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COOPERATIVE FUNDING AGREEMENT FOR CLEARWATER RECLAIMED WATER ASR EXPLORATORY WELL PERMITTING CONSTRUCTION AND TESTING PROJECT "t An Equal Opportunity Employer Watson L. Haynes II Chair, Pinellas Heidi B. McCree Vice Chair, Hiilsborough 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 Pinellas Ronald C. Johnson Polk Janet D. Kovach Hiilsborough Patsy C. Symons DeSoto David L. Moore Executive Director Gene A. Heath Assistant Executive Director William S. Bilenky General Counsel Southwest Florida Water Management District 2379 Broad Street, Brooksville, Florida 34604-6899 (352) 796-7211 or 1-800-423-1476 (FL only) SUNCOM 628-4150 TOO only 1-800-231-6103 (FL only) On the Internet at: WaterMatters.org -~ ~ - (':~'t "_ :"1 ~~; Ji,(' ;)Fi j::'~;-~A\","'< '''\ , . :'~}hf~:::t;~_fil:'.I:::t~Y;: t"''''f , .'" j,'~"!j:'i,!j,ilil::::';:,'f::f:',i:: 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 Sarasota Service Office 6750 Fruitville Road Sarasota, Florida 34240-9711 (941) 377-3722 or 1-800-320-3503 (FL only) SUNCOM 531-6900 November 9,2004 .',' .,'''''-, ->" ': "'. ;~,'.'" 'r-"'I ,=~" .t 1',i' C U Mr. Jerry Wells City of Clearwater 1650 North Arcturas Avenue Clearwater, Florida 33765 NOV 1 6 2004 ~.-\j\i ,;-, SUBJECT: Agreement for Name of Project (H012-B2) SWFWMD Contract No. 04CON000098 Dear Mr. Wells: Tampa Service Office 7601 Highway 301 North Tampa, Florida 33637-6759 (813) 985-7481 or 1-800-836-0797 (FL only) SUNCOM 578-2070 ORIGINAL Enclosed is a fully executed original agreement between the District and the City of Clearwater for a project called Clearwater Reclaimed Water ASR Exploratory Well Permitting, Construction, and Testing. If you have any questions, please contact me at extension 4196, or contact me bye-mail: Anthony.Andrade@swfwmd.state.fl.us. Sincerely, ~~~~ An;hOny And;~de ~_/// Project Manager Conservation Projects Section Resource Conservation & Development Department AJAbm Enclosure cc: Michael Molligan, COM ORIGINAL AGREEMENT NO. 04CON000098 COOPERATIVE FUNDING AGREEMENT BETWEEN THE SOUTHWEST FLORIDA WATER MANAGEMENT DISTRICT AND THE CITY OF CLEARWATER FOR THE CLEARWATER RECLAIMED WATER ASR EXPLORATORY WELL PERMITTING, CONSTRUCTION AND TESTING PROJECT (H012-B2) 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 the design, permitting, construction and testing of a six inch diameter Aquifer Storage and Recovery (ASR) Exploratory Well at the Clearwater Northeast Water Reclamation Facility, 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 in the introductory paragraph of this Agreement. 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. Page 1 of 7 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 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 Proj~ct Manager is not authorized to make changes to the Scope of Work, 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 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. 3. FUNDING. The parties anticipate that the total cost of the PROJECT will be Three Hundred Twenty Thousand Dollars ($320,000). The DISTRICT agrees to fund PROJECT costs up to One Hundred Sixty Thousand Dollars ($160,000) and will have no obligation to pay any costs beyond this maximum amount. The CITY agrees to fund PROJECT costs up to One Hundred Sixty Thousand Dollars ($160,000) 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's total funding commitment for this PROJECT, in the amount of $160,000, occurred in DISTRICT fiscal year 2003. Additional DISTRICT funds may be budgeted for future phases related to this Water Supply and Resource Development Project, and are anticipated to be available in subsequent fiscal years. 3.2 The DISTRICT will reimburse the CITY for the DISTRICT's share of the PROJECT costs in accordance with the Project Costs contained in the Scope of Work set forth in Exhibit "B." The CITY may contract with consultant(s) or contractor(s) or Page 2 of 7 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 Costs 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 3.3 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., as may be amended from time to time, and District Procedure 13-5, attached hereto as Exhibit "C." 3.4 The CITY will not use any DISTRICT funds for any purposes not specifically identified in the above Scope of Work. 3.5 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 Reclaimed Water ASR Exploratory Well Permitting, Construction, and Testing Project (H012-B2) agreement between the Southwest Florida Water Management District and The City of Clearwater (Agreement No. 04CON000098 ), are allowable, allocable, properly documented, and are in accordance with the approved project budget." 3.6 The DISTRICT will have no obligation to reimburse the CITY for any costs under this Agreement until construction of the PROJECT has commenced. 3.7 The DISTRICT's performance and payment pursuant to this Agreement is contingent upon the DISTRICT's Governing Board appropriating funds for the PROJECT. 4. CONTRACT PERIOD. This Agreement will be effective June 30, 2004 and will remain in effect through December 31, 2006, unless terminated, pursuant to Paragraph 3.7 above or Paragraph 8 below, or amended in writing by the parties. Page 3 of 7 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 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. 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. 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. Page 4 of 7 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. 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 good faith efforts to encourage the participation of minority- and woman~owned business enterprises, both as prime contractors and sub-contractors, in the performance of this Agreement, in accordance with applicable laws. If requested, the DISTRICT will assist the CITY by sharing information to help the cooperator in ensuring that minority- and woman-owned. businesses are afforded an opportunity to participate in the performance of this Agreement. The CITY agrees to provide to the DISTRICT, upon final completion of the PROJECT, 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 whether each contractor or sub-contractor was a minority- or woman-owned business enterprise. If no minority- or woman-owned business enterprises were used in the performance of this Agreement, then the report shall so indicate. 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 Page 5 of 7 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. 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 Scope of Work 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 FLORIDA WATER MANAGEMENT DISTRICT By: .n~ !~ DaOOf. Moo~Executive Director lJpk,.cfI . Date CITY OF CLEARWATER By: By: 13;11 ~ Bill Horne, City Manager /ok~~ Date Approved as to form: Attest: -?f&m~ ~ 10 COOPERATIVE FUNDING AGREEMENT BETWEEN THE SOUTHWEST FLORIDA WATER MANAGEMENT DISTRICT AND THE CITY OF CLEARWATER FOR THE CLEARWATER RECLAIMED WATER ASR EXPLORATORY WELL PERMITTING. CONSTRUCTION AND TESTING PROJECT (H012-B2) DISTRICT APPROVAL INITIALS ; Ij>~!f_ ,. LEGAL -bPr( ~ ~~~~ ~T. DEPT DIR J- DEPUTY EXEC DIR . _ .. 