COOPERATIVE FUNDING AGREEMENT FOR CLEARWATER SEVILLE/SUNSET RECLAIMED WATER TRANSMISSION AND DISTRUBUTION PROJECT (K833)
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ORIGIN'AL
AGREEMENT NO.03CON000080
COOPERATIVE FUNDING AGREEMENT
BETWEEN THE
SOUTHWEST FLORIDA WATER MANAGEMENT DISTRICT
AND
CITY OF CLEARWATER
FOR
CLEARWATER SEVILLE/SUNSET RECLAIMED WATER
TRANSMISSION AND DISTRIBUTION PROJECT (K833)
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 CITY OF CLEARWATER, a municipal corporation of the State of
Florida, whose address is 112 South Osceola Avenue, Clearwater, Florida 33756; 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 DISTRICTs cooperative funding program; and
WHEREAS, the project consists of the design, permitting and construction of the Clearwater
Seville/Sunset Reclaimed Water Transmission And Distribution Project, 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
2379 Broad Street
Brooksville, Florida 34604
Project Manager for the CITY:
Andy Bachtel
1650 North Arcturas Avenue
Clearwater, Florida 33765
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Any changes to the above representatives or addresses must be provided to the other
party in writing.
1.1 The DISTRICTs 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 DISTRICTs 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 DISTRICTs Project Manager is authorized to adjust a line item amount of the
Project Cost contained in the Project Plan set forth in Exhibit IIBII 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
DISTRICTs Project Manager is not authorized to make changes to the Scope of
Work and is not authorized to approve any increase in the not-to-exceed amount
set forth in the funding section of this Agreement.
2. SCOPE OF WORK. Upon receipt of written notice to proceed from the DISTRICT, the
CITY agrees to perform the services necessary to complete the PROJECT in
accordance with the Special Project Terms and Conditions set forth in Exhibit IIAII and
the Project Plan set forth in Exhibit IIB.II Any changes to this Scope of Work and
associated costs 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 Two Million
Four Hundred Thousand Dollars ($2,400,000). The DISTRICT agrees to fund
PROJECT costs up to One Million Two Hundred Thousand Dollars ($1,200,000) and will
have no obligation to pay any costs beyond this maximum amount. The CITY agrees to
fund PROJECT costs up to One Million Two Hundred Thousand Dollars ($1,200,000)
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 DISTRICTs share of the PROJECT
costs in accordance with the Project Cost contained in the Project Plan set forth in
Exhibit IIB.II 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 IIA.II
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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 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 DISTRICTs 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 on a
monthly basis at the following address:
Accounts Payable Section
Southwest Florida Water Management District
Post Office Box 1166
Brooksville, Florida 34605-1166
3.2 The anticipated total cost of $2,400,000 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 Seville/Sunset Reclaimed Water
Transmission And Distribution Project (K833) agreement between the
Southwest Florida Water Management District and the City of Clearwater
(Agreement No. ), 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 The DISTRICTs performance and payment pursuant to this Agreement is
contingent upon the DISTRICTs Governing Board appropriating funds for the
PROJECT.
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4. CONTRACT PERIOD. This Agreement will be effective upon execution by all parties
and will remain in effect through December 31, 2006, 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. REPORTING. 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's fees on appeal arising from the negligent acts or omissions of its
officers, employees, contractors and agents related to its performance under this
Agreement.
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. The CITY will ensure that any press release or
media correspondence includes information pertaining to the DISTRICTs funding
contribution, and any oral media interview mentions the DISTRICTs role in funding the
PROJECT. 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.
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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 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
Page 5 of 7
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. MODIFICATIONS. This Agreement and the attached exhibits listed below constitute the
entire agreement between the parties and 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 FLORIDA WATER MANAGEMENT DISTRICT
By: jhLhJ A ~ Y -I' ~2co;r
-6ene-k-He8th;-fntefim-Exeetftive-Bifeetef- Date
David L. Moore, Executive Director
Countersigned:
CITY OF CLEARWATER
.~~1fI
Bill Horne, City Manager
to -z,~ -62
Date
ATTEST:
t.../
Cynthia E. Goud'au, City Clerk
4t;A
COOPERATIVE FUNDING AGREEMENT
BElWEEN THE
SOUTHWEST FLORIDA WATER MANAGEMENT DISTRICT
AND
CITY OF CLEARWATER
FOR
CLEARWATER SEVILLE/SUNSET RECLAIMED WATER
TRANSMISSION AND DISTRIBUTION PROJECT (K833)
DISTRICT APPROVAL ~ITIALS
LEGAL ,-"RC
RISK MGMT ~
CONTRACTS
RC&D DEPT DIR
DEPUTY EXEC DIR
GOVERNING BOARD
Page 7 of 7
AGREEMENT NO. 03CON000080
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
May 30, 2003.
2. APPROVAL OF BID DOCUMENTS. The CITY must obtain the DISTRICTs written
approval of all construction bid documents prior to being advertised or otherwise
solicited. The DISTRICT will not unreasonably withhold its approval. The DISTRICTs
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 DISTRICTs 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 DISTRICTs 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 DISTRICTs 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 DISTRICTs Project
Manager apprised on all PROJECT related matters.
Page 1 of 7
5. APPROVAL OF CONTRACT. The CITY must obtain the DISTRICTs 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
May 30, 2004 and will satisfactorily complete all aforementioned work within 16
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. RECLAIMED WATER OFFSET REPORT. The CITY must submit a report, three
years after PROJECT completion, documenting that at least fifty percent (50%) of the
PROJECTs 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 DISTRICTs
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 DISTRICTs Project
Manager with advance notice of all PROJECT meetings with the CONSULTANT,
CONTRACTOR, and regulatory agencies and will copy the DISTRICTs Project
Manager on all pertinent PROJECT related correspondence. The CITY will provide
the DISTRICTs Project Manager with updated design and construction schedules.
The CITY will provide the DISTRICTs Project Manager written bi-monthly status
reports on 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
provide the District with documentation of the CITY's enforcement of the CITY
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
provide the District with documentation of the CITY's enforcement of the CITY
ordinance requiring the efficient use of reclaimed water for aesthetic landscape
irrigation which results in at least a 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 developed 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 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.
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 CITY's Proposed Project Plan set forth in
Exhibit "B." A minimum of a master meter per subdivision will be required. The
CITY will maintain said meter(s).
1 O. EDUCATION PROGRAM AND APPROVAL. The CITY will continue their existing
customer education program promoting the efficient use and conservation of reclaimed
water. The CITY must obtain the DISTRICT's approval of new or revised educational
material prior to proceeding with publication of said new material. 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. Prior to 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 base maps 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).
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REUSE_CAPACITY 4,12, F, 2 Permitted annual average reuse capacity in millions
of gallons per day.
PLANT _RE_FLOW 4, 12, F, 2 Annual daily average flow of reclaimed water, in
millions of gallons per day (MGD).
