
approved in writing, transfers via Internet FTP will be accepted. The following data
files will be delivered:
Waste Water Treatment Plants
Coverage Name: WWTREA TPL
Description: Locations of all waste water treatment plants. Locations are to be
represented by a point that represents the approximate center of
the main entry gate of the property on which the treatment plant
resides.
Coverage Type: POINT
Items in addition to default attributes for Arclnfo point coverages.
PLANT_CAPACITY 4,12, F, 2 Permitted annual daily average treatment capacity,
in millions of gallons per day (MGD).
PLANT FLOW
4, 12, F, 2 Annual daily average of treated water, in millions of
gallons per day (MGD).
REUSE_CAPACITY 4,12, F, 2 Permitted annual average reuse capacity in millions
of gallons per day.
PLANT _RE_FLOW 4, 12, F, 2 Annual daily average flow of reclaimed water, in
millions of gallons per day (MGD).
REP YEAR
4,4, I
Reporting year PLANT FLOW
PLANT _RE_FLOW values.
and
PLANT NAME
40,40, C Name of treatment plant.
TREAT LEVEL
3, 3, C Treatment level:
ADV Advanced.(AWT).
SAD Secondary treatment with filtration.
SEC Secondary treatment.
FT Full treatment.
Page 5 of 8
DISINF _LEVEL
2,2,C
Disinfection level:
BA Basic.
IN Intermediate.
HI High.
FT Full treatment disinfection.
Reclaimed Water Transmission Lines
Coverage Name: RWLlNES
Description: All proposed and existing reclaimed water lines. All features will
be located within plus or minus 10 meters of their actual location.
Coverage Type: LINE
Items in addition to default attributes for Arclnfo line coverages.
LINE_STATUS
2, 2, C Current status of line:
EX Existing line.
PR Proposed line.
LINE_SIZE
4, 12, F, 1 Diameter of reclaimed water line in inches.
LINE FUNDING
1, 1, C Is funding provided by the District for this line?
Y Yes
N No
Reclaimed Water Storage Areas
Coverage Name: RWSTORAGE
Description: Locations of all reclaimed water storage facilities. Locations are
to be represented by a point that represents the approximate
center of the main entry gate at which the reclaimed storage
facilities reside.
Coverage Type: POINT
Items in addition to default attributes for Arclnfo point coverages.
STORAGE_TYPE 4, 4, C
Type of reclaimed water storage facility:
POND Pond or uncovered tank.
TANK Tank.
ASR Aquifer storage and recovery.
Page 6 of 8
Is funding provided by the District for this facility?
Y Yes
N No
STORAGE_FUND 1, 1, C
Current status of storage facility:
EX Existing.
PR Proposed.
STORAGE_STAT 2,2,C
Reclaimed Water Users
Coverage Name: RWUSER
Description: Polygons delimiting the area served by reclaimed water lines.
Locations are to be represented by a polygon that represents the
reclaimed water user. This coverage is not meant to represent
individual households, but instead should represent subdivisions,
agricultural or commercial operations, golf courses, etc. All
features shall be located within plus or minus 10 meters of their
actual location.
Coverage Type: POLYGONS
Items in addition to default attributes for Arclnfo line coverages.
USER NAME
USER TYPE
60, 60, C Name of the reclaimed water user at that location.
4, 4, C Type of reclaimed water user:
RES Residential irrigation.
GOLF Golf course irrigation.
RIA Recreational/Aesthetic (parks,
cemetery, fountains and other water
features ).
MINE Mining and dewatering.
POW Power generation.
I/C Industrial/Commercial.
GW Ground water recharge.
IP Indirect potable reuse (surface water
augmentation ).
WET Wetlands creation, enhancement or
restoration ).
AG Agriculture irrigation.
Page 7 of 8
QUANTITY
4, 12, F, 3 Estimated annual daily average amount of reclaimed
water used, in millions of gallons per day (MGD).
Current status of water user:
EX Existing user.
PR Proposed user.
USER STATUS 2, 2, C
Onsite reclaimed water storage.
Y Yes
N No
USER STORAGE 1, 1, C
The remainder of this page intentionally left blank.
Page 8 of 8
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ATTACHMENT "1"
SAMPLE ANNUAL RECLAIMED WATER SUMMARY REPORT
"'~I
Public
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2. T,...jltlorlJOl Sou",.: Fl~Flo<lda Aquil"'.l...."~ntefmediate Aqnil"" SA=SLJrl~:I,,1 A'1u,f~,. 5W_<Suriace W~t~r
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4. OllMr Codfl.: Ord- R.u.. utJliUltlan and rat.~ det.rmlned ordin..nce, no conlrllct In .ffect. E.t-edim..l.d. C.,~t-Cu~to",..., Coop" Coope-.tor, WlJp.w;ot.r U.. P.rmit,
5. Pri....t. Supply- Deep Well or Surface Wale, Wilhdm_l.
R.portlngTime1'r......: Oc!. 1. 2004 to Sepl. JO. 2005
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NlA No o.o~, NTB Fe
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AGREEMENT NO. 08CS0000026
EXHIBIT "B"
PROPOSED PROJECT PLAN
PROJECT INFORMATION
1. TYPE OF PROJECT:
This alternative water supply project consists of the design, permitting and
construction of reclaimed water transmission mains, distribution piping to provide
service to the Chautauqua/Coachman area of the CITY.
The PROJECT consists of the design, permitting and construction of reclaimed water
transmission mains, distribution piping in the Chautauqua/Coachman area of the CITY.
2. PROJECT OBJECTIVE:
The goal of this PROJECT is to replace existing potable water and potable quality
groundwater used for irrigation and other non-potable uses with reclaimed water. This
endeavor represents a timely opportunity to leverage CITY and DISTRICT funds for a
project that will be integral in offsetting high potable water use in an areas that do not
have access to reclaimed water. The PROJECT described below will assist the CITY in
attaining the goal of building a citywide reclaimed water system.
3. PROJECT DESCRIPTION:
A. A PROJECT location map for the PROJECT and the Chautauqua/Coachman area is
attached as Figure 1.
B. The PROJECT includes:
. Approximately 9,500 linear feet of 12" diameter reclaimed water transmission
mains
. Approximately 44,000 linear feet of 4" to 6" diameter reclaimed water
distribution system lines
C. There are approximately 700 single-family residential customers in the
PROJECT'S distribution service area of which approximately 480 have in-ground
irrigation systems. Approximately 300 customers within the service area are
irrigating using potable lawn meters, and another 150 are irrigating with potable
domestic meters (no lawn meters), for a total of 450 potable irrigation customers.
In addition to residents using potable for irrigation, another 170 are irrigating with
Page 1 of 7
shallow wells. The 170 shallow well users are not included in the offset
calculations. Of the 700 residential customers, approximately 450 residential
irrigation customers (250 Chautauqua and 200 Coachman) are initially anticipated
to connect to the system and will use 0.27 million gallons per day (mgd) of
reclaimed water to offset 0.14 mgd of potable quality water. At the PROJECT
build-out the CITY anticipates serving more than 550 customers; however the
offsets above only include the initial 450 customers.