1 GOVERNING BOARD ~ all Page 7 of 7 AGREEMENT NO. 04CON000098 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 June 30, 2004 for the initial PROJECT design, and no later than July 31, 2004 for the full PROJECT design. 2. APPROVAL OF BID DOCUMENTS. The CITY must obtain the DISTRICT's written approval of all bid documents prior to being advertised or otherwise solicited. The DISTRICT will not unreasonably withhold its approval. The DISTRICT's approval of the construction 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 REPORT AND APPROVAL. The CITY must provide the DISTRICT with a final report. The final report must clearly evidence the testing results of the ASR Exploratory Well and include all DISTRICT specified coring samples. The CITY must obtain the DISTRICT's approval of the final report prior to proceeding with the publication of the report. 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. 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. Page 1 of 6 6. COMPLETION DATES. The CITY will commence construction on the PROJECT by . December 31, 2004 and will complete the PROJECT within 18 months of said construction commence date. 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. 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. 8. 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 Scope of Work set forth in ExhibitIB." 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. 9. GEOLOGIC DATA. The CITY will to perform coring in accordance with the District's Standard Operating Procedures for coring. The CITY will collect a minimum of twenty (20%) percent of the material for the storage zone, including two (2) continuous aeoloaic cores of the aquifer material contained in the storage zone. Cores will be collected during the well construction task. Individual cores will be 20 feet in length. The CITY will be responsible for ensuring that the CONTRACTOR properly collects and stores the geologic cores, and that the DISTRICT's Project Manager is contacted two weeks prior to coring so that arrangements can be made for the delivery and pick- up of the cores. The purpose of the cores is to characterize the chemical composition of the storage zone material. This information will be used in geochemical modeling to determine the chemical reactions that occur when the source water is injected into the aquifer and mixes with the ambient aquifer water. 10. RECLAIMED WATER GIS REQUIREMENTS. Reclaimed water facility information will be delivered to the DISTRICT as four separate Arclnfo coverages or ESRI shapefiles. Coverages will have the following characteristics: Page 2 of 6 ~ 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). REUSE_CAPACITY 4,12, F, 2 Permitted annual average reuse capacity in millions of gallons per day. Page 3 of 6 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. 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 Page 4 of 6 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 STORAGE_FUND 1, 1, C STORAGE_STAT 2,2, C Reclaimed Water Users Coverage Name: RWUSER Type of reclaimed water storage facility: POND Pond or uncovered tank. TANK Tank. ASR Aquifer storage and recovery. Is funding provided by the District for this facility? Y Yes 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. Coverage Type: POLYGONS Items in addition to default attributes for Arclnfo line coverages. USER_NAME USER_TYPE 60,60,C 4,4,C Name of the reclaimed water user at that location. Type of reclaimed water user: RES Residential irrigation. GOLF Golf course irrigation. RIA Recreational/Aesthetic (parks, cemetery, fountains and other water Page 5 of 6 features). MINE Mining and dewatering. POW Power generation. IIC 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. Y Yes N No The remainder of this page intentionally left blank. Page 6 of 6 AGREEMENT NO. 04CON000098 EXHIBIT "B" SCOPE OF WORK Clearwater Reclaimed Water ASR Exploratory Well Permitting, Construction, and Testing Project (H012-B2) NARRATIVE: The City of Clearwater will perform an exploratory well study at its Northeast Advanced Water Reclamation Facility site to confirm the feasibility of pursuing reclaimed water Aquifer Storage and Recovery (ASR) at the site. Hydrogeologic data obtained from an exploratory well study is required by the Florida Department of Environmental Protection (FDEP) prior to proceeding with construction and testing of a Class V ASR test well in the northern region of the Southwest Florida Water Management District. Development of a future reclaimed water ASR well will reduce the amount of highly treated effluent now being discharged into Tampa Bay and Stevenson's Creek from their three water reclamation facilities, optimize the seasonal availability of reclaimed water for use for residential and commercial use and continue to offset the use of potable water for non-essential uses. 1. TYPE OF PROJECT: This is a Reclaimed Water Aquifer Storage and Recovery (RWASR) Exploratory Well project designed to evaluate the technical and permitting requirements for the development of a RWASR test well in the Clearwater area, including the design, permitting, construction and testing of a six-inch diameter reclaimed water ASR exploratory/monitoring well. 2. PROJECT OBJECTIVE: a. The completion of this PROJECT will determine the viability of an reclaimed water ASR test well project that, if ultimately pursued, will result in a significant reduction in the amount of highly treated effluent that is discharged to Tampa Bay and Stevenson's Creek from the City's three water reclamation facilities. This reduction in effluent discharge will occur during both dry and wet weather, having a positive impact on the environment, Tampa Bay and Stevenson's Creek. b. With the increased availability of reclaimed water from the ASR, the City could expand their reclaimed water system, thereby offsetting the use of high quality potable water from traditional sources for landscape irrigation and industrial uses. c. A large alternative reclaimed water storage facility will potentially allow the City to maximize their reclaimed water residential, commercial, and industrial customer base. d. Pending the success of the ASR development, future phases are anticipated to involve the potential interconnection of Clearwater, Largo, and Pasco's reclaimed water systems and sending reclaimed water to the Pasco County reuse system. By interconnecting the systems, reclaimed water could be utilized more efficiently, especially during wet weather, could reduce wet weather discharges to coastal surface waters and make reclaimed water available to more customers and for the restoration of natural systems. e. With the completion of future phases of this PROJECT the residents of Clearwater, Pinellas County, and Pasco County will have adequate high quality, reclaimed water available for landscape irrigation, and natural system restoration regardless of seasonal demands. Page 1 of 5 3. PROJECT DESCRIPTION: a. The City of Clearwater will contract with a qualified and experienced consultant to perform FDEP permitting of the exploratory/monitoring well, prepare technical specifications, provide services during construction, interpret hydrogeologic data collected during well construction and testing, and prepare an engineering report. b. The proposed location of the exploratory/monitoring well is the City's existing Northeast Advanced Water Reclamation Facility. c. A general location map is provided on Page 5. 