10-19-04 Item 8CITY OF SOUTH MIAMI
Inter - office Memorandum
TO: Honorable Mayor, Vice Mayor
RESOLUTION:
DATE: October 19, 2004
South Miami
All- America ft
2001
AGENDA- ITEM No. I?
RE: Authorizing the City Manager to
Execute a grant agreement with U.S. EPA
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
SOUTH MIAMI, FLORIDA, AUTHORIZING THE CITY MANAGER TO EXECUTE A
GRANT AGREEMENT WITH U.S. ENVIRONMENTAL PROTECTION AGENCY FOR
WATER DISTRIBUTION AND DRAINAGE IMPROVEMENTS PROJECTS IN AN
AMOUNT OF $130,100.00; PROVIDING FOR AN EFFECTIVE DATE
BACKGROUND & ANALYSIS:
As part of our Downtown Infrastructure Improvement Master Plan, the U.S. Department of
Environmental Protection has approved our request to increase funding for the plan. In March of
2003, U.S. EPA awarded an initial amount of $485,000 to the City towards the downtown
projects. Since then, the City requested additional funding to assist with the project. This
approved increase of $130,100 will assist in providing much needed potable drinking water
distribution within the downtown area and improving the substandard drainage system.
RECOMMENDATION:
It is recommended that the City Commission approve the resolution.
ATTACHMENTS:
❑ Proposed resolution
❑ Copy of grant agreement
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RESOLUTION NO.:
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE
CITY OF SOUTH MIAMI, FLORIDA, AUTHORIZING THE CITY
MANAGER TO EXECUTE GRANT AGREEMENT WITH U.S.
ENVIRONMENTAL PROTECTION AGENCY FOR WATER
DISTRIBUTION AND DRAINAGE IMPROVEMENTS PROJECTS IN AN
AMOUNT OF $130,100.00; PROVIDING FOR AN EFFECTIVE DATE
WHEREAS, the Mayor and City Commission of the City of South Miami, Florida, wishes
to provide much need water distribution and drainage improvements with the City; and
WHEREAS, the Mayor and City Commission of City of South Miami, Florida wishes to
accept grant funding increase of $130,100 from U. S. Environmental Protection Agency.
NOW, THEREFORE, BE IT DULY RESOLVED BY THE CITY COMMISSION OF
THE CITY OF SOUTH MIAMI, FLORIDA, THAT:
Section 1: The City Manager is authorized to enter into a grant agreement with U.S.
Environmental Protection Agency for water distribution and drainage improvements in an
amount of $130,100.
Section 2: The grant agreement is made a part of the resolution.
Section 3: This resolution shall become effective immediately upon adoption.
PASSED AND ADOPTED this day of , 2004.
APPROVED: ATTEST:
Maria Menendez, City Clerk
READ AND APPROVED AS TO FORM
CITY ATTORNEY
Mary Scott Russell, Mayor
Commission Vote:
Mayor Russell:
Vice Mayor Palmer:
Commissioner Wiscombe:
Commissioner Birts- Cooper:
Commissioner Sherar:
XP - 97473603 - 1 Paqe 1
ASSISTANCE ID NO.
0Sr
14+
1
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to
U.S. ENVIRONMENTAL
PROTECTION AGENCY
Grath Agreement
D FAWARD
7
PRG DOCID AMEND#
- 97473603 - 1
TYPE OF ACTION
Augmentation: Increase
MAILING DATE
SR 14
PAYMENT METHOD:
Reimbursement
ACH#
RECIPIENT TYPE:
Send Payment Request to:
Municipal
Dorothy Rayfield, Water Management Division, 404- 562 -9278
RECIPIENT:
PAYEE:
City of South Miami
City of South Miami
6130 Sunset Drive
6130 Sunset Drive
South Miami, FL 33143
South Miami, FL 33143
EIN: 59- 6000431
PROJECT MANAGER
EPA PROJECT OFFICER
EPA GRANT SPECIALIST
W. Ajibola Balogun
Mario Machado
Hector Buitrago
6130 Sunset Drive
61 Forsyth Street
Grants Management Office
South Miami, FL 33143
Atlanta, GA 30303 -8960
E -Mail: Buitrago.Hector @epa.gov
E -Mail:
E -Mail: Machado.Mario @epamail.epa.gov
Phone: 404-562-8397
Phone: 305- 668 -7354
Phone: 404- 562 -9338
PROJECT TITLE AND EXPLANATION OF CHANGES
City of South Miami
Increase of Funds (Supplemental); This action approves an INCREASE in the amount of $130,100 FY -2004 federal funds, to continue the Water
Distribution and Drainage improvements of the City of South Miami. This action brings the total federal funds awarded to $615,100
BUDGET PERIOD
PROJECT PERIOD
TOTAL BUDGET PERIOD COST
TOTAL PROJECT PERIOD COST
02/24/2003 - 12/01/2008
02/24/2003 - 12/01 /2008
1 $1,118,364.00
1 $1,118,364.00
NOTE: The Agreement must be completed in duplicate and the Original returned to the appropriate Grants Management Office listed below,
within 3 calendar weeks after receipt or within any extension of time as may be granted by EPA. Receipt of a written refusal or
failure to return the properly executed document within the prescribed time, may result in the withdrawal of the offer by the Agency.
Any change to the Agreement by the Recipient subsequent to the document being signed by the EPA Award Official, which the
Award Official determines to materially alter the Agreement, shall void the Agreement.
OFFER AND ACCEPTANCE
The United States, acting by and through the U.S. Environmental Protection Agency (EPA), hereby offers
Assistance /Amendment to the City of South Miami for 55.00 % of all approved costs incurred
up to and not exceeding $615.100 for the support of approved budget period effort described in application (including
all application modifications) cited in the Project Title and Description above, signed 0612812002 included herein
by reference.
