2016-79 Contract#28760
COST-SHARE AGREEMENT
BETWEEN THE
ST.JOHNS RIVER WATER MANAGEMENT DISTRICT
AND CITY OF CLERMONT
THIS AGREEMENT("Agreement")is entered into by and between the GOVERNING BOARD of the
ST.JOHNS RIVER WATER MANAGEMENT DISTRICT(the"District"),whose address is 4049 Reid Street,Palatka,
Florida 32177,and CITY OF CLERMONT("Recipient"),685 West Montrose Street, Clermont, Florida 34711.
All references to the parties hereto include the parties,their officers,employees,agents, successors,and
assigns.
RECITALS
The waters of the state of Florida are among its basic resources,and it has been declared to
be the policy of the Legislature to promote the conservation,development,and proper
utilization of surface and ground water. Pursuant to chapter 373, Fla. Stat.,the District is
responsible for the management of the water resources within its geographical area.
The District 2016-2017 cost-share funding program is designed to fund the construction of local
stormwater management and alternative water supply projects as well as conservation
implementation projects. Its goals are to contribute to: 1) reduction in water demand through
indoor and outdoor conservation measures;2)development of alternative or non-traditional water
supply sources;such as reclaimed water,surface water,or seawater;3)water quality
improvements(for example, nutrient-loading reduction in springsheds or other surface-water
systems);and 4)water resource development opportunities(for instance,increasing available
source water through expansion or development of surface-water storage). The current cost-share
funding program also recognizes the importance of providing funding opportunities for
construction of flood protection and natural-systems restoration projects,which are important
components of the District's core mission focus.
The District has determined that providing cost-share funding to Recipient for the purposes
provided for herein will benefit the water resources and one or more of the District's
missions and initiatives.
At its June 2016 meeting,the Governing Board selected Recipient's proposal for cost-share
funding. The parties have agreed to jointly fund the following project in accordance with
the funding formula further described in the Statement of Work,Attachment A(hereafter
the"Project"):
West Lake Wetlands Project
In consideration of the above recitals,and the funding assistance described below, Recipient agrees
to perform and complete the activities provided for in the Statement of Work,Attachment A. Recipient shall
complete the Project in conformity with the contract documents and all attachments and other items
incorporated by reference herein.This Agreement consists of all of the following documents:(1)Agreement,
(2)Attachment A-Statement of Work;and(3)all other attachments,if any.The parties hereby agree to the
following terms and conditions.
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1. TERM;WITHDRAWAL OF OFFER.
(a) The term of this Agreement is from the date upon which the last party has dated and
executed the same("Effective Date") until September 30,2018 ("Completion Date").
Recipient shall not commence the Project until any required submittals are received and
approved.Time is of the essence for every aspect of this Agreement,including any time
extensions.Any request for an extension of time beyond the Completion Date must be
made in writing before July 1,2018. Timely requests to extend, for longer than six months,
the Completion Date of the Agreement for projects whose District contribution exceeds
$100,000 may only be approved by the District's Governing Board. Notwithstanding
specific mention that certain provisions survive termination or expiration of this
• Agreement,all provisions of this Agreement that by their nature extend beyond the
Completion Date,for example,delivery of a final report,will remain in full force and effect
after the Completion Date as necessary to affect performance.
(b) This Agreement constitutes an offer until authorized,signed and returned to the District by
Recipient.This offer terminates forty-five(45)days after receipt by Recipient; provided,
however,that Recipient may submit a written request for extension of this time limit to the
District's Project Manager,stating the reason(s)therefor. Request for extension of time after
the forty-five(45)days will be denied. The Project Manager shall notify Recipient in writing if
an extension is granted or denied. If granted,this Agreement shall be deemed modified
accordingly without any further action by the parties.
(c) If the construction,which is eligible for District reimbursement, does not begin before June
30,2017,or if the first invoice for non-construction projects is not submitted by June 30,
2017,the cost-share agreement will be subject to termination and the funds subject to
reallocation.
2. DELIVERABLES. Recipient shall fully implement the Project,as described in the Statement of Work,
Attachment A.Recipient is responsible for the professional quality,technical accuracy,and timely
completion of the Project. Both workmanship and materials shall be of good quality. Unless
otherwise specifically provided for herein, Recipient shall provide and pay for all materials,labor,
and other facilities and equipment necessary to complete the Project.The District's Project
Manager shall make a final acceptance inspection of the Project when completed and finished in all
respects. Upon satisfactory completion of the Project,the District will provide Recipient a written
statement indicating that the Project has been completed in accordance with this Agreement.