4. DEMONSTRATION OF NEED: a. The construction of an exploratory/monitoring well would provide the necessary information for the permitting and construction of a full scale Reclaimed Water Aquifer Storage and Recovery Well which would provide a significant increase in storage capability for the highly treated effluent being discharged from the City-owned and operated water reclamation facilities. b. It is projected that the discharge of effluent to Tampa Bay and Stevenson's Creek will be significantly reduced following the construction of a future ASR well. This exploratory well is one of the initial phases and will not in and of itself produce any actual volume of ASR water. c. Pending the completion of future phases, which are not part of this PROJECT, it is projected that the use of high quality potable water from traditional sources for landscape irrigation and industrial uses will be appreciably offset with this large increase in availability of reclaimed water afforded by the ASR. d. By constructing a large alternative reclaimed water storage facility, it is projected the City will increase its reclaimed water residential, commercial, and industrial customer base. In the future, the residents of Clearwater, Pinellas County and Pasco County will have adequate high quality, reclaimed water available for landscape irrigation and natural system restoration regardless of seasonal demands. e. It is projected the completion of an ASR project would fully support the SWFWMD, Pinellas - Anclote River Basin Board objectives of reducing the demand on the region's potable water supply, specifically from groundwater sources. 5. MEASURABLE BENEFITS: a. This reclaimed water ASR Exploratory Well Project is consistent with the SWFWMD, Pinellas - Anclote River Basin Board objectives. b. A significant decrease in the amount of effluent discharged to Tampa Bay and Stevenson's Creek from the City's three water reclamation facilities would eventually be realized. c. It is the intent to retain excess, highly treated, reclaimed water from the City's facilities in the ASR well during wet weather for industrial, irrigation, and natural system restoration use during both wet and dry weather periods. d. The City's goal is additional reductions in the use of potable water for industrial and irrigation uses will be realized as more reclaimed water is available. e. It is projected that expansion of the reclaimed water customer base will be possible as this additional supply will be available during dry weather periods. Page 2 of 5 6. DELlVERABLES: Deliverables under this PROJECT include the design and submission of an FDEP permit for an ASR exploratory/monitoring well, investigations of procedures that will eliminate the potential for drinking water limits issues, hydrogeologic and coring data collected during construction and testing of the exploratory well, District specified standard core samples, and an engineering report with data evaluation and construction history. 7. PROJECT COST: The total cost of this PROJECT is $320,000. The SWFWMD funding is 50% of the project cost or $160,000. The City will be responsible for the matching $160,000, which will be paid from revenues generated from existing water and sewer revenues. a. Exploratory well design and permitting b. Exploratory well construction and testing c. Engineering report d. Investigations of procedures to eliminate potential for drinking water limits issues Total Project Cost $ 13,000 $273,000 $ 14,000 $ 20,000 $320,000 8. COMPLETION SCHEDULE: a. Initial Design & Permitting Commencement: b. Full Design & Permitting Commencement: c. Permitting Completion: d. Construction Commence: e. Construction & Testing Completion: f. Project Completion & Final Report: g. Agreement Termination: June 30, 2004 July 31, 2004 November 30,2004 December 31, 2004 December 31, 2005 June 30,2006 December 31 , 2006 If the FDEP permit is not issued within the projected time frame, these contract dates shall be requested to be extended in accordance with the permit issuance date. 9. IMPLEMENTATION: The City of Clearwater will initiate a Work Order under its General Engineering Services Agreement for Water and Wastewater Consulting Services with PBS&J (Consultant) to make application for the required permit, prepare technical specifications for contractor selection, provide hydrogeological services, and prepare engineering report. 10: KEY PERSONNEL: a. Jerry Wells Public Utilities Coordinator City of Clearwater 1650 N. Arcturas Avenue, Building C Clearwater, Florida 33765-1945 Telephone: (727) 562-4960 x7226 Page 3 of 5 b. Glen Bahnick Assistant Engineering Director City of Clearwater 100 S. Myrtle Avenue Clearwater, Florida 33756-5520 Telephone: (727) 562-4760 11. ADDITIONAL INFORMATION: a. The City of Clearwater has established metered reclaimed usage fees for all commercial, industrial and multifamily dwelling units. b. Clearwater has established ordinances to conserve both potable and reclaimed water: Watering with reclaimed water is not permitted between the hours of 10 AM and 4 PM; Pinellas County's one day a week and no daytime watering for potable water and twice a week for shallow groundwater systems is followed; Irrigation with potable water in an area where reclaimed water is available is prohibited by ordinance. c. The City has a public education and information program. The objectives of the program are to educate citizens of the value of water conservation and encourage connection to and the efficient use of the reclaimed water system. The remainder of this page left blank intentionally. Page 4 of 5 NORTHEAST WWTP SITE MAP '- .~ __ r- -.; 6' ~O~ .... 0..:,,:":!3.;3 ..._:_~__}.> " ~.