NC0020354_Approval of Plans and Specs_20050516 (2)

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North Carolina Department of Environment and Natural Resources
Alan W Klimek, P E. Director
Division of Water Quality
May 16, 2005
Mr. David R. Hughes, Town Manager
Town of Pittsboro
P.O. Box 759
Pittsboro, North Carolina 27312
SUBJECT: Town of Pittsboro and Chatham County
W WTP Improvements and
Reclaimed Water Distribution System
Approval of the Plans and Specifications
Project No. E -SRL -T-02-0053
STAG Project No. XP -974771-030
Dear Mr. Hughes:
The review for completeness and adequacy of the project construction plans and
specifications has been concluded by the Construction Grants & Loans Section, of the North
Carolina Division of Water Quality. Therefore, said plan documents are hereby approved.
Eligibility for State Revolving Loan and STAG funding is determined as follows:
Eligible
Modifications to the existing 0.75 MGD Town of Pittsboro WWTP to include a
500,000 -gallon aerated flow equalization basin with dual variable -speed pumps, a
flow splitter box, two new 40 -ft. diameter clarifiers, the conversion of the two
existing clarifiers to anoxic zones, two new 50 sq. ft. tertiary filter cells, new
ultraviolet disinfection facilities, and an effluent pump station with dual 350 GPM
pumps for reuse water transmission.
A 300,000 GPD reclaimed water generation and distribution system consisting of
approximately 20,350 lineal feet of 12 -inch reclaimed water main, approximately
6,380 lineal feet of 8 -inch reclaimed water main, a 300,000 -gallon reclaimed water
storage tank, and appurtenances.
Issuance of this approval letter does not imply availability of funding. Please note that no
funding from either STAG or SRL sources will be made available for this project until 3M
Company has obtained a modification to Non -Discharge Permit No. WQ0020808, which will
allow the utilization of reclaimed water from the Pittsboro WtiVTP. In the event that received
bids exceed the amount established through the funding offer, and local funds are not adequate to
award contraet(s), it will be necessary to consider all alternatives including redesign,
re -advertising, and rebidding.
Construction Grants and Loans Section One
1633 Mail Service Center Raleigh NC 27699-1633 NrthCaTolina
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Mr. David R. Hughes
May 16; 2005
Page Number 2
Neither the State nor Federal Government, nor any of its departments, agencies or
employees is or will be a party to the invitation to bids, addenda, any resulting contracts or
contract negotiations/changes.
If the Recipient does not maintain the court sanctioned schedules which extended the
compliance date for complying with the final effluent limits established in the NPDES Permit,
then project costs incurred will not be eligible for Grant or Revolving Loan payments.
Your project is subject to the one-year performance certification requirements. By this,
you are required on the date one year after the completion of construction and initial operation of
the subject treatment facilities, to certify, based on your consultant engineer's advisement,
whether or not such treatment works meet the design performance, specifications and the permit
conditions and effluent limitations.
In accordance with the Federal Regulations, the Recipient is required to assure compliance
with the OSHA safety regulations on the subject project. In complying with this regulatory
responsibility, the Recipient should, by letter, invite the Training Officer, Education Training and
Technical Assistance Unit, NC OSHA Division, 4 W. Edenton Street, Raleigh, NC 27601
(telephone [phone]), to participate in the Preconstruction Conference to assure that proper
emphasis is given on understanding and adhering to the OSHA regulations.
It is the responsibility of the Recipient and the Consulting Engineer to insure that the
project plan documents are in compliance -with Amended N. C. G. S. 133-3 (ratified July 13,
1993). The administrative review and approval of these plans and specifications, and any
subsequent addenda or change order, do not imply approval of a restrictive specification for
bidding purposes; nor is it an authorization for noncompetitive procurement actions.
Any addenda to be issued for subject project plans and specifications must be submitted by
the Recipient such that adequate time is allowed for review/approval action by the State, and for
subsequent bidder action prior to receipt of bids.
It is mandatory for project facilities to be constructed in accordance with the North
Carolina Sedimentation Pollution Control Act, and, when applicable, the North Carolina Dam
Safety Act. In addition, the specifications must clearly state what the contractors' responsibilities
shall be in complying with these Acts.
Prior to entering into any contract(s) for construction, the recipient must have obtained all
applicable project Permits from the State, including an Authorization to Construct and/or Non -
Discharge Permit.
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While rejection of all bids is possible, such action may be taken only with prior State
concurrence, and only for good cause.

Mr. David R. Hughes
May 16,2005
Page Number 3
A goal of 8% of the contract price is established for Minority Business Enterprise (MBE)
participation in this project, and a goal of 5% of the contract price is established for Women's
Business Enterprise (VIBE) participation in this project. The Recipient and Bidders shall make a
good faith effort to assure that MBE's and WBE's are utilized, when possible, as sources of
goods and services. The good faith effort must include the following affirmative steps: (a)
including small, minority, and women's businesses on solicitation lists; (b) assuring that small,
minority, and women's businesses are solicited whenever they are potential sources; (c) dividing
total requirements, when economically feasible, into small tasks or quantities to permit
maximum participation by small, minority, and women's businesses; (d) establishing delivery
schedules, and (e) using the services of the Small Business Administration and the Minority
Business Development Agency of the U.S. Department of Commerce. Please note that the
solicitation efforts should include documentable follow-up phone calls. -
The Recipient shall comply with the provisions of 40 CFR, Part 7, Subpart C -
Discrimination Prohibited on the Basis of Handicap.
For State Revolving Loan purposes:
Attached is a form (Part B) which is to be completed within 21 days after bids have been
received, and submitted to the State for review. It must be accompanied by the documents
indicated on the form. Upon review and approval of this information, the State will authorize the
Recipient to make the proposed award.
For STAG purposes:
Attached is one (1) copy of the Project Review and Cost Summary (Authority to Award)
which is also to be completed within 21 days after bids have been received, and submitted to the
State for review. Upon review and approval of this information, the State will authorize the
Recipient to make the proposed award.
Do not proceed with construction until the Authorization -to -Award package and the EEO
and MBE documentation/certification have been reviewed, and you are in receipt of our
approval, if a Federal grant is desired for project construction.
Two (2) copies of any change order must be promptly submitted by the Recipient to the
State. If additional information is requested by the State, a response is required within two (2)
weeks, or the change order will be returned without further or final action.
One (1) set of the final approved plans and specifications will be forwarded to you. One
(1) set of plans and specifications identical to the approved set must be available at the project
site at all times.
Upon completion of the project construction, the Recipient shall submit a letter confirming
that the project has been -constructed Jn accordance with the plans and specifications approved by

Mr. David R. Hughes
May 16; 2005
Page Number 4
the State. "As -built" plans will need to be submitted with any changes clearly documented on
the plans if the above confirmation cannot be made.
If there are any questions concerning this matter, please do not hesitate to contact
Mr. Cecil G. Madden, Jr., P. E. at [phone].
Sincerely,
John R. Blowe, P.E., Chief _
Construction Grants & Loans Section
Attachment
GTV:cgm
cc: John F. Phillips, P.E., Diehl & Phillips, P.A.
James N. Johnston, P.E., Hydrostructures, P.A.
Charlie Horne, Chatham County
DWQ Raleigh Regional Office
Amy Simes, P.E.
Daniel Blaisdell, P.E.
Valerie Lancaster
Don Evans
Cecil G. Madden, Jr., P.E.
Gil Vinzani, P.E.
OSHA Training Officer, Les Kafel
Surface Water Protection — Central Files
SRL
STAG
a
SO L- CC