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BOARD OF COUNTY COMMISSIONERS AGENDA ITEM SUMMARY

PLACEMENT: PUBLIC HEARINGSPRESET: TITLE: PUBLIC HEARING AND FINAL ASSESSMENT RESOLUTION FOR THE ORCHID BAY WATER MAIN MUNICIPAL SERVICE BENEFIT UNIT

AGENDA ITEM DATES:

MEETING DATE:7/25/2017

COUNTY ATTORNEY:7/3/2017

COMPLETED DATE:7/13/2017

ASSISTANT COUNTY ADMINISTRATOR:7/10/2017

REQUESTED BY: DEPARTMENT: PREPARED BY:

Name: John Polley, Utilities and Solid Waste Director

Utilities and Solid Waste Phil Keathley

Name: Senior Project Manager

Procedures: None

EXECUTIVE SUMMARY:

Estimated staff presentation: 10 minutes. Board action is requested to adopt the final assessment resolution for the Orchid Bay Water Main Municipal Service Benefit Unit to allow installation of water lines.

APPROVAL:ADMLEGACACA

BACKGROUND/RELATED STRATEGIC GOAL:

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This Department is in receipt of a petition and letter from the Orchid Bay Property Owners Association requesting a survey of the property owners for the purpose of determining interest in extending water service into the community. The proposed project area is generally described as properties fronting SW Roby’s Way, SW Sea Holly Way, SW Coral Tree Lane, SW Jasmine Trace, SW Spring Aster Lane and SW Orchid Bay Drive in Orchid Bay presently without availability of public water supply. There are 155 properties in the project area.

The affected property owners in this project area were sent ballots on 3 different occasions depending upon the number of responses to the 1st and 2nd ballot requests. The ballots indicated that the estimated cost of the project would be between $6500 and $7500 per property. The final tally of all the ballots received to date as verified by the Martin County Supervisor of Elections office indicate 83 properties FOR the project, 47 AGAINST and 33 that did not vote.

The private streets and rights-of-way interior to the plat of Captains Creek (now Orchid Bay) are owned and maintained by the Orchid Bay Property Owners Association, Inc. (P.O.A). On November 17, 2016 the P.O.A executed a Utility Easement Agreement over those streets and R-O-W’s to Martin County which was accepted by Resolution of this Board on December 20, 2016 and recorded in Martin County public record on January 5, 2017.

A Florida Department of Environmental Protection Construction Permit has been received and cost proposals from the Martin County annual underground utility contractors were opened on May 10, 2017 and Felix Associates of Florida, Inc. submitted the lowest responsive proposal.

The total cost of the project is estimated to be $1,261,494. Of that amount, $260,000 is the Utilities contribution for Roby’s Way water main interconnect and other project expenses. The construction part of the project is at $964,294. The cost of the meters is estimated at $37,200.

A staff level workshop was held on September 29, 2016 and an additional staff level workshop was held on July 19, 2017 to explain the project scope, costs and the assessment process. All of the 155 affected property owners were mailed invitations to that workshop.

Based on the final design, the initial prepayment amount is $6,494 per equivalent residential connection (ERC) which is below the estimated range as outlined in the ballots mentioned above. Amortizing the project over a 15 year period will result in an estimated annual payment of $574.79 per ERC. The annual payment will be included in the tax bill beginning in November 2018. The proposed assessment will include 155 properties at 155 ERC’s.

As required by the initial assessment resolution adopted by the Board on June 20, 2017, the notice for the hearing was advertised in The Stuart News and individual notices were mailed to each property owner proposed to be assessed at the mailing address indicated on the tax roll.

ISSUES:

None

LEGAL SUFFICIENCY REVIEW:

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Chris Traber, the County’s Special Assessment Counsel, has prepared the resolution, reviewed the Agenda Item Summary and confirmed that the form of each is proper.

RECOMMENDED ACTION:

RECOMMENDATION Move that the Board adopt the Final Assessment Resolution to create the Orchid Bay Water Main Municipal Service Benefit Unit.

Move that the Board adopt a budget resolution recognizing the loan from Solid Waste Division to Utilities in the amount of $1,001,494.00.

Move that the Board adopt an inter-fund loan resolution.

Move that the Board approve a $260,000 budget transfer from CFC reserves into Orchid Bay project line item.

Move that the Board award contract to lowest, responsive and responsible bidder, Felix Associates of Florida, Inc., in the amount of $964,294.00.

ALTERNATIVE RECOMMENDATIONS Do not adopt the Final Assessment Resolution.

Do not adopt a resolution recognizing the loan from Solid Waste Division to Utilities in the amount of $1,001,494.00.

Do not adopt an inter-fund loan resolution.

Do not approve a $260,000 budget transfer from CFC reserves into Orchid Bay project line item.

Do not award contract to lowest, responsive and responsible bidder, Felix Associates of Florida, Inc., in the amount of $964,294.00.