~ i.,. o I 1 'Miles Latitude: 2801' 41" Longitude: 82 42' 18" T28S,R16,S21 a SITE d_~tR! ~ . . .. - ,,-. -- - .: .;;. .. PBSJ Section Delineation Base Map: USGS 7.5' Series Page 5 of 5 EXHIBIT "e" AGREEMENT ~q~04CON000098 PROCEDURE SOllTBWEST FLORIDA WATER MANAGEMENT DIST1UCT NUMBER: 13-5 PAGE: 1 of16 TInE: TRAVEL SECTIONJDEP APPROVED: G &; FINANCIALREPORTlNGJFINANCE DATE: 08l3Q/96 SUPERSEDES: 13-5 Dated 06/01/96 The tTavel procedures for the District shall follow generally accepted tmvel procedures for state . agencies, to the extent piacticablc, and comply with the legislative intent of Chapters 112 and 373, . Florida Statutes. AUTHORITY TO INCUR TRAVEL EXPENSES: Any traveler of the District must be authorized in advance to mcur tmve! expenses for the public pmpose through a properly executed Travel Authmization form, Board Coment Agenda or Board Policy. PUBLIC PURPOSE: The public purpose test for travel is that it must be necessary to coaduct omcial District businesS. - . AUTHORIZED 'IRA VRl.F.RS: Any person who' has received advance authorization in compliance with Board Policy 130-5 to incur travel neces:sarY to perform ofticial District business under one of the following categories: . . GovcmiDg and Basin Board members . Executive Director, Assistant Executive Director, Deputy Executive Directors and Geaeral Counsel . EmployeCs in a Board authorized rqular. part-time or tI::mporary position declared to be in travel status by their Director or the Din:ctor's authori2zd n:presentative, . Candidates for a management or professicmal position. Must be authorized by the Depart:ll1=t DUector upon cooniiDation with Human Resources.. . Individuals requested to contribute time and services as a CODSUltant or advisor or as an advisory committee member. Must be antIJ<nizcd by the Executive DiIcctor or Assistant Executive Director or desigDCC. TRAVEL DAY: A period of twenty-four (24) hours ~mng of four equal quarters of six (6) hours each, which shall be lL ~dAT day (mi~igttt to midnigftt), TRAVEL PERIOD: The period between the time of dcpartDre and the time of.return. A continuous travel period consists of all "to" and "ftom. points traveled in succession without a break in public PUIpOse. I I PROCEDURE SOUTBWESr FLORIDA. WAT.EllMANACEMENT DISTRICT NUMBER.: :13-5 PAGE: 2 of 16 TITLE: TRAVEL SECTlONJDEP~: A A.PPR!l~: V~ ~~~ANC1AL REPORTING/FINANCE . ~TE: 08l3~ _SUPERSEDES: 13-5 Dated 06101196 OFFICIAL HEADQUARTERS: This is the office, field office or location when: the traveler is normally asSigned and from wbich tbat person performs the majority of histber duties, Each employee's o:flicial headquarters sba11 be the same as that indicated in the area marlccd "LOCATION:" on hiSIhcr position description, except that a) The official ~ of an employee located in the field sball be the city or town nearest to the area whae the majority ofhislbr:r work. is pc:rfimneci. or such other city, town, or area as may be designated by-the District provided that in all cases such designation must be. in the best interest of the District and DOt for the convcniCl1CC of the employee. b) When any employee is stationed in any city, town, or locality for a period of over 30 continuous workdays, such location sball be ~ to be their official headquarters, and they shall not be allowed per diem or subsistence after the said period of 30 continuous workdays has elapsed unless this period of time is exteDdcd by the ~ approval of the Executive Director or designee. c) When in the best interest of the District, employees may identify their home address as "point of origin" for.a specific travel period if approved by their supervisol' on the travel authorization fonn. It is in the best interest of the District when the employee's homo is nearer the point of destination than bisIher official headquartr:rs. If departure from home: is for the conveDic:nee of the employee and further ftom the point of destination than the: official headquarters, the reimbursement will be ~~ for the coastructive ~ from 1he official headquarters to the point of destination (the lesser of the two), The official headquarters of Goveming and Basin Board members is their home address. Board members will be reimbursed for adlJa1 rouPd trip mileage from their home address to the destination when traveling on District business. To cstabliab the mileage. Board mernbets may provide the odometer radD1g for a mUDd trip to their regular meeting lC)t"lrion(s) following their first trip to that destination. If Board m~ change their hOme addRss during their term in office, the mileage sba1l be ~ by providing a IqJIK-...f!nt odamcta'reading indicating the date change occmred. TRAVEL AUTHORIZATION:- This foan must 'be used by aU District employees for the following puIpOses: . To obtain authori2ation to travel and iD:ur travel related expenses (mcludes tIaining sessions conducted at other Dismct offices) . To request registratiOJ?- fee payments . To request travel advances. I I - PROCEDURE SOIJTIIWI:ST FLORIDA WATER MANA.GEMENT DISTRICT NUMBER:- 13-5 PAGE: 3 of 16 TITLE: TRAVEL .. . SEcnONJDEP~; ACC~~f!NANCIAL REPORTlNGJFINANCE A.PP~~~: ~ . ~~))ATE: 08/3~ SUPERSEDES: 13-5 Dated 06/01196 TRAVEL AUTHORIZATION (co.tlnued): Governing .Board members must. use the travel authorization fonn for prior approval of Jlon-sehed1lled travel outside the Distrid including :dtewf!lnce at conferences or conventions. All scheduled travel for Governing Board members outside the Distrid including attf'!l"lMnce at conferences or c:onvcntions requires prior approval through the consent agenda of a regular monthly Governing Board meeting. Basin Board membe%s must use the travel authorization form for prior approval of aU travel (including to Govcming Board meetings) other than travel to Basin Il1CI!ri1'\g)l. Consultants and advisors shall be authorized as travelers ofthc Disttict under the terms of a contIad or agreement executed by the Executive :Oin:ctor or Assistant Executive Director. Advisory committee members shall be authorized as travelers of the Distrid by blanket travel -authorization with attached list of all individuals selected by the Executive Director to serve on that" committee. This listing shall be updatai by the Executive Department when members are removed or added to the list Employment candidates for management or professional positions shall be authorized as travelers of the District under a 1ravellll1thnri~tiOJl fmm prepared by the Human Resources Department representative at the time travel mangc:mcnts are made. The Travel Voucher form will also.bc prepared by the Human RcsouIccs Department repRSCDtative in conjunction with the type of reimbursement agreed to by the ~;rlate. Candidate will be asked to -sign. the authorization and travel vouchci fmms upon mival for the interview. The fann must define the public purpose and include destination. dates of travel. mode. of transportation. cmm"~ cost and required approval authority signatures prior to sch~nling the travel. The prc-primed fonn must be typed or compictl:d in ink. A copy of the fully executed Travel Authorization must be on file in the traveler's department prior to departure for all travel purposes and remain on file for the current fiscal year plus one Y=l. BLANKET TRAVEL AUTBORIZAnOl'(~ If an employee travels regularly for work assig11111P.ftB to a particular location or similar 100000oos. a "blanket" travel :tl1th~7atiOll form should be completed to cover the current fiscal year (or required travel period for the assigrtment) and placed on file in the Finance Dcpartmc:Dt. 1be fonD must be signed by the traveler and all required approval authorities. PROCEDURE. SOUTIIWEST FLORIDA WATER MANAGEMENT DISTlUcr 1'lTLE.: TRAVEL SECl10NIDEP~: AC AP!