COOPERATIVE FUNDING AGREEMENT FOR CLEARWATER DEL ORO GROVES RECLAIMED WATER PUMPING - TRANSMISSION AND DISTRIBUTION PROJECT (L053)
; Clearwater
From:
Cynthia Goudeau
Jerry Wells
u
Interoffice Correspondence Sheet
RECEIVED
JUL 16 2004
To:
CC: OFFICIAL RECORDS AND
~tGiSLATIVE SRVCS DEPT
Date: July 15, 2004
RE: Clearwater Del Oro Groves Reclaimed Water Pumping, Transmission, and
Distribution Project (L053)
I received the attached original document today and I am forwarding it to you. I have made
copies of this document for our personnel including Keith Bush and Sara Agrait. Is there
anyone else that you know of that should receive a copy? If so please let me know. Thank
you for your help in this matter.
If you have any questions please call me at extension 7226.
JWI attach.
An Equal
Opportunity
Employer
Watson L. Haynes II
Chair. Pinellas
Heidi B. McCree
Vice Chair. Hillsborough
Judith C. Whitehead
Secretary. Hernando
Talmadge G. "Jerry" Rice
Treasurer. Pasco
Edward W. Chance
Manatee
Thomas G. Dabney
Sarasota
Maggie N. Dominguez
Hillsborough
Ronnie E. Duncan
Pine lias
Ronald C. Johnson
Polk
Janet D. Kovach
Hillsborough
Patsy C. Symons
DeSoto
David L. MOOI'e
Executive Director
Gene A. Heath
Assistant Executive Director
William S. Bllenky
General Counsel
Southwest Florida
Water Man~gement District
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Bartow Service Office
170 Century Boulevard
Bartow. Florida 33830-7700
(863) 534-1448 or
1-800-492-7862 (FL only)
SUNCOM 572-6200
Lecanto Service Office
3600 West Sovereign Path
Suite 226
Lecanto. Florida 34461-8070
(352) 527-8131
SUNCOM 667-3271
July 6, 2004
Mr. Jerry Wells
Public Utilities Coordinator
City of Clearwater
Post Office Box 4748
Clearwater, Florida 33758-4748
2379 Broad Street, Brooksville, Florida 34604-6899
(352) 796-7211 or 1-800-423-1476 (FL only)
SUNCOM 628-4150 TOD only 1-800-231-6103 (FL only)
On the Internet at: WaterMatters.org
Sarasota Service OffIce
6750 Fruitville Road
Sarasota. Florida 34240-9711
(941) 377-3722 or
1-800-320-3503 (FL only)
SUNCOM 531-6900
Tampa Service Offtce
7601 Highway 301 North
Tampa, Florida 33637-6759
(813) 985-7481 or
1-800-836-0797 (FL only)
SUNCOM 578-2070
Subject: L053, Agreement Number 04CON000069
Dear Mr. Wells:
Enclosed is one fully executed original of the Cooperative Funding
Agreement Between the Southwest Florida Water Management District and
the City of Clearwater for the Clearwater Del Oro Groves Reclaimed Water
Pumping, Transmission, and Distribution Project (L053).
If you have questions, please call me at (352) 796-7211, extension 4196, or
contact me by email: anthonV.andrade@swfwmd.state.fl.us.
Sincerely,
----~
~
....~
Anthony J. Andrade, Project Manager
Conservation Projects Section
Resource Conservation and Development Department
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Enclosure (1)
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ORIGiNAL
AGREEMENT NO. 04CON000069
COOPERATIVE FUNDING AGREEMENT
BETWEEN THE
SOUTHWEST FLORIDA WATER MANAGEMENT DISTRICT
AND THE
CITY OF CLEARWATER
FOR THE
CLEARWATER DEL ORO GROVES RECLAIMED WATER PUMPING,
TRANSMISSION, AND DISTRIBUTION PROJECT (L053)
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 112 South Osceola Avenue, Post Office Box 4748, Clearwater,
Florida 33758-4748, 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 the design and construction of three reclaimed water
pumping stations, transmission mains and distribution piping in the Del Oro Groves area of
the CITY, hereinafter referred to as the "PROJECT"; and
WHEREAS, the DISTRICT considers the PROJECT worthwhile and desires to assist the
CITY in funding the PROJECT.
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 below:.
Project Manager for the DISTRICT:
Anthony Andrade
Southwest Florida Water Management District
2379 Broad Street
Brooksville, Florida 34604-6899
Project Manager for the CITY:
Lou Badami
City of Clearwater
1650 North Arcturas Avenue
Clearwater, Florida 33765
Page 1 of 7
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 4,
Contract Period.
1.2 The DISTRICT's Project Manager is authorized to adjust a line item amount of the
Project Cost contained in the Project Plan set forth in Exhibit "B" or, if applicable,
the refined budget as set forth in Paragraph 3.1 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 Project
Plan, except as provided herein, 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 Project Plan 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 Governing Board 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.
3. FUNDING. The parties anticipate that the total cost of the PROJECT will be Six Million
Three Hundred and Seventy Thousand Dollars ($6,370,000). The DISTRICT agrees to
fund PROJECT costs up to Three Million One Hundred Eighty Five Thousand Dollars
($3,185,000) and will have no obligation to pay any costs beyond this maximum amount.
The CITY agrees to fund PROJECT costs up to Three Million One Hundred Eighty Five
Thousand Dollars ($3,185,000) 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 The DISTRICT will reimburse the CITY for the DISTRICT's share of the PROJECT
costs in accordance with the Project Cost contained in the Project Plan 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
Page 2 of 7
such contract( s) will refine the amounts set forth in the Project Cost 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 Florida 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 no more often than
monthly at the following address:
Accounts Payable Section
Southwest Florida Water Management District
Post Office Box 1166
Brooksville, Florida 34605-1166
3.2 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., as may be amended from time to time, and District Procedure 13-5,
attached hereto as Exhibit "C."
3.3 The CITY will not use any DISTRICT funds for any purposes not specifically
identified in the above Scope of Work.
3.4 Each CITY invoice must include the following certification, and the CITY hereby
agrees to delegate authority 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 Clearwater Del Oro Groves Reclaimed Water Pumping,
Transmission, and Distribution Project (L053) agreement between the
Southwest Florida Water Management District and the City of Clearwater
(Agreement No. 04CON000069 ), are allowable, allocable, properly
documented, and are in accordance with the approved project budget."
3.5 The DISTRICT will have no obligation to reimburse the CITY for any costs under
this Agreement until construction of the PROJECT has commenced.
3.6 DISTRICT funding of the PROJECT will occur in DISTRICT fiscal years 2004 and
2005. DISTRICT funding for FY2004 will be in the amount of Two Million Sixty
Five Thousand Dollars ($2,065,000). The remaining funds, up to the DISTRICT's
funding commitment, are anticipated to be available in FY2005. The DISTRICT's
performance and payment pursuant to this Agreement is contingent upon the
DISTRICT's Governing Board appropriating funds for the PROJECT
Page 3 of 7
4. CONTRACT PERIOD. This Agreement will be effective November 1, 2003 and will
remain in effect through December 31,2008, unless terminated, pursuant to Paragraph
3.6 above or Paragraph 8 below, or amended in writing by the parties.
5. 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 three (3) 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.
6. REPORTS. The CITY will provide the DISTRICT with copies of any and all reports,
models, studies, maps or other documents resulting from the PROJECT.
7. 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 its officers, employees, contractors and agents related
to its performance under this Agreement. Nothing herein shall be deemed a waiver,
express or implied, of either party's sovereign immunity under Section 768.28, F.S.
8. 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. To initiate termination, the
terminating party must 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.
9. 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 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.
10. 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.
Page 4 of 7
11. PERMITS AND REAL PROPERTY RIGHTS. The CITY must obtain all permits, local
government approvals 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.
12. LAW COMPLIANCE. Each party will comply with all applicable federal, state and local
laws, rules, regulations and guidelines, related to performance under this Agreement.
13. 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.
14. DISADVANTAGED BUSINESS ENTERPRISES. The DISTRICT expects the CITY to
make good faith efforts to ensure that disadvantaged business enterprises, which are
qualified under either federal or state law, have the maximum practicable opportunity to
participate in contracting opportunities under this Agreement. Invoice documentation
submitted to the DISTRICT under this Agreement must include information relating to
the amount of expenditures made to disadvantaged businesses by the CITY in relation
to this Agreement, to the extent the CITY maintains such information.
15. ASSIGNMENT. Neither party may assign or transfer its rights or obligations under this
Agreement, including any operation or maintenance duties related to the PROJECT,
without the prior written consent of the other party.
16. 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.
17. THIRD PARTY BENEFICIARIES. Nothing in this Agreement will be construed to benefit
any person or entity not a party to this Agreement.
18. 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.
19. 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
Page 5 of 7
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.
20. 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.
21. 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.
22. 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," and
then to Exhibit "B."
Exhibit "A"
Exhibit "B"
Exhibit "C"
Special Project Terms and Conditions
Project. Plan
District Travel Procedure 13-5
The remainder of this page intentionally left blank.
Page 6 of 7
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 F ORIDA WATER MANAGEMENT DISTRICT
CITY OF CLEARWATER
~~ BY:~LJ.J
Bill Home, City Manager
s/J t/!o t
/ Date
rian J Aungst
Mayor
~.