REP _YEAR
4,4, I
Reporting year PLANT_FLOW
PLANT _RE_FLOW values.
and
PLANT_NAME
40, 40, C Name of treatment plant.
TREAT_LEVEL
3, 3, C Treatment level:
ADV Advanced. (AWT).
SAD Secondary treatment with filtration.
SEC Secondary treatment.
FT Full treatment.
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.
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LINE_FUNDING 1, 1, C
Reclaimed Water Storage Areas
Coverage Name: RWSTORAGE
Is funding provided by the District for this line?
V Ves
N No
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?
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.
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Coverage Type:
POLYGONS
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
GOLF
RIA
MINE
POW
I!C
GW
IP
NAT
AG
MFL
Residential irrigation.
Golf course irrigation.
Recreational! Aesthetic
(parks, cemetery, fountains and other
water features).
Mining and dewatering.
Power generation.
IndustriaVCommercial.
Ground water recharge.
Indirect potable reuse (surface water
augmentation).
Natural systems restoration, wetlands
creation, enhancement or restoration).
Agriculture irrigation.
Minimum Flows and Levels
augmentation.
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
Page 7 of 7
AGREEMENT NO. 03CON000080
EXHIBIT "B"
PROJECT PLAN
CLEARWATER SEVILLE/SUNSET RECLAIMED WATER
TRANSMISSION AND DISTRIBUTION PROJECT (K833)
NARRATIVE: This PROJECT includes the design, permitting and construction of 14,500
linear feet of 8, 12 and 16-inch diameter reclaimed water transmission mains
and 14,600 linear feet of 4 and 6-inch diameter reclaimed water distribution
system lines. The PROJECT area includes two separate service areas within
the CITY. The primary part of the PROJECT is identified as the Seville area
with a smaller portion of the PROJECT involving the Sunset area near
Clearwater Harbor. The Seville portion, when completed will provide up to
300,000 gpd of reclaimed water to the area to serve approximately 6 multi-
family residential communities and 10 commercial customers. The reclaimed
water supplied to this area will offset an estimated 165,000 gpd of potable
quality water used for irrigation. The second part of this PROJECT is the
Sunset portion extension into the Clearwater Harbor area to serve
approximately 180 single-family customers with up to 108,000 gpd of
reclaimed water. The reclaimed water will offset approximately 54,000 gpd of
potable quality water used for residential irrigation. The total estimated
amount supplied by this PROJECT is 408,000 gpd, which will offset an
estimated 218,000 gpd of potable quality water. The total cost of this
PROJECT is estimated to be $2,400,000. The funding from the DISTRICT is
50%, or $1,200,000.
PRO.IECT INFORMATION
1. TYPE OF PROJECT:
This PROJECT includes the design, permitting and construction of new transmission
and distribution mains to expand reclaimed water service in the Seville area and along
the Sunset Drive corridor.
2. PROJECT OBJECTIVE:
The PROJECT 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 in
specified services areas. This will require the construction of transmission mains and
distribution piping to provide access to the system customers.
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3. PROJECT DESCRIPTION:
. An overview PROJECT location map for the two PROJECT areas is included
(Attachment 1).
. A detailed location map for the two PROJECT areas is included (Attachment 2).
. The PROJECT includes approximately:
14,500 Feet of 8, 12 and 16-inch diameter Transmission Main
14,600 Feet of 6 and 4-inch diameter Distribution Lines
. This PROJECT will provide reliable delivery of an estimated 408,000 gpd of
reclaimed water to the Seville and Sunset Drive areas. Capacity will be provided
in the transmission systems for additional future flows.
. The reclaimed water flow provided by these improvements will support the offset
of potable water use and groundwater withdrawal of approximately 218,000 gpd.
. There are approximately 6 multi-family residential communities and 10
commercial customers within the Seville area. The Sunset Drive area will include
service to approximately 180 single-family residential customers.
. The CITY lies within an area designated by the DISTRICT as a water caution
area. Presently, the CITY 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 wastewater effluent into Tampa Bay and Clearwater Harbor.
. This PROJECT will meet Pinellas-Anclote Basin Board Priorities by reducing
groundwater withdrawal, reducing pollutant loading to Tampa Bay, and helping
recharge surficial aquifers.
. This PROJECT is supported by goals found in prior Basin Board plans, the State
Water Policy, the Florida Water Plan, Reports of the Tampa Bay National Estuary
Program, DISTRICT Needs and Sources Stuely, 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 Engineers, P.A. on behalf of the CITY.
Page 2 of 7
. The PROJECT is included in the CITY's Capital Improvement Plan.
. The City of Clearwater Comprehensive Plan, Sanitary Sewer, Solid Waste,
Drainage, Potable Water, and Natural Groundwater Aquifer Recharge Element,
Objective 18.5; "To develop a potable water system that is compatible with the
environment and seeks to conserve and protect sensitive natural resources by
1990." Policy 18.5.7 states that "a plan to provide reclaimed water to private
residences for irrigation purposes shall be prepared, and properties thus served
shall be exempt from lawn sprinkling restrictions.11
5. MEASURABLE BENEFITS:
This PROJECT will support the delivery of approximately 408,000 gpd of reclaimed
water to the PROJECT area. The expansion of reclaimed water service to these areas
will offset an estimated 218,000 gpd of current potable water and groundwater used for
non-potable uses.
The total estimated cost of this PROJECT is $2,400,000. The portion of the PROJECT
that is eligible for Cooperative Funding is $2,400,000 of which the DISTRICT is
requested to fund $1,200,000. Design will begin by May 30, 2003; Construction will
begin by May 30, 2004 and be completed by September 30, 2005. The cost/benefit ratio
for the total PROJECT cost using an 8% annual interest rate amortized over 30 years is
$2.65/1000 gallons.
6. DELIVERABLES:
. Quarterly Design/Construction Status Reports
. Preliminary PROJECT Design
. Final Design Report
. Construction Bid-Packages
. Construction Contract for DISTRICT Approval
. Construction Completeness Letter From the Public Utilities Director
. Written Agreements with Reclaimed Water Customers
. Reclaimed Water Offset Report
Page 3 of 7
7. PROJECT COST:
The total PROJECT cost is estimated to be $2,400,000 categorized as follows:
CITY DISTRICT TOTAL
Design & Permitting $185,000 $185,000 $370,000
Transmission Construction $605,000 $605,000 $1,210,000
Distribution Construction $410,000 $410,000 $820,000
Total: $1,200,000 $1,200,000 $2,400,000
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 PROJECT is included in
the adopted Capital Improvement Plan.