Acceptance of the final payment by Recipient shall constitute a release in full of all claims against
the District arising from or by reason of this Agreement.
3. OWNERSHIP OF DELIVERABLES.Unless otherwise provided herein,the District does not assert an
ownership interest in any of the deliverables under this Agreement.
4. AMOUNT OF FUNDING.
(a) For satisfactory completion of the Project,the District shall pay Recipient approximately
thirty-three percent(33%)of the total construction cost of the Project, but in no event shall
the District cost-share exceed$940,608. The District cost-share is not subject to
modification based upon price escalation in implementing the Project during the term of
this Agreement. Recipient shall be responsible for payment of all costs necessary to ensure
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(d) All invoices shall include the following information:(1)District contract number; (2)
Recipient's name,address,and authorization to directly deposit payment into Recipient's
account(if Recipient has not yet provided the District with a completed Direct Deposit
Authorization form;(3) Recipient's invoice number and date of invoice; (4) District Project
Manager;(5)Recipient's Project Manager; (6)supporting documentation as to cost and/or
Project completion(as per the cost schedule and other requirements of the Statement of
Work); (7)Progress Report(if required); (8) Diversity Report(if otherwise required herein).
Invoices that do not correspond with this paragraph shall be returned without action within
twenty(20)business days of receipt,stating the basis for rejection.Payments shall be made
within forty-five(45)days of receipt of an approved invoice.
(e) Travel expenses. If the cost schedule for this Agreement includes a line item for travel
expenses,travel expenses shall be drawn from the project budget and are not otherwise
compensable. If travel expenses are not included in the cost schedule,they are a cost of
providing the service that is borne by Recipient and are only compensable when specifically
approved by the District as an authorized District traveler. In such instance,travel expenses
must be submitted on District or State of Florida travel forms and shall be paid pursuant to
District Administrative Directive 2000-02.
(f) Payments withheld.The District may withhold or,on account of subsequently discovered
evidence,nullify,in whole or in part,any payment to such an extent as may be necessary to
protect the District from loss as a result of: (1)defective work not remedied;(2)failure to
maintain adequate progress in the Project;(3)any other material breach of this Agreement.
Amounts withheld shall not be considered due and shall not be paid until the ground(s)for
withholding payment have been remedied.
(g) . Annual budgetary limitation.For multi-fiscal year agreements,the.District must budget the
amount of funds that will be expended during each fiscal year as accurately as possible. The
Statement of Work,Attachment A,includes the parties'current schedule for completion of
the Work and projection of expenditures on a fiscal year basis(October 1 September 30)
("Annual Spending Plan"). If Recipient anticipates that expenditures will exceed the budgeted
amount during any fiscal year,Recipient shall promptly notify the District's Project.Manager
and provide a proposed revised work schedule and Annual Spending Plan that provides for
completion of the Work without increasing the Total Compensation. The last date for the
District to receive this request is August 1 of the then-current fiscal year. The District may in
its sole discretion prepare a District Supplemental Instruction Form incorporating the revised
work schedule and Annual Spending Plan during the then-current fiscal year or subsequent
fiscal year(s).
6. LIABILITY AND INSURANCE.Each party is responsible for all personal injury and property damage
attributable to the negligent acts or omissions of that party,its officers,employees and agents.
Recipient accepts all risks arising from construction or operation of the Project. Nothing contained
herein shall be construed or interpreted as denying to any party any remedy or defense available
under the laws of the state of Florida,nor as a waiver of sovereign immunity of the state of Florida
beyond the waiver provided for in section 768.28,Fla.Stat,as amended.Each party shall acquire and
maintain throughout the term of this Agreement such liability,workers'compensation,and
automobile insurance as required by their current rules and regulations. If Florida Department of
Environmental Protection("FDEP")funds will be used to fund all or a portion of the Agreement,
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additional FDEP insurance requirements applicable to the Recipient are included in the Insurance
attachment to the Agreement.