ATTEST:
~ 4~~~~~
~y~ E. Goudeau. C. y erk
COOPERATIVE FUNDING AGREEMENT
BETWEEN THE
SOUTHWEST FLORIDA WATER MANAGEMENT DISTRICT
AND THE
CITY OF CLEARWATER
FOR THE
CLEARWATER DEL ORO GROVES RECLAIMED WATER PUMPING,
TRANSMISSION, AND DISTRIBUTION PROJECT (L053)
DISTRICT APPROVAL INITIALS . 'i'~Tl.l
LEGAL ~ ~
RISK MGMT N/A
CONTRACTS ~
DEPT DIR
DEPUTY EXEC DIR
GOVERNING BOARD
Page 7 of?
AGREEMENT NO. 04CON000069
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 Project Plan 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
November 1, 2003 for the initial pumping design, and no later than May 30, 2004 for
the full PROJECT design.
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 bid 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 have the sole authority in directing 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.
Page 1 of 7
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, 2004 and will complete the PROEJCT BY December 31, 2007.
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.
7. RECLAIMED WATER OFFSET REPORT. The CITY must submit a report, three
years after PROJECT completion, documenting that at least fifty percent (50%) of the
PROJECT's reclaimed water, offsets existing or planned ground water or surface
water withdrawals under normal operating conditions. The report will show the
average annual daily flows three years previous and three years post reclaimed water,
and the number of active reclaimed water customers. 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. 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, 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 seven 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.
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
continue to provide for the necessary enforcement, of the CITY's existing ordinance
requiring dual distribution (potable and reclaimed) lines in new developments within
their reclaimed water service area.
Page 2 of 7
B. Prior to submitting the first invoice for DISTRICT reimbursement the CITY will
continue to provide enforcement of the CITY's existing ordinance that requires 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 utilized 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 Project Plan set forth
in Exhibit "B."
D. Prior to submitting the first invoice for DISTRICT reimbursement the CITY will be
significantly in the process of installing reclaimed water meters within the
PROJECT service area identified in the Project Plan set forth in Exhibit "B." A
minimum ofa master meter per subdivision will be required. The CITY will
maintain said meter(s).
10. EDUCATION PROGRAM AND APPROVAL. The CITY will continue their existing
customer education program promoting the efficient use and conservation of reclaimed
water. Plans for the program are included in the Project Plan set forth in Exhibit "B."
The CITY must obtain the DISTRICT's approval of new or revised educational material
prior to proceeding with implementation of the PROJECT. The DISTRICT will not
unreasonably withhold its approval. The education program will continue to be
implemented prior to reimbursement from the DISTRICT.
11. REQUIRED RECLAIMED WATER CUSTOMERS. Priorto any reimbursement by the
DISTRICT, the CITY will have written agreements with reclaimed water customers to
provide for at least fifty percent (50%) of the PROJECT's proposed reclaimed water
offsets of existing or planned, ground water or surface water withdrawals, under
normal operating conditions. Written notification that such agreements have been
secured will be provided to the DISTRICT's Project Manager.
12. RECLAIMED WATER GIS REQUIREMENTS. Reclaimed water facility information will
be delivered to the DISTRICT as four separate Arclnfo coverages or ESRI shapefiles.
Page 3 of 7
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 coverages are designed to be developed using heads-up digitizing techniques
from 1 :12,000 digital orthophotos. Higher accuracies are permissible, but the attribute
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 coverages will be delivered as Arclnfo EXPORT or
shapefiles files on new 8mm tapes or CDROMs. If approved in writing, transfer via
Internet FTP will be accepted. The following coverages 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).
Page 4 of7
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
TREAT LEVEL
40, 40, C Name of treatment plant.
3, 3, C Treatment level:
ADV Advanced.(AWT).
SAD Secondary treatment with filtration.
SEC Secondary treatment.
FT Full treatment.
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.
Page 5 of 7
LINE_FUNDING 1, 1, C
Reclaimed Water Storage Areas
Is funding provided by the District for this line?
V Ves
N No
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
POND
TANK
ASR
STORAGE_FUND 1, 1, C
STORAGE_STAT 2,2, C
Reclaimed Water Users
Coverage Name: RWUSER
Type of reclaimed water storage facility:
Pond or uncovered tank.
Tank.
Aquifer storage and recovery.
Is funding provided by the District for this facility?
V Ves
N No
Current status of storage facility:
EX Existing.
PR Proposed.
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.
Page 6 of 7
Coverage Type:
POL VGONS
Items in addition to default attributes for Arclnfo line coverages.
USER_NAME 60, 60, C Name of the reclaimed water user at that location.
USER_TYPE 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.
QUANTITY 4, 12, F, 3 Estimated annual daily average amount of reclaimed
water used, in millions of gallons per day (MGD).
USER_STATUS 2,2, C Current status of water user:
EX Existing user.
PR Proposed user.
USER_STORAGE 1,1, C
Onsite reclaimed water storage.
V Ves
N No
The remainder of this page intentionally left blank.
Page 7 of 7
AGREEMENT NO. 04CON000069
EXHIBIT "B"
PROJECT PLAN
CLEARWATER DEL ORO GROVES RECLAIMED WATER PUMPING,
TRANSMISSION AND DISTRIBUTION PROJECT (L053)
NARRATIVE:
This PROJECT is for the continued expansion of the CITY's reclaimed
water system. The PROJECT will include reclaimed water pumping,
transmission and distribution facilities to expand service to the area of Del
Oro Groves, and pumping facilities along Drew Street and Union Street in
the CITY.
PROJECT INFORMATION
1. TYPE OF PROJECT:
This PROJECT includes the design and construction of reclaimed water pumping,
transmission mains and distribution facilities to serve the expanding reclaimed water
service in Del Oro Groves, and pumping facilities along Drew Street and Union Street.
2. PROJECT OBJECTIVE:
The CITY's objective is to develop systems and facilities that will provide for the
beneficial use of reclaimed water for irrigation and other approved non-potable uses.
This will require the construction of transmission mains, pumping facilities, storage
tanks, and distribution piping systems to provide access to the system customers. The
PROJECT described in # 3 below will assist the CITY in attaining the goal of building a
citywide reclaimed water system.
The implementation of the citywide system will be accomplished in a phased method
over a 20-year time frame. Full implementation of the system is anticipated to
measurably meet the potential irrigation demand in Clearwater, estimated to be 23.0
mgd and to reduce wastewater effluent discharge to Tampa Bay and Clearwater Harbor,
which presently has a combined surface water discharge of 15.5 mgd.
3. PROJECT DESCRIPTION:
1. A PROJECT location map for the Del Oro Groves area is attached as Figure 1.
The attached Figure 2 shows the booster pump station along Union Street.
2. The PROJECT includes:
. Three new reclaimed pump stations
1) A 3.5 mgd, pump station with 3-150 horsepower pumps at East APCF,
including 24" connection piping, controls and necessary appurtenances.
Page 1 of7
2) A 5 mgd, pump station with 3-200 horsepower pumps at Del Oro Park
near Drew Street, including 24" connection piping, controls and
necessary appurtenances.
3) A 2 mgd, pump station with 3-75 horsepower pumps at Union Street,
including 16" connection piping, controls and necessary appurtenances.
. 14,000 linear feet of 8" to 12" diameter reclaimed water transmission mains
. 30,000 linear feet of 4" to 6" diameter reclaimed water distribution system
mains
3. This PROJECT will provide reliable delivery of up to 740,000 gpd of reclaimed
water to the Del Oro Groves area. Capacity will be provided in the transmission
systems for additional future flows.
4. The reclaimed water flow provided by these improvements will support the offset of
potable water use and groundwater withdrawal of approximately 370,000 gpd.
5. There are approximately 600 residential, 20 commercial and 2 recreational
customers to be served by this PROJECT.
6. The CITY of Clearwater lies within an area designated by the Southwest Florida
Water Management District (SWFWMD) as a water caution area. Presently,
Clearwater is under water use restriction, limiting the use of groundwater resources
for irrigation.
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 discharge of
effluent water to Tampa Bay.
. This PROJECT will help meet Pinellas-Anclote Basin Board Priorities by reducing
groundwater withdrawal, reducing pollutant loading to Tampa Bay, and to help
recharge surficial 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 National
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 Reclaimed Water Master Plan
prepared by McKim & Creed, P.A. on behalf of the CITY.
. The PROJECT is included in the CITY'S Capital Improvement Plan.
Page 2 of 7
5. MEASURABLE BENEFITS:
This PROJECT will support the delivery of over 740,000 gallons per day (gpd) of
reclaimed water to the PROJECT area. The expansion of reclaimed water service to
these areas will offset an estimated 370,000 gpd of current potable water and
groundwater used for non-potable uses.
The total estimated cost of this PROJECT is $6,370,000. The portion of the PROJECT
that is eligible for Cooperative Funding is $6,370,000 of which the DISTRICT is
requested to fund 50 percent or $3,185,000. The cost/benefit ratio for the total
PROJECT cost using an 8% annual interest rate amortized over 30 years is $4.15/1000
gallons.
6. DELlVERABLES:
.
Bi-Monthly Design/Construction Status Reports
.
Preliminary PROJECT Design
.
Construction Bid-Packages
.
Construction Contract for SWFMWD Approval
.
Construction Completeness Letter From the Public Utilities Director
.
Reclaimed Water GIS Information
.
Reclaimed Water Offset Report
7. PROJECT COST:
The total PROJECT cost is estimated to be $6,370,000 categorized as follows:
PROJECT
TOTAL CITY DISTRICT
Design and Permitting $ 640,000 $ 320,000 $ 320,000
Pumping $3,303,400 $1,651,700 $1,651,700
Transmission $ 906,600 $ 453,300 $ 453,300
Distribution S1,520,OOO S 760,000 S 760,000
Total $6,370,000 $3,185,000 $3,185,000
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 projects are included in
the adopted Capital Improvement Plan.