FISCAL IMPACT:

RECOMMENDATIONa. None, as the cost of the project will be paid for by the benefitted property owners of the Orchid

Bay Water Main Municipal Service Benefit Unit.

b. The Utilities Department proposes to provide internal financing to property owners @ 2.5%

interest for 15 years from reserves of the Department.

ALTERNATIVE RECOMMENDATIONS

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None

DOCUMENT(S) REQUIRING ACTION:

1 Budget Transfer / Amendment Chair Letter Contract / Agreement

Grant / Application Notice Ordinance 3 Resolution

Other:

ROUTING:

X ADM _ BLD _ CDD _ COM _ ENG _ FRD _ GMD_ GSD _ ITS _ LIB _ MCA _ MPO _ PRD _ USDX CA X ACA X LEG

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Appropriations of unanticipated funds must be appropriated in accordance with Section 129.06(2)(d), Fla. Stat., and

NOW, THEREFORE, BE IT RESOLVED, BY THE BOARD OF COUNTY COMMISSIONERS OF MARTIN COUNTY, FLORIDA, THAT THESE

FUND

AMOUNT LINE ITEM DESCRIPTIONFund Organization Account Program Activity

REVENUES:

4102 0000 38910 000 0853 $1,001,494.00 Interfund Loan Proceeds - Orchid Bay Water MSBU

TOTAL: $1,001,494.00

APPROPRIATIONS:

4102 3416 06300 536 0853 $1,001,494.00 Impovements O/T Building Orchid Bay Water MSBU

TOTAL: $1,001,494.00

ATTEST: BOARD OF COUNTY COMMISSIONERS

MARTIN COUNTY, FLORIDA

Carolyn Timmann, Clerk of the Circuit Court and Comptroller Doug Smith, Chairman

APPROVED AS TO FORM AND LEGAL SUFFICIENCY:

Agenda Date Sara Woods, County Attorney

Batch Number

BEFORE THE BOARD OF COUNTY COMMISSIONERS MARTIN COUNTY, FLORIDA

The USD Department is executing an interfund loan agreement effective 8/1/2017 to borrow $1,001,494 from the Solid Waste fund in order to construct water mains in the Orchid Bay MSBU.

Input Date

RESOLUTION INCREASING THE UTILITIES CONSOLIDATED OPERATING FUND REVENUES AND APPROPRIATIONS

WHEREAS,

WHEREAS,

ACCOUNT NUMBER

RECEIPTS AND APPROPRIATIONS BE ADDED TO THE BUDGET AS FOLLOWS:

RESOLUTION NUMBER

DULY PASSED AND ADOPTED THIS 25TH DAY OF JULY, 2017

Item Number

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BEFORE THE BOARD OF COUNTY COMMISSIONERS MARTIN COUNTY, FLORIDA

RESOLUTION NUMBER

A RESOLUTION OF THE BOARD OF COUNTY COMMISSIONERS OF MARTIN COUNTY, FLORIDA APPROVING AN INTERFUND LOAN BETWEEN THE SOLID WASTE FUND AND THE UTILITIES FUND, AUTHORIZING THE ADVANCEMENT OF FUNDS FROM THE SOLID WASTE FUND AND ESTABLISHING TERMS OF REPAYMENT OF FUNDS FOR THE CONSTRUCTION OF WATER MAINS FOR THE ORCHID BAY MUNICIPAL SERVICE BENEFIT UNIT ASSESSMENT AREA.

WHEREAS, the Board of County Commissioners of Martin County, Florida has approved the Orchid Bay

MSBU assessment for the construction and installation of water mains; and

WHEREAS, the Board of County Commissioners of Martin County, Florida desires to authorize the advance of funds to the Utilities fund to fund the construction and installation of water mains in the Orchid Bay MSBU assessment, and

WHEREAS, The Solid Waste Fund of Martin County has sufficient financial capacity to advance funds to

the Utility Fund for the construction of the water mains in the Orchid Bay MSBU Assessment; and

WHEREAS, the Board of County Commissioners of Martin County agrees to approve the transfer of funds from the Solid Waste fund in the amount of one million, one thousand, four hundred and ninety four dollars ($1,001,494) to the Consol idated Utilities fund; and the Utilities fund agrees and promises to repay the total amount from the Utilities assessment revenue collections with interest from the date of receipt of the transfer of funds at a fixed interest rate of 2.5% for a term of 15 years, interest and principal to be paid semi-annually.

NOW THEREFORE BE IS RESOLVED, by the Board of County Commissioners of Martin County, Florida:

1. That the Board of County Commissioners of Martin County, Florida hereby authorizes the Utilities Fund

to accept funds to be advanced from the Solid Waste Fund.

2. That the Board of County Commissioners of Martin County, Florida hereby approves the interfund loan between the Solid Waste Fund and the Utilities Fund.