8. COMPLETION SCHEDULE:
. Cooperative Funding Agreement Approved ............................. April 30, 2003
. Design Start................................................................. May 30, 2003
. Design Phase Completion ............................................... December 31 , 2003
. Commence Construction...... ..................................................... May 30, 2004
. Complete Construction ...................................................September 30, 2005
. Contract Close-Out ..........................................................December 31,2006
9. IMPLEMENTATION:
The CITY'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
Andy Bachtel, Reclaimed Water Coordinator
City of Clearwater
Post Office Box 4748
Clearwater, Florida 33756-4748
(727) 462-4960 Extension n226
Page 4 of 7
04/23/2003 13:08
3527975806
5W FL WATER MGT D15T
PAGE 01
Secondary Contacts
Todd Petrie P.E.,Assistant Director of Utilities
City of Clearwater
P.O. Box 4748
ClealWater, FL 33756-4748
(727) 582-4960
Street Lee, P.E., Project Manager
McKim & Creed, P.A.
601 Cleveland Street Ste. 205
Clearwater, FL 33755
(727) 442-7196
11. ADDITIONAL INFORMATION
The. City will meet all the District's reclaimed water efficiency and distribution
funding requirements for this project.
Page 5 of 7
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N
AGREEMENT NO. 03CON000080
EXHIBIT lIell
PROCEDURE
SOUTHWEST J'LORlDA WATER MANAGEMENT DISTRICT
NUMBER: 13-5 PAGE: 1 of16
TITLE: TRAVEL
SECnONIDEPAR
APPROVED:
G &; FINANCIAL.REPORTINGlFINANCE
DATE: 08130/96 SUPERSEDES: 13-5 Dated 06101196
The travel procedurc:s for the District sbaIl follow generally accepted travel procedures for state
agencies, to the extent piactic:able, and comply with the legislative intent ofChaptcn 112 and 373,
, Florida Statutes.
AUTHORITY TO INCUR TRAVEL EXPENSES: Any traveler of the District must be
authorized in advance to iticur travel expenses for the public pmpose through a properly executed
Travel Authorization form, Board Consent Agcnda or Board,Policy.
PUBLIC PURPOSE: The public pw:pose test for travel is that it must be aeceaary to coaduct
omdal DistrIct basbaus.
- '
AUTHORIZED TRAVELERS: Any person who' has received advance authorization in
comp1iAn~ with Board Policy 130-5 to incur travel ~ary to perfonn official District business
under one oftha following categories: . .
. Goveming and Basin Board mcmbcn
. Executive Director, Assistant Bucutive Director, Deputy Executive Directors and General
Counsel
. Employees in a Board authorized regular. part-time ortempoIary position ~ to be in travel
status by their Director or the Director's authorized representative.
. Candidates for a DUDJagcment or professioual position. Must be authorized by ~e Departmcnt
DiIector upon coordiDation with Human Rt:soun:es.
. Individuals requested to coDtr:ibute time aDd services as a ccmsu1tant or advisor or as an advisory
committee member. Muat be autl10rized by the Executive Din:ctor or Assistant Executive
Director or designee.
TRA VEi.. DAY: A period oftweDty-four (24) hours CODSisting of four equal quarters of six (6)
hours each, which shall be a camilli!' day (1l'idnipt to midnigftt).
TRAVEL PERIOD: The period between the time of departure and the time of,retum. A
continuous travel period consists of all "to" and 1Ifiam" points traveled in succession without a bleak
in public purpose.
-'
I
I
PROCEDURE
SOVl'llWlST rLORmA WATDMANAGDIENT DISTRICI'
OFFICIAL HEADQUARTERS: 1bis is the office, field office OF location where the traveler is
normally asSigaed and from which that person pcrfmma the majority of hisIher duties. Bach
employu's official headquarters sba1l be the same as that indicated in the area marked
nLOCA-TION:H 011 hiSIbcr position description. except that:
, a) The official ~ of an employee located in the field shall be the city or town nemest to.
the area wbIn the ~ority ofhislhcr WOIk ia performed. or such other city, towD, or area as may
be desiguated by-the District pIOvidecl that in all casea such dcsigaation must be in the best
interest of the District and not for the convenience of the employee.
b) When any employee is stationed in any city, towD, or locality for a period of over 30 continuous
workdays, such location sbal1 be deemed to be their official headquarters. and tIu:y shall not be
allowed per diem or subsistence after the said period of 30 continuous workdays baa elapsed
unless this period of time is extended by the ~ approval of the Executive Director or
designee.
c) When in the beat intmest,oftbe District, employees may id&mtify their home addrea as "point
of origin" for.a specific 1ravel period if approvc:c1 by their supc:rvisol' on the tmvel authorization
form. It is in the best interest of the District when the employee's home is nearer the point of
destination than hia/her oflicial headquarters. If departure ftom bmnc is for the CODvcmicnce of
the employee and tbrtbc:r fiom the point of destination than the official headquarters. the
reimbursemeDt will be authorized for tho constructive distance fiom the official headquarters to
the point of destination (the lesser oftha two).
The official headquarters of Goveming and Buin Board members is their home address. Board
mc:mbc:rs will be reimbursed for actuaIlOUIJd trip mileaac from their home addIas to the destination
when traveling on District business. To establish the mileage, Board members may provide the
odomatIlr reading for a round trip to their rep1ar meetiDa 1ocation(s) foUowiDg their fiDt trip to that
destination. If Board members chaD&e their hOme addIus durina their term in office. tbc mileage
shall be ~ by providing a 1cp1accmad ~reading iDdicatiDg the date chaDge occum::d.
TRAVEL AUTHORIZATION:. 1bis form _lilt be used by aU District employees for the
following purposes:
. To obtain authorization to travel aud iDcur travel re1atccl cx.peDSCS (includes trainiDg sc:ssicml
conductccl at other District offices)
. To requc:at registration fee paymeots
. To request travel advances.
,
I
I
. PROCEDURE
SOIJTIIWI:S1' FLORIDA WATERMANAGDIENT DISTRICT
NUNBEll:'l:J-S PAGE: 3 of16
TITLE: TRAVEL
SEcnONJDEP~: ACC
APPROVED: ~
G & FINANCIAL REPORTlNOIFINANCE
CTIVE DATE: 08130196 SUPDSEDBS: 13-5 Dated 06101/96
TRAVEL AUTHORIZATION (COBtlnUeel):
Oovcmins Board mcmbeIs must. use the travel autborization fmm for prior approval of
BOJHCbed1ded travel outside the District including attadJm~ at confeR:nccs Or CODVentiODS. All
scheduled travel for Govemiug Board members outside the District iDcluding .ttmtdsm~ at
conferences or convaotioDs requjRs prior approval through the ccmseGt agcmda of a regular monthly
Governing Board meeting.
Basin Board members must use the travel authorization form for prior approval of all travel
(including to Governing Board meetings) other than travel to Basin meetiDgs.
Consultants and advisom sbal1 be authorized as traVelers of tile Diatrict UDder the terms of a contIad
or agreement exeeutccl by the Executive Director or Assistant E.xecutivo Director.
