09/0 0~1. ~ o l.a~ COMMISSIONERS' COURT AGENDA REQUEST PLEASE FURNISH ONE ORIGINAL AND NINE COPIES OF THIS REQUEST AND DOCUMENTS TO BE REVIEWED BY THE COURT. MADE BY: Commissioner Williams OFFICE: Precinct 2 MEETING DATE: September 10, 2007 TIME PREFERRED: SUBJECT: (Please be specific). Consider, discuss and take appropriate action to amend the contract for services with Tetra Tech to provide Planning services. EXECUTIVE SESSION REQUESTED: NAME OF PERSON(S) ADDRESSING THE COURT: Commissioners Williams. ESTIMATED LENGTH OF PRESENTATION. IF PERSONNEL MATTER-NAME OF EMPLOYEE: Time for submitting this request for Court to assure that the matter is posted in accordance with Title 5, Chapter 551 and 552, Government Code, is as follows: Meeting scheduled for Mondays: 5:00 P.M. previous Tuesday THIS REQUEST RECEIVED BY: THIS REQUEST RECEIVED ON: All Agenda Requests will be screened by the County Judge's Office to determine if adequate information has been prepared for the Court's formal consideration and action at time of Court meetings. Your cooperation is appreciated and contributes toward your request being addressed at the earliest opportunity. See Agenda Request Rule adopted by Commissioners Court. August 17, 2007 The Honorable Bill Williams, Commissioner Kerr County 700 Main Kerrville, TX 78028 Ref: Kerr County Economically Distressed Areas Program Application Dear Commissioner Williams: We received Kerr County's (County) application for financial assistance through the Texas Water Development Board's (Board) Economically Distressed Areas Program (EDAP) on June 1, 2007. Board staff has completed its preliminary review of the application and have compiled the attached documentation which includes comments and requests for additional information. The financial assistance application indicates that the County is applying for Planning, Acquisition and Design funding for its wastewater collection project. Application amount: $12,670,000 General project description: To construct a wastewater collection system for the Center Point area. Please be advised that under the current EDAP rules in Title 31 Tex. Admin. Code 363 only 50% grant funding for Planning, Acquisition and Design can be approved without a nuisance finding from the Texas Department of State Health Services (TDSHS). Currently the County does not have a nuisance survey determination, and therefore, would be limited to 50% of the Planning, Acquisition and Design costs being requested. Based on the information submitted, it appears that the most expedient way to provide assistance to the County is to implement a schedule that will allow you to complete the necessary Planning activities first, before an application is submitted for the other project costs. Under this scenario, the Board may be able to approve a 75% grant for the Planning costs. In some instances, the Board may be able to approve in excess of 75% grant for this portion of the project. Once the EDAP Planning activities are completed and approved by Board staff, a separate request for Acquisition and Design funding may be presented to the Board for additional financial assistance. This approach will allow the County the opportunity to obtain a nuisance finding Our Nlissiofz To provide leadershic, plaaaning, ~~inuncial assistance, information, aatd education for the conservation and responsible development of ~wctter- for- Texas. P.O. Box 13231 • t700 N. Congress Avenue • Austin, Texas 7871 I-3231 Telephone (512) 463-7847 • Fax (512) 475-?053 • 1-800-RELAYTX for the hearing impaired) ~~ww.twdbstlte.tx.us • infoC~twdbstate.tx.us ~~ TNR1S -Texas Natural Resources Irfot_matiot~ System ^ www.tnris.state.tx.us A rYlernUer~ of the Texas veooraphfc Laiforr~uation Cocinci! (TGICj ~rrL. G. Rod Pittman, Cl~airmnn Jack iIuni~ vice Chairman William W. ~eadow~s, PrIFnaE~er 1. Kzvin Ward Thomas `•ivei€- Labatt izi, P/lerrt~er n ~~~~-cza!iv~Aclrntaai.ctraror- Jaynes E.. FierrinQ, Member Dario ~"idal Guz.:a, J_r.. ~~e.:aar~_r Commissioner Williams August 16, 2007 Page 2 from the TDSHS to potentially qualify for up to 100% grant funding for Acquisition and Design Phases. It will be necessary for you to decide whether you would like to proceed with a funding application as described above before we can complete the review of your application. Please advise