D. No commercial customers are included in the PROJECT.
4. DEMONSTRATION OF NEED:
. This PROJECT will optimize water management in the CITY by reducing the
water withdrawn from well fields and from irrigation wells, and reduce the disposal
of effluent water to Tampa Bay and Clearwater Harbor.
. This PROJECT will help meet Pinellas-Anclote River Priorities by reducing
groundwater withdrawal, reducing pollutant loading to Tampa Bay and Clearwater
Harbor, and to help recharge aquifers in accordance with the Needs and Sources
report.
. This PROJECT is supported by goals found in previous years Basin Board's
plans, State Water Policy, the Florida Water Plan, Reports of the Tampa Bay
Estuary Program, DISTRICT Needs and Sources Study, the Water Use
Cautionary Management Plan, and area Comprehensive Planning Documents to
maximize the reuse of highly treated wastewater.
. This PROJECT is consistent with the update of the CITY'S Reclaimed Water
Expansion Plan.
. Funding for the PROJECT is included in the CITY'S Capital Improvement Plan.
5. MEASURABLE BENEFITS:
This PROJECT will support the delivery of 0.27 mgd of reclaimed water to the PROJECT
area. The expansion of reclaimed water service to these areas will offset an estimated
0.14 mgd of current potable water and potable quality groundwater used for non-potable
uses, as well as enable future expansion of the CITY'S system.
6. DELlVERABLES:
A. Bi-Monthly Design/Construction Status Reports
B. Preliminary PROJECT design
Page 2 of 7
C. 20-year customer commitment agreements
D. Copy of CITY ordinance/code requiring dual distribution lines in new
developments
E. Copy of CITY ordinance/code which provides for the efficient use of
reclaimed water
F. Construction bid-packages
G. Construction contract for DISTRICT approval
H. Construction completeness letter from the CITY'S Public Utilities Director
I. Reclaimed water GIS information
J. Annual Reclaimed Water Summary Reports
7. PROJECT COST:
The total eligible cost of this PROJECT is estimated to be $3,954,000, of which the
DISTRICT'S share is expected to be 50 percent, or $1,977,000, from the Pinellas-
Anclote River Basin Board. The Pinellas-Anclote River Basin Board funded $296,500
in FY2008, and the remaining $1,680,500 will be requested in future fiscal years. The
cost amortized at 8 percent over 30 years is $6.81 per thousand gallons offset.
The total PROJECT cost is estimated to be $3,954,000 categorized as follows:
TASK DISTRICT WPSPTF CITY TOTAL
Design and Permitting $296,500 $0 $296,500 $593,000
Transmission $621,800 $0 $621,800 $1,243,600
Distribution $1.058.700 ~ $1.058.700 $2.117.400
TOTAL $1,977,000 $0 $1,977,000 $3,954,000
The CITY will fund its share of PROJECT costs from the Water and Sewer Enterprise
funds including revenues from the sale of reclaimed water. The funds for the
PROJECT are included in the adopted Capital Improvement Plan. If future DISTRICT
funding for the PROJECT includes funds from the Water Protection and Sustainability
Program Trust Fund (WPSPTF), Florida Department of Environmental Protection
(FDEP), catalog of State Financial Assistance number: CSFA 37.066, the CITY
agrees to adhere to all applicable policies and rules.
Page 3 of 7
8. COMPLETION SCHEDULE:
DISTRICT Notice to Proceed (reimbursement contingent upon full execution)............ October 31, 2007
Initial Design Commence.................... ................................ October 31 , 2007
Full Design and Permitting Commence................................................. May 30,2008
Construction Commence............................................................. December 31 ,2008
Complete Construction.... ............. .................. ........... .................. December 31, 2010
Agreement Termination............................................................... December 31,2011
9. IMPLEMENTATION:
The CITY'S Public Utilities staff will be responsible for implementing this PROJECT. The
CITY will utilize an engineering consultant to design the systems and will construct the
PROJECT using approved general contractors through normal public bid procurement.
10. KEY PERSONNEL:
The CITY'S contact with DISTRICT staff and Project Manager will be:
Primary Contact
Jerry Wells,
Reclaimed Water Manager
City of Clearwater
PostOffice Box 4748
Clearwater, Florida 34618-4748
(727) 562-4960
Secondary Contact
Tracy Mercer
Public Utilities Director
City of Clearwater
Post Office Box 4748
Clearwater, Florida 34618-4748
(727) 562-4960
11. ADDITIONAL REQUIREMENTS
Policv to Quarantee customer participation and a minimum of a 50% connection
rate within one year of completion of PROJECT.
. The CITY will guarantee a 50% connection rate within one year of completion of the
PROJECT. The policy for enforcing connection will be per a CITY ordinance/code
#32.376, which states" no person shall use potable water for irrigation through a new
Page 4 of 7
or existing lawn meter on property where reclaimed distribution facilities are
available". Potable irrigation will not be allowed. In the. event a person does not
comply, potable service will be disconnected after a series of letters and meetings
with the customer. The CITY requires all large reclaimed water customers to sign a
20 year reclaimed water service agreement prior to construction of the transmission
lines necessary to serve the customer's property.
Education promoting the efficient use of reclaimed water.
. The CITY provides education on reclaimed water and conservation on the CITY TV
channel, and web site, with a link to DISTRICT'S web site. Education is also provided
with brochures and educational materials provided at the CITY'S customer service
department, libraries and Public Utilities department. We provide each reclaimed
user with a reclaimed water policy manual that they must read and sign for before
service is provided. Information is provided at the initial inspection, at homeowner
meetings, in billing stuffers and through the CITY'S monthly utility insert message.
Ordinance/code reauiring efficient use of reclaimed water.
. The CITY will require the efficient utilization of reclaimed water. To conserve the
reclaimed water resource, daytime restrictions on watering with reclaimed water are
included in ordinance/code #32.383, which states "To conserve the resource, the
CITY will institute daytime restrictions on irrigation whereby no irrigation is allowed by
use of reclaimed water between 8:01 AM and 5:59 PM on each day of the week."
The CITY will install individual meters on all connections and will monitor/report
usage and discourage overuse through a variety of methods (including metering and
water conserving rates for customers, planned service interruptions, time of day and
day of week irrigation restrictions) to guarantee the PROJECT achieves at least a
50% offset efficiency.
Ordinance/code reauiring dual distribution lines in new developments within
reclaimed water service areas.
. The CITY developed and submitted to the State of Florida modifications to its
Comprehensive Plan which state "the CITY requires as a condition of development
approval, the use of reclaimed water for landscape irrigation or the installation of dual
distribution system (potable and reclaimed water) for future service, if reclaimed
water lines are not yet available to the proposed development."
Page 5 of 7
Figure 1
Map of Project
(Existing reclaimed lines and appurtenances drawn in solid, and L810 PROJECT related lines
and appurtenances drawn in hash-mark.)
Page 6 of 7
. .
o
l_
Legend
51
iliL
iE c::J
I'
.....
:.vIR
Figure 1
DATE: NOVEMBER 2006
MCE PRJ. # 0992-0160
DRAWN
DESIGNED
CHECKED
PROJ. MGR.