Advisory committee mcmbars sba11 be authorized .. travclcn of the District by blaDket travel.
'authorization with lIttA.-.1IM list of all iDdividuals selected by the EDcutivo Director to serve on that
committee. TlUa listing sba11 be updated by the Executive Department whan mcmberB are removed
or added to the list.
Employment candidates for management or professional positious sbaI1 be authorized.. trave1cn
of the District under a travel authoriDtion fonn prepared by the Human Resources DepartmeDt
represcDtative at the time 1ravelll'Pftpmt'mtllre made. lhc Travel Voud1cr fonn will also be
prepared by the Human Resourc:es Department ~vo in cmgUDC1iOD with the typo of
reiulburacmumt agreed to by the candidate. Candidate will be asked to 'sign the authorization aod
travol vouch8i fmma upon arrival for the iDterview.
1'he form must define the public puzpose and iDclude destination, dates of travel. modo of
transportation, estimated cost and required approval authority sipatmes prior to IIchf!dnlh\a the
travel. The 'pre-printcd form mast be typed or COIPpI.eted in i:Dk. A copy of the :fully eucutcd Travel
Autborization must be on filo in tho traveler's deputma1t prior to departure for all travel purposes
and remain on file for the cmreDt fiscal year plus ODe year.
BLANKET TRAVEL AUTBORIZA'I10N: If an c:mp1oycc travels regularly for work
assiJ'U"lmtR to a particular location or similar loca1ioDa. a "blanket" tIaVe1 avtlQi-non fom1 shou1d
be completed to cOval'the cumlDt fiscal year (01' ftX{I1ircd travel period for the ascipmCDt) aod
placed on file in the FiDaDce DcpartmcDt. Tba fonn must be sipcd by the traveler and. required
approval authorities.
I'
PROCEDURE'
SOlT1'llWEST FLORIDA WATER MANAGEMENT DIS1BICI'
NUMBEIt: 13-5 PAGE: 4 of 16
'm'LE: TRAVEL
SECTIONJDEPr;t: AC
APPROVED:
.
UNTING &. FINANCIAL RBPORTINGIF1NANCE
DATE: 08130/96 SUPERSEDES: 13-5 Dated 06101/96
BLANKET TRAVEL AUTHORIZATION (coDdBuell):
. The completed travel authorization form shall indicate an lias needed" status.
. The white ad pink copies of tile travel authorizatiOD fOIm must be submitted to tile Accounts
Payable section of the FiDaDce Dcpa.'1IDCDt for the FiDancr: file ofreconi. The yellow copy must
be reni-t in the travcla's dc~hI1CDt file for the cummt fiscal year plus one year in compliance
with the State Retention Schedule.
. Each time a Travel Voucher is aubmitted utilizing a blaDket travel authorizatioD. tbe traveler
must reference the.TA Jit:IJJffl OD the Travel Voucha' form.
. A master blanket travel authorization may be submitted to cover all locations within the District
boundaries, although, for regular wolk assigoments outside District boundaries a' separate
"blanket" travel ~thorization will be required for eaCh specific location. .
. Blanket travel au1boriZltuoas do not indicate the point of origin. The travel voUcher submitted
for this type of travel will document the point of oriain approved by the supervisor.
SIGNA'flJllES REQUIllED FOR TllA VEL A1JTBORIZATION: The' traveler must sip the
fonD. in ink and secure the appropriate approval authority signatures as indieated. No one may
exorciso 1l\r.~1"e authority for lUntlll1l!!lf or hcnelf; rathar, approval of a hip level of authority must
be obtained.
. TRA Vll'J:~~ OovemiDg Board members (required for DOD-schedaled travel outside District
including conferences or conventions ODly)
APPROVAL SIGNATURE REQUIRED: GovemiDg Board Chairman or Vice CbaiIman
. TRAVELER: Balin Board members (required for all travel including GovamiDg Board
mcctiDp; not required for Basin Board meetiDp)
APPROVAL SIGNATURE REQUIRED: Basin Board Chairman Ex-ofticio or Governing
Board ChaiTmRn or Vice Clurimum
. TRAVELER: Executive DiRctor (required for travel outside the District boundaries and to
attend c:oafarencea 01' convcatioaa)
APPROVAL SIGNATURE REQUIRED: GovcmiDg Board Chairman or Vice Cbeirman
. TRAVELER: Assistant Executive Director
APPROVAL SIGNATURE REQUIUD: Executive Director
.'
I
I
PROCEDURE
S01JTBW1ST1'L01UDA. WATERMANAGDIEN'r DISTIlICI
NUMBEll: .13-5 PAGE: 5 of US
TITLE: TRAVEL
SJ:cnONIDEP~ACC
APPROVED:
.
0& FINANCIAL REPORTINGlFINANCE
DATE: 08130/96 SUPERSEDES: 13-5 Dated. 06/01196
SIGNATURES REQUIRED FOR TRAVEL AUTHORIZATION (CODtlDU.d):
. TRAVELER: Deputy Executive Directors, General Counsel and Inspector General
APPROVAL SIGNATURE REQUIRED: Executive Director or AsaistBDtBBcutive Director
. TRAVELER: A1tomeys
APPROV AI. SIGNATURE REQUIRED: Gea.eral Counsel
. TRAVELER: Directors
. APPROV AI. SIGNATURE REQUIRED: Deputy Executive Directors
. TRA VELD: Employees (outside the state)
APPROVAL SIGNATURE REQlJIBED: Supervisors and Department DiJectms, and Deputy
Executive Directors or General Couusel; and AIsistaDt Executive Director or his designee.
. TRA VELD: Employees (within state outside District or to confen:nces or conventions)
APPROVAL SIGNATURE REQUIRED: Supervisms aud ,Department Directors and Deputy
Executive Directors or General Counsel
. TRAVELER: Employees (iDaidc Dis1rict _ to c:onfereDces or conventions)
APPROV AI. SIGNATURE REQUIRED: Supervisors and Departmcmt Dinsctors or designee
. TRAVELER: Advisors aDd ~taDts
.APPROV ~ SIGNATURE llEQ1JIDD: Deputy Bucutive Directors
. TRA VRI.21l: Advisory Ownmittee M-hMs
APPROVAL SIGNATURE REQlJIRED: Executive Director or designee
. TRAVELER: Employment Candid,tel
APPROV AI. SIGNATURE REQUIRED: Departmcmt Director after coordiDatioIl with
Human Resources
TRAVEL VOUC'lftR~ A Travel Voucber fonn should be completed immfJdiatdy upon return
from a scheduled travel period to verify an related expcoaes.
A travel voucher form IIUIIt be submibd to Aa:ouDtI Payable within three working days ofIetum
from a travel period when IIAdvance Travel Paymmt" baa beaD. received.
If no · Aclvmu:e Travel Payment" baa balD n:ceived, a travel voucher form mUJt be submitted to
Accounts Payable within thirty days ofreturaiDs from a travel period.