us as soon as possible. Also, you will need to address the specific comments detailed in Attachment #1, before we can complete our review. The resolution of these issues will be necessary before staff can submit a recommendation to the Board for consideration and approval of financial assistance. The team assigned to your project includes: Team Lead: Francia Harutunian, 512/463-8271; francia.harutunian(a~twdb.state.tx.us Financial Analyst: Jessica Zuba, 512/475-3734; jessica.zuba(a~twdb.state.tx.us Engineer: Darrell Nichols, 512/463-8491; darrell.nichols(a~twdb.state.tx.us Environmental: Ray Mathews, 512/936-0822; ray.mathews(a~twdb.state.tx.us Legal: Joe Reynolds, 512/936-2414; joe.Reynolds(a,twdb.state.tx.us We have attached six documents to this letter for your use and/or information. If you have any questions, please do not hesitate to contact Mrs. Harutunian or any of the team members at the telephone numbers or a-mail addresses shown above. We look forward to working with you. 'ncerely, a . Lavi Associate Deputy Executive Administrator Office of Project Finance and Construction Assistance ADL:FCH: mfr Attachments: #1 Financial Assistance Application -Outstanding Information #2 WRD 006 B - TWDB-EDAP Application Procedures (Planning Phase) #3 Project Budget #4 WRD 023 -EDAP 2 Planning Phase #5 Model Subdivision Rule §364.12 #6 Environmental Assessment - ED 001 cc: Mr. Al Groves, P.E., Tetra Tech, 501 Soledad, San Antonio, TX 78205 O TETRATECH September 7, 2007 Bill Williams County Commissioner Kerr County, Texas ?00 Main Street Kerrville, Texas 78028 Reference: EDAP Financial Assistance Application Dear Commissioner Williams: Below are responses to the questions from TWDB regarding the submitted Engineering Documentation in their August 17, 20071etter. Except where noted that we understand the information is coming from others (Item 2 below), please feel free to directly copy the answers provided into the compiled response along with the financial and legal responses. 1. Median Household Income: The data for Median Household Income in the Application for Financial Assistance was incorrect. The correct amount, based on a 2005 survey and adjusted to 2007 dollars, is $27,840 (see attached letters for further documentation). 2. Details of inadequacy of current wastewater facilities: We understand this question will be addressed by county personnel, specifically using inspections of septic systems. 3. Established Residence in Center Point: Attached are two random Kerr County Appraisal District records that document residency within the Center Point Area prior to June 1, 2005. 4. Breakdown of Engineering Fees: Please see attached budget which provides a breakdown of Engineering and other costs, based on the format provided by TWDB. 5. Breakdown of existine vs. new residences served: The intent of the design is to maximize service to the existing residents of the Center Point area and the regional area between Center Point and Comfort. The system size is based on the approximately 450 existing connections. Based on preliminary investigation of school enrollment and other data, an estimated recent growth rate of 2.5% could be used. This rate of growth and the basis of 3.0 persons per household projects approximately 2210 residents at the end of twenty years {450 * 3.0 1.025^20). Estimating wastewater volume at 100 gpd per person, the demand at the end of 20 years would be for about 221,000 gpd. Utilizing a 4.0 peak factor, which yields a peak flow of 885,000 gpd, a minimum line size of 12" would be adequate at the minimum slope. Therefore, the proposed 1 Z" gravity transmission pipe is based on providing service only to existing connections and the associated natural growth. We have not included any new development beyond this in the design basis. TBtrB T~CfI, Ir1C. 501 Soledad Street, San Antonio; TX 78205 1"ek 210.226.2922 Faax 210.226.8497 www.tetratech.com O TETRATECH Mr. Williams September 7, 2007 Page 2 6. Cost/Price Summary for En ink Bering Consultant Services: Please see attached budget which provides a breakdown of Engineering and other costs, based on the format provided by TWDB. 7. Project Budget for the planning phase: Please see attached budget which provides a breakdown of Engineering and other costs, based on the format provided by TWDB. 