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Home My WebLink AboutAgenda - 09-15-2009 - 4qORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: September 15, 2009 Action Agenda Item No. Q- -G~ SUBJECT: Grant Application for Special Appropriations Project for Wastewater Pro-jec`ts~~ DEPARTMENT: County Manager & Planning PUBLIC HEARING: (Y/N) No ATTACHMENT(S): Environmental Assessment -Efland Sanitary Sewer Improvements and Buckhorn Sanitary Sewer Improvements North of I-85 Special Appropriations Projects -Region 4 Procedures INFORMATION CONTACT: Craig Benedict, 245-2592 Willie Best, 245-2308 PURPOSE: To submit an application to the Special Appropriations Project (SPAP) Division in the U.S. Environmental Protection Agency's Office for sewer grant funds in the Efland-Buckhorn area and authorize the Chair and Interim Manager to sign the application. BACKGROUND: Representative David Price made State and Tribal Assistance Grants (STAG) earmarks in prior legislative sessions (FY 2003 and FY 2005). Although the associated engineering reports and design sewer projects have been in the State Department of Water Quality (DWQ) and EPA review process since May 2008, this grant application is necessary to secure the earmarks. These earmarks to Orange County for wastewater projects totaled $900,000 and $500,000 respectively. There have been discussions in Congress that a rescission of STAG funds may occur in FY 2010 that range between $40 and $140 million. EPA is therefore asking that all previous earmarks be formally awarded through a SPAP grant application. The application is being completed by Planning, Engineering and Finance. Orange County has contacted EPA officials and those officials suggested attendance at a Special Appropriations Fall Workshop on September 15-17, 2009 in Atlanta. Orange County will be represented at this conference to fully understand the aspects of the grant process. The full scope of the two wastewater projects (Central Efland and North Buckhorn) has been designed; however the construction extent of the projects will be linked to future costs and available funding. The grant is a County 45% matching grant. 2 Once the conference information is incorporated in the SPAP application, this abstract item will permit the Manager to sign the application to pursue awards. FINANCIAL IMPACT: The grants would total $1.4 million. Orange County has $.9 million remaining in a CIP fund for Efland-Buckhorn sewer projects construction. $300,000 has been spent on engineering design services for both projects. Therein Orange County has or will be able to spend at this time $1.4 million which would meet the 45% matching STAG grant ratio. The project has been estimated by the engineering consultant, Coulter, Jewel, Thames (CJT), to cost between $4.3 and $4.7 million, so additional funding will be necessary unless the project is scaled back with the approval of prior review agencies. RECOMMENDATION(S): The Interim Manager recommends the Board: 1. Approve the submittal of an application, and 2. Authorize the Chair and Interim Manager to sign the application for submittal. 3 ENVIRONMENTAL ASSESSMENT EFLAND SANITARY SEWER IMPROVEMENTS AND BUCKHORN SANITARY SEWER IMPROVEMENTS NORTH OF I-85, ORANGE COUNTY, NORTH CAROLINA A. Proposed Project Description Orange County is planning to extend sanitary sewer service north of Interstate (I)-85 to serve lots within the Buckhorn Area (Figures 1 and 2). All utility extensions in the Buckhorn Area will be owned, operated and maintained by the City of Mebane after construction. Extensions will be built according to State standards as outlined by the North Carolina Department of Environment and Natural Resources (NCDENR) for the design of gravity sewers, pump stations and force mains. All wastewater from the Buckhorn Area will be treated at the Mebane Wastewater Treatment Plant. In addition, Orange County is planning to extend its sanitary sewer collection system into unsewered areas along United States (US) Highway 70 in the Efland Community (Figures 1 and 3). The extension of this system will require the construction of a 250 gallons per minute (GPM) pump station (Brookhollow Road Pump Station). The Efland sewer system extensions will be owned by Orange County after construction. Maintenance of the system will be provided by the Orange Water and Sewer Authority (OWASA) who is under contract with Orange County. Extensions will be built according to State standards as herein before referenced for the sewer construction in the Buckhorn Area. All wastewater flow from the Efland Community will be treated at a municipal wastewater treatment plant owned and operated by the Town of Hillsborough, who is also under contract with Orange County for receiving and treating wastewater from Orange County's collection system. B. Purpose and Need for Proposed Project The purpose of the Buckhorn sanitary sewer improvements north of I-85 and the Efland sanitary sewer improvements is to provide public sewer to property owners who signed a public petition issued