I
I
PROCEDURE
SOlJTllWD1' fLOlUDA WATER MANAGEMENT DISTRICf
NUMBER: 13-5 PAGE: 6 af16
TI'1'LE: TRAVEL
SECTlONJDEP
APPIlOVED:
G & FINANCIAL RBPOR.TINGlFINANCE
DATI:: 08130/96 SUPERSEDES: 13-5 Dated 06101/96
TRAVEL VOUCHER (CODtIIl_):
The pre-printecl travel voucber fOrm must be typed or completed in ink aud authorization documents
(i.e" copies of travel autborization form, apPl, registration form, etc.) must be attached. Blanket
travel autborization fmms 011 filt' 'r, FiDaace must be refermced on the Travel Voucher by providing
the TA X:JJ:t,'Ji.
. Each om:-way trip must be aaten:d on a separate line of the Travel Voucher. The point of origin
(from) and ~on (to) must be indicated.
. The first "leg" (one-way trip) of travel period must include the actual time departed from the
point of origin and'the Jut "leg" of that trave1pcriod must show the time returned and location
of filial destiDation. Hour of departure aDd hour of return arc required for all, travel periods.
Continuous travel periods would ftIqUire IQNlding the time at the beg;wmu,g of the first "leg" aDd
tho time at completion oftbe fiDa1 "log. It
. Continuous travel between variOUl ~tiODJ must be dotaiIed on the Travel Voucher. Each
"leg" of co..n-JOUI travel will iDdado a point of origin. destination and associated oxplaDation
of public purpose.
. The public purpose requift:moD1I must be defiDcd on the Travel Voucher by indican"g topic of
a moetin& (i.e., Meeting on SWIM Iuues, Meeting with Deputy Director), typo of confcra1ce
or convention (i,c.,GFOA Confcronco, A WW A Confcnnco), purpose of an event (i.e., n"bboD
. cutting for service office), etc.
Govcming and Basin Board members may elect to submit Travel Vouchers quarterly.
VICINITY MD..EAGE: Vicinity mileage rcpnaeota miles driven after arrival at aud departure
from a point of destination to anot1u:r point within tha ...... city Daly when DOCOIsary to condllet
, official buaiDns during the period COII~ "vicinity" travel. ViciDity mil-ae lBast be zeported
separately on the Tmvel Voucher fann and an explAnation must be included to justify public
purpose. lleport date, destiDation. public pUlpOlC. and ~nning and ending odometer n:avJil'lp
(Auto Miles Code "2") on Travel Voucher to provide the required documentation.
"Odometer Mileage ToIFrom DeatiDation" (Auto Miles Code 1t3") is Dot ccmaiderecl vicinity mileage
(seo AUTO EXPENSES for reporting requinmcDts).
SIGNA TUBS REQUIRED POR TllA VEL VOUCBER: The traveler must sign the fonn in
ink and secure the appropriate approval autbarity aigaaturea as indicated. No one may oxarciso
sipature authority for himself or herself; rather, approval of a higher level of authority must be
obtained.
.
PROCEDURE
SOUTHWEST J'LORlDA WATER MANAGEMENT DISTRICT
NUMBER: -13-5 PAGE: 7 of 16
11TU: TRAVEL
SECTlONJDEP
APPROVED:
G" FINANCIAL REP6R.TINGIFINANCB
DATE: 08130/96 SUPERSEDES: 13-5 Dated 06101/96
SIGNATURES REQUIRED FOR TRAVEL VOUCHER (continued):
. TRAVELER: GovemiDg Board aDd Basin Board members and Bxecutive Director
APPROVAL SIGNATURE RBQ1JIR&D: Tmve1cr is ODly signatule requited except as stated
in the Board Policy when prior approval is JeqUircd
. TRAVELER: AuistaBt'Executive Director
APPROVAL SIGNATURE REQUIRED: ~e Di=:tor
. I
. TRAWl :,.11.: Deputy ExecUtive Directors, Genc:ml Counselaad lDspector Genaal
APPROV AI:- SIGNATURE REQUIRED: ABlistaDt Executive Director
. TRAVELER: Attorneys
APPROVAL SIGNATURE REQUIRED: Geoaal CoWJSel or SeDi9l' SupervisiDg Attorneys
. TRA V)r.1.tr.R: Directors _
APPROVAL SIGNATURE REQUIRED: Deputy Executive Dilectors
. TRA VELD: Employees
APPROVAL SIGNA TUn REQmRED: Supervisors aDdIor Managers and Department
Directon or designee
. TRAVELER: Advisors and Consultants
,APPROVAL SIGNATURE REQUIRED: Deputy Executive DiI=tor
. TRAVELER: Advisory Committee Mcmbm
APP~OV AL SIGNATURE REQUIRED: ~~tive Director or designee
. TRA VELD: Employment ~datea
APPROVAL SIGNATURE REQUIRED: Department Directors upon coordination with
Human R.eaources
ACCOUNT CODING: All travel foIma relating to a specific travel period must bear the same
accounting data to pmpcdy identify ,the traveler's dapartmeDt. sec:tion, public pmpoae md location
as well as the fimd and account to be cbarged.
I
I
PROCEDURE
SOD'I'IIWEST rLOBlDA WATERMANAGDfENT DISTRlCf
NUMBB:.l3-S PAGE: 8of16
CLASSES Oli' TRAVEL:
Class A and B travel shall include any .slignmmwt OIl official District busiDeu away &om official
headquarters wbm it is emuridt'Jred n:a1OD8b1c aDd necessary to stay ovc:might &nd for which travel
expenses are approved.
Class A CnntinllftUS travel of24 hours or more away from official headquarters and away from
home ~igt.t This is ~,1.+M baed on four equal quartms of six hours each which
sball be a ca1CDdar day (midaigbl to midDight).
Class B Cnntiftnnus travel oflesa that 24 houri which involves ovemight absence from official
headquartaB ami away 1iom home ovemigbt. This is calculated based on 6-hour cycles
beg;nni"l at the hour of c:Icpartun:.
Class C Short or day-time ~ whcR the tmveler is not away from official headquarters
overnight or when tmve1 occurs duriD& wCDing bours ,due to special assigamont to
e<mduct District business.
PER DIEM: (Relatea to Class A or B Travel Only)
(1) A flat rate up to SSO per day ($12.50 per quarter day) requiring no receipts for:rooms or meals,
or .