~VED: VfIfA . NUMBER: 13-5 PAGE: 4 of 16 UNTING &. FINANCIAL REPORTINGIFINANCE DATE.: 08130/96 SUPERSEDES: 13-5 Dated 06101/96 BLANKET TRAVEL AUTHORIZATION (coDdDued): · The completed 1Iavel authorization form shall indicate an "as needed" status. · The white aDd pink copies of the travel autborizItiou form must be submitted to the Accounts Payable seCtion ofthc Finance Depa.'1meDt for the Finance file ofrccord The yellow copy must be retaiTlP-Q in the traveler's dcpaibQcDt file for the current fiscal ye8r plus one year in compliance with the State Retention SchMnle, · Each time a Tmvel Voucher is submitted utili7.ing a blanket travel authorization, the traveler must reference the-TA 1f::Jt:t##f on the Travel Voucher form. · A master blanket travel authorizatiou may be submitted to cover all locations within the District boundaries, although, for regular work assignments outside District boundaries lL' separate "blanket" travel authorization will be requiIal for eaCh specific location. · Blanket travel ilJ1thn1'i~tiODS do not indicate the point of origin. The travel voucher submitted for this type oftrave1 will dooumerlt the point of origin approved by the supervisor. SIGNATURES REQUIRED FOR TRAVEL AUTHORIZATION: The traveler must sign the fomi in ink and secure the apptOpliatc approval authority signatures as indicated. No one may cxcroise sigu8ture autbmity for hitnfll!ij' or he:rself; rather, approval of a higher level of authority must be ob1ained. . TRAVELER: Governing Board members (required fur DOD-scheduled travel outside District including confcn:nces or conventions only) APPROVAL SIGNATURE REQUIRED: Governing Board Chairman or Vice ChainDan . TRAVELER: Basin Board members (xequircd for all travel including Governing Board ~"P; not required for Basin Board meetings) APPROVAL SIGNATURE REQUIRED: Basin Board r.haiTmIl11 Ex-officio or Goveming Board OutirmssD or Vice CbaiJman . TRAVELER: Executive Direc10r (n:quited for travel outside the District boundaries and to attend canferenccs or conventions) APPROVAL SIGNATURE REQUIRED: Govc:ming Board Chairman or Vice C}1ainnan . TRAVELER: Assistant Executive Director APPROVAL SIGNATURE REQUIRED: Executive Director .. . I PROCEDURE S01TI1lWJ:ST FLORIDA WATER MANAGEMENT DlSTRlcr NUMBER: "13-5 PAGE: S of 16 TITLE: . TRAVEL . SEcnONIDEP~: ACC~~~ANCIAL REPORTINGlFlNANCE APPR.Oym: ~ <r~DATE: 08l3~6 . SUPERSEDES: 13-5 ~ted 06101/96 SIGNATURES REQUIRED FOR TRAVEL AUTHORIZATION (coDtiDued): · TRAVELER: Deputy Executive Directors, General Counsel and Inspector General APPROVAL SIGNATURE REQUIRED: Executive Director or Assistant Executive Director . TRAVELER: Attorneys APPROVAL SIGNATURE REQUIRED: Genaal Counsel . TRAVELER: DircctoIs - APPROVAL SIGNATURE REQUIRED: Deputy Executive Directors . TRAVELER.: Employees (outside the state) APPROVAL SIGNATURE REQUIRED: Supervisors and Department Directors, and Deputy Executive Directors or General Couusel; and Assistant Executive Director or his designee. · TRA VELD: Employees (within state outside District or to conferences or conventions) APPROVAL SIGNATURE REQ1JIRE]): Supervisors and Department Directors and Deputy Executive Direc:tms or General Couusel . TRAVELER: Employees (inside District DQ& to conferences or conventions) APPROVAL SIGNATURE REQUIRED: Supervisors and Department Directors or designee . TRAVELER: Advisors and ~~ .APPROV AL SIGNATURE REQUIRED: Deputy Executive Directors . TRAVELER: Advisory Committee Members APPROVAL SIGNATURE REQUIRED: Executive Director or designee . TRAVELER: Employment CuldinSltes APPROVAL SIGNATURE REQUIRED: Department Director after coordination with Human Resources TRAVEL VOU~; A Travel Voucher fam1 should be completed immediately upon return from a 3Cbeduled travel period to verify all related expenses. A travel voucher form must be s11bmittM to Accounts Payable within three working days of return from a travel period whm "Advance TIavel Payment" has been received. If 110 "Advance Travel Payment" has been ~vcd, a travel voucher fonn must be submitted to Accounts Payable within thirty days of fP-bnning from a travel period I I PROCEDURE SOlJ'T.HWEST FLORIDA. WATER MANAGEMENT DISTRICT NUMBER: 13-5 PAGE: 6 of16 TITLE: TRAVEL SECTIONIDEP APPROVED: G cI: FINANCIAL REPORTINGIFINANCE C11YI: DATE: 08/30!96 SlJPERSEDES: 13-5 Dated 06101196 - - TRAVEL VOUCHER (eoDtbaued): The pIe-printed travel vouc::hc:r form must be typed Oor completed in ink and authorization documents (i.e., copies ofttavd authOrization form, agenda, registration form, etc.) must be attached. Blanket travel.authorization :forms on fil~' .~ Finance must be refere:nced on the Travel Voucher by providing the TA 1t###ft. . Each one-way trip must be CDtcred on a separate line of the Travel Voucher. The point of origin (from) and ~nAtion (to) must be indicated. 0 . The first "leg" (one-way trip) of travel period must include the actual time departed from the point of origin and the last "leg" of that travel period must show the time returned and location of filial destination. Hour of departure and hour of return are required for all travel periods. Continuous travel periods would require recording the time at the begjnning of the :first "leg" and the time at completion of the final "leg." . Continuous travel between various destinations must be detailed on the Travel Voucher. Each "leg" of r.t'Q1tinuous travel will include a point of origin. destination and associated explanation of public purpose. . The public pmpose requin:mc:nts must be dcfined on the Travel Voucher by indicating topic of a meeting (i.e~ Meeting on SWIM Issues, Meeting with Deputy Director), type of conference or COJm:DtiOll (i.e., GFOA Conference. A WW A Conference), purpose of an event (i.e., n"bbon . cuttiDg for service office), etc. Govcming andBasiD Board members may elect to submit Travel Vouchers quarterly. VICINITY MILEAGE: Vicinity mileage represents miles driven after anival at aud departu:re from a point of destination to aDOtba' point wi1bin the same city oaly when ncccssary to Mt'duct - official busimss during the period ~deRd "vieiDitY' travel. Vicinity mileage mast be reported separately on the Tmvel Vouchc:r foan and aD expl11ftAt11W'1 must be included to justify public purpose. Report date, destination, public purpose, and bqpnnmg and ending odometer rearlinv (Auto Miles Code "2") OIl Travel Voucher to ~de the required documentation. l'Odomcter Mileage ToIFrom Destinationll (AutD Miles Code "3") is DOt considered vicinity mileage (see AUTO EXPENSES for reporting requircmems). 