Page 3 of7
8. COMPLETION SCHEDULE:
Initial Pumping Design Commence................... .................. ..November 1, 2003
Full Design and Permitting Commence................................................ May 30,2004
Construction Commence ............................................................ December 31,2004
Complete Pump Stations Construction ...................................... December 31 ,2006
Complete Construction ............................................................... December 31,2007
Agreement Termination .............................................................. December 31 , 2008
9. IMPLEMENTATION:
The City of Clearwater's Public Utilities staff will be responsible for implementing this
PROJECT. The CITY will utilize its reclaimed water Engineering Consultant to design
the systems and will construct the projects 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
Lou Badami, Water Superintendent & Reclaimed Water Coordinator
City of Clearwater
Post Office Box 4748
Clearwater, Florida 33758-4748
(727) 562-4960
Secondary Contacts
Andy Neff, P.E., Public Utilities Director
City of Clearwater
Post Office Box 4748
Clearwater, Florida 33756-4748
(727) 562-4960
Street Lee, P.E., Project Manager
McKim & Creed, P.A.
601 Cleveland Street, Suite. 205
Clearwater, Florida 33755
(727) 442-7196
11. ADDITIONAL INFORMATION
The CITY agrees to meet all DISTRICT reclaimed distribution requirements for this
PROJECT as follows:
Page 4 of 7
Poli~ to guarantee customer participation and a minimum of a 50% c-nnnection rate
within one year of completion of PROJECT
. The CITY guarantees a 50% connection rate within one year of completion of the
PROJECT. The policy for enforcing connection is per CITY ordinance Sec. 32.376,
which states "no person shall use potable water for irrigation through a new or
existing lawn meter on property where reclaimed distribution facilities are available".
A mandatory availability fee of $9/month per connection, is in place, resulting in
100% participation. Potable irrigation is .oat allowed. In the event a person does
not comply, potable service will be disconnected after a series of letters and talking
to the customer.
Education pmmoting the efficient use of reclaimed water
. The CITY provides education on reclaimed water and conservation on the CITY's
TV channel, and web site, with a link to the 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. The CITY provides
each reclaimed user with a reclaimed water policy manual that they must read and
sign for before service is provided. Information is provided at homeowner meetings,
in billing stuffers and through our monthly utility insert message.
Ordinanc-.8 requiring efficient use of reclaimed water
. The CITY requires efficient utilization of reclaimed water. To conserve the reclaimed
water resource daytime restrictions on watering with reclaimed water are included in
CITY ordinance Sec. 32.383, which states "To conserve the resource, no irrigation is
allowed by use of reclaimed water is allowed between 10:00 a.m. and 4:00 p.m. on
each day of the week. When applied, reclaimed water should be used only to the
extent necessary for irrigation needs of lawns, gardens, and individual plants...". The
CITY will install master meters on subdivisions and will monitor usage and
discourage overuse through a variety of methods to guarantee the PROJECT
achieves at least a 50% offset efficiency.
Ordinance requiring dual distribution lines in new developments within reclaimed water
servic-.8 areas
. The CITY is developing and will pass an ordinance stating " all new developments
within the CITY that will be receiving reclaimed water within 7 years will be required
to install dual distribution lines (reclaimed and potable) as part of the development.
Page 5 of 7
~ 1(2 ! 1 1(2
SCALE IN MILES
LEGEND
4" RCW PIPING
8" RCW PIPING
24" RCW PIPING
- - - - EXISTING RCW PIPING
t1l
P-4
2
I
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~ //>< /--^-""'^..."......-/
IEJ J;:/(' . ....~:
/ ~IO~;;:~:
J -;;//~~ U
'~"lc:::~,~IJ2JCJ .1 ~ I
"'.~. ,< .7.. I /.n_c.~~.~....................~..... I,
.:.'~o// /d:~) _
rr'~~/'" "~ .--q... \ I
I Lt?;:/::_c:,:::=dL~4,' C___. i [-. 1 r-=:J I
"'7;=====:'-== I) .r-..~~J r-i I r---u ~
-c I r--~ ~~
_~~AJ: - ~
.... .I.... .... tlN!W B'IIEET . ,-------..
__L___________ _~_~~
.1t~' ~__~ L~- ~! . -~ Af'r
^ '< " , [ I 1'/ ( ~
v /J"", . _._ .JLJ J I I '\...../1
if r-T---r-Tl I I!
I ~
I :1 "'--EXJSTNa ACW ~
~
I~
J
r--.
~
o
\0
Q)
DEL ORO AREA RECLAIMED WATER SYSTEM
SWFWMD FY2004 COOPERATIVE FUNDING
_Ill
_Ill
-...
- IllY
--
CITY OF CLEARWATER
1
:2
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1.(2 ! 1 1(2
SCAlE IN MUS
LEGEND
16" RCW PIPING
EXISTING RCW PIPING
2
I
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\. I..!l.b
\ ,
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PJ.....
r'--~'~ ......~.<. i.<...............i.. .
1 --::. - - ~
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I. i .4" i L 8"SL f) 4"
1 " l - 1 1 L
I. 4 I. (,,..~._ i._..._____..__.. -.-. __l.. ..;-;;;;.~
' ,.- I r;-~.:::; 1 - - - - - - · -'-'
'.-~-----... (~. ~-' 1111-4 "1 r,---".---~----;;;"lID 1
r-----", '-...... '-..-: I ': l.___--' II 4 G--'::L_J ~
I "--':':='-'-==-14- - ;"l11~~~I-ll U~-~ ~~ f -4~
I t -.J I-:~r-~ ~J
=1 ~- ~.::J~~__ltt._~::S.~--
:i R\ '0 UNON 8'I'fI!EI'
I '<=-~==== I . 2) 0
! 0
_, r--
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DEL ORO AREA RECLAIMED WATER SYSTEM
UNION STREET BOOSTER PUMP STATION
SWFWMD FY2004 COOPERATIVE FUNDING
CITY OF CLEARWATER
-...
CHIllED...
.........
......
.... -
--
,."
2
AGREEMENT NO.04CON000069
EXHIBIT lie"
PROCEDURE
SOlJTBWEST nORmA WATER MANAGDfEMT DlSTRlcr
NUMBER.: 13-5 PAGE: 1 oft6
TITLE: TRAVEL
SECTlONIDEPAR
APPROVED:
G &; PINANClALREPOR.TINGlFINANCE
DA"l'E: 08130196 SlJPEJISBDES: 13-5 Dated 06101/96
The travel procedures for the District sbaIl follow gau:ra1ly aa:epted tmve1 procedures for state
agencies, to tho extent piactic:ablc, and comply with the legislative intent of Chaptcn 112 and 373,
. Florida Statutes.
AUTHORITY TO INCUR TRAVEL EXPENSES: Any traveler of the District must be
authorized in advance to mcur travel expenses for the public Pmpose through a properly executed
Travel Authorization form, Board Consent Agenda or Boarcl Policy.
PUBLIC PURPOSE: The public PUlpOse test for trave1 is that it m1Ult he aeceaary to eo.daet
oftldal DIstrIct haslness.
. .
AUTHORIZED TRA VJr.l.Jr.U; Any person who. bas received advmc:e authorization in
t"hn3pliAft(".fI! with Board Policy 130-5 to iDem travel m:cessary to perfwu official District busiDess
under one oftha followiug categories:' .
. GovemiDg and Basin Board members
. Executive Director, Assistant Bxccutive DiredDr, Deputy. Eucative Directors and General
Couuael
. Employees in a BOIId authorized regular, part-time or tem9Qlaty position declanlCi to be in tmvel
status by their Director or the Dir=tor's autbmized representative.
. Candidates for a IDII118pID.eI1t or professicmal position. Must be authorized by ~ DepartmeDt
Director upon coordiDation with Human Raoun:es.
. Individuals requested to contribute time ad scrvic:es asa c:oDSDltaIit or advisor or as an advi80Iy
committee member. Must be lP1tJJorized by the Executive Dm:ctor or Assistant Executive
Director or desigaee.
TRA VEt DAY: A period oftweD1y-fOur (24) boms c:cmsistiDg of four equal quarters of six (6)
hours each, which shall be a calP.nlftno day (1nidnipt to 1!Ijdn;gJtt).
TRAVEL PERIOD: The period betw~ tho time of departure and the time of.return. A
cnnrinuous tmve1 period consists of all "to" and 1Ifiam" points traveled in ~sion without a bnlak
in public purpose.
I
I
PROCEDURE
SOUTBWBST J'LOUM, WADIlJUNAGDJENT DJS'11DCT
OFFICIAL HEADQUARTERS: This is tile ofticc:. field office C1I J~"D whae tile tmvc1a'is
normally asiigoai and ftom which that poDOll pcr1ixms b majority of bisIhcr duda. Ead1
employ:o's official beadquartas ~ be the same as that mmcatfd in the iUC& marked
nLO~nON:" onhiillu:r poaition dcserip1ion. except chat: .
a) The official ~.ofan employco~ in the field. sball be the eity ortowll neaICSt to.
the area when: the lD4iority ofhislha' work ist-~-"~. or JUdi odIcr city. tDWD., or Ilea IS may
be desigpated by-the Diatrict provided that in an c:ucs such dajl"~ must be in the beat
m~tmthe~_~bb~mthe~
b) Whc:n any empJ.o,a is Ita1ioDed in my city. 1DWII. or lacaIity for a pcricd of OVal" 30 Cnul;...~OU8
wozkdaya, such 1oca1ion aball be dr.....-t to be tbI:ir official headquartcn. aDd tbay 8ball DOt be
allowed per diem or subsiltcnc= after the said period of 30 ~oua workdays baa c1apIcd
unless this period of time is ~~ by the ~ appmwl of the Executive Director or
ck:sipc.
c) When in the best int.arest of the District, cmplaycea may idmitify 1bar hame addraa as "point
of originl' for.a specific 1rave1 paiod ifapprovcd by tbcir sapcrvi.Ior on tbI: uaYCl aathori_on
fonn. It is in the beat interest of1hc District wbal1be c:mpJoyIle's hmDD is DURll'tha poiDt of
dcIri..,,m~ tba1l hiIIha' official headquarters. If departure from hama is b tIu: cOnYcmienee of
the employee and further from tho poim of cIari'l't.n"4l dum. tbG nflfidal hadquutcrB, the
reimbuJ-11l!!ftt will be authnti~ fbr die CODIIttIICtive di~ ftom tbD official hadquutcrB to
the point of dntiDation (the laser oftbD two).
