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1a. Approve Grant App to Met Waste Control for 1993 Sew Rehab Program Project 93-7 1 CITYOF ......,_ .1014)0fH /a, 1 CHANHASSEN 1 690 COULTER DRIVE • P.O. BOX 147 • CHANHASSEN, MIN ll*Ttittl6dirfstretor (612) 937 -1900 • FAX (612) 937 -5739 f Dial I >d MEMORANDUM 1 TO: Don Ashworth, City Manager Data Submitted to Commission FROM: Charles Folch, City Engineer Dete Submitted to Council 1 DATE: April 7, 1993 _ `t< - I a 1 SUBJ: Approve Grant Application to the Metropolitan Waste Control Commission for the 1993 Sanitary Sewer Rehabilitation Program - Project No. 93 -7 I Staff has recently become aware of a new funding program that the MWCC has developed for infiltration /inflow (I /I) improvement projects. The MWCC Board of Commissioners have established a $200,000 fund as a one- time grant offer to be used by municipalities for improvements to reduce I /I. The objective of the grant is to I promote I/I projects at a local level that will benefit both the community and the metropolitan waste water system. The MWCC is requiring that these funds be used for planned or programmed construction improvements during the next year. The maximum amount available to any one community will be $10,000 and I requires a matching contribution by the municipality. The City of Chanhassen is in its fifth year of a sanitary sewer rehabilitation since the program was implemented in 1989. The approved 1993 Chanhassen City Budget has allocated $350,000 to be used for sanitary sewer I rehabilitation and I/I reduction projects. At this point, the 1993 Sanitary Sewer Rehabilitation Program has not been completely defined in terms of which areas and sewer lines will be repaired; however, the original 1989 sanitary sewer system study identified a substantial list of repair work from which the subsequent yearly programs I have been developed and accomplished. There is a great deal of repair work remaining from which some of these tasks will be completed with the 1993 program. You may also recall that a late 1992 I/I project was not able to be conducted last fall and was postponed to 1993. This project alone is estimated to cost approximately 1 $ 100,000. The bottom line is that the funds from the MWCC are available for the asking and the City will have no problem matching the $10,000 maximum grant allocation in 1993. It is therefore recommended that the City Council approved the matching grant application in the amount of 1 $10,000 for infiltration /inflow control projects within the City of Chanhassen for 1993. ktm 1 Attachments: 1. MWCC application. 2. MWCC grant application supplemental information dated February, 1993. I 3. Letter from MWCC dated February 5, 1993. c: Dave Hempel, Assistant City Engineer Jerry Boucher, Utility Superintendent I Gordon Voss, Chief Administrator, MWCC William G. Moore, Director of Engineering Construction, MWCC Wayne Rikala, MWCC 1 io4u PRINTED ON RECYCLED PAPER 1 METROPOLITAN WASTE CONTROL COMNIISSION OFFER OF MATCHING GRANTS FOR INFILTRATION /INFLOW CONTROL PROJECTS r APPLICATION FORM r NOTICE TO APPLICANTS: Read the attached "Metropolitan Waste Control Commission - Description of Offer of Matching Grants to Communities for Infiltration /Inflow Controls" for guidance on how this Grant Offer will be conducted. Prior to award of a grant, the Applicant Community must enter r into an agreement with the MWCC. The complete terms of the agreement will be furnished to those Applicants to whom a Grant Offer is made. r COMMUNITY NAME: CHANHASSEN Correspondence regarding this Application should be mailed to: ' NAME: CHARLES D. FOLCH TITLE: DIRECTOR OF PUBLIC WORKS /CITY ENGINEER ' STREET: CITY: R9fl f(llll TFR fIRTVF CHANHASSEN, MN ZIP: 55317 GRANT AMOUNT REQUESTED FROM MWCC: $ 10,000.00 (Enter a value up to $10,000.00. An equal amount is required to be contributed by the Community to be eligible for a Grant.) PROVIDE THE FOLLOWING ON SEPARATE SHEETS OF PAPER: 1 Describe the objectives of the project. Highlight any benefits that the project is intended to provide to the Metropolitan System of wastewater r interceptor sewers and treatment plants. Provide a complete description of the proposed project. Include a map showing the limits of the project area and the wastewater collection system r in the vicinity of the project. You may attach any engineering reports, plans or other pertinent documents that provide useful background for MWCC evaluation of the proposed project. 1 What is the proposed schedule for project completion, assuming a Grant is offered? If possible, identify key steps and intermediate dates. Would r the project be performed by contracted services or by City staff? Will a competitive bid process be required? r CHARLES D. FOLCH 4111V Print Name of Preparer Signature of Preparer Telephone Number: 937 - 1900 Title of Preparer: DPW /CE Date of Application: 4/7/93 1 APPLICATIONS MUST BE POSTMARKED NO LATER THAN MAY 1, 1993. AMONG PROJECTS EVALUATED BY THE MWCC TO BE OF EQUAL CLASS OF PRIORITY, THE PROJECT PRIORITY RANKING WILL BE ASSIGNED BASED ON THE DATE THAT A COMPLETED 1 APPLICATION WAS RECEIVED BY THE MWCC. RECEIVED FEB 0 9 1993 GRANTS.fr (^ITV ()f ut'1niunH 1 METROPOLITAN WASTE CONTROL COMMISSION DESCRIPTION OF OFFER OF MATCHING GRANTS TO COMMUNITIES FOR INFILTRATION /INFLOW CONTROL FEBRUARY, 1993 I. DESCRIPTION The