(2) himburBement for the actua1lodging COlt far siagle occupancy to be substantiated by paid bills,
.as wen as the authorized meal allowance rates described below. When lodging or meals are
, provided at a state iDatituticm, the tmvelcr sball be reimbursed only for the actual expense of
lodging or meals not to exc:eecl the maximum allowances.
or
(3) Two or more District employees elec:tinc to Bbam a room while traveling under Class A or B
travel status must elect the same: per diem metbod of reimbursement (l) Or (2) as descn"bed
above. If reimbursement option (2) is elected,. ODIy the acl1Ial cost of the room 18 well as the
autho~ meal a110waDces shall be n:imburBed.
or
(4) In the case of foreip travel. the traveler may cboo8e the State per diem rate as stated above or
the foreip travel per diem me as authorized by Section 112.061(3)(e), Florida Statutes.
To be eligible for per diem or any travel expeose allowances, the travel must be authorized by the
appropriate approval auth~ty IIDd must meet the public purpose requirement.
I
PROCEDURE
SOVTBWEST PLOIUDA WATEJlMANAGEMENT DlSTRler
NUMB&: 13-5 PA0E:9of16
, TlTLEI TRAVEL
SECTlONIDEP
APPROVED:
MEAL ~ow ANCE RATES: (R.elatea to Class C Travel) -
To Receive Must Depart Must R.etum
P~l1'Jftt"For: Prior To: After Allowance
Breakfast 6a.m. SLID. S3
Lum:h 12 noon 2 p.m. S6
DinDm: 6 p.m. j p.m. 512
Meal allowances will be paid to persODS in Class C Travel status wbm participating in scheduled
public m-*"'p. seminus. wodahopll. special uaigmnents or ot:bm official business which occurs
outside the ~J work assigoment of a traveler.
Field staff shall only receive ,mCal alloWance(s) wIum an usil"'"CDt requires ovatini8 status since
their nonnal work assignment is -in the field. - .
In co~1iance 'Yith mtmftal Revenue Service. Publication IS. Circular E. Bmployets Tax Guide.
Class C meal allowance reimbursements aft; subject to CODSideration as inCome for tax pmpoaes.
When a confaa1ce or convention registration fee iDcludes meals, the traveler will not be reimbursed
for the meals being provided. If the program for a ccmfarence or convention states that breakfaat.
lunch or diJmcr is iDch1(led in the fee, the traveler is expected to RCCive that meal without
reimbursc:meDt (Conti"M\tAl breaIdUt II ~licf.!red a breakfast and is not reimbursable when
prQvided. Bruoch will be ccmsideRd at the luuch allowance rate.) Reimbmsemcnt for meal expense
will be the appropriate meal al1o~ mto repldleas of the actual cost of the meal. 1'hc traveler
must absorb any cost above the meal allOW8DCe amount. D,s wiD Dot be reimbuned.
AUTO EXPENSES: Mileage will be reimbursed at the ~te approved by the State legislature for
the roUDd trip ftom the traveler's point of origin t9 point of destiDalion when tho traveler is
authorized to use his or her own pcrsoual vehicle for official District business. The following
guidelines apply:
. It is recnmm~ that a District pool vehicle be used for all District uavel unless one is not
available or use, of a pencmal vehicle would be more efficient or cost effective. Use of a
persoual vehicle sball be autbmized by the traveler's Director as dccmecl Ap}l&uJUiate.
. All milc:ap claimed must be by I 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
traveJed route. In case a penon 1ravels by an iDdiIect route for his own convenience. my extra
coats shall be borne by;be traveler; and reimbunemalt for expcDSClS sball be baaed only on such
charges as have bocm incmred by a usually traveled mute.-
PROCEDURE
SOUTHWEST ROIIDA WATERMANAGIMEN'l' DISTRICT
NUMBER.: 13.5 PAGE: 10 of 16
TITLE: IRA VEL
SECTIONJDEPAR
APPROVED:
G & FINANCIAL RBPORTJNGJFINANCB
DA1):: 08130196 StJPDSEDES: 13-5 Dated 06101/96
AUTO EXPENSES (coatiDued):
. Whenever the point of origin and point of destination are within two diffc:reDt city limits
iDdicated on the Florida Dcpu1meDt ofTransportationofticial transportatiOn map. mileage shall
be determined by Using the Official Highway Mileage chart (Exhibit A). which provides the
computed distance from the Dtown" of origin to the IItown" of destiDation. not actual odometer
IP4Idinp. .If either townIcity does Dot appear on the chart. or when involved in vicinity travel,
mileage ~ be shown by actual odometer ream"p. Whcuever employees travel between
District service office:;. mileage shall be detennined by usiDs the District Mileage, Chart
(Exhibit B).
. For all continuous travel trips reporting the employee's home as the point of origin (departure
. point). the allowable mileage from the point of origin (employee'a home) to the tint wmk stop
shall be the lesser of the actual odometer mileage or the distaDce from the employee's official
headquarten to hisIha' first work stop.
. For aIll'.nnt1mJ()lJS 1IaVel trips ~~tiug the employee's home as a final deatiDatiou, the allowable
mileage 1rom the last WOIt atop to the final deatiDation (cmployac's home) sbal1 be the 1csscr of
the actual odometcrmilcaae or the distance from tbc emp~8last WOIt stop to'his/her oflicial
bcadquarters.
. Reimbursement for expeuditurcs relating to the operatiOD, maiD~C&!BDCl ownership of a
peISOD81 vehicle, other than mileage is not permitted.
. Two round trips to an airport may be approved if it is dM-i"cd to be more 0C0Il0Dlica1 than
ODe round trip plus the ailpOlt parking fee for the penonal vehicle during the scheduled travel.
AUTOMOBILE RENTALS: Bach Goveming Board ~er, the Bxecutive Director. Assistant
Executive Director, Deputy Executive Director, Geaeral CoUDSel. attorneys and other iDdiviclua1s
swttPi~ by the GovaDiD& BOard or EHcuDve Director may be supplied a Rmtal AypDt::y Ccmtnl
Billing CIedit Card for their use wbi18 OIl District ~. PuIdIasiDg win order aad distribute the
cards after receiving an approved CRdit CanIs/KeyB Request faim fiom the autborizcd individuals.
An ~ . ',~loyee who is Iequinld to use a radal auto, but baa DOt been assigacd an auto credit card, may
RqL:'. a R.ental Ageocy One Trip Tmvel Older (O.T.T.O.). 'Ibc O. T.T.O. is a substitute for ID auto
credlt card to be used ODlyonce. Travelers may request the O.T.T.O. by submittiDa a memo to
Purchasing with a copy tbDir fUlly eucuted Travel Authorization form at1IIChed.
I
, PROCEDURE
SOUTllWEST noRlDA WATER MANAGEMENT DlSTlUCI'
NUMBER: 13.5 PAGE: II of 16
TITLE: TRAVEL
SECTIONJDEPAR
APPROVED:
. ACCOUNTING" FINANCIAL RBPOR.TJNGlFlNANCE
D'RCI'IVB DATE: 08130196 SUPERSEDES: 13-5 Dated 06101196
AUTOMOBILE RENTALS (continued):
The credit card andO.T.T.O. are provided by therc:atal apncy as partofita agreement with tile State
of Florida. Individuals using a credit card or O.T.T.O. are to ensure that thi: proper diJcoUDt is
applied, that DO sales tax is'cbarged, and that the most ec.onomical type of vehicle to apptopriately
accnn'modate the travel aacds is requested. '
Class
l(A)
, 2(Bj
3(C)
4(E)
5(V)
Vehicle Size
Sub-Compact
Compact
Intermediate
Full Size 4/dr
Mini-Van
Code
BCAR
CDAR
IDAR.