'1"hD official hcadquartcn of Govcmin& and Buill Board -..kcn is their homa addnlsa.BOIId
wnembers will be:reimbursed for adual muad trip Mi-.. Dam 1bm !JaaD IddIautD thc datinttrinft
whca tiavclina on DiItrict })I..in-. To ......hU... die mil..... Baud ----... may psavide tba
odometer teadiDa tor a JOlIDd trip to tbar ......... .... ~I) 1bBowiDc tIuir fiat trip to that
cJatintrtioa_ If Board m_hma chaDp 1bIir biJmIl addraa duriq tbar term iD ofih:c, tbo milcap
shall be ~ byprovidiDs aptJ1~ 0d0___1'CIdiD&~ltbD date cbaDp 0I:CIJIRd. .
TRAVEL AllTBOJUZATION:. 1his fbrm ... be 1JSIld by aU District c:mployeea for !be
foUowiq puIpOlCI:
. To obtain authorization to 1raVc1 aad iDcur trawl MlaaI:d cxpc:DICa (jDduda tpainmg ~
\XIP-iJ1~ at otbar Diatdct oftica)
. Ton:qucatmaia~1i:e~
. To reqw=st tawalldvaDccs.
I
. PROCEDURE
SOI1'DlWl:SrKO" w",'DRM.UfA.GDIDIT DJSTaI'CT
N1JWBD:- 13-5 PAGE: 3 011'
11TLE:. TRAVEL . ,
SEcnONIDEJI~: ACC~~'!NANCIALREPOR.TINGlFINANCE .
AP'.O~D: ~ . ~.. DAD: 08130I96 stJPDSIDD 13-5 Dated 06101/96
TRAVEL AUTHORIZATION (CGlltIIIud):
Govcming Board m~ must. 1IIC the uawl lIIIthnriZltiQQ ibml for prior approval of
aolHChedDled travel oufsido the District iftr.1ndina ~- at ~-..&:ClI Or CODVCDDODS. All
scheduled travel for Govc:miDc Board ~hmos outside the Di8trict iDcludina attf!ndmt~ at
cod:ra1ces or COJIVCD1iaas n:quircs prior ""pio.- dImuab the CODIt!Dt apada of a n:suJar IIlQRtll~
Govcmiug Board meeting.
Basin Board members must use 1be travel authoriza1icm farm fur prior approval of all tlaVcl
(including to GovcmiDg B~ard mectmas> otha' tbau travel to B8IiD ~"P
CODIUltama aDd advisors sball be authoriad as t'raVdaD oflbe Dimict 1DIdI:r thc tams of II c:amra=
or agrcc:mcnt executed by the Eucutive Duector or Jt lIlIi~. ~~"""'~ Direl:tar.
,
Advisory co~ mambcm sba11 be lI1l1horized II 1IaVdcra of 1bI: DiItrict by blaDDt travel.
.authmization wi1h attlehed list of all individuaIa ~ by 111I; EDcutive Director to ac:rve 011 ~
cnnnuittce. 1'hia liating shall be updated by tba 'P.Y--.aive Dc:pIrtuumt wIum mcmbas arc mueved
or added to tbI: lilt. .
Employmem esnrijqllte. far mllnS\pnumt or ptO~.l poai1iaas sball be aut1t~ ll1raVelcra
of the District under a 1ravelllutbPri-ti~ ibrm pzapm:d by 1be HDmm RaIOurc:ea DcpamDaa&
rqnscntativc at the tiJml1lavcl1lP"P"'fl.'ftfll in DIIIdc. 11u: Tm:vel Voucher form will also be
prcpated by the ~~ I.csouRzs DcputmaDt IepRllICIdaUvc in ccmjunction with the typo of
rcimbuD~ ap:ed to by the ~~ CDUfi~ will be aakcd to'sip. the A1tth-'-ti0ll aad
travel voucher fmma 1IpOD m:iftlibr ... iDtIniew.
The form must define the public puIpOIC aad whlde .wn...lIfi<m" data of trawl, mode of
traIUIparta'ticm, estimated coat _ 1~..d -wavval1mthn.i1y sipldUla prior to sc:blld1diwK the
tr.IvcL lhc'~ founmastbc typed or ~ miDk. A copyoftbe:fully auc:utcd TAw!
AuthadzatioD must be OIL'. in the tmwlcn cIepumu:nt ,riar to ~twg for aIltmwl pupa_
aDd n=main on file far the QID'CDt fiIca1 year piu aac year.
BLANKET T1lA VEL AVTBOlUZAnON: If lID cmp1oy= uavels rcauJady tbr wuri:
asaip"'l!IIt!l to a partk:uJar lDc'~ or similar 1~. a 1Ih1~ travel ~nft:b:m IbaaJd
be completed 10 cover the cummt fisc:aJ: year (or 1~..d 1Ia'nl period for tho -".,.....-q) IIUi
pJacod on :file in thc.Fimau:c DepadmcDt. '11u: b:m must be aipd by 1be tr&vcI&r mci aD required
approval ...lthnrities.
PROCEDURE'
SOUl1lWBST fLOlUDA WADllIrIANAGDIDIT DlmUC'r
:.
TITLE: TRAVEL.
SECI1ONJDEP~: A
APPROVED: .lJf..hA. .
NmBER: 13-5 ,AGE:" of16
UN11NG & FlNANCAL llBPOR.TINGJPINANCE
DAD: 08130196 son'!lU'ft1:$t 13-5 Dated. 06101196
BLANKET TRAVEL ADTBOBIZATION (,....~:
· The completed avel authcrizatioD foan shaU iadic:atc an .u uecctcd. 11atus.
· The: white ad pink copies of the 1ravcJ lU1thnri7Jmou fonD must be submitted to the Accounts
Payable section of the FiDauce ~ fix'tIIe Fmauce file ofn:cord. The ycl10w copy must
be ICtaiucd in tha traVcIa's dr:partDu:Dt file tbr1ba cum:Dt ffscal year plus ODe year in camplim:c
with the S1ate htad:ion SclWftlle,
· Each time: a Travel Voucha' is ~ed utili'""'g a hl...1rP.t travel autborizaticD. the Uavr:1cr
must rofeRnce the-TA HNjJJJJl on tbr: Tmvel Voucher' bm.
. A !D8lIter blaDJra travel authnri-nnn may be $.J...~ to ccm:r aIllccatKms within the District
bou-ndarics, although, far mp1ar worlt assiprml!fttlll outside District botlftmmfl$ a' sepamtc
"bhmkct". travel ~rization will be mquin:d.1Or eaCh spcc:iiic loc:ation. .
. Blanket travel au1hnri'Pfioas do DDt jndiea,te tha poiDt of origin. nu: 1nmd voUcbm' submittad
for this type of1lave1 wiD ~t the poiDt of aricin approved by the sapervisar.
SIGN.ATUllES UQUIllED FOR T1IA VEL All"IHOlUZATION: TJuJ tlaVClcr 111_ lip the
fomi in ink and Sr:clJl'e the appIopIiate approval mdImity Dgaaau:a 18 iPdf~tM No 0DCl may
cun:iaa aignitun autbority far lti_-Ifor ~ Dtbr:r, IIppRJWl of a hi&br:r 1cvcl of amhority DI1IIt
be ob1aiDcd.
. TRA VU .1m- GovemiDc BoaniDllDllbca (MlIlui&..d for JlDB-Id&edaled travel outside DiatriGt
inel1Jdmg ~~ or CDIMlDtioas oaly)
AP'PROV AI. SIGNATURE 1lEQUIlO:D: Gcm:miDa BoaJd OIainnan or V= Chaimum.
. TRA WI,~: Baain Boani "'Ift'ftNq (DqUiIai for all tzavd i1u:l11ding GowmiDI BOIIl'd
mr:etiDp; DOt ~..1Dr Baia Bomi ~i..)
APPllOV AI. SlGNATUU UQUIllED: Basin BoanI r.hainnll1l Ex-oiIicio or GovcmiDg
Board nurinnllft or Va r.1t.--
. TRA VELE1l: Executive Dircdcr (requUed for awl nvtIi.w: the DiIItrict bouudaries and to
aUI:Dd c:aafcnm.c:ea or CCIlVCIltioDI) /
APPROVAL SIGNA~ UQUIRED: GovemiDg Board Ch_inntm or Vu:c Chainnlpl
. TlL\ vu.ER: Assistant ExeGUtive DUeciar
APnOVAL SlGNATUU BQtJIIII:D: ~ Direetor
J
I
PROCEDURE
5ClTl'BWUTJLORID.+. W'+'DRM.+.NAGDO:NT DBImCr
NmABD. .13-5 PAGE; j oi16
'111U: TRAVEL
UCT.JONIDEP~... : ACCO
AP!'ROVD:
.