Metropolitan Waste Control Commission is offering a limited ' number of grants up to $10,000.00 to communities served by the MWCC for community sponsored projects to reduce excessive infiltration and inflow (I /I) from entering the Metropolitan Disposal System (MDS). Each grant will require :a - matching dollar expenditure on the project from the recipient community. The grant eligible work must be completed within one year after the date of agreement. ' The total amount allocated for grants is $200,000.00. There are no funds allocated for continuation of this grant offer once the $200,000.00 has been committed. If the number of applications received through the initial offer is insufficient to encumber $200,000.00, the Commission reserves the right to offer to raise 11 the $10,000.00 grant ceiling to the initial qualifying applicants. All communities that discharge wastewater to the MDS are eligible to apply. Applications will be reviewed by the MWCC staff who will make a recommendation to the MWCC Board of Commissioners on the priority of the proposed project. The application procedure and the staff's criteria for priority classes for I/I Control Projects are outlined herein. The MWCC Board of Commissioners will review the staff's recommendations and establish the final list of grant recipients through official Board action. Recipient communities will be required to enter into an agreement, with the Commission, authorized by resolution of their City Council or Township Board. (The word "City" used hereafter includes eligible Townships.) The City's requirements, under the agreement, will include that the City provide assurances that the funds are applied to the stated purpose, that the project is cost - effective, that costs be accurately accounted, and that a written report be submitted to the MWCC upon completion of the work. The agreement will also provide the MWCC the right to audit City records pertaining to the grant funds and matching local share. The goal of this grant offer is to assist communities to implement I/I control improvements which provide a metropolitan benefit in addition to the local benefit. Because the funds are limited for this offer, the MWCC places a greater priority on physical improvements over desk -top studies. This means that communities that already have an understanding of where problems exist and how they can be corrected will be in a better position to justify their proposal. The MWCC also intends that the administration of these grant agreements be streamlined concomitant with the limited grant amount and the one -time nature of the offer. -1- 1 1 II. GENERAL CRITERIA FOR FUNDING PRIORITIES Proposed projects will be evaluated by the MWCC staff who will make a recommendation on the priority classification of the project. Within a priority class, projects will be ordered, based on the date when a completed application was received by the MWCC. The ' MWCC staff will prepare a recommended priority list for consideration by the MWCC Board of Commissioners. ' Projects targeted to produce a metropolitan benefit will receive higher priority than those where a metropolitan benefit is unlikely. Elimination of a sewage bypass resulting from I/I would be an example of a project with metropolitan benefit, both for the ' reduction of a health hazard and the risk of the MWCC losing federal and state assistance for construction of treatment facilities. Another example of metropolitan benefit is a project ' designed to reduce high peak flow rates, resulting from I /I. The recent "Systemwide Infiltration /Inflow Evaluation" by the MWCC is one source of information on communities where above peak flow 1 rates are estimated to be above average. Communities may also submit their own information demonstrating high peak flow rates. Projects designed to immediately remove I/I will receive priority ' over projects designed only to analyze the source of I/I problems. Grant recipients will need to demonstrate that they already have an understanding of the source of the I/I and how it can be reduced. ' Peak rates of inflow have a greater impact on metropolitan wastewater facilities than the long term average rate groundwater infiltration. Therefore, projects designed to immediately reduce peak rates of inflow will receive higher priority than those 1 designed to eliminate the average rate of groundwater infiltration. Greater priority will be assigned to projects that are ' comprehensive in scope, or involve a substantial effort by the community. For example, implementation of a community -wide sump pump inspection and disconnection program would receive priority ' over a project to repair several leaky sewer lids. Among projects to study the sources of I /I, higher priority will be assigned to field studies to isolate specific I/I sources than to ' studies to analyze I/I over a .general area. ,.For, example, a project to perform field inspection of an area known to have excessive I/I would receive higher priority than a project to analyze flow meter data from a meter that records flow from the whole community. 