1365 HAMlET AVENUE
Clearwater, FL 33756
Phone: (727) 442-7196
Fax: (727) 461-3827 '
M0002667 EB0006691
www.mcklmcreed.com
CHAUTAUQUA and COACHMAN RIDGE
SERVICE AREAS
Page 7 of 7
AGREEMENT NO. 08CS0000026
EXHIBIT "C"
PROCEDURE
SOUTHWEST FLORIDA WATER MANAGEMENT DISTRICT
TITLE: TRAVEL
Accounting & Financial
SeCTIONIOEPT.; ReFf1ln~Fi~~
ApPROVED BY: ~ ~II1DL~'''''''''~
q ..~-o.:b
EFFECTIVE DATE:
NUMBER:
13-5
10/01/06
PAGE: 1 OF 11
SUPERSEDES: 08130/96
The travel procedures for the District shall follow generally accepted travel procedures for state
agencies, to the extent practicable, and comply with the legislative intent of Chapter 112. Florida
Statutes (F .S.).
PUBLIC PURPOSE: The public purpose test for travel is that It must be necessary to conduct
official District business. Justification must be detailed, sufficient to explain the benefit to the
District and to the traveler's work responsibilities.
AUTHORITY TO INCUR TRAVEL EXPENSES1: All travelers of the District must be authorized in
advance to incur travel expenses for a public purpose through a properly executed Travel
Authorization form, Board Consent Agenda, Board Policy 130-5, Signature Authority Procedure
11-8, or employee position description.
AUTHORIZED TRAVELERS2: Any person who has received advance authorization in
compliance with Board Policy 130-5 to incur travel necessary to perform official District business
under one of the following categories:
. Governing and Basin Board members
. Executive Director, Deputy Executive Directors, General Counsel and Inspector General.
. Employees in a Board authorized regular, part-time or temporary position declared to be in
travel status by their Director or the Director's authorized representative.
. Advisory committee members shall be authorized travelers of the District upon approval by
the Executive Director or designee. When members are added to or removed from a
committee, Accounts Payable must be notified.
. Consultants and advisors shall be authorized as travelers of the District under the terms of a
contract or agreement executed by the Executive Director or designee.
. Employment candidates for regular, full time, pay grade 14 and above positions shall be
authorized as travelers of the District under a Travel Authorization form prepared by the
appropriate department in coordination with Human Resources. The candidate will be asked
to sign the Travel Authorization form upon arrival for the interview, indicating agreement with
the District travel procedure.
OFFICIAL HEADQUARTERS: This is the office, field office or location where the traveler is
normally assigned and from which that person performs the majority of their duties. Each
employee's official headquarters shall be that which is designated in their Human Resources
official record, except:
. The official headquarters of an employee located in the field shall be the specific site
(identified by address or nearest intersection) where the majority of their work is performed,
or as designated by the District
1 Travel Expense - The usual ordinary and incidental expenditures necessarily incurred by a
traveler. (9112.061(2)(g), F.S.)
2 Authorized Traveler - A public officer, public employee. or authorized person when performing
authorized travel. (9112.061(2)(f), F.S.)
PROCEDURE
SOUTHWEST FLORIDA WATER MANAGEMENT DISTRICT
TITLE: TRAVEL
Accounting & Financial
SecTloNlDEPT.: Rep~ng/Fi9ance NUMBER:
~ot.~ ~"''-I~c..
ApPROVED BY: DAVlDL MOORE, exECUTIVE DIRECTOR EFFECTIVE DATE:
13-5
10/01/06
PAGE: 2 OF 11
SUPERSEDES: 08/30/96
. When an employee is stationed in a city, town, or locality for a period of over 30 continuous
workdays, such location shall then be deemed to be their official headquarters. Upon such
reassignment, the employee shall no longer be eligible for mileage. per diem or subsistence
(meal allowance) reimbursement unless the 3D-day period of time is extended by the
express approval of the Executive Director or designee.
The official headquarters of a Governing or Basin Board member is their home address. Board
members will be reimbursed for actual round trip mileage from their home address to their
destination when traveling on District business. To establish mileage, Board members may
provide odometer readings or a map program print screen. If a Board member changes their
home address during their term in office, the Board and Executive Services Department shall
notify Accounts Payable of the new address and the effective date.
TRAVEL AUTHORIZATION (TA): A TA form must be fully executed, with all approvals
required by the Signature Authority Procedure 11-8, prior to scheduling or incurring any
expenses related to the travel period3. All District travelers must use this form to define the
public purpose and obtain approval for the following:
· Attendance at any convention4, conference5, seminar or workshop
· Employee candidate travel expenses
. Travel advance requests
The statement of publiC purpose for attendance at a convention, conference, seminar or
workshop must explain how the objectives of the event are related to or provide benefit to the
mission of the District and/or the duties and responsibilities of the traveler.
The T A form must be completely filled out according to the form instructions. The form must be
typed or completed in ink. A copy of the fully executed TA must be kept on file in the traveler's
department for both the current fiscal year and the prior fiscal year. The original T A form must
be submitted with the Travel Voucher.
3 Travel Period - A period of time between the time of departure and time of return. (~112.061(2)(j), F.S.)
4 Convention - An assembly 018 group of persons representing persons and groups, coming together for
the accomplishment of a purpose of interest to a larger group or groups. A convention does not mean
the coming together of agency or interagency personnel. (Rule 691-42.002(4), Florida Administrative
Code (F.A.C.))
5 Conference - The coming together of persons with a common interest for the purpose of deliberation,
interchange of views, or for the removal of differences or disputes and for discussion of their common
problems and interests. The term also includes similar meetings such as seminars and workshops,
which are large formal group meetings that are programmed and supervised to accomplish intensive
research, study, discussion and work in some specific field or on a governmental problem or problems.
A conference does not mean the coming together of agency or interagency personnel. (Rule 691-
42.002(3), FAC.)
PROCEDURE
SOUTHWEST FLORIDA WATER MANAGEMENT DISTRICT
TITLE: TRAVEL
Accounting & Financial
SECTioN/DEPT.: R~'ng/~i LC NUMBER:
, . f -Co!...()'
ApPROVED BY: vioL. MOORE. ExECUTIVE DIRECTOR EFFECTIVE DATE:
13-5
10/01/06
PAGE: 30F 11
SUPERSEDES: 08/30/96
When in the best interest of the District, an employee who has been approved to leave from
home must identify their home address as the point of origin6 for the specific travel period
covered on their TA. It is in the best interest of the District when the distance from the
employee's home to the point of destination is less than the distance from their official
headquarters to the point of destination.
SIGNATURES REQUIRED FOR TRAVEL AUTHORIZATION: The traveler must sign the TA
form in ink and secure the appropriate approval authority signatures as indicated. No one may
exercise signature authority for himself or herself; rather, approval of a higher level of authority
must be obtained in accordance with Signature Authority Procedure 11-8.
JUSTIFICATION MEMO: A justification memo is required when more than three staff from the
same department plan to attend the same convention, conference, seminar or workshop in
accordance with Signature Authority Procedure 11-8.
TRAVEL ADVANCES: A traveler may request a Travel Advance for Class A travel when the
traveler anticipates substantial travel expenses. Advances will not be authorized for Class B or
C travel. The maximum travel advance shall not exceed 80 percent of the estimated cash
expenses, such as mileage, per diem, subsistence (meal allowance), parking and tolls. In
calculating an advance, the traveler may not include expenses, which will be paid directly by
District procurement card or District check. A Travel Advance will not be issued for less than
$100. To request a Travel Advance, a traveler must submit a fully executed TA to Accounts
Payable at least five days prior to departure. The Advance must be reconciled by submitting a
Travel Voucher to Accounts Payable within ten workdays of the traveler's return to work.