by Orange. County, service for lots with failing septic tanks, and to provide sanitary sewer service to undeveloped lots within the service area. C. Alternatives Analysis C.1 Alternative A: No Action: Do not extend the sanitary sewer system. Existing residences with failing septic systems will continue to fail further contaminating surface water and the groundwater supply. Residences may have to be purchased and demolished in the future to prevent further contamination. C.2 Alternative B: Proposed Action: Extend public sanitary sewers to developed and undeveloped lots in the Efland and Buckhorn areas to eliminate private septic tank systems, some of which are failing. With existing sanitary sewer lines for both areas carrying wastewater to an existing municipal wastewater treatment plant, conveying wastewater from these areas via the proposed system is the most environmentally safe and economical option. All piping will be pressure tested and constructed with water tight joints. The proposed system will eliminate septic tanks in both communities for developed lots. Undeveloped lots will be able to connect to public sewer should they ever be developed by the property owner. Eliminating septic tanks will remove a point source of pollution that is prevalent in both the Buckhorn and Efland Communities. Wastewater received will be treated at municipal wastewater treatment plants in Mebane (for the Buckhorn Area) and Hillsborough (for the Efland Community). 2 ,. ~, ~ -a ,. - , F F ~ i.~' V +-. ~_ ~ 1 U l .. ~ }l ~: Lt4SAfi " ~ ~` .. " ~r r ~ -.- :i _ _~ ~p V f ~. . i r ,l~ M ~_..~ ,~. 4 J.~ _ ~F, E. ~ d sa~dr°m ,ements ~~,;>; r : , '~ ~, , ~ t i 3 an Broo 0 ow Road Pum t~ on ~--' -~ .' ''i ~'c t . j r [2 w _ 4. Y~ "per _ ~. /y ~ i _ 77 ~~ ~~ }LPL ~ ~ 1~ ~ .~. ~ i ~~.`, yA~n (~1' 1' n] ._ 1 .. '. S ~ _ ° "i ~~ ~~~ _ It )~ L7~r~ ~~1~ f4i11 t~,~ _ t ~ s~~~.T~ts ~ 1~ 1 ~ /1~1 ~ ~ iv -- i~" 'n a.-.5..1 i ~ ~_ -,..~ _.. S + ~ ~ ~ ~'lSTT IP11: ~S n t _~ -~. ' y ~.~ ~~ "tip + ~.1 f --- ..;1~ ~ t - 1, ~ ~:~ ~~±.. ,' j r 4_ ~ 4 1 1 {_! ~ I ~ s~ I I~ - ~.,~ = ~ -ti. ~ _ ~ ,,~ ~ _ -~~ _~ ~ ,: - ', - - --~' ~ ~- ~.._ - ,._ VuYS ~ i z -' , LZ _.~r - tw k. Cn __ ,~ t ~~-F ~ t ,~. a T F _ ~ ,. ~ +,,; ~ a ~ ,. I ,~ ~ ors `-1;=+° u khorn a °tary~sewer - - ~ _ ! - -" - ~. 3~ j .- n ,~, ~ lm ove t =a~or~h of ~ ~' • ``. J _ °.. ..is~`~'_' ~~ ~'` ,.~.a"71 1 r, ~ f ~i.. ~~,1+ c+ ,r _ t( ~~ _. ~ - - ~ ---~ l# + i~ ~ - 4 ~ to '[ y(~` ~„,;' r~r ... - ~ }t ~ -..' .. _s ~. ~ rrL1y,lI ~Gt"%~L 7 ~~~~r r i _ - , ,. i _ /~1 ~ .. ~_ ~ u --''- / r,-"'~i3i~ckir+;m ;. rs _ x .~~ ~r ,~a` --,r ~ '-r i. Ur:~ ~~~ rt i f~ s~ ~ ~ ~ t(S : ~ t l:.~l~t ~> [ .'rte -' ~~C '~ _' ~ ~ ~ - . y !!FF j f \ ,..1 Figure 1. General location of the proposed Buckhorn sanitary sewer improvements north of I-85, Efland sanitary sewer improvements and Brookhollow Road Pump Station, Orange County, North Carolina. CSC 3 Kasen srgr Er M ? •~J < ~ W ~ ~ Z P ~ir4f PROS fG~c SPECIAL APPROPRIATIONS PROJECTS REGION 4 PROCEDURES United States Environmental Protection Agency -Region 4 Revised December 18, 2008 PAYING FOR SUSTAINABLE WATER INFRASTR,:,CTURE INNQVATIONS for the 21st CENTURY ~~ 1 ~. a ~~r ~~~~ 5lv TABLE of CONTENTS Introduction and Special Appropriations Grants Process Flow Chart Phase 1 EPA's Appropriations Bill and Special Appropriations Grant Guidelines Phase 2 Planning Grant Application Preparation and Award A) EPA Contacts Grantees B) Grantee Works with EPA to Define Project and Prepare Grant Application C) Grantee Sends Application to State Clearinghouse D) Grantee Sends Clearinghouse Comments to EPA E) EPA Reviews Grant Application and Clearinghouse Comments F) EPA Awards Grant for Planning and Conceptual Design Phase 3 Planning Grant Initiation A) Grantee Procures Project Engineer B) EPA Grants Management Office Approves Procurement of Engineer or Grantee Self-Certifies C) Project Engineer Develops Preliminary Engineering Report D) Grantee Requests Inclusion on the Region 4 Priority List E) Grant Reimbursements F) Reporting Requirements Phase 4 Environmental Review A) Grantee Provides Information for EPA to Make Categorical Exclusion (CE) Determination B) Grantee Submits Draft Environmental Information Document (EID) C) EPA Provides EID Review D) EPA Makes Environmental Determination Phase 5 Construction A) EPA Amends/Awards Grant for Construction B) Grantee Submits Plans and Specs for EPA Review C) Grantee Advertises and Bids Project D) Grantee Compliance with the Disadvantaged Business Enterprise (DBE) Requirements E) Construction Begins F) EPA Provides Construction Overview and Inspection Phase 6 Grant Close Out and Ownership A) Grantee Reports Environmental Results and Submits Closeout Information B) Ownership Appendix A Intergovernmental Review g INTRODUCTION AND SPECIAL APPROPRIATIONS PROJECTS FLOW CHART Each year, the United States Environmental Protection Agency (EPA) receives a budget through an appropriations bill created by the Congress of the United States and signed by the President. Since 1994, EPA's budget for State and