1 -2- 1 1 The general criteria are summarized below. Higher priority 1 rankings will be assigned for projects characterized by items from the top of this list. Lower priority rankings will be associated with items from the bottom of the list. 1 Proposed Project Ranking Criteria (high to low) Benefits Metropolitan Area and Facilities 1 Comprehensive in Scope Targets Immediate Reduction of-Peak Rates of I/I Targets Long Term Average Reduction of Groundwater 1 Study of Specific I/I Sources Study of I/I Characteristics Over a General Area 1 III. APPLICATION PROCEDURE 1 To apply for a grant, the Grant Application Form must be completed and signed by the City Administrator or equivalent staff authorized to submit the application by a resolution of the City Council. Attach a copy of the official minutes authorizing the submittal of the Grant Application to the application form. Attach supplemental information to describe the I/I problem, the details of the proposed project, and how the project meets the priority criteria of this grant offer and other pertinent information as requested on the application form. Applications must be post- marked no later than May 1, 1993. 1 IV. GRANT OFFERS Grant offers will be made approximately in the third week in June, 1993. A written grant offer will be sent to each qualifying community which will contain the -grant agreement language. Actual 1 award of a grant will be contingent upon City Council action authorizing the grant agreement between the MWCC and City. • 1 1 1 -3- 1 1 V. GRANT AWARD AND PAYMENTS Upon receipt of the grant agreement authorized by City Council ' action and executed by the City, the MWCC will issue payment to the City of 75 percent of the grant. ' Issuance of the balance of the MWCC share of the grant will be contingent upon (1) submittal of documentation of project expenditures showing the MWCC plus City share totals is equal or greater than 2 times the grant amount, and (2) submittal of a ' written report to the MWCC describing the work that was performed under the grant. ' If the total project cost is greater than 1.5 and .less than 2 times the grant amount, the MWCC will reduce the grant amount to match the City share. If the project costs less than the initial 75 percent grant amount plus a matching City dollar amount, the City shall refund to the MWCC the portion of the grant amount that was not matched by City ' funds. The refund to the MWCC shall be made by the date specified in the grant agreement. . ' The grant agreement will provide the MWCC the right to audit City records pertaining to the grant funds and matching local share. 1 VI. DISCLAIMER ON TERMS OF GRANT OFFER The terms of the grant offer described above are not legally ' binding and are subject to change. The final terms of the grant agreement will be contained in the legal agreement executed by the MWCC and recipient community. Ilgrant.wbr • -4- 1 Metropolitan Waste Control Commission Mears Park Centre, 230 East Fifth Street, St. Paul, Minnesota 55101 -1633 612 222 -8423 J.A/v February 5, 1993 1 / CV( I I 1 MR. DONALD ASHWORTH J' ��� CITY MANAGER t CITY OF CHANHASSEN ��, 690 COULTER DR �,� , CHANHASSEN, MN 55317 SUBJECT: MWCC Offer of Matching Grants for Infiltration/ ��� Inflow Control Projects DEAR MR. ASHWORTH: ' The Metropolitan Waste Control Commission invites your community to apply for a grant of up to $10,000 to fund a project to reduce the infiltration and inflow of clear water into the Metropolitan Disposal System. To be eligible, a matching dollar commitment is required from the community. ' On January 19, 1993, the MWCC Board of Commissioners allocated a total of $200,000.00 to this one -time grant offer. The objective of the grants is to promote infiltration /inflow projects at the local level that will benefit both the community and the Metropolitan wastewater system. A description of the grant offer is enclosed which identifies the criteria MWCC staff will use in evaluating proposed projects. To apply for a grant, you will need your council or board to pass a resolution authorizing you or another appropriate staff member to submit the application and to serve as your subject matter contact. Attach a copy of the official minutes of this action to the enclosed application form. Complete the application form according to the instructions, and attach a complete description of your proposal for an infiltration /inflow control project. Your description can be as brief or lengthy as you like, but be aware that the applications will be competitively evaluated. Provide sufficient information to justify the priority of your proposal. After the ranking of applications is completed, the MWCC Board of ' Commissioners will act on which applicants will be offered grants. The offer will be made in writing to the applicant along with the terms of the legal agreement between the community and the MWCC. To be awarded a grant, the community council or board will need to ratify the legal agreement by official action. The infiltration /inflow project must be completed within a period of one year beyond the date of the agreement. Equal Opportunity /Affirmative Action Employer 1 Infiltration /Inflow Project February 5, 1993 Page Two 1 Your application should be submitted to: William G. Moore ' Director of Engineering and Construction Metropolitan Waste Control Commission 230 East 5th Street St. Paul, MN 55101 ' If you have any questions regarding the application procedure, please call Wayne Rikala at 229 -2127. Sincerely, Gordon O. Voss Chief Administrator 1 Enclosures GOV:WGM:WBR:bw cc: MR. DON CHMIEL, MAYOR 1 1 1 •