CONTINUOUS TRAVEL STATUS: Continuous travelers are employees who routinely travel
overnight. Those employees authorized for continuous travel status may request a Travel
Advance in an amount not to exceed 80 percent of expected travel expenses for a two-week
travel period. Employees in continuous travel status must submit a Travel Voucher at the end of
the travel period to document their actual expenses and reconcile the Travel Advance. When
an employee is no longer in continuous travel status, any Travel Advance amount in excess of
actual expenses must be refunded to the District within ten workdays. All continuous Travel
Advances must be reconciled before the end of each fiscal year.
TRAVEL VOUCHER (TV): The TV form is used to document and request reimbursement for all
authorized travel related expenses. The TV must be completely filled out according to the form
instructions and must be typed or completed in ink.
When a TV covers a travel period for which a TA was issued, the original TA form along with all
necessary backup documentation, such as the registration form, agenda, travel itinerary and
route maps, must be submitted to Accounts Payable within ten workdays of the traveler's return
6 Point of Origin - the geographic location ofthe traveler's official headquarters or the geographic location
where travel begin, whichever is lesser distance from the destination. (Rule 691-42.002(15), F .A.C.)
PROCEDURE
SOUTHWEST FLORIDA WATER MANAGEMENT DISTRICT
TITLE: TRAVEL
Accounting & Financial
SECTloNlDEPT.: R~n9/Fra~e.. . NUMBER: 13-5
. ~~.~ ~-4~~
ApPROVED BY: DAVlDL. MOORE. ExEOUTIVE DIFlEOTOR EFFECTIVE DATE: 10/01/06
PAGE: 4 OF 11
SUPERSEDES: 08/30/96
to work. TVs that do not include a travel period covered by a TA must be submitted to Accounts
Payable at least monthly.
If a traveler has been issued a Travel Advance that exceeded their actual expenses, they must
submit reimbursement to the District within ten workdays of their return to work and attach a
copy of the cash receipt to their TV. The actual amount of the reimbursement will be
determined by an audit of their TV by Accounts Payable.
Governing and Basin Board members may elect to submit their TVs quarterly.
SIGNATURES REQUIRED FOR TRAVEL VOUCHER: The traveler must sign the form in ink
and secure the appropriate approval authority signatures as indicated. No one may exercise
signature authority for himself or herself; rather, approval of a higher level of authority must be
obtained in accordance with Signature Authority Procedure 11-8.
CLASSES OF TRAVEL: Three classes oftravel exist as follows:
Class A Continuous travel of 24 hours or more, away from official headquarters and away
from home OVernight. This is based on four equal quarters of six hours each, which
shall be a travel day7 (midnight to midnight).
Class B Continuous travel of less than 24 hours, away from .official headquarters ancl away
from home overnight. This is based on six-hour quarters, which begin at the hour of
departure.
Class C Short or daytime trips during which the traveler is not away from official headquarters
overnight (travel may occur during evening hours due to special assignment).
PER DIEM (Class A or B Travel Only): All travelers shall be allowed reimbursement for per
diem or subsistence (meal allowance) when traveling to a convention or conference or when
traveling within or outside the state in order to conduct official District business, when such
convention, conference, seminar, or business serves a direct and lawful public purpose with
relation to the District. Either of the following methods of calculating per diem may be selected
for the travel period at the option of the traveler:
. A flat rate of $80 per day ($20 per quarter day) requiring no receipts for rooms or meals.
OR
. Reimbursement for actual lodging cost, at the single occupancy rate to be substantiated by
a detailed receipt, and the authorized subsistence (meal allowance).
When lodging or meals are provided at a publicly operated facility, the traveler shall be
reimbursed only for the actual expense of lodging or meals not to exceed the maximum
allowances. No one shall be reimbursed for any meal or lodging included in a convention or
conference registration fee.
7 Travel Day..,. A period of 24 hours consisting of four quarters of six hours each. (~112.061(2)(i), F.S.)
PROCEDURE
SOUTHWEST FLORIDA WATER MANAGEMENT DISTRICT
TITLE: TRAVEL
Accounting & Financial
SECTiON/DEPT.: ReP91firg/Fin'11ce NUMBER:
~ 0<.. ?'J1___.. q -C(- -Of.
ApPROVED BY: DAV1DL~(.~UTlVEDIRECTOR EFFECTIVE DATE:
13-5
10101/06
PAGE: 5 OF 11
SUPERSEDES: 08/30/96
In the case offoreign travel, the traveler may choose the State per diem rate as stated above or
the foreign travel per diem rate as authorized by Section 112.061(3)(f), F.S.
SUBSISTENCE (MEAL ALLOWANCE) RATES (Class A, B or C Travel):
Breakfast
Lunch
Dinner
6a.m.
12 .m.
6 .m.
8a.m.
2 .m.
8 .m.
$ 6
$11
$19
Subsistence (meal allowance) will be paid to travelers in Class A and Class B status and also to
travelers in Class C travel status when participating in scheduled meetings, seminars,
workshops, special assignments or other official business which occurs outside the normal work
assignment of a traveler. No allowance shall be made for subsistence (meal allowance) when
travel is confined to the city or town of a traveler's official headquarters or the immediate vicinity,
except when travel expenses are authorized by a T A form.
Staff whose normal work assignment is "in the field" may not receive subsistence (meal
allowance) for lunch until they have worked 40 hours in a workweek. District authorized
holidays are the only leave that may be added to determine the hours worked.
In compliance with Internal Revenue Service, Publication 15, Circular E, Employer's Tax Guide,
all Class C subsistence (meal allowance) reimbursements are subject to consideration as
income for tax purposes.
When a conference or convention registration fee includes meals, the traveler will not be
reimbursed for the meals being provided (continental breakfast is considered a breakfast and is
not reimbursable when provided). Reimbursement for meal expense will be at the appropriate
subsistence (meal allowance) rate regardless of the actual cost of the meal. The traveler must
absorb any cost above the subsistence (meal allowance) amount. Tips will not be reimbursed.
LODGING/ACCOMMODA TIONS: Lodging expenses are authorized for District travelers in
Class A or B travel status. Lodging for District employees and Board members is to be reserved
and paid with a District procurement card and must be substantiated by an original detailed
receipt which must be filed with the traveler's procurement card reconciliation documents. If
circumstances necessitate that the traveler use a personal credit card, the original detailed
receipt along with an explanation of the circumstances must be filed with their TV.
When two or more District employees elect to share a room while traveling under Class A or B
travel status, they must all elect the same method of per diem reimbursement.
A traveler may not receive reimbursement for lodging within the local area (within 50 miles
one-way of their official headquarters or home) unless authorized by the Deputy Executive
Director of Management Services.
PROCEDURE
SOUTHWEST FLORIDA WATER MANAGEMENT DISTRICT
TITLE: TRAVEL
Accounting & Financial
SECTION/DE. PT.: Reporti~a ./},/ NUMBER:
.. . pr. _ 'l-<<i -ot.
