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HomeMy WebLinkAboutAgenda - 10-20-2009 - 6cORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: October 20, 2009 Action Agenda Item No, (o - G SUBJECT: Efland-Buckhorn-Mebane Corridor Water and Sewer Status Report DEPARTMENT: Manager's Office PUBLIC HEARING: (Y/N) No Planning and Inspections ATTACHMENT(S): 1. Table Summary of Sewer and Water Projects 2. Maps of Central Efland and North Buckhorn EPA SPAP Grant areas 3. Buckhorn EDD Concept Engineering Plan 4. Central Efland & Northern Buckhorn Sewer Extension Funding Plan INFORMATION CONTACT: Frank W. Clifton, Jr., 245-2300 Craig Benedict, 245-2592 PURPOSE: To provide an overview and status of various sewer and water projects in the Efland-Buckhorn-Mebane Corridor and to approve pursuit of North Carolina State Revolving Loan Funds (SRF) to complete and complement Environmental Protection Agency Special Appropriations (EPA SPAP) grant for Central Efland and North Buckhorn sewer improvements. BACKGROUND: There are multiple projects in this corridor. Some of the projects are existing and some proposed. In order to create a good background document and since many of these various projects are inter-related, a complete summary list is included as Attachment 1. However, the focus of this agenda item and discussion will be linked to the: Central Efland and North Buckhorn EPA SPAP grant sewer project. The EPA SPAP grants will be part of the Central Efland (Project 6) and Northern Buckhorn (Project 5). $900,000 (2003) and $500,000 (2005) were appropriated by Congress and through Congressman David Price's office. Since this project (2 areas) is in North Carolina, the Environmental Protection Agency (EPA) has delegated certain review (environmental and construction plans) oversight to the North Carolina Department of Environment and Natural Resources (DENR), Water Quality Section. The environmental review has been in process with DENR since May 2008 based on a Preliminary Engineering Report (PER) prepared by the County's engineering consultant Coulter, Jewell & Thames (CJT). EPA cannot officially award the grant until this environmental review is complete. 2 Planning Director Craig Benedict and Assistant County Kevin Lindley have met directly with EPA officials in Region 4 in Atlanta and DENR representatives in Raleigh over the last three weeks to bring this phase of the process to fruition. DENR reports that its review and letter of recommendation to the EPA is scheduled within 10 days. The review notes an environmental Categorical Exclusion (CE), which should allow the project to move more expeditiously at the next stage (i.e. EPA grant award and then back to DENR for construction plans and specs permit review). This construction plan review has been concurrent with the environmental review. In the meeting on September 29, 2009 with DENR officials, Assistant County Manager Willie Best, Craig Benedict and Kevin Lindley offered the likelihood of state revolving loan fund (SRF) monies to complete both projects not covered by the EPA grant. As noted in the March 2008 BOCC abstract from County Engineer Paul Thames(now retired), additional monies would be necessary to complete the projects beyond the EPA grant and County allocated funds. The EPA grant is a 55% match and the SRF can be used for the local match. SRF fund repayment is not until the projects are complete, which will allow for a better horizon for debt capacity. The projects are scheduled for completion in late 2012. As a reminder, Central Efland sewer systems will be pumped to the Town of Hillsborough per an existing agreement and North Buckhorn sewer systems flow to the City of Mebane. County monies can be used for easement acquisition, engineering fees and an upgrade to the existing McGowan Creek Sewage Lift Station (part of the existing Central Efland sewer system) which was not included in the CJT engineering design work for Central Efland sewer extensions. EPA grant monies were suggested by EPA to be focused on construction activities. Buckhorn EDD -Mebane Coordination This information relates to the continued utility planning with the City of Mebane consistent with the March 1, 2004 Orange County/City of Mebane Utility Service Area Agreement. Specifically, the agreement includes the City of Mebane's agreement for utility extension by private/public entities into an approximate 1,000-acre EDD area. However, there were not specific allocations reserved for that area that would help Orange County obtain certified business site status by the State. In addition, utility design planning has not been completed to illustrate how an orderly plan of development could occur and/or how an anchor development such as Buckhorn Village could support the utility master plan for the larger Buckhorn EDD. To this end, Orange County, City of Mebane, Buckhorn Road Associates and its engineering consultants (Summit Engineers) embarked on a conceptual investigation to find out; a. what needs to be done, b. in what sequence c. for what design costs, and d. eventual construction cost. See Attachment 3 which shows preliminary ideas. As this information is refined, this topic will come back to the BOCC for discussion. The apportionment of funds to complete certain phases will be the subject of upcoming conversations. Utility work of this nature would likely be handled by a developer's agreement (DA) recently authorized by 2005 state legislation and/or interlocal agreements. 