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 h~ rather, approval of a higher level of authority must be obtained. . PROCEDURE SOUTHWEST FLORIDA WATER MANAGEMENT DISTRICT . Tl1'LE: TRAVEL SECTIONJDEP APPROVED: NUMBER: -13-5 PAGE: 7of16 G & FINANCIAL REPORTINGIFINANCE ~DAn: 08130196 SUPERSEDES: 13-5 Dated06/0l/96 SIGNATURES REQUIRED FOR TRAVEL VOUCHER (conUnued): · TRAVELER: Governing Board and Bum Board members and Executive Director APPROV.AL SIGNAnJRE REQUIRED: Tmve1er is only signature requtrcd except as stated in the Board Policy when prior approval is required · TRAVELER: Assistant-Executive DiIector APPROVAL SIGNA TUB:E REQUIRED: . ExCClJtive Director · TRA. VELER: Deputy ExecUtive Directors, Geucral Counsel and Inspector General APPROVAL SIGNATURE REQUIRED: Assistant Executive Director . TRAVELER: Attomeys APPROVAL SIGNA TORE REQUDUm: Genaal Counselor Seui91" Supervising Attomeys . TRAVELER: Directors _ APPROVAL SIGNATURE REQUIRED: Deputy Executive DiIectors . TRA VELD: Employees APPROVAL SIGNATURE REQUIRED: Supervisors and/or Managers and Department Directors or designee . TRAVELER: Advisors and Consultantsv,APPROVAL SIGNATURE REQUIRED: Deputy Executive Director . TRAVELER: Advisory Committee Members APP~OV AL SIGNATURE REQUIRED: Executive Director or designee . TRAVELER: Employment Candidates APPROVAL SIGNATURE REQUIRED: Department Dircctms upon coordination with HlIDUID Resources ACCOUNT CODING: All travel forms relating to a specific travel period must bear the same accounting data to properly identify.tbc traveler's department, section, public pmpose and location as well as the fund and ag:oum; to be chaIged. I I PROCEDURE SODl'BWEST FLORIDA WATERMANAGEMENT DISTlUC1' NUMBER:. 13-5 PAGE; 8 of16 CLASSES OF TRAVEL: Class A and B travel shall include any assignment On official District business away from official hcadquarter:s when it is cn1)sidered reasonable and ~ry to stay overnight and for wbich travel expenses are approved. Class A Continuous travcl of24 hours or more away from official headquarters and. away from home ovemigbt. This is ~dated based. on four equal quarteIs of six hours each which shall be a calendar day (midnight to miduight). Class B Continuous travel of less that 24 hours which involves overnight absc:nce from official headquarters and away from home ovemigJrt. This is calculated based on 6-hour cycles beginning at the hour of ~tnR. Class C Short or day-time ~s where the traveler is not away from official headquarters ovemight or when travcl occurs during evening hoursduc to special assignment to conduct District business. PER DIEM: (Relates to Class A or B Travel Only) (1) A flat rate up to $50 per day ($12.50 per quarter day) requiring no receipts for rooms or meals, or . . (2) Rc:imburse:ment for the actual lodging cost for single occupancy to be substantiated by paid bills, .as well as the authori2ed mcai allowance rates described below. When lodging or meals are . provided at a state institution. the traveler sball be reimbursed only for the actual cx.pen:Je of lodging or meals not to exceed the mst~~ allowances. or (3) Two or more District employees electing to share a room while traveling under Class A or B travel status must c1= the same per diem method of reimbursement (1) Or (2) as descnOed above. IfrcimbUlscment option (2) is c1ccted, only the actual cost ofthc room as well as the authorized meal allowances shall be rmmbutsed. or (4) In the case of foreign travel, the traveler may choose the State per diem rate as stated above or the foreign travel per diem rate as a.uthorizx:d by Section 112,061(3Xe), Florida Statutes. To be eligible for per diem or any travel expense allowances, the travel must be authori2ed by the appropriate approval authority and must meet the public purpose rcquiremcnt. I PROCEDURE SOVTJIWEST FLORIDA WATER MANAGEMENT DISTRICf NtJMBER: 13-5 PAGE: 9 of 16 TITLE: TRAVEL SECOONIDEP APPROVED: : ACCOUNTING & FINANCIAL REPORTINGlFINANCE DAn: 08130I96 SUPERSEDES: 13-5 Dated 06101/96 MEAL ~OWANCE RATES: (Relates to Class C Travel) To Receive Must Depart Must Retum Payment "For: Prior To: After Allowance Breakfast 6a.m. 8 a.m. $3 Lunch 12 noon 2p.m. 56 Dinner. 6 p.m. 8p.m. 512 Meal allowances will be paid to persons in Class C Travel status when participating in scheduled public nieetings, seminars, workshops. specialassigmncnts or other official business which occurs outside the nonnal work assignment of a traveler. Field staff shall only receive.mCal alloWance(s) when an assignment requires overtime status since their non:na1 wOIk assignmCnt is nin tbe field. II . In co~liance ~th Jnt-nal Revenue Service. Publication IS. Circular E. Employer's Tax Guide, Class C meal allowance reimbursements an: 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. If the program for a conference or convention states that breakfast, lunch or dinner is included in the fee, the traveler is expected to receive that meal without reimbursement (Continental breakfast II ~~ a breakfast and is Dot reimbursable when pl'Qvided. Brunch will be CODSideIed at tbc lunch allowance rate.) Reimbursement for meal expense will be the appropriate meal allowance late reprd1.ess of the actual cost of the meal. The traveler must absorb any cost above the meal allOwaDCC amount.. Tips wiD DOt be reimbursed. AUTO EXPENSES: Mileage will be n:imbursed at the rate approved by the State lcgj.~ltltlJre for the round. trip from the traveler's point of origin t9 point of destinatiOll when the tmveler is authorized to use his or her own personal vehicle for official District business. The following guidelines apply: I . It is recomm~ that a District pool vehicle be used for all District travel unless one is not available or use: of a personal vehicle would be morc efficicnt or cost effective. Use of a persoDal vehicle sball be: authorized by the traveler's Dircctcr as deemed apJ)&opriatc. . All mileage claimed must be by a usually traveled route from the point of origin to the point of destination. Chapter 112.061(7)(a). Florida Statutes, states, "All travel must be by a usually traveled route. In case a pc:son travels by an indirect route for his own convenience. any extra costs shall be borne by the traveler; and reim~ for expenses shall be based only on such charges as have been incmred by a usually traveled route." PROCEDURE SOU'TBWEST nORmA WA.TER MANAGEMENT DISTRICt' TITU: IRA VEL SECIIONIDEPAR APPROVED: NUMBER: 13.5 PAGE: IOofl' G &: FINANCIAL REPORTINGlFlNANCE DA~ 08130/96 SUPERSEDES: 13-5 Dated 06101/96 AUTO EXPENSES (continued): · Whenever the point of origin and point of destination are within two different city limits iDdicated on the Florida Departmc:ut ofTransportationofticial transportation map, mileage shall be detcmUned by Using the Official Highway Mileage chart (Exhibit A). which provides the computed distance from the "town" of origin to the "town" of destination, not actual odometer readings. .If either toWDIcity does Bot appear on the chart. or when involved in vicinity travel., mileage shoqId be shown by actwd odometer r-nmJPI. . Whenever employees travel between District se:vice office; _ mileage sball be detl'!l'll'linedby using the District Mileage Chart (Exhibit B). · For all continuous travel trips reporting the cmpl6yee's home as the point of origin (departure . point), the allowable mileage from the point of origin (employee's home) to the first worlc stop . shall be the lesser ofilie actual odometer mileage or the distance from the employee's official headquarters to bisIbe: first work stop. . For all ~tinn()us trave11rips reporti:og the employee's home as a final destiDation, the allowable mileaae iiom the last work stop to the fiDal destination (employee's home) sbal1 be the lesser of the actual odometer mileage or the (fistSQ]~ :from the employee's last wmk stop to hisIher official headquarras. · Rcimburscmentfor expenditures relating to the operation, maintenAnt;l! and