ApPROVED BY: DAVI , CORE. ExEClITIIIE DIRECTOR EFFECTIVE DATE:
13-5
10/01/06
PAGE: 60F 11
SUPERSEDES: 08/30/96
When the scheduled conclusion of an event prevents a traveler from retuming home by a
reasonable hour, the Department Director must determine whether an additional overnight
accommodation is warranted. If approved, the traveler's departure shall be scheduled for the
following morning. If the traveler chooses to delay departure without approval, the use of
personal leave will be required and per diem and lodging expenses may be waived.
I n order to achieve a cost savings to the District, the District may contract directly with a hotel.
TRANSPORTATION: All travel must be by a usually traveled route utilizing the most efficient
and economical means. It is the responsibility of the traveler's department to determine the
most efficient and economical means prior to scheduling any travel arrangements. It is
recommended that a District vehicle be used for all statewide business travel, unless the use of
a personal vehicle or common carrie,.a would be more efficient or cost effective. All common
carrier business travel for District employees must be booked through the District's travel
arrangements provider and paid with a District procurement card.
Special provisions when business and personal travel are combined: Personal travel
expenses must never be charged to a District procurement card. Prior to scheduling combined
business and personal travel, staff should contact Accounts Payable to identify documentation
required to accurately record business and personal expenses.
PERSONAL VEHICLE EXPENSES: The use of a personal vehicle must be authorized by the
Director of the department incurring the expense. When a. traveler is authorized to use a
personal vehicle in lieu of a District vehicle or common carrier, the following conditions shall
apply:
· A traveler shall be entitled to. a mileage reimbursement at the rate approved by the State
Legislature (currently 44.5 cents per mile).
· All mileage shall be shown from the point of origin to the point of destination, along a usually
traveled route.
· Mileage shall be calculated by one of the following methods:
o Odometer readings
o Online map program
o District established mileage (Frequently Traveled Routes) (Service Office Mileage)
. When a person travels by an indirect route for their own convenience, any additional costs
shall be borne by the traveler. Reimbursement shall be based only on such costs as would
have been incurred by a usually traveled route.
· Each stop during a travel period must be reported on a separate line on the TV form and
must include all information required on the form.
· A traveler shall not be paid a mileage reimbursement for travel between their home and their
official headquarters or assigned work location.
8 Common Carrier - Commercial airline operating scheduled flights or rental vehicles of an established
rental car firm. (~112.061(2)(h), F.S.)
PROCEDURE
SOUTHWEST FLORIDA WATER MANAGEMENT DISTRICT
TITLE: TRAVEL
. Accounting & Financial
SECTIONIDEPT.: Reportinmance (],.. NUMBER:
~ '/~ 'i~"'-(H
ApPROVED BY: DAVIDL~OORE' EXECUTIVE DIRECTOR EFFECTIVE DATE:
13-5
10/01/06
PAGE: 7 OF 11
SUPERSEDES: 08/30/96
· If traveling on a non-business dal to a location other than their official headquarters or
assigned work location, the point of origin may be the traveler's home, In no case shall
mileage claimed exceed the miles actually driven.
· On a regularly scheduled business day when a traveler leaves from or returns to their home,
the traveler shall only be entitled to reimbursement for the lesser of the mileage between a
business site and their home or their official headquarters or assigned work location. In no
case shall mileage claimed exceed the miles actually driven.
· No traveler shall be entitled to mileage or transportation expense when gratuitously
transported by another person or by another traveler who is entitled to reimbursement.
· Mileage for two round trips to an airport or the cost of contracted transportation may be
approved if it is determined to be more efficient or economical than one round trip plus
airport parking fees.
· A traveler shall be reimbursed the lesser of the common carrier fare or the actual mileage
reimbursement amount, whichever is determined to be more economical to the District.
Prior to the traveler's departure, the scheduling department shall obtain an estimate of
airfare and rental vehicle costs from the District's travel arrangements provider and submit
the estimate with both the T A and the TV.
· Reimbursement for expenditures related to the operation, maintenance and ownership of a
vehicle shall not be allowed.
VEHICLE RENTAL: Rental vehicles shall be reserved through the District's travel
arrangements provider, with any changes or cancellations coordinated prior to the traveler's
departure. District employees on official business must make payment with their District
procurement card. Personal use of a rental vehicle may not be reserved or charged to a District
procurement card. Before signing a rental vehicle agreement, travelers are to ensure:
· The proper rental rate has been applied.
· Additional insurance coverage will not be charged to the District.
. . The refueling service option has not been selected.
· Sales tax will not be charged in the State of Florida.
· The most economical vehicle to appropriately accommodate the travel has been selected.
Travelers shall use a Class 3C, Intermediate vehicle. The use of any vehicle larger than Class
3C Intermediate must be adequately justified (e.g., more than four travelers, transporting
equipment or supplies) and approved by the traveler's Director.
Intermediate
Full-Size, Four-Door
Minivan
Business use of a rental vehicle under the State contract or District agreement includes collision
coverage. The District will not pay for additional insurance coverage. The rental vehicle must be
9 Non-business day - For a public officer or employee, a weekend or an authorized District holiday. (Rule
691-42.002(10), FAC.)
PROCEDURE
SOUTHWEST FLORIDA WATER MANAGEMENT DISTRICT
TITLE: TRAVEL
Accounting & Financial
SECTIONIDEPT.: Reporting/F~' ce ~ NUMBER:
. t:j-'f <X.
ApPROVED BY: DAVloL CORe. ECUTI\IE DlRBrrOR EFFECTIVE DATE:
13-5
10/01/06
PAGE: 8 OF 11
SUPERSEDES: 08/30/96
refueled prior to being returned. Original fuel receipts must be filed with the traveler's
procurement card reconciliation documents or submitted with a TV, as appropriate.
The traveler must retain both the rental agreement and the final detailed rental receipt to be filed
with their procurement card reconciliation documents. A copy of the rental agreement must be
submitted with the TV. Rental vehicle charges shall be coded to Object Code 4008.
Special provisions for combined business and personal use of a rental vehicle: When
combining business and personal travel, a traveler must reserve and make payment with a
personal credit card. A copy of the rental agreement and original detailed receipt must be
submitted with their TV. The traveler shall only be reimbursed for the business portion of the
travel period based on the lesser of, the estimated cost provided by the District's travel
arrangements provider or the amount calculated (by Accounts Payable) from their actual
receipt. Prior to the traveler's departure, the scheduling department shall obtain an estimate of
rental vehicle cost for the business portion of the travel period from the District's travel
arrangements provider. The estimate must be submitted with the TV.
Under provisions of Rule 60B-1.012, F.A.C. all seated occupants of rented vehicles are required
to utilize the seat belts or occupant restraint systems provided. Failure to comply with this Rule
shall subject employees to disciplinary action. Any costs incurred for personal negligence (Le.,
traffic or parking citations, keys locked in vehicle, etc.) will be the sole responsibility of the
traveler. Additionally, all travelers shall be responsible for providing proof of vehicle insurance
to the District, if requested.