G &: FINANCIAL REPORTINOJPlNANCE
DATE: 08130196 SUl'DBDJ:Ss 13-5 Dated 06101196
SIGNATURES REQUIRED FOil TRAVEL ADTBOBIZATION (COIIbud):
· TRA V1t.1.~ Deputy Bxccutivc DiIectors, Gcnml Couasel aad JlJ~ GcIIIInl
APPROVAL SIGNATURE DQUIlIED; EY~ Dirc:czDrar ~$ll1mmt EBc:utive Director
. TRA VELD: Attomcys
AP'PllOV AL SIGNATURE REQUIRED: (,,~l Counael
. TRAVELER: Din:ctoJs
. APPROVAL SlGNAl'tJU UQ1JIRED: Deputy F.'Jf~ve Dircctms
. TRA VRI,Q: Employeca (outIide the state).
APPROVAL SIGNATURE REQt:JIDD: SupcrYiaars aadDcpartmemDiRctors. aadDeputy
Executive DiIecton or Gcomal COUDSCl; and AuistaDt Executive Director or hia ~8"ee.
-
. TllA VRI.1r.1t: EmplcyalS (within state outside District or to confereoca or ccmvcutioDs)
A!'PROV.AI. SlGNATUllElIEQtmlED: Supc:rvisaa and~ DimctDm aDd Deputy
ExccuUve Diractots or Gcu.ra1 CODIIICll
. TllA VELER: Employees (iDIide District nal to COIIfereDa:s or COIlVI!lftti~8)
APPROVAL SlGNATO'llE UQUIDD: Supc:rvisaa aadDcpartm&mt DiRctoa or desi.-
. T1lA va .~ Advisan and C~1tawoft
.Al'PROV ~ SIGNATtlllE D:Q1JIRZD: Dcpa&y Exowutlvc; Dift:ctDra
. TllA V1l1.~ Advisory ("A.._~.;... ~Ivu
AP:PROV AI. SIGNATURE DQ1lIJlm: b~ Dinctar or dMipI!C
. T1lA VELEll: Employuumt r2nm,.,_
APPBOV.AI. SIGNATURE UQtllBED: Depattmaat DiRctar a:ftI:r caordiDaticm with
HUIII8Jl ReIOUrCllS
T1lA VEL VOVCBEll: A Travel Voucbcr bm ~ be ~MM mm...n.t.aly upon retum
ftcm a S~dM travel period to wrify an ndatcd apaIICI
A tmvc1.vauclu:r man JIUIIt be ~ to AccouD1s Payable wi1hiD tbIcc worJdDa days otmtum
:tom a 1ravel period wbm "AdvaDc= Travd Paymaat" _ bean rcceivcd.
If no "AdvaD= Tmvel Paymcat' hila bceD mceived, a uavc1 vcmcbcr fbm1 ... be ~iftM to
Accounts Payable within thirty days of t...f"~~ 'iam a tmva1 period.
I
PROCEDURE
SOtrnlw&ST fLQIUlU.. WA1DlIrUNA.GDOINTDISTRICT
1T1'LI: TRA "VEL
SECTIONlDKP
APPIlOVD:
NUMBB: U::-S PAGE:, ailtS
G & FlNANCIAL R.EPoR.TINGlFINANCE
ncnvI DAD: 08/30196 SUftRSEDES: 13-5 Dated 06101196
TRAVEL VOUCHER (condallCd):
The pre-printed tmvc1 voucher form must be tnxd or campJctc:d ill iDt and ~n-tinn dccumc:Dts
(i.c.,copiea of travc1,ll!bnri_tinn form, ~. n=giatratiaIl form, etc.) must be ~M BlaDbt
travel autborizuicn fcxms OIl Dlt- 'n PiDaac= must be Rfaau:cd an t= Txavel Voucher by providiDs
the: TA )JUJiL'iI.
. Each one-way trip must be CDtat:d OIl a scpantD Hue oftbc Travel Vouc:!u:r. The point of origin
(from) and m.-~ftRtiQ8 (to) IDUlIt be iDdicatad.
. The first -lea- (one-way trip) of tDvc1 period JDD8t inclUde tba actual time dcpartfld from the:
point of origin and tba Jut "Iq- afthat travel'period D1IIIt show the time ~ aad Ioeation
of tIDal rllHtiftAtion. Hour of deparUn and hour of rc:tum an: ~c1ited for all tmve1 periods.
Continuous travel pcricds wouldmqain: niW.lldioa t= time at tlia ~K oftbD fiat ''lasH IIId
the: time at completion aftha fiDal1l}og.1t
. Continuous travel between various ~-"OIII mUst be detailed em the Travel V cw:hcr. Each
"lc&" of crmtinucua travel will iDdudD a point of ori&in, dI!!ltination md associated aplaDatiCD
of public JRIIPOIIO-
. The public pUIpOle n=quirc:mc:ms must be defi1led an tbe Travel VauchI:r by ;,.1ii"~1 topic of
a mcetiDg (i.c., McetiDa on SWlM Iuaa, MIaIiDa with Deputy Dircc:tDr). typcl of c:cmfcnD:e
or COD.VCDtion (i.e., GFOA ~ AWWA Coafcn:ace). pmpoae of an mmt (u., ribbon
. cuttinc for acnicc ofticc). etc.
GovemiDg audB.. BaaId. ~ may elect to submit Travel Vouchen quarterly.
VlClNlTY MILEAGE: VlCiDity mileAge I......... mila driVCll after auival at aud departure
from a paint of .wm-tian to ~poiut wi1hiD tbe .... city GIlly wbm DaC~-.y 10 ~rlw!t
. ofticia1 bn~- dmiIa& tba pc:Dod ~ ~ tIavcl. VICiDity ",ilIsp JIIIIIt be ~
separatDly em tIH: Travel Vaucb.cr bm ad aD ~1_."~ JIIUIt be iDI:ludcd to iuatiiY puhiic
purpose. R.cpon dati:, ~.Uoa. pablic: ~ aDd ~"";"Iaad ClDdiII& oftnrq~ rewftftp
(Auto Miles Coda ~") OIl Txavel Voucher to pmvide tile IcquiRd ~_tRtinn
"Odmnl!fa'Mileap ToIFMIIl D~ftllril'Dl/l (ADtD Miles Code ~") ia.DGt--tridcnd viciDity 'UIil-r
(aco AUTO EXPENSES forn:podiDc ~....).
SIGNATURES UQ1JIRZD YOIl '1'1lA VEL VOUMRlI- 'Ibc 1ravclc:r must sip the bill in
ink and sccun: t!Hl1.WA~ apJMOYIl *"'~'Iil, DV'"nJRil aa mdi~tcd No cme may CDICiIc
siguaturc a1lUJ..ny fur mmll21f or hamelt; .radulr. appmval of a hip 1cM:l of autbarity 1IIUIt be
obtaiDcd.
I
PROCEDURE
S01lTBWUrft.OlUDA WA,1'EIlMANAGZMENT IJJS1'1UCT
Tl'1U: TRA. VEL
SEcnONlDR
APPROVED:
MlMBEJl: .13-5, PAGE: 7 of16
&: FJNANCIAL ~RTlNGIFIN.ANCE
DA.D: 0113OI96 SlJPDSEDBS: 13-5 Dated 06101196
SIGNATUllJ:S llEQUIRED FOR TRAVEL VOUCDll (coJdlDIlId):
. TRA. VRT :".)1; Governing Board and Basin Board mrmbcn aDd Executive Diicctar
APPROVAL SIGNATUBE REQtJIR.ED: T~ is only signatun:ICqUircd ac:pt as stated
in the Board Policy when prior approval is .cquhcd
. TRA va .~ AllistmfEDcutiVl: Din:d.Dr
APPROVAL SIGNATUlI:E BQtllRED: 'Pv-mve Din:dDr
. TRAVEl .n; Deputy Exccimve Din:dors. GclaI:al COUDICl and Jupcctor G!neral
APPROV AI:- SIGNATUllE REQUIBED: A.~ &ccwivc DiRc:tor
. TRA VV .1r.'R; Attcmcys
APPROVAL SlGNATUB.E DQUDED: Ocnail COUDSel or Scoigr SupcrviIiDa A.ttomays
. TJlA. VJl1' .ToR! DiRctars _
APPROVAL SIGNATURE REQ1JIRED: Deputy Bx=utivo Dimctars
. TllA. VRI .If.R' Employea
APPROVAL SIGNATURE UQUIBED: Supervisors mdJor )Alm~gca aDd Dcpartmm1t
Directma or dc:siaa=
. TllA VD .Jr.R- Advisers ad CoasuItams
.APPllOV AL SlGNATUREREQ1JIRED: . Deputy Ex.ccutive Director
. 1"RA VELE1l: Advisory c-,"- ~
APPB;OV AI. SIGNATURE UQmJlED: 'P'!I~ Director or deai~
. TllA. VIa .Ell; Emplaymcat ()mdidatR .
APPllOV AL SlGNATIllIE lIEQtJIRED: Dcputmr:ot Dircdma upon ~on with
Human It.caaIm:a
ACCOUNT CODING: All ttavcl bma reJatiDg to a. spccUic traftl paied 1JlUIt bear the same .
accoUlltiDg data to propcdy idaUify.1ba travclcn dcpartmrmt, -ctinn. public puIpOIC adl1utian
as well as the fimd azul accouat to be ~~
I
PROCEDURE
SOIl'l1lWEST Jl.OJIJD.A. W ATDMANAr.1P.UBfT DIsrmcr
NUWBD:'13.j PA(m: a af16 .
mtE: T1tA. VEL ~ '.