7. FUNDING CONTINGENCY.This Agreement is at all times contingent upon funding availability,which
may include a single source or multiple sources, including, but not limited to:(1)ad valorem tax
revenues appropriated by the District's Governing Board;(2)annual appropriations by the Florida
Legislature,or(3)appropriations from other agencies or funding sources.Agreements that extend
for a period of more than one Fiscal Year are subject to annual appropriation of funds in the sole
discretion and judgment of the District's Governing Board for each succeeding Fiscal Year. Should
the Project not be funded, in whole or in part,in the current Fiscal Year or succeeding Fiscal Years,
the District shall so notify Recipient and this Agreement shall be deemed terminated for
convenience five (5)days after receipt of such notice,or within such additional time as the District
may allow: For the purpose of this Agreement,"Fiscal Year"is defined as the period beginning on
October 1 and ending on September 30.
8. PROJECT MANAGEMENT.
(a) The Project Managers listed below shall be responsible for overall coordination and
management of the Project. Either party may change its Project Manager upon three(3)
business days prior written notice to the other party.Written notice of change of address
shall be provided within five(5) business days:.All notices shall be inwriting to the Project
Managers at the addresses below and shall be sent by one of thefollowing methods:(1)
hand delivery;(2) U.S.certified mail;(3)national overnight courier;or(4)e-mail.-Notices
via certified mail are deemed delivered upon receipt. Notices via overnight courier are
deemed delivered one(1) business day after having been deposited with the courier.
Notices via e-mail are deemed delivered on the date transmitted and received.
DISTRICT RECIPIENT
Mark E. Brandenburg, MS,CSE,PWS James Kinzler,CPM, EA
Project Manager Project Manager
St.Johns River Water Management District City of Clermont
601 South Lake Destiny Road,Suite 200 685 West Montrose Street
Maitland, Florida 32751 • Clermont, Florida 34711
407-659-0915 352-241-7339
E-mail: mbranden@sjrwmd.com E-mail:JKinzler@clermontfl.org
(b) The District's Project Manager shall have sole responsibility for transmitting instructions,
receiving information,and communicating District policies and decisions regarding all
matters pertinent to performance of the Project. The District's Project Manager may
issue a District Supplemental Instruction(DSI)form,Attachment C,to authorize minor
changes in the Project that the parties agree are not inconsistent with the purpose of the
Project,do not affect the District cost-share,Completion Date,or otherwise significantly
modify the terms of the Agreement
9. PROGRESS REPORTS AND PERFORMANCE MONITORING.
(a) Progress Reports. Recipient shall provide to the District quarterly Project update/status
reports as provided in the Statement of Work. Reports will provide detail on progress of the
Projectand outline any potential issues affecting completion or the overall schedule.
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Recipient shall use the District's Project Progress Report form,Attachment B. Recipient
shall submit the Project Progress Reports to the District's Project Manager and District's
Budget Coordinator within fifteen(15)days after the closing date of each calendar quarter
(March 31,June 30,September 30 and December 31).
(b) Performance Monitoring. For as long as the Project is operational, the District shall have the
right to inspect the operation of the Project during normal business hours upon reasonable
prior notice. Recipient shall make available to the District any data that is requested pertaining
to performance of the Project.
10. FAILURE TO COMPLETE PROJECT.
(a) Should Recipient fail to complete the Project,Recipient shall refund to the District all of the
funds provided to Recipient pursuant to this Agreement. However,the District,in its sole
judgment and discretion, may determine that Recipient has failed to complete the Project
due to circumstances that are beyond Recipient's control,or due to a good faith
determination that the Project is no longer environmentally or economically feasible. In
such event,the District may excuse Recipient from the obligation to return funds provided
hereunder. If the Project has not been completed within thirty(30)days after the
Completion Date, Recipient shall provide the District with notice regarding its intention as
to completion of the Project.The parties shall discuss the status of the Project and may
mutually agree to revise the time for Project completion or the scope of the Project. Failure
to complete the Project within ninety(90)days after the Completion Date shall be deemed
to constitute failure to complete the Project for the purposes of this provision.
(b) In the event the Project constitutes a portion of the total functional project,this paragraph
shall apply in the event the total functional project is not completed. In such event,the 90-
day timeframe provided herein shall commence upon the date scheduled for completion of
the total functional project at the time of execution of this Agreement, unless extended by
mutual agreement of the parties. Paragraphs 10(a)and 10(b)shall survive the termination
or expiration of this Agreement.