3 EPA grants from Congressional appropriations in 2003 and 2005 amount to $1.4 million. Three percent (3%) of that amount is released to DENR to assist in the administration of the grant. The grant is yet to be secured pending the full funding program for the entire project. Tonight's agenda item, if approved, will act as the complement to the EPA 55% grant match in the form of a commitment to pursue NC State Revolving Loan Funds (SRF). These funds in the amount of approximately $3.5 million can act as a local match. Debt capacity schedules previously provided by staff with the Capital Investment Plan have anticipated the issuance of $1.9 million in additional Alternative Financing for this project. The Efland Sewer Project in the County Capital Project fund has approximately $900,000 remaining for Central Efland sewer improvements. In addition, the County has spent over $400,000 on the design (with CJT) of sewer facilities and Gravelly Hill Middle School water system in the Efland-Buckhorn area. These monies would not be sufficient to create a 45% match nor would they be sufficient to complete the total project of $4.7 million. The County would need to pursue other funding sources as noted by former County Engineer Paul Thames in the March 2008 presentation to the BOCC. The $900,000 will be necessary to conduct and/or purchase/negotiate easements, encroachment agreements and acquisitions of land for a sewage lift station if necessary. In addition, this County money will be suggested to be used for an upgrade to the primary Efland sewer system lift station at McGowan Creek which is 20 years old. Design for this upgrade has not been agreed upon nor authorized nor is suggested to be part of the EPA SPAP/SRF project. The peer engineering review suggested in this abstract recommendation will assist in developing strategies for the lift station upgrade. Attachment 4 is a spreadsheet that illustrates construction costs and how costs were required to be shown in the project's Preliminary Engineering Report (PER). As a related note, conversations with EPA and DENR officials suggested that grant monies be focused. on construction line items and not design and procedural support (i.e. easements, acquisitions, etc. ). FINANCIAL IMPACT: State Revolving Fund loans are not due until project completion which is anticipated in late 2012 or 2013. The existing loan interest rate is presently 2.5% and the maximum term of the loan is 20 years. The payment would be approximately $235,000 a year based on repayment over 20 years with level debt service payments. Debt service capacity is anticipated to be in a better position in these ensuing years. The debt service payments on the loan would be approximately $70,000 greater than the debt service projected in the debt capacity schedules for the additional $1.9 million in Alternative Financing. RECOMMENDATION(S): The Manager recommends the Board: 1. Authorize the Manager to apply for NC SRF to complete: a. Central Efland Sewer b. North Buckhorn Sewer In the amount of $3.5 million; 2. Authorize the County Attorney and Planning Department to pursue acquisition of easements and/or right-of-way encroachment for Central Efland and North Buckhorn; and 3. Authorize the Planning Department to hire a peer review engineering firm not to exceed $10,000 for the Central Efland and North Buckhorn projects to examine all alternatives and design standards for these projects. ATTACHMENT 1 4 BUCKHORN EDD - MEBANE SERVICE AREA Gravelly Hill Middle School and Eurosport Soccer Center (existing - completed 2007) a. Buckhorn-EDD Sewer Phase I -100 acres Gravelly Hill 205 gpm Sewage Lift Station (upgradeable to 325 gpm, 7700 Linear Foot of 6" Sewage Force Main (Pumping/Releasing to Petro 8° Gravity Sanitary Sewer) 100 Linear Foot of 8" Gravity b. Buckhorn EDD Water Phase I - 100+ acres 7700 Linear Foot of 12" Water Main (Connects to Mebane System at Petro) UTILITY CONCEPT PLANNING (RESEARCHING TO DEVELOP CERTIFIED ECONOMIC DEVELOPMENT SITES) 2. Buckhorn EDD, SE Quadrant (aka Orange County/City of Mebane Utility Agreement Area 1 a) (Proposed - 45 ~ acres) a. Sewer 1. 7600 Linear Foot of 8 and "10" Sanitary Sewer (SS) 2. 20,000 Linear Foot of 8 "-10" Sewer Force Main b. Water 1. 11,000 Linear Foot of 16" Water Main 3. Buckhorn Economic Development District (EDD), Northeast Quadrant (340 acres aka Orange County/City of Mebane Utility Agreement Area 2a) a. Sewer; 7200 Linear Foot of 8 Sanitary Sewer b. Water; 7000 Linear Foot of 16" Water Main 4. Buckhorn EDD, Southeast Quadrant; Eastern Extension (75 acres) (Note: Presently not part of Orange County/City of Mebane Utility Agreement) a. Sewer; 2800 Linear Foot of 4" Sewer Force Main b. Water; 3300 Linear Foot of Water Main The following sewer projects are part of the EPA SPAP grants and this agenda item: CENTRAL EFLAND AND NORTH BUCKHORN 5. North Buckhorn Community Sewer (Designed; Permits in Process) (18 t lots, 2 churches, 50 acres) (part of 2003 and 2005 Congress Appropriation) a. Sewer; 5370 Linear Foot 8" gravity sanitary sewer system (Note: This connects to the existing City of Mebane Industrial Drive Sewer Lift Station) Costs: $700,000 estimate by CJT ATTACHMENT 1 5 6. Centra{ Efland Community Sewer Project (Designed; Permits in Process) (84 lots ±, Various Commercial, Institutional and Industrial, 150 acres) a. 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N ~A T m Central Efland & Northern Buckhorn Sewer Extension Funding Plan Funding Source Amount Fees Net Amount EPA Grant funds (2003/2005) $1,400,000 $42,000 $1,358,000 NC Clean Water SRF loan $3,410,000 $68,200 3 341 800 Sub-total: $4,699,800 Orange County General Fund $900,000 $0 900 000 Total: $5,599,800 Project Cost Breakdown (as given in Engineering Report Total Estimated Construction Cost Contingency (10%) EPA Workplan Construction Sub Total: Planning, Design, Engineering (10%) Construction Admin/Observation. (5%) Grant Administration Legal/Administrative Materials Testing (1%) Non-construction Sub Total: 20 Year Present Worth of Annual Operation & Maintenance Costs Total: Central Efland Northern Buckhorn Combined Proiect Total $3,684,795 $581,660 $4,266,455 $368,480 $58,166 $426,646 $4,053,275 $639,826 $4,693,101 $368,480 $58,166 $426,646 $184,240 $29,083 $213,323 $5,000 $5,000 $10,000 $5,000 $5,000 $10,000 $36,848 $5,817 $42,665 $599,567 $103,066 $702,633 176 589 12 595 189 184 4,829,431 755,487 $5,584,917 Proiect Funded Central Efland/Northern Buckhorn Extension Central Efland/Northern Buckhom Extension McGowan Creek PS Legal and Administrative fees for Extension a d A rt ~A 00