SEcnONIDEP~: A C~~~ANCIAL REPOllTINGlFINANCE
APPROVED: ~ . ~DAD: 08130I96 SUJ"DlB!ft&S: 13-5 Dated 06101/96
CLASSES 01' TRAVEL:
Class A and B travel shaIl include any assig1l1"l!ftt CD official District lwHiw"v away fiom official
haIdquartas when it is ~dcrcd fl'!IS~le and DlCC--ry to stay owmight iDd far whicl1 travel
expeoses are approved.
Class A Continuoua tmvcl of24 hours or more &VIf1Y from oftic:ial ht:adquazt.as and away ftom
home ovenUlPtt- 11Us is C;Sll'!1drriM based em four equal quartaa of m lJams cad1 which
shall bci a ~l_dlll" day (midDi~ to mithPgbt).
Class B Cnnrinnous tmve1 of1css that 24 houri which involves owmight ~~ fmm official
hr:adquartc:m ami away from home overpiptt This is c:alc:ulatI=d based aD 6-hour cycles
begiwn~g at the hour of dr:parture.
Class C Short or day-time . wlun the tzave1er is not away Dam 0fticia1 hcadquartm
ovaJUPt or whal tmvd accur.s duriDa cvaiDa houD.. to special assipmcnt to
~nllot Distriet ~"'.
PER DIEM: (Rdates to Clasa A or B Travel Only)
(1) A fiat ram up to $50 per day {$12.50 per quarter day} requiring DO r=:=ipts for IOOID.II or'meals.
or .'
(2) 'R~em iDr'tbe adUal1nt9n1 COlt ibr siasle oemT-~ to be suba1au1iaf.ad by paid bills,
,as weB as the authorized meal aUowam= lID described below. When lad&inl or maala are
'provided at a stall: iDlaitutioa, tba trawler sbaU.bc a=imbuncd aaly.tbr the actual apeaae of
10dgiDg or mc:als DOt to acccd 111I: ~.... a11awmceL
or
(3) Two or DIDIC District cmp1aycc:a "~11O ... a mom wbiJ& traveIi:Dc lIIUier CJaa A or B
travel statua Dl1I8t elect 1hc IIIIIC per dian ~ of p!int~. (1) Or (2) aI dcscribcd
moWl. IfteimbuDcmc:m opdoD (2) iI cLt:cu:d. GIlly 1bo actaal CCIl of the mam u we11ub
au~nri74 meal allowau&=a sbal1 be piwnhnwo.M.
or
(4) In the case of fomign 1Iavcl. tba mm:Icr may chooIc the State pc:!' diem mtc II stated above or
the foreign travel per diem me II Illfhnriprl by Sccti&m 1 l2.061(3)(c), F1mida Statutes.
To be c1i1l'ble farpc:r dimn or my uavcl apeuse al1awmJccs, ttu: tmve1 must be ~ by the
Ap!AU~ app:oval authority ad must meet the public puIpCI8 &~uialil&iCDt.
I
PROCEDURE
S01mlWUT1'LOIUN, WA'Da~DII1lIICT
:.
NtJI.GUDI: 13-5 PAGE: 9 oi16
. TJ'l"LB: TRAVEL
SECTIONIDBI'
APP.ROVED:
MEAL ~ow ANa RATES: QlN'tell to CuI C Tmvcl) -
To Receive Must Depart Must lletum
~ent""For. Prior To: AflI:r Allowance
Brcakf4at 6 Un. 8 a.m. 53
Lunch 12 DQQIl 2 p.m. 56
DiDDcr. 6p.m. . '8 p.m.' . 512
-
Meal allowances will be paid to pcDODS in Class C Travel status wbm participating in scheduled
public meetings, 5l'lIIrinus. wodabopl. spc:c:ialassipunertm or other official bn..oriueas whidl occurs
outside the ~nn_l work aai~ of a tIavclcr.
F1I:ld s1a1f shaD. cn1y n::cmve,mCal a11oWmc:e(s) whm an UJriprtent requires avertiDiO status since
their lP"I""_l WOIk assiFmau is nill the field.. .
In ~1iaD= with Tnt__\ hveDue SelVice, Publieation 15, Cin:u1Br E, Bmp1oycr'J Tax Guide,
Class C meal allowance mimbursemcnta ail: subjct to t'!nnll1dmatioD as Du:OmC for tax purposes.
When a ~1iU.C: or convention ragiatraUon fee iDdJvh meals, the tIaVclcr wiD aot be rcimbuncd
for the meals beiDa provided. lithe prup.ua far a ~tliluCe or C01MIDticm. states tbat brakfaIt.
lUDCh or dimu::r is ivduded ill the fi:c, the travc1c:r is apcdcd to RCCive tbat meal without
reimbursemalt. (Cnntinl!ft'tAl breakiIIt Is r.nn~cJa!red a Ix-Jrflalrt aDd is IlOt tCimburIable whill1
prQVidI:d. Bmm:h will be ennllitWal at the lum:h aJlowaaa: rD.) himburBcmaDt 1brmal apcuo
will be the ~oQ~ DIIl81 a11owaaI;a rate lCpIdlas oftbc adual COlt ofthrl maL 1'hD travc1cr
must abaorb any coat above tbe mal al1awaDco amouut. TIp. wiII_ be niIIIbaned..
AUTO EnENSES: MileaP will be nimbuncd at the rate approved by the State 1cai_tsa.b1fe for
the lOUDd trip from thc ta:ve1='s poiut of origin tp point of "-"...nnn wbaD. tho uave1cr is
aunanri'ft!d to use his or ha' own pcnoaal vebicIc tbr official Distri&:t bo---, 1hc followiDg
guideli1Jl:s apply:
. It is n:cQmm~ that a District pool vcbicJa be: used for all District tlave1 unlllS one is DOt
availablo or use- of apcnaaal wbidc would be marc effie.il!lllt or COIIt e&c:tiva. Use of a
penaoal vehic:le aball be snthnriW!d by tile travc1cr's Dircctm .. d~ 49..-"1"_. .
. All ~p elsriwtl!!d must be by a 1IIU8l1y trawled mlD tram tba poiDt of orisin to tho point of
destiDatioD. Chap_ 1 12.061 (7)(a). F1arida S~. stata. wAll tmvc1 must be by a uaua1ly
traveled romc. In c:aac a pc:acm travcIa by au iDdircct mute mr bia own C01l~. my cDa
costs sball be home by the mm:ic:r; aad~ far ~ abs1l be baaed ODly on sm:b. .
cbarps as have been im:m:rcd by a 1IS1III1y 1rm:l1d route..
PROCEDURE
sotJ1'B'WESTnoJUDA. WATlRMANAGDIENI' DISTRICT
1Tl'LI.:. IRA VEL
SECI'lONJDIPA.R
Al'PROVED:
NUWBEK: 13-S PAGE: 100i16
G &: FINANCIAL llEPORTlNGIFlNANCE
DA'J'Z: 08130196 SIJprf!IIRna: 13-5 Datal 06101/96
AUTO EXPENSES (CDDtillued):
· Whaver the poiDt of origin aud paint of .t-tm.rioa am: within two diffi,."CJlt city limits
iDdicatcd OIl the Florida DcpartmeDt ofTIaDlpOlta1ionofficia1 traasporfaUan map. m"~r shall
be detcrmiDed by Using the Official Highway Mileage chart (Exhibit A). which provides the
computed distance ftom the -mwnll of orip to thII '"townR oC cIaiti1Jld~. DOt ICIUal odometer.
z-ni"p. .If either townIcity docs DOt appear OIl the chart. or when involved in vicinity 1Iavd,
mileage ~ be shown by actual M~~np. Wbc:m:ver employees tzave1 bctw=n
District .sc:vicc office i _ mileage sball be ,w-ml!lli by using the District Mi1cagcChut
~n~. .
. For all cnrmnnous travc11rip1 n:parting 1bc c:mplOyee's home as the point of Qrigin (depanu.n:
- point). the allawIblc mi1eap from u.e point of arisin (employee'. home) to the tint work stop .
Shall be tho lesser of tiJa actual nchDetef milcap or the distance from the ~p1oyen official
headquartca to bisIhw fiDt wak stop. .
. Far all e.nnhft11nUS tr.Ivel trips ..~tiug tbc ~s home asa fiDal ~riou. 1110 aJ10wablc
milcap :&am 1111: last WOIk atop to the fim.l d.o.tm.nnq (cmployca's home) Iba1l be tile laIcr of
the actual ~et!et"mil~ or the di8aD:c iaIl tba c:mployee'a last wcrk stop to hiIIher offic:ial
1M-d1'JartIlrs.
. ~ for ~ditma 1datiD.a to tbc operation, mllinftmllftce ami uwuaship of a
pcnaaa1 w:bic:lc. otI:Ier tbm ~~r is DOt ]J&MiUed..
. Two round trips to an airport may be appnm:d if it is d~~f!d to be DlDJC fY!ftftftmiesl1ban
ODe mUDd trip plus the aiIport parldDg = fur the pCncnal vcbicIc during the .cbr.dnlll!d awl.
AUTOMOJQLJ: llENTAU: Bad1 GovcmiDg Board member. the Eucutivc Din:dor. ~flfli.n.nf"
Executive Direc.tar~ Dc:puty Executi've ~. ("~ Cmmsel. attarDcys and adu:r iDdiWluaJl
wtlP'i-t by till: GovcIDiDs Boml or &CQJtivc DiRcrar may be auppJiad a R=tal ApJt::y CCD1Ia1
BiDiDg Credit Card 1br 1beir WIC wbila all Dis&Iict lot........ ~ wiU order md dis1libutD tIu:
carda after n=:iviDg an -wau~ed Cledit CardaIKc:ys Requat tbim 1iom tbc autbmizcd iDdividuala.