11. TERMINATION. If Recipient materially fails to fulfill its obligations under this Agreement,including any
specific milestones established herein,the District may provide Recipient written notice of the
deficiency by forwarding a Notice to Cure,citing the specific nature of the breach. Recipient shall have
thirty(30)days following receipt of the notice to cure the breach. If Recipient fails to cure the breach
within the thirty(30)day period,the District shall issue a Termination for Default Notice terminating
this Agreement without further notice. In such event,Recipient shall refund to the District all funds
provided to Recipient pursuant to this Agreement within thirty(30)days of such termination. The
District may also terminate this Agreement upon ten(10)days written notice in the event of any
material misrepresentations in the Project Proposal.
Delay or failure by the District to enforce any right,remedy or deadline hereunder shall not impair,or
be deemed a waiver of,any such right,remedy or deadline,or impair the District's rights or remedies
for any subsequent breach or continued breach of this Agreement.
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ADDITIONAL PROVISIONS(Alphabetical)
12. ASSIGNMENT. Recipient shall not assign this Agreement,or any monies due hereunder,without
the District's prior written consent. Recipient is solely responsible for fulfilling all work elements in
any contracts awarded by Recipient and payment of all monies due. No provision of this Agreement
shall create a contractual relationship between the District and any of Recipient's contractors or
subcontractors.
13. AUDIT;ACCESS TO RECORDS;REPAYMENT OF FUNDS.
(a) Maintenance of Records.Recipient shall maintain its books and records such that receipt and
expenditure of the funds provided hereunder are shown separately from other expenditures
in a format that can be easily reviewed.Recipient shall keep the records of receipts and
expenditures,copies of all reports submitted to the District,and copies of all invoices and
supporting documentation for at least five(5)years after expiration of this Agreement. In
accordance with generally accepted governmental auditing standards,the District shall have
access to and the right to examine any directly pertinent books and other records involving
transactions related to this Agreement.In the event of an audit,Recipient shall maintain all
required records until the audit is completed and all questions are resolved.Recipient will
provide proper facilities for access to and inspection of all required records.
(b) Repayment of Funds.District funding shall be subject to repayment after expiration of this
Agreement if,upon audit examination,the District finds any of the following:(1)Recipient has
spent funds for purposes other than as provided for herein;(2)Recipient has failed to perform
a continuing obligation of this Agreement;(3)Recipient has received duplicate funds from the
District for the same purpose;(4)Recipient has been advanced or paid unobligated funds;(5)
Recipient has been paid funds in excess of the amount Recipient is entitled to receive under
the Agreement;and/or(6)Recipient has received more than one hundred percent(100%)
contributions through cumulative public agency cost-share funding.
14. CIVIL RIGHTS. Pursuant to chapter 760, Fla.Stat., Recipient shall not discriminate against any
employee or applicant for employment because of race,color, religion,sex,or national origin,age,
handicap,or marital status.
15. DISPUTE RESOLUTION. Recipient is under a duty to seek clarification and resolution of any issue,
discrepancy,or dispute involving performance of this Agreement by submitting a written statement
to the District's Project Manager no later than ten(10) business days after the precipitating event.
If not resolved by the Project Manager,the Project Manager shall forward the request to the
District's Office of General Counsel,which shall issue a written decision within ten(10)business
days of receipt.This determination shall constitute final action of the District and shall then be
subject to judicial review upon completion of the Project.
16. DIVERSITY REPORTING.The District is committed to the opportunity for diversity in the
performance of all cost-sharing agreements,and encourages Recipient to make a good faith effort
to ensure that women and minority-owned business enterprises(W/MBE)are given the
opportunity for maximum participation as contractors.The District will assist Recipient by sharing
information on W/MBEs. Recipient shall provide with each invoice a report describing: (1)the
company names for all W/MBEs; (2)the type of minority,and (3)the amounts spent with each
during the invoicing period.The report will also denote if there were no W/MBE expenditures.
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17. GOVERNING LAW,VENUE,ATTORNEY'S FEES,WAIVER OF RIGHT TO JURY TRIAL.This Agreement
shall be construed according to the laws of Florida and shall not be construed more strictly against
one party than against the other because it may have been drafted by one of the parties.As used
herein,"shall" is always mandatory. In the event of any legal proceedings arising from or related to
this Agreement: (1)venue for any state or federal legal proceedings shall be in Orange County;(2)
each party shall bear its own attorney's fees, including appeals;(3)for civil proceedings,the parties
hereby consent to trial by the court and waive the right to jury trial.