FDAR
MVAN
AIR TRAVEL: It is the rcspoIWbility of the scheduliDg department to datemUne tile most
economical method of travel prior to mlllri1\l raservatioDs. RacrvatioDs may not be made until
appropriate travel authorization requircmants ha~ been mot. The District's c:cmtract Travel
Ammgemmt Services provider should be utili. adusi~ly fur zequestiDs esrimat&l and booking
flights unless substantial savings can be realized by l.nli~g anotbar 1OUfCC. The rcspcctive
clepartment is respoDIible for making, cbRn~llDdIor canccl1iDg rescrvatiou. All ~mercial
flights will be coach clus unless not available.
Air Travel Cards arc credit cards accepted by most inajor airlines for flights limited to North
~ These cards are ordered, -..ped 8Dd distributed by Purt'Jt"~g Use Credit ~
Request form to request an air 1ravd card. Noaually, these cards are cmly issued to Govcming Board
members, the Executive Director, Assistant EI~ Din=ctor, Deputy Executive Directau, GcDeml
COUDSCl, Directors and Attorneys. Other staff may request air travel cards cmly after obtaining
authorization from the Executive Director.
,Travelers must retain the pasBCDger receipt from the used airline ticket (last page of ticket). Upon
retum to the District, tbis receipt must be forwarded to AccouDts Payable within three business days
with the travelers signature and appropriate account coding on the copy.
CHARTER I'LIGBT SERVICE: 1bia seM" is to provide specific trImIpOrIBtion to au.md
mectiDp. e1c. in order to eonduet District buaiDa8a (overflights are axcluded hID this procedure).
Requests for Goveming and/or Basin Board members. Executive Director, Aaismm Bxecative
Director, Deputy Bxccut:ive DiIecton IUd Geaaal Counsel cIw1er flights will be ammged through
the Executive Department after receiving approval II stated in the Policy. The use of c:hartcr flights
by staft'members should be an axception and must be authorized by the Executive Director. A
requisition (RX) must be entcnd into the fin-neW system with the flight schIldule info1mation in
order for a purcbaae order to be processed.
..
I
PROCEDURE
S01JTllWEST lILORlDA WATER MANAGEMENT DISTRICT
NUMBEJl:' 13-5 PAGE: 12of16
'DTLE: TRAVEL
SEcnONIDIPAR
APPROVED:
Oct FINANCIAL REPORTlNGlFINANCB
DAD: 08130196 St1PIRSEDES: 13-5 Dated 06101196
CBAR~ FLIGHT SERVICE (CODtialled):
Purc}ulIllli"l will process the request in acCOIdance with Board Policy 1 SQ..l and District Procedure
15-1 govemiJig procun:mcnt practices, which includes Contracting for services with an appropriate
charter tligbt service, obtaining the required services at the best IeSpODSible price (ccmsistcnt with
trip requiremeDts aDd safetY), aDd ClDCC!lJiD&Icltlll\gj1\g the services requested upon receipt of
notification from ~ requesting depat1mCDt. Emergeacy Il1'8IlgCmeDtI may be made directly with
PurcMJri"1 who will then notify the Executive Departmcot and request p1'q)IrAtion of the required
documents.
UndernOmw'~, payment oforreimbunanmt for travel by private or ~y-owned
or charter plancl shall be no greater than that allowed for ~ (coach cJasa) air travel rate for
equivalent distance.
HOTEUMOTEL ACCOMMODATIONS: ~I expense is reimbursable to authorized
District travelers requiriDa ovemiibt abseDce away from official beadquartcrs aud- home under
Class !'a- or B tra~ The traveler may DOt receive xeimbDrsemeDt for lodsina within the local area
unless autborized by the Deputy Executive 'Director ofMaDagCllDCllt Services. ,
In order to achieve a cost savings to the District, the District may ccmtract direc:tly with the
hotollDiotc1.
On 0CCISi0l18 when the uavelar's flight schedule or ending time ofa confermce prevents retUmiDg
home by a rcascmable hour, tho Dcpartmont Director must ht-ine whether an additional overnight
accommodation is wmanted.
EMERGENCY EXPENSES: Emergeucy expeases that are not related to travel should DOt appear
on the Travel Voucher. Paid invoice or JeCOipt for S\ICh expenses JDUlt be submitted for
reimbursement through petty cash or, if over 52S, llY submitting a check request to Accounts
Payable.
OTllEll EXPENSES: When expeIIICI are iDci~1 to travel, zeceipts sbaIl be attst!~ to the
Travel Vouchmr and explained briefly on tho form or an attached DlemOllJ)du1'" RDccipts are
required in all cases except when receipts IIRl not pOllible (i.e., pz.rking meters). An cxp1aDation
must be included to explain when no receipt is available. Ifpmof of payment or exphmation is not
submitted, mmbunement cannot be authorized.
~
I
PROCEDURE
SOlJTllWEST nORmA WATER MANAGEMENT DISI'RICf
NUMBEaI 13-5 PAGE: 13 of16
Tl'ILE: TRAVEL
SEC110NIDEP~A C
APPKOVED:
.
G ct FINANCIAL REPORTlNOIFINANCE
DATE: 08130196 ,SUPERSEDES: 13-5 Dated 06101196
OTHER EXPENSES (COBtiaDld):
Other authoiized expcmsca include:
1. Tolls for road,.bridge, farry, etc. (zecoiptl1'cquinci wIleD av.uabJe)
2. Parking and storage fees (NCCipts requind - except meter parkiDB)
3. Long cIistIDie ,telephone characs- for business purposes (nceipca requUed - GC:Ipt wbea coin operatccl
devices are usocl)
4. NoiDinal telephone expeaaes- for business pmposes (receipts required - _copt wIleD coin Operated
devices arc used) ,
s. Taxi fare or other similar transportation costs aasociated with attending btw-s fimctioas or
going to (from) the hotel (receipt rcqand) .
6. Conference or convention repsuation fee paid directly by the traveler while attfllftdiQg a
conference or convention serving the public purpose on beba1f of the District (MGCipt requirod)
7. State sales tax paid directly by the traveler on purchases directly related to Dis1rict business
(receipt zequilWCi) . -,
· AllpItmtllIOll _lIIIIIdMtl ", 1_1 ,..,.,." "-111 J1116lk"",.. of.-lt ttIlIfor 1MIt1ch,..""".."'" u,.,,-..