An , . '.:Jloyec who is lequind 10 .. a RIItal auto, bot has not bccm ll-.jpf!d an aum CRdit cam, may
Rqt:....~ a R.cDtal.Agcucy ODe Trip Tzawl Oldcr(O.T.T.O.). 'I'he nT.T.O. is ambetinp 1br_auID
. =edit card to be uacd cmly cmce. Tmvelca ID1IY zequCIt the O.T:r.O. by AJ.."atinl a memo to
~1l...q,,1 with a copy their muy cucmcd Txavc1 A\1thm;~QIl form ....f'!ftM.
I
I .
. PROCEDURE
SOIJTJlWUT J'LOIUDA WA.'DIl HANAQDONT DISTBIcr
NUWBER: 130.5 PAGE: 11 of l'
nTLE: TRAVEL
SECTlONJDEPAJI:
AJ'ftlOVltD:
. ACCOUNTING & FINANCIAL REPOR.TINGlFINANCE
UFECTIVB DATE: 08130I96 SI1PBIISI:DIS: 13-5 Dated 06101196
AUTOMOBILE lIENTALS (c.tiIuaed):
.11u: crr:dit card and O. T.T.O. lRprovidcd by the radaI apm:y as part ofits ~ with tbc S1atc
of Florida. Individuals using a ClDlit card or O.T.T.O. are to ensure tbat tbC proper dUcoUDt is
applied, that no sales tax ia"chaqed, and that till: most ccnwvvnical type of'W:bic1e to appropriately
1lCl.".tnTIYnndate the travel Deeds is RqUCItCCl.
Clau Vehicle S~ ("'.ndto!
l(A) Sub-C~1l":t ECAR.
. ~j C~ CDAR
3(C) TutermMilatP- IDAR
4(E) Full SiD 4Idr FDAll
S(V) MiDi-Van MVAN
AI1l TJlA VEL: It is 1hc ~ of the schMn1mg department to ~i1U! the most
ecnl'lWiClll mctbod of travel pIior to m.~1 ~ IlacmItiaD8 may DOt be: m.dc UDtil
i&9pl~jate travelllJthnri-nnft R:qIIiDmc:Dts Jaw been met. The DiIIrict'I c:cmtrICt Travel
.A~Mlt Scvices pmvider sbcuId be nfi1i7PLi CBlusive1y fur teqUIlStiDg a.mU.WI II1Id hockiDg
flights un1csa S1Jhmnt+tlll saviDp can be reali-t by utilizing auotbar 1Oun:e. The rapcctive
depa.rtmc:nt is ms,pcmaib1c far "u.lnn... dt~1 and/or ~l1inl racrYItiaaa. All ~mdal
flishta will be coach clan UDlCII DOt avai1l1h1e
Air Travel Cards are cn:dit cards -=:ptcd by moat iu.ior lliTn'll_ ibr iligbll1imitcd to North
,;\qJer1e.s.. 1besc cards arc 0Id&:n:d, lI.-ipM aDd m..."I.ntM by Purr.MAmg Use CJedit CardsIXays
Request hm to n:qucat 111 air 1DM:l card. Namally, tbac: canis am oaly isIucd. to GovcmiDs lbrd
memhms, the Eucutive Diredm. A,.;~ ~~1Ill'!1Jtive Dimctor. Deputy Fpr.ug\IC DiIectars, Gaunl
Couusc1, DiI=ton and Altameys. Other Dff may ~ air travel cards ouly dc:r obtAi'lli"l
au1bariz:ation fiam the Bucuaive DiIectar.
,Tzavelc:a must n:Iain tba pul--rn=:ipt from the uaed airliDa tic:bt (last pap oftickct). Upon
n:tum to 1bc District, 1bia leccipt must be 1brwIrdcci to A~1ftftt Payable within tbrec 1Jt?.....- days
with thD travela:'a llipatntll; aad appropriate lICCCU1It ceding 01l1bD copy.
CBAltTE1l FlJGBT S&llVlCE: 1bia scvice is to provide specific hau.~1ation to aUrDi
m.....rinp. etc.. in 0Edc:r to ~1d' District ftnai.n-w (ovcrilicbD are~r.:mdM mm tbia p'~G).
hqucsta 1br GcmmiDa mdlor Basin Bo8rd ~ Eucutivc DiPldar. AuistaDt b~
DircdDr. Deputy F.ucmive ~ aud Gcaral Co1msd cham:r tlights will be anmpd tbraa&h
tha: F"Jf~ltive IAp.~ a:ftI:r ~YWg app'OWl as I1aIed in tba Policy. 'The use of dIutcr ilialds
by staff members should be III CBeptian.md muat be .~~ by tbc EDeutivc Dttectar. A
requisition (RX) must be entered into the fiDancial systmn with the flight schedulfll ;ftihnnaticm in
ordi:r' fur a pun:baIe onIc:r to be: pta (..,wi
I
PROCEDURE
S01JTBWlST J'L()~ WATEJlMANAGDlENTDll'Dlcr
'MLE: TRA vm.
SECTlONJDEP
APPROVED:
NUMBEll:' 1~ PAGE: 12 oil6
G & FINANCIAL REPORTING'FlNANCE
DA.'l'B: 08130196 SlJnllDDES: 13-5 Dated 06101/96
CBAR~J'LIGBT SERVICE (co..cd):
Purcbasing will process the rcqueai in acconiaDc= with Board Policy 150-1 8Dd Diattict Procedun:
15-1 IQvemi:!ia procuteJDalt practiecs. which w...Jm~ Coutracting for servi&:cs With III appropriate
charter flight scmc:, obtaiDiDg the requirai servicca at the best rcsp~lc price (CODSiatc:Dtwith
trip rcquin:mcDts aad aafctY), aad .-aes;n"'&ldtlll'lPI the scrvicea requcaccd upon n:c:oipt of
notifiesrinq 1iom ~ mquesting dqJartmat. E.magcDcy ~ may be made dircc:tly with
Purcluaaiftl who will tbc:n notify the Excc:utive DepattmCD& and n:quc:st prcpatiOD oftbc required
ciocumcntI.
UndermDmal~, payment oforrcimburram:Dt tor trawl by private or ~y-owDCd
or chaIIcr p)au sba11 be: DO grcatc:r tbaD tbat allowed fOr ~ (coach c1asII) air tmve1 rate for
equiv,alcDt ~.e
BOn:uMOUL ACCOMMODATIONS: LMg;w,g ~se is nrimbuDabIe to authorized
DiaUict travelers requiring ovemijst absence away fmm ofticial bI:adquam:rs aD&t home 1mdIr
Class.fa. or B tm~. "I'ha ttavclcr may]JOt receive ~ far lodpY\I within the local ana
uD1ess .ttbnri-' by the Deputy Executive bir.. ofM"IIl~ Scrvicu. - , .
In order to acbieve a cost avinp to the District, the Dimic:t may comr.u:tctimct1y with the
botellDiotc1. -
On oc-sious when Ihc tmvclcr's fliabt scbcdule or eadinc 1ime of. a CODfereaca pnMmts raturDi1ic
. home by anllllnfVl'~le ho~, the DcpInmaDtDircdarmust ~ml! wbcdu:r III additicmal ovcmigbt
acr.J'Wnft'lndatian is wmanted. .
EMEllGENCY EXPENSES: Emagcocy c::IpOIICI that arc DOt reJaaai to tmvcl sbould DOt appear
on the Tmvel Voa&:bar. Paid inwice or ~ mr S1Ich ~ muat be nhmittal far
reimbunemCDt through petty cuh ar, if over 525, In' ~ttiua a ctu:ck rcq11IIIt to Accounts
Payable. -
O'I'BEll EXPENSES; Whm apcDICI am ~lII!Id1Ill to 1mvel, Ralipts 9baIl be ~ to tba
Tmvcl Voucba" and cxplaiDecl briafly OIl the 1imIl or III aaacbcd ~nPMmn hccipta an:
n:quircci in all cases except wlJm rec:iptI all not polliblc (Le., p~rlrinr mctaa). An aplJntIlriQft
DlUIt be ;nr.I~Jded to ~l.in wIIa1 DO ftlCCipt is available. If plOOf of paYmat ar apl",.rinn is DOt
subuUttM. rcimbuncmaIt caanot be 1IftthoFi,M
I
PROCEDURE
SOIJTII\VES1' JLOIUDA. WAT.I1lMANA.G2UDIT DllTJIICT
nTLE: TRAVEL
SECI'JONIDIP~: A;
APRO\IED: ~
NUMBJ!Rz l~S PAGE: 13 ofl'
C9~~~ANCIAL REPORTJNGlFINANCE
. ~Z DATE: 08130196 . SlJPDSlEDES: 13-5 Dated 06101196
OTHER EXPENSES (COJatia.ed):
Other auttvn1:vd ~ iDcludc:
L Tolls for mad,.bridae; faIy, CIe. (.....DqDired whal avdable)
2. PatkiDg aud storage fi:ca (ncciptII nrqaired -... meter padciDs)
3". Long distaDc.=.tdephcae c:batga* fer bn..n.-, pmposcs (mcaipIa IIIqIIired - axccpt.... coia opcmtcd
clcvic:ca are uacd)
4. Noininal te1cphQne expcascs* for bntin~ puIpOIeS (rcccip1s dquirrlci - except ..hill coiJl4pciared
dfMc:es arc used) .