8. Project Schedule: Please see attached milestone schedule. If you have any questions, please contact us at (210) 226-2922. Sincerely, Jaime Kypuros, P.E. Project Engineer KD/jk P:1P09310\0001 \WordproIh•afts\FinAppResponse.doc CLIENT: Kerr County PROJECT: EDAP Application Pro'ect 1 Pro ect 2 ENGINEER: Tetra Tech, Inc. JOB NO.: 09310-0001-00 TOTAL Basic En ineerin reference WRD 0238 Plannin Cate o A $ 16,320 $ - $ 16,320 Plannin Cate o B $ 29,800 $ - $ 29,800 Plannin Cate o C $ 14,520 $ - $ 14,520 Plannin Cate o D $ 33,600 $ - $ 33,600 Plannin Other $ 8,950 $ - $ 8,950 S ecial En ineerin Services Environmental /Cultural $ 135,000 $ - $ 135,000 Surve in / Ma s $ 85,810 $ - $ 85,810 Geotechnicat / Testin $ 46,000 $ - $ 46,000 Ins ection $ - $ - $ Permittin $ 15,000 $ - $ 15,000 O&M $ - $ - $ Other $ - $ - $ Plannin Engineering Subtotal $ 385,000 $ - 385,000 Desi n En ineerin Plans 8~ S ecs. $ 600,000 $ - $ 600,000 Construction Cost $ 9,936,500 $ - $ 9,936,500 Administration Costs $ 95,000 $ - $ 95,000 Easement /Land Acquisition Ac uisition $ 100,000 $ - $ 100,000 A raisal $ 50,000 $ - $ 50,000 Le al $ 100,000 $ - $ 100 000 Other $ - $ - $ Closing and Issuance Costs Fiscal Fee financial advisor $ 50,000 $ - $ 50,000 Le al Fees bond counsel $ 100,000 $ - $ 100 000 Bond Insurance $ 55,000 $ - $ 55,000 Insurance / Suret $ 65,000 $ - $ 65,000 Or9 ination Fee $ 230,140 $ - $ 230,140 Other Details Water Ri hts $ - $ - $ Ca acit Bu -I n $ - $ - $ Other $ - $ - $ Contin enc $ 903,360 $ - $ 903,360 TOTAL $12,670,000 $ - $12,670,000 EDAP Budget Estimate.xls, SUMMARY Page 1 of 1 Printed on 9/7/2007 CLIENT: KerrCquMy PROJECT: EDAP Application Project 1 Line Item Subtotal Totals A. 61glbilky Assessmerrt ... $ - 2. Demonstrate Sewer Service Inadequacy $ 4,800 3. Document Financial Resources of Residents $ 960 4. Demonstrate Occupancy on June 1, 2D05 $ 960 5. Tabulate Eligide Households $ 4,800 6. Submit Maps Delirreating EDAP Area(s) $ 4,800 $ 16 320 Category A Total B. Ezistfng Pacl0ties and Problems 7. Define Existing & Projected Population $14,400 6. Describe Existing Facilities $ 2,880 9. Discuss Existing 8 Projected Water Supply 8 Demand, Wastewater Form $ 960 $ - 11. Confirm Ability of Dwellings to U[ilize Future Facilities $ 960 12. Document Public Consent for Construction $10,600 $ 29 800 Category B Total C. AlternatWes and Design Analysts 13. Specify Preliminary Design Crtteria $ 960 $ - 15. IdeMtty and Evaluate Alternatives for Wastewater Improvements $ 4,800 16. Description of Recommended Facilities $ 1,920 17. Specify Percentage of Existing Capacity to Serve EDAP $ 120 18. Estimate Water Usage & Wastewater Fbws After Completion $ 960 19. Submit Environmental Report (also D.25f below) $ 960 20. Estimate Construction & Operating Costs $ 4,800 $ Category C Total $ 14 520 D. Pinaifie Project 21. Prepare Total Project Budget $ 2.880 22. Prepare Implementation Schedule $ 2,880 23. Confirm Water Coruervatlon & Drought Management Contingency Plans $ 4,800 24. Submit Copies of Agreements $ 4,800 25a. Appraisals of Real Property -See separate sheet $ 4,800 25b. Acquisition of Property -See separate sheet $ 4,800 25c. Prepare & Submtt Wastewater Permtts $ 2,880 $ - $ - 25f. Environmental Report (included in 10 above) $ - ZSg. Hold Pudic Hearing(s) (Federal Funds) $ 2,880 25h. Resolution Seeking Designated Management Authority $ 960 25i. Confirmation of Mandatory Hook Up Policy $ 960 25j. FMT TraininglCertificationdetermination T l $ 960 $ 33 600 Category D ota Planning Other $ 8,950 $ 8 950 Environrtantal /Cultural Subcen[rador $ 40,000 Archaedogicel $50,000 Coordination 8 Support of Subs. $45,000 $135 000 Ernironmental Total Surwyfng /Maps Topographical Subcontractor $39,910 Coordination & Support of Topo Sub. $ 5,990 Ortsite surveying $39,910 $ 85 810 Surveying /Maps Total Geotechnlcal !Testing Subcontractor $40,000 Coordination & Support of Subs. $ 6,000 $ 46 000 Geotechnical 7 Testing Total tnspection Preliminary $ - Final $ Inspection Totai Permitting Preliminary (fxDOT 8 Utility Coordination, etc.) $15,000 Final $ $ 15 000 Permitting Total Operations & Maintenance Documentation Preliminary $ - Final $ O&M Total Ottrer Preliminary $ Final Other Total $ C,~ Planning Grand Total S 386,000 ENGINEER: Tetra Tech, Inc. 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