Tribal Assistance Grants (STAG) has included funding for a number of "special needs" projects identified in the appropriations bills by name and dollar amount. Funding of these projects is in the form of a 55% reimbursement grant from EPA. A reimbursement grant is one in which the grantee incurs the costs, and then submits the invoices for such costs to EPA for payment at the federal percentage rate of the grant, no greater than 55%. EPA refers to these projects as Special Appropriations Projects (SPAPs); however, some people refer to them as STAG projects because they are identified in the STAG portion of our budget. The authority to award the SPAPs grants has been given to the ten regional offices within EPA. Region 4 in Atlanta, Georgia, awards the SPAPs grants for the southeastern states, i.e., Alabama, Florida, Georgia, Kentucky, Mississippi, North Carolina, South Carolina, and Tennessee. This procedures manual is intended to be a tool to assist grantees in understanding the grant process requirements and provisions related to these SPAPs for wastewater, drinking water and storm water needs in Region 4. It is loosely organized into six phases that follow the process flow chart shown on the following pages. Included in the phases are the specific requirements for those actions. Please note that the states of AL, KY, MS and NC assist EPA in the administration of these grant to varying degrees; therefore, the process may differ slightly in those states. Since EPA cannot award funds for final design and construction until it completes an environmental review of the project, the grantee has two award process options. The first option is to request a grant for planning and conceptual design to prepare the needed preliminary engineering report and environmental information document with federal funds. The grant would then be amended to include funds for the construction phase of the project once the environmental review was completed by EPA. The second option is to request funding only for final design and construction, thus paying for the planning and environmental information document with local funds. In this option the grant would be awarded once the environmental review once EPA had completed its review. As with any document all comments are general in nature and specific project requirements may vary. Please note that this document is prepared as a reference tool for general nroiects and that the federal regulations will apply first in cases of conflict. This document is also part of the Region 4 workbook entitled, "Workbook for Special Appropriations Grants," and is available on line at httu://www.eua.aov/re~ion4/water/gtas/SPAPs workbook.html. 2 Region 4 Generic Process for Special Appropriations Projects (SPAPs) Grants Involving Project Planning, Design, and Construction (Some EPA activities may have been assigned to State programs) President signs Appropriation Bill - - - - ~ ~ - - - - ~ ~ 1 EPA HQ prepares EPA contacts grantee SPAPs guidelines i Grantee works with EPA to define project, _ _ _ _ _ ~ environmental results and prepare grant application Grantee sends application to ~r State Clearinghouse Grantee sends application to EPA Grantee sends Clearinghouse comments to EPA EPA reviews grant application and Clearinghouse comments Grant for planning requested EPA awards partial grant for planning and preliminary design only Grantee procures project engineer per federal regulations EPA Grants Management Office reviews I procurement of engineer or grantee self- certification Grant for construction only requested Grantee procures project engineer per own requirements Project Engineer develops Preliminary Engineering Report ~u 1 Grantee requests inclusion on EPA Region 4 Priority Funding List Grantee provides information for EPA to make Categorical Exclusion (CE) determination Project not Iligible for CE Projec\ligible for CE Grantee develops draft Environmental Information Document (EID) with public participation Grantee submits draft Environmental Information Document (EID) including Crosscutter coordination EPA provides initial review of EID ~ Grantee holds public meeting/hearing if needed ~ Grantee revises EID if necessary EPA makes environmental determination No significant environ- Major environmental mental impacts found impacts found I EPA issues CE I EPA prepares Environmental EPA prepares Environmental Assessment (EA) and Finding of Impact Statement (EIS) and No Significant Impact (FNSI) Record of Decision (ROD) EPA awards/amends grant for construction Grantee submits Plans and Specifications (Specs) to State and obtains necessary permits Grantee submits Plans and Specs for EPA review EPA issues letter to advertise and bid project Grantee advertises and bids project Grantee makes preliminary award Grantee submits bid documents for EPA review ~ EPA issues notice to proceed letter Grantee awards bids ~ Construction begins ~ I EPA provides construction overview and inspections Construction is completed ° Grantee Reports Environmental Results and Grant is closed out