ownership of a personal vehicle, other than mileage is not pamitted. . . Two round trips to an airport may be approved if it is d~l'!fTn;ned to be more economical than one round trip plus the airport parking fee for the personal vehicle during the scheduled travel. AUTOMOBILE RENTALS: Each Goveming Board member, the Executive Din:ctor, Assistant Executive Director, Deputy Executive Dinoctor. Gcocral Counsel, auomcys and other individuals authoriv-n by tbe Governing BOaId or &ecutive Director may be supplied a Rcma1 AgcDcy Central Billing Credit Card for their use while on District busiDess. ~,""g will order and distribute the cards after n:ceiving an approved CRdit CarcisIKeys Rcquestfaim from the authorized individuals. AD ~ - :~loyee who is required to use a n::ota1 aUto, but bas not been assigned an auto acdit card, may reqt: . a Rental Agency One Trip Tmvd Order (0. T.T.O.). The C. T.T.C. is a substitute for an auto credit card to be used only once. Tnvc1em may n:quest the O.T.T.O. by submitting a memo to Purchasing with a copy their fully executed Travel Authorization fonn attached I I : PROCEDURE SOlJTBWEST J'LOIlJDA. WA1'U MANAGEMENT DlSI'lUcr TITLE: TRAVEL SECl10NJDEPAR APPROVED: NUMBER: 13.' PAGE: 11 of]6 1 .- . ACCOUNTING & FINANCIAL REPORTINGlFINANCE EFFECTI\lI DATE: 08I30t96 SUPERSEDES: 13-5 Dated 06101196 AUTOMOBILE RENTALS (continued): The cmiitcard and O.T.T.O. arc provided by the1l2ltal agency as part of its agreement with the State of Florida. Individuals using a credit card or O.T.T.O. are to ensure that the proper discount is applied, that no sales tax is .charged, and that.tb.c most economical type of vehicle to appropriately accommodate the travel needs is n:quested. Class Vehicle Size Code 1 (A) Sub-Compact ECAR - 2(Bj Compact CDAR 3(C) Intermediate IDAR 4(E) Full Size 4Idr FDAR 5{V) Mini-Van MVAN AIR TRAVEL: It is the responsibility of the scbcduling department to dctcmrine the most economical method of travel prior to mllJrn,g reservations. Reservations may not be made until appropriate travel authorization xequiremcnts have been met. The District's contract T.mvel Anangement Services provider should be utilized exclusively for IequestiDg e.vimllltes and booking flights unless substantial savings can be realized by utilizing another source, The respective department is responsible for making,clmngj"g and/or cancem"g rcsc:rvatiODS. All ~eIcial flights will be coach class unless not available. Air Travel Cards are credit cards accepted by most major airlines for flights limited to North ~ca. These cards are ordc::ed, assigned and distributed by ~l,=-lring Use Credit CardslKcys Request fonn to request an air travel card. NomWly, these cards are only issued to Goveming Board members, the Executive.Director., Assistam Ey~ Director. Deputy Executive Directms, GeDcral Counsel, Directors and Attorneys. Other staff may request air travel cards only after obt:aining authorization from the Executive Director. .Travelers must retain the pass""1ger receipt from the used airline ticket (last page of ticket). Upon return to the District, this receipt must be forwarded to Accounts Payable within three bmriness days with the traveler's siguature and appropriate account coding on the copy. CHARTER FLIGHT SERVICE: This seiVice is to provide speei1ic tr.m.sportation to attend mcetiDgs, etc. in order to conduct District business (overflights are excluded from this procedure). Requests for GovemiDg and/or Basin Board members, Executive Director, ~$-.1!dJ1nt Executive Din:dDr, Deputy Exccative Diredoa and GeD1:nl Counsel charter flights will be arranged through the Executive Department after receiving approval as staled in the Policy. The use of charter flights by staff members should be an exception and must be authorized by the Executive Director. A requisition (RX) must be entered into the financial system with the flight schedule infoImation in order for a purchase order to be processed. I PROCEDURE SOUTHWEST nORlDA WATER MANAGEMENT DISTRICT TITLE: TRAVEL SECTIONIDEPAR APPROVED: NUMBER:.13-S PAGE: I2of16 G & FINANCIAL REPORTINGlFINANCE CTIVE DATE: 081301..96 SUPERSEDES: 13-5 Dated 06101/96 CBAR~ FI:JGBT SERVICE (eontiJaued): Purchasing will process the request in accordance ~ Board Policy 150-1 and District Procedme 15-1 gQVemiJig procurement practices, which includes contracting for services with an appropriate charter flight service, obtaining the required ~ccs at the best IQpODSible price (consistent with trip requirements and safetY), and ~niDgll!nllll\gjng the services requested upon receipt of notification from ~ requesting department. Emergency arrangements may be made directly with Pun:basing who will then notify the Executive Department and request pxq>aration of the required documents, Under nOuna1 cirr~tlm$nC~, paymc:ut of or reimbursement for travel by private or company-owned or charter plami shall be no greater than that allowed for ~ (coach class) air travel rate for equivalent distance. BOTEIJMOTEL ACCOMMODATIONS: Lndgjng expense is reimbursable to authorized District travelers requiring overnight absence away from official headquarters and- home under Class !t- or B tm~l. The traveler may not receive reimbUrsement for lodging within the local area unless aut~7I'!fi by the Deputy Executive Director ofManagemcnt Services. In order to achieve a cost savings to the District, the District may contract directly with the hotellDiotc1. On occasions when the tmveJcts fligbt scbI:dule or ending time of a conference prevents retumiIig hou1e by a rea~ahle hour, the DepartmcDl Director must dctemrine whether an additional ovemight accommodation is warranted. EMERGENCY EXPENSES: F..mergeacy expeascs that an: not related to travel should not appear on the TIavel Voucher. Paid invoice or ~ipt fur such expenses must be submitted for reimbursement through petty cash or, if over S2S, QY submitting a check request to Accounts Payable, OTHER EXPENSES: When ~ ate jDcidf!nt1ll to travel, receipts shall be attached ~o the Travel Voucher and explained briefly on the.foxm or an attached mem()l':lnOtun. Receipts are required in all cases.except when receipts lR not possible (i.e., p~rk:ing meters). An explanation must be included to explain when no receipt is available. If proof of payment or explanation is not submitted, reimbl~~t cannot be authorized. I PROCEDURE SOllTBWEST FLORIDA WATER MANAGEMENT DlSTlUcr NUMBER.! 13-5 PAGE: 13 of16 TITLE: TRAVEL _ SECTJONIDEPA~: ACC9~~f!.NANCIAL REPORTlNO/FINANCE APP~~VED: .lJfrot.'<; ~DATE: 08130/96 SUPERSEDES: 13-5 Dated 06/01196 OTHER EXPENSES (continued): Other authorized expenses include: 1. Tolls for road.