18. INDEPENDENT CONTRACTORS.The parties to this Agreement,their employees and agents,are
independent contractors and not employees or agents of each other. Nothing in this Agreement
shall be interpreted to establish any relationship other than that of independent contractors during
and after the term of this Agreement. Recipient is not a contractor of the District.The District is
providing cost-share funding as a cooperating governmental entity to assist Recipient in
accomplishing the Project. Recipient is solely responsible for accomplishing the Project and directs
the means and methods by which the Project is accomplished. Recipient is solely responsible for
compliance with all labor,health care,and tax laws pertaining to Recipient,its officers,agents,and
employees.
19. CONFLICTING INTEREST IN RECIPIENT. Recipient certifies that no officer, agent,or employee of the
District has any material interest,as defined in section 112.312, Fla.Stat.,either directly or
indirectly, in the business of Recipient to be conducted hereby,and that no such person shall have
any such interest at any time during the term of this Agreement.
20. NON-LOBBYING.Pursuant to section 216.347,Fla.Stat.,as amended,Recipient agrees that funds
received from the District under this Agreement shall not be used for the purpose of lobbying the
Legislature or any other state agency.
21. PERMITS.Recipient shall comply with all applicable federal,state and local laws and regulations in
implementing the Project and shall include this requirement in all subcontracts pertaining to the
Project. Recipient shall obtain any and all governmental permits necessary to implement the Project.
Any activity not properly permitted prior to implementation or completed without proper permits
does not comply with this Agreement and shall not be approved for cost-share funding.
22. PUBLIC ENTITY CRIME.A person or affiliate who has been placed on the convicted vendor list
following a conviction for a public entity crime may not submit a bid,proposal,or reply on a
contract to provide any goods or services to a public entity; may not submit a bid, proposal,or reply
on a contract with a public entity for the construction or repair of a public building or public work;
may not submit bids,proposals,or replies on leases of real property to a public entity;may not be
awarded or perform work as a contractor,supplier,subcontractor,or consultant under a contract
with any public entity;and may not transact business with any public entity in excess of the
threshold amount provided in s. 287.017 for CATEGORY TWO($35,000)for a period of 36 months
following the date of being placed on the convicted vendor list.
23. PUBLIC RECORDS. Records of Recipient that are made or received in the course of performance of
the Project may be public records that are subject to the requirements of chapter 119,Fla.Stat. If
Recipient receives a public records request, Recipient shall promptly notify the District's Project
Manager. Each party reserves the right to cancel this Agreement for refusal by the other party to
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allow public access to all documents,papers, letters,or other materials related hereto and subject
to the provisions of chapter 119, Fla.Stat.,as amended.
24. ROYALTIES AND PATENTS. Recipient certifies that the Project does not, to the best of its
information and belief,infringe on any patent rights. Recipient shall pay all royalties and patent and
license fees necessary for performance of the Project and shall defend all suits or claims for
infringement of any patent rights and save and hold the District harmless from loss to the extent
allowed by Florida law.
IN WITNESS WHEREOF,the St.Johns River Water Management District has caused this Agreement to
be executed on the day and year written below in its name by its Executive Director,and Recipient has caused
this Agreement to be executed on the day and year written below in its name by its duly authorized
representatives,and,if appropriate,has caused the seal of the corporation to be attached.This Agreement
may be executed in separate counterparts,which shall not affect its validity.Upon execution,this
Agreement constitutes the entire agreement of the parties,notwithstanding any stipulations,
representations,agreements,or promises,oral or otherwise, not printed or inserted herein.This
Agreement cannot be changed by any means other than written amendments referencing this Agreement
and signed by all parties.
ST.JOHNS RIVER WATER CITY OF CLERMONT
MANAG T DISTRICT
rf By.