Expenses not reimbursable are:
1. -Tips or patuities
2. Personal te1ephcme calls ,
3. Excess bagap charges UDleu charges ~ for District equipment
Lost or missing IeCCip1s will requiIe a st&ttcmCllt Biped by the traveler with Department Director's
approval in order to Ieceive rWDbuncmenl
Other travel expenses DOt detailed in the Procedure shall be bandied by exception with Deputy
Executive Director's approval.
TRAVEL ADVANCES: Advance payment for official travel may be authorized by the Executive
Director or MRiBJ-! for ClIIss A or B travel whm the tlave1er anticipates subshmri.' travel expeases
(i.e., lodging. meala. paddng) and requests t\mds to cover the associated DVel costa. Travel
advances will Bot be autboriDd for Class C travd apeaaea The minimum travel advance amount
is $50. The mll1Qmum travel advaDce shall DOt exceed 80 perceDt of the eaft--ted COlt for official
travel excludiDg any paymats made directly by the District. The travel advance will geamaIly be
made to the traveler on the 1'hmIday prior to bisIher departure.
Advance paymeDt (or the 1ravelcr's credit canI authorization) for one nighes lodging is usually
required to guarantee a reservation if the trawler will mive after 6 p.m. and may be required to
reserve a room at a prefIlIred group rate. The District may miDlburse this one Di&ht paraatee as an
advance to the traveler if the traveler does not provide a CRdit card authorization. The advance, if
required, will be made to the traveler prior to the due date established by the hoteJlmotel.
, ~
I .
I
PROCEDURE
SOUTIIWEST nORmA WATER MANAGEMENT DISTRlCf
NUMBER: 13-5 PAGE: 14of16
TITLI: TRAVEL
SECTlONIDEPAR
APPROVED:
'IRA VEL ADVANCES (aDtiDued):
As SOOD as possible after the employee leams of a travel assignment, and an advance is desired, the
employee should complete a Travel AIIthorization form and IIUIIk the "AdvaDce Travel Paymcm
Requ. ~r.edn secUOD. lhc IeqUCSt IIlUIt be approval by the employee's Department DiIector before
paym;; li: can be processed.
Within tIuee worlCng days after retumiDg to the District. the tra~CII' who received a travel advance
is required to submit a completed Travel Voucba'. 1bI: amount of the travel advance is. to be
deducted from the travel expOnses claimed and any oxcess travel advaDCe amount must be
reimbursed to ~ District when submitting the Travel Voucher.
CONTINUOUS TRAVEL STATUS: Those employees on continuous travel status may receive
a concnuous travel advance in an amount not to exceed 80 percent of ~ travel expeuse& for
a two-week travel period. CoutiDlious travelors are <iefined as emp10yeea who routinely travel
ovemight. These employees QD cnntjmous travel statua must complete. Travel Voucher on a
weekly basis to documalt their actual travel expenses. If an emp10yeC is DO longer on cnntinuous
. travel status, any ccmtinuoua travel advanco amount in excess of actual expenses must be refuDded
to the District witbm three bmri~e. daya.
771. B%M:atiN DlrttdDr .11" .odl/1 IIr InterpNt dab 1'rtH:t1II1Ir&
~ '-IT
I
PROCEDURE
SOUTIIWEST noRmA WATER MANAGDfltNT DIS'I'RICf
NUMBElt: 13-5 PAGE: 15 oft6
11TLE: TRAVEL
SECTIONIDEPAR
APPROVED:
o &: FINANCIAL REPORTINGlFlNANCB
DATE: 08130196 Sun:RSEDJ:S: 13-5 Dated 06I01l~6
EXHIBIT A
'OFFlCIAL WGBWAY MILEAGE CHART
Whenever the point of origin and point of destination are within two different city limits indicated
on the Florida Department ofTraosportaticm official traDsportaDon map. mileage sball be deteunined.
by using the <>fticW Highway Mileage chart providiDg the computed distance from the "town" of
origiD to the "town" of destination, not actual odometer rcadiDp.
To use the mileage chart, detennine tho town of origin and town of destination. Locate both on
chart. Place" ruler along step beneath town appearing closest to the ript. 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. This is the mileage to be rqJOrted whim
travcling betwelm 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 IIOfticial Highway Mileagcll chart is printed on. the curreDt Florida Official
Transportation Map which is availablc in each Department.
"' . IG ..
...11 It .,
W'Ull_
., _ ,. 'N
.. ,. .e
. " ..
....
..,
" ~
.
.
PROCEDURE
SOUTIIWI:ST nORmA WATER MANAGEMENT DISTRICf
1'1TLE: TRAVEL
SECnONIDEPAR
APPROVED:
NUMBER: '13-5 PAGE: 16 of 16
G &: FINANCIAL REPOR.TlNGIFINANCB
DAD: 08130196 SlJPERSEDIS: 13-5 Dated 06101196
EXHIBIT B
DISTRlCl MILEAGE CHART
Documented Mileaae for Most Direct Route
Between Sc:nice Offices
. HeadquarterslBrooksville
HeadquarterslBrooksville
HeadquarteJslBrooksville
HeadquarterslBrooksville
Tampa Service Office
Tampa Service Office
Tampa Service Oftice
,Bartow Service Office
Bartow Service Office
1_____ Servi nG:_ "'~.'i:.
.&IIY~ co VUWlW :. :".~f.,-".,... .ij
Bartow Service Office
Venice Service Office
Tampa Service Office
lDvemesa Service Office
BartOw Service Office
Vemco Service Office
Invemess Service Office
Venice Service Office
':~f';?~~. (.:
: ~~'~7~:~:~~
:" ~ . - .:':, l;/
, ';'~'ma~'l.
".. ~.::.-lJ' 1.J'8t~:...
: . ".. .. ..I.. . ....... ....~"'..:
V emce Service Office IDvemess Service Office
· These miles were dctennined by combiaiaa tho eonDACdDa poUds forwhidl miles have been documented.
Thi'ee of the five District service offices are DOt located within the limits of a city. Therefore, the
mileage to these service offices cannot be determined using the Offidal Hipway Mileage chart.
These service offices are called: Bmoksville Headquirtcn. Tampa Service Office and Vemco
Service Office.
The documented mileage between service ofticea 81 listed in the above chart sbal1 be. used whenever
a District traveler is traveling between District BCrYice ofticea. lfthae are cxtmluatiDg or UDf'cnseen
circumstances. such as a detour. which require the District traveler to take IDOtbel' laager route, an
explanation as to why the mileap reported is peatI:r than the documented mileage on the above
chart must be included. with the trave1er's submiued Tmvel Voucher and approved by the authorized
signers..
1Tbe mi1ap betweeIl the Butow IIDd Ja":O!1lell service offices reflecIs the O8icial HiaJawaY Milup cbart
miles since these two service of&cs ..located" .' .Q tbc' liaUts.