-bridge, !my, etc. (ZecCiptSI~quired when available) 2. Parking and storage fees (naipts NqUind - a&:ept meter parlriDg) 3. Long distanc;e .telephone charges* for business purposes (receipts n:quired - except when coin opcmtcd dcvic:cs are used) 4. Noininal telephone expenses* for business pmposes (receipts required - except when coin operated dcvicesareuscd) _ 5. Taxi fare or other similar transportation costs associated with attP.J1ding business functions or going to (from) the hotel (m:ciptrequircd) - 6. ConferenCe or convention registration fee paid directly by the traveler while attending a conference or convention serving the public purpose on behalf of the Dis1:rict (receipt rcquiRd) 7. State sales tax paid directly by the ttaveler on purchases directly related to District business (receipt required) . -- · E:tpkmtuIGII_ tIIIIII:bed 10 Tnnwl YOIIdiu." idraIt& JIIIlHk ~ of __ ~joT whk:h reillr~ u.....<<. Expenses not reimbUl38ble are: 1. -Tips or gratuities 2. Personal telephone calls 3. Excess baggage charges unless charges ~ for District equipment Lost or missing receipts will requite a statement signed by the traveler with Department DiIector's approval in order to receive n:imbUlSCmCDt. Other travel expenses not detailed in the Procedure shall be handled by exception with Deputy Executive Director's approval. TRAVEL ADVANCES: Advance paymc:m for official travel may be authori2ed by the Executive Director or de!'ri gJH!f! for Class A or B tmvel when the traveler anticipates substantial travel expenses (i.e., lodging, meals, parking) and requests funds to cover the associated travel costs. Travel advances will not be autb.ori2.cd for Class C travel cxpeuses. The minimum travel advance amount is S50. The mlt~um travel advance shall not::exceed 80 pc:rcent ofthc csri~~ted cost for official tIavel excluding any payments made directly by the District. The travel advance will gmerally be. made to the traveler on the Thursday prior to hi.sIhcr departure. Advance payment (or the traveler's cn:dit card authorization) for one night's lodging is usually required to guarantee a reservaaOll if the traveler will arrive after 6 p.m. and may be required to reserve a room at a plefened group raSe. The District may x=bursc this one night guarantee as an advance to the traveler if the traveler does not provide a credit card authori2ation. The advance, if required, will be made to the traveler prior to the due date established by the hotel/motel. PROCEDURE SOlJ11lWESI' nORmA WATER MANAGEMENT DISTRICT TrrLE: TRAVEL SECl10NIDEP APPROVED: NUMBER: 13-5 PAGE: 14 of]6 : ACCOUNTING & FINANCIAL REPORTINGIFINANCE DAD.: 08l3()196 SUPERSEDES: 13-5 Dated 06/01/96 'IRA VEL ADVANCES (coatiDaed): As soon as possible after the employee leams of a travel assignment, and an advance is desired, the employee should complete a !lavel Authorization fonn and marlc the "Advance Travel Payment Requ: "r.ed" section. The request must be approved by the employee's Department Director before paym;:!l: can be processed. Within thxee working days after muming to the District, the traveler who received a travel advance is required to submit a completed Travel Voucbcr. The amount of the travel advance is to be deducted from the travel expC:nses claimed aDd any excess Cravel advance amount must be reimbursed to ~ District when submitting the Travel Voucbcz. CONTINUOUS TRAVEL STATUS: Those employees on continuous travel status may receive a conunuous travel advance in an amount not to exceed 80 percent of expected travel expenses for a two-week travel period. ContinUous travelen are defined as employees who routinely travel ovcmight. These employees qn continuous travel status must complete a,. Travel Voucher on a weekly basis to document their actual travel expcmes.. If an employee is no longer on continuous . travel status, any COl)tinQous travel advance amount in excess of actual expenses must be refunded to the District within three business days. 17Ie EJut;lItive Diret:tor ".7 1IUJtli.fy or interpret thill Procedllre. I PROCEDURE SOUl'llWEST JLORlDA WATER MANAGEMENT DISTRICT 11TLE: TRAVEL SECnONJDEP APfROVED: NUMBER: 13-5 PAGE: 15 of16 & FINANCIAL REPORTINGlFINANCE CllVEDA.TE: 08l3(}196 SUPERSEDES: 13-5 Dated 06101/96 EXHIBIT A . OFFICIAL mGBWAY MILEAGE CHART Whenever the point of origin and point of destinllliiOl1 are within two different city limits indicated on the Florida Department ofTnmsportation official transportation map, mileage shall be demnniTlf',d- by using the Offi~ Highway Mileage chart providing the computed distance from the "town" of origin to the "town" of d~OD, DOt actual odometer readings. To use the mileage chart, deMrtninl!'! the town of origin and town of destination. Locate both on chart. Place- roler along step beneath town appearing closest to the right. Follow across. to intersecting column beneath town appearing closest to the left. The number at the intersection represents the one-way mileage between the two. towns. Tb.is is the mileage to be reported when traveling between the city limits of two cities or towns appearing on the mileage: chart. EXAMPLE: City of Tampa to City of St Petersburg = 20 miles NOTE: This "Official Highway Mileage" chart is printed OIl the current Florida Official Transportation Map which is available in each Department. :I! I( :: I( ~ I( : ~ ~ ,>> . 1ZJ :all ~.. t" m 11 16' '0. ,. _ .... _ .. ... 211 _ow .a_ .. I. II 2'. ..t ZD D aa ...:al iJII ~ )>> 1.' MA In 5IM '12 MtI 12 I.' . 3G .. "," 21 .. -.. -. "' _ .. 1ft ....- ._- ..~ . . PROCEDURE SOU'l1lWEST FLORIDA WATER MANAGEMENTDISTlUCf TITLE: TRAVEL SECTIONJDEP APPROVED: NUMBER.: "13-5 PAGE: 16 ofI6 G & FINANCIAL REPORTING/FlNANCE C'I1VE DATE: 08/30/96 SUPERSEDES: 13-5 Dated 06/01/96 EXHlBIT B DISTRICf MILEAGE CHART Documented Mileage for Most Direct Route Between Service Offices . HeadquarterslBrooksville HeadquartcrslBrooksville Headquarters/Broobville HeadquarterslBrooksville Tampa Service Office Tampa Service Office Tampa Service Office -Bartow Service Office Bartow Service Office Inverness Service Office Bartow Service Office Venice Service Office Tampa Service Office Invemess Service Office :.. .~~~~i' ..." '::~ -. BartOw Service Office :_~l;;~!~ ~', Vemce Service Office :._74:iriii~:~:~ Invemess Service Office ;.:~milJii ,. .,;.:.i. ..........;... Venice Service Office :_:':~t~!~~ .... .:-..",',-.- Venice Service Office InvemCss Service Office:if:5~.~~. . . -',.;.,' ~.~, .->. · These miles were determined by combining the conncc:tiDg pojms far which miles have been documented. 'Three of the five District service offices are not located within the limits of a city. Therefore, the mileage to these service offices cannot be determined using the Official Highway Mileage chart. These service offices are called: Broo~-vill.e Hc:adquirters, Tampa Service Office and Venice Service Office. The documented mileage between service offices as listed in fbc above chart shall be. used whenever a District traveler is traveling between District service offices. Ifthc= arc cxtI:nuating or unforeseen circumstances, such as a detour, which require the District traveler to take anotlH:r longer route, an explanation as to why the mileage reponed is ~ than the documeoted mileage on the above chart must be included with the travelers submitted Travel V oucber aud approved by the authorized signers. 11hc mileage bctwecIl the Bartow aud JD..:-mc5$ service offices retla::ts the Official HigJlway Mileage chart miles since tbr:sr: two scnice offices arc located \. .". ..11 the' 6mits.