AIR TRAVEL: All commercial flights must be economy class unless otherwise approved by the
Executive Director or designee. The District's travel arrangements provider must be used for
requesting comparable estimates and booking all flights for District employees. The scheduling
department shall be responsible for determining the most efficient and economical method of
travel prior to making reservations. Both pages of a fully authorized T A form must be faxed to
the travel arrangements provider to purchase an airline ticket. Payment for employee business
related travel must be charged. to a District procurement card designated by the employee's
Director. All airline tickets and airfare transaction fees must be charged to Object Code 4007.
Cancellations must tie made no later than one hour prior to a f1ighfs scheduled departure time
to retain the value of a ticket for future use (within one year) by the named traveler. If the
District incurs costs for the purchase of an airline ticket and the traveler subsequently chooses
not to use the ticket, the ticket must be canceled in a timely manner or the traveler must
reimburse the District for all unrecoverable costs. Any costs incurred for tickets, which are
canceled at the traveler's discretion, but not rebooked within the allowable timeframe, must also
be reimbursed to the District
An increase in airfare of $100 or more over the estimated costs on the TA must be justified by
the traveler and approved by the traveler's Director. All unjustified cost, whether due to a
traveler's negligence or personal discretion, must be reimbursed to the District.
PROCEDURE
SOUTHWEST FLORIDA WATER MANAGEMENT DISTRICT
TITLE: TRAVEL
Accounting & Financial
SECTION/DEPT.: Reporting/~nced Jlu NUMBER: 13-5
· I'l'~ q ...~..ow
ApPROVED BY: AVID L. Mo 0...' ExECl1T1VE 0lRe:r0R EFFECTIVE DATE: 1 % 1/06
PAGE: 90F11
SUPERSEDES: 08/30/96
Special provisions for combined business and personal air travel: Although personal
travel may be combined with business travel and booked together through the District's travel
arrangements provider, personal expenses must never be charged to a District procurement
card. Additionally, if a traveler purchases an airline ticket tt1rough a source other than the
District's travel arrangements provider, such ticket must not be charged to a District
procurement card. In either instance, the traveler must make payment with a personal credit
card and must submit a copy of the itinerary and proof of payment with their TV. The traveler
shall only be reimbursed for the business portion of the travel period based on the lesser of the
estimated cost provided by the District's travel arrangements provider or the amount calculated
(by Accounts Payable) from their actual receipt The scheduling department shall obtain an
airfare estimate from the District's travel arrangements provider prior to the traveler's departure
and submit the estimate with both their T A and TV.
CHARTER FLIGHT SERVICE: This service is to provide specific transportation in order to
conduct District business (overflights are excluded from this procedure). Flight requests for
Governing or Basin Board members, Executive Director, Deputy Executive Directors, General
Counselor Inspector General will be arranged through the Executive Department, after
receiving approval as stated in this procedur~. The use of charter flights by staff members
should be an exception and must be authorized by the Executive Director.
Purchasing will process the flight request in accordance with Board Policy 150-1 and District
Procedure 15-1, Procurement, governing procurement practices, which includes contracting for
services with an appropriate charter flight service. Emergency arrangements may be made
directly with Purchasing, who will then notify the Executive Department to obtain the required
approvals.
INCIDENTAL TRAVEL EXPENSES: The following information shall be required with a TV when
claiming reimbursement for incidental travel expenses:
. Receipts or canceled checks for registration fees paid by the traveler.
. Receipts for taxi fares in excess of $25 on a per-fare basis.
. Receipts for storage, parking fees or tolls in excess of $25 on a per transaction basis.
Storage or parking fees are not allowed on a weekly or monthly basis unless it can be
established that such method results in a savings to the District.
. A statement that communication expenses were business related. This includes fax and
internet connection charges. NOTE: Telephone calls made to the traveler's family are not a
reimbursable communication expense.
. Receipts for dry-cleaning, laundry and pressing expenses when official travel extends
beyond seven days and such expenses are necessarily incurred to complete the official
business portion of the trip.
. Receipts for passport and visa fees required for official travel.
. Receipts for necessary fees charged to purchase traveler's checks for official travel
expenses.
. Receipts for fees charged to exchange currency necessary to pay for official travel
expenses.
. Photocopy charges that are business related in excess of $25 on a per event basis.
PROCEDURE
SOUTHWEST FLORIDA WATER MANAGEMENT DISTRICT
TITLE: TRAVEL
Accounting & Financial
SECTIONlDEPT.: Reporting/Fi~ J t'1.1 NUMBER:
'1<._ . {n.-- ti-'1-O'
ApPROVED BY: AVlOL MooR" ExecUTNEOIIlECTOR EFFECTIVE DATE:
13-5
10/01/06
PAGE: 100F 11
SUPERSEDES: 08/30/96
Lost or missing receipts will require a signed statement from the traveler with Department
Director's approval in order to receive reimbursement Other travel expenses may be
reimbursed if deemed to be in the best interest of the District and upon the Finance Director's
approval.
The following do not require a receipt:
. Tips paid to taxi drivers that do not exceed fifteen percent of the taxi fare.
. Tips paid for mandatory valet parking not to exceed $1 per incident.
. Portage paid shall not exceed $1 per bag not to exceed $5 per incident. Portage charges
exceeding $5 per incident will require justification.
Other travel expenses not detailed in this procedure shall be handled by exception with the
Finance Director's approval.
EMERGENCY SITUA TIONS10: When a publiC officer, employee or authorized person away
from their official headquarters on personal time11 is required to travel because of a District
emergency situation, the following shall apply:
. The traveler may be reimbursed for travel expenses incurred in traveling from their point of
origin to their point of destination~ which may be their official headquarters.
. If personal circumstances necessitate the traveler to return to their point of origin after the
emergency situation has ended, rather than returning to or staying at their official
headquarters, the traveler may be reimbursed their travel expenses to return.
. The traveler's request for reimbursement of travel expenses claimed from a point of origin
rather than their official headquarters shall contain an explanation of the emergency
situation that necessitated their travel from such point.
. If an authorized traveler has incurred certain unrecoverable costs associated with personal
plans and is unable to carry out such plans due to an emergency situation, such costs that
are not recoverable may be reimbursed by the District. Request for reimbursement must
provide the circumstances of the emergency situation.
EMERGENCY OPERATIONS: The Governor has authority to issue an Executive Order in
response to a major disaster or emergency that may result in the suspension of all or a portion
of Section 112.061, F.S. to an extent necessary to meet the emergency. In the event of such as
suspension, the District's Exec.utive Director or designee is provided the discretion to allow the
purchase of food and beverages for personnel operating the Districfs Emergency Operation
Center (EOC)on a 24-hour basis during an emergency.
10 Emergency Situation - Circumstances in which there is an immediate danger or a threat of immediate
danger to the public health, safety or welfare or of other substantial loss, requiring emergency action.
(Rule 691-42.002(6), FAC.)
11 Personal Time - The time outside the regular work hours of a business day, a non-business day or day
for which the officer or employee had prior approval for a leave of absence. (Rule 691-42.002(13),
F.A.C.)