/-
Ann B.Shortelle, Ph.D., Executive Director -�
(or designee)
Qa_i104.. ASA igQ `Y
Typed Name and Title
Date: 4. DatstiensLr 13)Renna
ONLY AS TO FORM AND LEGALITY Attest �� J
.1c-kknal �fD toe C.,s (l
WI liam Abra s,Sr.Assistant General CounselZ ;
Typ Name and Titl J J
•
ATTACHMENTS
Attachment A-Statement of Work
Attachment B-Project Progress Report Form
Attachment C-District Supplemental Instructions Form -'
r
2016-17 District Cost-Share Initiative
Last updated:7-7-16
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ATTACHMENT A-STATEMENT OF WORK
CITY OF CLERMONT
WEST LAKE WETLANDS
I. INTRODUCTION/BACKGROUND
The St.Johns River Water Management District(District) is continuing its Cooperative Cost Share Initiative
Program in Fiscal Year(FY)2016-2017 to develop and implement resource and water supply development
projects and promote conservation.On June 14,2016,the District's Governing Board approved funding for
Cooperative Cost Share projects. Each project selected for funding will have a positive benefit to one or
more of the District's core missions; including water supply,water quality, natural systems or flood
mitigation.
The City of Clermont(Recipient) requested funding for their West Lake Wetlands project for the not to
exceed the amount of$940,608,towards the estimated construction cost of$2,850,330.This request was
approved by the Governing Board.The Recipient is located in Lake County.
II. OBJECTIVES
The objective of this contract is to provide cost share dollars that will enable the Recipient to construct a
stormwater treatment system that incorporates a stormwater pond, bioretention swales,and a wetland
filter marsh prior to discharge into Lake Minneola.The bioretention swales will run through downtown and
include stormwater planters.
III. SCOPE OF WORK
The Recipient intends to install approximately eight Low Impact Development(LID)bio-retention swales for
the existing streets that flow into the larger West Lake Wetlands project area. In addition,the proposed
stormwater improvements will consist of creating a stormwater management facility for the western
portion of Downtown Clermont by installing approximately 3,500 linear feet of stormwater culvert routing
flow to the new project,excavating approximately 21,000 cubic yards of soil to excavate the storage,
wetland and marsh system,replacing/restoring approximately 10,000 cubic yards of fill to create
embankment as well as approximately 3,500 linear feet of retaining and gabion walls to create the storage,
wetland and marsh system.
IV. PROJECT ADMINISTRATION AND DEUVERABLES
The Recipient shall be responsible for the following:
• Complete and obtain final project design,construction plans,and specifications;
• Obtain all required permits,including right of access to the project sites,related to project
construction and subsequent operation and maintenance of the completed work;
• Assure compliance with all permits and permit conditions;
• Provide procurement for project construction;
• Perform supervision and inspection of construction;
• Perform construction contract administration;
• Assure compliance with cost accounting practices and procedures required for reimbursement of
cost share funds expended.
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The Recipient shall provide the following to the District's Project Manager:
• Timely invoices for actual construction costs in accordance with this cost share agreement(i.e.
quarterly,with appropriate substantiation that demonstrates that the applicant has paid for the
total work cost and is seeking reimbursement up to the match amount)to enable proper review by
the District's Project Manager prior to payment authorization;
• Quarterly progress reports identifying project progress to date, key milestones reached,overall
project schedule versus time for project completion, key issues to be resolved,project construction
photos;quarterly reports shall also be emailed to the District's Budget Coordinator at
mlicourt@sjrwmd.com;
• Certification of construction completion by a Professional Engineer registered in the state of
Florida.
The Recipient shall ensure the tasks in the Task Identification section below are completed.
V. TASK IDENTIFICATION AND TIME FRAMES
The expiration date of this cost share agreement is September 30, 2018. The projected schedule is as
follows:
Anticipated Anticipated
Task Description Start Date. Completion Date
Task 1-General Requirements, Earthwork and March 15,2017 July 30,2017
MOT -
Task 2—West Lake Pond,Bio Swales and Filter. April 1,2017 August 31,2018
Marsh Construction
Task 3—Landscaping April 1,2018 August 31,2018 .
VI. BUDGET/COST SCHEDULE
= For satisfactory completion of the Project,the District shall pay Recipient approximately thirty-three
percent(33%)of the total construction cost of the Project, but in no event shall the District's cost-share
exceed$940,608. It is anticipated that the FY breakdown will be$300,000 for FY2016-17 and$640,608 for
FY2017-18.
Recipient shall invoice the District quarterly with appropriate documentation.The District's Project
Manager shall provide an invoice template that will be used.Invoices shall include a copy of the
contractor's invoices submitted to the Recipient, proof of payment by Recipient,and other required
supporting documentation for reimbursement up to match amount. For in-house expenses, Recipient shall
provide copies of all receipts for materials and a system report showing documentation of staff time or
other proof of staff time expenses for the Project.The final invoice shall be submitted with the final project
report.If the total actual cost of this project is less than originally estimated,the District's cost-share
amount shall be reduced accordingly. Recipient may invoice more frequently submitting all required
documentation and include general status information. Recipient may invoice the District for Project
construction work beginning October 1,2016.