DULY PASSED AND ADOPTED THIS 25TH DAY OF JULY, 2017

ATTEST: BOARD OF COUNTY COMMISSIONERS Carolyn Timmann Doug Smith, Chairman Clerk of the Circuit Court and Comptroller

APPROVED AS TO FORM AND LEGAL SUFFICIENCY:

Sarah Woods, County Attorney

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Date:

7/25/2017

Organization To:

AMOUNT LINE ITEM DESCRIPTION

Fund Organization Account Program Activity

FROM:

4103 7080 09902 536 $260,000.00 Budget Reserves/Capital Outlay

TOTAL: $260,000.00

TO:

4103 3416 06300 536 0853 $260,000.00 Improvements O/T Buildings - Orchid Bay

TOTAL: $260,000.00

REASON:

BUDGET TRANSFER FROM RESERVES REQUEST FORM

Item Number:

3416 - Water/Sewer SA Projects

BE APPROVED.

Transfer Number:

Agenda Date:Organization From: 7080-Reserves

CONSOLIDATED WATER - CFC

WHEREAS, THE MARTIN COUNTY BOARD OF COUNTY COMMISSIONERS, PURSUANT TO SECTION 129.06(2)(a), FLORIDA STATUTES,

HAS AUTHORIZED THAT THE BUDGET OFFICER, UPON APPROVAL BY THE COUNTY ADMINISTRATOR OR DESIGNEE, HAS THE

AUTHORITY TO MAKE INTRAFUND BUDGET TRANSFERS, PROVIDED THAT THE TOTAL APPROPRIATION OF THE BUDGET NOT BE

CHANGED; THEREFORE BE IT RESOLVED THAT THIS ADMINISTRATIVE BUDGET WITHIN THE FUND OF

Batch Number Input Date

ACCOUNT NUMBER

Department Head Date

Utilities contribution from the Water CFC Fund for the Orchid Bay special assessment water project.

Approval:

Office of Management & Budget Date

County Administrator Date

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Bidder Name Base Bid Alternate #1

Felix Associates of Florida 964,294.00$ 3,647.00$

DBE Utility Services 989,525.00$ 4,200.00$

UCMI 1,050,000.00$ 10,500.00$

Go Underground Utilities 1,054,015.00$ 7,000.00$

Blue Goose 1,066,027.50$ 7,000.00$

Sunshine Land Design 1,244,576.68$ 9,598.19$

DATE ADVERTISED 3/30/2017

# OF BIDDERS 6

DOWNLOAD INQUIRIES 39

POTENTIAL BIDDERS NOTIFIED 605

ORCHID BAY WATER MAIN EXTENSION

BID TABULATION

RFB2017-2941

BID DUE DATE: MAY 10, 2017

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BCC MEETING DATE: July 25, 2017 AGENDA ITEM: 6A

Page 1 of 1 usd2017M543 SUPPLEMENTAL.docx

MARTIN COUNTY, FLORIDA SUPPLEMENTAL MEMORANDUM

TO: Honorable Members of the Board of County Commissioners

DATE: July 18, 2017

VIA: Taryn Kryzda

County Administrator

FROM: John Polley Utilities & Solid Waste Director

REF: 808a1016

SUBJECT: PUBLIC HEARING AND FINAL ASSESSMENT RESOLUTION FOR

THE ORCHID BAY WATER MAIN MUNICIPAL SERVICE BENEFIT UNIT

The PowerPoint presentation for the Orchid Bay Water Main Municipal Service Benefit Unit. JP/cb

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Orchid Bay Proposed Water Main Assessment

Presented By Martin County Utilities

July 25, 2017 30 of 35

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Anticipated Benefits

Compliance & Consistency with Comprehensive Plan Policies Enhanced Water Quality Compliance - Federal, State, & Local Regulations Reliability & System Redundancy Service During Power Outages Fire Protection and potential of reduced Homeowner

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Estimated Assessment Costs Construction Cost

Capital Facility Charges Meter Installation TOTAL PROJECT COST

Utilities Contribution TOTAL ASSESSABLE COST Assessment Cost - 155 properties @ 155 ERC’s

Per Equivalent Residential Connection (prepay) Assessment Annual Payment (15 Years + Interest + Fees)

On the property tax bill Annual payment includes 2% tax collector fee, 4% early discount and 2.75% GSM and Nabors= 8.75% annual fees for an estimated payment of $574.79

$964,293 265,050 37,200

$1,266,544 ($260,000) $1,006,544

$6,494

$574.79

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Example of Residential Water Bill Under 10,000 Gallons Used

6,000 gallons X 2.19 (0-10,000 rate) $13.14 + $17.05 Base Water Charge $30.19 Total Water Bill

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Orchid Bay Water Main Estimated Schedule

Detail Design & Permitting March, 2017 Initial Resolution BOCC June 20, 2017 Final Resolution BOCC July 25, 2017 Commence Construction August, 2017 Complete Construction February, 2018 Prepayment Due September 1, 2018 or First Tax Bill November 2018

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