PROCEDURE
SOUTHWEST FLORIDA WATER MANAGEMENT DISTRICT
TiTLE: TRAVEL
Accounting & Financial
SECTloNlDEPT.: Reporting/F~n,aJ'Ye _ J ~ NUMBER:
ApPROVED BY: ~ ExECUTlVEOIAECTOR j;J::;fD~TE:
13-5
10/01/06
PAGE: 11 OF 11
SUPERSEDES: 08/30/96
When Section 112.061, F.S., has been suspended, in whole or in part, and the Executive
Director or designee has activated the District's Emergency Operations Center, EOC authorized
travelers must adhere to the following guidelines:
· All EOC travelers will receive the Finance department's Emergency Operations Travel
Instructions. These instructions include forms that have been modified to more accurately
document the information required for Federal, State and County reimbursement submittals.
The forms should be completed as travel occurs and must be submitted to Accounts
Payable at the end of each biweekly payroll period.
· Per diem and subsistence (meal allowance) rates shall remain the same, but the schedule
for Class C subsistence (meal allowance) reimbursement has been modified to three 8-hour
periods, as detailed on the Emergency Order/EOC Activation Class C Travel Clock.
· EOC authorized travelers who work at least an 8-hour shift per day shall be entitled to a full
daily subsistence (meal allowance) reimbursement, less subsistence (meal allowance} for
food that has been provided.
· The EOC Provisions Unit Leader shall determine when and where food will be made
available to authorized travelers in lieu of subsistence (meal allowance).
· The cost for food service should not exceed the subsistence (meal allowance) amounts and
the food service should be carefully controlled.
· When authorized by the EOC Coordinator, a procurement card may be used to purchase
food. In such cases, a receipt must be submitted with a list of the names of all travelers to
whom food was provided. Food costs which exceed the established subsistence rates shall
require a detailed explanation.
Emergency expenses that are not related to travel should not appear on the TV. Paid invoices
or receipts for such cash expenses must be submitted for reimbursement through petty cash or,
if over $50, by submitting a check request to Accounts Payable.
The Executive Director may modify or interpret this Procedure.
AGREEMENT NO. 08CS0000026
EXHmIT "D"
SPECIAL AUDIT REQUIREMENTS
The administration of resources awarded by the DISTRICT to the CITY, a subrecipient under this Agreement, may
be subject to audits and monitoring as described in this Exhibit.
MONITORING
In addition to reviews of audits conducted in accordance with Section 215.97, Florida Statutes (F.S.), as revised (see
"AUDITS" below), monitoring procedures may include, but not be limited to, on-site visits by DISTRICT staff, and
other procedures. By entering into this Agreement, the CITY agrees to comply and cooperate with any monitoring
procedures or processes deemed appropriate by the DISTRICT. The CITY further agrees to comply and cooperate
with any inspections, reviews, investigations, or audits deemed necessary by the Department of Environmental
Protection (DEPARTMENT), Chief Financial Officer (CFO), or Auditor General of the State of Florida.
AUDITS
PART I: STATE FUNDED
This part is applicable if the CITY is a nonstate entity as defined by Section 215.97(2)(1), F.S.
1. In the event that the CITY expends a total amount of state fmancial assistance equal to or in excess of
$500,000 in any fiscal year of such CITY, the CITY must have a state single or project-specific audit for
such fiscal year in accordance with Section 215.97, F.S.; applicable rules of the Executive Office of the
Governor and the CFO; and Chapters 10.550 (local governmental entities) or 10.650 (nonprofit and for-
profit organizations), Rules of the Auditor General. Attachment 1 to this Exhibit indicates the amount of
state financial assistance awarded through the DISTRICT by this Agreement. In determining the state
financial assistance expended in its fiscal year, the CITY shall consider all sources of state financial
assistance, including state financial assistance received from the DISTRICT, DEPARTMENT, other state
agencies, and other nonstate entities. State financial assistance does not include federal direct or pass-
through awards and resources received by a nonstate entity for federal program matching requirements.
2. In connection with the audit requirements addressed in Part I, Paragraph 1, the CITY shall ensure that the
audit complies with the requirements of Section 215.97(7), F.S. This includes submission of a financial
reporting package as defined by Section 215.97(2)(d), F.S., and Chapters 10.550 (local governmental
entities) or 10.650 (nonprofit and for-profit organizations), Rules of the Auditor General.
3. If the CITY expends less than $500,000 in state financial assistance in its fiscal year, an audit conducted in
accordance with the provisions of Section 215.97, F.S., is not required. In the event that the CITY expends
less than $500,000 in state financial assistance in its fiscal year and elects to have an audit conducted in
accordance with the provisions of Section 215.97, F.S., the cost of the audit must be paid from the non-state
entity's resources (i.e., the cost of such an audit must be paid from the CITY'S resources obtained from
other than state entities).
4. For information regarding the Florida Catalog of State Financial Assistance (CSFA), the CITY should
access the Florida Single Audit Act (FSAA) website located at www.fsaa.state.fl.us.
PART II: REPORT SUBMISSION
1. Copies of financial reporting packages required by P ART I of this Exhibit shall be submitted by or on
behalf of the CITY directlv to each of the following:
A. The DISTRICT at the following address:
Accounting and Financial Reporting Manager
Southwest Florida Water Management District
Post Office Box 1166
Brooksville, Florida 34605-1166
Page 1 of5
B. The Department of Environmental Protection at the following address:
Audit Director
Florida Department of Environmental Protection
Office of the Inspector General, MS 40
2600 Blair Stone Road
Tallahassee, Florida 32399-2400
C. The Auditor General's Office at the following address:
State of Florida Auditor General
Room 401, Claude Pepper Building
III West Madison Street
Tallahassee, Florida 32399-1450
2. Any reports, management letters, or other information required to be submitted pursuant to this Exhibit
shall be submitted timely in accordance with Chapters 10.550 (local governmental entities) or 10.650
(nonprofit and for-profit organizations), Rules of the Auditor General, as applicable.
3. The CITY, when submitting financial reporting packages for audits done in accordance with Chapters
10.550 (local governmental entities) or 10.650 (nonprofit and for-profit organizations), Rules of the
Auditor General, should indicate the date that the reporting package was delivered to the CITY in
correspondence accompanying the reporting package.
PART III: RECORD RETENTION
The CITY shall retain sufficient records demonstrating its compliance with the terms of this Agreement for a period
of five (5) years from the date the audit report is issued, and shall allow the DISTRICT, or its designee,
DEPARTMENT, CFO, or Auditor General access to such records upon request. The CITY shall ensure that audit
working papers are made available to the DISTRICT, or its designee, DEPARTMENT, CFO, or Auditor General
upon request for a period of three (3) years from the date the audit report is issued, unless extended in writing by the
DISTRICT.
PART IV: RECIPIENT/SUBRECIPIENT VS. VENDOR DETERMINATION
The CITY, as a subrecipient of state financial assistance, must use the Florida Single Audit Act Checklist For Non-
State Organizations - Recipient/Subrecipient Vs. Vendor Determination (Attachment 2), to evaluate the applicability
of the FSAA to non-state organizations to which the CITY provides State resources to assist in carrying out
activities related to this Agreement.
