CITY OF DAVENPORT, FLORIDA SPECIAL MEETING AGENDA MAY 9, 2016

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1 CITY OF DAVENPORT, FLORIDA SPECIAL MEETING AGENDA MAY 9, 2016 LOCATION: CITY COMMISSION CHAMBERS TIME: 6:30 P.M. 1 SOUTH ALLAPAHA AVENUE MAYOR DARLENE BRADLEY, VICE-MAYOR BOBBY LYNCH COMMISSIONERS TOM FELLOWS, HB ROBINSON, CRYSTAL WILLIAMS CALL TO ORDER PLEDGE OF ALLEGIANCE ROLL CALL AGENDA 1. REQUEST TO APPROVE THE HIGHLAND MEADOWS FINAL PLAT PHASE 3 AND FINAL PLAT PHASE 4A 2. SECOND PUBLIC HEARING AND APPROVAL OF THE CITY S MUNICIPAL PARTNER APPLICATION FOR FY COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) FUNDS 3. REQUEST TO APPROVE REISS ENGINEERING TO PERFORM A WASTEWATER SYSTEM EVALUATION ADJOURNMENT Any person desiring to appeal any decision made by the City Commission, with respect to any matter considered at such meeting or hearing, will need a record of the proceedings, and for such purposes, must insure that a verbatim record and transcript of the proceeding is made in a form acceptable for official court proceedings, which record includes the testimony and evidence upon which the appeal is to be based. It shall be the responsibility of the person desiring to appeal any decision to prepare a verbatim record and transcript at his/her own expense, as the City does not provide one. ATTN: PERSONS WITH DISABILITIES. In accordance with the American with Disabilities Act and Section , Florida Statutes, persons needing special accommodations to participate in this proceeding shall, at least forty-eight (48) hours prior to the meeting, provide a written request to the Office of the City Clerk.

2 SPECIAL MEETING MAY 9, 2016 ISSUE: Second Public Hearing and approval of the City s Municipal Partner Application for FY Community Development Block Grant (CDBG) funds. ATTACHMENTS: None. ANALYSIS: The City of Davenport is considering applying for a Polk County Municipal Partner Application for FY Community Development Block Grant (CDBG) funds of up to $14,161. In addition to these funds, the City also the FY funds in the amount of $14,167. These funds must be used for one of the following purposes: 1. To benefit low and moderate income persons; 2. To aid in the prevention or elimination of slums or blight; or 3. To meet other community development needs of recent origin having a particular urgency because existing conditions pose a serious and immediate threat to the health or welfare of the community and where other financial resources are not available to meet such needs. The categories of activities for which these funds may be used are in the areas of housing, neighborhood revitalization, commercial revitalization, or economic development and include such improvement activities as acquisition of real property, loans to private-for-profit business, purchase of machinery and equipment, construction of infrastructure, rehabilitation of houses and commercial buildings, and energy conservation. Additional information regarding the range of activities that may be undertaken will be provided at the public hearing. As part of the application process, the City must receive public input. A second source of the public input process comes from the Citizen Advisory Committee who recommends possible projects for consideration. The CDBG Committee has recommended the following projects (in order of preference): 1. Construction of a restroom at Jamestown Park 2. A Jobs program for the City s youth 3. Support a scholarship program for the City s summer recreation

3 In addition to this list, the Committee strongly recommends the City Commission work with the Habit for Humanity organization and donate any surplus owned lots to the organization. RECOMMENDATION: Hold a public hearing to receive public input and approve the project(s) to be submitted as part of the City s Municipal Partner Application for FY CDBG funds.

4 SPECIAL MEETING ITEM MAY 9, 2016 ISSUE: Request to approve Reiss Engineering to perform a wastewater system evaluation. ATTACHMENTS: Scope from Reiss Engineering ANALYSIS: The City is currently preparing to expand its wastewater system. The best step to begin this process, whether the City expands its current system or partners with another agency, is to determine the needs of the system. Reiss has presented a proposal to perform this work. RECOMMENDATION: Staff recommends approval.