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The District's Project Manager will also provide a document to the Recipient to be completed showing the
spend-down plan for the Project.The spend-down plan should be completed once the Recipient issues the
Notice to Proceed to the construction contractor.
Recipient shall submit quarterly progress reports to the District's Project Manager and the District's Budget
Coordinator within 15 days of the end of quarter for work accomplished during each quarter.The email
address for the District's Budget Coordinator is mlicourtPsirwmd.com.The Recipient will submit a final
project report within 15 days of Final Completion and acceptance by Clermont detailing the project's
accomplishments and any issues resolved during the course of the work.
Estimated Cost Schedule for Reimbursement per fiscal year(all dollar amounts are approximate and may be
reallocated between the construction tasks for the two FYs).
FY 16-17 (10/1/2016—9/30/2017)
Estimated
Estimated Task Reimbursement
Description Amount Amount
Task 1—General Requirements, Earthwork and MOT $ 686,546 $226,560
Task 2—West Lake Pond, Bio Swales and Filter Marsh $ 600,000 $198,000
TOTAL FY 16-17: $1,286,546 $424,560
FY 17-18(10/1/2017—9/30/2018)
Estimated
Estimated Task Reimbursement
Description Amount Amount
Task 2—West Lake Pond, Bio Swales and Filter Marsh $1,304,934 $430,628
Task 3—Landscaping $ 258,850 $ 85,420
TOTAL FY 17-18: $1,563,784 $516,048
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ATTACHMENT B
St.Johns River Water Management District Date:
Project Progress Report month/day/year
Report Number:
Contract/Project Identification
Project Name: West Lake Wetlands Project
Recipient: City of Clermont
SJRWMD Contract Number: 28760 SJRWMD Project Manager: Mark E.Brandenburg,MS,CSE,PWS
Recipient's Project Manager: James Kinzler,CPM,EA _
Construction Schedule Reporting Period
Start Date(mm/dd/yy): Beginning Date(mm/dd/yy):
Completion(mm/dd/yy): Ending Date(mm/dd/yy):
Budget Duration
Total Budget: $ Planned Duration: Weeks
Expended To-date: $ Duration To-date: Weeks
Expended This Period: $ Duration This Period: Weeks
Percent Budget Expended: % Percent Duration Expended: 96
Anticipated Future Payment Requests:
3 Months 6 Months • 9 Months 12 Months
Design/Permitting Status
Tasks/Milestones/Deliverables Scheduled for this Reporting Period or Within the Next 60 days:
Task Start Finish Percent Projected
Number Tasks/Milestones/Deliverables Date Date Complete Finish Date
Problems,Issues,Solutions,Antidpated deviations from schedule:
Attach an additional page of notes if necessary to explain reasons for lateness or unusual events or circumstances.
Contract#28760
ATTACHMENT C—DISTRICT'S SUPPLEMENTAL INSTRUCTIONS (sample)
DISTRICT SUPPLEMENTAL INSTRUCTIONS#
DATE:
TO:
FROM: ,Project Manager
CONTRACT/PURCHASE ORDER NUMBER:
CONTRACT TITLE:
The Work shall be carried out in accordance with the following supplemental instruction issued in accordance
with the Contract Documents without change in the Contract Sum or Contract Time. Prior to proceeding in
accordance with these instructions, indicate your acceptance of these instructions for minor changes to the
work as consistent with the Contract Documents and return to the District's Project Manager.
1. CONTRACTOR'S SUPPLEMENTAL INSTRUCTIONS:
2. DESCRIPTION OF WORK TO BE CHANGED:
3. DESCRIPTION OF SUPPLEMENTAL INSTRUCTION REQUIREMENTS:
Contractor's approval:(choose one of the items below):
Approved: Date:
(It is agreed that these instructions shall not result in a change in the Total Compensation or the Completion
Date.)
Approved: Date:
(Contractor agrees to implement the Supplemental Instructions as requested, but reserves the right to
seek a Change Order in accordance with the requirements of the Agreement.)
Approved: Date:
,District Project Manager
Acknowledged: Date:
,District Contracts Administrator
cc: Contract/Purchasing file
Financial Management
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