REMAINDER OF P AGE INTENTIONALLY LEFT BLANK
Page 2 of5
Attachment 1
FUNDS AWARDED TO THE CITY PURSUANT TO THIS AGREEMENT CONSIST OF THE FOLLOWING:
State Resources Awarded to the CITY Pursuant to this Al!reement Consist ofthe Followinl! Resources Subiect to Section 215.97. F.S.:
Catalog of
State
Financial CSF A Title State Appropriation
State State Assistance or Category
Program Funding Source Fiscal Year Number Funding Source Description Funding Amount
Number
37350000 Water Protection and 2007-2008 37.066 Water Protection and Sustainability 149931
Sustainability Program Program
Trust Fund
I DISTRICT Resources Awarded to the CITY Pursuant to this Agreement:
$1,977 ,500
Total Award I $1,977,500
-
-
For each program identified above, the CITY shall comply with the program requirements described in the Florida Catalog of State Financial Assistance (CSFA)
fhttD:/lsun6.dms.state.fl.us!fsaalcatalol!.htm]. The purposes for which the funds are to be used are included in the Agreement scope ofworl<:. Any match required by the CITY is clearly indicated in the
Agreement.
Page 3 of5
Attachment 2
FLORIDA SINGLE AUDIT ACT CHECKLIST FOR NON-STATE ORGANIZATIONS -
RECIPIENT/SUBRECIPIENT VS. VENDOR DETERMINATION
This checklist and the standard contract audit language may be obtained electronically from the Executive Office of the Governor's website
(http://www.myflorida.comlmyfloridal government! governorinitiatives/fsaalindex.html).
If a Florida Single Audit Act State Project Determination Checklist has not been previously completed, please complete it
now. (Applies only to State agencies)
This checklist must be used by State agencies to evaluate the applicability of the Florida Single Audit Act (FSAA) to non-
state organizations 1 after a state program has been determined (using the Florida Single Audit Act State Project
Determination Checklist) to provide state financial assistance (Le. is a State Project as defined in 215.97 (2)(r), F.S.). This
checklist assists in determining if the non-state organization is a vendor, recipienUsubrecipient, or an exempt organization.
1 A non-state organization is defined as a nonprofit organization, for-profit organization (including sole proprietors), or
Florida local government (excluding district school boards, charter schools and community colleges), which receives
State resources.
Recipients and subrecipients of state financial assistance must also use this checklist to evaluate the applicability of the
FSAA to non-state organizations to which they provide State resources to assist in carrying out a State Project.
Name of Non-state Organization:
Type of Non-state Organization:
(Le. nonprofit, for-profit, local government; if the non-state organization is a local government, please indicate the type of
local government - municipality, county commission, constitutional officer, water management district, etc.)
Awarding Agency:
Title of State Project:
Catalog of State Financial Assistance (CSFA) Number:
ContracUGranUAgreement Number:
PART A
ill NO
1. Is the non-state organization a district school board, charter school, community college,
governmenUpublic university outside of Florida or a Federal agency?
2. Is the relationship with the non-state organization only to procure commodities (as defined in
287.012(5) F.S.)?
3. Does the relationship with the non-state organization consist of only Federal resources, State
matching resources for Federal Programs or local matching resources for Federal Programs?
4. Does the relationship with the non-state organization consist of only State maintenance of effort
(MOE)2 resources that meet all of the following criteria?
A. Do Federal Regulations specify the requirements for the use of the State MOE resources and
are there no additional State requirements?
B. Do contracts contain sufficient language to identify the State MOE resources and the associated
Federal Program?
C. Do A-133 audit requirements apply to the State MOE resources and do contracts stipulate that
the State MOE resources should be tested in an A-133 audit in accordance with Federal
Program requirements?
2 MOE refers to the Federal maintenance of efforUlevel of effort requirements as defined by OMB Circular A-133
Compliance Requirement G (Matching, Level of Effort, Earmarking).
If any of 1-4 above is yes, the recipienUvendor relationship determination does not need to be completed because the
FSAA is not applicable to the non-state organization.
Revised January 01, 2002
Form Number: FSAA_CL2
Page 4 of5
PART B
Recipient/V endor
Relationship
Determination:
The following should be analyzed for each relationship with a non-state organization where it has been determined that the state
program provides state financial assistance (i.e. is a State Project) and the non-state organization is not exempt based on the questions
above. This relationship may be evidenced by, but not limited to, a contract, agreement, or application.
YES NO
1. Does State law or legislative proviso create the non-state organization to carry out this State Project?
2. Is the non-state organization required to provide matching resources not related to a Federal Program?
3. Is the non-state organization required to meet or comply with specified State Project requirements in order to receive
State resources? (State Project requirements include laws, rules, or guidelines specific to the State Project such as
eligibility guidelines, specified types of jobs to be created, donation of specified assets, etc. Specified State Project
requirements do not include procurement standards, general guidelines, or general laws/rules.)
4. Is the non-state organization required to make State Project decisions, which the State agency would otherwise
make? (e.g. determine eligibility, provide case management, etc.)
5. Is the non-state organization's performance measured against whether State Project objectives are met? (e.g. number
of jobs to be created, number of patients to be seen, number of disadvantaged citizens to be transported, etc.
Performance measures mayor may not be related to State performance-based budgeting.)
If any of the above is yes, there is a recipient/subrecipient relationship and the non-state organization is subject to the
FSAA. Otherwise the non-state organization is a vendor and is not subject to the FSAA.
PART C
Based on your analysis of the responses above and discussions with appropriate agency personnel, state your conclusion
regarding the non-state organization:
(Check one) RecipientlSubrecipient: Vendor: Exempt Organization:
Comments:
Print Name:
Telephone Number:
Title:
Signature:
Date:
Note it is the program personnel's responsibility to notify Finance and Accounting of which non-state organizations have
been determined to be recipients and are receiving state financial assistance (Le. disbursements must be coded as 7500
object code in FLAIR).
Note it is possible to have a contractual agreement with a non-state organization under Chapter 287, Florida Statutes, and
still consider the non-state organization a recipient under the Florida Single Audit Act.
If a recipient/subrecipient relationship exists the standard contract audit language, including Exhibit 1, must be included in
the document that established the State's, recipient's, or subrecipient's relationship with the non-state organization.
Questions regarding the evaluation of a non-state organization or if it has been determined that the non-state organization is a recipient and a CSF A
number has not been assigned, contact your FSAA State agency'liaison or the Executive Office of the Governor, Office of Policy and Budget, Budget
Management Policy Unit at (850) 487-3832 or Suncom 277-3832. Reference may be made to Rule 27D-I, F AC.
Revised January 01, 2002
Form Number: FSAA_CL2
Page 5 of5
AGREEMENT NO. 08CS0000026
EXHIBIT "E"
MINORITYIWOMENOWNED AND SMALL BUSINESS UTILIZATION REPORT
Projects receiving $100,000 or more in cooperative funding from the Southwest Florida Water Management District require the
submission of the following information within 30 days of any amendment increasing project funding and with the final invoice.
Questions regarding use of this form should be directed to Contracts Administration, Phone (352) 796-7211 ext. 4132.
INDICATE THE ONE CATEGORY THAT BEST DESCRIBES EACH ORGANIZATION L1STED*
Cooperator: BUSINESS CERTIFIED MBE NON-CERTIFIED MBE UNKNOWN
CLASSIFICATION
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NAMES OF CONTRACTORS AND TOTAL AMOUNT PAID
SUBCONTRACTORS UTILIZED
* 0 Our organization does not collect minority status data.
Signature
Date
Print Name and Title
16.00-026 (01/07)
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