ISSUING OFFICE (GRANTS MANAGEMENT OFFICE)
AWARD APPROVAL OFFICE
ORGANIZATION / ADDRESS
ORGANIZATION / ADDRESS
U.S. EPA, Region 4
61 Forsyth Street
Water Management Division
Atlanta, GA 30303 -8960
61 Forsyth Street
Atlanta, GA 30303 -8960
NITED ES OF AMERICA BY THE U.S. ENVIRONMENTAL PROTECTION AGENCY
SIGN F
TYPED NAME AND TITLE
T
J. I. Palmer, Jr., Regional Administrator
�0
This agreement is subjec o applic ble U.S. Environmental Protection Agency statutory provisions and assistance regulations. In
accepting this award or amendment and any payments made pursuant thereto, (1) the undersigned represents that he is duly
authorized to act on behalf of the recipient organization, and (2) the recipient agrees (a) that the award is subject to the applicable
provisions of 40 CFR Chapter 1, Subchapter B and of the provisions of this agreement (and all attachments), and (b) that
acceptance of any payments constitutes an agreement by the payee that the amounts, if any found by EPA to have been overpaid
will be refunded or credited in full to EPA.
BY AND ON BEHALF OF THE DESIGNATED RECIPIENT ORGANIZATION
SIGNATURE
TYPED NAME AND TITLE
DATE
Maria V. Davis, City Manager
EPA Funding Information
XP - 97473603 - 1 Page 2
FUNDS
FORMER AWARD
THIS ACTION
AMENDED TOTAL
EPA Amount This Action
$ 485,000
$ 130,100
$ 615,100
EPA In -Kind Amount
$ 0
$
$ 0
Unexpended Prior Year Balance
$ 0
$
$ 0
Other Federal Funds
$ 0
$
$ 0
Recipient Contribution
$ 396,000
$ 107,264
$ 503,264
State Contribution
$ 0
$
$ 0
Local Contribution
$ 0
$
$ 0
Other Contribution
$ 0
$
$ 0
Allowable Project Cost
$ 881,000
$ 237,364
$ 1,118,364
Assistance Program (CFDA)
Statutory Authority
Regulatory Authority
66.606 - Surveys - Studies - Investigations and
Special Purpose Grants
Consolidated Appropriations Resolution 2003 (PL
108 -7)
40 CFR PART 31
Fiscal
Site Name
DCN
FY
Approp.
Code
Budget
Organization
PRC
Object
Class
Site /Project
Cost
Organization
Obligation /
Deobligation
VX4188
04
E4C
0400QDA
201 B51 E
41.83
130,100
130,100
XP - 97473603 - 1 Page 3
Approved
Budget
Approved Allowable Budget Period Cost
1. Administration Expense
$26,510
2. Preliminary Expense
$0
3. Land Structure, Right Of Way
$0
4. Architectural Engineering Basic Fees
$237,850
5. Other Architectural Engineering Fees
$p
6. Project Inspection Fees
$0
7. Land Development
$0
8. Relocation Expenses
$0
9. Relocation Payments to Individuals & Bus.
$0
10. Demolition and Removal
$0
11. Construction and Project Improvement
$832,177
12. Equipment,,
$0
13. Miscellaneous
$0
14. Total (Lines 1 thru 13)
$1,096,537
15. Estimate Income
$0
16. Net Project Amount (Line 14 minus 15)
$1,096,537
17. Less: Ineligible Exclusions
$0
18. Add: Contingencies
$21,827
19. Total (Share: Recip 45 % Fed 55 %)
$1,118,364
20. TOTAL APPROVED ASSISTANCE AMOUNT
$615,100
XP - 97473603 - 1 Page 4
Administrative Conditions
All Administrative Conditions Remain the Same
Programmatic Conditions
All Programmatic Conditions Remain the Same
1. The grantee shall not advertise or award any land purchase or any final design or construction
contract that may receive federal or matching funds under this grant, and no final design or construction
shall otherwise commence or continue, until the NEPA process under the National Environmental Policy
Act, 42 U.S.C. 4321 et seq, and its implementing regulations, 40 CFR Part 6 and 40 CFR Part 1500 et seq
is satisfactorily completed.
2. The grantee will specifically address comments received as a result of the Executive Order 12372
process, in the Environmental Information Document (EID) and the public meeting to be held as a part of
the NEPA process.
3. The grantee will contact the State Historic Preservation Officer for comments concerning impacts
of the proposed project and include the comments and resolution in the EID.
4. Before the initiation of construction, the grantee will obtain all necessary permits, including a
construction permit from the state regulatory agency.
5. Generally, a minimum of thirty (30) days shall be allowed from the first day of publication and the
bid opening.
6. Generally, the time interval between acceptance of bids and award of contracts should not exceed
sixty (60) days.
7. The grantee shall notify EPA of any contract award.
8. The grantee agrees to comply with the Cross - Cutting Federal Laws and Authorities.
9. The grantee will assure the EPA prior to construction that all easements and rights -of -way have
been obtained.
10. The grantee shall submit to the EPA Project Officer a quarterly progress report and a final report
pursuant to 40 CFR 31.40. These reports will consist of updated progress toward work objectives,
problems encountered, actions taken to resolve problems and discussion of remaining tasks.
11. The grantee shall conduct a preconstruction conference, if applicable for each contract in
cooperation with EPA.
12. Pre -award costs prior to construction will be considered for grant eligibility at the time of first
payment. Pre -award costs associated with construction will be considered after the Environmental
Information Document (EID) and Plans & Specifications are approved, and Minority and Women's
Business Enterprise goals are addressed.
13. The grantee must have EPA approval of the grant project's Plans and Specifications, regardless of
the EPA participation, for the construction costs to be grant eligible.