5 SCOPE OF SERVICES CITY OF DAVENPORT WASTEWATER SYSTEM EVALUATION Reiss Engineering, Inc. May 3, 2016 CITY: ENGINEER: City of Davenport Reiss Engineering, Inc. I. INTRODUCTION The City of Davenport (CITY) owns and operates one wastewater treatment facility, the Davenport Wastewater Treatment Facility (WWTF). The WWTF has a treatment capacity of 0.15 MGD-AADF and disposes its effluent on 2.46 acres of rapid infiltration basins. The CITY is focused on meeting the wastewater levels of service to its current customers, while preparing for growth from projected developments and future customers. The CITY will face a variety of short-term (years) and long-term (decades) challenges, specific to the treatment and conveyance capacity, as well as the useful life of the WWTF, collection system and lift stations. The CITY selected Reiss Engineering, Inc. (ENGINEER) to evaluate its wastewater system in an effort to meet the CITY s upcoming capacity and growth challenges. This scope of services has been prepared to develop planning tools utilized to identify potential improvements with respect to wastewater collection and treatment capacity and to provide the CITY with an updated treatment system Capacity Analysis Report (CAR) which will be the basis for future treatment plant permits. II. SCOPE OF SERVICES The Project deliverable will be an evaluation report and recommendations for the wastewater treatment and collection system capacity for existing and future conditions. The proposed engineering services to be provided for this project are described in detail hereinafter, under the following tasks. TASK 1 - DATA COLLECTION AND REVIEW 1.1 Data Collection and Review - ENGINEER will collect and review available information relative to the wastewater collection, transmission, and treatment systems. ENGINEER will prepare a data request for the CITY to collect and transmit including the following: o Planned growth Page 1 of 4

6 o Existing customer connection database o Historical wastewater flow data o Current and future population and demand projections o Current and future development plans o Collection System Maps o Zoning Maps o Existing treatment plant, lift stations and force mains infrastructure information, including but not limited to gravity sewer inverts and sizes, wet well dimensions, pump curves, etc. 1.2 Progress Meetings and Coordination Prepare for and attend one project kickoff meeting. ENGINEER will prepare the agenda and meeting minutes for the project kickoff meeting. Task 1 Deliverables: Prepare for and attend two (2) monthly progress meetings. ENGINEER will prepare the agenda and meeting minutes for the progress meetings Perform general project coordination and management activities, including general administrative activities, as well as specific coordination activities with the CITY and other representatives as appropriate. Prepare and submit monthly progress reports and invoices for this assignment to the CITY. Data Request List (Engineer assumes that all required information will be available via hard copy or electronic records) TASK 2 - WASTEWATER SYSTEM EVALUATION 2.1 Treatment Facility Evaluation Evaluate the existing raw and treated flows to the WWTF. This determination will be made based on monthly average flow, threemonth average daily flows, annual average daily flows over the past 10 years, peak flow rates observed and recorded, pump station capacity flow rates, and historic seasonal variations in flow (as data is available) Compare the existing treated flows to the WWTF with the permitted plant capacity Determine the future anticipated flows based on the projected population growth rates, water usage rates over the past ten years and upcoming planned developments Conduct a visual assessment of the WWTF major components to estimate the remaining useful life. ENGINEER will conduct a site visit Page 2 of 4

7 to inspect the WWTF and to interview key staff regarding the conditions and performance of the key components Prepare the expansion plan options for the City based on the anticipated growth within the existing developments, approved developments and future planned developments Prepare treatment options for alternative gap measures to maintain treatment while sustaining growth within the existing and approved developments. 2.2 Collection/Transmission System Evaluation Delineate the lift station service areas with the associated maps from previous developments Utilize the wastewater flow meter information to estimate sewage flow contributions for each lift station service area Estimate future flow conditions to develop future conditions for each lift station and the respective forcemains. The capacity of the pump station and forcemain will be identified which will set upper limits for growth associated with the current lift station configuration. Identify alternatives for expansion of the transmission system, lift station upgrades and steps to achieve more transmission system capacity. 2.3 Wastewater System Evaluation Report Summarize the results of Task 2.1 and Task 2.2 into a Wastewater System Evaluation Report. The report will also provide recommendations for the necessary system expansions and/or improvements. The ENGINEER will prepare and submit one (1) draft Wastewater System Evaluation Report and meet with the CITY staff to review and discuss comments. The ENGINEER will prepare and submit one (1) final Wastewater System Evaluation Report which will incorporate any comments received from the CITY. 2.4 Wastewater Treatment System Capacity Analysis Report Prepare and deliver a report to the CITY suitable for submittal to FDEP as part of a treatment plant expansion/replacement permit application. The report will present the future anticipated flows based on the projected population growth rates, water usage rates over the past ten years and upcoming planned developments. Task 2 Deliverables: Wastewater System Evaluation Report Wastewater Treatment System Capacity Analysis Report Page 3 of 4

8 III. CITY S RESPONSIBILITY Provide data, technical review, participation in meetings, and policy decisions as required. IV. COMPENSATION For the professional services set forth in this Scope of Service, the CITY shall compensate Reiss Engineering, Inc. a lump sum fee for Task 1 and 2 on a percent completed basis as detailed below: Task Total Cost TASK 1.0 PROGRESS MEETINGS AND COORDINATION $9,530 TASK 2.0 WASTEWATER SYSTEM EVALUATION $46,635 TOTAL $56,165 V. SCHEDULE The project schedule is presented below with timelines starting from the notice-toproceed (NTP): Task TASK 1.0 PROGRESS MEETINGS AND COORDINATION TASK 2.0 WASTEWATER SYSTEM EVALUATION Time 90 Days 90 Days Page 4 of 4

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