5. Taxi fiIre or otbcr similar traDSportaCion coats usoriated with lItt1!!ndi~g b~ fimctiODl or
going to (:from) the hotel (..:apt rapaiRd) .
6. Coufcrcncc or convaation ~ fee paid directly by the travc1cr while ettendiltg a.
confcrcnce or convca1ioa ICrYiDI tIu: public jmpoac on bcbaIf of tho Dia1rict (RCCipt zcquind)
7. State sales tax paid diIccd.y by the tmvclc:r OIl purcbucs directly relab:d to DiaIrict bQ.nftlMlII
(receipt rcqui&wcl) . -.
· ~__tlllill:lwlt,. TJII'IIII ,lIIIII:ifr_ ....]IIIMlc,.",.-I1/-a AIll;/or"lllitIl:h N'-qV. .,".....-a
Ex:pc:asca DOt mimbursable am:
l.-T"lpSorgratuitia
2. Pcacma1 talcpJuma c:a1la
3. Exa:u bagage chatgcs l1D1cu cbargcs .., fbr Diatrict equipmcDt
Lost or liV--m1 ~ will teqIIim a ...~~t ~ by the tmvclc with Departmmt DiIectm's
approval in onmtD ta:eiva ~t
Other travel &:XpCDlCll DOt detailed in tIu: ~ sbalI be handled by cxccption wDh Deputy
Executive: Din:ctorl approval.
TBA VEL ADVANCES: Mvaace pa.ymm& 1br official travel may be autborizcci by tbr; Executive
Director or n-iar-= Cus A or B tmvel whm 1be tmve1cr ~~ ~nri,1 ttaVel apcIIIIlS
(i.e., lodpc. ~ ~ aad IIlq1Iata fimda to cover the .~i.teO uavel com. Tmwl
advances will.at be~ miClus C travel ~1Ie8, n. miDimum tmvelllCiv8DC:c UDaUDt
is SSO. ~ fft~moq travel advaKe sball not uceed 80 pcp:eDt of1be ........,.. colt ibr official
traval-l!hldmg any paymata madcdirecdy by tile Diatrict. The ~ advaD= will...--I\y be
made to the tmveh:I' on 1bc 11IDaday prior to bisiJIa' dcpanu:rc:.
A.dvam:e. payment (or the tIaVeJaIs =dit c:ad autharization) for ODe ~s lodaiDI is usually
~ to JUIII'8.1IlI:e a racrva1ioA if 1bc tIawlcr will mive after 6 p.m. aDd may be zequUed to
rac:rve a room at a prefmed JID1IP mm. Tha DiIDi&:t may reimburse dIis ODe DiaIU: .......-- 8I1D
advan= to the traveler ifth&: miveIer docs not plUYidD a eRdit card aud1criza1ioD. The a&tvanca. if
requirc:d, will be made to tIu: traveler prior 10 the due date establi~herl by 11m hoteJ/motd.
PROCEDURE
SOurBWI:ST J'LOlUDA WA1DM.UIAGDU!'.Nr DISTRICT
nTLE: TRAVEL
SECTlONIDBP
APPROVED:
NUWBBIl: 13-3 PAGE: 14 oi16
: ACCOUNTING &FlNANCIAL REPOR.TINGIFlNANCE
DAD: 08130196 s~"'''a: 13-5 Dated 06101/96
'IllA VEL ADVANCES (I'ftldht-d):
~ SODD as possible after the employee lams of & travel lI";pn_~ and an ~ is desired, the
employee should ~ a TmVcl AntMri7.arinn 1bml and matt tilt: -AdvaDcc Travel Payment
hqu: ~[c:d. section. 1'hD request must be approwd by the employee's Departmart Director before
paym;;u: em be pl'QCCssed.
Within tiuce woDiDg days after teb'"'"'l to the Dimict, the traveler who received a 1ravel advance
is requiRd to submit a ~leted Travel Voacba'. The a:moUm oftbc ttavel advaua;c is to.bc
deductad from the DVe! c:xpCmsca L!llIlim~ aDd my a:xccss tmvel advance amcnmt must be
reimbursed to ~ District when SQhmittinl the Travel Voucher.
CONTINUOUS 'IRA VEL STATUS: Those cmp10yea OD ~nfi,"lOUS 1ravel status may receive
a ccI1~ tmvel advaa= in an amount not to === 80 pacc:at of ~ travel apmaes for
lL two-wc:ck 1Iave1 period. Cnnfift1-. 1r.IVeIca IIR q.mn..t as amplayees wIlD toatiuly travel
ovemigftt- 1'hesc employees qn cnMi~,,1ioa travalltatDs must complate.. Tr.wel Voucher an a
weekly basis to ~MW 1hcir actual1raYCl cpalRI. If an amploya: is DO 10Dpl' OIl ennri~nnua
- tzavc1 status, my ennbm1l\_ tmve1 advIDce amount in excess of adDal apcnsaI must be xeiimdcd
to .."'- n:......:_~.:.. 4._ '-' .Ln_ -
UIIii .&,.IlM&oI.... -&WIllI ua.... u1!"~ ...."..
771. ,,~ DIrtdIr..., ~ lR'iltmrp"''''~
PROCEDURE
SOD'l'JlWDr JLOJUD.\ W4n:RMANAGDIENT DIS'l'BICT
1nU: TRAVEL
SEC110NJDEP
APPROVID:
NUMBEIt: 13-S PAGE: IS oil'
cI: FINANCIAL REPORTINGlPINANCE
DATB: 08130196 S1JPDSBDJ:S: 13-5 Dated 06I0l/~
EXHIBIT A
. OFFICIAL mGBWAY MIl..EAGE CBAllT
Whenever the point of origin and point of dcsrinlltiftQ are within two diffcn:nt city 1fmits iDdi~
on the Florida Dcpartau:m ofTlaDIpOItatian official ~Wionmap. mikagc shall be dctcrmincd"
by using the Oflidr4l Hishway Mileage chart pro'lidiDa the computed diataDcc fiom the "townll of
origin to t1u: -townll of tf,..dinlllnon, DOt actual o.wn.w- p!!lIdi.,p,
To use the mileap chart, dcterJDinc the town of oriJin and town of deatiDaticm. Locate both on
. chart. Place- nUcr along itcp bcuath town appearing closest to tho ri&ht- Follow am'CIII to
intcrsectin& column be=ach town appearing c1oac:st to the left. T'ha number at the iDtcnc:ction
repRSCDts the one-way mileap bctwcm the two. towmJ. This is the milc:ap to bel mportcd wbm
traveling bc:twccn the . city limits of two cities or towns appearing on the milaF chart.
i .
EXAMPLE: City of Tampa to City otSt. Pctm3butz:: 20 miles
.
NOTE: This -0fiiciaI Highway MilcaF' cbart is priDted OIl. the cum:at Florida Official
Tnmsportaticn Map which is available in each DepIIrtmmt
.---
_"'atm
......
.......
.--
. 11 III
'. ..
....
'\
I
I
PR.OCEDURE
SOU'l'BWEST ILOIUD& W4T1JlMANAlWMDrrmstmcr
1Tl'LI: TRAVEL
SECTlONIDU
APfllOVD:
NUMBEIl: -13-5 PAGE: 16 oil'
G " PlNANCIAL REPORTINGlFINANCE
DATS: 08130196 SlJI'ERS1EDa: 13-5 Dated 06101/96
BXHIBlI' B
DIS'l'1IJCT )1m E"'GE CllAR.T
Documcm.ed Mileage for Most Direct Route
BctwccD Scnice Oftices
.~
HeadquarterslBroobvi11c:
~e
HeadquartcrslBroaksvi1lc
Tampa Service Of&c
T Service Office
,ampa
Tampa Service Office
.Bartow Service Office
Bartow Sc:rvice Of!k=
Invemas Service Office
Baltuw Service Oftice
VaW:c Scrvic:: Oftic:c
Tampa Service Office
hM:mesa Service Office
- BartOw Savice Office
"'I-..,:~ ~",
Venice Senice 0fIb Invemcss Service Office ~ .:- . '"
.. " .":.0"\.. ir . _ .
· Thac mi1cs WOI8 d&tamiucd etWhinil1l tho ----I paiIds tbrwJaiob miles have documadcci.
Thi'ee ofthc five District sc:Mce ofthzs an: DDt w~ within the limits of a city. 'I'hcIefoIc. the:
mileage to these senice offices caDIIOt be ~1H!1i usiDa the 01ficial HilJhway Mileage chart.
These service offices are callai: BIaohllillc Hadquiartcn, Tampa Scnice Ofticc: IIDd Venice
Service Ofticc.
'I'be ~1QJenteti mileap bctwI:CIl savial offices as listed in the above cbart aball b4 used whaIcYcr
a Dimid traveler ill tIaveJiDg bctwcm DisIrict xrvi= oi1b:a. lfthcn IN exfI:D\latiDa or \IIlfbraIcCD
cilr.nm~f".fO!~ such as a dmour. which require the DiIuU:t travcla'to tab aDOdI&r laapr zoute, ID
explanation as to why the milIIap 1CpOI1ed is pIIIRlr 1baD tile ~ miJa&c aD !be above
chart must be indtWod with the Dvelcr's submittal Tmwl Voudu:r aDd approved by 1he authorized
sipcn.
~ 1Dileap ....... Bartow _1D"~ ..... aiIiccs Ni1ecIs tba 08iGial BWawaY MiJ-r c:lIIrt
milca siIu:= these two ..nee: Of&:ca ..lGClllllli \' ... '11.... IimU:L